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HomeMy WebLinkAboutItem 6.2 SrCtrFaciltyUsePlcy&FeeSched (2) '.;; , . . . ,. CITY OF DUBLIN AGENDA STATEMENT . CITY COUNCIL MEETING DATE: January 11, 1993 SUBJECT : Revisions to Dublin senior Center Facility Use Policy and Fee Schedule Report by Diane Lowart, Recreation Director A.~~urrent Use POlicy and Fee Schedule B. /Proposed Use POlicy and Fee Schedule c./Resolution Establishing Facility Use Policy and Fee Schedule For Use of DUblin Senior Center EXHIBITS ATTACHED RECOMMENDATION ~. ~ : ~. Open Public Hearing. 2. Receive Staff Report. 3. Receive Public Testimony. 4. Close public Hearing. 5. Deliberate. 6. Adopt Resolution. FINANCIAL STATEMENT : None DESCRIPTION : One of the 1992 goals given a high priority by the city Council was to "undertake revisions to use policies for city facilities". This goal was initiated by Staff in Fiscal Year 1991-92 for two reasons: 1) to standardize the procedures for rental for all City facilities; and 2) to review and update, as necessary, the fee schedules for city facilities. BACKGROUND: The city of Dublin presently operates five community facilities which are available for use by the public. These facilities are as follows: Dublin civic Center, Dublin Senior Center, Dublin Sports Grounds, Dublin swim Center and Shannon Community Center. Each facility has a separate Facility Use Policy and Fee Schedule which was developed at the time that the facility came under the control of the city. Although there are similarities between the various use policies for each facility, there are also some inconsistencies between the policies which create confusion for potential users of the facilities, thus evidencing the need to standardize the format and reservation procedure for each individual use pOlicy. PROPOSED REVISIONS: Attached in Exhibit A is the Schedule for the Dublin Senior Council in March of 1989. The Use Policy and Fee Schedule are existing Center proposed attached Facility Use Policy and Fee that was adopted by the city Dublin Senior Center Facility in Exhibit B. As proposed, the policy follows a standard format containing each of the sections as shown below: 1. Classifications of Users 2. Priority of Users 3. Reservation Procedure 4. Cancellations 5. Payment Schedule 6. Hours of Use 7. Insurance certificate 8. General Regulations --------~--;r------------------------------------------------------- ITEM NO.~ COPIES TO: Parks & Recreation Commission senior Center Advisory Committee CITY CLERK f FILE ~ ~ . . The sections dealing with "priority of users", "hours of use" and "general regulations" are specific to the Senior center. The sections dealing with "classifications of u~ers", "reservation procedure", "cancellations", "payment schedule" and "insurance certificate" are similar to those included in the policies proposed for the other city facilities. In addition to the change in format, the proposed use policy contains minor modifications to the following sections: Classifications of Users 1) The classifications have been revised and redefined standardize the user groups for all facilities. 2) The user groups eligible to rent the Center have been include non-resident individuals or groups and commercial in order to expanded to groups. Priority of Users This information was previously Procedure II section. A separate policy and the wording has been to the priorities of use or the be placed. contained as part of the IlReservation section has been added to the proposed revised, however, there is no change timing with which an application can Reservation Procedure 1) Deleted reference to waiting lists from the current policy. 2) Added requirement that resident individuals or groups must submit Ilproof of residencyll. 3) Changed location for submittal of applications from Senior Center to civic Center and expanded hours that applications are accepted from 9:00AM - 3:00PM to 8:30AM - 4:30PM. 4) Deleted reference to continuous 5) Changed submittal deadline from function. use from the current pOlicy. 