HomeMy WebLinkAbout5-20-19 PCSC Meeting Agenda PacketMay 20, 2019 Dublin Parks & Community Services Commission Agenda Page 1 of 3
REGULAR MEETING
Monday, May 20, 2019, 7:00 PM
Dublin Civic Center, 100 Civic Plaza
DUBLIN PARKS &
COMMUNITY SERVICES
COMMISSION
A G E N D A
• Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov)
• A complete packet of information containing Staff Reports and exhibits relate to each item is available of public
review at least 72 hours prior to a Parks & Community Services Commission Meeting or, in the event that it is
delivered to Parks & Community Services Commission members less than 72 hours prior to a Parks &
Community Services Commission Meeting, as soon as it is so delivered.
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
2. ORAL COMMUNICATIONS
2.1. Brief Informational Only Reports from the Youth Advisory and Senior Center
Advisory Committees
2.2. Video Presentation
The Parks and Community Services Commission will view a video showcasing the
departments activities and events.
STAFF RECOMMENDATION:
Receive and view a video presentation.
2.3. Public Comment
At this time, the public is permitted to address the Parks & Community Services Commission on non-agendized
items. Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT
EXCEED THREE (3) MINUTES. In accordance with State Law, no act ion or discussion may take place on any
item not appearing on the posted agenda. The Parks & Community Services Commission may respond to
statements made or questions asked, or may request Staff to report back at a future meeting concerning the
matter. Any member of the public may contact the Recording Secretary’s Office related to the proper procedure
to place an item on a future Parks & Community Services Commission agenda. The exceptions under which the
Parks & Community Services Commission MAY discuss and/or take action on items not appearing on the agenda
are contained in Government Code Section 54954.2(b)(1)(2)(3).
3. CONSENT CALENDAR
Consent Calendar items are typically non-controversial in nature and are considered for approval by the Parks &
Community Services Commission with one single action. Members of the audience, Staff or the Parks & Community
Services Commission who would like an item removed from the Consent Calendar for purposes of public input may request
the Chair to remove the item.
3.1. Minutes of the April 15, 2019 Meeting of the Parks and Community Services
Commission
The Commission will consider approval of the minutes of the April 15, 2019 meeting
of the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Approve the minutes of the April 15, 2019 meeting of the Parks and Community
Services Commission.
May 20, 2019 Dublin Parks & Community Services Co mmission Agenda Page 2 of 3
3.2. April 2019 Parks and Community Services Department Monthly Report
The Commission will receive the Department Monthly Report on classes, activities,
and events conducted during the month of April 2019.
STAFF RECOMMENDATION:
Receive the report.
3.3. Sports Fields and Stager Community Gymnasium Reservation Policies Update
The Commission will review the proposed updated Sports Fields and Stager
Community Gymnasium Reservation Policies, and Rules and recommend to City
Council for approval.
STAFF RECOMMENDATION:
Recommend to City Council the proposed updates to the Sports Fields and Stager
Community Gymnasium Reservation Policies.
3.4. Dublin Library Quarterly Report: January - March 2019
The Commission will receive a quarterly report for the Dublin Library.
STAFF RECOMMENDATION:
Receive the report.
4. WRITTEN COMMUNICATION - NONE
5. PUBLIC HEARING - NONE
6. UNFINISHED BUSINESS - NONE
7. NEW BUSINESS
7.1. Annual Presentation by the Youth Advisory Committee
The Commission will receive a presentation from Youth Advisory Committee
Members on the Youth Advisory Committee’s activities and accomplishments during
the 2018-19 term.
STAFF RECOMMENDATION:
Receive the presentation and provide feedback.
7.2. New Special Event Permit Process
The Commission will consider a recommended new special event permit process to
assist community groups and agencies to facilitate events at City-owned parks and
facilities.
STAFF RECOMMENDATION:
Recommend approval to the City Council the proposed, new special event permit
process.
7.3. Committee Assignments
The Commissioners shall review current committee assignments and make changes
as deemed necessary.
STAFF RECOMMENDATION:
Review current committee assignments and make changes and/or appointments to
the various Committees as deemed necessary.
7.4. Naming Suggestions for the "All Abilities Playground" at Dublin Sports
Grounds
The Commission will consider names for the rehabilitated playground at Dublin
Sports Grounds.
STAFF RECOMMENDATION:
Recommend one (1) name for City Council consideration.
May 20, 2019 Dublin Parks & Community Services Co mmission Agenda Page 3 of 3
8. OTHER BUSINESS
Brief information only reports from the Commissioners and/or Staff, including committee reports and reports by
the Commissioners related to meetings attended at City expense (AB1234).
9. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a)
If requested, pursuant to Government Code Section 54953.2, this agenda shall be made ava ilable in appropriate
alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of
1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make
a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833 -
6650 at least 72 hours in advance of the meeting.
Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, and fosters
new opportunities.
Vision
Dublin is a vibrant city committed to its citizens, natural resources and cultural heritage. As Dublin grows, it will
balance history with progress, to sustain an enlightened, economically balanced and diverse community.
Dublin is unified in its belief that an engaged and informed community encourages innovation in all aspects of City
life, including programs to strengthen our economic vitality, and preserve our natural surroundings through
environmental stewardship and sustainability. Dublin is dedicated to promoting an active and healthy lifestyle
through the creation of first-class recreational opportunities, facilities and programs.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Video Presentation
Prepared by: Bridget Amaya, Assistant Parks and Community Services Director
EXECUTIVE SUMMARY:
The Parks and Community Services Commission will view a video showcasing the
departments activities and events.
STAFF RECOMMENDATION:
Receive and view a video presentation.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Parks and Community Services Department has hosted and coordinated a number
of events and activities including the St Patrick's Day Celebration, Picnic Flix, the Family
Campout, the start of the Farmers Market Series, the Floating Pumpk in Patch, the
Holiday Tree Lighting, a variety of sports leagues, pre -school programs, and senior
center events. This video highlights the departments offerings to the Dublin community.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
None.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Minutes of the April 15, 2019 Meeting of the Parks and Commun ity
Services Commission
Prepared by: Roel Blanco, Senior Office Assistant
EXECUTIVE SUMMARY:
The Commission will consider approval of the minutes of the April 15, 2019 meeting of
the Parks and Community Services Commission.
STAFF RECOMMENDATION:
Approve the minutes of the April 15, 2019 meeting of the Parks and Community
Services Commission.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The Parks and Community Services Commission will consider approval of the minutes
of the April 15, 2019 meeting of the Parks and Community Services Commission.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Minutes from the April 15, 2019 Parks and Community Services Commission Meeting
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PARKS & COMMUNITY SERVICES COMMISSION MINUTES
Monday, April 15, 2019
Parks & Community Services Commission April 15, 2019
Regular Meeting P a g e | 1
A Regular Meeting of the Dublin Parks & Community Services Commission was held on
Monday, April 15, 2019, in the Civic Center Council Chamber. The meeting was called
to order at 7:00 PM, by Chairperson McDonald.
1. Call to Order and Pledge of Allegiance
Attendee Name Title Status
Michelle Smith McDonald Commissioner Chair Present
Matthew Giller Commissioner Present
Joseph Washington Commissioner Absent
Sameer Hakim Commissioner Present
Kristin Speck Commissioner Present
Shaina Goel Student Representative Present
Cm. McDonald asked Student Representative Goel to lead the Pledge of Allegiance.
2. Oral Communications
2.1. Brief Informational Only Reports from the Youth Advisory and Senior
Center Advisory Committees
Student Representative Goel reported that the Youth Advisory Committee
discussed the preparation of the Committee's annual report and volunteering at
the Spring Eggstravaganza.
Cm. McDonald called Susan Woods to the podium to give an update on the
Senior Center Advisory Committee.
Ms. Woods reported that the Senior Center Advisory Committee received a
presentation from Diane Bonetti regarding the Dublin Senior Foundation. Ms.
