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HomeMy WebLinkAbout8.3 Attch 1 Draft Tennis court use policy OF Dp~~ ~ 19~~82 TENNIS COURT USE POLICY ~~LIFpR~~~ The City of Dublin operates tennis courts at Emerald Glen Park, Fallon Sports Park and Kolb Park. There are four lighted tennis courts at both Emerald Glen and Fallon Sports Park, and two lighted courts at Kolb Park. During those times when the tennis courts at Emerald Glena and Fallon Sports Park are not used for City sponsored programs, they are available for walk-on use or rental by the community for casual, league or tournament play. The courts at Kolb Park are not available for rental. The Tennis Court Use Policy establishes rules, regulations, procedures and fees governing the use of the tennis courts. Use of the tennis courts is for tennis activities only. CLASSIFICATIONS 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, and Homeowner Associations: 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 or his/her designee. Group 3 Individuals or Other Groups: Individuals or groups who do not meet the criteria listed above. 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 Commercia/ 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, person responsible for event must reside or own property within the Dublin City Limits) b) Non-Resident RESERVATION PROCEDURE Reservations will be accepted on a quarterly basis as follows: Summer - June, July, August • Group 1, Group 2 and Group 3(Resident) - Applications'accepted starting April 15. • Group 3(Non-resident), Group 4- Applications accepted starting May 1. Fall - September, October, November, December • Group 1, Group 2 and Group 3(Resident) - Applications accepted starting July 15. • Group 3(Non-resident), Group 4-Applications accepted starting August 1. Winter - January, February, March • Group 1, Group 2 and Group 3(Resident) - Applications accepted starting November 15. • Group 3(Non-resident), Group 4-Appiications accepted starting December 1. Spring - April, May • Group 1, Group 2 and Group 3(Resident) - Applications accepted starting February 15. • Group 3(Non-resident), Group 4- Applications accepted starting March 1. ATTACHMENT 1 1. In order to reserve the Emerald Glen or Fallon Sports Park Tennis Courts, a Tennis Court Use Application must be submitted for approval; Approval takes three to five working days; applicants will be notified by mail as to the application status. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming resident status. 3. Applications are accepted at the Shannon Community Center during the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday, holidays excepted. 4. Applications submitted less than ten working days before the date requested will not be accepted. CANCELLATIONS 1. The person listed as applicant on the Tennis Court Use Application must make cancellations in writing. Refunds will be handled as follows: a) 60 days or more prior to use date - any collected deposit or use fees will be refunded. b) Less than 60 days prior to use date - any collected deposit or use fees less 50% will be refunded. c) Credit will be issued for cancellations due to rain if the office is notified within 48 hours after scheduled use date. Occasionally it may be necessary to reschedule, relocate or cancel a request previously approved. In this event, the group or individual will be given as much advance notice as possible. PAYMENT SCHEDULE 1. At the time the application is submitted, the security deposit is required (see Fee Schedule). 2. Payment of rental fees is due within two weeks after receipt of invoice and approved application. 3. Payments not received within the two-week deadline may result in cancellation and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of use providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the Tennis Courts. 5. Payment can be made by VISA, MasterCard, check, money order or cash. Checks or money orders must be payable to the City of Dublin. If paying by check, the check must be drawn on the account of the person or organization shown on the Tennis Court Use Application. COURT AVAILABILITY With the limited number of public courts in the City, two of the four courts at each park must be available for walk-on use unless special arrangements are made in advance with the Parks and Community Services Director. Additionally, availability of the courts for rental is limited as follows: ? A maximum of two groups will be allowed to reserve the courts for weekday play per week. ? A maximum of two groups will be allowed to reserve the courts for weeknight play per week. ? A maximum of one group will be allowed to reserve the courts for weekend play per week. ? A maximum of three hours per day will be available for rental by groups. The tennis courts are available for rental by groups during the following hours: ? Weekday Use 7:00 a.m. - 5:00 p.m. ? Weeknight Use 5:00 p.m. -10:00 p.m. ? Weekend Use 7:00 a.m. -10:00 p.m. 1. Individual groups are limited to one time period per week. 2. The minimum reservation accepted is one hour. 3. Hours of use must include the amount of time needed for use, including set-up and clean up. 4. Refunds are not given for hours not used. 5. The Tennis Courts must be vacated by the time specified on the Tennis Court Use Application. -2- I INSURANCE CERTIFICATE For rentals that are for league play, a tournament or commercial uses, applicants shall provide insurance liability information on the City of Dublin's form evidencing such coverage. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of $1,000,000 per occurrence. The certificate of insurance shall name the City of Dublin, their officers and employees as the additional insured in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application, and must specify that the user groups insurance shall be primary to any insurance carried by the City. The certificate shall be properly executed with an original signature of an authorized agent of the insurance company and is due ten working days prior to use. GENERAL REGULATIONS AND INFORMATION 1. Tennis Courts are for tennis use only. Bikes, skateboards and other uses are prohibited. 2. Only non-marking tennis shoes allowed on courts. 3. For walk-on use there is a game limit of two consecutive sets or a maximum of one hour of play when players are waiting. Children and adults have equal priority. 4. Storage is not available either before or after use. 5. Parking is permitted in painted parking stalis only. Vehicles parked illegally will be cited. 6. The consumption of alcoholic beverages is not permitted. 7. The use of generators is prohibited. 8. SMOKING IS PROHIBITED within 100 feet of any playground area, sports fields, sport courts and picnic areas. 9. It is prohibited to paste, tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 10. Selling, vending, or peddling items is prohibited. 11. Use of amplification equipment is not allowed without written approval from the Parks and Community Services Director. TENNIS COURT RENTAL FEE SCHEDULE Group 1 Public Agencies $ 5 per hour/per court Group 2 Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, and Homeowner Associations $ 5 per hour/per court Group 3. Individuals or Other Groups Resident $ 10 per hour/per court ~ Non-resident $ 12 per hour/per court Group 4. Commercial Uses Resident $ 15 per hour/per court Non-resident $ 18 per hour/per court SECURITY DEPOSIT For rentals that are for league play, a tournament or commercial uses, a$100.00 Security Deposit is due at the time that the application is submitted. The Security Deposit is refundable provided that there are no violations of the Tennis Court Use Policy and/or excessive cleaning or damages to the tennis courts. Any request for exception to the policy must be submitted in writing to the Parks and Community Services Director no later thon one month prior to the date of use requested. The City of Dublin reserves the right to refuse to grant use of the City's tennis courts to any person or group if such use is deemed to be contrary to the best interest of the City and/or its residents. -3-