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HomeMy WebLinkAbout8.2 Dublin Civic Center Facility Use Policy CITY OF DUBLIN XO AGENDA STATEMENT s_2Z ---------------- CITY COUNCIL MEETING DATE: November 27, 1989 SUBJECT Dublin Civic Center Facility Use Policy (Report by Diane Lowart , Recreation Director ) EXHIBITS ATTACHED o Draft Facilty Use Policy o Draft Fee Schedule o Resolution Establishing Policies & Procedures and Rental Rates RECOMMENDATION 1 . Approve Facility Use Policy & Fee Schedule and Authorize Mayor to Execute Resolution; or 2 . Provide Staff with Further Direction FINANCIAL STATEMENT: None . DESCRIPTION On October 2 , 1989 , the Dublin Civic Center was occupied by the City and became the site of the Administrative Offices for the City of Dublin. During the design process for the Civic Center , it became evident that there was a need for additional space in the City to accommodate community activities . Consequently, the Regional Meeting Room , Council Chambers , Lobby , and Plaza were designed with multi-use characteristics . Since the City moved into the Civic Center in early October , Staff has received numerous requests to utilize the Center for community meetings , social functions , etc . Thus Staff initiated work on a Facility Use Policy and Fee Schedule for use of the Center . The Draft Facility Use Policy is attached for review by the City Council . The policy sets forth the criteria for use of the Center , as well as , establishes policies , procedures and fees for use by the public . The Draft Policy is patterned after the Use Policy for the Shannon Community Center but has been modified based on Staff ' s experience with Shannon Center and based on the types of requests received thus far for use of the Civic Center . Obviously , the Policy will need to be updated and/or revised once the Center becomes operational for use by the community. The ultimate goal of Staff is to develop one Facility Use Policy for all City buildings and tailor specific sections to each facility. The policy addresses the following areas . Classifications of Users Generally , use falls into seven categories which have been further divided based on residency. These classifications encompass use by the City , School District , Public Agencies , Chamber of Commerce , community groups , private groups , and commercial use . The classifications begin to set forth the types of use that will be allowed at the Civic Center . Priority_of_Users This section outlines a priority system for use of the Center and provides a time line for accepting reservations . At this time Staff is recommending that outside use of the Center be scheduled no sooner than one to three months in advance depending on the classification of the user and type of use . The next three sections , Reservation Procedure , Cancellations , and Payment Schedule are similar to those sections contained in the Shannon Center Use Policy. -------------------------------------------------------------------------- COPIES TO : ITEM NO. _46,z Hours_of_Use Staff is suggesting that use of the Civic Center be allowed during the following hours : Sunday - Thursday 8 : 00 a .m. - 10 : 00 p. m. Friday - Saturday 8 :00 a .m . - 12 midnight Public meetings , however , would be exempt from the 10 : 00 p. m. limit based on the nature of the meeting . The requirements for insurance and alcoholic beverages are identical to those utilized for Shannon Center . Fee Schedule Ideally, when developing a fee schedule for use of a facility, the actual costs of operating the facility are considered . Since no historical cost information for the Civic Center exists , Staff has developed the Fee Schedule based on the fees charged for similar size rooms at Shannon Center . The fees vary according to the type of group, the proposed use , and the time of day. As with Shannon Center , Public Agencies , Dublin based community groups and the Chamber of Commerce may utilize the Center at no cost during regular business hours , provided the event is free of charge and not a fundraiser. After hours , Staff proposes an $8 .00 per hour attendant fee . This , too is based on the rates at Shannon Center. It should be noted, however , that while this rate covers the cost of an attendant at Shannon Center , it does not cover Staff costs at the Civic Center . At the Civic Center, Public Works Staff from MCE Corporation are utilized , whereas at Shannon Center , part-time Building Attendants are on duty. Staff has utilized this fee in order to maintain consistency, however , the City Council may wish to review these charges at a later date . Although the Civic Center has been suggested for a multitude of uses , the design of the Center dictates how the Center can be used. For example , there are no areas where food can be prepared, which creates a problem for events such as wedding receptions and other social functions where space is needed for preparation and serving of food . Additionally, the lobby area , which serves as the main entry to the Administrative Offices cannot be utilized during the City' s regular business hours without creating a problem with ingress and egress for those individuals having business at the Center . Consequently, Staff will need to