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HomeMy WebLinkAboutItem 5.2 Request to Use Sports Grounds CITY OF DUBLIN • AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 8, 1990 SUBJECT Request for Use of Dublin Sports Grounds for 4th Annual Shamrock Ascot Concours d ' Elegance - Report by Diane Lowart , Recreation Director EXHIBITS ATTACHED Correspondence from Dan Downey , President Dublin Rotary RECOMMENDATION Consider Request FINANCIAL STATEMENT : Cost to City $870-$1 ,070 DESCRIPTION • Soroptimist International of Dublin and Dublin Rotary have requested exclusive use of the Dublin Sports Grounds for the 4th Annual Shamrock Ascot Concours d ' Elegance on Sunday , July 29 , 1990 . In addition to exclusive use of the Sports Grounds , the City is requested to lend support to the event as follows : 1 . Waive the use fees for the Sports Grounds . 2 . Provide Public Works personnel to assist with traffic control and site maintenance . 3 . Use of the City banner poles from July 16 to July 30 , 1990 . 4 . Permission to place advertisements in the public right-of-way and on the baseball backstops facing I-580 and Dublin Boulevard . 5 . Use of restrooms and parking lots . 6 . Permission to charge an admission fee to the event and sell food and alcohol . 7 . Permission to allow overnight camping of security personnel . The cost estimate associated with this event is as follows : Field Use Fees - Dublin Sports Grounds July 28 - 12Noon-10 : OOpm/lOhrs @$5/hr x 2 fields $100 July 29 - 6 :OOam-6 :OOpm/12hrs @$5/hr x 2 fields $120 Encroachment Permit Fee - Banner Poles $ 50 Public Works Assistance 2 Landscape Laborers for 10-14 hours and Supplies $600-$800 TOTAL $870-$1 , 070 It should be noted that in past years , this event was held in conjunction with the Annual Shamrock Potato Festival . Although staff has not yet received a written request for City support of the Festival , it is staffs understanding that this event is tentatively scheduled for August 4&5 , 1990 . Consequently the events will be held on two consecutive weekends . For purposes of discussion , staff has addressed a number of the requests below. Field Use Fees For the previous three years the Field Use Fees were waived for the event as it was in conjunction with the Shamrock Festival . The justification used for waiver of the fees was that the Festival and Concours combined were a collaborative effort between a variety of Dublin based community groups and non-profit organizations . Public Works Assistance Staff concurs that Public Works Personnel are needed for traffic control before and after the event . However if the group takes on the responsibility for litter pickup and bathroom restocking/pickup , cost for Public Works assistance can be reduced . ITEM NO.52 COPIES TO : Soroptimist International of Dublin Dublin Rotary AGENDA STATEMENT - Request for Use of Dublin Sports Grounds January 8 , 1990 Page Two Banner Poles The banner poles on San Ramon Road are presently available for the dates requested . However in March of 1989 the City Council established a $50 fee for use of the poles and stipulated that no exceptions would be granted : Advertisements Staff recommends against allowing signs advertising the event to be placed in the public right-of-way . The stick signs used for the past two years were ineffective and are easily damaged and dislodged by wind and water . Banners placed on the backstops are acceptable provided they are securely fastened and do not interfere with use of the fields by other groups . Fees and Charges In past years entrance fees have been charged for this event . However staff recommends that sales tax revenue generated from the event be documented and allocated to the City of Dublin . Sales of alcohol will require a one-day license and the Police Department recommends sales be limited to beer or wine in paper or plastic containers only . The weekend requested for use by the Soroptimist and Rotary for the Concours is available and falls between Little League and Soccer seasons . Consequently from a scheduling and maintenance standpoint , this is a good time to have an event of this type . It is the recommendation of staff that the City Council approve the request for exclusive use and provide staff with direction on the following items . 1 . Waiver of Field Use Fees 2. Provision of Public Works Assistance 3 . Advertisements in the Public Right-of-Way 4 . Fees and Charges 5 . Sale of Alcoholic Beverages Concour6 d Elega November 28, 1989 City of Dublin Parks and Recreation Department 100 Civic Plaza Dublin, California Attention: Diane Lowart Dear Diane: Soroptimist International of Dublin and Dublin Rotary would like to request the exclusive use of the Dublin Sports Grounds for the purpose of holding our Four Annual Shamrock Ascot Concours d'Elegance on Sunday July 29, 1990. We are asking that the city waive the use fee's as we are non- profit service organizaitons. Soroptimist International of Dublin, Inc. and Dublin Rotary will. need use of the field on Saturday noon for the purpose of setting up the field for the event. We will have security there overnight. On Sunday we will be at the field at 6: 00 A.M. and will be finished with clean up of the field by 6: 00 P.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 . Garbage receptacles, and a dumpster area. 5. Traffic control, for cars getting on and off the field. 6. Permission to place directional and advertisement signs in the median island on Dublin Streets one week preceeding the event. 7 . Use of the City Banner across San Ramon Valley Blvd. two weeks before the event. 8 . Advertising banner on the baseball backstop facing I-580. 9 . Advertising banner on the baseball backstop facing Dublin Blvd. Concour guidelines suggest that the fields be mowed on Thursday before the event and not watered until after the event to prevent damage to the field. We are ordering a certificate of insurance for the event which will extend to the banner which will be hung over San Ramon >lck.ey.Road 1 SOROPTIMIST INTERNATIONAL OF DUBLIN P.O. Box .2175 Dublin, Ca. 94568 i for the two week preceding the event. This certificate 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 d'Elegance. We will cooperate in every way possible to make this a successful event for both the City of Dublin and our service clubs. Please feel free to call with any concerns or questions you may have. Sincerely, - KJ a,-- .c Dan Downey President Dublin Rotary 829-2021 DD:ks 2