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HomeMy WebLinkAboutItem 6.3 Emerald Gln Fee ScheduleG~~~ OF DU~~~ /// 19 (~1= =7I~7,82 ~\\7~1 -~J/% O`~LIFOR~~ STAFF REPORT CITY C L E R K DUBLIN CITY COUNCIL File # ^^~ ^/ 0-[?~® DATE: February 16, 2010 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJEC Emerald Glen Group Picnic Area Use Policy and Rental Fee Schedule Prepared By: Paul McCreary, Assistant Director of Parks and Community Services EXECUTIVE SUMMARY: The City Council will consider revisions to the Emerald Glen Group Picnic Area Use Policy and Rental Fee Schedule which was last updated in 2006. Staff is proposing changes to the policy to help streamline rental procedures and increase rental fees to better offset picnic area maintenance costs. FINANCIAL IMPACT: None. RECOMMENDATION: Staff recommends that the City Council (1) Receive the Staff presentation; (2) Open the Public Hearing; (3) Take testimony from the public; (4) Close the Public Hearing and deliberate; (5) Adopt Resolution Establishing Facility Use Policy and Rental Fees for Use of the Emerald Glen Group Picnic Area. ~c~~ Submitted by: Reviewed by: Parks and Community Services Director Assistant City Manager Page 1 of 5 ITEM NO. ~• ~ ~ DESCRIPTION: The City Council adopts Facility Use Policies for all public park areas that are available for rental by the community. These Facility Use Policies establish the rules, procedures and fees governing the use of the facilities. The Emerald Glen Group Picnic Area Use Policy was first adopted in May 2006 and has not been updated since. The picnic area can seat up to 200 people, and can be divided into three sections. Therefore rental applicants can rent one, two or all three of the areas depending on the size of the event. The Emerald Glen Group Picnic Area was the City's first rentable picnic area. Based on the experiences during the first four years of picnic rentals, Staff is proposing changes to the policy and rental fees to help streamline rental procedures and address minor problems that have occurred. Attachment 1 is the existing Emerald Glen Group Picnic Area Use Policy showing the proposed additions and deletions. Attachment 2 is the proposed resolution establishing Facility Use Policy and Rental Fees for Use of the Emerald Glen Group Picnic Area. Exhibit A to Attachment 2 is the proposed Group Picnic Area Use Policy. The following is a summary of the proposed changes to the existing Facility Use Policy. CLASSIFICATION OF USERS The Use Policy establishes user classifications that help determine the priority for making reservations and the rental fees charged. For both Use Policies, Staff proposes reducing the number of classifications as there is little difference between some of the classifications and the assigned reservation priorities and rental fees. The following table shows a comparison of the current and proposed user classifications. CURRENT USER GROUP CLASSIFICATIONS PROPOSED USER GROUP CLASSIFCATIONS Group 1- City of Dublin Group 1 -Public Agencies Group 2 - Public Agencies Group 2 - Dublin Chamber of Commerce, Dublin-based Group 3 -Dublin Chamber of Commerce Charitable and Social Welfare Organizations, and Homeowners Associations Group 4 - Dublin-based Charitable and Social Welfare Group 3 - Individuals or other Groups Organizations, Homeowners Associations and Sports Leagues (Resident and Non-Resident distinctions) Group 5 - Individuals or other Groups Group 4 -Commercial Uses (Resident and Non-Resident distinctions) (Resident and Non-Resident distinctions) Group 6 -Commercial Groups (Resident and Non-Resident distinctions) The proposed changes to the classifications are consistent with those presented to the City Council last month relative to the Sports Field and Gymnasium Use Policies and include: 1. Elimination of City of Dublin as a user group classification. 2. Combining the Chamber of Commerce with the other Dublin based charitable and social welfare organizations. 3. Modifying the definition of commercial uses. Page 2 of 5 These modifications make the Group Picnic Area Facility Use Policy consistent with other City rental policies. SECURITY DEPOSITS AND INSURANCE REQUIREMENTS Staff proposes eliminating the security deposit for the picnic area and requiring payment of rental fees at the time of application. Currently rental applicants must pay a $100 security deposit at the time the rental application is submitted and then pay the rental fees 30 days prior to the rental date. With over 140 bookings for the picnic area in 2009, processing security deposit refunds and tracking rental payments is extremely time consuming to administer. Due to the durable nature of the furnishings and equipment in the Picnic Area, there has not been one incident, despite hundreds of rentals to date, where damage resulted in the need to retain the security deposit. Staff also proposes modifying the liability insurance regulations to require insurance from applicants that bring inflatable jump houses into the picnic area, or are granted vehicular access to the park, which is discussed below. VEHICULAR ACCESS When the Group Picnic Area Use Policy was first adopted, language was included to regulate vehicular access to the picnic area, which is located in the middle of the park. The regulations required applicants to sign a special waiver and provide insurance to obtain a vehicle access permit to display in the vehicle. Rental parties were limited to one vehicle at a time. They were required to use the access path on the western edge of the park and exit the park area immediately following delivery of equipment and supplies. There have been on-going problems with groups not adhering to these regulations. This includes having multiple vehicles accessing the picnic area and not exiting the park as required. This becomes even more problematic when there are three groups renting the picnic area each bringing two or more cars. Additionally drivers are not always following the approved access path, and instead are driving past the children's playground which could be a potential liability for the City. Therefore, Staff recommends prohibiting vehicular access to the picnic area. Requests to exception to this policy could be made to the Parks and Community Services Director, and would only be considered for groups renting the entire picnic area. If vehicular access was granted, a Facility Attendant fee of $15 per hour would be added to the rental fees to provide City Staff to monitor the vehicular access. RENTAL FEES The group picnic area rental fees have not been adjusted since they were adopted in 2006. Staff has conducted a survey of fees charged by other municipalities in the Tri-Valley and found that Dublin's fees for renting the picnic area have fallen below the market average as shown in the table on the following page. Page 3 of 5 CLASSIFICATION DUBLIN CURRENT COST PER SEAT DUBLIN PROPOSED COST PER SEAT SURVEY AVERAGE COST PER SEAT Grou s 1 and 2 Public A encies, Non-Profits, etc. $0.34 $0.42 $1.00 Grou s 1 and 2 for the ur ose of fundraisin $0.75 $0.94 $1.00 Grou 3A -Individuals and Other Grou s Resident $1.00 $1.25 $1.25 Grou 3B -Individuals and Other Grou sNon-Resident $1.20 $1.50 $1.57 Grou 4A -Commercial Uses Resident $1.34 $1.67 $1.94 Grou 4B -Commercial Uses Non-Resident $1.60 $2.00 $1.94 Therefore, Staff recommends the following fee increases. DUBLIN DUBLIN GROUP # PICNIC AREA DESCRIPTION CURRENT PROPOSED Public Agencies, Dublin Chamber of Commerce, Dublin Charitable, and Groups 1 & 2: Social Welfare Organizations Area A (seats 56) $19.00 $23.00 Area B (seats 48) $16.00 $20.00 Area C (seats 96) $32.00 $40.00 All Areas (seats 200) $67.00 $83.00 Use for Purposes of Fundraising Area A (seats 56) $42.00 $53.00 Area B (seats 48) $36.00 $45.00 Area C (seats 96) $72.00 $90.00 All Areas seats 200 $150.00 $188.00 Group 3A Individuals/Other Groups -Resident (BASE RATE _ $1.25 PER SEAT) Area A (seats 56) $56.00 $70.00 Area B (seats 48) $48.00 $60.00 Area C (seats 96) $96.00 $120.00 All Areas seats 200 $200.00 $250.00 Group 36 Individuals/Other Groups -Non-Resident Area A (seats 56) $67.00 $84.00 Area B (seats 48) $58.00 $72.00 Area C (seats 96) $115.00 $144.00 All Areas (seats 200) $240.00 $300.00 Group 4A Commercial Uses -Resident Area A (seats 56) $75.00 $93.00 Area B (seats 48) $64.00 $80.00 Area C (seats 96) $128.00 $160.00 All Areas (seats 200) $267.00 $333.00 Group 4B Commercial Uses -Non-Resident Area A (seats 56) $90.00 $112.00 Area B (seats 48) $77.00 $96.00 Area C (seats 96) $153.00 $192.00 All Areas seats 200 $320.00 $400.00 Page 4 of 5 For a Dublin resident the proposed rental fees equate to a base rate of $1.25 per seat, or $0.25 more per seat than the current fee. Similar to the City's other rental fees Dublin non-profits receive a 66% discount or 25% for fundraising events. Non-residents pay 20% more, and Commercial Uses are 33% more than the base rate. PARKS AND COMMUNITY SERVICES COMMISSION RECOMMENDATION The Parks and Community Services Commission considered the proposed modifications to the Picnic Area Use Policy and Rental Fee Schedule at its January 11, 2010 meeting. The Commission voted unanimously to recommend the Facility Use Policy and Rental Fee Schedule to the City Council as proposed by Staff. SUMMARY: The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. The proposed rental fees remain affordable for public facilities in the Tri-Valley. If approved by the City Council, the new rental policies and fees would be effective for rental applications received on or after March 1, 2010. Rentals submitting applications prior to this date would be charged the existing rental rates that were quoted at the time the application was approved. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was distributed to the Parks and Community Services Commission. ATTACHMENTS: 1. Copy of existing Emerald Glen Group Picnic Area Use Policy showing the proposed additions and deletions 2. Resolution Establishing Facility Use Policy and Rental Fees for Use of the Emerald Glen Group Picnic Area, with the proposed Use Policy attached as Exhibit A Page 5 of 5 i~ ~i DRAFT Emerald Glen Park Group Picnic Area Use Policy and Fee Schedule The City of Dublin has several Picnic Areas available for use by the community. Use of most picnic areas does not require a reservation and is on a first come, first served basis. The large Group Picnic Area at Emerald Glen Park must be reserved in advance. The Picnic Area Use Policy establishes rules, regulations, procedures and fees governing use of the Emerald Glen Group Picnic Area. CLASSIFICATION OF USERS Group 1 ~ Public Agencies (Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2 4. Dublin Chamber of Commerce. Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations and Sports Leagues (Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Reeional and National non-profit eroups that do not meet the 51% resident membership reauirement may submit a letter addressed to the Parks and Community Services Department that demonstrates the direct community benefit of the facility use. Such letters will reauire the approval of the City Manaeer or his/her designee. Group 3 ~ Individuals or Other Groups (Individuals or eroups who do not meet the criteria listed above and/or social activities such as picnics, family reunions, awards ceremonies, birthday parties, etc.) a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Resident Group 4 ~: Commercial Uses (Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. *"^ ^ ^~ ^ ~,*~^^ , ^~^{~*' ° ~" , ,+"'°+;~ °..°^+~ a) Resident (Company or eroup facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company oror eroup facility, the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-Resident PRIORITY OF USER GROUPS Groups 1, 2, Group 3A, (Resident) -Reservations accepted one-year in advance of the requested rental date. Group 3B~ (Non-Resident) and Group 4-b -Reservations accepted three-months in advance of the requested rental date. ATTACHMENT 1 a~,~ HOURS OF RENTAL USE 1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk. 2. The Picnic Area must be cleaned and vacated by dusk. HOW TO MAKE A RESERVATION Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance required for the rental. 1. To make a reservation, a Picnic Area Use Application ^^^' c, ^^ °^~~~~~+•~ ~'^~^°~+ must be submitted for approval. Approval takes three to five business-days; notification of application status will be mailed. 2. Applications must be submitted in person at the °~~~° ~^~' ~^w,w,.,^~+„ ~°r,,;^°° ^on,r+.Y,oh+ nnnou ~;~ce~~t ^""'~^ °~~"'~~ L+b;~~~C-w~~=a Shannon Community Center, 11600 Shannon Avenue. Applications are accepted from 8:00 A.M. to 4:30 P.M, Monday through Friday, except on City holidays. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment of fees and provision of insurance) must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California driver's license or current utility bill). 4. Groups who are applying as a Group 2~ classification must have a "Charitable and Social Welfare Organization Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). 5. Applications submitted less than five (5) business-days prior to the requested rental date will not be accepted. PAYMENT SCHEDULE 1. Payment of rental fees must be made at the time the application is submitted; .............., ... ........,... .....,~ . ............................a ....~........., ... .,........a..., _.. ...~ ....,....,. 2.~ Payments may be made by check, VISA, MasterCard, money order or cash. Please make checks or money orders payable to the City of Dublin. Page 2 of 6 CANCELLATIONS, CHANGES AND REFUNDS v ~ ~' 1. Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: a) If the request is received two months or more prior to the rental date the rental feesy d•e~e~i~ will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. b) If the request is received between two months and 30-days prior to the rental date the applicant will forfeit one-half of the rental fees +"^ °^^~ ~~~*~~ ~'^^^°~+ unless another user rebooks the date. If it is rebooked the rental feesi~ will be refunded less a $25.00 processing fee. c) If the request is received less than 30-days prior to function the applicant will forfeit ##e ^,.....+„ ,~^^^°;+ ~^.~ one-half of the rental fees paid (or payable). 2. Reservation fees will not be refunded for events which are cancelled due to rain. Notification of cancellation must be communicated to the Parks and Community Services Department on the day of the reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and leaving a message. Events cancelled due to rain may be rescheduled for a future use to occur within one-year of the cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a cancelled use within one-year will result in forfeiture of the rental fees paid. 3. Permits may not be transferred, assigned or sublet. 