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HomeMy WebLinkAboutItem 6.1 Group Picnic Area Use Fee or 19 82 STAFF REPORT CITY CLERK ` CITY COUNCIL File #950-20 DATE: January 20, 2015 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager " SUBJECT: Group Picnic Area Use Policy and Fee Schedule Prepared by Rhonda Franklin, Administrative Analyst EXECUTIVE SUMMARY: The City Council will consider revisions to the Emerald Glen Group Picnic Area Use Policy and Fee Schedule, which was last updated on February 16, 2010. Staff is proposing amendments to the Policy to include four additional picnic areas that can be reserved by the public: two additional areas at Emerald Glen Park, one additional area at Kolb Park, and one additional area at Schaefer Ranch Park. In addition, the policy language would be updated to reflect the additional picnic sites and to make it consistent with other City rental policies. There are no fee increases proposed for the picnic areas. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends that the City Council conduct the public hearing, deliberate and adopt the Resolution Establishing the Group Picnic Area Use Policy and Fee Schedule. � r Submi ted By l Reviewed By Parks and Community Ser ices Director Assistant City Manager DESCRIPTION: The City Council reviews and approves amendments to Facility Use Policies for all facilities that are available for rental by the community. These Facility Use Policies establish the rules, procedures, and fees governing the use of the facilities. The Emerald Glen Group Picnic Area Use Policy was adopted May 16, 2006 and revised February 16, 2010 in order to help streamline rental procedures and address minor problems that occurred during the first few years of picnic rentals. Currently, the Emerald Glen Park Group Picnic Area is the only picnic Page 1 of 4 ITEM NO. 6.1 area available for rental in the City's parks, with other park picnic areas available on a first- come, first-served basis. The Emerald Glen Park Group Picnic area has been well utilized by the community since the Use Policy was established. Rentals occur from spring through fall, with the most popular season being the summer months of June through August. The number of rental bookings has increased steadily from year to year. Since 2011, reservations of the picnic area have increased by almost 100 percent, going from approximately 122 reservations in 2011 to approximately 240 reservations this year. In addition, Staff has received feedback from the community that the first-come, first-serve picnic areas are also popular, often requiring users to "claim" picnic areas early in the morning in order to hold the space until their event. Based on this steady increase in use and popularity of the picnic areas, Staff is proposing to expand rentable picnics areas to the following park locations: • Two additional picnic areas at Emerald Glen Park • One large picnic area at Kolb Park • One large picnic area at Schaefer Ranch Park Two Additional Picnic Areas at Emerald Glen Park In addition to the existing rentable group picnic area at Emerald Glen Park, there are two other areas within the park that have picnic tables. One picnic area is located near the circular plaza off of Gleason Drive and the other picnic area is located near the water play area. The picnic area located near the circular plaza has a picnic area with four barbecues and seating for up to 36. The picnic area near the water play area has three barbecues and three rectangular tables for seating for up to 24. Kolb Park Kolb Park has a large group picnic area situated under a shade structure with two barbecues and square tables for seating for up to 48. Another group picnic area, situated under mature trees with three barbecues and seating for up to 40, as well as six additional picnic tables at the park would remain available on a first-come, first-serve basis. Kolb Park amenities include play equipment, restrooms, and tennis courts. Schaefer Ranch Park Schaefer Ranch Park has one large covered picnic area with two barbecues and eight rectangular tables for seating for up to 64. There are four additional picnic tables at the park that would remain available on a first-come, first-serve basis. Park amenities include basketball courts, horseshoe pits, play equipment, restrooms, and tennis courts. Each of these picnic areas are currently being used by the community for both impromptu and planned events so no additional impacts are anticipated. By expanding the number of picnic areas for reservation, residents are provided with increased options for reserving a picnic area in advance, thus helping to alleviate concerns with securing a picnic location in the early morning hours for a