10 days to 30 days prior to Fee Schedule The fee schedule for the Dublin senior Center has been updated to reflect the fees associated with the additional use classifications. staff also conducted a market survey of the fees charged for similar facilities in . the surrounding area and, in addition, reviewed the costs associated with the operation of the Senior Center. Revisions to the Fee Schedule are based on the information derived from this review and are shown as follows: Public Agencies Chamber of Commerce Community Groups - Resident community Groups - Non-Resident Private Groups - Resident Private Groups - Non-Resident Commercial Groups - Resident Commercial Groups - Non-Resident Group Meetings Public Hearings current/Proposed $ 8/hr $10/hr NjA $10/hr $ 8/hr $10/hr N/A $20/hr not applicable not applicable not applicable. not applicable Fundraisers Private Events Current/Proposed $45/hr $40/hr NjA $40/hr $45/hr $40/hr NjA $48/hr $75/hr $60/hr NjA $72/hr NjA $80/hr N/A $96/hr In order to standardize the fee schedule for all city facilities, Staff is recommending that Public Agencies, Dublin Chamber of Commerce and Resident Community Groups are assessed use fees which are one-third less than the rates charged for Private Groups. Conversely, Commercial Groups are charged use fees which are one-third more than the rates charged for Private Groups. Further, non-resident groups are assessed a fee which is twenty percent higher than the resident rate. It should be noted that in several classifications the proposed fees are lower than the existing fees. When the original fee schedule was adopted, it was benchmarked with the fees charged for the Shannon Community Center. As the Senior Center does not contain the amenities of Shannon Center, Staff is recommending that the fees be reduced so that they are comparable with similar facilities. "11' . . CONCLUSION: The Senior center Advisory Committe~ and the Parks and Recreation Commission considered the proposed revisions to the Facility Use POlicy and Fee Schedule for the Dublin senior Center at a joint meeting held on August 11, 1992. The committee and Commission were in favor of the proposed revisions and recommended that the city Council approve the proposed Facility Use Policy and Fee Schedule. Staff has prepared a resolution Establishing a Facility Use Policy and Fee Schedule For Use of the Dublin Senior Center which is attached in Exhibit C. Therefore, it is the recommendation of Staff that the City council take the following action: 1. Open Public Hearing. 2. Receive Staff Report. 3. Receive Public Testimony. 4. Close Public Hearing. 5. Deliberate. 6. Adopt Resolution. . IXJBLIN SENIOR CENI'ER FACILITY USE FOLICY' . mmcrncr:rCN The City of Dublin Recreation Department operates the Dublin Senior Center. The Center was designe::1 to serve as a focal point for the delivery of prcgrarns and services for Senior Citizens~ When not in use for City-sp:lnsored activities for senior citizens, the facility,is available for use by community groups, schools and govem'11ental agencies. The Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Center. Any request for exception to the 'fOlicy Imlst te subnitte::1 in writing to the Director of Recreation no later than one month prior to the date requested. crASSIFICATICNS CF USERS I. 'The follCMing classifications shall apply for the purpose of determining applicable fees and charges as well as priority use: I. City of Dublin Use. A. Senior Center Prcgrarns & Activities B. Recreation Deparbnent C. Other City Departments II. Ccmnuni ty Groups - An organized public group having the follCMing membership qualifications: Non-profit status; have officers and a definite organizational structure; activities are recreational or educational in nature; and 51 % of me.rnbership reside within the City of DJblin. A. Senior Citizen Groups - 75% of menJ:::ership must l:e 55 years of age or above B. Youth/Adult Groups Organizations claiming status in this classification must demonstrate that they qualify for such status by sul:::mitting a roster of their membership and a copy of L~eir bylaws or constitution at the time that they submit a Facility Use Application. III. Governmental F-..gencies A. School District with whcm the City has a reciprocal facility use agreement. B. County, State and Federal Agencies "N. Residents of the City of Dublin using the facility for private purposes such as wedding receptions , anniversary parties etc. 2 . Use of the Center shall not te granted: a) To individuals or groups desiring such use for "private gain", which term is defined and herein to mean use for the principal purpose of rreking a profit not plerlgEd to te devotEd to public or welfare uses. b) To any individual or group, p:>litical or otherwise, that advocates the over.J1rCM or the government of the United. States of America or the state of California by force, violence or any oL~er unl~Nful means. c) \men determined by the Director of Recreation, such use may not l:e i...'"1 th:= best interest of the City. RESERVATICN PRCCEDJRE 2. In order to reserve the Dublin Sa~ior Center, a Facility Use Application must l:e subnitte.d for approval by the Director. Approval takes 3-5 working days; you will re notified by Trail. as to the status of your application. Once an application has been subnitted, a waiting list will te established for applicants requesting use on the same date. If, after the review by the Director, the application is rejected, the first applicant on the waiting list will be notified. 