HomeMy WebLinkAbout4.4 Revise Shannon Center Use Policy �2_ f o�o
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 26 , 1988
SUBJECT Revision of Shannon Community Center
Facility Use Policy
EXHIBITS ATTACHED A) Facility Use Policy with Proposed
Revision
B) Resolution Establishing Policies &
Procedures and Rental Rates
RECOMMENDATION 1 . Adopt Revised Facility Use Policy
�a1 2 . Authorize the Mayor to Execute the
Resolution
FINANCIAL STATEMENT None
DESCRIPTION At the August 22 , 1988 meeting of the
Dublin City Council , the Council directed staff and the Park and
Recreation Commission to review the residency requirements of the
Facility Use Policy for the Shannon Community Center. Currently
the policy defines a resident as 'a person residing within the
City of Dublin/Dublin San Ramon Services District.
When the Facility Use Policy was first adopted in May of 1984 ,
the Center was owned by the Dublin San Ramon Services District
(DSRSD) but leased by the City of Dublin. One of the provisions
of the lease was to make the Center equally accessible to all
residents residing within the geographical boundaries of DSRSD.
On July 1 , 1988 the title to the property and the Center was
transferred to the City of Dublin, thus we are no longer bound by
the terms of the lease.
Staff has revised page one of the Facility Use Policy,
Classifications of Users , defining residents as persons residing
within the City of Dublin. This revision will change
Classifications III , V and VI (Exhibit A) . As persons residing
within the boundaries of DSRSD in South San Ramon will no longer
be classified as residents , we may see some changes in the
patterns of use for the Center.
During FY87-88 the Center was utilized for private rentals as
follows :
Dublin Residents 26
San Ramon Residents within DSRSD Boundaries 17
Non-Residents 32
Rentals by non-profit community groups can be classified as
follows :
Resident Groups 8
Non-Resident Groups 6
The Park and Recreation Commission reviewed the proposed changes
at their meeting of September 13 , 1988 . On a unanimous vote,
they recommended that the residency requirement be revised as
proposed by staff and directed staff to submit their
recommendation to the City Council .
Therefore it is recommended that the City Council adopt the
revised Facility Use Policy and authorize the Mayor to execute
the Resolution attached in Exhibit B.
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ITEM NO. �tp �"�
MIBIT A
SWuNZ410N COMMUNITY CENTER
FACILITY USE POLICY
INTRODUCTION
The City of Dublin manages the Shannon Ccmmunity 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 corarunity. In addition, the Facility Use Policy
establishes rules, regulations, procedures and fees governing the use of the
Center.
4
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 ATICNS 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) 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%) rust be residents of the
City of Dublin/Dublin San Ramon Services District.
d) At least fifty-one percent (51%) must be residents of the
City of Dublin.
Organizations claiming status in this classification must demonstrate
that they qualify for such status by submitting a roster of their
membership and a copy c= their bylaws or constitution at the time that
thev submit a Facility Use Acolication.
IV. Dublin Chamber of Cc m�.erce
V. Private individuals or arouus - youth or adult groups riot oven to
the public and which are usinc_t the facility for private purposes.
In this group are lcdces, fraternal orcanizaticns, political
organizations, 1,1dding receptions, but not limited to these
crrcups.
V. Private rentals by residents of the City of Dublin or private
groups with at least 51% of it's membership residing within the
City of Dublin. In this group are private dances, parties,
recitals, wedding receptions, religious activities, fraternal
organizations and political activities.
VI. Non-resident irci:icuals or groups - individuals or g--cups with
less than fift:-cne percent (51%) of their membership
residing within the boundaries of the Cite of Dublin/Dublin San
Ramon Services District.
VI. Non-resident individuals or groups - individuals or groups with
less than f if ty-a-,e percent (51%) of their membershf.p residing
within the City of Dublin.
VII. 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 all rot be granted:
a) To any individual or group, political or otherjise, that advocates
t`:e overthrow of `:e government of the United States of PJrerica or
the State of Cal=fornia by force, violence or any other unlaw-ful
me-?.ns.
