Loading...
HomeMy WebLinkAbout7.1 ReqUseDSG 4FundraiserCITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 13, 1989 SUBJECT : Request to Utilize the Dublin Spor~ Grounds for Fundraising Activities - ~ by Diane Lowart, Recreation Director EXHIBITS ATTACHED : A. B. RECOMMENDATION c ' 1 . Correspondence from Cheryl Coulter Correspondence from Larry Hake Approve requests from Soroptimist International of Dublin and Dublin Shamrock Festival, Inc. for use of the Dublin Sports Grounds. Direct staff to include funding for the events in the FY89-90 budget. FINANCIAL STATEMENT : Approximate Cost to City: $4,450-54,650 DESCRIPTION : At the January 23, 1989 meeting of the Dublin City Council, the Council considered a request from Soroptimist International of Dublin for exclusive use of the Dublin Sports Grounds for the 3rd Annual Shamrock Ascot Concours d'Elegance. The dates requested by Soroptimist, August 5-6, 1989, had also been requested by the Dublin Shamrock Festival, Inc. for the 3rd Annual Shamrock Potato Festival. Consequently the Council recommended that the two groups meet to negotiate a mutually beneficial solution. Representatives from both Soroptimist and the Shamrock Festival met and agreed that both events could utilize the Dublin Sccrts Grounds simultaneously while remaining independent of each other. However they do plan to coordinate site plans, parking, entrance locations and, to a limited degree, publicity. In order for both groups to move forward with their plans, it is necessary for the Council to act on the written requests from each group. Exhibit A contains correspondence received from Cheryl Coulter, Concours Chairperson for Soroptimist International of Dublin. They have requested use of the Dublin Sports Grounds from Saturday, August 5 at 12 noon until Sunday, August 6 at 6:00p.m. Specifically they are asking that the City Council consider the following items: Waive field use fees. Allow Boy Scouts to spend the night in order to guard the equipment previously setup. Provide maintenance support to restock restrooms, unlock gates, empty garbage receptacles and provide traffic control to assist cars on and off the field. Use of tables and chairs from Shannon Center. Permission to charge an entrance fee. Permission to sell/serve alcoholic beverages on park property. Shared use of the City's banner and banner poles on San Ramon Road from July 24-August Mow the fields on Thursday prior to the event and shut off irrigation from August 4-6, 1989. ITEM NO. ~ Copies to: Cheryl Coulter, Soroptimist International of Dublin Larry ttake, Dublin Shamrock Festival, Inc. AGENDA STATEMENT - Request to Utilize the Dublin Sports Grounds February 13, 1989 Page Two Mr. Larry Hake, Secretary of Dublin Shamrock Festival, Inc., outlines the requests of the Festival Board in Exhibit B which are summarized below: 1. Use of Dublin Sports Grounds from Friday, August 4- Sunday, August 6. 2. Waive field use fees. 3. Provide traffic control. 4. Provide on-grounds security during festival hours and routine security at night. 5. Permit the Dublin Recreation Department to sponsor the Potato Patch event on Saturday and Sunday. 6. Permit festival committee to post signs on public rights-of-way to advertise festival. 7. Permit sale and consumption of alcoholic beverages. 8. Shared use of the City's banner and banner poles on San Ramon Road from July 24-August 7, 1989. 9. Permission to charge an entrance fee. 10. Appoint a representative from the City Council or staff to serve as a liaison between the City and the Board. Both groups indicated that they would be able to provide the necessary insurance coverage for the event. Additionally the Shamrock Festival Board has indicated that repayment to the City for last years certificate of insurance will be forthcoming after the "Sweetheart Murder" fundraiser on February 12, 1989. Staff has reviewed the requests from both groups and with the exception of the following two items, find that the requests are consistent with those approved the previous two years. Tables and chairs from Shannon Center are not available due to a prior rental of the Center and equipment. It may not be feasible for the Recreation Department to sponsor the Potato Patch on both Saturday and Sunday due to staffing constraints associated with limited part-time staff. However staff will discuss this further with the Festival Board of Directors. Staff has prepared a cost estimate based on the requests of both groups. If approved the approximate cost to the City is as follows: Dublin Sports Grounds Use Fees $1,500 Public Works Assistance Maintenance $1 ,000-$t ,200 Police Department Assistance Reserve Officers $1 O0 Recreation Department Assistance Potato Patch Board Liaison $1,000 $85O TOTAL COST TO CITY $4,450-$4,650 Therefore, it is recommended that the City Council take the following action: 1. Approve requests from Soroptimist International of Dublin and Dublin Shamrock Festival, Inc. for use of the Dublin Sports Grounds. 2. Direct staff to include funding for the events in the FY89-90 budget. EXHIBIT A December 28, 1988 Diane Lowart Parks and Recreation dept. 11600 Shannon Ave. Dublin, Ca. Dear.Diane, Soroptimist International of Dublin, Inc. ~ou!d like to ~=cues' the exclusive use of the Dublin Sports Grounds, for the purpose of holding our Third Annual Shamrock Ascot Concours de Elegance, on Sunday August 6, 1989. Ihe proceeds from this e':enn ara going to Vel!e7 Memorial Foundation, earmarked for the Self Breast Exam!nat!on and Scrootimist Service prcjez-s. non_pro=in sa-vice organization. Soroptim:s- International o= Dublin, Inc. ~ii! need usa cf the field on Saturday noon for the purpose o: setting up the field for the event. We will have scouts sleeping overnight at the field guarding items set On Sunday we ~ould be at the field at 6:30a.m. and be finished ~ith clean-up c= the field by 6:00o.m.. We will need the following: 1.The gates unlocked for cars ~o enter and !ezve. 2. Use o= the bathrooms. 3.Use of the parking lots. ~.Ga-bage receptacles ami a dumps~=r area. ~ the field. 5.Traffic control for cars s=ttin~ on and cfr 5.Use o= the tables and chairs from Shannon Center for our _~ ; fi=I/ uses We ~ou!d ~"° to oink them judges room a.~ var.ous .... ~- - u9 cz SaturanT,' a.terno · Contours guigelines suites' that the fields be mo;;ed on Thursday befoz.a the event and not ~;a ered until 'f .r ,n~ even,. We ara preparing to order a ca--i=icate o; insurance fo- the eve-' ~hich will ext.a:zl to the banne~ ~h!ch ~i!! be hun8 over San Ramcn \'a' ' e)' Real fo~ t:;'e :;ae'xs orion to the event. This certif- icate ~i!! name the c[~F o= Dublin as adgi-i~na! insurer. . ~_a~_ !.25 ma k::c'.; i: anvthin5 ........ requ Your s ,-,t)crt o: this even is ~mm.anscl)' gp?u~c[122' a::i ~ithouT it . there would be no Shamrock Ascot Contours de E!esa.nca. SOROPTIMIST INTERNATIONAL OF DUBLIN P.O. Box 2175 Dublin, Ca. 94568 page 2 December 28, 1933 We plan to cooperate in every.-~aY possible to make this a successful event for both the City of Dublin, as well as our beneficiary. Please fee~ free to call me ~ith any concerns, problems, questions, or requirements you may have. Cheryl Coulter, the Concours chairman is your contact person. Day phone 828-a999 or 828-93~6. Sincerely, Cheryl C6u!ter .Concours chairma?- SOROPTIMIST INTERNATIONAL OF DUBLIN P.O. Box 2175 Dublin, Ca. 94568 January 19, 1989 Mayor Paul Moffatt Dublin city Council P.O. Box 2340 Dublin, California 94568 IN RE: DUBLIN SHAMROCK POTATO FESTIVAL Dear Mayor Moffatt and Council Members: It is my pleasure to again be involved with the Dublin Shamrock Potato Festival to be held August 5 and 6, 1989. This is the thir~ of what will become an ongoing annual event to promote Dublin as a great place to live, work, and have fun. Saturday and Sunday's events will begin at 7:30 a.m. with a pancake breakfast being sponsored by the Dublin-San Ramon Lions Club, followed by a day of booths, arts and crafts sales, concessions, entertainment, body building contest and the Dublin Chamber cf Co~umerce volleyball tournament. We anticipate the events of bctk days to be completed by 6:30 p.m. At our last year's event the City of Dublin was extremely helpful in making the event a success and we would request that the City again participate in a similar fashion. The Dublin Shamrock Potato Festival committee would request that the city Council approve the following items: i. Waiver of the Dublin Sports Ground Use Fees for the duration of the festival; 2. To provide traffic control for the duration of the festival; 3. To provide on-grounds security during the festival hours and routine security during the night; 4. To allow the Dublin Recreation Department to again sponsor the Potato Patch event on Saturday and Sunday; This event consists of activities and games designed specifically for children; 5. To allow the festival committee to post signs on public rights-of-way to advertise the festival; and 6. To allow for the sale and consumption of alcoholic beverages for the duration of the festival. Dublin Shamrock Festival. Inc. Publin .5 mrock Pot- t-o ]Sshv l .. Mayor Paul Moffatt "-~-" ~(,.e/ '~.,5 January 19, 1989 ;,.,~ , Pa~e 2 The festival committee would like to thank you for helping us last year by paying the cost of the insurance. We plan to pay back the City the money loaned for insurance after our "Sweet Heart Murder" event on February 12, 1989. The festival committee is prepared to provide overall insurance for the event with the City of Dublin named as secondarily insured, and to provide certificates of insurance from each participating group or individual. We sincerely hope the city Co~ci~ is able to aid us in the previously mentioned items. Please feel free to contact me with any questions you might have in regard to the festival. Sincerely, DUBLIN SHAMROCK POTATO FESTIVAL Larry Hake Secretary LH:pv Dublin Shamrock Festival. Inc.