HomeMy WebLinkAbout4.5 Shannon Center Use Policy r
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: June 13 , 1988
•
SUBJECT Revision of Shannon Community Center
Facility Use Policy
EXHIBITS ATTACHED A) Facility Use Policy with Proposed
Revisions
B) Resolution Establishing Policies &
Procedures and Rental Rates
RECOMMENDATIO 1 Adopt Revised Facility Use Policy
• E Authorize the Mayor to Execute the
Resolution
FINANCIAL STATEMENT : None
DESCRIPTION At the May 23, 1988 meeting of the
Dublin City Council, the Council reviewed the revised Facility
Use Policy for the Shannon Community Center (Exhibit A) .
Although the Council was generally in favor of the revisions
presented, there was some discussion as to how the Dublin Chamber
of Commerce should be classified. In particular was their use of
the Center for Trade Shows which some viewed as a commercial use
of the Center.
In past rentals of the Center by the Chamber of Commerce, they
have been classified as a Classification III, Community Group.
This classification is reserved for non-profit groups whose
activities are recreational or educational in nature and whose
membership meets the 51 % residency requirement. As per the
Council direction, staff conducted a phone survey of neighboring
agencies to determine how Chamber rentals are handled in other
cities . The results are as follows:
City of Fremont
The Chamber is classified as a Group III Non-profit
Organization/Club. They are not charged for events held
during the weekday, open to the public, and if no admission
fee is charged. The Chamber is charged the full going rate
for banquets or luncheons whether held on a weekday or
weekend, which is considered as Private Use.
Livermore Area Recreation and Park District
The Chamber falls between a Community Group and Public
Agency Classification. The Director makes every, effort to
give the Chamber a break in costs whenever possible.
The Chamber is not charged for use of the facilities for
small events (meetings, etc) . However the Chamber is
charged at the higher rate if the event is large and if an
admission fee is charged.
City of Pleasanton
The Chamber does not utilize their facilities, as they have
over 1 ,000 members and do not have the facilities large
enough to accommodate them. The Chamber usually utilizes
local business office space or the Castlewood Country Club.
City of San Ramon
They currently do not have any facilities available for
public use.
COPIES TO: Dublin Chamber of Commerce
ITEM NO. 14/420,
AGENDA STATEMENT
June 13 , 1988
Page Two
City of Walnut Creek
If the Chamber uses the facility on a weekday for a non-
social event, they are charged only one-half of the
regular rate. If the event is a large social event held on
a weekday, they would be charged the full going rate. All
weekend use is charged at the full rate. A $20 non-
refundable deposit is required and no free use is
offered.
As is evidenced by the information obtained through the phone
survey, each City handles the situation differently.
Staff has developed two options for consideration by the Council.
1 . Continue to classify the Chamber of Commerce in
Classification III regardless of the type of function.
2 . Delete the word "private" from Classification IV and
classify the Chambers Trade Shows in this
Classification, but continue to classify the Chamber as
a Classification III for their Annual St. Patrick' s Day
Luncheon.
It is the recommendation of staff that the Council consider the
options prepared by staff and provide input as to how the Chamber
of Commerce should be classified for future rentals.
Additionally it is recommend that the City Council take the
following action:
1 . Adopt revised Facility Use Policy.
2 . Authorize the Mayor to execute the Resolution.
StiHiVLVULV wrxfu�viii w.a..�.
uy <FAC LITY USE POLICY
• . • - ' .: -- , ,, : , , - ,,2 ---,..IrTIRODUCTION .
.. • The City of Dublin_ manages the .•Shannon. Cat iiunity Center. The Center -r is. -.
' - utilized by the Recreation Department fora City sponsored classes and programs .
and is also available•for rental by cornminity groups .and private individuals.
The Facility Use Policy is designed to ensure that the Center,is utilized for . ..
recreational, cultural, social and cosrniunity. service functions .that 'meet the -
• needs and interests- of the' cam-unity. 'In addition,' the Facility Use Policy
establishes rules, regulations, procedures and fees 'governing-the use of the..
