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HomeMy WebLinkAboutItem 6.4 FacilityUsePolicies CITY CLERK File # AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 15, 2002 SUBJECT: PUBLIC HEARING Facility Use Policy Revisions Report by Paul McCreary, Parks and Community Services Manager ATTACHMENTS: 1. Resolution and proposed Dublin Civic Center Use Policy. 2. Resolution and proposed Shannon Community Center Use Policy. 3. Resolution and proposed Dublin Swim Center Use Policy. 4. Resolution and the proposed Stager Community Gymnasium Use Policy. 5. ResOlution and the proposed Sports Field Use Policy (including Dublin Sports Grounds, Emerald Glen and Ted Fairfield Parks). RECOMMENDATION: ~. 1. Open Public Hearing 2. Receive Staff Presentation and Public Comments /- 3. Close Public and Deliberate Hearing 4. Adopt Resolutions (Attachments 1-5) FINANCIAL STATEMENT: None DESCRIPTION: One of the high priority City Council goals for Fiscal Year 2001- 2002 was to "Review City Facility Rental Policies". Staff has completed a comprehensive review of the Facility Use Policies for the Dublin Civic Center, Shannon Community Center, Dublin Swim Center, Stager Community Gymnasium and Dublin Sports Grounds and has proposed changes to each of the policies as discussed in further detail in this Agenda Statement. The proposed Facility Use Policies are Exhibit A to each of Attachments 1 - 5. BACKGROUND: Each of the City's facilities has an official Facility Use Policy that has been adopted by the City Council. The policies establish rules, regulations, procedures and fees governing the use of City facilities and fields. Staff is proposing revisions to the policies and rental fees for the Dublin Civic Center, Shannon Community Center, Dublin Swim Center, Stager Community Gymnasium, and the City's Sports Fields (including Dublin Sports Grounds, Emerald Glen Park and Ted Fairfield Park). With the exception of the policy for the Stager Community Gymnasium, which was adopted in 1998, the policies and fees for these facilities were last updated in 1993. Over the past nine years there have been changes in the demand for facility space, the types of rentals, the size of the community and the facility operating costs. The proposed revisions should help to improve rental procedures, increase access to COPIES TO: ITEM NO. G:\COUNCIL~Agenda Statements'x2002\10-15-02 Facility Use Policies.doc / ~ ~ ~ Dublin residents and organizations, reduce facility damage and establish fees that address the rising operational costs. GENERAL POLICY REVISIONS The general policy revisions are those that affect the Facility Use Policies for all of the City's facilities. Following is a summary of those revisions. 1. Changes to the User Group Classifications Each of the City's Facility Use Policies has the same definitions to classify facility users, which currently are as follows: Group 1 - City of Dublin Group 4 - Community Groups Group 2 - Public Agencies Group 5 - Private Individuals or Groups Group 3 - Chamber of Commerce Group 6 - Commercial Groups TheSe classifications help determine the priority for submitting Facility Use Applications and the amount of the user's rental fees. The purpose of the Community Group (Group 4) classification is to provide priority and a discount on rental fees to non-profit groups that primarily serve the Dublin community. Under the current policy the definition of Community Group allows groups such as trade associations, unions, hObby clubs, employee associations and political organizations to rent the City's facilities for free or at a minimal cost. The designation also allows use by non-resident groups at a significant discount. Staff recommends revising the Group 4 classification to be more specific to give priority to resident organizations that truly serve the Dublin community and reduce the discount given to non-resident groups. Under the proposed policies only groups that are Dublin-based Charitable or Social Welfare Organizations, Homeowner Associations or Sports Leagues will qualify as Group 4 users (a separate classification for Dublin Sports Leagues is proposed for the Sport Fields and Gynmasium policies as noted below). The groups must be an IRS 501c3 or 501c4 tax-exempt organization and at least 51% of the group's members must be Dublin residents. All other groups will now qualify as Group 5 users (Individuals or Other Groups). A summary of the proposed user group classifications for the Dublin Civic Center, Shannon Community Center and Dublin Swim Center are shown below. Table la }osed User Grou Classifications Group 1 - City of Dublin Group 5 - Private Individuals or Other Groups Group 2 - Public Agencies Group 6 - Commercial Groups Group 3 - Chamber of Commerce Group 4 - Dublin Charitable & Social Welfare Organizations, & Homeowners Assoc. The rental data for the past two years was reviewed. Staff found that the following types of groups, which rented during the past two years, would be reclassified as Group 5 users under the new policy: Dance Clubs Hobby Clubs Singles Clubs Trade Associations Employment Unions Non-Resident Church Groups and Charitable Foundations These groups would still have access to City facilities but not be able to book the facility as early as Group 4 users and they would pay higher rental fees. Staff also reviewed the policies of several other cities and found that a significant majority of them provided similar priorities and discounts. 2 ~-ff7 Since the creation of the Use Policies for the Sports Fields and the Stager Community Gymnasium demand for use of the City's sports facilities has increased significantly. Therefore, Staff recommends creating an additional user group classification for Dublin sports leagues to the policies for the Fields and the Stager Community Gymnasium. This new classification will give Dublin-based sports organizations earlier priority for reserving facilities. A summary of the proposed user group classifications for the Sports Fields and the Stager CommUnity Gymnasium is shown below. Group 1 - City of Dublin Group 5 - Dublin Charitable & Social Welfare Group 2- Public Agencies Organizations, & Homeowners Assoc. Group 3 - Dublin Sports Leagues Group 6 - Private Individuals or Other Groups Group 4 - Chamber of Commerce Group 7 - Commercial Groups 2. Increase the Security Deposit Currently the security deposit for the Civic Center is $200 and it is $100 for the City's other facilities. The security deposit is refunded following the rental as long is there is not damage or excessive cleaning and the rental hours are not exceeded. Staff has found that ~in recent years rental parties have decided to not clean the facility as required because $100 was not significant enough to lose. Staff has also found that when damage does occur $100 does not: always cover the extra charges incurred. Therefore Staff recommends increasing the security deposit to $250 for all City facilities. 3. Change Cancellation Policy for Early Cancellations Currently once a deposit is made, if a cancellation is received 30 days or more prior to the rental date the applicant forfeits the deposit unless the date is rebooked. There have been occasions when this policy has been detrimental to some of the local non-profit groups. Therefore Staff proposes that for cancellations received well in advance of the rental date, the applicant receive a refund of the deposit, less a $25.00 processing fee, rather than forfeiting the deposit. Staff has determined the $25.00 fee should recover the cost of the staff time spent preparing the original rental pap6rwork and preparing the refund materials. The deadline for early cancellations varies for each facility and is outlined in each of the attached Facility Use Policies. For example in the Shannon Community Center Use Policy it is proposed that if a cancellation is received six months or more prior to the rental date the deposit will be refunded less the processing fee. Otherwise, the current cancellation penalties will be applied. 4. Establish Fee for Changes to Rental Hours Facility users are required to submit their final rental hours 30-days prior to the rental date. It creates extra work and expense for the City when a facility user changes the hours of a function less than 30-days prior to the event. The changes can affect multiple staff and departments. Therefore, Staff proposes establishing a $25.00 fee for changes to rental hours less than 30-days prior to a rental. The fee would help recover the additional staff costs and may deter users from making multiple changes to rental hours. 5. Increase the Required lnsurance Limits Facility users are required to provide a Certificate of Liability Insurance for the function, naming the City of Dublin as additionally insured. Staff is proposing increasing the required amount of protection from $500,000 per occurrence to $1,000,000 per occurrence. This increase was recommended by the Association of Bay Area Governments (ABAG), which is the organization the City is insured through. Staff reviewed the use policies of several other cities and found that $1,000,000 was the normal amount of protection requested. For those users purchasing special event coverage through the City, this will increase premiums an average of $30.00 per event. 6. Modify the Setup/Takedown Fee for Use During Business Hours Under the current policies for the Civic Center and the Shannon Community Center, Group 2, 3 and 4 users are not charged hourly rental fees for use during business hours. However the City does charge these groups a setup/takedown fee to help recover the staff costs generated by the use. In the current policy, this fee is $40.00 per rental. Staff has found that this fee sometimes is not appropriate for size of the rental. For example the costs are different to setup and takedown the equipment for a board meeting in a small meeting room versus a banquet in a large room. Therefore Staff proposes changing the setup/takedown fee to be $12.00 per hour per attendant. The fee is based on the average rate of pay for the current building attendant staff (including payroll taxes/expenses). This modification will ensure that groups pay a fee that is reflective of the setup and takedown requirements. In addition to the general policy revisions above, Staff proposes the. following revisions to the individual use policies as discussed below. SHANNON COMMUNITY CENTER Rooms available for rental at the Shannon Community Center include the Social Hall, West Room, East Room, A/B Room and the Kitchen. The Gazebo can be reserved in conjunction with a room rental at no additional charge. Detailed information about the facility is contained in the proposed Shannon community Center Use Policy (Attachment 2, Exhibit A). Private users and community groups primarily use the Shannon Community Center for weddings, anniversaries, and fundraisers. 1. Modifications to Priority of Continuous User Groups The Use Policy for the Shannon Community Center provides special application periods for groups wishing to reserve the facility for ongoing uses such as church groups. Continuous use is not available for Commercial ~users. Currently applications for continuous use are only accepted on a quarterly basis, up to one month prior to the start of each quarter. This allows for enough time to book City programs and events before making the facility available for continuous use. Currently there is no priority for continuous users that are resident groups. Therefore, Staff proposes accepting applications for resident continuous users two weeks earlier than non-resident groups. The proposed timeline would still provide enough time for Staff to book City uses before accepting applications for continuous use. DUBLIN SWIM CENTER During those times when the Swim Center is not used for City sponsored programs, it is available for rental by the public. The renovated facility includes a lap area, diving board, shallow wading area and tot pool, 100-foot long waterslide, group picn!c area, showers and changing areas. Local schools and private individuals primarily rent the Swim Center for parties. 