planned event. To inform the community of the additional rentable picnic areas, signs will be posted at each picnic site that is available for reservations. In addition, the notification of the additional rentable picnic areas will be included on the City's website, in the Activity Guide, and in email promotions. Page 2 of 4 Rental Rates Staff conducted a Picnic Area rental fee comparison with the Town of Danville, cities of Pleasanton and San Ramon, and the Livermore Area Recreation and Park District (LARPD). Based on the information obtained, the City of Dublin picnic rental fees average in the middle of the ranges. In addition, the maintenance cost increases for picnic areas has remained minimal. As a result, no fee amendments are proposed at this time. Staff would utilize the same fee structure currently in place for Emerald Glen Park Picnic Area for the additional picnic areas. To simplify the comparison, the fee data for resident rates is listed below. CITY SEATS RESIDENT FEE 48 $60/Day DUBLIN 56 $70/Day 96 $120/Day 20 $45/area 50 $134/area DANVILLE 150 $199/area 200 $398/area 90 $100/Day 200 $100/Day LARPD 200 $150/Day 70 $100/Day 200 $100/6 hrs., PLEASANTON additional hours$30/hr. 250 $120/6 hrs., additional hours$30/hr. 1-50 $99/Day 51-149 SAN RAMON (Central Park and Athan Downs only) $192/Day 150-200 (Central Park&Athan Downs Only) $286/Day General Clean-up of Miscellaneous Items In reviewing the existing policy, Staff proposes to make a few minor modifications to make the policy more consistent with other Facility Use Policies. These changes include updating the sections to provide more detail and to match the language of other existing policies and other minor changes to increase clarity and detail where needed. Parks and Community Services Commission Recommendation On December 15, 2014, the Parks and Community Services Commission reviewed the proposed modifications to the Emerald Glen Park Group Picnic Area Use Policy and Fee Schedule. Attachment 2 is the draft minutes from the meeting related to the Commission discussion of the Policy. The Commission voted 6-0 to recommend approval of the proposed Group Picnic Area Use Policy and Fee Schedule to the City Council. Attachment 4 is a Resolution establishing the Group Picnic Area Use Policy and Fee Schedule, with the proposed Use Policy as Exhibit A to the Resolution. Page 3 of 4 Summary The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. In addition, the community is provided with an expanded number of rentable picnic areas thus increasing the number of rentable picnic options in the City. Staff conducted a fee survey and found that the existing rental fees are within the market average. If approved by the City Council, the new Facility Use Policy would be effective for picnic area rental applications received Monday, February 2, 2015 and later. Rental application requests received prior to February 2, 2015 will be subject to the existing Facility Use Policy. NOTICING REQUIREMENTS/PUBLIC OUTREACH: Notification of this Public Hearing was mailed to neighbors within a 300-foot radius of each park identified in this report and a Public Hearing Notice was published in the Valley Times on January 10 and January 15, 2015. ATTACHMENTS: 1. Redlined Version of Existing Emerald Glen Group Picnic Area Use Policy and Fee Schedule 2. Draft Minutes of the Parks and Community Services Commission dated December 15,2014 for Item 8.1 - Group Picnic Area Use Policy and Fee Schedule 3. Photos of Proposed Additional Rentable Picnic Areas 4. Resolution Establishing Group Picnic Area Use Policy and Fee Schedule, with the proposed Group Picnic Area Use Policy and Fee Schedule attached as Exhibit A Page 4 of 4 OF Dt,�G 19 82 n, X82 City of DIL blin Group Picnic Area Use Policy and Fee Schedule LIFOR The City of Dublin has several Picnic Areas available for use by the community. The use of most picnic areas does not require a reservation and is on a first come, first serve basis. The Group Picnic Area at Emerald Glen Park, ark, and Schaefer Ranch Pares must be reserved in advance. The Picnic Area Use Policy establishes rules, regulations, procedures and fees governing use of the Emerald Glen Group Picnic Area. Classification of Users Group 1. Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations and Sports Leagues: Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter addressed to the Parks and Community Services Department that demonstrates the direct community benefit of the facility use. Such letters will require the approval of the City Manager or his/her designee. Group 3. Individuals or Other Groups: Individuals or groups who do not meet the criteria listed above and/or social activities such as picnics,family reunions, awards ceremonies, birthday parties, etc. a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Resident Group 4. Commercial Uses: Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. a) Resident (Company or group facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company or group facility,the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-Resident Priority of User Groups Groups 1,2, 3A (Resident)- Reservations accepted one-year in advance of the requested rental date. Group 38(Non-Resident)and Group 4- Reservations accepted three-months in advance of the requested rental date. Hours of Rental Use 1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk. 2. The Picnic Area must be cleaned and vacated by dusk. How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance if required for the rental. 1. To make a reservation, a Picnic Area Use Application and full payment of rental fees must be submitted for approval. Approval takes three to five business-days and applicants will be notified in writing as to the application status. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Applieatiens are aeeepted freffl -&-30- A.M. te 4j30 P.M, Menday threugh Friday, City designated helidays exeepted ADOPTED FEBRUARY 16 2_nJ nDATE Page 1 of 5 during business hours or booked online at www.DublinRecGuide.com; however, applicants using a lump house, requesting vehicle access or requesting public agency, non-profit, or commercial classification must be booked in- person at the Shannon Community Center. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California driver's license or current utility bill). 4. Groups who are applying as a Group 2 classification must have a "Charitable and Social Welfare Organization Verification Form" on file, or submit a completed form and the group's Bylaws, membership roster, and I.R.S. Tax Exemption Letter. Other groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). 5. Applications submitted less than five (5) business days prior to the requested rental date will not be accepted. Rental Fees Per Day Group 1: Public Agencies, and Group 2: Dublin Chamber of Commerce, Dublin Charitable,Social Welfare and Sport League Organizations Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $23000 Area A(seats 48) $20.00 Area A(seats 64) $27.00 Area B (seats 48 $20000 Area C(seats 96) $40000 Areas ABC(seats 200) $83000 Area D (seats 36) $15.00 Area E (seats (24) $10.00 Use for Purposes of Fundraising: A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $53000 Area A(seats 48) $45.00 Area A(seats 64) $61.00 Area B (seats 48 $45000 Area C(seats 96) $90000 Areas ABC(seats 200) $188000 Area D (seats 36) $34.00 Area E (seats (24) $23.00 Group 3A Individuals/Other Groups-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $70000 Area A(seats 48) $60.00 Area A(seats 64) $80.00 Area B (seats 48 $60000 Area C(seats 96) $120000 Areas ABC(seats 200) $250000 Area D (seats 36) $45.00 Area E (seats (24) $30.00 Group 381ndividuals/0ther Groups—Non-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $84.00 Area A(seats 48) $72.00 Area A(seats 64) $96.00 Area B (seats 48 $72000 Area C(seats 96) $144000 Areas ABC(seats 200) $300000 Area D (seats 36) $54.00 ADOPTED CCQDI IADV 16, 2-010DATE Page 2 of 5 Area E (seats (24) $36.00 Group 4A Commercial Uses-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $93.00 Area A(seats 48) $80.00 Area A(seats 64) $106.00 Area B (seats 48 $80.00 Area C(seats 96) $160.00 Areas ABC(seats 200) $333.00 Area D (seats 36) $60.00 Area E (seats (24) $40.00 Group 48 Commercial Uses—Non-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $112.00 Area A(seats 48) $96.00 Area A(seats 64) $128.00 Area B (seats 48 $96.00 Area C(seats 96) $192.00 Areas ABC(seats 200) $400.00 Area D (seats 36) $72.00 Area E (seats (24) $48.00 Rental Procedures Payment Schedule 1. Payment of rental fees must be made at the time the application is submitted. 2. Payments may be made by check, VISA, MasterCard, American Express, Discover, money order or cash. Please -I1 _hecks or money orders payable to the City of Dublin. Cancellations,Changes and Refunds 1. Cancellation requests must be made in writing by the applicant (emails submitted from the applicant'ts email address are acceptable). Refunds will be m.-ailed +„ the .,^Bean^_•;" be processed within 30 days of receipt of the written cancellation request. Refunds will be handled as follows: a) If the request is received two months or more prior to the rental date the rental fees will be refunded, less a $25.00 processing fee. b) If the request is received between two months and 30-days prior to the rental date the applicant will forfeit one-half of the rental fees unless another user rebooks the date. If it is rebooked the rental fees will be refunded less a $25.00 processing fee. c) If the request is received less than 30-days prior to function the applicant will forfeit one-half of the rental fees. 2. Rental fees will not be refunded for events which are cancelled due to rain. Instead a credit will be placed on the customer's account if notification of rain cancellation was communicated to the Parks and Community Services Department on the day of the reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and leaving a message or by emailing GlenTheGuide @dublin.ca.gov. Events cancelled due to rain may be rescheduled for a future use to occur within one-year of the cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a cancelled use within one-year will result in forfeiture of the rental fees paid. 3. Permits may not be transferred, assigned or sublet. 4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If the Picnic Area becomes unavailable due to extenuating circumstances, the City reserves the right to cancel the Facility Use Permit. In this situation, the group or individual will be given as much advance notice as possible. General Rental Information 1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the picnic area for proper use during rental hours. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the picnic area. 2. Park facilities other than the reserved picnic areas are open to the general public. ADOPTED FEBRUARY 16, 2_nJnDATE Page 3 of 5 3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from the Parks and Community Services Department-At the ShWmne C-emmunmty CeeteF, 11600-Shy eeie. The sports fields are closed from December 15 through March 1. 4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are only available on a first- come,first-served basis. 5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers, including bottles, are not permitted. 6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to be dumped in trash receptacles. 7. Campfires/bonfires are not permitted in the park. 8. The use of generators is prohibited. Electrical outlets are available in the picnic area. 9. Dunk tanks, animal rides and petting zoos are not permitted in the park. 10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group Picnic Area must be approved by the Parks and Community Services Director. 11. Rental parties are prohibited from driving vehicles in the park to access the picnic area. Emerald Glen Park Picnic Areas A, B, and C is the only picnic area with a designated vehicle access road for loading and unloading. Requests for exee ,tier to this p 4ime•use of the vehicle access road for Emerald Glen Park Picnic Areas A, B, and C must be submitted in writing to the Parks and Community Services Director or designee, and will only be considered for applicants renting Emerald Glen Park Picnic Areas A, B, and C together theeet+ee picn+e area. If vehicular access is granted the rental applicant will need to provide liability insurance naming the City as additionally insured. An Attendant fee e#$15 per hour would be added to the rental fees. 12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste immediately. 13. SMOKING IS PROHIBITED within 100 feet of any children's playground area, sports fields, sport courts and picnic areas. 14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 15. Selling,vending, or peddling items is prohibited. 16. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. 17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 18. Storage is not available for events. 19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and laws. 20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the City ManageFParks and Community Services Director,or the,4 designee, no later than 45 days prior to the date of use requested. Inflatable Jump Houses and Other Equipment As noted in the General Rental Information, setting up additional equipment in the Group Picnic Areas must be approved by the Parks and Community Services Director. For inflatable jump houses, the vendor providing the equipment must have a Vendor application and liability insurance on file with the City of Dublin. If the jump house is owned by the rental applicant, then the applicant must provide the certificate of liability insurance. If the rental applicant has a company providing equipment such as tents, canopies or stages, then the vendor must have an application and liability insurance on file with the City. For specific insurance requirements, please refer to the next section. At this time,}inflatable ljump houses are only permitted at Emerald Glen Park Picnic Areas A, B, and C. Insurance Requirements For rentals that are granted vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of$1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin as an "additional insured" in conformance with the hold harmless agreement as outlined en in the "^ TGroup k-n+ePicnic Area Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City o Dublin. The certificate shall be properly executed with the original signature of the authorizing ADOPTED FEBRUARY 16, 201 nDATE Page 4 of 5 insurance agent. An Additional Insured Endorsement must accompany the Certificate (no exceptions). The Certificate is due at least ten (10) days before the rental date. If you have received approval to have an inflatable jump house, or set up other additional equipment, the vendor providing the equipment will need to have a vendor application on file with the City and be subject to the above insurance requirements.Applicants and vendors should contact their insurance provider to check if their policy maybe extended to cover the rental. In the event that coverage is not available, the City has event insurance available for purchase. The City of Dublin reserves the right to deny the use of City Picnic Areas to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or Dublin residents. Applicants should thoroughly review the Emerald Glen Group Picnic Area Use Policy to become familiar with all rental fees,policies and procedures. Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to confirm that you reserved the designated picnic area. ADOPTED FEBRUARY 16, 2-A-1-A-DATE Page 5 of 5 PARKS AND COMMUNITY SERVICES COMMISSION REGULAR MEETING Draft Minutes for Item 8. 1 CITY OF DUBLIN December 15, 2014 J1 The December 15, 2014 Regular Meeting of the Parks and Community Services Commission was called to order at 7:00 PM at the Dublin Civic Center, Dublin, California, by Chair Totaro. PLEDGE OF ALLEGIANCE Chair Totaro led the Pledge of Allegiance. ROLL CALL Commissioners (Cm.) Present: Ballesteros, Boboc Elias, Mack,Totaro,Tran Commissioner Absent: None NEW BUSINESS 8.1 Group Picnic Area Use Policy and Fee Schedule Ms. Micki Cronin, Assistant Director of Parks and Community Services, presented the specifics of the item as outlined in the Staff Report. Cm. Tran stated she thought the expanded picnic area was a great idea and she liked that the policy was more detailed and would be effective February 2015. Cm. Elias asked if the proposed picnic area at Schaefer Ranch Park would be reserved per table or for the whole covered area. Ms. Cronin stated the reservation would be for the whole area under the covering. There are four individual picnic tables that would remain available in the park for people to use on a first-come, first-serve basis. Vice Chair Mack asked how often groups use inflatable jump houses at the parks. Ms. Jennifer Kransky, Senior Office Assistant, stated many groups use an inflatable jump house with their picnic rentals. Emerald Glen Park is the only park where inflatable jump houses are allowed as there are electrical outlets available and generators are not allowed in the parks. Cm. Boboc asked if there are any waivers or accommodations for those that may not be able to afford the rental fees. Ms. Cronin stated the policy does not include anything that refers to waiving a rental fee; however, special requests may be submitted in writing to the Parks and Community Services Director. Cm. Ballesteros asked for clarification on inflatable jump houses at Schaefer Ranch Park. Ms. Cronin stated inflatable jump houses are not allowed at neighborhood parks at this time. Cm. Ballesteros also asked if the future Emerald Glen Recreation and Aquatic Center (EGRAC) would have any picnic areas. Ms. Cronin stated Staff is looking into including picnic areas that can be reserved at EGRAC. Chair Totaro asked if there have been any conflicts with groups reserving the picnic areas. Ms. Cronin stated a reservation schedule is regularly posted at the park kiosk and the customer receives a copy of P&CSC Draft Minutes—December 15,2012—Page 2 of 2 their rental permit to take to their reserved picnic area. Ms. Kransky stated Staff has not received complaints about picnic areas being taken when a customer has a reservation. The complaints received refer to customers having to go out to the picnic areas very early in the morning to make sure they are able to claim tables for their event in the first-come, first-serve areas. Chair Totaro asked if anything should be added to the policy to address conflicts. Ms. Cronin stated she did not think anything was needed at this time. Chair Totaro commented that there could be some issues at the neighborhood parks with residents using the reserved areas. Ms. Cronin stated Staff sent out a notice to the residents surrounding the parks and another notice would be sent out again when the policy goes to City Council. On a motion by Cm. Ballesteros, seconded by Cm. Boboc, and by a vote of 6-0-0, the Commission recommended approval of the Group Picnic Area Use Policy and Fee Schedule to City Council. ADJOURNMENT Being no further business, the meeting adjourned at 7:25 PM. Respectfully submitted, Jennifer Kransky Senior Office Assistant APPROVED: Chairperson t [LEI . . r �i Circular plaza picnic area r . Fm lc OF 7z, yy�yy�� . � Y 'T• ,a... .Central-PklyY _` - - �' Water play picnic area Kolb + f!