Center.
Any 'request for exception to the _rules, regulations, procedures and fees .as ' . - -
stated ,in the Facility Use Policy, must _be submitted_ in 'writing. to the
Director of Recreation no later than one •(1) :month.- prior. to'.the date -
requested. ,
CLASSIFICATIONS OF USERS .
1. . The following classifications ,shall apply ' for the •-• purpose of
determining applicable - fees and charges 'as well as priority •use: -
I. City • of Dublin' Use.
• II.' School Districts with whom : the ' City- has a :.-reciprocal
Facility Use Agreement. .
-III. Community Groups -- An organized . .public .,group „having the .
following membership qualifications .
a) Has a non-restrictive membership policy -
b) , Is non-profit. . .
c) Has officers and a definite organizational structure
. d) 'Activities' recreational or educational in nature., '.
• e) At least • seventy-five -percent .(75%) rust' be
. residents of the City of 'Dub in/Dub in San Ramon Services .
• District. .
e) At least f ifty-cne percent (51%) gust-be residents of the
City of Roblin/Dublin San Ramm Services District. -
Organizations ,Claiming status in this classification must
demonstrate that they qualify for such status by submitting
a roster of their membership and a copy of their bylaws or
constitution' at the time that they submit a Facility Use
Application.. .
IV. Private individuals or groups - youth or adult groups not open to .
the public and which are using the facility for private purposes. .
• In this group are lodges, fraternal organizations, political ' -
organizations, wedding receptions,., but not limited to these
groups. .
V. Non-resident individuals or groups - individuals or groups with .
ess an seventy- ive percent / %) or their memoership residing
• within e ••un•aries or the City or Cub in/Dub in San Ramon .
•
- Services District. ,
V. Ncn-resident individuals viduals .or groups - individuals or groups with
less than fifty-one percent (51%) of their membership residing . .
within the )x un3aries of the City of Dublin/Dublin San Ramon ,-
Services District.
private for the principal purpose of
VI_ Commercial use by pr groups
making a profit-
rof it- not pledged to be devoted to public or welfare. -
uses- -
i
2. Use of the Center shall not be granted: ,
a) To persons, groups, associations 'clubs or organizations desiring
5 su use tor private gain , w i term is •etin-• - • erein to . .
mean use or t e •rircipa •u_roose or ,• ing a ••rotit not •• -.q .
_
1 - . t0 •evot-• to pub is or W- ta_re -uses., . .. -
itic or otherwise
To any in•ivi•ua or group, po ,-
that advocates
the -overthrow of the government of the United States of America or ,
. - the -State of California .by force, violence or any other 'unlawful
means.
' c)'. - When determined by the.Director of -Recreation,'' such use'may not be...• .
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in the best interest of the City. ... •
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. . SHANNON COMMUNITY . FACILITY USE POLICY
Page Two
• > IIZVATION P1�OC hJRE
- 1. In order to .reserve .'the Shannon, Camuinity° Center,- a --Facility Use
Application must be submitted for approval by.the Director Recreation.
Approval takes 3-5 working days; you will be notified by mail as to the
status of your application.
2. Once an application has been ;submitted, a waiting :list will be .- " -
established for applicants requesting use on the same date.". : If, after
the review by the Director of Recreation, the application is rejected,
the first applicant on the waiting list will be notified.
3. Applications must be submitted in person at'the Shannon Community Center
Office, 11600 Shannon Avenue, Dublin.
4. Applications are accepted between the-hours. of 9:00a.in. and 4:00p.m.,
Monday through Friday (holidays excepted). -
5. Applications for weekday use of the Center will be accepted up to three
(3) months in advance of the desired date. Applications for weekend use
(Friday night-Sunday) of-.the Center will be accepted as follows:
a) Classifications I-IV may submit applications up to.one (1) year in
advance of the desired date.
b) Classification V may submit applications up to nine (9)
months in advance of the desired date.,
c) Classification VI may submit applicat;one up to' six (6) months in -
advance of the desired date. ;.
d) If the submittal date falls on a Saturday, the application may be -=
submitted the preceeding Friday. If the submittal date falls on a
Sunday, the application may be submitted the following- Monday.
