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HomeMy WebLinkAboutItem 6.4 Emerald Glen Park Use and Rental Fees ~ Of D{jIJ/~ 6 ~~+ r:-@'~~~ ~~~ q],/ro\).,~"~ CITY CLERK File # o[2]!9J[]-[][O] AGENDA STATEMENT CITY COUNCIL MEETING DATE: MAY 16, 2006 SUBJECT: Publie Hearing: Emerald Glen Park Group Picnic Arca Facility Use Policy and Rental Fees Report by Paul McCreary, Parks and Communitv Services Manager ATTACHMENTS: I 2. Map of Group Picnic Area Resolution establishing Facility 1 Tse Policy and adopting a rental fee schedule. RECOMMENDATION: 0t'~ 1 Receive StafJPresentation 2. Open Public Hearing 3 RecelVe Public Testimony 4 Close Public Hearing and Deliberate 5 Adopt Resolutions FINANCIAL STATEMENT: Estimatcd rcvcnuc 01'$2,500 for Fiscal Year 2006-2007 DESCRIPTION: The City Council adopts Facility Use Policies ror each of the City's facilities or park areas that are available I(lr rental by the (;ommunity "lbc Facility Use Policies establish rules, regulations, procedures, and fees governing the use of the facilities. As part of Phasc III of Emerald Glen Park, the City included a new Group Picni(; Area. Staff proposcs making the new Group Picnic Area available lor rental by the community from 8'00 A.M. to dusk, and has therefore scheduled this Public Hearing. A Public Hearing Notice for the proposed Facility 1 )se Policy and fce schedulc was published on May 6,2006 and May 11, 2006. Attachment I is a diagram of the Group Picnic Area. The Picni(; Area features covered seating for 200, SIzable barbe(;ues, smks and cooking prep tables, electrical outlets and a restroom facility The pi(;llI(; facility could be divided into three areas. Each area could be rented independently or all thrcc arcas could be rented by one group Adjacent to the picnic area is a playground, Bo(;ce Ball court, and sports fields. COpy TO: Parks and Community Services Commission Page I on ITEM NO. lo.~ U;ICOUNCII.\Agel1da StatCnlCl1ts\2006\5-16 (]rnup fJ'icnic Area IJolicy.dnc v Currcntly the City does not reserve any of the picnic tables in City parks. The picnic tables are available for community use on a first-come, first-served basis. Staff would recommend that the picnic areas at other City parks eontinuc to be operated in this fashion. Staff has developed a Draft Emerald Glen Group Picnic Ar<:a Facility Use Policy, which is Exhibit A to Attachment 2. TIle Policy is based on the standard pohcles established for other City faclhlles. However, Staff IS proposing several modifications spccific to the renlal of the P'ClllC Area. Followmg lS a summary of the key componcnts of the Draft Facility Use Policy CLASSU'ICATlON AND PRIORITY OF USERS The first sechon of the pohcy estabhshes claSSIfications for the dirferent typcs of facility users including public agencies, charitable and social welfarc non-profit organizations, individuals or private groups, and commercial uses. The policy further differentiates the classlficahons by residency status. Thc classifications are used (0 assign prionties for making reservations. Additionally the rental fees are differcnt for each classi fication. This cnsurcs that rcsidcnts and tllOse serving the greater good of the community have priority for use and reduced rental fees. The draft policy allows Dublin residents and non-profit groups to make reservations up to one year III advance of the rental datc. Reservations by non-residents and other groups could be made three-months in advance. This is a shorter non-remlent reservatJon penod (han the City's othcr Facility Usc Policies. Sincc Dublin would only havc onc picnic area that could be reserved, Staff reduced the non-resident reservatlOn period to provide better access for Duhlin resIdents. As a comparison non-residents can reserve the Ci VIC Center up to three months in advance; thc Swim Ccnter and Library Community Room four months; and, the Senior Center and Old SI. Raymond's Church nine months. GENERAl, RULES Rental rules have been developed to protect the park from damage and keep I( III SUItable condlhon ror ongoing use. The rules state that park facilities other than (hose reserved in th<: Group Picnic Area arc open to thc general public. The consumption, serving or selling of alcohol is not permitted in the park. Several rules wcre includcd to ensure that any additional equipment brought into the park 1S not a hazard for park users and does not damage the park. Items that would be prohibited include portable barbccucs, campfires/bonfires, generators, dunk tanks, animal rides and petting zoos. Use of oilier equipment and amplification systems would require approval from the Parks and Community ServIces D,rec(or Currently mflatable Jump houses are not allowed (0 be setup by the public in City parks. This is to ensure that groups arc not setting up the jump houses, portable generators and electrical cords m areas that could be a hazard. In addillon, portable generators are loud and could bccomc a nuisance for other park users. The Emerald Glen Group Picnic Area has electrical outlets. Therefore, Staff proposes allowing groups to setup an inflatable jump house in a specific location in tlle Group PlCmc Area. The vendor providing thc equlpment would have (0 have an application, business license and liability insurance on file Witll the City in order to obtain approval rrom thc Parks and Community Scrvices Director to setup in the park. Rental groups nccding vchicular access into the park to drop-off and pIck-up supphes and equipment would be required to obtain a VehIcle Access Peml1t from the Parks and Community Services Department. Vehicles would be required to exit the park area immediately following deliveries. SECURITY DEPOSIT AND RENTAL FEES Staff conducted a thorough market survey of the polic1es and rental rees for group picnic areas in the Tri- Valley area. The survey mcluded a mixture or privately and publicly operated picnic facilities with Page 2 01'3 similar capacities and amenities. The survey showed that the average daily rental rate was $211 The average cost per person (rental fee divided by maximum capacity) was $0.91 The survey results were used to determine a hase rental rate for Dublin residents of $1 00 per person, or $200 per day, for rental of the entire picnic area. If only a portion of the area is heing rented, the fees were calculated by multiplying the numher of seats in that area by $1 00 This is witlnn the market average. The remaining rental fees for other user groups were calculated as follows: User Group Classification Dublin Non-Profit Groups Dublin Non"Profit Groups for the purpose of Fundraising Resident Individuals or other Groups (base rate) Non-Resident Individuals or other Groups Resident Commercial Uses Non-Resident Commercial Uses Diff. from Base Rate -66% -25% 100% +20% +33% +60% Proposed Daily Rate for Entire Picnic Area $67 $150 $200 $240 $267 $320 The rental fees range from as low as $19 per day to as high as $320 per day depending on the number of areas rented and the classification of the user. The complete listing of rental fees is located on the last page of the Draft Group Plcmc Area Facility Use Policy (Exhibit A of Attachment 2). Staff also proposes chargmg a $100 security deposit to encourage groups to clean properly and provide security in case there is damage as a result of the rental. CANCELLATIONS. CHANGES AND REFUNDS The cancellation policy is similar to other Cily facililies. If the rental is cancelled two months or more pnor to the event, the $100 security deposit would be refunded, less a $25 processing fee. If it is lcss than two months, but more than 30-days prior to the event, then the applicant would forfeit the $100 secunly deposit, unless another user re-hooks the date. If it is rebooked, the deposit would he refunded less a $25 processing fee. If it is less than 30-days prior to the event, the apphcant would forfeit the deposit, plus onc-half of the rental fees paid. Reservation fees would not be refunded for events which are cancelled due to rain. If the rental party leaves a message on the Department vOleemail hy 10.00 A.M. on the day of the rental, the event may be rescheduled for a future use to occur within one-year of the cancelled date of use. Failure to cancel a rcserved use by the stated time or failure to reschedule a cancelled use within one-year would result in forfeiture ofthe rental fees paid. PARKS AND COMMUNITY SERVICES COMMISSION RECOMMENDATION The Parks and Commumty ServICes Commission reviewed the proposed Emerald Glen Group Picnic Arca Facihty Use Pohey at the April 17 Commission meeting. The CommIssIOners discussed the fact that the bocce ball courts would not be avallahle f()r rental in conjunction with the Picnic Area. Staff mdicated that With only two courts availablc to the public that it would be better to have them available for walk-on use. The Commission concurred with Staff and suggested that language be added to the Use Policy to indicate the bocce ball courts are available only on a first come, first served basis. The Commission unanimously recommended the City Council approve the Use Policy with the additIOn of the bocce ball information, which Staff has mcluded 111 the final draft. RECOMMENDATION Staff has prepared the Resolution that estahlishcs a Facility Use Policy and fee schedule for the Emerald Glen Park Group Picnic Area (Attachment 2) Staff recommends the City Council receive the St3.ff presentation, open the Public Hearing; receive public testimony; close the Puhlic Hearing and deliberate; and, adopt the Resolution in Attachment 2. Page 3 of3 ~f5 ----. '0. · i nUq! lj J "0-. ,~ fJ 115 U; ~i ,'I l' ~ ~I dl-< 0 1 '0. ~ R ! 1\ ' " " "- I ! 'y / , ! I ., I l @~ 'I R 1.- I I ~ I @ -- I b. '-t S;1",jOb R ATTACHMENT 1 s d"fS RESOLUTION NO. - 06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* ESTABLISHING FACILITY LISE POLICY AND RENTAL FEE SCHEDULE I"OR USE OF THE EMERALD GLEN PARK GROUP PICNIC AREA WHEREAS, the City of Dublin completed constructIon of Phase rn or Emcrald Glen Park; and WHEREAS, the Phase III inc1udcd thc construction of a Group PiClllC Area; and WHEREAS, the Group Picnic Area was deSIgned to serve as a focal point for hosting picnics and events for the community; and WHEREAS, tlle City does not currently have any picnic areas that can be reserved in advance; and WHEREAS, it is necessary to havc cstablished Facility Use PoliCies and Rental Fees ror usc of City parks and facilities; and WHEREAS, the Facility Usc Policy and Rental Fee Schedule for the Emerald Glen Park Group Picnic Area have been created to reflect the new facihty; and WHEREAS, the Facility Use Policy proposed by Staff has been revicwcd by the Parks and COlllmunity Services CommIssIon; NOW, THEREFORE, BE IT RESOLVED that the City Conncil of the City of Dublin does hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. PASSED, APPROVED AND ADOPTED this 16th day of May, 2006 AYES. NOES ABSENT ABSTAIN Mayor ATTEST City--Clerk .-- ATTACHMENT 2 . 130F5' Plcn c EXHIBIT A - Emerald Glen Park Group Area Use Policy and Fee Schedule The City of Dublin has several Picnic Arc,," "vailable. for USe by thc community lTSl' of most picnic areas does not require a reservation and is on a first COBle, tirst served basis. The large Group Picnic Area at Emerald l,]en Park must bc reservcd in advance. The Picnic Area Use Policy establishes rules, regulations, pruc.lOJurl's and fccs goveming Use of the Emerald Glen Group Picnic Area. Classification of Users GroupL CityofDuhlin Croup 2. Puhlic Agmcics (Agencies serving the City of Dublin including Alameda County, Dublin San Ramon Services District, Duhlin Unified School District, etc.) Croup 3. Duhlin Ch"mh"rofCommr:rcr: Grollp 4 Duhliwhased ChariNhlc ,md Social \,f'dtarc Organiz;ltioll.<, Homeowner A8.<ociation8 .ond Sporm Leagues ( Organized non.profit grollpS with current .'iOl(e)!,) or SOl(c)(4) IRS status, whose membership is open to the public and whose primalY purpose is to slOrve the Dllblin ~ommunity The organization's membership must be at le.ast .'i[<.1O Dublin residents. Group 5. Individuals or Ot.her Groups (Crollps who do not meet the criteria listed above and/or activities such a, pkni~s, family rcunions, awards ceremonies, birthday parties, etc.) a) Resident (Individuals must reside or own property within Dublin City limits; Groups must have membership made up of at least 51% Dublin residents) b) Non~Rcsidcnt Group 6. Commercial Uses (Companies, groups. or individllals whosc cvents havc t.hl' primary purpose of generating a profit sLlch as athletic event.s and tournament.s, promotional CVCIltS, ctc,) a) Resident (Company facilit.y must. be located in t.hc Dublin City Limit.s and havc currcnt City of Ouhlin Business License. [I there is no company facility. perwn rl'sponsible for l'WIlt must rcsidc or own property within the Dublin Citv limit.s) h) Non--Resident Priority of User Groups Groups 1, 2, Grollp --' Grollp 4 ;wd Group 5 (Resident) Resenat.ions a~c.l'pt.l'd om, Yl'ar [n "dvanc.e of thl' requestcd rental date. Grollp 5 (Non--Resident) and 0roup 6 Resnvat[on, a~~e.pkd t.hrel' .mollths in advance of the requested rental date. Hours of Rental Use ~i'he City's PicniC' Area, arlO available for rl'llt.'ll from 8:00 A.M. unt.il dusk. 2. Thc Picnic Area must he cleaned and vaC'ated by dusk. How to Make a Reservation Please note that the City requires the ~7.pplica.nt, not another p.1rty to complete ,1iJ tnlll8iJ.ctions and provide tile insurance required [or the rental l. To make a reservation, a Picnic Area Use Application and $100 securit.y deposit must bl' submitkd for approval. Approval takes three to five business--days; notification of appli~<lt.ion status will be mailed. 2. Applications must. bc submit.ted in pccrson at t.hc Parks and Community Services Departmmt Annl'x Officc at the Duhlin Public library, 200 Civic Plaza, Appli<:ations at\.' acccpted from 8:00 A. M. to 4,0 P.M, Monday through friday, eXl'ept on City holidays. 3. In ordcr to rcceive a resident rate, the applicant (i.e. the person responsible [or the. <lctivity, paymcnt of fees and provision 01 insurance) must live or Own property within thc Dublin City Limits. Identification confirming residen<:e addre" will h rCl[uirl'd (valid California driver's license or current utility bill). 4 Croups who arc applying as a Group 4 classification must have a "Charitable and Social Welfare Organization Verifkat.ion Form" on file., or submit. a complet.ed fo1'll1 and the group's Bylaws and LRS Tax Exemption Let.ter. CWllpS da[llling Dllblin residcncy nll.1st provide a CUITent mcmbcrship rost.er (510(0 of membership mllSt. Own property or reside in Dublin). 5. Applicat.ions submtt.tcd less than five (i) business. days prim to the requested rental date will not. bl' accepted. ~ Payment Schedule __.....'..n__ 1. At the time the application h submillcd, a $WO sl.curity dcposit is requir<..d. 2. Final payment of rental lees must be malk no later than 30--days prior to the scheduled rental date, Pkase call the Parks and Community Services Department Annex Office at 556.4~O() to schedllle an appoinnnl..nt. P'WInents n()t received by this de"dline ll"'y result ill c"11ceIbtion of the rental "nd forfeiwre of the security deposit <lnd One- half of the rental r,.es paid or p'IY"hk 3. Thl. security dcposit will ]-Ie refunded within 3D. days of the rental date providing there arc no violations o[ thl' USl'. Policy, excessive cleaning required, or damages to the fa<:ilitv 4 Payments may he made by check, VISA, MasterCard, money order or cash. Plcasc make checks or money orders payable to the City of Dublin. Cancellations, Changes and Refunds 1. Cancellation requests must b':'madc in writing by the applicant, Refunds will he handled as follows: a) If thc requcst is received two months or more prior 10 the rl.ntal date the security deposit will be refunded, le" a $25.00 processing fcc. Rehmds will be mailed to the applkant within ,0 days of receipt of the written cancdlation request. b) If the request is [e<:eived belwee.n two months >lndJn--days .frior to the rental date the applicant will forfeit thc sl.curity deposit unless another user rebooks the date. If it is r"booked the dcposit will he refunded less a S25.00 proc"ssing fee, c) If the. request is re.cdvcd less th>ln,O:.days pnor to funcnon the apphuml will [orfelt thl' security deposit and one .half of the rental fees paid (or payable). 2. Reservation fees will not be refunded for events which are cancelled due to rain. NotiIkation o[ cancdlation must bl. communicated to the Parks and Community Services Department on th~. day of the reserved use hy moo A.M. Notification can be madl' by calling 92"iSi6.45no and leaving a ml'ssagl'. Ewnb cancdlcd due to rain may be rescheduled for a future use to occur within one. year of the cancelled date 01 use. I'ailure to cancel a reserved use by th~ stated time or failure to reschedule a cancelled use within one'year will result in for[dture of thc rental fees paid. Pe11llits may not be transfelTed, a"ignul or ,ublet. Olxasional{v it m,l)' be necessary to rC8chedule, ref()mte or mllceI" reql/e8t previol/sly approved If the Picnic All:;, hccomc8 un.w"jf"hle dl/e en extelll/ating eircl/Instances, the City l't'S,.']'VeS the right en mncel the F"cility U8e Permit. In this situation, the gruup or individl/"l will be given .1S much "dV<lllce llotice a8 pO&,ihk J 4 General Rental Information 1tJfC 1. Rcntal pel1l1its will only be issued to adulls. A responsible adult [rom the group must supcrvise thc picnic area for proper use during rental hours, G[OUP~ <.:ompnsed of minor.s nmst be supervised by two (2) adulrs [or l",~h tWl>nty (20) minors at all times while they are using the pi~nic area, 2. Park facilities other than the reserved picnic areas are open to the general public. 3. To use the SOCCl,r fidds, crickct fidd or hall di<llnonds, you must obtain a Sports Field Use Pel1l1it from the Parks and Community Snviccs Department Ann~x of[icl> at the Duhlin Puhlic Library, 200 Civic Plaza. The sports fields are dosed [rom Dl,cl.mb"r l~ through March L 4 The bocce ball courts adjacent to the picnic ,"e" ,ne. not included in the rental, and are available on a first 'come, first .served basis onlv 5 Thc consumption, serving and/or selling of alcoholic beverages is not permitted in th~ park. Glass containers, including bonks, are not permitted. 6, B>lrbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ash", are NOT to he dumped in trash receptades. 7 Campfiresibonfires are not pennitted in the park 8. The use of generators is prohibited. Electrical outlets are available in the picnic area. 9 Dunk tanks, animal rides and petting zoos are not pelmitted in the park Ill. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group Picnic Area must bl> approvcd by the Parks and Community Services Director. 11. Vehicles needing access to the picnic area via the path to drop,of[ or pick.up supplies and cquipment must ohtain a Vehicle Access Permit prior to the event. Vehicles must be rcmoved from the park area immediately following deliveries. 12. Dogs are to bc restrain cd by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste irnmediatdy n. SMOKING IS PROHIBITED within 25 feet o[ any children's playground area. 14 It is prohibited to paste, tack, gluc or post any sign, placard, advertisement or inscription, or to ereet any sign in the park 15 Selling, vending, or peddling items is prohibited. 16. Use of amplification equipment is not allowed without written approval [rom the P>lrks and Community Services Dir~.ctor. 17 Parking is permitted in painted parking stalls only Vehicles parked illegally will be citcd. Ifl. ~tomgc is not available for events. 19 Use of the picnic area shall bc in a~cordance with all current applicahle ordinances, regulations and laws. 20. Requests for exception to the Picnic An.n Use Policy must bl> suhmitted in writing to the City Manager, or his designl>l>, no lntl" than 4"i..days prior to the date 01 uS( requested, Inflatable Jump Houses and Other Equipment As noted in'd;:eC;eile;-af'Rental Information, scotting up additional equipment in the Group Picnic Area must be approved by Ihe Parks aml COlllmunity Services Dirc'.ctor For inllatable jump houses, the vendor providing the equipment mu,t havc an application and liability insurance on file with the City of Dublin, ][ the jump house is owned by thc rental appli<.:"nt, then the applk<mt must provide the certificate of liability insurance. If the rental applicant ha, a ~ompany providing equipmcnt such "s tcnts, canopies or stages, then the vendor must have an application and liability in,urance on file with rh" City For specific insurance rcquirements, please reler to the next section. Insurance Requirements FOl: rentals ~ith entertainment (,';;;:.h as u b,md or OJ), an mfbtable Jump house, or other additional equipment, the vendor providing the e<!uipl!lcnt shall provide the CIty 01 Dublin With a vahd Certificate of Uability Ir::,uran"" wnttcon through carriers acceptable to the CIty 01 Dublin. Su<:h certificate shall provide 110dilv Injury and Property Damage liability protection in the amount of $1,000,000 pcr OCC1-1rrence. The applicant must be specified as the in,ured. Thc Ccrtificate shall name the City of Dublin as an "addition,,] insan..-d"in confonnance with the hold harmless agreement '" ouilincd on. thc Application and must specify that the appl~<:ant" inSUral;'lT s~all be prim'lry to ,my inmran. ce carned I~v tbe Oty., .111e ~ertifi<:ate shall be propnly lcx".<.:ut"d wlth the ongma~ ~'g11anll'e 01 the authorizing Il1surance agent. An AddJtlon,,1 Insured Endorsement mllst ,.ccompany tbe Certificate (no cxaptJons). Th" C"rtificatc is dne at the time final payment is made. \lendors should COIJtaCt their ilJSllranCe prov;der to chL'ek if thdr poliq m"y be extended Jo cover the rent!ll In the event that coverage is not available, the City ha.s eve/It insurance available for purchase. Security Deposit ...._ 5 of 5" A $lOn.on Security Deposit is due when the applkatilln is sllbmittlOJ. The S"curity Deposit is refundable provided there arlO nO violations of th" Facility Use Polky and/or cxccssive cleaning or damage, to the picnic area. Rental Fees Grollp 2;'j5LJhJi~' Ag,endcs, Grollp 3: Dllblll1 Chamber of Commerce, iwd Group 4. Dublin Charitable, Social u,elfare and Sport League Organizations Ar"a A (scoats .16) $19.00 plOT day Area B (seats 48) $16.00 per day Area C (seats 96) $32,00 pcr d"y All Arcas (seats 20n) 56;'.00 plOr day Use for Purpose, of FunJt<lisin~' Area A (seats 56) $42.00 pcr day Ar~a B (s"ats 4R) $36.00 plOr day Area C I seato 96) $72.00 per day All Are~s (s.eats 200) $150.00 pcrd"y A nmdnuser IS il rcnml,1t which admi.sion is granted lor payment of a designat~-d ilmount, <I domltion ofm) ,1mOllnc left to the discretion of tbe guest, or" 11. enc,,1 at which funds ,Ire collected throllgb allctions, raille/door prize activity, or other meims de.<ign,.ted to generate monies to offset costs or to benefit II community or ch,lrimhle ,'gency o/callse. Grollp 51ndividuals/Other Grollps - Re..ident Area A (seats 56) $56.00 pcr day AWl B. (s"ats 4R) $48.00 plOr day Area L (seats 96) 596.00 per day All Areas (seats 200) $200.00 pcrd"y Grollp 5 Individuals/Other Grollps - Non-Resident Area A (seats 56) S67.00 pcrday Are.a B (scats 4R) $58.00 per Jay Area C (SlOat' 96) $11500 per day All Areas (seats 200) $240.nO per day Group 6 Commercial Uses - Resident Area A (seats 56) Arca B (seats 48) An:a C (scats 96) All Areas (slOat, 200) $75 no $64.no $128.00 $26700 per day pcr day paJay per day Group 6 Commcrcial Uses - Non-ResideJJt AreaA(s"ats';li) $90.00 perdav Area B (seats 48) $77 no per day Arca C (seats 96) $153.00 pcr day All Areas (sl,ats 2l)0) $320.00 perday i The City of Dub/in rmrv<.< the right to d~ny the "'< vf City Picnic 'I,-eas i W (iny penon or group if such u.~e i,.~ deemed to he COnlTU.ry w the: best i intem' of lhe LilY. [he facility and/or Dublin mi.dent.\. i r Applicants should thoroughly review lh, Em,mld Glen Group Picnic ! Area Use Poliey to lJecome familiar with all 'mlal fees, policies a,id i procedures. i Be sure to hrin~ VOllr aporovt~d Group PicIJic Area Ur.".t" ! Permit with VUlt un the d:.~v of VOUT event to conllrm thut : Y!E!.L~.sC:IYl:d (be desifZ.:~_~ted picnic are~1.