� •�,� } � ����Fes•. ;,s' 6 +v �" EK� • '� l �r - �.. fT r r r r 4 .. .�. Tom_^;b F'arl: j 5 - e ,aY x} 1"t 45 V� y f.� -`+i „�'••�Y��i¢ti _ I7 �- ��.�� Schaefer Ranch Park 4` I a.a. d[;<.+'.e. ci�i�"'mss^,•N'°y,Y%{;:.,::'� ...,:x`Y "4S � - .' ".stir•' - y RESOLUTION NO. XX - 15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF THE GROUP PICNIC AREAS WHEREAS, in 2006 the City of Dublin completed Phase III of Emerald Glen Park that included the construction of a Group Picnic Area designed to serve as a focal point for hosting picnics and other events for the community; and WHEREAS, on May 16, 2006 the City Council adopted Resolution 76-06 establishing a Facility Use Policy to allow for rental of the Group Picnic Area by the community; and WHEREAS, on February 16, 2010 the City Council adopted Resolution 27-10 revising the Facility Use Policy to streamline rental procedures and address minor issues that occurred during the first few years of picnic rentals; and WHEREAS, community member reservations of Emerald Glen Group Picnic Area have substantially increased since the facility use policy was originally established; and WHEREAS, the community has interest in additional rentable picnic areas in the City; and WHEREAS two additional picnic areas at Emerald Glen Park, one picnic area at Kolb Park; and one picnic area at Schaefer Ranch Park are suitable for reservation by the community; and WHEREAS, the Facility Use Policy and Rental Fees for the Group Picnic Area have been revised by Staff and recommended for approval by the Parks and Community Services Commission. NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE to hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions in Resolution 27-10 be superseded by this Resolution effective for rental applications received on or after Monday, February 2, 2015. PASSED, APPROVED AND ADOPTED this 20th day of January, 2015, by this vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 2 OF Dir�1G 19 82 City of Dublin Group Picnic Area Use Policy and Fee Schedule LIFOR The City of Dublin has several Picnic Areas available for use by the community. The use of most picnic areas does not require a reservation and is on a first come, first serve basis. The Group Picnic Areas at Emerald Glen Park, Kolb Park, and Schaefer Ranch Park must be reserved in advance. The Picnic Area Use Policy establishes rules, regulations, procedures and fees governing use of the Emerald Glen Group Picnic Area. Classification of Users Group 1. Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations and Sports Leagues: Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter addressed to the Parks and Community Services Department that demonstrates the direct community benefit of the facility use. Such letters will require the approval of the City Manager or his/her designee. Group 3. Individuals or Other Groups: Individuals or groups who do not meet the criteria listed above and/or social activities such as picnics,family reunions, awards ceremonies, birthday parties, etc. a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Resident Group 4. Commercial Uses: Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. a) Resident (Company or group facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company or group facility,the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-Resident Priority of User Groups Groups 1,2, 3A (Resident)- Reservations accepted one-year in advance of the requested rental date. Group 38(Non-Resident)and Group 4- Reservations accepted three-months in advance of the requested rental date. Hours of Rental Use 1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk. 2. The Picnic Area must be cleaned and vacated by dusk. How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance if required for the rental. 1. To make a reservation, a Picnic Area Use Application and full payment of rental fees must be submitted for approval. Approval takes three to five business-days and applicants will be notified in writing as to the application status. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, during business hours or booked online at www.DublinRecGuide.com; however, applicants using a jump house, requesting ADOPTED DATE Page 1 of 5 vehicle access or requesting public agency, non-profit, or commercial classification must be booked in-person at the Shannon Community Center. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California driver's license or current utility bill). 4. Groups who are applying as a Group 2 classification must have a "Charitable and Social Welfare Organization Verification Form" on file, or submit a completed form and the group's Bylaws, membership roster, and I.R.S. Tax Exemption Letter. Other groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). 5. Applications submitted less than five (5) business days prior to the requested rental date will not be accepted. Rental Fees Per Day Group 1: Public Agencies, and Group 2: Dublin Chamber of Commerce, Dublin Charitable,Social Welfare and Sport League Organizations Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $23.00 Area A(seats 48) $20.00 Area A(seats 64) $27.00 Area B (seats 48 $20.00 Area C (seats 96) $40.00 Areas ABC (seats 200) $83.00 Area D (seats 36) $15.00 Area E (seats (24) $10.00 Use for Purposes of Fundraising: A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $53.00 Area A(seats 48) $45.00 Area A(seats 64) $61.00 Area B (seats 48 $45.00 Area C (seats 96) $90.00 Areas ABC (seats 200) $188.00 Area D (seats 36) $34.00 Area E (seats (24) $23.00 Group 3A Individuals/Other Groups-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $70.00 Area A(seats 48) $60.00 Area A(seats 64) $80.00 Area B (seats 48 $60.00 Area C (seats 96) $120.00 Areas ABC (seats 200) $250.00 Area D (seats 36) $45.00 Area E (seats (24) $30.00 ADOPTED DATE Page 2 of 5 Group 381ndividuals/Other Groups—Non-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $84.00 Area A(seats 48) $72.00 Area A(seats 64) $96.00 Area B (seats 48 $72.00 Area C (seats 96) Areas ABC (seats 200) $300.00 Area D (seats 36) $54.00 Area E (seats (24) $36.00 Group 4A Commercial Uses-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $93.00 Area A(seats 48) $80.00 Area A(seats 64) $106.00 Area B (seats 48 $80.00 Area C (seats 96) $160.00 Areas ABC (seats 200) $333.00 Area D (seats 36) $60.00 Area E (seats (24) $40.00 Group 48 Commercial Uses—Non-Resident Emerald Glen Park Kolb Park Schaefer Ranch Park Area A(seats 56) $112.00 Area A(seats 48) $96.00 Area A(seats 64) $128.00 Area B (seats 48 $96.00 Area C (seats 96) $192.00 Areas ABC (seats 200) $400.00 Area D (seats 36) $72.00 Area E (seats (24) $48.00 Rental Procedures: Payment Schedule 1. Payment of rental fees must be made at the time the application is submitted. 2. Payments may be made by check, VISA, MasterCard, American Express, Discover, money order or cash. Checks or money orders payable to the City of Dublin. Cancellations,Changes and Refunds 1. Cancellation requests must be made in writing by the applicant (emails submitted from the applicant's email address are acceptable). Refunds will be processed within 30 days of receipt of the written cancellation request. Refunds will be handled as follows: a) If the request is received two months or more prior to the rental date the rental fees will be refunded, less a $25.00 processing fee. b) If the request is received between two months and 30-days prior to the rental date the applicant will forfeit one-half of the rental fees unless another user rebooks the date. If it is rebooked the rental fees will be refunded less a $25.00 processing fee. c) If the request is received less than 30-days prior to function the applicant will forfeit one-half of the rental fees. 2. Rental fees will not be refunded for events which are cancelled due to rain. Instead a credit will be placed on the customer's account if notification of rain cancellation was communicated to the Parks and Community Services Department on the day of the reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and leaving a message or by emailing GlenTheGuide @dublin.ca.gov. Events cancelled due to rain may be rescheduled for a future use to occur within one-year of the cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a cancelled use within one-year will result in forfeiture of the rental fees paid. 3. Permits may not be transferred, assigned or sublet. ADOPTED DATE Page 3 of 5 4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If the Picnic Area becomes unavailable due to extenuating circumstances, the City reserves the right to cancel the Facility Use Permit. In this situation, the group or individual will be given as much advance notice as possible. General Rental Information 1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the picnic area for proper use during rental hours. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the picnic area. 2. Park facilities other than the reserved picnic areas are open to the general public. 3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from the Parks and Community Services Department. The sports fields are closed from December 15 through March 1. 4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are only available on a first- come,first-served basis. 5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers, including bottles, are not permitted. 6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to be dumped in trash receptacles. 7. Campfires/bonfires are not permitted in the park. 8. The use of generators is prohibited. Electrical outlets are available in the picnic area. 9. Dunk tanks, animal rides and petting zoos are not permitted in the park. 10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group Picnic Area must be approved by the Parks and Community Services Director. 11. Rental parties are prohibited from driving vehicles in the park to access the picnic area. Emerald Glen Park Picnic Areas A, B, and C is the only picnic area with a designated vehicle access road for loading and unloading. Requests for use of the vehicle access road for Emerald Glen Park Picnic Areas A, B, and C must be submitted in writing to the Parks and Community Services Director or designee, and will only be considered for applicants renting Emerald Glen Park Picnic Areas A, B, and C together. If vehicular access is granted the rental applicant will need to provide liability insurance naming the City as additionally insured. An Attendant fee per hour would be added to the rental fees. 12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste immediately. 13. SMOKING IS PROHIBITED within 100 feet of any children's playground area, sports fields, sport courts and picnic areas. 14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 15. Selling,vending, or peddling items is prohibited. 16. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. 17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 18. Storage is not available for events. 19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and laws. 20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the Parks and Community Services Director or designee, no later than 45 days prior to the date of use requested. Inflatable Jump Houses and Other Equipment As noted in the General Rental Information, setting up additional equipment in the Group Picnic Areas must be approved by the Parks and Community Services Director. For inflatable jump houses, the vendor providing the equipment must have a Vendor application and liability insurance on file with the City of Dublin. If the jump house is owned by the rental applicant, then the applicant must provide the certificate of liability insurance. If the rental applicant has a company providing equipment such as tents, canopies or stages, then the vendor must have an application and liability insurance on file with the City. For specific insurance requirements, please refer to the next section. At this time, Inflatable Jump Houses are only permitted at Emerald Glen Park Picnic Areas A, B, and C. ADOPTED DATE Page 4 of 5 Insurance Requirements For rentals that are granted vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of$1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin as an "additional insured" in conformance with the hold harmless agreement as outlined in the Group Picnic Area Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City of Dublin. The certificate shall be properly executed with the original signature of the authorizing insurance agent. An Additional Insured Endorsement must accompany the Certificate(no exceptions). The Certificate is due at least ten (10) business days before the rental date. If you have received approval to have an inflatable jump house, or set up other additional equipment, the vendor providing the equipment will need to have a vendor application on file with the City and be subject to the above insurance requirements.Applicants and vendors should contact their insurance provider to check if their policy maybe extended to cover the rental. In the event that coverage is not available, the City has event insurance available for purchase. The City Dublin reserves the right to den the use o City Picnic Areas to an person or group i such use is deemed to Y f g Y f Y any g p f be contrary to the best interest of the City, the facility, and/or Dublin residents. Applicants should thoroughly review the Emerald Glen Group Picnic Area Use Policy to become familiar with all rental fees,policies and procedures. Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to confirm that you reserved the designated picnic area. ADOPTED DATE Page 5 of 5