HomeMy WebLinkAbout6.3 DubSptsGrndsFaciltyUsePlcy&Fee
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CITY OF DUBLIN
AGENDA STAT~T
CITY COUNCIL MEETING DATE: January II, 1993
SUBJECT
EXHIBITS ATTACHED
RECOMMENDATION :
~. ,tt/
FINANCIAL STATEMENT :
:
Revisions to Dublin Sports Grounds Facility
Use Policy and Fee Schedule
Report by Diane Lowart, Recreation Director
A. ~~urrent Use Policy and Fee Schedule
B.~)?roposed Use Policy and Fee Schedule
c./Resolution Establishing Facility Use
POlicy and Fee Schedule For Use of
DUblin Sports Grounds
D.~esolution Exempting Dublin Little League
From Fee Schedule For Use of Dublin
Sports Grounds For 1993 Season
~. Open Public Hearing.
2. Receive staff Report.
3. Receive Public Testimony.
4. Close Public Hearing.
5. Deliberate.
6. Adopt Resolution.
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 communit~ facilities which
are available for use by the pUblic. These facilitles 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 existing Facility Use Policy and Fee
Schedule for the Dublin Sports Grounds that was adopted by the city
Council in February of 1988. The proposed DUblin Sports Grounds
Facility Use POlicy and Fee Schedule are attached 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
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The sections dealing with "priority of users", "hours of use" and
"general regulations" are specific to the Sports Grounds. The
sections dealing with IIclassificat~ons of users", IIreservation
procedurell, IIcancellations", II payment schedule" and II 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
The classifications have been revised and redefined in order to
standardize the user groups for all city facilities.
Priority of Users
The timeline for submittal of reservations has been updated to reflect
the additional use classifications and has been revised as follows:
Public Agencies
Chamber of Commerce
Community Group - Resident
Community Group - Non-Resident
Private Group - Resident
Private Group - Non-Resident
Commercial Group - Resident
Commercial Group - Non-Resident
Current policv
4 mos. in advance
not applicable
4 mos. in advance
1 mo. in advance
2 mos. in advance
1 mo. in advance
not applicable
not applicable
Proposed POlicy
4 mos. in advance
4 mos. in advance
4 mos. in advance
2 mos. in advance
2 mos. in advance
2 mos. in advance
2 mos. in advance
2 mos. in advance
It should be noted that the timeline shown above
earliest date that an application can be submitted.
does not preclude acceptance of applications at a later
as the application is submitted one week in advance
requested.
refers to the
This timeline
date as long
of the date
The sections dealing with IIreservation procedure", "payment schedulell,
"hours of use" and "general regulations" have also been updated to
reflect current operating practices of the Department.
Fee Schedule
The fee schedule for the Dublin sports Grounds 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 Sports Grounds. Revisions
to the Fee Schedule are based on the information derived from this
review.
Under the existing fee schedule, all use classifications are charged
the same fee for use of the fields: Baseball - $4 per houri Soccer -
$10 per houri and Softball - $5 per hour. However, continuous users
(defined as five or more consecutive days of use, or one day per week
for five or more consecutive weeks) are assessed fees which are
approximately one-half of the aforementioned fees: Baseball - $2.50
per houri Soccer - $5 per houri and Softball - $2.50 per hour.
Under the proposed fee schedule, there would be no distinction between
the hourly fee for a baseball, soccer ,or softball field, and groups
would be charged an hourly use fee based on their classification of
use: Public Agencies, Chamber of Commerce and Community Groups
$5 per houri Private Groups - $10 per houri and Commercial Groups -
$15 per hour. In all classifications, non-resident groups would be
assessed a fee which is twenty percent higher than the resident rate.
Further, an additional $10 per hour fee would be assessed for a
lighted softball field and an additional $20 per hour fee would be
assessed for a lighted soccer field.
It should be noted that Dublin Little League was not in favor of the
proposed fee schedule and requested that consideration be given to not
increasing the fees paid by Dublin Little League. Little League also
indicated a willingness to take on more of the responsibility for
field maintenance in exchange for fees being reduced or eliminated.
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As Dublin Little League has already determined their 1993 budget and
accepted player registration for the 1993 season, it was the
recommendation of the Parks and Recreation commission to not impose
the fee increase on Dublin Little League for the 1993 season. However
the Commission did appoint a subcommittee to meet with Dublin Little
League (and Staff) over the course of the next season to further
discuss the use fees and to discuss the feasibility of Little League
assuming additional field maintenance responsibility.
CONCLUSION:
The Parks and Recreation Commission considered the proposed revisions
to the Facility Use Policy and Fee Schedule for the Dublin Sports
Grounds at two meetings held on October 13, 1992 and December 8,
1992. The Commission was in favor of the proposed revisions and
recommended that the City Council approve the proposed Facility Use
POlicy and Fee Schedule with the exception of the fee increase for
Dublin Little League.
Consequently, Staff has ~repared two resolutions for consideration by
the city Council. Exhiblt C is a resolution Establishing a Facility
Use pOlicy and Fee Schedule For Use of the Dublin Sports Grounds.
Exhibit D is a resolution Exempting Dublin Little League from the Fee
Schedule for Use of the Dublin Sports Grounds for the 1993 Season.
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.
S. Deliberate.
6. Adopt Resolutions.
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.ublin Recreation Departme~
00 Civic Plaza/P.O. Box 2~
Dublin, CA 94568
833-6645
DUBLIN SPORTS GROUNDS USE POLICY
The City of DUblin operates the Dublin Sports Grounds located on
Dublin Boulevard at Civic Plaza. The Dublin Sports Grounds are
available to groups and individuals on a permit basis. Facilities
available include four baseball fields (1-90', 3-60'), eight soccer
fields (one lighted) and two lighted softball fields.
The following classifications shall apply for the purpose of
determining applicable fees and charges as well as priority use:
CLASSIFICATION OF USERS AND PRIORITY USE
I. Activities sponsored by the City of Dublin.
II. Organized youth groups and school districts with whom the City
has a reciprocal Facility Use Agreement.
Organized groups whose members are under 19 years of age, under
adult supervision and are recognized as having youth serving
purposes as their major objectives. Fifty-one percent (51%) of
youth must be residents of Dublin. A roster must be submitted
listing names and addresses of members.
III. Organized non-profit adult groups with 51% of their membership
being Dublin residents. A roster must be submitted listing names
and addresses of members.
IV. Private individuals or community groups (youth or adult) not open
to the public and which are using the sports grounds for private
purposes. In this group are businesses located in the City of
Dublin and private individuals who reside within the City of
Dublin.
V. Non-resident individuals or groups with less that 51% of their
membership residing within the City of Dublin.
Use of the Dublin Sports Grounds shall not be granted:
To persons, groups, associations, clubs or organizations
desiring such use for "private gain", which term is defined
and herein to mean use for the principal purpose of making a
profit not pledged to be devoted to public of welfare uses.
To any individual or group, political or otherwise, that
advocates the overthrow of the government of the united
states of America or the State of California by force,
violence or any other unlawful means.
c) Between December 15 and March 1 without written approval of
the City of Dublin.
a)
b)
d) When determined by the Recreation Director, such use may not
be in the best interest of the city.
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Dublin sports Grounds Use Policy
Page 2
RESERVATION PROCEDURE
1. In order to reserve the Dublin Sports Grounds a permit must be
submitted for classification approval. Use permits must be
picked up in person at the Dublin civic center, 100 civic Plaza,
Dublin. Permits will be accepted by appointment only, between
9:00a.m. and 4:00p.m., Monday through Friday.
2. The following deadline is established for acceptance of permits
to accommodate requests by the priority system. Groups not
meeting the established deadline will be considered on a
first-come-first-served basis, as field availability permits.
Applications submitted less that two working days prior to the
date requested will not be accepted.
a) Classification I may submit schedules up to one year in
advance.
b) Classifications II & III may submit schedules up to four
months from seasons starting date. Groups will be
responsible to submit proposed schedules including dates,
times and requested fields for practice, league play and
tournaments.
c) Classification IV may apply for permits up to two months
from date requested.
d) Classifications V may apply for permits up to one month from
date requested.
3. Applicants must be at least 18 years of age.
4. Any scheduling conflicts within the same classification must be
worked out first between those groups involved before a permit is
approved.
FEE SCHEDULE
Casual Use Without Liohts with Lights
Baseball $ 4.00/hour per field Not applicable
Soccer $10.00/hour per field $30.00/hour per field
Softball $ 5.00/hour per field $15.00/hour per field
continuous Use Without Liqhts With Lights
Baseball $ 2.50/hour per field Not applicable
Soccer $ 5.00/hour per field $25.00/hour per field
softball $ 2.50/hour per field $12.50/hour per field
Continuous Use is defined as five (or more) consecutive days of use,
or one day per week for five (or more) consecutive weeks.
In addition to the hourly fees shown above, there is a $25.00 key
deposit (as applicable) and a $100.00 cleanup/damage deposit.,
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Dublin Sports Grounds Use Policy
page 3
INSURANCE
All continuous users must provide insurance which is due at the time
payment is made. Groups wishing to use fields for tournaments must
also provide insurance.
Applicants shall provide insurance liability information on the city
of Dublin's required form evidencing such coverage. Such certificates
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 Field Use Permit, 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.
PAYMENT
Payment can be made by check, money order or cash. Checks or money
orders must be made payable 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 Field Use permit.
Casual Use - Payment is due upon submittal of the permit.
continuous Use - Payment is due upon approval of the permit.
CANCELLATIONS
credit will be issued if facility is not used DUE TO RAIN only if the
user notifies the office within 48 hours after scheduled use date.
Credit must be used within the season dates and cannot be carried over
to the next season. Credit will be issued if the facility will not be
used on a scheduled date, if notice is given 14 days prior to
scheduled use date. Any schedule changes must be made in writing and
approved by the Recreation Department. Refunds will not be granted.
GENERAL REGULATIONS
1. No practice or play is permitted if the rain indicator light is
on. Groups are responsible for assuring that all their teams
observe this rule.
2. Restricted Flight Softballs only may be used on the softball
fields.
3. Field maintenance (drag, water, lines, etc.) is not included in
the fees.
4. Equipment is not available for use.
5. Alcohol is not permitted at the Dublin Sports Grounds.
6. parking is permitted in painted parking stalls only. Parking is
not permitted on sidewalks of lawn areas.
7. Vehicles are not permitted on playing fields.
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The Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza in
Dublin, is available to groups and individuals on a permit basis.
Facili ties available include four baseball fields (1-90', 3-60'), eight
soccer fields (one lighted), and two lighted softball fields.
The Dublin Sports Grounds Facility Use Policy establishes rules,
regulations, procedures and fees governing the use of the Sports Grounds.
CLASSIFICATIONS OF USERS
Group 1. city of Dublin
Group 2. Public Agencies (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
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 (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,
picnics, etc.)
a) Resident (reside or own property within the Dublin city
limits)
b) Non-resident
Group 5.
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 (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
PRIORITY OF USERS
Group 1 - Reservations accepted up to one calendar year in advance of
requested date(s) of use.
Group 2, Group 3 and Group 4 (Resident) - Reservations accepted four months
in advance of requested date(s) of use.
Group 4 (Non-resident), Group 5 and Group 6 - Reservations accepted two
months in advance of requested date(s) of use.
RESERVATION PROCEDURE
1. In order to reserve the Dublin sports Grounds, a Facility Use
application must be submitted for approval.
2. Applications for continuous use must include complete schedules
including dates, times and fields requested for practice, league play
and tournaments.
3. Applications must be submitted in person at the Recreation Department
Office, 2nd Floor, Dublin Civic Center, 100 Civic Plaza.
Identification confirming residence address will be required for those
applicants Claiming resident status.
4. Applications are accepted between the hours of 8:30a.m. and 4:30p.m.,
Monday through Friday, holidays excepted.
5. Applications for casual use submitted less than one week prior to the
date requested will not be accepted.
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CANCELLATIONS
Field Use Fees are not refundable. In the event that the facility is not
used DUE TO RAIN, credit will be issued if the office is notified within
48 hours after scheduled date of use. Credit will also be issued if the
facility will not be used as scheduled if written notice is received 14
days prior to scheduled date of use. Credit must be used within the season
dates and cannot be carried over to the next season.
occasionall y 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
Casual Use
1. Payment is due upon submittal of the application.
2. 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.
continuous Use/Tournaments
1. At the time the application is submitted, the security deposit is
required (see Fee Schedule).
2.' Final payment is due wi thin two weeks after receipt of invoice and
approved application.
3. Payments not received within the two week deadline may result in
cancellation of the application and forfeiture of the deposit.
4. Securi ty deposits will be returned by mail wi thin 30 days of the
scheduled use 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 Sports Grounds are available for rental from 8:00 a.m. to
10:00 p.m., March 1 through December 15.
2. The minimum reservation accepted will be for one hour.
3. Hours of use must include time needed for field preparation and clean-
up.
4. Refunds are not given for hours not used.
5. Facilities must be vacated by the time specified on the Facility Use
Application.
INSURANCE CERPIFICATE {Continuous Use/TournamentsJ
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 $500,000 per occurrence. The certificate of insurance shall name
the City of Dublin, its officers and employees as the additional insured in
conformance with the hold harmless agreement as outlined in the Facility
Use Application, and must specify that the user groups insurance shall be
primary to any insurance carried by the City. The certificate shall be
properly executed with an original signature of an authorized agent of the
insurance company and is due at the time final payment is made.
GENERAL REGULATIONS
1. Groups composed of minors must be supervised by two (2) adults for
each twenty (20) minors at all times while they are using the
facility.
2. Facility Use Applications cannot be transferred, assigned or sublet.
3. Parking is permitted in painted parking stalls only. Parking is not
permitted on sidewalks, lawn areas or unmarked blacktop areas.
Vehicles parked illegally will be cited.
4. The consumption, serving and/or selling of alcoholic beverages is not
permitted.
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GENERAL REGULATIONS (CONTINUED)
5. No practice or play is permitted if the rain indicator light is on.
Leagues are responsible for assuring that their teams observe ..... this
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rule. ~
6. Softballs must be rated "Restricted Flight". .~
7. Bases, equipment and field preparatron (drag, water, lines, :'eto~ L are
not provided. '
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DUBLIN SPORTS GROUNDS
FEE SCHEDULE
EEQEQ$.Ell
GROUP 2 - PUBLIC AGENCIES
Baseball Field..................................$ 5 per hour
Soccer Field....................................$ 5 per hour
Softball Field..................................$ 5 per hour
GROUP 3 - DUBLIN CHAMBER OF COMMERCE
Baseball Field..................................$ 5 per hour
Soccer Field....................................$ 5 per hour
Softball Field..................................$ 5 per hour
'GROUP 4 - COMMUNITY GROUPS
Baseball Field - Resident.......................$ 5 per hour
Non-Resident...................$ 6 per hour
Soccer Field - Resident.......................$ 5 per hour
Non-Resident...................$ 6 per hour
Softball Field - Resident.......................$ 5 per hour
Non-Resident...................$ 6 per hour
GROUP 5 - PRIVATE GROUPS OR INDIVIDUALS
Baseball Field - Resident.......................$10 per hour
Non-Resident...................$12 per hour
Soccer Field - Resident.......................$lO per hour
Non-Resident...................$12 per hour
Softball Field - Resident.......................$10 per hour
Non-Resident...................$12 per hour
GROUP 6 - COMMERCIAL GROUPS
Baseball Field - Resident.......................$15 per hour
Non-Resident...................$18 per hour
Soccer Field - Resident.......................$15 per hour
Non-Resident...................$18 per hour
Softball Field - Resident.......................$15 per hour
Non-Resident...................$18 per hour
Teams participating in city of Dub~in Adu~t Softba~l Leagues will be
charged $5 per hour to uti~ize softball fields for team practices.
LIGHT FEE
Add $10 per hour for a lighted softball field and $20 per hour for a
lighted soccer field.
SECURITY DEPOSIT
A $100 Security Deposit will be assessed for continuous use and
tournament use. The Security Deposit is due at the time the
application is submitted and is refundable provided that there are no
violations of the Facility Use POlicy and/or excessive cleaning or
damages to the facility.
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RESOLUTION NO.
- 93
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE
FOR USE OF DUBLIN SPORTS GROUNDS
WHEREAS, the city of Dublin assumed
operation of the Dublin Sports Grounds from
,Services District on January I, 1988; and
the responsibility for
the Dublin San Ramon
WHEREAS, effective July 1, 1988
Sports Grounds was transferred from the
District to the city of Dublin; and
WHEREAS, the Dublin Sports Grounds is available for use by the
public during such times that the city is not utilizing the Sports
Grounds for city sponsored activities; and
the title
Dublin San
to the Dublin
Ramon Services
WHEREAS, it is necessary to have established Facility Use
Policies and Fee Schedules for use of city facilities; and
WHEREAS, the Facility Use POlicy and Fee Schedule for the
Dublin Sports Grounds have been updated and revised to reflect
changes proposed by Staff and the Parks and Recreation Commission.
NOW THEREFORE, BE IT RESOLVED THAT THE City council of the city
of Dublin does hereby adopt the Facility Use Policy and Fee Schedule
contained in Exhibit B.
BE IT FURTHER RESOLVED that the provisions enacted in Resolution
No. 31-88 Establishing Policies and Procedures for Use of the Dublin
Sports Grounds and Resolution No. 32-88 Establishing Field Use Fees
for Use of the Dublin Sports Grounds be superseded by this resolution.
PASSED, APPROVED AND ADOPTED this 11th day of January, 1993.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
city Clerk
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RESOLUTION NO.
- 93
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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EXEMPTING DUBLIN LITTLE LEAGUE FROM FEE SCHEDULE
FOR USE OF DUBLIN SPORTS GROUNDS
FOR 1993 SEASON
WHEREAS, the city of Dublin operates the Dublin Sports Grounds,
a community facility utilized by organized sports leagues for the
'purpose of athletic play; and ·
WHEREAS,
Dublin adopted
the policies
Grounds; and
on January II, 1993 the city Council of the city of
a Facility Use policy and Fee Schedule which revised
and procedures and fees for use of the Dublin Sports
WHEREAS ,
Sports Grounds,
and
Dublin Little League, a continuous user of the Dublin
has requested an exemption from the new fee schedule;
WHEREAS, as the 1993 Dublin Little League season is underway, an
increase in fees charged to utilize the Dublin Sports Grounds would be
disruptive and create undue hardship on Dublin Little League; and
WHEREAS, the Parks and Recreation Commission considered the
request for the fee exemption from Dublin Little League and
recommended approval of the request for the 1993 Little League season.
NOW THEREFORE, BE IT RESOLVED THAT THE city council of the City
of Dublin does hereby exempt Dublin Little League from the Fee
Schedule for Use of the Dublin Sports Grounds for the 1993 season.
BE IT FURTHER RESOLVED that Dublin Little League will be
assessed a fee of $2.50 per hour, per field, for use of the baseball
and softball fields at the Dublin sports Grounds for the period of
March 1, 1993 through July 31, 1993.
PASSED, APPROVED AND ADOPTED this 11th day of January, 1993.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
city Clerk