HomeMy WebLinkAboutReso 10-15 Group Picnic Rental Fee volim
RESOLUTION NO. 10 - 15
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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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BE IT FURTHER RESOLVED that the provisions in Resolution 27-10 be superseded by this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 the following vote:
AYES: Councilmembers Biddle, Gupta, Hart, and Mayor Haubert
NOES: None
ABSENT: None
ABSTAIN: None
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,A A LAAkkil
Mayor
ATTES :
City Clerk
Reso No. 10-15,Adopted 1-20-15, Item 6.1 Page 1 of 1
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_Y✓� t City of Dublin Group Picnic Area
Use Policy and Fee Schedule
C}ZIFORIy\D
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
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vehicle access or requesting public agency, non-profit,or commercial classification must be booked in-person at the
Shannon Community Center. of fees and
3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment
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
ns
Group 2: Dublin Chamber of Commerce, Dublin Charitable,Social Welfare and Sport League O ganizanioh Park
Emerald Glen Park Kolb Park
Area A(seats 56) $23.00 Area A(seats 48) I $20.00 Area A(seats 64) I $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 agencyh of cause.
Emerald Glen Park Kolb Park
Area A(seats 56) $53.00 Area A(seats 48) I $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 Kolb Park Schaefer Ranch Park
Emerald Glen Park
Area A(seats 56) $70.00 Area A(seats 48) $60.00 Area A(seats 64) I $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
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Group 38 Individuals/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) I $80.00 Area A(seats 64) I $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) I $96.00 Area A(seats 64) I $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.
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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 be added to provide
felliability
insurance naming the City as additionally insured. An Attendant fee per hour would
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 date mitt requested.i to the Parks and Community
Services Director or designee, no later than 45 days prior to the d e use
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.
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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 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...a ny...pe...son....or._.group....ifsuch....use.....is...deemed...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.
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