When determined by the Director of Recreation, such use miy not ..e
b) When
in the best interest cf the Cit`�.
r�M- -MVATICM PRCOMURE
1. In order to reserve t-he Shannon Ana i 7 Facilit7 Use
Application must be sutra' � days;fore approval
be notified by mail as to t1he
Acoroval takes 3-5 working days% Y
status of your application.
2. Crc°; an application has been submitted, a waiting list will he
establish&-) for aro1� i_ c=��ts re'q=esting use cn t`.e same date. If, after
t`e review by tL1� Dlrec�or of Recr^_aticn, the applicaticn is reject-=d,
the first ar-r)11cant cn ti-�e waiting list will be notified.
3. Applications must be submmittcd in person at the Shannon Cccrmunity Center
Office, 11600 Shannon Avenue, Lublin.
4. Applications are acceptedl between to hours of 9:OOa.m. and 4:00p.m. ,
Mcnday through Friday (holidays ecce P
5. Applications for wee. -,day use of the Center will be accepted up to three
(3) months in advance of the desired ter date.
opted r as follows:
(Friday night-Sunday)
a) Classifications I-V may submit applications up to one (1) year in
advance of the desired date.
b) Classification VI may submit applications up to nine (9)
months in advance of the desired date.
c) Classification VII 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 proceeding Friday. If the submittal date falls cn a
Sunday, t`:e application may be submitted the following Vrarday.
6. A.palications for continuous use of the Center will be accepted as
follows:
a) Classification I may submit applications up to cne (1 ) year
in advance.
b) Classific ticns II-IV may submit applications on a
cruarterly basis as follows:
1 . Su-=er (June, July, August) - Apolica-ticns accepted
sta—ting May 1 .
2. Fall (Septe"h�, October, NwE*nber, FecEr�cer) -
pcoli caticrs accepted s4=--t.ing August 1 .
cz) Aplicati cns
3. 4inter (January, Febrtar y, Nar
accepted starting Deicer 1 .
4. Scr-:.c (?-Pr--1, "aY) - Applications accepted s`,_a rtirg
r r . 1 .
c) Czntinucu= use is not pernmit:ed for Classifications V-V-L.
plications sub'u
7, A p
less t':an f if:een (15) work-ing days prior to t.e
day requested wi 11 pct be accepted.
g. An additional 5C� will be c'^.arged for use cf the Center en desicnated
City holidays.
9 -ansfer of sea:rity de^osits from cne date to another is permitted if
the request is subr^.itt=c: in writing no later than sixty (60) days prior
to the original date requested. ('mss will only be allowed cne time) .
MCMT,\TICXVS
1. Carcellaticns must be r;:de in �,-ritirg by the person listed as applic`nt
cn the Facility st ? plicaticn. Refunds will be hardled as follows:
a) 30 days c= more prier to function date - forfeit
deposit unle=_s date is r,-tcced toancther user.
date - forfeit
b) Less than 30 da ys prior
deposit and cne-half of fees paid.
PAYMDrr Sa UM='
1. At thr_' timr, t}Zp 2.rnlic-�t4cn sL'.tnitted, t_he serur_t r?.�.y:s t
required (see Fee Schedule) .
2. Final payment is due no later than one trcnth (30 days) prior to the
schcdul,� function date. Please call the rental secretarf at 829-4932
to schedule an appointment.
3. Payments not received by this thirty day deadline will result in
cancellation of the function arid forfeiture of the deposit.
4. Security deposits will be returned by mail within 30 days of ycur
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 trade cut to the City of Dublin. If paying by check, the
check must be dralai cn the account of the person listed as applicant on
the Facility Use Applicaticn.
IKXJRS O. USE
1. The Shannon from Comm 0 unity 4 to 0 Center
and Friday and Saturday fran 8:0 luto
Thursday
12 midnight.
cepted will be for
2. The minimum reservation ac 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 rr-iz 'KATE
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 Eodilv Injury and Property Damage Liability
protecticn at a minimum limit of $500,000 per occurrence. If alcohol is to be
sold, liquor liability protection at a minimum of $300,000 per occurrence is
required. This Certificate of Insurance shall nacre the City of Dublin as an
additional insured in conformance with the Fold F.arzless Agreement as outlined
in the Facility Use A.pplicati ono and must specify that the user groups
insurance shall be primary insurance carried by the City.
