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HomeMy WebLinkAboutItem 6.1 EmerGlenParkTennis CITY CLERK File # 0920-20 AGEN DA STATEMENT CITY COUNCIL MEETING DATE: April 3, 2001 SUBJECT: Emerald Glen Park Tennis Court Facility Use Policy and Fee Schedule Report by Diane Lowart, Parks & Community Services Director ATTACHMENTS: 1. Draft Facility Use Policy 2. Draft Fee Schedule 3. Resolution Establishing Facility Use Policy and Fee Schedule RECOMMENDATION: ~ Open Public Hearing Receive Staff Presentation 3. Receive Public Comment 4. Close Public Hearing and Deliberate 5. Adopt Resolution FINANCIAL STATEMENT: None DESCRIPTION: Emerald Glen Park was opened to the public in August 2000. The park contains four lighted tennis courts. The tennis courts are open to the public from dawn to 10:00 p.m. and are available on a first come, first serve basis. However, when people are waiting, there is a game limit of two consecutive sets, or a maximum of one hour of play. Children and adults have equal priority. Correspondence has been received from Ingrid Vest, Co-Captain of the Emerald Glen team of the Contra Costa Spring League, requesting use of the Emerald Glen Park tennis courts for women's league tennis. As there was no use policy in place for the tennis courts, the Commission directed Staff to develop a Facility Use Policy and Fee Schedule for use of the Emerald Glen Park Tennis Courts. DRAFT FACILITY USE POLICY AND FEE SCHEDULE In developing the Draft Policy and Fee Schedule, Staff surveyed other area cities for tennis court reservation procedures and fee schedules. Staff found that some cities do not reserve tennis courts, some cities have tennis facilities with on-site staff to coordinate reservations and some cities have policies similar to what is proposed in the Draft Policy. The current use policies for other City of Dublin facilities were also considered. Attachment A is the Draft Facility Use Policy and Attachment B is the Draft Fee Schedule. The format of the Draft Facility Use Policy is consistent with use policies for other City facilities. The Draft Fee Schedule is patterned after the Dublin Sports Grounds Fee Schedule. A discussion of the Draft Facility Use Policy and Fee Schedule follows. COPIES TO: G:XFacility Use Policies\cc 4-3-01 egp tennis courts.doc Parks & Community Services Commission Vickie Stevens ITEM NO. Classifications of Users In 1992, user classifications were standardized for all City Facility Use Policies. consistent with all other City use policies. Thus, this section is Reservation Procedure Staff is recommending that reservations be accepted on a quarterly basis to coincide with the summer, fall, winter and spring quarters. This will allow for the scheduling of City sponsored tennis programs on a quarterly basis before the tennis courts are opened up for reservation by the community. Cancellations As with all other City facilities, Staff is recommending that reservations be secured with a deposit and payment of fees. This section outlines how refunds will be handled if reservations are cancelled. For reservations cancelled 60 days or more before the use date, the deposit and any collected use fees will be refunded. For reservations cancelled less than 60 days before the use date, the deposit less 50% and any collected use fees will be refunded. Credit will be issued for cancellations due to rain. Payment Schedule This section outlines the payment schedule for deposits and fees and is consistent with other City use policies. Court Availability Staff anticipates the following uses for the Emerald Glen Park Tennis Courts: Walk-on use by the community Use for City sponsored tennis classes Use for organized leagues and possibly for tournaments Given the limited number of public tennis courts in the City of Dublin (two at Kolb Park and four at Emerald Glen Park) Staff is proposing limitations to the amount of use for organized leagues and tournaments. For weekday use of the tennis courts Staff is proposing that group reservations be limited to two groups per week. For weeknight use of the tennis courts Staff is proposing that group reservations be limited to two groups per week. For weekend use of the tennis courts Staff is proposing that group reservations be limited to one group per weekend. Group reservations will be limited to three hours per day and individual groups are limited to one time period per week. The use of the Emerald Glen Park Tennis Courts will be monitored to determine if these limitations are reasonable. Insurance Certificate As with all other City facilities, Staff is recommending that a Certificate of Liability Insurance naming the City of Dublin as additional insured be required in order to reserve a tennis court. Fee Schedule Staff is proposing that the fees for use of the tennis courts be consistent with the fees to use an athletic field. Thus, the Draft Fee Schedule has been patterned after the Fee Schedule for the Dublin Sports Grounds. Public Agencies, Dublin Chamber of Commerce and Community Groups are charged $5.00 per hour per court, Private Groups are charged $10.00 per