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HomeMy WebLinkAboutItem 5.1 Mt.DiabloRoseSociety CITY CLERK File # nGïl(i][Q]-[2][Q] · AGENDA STATEMENT CITY COUNCIL MEEnNG DATE: April 19, 2005 SUBJECT: Request from the Mount Diablo Rose Society for Fee Waiver Under the Civic Center Facility Use Policy Prepared by: Melissa Morton, Public Works Director Diane Lowart, Parks and Community Services Director ATTACHMENTS: 1) Correspondence from Delores Moffat, Mt. Diablo Rose Society 2) Civic Center Facility Use Policy RECO~ATIO~V FINANCIAL STATEMENT: · Consider the request made by the Mount Diablo Rose Society and grant the fee waiver for use of the Civic Center for the Annual Rose Show and montlùy meetings in return for caretaking services of the City's rose garden at Emerald Glen Park. Value of Volunteer Hours: Lost Pee Revenue: Difference $4,642 · $3.315 $1,327 · The value of the volunteer hours is based on the cost for the City's maintenance contractor (MCE) to perfOITll these services. DESCRIPTION: In written communication to the City (Attachment 1), the Mount Diablo Rose Society proposes to volunteer time to the City in return for the free use of the Regional Meeting Room for monthly meetings and the Annual Rose Show. Services to be rendered would be the removal of spent blooms from the Emerald Glen Park Rose Garden from May through October and rose pruning demonstrations/instruction in January and February. Revisions to the current Facility Use Policy for the Civic Center, including the user group classifications, were adopted by the City Council in October 2002. Specifically, the Council clarified the criteria related to Dublin Charitable and Social Welfare Organizations to give priority to resident organizations that serve the Dublin community and to reduce the discount given to non-resident groups. New fee schedules were also adopted by the City Council in October 2002, and while the Council supported waiving certain fees for Dublin Charitable and Social Welfare Organizations, the Council concurred that fees should be charged when these groups host a fundraising activity. Although in the past the City Council has granted waivers to the Facility Use Policies for certain facilities, there have been no waivers granted since the · policies were revised in October 2002. ,_~~~_~_________~_~__________~~___r~_~______________~_Y~______r____~_____________~______~~ COPIES TO: Mount Diablo Rose Society ITEM ~O.-5J O:IAGENMISClagst Ro,e Sooiety 041903.DOC \ Db 2- Under the current Facility Use Policy for the Dublin Civic Center, the Mount Diablo Rose Society would be classified as a Group 5 - Individual or Other. Group. Under this classification, the fee for use of the Regional Meeting Room is $78 per hour. Based on 10 montlùy meetings at 3 hours each, and the annual . rose show at 12.5 hours, the cost to the Mount Diablo Rose Society to use the Regional Meeting Room on an annual basis is $3,315. In addition to these fees, a $250 Security Deposit (refundable) and evidence of liability insurance covering bodily injury and property damage at a minimum limit of $1,000,000 per occurrence are also required. The Facility Use Policy does provide for free use of the Dublin Civic Center for organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status; however an organization's membership must be comprised of at least 51% Dublin residents. Although the Mt Diablo Rose Society serves the Dublin conununity, it does not have an actual membership base of 51 % Dublin residents. As a result of two successful Dublin Pride events, the rose garden at Emerald Glen Park is home to 170 roses. Roses require a level of care in order to maximize the flowering and beauty of the plant, which iocludes cane pruning in December/January to remove about one-third the canes. This is the heaviest pruning of the year for the roses. Prom about April through September, the roses should be dead headed about 10 times to maximize the flowering of the plants. The City's Maintenance Superintendent estimates that the cost for the City's maintenance contractor (MCE) to perfoITll this work is about $4,642. Staff estimates that the $3,315 in rental revenue would be offset by the Mount Diablo Rose Society's perfoITllance of the services described above, and would provide a net savings to the City of$1,327. In addition, the Annual Rose Show will provide an opportunity for Dublin residents to see a beautiful springtime display of many rose varieties. By partnering with the Mt. Diablo Rose Society, the City will . help create greater community awareness of roses and their beauty, and foster stewardship in caring for Dublin's own rose garden at Emerald Glen Park. Staff will provide annual review of the services provided to the rose garden and use of the facility, and report to the council for review. Council can then review furtherance of the partnership for future years. Staff recommends that the City Council consider the request made by the Mount Diablo Rose Society and grant the fee waiver for'use of the Civic Center for the Annual Rose Show and montlùy meetings in return for caretaking services of the City's rose garden at Emerald Glen Park. . Page 2 of2 · · · I~r; MOUNT DIABLO ROSE SOCIETY President: Barry Hoffer 1350 Orloff Dr Pleasanton, CA 94566 February 11,2005 Melissa Morton Public Works Director City of Dublin 100 Civic Plaza Dublin, CA 94568 Dear Ms Morton The Mount Diablo Rose Society (MDRS), an affiliate of the American Rose Society (ARS), a 501 c3 non profit educational organization, makes the foJIowing proposal. 1. MDRS will remove spent blooms (deadhead) from the roses in the rose garden in Emerald Glen Park two times a month from May through October. 2. MDRS will conduct rose pruning demonstrations/instructions at Emerald Glen Park rose garden for the citizens of Dublin and the public in January. In turn the City of Dublin will: 1. Provide a meeting place for MORS on the second Wednesday of each month from 6:30 to 9:30 P.M. (Regional Room) 2. Pennit MDRS to present an annual rose show in the Civic Center Lobby and Regional room for the citizens of Dublin and the public. This year the Rose Show is scheduled for May 7, 2005 The MDRS members are from all age groups aod live in the area. Many of them live in Dublin" Thank you for your considemtion ofthÌs proposal. Sincerely, ( W£2/cß¡/7J~ Dolores Moffat, , MDRS Consulting Rosarian and Rose Judge. 11640 Fenwick Place Dublin, CA 94568 925-556-5449, email: doloresmoffat@hotmail.com 4--i~-O$ S! A~h~\t \ ~1J~ Dublin Civic Center Facility Use Policy The Dublin Civic (enter, located at 100 Civic Plaza in Dublin, is the site of the administrative offices for the CitY of Dublin. The Civic Center also contains several a reas that can be reserved by the community including the City Council Chambers, the Regional Meeting Room and the outdoor courtyard. The Dublin Civic Center Facility Use Policy establishes rules, reg ulations, procedures and fees governing the use of the Center. Classification of Users Group 1. C;ryofDub~in 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. Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations itnd Sports Leagues (Organized non-profit groups with current 501 (c)(3) or 501 (c)(4) IRS status, whose membership is open to the public and whose primal)' purpose is to serve the Dublin community. The membership must be at leilst 51 % Dublin residents. An organizationili file must be completed on an annual basis to receive the priority and fees of this classification.) Group 5. Individuals or Other Groups (Groups who do not meet the criteria listed above and/or activities such as weddings, receptions, anniversaries. birthday parties, etc.) a) Resident (Individuals mu>t reside or own property wirhin Dublin Ciry Limits; Groups must h<tve membership made up of at least 51 % Dublin residents) b) Non-Resident Group 6. Commercial Uses (Companies, groups, or individuals whose events have the primal)' purpose of generating a profit such as training seminars, trade shows, auctions, etc.) a) Resident (Company facility must be located within the Dublin City Limits and have current Ci.ty of Dublin Business License. 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 User Groups Group 1 - Reservations accepted up to one calendòr year in advance of the rental date. Group 2, Group 3, and Group 4 - Reservations accepted three months in advance of the rental dòte for use during business hours; four months in advance of rental date for evening and weekend use. Group 5 and 6 - Reservations accepted two months in advance of rental date for use during business hours; three months in advance of rental date far evening and weekend use. How to Make a Reservaüon Please no!!' that the CIty requires the applicant, not another party, IV complete 011 transactions ood provide the insurance required for the renrol. 1, To reserve the Dublin Civic Center, a Facility Use Application and a $250 refundable securiti deposit must be submitted, Approval takes 3"5 working days; notification of application status will be mailed. Applications must be submitted in person at the. Parks and Community Services Department Office, Dublin Civic Center, 100 Civic Plaza. Applications are not accepted via FAX, phone or e-mail. Applications are accepted between the hours of 8:30 A.M. and 4:30 P.M, Monday through Friday. holidays excepted. In order to receive a resident rate, the applicant (i.e. the person responsible for the aCTivity, payment of fees and provision of insurance) must live or own property within the Dublin City limits. Identification confirming residence address will be reauired (valid California drivers license-or current utility bill). Groups who are applying under the Group 4 classification must have a "Group 4 Organization Verification Form" on file, or submit a completed Verification Form and the following with the Facility Use Application: 1) Bylaw$, and 2) Current I.R.s. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). Facility Use Applications will not be accepted without thEse items. Applications submitted less than 30 days prior co rhe requested rental date will not be accepted. The City reserves the right to book additional events before or after an applicònt's confirmed. rentai time. 2. 3. 4. 5. 6. A+~\'W!%'\\' òl Hours of Rental Use 1. The Dublin Civic Center is avaiiable for rental Sunday through Thursday from 8:00 A.M. to 10:00 P.M., and Friday and Saturday from 8:00 A.M. to 12:00 Midnight. e The minimum rental period is two (2) hours. Hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by the caterer, band, florist, coordlnatDr, ete. 4. The Center must be vacated by the time specified on the Facility Use Application. 