1. Require an ~ldditional Lifeguard for Youth Events Staff proposes requiring additional Lifeguards to improve safety at youth events. When a group is primarily composed of children there is a greater likelihood that the Lifeguards will have to assist a swimmer in distress. This is because not all children have had swimming lessons and sometimes do not have the independent judgment to decide which areas of the pool are safe for them. Therefore for youth events Staff proposes increasing the minimum number of lifeguards from two to three. Under the proposed fee structure this would cost groups an extra $12.00 per hour. 2. Require Two Lifeguards for Use of the YFaterslide Since the last update to the Swim Center Use Policy the City installed a new waterslide. Two lifeguards are required to operate the waterslide safely (one at the top to dispatch riders; one at the bottom to keep the splash-down area clear). Therefore for applicants who want use of the waterslide Staff proposes requiring two additional Lifeguards, which would cost an additional $24.00 per hour. 4~ STAGER COMMUNITY GYMNASIUM POLICY REVISIONS The Stager Community Gymnasium was built on the Valley High School campus through a partnership between the City and School District.' The Gym is operated and maintained through a joint use agreement with the School District. The School District has exclusive use of the gym during school hours. The City coordinates programs and use by the community during non-school hours. The gym is primarily rented by sports organizations for practices, league play and tournaments. 1. Changes to the Priority of User Groups for the Gymnasium Currently reservations for the gymnasium are taken for the entire school year beginning in August. This can be a disadvantage for Dublin sports leagues (i.e. CYO Basketball and Volleyball) since the groups either do not have spring schedules available that far in advance or August 1 is too close to the start of season and delays league scheduling. Therefore, Staff recommends adopting a reservation schedule that allows bookings a certain number months in advance depending on the user group classification, similar to the schedules for other City facilities. The new schedule would allow Dublin sports leagues to book the facility up to six months in advance of the scheduled use. This would also give Dublin sports leagues two months of priority over other groups to reserve the gym. SPORTS FIELDS The City has sports fields available for use by the Community at the Dublin Sports Grounds, Emerald Glen Park and Ted Fairfield Park. Fields are available for softball, baseball and soccer. One soccer field and two softball fields are lighted at the Dublin Sports Grounds. The proposed Sports Field Use Policy is based on the Dublin Sports Grounds Policy, which was last updated in 1993. Since then the City has built two new parks With sports fields available for rental by the community. Rather than develop new use policies for each park, Staff proposes developing one policy that applies to all sports fields within the City. The City's sports fields are primarily used for City programming and league play and practices sponsored by Dublin sports leagues (i.e. Dublin Little League and Dublin United Soccer League). The fields are occasionally rented by individuals for practice or by organizations for tournaments. 1. Changes to the Priority of User Groups for Sports Fields When the Sports Grounds Use Policy was adopted the Dublin Sports Leagues had distinct seasons that tended not to overlap. Since 1993 the seasons for the local sports organizations have changed and now overlap. In order to minimize conflicts between user groups as demand for field space grows, it is proposed to give priority to Dublin Little League and Dublin United Soccer for certain fields during the time that has traditionally been each league's normal season. Therefore it is proposed for uses from March 1-July 15, Dublin Little League will have priority for use of the fields at Dublin Sports Grounds and Emerald Glen Park; Dublin United Soccer will have priority at Ted Fairfield Park. For use from July 16-December 15, Dublin United Soccer League will have priority for use of the fields at Dublin Sports Grounds and Emerald Glen Park; Dublin Little League will have priority at Ted Fairfield Park. In addition Dublin Sports Leagues will now be able to book fields two months earlier than other user groups. CALCULATION OF RENTAL FEES Historically, when establishing rental fees for a facility, Staff has completed a fee survey of other cities with similar facilities. This information and the facility operating costs are analyzed to determine the base rate, which is charged to users classified as "Private Individuals or Other Groups". The base rate is then used to calculate the rates for other user group classifications. Additionally, non-residents in each user group classification are charged 20% more than residents (exception Stager Community Gymnasium where non-residents are currently charged 15% more than residents). The proposed fees were calculated using the same formulas, except where noted in this report. Dublin Civic Center Rental Fees Besides the aforementioned general policy revisions, the only other revisions to the Civic Center policy are increases in the rental rates. Staff is proposing increasing the rental rates an average of 9% at the Civic Center. As is the current policy, Group 2, 3 and 4 users will not be charged hourly rental fees for use during business hours, but instead a setup/takedown fee of $12.00 per hour per attendant. This will ensure that groups pay a fee that is reflective of the setup and takedown requirements. Staff surveyed other local cities and found the proposed fee increases to be inline with the market average. Following is a summary of the fee increases for the Dublin Civic Center. Table 2 - Pro )osed Fee Increases for the Dublin Civic Center Group 2, 3 and4 . Use During Business Hours Council Chambers or Regional Meeting Room $0.00 $0.00 Setup/Takedown Fee $40.00 $12.00/hour per attendant Use After Business Hours (67% less than Group 5 rates) Council Chambers or Regional Meeting Room $20.00 $22.00 Use for Purpose of Fundraising (33% less than Group 5 rates) Council Chambers or Regional Meeting Room $40.00 $44.00 Group 5 Council Chambers or Regional Meeting Room (Resident) $60.00 $65.00 : Council Chambers or Regional Meeting Room (Non-Res) $72.00 $78.00 Group 6 (33% more than Group 5 rates) Council ChamberS or Regional Meeting Room (Resident) $80.00 $87.00 Council Chambers or Regional Meeting Room (Non-Res) $96.00 $104.00 Shannon Community Center Rental Fees Staff is proposing increasing the rental rates an average of 20% at the Shannon Community Center. This increase is larger than the Civic Center because the City recently installed air conditioning throughout the facility, which has increased the rental overhead costs. After completing a rental fee survey of similar facilities in the area, Staff found that the proposed fee increases are still within the market average. A table summarizing the proposed fee increases for the Shannon Community Center is shown below. Table 3 Fee Increases for the Shannon Center Group 2, 3 and 4 Use Durin0 Business Hours Any Room $0.00 $0.00 Setup/Takedown Fee $40.00 $12.00/hour per attendant Use After Business Hours (67% less than Group 5 rates) Social Hall $10.00 $30.00 West Room $10.00 $16.00 Other Rooms $10.00 $12.00 Kitchen-Per Day $10.00 $10.00 Use for Purpose of Fundraising (33% less than Group 5 rates) Social Hall $50.00 $68.00 West Room $27.00 $36.00 Other Rooms $20.00 $27.00 Kitchen-Per Day $10.00 $15.00 Group 5 Social Hall (Resident) $75.00 $90.00 Social Hall (Non-Resident) $90.00 $108.00 West Room (Resident) $40.00 $48.00 West Room (Non-Resident) $48.00 $56.00 Other Rooms (Resident) $30.00 $36.00 Other Rooms (Non-Resident) $36.00 $43.00 Kitchen-Per Day (Resident) $10.00 $18.00 Kitchen-Per Day (Non-Resident) $'12.00 $22.00 6(q Group 6 (33% more than Group 5 rates) Social Hall (Resident) $100.00 $120.00 Social Hall (Non-Resident) $'120.00 $144.00 West Room (Resident) $53.00 $64.00 West Room (Non-Resident) $64.00 $77.00 Other Rooms (Resident) $40.00 $48.00 Other Rooms (Non-Resident) $48.00 $58.00 Kitchen-Per Day (Resident) $20.00 $24.00 Kitchen-Per Day (Non-Resident) $24.00 $29.00 Currently Groups 2, 3 and 4 pay $10.00 per hour for any room used outside of business hours. Staff proposes changing the fee for use outside of business hours to be the same as the Civic Center, or 67% less than the Group 5 rate. This will create different rental rates for each room in the Shannon Community Center. Since the rooms are different sizes the overhead and setup/takedown costs are different for each room. Modifying the after business hours rates will help the City to recover the true costs incurred by these types of rentals. Dublin Swim Center Rental Fees The proposed fee increases average 68% for pool use fees. Staff conducted a survey of rental fees charged by other cities and found the proposed rental rates are comparable to the market average. The significant increase in the pool use fee is attributable to the rising costs of operating the Swim Center, which have increased 67% since the last fee increase. It is proposed that the Lifeguard rate increase from $10.00 per hour to $12.00 per hour per Lifeguard, which represents a 20% increase. Staff has calculated the average pay rate of the Swim Center staff, which is $11.30 per hour (including Workers Compensation, Medicare and OASDI costs). Staff anticipates the average will increase 3-5% next season, which is why the proposed Lifeguard rate is more than the current average. Table five on the following page shows the proposed fee increases for the Dublin Swim Center. Table 4 )osed Fee Increases for the Dublin Swim Center Group 2, 3 and 4 (33% less than Group 5 rates) Pool Use Fee $20.00 $34.00 Lifeguard Fee (Per Lifeguard) $10.00 $12.00 Group 5 Pool Use Fee (Resident) $30.00 $50.00 Pool Use Fee (Non-Resident) $36.00 $60.00 Lifeguard Fee (Per Lifeguard) $10.00 $12.00 Group 6 (33% more than Group 5 rates) Pool Use Fee (Resident) $40.00 $67.00 Pool Use Fee (Non-Resident) $48.00 $80.00 Lifeguard Fee (Per Lifeguard) $10.00 $12.00 Stager Community Gymnasium Rental Fees Since first adopting the Stager Community Gymnasium Use Policy in December 1998 the operational costs of the facility have increased each year. Therefore, fee increases are proposed to help offset the additional cost of operating the facility. The fee increases average 38% for the Stager Community Gymnasium. This amount is somewhat inflated because under the existing use policy non-resident rates for the gym are only 15% higher than the resident rates, as compared with 20% for the City's other facilities. To be consistent with the use policies for the City's other facilities, Staff recommends that the proposed non-resident rates for the Stager Community Gymnasium be increased to 20% over the resident rates. The following table is a summary of the proposed hourly rental fees: Table 5 Pro Dosed Fee Increases for the ~mnas~um Group 2, 3, 4 and 5 (33% less than Group 6 rates) Hourly Rental Fee $22.00 $30.00 ' Group 6 Hourly Rental Fee (Resident) $33.00 $45.00 Hourly Rental Fee (Non-Resident) $48.00 $54.00 Group 7 (33% more than Group 6 rates) Hourly Rental Fee (Resident) $44.00 $60.00 Hourly Rental Fee (Non-Resident) $51.00 $72.00 Sports Field Rental Fees The rental rates for the Sports Fields were last adjusted in 1993. Since then there has been an increase in field maintenance and utility costs. The proposed rental fee for the sports fields range from $2.50 to $11.00 per hour, averaging 47% higher than the current rates. After completing a rental fee survey of other agencies in the area, Staff found that the proposed fee increases are still within the market average. Following is a summary of the fee increases for the Sports Fields. Table 6 ~sed Fee Increases for the S }orts Fields Group 2, 3, 4 and 5 (50% ess than Group 6 rates) Field Rental Fee $5.00 $7.50 Soccer Field Lighting Fee $20.00 $26.00 Softball Field Lighting Fee $10.00 $13.00 Group 6 Field Rental Fee (Resident) $10.00 $15.00 Field Rental Fee ,(Non-Resident) $12.00 $18.00 Soccer Field Lighting Fee (Resident) $20.00 $26.00 Soccer Field Lighting Fee (Non-Resident) $20.00 $31.00 Softball Field Lighting Fee (Resident) $10.00 $13.00 Softball Field Lighting Fee (Non-Resident) $10.00 $16.00 Group 7 (50% more than Group 6 rates) Field Rental Fee (Resident) $15.00 $23.00 Field Rental Fee (Non-Resident) $18.00 $28.00 Soccer Field Lighting Fee (Resident) $20.00 $26.00 Soccer Field Lighting Fee (Non-Resident) $20.00 $31.00 Softball Field Lighting Fee (Resident) $10.00 $13.00 Softball Field Lighting Fee (Non-Resident) $10.00 $16.00 SUMMARY: Staff is confident the proposed policy revisions and fee increases will help the City to