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Home My WebLink About8.1 Group Picnic Area Use Policy & Fee Schedule `s �� AGENDA STATEMENT CITY CJF PARKS AND COMMUNITY SERVICES COMMISSION I��TRT.Y I�l MEETING DATE: December 15, 2014 SUBJECT: Group Picnic Area Use Policy and Fee Schedule Prepared by Rhonda Franklin, Administrative Analyst I ATTACHMENTS: 1) Proposed Group Picnic Area Use Policy and Fee Schedule 2) Redlined Version of Existing Emerald Glen Group Picnic Area Use Policy and Fee Schedule RECOMMENDATION: Receive the Staff presentation and recommend to City Council approval of the proposed Group Picnic Area Use Policy and Fee Schedule. FINANCIAL STATEMENT: None DESCRIPTION: The Parks and Community Services Commission reviews and provides recommendations to the City Council for 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, only the Emerald Glen Park Group Picnic Area is available for rental, with other park picnic areas in the City available on a first- come, first-serve 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 lias 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 afternoon 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: • Additional picnic areas at Emerald Glen Park • Kolb Park • Schaefer Ranch Park COPIES TO: ITEM NO: 8.1 G:\COMMISSIONS&COMMITTEES\PARKS COMMISSION\AGNDSTMT�2014\12-15 Item 8.1 2014 Picnic Use Policy.doc 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 riave picnic tables. One picnic area is located near the circular plaza off of Gleason Drive and the other ��icnic 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 tf�ree barbecues and seating for up to 24. Kolb Park Kolb Park has a grouK� picnic area situated under a shade structure with two barbecues and seating for up to 48. Another gr��up 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 Par�; amenities include play equipment, restrooms, and tennis courts. Schaefer Ranch Park Schaefer Ranch Park has one covered picnic area with two barbecues and 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 amenitie<_, 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 additicnal challenges are anticipated. By expanding the number of picnic areas for reservation, resident�; are provided with increased options for reserving a picnic area in advance, thus helping to alleviate cc�ncerns with securing a picnic location for a planned event. Rental Rates Staff conducted a Picnic Area rental fee comparison in the cities of Danville, Pleasanton, San Ramon, and for the Livermore Area Recreation and Park District (LARPD). Based on the information obtained, the City of Dublin picnic rental fees average 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. 2of3 CITY SEATS RESIDENT FEE :�- � � �� '�y g � � SG � '� �� . �� ,�� _� �� #� � � �� :;:. ...�,'�.�.\r ...4 . _.'....��`�. X"s �: ,..; .��. A � � � �� - \ a\ - : . - -. a.T �'P�`xve.fi J' n/S Z . ...�. . .. : ., ii�^S�"'� h:y ,. ...�� \' `� ; . � �<.?�•. � . ,;, . � ,.,. .,., ..�..� „ ., . !, �....;�� I�£�,�GT� Family- up to 20 attendees $45/area Up to 50 attendees $134/area DANVILLE Up to 150 attendees $199/area Over 150 attendees $398/area (assuming 200 people) � �� E�� . � ;�� °� � , ��. '�° , -� �� `�.��f � � �� ' R �;� � � ..�.. _ _ � , � , .��}tl �� . �15(}��r b.; �.' � , �r,�. . � - ; ;,� � . ..u. . � �a � � �" �� . � ��Y 5E� _ = ��.��?��1�� 200 $100/6 hrs., additional hours$30/hr. PLEASANTON 250 $120/6 h rs., additional hours$30/hr. �,� ��„ �.�.�: =' r ...' - {A�I�ark�X �� , ' �. St} �� , 3 � , � �� ' .. �1 ��.. i, g � , " ��..;�,�� . �a��1�tt)I�t �� °��. �� : �� et��?,�i�anr��4�an Q+�r��c��ty�� ,�� t�U = �� , �., ; �: � �"�e��e��i��ran C��?�y),, ;2� � 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 insurance requirements section to provide more detail and to match the language of other existing policies and other minor changes to increase clarity and detail where needed. Public Noticing A public notice of the proposed changes was mailed to residents within a 300-foot radius of each proposed picnic area. 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 February 1, 2015 and later. Rental application requests received prior to February 1, 2015 will be subject to the existing Facility Use Policy. 3 of 3 ,..�,�L-�t t��,,�.� ��,�,��,;� City of Dublin Group Picnic Area ��-�� - �.�,� �3 � U.�e Policy and Fee Schedule ``lj��-��. 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 i:� 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 goverr�ing 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 Ur�ified School District, etc.) Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Socia/ Welfare Organizations, Homeowner Associations and Sports Leaques: Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose memberstiip is open to the public and whose primary purpose is to serve the Dublin community. The organization's me�mbership must be at least 51% Dublin residents. An organizational file must be completed on an annual ba�;is 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 Ot�tier 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 (In��ividuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Residen: Group 4. Commercial Uses;� Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. a) Resident (Cor�pany 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 o�own property within the Dublin City Limits) b) Non-Resident �riority of User Groups Groups 1, 2, 3A (ResidentJ- Reservations accepted one-year in advance of the requested rental date. Group 3B(Non-ResidentJ a,nd 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 Reservatiori Please note that the City requires the applicant, not anorher party, to complete all transactions and provide the insurance if reqairezl for the rental. 1. To make a reservatio��, 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 book.ed online at www.DublinRecGuide.com; however, applicants using a jump house, requesting ADOPTED DATE Page 1 of 5 ATTACHMENT '� 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 renta/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/Oiher 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 ADOP7ED DATE Page 2 of 5 Group 38/ndividuals/Other Groups—Non-Resident Emerald Glen Fark 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 mace by check, VISA, MasterCard, American Express, Discover, money order or cash. Checks or money orders payable to the City of Dublin. Canceliations, Changes and Refunds 1. Cancellation requests must be made in writing by the applicant (emails submitted from the applicant's email address are acceptabiE�). Refunds will be processed within 30 days of receipt of the written cancellation request. Refunds wiil be handle�� as follows: a) If the request is rE�ceived 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 wiil forfeit one-half of the rE�ntal 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 �y emailing GlenTheGuide@dublin.ca.gov. Events cancelled due to rain may be rescheduled for a future use to oa�ur within one-year of the cancelled date of use. Failure to cancel a reserved use by the stated time or failure t�� rescheduie a cancelled use within one-year will resuit 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 outfets 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 grante�� vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall provide the City of Dublin v�ith a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate :�hall 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 r�ust 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 originai signature of the authorizing insurance agent. An Additiona/Insured Endorsement must accompany the Certificate(no exceptionsJ. The Certificate is due at least ten (10) business days before ttie rental date. If you have received approval to have an inflatable jump house, or set up other additional equipment, the vendor providing the equipment evili need to have a vendor application on file with the City and be subject to the above insurance requirements. A{�plicants and vendors should contact their insurance provider to check if their policy may be extended to cover the rental. In the event that coveraqe is not available, the City has event insurance available for purchase. ............................................................................................................................................................................................................................................................................................................................................................................................ The City of Dublin reserves the riqht 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 thorougrly 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 d��y of your event to confirm that you reserved the designated picnic area. ADOPTED DATE Page 5 of 5 �� 1�� '�, �� City of Dublin Group Picnic Area ��> . ��,�'�,�� Use Policy and Fee Schedule The City of Dublin has several Picnic Areas available for use by the community. The use of most picnic areas does not r�quire a reservation and is on a first come, first serve� basis. The�g�Group Picnic Areas at Emerald Glen Park, Kolb �ark, 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. Publit Aqencies: 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 Orqanizations, 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-ResidentJ 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. 2I. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenuet.- . , , I ADOPTED CCQO�inov 7c �n�nDATE Page 1 of 5 ATTACHMENT 2 during business hours or booked online at www.DubiinRecGuide.com; however, applicants usin� a iump house, requestin� vehicie access or requestin� public agencv, non-profit, or commercial classification must be booked in- person at the Shannon Communitv 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 insurancel 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 appl��ing 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 owr� property or reside in Dublin). 