hour per court and Commercial Groups are charged $15.00 per hour per court. In all classifications, non-resident groups are assessed a fee which is twenty percent higher than the resident rate. The proposed fees are comparable to the fees charged by other cities. -2- RECOMMENDATION The Parks & Community Services Commission considered the Draft Facility Use Policy and Fee Schedule for the Emerald Glen Park Tennis Courts at the March 12, 2001 meeting of the Commission. The Commission concurred with the Policy and Fee Schedule as proposed by Staff and recommends adoption by the City Council. It is the recommendation of Staff that the City Council conduct the Public Heating and the adopt the resolution in Attachment 3 establishing a Facility Use Policy and Fee Schedule for the Emerald Glen Park Tennis Courts. -3- EMERALD GLEN PARK TENNZS COURT USE POLICY Emerald Glen Park is located on Gleason Drive and Tassajara Road. The Park contains four lighted tennis courts. During those times when the tennis courts are not used for City sponsored programs, they are available for walk-on use by the community or for league or tournament rental by the community. The Emerald Glen Park Tennis Court Use Policy establishes rules, regulations, procedures and fees governing the use of the tennis courts. Use of the tennis courts is for tennis activities only. CLASSI'FZCATZONS OF USERS Group 1. Group 2. Group 3. Group 4. Group 5. Group 6. City of Dublin Public Agencies (agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Dublin Chamber of Commerce Community Groups (organized non-profit groups whose membership is open to the public and whose primary purpose is to serve the community) a) Resident (51% of membership must reside or own property within the Dublin City Limits) b) Non-resident Private Individual or Groups (groups whose membership is not open to the public and/or activities such as team practices or games, assemblies, etc.) a) Resident (resides or owns property within the Dublin City Limits) b) Non-resident Commercial Groups (companies, groups, or individuals whose events have the primary purpose of generating a profit such as.tournaments, sports camps, etc. ) a) Resident (company facility must be located within the Dublin City Limits, or if there is no company facility, person responsible for event must reside or own property within the Dublin City Limits) b) Non-resident RESERVATZON PROCEDU RE Reservations will be accepted on a quarterly basis as follows: Summer - June, July, August > Group 2, Group 3 and Group 4 (Resident) - Applications accepted starting April 15. > Group 4 (Non-resident), Group 5 and Group 6 - Applications accepted starting May 1. Fall - September, October, November, December Z> Group 2, Group 3 and Group 4 (Resident) - Applications accepted starting 3uly 15. > Group 4 (Non-resident), Group 5 and Group 6 - Applications accepted starting August 1. Winter - January, February, March ~ Group 2, Group 3 and Group 4 (Resident) - Applications accepted starting November 15. > Group 4 (Non-resident), Group 5 and Group 6 - Applications accepted starting December :1. Spring - April, May ~ Group 2, Group 3 and Group 4 (Resident) - Applications accepted starting February 15. ~ Group 4 (Non-resident), Group 5 and Group 6 - Applications accepted starting March 1. ATTACHMENT 1 ~ o / ,-/'/~/o / In order to reserve the Emerald Glen Park Tennis Courts, a Tennis Court Use Application must be submitted for approval. Approval takes 3-5 working days; applicants will be notified by mail as to the application status. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming resident status. Applications are accepted at the Shannon Community Center during the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, holidays excepted. Applications submitted less than ten working days before the date requested will not be accepted· CANCELLATIONS !. The person listed as applicant on the Tennis Court Use Application cancellations in writing. Refunds will be handled as follows: must make a) b) c) 60 days or more prior to use date - the deposit and any collected use fees will be refunded. Less than 60 days prior to use date - the deposit less 50% and any collected use fees will be refunded. Credit will be issued for cancellations due to rain if the office is notified within 48 hours after scheduled use date. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this eventr the group or individual will be given as much advance notice as possible. PAYMENT SCHEDULE 1. At the time the application is submitted, the security deposit is required (see Fee Schedule). 2. Payment is due within two weeks after receipt of invoice and approved application. 3. Payments not received within .the two-week deadline may result in cancellation of the use and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of use providing there are · no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the Tennis Courts. 