6. The Center will not be available for meetings or activities on a
regular continuing basis. ;
6. Applications for continuous use of the Center will be accepted as
follows:
a) Classification I may- submit applications up to one (1 ) year
in advance.
b) -Classifications II-III may submit applications an a
quarterly basis as follows:
1. Simmer (June, July, August) - Applications accepted
starting May 1.
2.- Fail (September, October, November, - December) -
Applications accepted starting August 1.
3. Winter (January, February, March) - Applications
accepted starting December 1.
4. Spring . (April, May) - Applications accepted starting
March 1 .
c) Cbntinuous use is not permitted. for- Classifications 'IV-V.
7. Applications submitted less than five (5) working days prior to the day
requested will not be accepted.
7. Applications submitted less than fifteen (15) working days prior to the
day requested will not be accepted.
8. An additional 50% will be charged for use of the Center on designated
City holidays.
9. Transfer of security deposits from one date to another is permitted if
the request is submitted in writing no later than sixty (60) days prior
to the original date requested. (This will only be allowed one time).
CANCFII.ATIC NS
1. Cancellations must be made in writing by the person listed as applicant -
on the Facility Use Application.. Refunds will be handled as follows:
a) " - 30 days or more - prior to function date;_ - . forfeit
deposit unless date is rebooked'by another user. :
b) Less - than 30 days .'.prior, to :-- function . .date - -- forfeit
deposit and one-half of fees paid.
.SHANNON COMMUNITY CEN FACILITY USE POLICY
Page Three
• PA7 NT SCIID7[JI
1. At the time the application is submitted, the security deposit is
required (see Fee Schedule)
2. Final payment is due no later than one month (30, days) prior to the
scheduled function date. Please call the rental secretary at 829-4932
to schedule an appointment.
3. Payments not received by this thirty day deadline will result in
cancellation of the function and forfeiture of the deposit.
4. Security deposits will be returned by mail within 30 days of your
function date providing there are no violations of the Facility Use
Policy and/or excessive cleaning or damages to the facility.
5. Payments can be made by check, money order or cash. : .Checks or money
orders must be made out to the City of Dublin. . If paying by check, the
check must be drawn on the account of the person listed as applicant on
the Facility Use Application.
HOURS OF USE
1, The Shannon Community Center is available for rental Sunday through
Thursday from 8:00AM to 10:00PM, and Friday and Saturday from 8:00AM to .
12 midnight.
2. Therminimum reservation accepted will. be for two hours.
3. ' Hours of use must include the amount of time needed for the function,
setup and cleanup, including any time needed by your caterer, band,
florist, coordinator, etc.
4. Refunds are not given for hours not used.
5. Within 30 days of function date, requests for changes in function hours
are subject to availability of staff.
6. The Center must be vacated by the time specified on' the Facility Use
Application.
INSURANCE CERTIFICATE
Applicants 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 at a minimum limit of $500,000 per occurrence. This Certificate of
Insurance shall name the City of Dublin and the Dublin San Ramon Services
District as an additional insured in conformance with the Hold Harmless
Agreement as outlined in the Facility Use Application and must specify that
the user groups insurance shall be primary to any insurance carried by the
City and the District. The Certificate of Insurance is due at the time final
payment is made.
ALCCUCLIC 'BEVERAGES
1. Requests to sell alcohol must be submitted in writing to the Dublin
Police Services, 6500 Dublin Blvd., Suite 100, Dublin, CA 94568.
2. If permission is granted, applicants must obtain the appropriate permits
or licenses from the Alcoholic Beverage Control Board, 1111 Jackson
Street, Room 4040, Oakland, CA. (464-0865). . Evidence of this coverage
is due at the time final payment is made.
(ENERAj, REGULATIONS.
1. Groups composed of minors must be supervised by one (1) adult for each
twenty (20) minors at all times while they are using the facility.
