HomeMy WebLinkAbout4.05 Civic Center Facility Use Policy CITY OF DUBLIN
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 11 , 1989
SUBJECT Dublin Civic Center Facility Use Policy - Report
by Diane Lowart , Recreation Director
EXHIBITS ATTACHED A . Resolution Establishing Policies & Procedures
and Rental Rates
RECOMMENDATION Adopt Resolution
FINANCIAL STATEMENT None
DESCRIPTION At the November 27 , 1989 meeting of the Dublin
City Council , the City Council reviewed a Draft Facility Use Policy for the
Dublin Civic Center . After review and discussion , the Council directed
staff to incorporate the following changes into the policy :
1 . Under Classifications of Users , change the order of
Classification VIII and Classification IX .
2 . Under Priority of Users , . extend the application period by one
month in sections 3a , 3b , 4a , and 4b .
3 . Under Alcoholic Beverages , delete the address of the Alcoholic
Beverage Control Board .
4 . Under Fee Schedule , revise the $8 . 00 per hour attendant fee to
reflect the actual cost of providing attendant coverage .
For Fiscal Year 1989-90 , the actual direct cost of providing this
coverage would be $16 . 56/hr .
5 . Under Fee Schedule , require an attendant fee for use of the
Courtyard .
These changes have been incorporated into the Civic Center Use Policy and
Fee Schedule , and are attached . as exhibits to the Resolution Establishing
Policies & Procedures and Rental Rates .
It is staffs recommendation that the City Council adopt the attached
Resolution .
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ITEM NO.� COPIES TO :
RESOLUTION NO. - 89
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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 llth day of December ,
1989 .
AYES :
NOES :
ABSENT :
Mayor
ATTEST :
City Clerk
CIVIC CENTER
FACILITY USE POLICY
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 .
VIII . 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 .
IX . 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 .
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 .
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• PRIORITY OF USERS )NTINUED)
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 three
months prior to requested date of use .
b) For evening or weekend use , reservations will be
accepted no sooner than four 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 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 .
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 .
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 .
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` PAYMENT SCHEDULE NTINUED)
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 . 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 (568-5525) . 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 .
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DUBLIN CIVIC CENTER
FEE SCHEDULE
.Group I (City of Dublin)
1 . No fee
Group II (Dublin Unified School District)
1 . No fee unless such use requires custodial services or
supplies in addition to those normally required for
City use .
Group III , IV, V (Public Agencies, Dublin Chamber of Commerce,
and Community Groups/Resident)
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 , users will be charged an hourly rate to
reflect the actual cost of providing attendant
coverage .
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 (Community Groups/Non-Resident)
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 , users will be charged an hourly rate to
reflect the actual cost of providing attendant
coverage .
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 VII (Private Groups/Resident)#
Group VIII (Commercial/Resident)#
Group IX (Private Groups/Non-Resident)*
Group X (Commercial/Non-Resident)*
*SEE RATE CHART —PAGE 2
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RATE CHART
GROUP VII VIII I% %
.Security Deposit $100 $100 $100 $100
Hourly Rate
Regional Meeting Room $ 40 $ 60 $ 45 $ 65
Council Chambers $ 60 $ 90 $ 68 $ 98
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
For groups wishing to utilize only the Plaza , a $100 refundable
security/damage deposit and a certificate of liability insurance
are required . No hourly fees will be charged .
Courtyard
For groups wishing to utilize only the interior courtyard , a
$100 .00 refundable security/damage deposit and a certificate of
liability insurance are required . Users will be charged an
hourly .. rate to reflect the actual cost of providing attendant
coverage .
Equipment 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 .
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