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HomeMy WebLinkAboutItem 6.1 Stager Gym Use & FeeG~~~ O~ DUB~~ i9`~;~~Z STAFF REPORT CITY C L E R K `c~~~ ~ DUBLIN CITY COUNCIL File # ^ 2^®®- 1^^0 DATE: January 19, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJ Stager Community Gymnasium Use Policy and Rental Fee Schedule Prepared By: Paul McCreary, Assistant Director of Parks and Community Services and Rich Jochner, Recreation Supervisor EXECUTIVE SUMMARY: The City Council will consider revisions to the Stager Community Gymnasium Use Policy and Rental Fee Schedule which was last updated in 2002. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends that the City Council (1) Receive the Staff presentation; (2) Open the Public Hearing; (3) Take testimony from the public; (4) Close the Public Hearing and deliberate; (5) Adopt Resolution Establishing Facility Use Policy and Rental Fees for Use of the Stager Community Gymnasium. ~,~~ Submitted by: Parks and Community Services Director ~~_ Reviewed by: Assistant City Manager Page 1 of 5 ITEM NO. n~ DESCRIPTION: The City Council adopts Facility Use Policies for all public buildings available for rental by the community. These Facility Use Policies establish the rules, procedures and fees governing the use of the facilities. Staff is proposing changes to the Stager Community Gymnasium Facility Use Policy. The policy and fees were last updated in October 2002. Attachment 1 is the existing Use Policy showing the proposed additions and deletions. Exhibit A to Attachment 2 is the proposed Stager Community Gymnasium Use Policy. The following is a summary of the proposed changes to the existing Facility Use Policy. CLASSIFICATION OF USERS The Use Policy establishes user classifications that determine the priority for making reservations and the rental fees charged. Staff proposes reducing the number of classifications as there is little difference between some of the classifications and the reservation priorities and fees. The table below shows a comparison of the current and proposed user classifications. CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS Group 1-City of Dublin Group 1-Public Agencies Group 2 -Public Agencies Group 2 -Dublin Sports League Organizations Group 3 -Dublin Sports League Organizations Group 3 -Dublin Chamber of Commerce, Dublin-based Group 4 -Dublin Chamber of Commerce Charitable and Social Welfare Organizations Group 5 -Dublin Charitable/Social Welfare Org. Group 4 - Individuals or other Groups Group 6 - Individuals or other Groups (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Group 5 -Commercial Uses Group 7 -Commercial Uses (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Elimination of City of Dublin as User Group Classification Staff proposes eliminating the "City of Dublin" as a user group classification. The Use Policy is a "rental policy" and applies to the other community uses that are accommodated when the gymnasium is not being used for City or School District programs or events. Modifications to Dublin Chamber of Commerce and Dublin Based Charitable and Social Welfare Groups Currently the Dublin Chamber of Commerce is listed as its own classification in the policy. However the Chamber receives the same priority and pays the same rental fees as current user Groups 3 (Dublin Sports Leagues) and 5 (Dublin Charitable/Social Welfare Organizations). Therefore, Staff recommends combining the Chamber with the other charitable and social welfare organizations. This would not adversely affect the Chamber's access to City facilities or rental costs. This change would make the Stager Community Gymnasium Facility Use Policy consistent with other City rental policies. The City receives requests from a variety of regional or national non-profit organizations that serve the community. However the current definition of Dublin-based charitable and social welfare organizations does not allow them to qualify for that status. Following is the current definition: Organized non-profit groups with a current 501(c)(3) or 401(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. Page 2 of 5 Examples of organizations that technically do not qualify as Dublin based non-profits include the American Cancer Society Relay for Life, Senior Support of the Tri-Valley and Child Care Links. Staff recommends adding a line to the definition indicating that regional and national non-profit groups that do not meet the 51 % resident membership requirement could qualify by submitting a letter to the City demonstrating the direct community benefit of the facility use. Those requests would be approved by the City Manager or her/his designee. Currently Staff must bring those requests to City Council for consideration. This change would make the Stager Community Gymnasium Facility Use Policy the same as other City rental policies. Therefore, Staff proposes to change the definition to: Organized non-profit groups with a current 501(c)(3) or 401(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter to the Parks & Community Services Department that demonstrates the direct community benefit of the facility use. Such letters require approval of the City Manager or their designee.) Commercial Uses Staff also recommends modifying the definition of "Commercial Uses", which are currently defined as: Companies, groups, or individuals whose events have the primary purpose of generating a profit such as tournaments, fee based training programs and camps, etc. The City receives many rental applications from groups for events where they are charging admission fees or making sales onsite; however they claim it is only to "cover costs". It is difficult for Staff to really determine if an event generates a profit. Therefore Staff proposes changing the definition to: Companies, groups or individuals whose practices, clinics, camps and games have an admission fee or include the sales of goods or services, including those contracted by any facility lessees, regardless of classification. This definition will provide clarification towards the use of outside vendors who profit from use of public property and therefore should pay the full cost of the rental and not receive a discounted rate. All such uses would be classified as commercial use. This would not apply to tournaments sponsored by Dublin Sports Groups. However, it would apply to clinics or camps sponsored by any group that charges a fee and uses an outside vendor to provide the service regardless of who collects the fee. PRIORITY OF USER GROUPS Staff recommends increasing from two months to three months the amount of time in advance Group 4 (non-resident) and Group 5 can submit applications. This will better help these groups to plan and publicize events. All other groups still. have one to eight months of priority (depending on classification) in turning in their applications in advance of Group 4 (non- resident) and Group 5. Page 3 of 5 RENTAL FEES In October 2009, Staff conducted a survey of the fees charged by cities, school districts and special districts for use of gymnasiums in the Tri-Valley region. Based on the survey results, the following table is a summary of the proposed fees, which would be effective for rentals occurring on or after July 1, 2010. CURRENT PROPOSED RESIDENT NON-PROFIT /SPORTS GROUPS Hourly Rental Fee $30.00 $40.00 INDIVIDUALS /OTHER GROUPS Resident Hourly Rental Fee $45.00 $60.00 Non-Resident Hourly Rental Fee $54.00 $72.00 COMMERCIAL GROUPS Resident Hourly Rental Fee $50.00 $80.00 Non-Resident Hourly Rental Fee $72.00 $96.00 VOLLEYBALL NET RENTAL (per rental) ~ NEW $20.00 Volleyball Net Rental Fee An additional fee will be charged for volleyball rentals as it requires additional staff time to set- up and take-down the volleyball equipment. OUTREACH TO SPORTS ORGANIZATIONS Staff has been proactively reaching out to the Dublin based sports groups as part of the process to update the Sports Field Use Policy. Issues related to Stager Community Gymnasium were discussed at the October 2009 Youth Sports Liaison Committee with representation from St. Raymond's Catholic Youth Organization (CYO). Input from the Liaison Committee meeting was used to develop the draft policy. The draft was distributed in November 2009 to the sports groups, asking them to discuss the proposed changes with their Boards and supply the City with any feedback or comments. The sports organizations were also supplied with a public meeting schedule when this policy item would be discussed. The City has received no written comments regarding the proposed modifications to the Gymnasium Use Policy and Rental Fee Schedule. PARKS AND COMMUNITY SERVICES COMMISSION RECOMMENDATION The Parks and Community Services Commission considered the Stager Community Gym Use Policy and Rental Fee Schedule at its December 14, 2009 meeting; no public testimony was received by the Commission. The Commission voted to recommend the Facility Use Policy and Rental Fee Schedule to the City Council as proposed by Staff. SUMMARY: The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. The proposed rental fees remain affordable and are just below the Page 4 of 5 market average for public facilities in the Tri-Valley. If approved by the City Council, the new fees would be effective for rentals occurring on July 1, 2010 and after. Rentals occurring prior to July 1, 2010 will be charged the existing rental rates. This will provide user groups ample time to prepare for the change in fees. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was distributed to the Youth Sports Liaison Committee and Parks and Community Services Commission. ATTACHMENTS: 1. Copy of existing Sports Field Use Policy showing the proposed additions and deletions 2. Resolution Establishing Facility Use Policy and Rental Fees for Use of the Stager Community Gymnasium, with Use Policy attached as Exhibit A Page 5 of 5 ~~~D°8~.y Stager Community Gymnasium ~~{j ~~ `~ ~~~~ Facility Use Policy ~~.. /l The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. ^~~~'^^ *"^~° *~m°° When the Gym is not used for City or School District activities, it is available for rental by the community. The Facility Use Policy establishes rules, regulations, procedures and fees geve~+r~for Muse of the Gym:~~sewhich is limited to sports practices and events typically held in gyms~s. Classification of Users Group 1~. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2~. Dublin Sports League Organizations (Organized sports league groups with current IRS non-profit status, whose membership is open to the public. The organization's membership must be at least 51% Dublin residents.) Group ~3. Dublin Chamber of Commerce Dublin Charitable and Social Welfare Organizations (Organized non- profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter to the Parks & Community Services Department that demonstrates the direct community benefit of the facility use. Such letters require approval of the City Manager or their designee.) Group g4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games or practices, etc.) aJ Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents ~i~current roster ~t+F~e--efmust be submitted with application) b) Non-Resident Group ~5. Commercial Uses (Companies, groups, or individuals whose everts-practices, clinics, camps and games have ,an admission fee ^~' ~~w,^°, ^*~or include the sales of goods or services, including those contracted by any facility lessees, regardless of classification.-)_ a) Resident ( Organization or individual must be located within the Dublin City Limits and have current City of Dublin Business License. If there is no e~y--organization facility, person responsible for event must reside or own property within the Dublin City Limits) b) Non-Resident Priority of User Groups Group ~1 -Reservations accepted up to nine months in advance of requested dates of use. Group ~2 -Reservations accepted up to six months in advance of requested dates of use. Group~F3 6~eup-S-and Group-46 (Resident) -Reservations accepted four months in advance of requested dates of use. Group b4 (Non-Resident) and Group ~5 -Reservations accepted t~three months in advance of requested dates of use. ATTACHMENT 1 How to Make aReservation ~- ~~-~ O Co-~ _ Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. 2 g 1. To reserve the Stager Community Gymnasium, a Facility Use Application and $250 refundable securit~eposit must be submitted for approval. Approval takes three to five business days; notification of application status will be e-mailed. 2. Applications must be submitted in person at the Dublin Civic Center, 100 Civic Plaza. Applications are accepted between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Verification of residence address will be required (valid California drivers license or current utility bill). 4. Groups ~•, ;o-applying under the Group 3-2 or 5-3 classification must have an "Organization Verification Form" on file, or submit one with the following: ~•~~+" +"°~~ ~°^~'~*~~ "°° ^^^'~r°*~^^: 1) Bylaws, and 2) Current I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must reside in Dublin). ~°^~',~Applications will not be accepted without these items. 5. Applications submitted less than '~-w~,sfive business days prior to the requested rental date will not be accepted. 6. The City reserves the right to book additional events before or after an applicant's confirmed rental time. Payment Schedule INITIAL: 1. At the time the application is submitted, a $250 refundable security deposit is required. 2. Final payment of rental fees must be made no later than ~{30 days-prior to the scheduled rental date. If an application is submitted less than 30 days prior to the rental then payment of rental fees must be made at the time of application. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. 3. Security deposits will be returned by mail within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 4. Payments may be made by check, money order or cash. Make checks or money orders payable to the City of Dublin. Cancellations/Changes/Refunds INITIAL: 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: aJ If the request is received three months or more prior to the rental date the deposit will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. bJ If the request is received between three months and 30 days prior to the rental the applicant will forfeit the deposit unless another user rebooks the date. If the date is rebooked the deposit will be refunded less a $25.00 processing fee. cJ If the request is received less than thirty (30J days prior to the rental date the applicant will forfeit the deposit and one-half of the fees paid (or payableJ. 2. Refunds and credits are not issued for unused hours. 3. Facility Use Permits may not be transferred, assigned or sublet. 4. Any changes in rental hours less than 9}five working days prior to the rental date will be assessed a $25.00 fee per change. 5. 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. Insurance Requirements All applicants shall provide the City of Dublin with a valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin and the Dublin Unified School District as "additional insured" in conformance with the hold harmless agreement as outlined in the Facility Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City and/or the Dublin Unified School District. The certificate shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is due at the time final payment is made. General Rental Information 1. A responsible adult from the rental must supervise the premises for proper facility use during all rental hours. Groups composed of minors must be supervised at all times by two adults for each twenty minors. 2. SMOKING IS PROHIBITED within the interior of the Gymnasium and outside on the school property. 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Tables and chairs provided by the City may not be removed from the facility. 5. Storage is not available °'+"°~ "^{^•^ ^ ,f*^~ *"^ ^ ^*~m°°*~^^ 6. The use of decals, glitter, powders, wax, paint, etc. are prohibited in the gymnasium. 7. Only water may be brought into the gymnasium. Food and drink are not allowed. 8. Containers of ice may not be placed in the gymnasium. 9. The consumption, serving and/or selling of alcoholic beverages is not permitted. 10. P.A. Systems, microphones, TV/VCRs, stand-up podiums and extension cords are not available. 11. The scoreboard is only available for use during official league games. 12. Hitting or kicking balls onto the walls or asainst the building is prohibited. ~~ 1~3. Tickets may not be sold at the door as an admission charge unless approved in advance. 1~4.Only athletic shoes may be worn on the court. Street shoes are not permitted. 145. The gymnasium has heating but no air conditioning. 1~6. The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be responsible for setting up the bleachers. The bleachers are only available for league games or special events. Chairs will be provided when requested. 1g7. All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way that obstructs its use as an exit. 1~8. The capacity of the gymnasium is 1,428 and is posted in the building. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. 1~9. School and City property must be protected from damage and undue wear. Users shall be responsible for the condition of the facility and equipment. The Gym Attendant will record the condition of the facility and equipment before and after each rental. The rental applicant shall pay for repairs to property or equipment damaged during a rental. x-920. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, or #i-s-their designee, no later than one month prior to the date of use requested. Decorations and Signs 1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. 2. All decorative materials must be either made of non-combustible substances or treated with State Approved flame-retardant. 3. Confetti or similar materials may not be thrown inside or outside the facility. 4. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the building. Hours of Use The Stager Community Gymnasium is available for rental during the following hours when not scheduled for City or School District sponsored activities: When School is in Session Monday-Friday 3:00 P.M.-10:00 P.M. Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. When School is Not in Session Monday-Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. Security Deposit INITIAL: A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. Current Rental Fees Group ~1: Public Agencies Group ~2_: Q••"~'~ "^°^^°°°Dublin Sports League Organizations Group 43: ^••"~'°''"^~"°~ °F^^•~•~°-^°, Dublin Charitable and Social Welfare Organizations Resident Fee Only $40.00 per hour Group 64 -Individuals or Other Groups Resident $60.00 per hour Non-Resident $72.00 per hour Group ~5 -Commercial Groups Resident $4480.00 per hour Non-Resident $96.00 per hour Resident Ree ~nl~• Can nn „^.- h^,,.- , r~~ Resident cn~ nn.,,,. h^„r Nen-Resident crn nn..,,.- h^„r Res~id^"+ tin nn „^,- ti^„r Nen Re3ident t~~.nn .,,,.- h^„r Vollevball Net Rental 520.00 aer rental General Notes Regarding Fees 1. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 2. "" ~^^*,' f^^~ ,~^ "~°^~' ^^ ~ A minimum of two-hours e}i~-i~+~-will be required per rental perie~application. 3. Hours of use must include the amount of time needed for the event, including setup and cleanup. The City of Dublin reserves the right to deny the use of the Stager Community Gymnasium to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or Dublin residents. Applicants should thoroughly review the Facility Use Policy to become familiar with all rental fees, policies and procedures. 5~$ RESOLUTION NO. XX - 10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF THE STAGER COMMUNITY GYMNASIUM WHEREAS, the City of Dublin and the Dublin Unified School District are parties to an agreement dated October 21, 1997, regarding joint funding of a community use gymnasium; and WHEREAS, the agreement provides that the City will schedule all use of the gym for City and community use during times that the City has exclusive use of the gym; and WHEREAS, the agreement provides that the City may impose, collect and retain facility use fees for City and/or community use of the gym during hours that the City has exclusive use; and WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of City facilities; and WHEREAS, a new Facility Use Policy and Rental Fees for the Stager Community Gymnasium was adopted by the City Council on October 15, 2002; and WHEREAS, the Facility Use Policy and Rental Fees for the Stager Community Gymnasium have been revised to reflect changes proposed by Staff and the Parks and Community Services Commission; and NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE to hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 196-02 be superseded by this Resolution effective for rentals occurring on July 1, 2010 or after. PASSED, APPROVED AND ADOPTED this 19t" day of January, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk ATTACHMENT 2 /OF DU~~~ 1 _ cc~~,, ~/ ~ ,~~ EXHIBIT A - Sta er Communit G mnasi~m ~~~~ ~ g Y Y ~~ ~// Facility Use Policy .C',~,.__~~D The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. When the Gym is not used for City or School District activities, it is available for rental by the community. The Facility Use Policy establishes rules, regulations, procedures and fees for use of the Gym, which is limited to sports practices and events typically held in gyms. Classification of Users Group 1. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2. Dublin Sports League Organizations (Organized sports groups with current IRS non-profit status, whose membership is open to the public. The organization's membership must be at least 51% Dublin residents.) Group 3. Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations (Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter to the Parks & Community Services Department that demonstrates the direct community benefit of the facility use. Such letters require approval of the City Manager or their designee.) Group 4. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as games or practices, etc.) aJ Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51 % Dublin residents; current roster must be submitted with application) bJ Non-Resident Group 5. Commercial Uses (Companies, groups or individuals whose practices, clinics, camps and games have an admission fee or include the sales of goods or services, including those contracted by any facility lessees, regardless of classification). aJ Resident (Organization or individual must be located within the Dublin City Limits and have current City of Dublin Business License. If there is no organization facility, person responsible for event must reside or own property within the Dublin City Limits) bJ Non-Resident Priority of User Groups Group 1-Reservations accepted up to nine months in advance of requested dates of use. Group 2 -Reservations accepted up to six months in advance of requested dates of use. Group 3, and Group 4 (Resident) -Reservations accepted four months in advance of requested dates of use. Group 4 (Non-Resident) and Group 5 -Reservations accepted three months in advance of requested dates of use. How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. 1. To reserve the Stager Community Gymnasium, a Facility Use Application and $250 refundable security deposit must be submitted for approval. Approval takes three to five business days; notification of application status will be e-mailed. 2. Applications must be submitted in person at the Dublin Civic Center, 100 Civic Plaza. Applications are accepted between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday, holidays excepted. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin's City Limits. Verification of residence address will be required (valid California driver's license or current utility bill). 4. Groups applying under the Group 2 or 3 classification must have an "Organization Verification Form" on file, or submit one with the following: 1) Bylaws, and 2) Current I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must reside in Dublin). Applications will not be accepted without these items. ..~~~ 5. Applications submitted less than five business days prior to the requested rental date will not be accepted. 6. The City reserves the right to book additional events before or after an applicant's confirmed rental time. Payment Schedule INITIAL: 1. At the time the application is submitted, a $250 refundable security deposit is required. 2. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date. If an application is submitted less than 30 days prior to the rental, then payment of rental fees must be made at the time of application. Payments not received by this deadline may result in cancellation of the rental and forfeiture of the deposit. 3. Security deposits will be returned by mail within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. 4. Payments may be made by check, money order or cash. Make checks or money orders payable to the City of Dublin. Cancellations/Changes/Refunds INITIAL: 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: aJ If the request is received three months or more prior to the rental date the deposit will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. bJ If the request is received between three months and 30 days prior to the rental the applicant will forfeit the deposit unless another user rebooks the date. If the date is rebooked the deposit will be refunded less a $25.00 processing fee. c) If the request is received less than 30 days prior to the rental date the applicant will forfeit the deposit and one-half of the fees paid (or payable). 2. Refunds and credits are not issued for unused hours. 3. Facility Use Permits may not be transferred, assigned or sublet. 4. Any changes in rental hours less than five working days prior to the rental date will be assessed a $25.00 fee .per change. 5. 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. Insurance Requirements All applicants shall provide the City of Dublin with a valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin and the Dublin Unified. School District as "additional insured" in conformance with the hold harmless agreement as outlined in the Facility Use Application and must specify that the applicant's insurance shall be primary to any insurance carried by the City and/or the Dublin Unified School District. The certificate shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is due at the time final payment is made. General Rental Information 1. A responsible adult from the rental must supervise the premises for proper facility use during all rental hours. Groups composed of minors must be supervised at all times by two adults for each twenty minors. 2. SMOKING IS PROHIBITED within the interior of the Gymnasium and outside on the school property. 3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 4. Tables and chairs provided by the City may not be removed from the facility. 5. Storage is not available. 6. The use of decals, glitter, powders, wax, paint, etc. are prohibited in the gymnasium. 7. Only water may be brought into the gymnasium. Food and drink are not allowed. 8. Containers of ice may not be placed in the gymnasium. 9. The consumption, serving and/or selling of alcoholic beverages is not permitted. 10. P.A. Systems, microphones, TV/VCRs, stand-up podiums and extension cords are not available. 11. The scoreboard is only available for use during official league games. 12. Hitting or kicking balls onto the walls or against the building is prohibited. 13. Tickets may not be sold at the door as an admission charge unless approved in advance. 14. Only athletic shoes may be worn on the court. Street shoes are not permitted. 15. The gymnasium has heating but no air conditioning. 16. The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be responsible for setting up the bleachers. The bleachers are only available for league games or special events. Chairs will be provided when requested. 17. All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way that obstructs its use as an exit. 18. The capacity of the gymnasium is 1,428 and is posted in the building. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. 19. School and City property must be protected from damage and undue wear. Users shall be responsible for the condition of the facility and equipment. The Gym Attendant will record the condition of the facility and equipment before and after each rental. The rental applicant shall pay for repairs to property or equipment damaged during a rental. 20. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, or their designee, no later than one month prior to the date of use requested. Decorations and Signs 1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. 2. All decorative materials must be either made of non-combustible substances or treated with State Approved flame-retardant. 3. Confetti or similar materials may not be thrown inside or outside the facility. 4. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the building. Hours of Use The Stager Community Gymnasium is available for rental during the following hours when not scheduled for City or School District sponsored activities: When School is in Session Monday-Friday 3:00 P.M.-10:00 P.M. Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. When School is Not in Session Monday-Saturday 8:00 A.M.-10:00 P.M. Sunday 10:00 A.M.-10:00 P.M. Security Deposit INITIAL: A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refundable provided there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. Rental Fees Group 1: Public Agencies Group 2: Dublin Sports League Organizations Group 3: Dublin Chamber of Commerce, Dublin Charitable and Social Welfare Organizations Resident Fee Only $40.00 per hour Group 4 -Individuals or Other Groups Resident $60.00 per hour Non-Resident $72.00 per hour Group 5 -Commercial Groups Resident $80.00 per hour Non-Resident $96.00 per hour Volleyball Net Rental $20.OOper rental General Notes Regarding Fees 1. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff 2. A minimum of two hours will be required per rental application. 3. Hours of use must include the amount of time needed for the event, including setup and cleanup. The City of Dublin reserves the right to deny the use of the Stager Community Gymnasium to any person or group if such use is deemed to be contrary to the best interest of the City, the facility, and/or Dublin residents. Applicants should thoroughly review the Facility Use Policy to become familiar with all rental fees, policies and procedures.