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HomeMy WebLinkAbout4.9 - 2258 Updated Facility Packet Layouts Ift 19 474 �82 STAFF REPORT CITY COUNCIL ArFou��� DATE: December 18, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Consolidation of City Facility Rental Packets Prepared by: Lisa McPherson, Recreation Manager EXECUTIVE SUMMARY: The City Council will consider two policy changes related to the priority use of facilities and refunds to ensure consistency for all facilities. STAFF RECOMMENDATION: Approve the recommended changes to priority use and refunds. FINANCIAL IMPACT: None. DESCRIPTION: Staff is recommending certain updates to City's facility rental procedures in an effort to provide greater clarity and consistency on facility policies, regulations, rules and agreement requirements when the public rents a City facility (includes: Civic Center, Dublin Library, Heritage Park & Museums, Shannon Community Center, Dublin Senior Center and The Wave) and City sports facilities (Tennis Courts, Sports Fields and Stager Community Gymnasium). At the October 15, 2018 Parks and Community Services Commission meeting, the Commissioners reviewed the revised facility rental packets and recommended two policy changes (priority use and refunds) to ensure consistency for all facilities. The Commission voted 4-0-0 to recommend the revised rental packets and two policy changes. Facility Rentals Currently, the City offers rental packets for each type of facility. The most recent facility rental packet was created in 2017 upon the opening of The Wave's Community Room. The remainder of the facility packets have not been updated since 2009: Page 1 of 3 ❑ Civic Center Regional Meeting Room ❑ Library Program Room and Community Room ❑ Shannon Community Center ❑ Dublin Senior Center ❑ Heritage Park's Old St. Raymond's Church and Kolb Sunday School Barn For consistency in guidelines and to combine the individual packets into one, Staff wishes to make some changes in the following areas: Rental Categories Currently, the rental categories are identified as Group Numbers (1, 2, 3, and 4). Staff will be renaming the categories to make it easier for the community and Staff to properly identify. The groups will be as follows: • Public Agencies, Dublin Non-Profits, Resident • Non-Resident • Commercial Resident • Commercial Non-Resident Rental Categories Priority Use Currently, the priority use period is different for each facility. Staff is recommending one priority use for all facilities, and selected the current Senior Center priority use as the model: • Public Agencies, Dublin Non-Profits and Dublin Residents ➢ One year in advance • Non-Resident ➢ Nine months in advance • Commercial ➢ Six months in advance Cancellation Policy and Refunds Cancellation policies vary depending on the facility; therefore, Staff is recommending utilizing one policy for consistency and selected the current Civic and Library cancellation and refund policy as the model: • All cancellations must be in writing and received 90 days prior to the event, to receive a refund • 89-31 days - Forfeit Rental Deposit • 30 days or less - Forfeit Rental Deposit and half of rental fees paid • A $25.00 processing fee will be applied to all refunds. If the rental date is rebooked by another customer, the full deposit will be refunded less the $25 processing fee. The updated facility rental packet includes the following documents (Attachment 1): ❑ Facility Reservation Policies and Rules ❑ Facility Rental Fee Schedule ❑ Facility Room Descriptions, Capacity and Equipment ❑ Facility Rental Before and After Checklist J Facility Rental Agreement for all locations: ➢ (Civic Center, Dublin Library, Heritage Park & Museum, Shannon Community Center, Dublin Senior Center and The Wave) Page 2 of 3 Sports Facility Rentals The City of Dublin Tennis Courts, Sports Fields and Stager Community Gymnasium facility rental packets (reservation policy, rules and agreement) were also updated for consistency and clarification. Staff combined the Sports Fields and Stager Community Gymnasium into one rental packet (Attachment 2). The updated Tennis Courts rental packet is included as Attachment 3. There were no substantive changes made in these updates. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Facility Rental Packet 2. Tennis Courts Rental Packet 3. Sports Fields/Stager Community Gymnasium Rental Packet kris Foss,City Manager 1 2/1 212 0 1 8 Page 3 of 3 �y CT D7l ,lliewe tt � / `� % City of Dublin IFOiZN Facility Reservation Policies and Rules 1. Rental Categories Facilities may be used by residents, non-residents, public groups, private groups, or commercial groups. Fees are applied based upon who is using the facilities, when and for what purpose. • Public Agencies (Alameda County, Dublin-San Ramon Services District, Dublin Unified School District) • Dublin-based Non-Profits (Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners Associations and Sports League Organizations) o Locally based organizations that are recognized as a 501 (c) 3 charitable organization, who must provide a current membership roster showing 51% of its members either own property or reside in Dublin. Regional and National non-profit groups that do not meet the 51% resident requirement may submit a letter to the Parks and Community Services Director. ■ To be eligible for this rate, Charitable and Social Welfare Organizations must apply for this designation by completing a "Charitable and Social Welfare Organizations Verification Form" and submitting a copy of their Organization's Bylaws, membership roster and I.R.S. Tax Exemption letter. • Dublin Residents and Non-Residents o Residents ■ Individuals residing within the City's limits. ■ Valid California Driver's License, ID or current utility bill showing proof of residency must be provided o Non-Residents ■ Individuals residing outside the City's limits. • Commercial o Dublin-based business use of facilities for business purposes. o Non-Dublin business use of City facilities for business purposes. **Fundraising (Deemed Commercial)—A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. 2. Rental Categories Priority Use • Public Agencies, Dublin-based Non-Profits and Dublin Residents • One (1)year in advance • Non-Residents • Nine (9)months in advance • Commercial • Six(6) months in advance 1 3. Rental Hours of Use Facility Rental Days and Hours Minimum Rental Period Shannon Sunday—Thursday Monday—Thursday Community Center 8:00AM to 10:00PM Two (2) hours Friday—Saturday Friday—Sunday 8:00 AM to 12:00 AM (Midnight) Six(6)hours Senior Center Friday Friday—Sunday 5:00 PM to 12:00 AM (Midnight) Six(6)hours Saturday 1:00PM to 12:00 AM (Midnight) Sunday 8:OOAM to 12:00 AM (Midnight) *Use of Patio prohibited after 10:00PM Heritage Park and Sunday—Thursday Monday—Sunday Museum 8:00AM to 10:00PM Two (2)hours Friday—Saturday Saturday's May through September 8:00 AM to 12:00 AM (Midnight) Friday—Sunday Six(6) hours Civic and Library Sunday—Thursday Monday-Sunday 8:00 AM to 10:00PM Two (2) Hours Friday—Saturday 8:00 AM to 12:00 AM (Midnight) WAVE Monday- Sunday Monday-Sunday Community Room 8:00AM to 8:00 PM Two (2)Hours 4. Rental Deposit -A reservation deposit is required at time of application submittal. p p o $750 for the Shannon Community Center o $500 for the Dublin Senior Center o $500 for the Kolb Sunday School Barn o $250 for the Old $t. Raymond's Church o $250 for the Library Community Room o $250 for the Civic Center Regional Meeting Room o $250 for the WAVE Community Room • The rental deposit is refundable and will be returned within four (4) weeks following the rental, provided there are no violations of the Facility Policies and Rules. e Any overtime charges, costs incurred for extra cleaning of the facility and furnishings, both inside and outside, or damages to floors, walls, furnishings and landscaping will result in a deduction or forfeiture of the rental deposit. • Renter will be billed for any damages not covered by the rental deposit. • Renter will forfeit entire rental deposit and may be charged for costs related to Police or Fire response due to public safety intervention. Rental Fee Balance-All fees are due 30 days prior to your rental use. Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard, Discover and American Express are also accepted forms of payment. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. o If an application is submitted less than 30 days before the rental date, all fees are due at the time of the application submittal, and a late charge of $25 will be assessed. Rental 2 applications submitted less than two weeks before the requested rental date will NOT be accepted. 5. Other Required Permits/Licenses/Information -The following permits/licenses/information must be completed, and an approved copy needs to be placed in your rental packet seven (7) days prior to your rental date: a) Insurance Certificate - Each renter is required to provide the City of Dublin with a valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such Certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000, per occurrence. If alcohol is served or sold, liquor liability coverage is also required and must be stated on the Certificate. The applicant must be specified as the insured. The Certificate shall name the" City of Dublin, its officers, employees, agents and volunteers" as an "Additional Insured" in conformance with the hold harmless agreement as outlined in the Facility Rental Agreement and must specify that the applicant's insurance shall be primary to any insurance carried by the City. The Certificate shall be properly executed with the original signature of the authorizing insurance agent. Please contact your insurance provider to check if your homeowner's policy may be extended to cover your facility rental. In the event that coverage is not available,the City has Special Event insurance available for purchase. • Approved Insurance documents must be received at least seven (7) days prior to your event; insurance not received within seven (7) business days prior to the rental date will require applicant to purchase City Insurance. b) Alcohol Use Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin, 94568. If permission is granted, applicants must obtain the appropriate permit from the Alcohol Beverage Control (ABC) Board, 1515 Clay St, Suite 2208, Oakland, 94612, (510) 622-4970. Evidence of approval is due at the time of final payment. c) Sale of Alcoholic Beverages or Exchange of any type of Monetary Consideration that includes Alcohol, i.e. meal ticket This requires a permit from the Department of Alcohol Beverage Control (ABC), (510) 622-4970. • Non-Profit groups are the only,organizations properly permitted by the ABC Board to sell or exchange alcohol for monetary consideration. d) Fire Department Permits A permit is required for use of candles, clay ovens, and any open flame devices. Approved BBQ's are only allowed in designated areas of certain designated facilities (Shannon Community Center and Senior Center)with an approved Fire Permit. Sterno canisters are allowed in designated areas without a Fire Permit. Fire Permits may be obtained from the Dublin Fire Prevention Department, (925) 833- 6606. Open Flame Permits must be obtained at least fourteen (14) days prior to the rental date. 6. Additional Fees- Required for specific uses, changes and equipment. • $75 Caterer's Kitchen Training (training must be complete 30 days prior to the rental date). • Changes in hours, rooms and setup requirements will incur a$25 charge, per change (one courtesy change allowed after confirmation letter has been mailed). Changes will require pre-approval. If approved, payment is due immediately. Changes will not be accommodated the day of the rental. The Rental Deposit cannot be used towards the payment of rental or additional fees. • Equipment fees: • $100 for portable dance floor(Shannon) • $100 for portable stage (Shannon) • Rentals that exceed the scheduled hours will be charged twice the hourly rate per hour for the extra time. 3 7. Continuous Use— is available at two facilities (Shannon Community Center and Library). Continuous use applications are accepted on a quarterly basis as indicated by the dates in the table below: Shannon Community Center Group Jun—Aug Sep—Dec Jan—Mar April-May Groups 1 and 2 Starting April 15 Starting July 15 Starting November 15 Starting February 15 Group 3 Starting May 1 Starting August 1 Starting December 1 Starting March 1 Group 4 Continuous use of the Shannon Community Center is not permitted for Group 4 users Dublin Public Library Group Jun—Aug Sep—Dec Jan—Mar April-May Groups 1 and 2 Starting April 15 Starting July 15 Starting November 15 Starting February 15 Groups 3 and 4 Continuous use of the Dublin Public Library is not permitted for Group 3 and 4 users 8. Cancellation Policy - All cancellations must be in writing and received at least 30 days prior to the event. Based on the date the cancellation request is received, all or part of the rental deposit and/or fees will be forfeited. Facility Rental Agreements may not be transferred to another individual, transfer of dates, assigned to another party, or sublet. Refunds will be handled as follows: • All cancellations must be in writing and received 90 days prior to the event, in order to receive a refund. • 89-31 days- Forfeit Rental Deposit • 30 days or less - Forfeit Rental Deposit and half of rental fees paid • A$25.00 processing fee will be applied to all refunds. If the rental date is rebooked by another customer, the full deposit will be refunded less the $25 processing fee. RULES Advertising No advertising may be posted, petitions circulated, nor solicitations or sales made in the building or on the facility grounds, without written permission from the Director of Parks and Community Services. Banners and/or signs may not be hung on the exterior of the facility or on the grounds unless previously approved by the Director of Parks and Community Services. Air Conditioning/Heating City Staff will provide a comfortable temperature in all buildings. City Staff will not maintain temperature with doors repeatedly opened or left standing open. Alcohol Use • Alcohol may not be sold or consumed at an event officially designated as a "youth event" (an event at which a majority of the attendees are under 21 years of age. Youth events must be supervised at all times by two adults for each 20 minors. • Rental of the bar must use leak-free ice containers and mats to absorb condensation and protect the floor. Metal containers (i.e., buckets,tubs) are not allowed. • Beer kegs are not permitted on carpeted areas. Kegs may be setup outside in the courtyard and plaza areas adjacent to the building. • Alcohol must be consumed inside the facility or in the courtyard and plaza areas adjacent to the building. It is prohibited to consume alcohol in any other area of the site (City Ordinance Chapter 5.100,Section 150). Arriving Prior to the Rental Start Time 4 The facility will not be open earlier than the rental start time.The renter must rent enough time for all necessary rental preparation. Caterers, vendors or members of the rental will not be allowed access to the facility prior to your contracted rental time. Candles, Clay Ovens, or Open Flames The use of open flame devices, such as candles and cooking equipment, in public assemblies can pose a fire hazard.The indoor use of candles(other than small candles in cakes)for decorative, ceremonious,or centerpiece purposes and the outdoor use of charcoal burners, LPG (propane), approved BBQ's, and other open flame cooking or ceremony devices require a separate Open Flame Permit from the Dublin Fire Prevention Department. Sterno canisters are allowed in designated areas without a Fire Permit. Battery operated candles are accepted to achieve the desired effect. • Due to the historical significance of the Dublin Heritage Park & Museums facilities, candles and open flame devices, including sterno canisters, are prohibited during any and all use of Old St. Raymond Church and Kolb Sunday School Barn. Open Flame Permits Open flame permits must be obtained at least fourteen (14)days before the event date.The indoor use of charcoal burners, LPG (propane) and other open flame cooking devices is prohibited. The use of fog machines and sparklers is prohibited in all City facilities. Open Flame Permits may not be obtained for the Heritage Park facilities. Caterer's Information Use of the kitchen may only be utilized by a professional catering company. The City will provide you with a list of approved caterers (all new caterers must be approved 30 days before rental date). All caterers must follow State and County Regulations and have a valid City of Dublin Business License. Approved caterers must also have a certificate of liability insurance and endorsement listing the "City of Dublin, its officers, employees, agents and volunteers"as an "Additional Insured." Catering companies that do not properly clean or who cause damage will be removed from the City's approved list of kitchen users. In addition, the facility renter will be charged a fee based upon the condition of the kitchen or any damage incurred, which will be deducted from the security deposit. The use of food frying equipment is strictly prohibited at all City facilities. Caterers may not request and/or pay for additional hours. Caterer's will not be allowed access to the building prior to the contracted rental time. City Staff City Staff will be on duty during the entirety of the rental. Staff will be available to open the facility, answer questions, and periodically check-in with the person in charge of the rental. Staff are not available for cooking, decorating,waiting tables or servicing food. Questions regarding damages or cleanup at the conclusion of the rental can be directed to City Staff. However, on-site Staff cannot assure a full refund of the renter's deposit. Cleanup Renters are responsible for the cleanup and condition of the facility at the end of their rental. The facility must be left in the same condition it was found prior to the rental. Cleanup includes all areas used during the rental, including outer courtyards and parking lot. Renters will be charged for damage/abuse beyond normal wear and tear, and for additional clean-up, if required.These charges will be deducted from the security deposit. City Staff will not clean for renter after the event. The renter's responsibilities for cleanup includes: • All decorations and rental equipment removed. 5 • All food removed. • All garbage cans emptied and disposed of in appropriate dumpsters. • All kitchen surfaces must be free of grease, food particles, and spills. • All spills and debris cleaned from tables and chairs. • All spills from floors or rugs cleaned. Spot mop and sweep, if necessary. • All toilets flushed, and floors cleared of toilet paper and paper towels. • Bar cleaned and wiped down. • Coffee Urn cleaned and turned off(Shannon Center). • Dishwasher cleaned and turned off(Senior and Shannon Center). • Freezer and refrigerator cleaned and wiped down. • Return chairs and tables to the original setup in all rooms used during the rental. Crab Feed Requirements • Crab Feed rentals must secure a 4-yard dumpster from Amador Valley Industries (AVI), the trash company used in the City of Dublin, to be delivered on the day of their rental and scheduled for pick-up the day following their rental (rentals on Saturday's will need to schedule a Monday pick-up). Proof of dumpster delivery and pick-up from AVI is required a month before the rental date.The AVI dumpster fee is approximately$147 and the payment is required by AVI upon scheduling. • Crab Feed rental carpet cleaning in Ambrose Hall is charged at$50 per hour for labor. These costs will be withdrawn from the $750 rental deposit to clean and restore the Ambrose Hall carpet to its prior condition. Charges to complete this work will be based on market rate. Decorations All decorations must be either non-combustible or treated with State-approved flame-retardant solutions or processes. Violation of the below decorations information will result in the automatic forfeiture of the full rental deposit: • City ladders are not available for public use. Please do not stand on tables or chairs. Any equipment brought into the facility must have protected feet (rubber or felt). • No attaching decorations to any stage, curtain, batten, fixture, wall, ceiling or cross beams. • The use of tacks, tape, nails, staples or putty on any walls is prohibited. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance). o Small thumbtacks may be used on the "fabric walls" in the Civic Center, Library Community Room, and Shannon Community Center. • Smoke/fog machines, bubbles, sparklers, dry ice, rice, birdseed, confetti (paper, plastic or metal), color packet/dye, flower petals, glitter, hay, sand, aerosol streamers and similar materials are prohibited inside or outside the facility, including on the Shannon Center bridge. • Any plants or shrubs brought into the building must be in waterproof containers. • The use of decals,powders,wax paint,etc.,are prohibited on the floor areas of the facility. • Mylar balloons are prohibited. Latex balloons may be used if they are weighted or secured. Designated Representatives Identify two (2) representatives authorized to make decisions or respond to questions/problems on the day of the event. Equipment/Fountains/Ice Machine 6 Kitchen storage cabinets, closets, kitchenware and ice machine (Senior Center) are not available for use. Exterior fountains are not included in the rental. Guarantees cannot be made regarding the operation of the fountains during a specific event. Exit Doors and Paths Do not block or obstruct any hallway, corridor, vestibule, aisle, or exit door. Guests Renters are solely responsible and answerable for any and all accidents or injuries to person(s) or property resulting from the rental usage. Renter is responsible for the control and supervision of all people in attendance during the rental and shall ensure no damage is done to the facility, and that everyone conducts him/herself in an orderly manner. Hand Cart/Dolly Must have large, clean rubber wheels, with all projecting edges protected, to move heavy objects (i.e. speakers, plants, or cases of food). Renter will be charged for any damage to the floor, stairs, or walls. Holiday Rentals City facilities are not available for rent on the following holidays: New Year's Eve, New Year's Day, Martin Luther King Jr. Day, President's Day, Easter Sunday, Memorial Day, 4th of July, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day. Inappropriate Uses Any party or organization, political or otherwise, that advocates the overthrow of the government of the United States or the State of California by force, violence, or other unlawful means is deemed as inappropriate use. Kitchen Use/Cleaning • WAVE, Library and Civic Food needs to be prepared off-site;there is no kitchen usage. • Senior Center The kitchen is a 960 square-foot functional catering kitchen that may only be rented in conjunction with the Ballroom. No kitchen utensils will be available for your use. When leaving the kitchen, it should look the same as you received it. Use of the kitchen may only be utilized by a professional catering company; please refer to Caterer's Information. • Shannon Community Center The kitchen is a 638 square-foot functional catering kitchen that may only be rented in conjunction with Ambrose Hall. No kitchen utensils will be available for your use. When leaving the kitchen, it should look the same as you received it. Use of the kitchen may only be utilized by a professional catering company; please refer to Caterer's Information. • Old St. Raymond Church and Kolb Sunday School Barn Food needs to be prepared off-site; there is no kitchen usage. Please refer to Candles, Clay Ovens, or Open Flames. Food may be brought in warming bins so as to keep food warm. 7 If a kitchen is included in the rental, it is the renter's responsibility to clean the kitchen. Failure to clean the kitchen and leave it in the condition it was received will result in charges, which will be deducted from the rental deposit. City Staff will not clean for you after your event.The renter's responsibilities for clean- up includes: • All food removed and properly disposed. • All spills and debris on countertops, stove top, inside the oven, microwave, refrigerator/freezer cleaned. All food and beverages removed from the facility. • All dishes, glassware and utensils removed from dishwashers. • All garbage bags disposed in the appropriate dumpster. o Garbage bags will be provided. It is the renter's responsibility for bagging all garbage and properly disposing. Loading/Unloading • Shannon Center—Caterers may park in the Caterer's Area behind the back-kitchen entrance. Renters may drop off decorations and other set up items at the back of the facility. Parking behind the building is for City Staff Only; all vehicles (renters and guests) must park in the front parking lot. Vehicles parked in the back of the building during the rental will be reported to Dublin Police, to be cited and the vehicle towed at owner's expense. • Senior Center—Caterers may only park in the designated parking lot for the Senior Center. Caterers and/or renters may drop off food, decorations, or other set up items through the side entrance gate (inquire directly with Senior Center staff for permission/access), which allows access onto the back-patio area. Once all items are unloaded, vehicles must park in the designated parking lot for the Senior Center. Vehicles parked in the back of the building during the rental will be reported to Dublin Police, to be cited and the vehicle towed at owner's expense. • WAVE, Library, Civic, Old St. Raymond Church and Kolb Sunday School Barn — Park in designated parking areas; please refer to Parking. Office Supplies/Equipment Renters must provide their own supplies (stapler, tape, scissors, etc.) and equipment (ladders with rubber feet, easels, etc.) to complete decorating and registration for their event. Overcrowding Events are limited to the number of attendees stated on the rental agreement. If an event exceeds the limit, the Fire Department may be called to reduce the overcrowded conditions. Renters will not be permitted to exceed the Fire Code Capacity of any room. Overcrowding is forbidden and will result in cancellation of the event and forfeiture of all fees paid. Parking Restricted to designated areas only. Reserved parking is not provided nor permitted. Vehicles parked illegally will be cited. Recycling The City of Dublin supports efforts to protect the earth and environment through an intensive recycling program. Recycling containers are provided for cans, glass, hard plastic containers and cardboard. Organics containers are provided for food scraps,food soiled paper,and flowers. Guest and caterers should assist by using appropriate recycling containers in event rooms and dumpster 8 area. Use of polystyrene (Styrofoam) cups, plates, etc. is prohibited per City Ordinance. Liners for the recycling, organics, and garbage containers will be provided. The renters will be responsible for sorting and bagging all discards and depositing them in the appropriate dumpsters. Rental Changes and Modifications Any rental changes or modifications made seven (7) days or less prior to the rental date are not guaranteed and approval is at the discretion of the Parks and Community Services Director or designee. Rental Time You must enter and leave within the time specified on your agreement, which includes set-up and clean-up (we recommend allowing one (1) hour for each). Events that exceed the scheduled rental time will be billed at twice the hourly rental rate for the additional time (no proration for partial hours or unused time). Only one (1) rental per day is permitted for facilities. Setup/Equipment Needs The renter is responsible for scheduling an appointment to go over setup and equipment needs at least 30 days prior to the rental date. Smoking SMOKING IS PROHIBITED within the interior of all City facilities and within 25 feet of every facility entrance (per City Ordinance). No smoking is allowed on the Heritage Park & Museums grounds. Sound System A sound system is available with a built-in CD player at the Shannon Center, Senior Center, Old St. Raymond Church and Kolb Sunday School Barn. The system has microphones (one is wireless) with an output line to use for a IPOD, laptop or additional CD player. Library and Civic utilize an AV unit for sound. Storage Storage is not available, neither before or after your event. At the conclusion of the event, all materials and supplies must be removed from the facility. The City is not responsible for items left after designated rental times. Tables/Chairs Do not slide tables or stacked chairs across the floors. Do not stand, sit, or lie on tables. Vehicles Driving or parking on sidewalks, pathways, patios, or turf areas is prohibited. Requests for exception to the Facility Rules must be submitted in writing to the Parks and Community Services Director,or his/her designee,no later than one(1)month prior to the requested rental date. The City reserves the right to book additional events before or after applicants confirmed rental time. The City of Dublin reserves the right to deny the use of any Dublin Facility due to any person or group if such use is deemed to be contrary to the best interest of the City,the facility, and/or Dublin residents. Applicants should thoroughly review the Facility Reservation Policies and Rules to become familiar with all rental fees, policies and procedures. 9 filecrk. City of Dublin Qu/rooNm Facility Rental Fee Schedule • For all City of Dublin Facilities: o The Rental Deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or cancellations. o To qualify for the resident rate, the applicant must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California Driver's license or current utility bill). o Groups claiming Dublin residency must provide a current membership roster(51% of membership must own property or reside in Dublin). o Events that exceed the scheduled hours are charged twice the hourly rate. • Fundraising —A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. Shannon Community Center Rental Fees Hourly Fees Ambrose Multipurpose Rental Deposit($750) is due when the application is submitted Hall Room Classroom Public Setup/Takedown Fee Only of$14 per hour Agencies Use During Business Hours per Facility Attendant. Number of Attendants g (Monday-Friday, 8:00 AM to 5:00 PM) and depends on rooms used and setup needs. Dublin Use Outside of Regular Business Hours $85 $24 $14 Non-Profits Use for the Purpose of Fundraising $188 $53 $23 Resident Resident Individuals and Groups $250 $70 $30 Non - Non-Resident Individuals and Groups $300 $84 $36 Resident Commercial Dublin Based Business $332 $93 $40 Non-Dublin Based Business $400 $112 $48 Senior Center Rental Fees Hourly Fees Ballroom Lounge Classroom Meeting Rental Deposit($500) is due when the application is submitted A Room Public Use Outside of Regular Business Hours $46 $12 $9 $4 Agencies and $139 $36 $28 $13 Dublin Use for the Purpose of Fundraising Non-Profits Resident Resident Individuals or Other Groups $185 $48 $37 $17 Non - Resident Non-Resident Individuals or Groups $222 $58 $44 $20 Dublin Based Business $246 $64 $49 $22 Commercial Non-Dublin Based Business $296 $77 $59 $27 1 Heritage Park Rental Fees Hourly Fees Kolb St. Raymond Rental Deposit is due when the application is submitted Church Sunday ($500 for Kolb Barn and $250 for St. Raymond Church) School Barn Public Setup/Takedown Fee Only of$14 Agencies Use During Business Hours per hour per and Dublin (Monday-Friday, 8:00 AM to 5:00 PM) Facility Attendant. Number of Non-Profits Attendants depends on rooms Use Outside of Regular Business Hours $15 $43 Use for the Purpose of Fundraising $45 $128 Resident Resident Individuals and Groups $60 $170 • Non - Non-Resident Individuals and Groups $72 $204 Resident Commercial Dublin Based Business $80 $227 Non-Dublin Based Business $96 $272 The Private Party Package includes the use of St. Raymond Church,the Kolb Sunday School Barn, the picnic area and front lawn,and the restroom facilities. A package is also available for those choosing to rent the Kolb Sunday School Barn without the Church. Public Agencies, Dublin Non-Profits and Commercial groups will be charged at the standard hourly rate. Heritage Park Private Party Package Rental Fees St.Raymond Church and Hourly Fee Kolb Sunday School Barn After Six(6) Hours Six (6) hours minimum May through September Resident $1,240 $230 Non-Resident $1,488 $276 Kolb Sunday School Hourly Fee Barn Only Six (6) After Six(6) Hours hour Package Resident $918 $170 Non-Resident $1,101 $204 WAVE Rental Fees Rental Deposit($250) Hourly Fees is due when the application is submitted Public Agencies $170 Dublin Non- Profits Resident Non-Resident $200 Commercial $260 2 Civic and Library Rental Fees Hourly Fees Library Community Room Rental Deposit($250) is due when the application is submitted Library Program Room Regional Meeting Room Public No Fee Agencies Use During Business Hours The Security Deposit is also and Dublin (Monday-Friday, 8:00 AM to 5:00 PM) waived for conducting a Non-Profits meeting of the organization Use for the Purpose of Fundraising $68 Resident Resident Individuals and Groups $90 Non - Non-Resident Individuals and Groups $108 Resident Dublin Based Business $120 Commercial Non-Dublin Based Business $144 3 OOf�Dp���y �7/111�Jv/ ,12 City I i 4ziro Facility Room Descriptions, Capacity and ui ent Shannon Community Center Ambrose Hall (Banquet Hall) • Ambrose Hall is 5,940 square foot room with ceiling to floor windows looking out to the creek and park. Rental of this room includes use of the Pre-Function Area (1,940 square-foot lobby), Catering Kitchen, and the adjacent outdoor Patio Area. • Capacity: Dining 300 or Assembly 3 00(with tables and chairs) Multipurpose Room • The Multipurpose Room is 1,275 square foot room with windows facing northeast to picturesque Mount Diablo. This room must be rented with Ambrose Hall Friday through Sunday. • Capacity: Dining/Classroom 85(with tables and chairs) and Assembly 182 (without tables& chairs) Classroom • The Classroom is 546 square feet and must be rented in conjunction with Ambrose Hall Friday through Sunday. • Capacity: Dining/Classroom 30(with tables and chairs) and Assembly 78(without tables& chairs) Catering Kitchen • Use of the Kitchen is only available for use in conjunction with the rental of the Ambrose Hall. The Kitchen is a 638 (18'x35') square-foot functional catering kitchen adjacent to Ambrose Hall. The Kitchen features a six-burner gas stove with two ovens and a griddle, two microwaves, large commercial refrigerator and freezer units, ice maker, full dishwashing area, five sinks including one with garbage disposal, and electric countertop food warmers. Applicants must provide trays for steamer units. The use of food frying equipment is strictly prohibited at all City facilities. Available Equipment: Ambrose • Rectangular Tables(36"x 72")—20 • Round Tables(72")—33 • Banquet Chairs-300 • One Round Cake Table(48") • One Podium • LCD Projector and Screen • AV Sound System • One Portable Wood Bar(72") • One Portable Dance Floor—maximum size is 18'x27'assembled in sections that can accommodate up to 140 dancers. Rental fee of$100. • One Portable Stage—maximum size is 16'x16' in 4'x8'sections. Rental fee of$100. Multipurpose Room • Rectangular Tables(36"x 72")-15 • Chairs-30 • Ballet Bar with Mirrors • Portable Dry Erase Board Classroom • Rectangular Tables(36"x 72")-5 • Chairs-20 1 • LCD Projector and Screen • Portable Dry Erase Board Dublin Senior Center Ballroom and Pre-Function Area • The Ballroom is a 4,270-square foot room with bamboo wood floors, a raised platform stage, casual seating nook, and drop- down video screen, wireless microphone and access to two outdoor patios. The Ballroom can be divided in half if needed. Use of the Pre-Function Area adjacent to the Ballroom is included in the rental of the Ballroom. The Pre-Function Area is a large space suitable for a social hour prior to an event or locating a grand buffet. • Capacity:Dining 200(tables& chairs with dance space) and Assembly 250(chairs only). Classroom A • Classroom A is a 950-square foot carpeted room adjacent to the Lounge. This is ideal space for offering additional activities besides dining as part of your event. The Classroom A is not available for dining. The Classroom A may only be rented in conjunction with the Lounge Area and Ballroom. • Capacity: 63 (tables and chairs) Lounge Area • The Lounge Area is a 740-square foot carpeted room with a fireplace and lounge furniture. The Area is suitable for a social hour before an event. The Lounge Area is not available for dining. The Lounge Area may only be rented in conjunction with the Ballroom. • Capacity: 49 (tables and chairs) Meeting Room • The Meeting Room is a 400-square foot carpeted room adjacent to the Pre-Function Area. The room is suitable as an event staging area or Bridal Party Room. The Meeting Room may only be rented in conjunction with the Ballroom. • Capacity: 12 (table and chairs) Catering Kitchen • Use of the Kitchen is only available for use in conjunction with the rental of the Ballroom. The Kitchen is a 950 square-foot functional catering kitchen adjacent to the Ballroom. The Kitchen features a large commercial refrigerator and freezer units, combination convection/steamer oven, eight-burner gas stove and oven, and griddle. The center island features steamer tables, soup warmers, two microwaves and a heating lamp. There is a full featured dishwashing area as well. Applicant must provide trays for steamer table and soup warmer units. The use of food frying equipment is strictly prohibited at all City facilities. Available Equipment: Ballroom and Pre-Function Area • Rectangular Tables(96"x 30")-2 • Rectangular Tables(72"x 30")—10 • Rectangular Tables (60" x 30")—25 • Round Tables(60")—26 • Banquet Chairs—250 • Built-in Stage and Dance Floor • Built-in Screen 2 • AV Sound System Classroom A and Lounge Area • Square Tables(42"x 42")-12 • Padded Wood Chairs with Arms-32 • Couches—2 • Club Chairs-4 Meeting Room • Square Tables(48"x 48")-3 • Conference Chairs—12 Patio • 4 benches, 8 chairs,4 rockers, 5 umbrellas Heritage Park & Museum Church and Barn Old St. Raymond Church • Built by Dublin pioneers in 1859, Old St. Raymond Church is the oldest wooden church in California. No longer functioning as a religious institution,the little church stands in its original setting, its bell proudly pealing over the community. The Old St. Raymond Church is available for community and private use.The intimate, historical setting is ideal for small weddings, baptisms, recitals, funerals, memorials, choral groups, religious services, and lectures. Rental of the Church includes use of the adjacent paved courtyard. • Capacity: 84 Kolb Sunday School Barn • The Kolb Sunday School Barn is 1,317 square foot large open room and a stage with a built-in lighting and sound system. Rental of the Kolb Sunday School Barn includes the Heritage Park front lawn area,which includes a large grass area facing Donlon Way that can accommodate an outdoor tent (tents require written approval of the Parks and Community Services Director or designee;depending of the size of the tent a permit may be required from the Fire Prevention Division). • Capacity: Dinning 88 (tables & chairs) and Assembly 120(Chairs only) o Between the Kolb Sunday School Barn and the Kolb Hay Barn, there is a picnic area with ten (10) picnic tables that can accommodate 60 people. Available Equipment: St. Raymond Church • Pews- 14 • Podium • Sound System • TV • Piano Kolb Sunday School Barn • Round Tables(42"x42")- 12 • Chairs—120 3 Dublin Public Library and Civic Center, Library Community Room • The Community Room is an 1,830 square foot rectangular, carpeted room with a kitchenette and window that looks out to the Dublin Sports Grounds. The room is equipped with a built in PA system, VCR, video projection system with inputs for a laptop (applicants must provide their own laptop and VGA cable with male connectors on both ends), hearing impaired devices and a presentation screen that drops down from the ceiling. The kitchenette features a refrigerator, microwave, sink with disposal and countertops. Use of the Library Lobby is included with use of the Community Room for uses scheduled outside of the Library's regular business hours (check for current Library schedule). Every effort will be made to provide the number of tables and chairs indicated. Applicant is responsible for providing equipment needed in addition to the equipment available from the City. • Capacity: Dinning 75 (tables & chairs) and Assembly 80 (Chairs only) Library Program Room • The Program Room is a 649-square foot carpeted room with a kitchenette and windows that look out to the Dublin Sports Grounds. • Capacity: Dinning 24 (tables & chairs) and Assembly 40(Chairs only) Regional Meeting Room • The Regional Meeting Room is a 1,250-square foot rectangular carpeted room with a kitchenette and windows that look out to the Civic Center grounds and clock tower. The room has a built-in presentation screen that drops down from the ceiling. • Capacity:Dining 70(Tables& chairs with no buffet/dance space) and Assembly 80(Chairs only) Available Equipment: Library Community Room • Rectangular Table (30"x 72") - 17 • Stacking Chairs (wood) -80 • Podium • AV System Library Program Room • Rectangular Tables (30" x 72") - 8 • Stacking Chairs (wood)—40 • Whiteboard (markers and eraser not provided) • Microwave • Sink with disposal Regional Meeting Room • Rectangular Tables (3"x 6") - 12 • Stacking Chairs (wood)—80 • Portable Podium • Presentation Equipment (Computer/Large Screen/Wireless Keyboard & Mouse) WAVE WAVE Community Room • The Community Room is an 1,800 square foot, square room, surrounded by windows that face the WAVE Waterpark and Emerald Glen Park. The room is equipped with digital connection, a 70-inch monitor and integrated sound system. 4 • Capacity: Dinning 60 (tables & chairs) and Assembly 150 (Chairs only) Available Equipment: • Rectangular Tables(36"x 72")—20 • Stacking Chairs (plastic)—60 • Portable Podium • Presentation Equipment (Computer/Large Screen/Wireless Keyboard & Mouse) 5 1 6./poi,Di% FACILITY RENTAL �/'/� � ` BEFORE AND AFTER CHECKLIST 19(�`t='=�7 82 \\``7�`/`//// City of Dublin �°rroR_\'� Parks and Community Services Department Events that exceed the scheduled hours will be charged twice the hourly rate and still need to vacate immediately - CUSTOMER'S INITIALS: Friday/Saturday Events must end at 12AM and Sunday-Thursday events must end at 10PM RENTAL APPLICANT: RENTAL#: RENTAL DATE: ATTENDANCE: DAY OF EVENT PERSON RENTAL LOCATION:(circle one) Shannon Senior Center Heritage Civic Library HALL/LOBBY HOURS: CLASSROOM HOURS: PATIO HOURS: MULTI-PURPOSE HOURS: o STAGE o DANCE FLOOR o SOUND SYSTEM o PODIUM 0 KITCHEN 0 LOUNGE 0 BAR(only available at Shannon and Heritage) 0 ABC 0 POLICE LTR 0 DEPOSIT OPAYMENT 0 FIRE PERMIT OINSURANCE/END.:CITY/PRIVATE *CATERERED/BRINGING FOOD: YES/NO *NAME OF CATERER: *ALCOHOL(SERVED/SOLD): YES/NO *Date of last kitchen orientation: *DJ/BAND: YES/NO SPECIAL INSTRUCTIONS:(RENTAL DEPOSIT IS FOR CLEANUP&DAMAGES-CANNOT BE USED TOWARDS RENTAL FEES) -DO NOT PERMIT EARLY ACCESS OR TO VACATE LATE(CHANGES IN HOURS REQUIRES PRE-APPROVAL AND PAYMENT IN ADVANCE) -DO NOT PERMIT ACCESS TO ROOMS NOT PRE-APPROVED AND PAID FOR(ONLY EXCEPTION—CITY OF DUBLIN USE) BEFORE EVENT CHECKLIST: YES NO NA IF NO, EXPLAIN: Floors&Carpet Clean(all areas) — _ _:Tables&Chairs Clean _ _ _ _Kitchen Counters Clean _ _ _ _Chairs In Main Hall Seating Area Clean — _ _ _Refrigerator Clean and cleared of stored food etc. — — — _Freezer Clean and cleared of bagged ice,etc. — — — _Sinks Clean and Disposal cleared of food debris — — — _Gas Stove Top,Oven and Griddle Clean — — — _Microwaves clean _ _ _ _Dishwasher clean _ _ _ _Courtyard and Patio Clean _ _ _Parking Lot Clean — _ _ _Garbage Bags _ _ _ _Bathroom Tissue/Hand towels/Soap in Bathrooms _ _ _ EXISTING DAMAGES AND/OR CONDITIONS OF THE FACLITY AND EQUIPMENT _Equipment is in"good"condition _Facility is in"good/clean"condition _Equipment is in"poor"condition _Facility is in"poor"/"unclean"condition _Equipment Damages _Facility Damages Comments: 1 AFTER EVENT CHECKLIST: YES NO NA IF NO,EXPLAIN: Floors&Carpet Clean (all areas)_ _Tables&Chairs Clean _Kitchen Counters Clean _Chairs in Main Hall Seating Area Clean _Refrigerator Clean and cleared of stored food _Freezer Clean and cleared of bagged ice,etc. _Sink Clean and Disposal cleared of food debris _Gas Stove Top,Oven and Griddle Clean _ _ _ _Microwaves(1)clean Dishwasher clean _Courtyards/Patio Clean _Parking Lot clean of paper,bottles,etc. _Garbage Bags Taken to Dumpster _Recycling/Organics in Appropriate Dumpsters Bathroom clean _Decorations Removed from Facility _Rental Equipment Removed from Facility RENTAL OVERTIME: _Caterer(and/or Florist,Rental Equipment Delivery etc.)accessed facility at AM PM. _Rental did not vacate the premises until AM PM. '*****;NEED FOR CUSTOMER REFUND*** _If renter or vendors stayed past scheduled time,how long? Minutes NO CLEANUP PERFORMED _RENTAL VACATED THE PREMISES WITHOUT PERFORMING ANY CLEANUP OF THE FACULTY. DEPOSIT TO BE FORFEITED. CLEANUP RATED AS: SATISFACTORY _UNSATISFACTORY Applicants should be advised of the status of their cleanup at the time they vacate the premises. If"satisfactory"inform the applicant: A REFUND will be processed within 30 days. If"unsatisfactory"inform applicant the following: 1)The"After"Clean-up Checklist will be forwarded to the Supervisor for review. 2) They will be given the opportunity to provide input before the Supervisor makes a determination on the status of the Security Deposit and/or if additional fees should be charged. NOTE ANY DAMAGES AND/OR UNSATISFACTORY CONDITIONS OF THE FACLITY AND EQUIPMENT: _Equipment was left in"good"condition _Facility was left in"good/clean"condition _Equipment was left in"poor"condition _Facility was left is in"poor"/"unclean"condition _Equipment Damages _Facility Damages Use this space to provide specific information regarding any "poor/unclean conditions and damages" OR to provide any comments on the rental that you feel staff should be aware of: I HAVE,COMPLETED THE "AFTER" CHECKLIST WHILE PERFORMING A WALK THROUGH OF THE FACILITY,AND ATTEST THAT THE INFORMATION AS REPORTED IS TRUE AND CORRECT. DATE: ATTENDANT NAME(PLEASE PRINT): , ATTENDANT'S INITIALS: DATE: CUSTOMER'S NAME(PLEASE PRINT): SIGNATURE 2 ����� �o Facility Rental Agreement Staff '`�� ocrp trt Phone:925-556-4500 e ,��'��� Email: Facility.rentals@dublin.ca.gov Reservation Number: FACILITY/DATE/TIME INFORMATION: (Check one): Shannon Community CenterDublin Senior Center St. Raymond Church QKolb Sunday School Barn Civic Center RMR QUbrary Community Room -r,Library Program Room cl WAVE Community Room (Check areas):Q Ambrose Hall EQ Classroom Qi Multi-Purpose Room Catering Kitchen Ballroom = Lounge Meeting Room Classroom A Date of Event: Day of Week: CQ Su M T W Th Q4F Sa Note: Rental Hours must include all time needed for Decorating/Set up, Main Event,and Clean up Set Up: AM/PM AM/PM Clean Up: AM/PM AM/PM Event Hours: _AM/PM AM/PM Name of Responsible Party: Email: Name of Organization/Company: Address: City/State Zip: Phone Number:(best daytime contact)#1 #2 EVENT INFORMATION: Type of Event: Wedding Memorial Fundraiser QLecture Recital Other Guest of honor under 21? Yes LQNo Total Attendance: Guests under 18 years old in Attendance: Please circle all that apply: Admission/Donation(Fundraiser): Yes/No Proceeds for: Open to the public: Yes/No Alcohol Served: Yes/No Alcohol Sold(Non-Profit only): Yes/No(If yes, ABC License required) Food Catered: Yes/No Caterer: Candles/Open Flame Devices: Yes/No Open Flame Permit# (staff usage) Insurance provided by: IQ Own Policy IQ Organization/Company Policy Purchase from City of Dublin FACILITY RESERVATION POLICIES AND GENERAL RULES: Initial By submitting a facility rental agreement; I have read,agree to and will abide by the facility rental policies and rules. HOLD HARMLESS AND COMPLIANCE AGREEMENT; The undersigned,hereby agrees to be responsible for any damage to the facility occurring during and by 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 and by this use,and agrees that the City of Dublin,its officers,agents, employees and volunteers,shall not be responsible for any such injury or loss,except as arises from the sole willful act, omission or sole negligence of the City of Dublin,its officers,agents,employees or volunteers.The undersigned has received a copy of the Facility Reservation Policies and Rules and Clean-Up Requirements and agrees to comply with the rules and regulations listed therein. Signature of Responsible Party Date Organization y .-"' �",r".r? -"._'- -=r ,r r--�,--�,,r•,r_ ,mom-' , ,,, r^ -�' �.r'�._,�-.�'"�„-w'r"`�`-�-^�r�` ;,� OFFICE USE 1Y: >.s .,-,_.._,..�.�;,rr,.� r,,.r,:-._-- �,- :.�,..7r ,_>,.._._�_.-._....,.,.�_,r�_.....,�.-„G..�„��,:,- -..-,,..,✓��.-_,�,�,�=...�...�.,,�:�_...,.r�,.v-:.,..,-,...rw}.�..,-�=.-�,�r'�� ,,.�.�^� r_.c�r=—'�s�.--.-,.,,,rw-,,...1� Reservation Number: EVENT DATE: CATEGORY: Public Agency In Non-Profit - Resident CQ Non-Resident EN Commercial AUTHORIZED SIGNATURE: - Approved — Denied FEES: Rental Fee: $ per hourx hours $ Rental Deposit: Shannon$750 m Senior$500 IN Church$250 - School Barn$500 $ INE Civic$250 — Library$250 - WAVE$250 Insurance Fee: Hazard Class Total Attendance $ Extra Fees: E Stage(Ambrose Hall)$100 Dance floor(Ambrose Hall)$100 $ Total $ No fee charge: — Cake table — Projector&Screen - Podium Kitchen (Ambrose Hall,Ballroom,Library) Table for Lap Top -Tables# Chairs# Description Amount Paid Date/Staff Balance Due Rental Fee City Insurance OTHER REQUIRED PERMITS/CERTIFICATES: Due Date Date Received Certificate of Insurance City/Private Alcohol Beverage Control License Yes/No Room Set-Up Plan Yes/No Fire Permit Yes/No DESIGNATED PERSON'S TO SIGN IN/OUT: Name: Cell Number: Name: Cell Number: Special Notes: e. n i' .. .1-4.lai 4LIPO�s City of u lin Tennis Courts Reservation Policies, Rules and Fees Schedule 1. Rental Categories • Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc. • Non-Profit Organization: Organized non-profit groups with current 501(c) (3) or 501(c)(4) IRS status. The submission and approval of a "Non-Profit Organization Verification Form" must be on file with the City. o *Groups applying under the Non-Profit Organization classification must have an "Organization Verification Form"on file with the following two documents: ■ 1) Bylaws ■ 2) Current I.R.S.Tax Exempt Letter. o Groups claiming Dublin Sports League Organization must provide a current membership roster. ■ For Youth Sports League Organizations,75%of membership must reside in Dublin and for Adult Sports League Organizations, 51% membership must reside in Dublin. Applications will not be accepted without these items. • Resident: Individuals must reside or own property within Dublin City Limits • Non -Resident: Individuals not residing within Dublin City Limits • Commercial Uses: Companies or individuals whose events have an admission fee or include the sales of goods or services. 2. Rental Categories Dates Rentals will be accepted on a quarterly basis as follows: Rental Dates Public Agencies, Dublin Sports Leagues and Non-Resident and Commercial Resident January—March November 15 December 1 April—May February 15 March 1 June—August April 15 May 1 September—December July 15 August 1 3. Rental Process • To rent the tennis courts that are available for reservation, a Tennis Court Use Application must be submitted for review and approval in-person at the Shannon Community Center, 11600 Shannon Avenue, 8:00 AM —5:00 PM, Monday through Friday • The applicant must be the "user" of the facility • Identification confirming residence address will be required for those applicants claiming Dublin resident status • Approval can take up to five (5) business days and notification of application status will be e-mailed 4. Rental Deposit For rentals that are for league play, a tournament or commercial use, a $100.00 Deposit is due at the time that the application is submitted. The deposit is refundable provided that there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the tennis courts. Deposits will be refunded within 30 days after rental completion providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning needed or damages to the tennis courts facilities. 1 5. Rental Fee Balance All fees are due within ten (10) business days after receipt of invoice and approved application or upon application submittal, if the application is received less than six (6) weeks before the requested rental date. Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard, Discover and American Express are also accepted. Payments not received by the due date may result in cancellation and forfeiture of the deposit(as applicable). 6. Insurance Certificate The insurance is due at least ten (10) business days prior to rental use. • For rentals that are for league play, a tournament or commercial use, all applicants shall provide the City of Dublin with a valid Certificate of Liability including the endorsement page written through carriers acceptable to the City of Dublin. Such certificate shall provide bodily injury and property damage liability protection at a minimum of$1,000,000 per occurrence. The applicant must be specified as the insured. The certificate shall name the "City of Dublin, its officers, employees, agents and volunteers"as an "additional insured"in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City of Dublin and/or Dublin Unified School District. The certificate shall be properly executed with the original signature of the authorizing agent of the insurance company. 7. Cancellations The person listed as applicant on the Tennis Court Use Application must provide cancellation/change requests in writing (emails submitted from the applicant's email address are acceptable). Refunds will be handled as follows based on the date of written notification prior to the rental date: 30 days or more 29 days or less Rainouts Security deposit and Security deposit and 50% Credit will be issued for cancellations due to rental fees refunded less of rental fees refunded. rain if the office is notified within 48 hours $5 processing fee. (via phone or email) after scheduled rental date. 8. Tennis Court Rules • The minimum rental is one (1) hour. • Individual and group rentals are limited to one booking per week, Sunday through Saturday. • Rental hours of use must include the amount of time needed for use, including set up and clean up. • Refunds are not given for hours not used. • Court rentals must be vacated by the time specific on the approved Tennis Court Application. • Tennis Courts are for tennis use only. Bikes, skateboards and other uses unrelated to tennis use are prohibited. • Only non-marking tennis shoes allowed on courts. • For walk-on use there is a game limit of two-consecutive sets or a maximum of one (1) hour of play when players are waiting. Children and adults have equal priority. • Storage is not available either before or after use. • Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. • The consumption, serving and/or selling of alcoholic beverages is not permitted in City of Dublin parks. • Prohibited: o Use of generators o SMOKING in City of Dublin parks o Paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park 2 o Selling, vending, or peddling items o Use of amplification equipment • Requests for exceptions to the policy must be submitted in writing no less than ten (10) business days prior to the rental date and receive written approval from the Parks and Community Services Director, or-designee. 9. Tennis Court Locations All lights are self-operated and are programmed to shut-off by 10:00 PM daily. Court Location Quantity Lights* Reservations Days of Operation Dublin High School 8 No Yes Sa &Su,School in Session Su—Sa,School not in Session Emerald Glen Park 4 Yes Yes Daily. Fallon Sports Park 4 Yes Yes Daily Kolb Park 2 Yes No Daily _Schaefer Ranch Park 1 No No Daily Sean Diamond Park 1 No No Daily 10. Court Availability To provide an adequate number of courts available for walk-on use by the community,the courts available for reservation are listed below: Location Courts Available for Reservation Lights *Dublin High School Courts 1 through 5 No Emerald Glen Park Courts 3 and 4 Yes Fallon Sports Park Courts 1 and 2 Yes *Dublin High School Tennis Complex • School not in Session, Daily, 7:00 AM to Sunset • School in Session, Saturday and Sunday ONLY, 7:00 AM to Sunset 11. Walk-On Use Following time periods at Emerald Glen Park, Fallon Sports Park, Kolb Park, Schaefer Ranch Park, Sean Diamond Park, Dublin High School: • Weekday Use 7:00 AM —5:00 PM, Monday—Friday • Weeknight Use 5:00 PM — 10:00 PM, Monday—Friday • Weekend Use 7:00 AM— 10:00 PM, Saturday—Sunday 12. Group Availability • A maximum of two (2) groups will be allowed to reserve the courts for weekday play per week. • A maximum of two (2) groups will be allowed to reserve the courts for weeknight play per week. • A maximum of one (1) group will be allowed to reserve the courts for weekend play per week. • A maximum of three (3) hours per day will be available for each rental. 3 13. Tennis Court Rental Fee Schedule Rental Category Per Court Hourly Fee Public Agencies $ 5.00 Non-Profit Organizations $ 5.00 Residents $10.00 Non-Residents $12.00 Commercial Residents $15.00 Commercial Non-Residents $18.00 The City of Dublin reserves the right to refuse to grant use of the City's tennis courts to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents • 4 G`��OFD,jR-y Tennis Courts Rental Application Staff: t9 Crfi.�B v 82 �\V71�11�V-4. Phone: 925-556-4500 Reservation Number: Email: parksandcommunityservices@dublin.ca.gov FACILITY INFORMATION FACILITY: Emerald Glen Park Fallon Sports Park Dublin High School COURTS: ca#1 #2 ca#3 ca#4 EQ#5 RENTER INFORMATION: CATEGORY: Public Agency Dublin Sports Leagues IQ Non-Profit Resident Qm Non-Resident m Commercial Name of Responsible Party: Email: Name of Organization/Company: Address: City/State Zip: Phone Number: Home Cell Work RENTAL DATE INFORMATION: NAME OF USE: USE TYPE: CLI Practice ca League Game ( Tournament Game Commercial Use Q Other: ANTICIPATED TOTAL ATTENDANCE: CHILDREN IN ATTENDANCE: Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: A M/PM Please circle all that apply: Admission/Donation (Fundraiser): Yes/No Proceeds for: Open to the public: Yes/No Insurance form submitted Yes/No Deposit Paid Yes/No TENNIS COURTS RESERVATION POLICIES AND GENERAL RULES: Initial By submitting a Tennis Courts rental agreement; I have read, agree to and will abide by the Tennis Courts policies and rules. HOLD HARMLESS AND COMPLIANCE AGREEMENT: The undersigned,hereby agrees to be responsible for any damage to the Tennis Courts occurring during and by 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 and by this use, and agrees that the City of Dublin,its officers, agents, employees and volunteers,shall not be responsible for any such injury or loss,except as arises from the sole willful act, omission or sole negligence of the City of Dublin,its officers,agents,employees or volunteers.The undersigned has received a copy of the Tennis Courts Use Policy and agrees to comply with the rules and regulations listed therein. Signature of Responsible Party Date Organization iriCA c'4 t r o N`P City lin Sports Fiefs and to er Community Gymnasium Reservation Policies, Rules and Fee Schedule 1. Rental Categories • Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc. • Dublin Sports League Organizations: Organized sports league groups with current IRS non-profit status, whose membership is open to the public. The organization's membership must be as listed below: o Youth Sports League Organizations—at least 75%Dublin residents. o Adult Sports League Organization—at least 51%Dublin residents. • Non-Profit Organization: Organized non-profit groups with current 501(c) (3) or 501(c)(4) IRS status. The submission and approval of a "Non-Profit Organization Verification Form" must be on file with the City. o *Groups applying under the Non-Profit Organization classification must have an "Organization Verification Form"on file with the following two documents: ■ 1) Bylaws ■ 2) Current I.R.S.Tax Exempt Letter. o Groups claiming Dublin Sports League Organization must provide a current membership roster. ■ For Youth Sports League Organizations, 75%of membership must reside in Dublin and for Adult Sports League Organizations, 51% membership must reside in Dublin. Applications will not be accepted without these items. • Resident: Individuals must reside or own property within Dublin City Limits • Non -Resident: Individuals not residing within Dublin City Limits • Commercial Uses: Companies or individuals whose events have an admission fee or include the sales of goods or services. 2. Rental Categories Priority Use Sports Fields • Dublin Sports League Organization-Youth 75% Residents-Reservations accepted in advance of all other groups. • Resident-Reservations accepted up to twelve (12) months in advance of requested use. • Non-Profit Organizations-Reservations accepted up to eleven (11) months in advance of requested use. • Non-Resident-Reservations accepted up to ten (10) months in advance of requested use. • Commercial-Reservations accepted up to nine (9) months in advance of requested use. Stager Community Gymnasium • Public Agencies— Reservations accepted up to nine (9) months in advance of requested dates of use. • Dublin Sports League Organizations—Reservations accepted up to six (6) months in advance of requested dates of use. • Residents and Non-Profit Organizations- Reservations accepted up to four (4) months in advance of requested dates of use. • Non- Residents and Commercial - Reservations accepted up to two (2) months in advance of requested dates of use. 1 3. Rental Hours of Use Required rental period is a minimum of one (1) hour per sports field rental and two (2) hours for gymnasium rental. Hours of use must include the amount of time needed for the event, including setup and cleanup. The fields and gymnasium must be vacated by the time specified on the approved Sports Field Rental Application. Sports Fields are available during the following hours: • 8:00 AM to Dusk (10:00 PM for lighted fields) o Turf fields are available March 1 through December 15 o Synthetic turf fields are available year-round Stager Community Gymnasium is available for rental during the following hours when not scheduled for City or Dublin Unified School District activities: When School is in Session • Monday-Friday 3:00 PM - 10:00 PM • Saturday 8:00 AM - 10:00 PM • Sunday 8:00 AM - 10:00 PM When School is NOT in Session • Weekdays 8:00 AM - 10:00 PM • Weekends 8:00 AM - 10:00 PM 4. Rental Process • To reserve a sports field or gymnasium, a rental agreement must be submitted for approval a minimum of ten (10) business days prior to the rental date. Submitting an application fewer than ten (10) business days prior require Parks and Community Director approval. In each case, an administrative fee of $5 per rental will apply. • Applications are accepted between the hours of 8:00 AM and 5:00 PM, Monday through Friday, holidays excepted. • To receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Verification of residence address will be required (valid California driver's license or current utility bill). • Applications for continuous use must include complete schedules, including dates, times, fields and gymnasium requested for practices and games. Approval takes three (3) to five (5) business days; notification of application status will be e-mailed. • The City reserves the right to book additional events before or after an applicant's confirmed rental time. 5. Rental Deposit For rentals that are for league play, a tournament or for commercial use, a $250.00 Deposit is due at the time that the application is submitted. The deposit will be returned within 30 days of the last date of the rental, providing there are no violations of the Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the field(s)or gymnasium. 6. Rental Fee Balance Final payment of rental fees must be made no later than 30 days after receipt of an approved rental contract/confirmation. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. If the application is received less than 30 days prior to the first date of the rental,then payment is due immediately upon receipt of a rental contract/confirmation. 2 Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard, Discover and American Express are also accepted. Payments not received by the due date may result in cancellation and forfeiture of the deposit(as applicable). 7. Insurance Certificate For rentals that are for league play, a tournament or commercial uses, all applicants shall provide the City of Dublin with a valid Certificate of Liability including the endorsement page written through carriers acceptable to the City of Dublin. Such certificate shall provide bodily injury and property damage liability protection at a minimum of$1,000,000 per occurrence. The applicant must be specified as the insured. The certificate shall name the "City of Dublin, its officers, employees, agents and volunteers"as an "additional insured"in conformance with the hold harmless agreement the applicant's insurance shall be primary to any insurance carried by the City of Dublin and/or the Dublin Unified School District. The certificate shall be properly executed with the original signature of the authorizing agent of the insurance company. Note: Please contact your insurance provider to check if your homeowner's policy may be extended to cover your facility rental. 8. Cancellations, Changes and Refunds • Cancellation requests must be in writing by the applicant and sent by emailing parksandcommunityservices@dublin.ca.gov. • Refunds and Credits are not issued for unused hours. • 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 advanced notice as possible. Sports Fields • No refund or credit will be issued for a cancellation or reduction of pre-booked hours within ten (10) business days of the rental date. • If submitted less than ten (10) business days prior to the rental date, there will be an administrative, per booking, fee of$5 on each request to shift scheduled booking hours to a new scheduled time within the same day without any reductions. A $5 fee will also apply for each subsequent request to shift the booking. A change of date is considered a cancellation. • Adding hours fewer than ten (10) business days prior to the rental will only be accepted with Department approval. In each case, an administrative fee of$5 will apply for each addition. • In the event the field is not available due to rain or wet field conditions, a credit will be issued if the office is notified in writing within four (4) business days after the scheduled date of use. • All credits expire one (1)year after the date of issue and can only be used for field or field light rentals. Stager Community Gymnasium • Refunds will be handled as follows: • If the request is received three (3) months or more prior to the rental date, the deposit will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. • If the request is received between three (3) months and 30 days prior to the rental, the applicant will forfeit the deposit unless another user rebooks the date. If the date is rebooked, the deposit will be refunded less a $25.00 processing fee. • If the request is received less than 30 days prior to the rental date,the applicant will forfeit the deposit and one-half of the fees paid (or payable). 3 • Any Changes in rental hours less than five (5) business days prior to the rental date will be assessed a $25.00 fee per change. 9. General Rules • Facility Use Permits cannot be transferred, assigned or sublet. • Hours of use must include the amount of time needed for the event, including setup and cleanup. • A responsible adult from the rental must supervise the premises for proper facility use during all rental hours. • Groups comprised of minors must be supervised at all times by two (2) adults for each twenty minors. '...... • Parking is permitted in painted parking stalls only. • Vehicles parked illegally will be cited. Sports Fields Rules: o An approved rental permit is required to use the synthetic turf fields. o Softballs must be rated "Restricted Flight." o Bases, equipment and field preparation (drag, water, lines, etc.) are not provided. o Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 PM. o The 60' baseball diamonds are designated for youth use only. o Lining or marking of the field is not allowed without prior written approval from the City. Stager Community Gymnasium Rules: o Tables and chairs provided by the City may not be removed from the facility. o Storage is not available. o Only water may be brought into the gymnasium. Food and drink are not allowed. o Containers of ice may not be placed in the gymnasium. o The consumption,serving and/or selling of alcoholic beverages is not permitted. o P.A. Systems, microphones,TV/VCRs, stand-up podiums and extension cords are not available. o The scoreboard is only available for use during official league games. o Tickets may not be sold at the door as an admission charge unless approved in advance. o The gymnasium has heating but no air conditioning. o The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be responsible for setting up the bleachers. The bleachers are only available for league games or special events. o Chairs will be provided when requested. o All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way that obstructs its use as an exit. o Decorations o All decorative materials must be either made of non-combustible substances or treated with State Approved flame-retardant. o Confetti or similar materials may not be thrown inside or outside the facility. 10. General Prohibited: • The consumption, serving and/or selling of alcoholic beverages. • Glass containers, including bottles. • The use of tacks,tape, nails, staples or putty on any walls • Paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the buildings. • The use of decals, glitter, powders,wax, paint, etc. 4 • Hitting or kicking balls onto the walls, outside fences or against buildings. • Spectator seating is only allowed in designed areas off the field. Sports Fields Prohibited: o Spectators in dugouts or playing fields during event play. o SMOKING within 100 feet of any children's playground area, sports fields, sport courts and picnic areas. o Synthetic turf fields prohibited: ® Any cleats that are used must be rubber; no metal spikes. ® No driving in of stakes. ® Dogs or pets of any kind on the fields. ® Barbecues, bikes, roller blades, skateboards, motorized vehicles or high-heeled shoes. ® Food and beverages (except for water) including gum, seeds, nuts, candy or sports drinks. ® Chairs, umbrellas, tents,flags, and other outdoor furniture on the field. • Stager Community Gymnasium Prohibited: o Containers of ice, drinks (Except for water) or food inside the gymnasium o SMOKING within the interior of the gymnasium and outside on the school property. o The capacity of the gymnasium is 1,428 and is posted in the building. o Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. o School and City property must be protected from damage and undue wear. Users shall be responsible for the condition of the facility and equipment. The Gym Attendant will record the condition of the facility and equipment before and after each rental. The rental applicant shall pay for repairs to property or equipment damaged during a rental. 11. Locations and Information Sports Fields Information Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes: • Six Baseball Fields (one lighted 90'; four 60'; and one lighted 50'/70' diamonds) • Seven soccer/lacrosse fields (two lighted) • One lighted softball field Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, includes: • Four soccer fields • Three baseball fields (one 80' and two 60' diamonds) • One cricket field Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, includes: • Two 60' baseball fields • One lighted 90' baseball field • Two lighted softball fields • Four lighted synthetic turf soccer/lacrosse fields Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes: • One 60' softball field • One soccer field Stager Community Gymnasium is located at 6901 York Drive at Valley High School. 5 12. Parks and Community Services Director Approval e Request for exception to the Sports Field and Stager Community Gymnasiums Use Policy must be submitted in writing no later than 30 days prior to the date of use requested. Approval or denial of the request will be issued in writing. e No equipment storage is allowed at park sites without prior written approval from the Parks and Community Services Director. The City of Dublin reserves the right to deny the use of Sports Fields or gymnasium to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or Dublin residents. 13. Sports Fields and Stager Community Gymnasium Rental Fee Schedule Synthetic Turf Field Turf Field Rental Category Per Hourly Fee Rental Category Per Hourly Fee Public Agencies Public Agencies Dublin Youth Sports Leagues $7.00 Dublin Youth Sports Leagues $25.00 Non-Profit Organizations $16.80 Non-Profit Organizations $50.00 Residents $21.00 Residents $62.50 Non-Residents $25.20 Non-Residents $104.70 Commercial Residents $33.60 Commercial Residents $100.00 Commercial Non-Residents $40.30 Commercial Non-Residents $250.00 Gymnasium Lights Per Field Rental Category Per Hourly Fee Rental Category Per Hourly Fee Public Agencies Public Agencies Dublin Youth Sports Leagues Dublin Youth Sports Leagues $25.40 Non-Profits (resident only) $40.00 Non-Profit Organizations $27.20 Residents $60.00 Residents $34.00 Non-Residents $72.00 Non-Residents $40.80 Commercial Residents $80.00 Commercial Residents $54.40 Commercial Non-Residents $96.00 Commercial Non-Residents $65.30 Volleyball Net(per rental) $10.00 An additional 50%will be charged for use of the facility on designated City holidays pending availability of City staff. 6 r °°may Sports Fields Ill ��� Staff: ��\O Stager Community Gymnasium Rental Agreement Phone:925-556-4500 Reservation Number: Email: parksandcommunityservices@dublin.ca.gov FIELD/GYM INFORMATION: (Facility): QI3 Dublin Sports Grounds LQ Fallon Sports Park Qh Emerald Glen Park l=h Ted Fairfield Park Stager Community Gymnasium (Gym Type): Qj Basketball Qj Volleyball (Field Type): ca Baseball IQ Cricket Q Soccer :Softball (Turf Type/Lights): Grass Synthetic(Fallon Sports Park only) Q Lights(Dublin Sports Grounds and Fallon Sports Park only) (Field(s) Number): (Field(s) Letter): (Field/Gym Activity): Practice EQ Games ca Fundraiser fQ Other(Type of Sport or Event): Qh Tournament(Attendant Fee Required) Estimated Attendance: RENTER INFORMATION: CATEGORY: Public Agency Q Dublin Youth Sports Leagues Non-Profits Resident U Non-Resident caCommercial Name of Responsible Party: Email: Name of Organization/Company: Address: City/State Zip: Phone Number: Home Cell Work RENTAL DATE INFORMATION: Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: AM/PM Rental Date: Day: Start Time: AM/PM End Time: A M/PM Please circle all that apply: Admission/Donation(Fundraiser): Yes/No Proceeds for: Open to the public: Yes/No Insurance form submitted Yes/No Deposit Paid Yes/No SPORTS FIELDS AND STAGER COMMUNITY GYMNASIUM RESERVATION POLICIES AND GENERAL RULES: Initial By submitting a Sports Fields and Stager Community Gymnasium rental agreement;I have read,agree to and will abide by the Sports Fields and Stager Community Gymnasium policies and rules. HOLD HARMLESS AND COMPLIANCE AGREEMENT: The undersigned, hereby agrees to be responsible for any damage to the sports fields or gymnasium occurring during and by 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 and by this use, and agrees that the City of Dublin,its officers, agents, employees and volunteers,shall not be responsible for any such injury or loss,except as arises from the sole willful act,omission or sole negligence of the City of Dublin,its officers,agents,employees or volunteers.The undersigned has received a copy of the Sports Fields and Stager Community Gymnasium Use Policy and agrees to comply with the rules and regulations listed therein. Signature of Responsible Party Date Organization