thoroughly review all requests for use to determine their compatibility to the Center . It is recommended that the City Council review the Draft Facility Use Policy and Fee Schedule . If the Policy is acceptable to the Council , it is recommended that the City Council authorize the Mayor to execute the attached resolution establishing policies , procedures , and rental rates . If the Council would like to make changes to the Draft Policy, Staff will incorporate these changes for approval by the City Council at their December 11 , 1989 meeting. CIVIC CENTER FACILITY USE POLICY D_R_A_F_T Introduction The Dublin Civic Center, 100 Civic Plaza, Dublin, houses the Administrative Offices for the City of Dublin . The 53 , 000 square foot facility consists of two semi-circular wings with a central open-air courtyard. One wing contains a Council Chamber , a Regional Meeting Room , and the Administrative Offices . The second wing is designed as a Police Facility and includes Administrative Offices for the Police Department , as well as , an Emergency Operations Center . The Dublin Civic Center has several areas which can be used for a variety of community events . Council Chamber : seating 150 Regional Meeting Room : 1250 square feet Capacity : assembly - 175 dining - 80 Public Lobby Public Plaza The Civic Center Use Policy establishes rules , regulations , procedures and fees governing the use of the Center . Any request for exception to the Policy must be submitted in writing to the City Manager, or his designee , no later than one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the Civic Center to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents . Classifications of Users ------------------------ I . City of Dublin II . Dublin Unified School District III . Public Agencies - Agencies serving the City of Dublin such as State of California , Alameda County, Dublin-San Ramon Services District , etc . IV. Dublin Chamber of Commerce V. Community Groups/Resident - Organized non-profit groups whose membership is open to the public . Fifty-one percent ( 51 %) of membership must reside within the Dublin City limits . VI . Community Groups/Non-Resident - Organized non-profit groups whose membership is open to the public , but does not meet the established residency requirements . VII . Private Groups/Resident - Groups whose membership is not open to the public and/or activities conducted by residents who live , own property or own a business within the Dublin City limits . -1 - VIII . Private Groups/Non-Resident - Groups whose membership is not open to the public and/or activities conducted by those who reside outside the Dublin City limits . IX. Commercial/Resident - Companies , groups , or individuals whose events have the primary purpose of generating a profit i . e . training seminars , trade shows , auctions , etc . Applicant must reside or own property or a business within the Dublin City limits . X. Commercial/Non-Resident - Companies , groups , or individuals whose events have the primary purpose of generating a profit i . e . training seminars , trade shows , auctions , etc . Applicant resides or business is located outside the Dublin City limits . Priority_of_Users 1 . Group I may make reservations up to one calendar year in advance of requested date of use . 2 . Group II may make reservations on a quarterly basis to coincide with the summer program season , fall season, winter season, and spring season . 3 . Groups III , IV, V, and VI may make reservations as follows : a) For weekday use , Monday-Friday, 8 : 00 a. m.-5 :00 p.m. , reservations will be accepted no sooner than two months prior to requested date of use . b) For evening or weekend use , reservations will be accepted no sooner than three months prior to requested date of use . 4. Groups VII , VIII , IX, and X may make reservations as follows : a) For weekday use , Monday-Friday, 8 :00 a. m.-5 : 00 p. m. , reservations will be accepted no sooner than one month prior to requested date of use . b) For evening or weekend use , reservations will be accepted no sooner than two months prior to requested date of use . Reservation Procedure --------------------- 1 . In order to reserve the Dublin Civic Center , a Facility Use Application must be submitted for approval by the Recreation Director. 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 Recreation Director , the application is rejected , the first Applicant on the waiting list will be notified. -2- 3 . Applications must be submitted in person at the Recreation Department Office , 2nd Floor , Dublin Civic Center , 100 Civic Plaza . The Applicant must be the "user" of the facility. 4. Applications are accepted between the hours of 9 : 00 a . m . and 4 :00 p. m. , Monday through Friday (holidays excepted) . 5 . Applications submitted less than ten ( 10 ) working days prior to the date requested will not be accepted . 6 . Reservation and Facility Use Applications are not transferable . 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 . Occasionally it may be necessary to reschedule , relocate or cancel a request previously approved. In this event , the group or individual will be given as much advance notice as possible. 