5. Applications submittecl less than five (5) business days prior to the requested rental date will not be accepted. Rental Fees Per Day Group 1: Public Aqencies, and Group 2: Dublin Chamber of Commerce, Dublin Charitable, Social Welfare and Sport League Organizations Emerald Glen Park ?C;�ib �:rk Sc�aefer R�nch Park Area A (seats 56) $23.00 Area A (seats��) �20.Ot� Area ,� (seats 6�? 5�7.�� Area B (seats 48 $20.00 Area C (seats 96) $40.00 Areas ABC (seats 200) $83.00 Area (� (�eats 36} �15.Ot� Area E {seats (2�j $1i�.fl0 i Use for Purposes of Fundra sing: A fundraiser is a rental at w�hich admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the gu��st, 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 Koib Park S�haefer Ranc1� Park Area A(seats 56) $53.00 Ar��a A (seats 4�?) ��5.(�t� Area ,A {s2�ts 64) $6l.G�C} Area B (seats 48 $45.00 i Area C (seats 96) $90.00 Areas ABC (seats 200) $188.00 Area C� {sea�s 36} �34.C�t} Area E (seats {24) �23.Ot3 Group 3A Individuals/Other Groups-Resident Emeraid Glen Pa�k Koi9a Park Schaefer �anch P�rk Area A (seats 56) $70.00 area A {sea�s 48j �bO.flC ,yr�� seats 64) $$O.00; Area B (seats 48 $60.00 Area C (seats 96) $120.00 Areas ABC (seats 200) $250.00 �1rea D (seats 3b) $45.OQ Area E {seats {24) $30.00 Group 38/ndividuals/Other Groups—Non-Resident Emerald Glen Park I�oib Park Sc�aefer Ranch Par� Area A (seats 56) $84.00 Area A {seats 4�) �72.00 Area A �seats 64) $96.00 Area B (seats 48 $72.00 Area C (seats 96) $144.00 Areas ABC (seats 200) $300.00 IADOPTED CCQDI I�DV 9G, �n�nDATE Page 2 of 5 Area D {seats 36) $54.00 Area E {seats {24} $36,00 Group 4A Commercial Uses-Resident Emera�d 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) $6t3.{3t7 Area E (seats {24) $4t}.QO Group 48 Commercial Uses—Non-Resident Emerald Glen Park Kalb Park Schaefer Ranch Park Area A(seats 56) $112.00 Area A {seats 48) $96.�0 Area A{seats 64} $128.E30 Area B (seats 48 $96.00 Area C (seats 96) $192.00 Areas ABC (seats 200) $400.00 Area C3 {seats 36} $72.{l0 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. I 2. Payments may be made by check, VISA, MasterCard, American Express, Discover, money order or cash. �-lea�se �eChecks or money orders payable to the City of Dublin. Cancellations,Changes and Refunds I 1. Cancellation requests must be made in writing by the applicant (emails submitted from the appiicant'�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: aj 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 I 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 I leaving a message or bv emailing G1enTheGuideCa?dublin.ca.�ov. 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. IADOPTED c�oo��ov�c �n�nDATE Page 3 of 5 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 ICommunity Services Department��r",^��-�-e�,��e^��^^^^^ "� ^^��^. The sports fields are ciosed from December 15 through March 1. I 4. The bocce ball courts <�djacent to the picnic area are not included in the rental, and are aniv available on a first- come, first-served basi��. 5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers, including bottles, are n��t permitted. 6. Barbecues are providecl in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to be dumped in trash rec�ptacles. 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 apF�roved 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 onlv picnic area with a designated vehicle access road for loadin� and unloadin�. Requests for �use of the vehicie access road for Emerald Glen Park Picnic Areas A, B, and C must be � submitted in writing tc� the Parks and Community Services Director or desi�nee, and will only be considered for applicants renting Emerald Glen Park Picnic Areas A, B, and C to�ether '�'�^ ��*��^ _��^�� ^r^, If vehicular access is granted the rentai ap�licant 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 restrain�d by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste immediately. 13. SMOKING IS PROHIBITI=D 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 �ainted parking stalls only. Vehicles parked iilegally will be cited. 18. Storage is not available for events. 19. Use of the picnic area s�all 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 �+1�ge�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 ar�d 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 Isection. At this time Inflat�3ble lump Houses are onlv permitted at Emerald Glen Park Picnic Areas A, B and C. Insurance Requirements For rentals that are grantec� vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall provide the City of Dublin U�ith 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 e�rin the ��a�+e� Group �Picnic Area Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the C,ity o Dublin. The certificate shall be properfy executed with the original signature of the IADOPTED LCQO��no� ,c �n�n��ATE Page 4 of 5 authorizing insurance agent. An Additional Insured Endorsement must accompany the Certificate (no exceptions). IThe 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 may be 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 brinp your approved Group Picnic Area Use Permit with you on the dav of vour event to confirm that vou ' reserved the desianated picnic area. iADOPTED CCQDI IADV 1G, �n�nDATE Page 5 of 5