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HomeMy WebLinkAboutReso 079-88 Shannon Comm Policies RESOLUTION NO. 79 -88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING POLICIES AND PROCEDURES AND RENTAL RATES FOR THE USE OF THE SHANNON COMMUNITY CENTER WHEREAS, the City of Dublin has been managing the Shannon Community Center since July 1, 1984; and WHEREAS, as this is a community facility, it is used to provide community programs and is leased to public or private groups; and WHEREAS, on May 29, 1984 the City Council adopted Policies and Procedures and Rental Rates for the use of the Shannon Community Center; and WHEREAS, on March 24, 1986 the City Council revised the Rental Rates for the use of the Shannon Community Center; and WHEREAS, the Policies and Procedures and Rental Rates have been updated and revised to reflect changes proposed by staff and the Park and Recreation Commission. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Facility Use Policy and Fee Schedule contained in Exhibit A, which shall serve as the official guidelines in the management of the Shannon Community Center. BE IT FURTHER RESOLVED that the provisions contained in Resolution No's. 54-84 and 33-86 are hereby rescinded. PASSED, APPROVED AND ADOPTED this 13th day of June, 1988. AYES: Councilmembers Hegarty, Moffatt, Snyder, Vonheeder and Mayor Jeffery NOES: None ABSENT: None ATTEST SHANNON OOMMUNITY CENTER FACILITY USE POLICY The City of Dublin manages the Shannon Ccmmunity Center. The Center is utilized by the Recreation Department for City sponsored classes and programs and is also available for rental by community groups and private individuals. The Facility Use Policy is designed to ensure that the Center is utilized for recreational, cultural, social and community service functions that meet the needs and interests of the community. In addition, the Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Center. Any request for exception to the rules, regulations, procedures and fees as stated in the Facility Use Policy, must be submitted in writing to the Director of Recreation no later than one (1) month prior to the date requested. The following classifications shall apply for the purpose of determining applicable fees and charges as well as priority use: III. City of Dublin Use. School Districts with whom the Facility Use Agreement. Community Groups - An organized following membership qualifications: City has a reciprocal public group having the a) b) c) d) Is non-profit. Has officers and a definite organizational structure. Activities are recreational or educational in nature. At least fifty-one percent (51%) must be residents of the City of Dublin/Dublin San Ramon Services District. Organizations claiming status in this classification must demonstrate that they qualify for such status by submitting a roster of their membership and a copy of their bylaws or constitution at the time that they submit a Facility Use Application. IV. Dublin Chamber of Commerce Private individuals or groups - youth or adult groups not open to the public and which are using the facility for private purposes. In this group are lodges, fraternal organizations, political organizations, wedding receptions, but not limited to these groups. Non-resident individuals or groups - individuals or groups with less than fifty-one percent (51%) of their membership residing within the boundaries of the City of Dublin/Dublin San Ramon Services District. Cc~nercial use by private groups for the principal purpose of making a profit not pledged to be devoted to public or welfare uses. 2. Use of the Center shall not be granted: a) b) To any individual or group, political or otherwise, that advocates the overthrow of the government of the United States of America or the State of California by force, violence or any other unlawful meclrls. When determinedby the Director of Recreation, such use may not be in the best interest of the City. In order to reserve the Shannon C~fLunity Center, a Facility Use Application must be submitted for approval by the Director Recreation. A~proval 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 Director of Recreation, the application is rejected, the first applicant on the waiting list will be notified. -1- Applications must be suhnitted in person at the Shannon ~ity Center Office, 11600 Shannon Avenue, Dublin. Applications are accepted between the hours of 9: 00a .m. and 4: 00p.m., Monday through Friday (holidays excepted). Applications for weekday use of the Center will be accepted up to three (3) months in advance of the desired date. Applications for weekend use (Friday night-Sunday) of the Center will be accepted as follows: a) b) c) d) Classifications I-V may subnit applications up to one (1) year in advance of the desired date. Classification VI may submit applications up to nine (9) months in advance of the desired date. Classification VII may subnit applications up to six (6) months in advance of the desired date. If the suhnittal date falls on a Saturday, the application may be submitted the preceeding Friday. If the submittal date falls cn a Sunday, the application may be suhnitted the following Monday. Applications for continuous use of the Center will be accepted as follows: a) Classification I may submit applications up to one (1) year in advance. b) Classifications II-IV may submit applications on a quarterly basis as follows: 2. 3. 4. ~er (June, July, August) - Applications accepted starting May 1. Fall (September, October, November, December) - Applications accepted starting August 1. Winter (January, February, March) - Applications accepted starting December 1. Spring (April, May) - Applications accepted starting March 1. c) Continuous use is not permitted for Classifications V-VI. Applications submitted less than fifteen (15) working days prior to the day requested will not be accepted. An additional 50% will be charged for use of the Center on designated City holidays. Transfer of security deposits frcm one date to another is permitted if the request is submitted in writing no later than sixty (60) days prior to the original date requested. (This will only be allowed one time). Cancellations must be made in writingby the person listed as applicant on the Facility Use Application. Refunds will be handled as follows: a) 30 days or more prior to function date - forfeit deposit unless date is rebooked byanother user· b) Less than 30 days prior to function date - forfeit deposit and one-half of fees paid. P~SC~EDULE 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 rental secretary at 829-4932 to schedule an appointment. Payments not received by this thirty 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. 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. -2- fM2~3RS OF USE The Shannon Ccemunity Center is available for rental Sunday through Thursday from 8:00AM to 10:00PM, and Friday and Saturday from 8:00AM to 12 midnight. The minimum reservation accepted will be for two hours· Hours of use must include the amount of t~me needed for the function, setup and cleanup, including any time needed by your caterer, band, florist, coordinator, etc. 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. Applicants shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection at a minimum limit of $500,000 per occurrence. This Certificate of Insurance shall name the City of Dublin and the Dublin San Ramon Services District as an 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 and the District. The Certificate of Insurance is due at the time final payment is made. ~CB~VERAGES Requests to sell alcohol must be submitted in writing to the Dublin Police Services, 6500 Dublin Blvd., Suite 100, Dublin, CA 94568. If permission is granted, applicants must obtain the appropriate permits or licenses from the Alcoholic Beverage Control Board, 1111 Jackson Street, Room 4040, Oakland, CA. (464-0865)· Evidence of this coverage is due at the time final payment is made. Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors at all times while they are using the facility. Facility Use Permits cannot be transferred, assigned or sublet. Decorations must be of flame-retardant material. The use of nails, tacks or staples is prohibited. Masking tape, if used, must be removed immediately following the event. Storage is not available either before or after your event. Tables and chairs may not be removed frcm the interior of the building. Barbecuing and/or the use of candles must be approved in advance by the Fire Department (829-2333). Rice, birdseed, etc. may not be thrown in the facility. Tickets may not be sold at the door as an admission charge unless approved in advanceby the Director of Recreation. Parking is permitted in painted parking stalls only. Parking is not permitted on sidewalks, lawn areas or unmarked blacktop areas. Vehicles parked illegally will be cited. ~he urr]ersigned, hereby agrees to be responsible for any damage to the facility occurring during this use, and agrees to be responsible for the corrluct of all perseus attenaing this function. Applicant further agrees to be responsible for any accident or injury (Eoarring to anyone during this use, and agrees that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss. ~he undersigned, ha-~ received a copy of the Facility Use Policy and agrees to ecruply with the rules arK] reg-leticms listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- SHANNON ~ITY CENTER FEE SCHEDULE Classificatic~ I (City of Dublin) 1. No Charge Classificatic~ II and IV (School Districts/Cn,,,~nity Groups/ Dublin Chamber of ~ce) No charge if the following criteria is mat: a) Admission fees are not charged b) Event held during the Centers regular business hours If the event is held outside of the Centers regular business hours (8:00a.m.-5:00p.m.) or if staff is required to setup and take down tables or chairs, the group will be assessed an $8.00 per hour Building Attendant Fee. If the Center is to be used for the purpose of fundraising or if an admission fee is to be charged, see charges under Classification II and IV below: Classificatic~VI (N~n-Residents) Classificatic~VII (~ialUse) CLASSIFICATION II III IV V VI VII Security Deposit $100 $100 $100 $100 $100 $ 100 Hourly Rate Social Hall $ 45 $ 45 $ 45 $ 75 $ 80 $ 100 West Rocm $ 31 $ 31 $ 31 $ 35 $ 37 $ 50 Fast Room $ 31 $ 31 $ 31 $ 35 $ 37 $ 50 A&B Room $ 31 $ 31 $ 31 $ 35 $ 37 $ 50 Kitchen $ 10 $ 10 $ 10 $ 10 $ 12 $ 16 If the West, East or ~&R Room is to be rented in addition to the Social Hall, deduct $20.00 ff~e~ the h(~lrly charge for the FACrI .ITr~q AVA ~ A~ ,R E USE SOCIAL HALL 40' x 80' Capacity - Assembly 510 Dining 240 Stage Access to Kitchen WEST ROOM 40' x 30' Capacity - Assembly 100 Dining 50 Carpeted (NOT AVAr~A~.R F(1t DINING) EAST ROOM 20' x 50' Capacity - Assembly 157 Dining 73 Access to Kitchen Hardwood Floors A&B ROOM 25' x 50' Capacity - Assembly 140 Dining 70 Concrete Floors KITCHMq - CATERING ONLY Con~nercial Sized Refrigerator Cc~mercial Sized Warmer Steam Tables (Supply own steam trays) Double Sink/Garbage Disposal Dishwasher E~UIPMENTAVAILABLEFOR USE Banquet Tables 8'x3' 20 Rectanglar Tables 8'x30" 5 Round Tables 5' 14 Chairs (Auditorium Style) 297 (129 Brown/171 Orange) Public Address System - Available for use in Social Hall only Note: The number of tables and chairs indicated cannot be guaranteed. Effort will be made to supply the number shown.