1. 3. Applications must be sul:.mitted in person at the D.1blin Senior Center Office, 7437 larkdale Avenue, Dublin. The applicant rrn.J.st l::e the "user" of the facility. ~Xll'UOlIDOT IA ~TIrn PRCX:ETIJRE~) . 4. Applications are accepted by appointment only between the hours of 9:00a.m. and 3:00p.m., 1'1onday through Friday (holidays excepted). 5. Applications for weekday use of the Center will be accepted up to one (1) rronth in advance of the desired date. Applications for wee.'<.end use (Friday night-Sunday) of the Center will be accepted as follows: a) Classification I-A may submit applications up to one (1) year in advance of the desired date. b) Classifications IE-III may sul:rnit applications up to three (3) months in advance of the desired date. c) Classification D1 may suhnit applications up to two (2) rronths in advance of desired date. d) If the submittal date falls on a Saturday, the application may be suhnitted the preceeding Friday. If the subnittal date falls on a Sunday, the application may l:Je sutmitted the follewing ~nday. 6. Applications for continuous use of the Center will be issued for a pericil. of one month, subj ect to rene\val. 7. Applications suhnitted less than ten (10) working days prior to the day requested will not be accepted. 8. An additional 50% will l:Je charged for use of the Center on designated Ci ty holidays. 9. Transfer of security defOsits fran one date to another is ],:ermitted if the request is subnitted in writing no later than forty five (45) days prior to the original date requested. ('This will only te allowed. one time) . CANCELI.ATIOOS 1. Cancellations must l:e made in writing by the ],:erson listed as applicant on the Facility Use Application. Refunds will be handled as follows: a) 30 days or more prior to function date defOsit unless date is reJ:::cokErl by another user. forfei t b) Less than 30 days prior to function date deposit and one-half of fees paid. forfeit PAYMENI' saIEDJLE 1. At the tilue the application is sul:mitted, the security deposit is required (see Fee Schedule). 2. Final payme.T1t is due no later than one rronth (30 days) prior to the scheduled function date. Please call 829-6316 to schedule an apFOintment. 3. Payments not received by this thirty day deadline will result in cancellation of the function and forfeiture of the deposit. 4. Security deposits will te 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. 5. Payments can be made by check, money order or cash. O,ecks or money orders must te made out to the City of D.J.blin. If J:E.ying by check, the chec.'<. must te drawn en the account of the t::€rson listed as applicant on the Facility Use Application. IDJRS CF USE 1. 'Ihe CUolin Se.T1ior Center is available for rente.1 during those hours whe.T1 it is not scheduled for City sponsored senior activities. 2 . Hours of use on r-bnday through 'Ihursday are 3pn-1 Opn; Fridays - 3pm-1 2 Midnight; Saturday - 8am-12 Nic1night; Sunday 8am-10pm. 3. The minimum reservation accepted is two hours. Hours of use must include the amount of time needed. for the function, setup and cleanup, including any time needed by your caterer, band, florist, and coordinator, etc. Refunds are not given for hours not used. 4. The Center must be vacated by the time specified on Lt)e Facility Use Application. 5. Within 30 days of function date, requests for changes in function hours are subject to availability of staff. . mSURANCE IN<'1'il".lCA'ffi . Applicants shall provide the City of DJblin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bcrlily Injury and Pror;erty J:emage Liability protection at a minimum limit of $500,000 per CCCt..1Trence. If alcohol is to l::::e sold, liquor liability is required at a minimum of $300,000 r:er occurrence. The Certificate of Insurance shall name the City of Dublin as the additional , insure:l in conformance with the Hold Harmless l-.greement as outlined in the Facility Use Application, and must specify that the user groups insurance shall l::::e primary to any insurance carried by the City. The Certificate of Insurance is due at the time final payment is made. GENERAL RErrJI.,Nl'ICNS I. Groups ccmp::>se:J. of minors must l::::e sup:rvised by one (I) adult for each twenty (20) minors at all times while they are using the facility. 