accomplish the objectives identified for this project including: 1. Improving rental procedures 2. Increasing access to Dublin residents and organizations 3. Reducing faCility damage 4. Establishing fees that address the rising operational costs. The Parks and Community Services Commission reviewed the proposed policies and fees at meetings in August and September 2002. The Commission unanimously recommended approval of the policies to the City Council in September. However, the Commission recommended the fee increases for the Stager Community Gynmasium and the Sports Fields not take effect until Fiscal Year 2003-2004 so that Dublin Sports Leagues will have ample time to address the fee increases. The resolutions for those facilities are written so the fees will not take effect until July 1, 2003. All of the other rental fees will take effect on November 1, 2002. Any rental applications received prior to November 1, 2002, will be charged the existing rental fees. 8¥, Continuous and regular users of the City's fields and ~a~ilities were mailed copies of the proposed policies and the dates of the Public Hearings scheduled with the Commission and City Council. However, it should be noted that no public comments were received during the two Commission meetings. RECOMMENDATION: Staff recommends the City Council conduct the Public Heating and adopts the Resolutions establishing Facility Use Policies and Fee Schedules for the Dublin Civic Center, Shannon Community Center, Dublin Swim Center, Stager Community Gymnasium and Sports Fields (Attachments 1-5). RESOLUTION NO. - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE DUBLIN CIVIC CENTER WHEREAS, the Dublin Civic Center was occupied by the City of Dublin in October, 1989; and WHEREAS, the Center was designed to serve as the site for the Administrative Offices for the City of Dublin; and WHEREAS, the Center is enhanced by several areas which can be used for a variety of community events; and WHEREAS, the Center is available for use by the public during such time'S 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 Use Policy and Fee Schedule for the Dublin Civic Center have been updated and revised to reflect changes proposed 'by Staff and the Parks and Community Services 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 A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 8-93 Establishing Policies, Procedures and Rental Rates for the use of the Dublin Civic Center be superseded by this resolution effective November 1, 2002. PASSED, APPROVED AND ADOPTED this 15th day of October, 2002. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: // City Clerk /~>1/'9'/~> ATTACHMENT I ATTACHMENT 1, EXHIBIT A DUBLIN CIVIC CENTER DRAFT FACILITY USE POLICY The Dublin Civic Center, located at 100 Civic Plaza in PRIORITY OF USER GROUPS Dublin, is the site of the administrative offices for the City of Dublin. The Civic Center also contains several Group I - Reservations accepted up to One calendar areas that can be reserved by the community yearin advance of the rental date. including the City Council Chambers, the Regional Meeting Room and the outdoor courtyard. The Dublin Group 2, Group 3, and Group 4 - Reservations Civic Center Facility Use Policy establishes rules, accepted three months in advance of the rental date regulations, procedures and fees governing the use of for use during business hours; four months in advance the Center. of rental date for evening and weekend use. CLASSIFICATION OF USERS Group 5 and 6- Reservations accepted two months in advance of rental date for use during business hours; Group 1. City of Dublin three months in advance of rental date for evening and weekend use. Group 2. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin- San Ramon Services District, Dublin Unified HOW TO MAKE A RESERVATION School District, etc.) Please note that the ¢ily requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. Group 3. Dublin Chamber of Commerce 1. To reserve the Dublin Civic Center, a Facility Use Group4. Dublin-based Charitable and Social Application and a $250 refundable security Welfare Organizations, Homeowner deposit must be submitted. Approval takes 3-5 Associations and Sports Leagues working days; notification of application status (Organized non-profit groups with current will be mailed. 501(c)(3) or 501(c)(4) IRS status, whose 2. Applications must be submitted in person atthe membership is open to the public and Parks and Community Services Department whose primary purpose is to serve the Office, Dublin Civic Center, 100 Civic Plaza. Dublin community. The membership must Applications are not accepted via FAX, phone or be at least 51% Dublin residents. An e-mail. Applications are accepted between the organizational file must be completed on an hours of 8:30 A.M. and 4:30 P.M, Monday through annual basis to receive the priority and fees Friday, holidays excepted. of this classification.) 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, Group 5. Individuals or Other Groups (Groups who payment of fees and provision of insurance) must do not meet the criteria listed above and/or live or own property within the Dublin City Limits. activities such as weddings, receptions, Identification confirming residence address will anniversaries, birthday parties, etc.) be required (valid California drivers license or a) Resident (Individuals must reside or own current utility bill). property within Dublin City Limits; Groups 4. Groups who are applying under the Group 4 must have membership made up of at least classification must have a "Group 4 Organization 51% Dublin residents) Verification Form" on file, or submit a completed b) Non-Resident Verification Form and the following with the Facility Use Application: 1) Bylaws, and 2) Current Group6. Commercial Uses (Companies, groups, or I.R.S. Tax Exemption Letter. Groups claiming individuals whose events have the primary Dublin residency must provide a current purpose of generating a profit such as membership roster ($1% of membership must training seminars, trade shows, auctions, etc.) own property or reside in Dublin). Facility Use a) Resident (Company facility must be located Applications will not be accepted without these within the Dublin City Limits and have current items. City of Dublin Business License. If there is no 5. Applications submitted less than 30 days prior to company facility, person responsible for the requested rental date will not be accepted. event must reside or own property within the 6. The City reserves the right to book additional Dublin CityLimits) events before or after an applicant's confirmed b) Non-Resident rental time. HOURS OF RENTAL USE INSURANCE REQUIREMENTS ~ ~J~*~ 1. The Dublin Civic Center is available for rental All applicants shall provide the City of Dublin with a Sunday through Thursday from 8:00 A.M. to 10:00 valid Certificate of Liability written through carriers P.M., and Friday and Saturday from 8:00 A.M. to acceptable to the City of Dublin. Such certificate shall 12:00 Midnight. provide Bodily Injury and Property Damage Liability 2. The minimum rental period is two (2) hours, protection in the amount, of $1,000,000 per 3. Hours of use must include the amount of time occurrence. If alcohol is to be sold, liquor liability needed for the function, setup and cleanup, coverage is also required. The applicant must be including any time needed by the caterer, band, specified as the insured. The Certificate shall name the florist, coordinator, etc. City of Dublin as an "additional insured" in 4. The Center must be vacated by the time specified conformance with the hold harmless agreement as on the Facility Use Application. outlined in the Facility Use Application and must 5. The ' Dublin Civic Center is not available for specify that the applicant's insurance shall be primary continuous use. An application and security to any insurance carried by the City. The certificate deposit must be submitted for each rental date. shall be properly executed with the original signature of the authorizing insurance agent. The Certificate is CANCELLATIONS~ CHANGES AND REFUNDS due at the time final payment is made. 1. Cancellation requests must be made in writing by Note: Please contnct your insurance provider to check if your homeowner's the applicant. Refunds will be handled as follows: policy may be extended to cover your facility rental. In the event that a) If the request is received three (3) months or coverage is not avn#able, the ¢ity has special event insurance available for more prior to the rental date the deposit will purchase. Please discuss your insurance needs with the reservation staff. be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant ALCOHOLIC BEVERAGES within 30 days of receipt of the written 1. Requests to sell alcohol must be submitted in cancellation request, writing to Dublin Polices Services, 100 Civic Plaza, b) If the request is received between three Dublin, CA94568. months and thirty days prior to the rental 2. If permission is granted, applicants must obtain date the applicant will forfeit deposit unless the appropriate permit from the Alcoholic another user rebooks the date. If the date is Beverage Control Board, 1515 Clay Street, Suite rebooked the deposit will be refunded less a 2208, Oakland, 94612 (510-639-0628). Evidence $25.00 processing fee. of approval is due at the time of final payment. c) If the request is received less than thirty (30) 3. Alcohol must be consumed inside the facility or in days prior to the rental date the applicant the courtyard and plaza areas adjacent to the will forfeit the deposit and one-half of the building, it is prohibited to consume alcohol in fees paid (or payable), any other area of the site (City Ordinance Chapter 2. Refunds are not issued for unused hours. 5.100, Section 150). 3. Facility Use Permits may not be transferred, 4. Alcohol may neither be sold nor served to or by assigned or sublet, individuals under 21 years of age at any time. 4. Any changes in rental hours less than thirty (30) days prior to rental date will be assessed a $25.00 fee per change. YOUTH EVENTS 5. Occasionally it may be necessary to reschedule, 1. Groups composed of minors must be supervised relocate or cancel a request previously approved, at all times by two adults for each twenty minors. In this event, the group or individual will be given 2. Alcohol may not be sOld or consumed at an event as much advance notice as possible, officially designated asa "youth event" (i.e. an event at which a majority of the attendees are PAYMENT SCHEDULE individuals under twenty-one years of age). 1. At the time the application is submitted, a $250 refundable security deposit is required. DECORATIONS AND SIGNS 2. Final payment of rental fees must be made no 1. The use of tacks, tape, nails, staples or putty on later than one month (30 days) prior to the any walls is prohibited. Small thumbtacks may be scheduled rental date. Please call the Parks and used on the "fabric walls" in the Regional Meeting Community Services Department at 925-833-6645 Room and Council Chambers. to schedule an appointment. Payments not 2. All decorative materials must be either made of received by this deadline may result in non-combustible substances or treated with State cancellation of the rental and forfeiture of the Approved flame-retardant. deposit, 3. Candles may only be used after applicant has 3. Security deposits will be returned by mail within obtained a permit from the Fire Prevention 30 days of the function date providing there are Bureau, City of Dublin, 100 Civic Plaza, Dublin, CA. no violations of the Facility Use Policy, the rental (925) 833-6606. hours exceeded, excessive cleaning required, or 4. Rice, birdseed, confetti, and similar materials may damages to the facility, not be thrown inside or outside the facility. 4. Payments may be made by check, money order or 5. Any plants or shrubs brought into the building cash. Make checks or money orders payable to must be in waterproof containers. the City of Dublin. 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). EQUIPMENT SETUP ROOM DESCRIPTIONS AND CAPACITIES 1. All exit doors must be operable and no part of any All capacities indicated conform to the City Fire Code stairway, hallway, corridor, or exit may be used in Requirements. Applicants will not be permitted to a way that obstructs its use as an exit. exceed the Fire Code Capacity of any room. 2. A plan showing the table/seating locations, exit ways and aisles must be submitted and approved Council Chambers at thetimeoffinal payment. The Council Chambers features theater-style seating 3. Capacities for each room are listed on the next (142 seats) with flip-up desktops and panel seating (11 column. Overcrowding is forbidden and will seats) in the front of the room. Amenities in the result in cancellation of event and forfeiture of Council Chambers include two podiums, a P.A. system all fees paid. and tape recorder, a two built-in presentation screens. Food and beverages are not permitted in the G EN ERAL RENTAL I N FORMATION Council Chambers. Fire Code Capacity: 1. A responsible adult from the rental party must · Assembly: 153 supervise the premises for proper facility use during all rental hours. Regional Meeting Room 2. SMOKING IS PROHIBITED within the interior of the The Regional Meeting Room is a 1,250 square foot Center and within 25 feet of any entrance (per rectangular room with a kitchenette and windows that City Resolution). look out to the Civic Center grounds and clock tower. 3. Parking is permitted in painted parking stalls only. The room has a built in presentation screen that drops Vehicles parked illegally will be cited, down from the ceiling. The room is carpeted. 4. Tables and chairs provided by the City may not be Fire Code Capacity: removed from the facility. · Assembly: 125 5. Storage is not available either before or after the · Dining: 80 (Tables & chairswith no buffet/dance event/meeting, space) 6. The City of Dublin does not supply ladders for the applicant's use. Courtyard 7. Applicant is ful y responsible for scheduling and The Courtyard offers a tranquil setting to hold small paying for hours to meet caterer's needs, receptions. Located in the center of the Civic Center Caterer's may not request and/or pay for building, the Courtyard is highlighted by a mosaic tile additional hours, globe resting in a fountain. Park benches are situated 8. The use of decals, powders, wax, paint, etc. are amid beautiful mature landscaping. The Courtyard is prohibited on the floor areas of the facility, available for use in conjunction with a room rental at 9. Food and beverages are prohibited in the Council no additional charge. Chambers. Beer kegs are not permitted on carpeted areas. Kegs may also be setup outside in AVAILABLE EQUIPMENT the courtyard and plaza areas adjacent to the Every effort will be made to provide the number of building, tables and chairs indicated. Applicants are responsible 10. Containers of ice may be placed in the facility, for providing equipment needed in addition to the providing that the floor is protected, equipment available from the City. 11. Exterior fountains are not included in the rental · Rectangular Tables (3'x6') 12 package. Guarantees cannot be made regarding · Stacking Chairs (wood) 90 the operation of the fountains during a specific ° Portable Podium 1 event. Please Note: Equipment may. not be removed from the fadlity for 12. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by use outside. Delivery and pickup of rental equipment must be the City must be included on the setup diagram, incorporated within the hours scheduled and paid for. Storage is 13. Requests for exception to the Facility Use Policy unavailable before or after an event. Applicants are responsible for must be submitted in writing to the City Manager, thesetup andtakedown of any rental equipment. or his designee, no later than one month prior to the date of use requested. 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. Applicants should thoroughly revieW the Facility Use Policy to become familiar with all rental fees, policies and procedures. RENTAL FEES SECURITY DEPOSIT A $250.00 Security Deposit is due when the Group2: Public Agencies application is submitted. The Security Deposit is Group3: Dublin Chamber of Commerce refundable provided there are no violations of the Group4: Dublin Charitable andSocial Welfare Facility Use Policy and/or damages to the facility or Organizations, Homeowner Associations, excessive cleaning. and Sports Leagues Use during regular business hours: Any Room No Fee Setup/Takedown $12.00 per hour per Attendant Use outside of regular business hours: Council Chambers $22.00 per hour Regional Meeting Room $22.00 per hour Use for Purposes of Fundraising: Council Chambers $44.00 per hour Regional Meeting Room $44.00 per hour A fundraiser is a rentalatwhich admission is granted upon payment of a designated amount, a donation of an amount left to the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at the door unless applicant has received prior approval. Group 5 - Individuals 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 Regional Meeting Room (Resident) $87.00 per hour Regional 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 $0% 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 included 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.) 5. The Setup and Takedown fee is based on the extent of the equipment setup and will be calculated at the time final payment is made. RESOLUTION NO. - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE SHANNON COMMUNITY CENTER WHEREAS, the City of Dublin assumed the responsibility for operation of the Shannon Community Center from the Dublin San Ramon Services District on July 1, 1984; and WHEREAS, effective July 1, 1988, the title to the Shannon Community Center was transferred from the Dublin San Ramon Services District to the City of Dublin; 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 Use Policy and Fee Schedule for the Shannon Community Center have been updated and revised to reflect changes proposed by Staff and the Parks and Community Services 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 A. ~ BE IT FURTHER RESOLVED that the provisions enacted in Resolution 12-93 Establishing Policies, Procedures and Rental Rates for the use of the Shannon Community Center be superseded by this resolution effective November 1, 2002. PASSED, APPROVED AND ADOPTED this 15th day of October, 2002. AYE S: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 2 ATTACHMENT 2, EXHIBIT A SHANNON COMMUNITY CENTER DRAFT FACILITY USE poLIcy PRIORITY OF USER GROUPS The Shannon Community Center is located at 11600 Shannon Avenue (at San Ramon Road) in Dublin. The Group I - Reservations accepted up to one calendar Parks and Community Services Department utilizes the year in advance of requested dates of use. Community Center for City sponsored classes and programs. The facility is also available for rental by the Group 2, Group $, Group 4 and Group 5 (Resident)- community. Available rental facilities include a large Reservations accepted three months in advance of social hall, three smaller meeting rooms, a kitchen and requested date for weekday use; one year in advance a gazebo. The Shannon Community Center Facility Use of requested date for weekend use. Policy establishes rules, regulations, procedures and fees governing the use of the Center. Group 5 (Non-Resident) - Reservations accepted three months in advance of requested date for CLASSIFICATION OF USERS weekday use; nine months in advance of requested date for weekend use. Group 1. City of Dublin Group 6 - Reservations accepted three months in Group 2. Public Agencies (Agencies serving the City advance of requested date for weekday use; six of Dublin including Alameda County, Dublin- months in advance of date for weekend use. San Ramon Services District, Dublin Unified School District, etc.) PRIORITY OF USERS FOR CONTINUOUS USE Group 3. Dublin Chamber of Commerce Group I - Reservations accepted up to one calendar Group 4. Dublin-based Charitable and Social year in advance of requested dates of use. Welfare Organizations, Homeowner Associations and Sports Leagues GrOup 2, Group 3, and Group 4 - Reservations are (Organized non-profit groups with current accepted on a quarterly basis as follows: 501(c)(3) or $01(c)(4) IRS status, whose · Summer (Jun-Aug) - Accepted starting Apri115. membership is open to the public and · Fall (Sep-Dec) - Accepted starting July l$. whose primary purpose is to serve the · Winter (Jan-Mar) - Accepted starting November15. Dublin community. The organization's · Spring (Apr-May)-Accepted starting February 15. membership must be at least 51% Dublin residents. An organizational file must be Group 5 - Reservations are accepted on a quarterly completed on an annual basis to receive the basis as follows: priority and fees of this classification.) · Summer (Jun-Aug) - Accepted starting May 1. · Fall (Sep-Dec) - Accepted starting August 1. Group 5. Individuals or Other Groups (Groups who · Winter (Jan-Mar)-Accepted starting December 1. do not meet the criteria listed above and/or · Spring (Apr-May) - Accepted starting March 1. activities such as weddings, receptions, anniversaries, birthday parties, etc.) Group 6 - Continuous use of the Shannon Community a) Resident (Individuals must reside or own Center is not permitted for Group 6 users. property within Dubfin City Limits; Groups must have membership made up of at least 51% Dublin residents) HOURS OF RENTAL USE b) Non-Resident 1. The Shannon Community Center is available for rental Sunday through Thursday from 8:00 A.M. to Group6. Commercial Uses (Companies, groups, or 10:00 P.M., and Friday and Saturday from 8:00 individuals whose events have the primary A.M. to 12:00 Midnight. purpose of generating a profit such as 2. The minimum rental period istwo (2) hours. training seminars, trade shows, auctions, etc.) 3. Hours of use must include the amount of time a) Resident (Company facility must be located in needed for the function, setup and cleanup, the Dublin City Limits and have current City of including any time needed by the caterer, band, Dublin Business License. If there is no florist, coordinator, etc. company facility, person responsible for 4. The Center must be vacated by the time specified event must reside or own property within the on the Facility Use Application. Dublin City Limits) 5. The Gazebo may be scheduled during the hours b) Non-Resident the room is reserved. Use prior to or after the rental hours will be at the discretion of the applicant (no attendant on-site). HOW TO MAKE A RESERVATION CANCELLATIONS, CHANGES AND REFUNDS Please note that the City requires the applicant, not another party, to 1. Cancellation requests must be made in writing by complete all transactions andprovide the insurance required forthe rental, the applicant. Refu ads will be hand led a s roi lows: a) If the request is received six (6) months or 1. To reserve the Shannon Community Center, a more prior to the function date the deposit Facility Use Application and $250 refundable will be refunded, lessa $25.00 processing fee. security deposit must be submitted for approval. Refunds will be mailed to the applicant Approval takes 3-5 working days; notification of within 30 days of receipt of the written application status will be mailed, cancellation request. 2. Applications must be submitted in person at the b) If the request is received between six months Parks and Community Services Department and thirty (30) days prior to the function date Office, Dublin Civic Center, 100 Civic Plaza. the applicant will forfeit deposit unless Applications are accepted between the hours of another user rebooks the date. If the date is 8:30 A.M. and 4:30 P.M, Monday through Friday, rebooked the deposit will be refunded less a holidays excepted. $25.00 processing fee. 3. In order to receive a resident rate, the applicant c) If the request is received less than thirty (30) (i.e. the person responsible for the activity, days prior to function the applicant will payment of fees and provision of insurance) must forfeit the deposit and one-half of the fees live or own property within the Dublin City Limits. paid (or payable). Identification confirming residence address will 2. Refunds are not issued for unused hours. be required (valid California drivers license or 3. Facility Use Permits may not be transferred, current utility bill), assigned or sublet. 