HomeMy WebLinkAbout4.12 Revise Shannon Center Use Policy CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 23, 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
RECOMMENDATION Adopt Revised Facility Use Policy and
Authorize the Mayor to Execute the
Resolution
FINANCIAL STATEMENT None
DESCRIPTION On February 23, 1988 the City Council
adopted goals and objectives for the 1988 calendar year. One of
the goals adopted for the Recreation Department was to complete
revisions to the Shannon Community Center Facility Use Policy.
Exhibit A is the Revised Facility Use Policy as prepared by staff
and approved by the Park and Recreation Commission. Those areas
in the policy that are to - be deleted are shown with
double underlines. Those areas of the policy that are to be
added or changed are shown bold faced. Generally the revisions
are as follows:
Classification of Users
1 . Under the community group classification, delete the non-
restrictive membership policy requirement and lower the
residency requirement from 75% to 51 %.
2. Add a sixth classification to allow commercial use by
private groups.
Reservation Procedure
1 . Allow continuous use of the Center by community groups with
applications accepted on a quarterly basis.
2 . Add a section on transferring security deposits from one
date to another.
Fee Schedule
1 . Reduce the hourly rate for the West, East and/or A&B Room by
$20 per hour if rented in conjunction with the Social Hall.
2 . Establish a fee schedule for classification VI (commercial
use by private groups ) .
It is the recommendation of staff that the Council take the
following action:
1 ) Approve revisions to the Facility Use Policy.
2 ) Adopt the resolution establishing Policies and
Procedures and Rental Rates for the use of the Shannon
Community Center (Exhibit B) and authorize the Mayor to
execute the resolution.
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EXHIBIT A
SHANNON CaMM JNITY CENTER
FACILITY USE POLICY
IlIIRODUCTIGN
The City of Dublin manages the Shannon Community Center. 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 cemmtunity. 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.
CLASS=CATICNS 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. Camiunity Groups - An organized public group having the
following membership qualifications:
a) Has a non-restrictive membership policy.
Is non-pro it.
c) Has officers and a definite organizational structure.
d) Activities are recreational or educational in nature.
e) At least seventv-five percent (75%) must be
re si ents o the Citv of Dub in Dub in San Ramon Services
District.
e At east fifty-cne percent (51%) must be residents of the
City of Dublin/Dublin San Raman 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 croups with
ess an seventy-Me percent or their membership resi ina
within the boundaries of the City of Dub in Dub in San Ramon
Services District. ,
V. Non-resident individuals or groups - individuals or groups with
less than fifty-one percent (51%) of their membership residing
within the buries of the City of Dublin/Dublin San Ramon
Services District.
VI. Canne=al 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 gran ted:
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a) To persons, groups, associations, clubs or organizations desiring
i
such use for private wain , which-
of term is defined anherein to
mean use or the rind u se inq a ro it not a
to be 21 evot to pub is or we lre uses.
' political or otherwise that advocates
To any in ivi ua or group, po
the overthrow of the government of the United States of America or
the State of California by force, violence or any other unlawful
means.
ctor of Recreation, such use may not be
c) When determined by the Dire
y in the best interest of the City.
SHANNON OOMA4UNITY CEN' - FACILITY USE POLICY
Page rIWo
NATION PROCEDURE
1. In order to reserve the Shannon Cammnity 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 Can unity 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) Classificaticn. VI may 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 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 continuin basis.
6. Applications for cont=xxis use of the Center will be accepted as
follows:
a) Classificaticn. 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, Octcbe_r, November, December) -
Applications accepted starting August 1.
3. Winter (January, February, March) - Applicaticns
accepted starting December 1 .
4. Spring (April, May) - Applications accepted starting
March 1 .
c) Continuous use is not permitted for Classification IV-V.
7 Applications submitted less than five (5) working days prior to the day
request w!Il not be accept
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
j 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).
i
CANCELLATIONS
i 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
PA)R4EdP 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.
HOURS OF USE
1. The Shannon Community Center is available for rental Sunday through
Thursday from 8:OOAM to 10:00PM, and Friday and Saturday from 8:OOAM 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 LIW FrCATE
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.
ALODHELIC 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, Roan 4040, Oakland, CA. (464-0865). Evidence of this coverage
is due at the time final payment is made.
GENERAL RBOU ATIONS
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.
SHANNON M44UNITY CW - FACILITY USE POLICY
Page Four
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SIGN AND SUBMIT WITH APPLICATION
The undersigned, hereby agrees to be responsible for any . damage to the
facility occurring during this use, and agrees to be responsible for the
cord ct of all persons attending this function. Applicant further agrees to
be responsible for any accident or injury occurring to anyone during this use,
and agrees that the City of Dublin, its officers and eMl.oyees, shall not be
responsible for any such injury or loss.
The urxiersigned, has received a copy of the Facility Use Policy and agrees to
comply with the rules and regulations listed herein.
Signature of Rental Applicant Date
Signature of Recreation Department Rep. Date
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SHANNON QONVIUNITY CENTER
FEE SCHEDULE
Classification I (City of Dublin)
1. No Charge
Classification IT and III (School Districts/ClbmmLmi ty Groups)
1. No charge if the following criteria is met:
a) Admission fees are not charged
b) Event held during the Centers regular business hours
If the event is held outside of the Centers regular business hours
(8:OOa.m.-5:OOp.m.) or if staff is required to setup and take down
tables or chairs, the group will be assessed an $8.00 per hour
Building Attendant Fee.