5. Payment 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 or organization shown on the Tennis Court Use Application. COURT AVAILABILITY With the limited number of public courts in the City, two of the four courts must be available for walk-on use unless special arrangements are made in advance with the Parks and Community Services Director. Additionally, availability of the courts for rental is limited as follows: A maximum of two groups will be allowed to reserve the courts for weekday play per week. A maximum of two groups will be allowed to reserve the courts for weeknight play per week. A maximum of one group will be allowed to reserve the courts for weekend play per week. A maximum of three hours per day will be available for rental by groups. -2- The tennis courts are available for rental by groups during the following hours: Weekday Use 7:00 a.m. - 5:00 p.m. Weeknight Use 5:00 p.m. - 10:00 p.m. Weekend Use 7:00 a.m. - :10:00 p.m. 1. Tndividual groups are limited to one time period per week. The minimum reservation accepted is one hour. 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. The Tennis Courts must be vacated by the time specified on the Tennis Court Use Application. INSURANCE CERTZFZCATE Applicants shall provide insurance liability information on the City of Dublin's form evidencing such coverage. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of $500,000 per occurrence. The certificate of insurance shall name the City of Dublin, their officers and employees, as the additional insured in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due ten working days prior to use. GENERAL REGULATTONS AND ZNFORHATZON 1. Tennis Courts are for tennis use only. Bikes, skateboards and other uses are prohibited. 2. Only non-marking tennis shoes allowed on courts. 3. For walk-on use there is a game limit of two consecutive sets or a maximum of one hour of play when players are waiting. Children and adults have equal priority. 4. Storage is not available either before or after use. 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. The consumption of alcoholic beverages is not permitted. Any request for exception to the policy must be submitted in writing to the Parks and Community Services Director no later than one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the Emerald Glen Park Tennis Courts to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents. -3- EMERALD GLEN PARK TENNZS COURT FEE SCHEDULE Group 2. Public Agencies ................................................$ 5 per hour/per court Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc. Group 3. Dublin Chamber of Commerce .......................... $ 5 per hour/per court Group 4. Community Groups Organized non-profit groups whose membership is open to the public and · whose primary purpose is to serve the community. a) Resident ................................................. $ 5 per hour/per court (51% of membership must reside or own property within the City) b) Non-resident ........................................... $ 6 per hour/per court Group 5. Private Zndividual or Groups Groups whose membership is not open to the public and/or activities such as team practices or games, assemblies, etc. a) Resident ................................................ $10 per hour/per court (5I % of membership must reside or own property within the City) b) Non-resident .......................................... $ ;I. 2 per hour/per court Group 6. Commercial Groups Companies, groups, or individuals whose events have the primary purpose of generating a profit such as tournaments, sports camps, etc. a) Resident ................................................$15 per hour/per court (Company facility must be located within the City, or if there is no company. facility, person responsible for event must reside or own property within the City) b) Non-resident .......................................... $18 per hour/per court. L:!:GHT FEE An additional fee of $10 per hour will be assessed for lights. SECURZTY DEPOSZT A $100.00 Security Deposit is due at the time that the application is submitted. The Security 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. ATTACHMENT 2 RESOLUTION NO. - 2001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE EMERALD GLEN PARK TENNIS COURTS WHEREAS, Emerald Glen Park was opened to the public in August 2000; and WHEREAS, Emerald Glen Park includes a variety of recreational amenities for the community including four lighted tennis courts; and WHEREAS, the tennis courts are available for use by the public during such times that the City is not utilizing the tennis courts for City sponsored activities; and WHEREAS, in order to accommodate reservations for league play and for tournaments, it is necessary to have established Facility Use Policies and Fee Schedule for use of City facilities. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the Emerald Glen Park Tennis Court Use Policy and Fee Schedule contained in Exhibit A, which shall serve as the official guidelines for reservation of the Emerald Glen Park Tennis Courts. PASSED, APPROVED AND ADOPTED this day of ,2001. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk G:XFacility Use Policies\reso egp tennis courts.doc ATTACHMENT 3