4. Groups who are applying under the Group 4 4. Any changes in rental hours less than thirty (30) classification must have a "Charitable and Social days prior to confirmed event will be assessed a Welfare Organization Verification Form" on file, or $25.00 fee per change. submit a completed Verification Form and the 5. Occasionally it may be necessary to reschedule, following with their Facility Use Application: 1) relocate or cancel a request previously approved. Bylaws, and 2) Current I.R.S. Tax Exemption Letter. In this event, the group or individual will be given Groups claiming Dublin residency must provide a as much advance notice as possible. current membership roster (51% of membership must own property or reside in Dublin). Facility INSURANCE REQUIREMENTS Use Applications will not be accepted without these items. All applicants shall provide the City of Dublin with a 5. Applications submitted less than 30 days prior to valid Certificate of Liability written through carriers the requested rental date will not be accepted, acceptable to the City of Dublin. Such certificate shall 6. The City reserves the right to book additional provide Bodily injury and Property Damage Liability events before or after an applicant's confirmed protection ~n the amount of $1,000,000 per occurrence. If alcohol is to be sold, liquor liability rental time. coverage is also required. The applicant must be PAYMENT SCHEDULE specified as the insured. The Certificate shall name the 1. At the time the application is submitted, a $250 City of Dublin as an "additional insured" in conformance with the hold harmless agreement as refundable security deposit is required, outlined in the Facility Use Application and must 2. Final payment of rental fees must be made no specify that the applicant's insurance shall be primary later than one month (30 days) prior to the to any insurance carried by the City. The certificate scheduled rental date. Please call the Parks and shall be properly executed with the original signature Community Services Department at 925-833-6645 of the authorizing insurance agent. The Certificate is to schedule an appointment. Payments not due at the time final payment is made. Note: Please received by this deadline may result in contact your insuronce provider to check if your homeowner's policy cancellation of the rental and forfeiture of the may be extended to cover your facility rental. In the event that deposit, coverage 'is not available, the City has special event insurance 3. Security deposits will be returned by mail within available for purchase. Please discuss your insurance needs with the 30 days of the function date providing there are reservation staff. no violations of the Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility. ALCOHOLIC BEVERAGES 4. Payments may be made by check, money order or 1. Written requests to sell alcohol must be cash. Make checks or money orders payable to submitted to Dublin Polices Services. the City of Dublin. 2. If permission is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control Board, 1515 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 on the patio area adjacent to the building. It is prohibited to consume alcohol in any area of the park (City Ordinance Chapter 5.100, Section 150). 4. Alcohol may neither be sold nor served to or by individuals under 21 years of age at any time. YOUTH EVENTS EQUIPMENT SETUP ~ ~ 1. Groups composed of minors must be supervised 1. All exit doors must be oPerable and no part of any at all times by two adults for each twenty minors, stairway, hallway, corridor, or exit may be used in 2. Alcohol may not be sold or consumed at an event a way that obstructs its use as an exit. officially designated as a "youth event" (i.e. an 2. A plan showing the table/seating locations, exit event at which a majority of the attendees are ways and aisles must be submitted and approved individuals under twenty-one years of age). at the time of final payment. 3. Capacities for each room are listed on the next (~ENERAL RENTAL INFORMATION column. Overcrowding is forbidden and will result in cancellation of event and forfeiture of 1. A responsible adult from the rental party must allfeespaid. supervise the premises for proper facility use during all rental hours. ROOM DESCRIPTIONS AND CAPACITIES 2. SMOKING IS PROHIBITED within the interior of the Center and within 25 feet of any entrance (per All capacities indicated conform to the City Fire Code Requirements. Applicants will not be permitted to City Resolution). 3. Parking is permitted in painted parking stalls only. exceed the Fire Code Capacity of any room. Vehicles parked illegally will be cited. Social Hall 4. Tables and chairs provided by the City may not be The Social Hall is a 3,200 square foOt (40'x80') room on removed from the facility, the upper level of the Community Center with 5. Storage is not available either before or after the windows looking out to a garden and doors that event/meeting.. . access a deck overlooking the creek. The room has 6. The City of Dublin does not supply ladders for the vinyl tile floor and access to the kitchen. aPplicant's usei: Fire Code Capacity: 7.: Applicant is fully responsible for scheduling and · Assembly: 480 ' paying for hours to meet caterer's needs. · Dining: 200 (Tables & chairs with no danc~space) Caterer's may not request and/or pay for NOTE: After dining, ask Attendant on duty to remove tables and chairs additional hou rs. for dance space.. Attendant may require assistance. 8. The use of decals, Powders, wax, paint, etc. are prohibited on 'the floor areas of the facility. West Room 9. Beer kegs are only permitted in the kitchen. Kegs The West Room is a 1,200 square foot (40'x30') room may also be setup oUtside on the patio areas on the upper level of the Community :Center with adjacent to the building, windows looking out to the gazebo and beautiful 10. Containers of ice maY be placed in the facility, western hills. The room is carpeted. providing that the floor/carpet is protected. Fire Code Capacity: 11. Exterior fountains are not included in the rental · Assembly: 100 package. Guarantees cannot be made regarding ° Dining: 48 (Tables & chairs with no dance space) the operation of the fountains during a specific NOTE: After dining, ask Attendant on duty to remove tables and chairs event, for dance space. Attendant may require assistance. 12. P.A. Systems, microphones, easels, TV/VCRs, stand-up podiums and extension cords are not East Room available. Rental equipment must be included on The East Room is a 1,000 square foot (20'x50') room on the upper level of the COmmunity Center. The room the setup diagram, has hardwood floors, as well as ballet bars and mirrors. 13. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, Fire Code Capacity: or his designee, no later than one month prior to · Assembly: 80 the date of use requested. ° Dining/Classroom: 38 (Tables & Chairs) A/B Room DECORATIONS AND SIGNS The A/B Room is a 740 square foot (20'x37') room on 1. The use of tacks, tape, nails, staples or putty on the lower level of the Community Center with any walls is prohibited. Thumbtacks may be used windows and doors leading to a patio by the creek. on the "brown trim" in the Social hall. The room is carpeted. 2. All decorative materials must be either made of Fire Code Capacity: non-combustible substances or treated with State ° Assembly: 70 Approved flame-retardant. · Dining/Classroom: 36 (Tables & chairs) 3. Candles may only be used after applicant has Kitchen obtained a permit from the Fire Prevention The Kitchen is located on the upper level adjacent to Bureau, City of Dublin, 100 CiVic Plaza, Dublin, CA. the Social Hall. The Kitchen features large commercial (925) 833-6606. refrigerator and freezer units, two sinks with garbage 4. Rice, birdseed, cOnfetti, or other materials may disposals, dishwasher, gas cooking range/oven, not be thrown inside or outside the facility, microwave and two steamer table units. 5. Any plants or shrubs brought into the building Applicants/caterer must provide trays for steamer must be in waterproof containers, table units, 6. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign in the park (per City Ordinance). RENTAL FEES SECURITY DEPOSIT A $250.00 Security Deposit is due when the Group2: Public Agencies application is submitted. The Security Deposit is Group3: Dublin Chamber of Commerce refundable provided there are no violations of the Group4: Dublin Charitable, Social Welfare and Facility Use Policy and/or excessive cleaning or Sport League Organizations damages to the facility. Use during regular business hours: Any Room No Hourly Rental Fee AVAILABLE EQUIPMENT Setup/Takedown $12~00 per hour per Attendant Use outside of regular business hours: Every effort will be made to provide the number of Social Hall $30.O0per hour tables and chairs indicated. Applicants are responsible West Room $16.00perhour for providing equipment needed in addition to the Other Rooms $12.00per hour equipment available from the City. Kitchen $10.00 per day* · Rectangular Tables (8'x30") 25 · Rectangular Tables (3'x5') 13 Use for Purposes of Fundraising: · Round Tables (5') 1 Social Hall $68.00per hour · Chairs (Brown Folding) 185 West Room $36.00per hour ° Stage Unit (8'x12') with Black Skirting Other Rooms $27.00per hour Kitchen $15.00 per day* Please Note: Equipment may not be removed from the facility for use outside. Delivery and pickup of rental equipment must be A fundraiser is a rentalat which admission is granted upon payment incorporated within the hours scheduled and paid for. Storage is of a designated amount, a donation of an amount left to the unavailable before or after an event. Applicants are responsible for discretion of the patron, or a rental at which funds are collected the setup and takedown of any rental equipment. through any type of auction, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets may not be sold at The City of Dublin reserves the right to deny the door unless applicant has received prior approval, the use of the Shannon Community Center to Group $ - Individuals or other Groups any person or group if such use is deemed to Social Hall (Resident) $90.00 per hour be contrary to the best interest of the City, the Social Hall (Non-Resident) $108.00per hour facility, and/or Dublin residents. West Room (Resident) $48.00per hour West Room (Non-Resident) $56.00per hour Other Rooms(Resident) $36.00perhour Applicants should thoroughly review the Other Rooms (Non-Resident) $43.00per hour Facility Use Policy to become familiar with all Kitchen (Resident) $18.00 per day* Kitchen (Non-Resident) $22.00 per day* .rental fees, policies and procedures. Group 6 - Commercial Groups Social Hall (Resident) $120.OOper hour Social Hall (Non-Resident) $144.00per hour West Room (Resident) $64.00per hour West Room (Non-Resident) $77.00per hour Other Rooms (Resident) $48.00per hour Other Rooms (Non-Resident) $58.00per hour Kitchen (Resident) 524.00 per day* Kitchen (Non-Resident) $29.00 per day* General Notes Regarding Fees '1. Hourly and setup/takedown 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. The rental rates for the West Room, East Room or A/B Room will be discounted 20% when the room is rented in conjunction with the Social Hall. 4. *Rental of the Social Hall includes use of the Kitchen. A daily fee is charged if the Kitchen is used in conjunction with the rental of the other rooms in the facility. The Kitchen may not be rented by itself. 