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HomeMy WebLinkAbout5.1 Senior Center Facility Use PolicyCITY OF DUBLIN PARK AND RECREATION COMMISSION AGENDA STATEMENT SUBJECT EXHIBITS ATTACHED RECOMMENDATION MEETING DATE: March 14, 1989 Senior Center Facility Use Policy Proposed Policy Review and Comment on the Proposed Policy FINANCIAL STATEMENT : None DESCRIPTION One of the Recreation Department goals adopted by the City Council was to develop a Facility Use Policy for the Dublin Senior Center. The Park and Recreation Commission at their meeting of February 14, 1989 considered the draft recommendations submitted by the Senior Center Advisory Committee. The Commission was in agreement with most of the recommendations proposed by the Committee and directed staff to incorporate them into a formal policy for consideration by the City Council. Prior to submitting the proposed policy to the City Council staff determined that it would be advisable to have both the Senior el Center Advisory Committee and the Park and Recreation Commission review the format as prepared by staff. The proposed policy is attached in Exhibit A. The main differences in the policy as attached and the recommended policy submitted by the Advisory Committee are as follows: 1. Classifications of users has been reorganized slightly and descriptions of user groups expanded upon. 2. Reservation procedure and timeline for submittal of applications has been adapted for the specific uses of the Senior Center. 3. Exceptions to the policy are to be directed to the Recreation Director as opposed to the Advisory Committee as is the case in the Shannon Center Facility Use Policy. The Director will then determine whether the exception warrants review by the Advisory Committee, the Park and Recreation Commission and/or the City Council. 4. Alcohol use has not been restricted to special senior events. 5. A fee schedule has been developed. It is staffs recommendation that the Committee and the Commission jointly review the proposed policy and provide staff with input prior to submittal to the City Council. ITEM NO. Lame / Copies to: Senior Center Advisory Committee 3. Applications must be submitted in person at the Dublin Senior Center Office, 7437 Larkdale Avenue, Dublin. The applicant must be the "user" of the facility. 4. Applications are accepted by appointment only between the hours of 9:OOa.m. and 3:OOp.m., Monday through Friday (holidays excepted). 5. Applications for weekday use of the Center will be accepted up to one (1) month in advance of the desired date. Applications for weekend use (Friday night -Sunday) of the Center will be accepted as follows: a) Classification I -A may submit applications up to one (1) year in advance of the desired date. b) All other Classifications may submit applications up to three (3) months in advance of the desired date. c) 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 issued for a period of one month, subject to renewal. 7. Applications submitted less than ten (10) 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 forty five (45) days prior to the original date requested. (This will only be allowed one time). 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. PAVMEW 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 829-6316 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 CF USE 1. The Dublin Senior Center is available for rental during those hours when it is not scheduled for City sponsored senior activities. 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. -2- IIgf.`i I- A 0DR51.,dYIa1 [Wlj Y 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. If alcohol is to be sold, liquor liability is required at a minimum of $300,000 per occurrence. The Certificate of Insurance shall name the City of Dublin 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 of Insurance 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, 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, Room 4040, Oakland, CA. (464-0865). Evidence of approval is due at the time final payment is made. GENERAL REGUI 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. Tickets may not be sold at the door as an admission charge unless approved in advance by the Director of Recreation. 8. 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. 9. Smoking is not permitted within the Center. 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 conduct 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 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 regulations listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- DUBLIN SENIOR CENTER CAPACITY: 197 Dining 300 Assembly FACILITIES AVAILABLE: Social Hall with Stage *Kitchen EQUIPMENT AVAILABLE: 300 - Folding Chairs 10 - 60" Round Tables 5 - 8' Rectangular Tables FEE SCHEDULE: (Classifications II & III) Security Deposit.................$100.00 Social Functions/Meetings ........ $ 8.00 per hour (Admission Fee not charged) Fundraisers or Social Events ..... $ 45.00 per hour (Where Tickets are Sold) *Use of the kitchen is limited to counter area for preparation. Facilities are not available for cooking or warming food. Use of the refrigerator, freezer, and dishwasher are prohibited.