2. If the Center is to be used for the purpose of fundraising or if
an admission fee is to be charged, see charges under
Classification II and III below:
Classification IV (Residents)
Classification V (Non-Residents)
Classification VI Wtumercial Use)
CLASSIFICATION
II III IV V VI
Security Deposit $100 $100 $100 $100 $100
Hourly Rate
Social Hall $ 45 $ 45 $ 75 $ 80 $100
West Room $ 31 $ 31 $ 35 $ 37 $ 50
East Room $ 31 $ 31 $ 35 $ 37 $ 50
A&B Rom $ 31 $ 31 $ 35 $ 37 $ 50
Kitchen $ 10 $ 10 $ 10 $ 12 $ 16
NOTE: If the West, East or A&B Roan is to be rented in addition to the
Social Hall, deduct $20.00 from the hourly charge for the
additional roan used.
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FACILIMS AVAILABLE FOR USE
SOCIAL HALL
40' x 80'
Capacity - Assembly 510
Dining 240
Stage
,Access to Kitchen
WEST ROOM
40' x 30'
Capacity - Assembly 100
Dining 50
Carpeted
(NOT AVAn B F FM DINING)
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EAST ROOM
20' x 50'
Capacity - Assembly 157
Dining 73
j Access to Kitchen
Hardwood Floors
A&B ROOM
25' x 50'
Capacity - Assembly 140
Dining 70
Concrete Floors
KITCHEN - CATERING ONLY
Commercial Sized Refrigerator
Commercial Sized Warmer
Steam Tables (Supply own steam trays)
Double Sink/Garbage Disposal
Dishwasher
EQUIPMENT' AVAILABLE FOR USE
Banquet Tables 8'x3' 20
Rectanglar Tables 8'x30" 5
Round Tables 5' 14
Chairs (Auditorium Style) 297 (129 Brown/171 Orange)
Public Address System - Available for use in Social Hall only
Note: The number of tables and chairs indicated cannot be guaranteed.
Effort will be made to supply the number shown.
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EXHIBIT B
RESOLUTION NO. -88
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
A RESOLUTION ESTABLISHING POLICIES AND PROCEDURES
AND RENTAL RATES FOR THE USE OF THE
SHANNON COMMUNITY CENTER
s7
WHEREAS, the City of Dublin has been managing the Shannon
Community Center since July 1 , 1984 ; and
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WHEREAS, as this is a community facility, it is used to
provide community programs and is leased to public or private
.� groups ; and
WHEREAS, on May 29 , 1984 the City Council a$opted Policies
and Procedures and Rental Rates for the use of the Shannon
Community Center; and
a
j WHEREAS, on March 24 , 1986 the City Council revised the
rRental 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:
A
.7
i City Clerk
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EXHIBIT A
SHANNON OJNIlMITY CENTER
FACILITY USE POLICY
a INTimDUCTION
{
The City of Dublin manages the Shannon C mmunity Center. 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.
a
a 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.
9 '
IAny request for exception to the rules, regulations, procedures and fees as
i 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.
i
CLASSIFICATIONS OF USERS
I
r
1. The following classifications shall apply for the purpose of
determining applicable fees and charges as well as priority use:
i
I. City of Dublin Use.
i
II. School Districts with whom. the City has- a reciprocal
Facility Use Agreement.
I
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.
SHANNON COPMQUNITY CEWER - FACILITY USE POLICY
Page Two
PION PROCEDURE
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 Ccmmunity 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 may 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 preceeding Friday. If the submittal date falls on 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 CENTER - FACILITY USE POLICY
Page Three
CANCELLATIONS
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.
PAS SCHEMLE
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 fran 8:OOAM to 10:00PM, and Friday and Saturday from 8:OOFri 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 Damage Liability
i 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
i 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 BEVERAGES
1. Requests to sell alcohol must be sulmitted in writing to the Dublin
Police Services, 6500 Dublin Blvd. , Suite 100, Lublin, CA 94568.
2. If permission is granted, applicants must obtain the appropriate permits
or licenses from the Alcoholic Beverage Control Board, 1111 Jackson
Street, Roan 4040, Oakland, CA. (464-0865). Evidence of this coverage
is due at the time final payment is made.
SHANNON OagcNITy cELim - FACILITY USE POLICY
Page Four
GENERAL RDQJIAZZONS
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 fran 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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SIGN AMID SUBMIT WITH APPLICATION
he undersigned, hereby agrees to be responsible for any damage to the
facility occurring during this use, and agrees to be responsible for the
eruct of all persons attending this function. Applicant further agrees to
be responsible for any accident ar injury occurring to anyone during this use,
and agrees that the City of Dublin, its officers and employees, shall not be
responsible for any such injury or loss.
The undersigned, has received a copy of the Facility Use Policy and agrees to
comply with the rules and regu_latians listed herein.
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Signature of Rental Applicant pate
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Signature of Recreation Department Rep. Date
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