5. The Gazebo can only be reserved in conjunction with the rental of a room within the facility. RESOLUTION NO. - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE DUBLIN SWIM CENTER WHEREAS, the City of Dublin assumed the responsibility for operation of the Dublin Swim Center (formerly the Valley Community Swim Center) from the Dublin San Ramon Services District on January 1, 1988; and WHEREAS, effective July 1, 1988, the title to the Dublin Swim Center was transferred from the Dublin San Ramon Services District to the City of Dublin; and WHEREAS, the Swim Center is available for use by the public during such times that the City is not utilizing the Swim 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 Use Policy and' Fee Schedule for the Dublin Swim Center have been updated and revised to reflect changes proposed by Staff and the Parks and Community Services 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 A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 13-93 Establishing Policies, Procedures and Rental Rates for the use of the Dublin Swim Center be superseded by this resolution effective November 1, 2002. PASSED, APPROVED AND ADOPTED this 15th day of October, 2002. AYES: NOES: AB SENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 3 ATTACHMENT 3, EXHIBIT DUBLIN SWIM CENTER DRAFT FACiLiTY USE POuCY The Dublin Swim Center is located at 8151 Village Parkway in Dublin. During those times when the Swim PRIORITY OF USER GROUPS Center is not used for City sponsored programs, it is available for rental by the public. The renovated Group 1 - Reservations accepted up to one calendar facility includes a lap area, diving board, shallow year in advance of requested dates of use. wading area and tot pool, 100-foot long waterslide, group picnic area, showers and changing areas. The Group 2 - Reservations accepted six months in Dublin Swim Center Facility Use Policy establishes advance of requested date of use. rules, regulations, procedures and fees governing the use oftheSwimCenter. Group 3, Group 4 and Group $ (Resident) Reservations accepted five months in advance of CLASSIFICATION OF USERS requested date of use. Group 1. City of Dublin Group 5 (Non-Resident) and Group 6 - Reservations accepted four months in advance of requested date of Group 2. Public Agencies (Agencies serving the City use. of Dublin including Alameda County, Dublin- San Ramon Services District, Dublin Unified HOW TO MAKE A RESERVATION School District, etc.) Please note that the City requires the applicant, not another party, to Group 3. Dublin Chamber of Commerce complete all transactions and provide the insurance required forthe rental. Group 4. Dublin-based Charitable and Social 1. To reserve the Dublin Swim Center, a Facility Use Welfare Organizations, Homeowner Application and $250 refundable security deposit Associations and Sports Leagues must be submitted. Approval takes 3-5 working (Organized non-profit groups with current days; notification of application status will be $01(c)(3) or 501(c)(4) IRS status, whose mailed. membership is open to the public and 2. Applications must be submitted in person at the whose primary purpose is to serve the Parks and Community Services Department Dublin community. The organization's Office, Dublin Civic Center, 100 Civic Plaza. membership must be at least 51% Dublin Applications are accepted between the hours of residents. An organizational file must be 8:30 A.M. and 4:30 P.M., Monday through Friday, completed on an annual basis to receive the holidays excepted. priority and fees of this classification.) 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, Group 5. Individuals or Other Groups (Groups who payment of fees and provision of insurance) must do not meet the criteria listed above and/or live or own property within the Dublin City Limits. activities such as weddings, receptions, Identification confirming residence address will anniversaries, birthday parties, etc.) be required (valid California drivers license or a) Resident (Individuals must reside or own current utilitybill). property within Dublin City Limits; Groups 4. Groups who are applying under the Group 4 must have membership made up of at least classification must have a "Group 4 Verification 51% Dublin residents) Form" on file or submit a completed Verification b) Non-Resident Form and the following with their Facility Use Application: 1) Bylaws, and 2) I.R.S. Tax Exemption Group 6. Commercial Uses (Companies, groups, or Letter. Groups claiming Dublin residency must individuals whose events have the primary provide a current membership roster (51% of purpose of generating a profit such' as membership must own property or reside in training seminars, trade shows, auctions, etc.) Dublin). Facility Use Applications will not be a) Resident (Company facility must be located accepted without these items. within the Dublin CityLimits andhave current 5. Applications submitted less than 30 days prior to City of Dubfin Business License. If there is no the date requested use will not be accepted. company facility, person responsible for 6. The City reserves the right to book additional event must reside or own property within the events before or after an applicant's confirmed Dublin City Limits) rental time. b) Non-Resident HOURS OF RENTAL USE INSURANCE REQUIREMENTS /~ ~ 1. The Dublin Swim Center is available for rental All applicants shall provide the City of Dublin with a between the months of February. through valid Certificate of Liability written through carriers September, during those hours when it is not acceptable to the City of Dublin. Such certificate shall scheduled for City sponsored activities, provide Bodily Injury and Property Damage Liability 2. The Dublin Swim Center is available for rental protection in the amount of $1,000,000 per Sunday through Thursday from 8:00 A.M. to 9:00 occurrence. The applicant must be specified as the P.M., and Friday and Saturday from 8:00 A.M. to insured. The Certificate shall name the City of Dublin 10:00 P.M. as an "additional insured" in conformance with the 3. The minimum rental period is two (2) hours, hold harmless agreement as outlined in the Facility 4. Hours of use must include the amount of time Use Application and must specify that the applicant's needed for the function, setup and cleanup, insurance shall be primary to any insurance carried including any time needed by the caterer, band, by the City. The certificate shall be properly executed etc. with the original signature of the authorizing 5. The Swim Center must be vacated by the time insurance agent. The Certificate is due at the time final specified on the Facility Use Application. payment is made. Note: Please contact your insurance provider to check if your homeowner's C:ANCELLATIONS~ CHANGES AND REFUNDS policy may be extended to cover your facility 1. Cancellation requests must be made in writing by rental. In the event that coverage is not available, the applicant. Refunds will be handled as follows: the City has special event insurance available for a) If the request is received four months or purchase, Please discuss your insurance needs more prior to the function date the deposit with the reservation staff. will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant ALCOHOLIC BEVERAGES within 30 days of receipt of the written 1. The sales, serving and consumption of Alcoholic cancellation request,. Beverages is prohibited at the Swim Center. b) If the request is received between four months and thirty days prior t° the function date the applicant will forfeit deposit unless YOUTH EVENTS another user rebooks the date. If the date is 1. Groups composed of minors must be supervised rebooked the deposit will be refunded less a at all times by two adults for each twenty minors. $25.00 processing fee. 2. Groups composed by a majority of minors will c) If the request is received less than thirty (30) require an additional Lifeguard to ensure the days prior to function the applicant will safety oftheguests. forfeit the deposit and one-half of the fees paid (or payable). DECORATIONS AND SIGNS 2. Refunds are not issued for unused hours. 3. Facility Use Permits may not be transferred, 1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. assigned or sublet. 4. Any changes in rental hours less than thirty (30) 2. Confetti and similar materials may not be thrown inside or outside the facility. days prior to confirmed event will be assessed a $25.00fee per change. 3. It is prohibited to paste, tack, glue or post any 5. Occasionally it may be necessary to reschedule, sign, placard, advertisement or inscription or erect relocate or cancel a request previously approved, any sign at the site (per City Ordinance). In this event, the group or individual will be given as much advance notice as possible. EQUIPMENT SETUP 1. All exit doors must be operable and no part of any PAYMENT SCHEDULE hallway, corridor, or exit may be used in a way 1. At the time the application is submitted, a $250 that obstructs its use as an exit. refundable security deposit is required. 2. If equipment will be setup at the event, a plan 2. Final payment of rental fees must be made no showing the table/seating locations, exit ways later than one month (30 days) prior to the and barbecues must be submitted and approved scheduled rental date. Please call the Parks and at the time of final payment. Community Services Department at (925) 833- 3. Capacities for the pools and waterslide are listed 6645 to schedule an appointment. Payments not on the next page. Overcrowding is forbidden received by this deadline may result in and will result in cancellation of event and cancellation of the rental and forfeiture of the forfeiture of all rental fees paid. 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, 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. If an applicant's check is returned by the bank a $20.00 service charge will be assessed. GENERAL RENTAL INFORMATION RENTAL FEES /~ ~,,~ 1. A responsible adult from the rental party must supervise the premises for proper facility use Group 2 - Public Agencies duri'ng all rental hours. Group 3 - Dublin Chamber of Commerce 2. SMOKING iS PROHIBITED within the building and Group 4 - Dublin Charitable, Social Welfare and 2S-feet of any entrance, as well as the fenced area Sport League Organizations of the Swim Center (per City Resolution). Pool Use Fee $34.00 per hour 3. Parking is permitted in painted parking stalls only. Lifeguard Fee $12.00 per hour per lifeguard Vehicles parked illegally will be cited. 4. Storage is not available either before or after the Group 5 - Individuals or Other Groups event. Access to the snack bar is not available for Pool Use Fee (Resident) $$0.00 per hour private rentals. Pool Use Fee (Non-Resident) $60.00 per hour 5. Users have access to the parking area, but do not Lifeguard Fee $12.00 per hour per lifeguard have exclusive use. 6. The City of Dublin does not supply ladders for the Group 6 - Commercial Groups applicants use. Pool Use Fee (Resident) $67.00 per hour 7. Regular pool rules will be in effect and enforced Pool Use Fee (Non-Resident) $$0.00 per hour at all times. Lifeguard Fee $12.00 per hour per lifeguard 8. Glass containers are prohibited. 9. Floatation devices such as "water wings" are General Notes Regarding Fees prohibited. 1. A minimum of two Lifeguards are required for 10. Children 5 and under must be accompanied by a groups of up to 50 swimmers. If the group is parent in or at the edge of the pool at all times, primarily comprised of minors, a minimum of An adult may have no more than two non- three Lifeguards are required. swimmers in their supervision at one time. 2. For each additional increment of 50 swimmers, 11. Only children age 5 and under, with the add oneLifeguard: supervision ora parent, may usethewading pool. 3. If the waters[ide will be used, an additional two 12. Swimmers who are not potty-trained must wear Lifeguards will be required. special "Swimming Diapers". Regular diapers are not permitted. FACILITY DESCRIPTIONS & CAPACITIES 13. Bathing suits must be worn in the pool. Cut-offs are not allowed. All capacities indicated conform to official Health & 14. Guests must be able to comfortably swim one Safety Code Requirements. Applicants will not be length of the pool in order to use the diving permitted to exceed the approved capacities of board, any part of the facility. 15. Guests must be at least 48" tall and be able to Main Pool comfortably swim one length of the pool in order The Main Pool ranges from 21/2 to 1 l-feet in depth and to use the water slide, is heated. It includes a free-form shallow end, a 100' 16.' Barbecuing and the use of amplified music must Ion9 waterslide, an 8-lane competitive swimming area, be approved by the Parks and Community and a deep end with a 1-meter diving board. Services Department in advance. Health and Safety Code Capacity: 17. Requests for exception to the Facility Use Policy · Swimmers: 400 must be submitted in writing to the City Manager, or his designee, no later than one month prior to Wading Pool the date of use requested. The Wading Pool is 1-foot deep for children $ & under and is heated. It features a free form "river" that leads The City of Dublin reserves the right to deny to a circular wading area. the use of the Dublin Swim Center to any Health andSafetyCodeCapadty: person or group if such use is deemed to be · Swimmers: 30 contrary to the best interest of the City, the Waterslide facility, and/or Dublin residents. Applicants The waterslide is 100' long and splashes down into 3 1/2 feet of water. Swimmers must be at least 48" tall and should thoroughly review the Facility Use be able to comfortably swim one length of the pool to Policy to become familiar with all rental fees, use the water slide. Use of the waterslide during rental hours requires an additional two lifeguards. policies and procedures. Health and Safety Code Capacity: · Slide Flume: 1 SECURITY DEPOSIT · Tower/Staircase: 30 A $250.00 Security Deposit is due when the Group PicnicArea application is submitted. The Security Deposit is The group picnic area includes accessible picnic tables, refundable provided there are no violations of the Use partial shading and seating for up to 56. Policy and/or excessive cleaning or damages to the facility. Main Buildin9 The main building is heated and houses the restrooms, changing areas, heated showers and lockers (must provide own lock A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE 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 of the gym; and WHEREAS, a Facility Use Policy for the community gymnasium was adopted by the City Council on December 15, 1998; and WHEREAS, it is necessary to have established Facility Use Policies and Fee Schedules for use of 'community facilities; and WHEREAS, the Facility Use Policy .and Fee Schedule for the Stager Community Gymnasium have been updated and revised to reflect changes proposed by Staff and the Parks and Community Services 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 A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 5-99 Establishing Policies, Procedures and Rental RateS for the use of the Stager Community Gymnasium be supe~rseded by this resolution effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 15th day of October, 2002. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 4 ATTACHMENT 4, EXHIBIT A STAGER COMMUNITY GYMNASIUM DRAFT FACILITY USE POLICY PRIORITY OF USER GROUPS The Stager Community Gymnasium is located at 6901 York Drive at Valley High School. During those times ~roup ~ - Reservations accepted up to one calendar when the Gym is not used for City or School District year in advance of requested dates of use. activities, it is available for rental by the community. ' The Facility Use Policy establishes rules, regulations, ~roup 2 - Reservations accepted up to nine months in procedures and fees governing the use of the Gym. advance of requested dates of use. Use is limited to sports practices and events typically ~roup $ - Reservations accepted up to six months in held in gymnasiums. advance of requested dates of use. CLASSIFICATION OF USERS Group 4, Group $ and Group 6 (Resident) - Group1. City of Dublin Reservations accepted four months in advance of requested dates of use. Group 2. Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Group 6 (Non-Resident) and Group 7 Reservations Ramon Services District, Dublin Unified School accepted two months in advance of requested dates District, etc.) of use. Group 3. Dublin Sports League Organizations (Organized sports league groups with current IRS How TO MAKE A RESERVATION non-profit status, whose membership is open to Please note that the City requires the applicant, not another par~y, to the public. The organ ization's membership must complete all transactions and provide the insurance required forthe rental. be at least 51% Dublin residents.) 1. To reserve the Stager Community Gymnasium, a Group4. Dublin ChamberofCommerce Facility Use Application and $250 refundable security deposit must be submitted for approval. Group 5. Dublin Charitable and Social Welfare Approval takes 3-5 working, days; notification of Organizations (Organized non-profit groups application status will be mailed. with current 501(c)(3) or 501(c)(4) iRS status, 2. Applications must be submitted in person at the whose membership is open to the public and Shannon Community Center, 11600 Shannon whose primary purpose is to serve the Dublin Avenue. Applications are accepted between the community. The organization's membership hours of 8:30 A.M. and 4:30 P.M, Monday through must be at least 51% Dublin residents. An Friday, holidays excepted. organizational file must be completed on an 3. In order to receive a resident rate, the applicant annual basis to receive the priority and fees of (i.e. the person responsible for the activity, this classification.) payment of fees and provision of insurance) must Group 6. Individuals or Other Groups (Groups who do live or own property within the Dublin City Limits. not meet the criteria listed above and/or activities Identification confirming residence address will be required (valid California drivers license or such as games or practices.) a) Resident (Individuals must reside or own current utility bill). property within Dublin City Limits; Groups 4. Groups who are applying under the Group 3 or 5 must have membership made up of at least classification must have an "Organization 51% Dublin residents and submit current Verification Form" on file, or submit a completed Verification Form and the following with their roster at time of application) Facility Use Application: 1) Bylaws, and 2) Current b) Non-Resident I.R.S. Tax Exemption Letter. Groups claiming Group7. Commercial Uses (Companies, groups, or Dublin residency must provide a current individuals whose events have the primary membership roster (51% of membership must purpose of generating a profit such as own property or reside in Dublin). Facility Use tournaments, fee based training programs and Applications will not be accepted without these camps, etc.) items. a) Resident (Company facility must be located .5. Applications submitted less than 10 working days within the Dublin City Limits and have current prior to the requested rental date will not be City of Dublin Business License. If there is no accepted. company facility, person responsible for 6. The City reserves the right to book additional event must reside or own property within the events before or after an applicant's confirmed Dublin City Limits) rental time. b) Non-Resident PAYMENT SCHEDULE GENERAL RENTAL INFORMATION / 1. At the time the application is submitted, a $250 1. A responsible adult from the rental must refundable security depositisrequired, supervise the premises for proper facility use 2. Final payment of rental fees must be made no during all rental hours. Groups composed of later than one month (30 days) prior to the minors must be supervised at all times by two scheduled rental date. If an application is adults for each twenty minors. submitted less than 30 days prior to the rental 2. SMOKING IS PROHIBITED within the interior of the then payment of rental fees must be made at the Gymnasium and outside on the school property. time of application. Payments not received bY 3. Parking is permitted in painted parking stalls only. this deadline may result in cancellation of the Vehicles parked illegally will be cited. rental and forfeiture of the deposit. 4. Tables and chairs provided by the City may not be 3. Security deposits will be returned by mail within removed from the facility. 30 days of the function date providing there are 5. Storage is not available either before or after the no violations of the Facility Use Policy, the rental event/meeting. hours exceeded, excessive cleaning required, or 6. The use of decals, glitter, powders, wax, paint, etc. damages to the facility, are prohibited in the gymnasium. 4. Payments may be made by check, money order or 7. Only water may be brought 'int° the gymnasium. cash. Make checks or money orders payable to Food and drink are not allowed. the CityofDublin. 8. Containers of ice may not be placed in the gymnasium. CANCELLATIONS~ CHANGES.AND REFUNDS 9. The consumption, serving and/or selling of 1. Cancellation requests must be made in writing by alcoholic beverages is not permitted. the applicant. Refunds will be handledasfollows: 10. P.A. Systems, microphones, TV/VCRs, stand-up a) If the request is received three months or more podiums and extension cords are not available, prior to the rental date the deposit will be 11. The scoreboard is only available for use during refunded, less a $25.00 processing fee. Refunds official league games. will be mailed to the applicant within 30 days of receipt of the written cancellation request. 12. Tickets may not be sold at the door as an b) If the request is received between three months admission charge unless approved in advance. and 30 days prior to the rental the applicant will 13. Only athletic shoes may be worn on the court. forfeit the deposit unless another user rebooks Street shoes are not Permitted. the date. If the date is rebooked the deposit will 14. The gymnasium has heating but no air be refunded less a $25.00 processing fee. conditioning. c) If the request is received less than thirty ($0) days 1 $. The bleachers are electric and must not be pulled prior to the rental date the applicant will forfeit or moved by the user. A Gym Attendant will be the deposit and one-half of the fees paid (or responsible for setting up the bleachers. payable). 16. All exit doors must be operable and no part of any 2. Refunds are not issued for unused hours, hallway, corridor, or exit may be used in a way 3. Facility Use Permits may not be transferred, that obstructs its use as an exit. assigned or sublet. 17. The capacity of the gymnasium is 1,428 and is 4. Any changes in rental hours less than ten (10) posted in the building. Overcrowding is working days prior to the rental date will be forbidden and will result in cancellation of · assessed a $25.00 fee per change, event and forfeiture of all fees paid, 5. Occasionally it may be necessary to reschedule, 18. School and City property must be protected from relocate or cancel a request previously approved, damage and undue wear. Users shall be In this event, the group or individual will be given responsible for the condition of the facility and as much advance notice as possible, equipment. The Gym Attendant will record the condition of the facility and equipment before INSURANCE REQUIREMENTS and after each rental. The rental applicant shall pay for repairs to property or equipment All applicants shall provide the City of Dublin with a damaged during a rental. valid Certificate of Liability written through carriers acceptable to the City of Dublin. Such certificate shall 19. Requests for exception to the Facility Use Policy must be submitted in writing to the City Manager, provide Bod!ly Injury and Property Damage Liability or his designee, no later than one month prior to protection ~n the amount of $1,000,000 per the date of use requested. 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 DECORATIONS AND SIGNS insured" in conformance with the hold harmless 1. The use of tacks, tape, nails, staples or putty on agreement as outlined in the Facility Use Application any walls is prohibited. and must specify that the applicant's insurance shall 2. All decorative materials must be either made of be primary to any insurance carried by the City non-combustible substances or treated with State and/or the Dublin Unified School District. The Approved flame-retardant. certificate shall be properly executed with the original 3. Confetti or similar materials may not be thrown signature of the authorizing insurance agent. The inside or outside the facility. Certificate is due at the time final payment is made. 4. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the building. Houes 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.-IO:O0 P.M. Saturday 8:00 A.M.-IO:O0 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. RENTAL FEES Group 2: Dublin Sports League Organizations Group 3: Public Agencies Group 4: Dublin Chamber of Commerce Group 5: Dublin Charitable and Social Welfare Organizations Resident Fee Only $30.00 per hour Group 6 - Individuals or Other Groups Resident $45.00 per hour Non-Resident $54.00 per hour Group 7- Commercial Groups Resident $60.OOper hour No n-Resident $72.00 per hour 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. All rental fees are based on a two-hour minimum rental period. SECURITY DEPOSIT 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. 