2. Facility Use Permits cannot be transferred, assigned or sublet.
3. Decorations must be of flame-retardant material. The use of nails,
tacks or staples is prohibited. Masking tape, if used, must be removed
immediately following the event.
4. Storage is not available either before or after your event.
5. Tables and chairs may not be removed from the interior of the building.
6. Barbecuing and/or the use of candles must be approved in
advance by the Fire Department (829-2333).
7. • Rice, birdseed, etc. ' may not be " thrown in the facility.
8. Tickets may not be sold at the door as an admission charge unless
approved in advance by the Director of Recreation.
9. Parking is permitted in painted parking stalls only. Parking is not
permitted on sidewalks, lawn areas or unmarked, blacktop- areas.
Vehicles parked illegally will be cited.
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SHANNON COMMUNITY CENTER
k hE SCHEEXJLE
ciassification• I (city of Dublin)
1. No Charge
Classification II and III (School Districts/G2nnunitY GLTAIP6) -
1. notcrclarergia'edis met:
No charge if the following
Admission fees ar
a)
. b) Event held during the Centers regular business hours
If the event is held outside of thieerCe;arter.
to setup and take down
eds regular business hours
(8:00a.m.-5:00p.
tables or chair.sm,.)thore if staff
will be assessed an $8.00 per hour
Building Attendant Fee.
•
2.
charged, see
used for the purpose of fundraichargseineg or if
If the Center is to ...._.hQ
an admission fee is to be
Classification II and III be ow:
Classification IV (Residents) V
-
Classification V (Non-Residents)
Classification VI.(Carrnercial Use)
CLASSIFICATION
II 1 III IV V VI
Security Deposit $100 $100 $100 $100 $100
Hourly Rate
• Social Hall $ 45 $ 45 $ 75 $ 80 $100
West Roan $ 31 $ 31 • $ 35 $ 37 $ 50
Fast Roan $ 31 $ 31 $ 35 $ 37 $ 50
A&B Rom $ 31 $ 31 $ 35 $ 37 $ 50
Kitchen $ 10 $ 10 $ 10 $ 12 $ 16
NCTE: West, East or A&B Roan is to be rented in adationforto the
Social ilesHall, deduct $20.00 fran the hourly charge
additional roan used.
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FACILITIES AVAILABLE FOR USE
SOCIAL HALL •
40' x 80'
Capacity - Assembly 510
Dining 240
Stage
Access to Kitchen
WEST ROOM
40' x 30'
Capacity - Assembly 100
Dining 50
' Carpeted
(NOT AVAILAE E FOR. DINING)
EAST ROOM
• 20' x 50'
Capacity - Assembly 157
Dining 73
Access to Kitchen
Hardwood Floors
A&B ROOM
25' x 50'
Capacity - Assembly 140
. Dining 70
Concrete Floors
KITCHEN - CATERING ONLY
Commercial Sized Refrigerator
Ccmnercial Sized Warmer
Steam Tables (Supply own steam trays)
Double Sink/Garbage Disposal
Dishwasher
EQUIPMENT AVAILABLE FOR USE
Banquet Tables 8'x3' 20
Rectanglar Tables 8'x30" 5
Round Tables 5' 14
Chairs (Auditorium Style) 297 (129 Brown/171 Orange)
Public Address System - Available for use in Social Hall only
Note: The number of tables and chairs indicated cannot be guaranteed.
Effort will be made to supply the number shown.
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EXHIBIT B
RESOLUTION NO. -88
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF. DUBLIN
-----------------------------------------------------------------
A RESOLUTION ESTABLISHING POLICIES AND PROCEDURES
AND RENTAL RATES FOR THE USE OF THE
SHANNON COMMUNITY CENTER
WHEREAS, the City of Dublin has been managing the Shannon
Community Center since July 1 , 1984 ; and
WHEREAS, as this is a community facility, it is used to
provide community programs and is leased to public or private
groups; and
WHEREAS, on May 29 , 1984 the City Council adopted Policies
and Procedures and Rental Rates for the use of the Shannon
Community Center; and
WHEREAS, on March 24 , 1986 the City Council revised the
Rental Rates for the use of the Shannon Community Center; and .
WHEREAS, the Policies and Procedures and Rental Rates have
been updated and revised to reflect changes proposed by staff and
the Park and Recreation Commission.
NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the
City of Dublin does hereby adopt the Facility Use Policy and Fee
Schedule contained in Exhibit A, which shall serve as the
official guidelines in the management of the Shannon Community
Center. -
BE IT FURTHER RESOLVED that the provisions contained in
Resolution No' s . 54-84 and 33-86 are hereby rescinded.
PASSED, APPROVED AND ADOPTED this . th day of , 198_
AYES:
NOES: /
ABSENT:
Mayor
ATTEST:
City Clerk
SHANNON M4tJNITY C FR
FACILITY USE POLICY
•
INIRCDUC3ZCN "
The City of Dublin manages the Shannon Community Center,.1 The -Center is
utilized by the Recreation Department for City sponsored classes and programs
and is also available for rental by community groups and'private.individuals.
The Facility Use Policy is designed to ensure that the •Center is utilized for
recreational, cultural, social and community service functions that meet the
needs and interests of the community. In addition, the Facility Use Policy
establishes rules, regulations, procedures and fees governing the use of the
Center.
Any request for exception to the rules, regulations, procedures and fees as -
stated in the Facility Use Policy, must be submitted in writing to the
Director of Recreation. no later than one . (1) - ircnth prior to the date
requested. - -
Cf AsSIFICATICNS OF USERS
1. The following classifications shall apply for the purpose of
determining applicable fees and charges as well as priority use:
I. City of Dublin Use.
II. School . Districts with wham the City has, a reciprocal
Facility Use Agreement.
III. Community Groups - An organized public group having the '
following membership qualifications:
a) Is non-profit.
b) Has officers 'and a definite organizational structure.
c). - Activities are recreational or educational in nature.
d) At least fifty-one percent (51°%) must be residents of the
City of Dublin/Dublin San Ramon Services District.
Organizations claiming status in this classification must
demonstrate that they qualify for such status by submitting
a roster of 'their membership and a copy of their bylaws or
constitution at the time that they submit a Facility Use
Application.
IV. Private individuals or groups - youth or adult groups not open to
the public and which are using the facility for private purposes.
In this group are lodges, fraternal organizations, political
organizations, wedding receptions, but not "limited to these ,
groups. ,
V. Non-resident individuals or groups - individuals or groups with
less than fifty-one percent (51%) of their membership residing
within the boundaries of the City of Dublin/Dublin San Ramon
Services District.
VI. Commercial use by private groups for the principal purpose of
making a profit not pledged to be devoted to public or welfare -
uses.
2. Use of the Center shall not be granted:
•
a) To any individual or group, political or otherwise, that
advocates the overthrow of the government of the United
States of America or the State of California by force,
violence or any other unlawful means.
c) When determined by the Director of Recreation, such use may
not be in the best interest of the City.
SHANNCN CClUNITY CENTER - FACILITY USE'POLICY
Page Two
vo.�• CN PIbDCE JRE
1. In order to reserve the Shannon _Community Center, a Facility Use
Application must be submitted for approval by the Director Recreation.
Approval takes 3-5 working days; you will be notified by mail as to the
status of your application..
2. Once an . application has been ' submitted, a .waiting list will be
established. for applicants requesting use on the same date. If, after
the review by the Director of Recreation, the application is rejected,
the first applicant on the waiting list will be notified.
3. Applications must be submitted in person at the Shannon Carmrmity Center
Office, 11600 Shannon Avenue, .Dublin.
4. Applications are accepted between the hours of 9:00a:m. and 4:00p.m.,
Monday through Friday (holidays excepted).
