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HomeMy WebLinkAbout8.1 Facility Use Policy for Tennis Courts AGENDA STATEMENT CITY of PARKS AND COMMUNITY SERVICES COMMISSION DUBLIN MEETING DATE: October 20, 2014 SUBJECT: Tennis Court Use Policy and Rental Fee Schedule Prepared by Rhonda Franklin, Administrative Analyst I ATTACHMENTS: 1) Proposed Tennis Court Use Policy 2) Redlined Version of Existing Tennis Court Use Policy RECOMMENDATION: Receive the Staff presentation and recommend to City Council approval of the proposed Tennis Court Use Policy. FINANCIAL STATEMENT: None DESCRIPTION: The Parks and Community Services Commission reviews and provides recommendations to the City Council for Facility Use Policies for all public park facilities 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 Park Tennis Court Use Policy was adopted April 3, 2001 and revised February 16, 2010 to include the Fallon Sports Park Tennis Courts. Staff is proposing the following changes to the Tennis Court Use Policy. Addition of Dublin High School Tennis Complex Staff has added the Dublin High School Tennis Complex to the list of courts available for community use. The Dublin High School Tennis Complex was renovated in 2013 in partnership with the Dublin Unified School District (DUSD) and the City. The funding and operational Agreement with DUSD provides that the courts are available for City use and rental by the community per the City's Tennis Court Use Policy. The courts are available for City and community use on weekends during the school year and seven days per week during the summer. The Complex has eight tennis courts without lights. Staff recommends three of the courts remain available for walk-on, first-come first-served use, and five courts be available for reservations. Administrative Fee for Cancellations Staff recommends implementing a processing fee of $5 for rentals cancelled 30 days or more prior to the rental date. Currently there is no penalty for rentals cancelled 30 days or more prior to the rental date; the applicant receives a full refund or credit of the security deposit and/or rental fees paid. A nominal processing fee of $5 allows the City to recoup a portion of the costs associated with the rental process. This change is consistent with other City facility use policies. COPIES TO: ITEM NO: 8.1 G:\COMMISSIONS&COMMITTEES\PARKS COMMISSION\AGNDSTMT\2014\10-20 Item 8.1 Tennis Court Use Policy.doc Court Availability With the additional tennis courts at Dublin High School and Schaefer Ranch Park, the number of courts available to the community increases by nine to a total of 19 courts. Nine of the courts are available for reservations and at least 10 courts are available for walk-on or first-come, first-served use (please see chart below). The additional courts increase the community's options for courts throughout the City and allow the community to rent or use the courts more often. Location Court Lights* Reservations Days of Operation Quantity Dublin High School 8 No Yes Su—Sa,Jun 16—Aug 15 Sa&Su,Aug 16—Jun 15 Emerald Glen Park 4 Yes Yes Daily Fallon Sports Park 4 Yes Yes Daily Kolb Park 2 Yes No Daily Schaefer Ranch Park 1 No No Daily *All lights are self-operated and programmed to shut-off by 10:00 PM daily. The current usage rates for tennis court rentals are moderate for the existing tennis courts. Over the past three years usage rates at Emerald Glen Park tennis courts average about 20 percent during the weekday prime-time hours (4:00 PM to 8:00 PM) and about five percent during the weekends. At Fallon Sports Park tennis courts the usage rates are lower, averaging less than five-percent during both weekday prime-time hours and weekends. The usage rate for City-sponsored programs and classes averages about 12 to 15 percent overall. In addition, Staff has received feedback from the community indicating that the tennis courts are frequently used for walk-on use. Rental Rates Staff conducted a tennis court rental fee comparison in the cities of Danville, Pleasanton, San Ramon, and for the Livermore Area Recreation and Park District (LARPD). Based on the information received, Staff proposes no amendments to the current rental fees. With the addition of the renovated courts at Dublin High School and the in-progress renovations at Emerald Glen Park and Kolb Park, Dublin's tennis courts remain well-maintained and in-demand by the community. The comparison chart below lists the rental fee per hour per court. Public Non- Commercial Commercial Agency Agency Profit Resident Non-Resident Resident Non-resident Dublin $5 $5 $10 $12 $15 $18 $6 Res Danville $6 /$8 $8 $10 $11 $14 Non- Res LARPD No Fee and First-come, First-served Adult Pleasanton N/A* N/A* $6.50/ Adult$9 / N/A* N/A* Youth Youth $8 $5.50 2 of 3 San Ramon No Fee and First-come, First-served *The City of Pleasanton's tennis courts are operated by Lifetime Tennis, which does not have a policy for Public Agency, Non-Profit, or Commercial Use, the rates are based on Adult/Youth uses only. General Clean-up of Miscellaneous Items In reviewing the existing policy, Staff proposes to make a few minor modifications to make the policy more consistent with other Sports Field Use Policies. These changes include updating the insurance requirements section to provide more detail and to match the language of other existing policies and other minor changes to increase clarity and detail where needed. Public Noticing This item was noticed in the Valley times on October 10 and October 15, 2014. Summary The modifications proposed by Staff will help the City to continue to operate and maintain the facilities in a quality manner. In addition, the community is provided with more courts thus increasing the availability of courts throughout the City. Staff conducted a fee survey and found that the existing rental fees are within the market average. Therefore no changes are proposed to the rental fees. If approved by the City Council, the new Facility Use Policy would be effective for tennis court rental application received November 15, 2014 and later. Rental application requests received prior to November 15, 2014 will be subject to the existing Facility Use Policy. 3 of 3 lrr i2 CITY OF DUBLIN TENNIS COURT USE POLICY � The City of Dublin operates tennis courts at Dublin High School, Emerald Glen Park, Fallon Sports Park Kolb Park, and Schaefer Ranch Park. During those times when the tennis courts are not used for City sponsored programs, the courts are available for walk-on use or rental by the community for casual, league or tournament play. 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. Court Location Quantity Lights* Reservations Days of Operation Dublin High School 8 No Yes Su—Sa,Jun 16—Aug 15 Sa &Su,Aug 16—Jun 15 Emerald Glen Park 4 Yes Yes Daily Fallon Sports Park 4 Yes Yes Daily Kolb Park 2 Yes No Daily Schaefer Ranch Park 1 No No Daily *All lights are self-operated and are programmed to shut-off by 10:00 PM daily. 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 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 RESERVATION PROCEDURE Reservations will be accepted on a quarterly basis as follows: Rental Dates Groups 1,2,3 Resident Groups 3 Non-Resident,4 January—March November 15 December 1 April—May February 15 March 1 June—August April 15 May 1 September—December July 15 August 1 ATTACIIMENT 1 1. In order to reserve the tennis courts that are available for reservation, a Tennis Court Use Application must be submitted for review and approval. Approval can take up to five (5) business days and notification of application status will be e-mailed. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin during business hours. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming Dublin resident status. CANCELLATIONS The person listed as applicant on the Tennis Court Use Application must provide cancellation/change requests in writing (emails submitted from the applicant's email address are acceptable). Refunds will be handled as follows based on the date of written notification prior to the rental date: 30 days or more 29 days or less Rainouts Security deposit and rental Security deposit and 50% Credit will be issued for cancellations due to rain fees refunded less a$5 of rental fees refunded. if the office is notified within 48 hours (via processing fee. phone or email)after scheduled rental date. PLEASE NOTE: Occasionally it may be necessary to reschedule, relocate or cancel a previously approved request. In this event,the group or individual will be given as much advanced notice as possible. PAYMENT SCHEDULE 1. At the time the application is submitted, the $100 security deposit is required (as applicable for tournaments, league play or commercial use). 2. Payment of rental fees is due within ten (10) business days after receipt of invoice and approved application or upon application submittal if the application is received less than six(6)weeks before the requested rental date. 3. Payments not received by the due date may result in cancellation and forfeiture of the deposit (as applicable). 4. Security deposits will be refunded within 30 days after rental completion providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning needed or damages to the tennis courts facilities. 5. Payment can be made by VISA, MasterCard, American Express, Discover Card, check, money order or cash. Checks or money orders must be payable to the City of Dublin. COURT AVAILABILITY To provide an adequate number of courts available for walk-on use by the community, the courts available for reservation are listed below. Location Courts Available for Reservation Lishts Dublin High School Courts 1 through 5 No Emerald Glen Park Courts 3 and 4 Yes Fallon Sports Park Courts 1 and 2 Yes 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 each rental. The tennis courts are available for walk-on use and rentals during the following time periods: Emerald Glen Park, Fallon Sports Park, Kolb Park, Schaefer Ranch Park, Dublin High School • Weekday Use 7:00 AM—5:00 PM, Monday- Friday • Weeknight Use 5:00 PM—10:00 PM, Monday- Friday • Weekend Use 7:00 AM—10:00 PM,Saturday—Sunday -2- Dublin High School Tennis Complex • June 16 through August 15, Daily, 7:00 AM to Sunset • August 16—June 15, Saturday and Sunday ONLY, 7:00 AM to Sunset 1. Individual and group rentals are limited to one booking per week,Sunday through Saturday. 2. The minimum rental reservation accepted is one hour. 3. Rental 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. Tennis Courts rentals must be vacated by the time specified on the approved Tennis Court Use Application. INSURANCE CERTIFICATE For rentals that are for league play, a tournament or commercial uses, applicants shall provide the City of Dublin with a valid Certificate of Liability including the endorsement page written through carriers acceptable to the City of Dublin. Such certificate shall provide bodily injury and property damage liability protection at a minimum 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 in the Tennis Court Use Application, and must specify that the applicant's insurance shall be primary to any insurance carried by the City of Dublin. The certificate shall be properly executed with the original signature of the authorizing agent of the insurance company. The insurance is due at least ten (10) business days prior to rental use. GENERAL REGULATIONS AND INFORMATION 1. Tennis Courts are for tennis use only. Bikes,skateboards and other uses unrelated to tennis use 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 stalls only. Vehicles parked illegally will be cited. 6. The consumption,serving and/or selling of alcoholic beverages is not permitted in City of Dublin parks. 7. The use of generators is prohibited. 8. SMOKING IS PROHIBITED in City of Dublin parks. 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 prohibited. 12. Requests for exceptions to the policy must be submitted in writing no less than ten (10) business days prior to the rental date and receive written approval from the Parks and Community Services Director, or designee. 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 -3- 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. 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. -4- i4r/,��� • CITY OF DUBLIN TENNIS COURT USE POLICY ��trFC�u�vti The City of Dublin operates tennis courts at Dublin High School, Emerald Glen Park, Fallon Sports Park aod-Kolb Park and Schaefer Ranch Park. The.re -a.re four lighted tennis ce-wrts at beit.h. EmeFald Glen and Fallen Sp PaF!(, and two lighted e9urtS at Kolb . During those times when the tennis courts are not used for City sponsored programs,they-the courts are available for walk-on use or rental by the community for casual, league or tournament play. . 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. Court Location Quantity Lights* Reservations Days of Operation Dublin High School 8 No Yes Su—Sa,Jun 16—Aug 15 Sa &Su,Aug 16—Jun 15 Emerald Glen Park 4 Yes Yes Daily Fallon Sports Park 4 Yes Yes Daily Kolb Park 2 Yes No Daily Schaefer Ranch Park 1 No No Daily *All lights are self-operated and are programmed to shut-off by 10:00 PM daily. 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 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 RESERVATION PROCEDURE Reservations will be accepted on a quarterly basis as follows: Rental Dates Groups 1,2,3 Resident Groups 3 Non-Resident,4 January—March November 15 December 1 April—May February 15 March 1 ATTACI i M ENT 2 June-August April 15 May 1 September-December July 15 August 1 1. In order to reserve the tennis courts that are available for reservation, a Tennis Court Use Application must be submitted for review and approval. Approval takes scan take up {-3$ to fives business days and applicants wPI be notified On wFiting as te the applieati status notification of application status will be e-mailed. 2. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin during business hours. The applicant must be the "user" of the facility. Identification confirming residence address will be required for those applicants claiming Dublin resident status. 3. "pplieafief s are accepted dwF+r g44e---hours of &30 a m—a► 3� r 4. Applieatiens submitted less than ten business days befeFe the date Fequested will not be aeeepted. CANCELLATIONS The person listed as applicant on the Tennis Court Use Application must +l►ake rovide cancellation/change requests in writing (emails submitted from the applicant's email address are acceptable . Refunds will be handled as follows based on the date of written notification prior to the rental date: 30 days or mare 29 days or less Rainouts Security deposit and rental Security deposit and 50% Credit will be issued for cancellations due to rain fees refunded less$5 of rental fees refunded. if the office is notified within 48 hours (via processing fee. phone or email)after scheduled rental date. PLEASE NOTE: Occasionally it may be necessary to reschedule, relocate or cancel a Fequest previously approved request. In this event,the group or individual will be given as much advanced notice as possible. PAYMENT SCHEDULE 1. At the time the application is submitted, the $100 security deposit is required (as applicable for tournaments league play or commercial use). 2. Payment of rental fees is due within ten (10) business days after receipt of invoice and approved application or upon application submittal if the application is received less than six (6) weeks before the requested rental date. 3. Payments not received within the two week deadlipeby the due date may result in cancellation and forfeiture of the deposit(as applicable). 4. Security deposits will be rem aed by-r ailrefunded within 30 days after rental completion of use providing there are no violations of the Tennis Court Use Policy and/or excessive cleaning needed or damages to the Ttennis C-courts facilities. 5. Payment can be made by VISA, MasterCard, American Ex Dress, Discover Card check, money order or cash. Checks or money orders must be payable to the City of Dublin. if paying by eheek, the Gheek must be dFawn en the aceeunt of the peF 3tqen 14sted as the applicant An the Tennis COURT AVAILABILITY To provide an adequate number of courts available for walk-on use by the community, theo courts available for reservation are listed below. must be available for walk an use unless speemal affangements are nqade in advanee with the Pad(5 and GE)MMURity Location Courts Available for Reservation Lights Dublin High School Courts 1 through 5 No Emerald Glen Park Courts 3 and 4 Yes Fallon Sports Park Courts 1 and 2 Yes -2- 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 each rental. The tennis courts are available for walk-on use and rentals during the following time periods: Emerald Glen Park Fallon Sports Park, Kolb Park Schaefer Ranch Park, Dublin High School • Weekday Use 7:00 AM—5:00 PM, Monday-Friday • Weeknight Use 5:00 PM—10:00 PM, Monday-Friday • Weekend Use 7:00 AM—10:00 PM,Saturday—Sunday Dublin High School Tennis Complex • June 16 through August 15, Daily, 7:00 AM to Sunset • August 16—June 15,Saturday and Sunday ONLY,7:00 AM to Sunset 1. Individual and group rentals are limited to one e4booking per week,Sunday through Saturday. 2. The minimum rental reservation accepted is one hour. 3. Rental 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. S. Tennis Courts rentals must be vacated by the time specified on the approved Tennis Court Use Application. INSURANCE CERTIFICATE For rentals that are for league play, a tournament or commercial uses, applicants shall provide insu.--..,,.° Nab''+ WOFFAM68R an the City Of DUb"A'S fOFm evidencing such eey the City of Dublin with a valid Certificate of Liability including the endorsement page written through carriers acceptable to the City of Dublin. Such certificate shall provide bodily injury and property damage liability protection at a minimum limit of$1,000,000 per occurrence. The applicant must be specified as the insured. The certificate Of shall name the City of Dublin,theiF^f eeFS and emple y as bean "additional insured" in conformance with the hold harmless agreement as outlined in the Tennis Court Use Application, and must specify that the useF insurance shall be primary to any insurance carried by the City a Dublin. The certificate shall be properly executed with aothe original signature of an allthOFizedthe authorizing-agent of the insurance company_ The insurance is due at least ten 10 business days prior to rental use. GENERAL REGULATIONS AND INFORMATION 1. Tennis Courts are for tennis use only. Bikes,skateboards and other uses unrelated to tennis use are prohibited. 2. Only non-marking tennis shoes allowed on courts. 3. For walk-on use there is a game limit of two--consecutive sets or a maximum of one hour of play when players are waiting. Children and adults have equal priority. 4. Storage is not available either before or after use. 5. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. 6. The consumption,serving and/or selling of alcoholic beverages is not permitted in City of Dublin parks. 7. The use of generators is prohibited. 8. SMOKING IS PROHIBITED in City of Dublin parks. 9. It is prohibited to paste,tack, glue or post any sign, placard, advertisement or inscription, or to erect any sign in the park. 10. Selling,vending,or peddling items is prohibited. 11. Use of amplification equipment is prohibited. -3- i12. Requests for exceptions to the policy must be submitted in writing no less than eaten (10) business days prior to the rental date and receive written approval from the Parks and Community Services Director, or theiFdesignee. TENNIS COURT RENTAL FEE SCHEDULE Group 1 Public Agencies.....................................................................................................$ 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 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. latpr than an month pr4or-to the date of use r-equested 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. -4-