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HomeMy WebLinkAbout8.2 Soroptimist Use of Sports Grounds • rr • CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 23 , 1989 • SUBJECT • Request from Soroptimist International of Dublin for exclusive use of the • Dublin Sports Grounds EXHIBITS ATTACHED • A) Correspondence from Cheryl Coulter, Concours Chairman • • RECOMMENDATION onsider Request FINANCIAL STATEMENT : Cost to City $800—$1 ,000 DESCRIPTION • Correspondence has been received from Soroptimist International of Dublin, Inc. requesting exclusive use of the Dublin Sports Grounds (DSG) for the purpose. of holding their Third Annual Shamrock Ascot Concours d 'Elegance on Sunday, August 6 , 1989 . As stated in the attached letter, Exhibit A, the proceeds from this event are going to Valley Memorial Hospital Foundation, earmarked for the Self Breast Examination Program and Soroptimist Service Projects. • Their request asks that the City Council consider the following: 1 . • Waive the field use fees. 2 . Grant exclusive use of DSG from August 5 , 1989 at noon until Sunday, August 6 , 1989 at 6 :00pm. ' 3 . Allow boy scouts to spend the night in order to guard their equipment. 4 . Provide maintenance support to restock restrooms , unlock gates , ' empty garbage receptacles and provide . traffic control to assist cars on and off the field. 5 . Use of tables and chairs from Shannon Center. - 6 . Permission to sell/serve alcoholic beverages on park . property. 7 . Use of the City ' s banner poles on San Ramon Road from July 24-August 7 , 1989 . The Soroptimist have indicated that they will be able to provide the City with the required certificate of insurance for the event. For the past two years the Concours d 'Elegance has been held in conjunction with the Shamrock Potato. Festival. However the Soroptimist have indicated that they prefer to operate independently of the Shamrock Potato Festival . Thus the request for exclusive use. • With respect to the dates requested by the Soroptimist, staff has also been approached by the Board of Directors of the Shamrock. Potato Festival requesting use for ,the same weekend. The. initial request from the Festival board came in ,August of 1988 . Since that time, the board has filed a use permit but not yet followed up with a formal written request outlining the specific details of their use. Consequently staff has not yet brought the Shamrock Festival request before the City Council. Staff has discussed the overlap in dates with both the Concours Chairperson for Soroptimist and the President of the Festival board. Although the Festival board would like to work cooperatively with the Soroptimist, the Soroptimist prefer to work independently. ITEM NO,ia.2i Copies to: Soroptimist International of Dublin Dublin Shamrock Festival, Inc. • • • AGENDA STATEMENT • January 23 , 1989 • Page Two ' Therefore staff has identified the following items for Council consideration: - Field Use Fees For .the past two years , the City Council has waived the field use fees ,for the Shamrock Potato Festival as the Festival represented a cooperative effort between a large number of service clubs and non-profit organizations. However field use fees have been assessed to service clubs and non-profit organizations when reserving the fields for exclusive use of their ' club/organization, i.e. Dublin/San ' Ramon Lions Club Softball Tournament, Chamber of Commerce Volleyball Tournament, Dublin Little League; etc. Estimated field use fees for the. Concours d'Elegance are $200 .00. Exclusive Use of Dublin Sports Grounds Staff is confronted with a situation where two groups have requested use for the same weekend. In discussing the matter n with the groups in question, both have indicated that they are "locked in" to this particular weekend. Availability of the Sports Grounds on subsequent weekends is not a problem as August is typically a slow month for weekend use as Little League has concluded and Soccer has not yet begun.' It is feasible that the two events -could operate independently of each other on the same weekend by using opposite ends of the • •field. For example, one group could use the West end and utilize the parking lot of the Civic Center and, the other group could use the East end and utilize the main parking lot. Restrooms are available on both ends of the field. Maintenance Considerations • If the Soroptimist were the sole users of the Sports Grounds, it is estimated that maintenance assistance could be provided for no •more than $800 . This would provide a crew of three workers from the Public Works Department and two trucks for a ten hour day. Staff would not anticipate the need to contract for traffic control. • If both the Concours and the Festival are held concurrently, maintenance costs would in all likelihood double and contracted traffic control may be necessary. ' Other Considerations The Concours d 'Elegance is an event where a fee is charged in order to view the cars. Additionally food and alcoholic beverages will be sold. The ordinance which establishes' park ' rules , and regulations prohibits these activities. Consequently • the City Council would ' need - to grant an exception to Ordinance No. 16-88 in order to allow these activities. - It is staffs recommendation that the City Council consider the request of the Soroptimist International of Dublin and provide staff ' with direction on those items identified in the body 'of the . report. ' • • wtiF 1,. L( /,-) - EXHIBIT A 4.4p.) • �: y"`, A( COI 17' C3 - , CCMccUrSd'raega e • December 28 , 1988 Diane Lowart • Parks and Recreation dept . 11600 Shannon Ave . Dublin , Ca . • • • Dear . Diane , Soroptimist International of Dublin , Inc. would like to request the exclusive use of the Dublin Sports Grounds , for the purpose of holding our Third Annual Shamrock Ascot Concours de Elegance , - on Sunday August 6 , 1989 . The proceeds from this event are going to Valley Memorial Hospital Foundation , earmarked for the Self Breast Examination Program • and Soroptimist Service Projects . We are asking that the city waive the use fee ' s . as we are a non-profit service organization . Soroptimist International of Dublin , Inc . will need use of the field on Saturday noon for the purpose of setting up the field for the event . We will have scouts sleeping overnight at the field guarding items set up . On Sunday we would be at the field at 6 : 30a .m. and be- finished with clean-up of the field by 6 : 00p .m. . We will need the following : 1 . The gates unlocked for cars to enter and leave . 2 . Use of the bathrooms . 3 . Use of the parking lots . 4 . Garb.age receptacles and a dumpster area . 5 . Traffic control , for cars getting on and off the field . 5 .Use of the tables and chairs from Shannon Center for our judges room and various field uses . We would like to pick them up on Saturday afternoon . Concours guidelines suggest that the fields be mowed on Thursday before the event and not watered until after the event . We are preparing to order. a - certificate of insurance for the event which will extend to the banner which will be hung over San - Ramon Valley Road for two weeks prior to the event . This certif- icate will name the city of Dublin as additional insured . Please . let me know if anything further is required . Your support of this event is immensely appreciated , and indeed , without it , there would be no Shamrock Ascot Concours de Elegance . SOROPTIIIIST INTERNATIONAL OF DUBLIN P.O. Box 2175 Dublin, Ca. 94568 .� T'\_G)C1 .. fir, Al CO I Con`our3L-1 tlogancc. page 2 December 28 , 1988 We plan to cooperate in every way possible to make this a successful event for both the City of Dublin, as well as our beneficiary . Please feel free to call me with any concerns , problems , questions , . or requirements you may have . Cheryl Coulter , the Concours chairman is your contact person. Day phone 828-4999 or 828-9346 . Sincerely, Cheryl C ulter .Concours chairman • SOROPTIMIST INTERNATIONAL OF DUBLIN P.O. Box 2175 Dublin, Ca. 94568 •