4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If the Picnic Area becomes unavailable due to extenuating circumstances, the City reserves the right to cancel the Facility Use Permit. In this situation, the group or individual will be given as much advance notice as possible. GENERAL RENTAL INFORMATION 1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the picnic area for proper use during rental hours. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the picnic area. 2. Park facilities other than the reserved picnic areas are open to the general public. 3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from the Parks and Community Services Department Annex office at the Dublin Public Library, 200 Civic Plaza. The sports fields are closed from December 15 through March 1. 4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are available on a first-come, first-served basis only. 5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers, including bottles, are not permitted. 6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to be dumped in trash receptacles. 7. Campfires/bonfires are not permitted in the park. 8. The use of generators is prohibited. Electrical outlets are available in the picnic area. 9. Dunk tanks, animal rides and petting zoos are not permitted in the park. Page 3 of 6 ~~~i 10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group Picnic Area must be approved by the Parks and Community Services Director. 11. ^^^~'~~+^'~• {^"^~••~^^ ~'^'~~•^~~^°. Rental parties are prohibited from driving vehicles in the nark to access the picnic area. Reauests for exception to this aolicv must be submitted in writing to the Parks and Community Services Director. and will only be considered for applicants rentine the entire picnic area. If vehicular access is eranted the rental applicant will need to provide liability insurance namine the Citv as additionally insured. An Attendant fee of S15 per hour would be added to the rental fees. 12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste immediately. 13. SMOKING IS PROHIBITED within 2-5 100 feet of any children's playground area sports field. sport courts and picnic areas. 14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 15. Selling, vending, or peddling items is prohibited. 16. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. 17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 18. Storage is not available for events. 19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and laws. 20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the City Manager, or his designee, no later than 45-days prior to the date of use requested. INFLATABLE JUMP HOUSES AND OTHER EQUIPMENT As noted in the General Rental Information, setting up additional equipment in the Group Picnic Area must be approved by the Parks and Community Services Director. For inflatable jump houses, the vendor providing the equipment must have an application and liability insurance on file with the City of Dublin. If the jump house is owned by the rental applicant, then the applicant must provide the certificate of liability insurance. If the rental applicant has a company providing equipment such as tents, canopies or stages, then the vendor must have an application and liability insurance on file with the City. For specific insurance requirements, please refer to the next section. INSURANCE REQUIREMENTS For rentals ~••~+" ^^+^.+~;^^^^^+ ~°..^" ~~ , "~^.~ ^.- ^" that are granted vehicular access to the picnic area. and/or have inflatable iumo houses the applicant shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin Page 4 of 6 s~ ~~ as an "additional insured" in conformance with the hold harmless agreement as outlined on the Application and must 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 of the authorizing insurance agent. An Additional Insured Endorsement must accompany the Certificate (no exceptions). The Certificate is due at the time final payment is made. If you will have an inflatable jump house, or be setting up other additional equipment, the vendor providing the equipment will need to have an application on file with the City and be subject to the above insurance requirements. Applicants and vendors should contact their insurance provider to check if their policy may be extended to cover the rental. In the event that coverage is not available, the City has event insurance available for purchase. RENTAL FEES Group 1-~: Public Agencies, ~~,,,.~ ~: ~.,~~;., ~-,.,.,.,~„r „~ ~„w,~,,,.