2. Facility Use Permits cannot l::::e transferre:l, assigned or sublet. 3. I:€corations must be of flame-retardant material. The use of nails, tacks or staples is prohibited. Masking tape, if used, must te removed irrrnediately folla.ving the eve.'"lt. 4. storage is not available either l:efore or after your event. S . Tables and chairs may not l::::e removed fran the interior of the building. 6 . Barbecuing and/ or the use of candles must be approved in advance by the Fire Department (829-2333). 7. Tickets may not te sold at the door as an admission charge unless approv€d in advance by the Director of Recreation. S. Parking is permi tted. in painted. parking stalls only. Parking is not permitted on sidetlalks, lawn areas or unmarked blacktop areas. Vehicles parked illegally will be cited. 9. Smoking is not permitted within the Center. 1 O. The consumption, serving and/or selling of alcoholic l:everages is not permitted. 11. SMOKING IS PROHIBITED within the interior of the Senior Center (City of Dublin Resolution 134-89). --~--------------------------------------------------------------------------- SIGl Am> SUEMIT wrm APPLICATICN The milersigned, hereby agrees to be resp:nsible for any damage to the facility c;ccurring during this use, curl agrees to be resp::nsible for the ccnduct of all perscns atten:ling this function. Applicant further agrees toere re.sr::onsib1e for any accident or ~jurI cc:;urring to ~yc:ne Curing +-Ms use, an::1 agrees that the City of DJblin, its officers an::1 anployec>-5, s...~ not be resp::nsible for any such injury or loss. 'Ihe milersigned, has received a c::a;rj of the Facility Use Policy arrl agrec>-5 to a:II1Ply with the roes am regulatioos listEd herein~ Signature of Rental Applicant Date Signature of Recreation J:'epartrnent Rep. Date . . ....." ..., . ....... .... , " '..... ..' ........N.... .'..'......... .,......S:.>~.N<I)O... >iR'i c ..,i ".........,...'.,'.N...'....:...,..'.,...',..T...........,.,.".....,......"..:..:....."....'..R....... ,.....,. > ,"" '..,:,..J:j",',' ......,. .. "':.' ..,.",.. ...... . .':"," ., ,p' p' .. ""..:"....FAcIifi.y.......rJi~.......J?()iICY...,.............i'.. . .... ..... .......... .,.,......., . ..." .... ........ ..... ..... .."....... ........ , ....... ......., ....... ......... .. ........,.. ..... ". ... . ....., , . ...... ",. ......".... ... ,.......". ... ........ , ... ".....""............. , ............... ,..... ,........ ......'... .,. .......,........" . ... ......".. CUBLIN SENIOR CENTER CAPACITY: 1 97 Dining 300 Assembly FACILITIES AVAILABLE: Social Hall with stage *Kitchen ECPIPMENT AVAILABLE: 300 - Folding Chairs 10 - 60" Round Tables 5 - 8' Rectangular Tables FEE SClDEDULE: (Classifications II & III) sectrrity Deposit.................$100.00 Social Functions/Meetings........$ 8.00 per hour (Admission Fee not charged) Fundraisers or Social Events..... $ 45.00 per hour (Where Tickets are Sold or an Admission Fee is charged) Private Use by Residents.........$ 75.00 per hour *Use of the kitchen is limited to coonter area for preparation. Facilities are not available for cooking or warming fo:d. Use of the refrigerator, freezer, and dishwasher are prohibited. co claiming resident status. ~z{1XI0~Oii' ~ . . RESERVATION PROCEDURE (CONTINUED) 3. Applications are accepted between the hours of 8:30A.M. and 4:30P.M., Monday through Friday, holidays excepted. 4. Applications submitted less than 30 days prior to the date requested will not be accepted. CANCELLATIONS 1. Cancellations must be made in writing by 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 by another user. b) Less than 30 days prior to function date - forfeit deposit an 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 1. At the time the application is submitted, the security deposit is required (see Fee Schedule). 2. 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. 3. Payments not received by this thirty (30) day deadline may result in cancellation of the function and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of the function date providing there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. 