5. Applications for weekday use of the Center will be accepted up to three
(3) months in advance of the desired date. Applications for weekend use
(Friday night-Sunday) - of the Center will be accepted as follows:
a) Classifications I-IV may submit applications up to one (1) year in
advance of the desired date.
b) Classification . V may submit applications up , to nine . (9)
months in advance of the desired date.
•
c) Classification VI nay submit applications up to six (6) months in
advance of the desired date.
d) If the submittal date falls on a Saturday, the application may be
submitted the preceeeding Friday. If the submittal date falls cn a
Sunday, the application may be submitted the following 'Monday.
6. Applications for continuous use of the Center will be accepted as
follows:
a) Classification I may submit applications up to one (1 ) year
in advance.
b) Classifications II-III may submit applications on a
quarterly basis as follows:
1 .` Summer (June, July, August) - Applications accepted
starting May 1 .
2. Fall (September, October, November, December) -
Applications accepted starting August 1.
3. Winter (January, February, March) - Applications
accepted starting December.1 .
4. Spring (April, May) - Applications accepted starting
March 1 .
c) Continuous use is not permitted for Classifications IV-V.
7. Applications submitted less than fifteen (15) working days prior to the
day requested will not be accepted.
8. An additional 50% will be charged for use of the-Center on -designated
City holidays.
9. Transfer of security deposits from one date to another is. permitted if
the request is submitted in writing no later than sixty (60) days prior
to the original date requested. (This will only be allowed one time).
SHANNCN COMMUNITY C N TER --FACILITY USE POLICY
Page Three
CANCELLATICNS
1. Cancellations must be made in writing by the person listed as applicant
on the Facility. Use Application. Refunds will be handled as follows:
a) 30 days or more prior to function . date - forfeit
deposit unless date is rebooked by another user.
b) Less than 30 days prior to function date - forfeit
deposit and one-half of fees paid.
PAYMENT SCHEDULE
1. At the time the application is submitted, the security deposit is
required (see Fee Schedule).
2. Final payment is due no later than one month (30 days) prior to the
scheduled function date. Please call the rental secretary at 829-4932
to schedule an appointment.
3. Payments not received by this thirty day deadline will result in.
cancellation of the function and forfeiture.of the deposit. _
4. Security deposits will be returned by mail .within 30 days of your
function date providing there are no violations of the Facility Use
Policy and/or excessive cleaning or damages to the facility. .-
5. Payments can be made by check, money order or cash. ' Checks or money
orders must be made out to the City of Dublin. If paying by check; the
check must be drawn on the account of the person listed as applicant on
the Facility.Use Application.
HCURS OF USE
1. The Shannon Community Center is available for rental Sunday through '
Thursday from 8:00AM to 10:00PM, and Friday and. Saturday from 8:00AM to
12 midnight.
2. The minimum reservation accepted.will be for two hours.
'3. Hours of use must include the amount of time needed for the function,
setup and cleanup, including any. time needed by your caterer, band,
florist, coordinator, etc.
4. Refunds are not given for hours not used:
5. Within 30 days of function date, requests for changes in function hours
are subject to availability of staff.
6. The Center must be vacated by the time specified on the Facility Use
Application. ,
INSURANCE CERTIFICATE
Applicants 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 Image Liability
protection at a minimum limit of $500,000 per occarrence. This Certificate of
Insurance shall name the City of Dublin and the Dublin San Ramon Services
District as an additional insured in conformance" with the Hold Harmless
Agreement as- outlined in the Facility Use Application and must specify that . . -, -
the user groups insurance shall be primary to any insurance carried by' the '
City and the District. The Certificate of Insurance is due at the time final
payment is made.
ALCCHCLIC % D. G'FS •
1. Requests to sell alcohol must be submitted in writing to the' Dublin
Police Services, 6500 Dublin Blvd., Suite 100, Dublin, CA 94568.
2. If permission is granted, applicants must obtain the appropriate permits
or licenses from the Alcoholic Beverage Control -Board, 1111 Jackson
Street, Room 4040, Oakland, CA. (464-0865). Evidence of ;this coverage
is due at the time final payment is made.
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