-,.,,~ and Group 2~: Dublin Chamber of Commerce. Dublin Charitable, Social Welfare and Sport League Organizations Area A (seats 56) Area B (seats 48) Area C (seats 96) All Areas (seats 200) c,~ 23.00 per day ~-AA- 20.00 per day c~ 40.00 per day s9 83.00 per day Use for Purposes of Fundraising: Area A (seats 56) c^~ 53.00 per day Area B (seats 48) Area C (seats 96) All Areas (seats 200) ~-BA 45.00 per day ~ 90.00 per day ~ 188.00 per day A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Page 5 of 6 ~ 11 Group 3A § Individuals/Other Groups -Resident Area A (seats 56) Area B (seats 48) Area C (seats 96) All Areas (seats 200) ~-5Fi-AA 70.00 per day X48-98 60.00 per day ~9~-99 120.00 per day ~A9-99 250.00 per day Group 3B ~ Individuals/Other Groups -Non-Resident Area A (seats 56) Area B (seats 48) Area C (seats 96) All Areas (seats 200) ~~99 84.00 per day ~-58:9A 72.00 per day c~ 144.00 per day ~'~ 300.00 per day Group 4A g Commercial Uses -Resident Area A (seats 56) Area B (seats 48) Area C (seats 96) All Areas (seats 200) ~5-9A 93.00 per day ~64:~9 80.00 per day c,~ 160.00 per day x:99 333.00 per day Group 4B g Commercial Uses -Non-Resident Area A (seats 56) Area B (seats 48) Area C (seats 96) All Areas (seats 200) X39-99 112.00 per day x-99 96.00 per day c~ 192.00 per day ~~A:-A9 400.00 per day The City of Dublin reserves the right to deny the use of City Picnic Areas 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 Emerald Glen Group Picnic Area Use Policy to become familiar with all rental fees, policies and procedures. Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to confirm that you reserved the designated picnic area. Page 6 of 6 7~ I~ RESOLUTION NO. XX - 10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING FACILITY USE POLICY AND RENTAL FEES FOR USE OF THE EMERALD GLEN GROUP PICNIC AREA WHEREAS, in 2006 the City of Dublin completed construction of Phase III of Emerald Glen Park; and WHEREAS, Phase III included the construction of a Group Picnic Area that was designed to serve as a focal point for hosting picnics and other events for the community; and WHEREAS, in May 2006 the City Council adopted a Facility Use Policy to allow for rental of the Group Picnic Area by the community; and WHEREAS, the Facility Use Policy and Rental Fees for the Group Picnic Area have been revised by Staff and reviewed by the Parks and Community Services Commission. NOW, THEREFORE, the City Council of the City of Dublin does RESOLVE to hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A. BE IT FURTHER RESOLVED that the provisions enacted in Resolution 76-06 be superseded by this Resolution effective for rental applications received on or after March 1, 2010. PASSED, APPROVED AND ADOPTED this 16t" day of February, 2010, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 2 EXHIBITA $~~ ~~ Emerald Glen Park Group Picnic Area Use Policy and Fee Schedule The City of Dublin has several Picnic Areas available for use by the community. The use of most picnic areas does not require a reservation and is on a first come, first served basis. The large Group Picnic Area at Emerald Glen Park must be reserved in advance. The Picnic Area Use Policy establishes rules, regulations, procedures and fees governing use of the Emerald Glen Group Picnic Area. Classification of Users Group 1. Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon Services District, Dublin Unified School District, etc.) Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowner Associations and Sports Leagues: Organized non-profit groups with current 501(c)(3) or 501(c)(4) IRS status, whose membership is open to the public and whose primary purpose is to serve the Dublin community. The organization's membership must be at least 51% Dublin residents. An organizational file must be completed on an annual basis to receive the priority and fees of this classification. Regional and National non-profit groups that do not meet the 51% resident membership requirement may submit a letter addressed to the Parks and Community Services Department that demonstrates the direct community benefit of the facility use. Such letters will require the approval of the City Manager orhis/her designee. Group 3. Individuals or Other Groups: Individuals or groups who do not meet the criteria listed above and/or social activities such as picnics, family reunions, awards ceremonies, birthday parties, etc. a) Resident (Individuals must reside or own property within Dublin City Limits; Groups must have membership made up of at least 51% Dublin residents) b) Non-Resident Group 4. Commercial Uses: Companies, groups, or individuals whose events have an admission fee or include the sales of goods or services. a) Resident (Company or group facility must be located in the Dublin City Limits and have current City of Dublin Business License. If there is no company or group facility, the person responsible for the event must reside or own property within the Dublin City Limits) b) Non-Resident Priority of User Groups Groups 1, 2, 3A (Resident) -Reservations accepted one-year in advance of the requested rental date. Group 38 (Non-Resident) and Group 4 -Reservations accepted three-months in advance of the requested rental date. Hours of Rental Use 1. The City's Picnic Areas are available for rental from 8:00 A.M. until dusk. 2. The Picnic Area must be cleaned and vacated by dusk. How to Make a Reservation Please note that the City requires the applicant, not another party, to complete all transactions and provide the insurance if required for the rental. 1. To make a reservation, a Picnic Area Use Application must be submitted for approval. Approval takes three to five business-days; notification of application status will be mailed. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue. Applications are accepted from 8:00 A.M. to 4:30 P.M, Monday through Friday, except on City holidays. 3. In order to receive a resident rate, the applicant (i.e. the person responsible for the activity, payment~,~f fs an~ provision of insurance) must live or own property within the Dublin City Limits. Identification confirming residence address will be required (valid California driver's license or current utility bill). 4. Groups who are applying as a Group 2 classification must have a "Charitable and Social Welfare Organization Verification Form" on file, or submit a completed form and the group's Bylaws and I.R.S. Tax Exemption Letter. Groups claiming Dublin residency must provide a current membership roster (51% of membership must own property or reside in Dublin). 5. Applications submitted less than five (5) business-days prior to the requested rental date will not be accepted. Rental Fees Group 1: Public Agencies, and Group 2: Dublin Chamber of Commerce, Dublin Charitable, Social Welfare and Sport League Organizations Area A (seats 56) $23.00 per day Area B (seats 48) $20.00 per day Area C (seats 96) $40.00 per day All Areas (seats 200) $83.00 per day Use for Purposes of Fundraising: Area A (seats 56) $53.00 per day Area B (seats 48) $45.00 per day Area C (seats 96) $90.00 per day All Areas (seats 200) $188.00 per day A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Group 3A Individuals/Other Groups -Resident Area A (seats 56) $70.00 per day Area B (seats 48) $60.00 per day Area C (seats 96) $120.00 per day All Areas (seats 200) $250.00 per day Group 38 Individuals/Other Groups -Non-Resident Area A (seats 56) $84.00 per day Area B (seats 48) $72.00 per day Area C (seats 96) $144.00 per day All Areas (seats 200) $300.00 per day Group 4A Commercial Uses -Resident Area A (seats 56) $93.00 per day Area B (seats 48) $80.00 per day Area C (seats 96) $160.00 per day All Areas (seats 200) $333.00 per day Group 48 Commercial Uses -Non-Resident Area A (seats 56) $112.00 per day Area B (seats 48) $96.00 per day Area C (seats 96) $192.00 per day All Areas (seats 200) $400.00 per day Payment Schedule 1. Payment of rental fees must be made at the time the application is submitted. .r 2. Payments may be made by check, VISA, MasterCard, money order or cash. Please make checks or money orders payable to the City of Dublin. Cancellations, Changes and Refunds Cancellation requests must be made in writing by the applicant. Refunds will be handled as follows: a) If the request is received two months or more prior to the rental date the rental fees will be refunded, less a $25.00 processing fee. Refunds will be mailed to the applicant within 30 days of receipt of the written cancellation request. b) If the request is received between two months and 30-days prior to the rental date the applicant will forfeit one-half of the rental fees unless another user rebooks the date. If it is rebooked the rental fees will be refunded less a $25.00 processing fee. c) If the request is received less than 30-days prior to function the applicant will forfeit one-half of the rental fees. 2. Reservation fees will not be refunded for events which are cancelled due to rain. Instead a credit will be placed on the customer's account if notification of rain cancellation was communicated to the Parks and Community Services Department on the day of the reserved use by 10:00 A.M. Notification can be made by calling 925-556-4500 and leaving a message. Events cancelled due to rain may be rescheduled for a future use to occur within one-year of the cancelled date of use. Failure to cancel a reserved use by the stated time or failure to reschedule a cancelled use within one-year will result in forfeiture of the rental fees paid. 3. Permits may not be transferred, assigned or sublet. 4. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. If the Picnic Area becomes unavailable due to extenuating circumstances, the City reserves the right to cancel the Facility Use Permit. In this situation, the group or individual will be given as much advance notice as possible. General Rental Information 1. Rental permits will only be issued to adults. A responsible adult from the group must supervise the picnic area for proper use during rental hours. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at all times while they are using the picnic area. 2. Park facilities other than the reserved picnic areas are open to the general public. 3. To use the soccer fields, cricket field or ball diamonds, you must obtain a Sports Field Use Permit from the Parks and Community Services Department at the Shannon Community Center, 11600 Shannon Avenue. The sports fields are closed from December 15 through March 1. 4. The bocce ball courts adjacent to the picnic area are not included in the rental, and are available on a first-come, first-served basis. 5. The consumption, serving and/or selling of alcoholic beverages is not permitted in the park. Glass containers, including bottles, are not permitted. 6. Barbecues are provided in picnic areas. No portable barbecues are allowed in the park. Coals and ashes are NOT to be dumped in trash receptacles. 7. Campfires/bonfires are not permitted in the park. 8. The use of generators is prohibited. Electrical outlets are available in the picnic area. 9. Dunk tanks, animal rides and petting zoos are not permitted in the park. 10. Bringing additional equipment (such as tables, chairs, tents, stages, etc.) to augment the amenities of the Group Picnic Area must be approved by the Parks and Community Services Director. 11. Rental parties are prohibited from driving vehicles in the park to access the picnic area. Requests for exception to this policy must be submitted in writing to the Parks and Community Services Director, and will only be considered for applicants renting the entire picnic area. If vehicular access is granted the rental applicant will need to provide liability insurance naming the City as additionally insured. An Attendant fee of $15 per hour would be added to the rental fees. 12. Dogs are to be restrained by a substantial leash not to exceed six feet in length. Persons with dogs must dispose of waste immediately. 13. SMOKING IS PROHIBITED within 100 feet of any children's playground area, sports fields, sport courts and picnic areas. 14. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect )ny~n ~n the park. 15. Selling, vending, or peddling items is prohibited. 16. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. 17. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 18. Storage is not available for events. 19. Use of the picnic area shall be in accordance with all current applicable ordinances, regulations and laws. 20. Requests for exception to the Picnic Area Use Policy must be submitted in writing to the City Manager, or his designee, no later than 45-days prior to the date of use requested. Inflatable Jump Houses and Other Equipment As noted in the General Rental Information, setting up additional equipment in the Group Picnic Area must be approved by the Parks and Community Services Director. For inflatable jump houses, the vendor providing the equipment must have an application and liability insurance on file with the City of Dublin. If the jump house is owned by the rental applicant, then the applicant must provide the certificate of liability insurance. If the rental applicant has a company providing equipment such as tents, canopies or stages, then the vendor must have an application and liability insurance on file with the City. For specific insurance requirements, please refer to the next section. Insurance Requirements For rentals that are granted vehicular access to the picnic area, and/or have inflatable jump houses, the applicant shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection in the amount of $1,000,000 per occurrence. The applicant must be specified as the insured. The Certificate shall name the City of Dublin as an "additional insured" in conformance with the hold harmless agreement as outlined on the Application and must 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 of the authorizing insurance agent. An Additional Insured Endorsement must accompany the Certificate (no exceptions). The Certificate is due at the time final payment is made. If you will have an inflatable jump house, or be setting up other additional equipment, the vendor providing the equipment will need to have an application on file with the City and be subject to the above insurance requirements. Applicants and vendors should contact their insurance provider to check if their policy may be extended to cover the rental. In the event that coverage is not available, the City has event insurance available for purchase. The City of Dublin reserves the right to deny the use of City Picnic Areas 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 Emerald Glen Group Picnic Area Use Policy to become familiar with all rental fees, policies and procedures. Be sure to bring your approved Group Picnic Area Use Permit with you on the day of your event to confirm that you reserved the designated picnic area.