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HomeMy WebLinkAboutItem 5.2 Waive Rent Sister City Req\ G~~~ OF Dp~l j~ /// ~ \11 19 ~~ -~ 82 `~ ~~ STAFF REPORT C I T Y C L E R K ~'~LI~oR~~° DUBLIN CITY COUNCIL F~le # ^~~Op -~~ DATE: May 17, 2011 TO: Honorable Mayor and City Councilmembers FROM: ~ Joni Pattillo, City Manager SUBJECT: Consideration of Request from Dublin Sister City Association for waiver of rental fees for International Friendship Soccer Tournament Prepared By: Paul McCreary, Assistant Director of Parks and Community Services EXECUTIVE SUMMARY: The City Council will consider a request from the Dublin Sister City Association for a wavier of fees for use of City facilities and soccer fields for the Dublin Sister City International Friendship Soccer Tournament. FINANCIAL IMPACT: The total rental fees requested for wavier is $2,200 for use of the sports fields, group picnic area and Shannon Community Center. RECOMMENDATION: Staff recommends the City Council consider the request from the Dublin Sister City Association and provide Staff with direction on waiver of fees for the Tournament events. ~ ~ G~ Submitted by: Parks and Community Services Director C~ Reviewed by: Assistant City Manager ~ Page 1 of 2 ITEM NO. ~•~ BACKGROUND: The City Council has a high priority objective (Culture & Leisure, Packs & Community Services, #10) to work with the Dublin Sister City Association (DSCA) on the Sister ~ City soccer tournament with the Cities of Bray, Ireland and Jinhua, China. Staff has been meeting with the DSCA .and Dublin United Soccer League (DUSL) during the past year to discuss the feasibility and logistics of a potential tournament. DSCA has confirmed that Jinhua will be sending two teams; unfortunately Bray, Ireland is unable to send teams to this year's tournament. Jinhua will be sending a boys and a girls team for a total of 28 players between the ages of 14 to 16. The will be accompanied by 12 adult chaperones comprised of coaches, a team doctor and government officials. The teams from China will be competing against finro teams from Dublin United Soccer of similar age. _ The visitors will be staying with families in Dublin from August 1-8, 2011. Many events and opportunities for cultural exchange are planned during the visit including opening and closing ceremonies at the Shannon Community Center, a picnic at Emerald Glen Park as well as sightseeing. Games will be held August 4-6. In addition to traditional tournament play there will be a variety of competitions, including games in which teams will be comprised of players from Jinhua and Dublin. Correspondence from DSCA was received requesting use of the City fields and facilities for the events and competitions that will take place during the visit (Attachment 1). This would include the synthetic turf fields at Fallon Sports Park, two soccer fields and the group picnic area at Emerald Glen, and the Shannon Community Center for opening and closing ceremonies. DSCA is requesting the City to waive any rental fees in support of this inaugural event. Based on the City's Facility Use Policies, following is a summary of the hours and rental fees DSCA would pay to reserve the facilities. Fallon Sports Park Soccer Fields 1& 2 48 hours $960 Emerald Glen Park Soccer Fields 3& 4 32 hours $192 Emerald Glen Group Picnic Area 1 day all areas $113 Shannon Communitv Center Ambrose Hall 11 hours after business hrs. $935 Total Rental Fees Requested for Waiver $2,200 If the City Council approves the request to waive the fees, DSAC would still need to provide liability insurance.for the rentals naming the City of Dublin as additionally insured. The City would also incur costs to provide Facility Attendants during the use of the Shannon Community Center and the Emerald Glen Group Picnic Area. The staffing costs would be approximately $405 depending on the actual length of the rentals. In addition to the use of the City's facilities, DSCA has scheduled use of the Dublin High School Stadium for the championship match. DSCA is working with DUSL on the logistics for housing, competition, officiating, etc. Staff will continue to meet with DSCA in advance of the visit on logistics regarding use of City facilities. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was distributed to the Dublin Sister City Association and Dublin United Soccer League. ATTACHMENTS: 1. Correspondence from DSAC Page 2 of 2 I 3 ~ SISTER CITY ASSOCIATION , P.O.Box 2534 • DuBUN, CALIFORNIA 94SGH May 3, 2011 Mayor Tim Sbranti Dublin City Council Dear Mayor and Council, I am writing today as a representative of the Dublin Sister City Association. I am writing to request your support in formulating our first ever City of Dublin and Dublin Sister City lnternational Friendship Tournament. We are currently working with the premise that we will have a Boys Under 16 and a Girls Under 16 soccer team visiting from our Sister City, Jinhua, China, Each team would be comprised of 14 players. Along with the 28 players we will have 12 adult companions representing coaches, team doctor, and government officials. We will be hosting a total of 40 visitors from Jinhua. They are scheduled to arrive August 1, 2011 and depart on August 8, 2011. City staff, Sister City representatives, and the Dublin Unified Soccer League have been meeting for the past year to begin planning this major undertaking. We are currently working on the daily calendar and preparing details for our Qpening and Closing Ceremonies. I must compliment both the City staff and the Soccer League representatives for so graciously supporting these efforts. We have secured a title sponsor, Bank of the West, and continue to reach out to businesses and individuals for additional support. Now, we come to the Council for your support. Rich lochner from the Parks and Community Services ~~,~~~a s~"'I'° ~;:. ATTACHMENT 1 a 3 department has placed the fo1{owing faeilities on Administrative booking to hoid for our final schedule. We are requesting that you confirm this information so that we can continue to develop our calendar. Fallon Sports Park: Soccer Fields 7, & 2 for August 4, 5& 6(all day) Emerald Glen Park: Soccer Fields 3& 4 plus Picnic Area for August 4& 5(alt day) Shannon Commu~ity Center - Ambrose Halt August 5(after 4:30 pm) and Augus~ 7(after 4:00 pm) It is our request that you hold these spaces until we have had time to iron out all of the wrinkles and you have our guarantee that we will release unused space as soon as we can. The Dublin Sister City Association is also asking for a waiver of any fees required for the use of these facilities as the City's support in the First Annual International FriendsMip Tournament for Dublin, California. With the support of the soccer ieague in arranging teams, housing for our guests, and a tournament schedule, we feel that our entire community will come together in support of this event. As soon as we have a completed schedule we will send it out to the Mayor, Council, and City Staff, as well as the rest of our community. We want to thank you in advance for consideration of this effort and want you to know that the Dublin Sister City Association is proud to be able to introduce friends from half way around the world to our City. Please know that we will stay in close contact and provide everyone with many opportunities to expand their friQndships and sportsmanship with others anxious to do the same. 3 ~ ~ We will all be speaking the language of friendship, and that truly is Integrity in Action! Warm regards, ~ ~~'~ ~ ~ ~.~~ anet Lockhart President, D.S.C.A.