5. The Dublin Civic Center Is not avaiiable for continuous use. An application and security deposit must be submitted for each rental date. Cancellations, Chanps & RefundJ INITIAL: 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: a) If the request is received three (3) months or more prior to the rental date the deposit will be refunded, less a $25.00 processing fee. Refunds wiil be mailed to the applicant within 30 days of receipt of the written cancellation request. b) If the request is received between three months and thirty days prior to the rental date the applicant will forfeit deposit unless another user rebooks the date. If the date is rebooked the deposit wiil be refunded less a $25.00 processing fee. c) If the request is received less than thirty (30) days prior to the rental date the applicant . wiil forfeit the deposit and one-half of the fees paid (or payabie). 2. Refunds 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 thirty (30) days prior to 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. Payment Schedule ¡INITIAL' 1. At the time the appiication is submitted, a $250 refundable security deposit is required. 2. Final payment of rental fees must be made no later than one month (30 days) prior to· the scheduled rental date. Please cail the Parks and Community Services Department at 925-833-6645 to schedule an appointment. Payments not received by this deadline may result in cancellation of the rental and forleiture of the deposit. 3. Security deposits will be returned by mali within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental 4Þ hours exceeded, excessive cieaning required, or damages to the facility. . Payments may be made by check, money order or cash. - Make checks or money orders payabie to the City of Dublin. Insurance Requirements ¡INITIAL: I All applicants shall provide the City of Dublin with a qf.- valid Certificate of liability written through carrier3 acceptable to the City of Dublin. Such certificate shail provide Bodily Injury and Property Damage Liability protection In the amount of $1,000.000 per occurrence. If alcohol IS to be sold, liquor liability coverage Is also required. The applicant must be specified as the Insured. The Certificate shali name the City of Dublin as an Nllddltiona insured" in conformance with the hold harmless agreement as outlined in the Facility Use Application and must specify thatthe applicant's insurance shall be primary to any Insurance carried by the City. 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. Note: Pleme contact your insurance provider to check jf your homeown.,', policy may be extemied to cover your facility rental. In the event that cuvernge js nat available, the City has special event insurance available for prmhase. Please discuss your imlll'llnce neells with the reservation staff. Alcoholic: Beverøges 1. Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin, CA 94568. 2. If permission Is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control Board, 1 S15 Clay Street, Suite 2208, Oakland, 94612 (510-639-0628). Evidence of approval is due at the time of final payment. 3. Alcohol must be consumed inside the facility or in the courtyard and plaza areas adjacent to the building, It is prohibited to consume alcohol in any other area of the site (City Ordinance Chapter 5.100, Section 150). 4. Alcohol may neither be sold nor served to or by individuais under 21 year> of age at any time. Youth Events 1. Groups composed of minors must be supervised at ali times by two adults for each twenty minors. 2. Alcohol may not be sold or consumed at an event officialiy designated as a "youth event" (i.e. an event at which a majority of the attendees are individuals under twenty-one years of age). Decol"ations and Signs 1. The use of tacks. tape, nails, stapies or putty on any walls is prohibited. Small thumbtacks may be used on the "fabric walls" in the Regional Meéting Room and Council Chambers. 2. All decorative materials must be either made of non-combustible substances ortreated with StaTE' Approved flame-retardant. 3. Candles may only be used after applicant has obtained a permit from the City of Dubiin Fire Prevention Bureau at (925) 833-6606. 4. Rice, birdseed, confetti, and similar materials m¡¡y not be thrown inside or outside the facility. S. Any plants or shrubs brought into the buildin~ must be in waterproof containers. 6. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance). , Eøuiøment Setuø .' 1. All exit doors murt be operable and no part of any stairway, hallway, corridor, or exit may be used in a way that obrtructs its use as an exit. 2. A plan showing the table/seating locations, exit ways and aisles must be submitted and approved at the time offi na I payment. 3. Capacities for each room are listed on the next column. Overcrowding is forbidden and will result in cancellation of event and forfeiture of all fees paid. General Rental Information 1 . A responsible adult from the rental party must supervise the premises for proper facility use during all rental hours. 2. SMOKING 15 PROHIBITED within the interior of the Center and within 15 feet of the facility entrance (per City Ordinance). 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 either before or after the event/meeting. 6. The City of Dublin does not supply ladders for the applicant's use. 7. Applicant is fully responsible for scheduling and paying for hours to meet caterer's needs. Caterer's may not request and/or pay for additional hours. 8. The use of decals, powders, wax, paint, etc. are prohibited on the floor areas of the facility. 9. Food and beverages are prohibited in the Council Chambers. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in the courtyard and plaza areas adjacent to the building. 10. Containers of ice may be placed In the facility, providing that the floor is protected. 11. Exterior fountains are not included in the rental package. Guarantees cannot be made regarding the operation of the fountains during a specific event. 12. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by the City must be Included on the setup diagram. 13. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, ar his designee. no iater than one month prior to the date of use requested. ...._~"'-~,',.~.~- ~~"~_.,"~'-~~~~. I' The CIty of Dublin reserves the right to deny the use of the Dublin Civic Center 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. Appiicants should thoroughly review the Facility Use Policy to become familiar with all I rental fees, policies and procedures. Room Descriptions and CaPaeities L} 6' A I capacities indicated conform to t e City Fire ode Requirements. Applicants will not be permItted to exceed the Fire Code Capacity of any room. Cgllncll Chambers The Council Chambers features theater-style seating A (142 seats) with flip-up desktops and panel seating (11 .. seats) in the front of the room. Amenities in the Council Chambers include two. podiums, a P.A. system and tape recorder, a two built-In presentation screens, Food alld beverages are not permitted in the Council Chamber5. Fire Code Capacity: · Assembly: 153 Regional Meeting Room The Regional Meeting Room Is a 1,250 square foot rectangular room with a kitchenette and windows that look out to the Civic Center grounds and clock towe. The room has a built in presentation screen that drops down from the ceiling. The room is carpeted, Fire Code Capacity: · Assembly: 125 · Dining: 80 (Tabies & chairs with no buffet/danœ space) Courtyard The Courtyard offers a tranquil setting to hold small receptions. Located in the cemer of the Civic Center building, the Courtyard is highlighted by a mosaic tile giobe resting In a fountain. Park benches are situated amid beautiful mature landscaping. The Courtyard is avaiiable for use in conjunction with a room remal at no additional charge. Available EcIuipment Every effort wiil be made to provide the number of tabies and chairs indicated. Applicants are responsible for providing equipment needed in addition to the equipment avaiiablefrom the City. · Rectangular rable5 (3'x6') 12 · Stacking Chairs (wood) 90 · Portable Podium 1 Pletðe Note: Equipment may not be removed from the faciiity for use outside. Delivery and pickup af rental equipment mus! b~ incorporated within the hours scheduled and paId far. StrJroge is unavailable befare ar after an event. Applicants are responsíble for the setup and takedown of any rentaT equipment. . e . Rental Fees 5~ Group 2: Public Agencies Group 3: Dublin Chamber of Commerce Group 4: Dublin CharItable and Sodlll Welfare Organ/zlttions, Homeowner Associations, _ and Sports Leagues W, for Conducting a Meeting of the Organization: Council Chambers No Fee" Regional Meeting Room No Fee' "The Security Deposit is also waived for conductil)g a meeting of the organization at the Civic Center. Use for Purposes of Fundraislng: Council Chambers $44.00 per hour Regional Meeting Room $44.00 per hour A fundraiser Is a rental at which admissian is granted upon payment of a d~5ignated amount, a donation of an amount left to the disuetian of the patron, or 0 rental at which funds ore collected through any type of auction, raffle/door prize oáivity, or other means designated to genertm! monies to offset casts or to benefit 0 community or charitable ogency of Calise. T/dœts may not be sold at the door unless appiicant has r&elved prior approval. Group 5 -Individullls or Other Groups Council Chambers (Resident) $65.00 per hour Council Chambers (Non-Resident) $78.00 per hour Regional Meeting Room (Resident) $65.00 per hour Regional Meeting Room (Non-Res.) $78.00 per hour Group 6- Commercial Groups CounCil Chambers (Resident) $87.00 per hour Council Chambers (Non-Resident) $104.00 per hour Mional Meeting Room (Resident) $87.00 per hour .ional Meeting Room (Non-Res.) $104.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each room reserved. 2. An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff. 3. A 20% reduction in fees will be given when both the Regional Meeting Room and the Council Chambers are utilized simultaneously. 4. Use of the Lobby or Courtyard is Inciuded with use of either the Regional Meeting Room or the Council Chambers for uses scheduled outside of the City's regular business hours (Monday through Friday, 8:00 A.M. to 5:00 P.M.) Security Deposit I INITIAL, A $250.00 Security Deposit is due when the application is submitted. The Security Deposit is refu ndable provided there are no violations of the Facility Use Policy and/or damages to the facility or excessive cleaning. .