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 Recreation Department at 833-6645 to schedule an appointment. 3 . Payments not received by this thirty (30 ) 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 Dublin Civic Center is available for use Sunday through Thursday from 8 :00 a. m . to 10 :00 p. m. , and Friday and Saturday from 8 :00 a . m . to 12 midnight . 2 . The minimum reservation accepted will be for two hours . -3- 3 . Hours of use must include the amount of time needed for the function, including set-up and clean-up. 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 Insurance Liability information on the City of Dublin ' s required form evidencing such coverage . Such certificate shall provide Bodily Injury and Property Damage Liability protection at a minimum limit of $500 ,000 per occurrence . If alcohol is to be sold , liquor liability is required. The Certificate of Insurance shall name the City of Dublin, its officers and employees as the 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. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due at the time final payment is made . Alcoholic_Beverages --------- ------ 1 . Requests to sell alcohol must be submitted in writing to the Dublin Police Services , 100 Civic Plaza, 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 approval is due at the time final payment is made . General_Regulations 1 . The Administrative Offices of the City of Dublin are located in the Dublin Civic Center . Consequently , requests for use that impact the day-to-day operation of the City will not be granted . 2 . Cooking and refrigeration facilities are not available . Only light refreshments or catered meals may be served . Food and/or beverages are not permitted in the Council Chambers . 3 . Storage is not available at the Civic Center . All user- supplied materials and equipment must be removed before the end of the reserved use time . 4 . Tables and chairs may not be removed from the Center . 5 . Use of decorations must be approved in advance . -4- VUNLiN CIVIC CENTER FEE SCHEDULE D_R_A_F_T Group_I 1 . No fee Group_II 1 . No fee unless such use requires custodial services or supplies in addition to those normally required for City use . Group_IIIi_IVi_V 1 . No fee for use during the City ' s regular business hours , Monday-Friday, 8 : 00 a. m .-5 :00 p. m . 2 . If the event is held outside of the City ' s regular business hours , an $8 .00 per hour attendant fee will be assessed . 3 . If the Center is to be used for the purpose of fundraising or if an admission fee is to be charged , fees will be assessed as follows : Security Deposit $100 Regional Meeting Room $ 30/hour Council Chambers $ 45/hour Group_VI 1 . A $10 per hour fee will be assessed for use during the City ' s regular business hours , Monday-Friday, 8 :00 a.m . - 5 :00 p. m . 2 . If the event is held outside of the City ' s regular business hours , an additional $8 .00 per hour attendant fee will be assessed, to total $18 .00 per hour . 3 . If the Center is to be used for the purpose of fundraising or if an admission fee is to be charged, fees will be assessed as follows : Security Deposit $100 Regional Meeting Room $ 35/hour Council Chambers $ 53/hour Group_VIIi_VIII_,_IX,__X VII VIII IX X -------------------------------- Security Deposit $100 $100 $100 $100 Hourly_Rate Regional Meeting Room $ 40 $ 45 $ 60 $ 65 Council Chambers $ 60 $ 68 $ 90 $ 98 -5- Note : A 20% deduction in fees will be given when both the Regional Meeting Room and the Council Chambers are utilized simultaneously. Use of the Lobby is included with use of either the Regional Meeting Room or Council Chambers . Plaza_and_Couryard For groups wishing to utilize only the Plaza or Courtyard , a $100 refundable security/damage deposit and a certificate of liability insurance are required. No hourly fees will be charged. Eguipment_Available Regional Meeting Room - Table & Chair Seating for 36 persons Additional Stacking Chairs - 90 Podium Public Address System Screen Council Chambers - Theatre-style seating for 142 persons Podium Public Address System Screen Should additional tables and chairs be needed, the user may either supply their own or reimburse the City for rental , delivery , and set-up charges . -6- RESOLUTION NO. - 89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN iE is is**it is####" * 1# **i#is is#is**i. .c ESTABLISHING POLICIES, PROCEDURES AND RENTAL RATES FOR THE USE OF THE DUBLIN CIVIC CENTER WHEREAS , the Dublin Civic Center was occupied by the City in October , 1989 ; and WHEREAS , the Center was designed to serve as the site for the Administrative Offices for the City of Dublin ; and WHEREAS , the Center is enhanced by several areas which can be used for a variety of community events ; and WHEREAS, the sound management of the Center requires written policies and procedures outlining the appropriate use of the Center ; and WHEREAS, a fee schedule has been established for rental of the facility. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Fee Schedule for the Dublin Civic Center as contained in Exhibits A and B . PASSED, APPROVED AND ADOPTED this 27th day of November , 1989. AYES : NOES: ABSENT : --------------------------------- Mayor ATTEST : -------------------------------- City Clerk