The Certificate of Insurance is due at the time final payment is made.
AI,OpHOLIC BEVERA=
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, 0%. (464-0865). Evidence of this coverage
is due at the time final payment is made.
(&SAL RBaMMICNS
1. Grcups ,Posed of minors ust be supervised by cne (1) adult for each
tae*Zty (20) minors at all times while they are using the facility.
2. Facilit.� Use Permits cari of be transferred, assigned or sublet.
3. Decorations must be of flame-retardant material. The use of nails,
tacks or staples is prohibited. masking taFe, if used, M:st be rerovEd
i,ranediately following the event.
4. Storage is not available either before or after ycur event.
5. T--bles and chairs may not be removed fran the interior of the building.
6. Earbec,ing and/or the use of candles must be approved in
advance by the Fire Department (829-2333).
y, Rice, birdseed, etc. tray not be thrown in the facility.
8. Tickets may not be sold at the door as an acttission charge unless
approved in advance by the Director of Recreation.
9. Parking is permitted in painted parking stalls only. Parking is not
permitted cn sidewalks, lawn areas or unmarked blacktop areas.
Vehicles parked illegally will be cited.
SHANNON M*UNITY MiTm
FEE SCHEDULE
Classification I (City of Dublin)
1. No Charge
Classifications II, III, and IV (School Districts/Camnmity Groups/
Dublin Chamber of Cammesce)
1. ro 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 b�isiness hours
(8:OOa.m.-5:OOp.m.) or if sta`fill be assessed crto setup and take down
tables or chairs, the group per
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 carr;es under
Classification II, III and IV below:
3. If the Center is to be used on a continuous basis, applications
will be accepted quarterly (see Facility Use Policy for
application dates). 71:e hourly rates listed below will apply.
Classification VI (Non-Residents)
classification VII (Cannercial Use)
CLASSIFIC:?TICN
II III IV V VI VII
Security Deposit $100 $100 $100 $100 $100 $ 100
Honr1Y Rate
Social Fall $ 45 $ 45 $ 45 $ 75 $ 80 $ 100
West Rocm $ 31 $ 31 $ 31 $ 35 $ 37 $ 50
Fast Room $ 31 $ 31 $ 31 $ 35 $ 37 $ 50
A&B Roan $ 31 $ 31 $ 31 $ 35 $ 37 $ 50
Kitchen $ 10 $ 10 $ 10 S 10 $ 12 S 16
NOTE: If the West, East or A&B Roan is to be rented in additiai to the
Social Hall, deduct $20.00 fran the hourly d'zarge for the
additional roan used.
EXHIBIT B
RESOLUTION NO. -88
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
i
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A RESOLUTION ESTABLISHING POLICIES AND PROCEDURES
AND RENTAL RATES FOR THE USE OF THE
SHANNON COMMUNITY CENTER
WHEREAS, the City of Dublin leased the Shannon Community
Center from the Dublin San Ramon Services District from
July 1 , 1984 to June 30 , 1988 ; and
WHEREAS, effective July 1 , 1988 the title to the Shannon
Community Center was transferred from the Dublin San Ramon
Services District to the City of Dublin; 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, the Policies and Procedures and Rental Rates have
been updated and revised to reflect changes proposed by staff and
the Park and Recreation Commission.
WHEREAS, on May 29 , 1984 the City Council adopted Policies
and Procedures and Rental Rates for the use of the Shannon
Community Center; and
NOW THEREFORE, BE IT RESOLVED THAT THE City Council of the
City of Dublin does hereby adopt the 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 all
previous resolutions relating to the Facility Use Policy are
hereby rescinded.
PASSED, APPROVED AND ADOPTED this th day of , 198_
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk