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HomeMy WebLinkAboutReso 131-89 CivCntrPolicyRatesRESOLUTION NO.131- 89 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING POLICIES, PROCEDURES AND RENTAL RATES FOR THE USE OF THE DUBLIN CIVIC CENTER WHEREAS, the Dublin Civic Center was City in October, 1989; and occupied by the WHEREAS, the Center was designed to serve as the site forthe Administrative Offices for the City of Dublin; and WHEREAS, the Center is enhanced by several areas which can be used for a variety of community events; and WHEREAS, the sound management of the Center requires written policies and procedures outlining the appropriate use of the Center; and. WHEREAS, a fee schedule has been established for rental of the facility. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Fee Schedule for the Dublin Civic Center as contained in Exhibits A and B. 1989. PASSED, APPROVED AND ADOPTED this llth day of December, AYES: Councilmembers Hegarty, Jeffery, Snyder, Vonheeder and Mayor Moffatt NOES: None ABSENT: None A~..Tv~T: City CIVIC CENTER FACILITY USE POLICY INTRODUCTION The Dublin Civic Center, 100 Civic Plaza, Dublin, houses the Administrative Offices for the City of Dublin. The 53,000 square foot facility consists of two semi-circular wings with a central open-air courtyard. One wing contains a Council Chamber, a Regional Meeting Room, and the Administrative Offices. The second wing is designed as a Police Facility and includes Administr'ative Offices for the Police Department, as well as an Emergency Operations Center. The Dublin Civic Center has several areas which can be used for a variety of community events. Council Chamber: seating 150 Regional Meeting Room: 1250 square feet Capacity: assembly - 175 dining - 80 Public Lobby Public Plaza The Civic Center Use Policy establishes rules, regulations, procedures and fees governing the use of the Center. Any request for exception to the Policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the Civic Center to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents. CLASSIFICATIONS OF USERS I. City Of Dublin II. Dublin Unified School District III. Public Agencies - Agencies serving the City of Dublin such as State of California, Alameda County, Dublin San Ramon Services District, etc. IV. Dublin Chamber of Commerce V. Community GroupS/Resident - Organized non-profit groups whose membership is open tothe public. Fifty-one percent (51%) of membership must reside within the Dublin City limits. VI. Community Groups/Non-Resident - Organized non-profit groups whose membership is open to the public, but does not meet the established residency requirements. VII. Private Groups/Resident - Groups whose membership is not open to the public and/or activities conducted by residents who live, own property or own a business within the Dublin City limits. VIII.Commercial/Resident - Companies, groups, or individuals whose events have the primary purpose of generating a profit i.e. training seminars, trade shows, auctions, etc. Applicant must reside or own property or a business within the Dublin City limits. IX. Private Groups/Non-Resident - Groups whose membership is not open to the public and/or activities conducted by those who reside outside the Dublin City limits. X. Commercial/Non-Resident - Companies, groups, or individuals whose events have the primary purpose of generating a profit i.e. training seminars, trade shows, auctions, etc. Applicant resides or business is located outside the Dublin City limits. PRIORITY OF USERS Group I may make reservations up to one calendar year in advance of requested date of use. Group II may make reservations on a quarterly basis to coincide with the summer program season, fall season, winter season, and spring season. 1 PRIORITY OF USERS 3NTINUED) 3. Groups III, IV, V, and VI may make reservations as follows: a) b) For weekday use, Monday-Friday, 8:00 a.m.-5:00 p.m., reservations will be accepted no sooner than three months prior to requested date of use. For evening or weekend use, reservations will be accepted no sooner than four months prior to requested date of use. Groups VII, VIII, IX, and X follows: may make reservations as a) b) For weekday use, Monday-Friday, 8:00 a.m.-5:00 p.m., reservations will be accepted no sooner than two months prior to requested date of use. For evening or weekend use, reservations will be accepted no sooner than three months prior to requested date of use. RESERVATION PROCEDURE In order to reserve the Dublin Civic Center, a Facility Use Application must be submitted for approval by the Recreation Director. Approval takes 3-5. working days; you will be notified by mail as to the status of your application. Once an application has been submitted, a waiting list will be established for Applicants requesting use on the same date. If, after the review by the Recreation Director, the application is rejected, the first Applicant on the waiting list will be notified. Applications must be submitted in person at the Recreation Department Office, 2nd Floor, Dublin Civic Center, 100 Civic Plaza. 'The Applicant must be the "user" of the facility. Applications are accepted between the hours of 9:00 a.m. and 4:00 p.m., Monday through Friday (holidays excepted). Applications submitted less than ten (10) working days prior to the date requested will not be accepted. Reservation and transferable. Facility Use Applications are not Cancellations Cancellations must be made in writing by the person listed as Applicant on the Facility Use Application. Refunds will be handled as follows: a) b) 30 days or more prior to function date - forfeit deposit unless date is rebooked by another user. Less than 30 days prior to function date - forfeit deposit and one-half of fees paid. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this event, the group · or individual will be given as much advance notice as possible. PAYMENT SCHEDULE At the time the application is submitted, the security deposit is required (see Fee Schedule)· Final Payment is due no later than one month (30 days)' prior to the scheduled function date· Please call the Recreation Department at 833-6645 to schedule an appointment· Payments not received by this thirty (30) day deadline will result in cancellation of the function and forfeiture of the deposit· 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· ~ /~/~ ~ -2- PAYMENT SCHEDULE ( ~TINUED) Payments can be made by check, money order or cash. Checks or money orders must be made out.to the City of Dublin. If paying by check, the check must be drawn on the account of the person listed as Applicant on the Facility Use Application. HOURS OF USE The Dublin Civic Center is available for use Sunday through Thursday from 8:00 a.m. to 10:00 p.m., and Friday and Saturday from 8:00 a.m. to 12 midnight. The minimum reservation accepted will be for two hours. Hours of use must include the amount of time needed for the function, including set-up and clean-up. Refunds are not given for hours not used. Within 30 days of function date, requests for changes in' function hours are subject to availability of staff. The Center must be vacated by the time specified on the Facility Use Application. INSURANCE CERTIFICATE Applicants shall provideInsurance Liability information on the City of Dublin's required form evidencing such coverage. Such certificate shall provide Bodily Injury and Property Damage Liability protection at a minimum limit Of $500,000 per occurrence. If alcohol is to be sold, liquor liability is required. The Certificate of Insurance shall name the City of Dublin, its officers and employees as the Additional Insured in conformance with the Hold Harmless Agreement as outlined in the Facility Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due at the time final payment is made. ALCOHOLIC BEVERAGES Requests to sell alcohol must be submitted in writing to the Dublin Police Services, 100 Civic Plaza, Dublin, CA 94568. If permission is granted, Applicants must obtain the appropriate permits or licenses from the Alcoholic Beverage Control Board (568-5525). Evidence of approval is due at the time final payment is made. GENERAL REGULATIONS The Administrative Offices of the City of Dublin are located in the Dublin Civic Center. Consequently, requests for use that impact the day-to-day operation of the City will not be granted. Cooking and refrigeration facilities are not available. Only~ light refreshments or catered meals may beserved. Food and/or beverages are not permitted in the' Council Chambers. Storage is not available at the Civic Center. All user- supplied materials and equipment must be removed before the end of the reserved use time. Tables and chairs may not be removed from the Center. Use of decorations must be approved in advance. -3- DUBLIN CIVIC CENTER FEE SCHEDULE Group I (City of Dublin) 1. No fee Group II (Dublin Unified School District) No fee unless such use requires custodial services or supplies in addition to those normally required for City use. Group .III, IV, V (Public Agencies, Dublin Chamber of Commerce, and Community Groups/Resident) No fee for use during the City's regular business hours, Monday-Friday, 8:00 a.m.-5:00 p.m. If the event is held outside of the City's regular business hours, users will be charged an hourly rate to reflect the actual cost of providing attendant coverage· If the Center is to be used for the purpose of fundraising or if an admission. fee is to be charged, fees will be assessed as follows: Security Deposit Regional Meeting Room Council Chambers $100 $ 30/hour $ 45/hour GroupVI (Community Groups/Non-Resident) A $10 per hour fee will be assessed for use during the City's regular business hours, Monday-Friday, 8:00 a.m. - 5:00 p.m. If the event is held outside of the City's regular business hours, users will be charged an hourly rate to reflect the actual cost of providing attendant coverage. If the Center is to be used for the purpose of fundraising or if an admission fee is to be charged, fees willbe assessed as follows: Security Deposit Regional Meeting Room Council Chambers Group VII (Private Groups/Resident)~ $100 $ 35/hour $ 53/hour Group VIII (Commercial/Resident)~ Group IX (Private Groups/Non-Resident)~ Group X (Commercial/Non-Resident)~ ~SEE RATE CHART- PAGE 2 RATE CHART GROUP VII VIII IX X Security Deposit $~oo $~oo $~oo $~oo Hourly Rate Regional Meeting Room $ 40 Council Chambers $ 60 $ 60 $ 45 $ 65 $ 9o $ 68 $ 9s NOTE: A 20% deduction in fees will be given when both the Regional Meeting Room and the Council Chambers are utilized simultaneously. Use of the Lobby. is included with use of either the Regional Meeting Room or Council Chambers. Plaza For groups wishing to utilize only the Plaza, a $100 refundable security/damage deposit and a certificate of liability insurance are required. No hourly fees will be charged. Courtyard For groups wishing to utilize only the interior courtyard, a $100.00 refundable security/damage deposit and a certificate of liability insurance are required. Users will be charged an hourly rate to reflect the actual cost of providing attendant coverage. Equipment Available Regional Meeting Room - Table & Chair Seating for 36 persons Additional Stacking Chairs - 90 Podium Public Address System Screen Council Chambers - Theatre-style seating for 142 persons Podium Public Address System Screen Should additional tables and chairs be needed, the user may either supply their own or reimburse the City for rental, delivery, and set-up charges. -2-