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HomeMy WebLinkAbout8.3 ShannonFacilityUsePolicy pF DpB 82 AGENDA STATEMENT PARKS AND COMMUNITY SERVICES COMMISSION MEETING DATE: November 17, 2008 SUBJECT: Shannon Community Center Facility Use Policy Repart by Paul McCreary, Assistant Director of Parks and Community Services ATTACHMENTS: 1. Draft Shannon Community Center Facility Use Policy 2. Map of Shannon Community Center RECOMMENDATION: Receive report and recommend approval of the Shannon Community Center Facility Use Policy and Rental Fee Schedule to the City Council. FINANGIAL STATEMENT: None DESCRIPTION: The City Council adopts Facility Use Policies for each of the City's facilities or park areas that are available for rental by the community. The Facility Use Policies establish rules, regulations, procedures, and fees governing the use of the facilities. Prior to closing the former Shannon Community Center, the City had a Facility Use Policy in place for that building. Staff recommends adopting a new policy based on the different rooms and attributes of the new building. The primary purpose of the Shannon Community Center is to provide recreational and cultural arts programs, classes, and events for the community. When it is not being utilized for City programs, it will be made available for private rentals by the community. The private rentals will provide additional revenue that will help partially offset the costs of operating the Community Center. Staff has developed a Draft Shannon Community Center Facility Use Policy, which is Attachment 1. The policy is based on the standard policies established for other City facilities. The rental rules have been developed to protect the Shannon Community Center from damage and ensure it is kept in suitable condition for programs and services. Some of these rules include not allowing the furniture to be moved outdoors; restrictions on the hanging of decorations, use of rice, birdseed, confetti, etc.; and additional requirements for youth-focused events. Following is a summary of the key components of the Draft Facility Use Policy. CLASSIFICATION AND PRIORITY OF USERS The first section of the policy establishes classifications for the different types of facility users including public agencies, charitable and social welfare non-profit organizations, individuals or private groups and commercial uses. The policy further differentiates the classifications by residency status. The classifications are used to assign priorities for making reservations. Additionally, the rental fees are COPIES TO: ITEM NO.: 8.3 GAI'ARKS COMMISSIOMAGNDSTMT\2008U 1-17 Shannon Facility Use Policy.doc different for each classification. This ensures that residents and those serving the greater good of the community have priority for use and reduced rental fees. These are the same classifications used for rental of other City facilities. The draft policy allows Dublin residents and non-profit groups to make reservations up to one year in ' advance of the rental date far weekend rentals (Friday through Sunday). Reservations by non-residents ' and other groups could be made nine-months in advance for weekend use. Reservations for commercial uses could be made six-months in advance for weekend use. Reservations for weekday use (Monday i through Thursday) can be made up to three months in advance for all classifications of users. i The policy also has provisions for continuous use, which is for groups that want to book the facility on an on-going basis. Applications for continuous use are accepted on a quarterly basis. Dublin residents and non-profit groups can submit applications beginning 45-days prior to the start of the quarter; while non- residents can do so 30-days prior to the start of the quarter. The rationale behind accepting reservations ~ for continuous use on a quarterly basis is because Department sponsored classes and programs are ~ scheduled on a quarterly basis. Because the Shannon Community Center will serve as the primary location for classes and programs (until an additional center is built in the eastern area of the City) it is necessary that the City have first priority in scheduling before opening the Center to outside use. j AVAILABLE RENTAL HOURS ' Based on the draft policy, the Shannon Community Center would be available for rental Sunday through ~ Thursday from 8:00 A.M. to 10:00 P.M., and Friday and Saturday from 8:00 A.M. to 12:00 Midnight. i The minimum rental period on Fridays and Saturdays would be six hours, and four hours on all other days. This will maximize the revenue potential from private rentals scheduled during high demand hours. I SPACES AVAILABLE FOR RENTAL I Several spaces are proposed for rental at the facility. For reference, Attachment 2 is a map of the facility indicating the room names. The largest room is Ambrose Hall, which is named after Dublin's first City Manager, Richard C. Ambrose. The Hall will seat 300 comfortably for dining with a dance floor and buffet space. The Pre-Function Area (Lobby) and Catering Kitchen would be included with the rental of ` ; Ambrose Hall. The Classroom and Multipurpose Room would be made available for rental at an additional fee. Additionally the patio area adjacent.to the west side of Ambrose Hall could be reserved 3 for free in conjunction with the rental of Ambrose Hall. I I On weekends (Friday through Sunday) in order to rent any of the rooms, an applicant must first rent ~ Ambrose Hall which includes use of the lobby and kitchen areas. The rental can be expanded to include ~ the other areas identified; however the maximum attendance would remain at 300 due to the parking ' constraints of the site. ~ I ~ USE OF CATERING KITCHEN ~ The Shannon Community Center Kitchen would be made available for rental in conjunction with ' Ambrose Hall. If rental applicants are using a commercial caterer, they will be required to use a caterer ' ; on the City's Approved List of Caterers. This is not a list of "preferred" caterers, but instead a list of ; caterers that have gone through a process open to any caterer that ensures they have the proper ~ qualifications and training to use the kitchen in a manner that meets health and safety standards. The Approved List of Caterers that has already been established far the Senior Center will be shared for the Shannon Community Center. 2 of 4 ~ i " EVENT CLEANUP AND FACILITY MAINTENANCE Following an event, the rental party will be expected to leave the facility as it was found. A pre-rental and post-rental checklist will be developed to evaluate the condition of the facility before and after the event to ensure the cleaning is completed and no damage has been done during the rental. Facility users will be required to pay a refundable $750 Security Deposit to pay for any damages or additional cleaning required. 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 analyzeii to determine the base rate, which is charged to users classified as "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. The proposed fees were calculated using the same formulas. Following are the proposed rental fees: .O.OSED . . Classification of Rental Use Ambrose Hall Multipurpose Classroom I Room Groups 2, 3, & 4(Public Agency, Chamber of Setup/Takedown Fee Only of Commerce, Dublin Charitable Organization) $14 per hour per Facility Attendant Number of Attendants depends on rooms used Use During Business Hours (M-F, Sam-Spm) and the setup needs. Groups 2, 3, and 4 Use Dutside of Regular Business Hours $85 per hour $24 per hour $14 per hour Groups 2, 3, and 4 * $188 per hour $53 per hour $23 per hour or the Purpose of Fundraising Use f Group 5(Dublin Resident) $250 per hour $70 per hour $30 per hour Group 5(Non-Resident) $300 per hour $84 per hour $36 per hour Group 6 (Dublin Based Business) or Commercial Purposes $332 per hour $93 per hour $40 per hour Use f Group 6 (Non Dublin-Based Business) Use for Commercial Purposes T$400 per hour $112 per hour $48 per hour Staff conducted a market survey of the rental fees of four similar municipal facilities in the Tri-Valley. The survey included a mixture capacities and facility amenities. The average rental cost per person per hour (based on the maximum dining capacity) was $0.85. Therefore, based on a maximum capacity of 300 for Ambrose Hall, Staff recommends a base rate of $250 per hour, or $0.83 per person per hour. In the table above the base rate is the Group 5(Dublin Resident) rate. This is equal to the resident rental fee for the Fountain Room at the San Ramon Community Center and the Ridgeview Room at the Dougherty Station Community Center. It is $8 more per hour than the Cresta Blanca Room at the Robert Livermore Community Center. However the minimum rental time is eight hours, which is two more than proposed for the Shannon Community Center. Additionally the Shannon Community Center will have more spaces and amenities included with the rental of Ambrose Hall. The base rate includes the use of Ambrose Hall, the Catering Kitchen, the Pre-Function area, audio-visual systems, and portable bar. Those wishing to use the audio-visual system would be required to pay an additional $250 refundable security deposit for the system. Use of the portable dance floor would be an additional rental fee of $100 to recover the cost of the staff time to setup and takedown the dance floor. Including more amenities at a reasonable cost, should make the facility more marketable in the region, and increase revenues. 3 of 4 The rates for the remaining rooms were calculated based on the percentage of capaciYy of those rooms * compared to Ambrose Hall. For example, the Classroom will hold approximately 12% of the capacity of i Ambrose Hall. Therefore the proposed hourly rental fee for the Classroom is $30 or 12% of the rental fee i for Ambrose Hall. The following table shows the calculation. I . A , • OTHER •O• :A RATE) % of Capacity of Proposed Hourly ~ Room Capacity Ambrose Hall Base Rate Ambrose Hall 300 100% $250 ~ Classroom 37 12% $30 Multipurpose Room 85 28`Yo $70 A summary of the proposed rental rates is found on page two of the Draft Shannon Community Center Facility Use Policy (Attachment 1). ~ SUMMARY The Draft Shannon Community Center Facility Use Policy establishes rules and regulations to protect the investment the City has made in the building. It also maximizes the revenue potential from private rentals which will provide a revenue source to reduce the costs of operating the facility. Staff will present the draft Facility Use Policy and the Commission's recommendation to the Council for consideration once a final move-in date has been identified. RECOMMENDATION: Staff recommends the Parks and Community Services ~ Commission receive the report and recommend approval of the Shannon Community Center Facility Use ~ Policy and Rental Fee Schedule to the City CounciL ~ I ~ j i ! ~ ' f . ~ ~ ~ i i a i i i i { f 1 ~ I ! 4 of 4