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. RESOLUTION NO. - 02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND FEE SCHEDULE FOR USE OF THE SPORTS FIELDS AT DUBLIN SPORTS GROUNDS, EMERALD GLEN AND TED FAIRFIELD PARKS WHEREAS, the City of Dublin assumed the responsibility for operation of the Dublin Sports Grounds from the Dublin San Ramon Services District on January 1, 1988; and WHEREAS, effective July 1, 1988, the title to the Dublin Sports Grounds was transferred from thc Dublin San Ramon Services District to the City of Dublin; and WHEREAS, the City of Dublin has constructed sports fields at two new parks including Emerald Glen Park and Ted Fairfield Park; and WHEREAS, the City's sports fields are available for use by the public during such times that the City is not utilizing the sports fields 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, thc Facility Use Policy and Fee Schedule for the City's sports fields have been updated and revised to reflect changes proposed by Staff and the Parks and Community Services 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 A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 10-93 Establishing Policies, Procedures and Rental Rates for the use of the Dublin Sports Grounds be superseded by this resolution effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 15th day Of October, 2002. AYE S: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 5 ATTACHMENT 5, EXHIBIT A DRAFT SPORTS FIELD USE POLICY CLASSIFICATION OF USERS The City of Dublin has several sports fields available for use by the community for soccer, baseball and softball Group 1. City of Dublin on a permit basis. Fields available at the Dublin Sports Grounds, located on Dublin Blvd. at Civic Plaza, Group 2. Public Agencies (Agencies serving the City include five baseball fields (one 90' and four 60'- of Dublin including Alameda County, Dublin- diamonds), six soccer fields (one lighted), and two San Ramon Services District, Dublin Unified lighted softball fields. Fields available at Emerald Glen School District, etc.) Park, located on Tassajara between Central Parkway and Gleason Drive, include two soccer fields and three Group 3. Dublin Sports League Organizations baseball fields (one 90' and two 60'-diamonds). Ted (Organized sports leacjue cjroupswith current Fairfield Park, located at North Dublin Ranch Drive and IRS non-profit status, whose membership is Antone Way, features one 90' baseball diamond and open to the public. The organization's one soccer field. The Sports Field Use Policy membership must be at least 51% Dublin establishes rules, regulations, procedures and fees residents.) governing use of City sports fields. Group 4. Dublin Chamber of Commerce HOW TO MAKE A RESERVATION Please note that the City requires the applicant, not another party, to Group $. Dublin Charitable and Social Welfare Organizations (Organized non-profit complete all transactions and provide the insurance required for the rental, g r o u p s wit h c u r re n t 501 (c) (3) o r 501 (c) (4) IR S 1. To reserve a sports field, a Sports Field Use status, whose membership is open to the Application must be submitted for approval, public and whose primary purpose is to Applications for continuous use (see definition serve the Dublin community. The next column) must include complete schedules organization's membership must be at least including dates, times and fields requested for 51% Dublin residents. An organizational file practices and games. Approval takes 3-5 days; must be completed on an annual basis to notification of application status will be mailed, receive the priority and fees of this 2. Applications must be submitted in person at the classification.) Shannon Community Center, 11600 Shannon Avenue, Dublin. Applications are accepted Group 6. Individuals or Other Groups (Groups who between the hours of 8:30 A.M. and 4:30 P.M, do not meet the criteria listed above and/or Monday through Friday, holidays excepted, activities such as games or practices, etc.) 3. In order to receive a resident rate, the applicant a) Resident (Individuals must reside or own (i.e. the person responsible for the activity, property within Dublin City Limits; Groups payment of fees and provision of insurance) must must have membership made up of at least live or own property within the Dublin City Limits. 5~% Dublin residents; current roster must be Verification of residence address will be required submitted with application) (valid California drivers license or current utility b) Non-Resident bill). Group7. Commercial Uses (Companies, groups, or 4. Groups applying under the Group 3 or 5 individuals whose events have the primary classification must have an "Organization purpose of generating a profit such as Verification Form" on file, or submit one with the tournaments, fee based training programs or following: 1) Bylaws, and 2) Current I.R.S. Tax camps, etc.) Exemption Letter. Groups claiming Dublin a) Resident (Company facility must be located residency must provide a current membership within the Dublin City Limitsandhavecurrent roster (51% of membership must reside in City of Dublin Business License. If there is no Dublin). Applications will not be accepted company facility, person responsible for without these items, event must reside or own property within the 5. Applications for continuous use or tournaments Dublin City Limits) submitted less than 30 days prior to the rental b) Non-Resident date will not be accepted. Applications for casual use submitted less than one week prior to the CASUAL AND CONTINUOUS USE rental date will not be accepted. An application with no more than three dates of use, 6. The City reserves the right to book additional and only one field for each date of use, will be events before or after an applicant's confirmed considered "Casual Use". An application with more rental time. than three dates of use and/or more than one field in use at a time will be considered "Continuous Use". Continuous Use includes leagues, tournaments and other special events. PRIORITY OF USER GROUPS CANCELLATIONS, CHANGES AND REFUNDS ;/~'~'~- 1. Field use fees are not refundable. Credit will be Group I - Reservations accepted up to one calendar issued if the field(s) will not be used as scheduled year in advance of requested dates of use. if written notice is received ten working days or more prior to the scheduled date of use. The Group 2 and Group $ - Reservations accepted up to credit expires one year after the date of issue and six months in advance of requested dates of use. For can only be used for field rentals. use from March l-July 15, Dublin Little League will 2. In the event the field is not available due to rain have priority for use of the fields at Dublin Sports or wet field conditions, a credit will be issued if Grounds and Emerald Glen Park; Dublin United Soccer the office is notified in writing within 96 hours will have priority at Ted Fairfield Park. For use from after the scheduled date of use. The credit July 16-December 15, DUblin United Soccer League expires one year after the date of issue and can will have priority for use of the fields at Dublin Sports only be used for field rentals. Grounds and Emerald Glen Park; Dublin Little League 3. Refunds are not issued for unused hours. will have priority at Ted Fairfield Park. 4. Sports Field Use Permits may not be transferred, assigned or sublet. Group 4, Group 5 and Group 6 (Resident)- 5. Occasionally it maY be necessary to reschedule, Reservations accepted four months in advance of relocate or cancel a request previously approved. requested dates of use. In this event, the grOup or individual will be given as much advance notice as possible. Group 6 (Non-Resident) and Group 7- Reservations accepted two months in advance of requested dates INSURANCE REQUIREMENTS of use. All applicants for continuous use shall provide the City of Dublin with a valid Certificate of Liability HOURS OF RENTAL USE written through carriers acceptable to the City of 1. The City's sports fields are available for rental Dublin. Such certificate shall provide Bodily Injury and from 8:00 A.M, to 10:00 P.M., March 1 through Property Damage Liability protection in the amount of December15. $1,000,000 per occurrence. The applicant must be 2. The minimum rental period is one (1) hour. . specified as the insured. The Certificate shall name the 3. Hours of use must include the amount of time City of Dublin as an "additional insured" in needed for the event, setup and cleanup, conformance with the hold harmless agreement as 4. The field must be vacated by the time specified outlined in the Facility Use Application and must on the Facility Use Application. specify that the applicant's insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with the original signature PAYMENT SCHEDULE of the authorizing insurance agent. The Certificate is 1. For casual use: due at the time final payment is made. Note: please a) A security deposit and insurance are not contact your insurance provider to check if your required for casual use of City fields, homeowner's policy may be extended to cover b) Rental fees are payable at the time the Field your facility rental, In the event that coverage is Use Application is submitted, not available, the City has special event insurance 2. For continuoususe: available for purchase. Please discuss your a) At the time the application is submitted, a insurance needs with the reservation staff. $250 refundable security deposit is required. b) Final payment of rental fees must be made no later than one month (30 days) after The City of Dublin reserves the right to deny receipt of an approved schedule and invoice. Payments not received by this deadline the use of City Sports Fields to any person or may result in cancellation of the rental group if such use is deemed to be contrary to and forfeiture of the deposit, the best interest of the City, the facility, and/or c) Security deposits will be returned by mail Dublin residents. within 30 days of the function date providing there are no violations of the Facility Use Policy, the rental hours exceeded, excessive Applicants should thoroughly review the cleaning required, or damages to the facility. Facility Use Policy to become familiar with all 3. Payments may be made by check, money order or rental fees, policies and procedures. cash. Make checks or money orders payable to the City of Dublin. Checks must be drawn on the account of the person listed as the applicant. GENERAL RENTAL INFORMATION SECURITY DEPOSIT 1. A responsible adult from the rental group must A $250.00 Security Deposit is due when the supervise the premises for proper use during all application is submitted. The Security Deposit is rental hours, refundable provided there are no violations of the 2. Groups composed of minors must be supervised Facility Use Policy and/or excessive cleaning or by two (2) adults for each twenty (20) minors at all damages to the field. times while they are using the fieldls). 3. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign in the park (per City Ordinance). 4. SMOKING IS PROHIBITED within 10 feet any playground areas (per City Ordinance). 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. Storage is not available either before or after the event/meeting. 7. Facility Use Permits cannot be transferred, assigned or sublet. 8. The consumption, serving and/or selling of alcoholic beverages is not permitted. 9. No practice or play is permitted if the rain indicator light is on. Leagues are responsible for assuring that their teams observe this rule. 10. Softballs must be rated "Restricted Flight". 11. Bases, equipment and field preparation (drag, water, lines, etc.) are not provided. 12. Requests for exception to the Sports Field Use Policy must be submitted in writing to the City Manager, or his designee, no later than one month prior to the date of use requested. RENTAL FEES Group 2: Public Agencies Group 3: Dublin Sports League Organizations Group 4: Dublin Chamber of Commerce Group 5: Dublin Charitable and Social Welfare Organizations Per Field Charge $7.$0 per hour Soccer Field Lighting Fee $26.00 per hour Softball Field Lighting Fee $13.00 per hour Group 6 - Individuals or Other Groups Per Field Charge (Resident) $15.00 per hour Per Field Charge (Non-Resident) $1 $.00 per hour Soccer Field Lighting Fee (Resident) $26.00 per hour Soccer Field Lighting Fee (Non-Res.) $31.00 per hour Softball Field Lighting Fee (Resident) $13.00 per hour Softball Field Lighting Fee (Non-Res.) $16.00 per hour Group 7 - Commercial Groups Per Field Charge (Resident) $23.00 per hour Per Field Charge (Non-Resident) $28.00 per hour Soccer Field Lighting Fee (Resident) $26.00 per hour Soccer Field Lighting Fee (Non-Res.) $31.00 per hour Softball Field Lighting Fee (Resident) $13.00 per hour Softball Field Lighting Fee (Non-Res.) $16.00 per hour General Notes Regarding Fees 1. Hourly rental fees will apply for each field reserved. 2. Teams participating in the City of Dublin Adult Softball League will be charged $7.50 per hour to utilize softball fields for team practices (use of lights will be charged at the full rate).