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 listed as the applicant on the Facility Use Application. HOURS OF USE 1. The Dublin Senior Center is available for rental during those hours when it is not scheduled for city sponsored senior activities. However, the Center must be vacated by 10: OOP .M. on Sunday through Thursday, and 12 Midnight on Friday and Saturday. 2. The minimum reservation accepted is two hours. 3. Hours of use must include the amount of time needed for the function, including set-up and clean-up. 4. Refunds are not given for hours not used. 5. wi thin 30 days of function date, requests for changes in function hours are SUbject to availability of staff. 6. The Center must be vacated by the time specified on the Facility Use Application. 7. The Dublin Senior Center is not available for continuous use. INSURANCE CERTIFICATE Applicants shall provide insurance 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. 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. GENERAL REGULATIONS 1. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the facility. 2. Facility Use Permits cannot be transferred, assigned or sublet. 3. Transfer of security deposits from 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. . . GENERAL REGULATIONS (CONTINUED) 4. Decorations must be of flame-retardant material. The use of nails, tacks or staples is prohibited. 5. storage is not available either before or after the event. 6. Tables and chairs may not be removed from the facility. 7. Barbecuing and/or use of candles must be approved in advance by the Fire Department (829-2333). 8. Rice, birdseed, confetti, and like materials may not be thrown inside or outside the facility. 9. Tickets may not be sold at the door as an admission charge unless approved in advance. 10. parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 11. The consumption, serving and/or selling of alcoholic beverages is not permitted. 12. COOking and refrigeration facilities are not available. 13. An additional 50% will be charged for use of the Center on designated City holidays pending availability of staff. 14. SMOKING IS PROHIBITED wi thin the interior of the Center (ReSOlution No. 143-89). . . DUBLIN SENIOR CENTER FEE SCHEDULE EEQEQQE.ll GROUP 2 - PUBLIC AGENCIES Use outside of regular business hours..........$ 10 per hour Use for the purpose of fundraising.............$ 40 per hour GROUP 3 - DUBLIN CHAMBER OF COMMERCE Use outside of regular business hours..........$ 10 per hour Use for the purpose of fundraising.............$ 40 per hour 'GROUP 4 - COMMUNITY GROUPS Use outside of regular business hours: Res ident. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 10 per hour Non-Resident..............................$ 20 per hour Use for the purpose of fundraising: Resident. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 40 per hour Non-Resident. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 48 per hour GROUP 5 - PRIVATE GROUPS OR INDIVIDUALS Resident.......................................$ 60 per hour Non-Resident...................................$ 72 per hour GROUP 6 - COMMERCIAL GROUPS Resident. .. . ~ ., . . *' . . . . It .. . .. . " ,. . .. .. . . . .. . .., . ., .. .. . .. ., .. ., .. *' $ 80 per hour Non-Resident. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 96 per hour SECURITY DEPOSIT A $100 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 Facility Use POlicy and/or excessive cleaning or damages to the facility. f . . RESOLUTION NO. - 93 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********************* ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF DUBLIN SENIOR CENTER WHEREAS, the city of Dublin opened the Dublin Senior center on June 20, 1988; and WHEREAS, the Center was designed to serve as a focal point for the delivery of programs and services for senior Citizens; and WHEREAS, the Center is available for use by the public during such times that the City is not utilizing the Center for City sponsored activities; and WHEREAS, it is necessary to have established Facility Use policies and Fee Schedules for use of city facilities; and WHEREAS, the Facility Dublin Senior Center have been proposed by Staff, the Senior and Recreation Commission. Use Policy and Fee Schedule for the updated and revised to reflect changes Center Advisory Committee and the Parks 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 B. BE IT FURTHER RESOLVED that the provisions enacted in Resolution No. 38-89 Establishing policies, Procedures and Rental Rates for the Use of the Dublin Senior Center be superseded by this resolution. PASSED, APPROVED AND ADOPTED this 11th day of January, 1993. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk