HomeMy WebLinkAbout8.3, Attch 1 Draft Policy
. ti`~~ OF DU~
2 Shannon Community Center Facility Use Policy
11600 Shannon Avenue, Dublin, California, 94568 • 925-556-4500 • www.ci.dublin.ca.us
~~LIFOR~~
The Shannon Community Center is located at 11600 PRIORITY • R. •
Shannon Avenue (at San Ramon Road). The Parks and Group 1- Reservations accepfed:
Community Services Department utilizes the Community Monday-Thursday: One year in advance of rental date
Center for City sponsored classes and programs. When the Friday-Sunday: One year in advance of rental date
facility is not in use for City programs it is available for
rental by the community. Available rental facilities include Groups 2, 3, 4 and 5(Resident) - Reservations accepted:
Ambrose Hall (a large Banquet Hall including a Pre-Function Monday-Thursday: Three months in advance of rental
Area, Kitchen and Patio Area), a Multipurpose Room and a Friday-Sunday: One year in advance of rental date
Classroom. The Shannon Community Center Facility Use
Policy establishes rules, regulations, procedures and fees Group 5(Non-Resident) - Reservations accepted:
governing the use of the Center. Monday-Thursday: Three months in advance of rental
Friday-Sunday: Nine months in advance of rental date
'CLASSIFICATION .
Group 1: City of Dublin Group 6- Reservatians accepted:
Monday-Thursday: Three months in advance of rental
Group 2: Public Agencies (Agencies serving the City of Friday-Sunday: Six months in advance of rental date
Dublin including Alameda County, Dublin-San
Ramon Services District, Dublin Unified School • • • • • • • •
District, etc.) Group 1- Reservations accepted up to one calendar year in
advance of requested dates of use.
Group 3: Dublin Chamber of Commerce
Group 2, Group 3, and Group 4- Reservations are accepted
Group 4: Dublin-based Charitable and Social Welfare on a quarterly basis as follows:
Organizations, Homeowner Associations and . Summer (Jun-Aug) Accepted starting April 15.
Sports Leagues (Organized non-profit groups with . Fall (Sep-Dec) Accepted starting July 15.
current 501(c)(3) or 501(c)(4) IRS. status, whose • Winter (1an-Mar) Accepted starting November 15.
membership is open to the public and whose • Spring (Apr-May) Accepted starting February 15.
primary purpose is to serve the Dublin
community. The organization's membership Group 5- Reservations are accepted on a quarterly basis as
must be at least 51% Dublin residents. An follows:
organizational file must be completed on an • Summer (Jun-Aug) Accepted starting May 1.
annual basis to receive the priority and fees of . Fall (Sep-Dec) Accepted starting August 1.
this classification.) • Winter (1en-Mar) Accepted starting December 1.
• Spring (Apr-May) Accepted starting March 1.
Group 5: Individuals oc Other Groups (Groups who do not
meet the criteria listed above and/or activities Group 6- Continuous 'use of the Shannon Community
such as weddings, receptions, anniversaries, Center is not permitted for Group 6 users.
birthday parties, etc.)
a) Resident (Individuals must reside or own A
property within Dublin City Limits; Groups 1. When not in use for City programs, the Shannon
must have membership made up of at least Community Center is available for rental Sunday
51% Dublin residents) through Thursday from 8:00 A.M. to 10:00 P.M., and
b) Non-Resident Friday and Saturday from 8:00 A.M. to 12:00 Midnight.
2. The minimum rental period on Fridays, Saturdays and
Group 6: Commercial Uses (Companies, groups, or Sundays is six (6) hours, and four (4) hours the
individuals whose events have the primary remainder of the week.
purpose of generating a profit such as training 3: Hours of use must include the amount of time needed
seminars, trade shows, auctions, etc.) for the function, setup and cleanup, including any time
a) Resident (Company facility must be located needed by the caterer, band, florist, coordinator, etc.
in the Dublin City Limits and have current City 4. The Center must be vacated by the time specified on
of Dublin Business License. If there is no the Facility Use Application. Events that exceed the
company facility, person responsible for schedu/ed hours will be char4ed twice the hourlv rate
event must reside or own property within the for the extra time.
Dublin City Limits)
b) Non-Resident ATTACHMENT 1
• O• D • P • AND CAPACITIES
Classroom .
Exceeding the Fire Code Capacity of any room will result in The Classroom is 546 square-feet (21'x26') and carpeted. It
immediate cancellation of the rental event. features a built-in video projection system and screen. The
Must be rented with Ambrose Hall Friday through Sunday.
Ambrose Hall (Banauet Hail) • Assembfy: 78 (without tables & chairs)
Ambrose Hall is 5,940 square-feet (90'x66') with ceiling to • Dining/Classroom: 37
floor windows looking out to the creek and park. The
rental of this room includes use of the Pre-Function Area Caterins Kitchen
(1,490 square-foot lobby), Catering Kitchen and the Use of the Kitchen is only available for use in conjunction
adjacent outdoor Patio Area. Amenities included in the with the rental of the Ambrose Hall. The Kitchen is a 638
rental fee comprise use of the Public Address and Video (18'x35') square-foot functional catering kitchen adjacent
presentation system ($250 refundable security deposit to Ambrose Hali. The Kitchen features large commercial
required), cake tabie and portable bar. A portable wood refrigerator and freezer units, ice maker, an eight-burner
dance floor is available for an additional fee of $100 per gas stove and oven, with griddle. The center island
rentai. , features steamer tables, soup warmers, two microwaves
• Assembly and Dining Capacity: 300 (with tabies & and a heating lamp. There is a full dishwashing area, and
chairs including dance space) two sinks with garbage disposals. Applicants/caterer must
provide trays for steamer table units.
Multiaurpose Room
The Multipurpose Room is 1,275 square-foot (51'x25') with USE • '
windows facing northeast to picturesque Mount Diablo. 1. Use of Kitchen is only available for use in conjunction
The room has tiled floors, as well as ballet bars and mirrors. with the rental of Ambrose Hall.
Must be rented with Ambrose Hall Friday through Sunday. 2. If the kitchen will be utilized by a professional catering
• Assembly: 182 (without tables & chairs) company, they must be on the City's list of approved
Dining/Classroom: 85 caterers. All caterers must possess a current county
Food Handling Certificate and valid City of Dublin
Business License. Approved caterers must also have a
certificate of liability insurance and endorsement listing
the City of Dublin as an "Additional Insured".
3. Catering companies or facility renters that do not
properly clean or causes damage wili be removed from
' the Ctty's approved list of kitchen users:
RENTALIFEES
of Rental Use Ambrose Hall Multipurpose Room Classroom
Groups 2, 3, and 4 Setup/Takedown Fee Only of $14 per hour per Facility Attendant
Use During eusiness Hours (Mon-Fri, 8:00-5:00) Number of Attendants depends on rooms used and setup needs.
Groups 2, 3, and 4 $85 per hour $24 per hour $14 per hour
Use Outside of Regular Business Hours
Groups 2, 3, and 4
Use for the Purpose of Fundraising* $188 per hour $53 per hour $23 per hour
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)
$332 per hour $93 per hour $40 per hour
or Commercial Purposes
Use f
Group 6 (Non Dublin-Based Business)
$400 per hour $112 per hour $48 per hour
or Commercial Purposes
Use f
*A fundroiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to
the discretion of the patron, or a renta/ at which funds are collected through any type of auction, raffle/door prize activity, or
other means desiqnated to generate monies to offset costs'or to benefit a community or charitab/e agency of cause. Tickets
may not be so/d at the door unless applicant has received prior approvaL
General Notes Re¢arding Fees
1. Use of the portable dance floor is an additional fee of 3. Rental of Ambrose Hall includes use of the Lobby,
$100 per rentaL Kitchen and Patio Area. The Lobby, Kitchen and Patio
2. An additional 50% will be charged per hour for rentals Area may not be rented alone.
on City holidays pending availability of City staff.
I I
IuITieL:
Q , ; PAYMENT SCHEDULE
1. The City has developed several equipment setup 1. A$750 refundable security deposit is required with
plans for the rooms. A final plan showing the the rental application. The deposit is refundable
table/seating locations, exit ways and aisles must be provided there are no violations of the Use Policy
submitted and approved at the time of final payment. and/or excessive cleaning or damages to the facility
Changes to the standard layouts will require review or equipment. Use of the PA/video projection system
and approval for compliance with all codes. requires an additional $250 refundable security
2. All exit doors must be operable and no part of any deposit due 30-days prior to the rental.
haliway, corridor, or exit may be used in a way that 2. Final payment of rental fees must be made no later
obstructs its use as an exit. than 30 days prior to the rental date. Please call the
Shannon Community Center at 556-4500 to schedule
A,,. EQUIPMENT an appointment. Payments not received by this
Every effort will be made to provide the number of tables deadline may result in cancellation of the rental and
and chairs indicated. Applicants are responsible for forfeiture of the deposit.
providing equipment needed in addition to the equipment 3. Security deposits will be returned within thirty (30)
available from the City. days of the event date providing there are no
• Rectangular Tables (36" x 72") 20 • violations of the Facility Use Policy, the rental hours
• Round Tables (71" Diameter) 40 exceeded, excessive cleaning required, or damage.
• Banquet Chairs 300 4. Events that exceed the scheduled hours will be
• Portable Wood Bar (72") 1 charsed twice the houriv rate for the.extra time.
• Round Cake Table (48") 1 5. Payments may be made by Check, Cash, VISA or
• Portable Dance Floor 35 MasterCard. Checks are payable to the City of Dublin.
(Maximum size is 20'x28' in 4'x4' sections, which is
enough space for 140 dancers) INITIAL:
Equipment may not be removed from the facility for use ' WIMUffami. VMMoutside. Delivery/pickup of rental equipment must be 1. Cancellation requests must be made in writing by the
included within the scheduled rental hours. Storage is a licant. Refunds will be handled as follows:
unavailable before or after an event. Applicants are 180 Days 179 - 46 Days 45 Days or
responsible for setup and takedown of rental equipment. or More Less
Additional rental equipment must be included on the Security Forfeit the deposit Forfeit the
setup diagram. Deposit unless another user eposit and one
refunded rebooks the date. If the half of the fees
OW TO . . R • • • less $25 City rebooks the date paid (or
Please note that the City requires the applicant; not processing the deposit will be payable).
another party, to complete all transactions and provide fee. refunded less a$25
the insurance required for the rentaL rocessin fee.
1. A Facility Use Application and a$750 refundable 2. Refunds are not issued for unused hours.
security deposit must be submitted for approval. 3. Facility Use Permits may not be transferred, assigned
Approval takes 3-5 working days. or sublet.
2. Applications must be submitted in person at the 4. Any changes in rental hours less than forty-five (45)
Shannon Community Center (11600 Shannon Ave.) days• prior to approved event will be assessed a
between the hours of 8:30 A.M. and 4:30 P.M. $25.00 fee per change.
Monday through Friday, holidays excepted. S. Occasionally it may be necessary to reschedule,
3. In order to receive a resident rate, the applicant (the relocate or cancel a request previously approved. In
person responsible for the activity, payment of fees this event, the group or individual will be given as
and provision of insurance) must live or own property much advance notice as possible.
within the Dublin City Limits. Identification confirming
residence address will be required (valid California ALCOHOLIC BEVERAGES
Driver's License or current utility bill), 1. Writtenrequests to sell alcohol must be submitted to
4. Applicants under the Group 4 classification must have the Dublin Police Department.
a"Charitable and Social Welfare Organization 2. If permission is granted, applicants must obtain the
Verification Form" on file, or submit a completed appropriate permit from the Alcoholic Beverage
form with their: 1) Bylaws, 2) Current I.R.S. Tax Control Board, 1515 Clay Street, Suite 2208; Oakland,
Exemption Letter, and 3) Membership Roster (51% of 94612, 510-622-4970. Evidence of approval is due at
membership must own property or reside in Dublin). the time of final payment.
Facility Use Applications will not be accepted without 3. Alcohol must be consumed inside the facility or on
these items. the patio area adjacent to the building. It is
5. Applications submitted less than 30 days prior to the prohibited to cons.ume alcohol in any area of the park
requested rental date will not be accepted. (City Ordinance Chapter 5.100, Section 150).
6. The City reserves the right to book additional events 4. Alcohol may neither be sold nor served to or by
before or after an applicant's approved rental time. individuals less than 21 years of age at any time.
, ~ . ~ . INITIAL: •
All applicants shall provide the City of Dublin with a valid 1. Groups composed of minors must be supervised at all
Certificate of Liability written through carriers acceptable times by two (2) adults for each twenty (20) minors.
to the City of Dublin. Such certificate shall provide Bodily 2. Alcohol may not be sold or consumed at an event
Injury and Property Damage Liability protection in the officially designated as a"youth event" (i.e. an event
amount of $1,000,000 per occurrence. If alcohol is to be at which a majority of the attendees are individuals
sold, liquor liability coverage is also required. The less than twenty-one years of age).
applicant must be specified as the insured. The Certificate
shall name.the City of Dublin as an "Additional Insured" in m ••i • aNITIAL:
conformance with the hold harmless agreement as 1. The use of tacks, tape, nails, staples or putty on any
outlined in the Facility Use Application and ~must'specify walls is prohibited.
that the applicant's insurance shall be primary to any . 2. All decorative materials must be either made of non-
insurance carried by the City. The certificate shall be combustible substances or treated with State
properly executed with the original signature of the Approved flame-retardant.
authorizing insurence agent. The Certificate is due at the 3. Candles may only be used after applicant has
time final payment is made. Note: Please contact your obtained a permit from the Fire Prevention Bureau,
insurance provider to check if your homeowner's policy City of Dublin, 100 Civic Plaza, 833-6606.
may be extended to cover your facility rental. In the event 4. Rice, birdseed, confetti, or other materials may not
that coverage is not available, the City has special event be thrown inside or outside the facility.
insurance available for purchase. Please discuss your 5. Any plants or shrubs brought into the building must
insurance needs with the reservation staff. be in waterproof containers.
6. It is prohibited to paste, tack, glue or post any sign,
IGENERAL RENTAL INFORMA• placard, advertisement or inscription or erect any
1. A responsible adult from the rental party must sign in the park or outside of the facility (per City
supervise the premises for proper facility use during Ordinance).all rental hours,
---------1
2. SMOKING IS PROHIBITED within the interior of the
Center and within 20 feet of the facility entrance (per The City of Dublin 1'es@CVes the right to de11y '
city ordinance). the use of the Shannon Community Center to ~
3. Pdrking is permitted in painted parking stalls oniy. any person or group if such use is deemed to ;
vehicles parked illegally will be cited or towed. be contrary to the best interest of the City, ;
4. Tables and chairs provided by the City may not be the fBCillty, and/or Dublin residents. ;
removed from the facility and may not be placed ~
outside of the facility. AppIIC811ts should thoroughly review the ;
5. Storage is not available either before or after the Facility Use Policy to become familiar with all i
event/meeting. rental fees, policies and procedures. i
6. The City of Dublin does not supply ladders for the ~
applicanYs use. 7. Applicant is fully responsible for scheduling and
paying for hours to meet caterer's needs. Caterer's
may not request and/or pay for additional hours.
8. The use of decals, powders, wax, paint, etc. are
prohibited on the floor areas of the facility.
9. Beer kegs are only permitted in the kitchen or on the
plastic pad under the portable bar. Kegs may also be
setup on the patio areas adjacent to the builtling.
10. Containers of ice and/or kegs may oniy be placed in
kitchen, on the rubber mat under the portable bar, or
the outside patio areas.
11. Exterior fountains are not included in the rental
package. Guarantees cannot be made regarding the
. operation of the fountains during a specific event.
12. P.A. System, video projection system, microphones,
podium, portable bar, and a cake table can be
provided upon request.
13. Requests for an exception to the Facility Use Policy
must be submitted in writing to the Parks &
Community Services Director, or designee, no later
than forty-five (45) days prior to the date of use.
I I