Woods also stated that the Committee received the Senior Center monthly
report.
2.2. Public Comment
None.
3. Consent Calendar
Cm. McDonald requested item 3.3 be pulled for discussion.
3.1.a
Packet Pg. 6 Attachment: 1. Minutes from the April 15, 2019 Parks and Community Services Commission Meeting (PCSC Meeting Minutes for April 15, 2019)
Parks & Community Services Commission April 15, 2019
Regular Meeting P a g e | 2
3.1. Minutes of the March 18, 2019 Meeting of the Parks and Community
Services Commission.
Approved as presented.
3.2. March 2019 Parks and Community Services Department Monthly Report.
Received the report.
RESULT: ADOPTED [UNANIMOUS]
MOVED BY: Matthew Giller, Commissioner
SECOND: Sameer Hakim, Commissioner
AYES: Giller, Smith McDonald, Goel, Hakim, Speck
ABSENT: Joseph Washington
3.3. The Wave Marketing and Promotion Plan Summer Season 2019.
Cm. McDonald opened discussion on item 3.3 of the Consent Calendar.
La Shawn Butler, Parks and Community Services Director, shared details of
various marketing and promotional plans for the 2019 season.
The Commissioners discussed and inquired about the additional cost for
marketing and promotions, targeting efforts to businesses and groups outside of
Dublin, various incentives through social media, offering discounts for the
concession stand, and the overall Wave performance numbers from previous
years.
Ms. Butler responded by stating that the marketing and promotions expenditures
will be higher than last year, efforts have been made to reach out to businesses
and groups in surrounding communities, the ideas regarding incentives and
discounts will be looked into, and the attendance numbers from 2017 to 2018
were lower.
Seeing no further questions, Cm. McDonald closed the floor for discussion.
RESULT: ADOPTED [UNANIMOUS]
MOVED BY: Kristin Speck, Commissioner
SECOND: Shaina Goel, Student Representative
AYES: Giller, Smith McDonald, Goel, Hakim, Speck
ABSENT: Joseph Washington
3.1.a
Packet Pg. 7 Attachment: 1. Minutes from the April 15, 2019 Parks and Community Services Commission Meeting (PCSC Meeting Minutes for April 15, 2019)
Parks & Community Services Commission April 15, 2019
Regular Meeting P a g e | 3
4. Written Communication - None
5. Public Hearing - None
6. Unfinished Business - None
7. New Business
7.1. Master Fee Schedule for Parks and Community Services Department
Programs and Services
Rhonda Franklin, Parks and Community Services Management Analyst II,
presented the specifics of the item as outlined in the staff report.
Cm. McDonald thanked Ms. Franklin and opened the floor for discussion.
The Commissioners discussed and inquired about the fee schedule for the
Family Waterpark Pass at the Wave, the Heritage Park and Museums Sunday
School Barn, the Trips and Tours program, burial fees at the City-operated
Dublin Pioneer Cemetery, and the Community Group Event Permit Fee.
Ms. Butler and Ms. Franklin responded to the Commissioners questions.
Seeing no further questions, Cm. McDonald closed the floor for discussion.
7.2. Naming Suggestions for "Tassajara Hills Neighborhood Park"
Ms. Franklin presented the specifics of the item as outlined in the staff report.
Cm. McDonald thanked Ms. Franklin and opened the floor for discussion.
The Commissioners and Staff discussed the process for recommending a name
for a new neighborhood park located in the Tassajara Hills residential housing
development.
Upon commenting and discussing on the proposed names, Tassajara Ranch
Park, Moller Ranch Park, and Butterfly Knoll Park, the Commissio ners decided to
recommend the name Butterfly Knoll Park for City Council consideration.
3.1.a
Packet Pg. 8 Attachment: 1. Minutes from the April 15, 2019 Parks and Community Services Commission Meeting (PCSC Meeting Minutes for April 15, 2019)
Parks & Community Services Commission April 15, 2019
Regular Meeting P a g e | 4
RESULT: ADOPTED [UNANIMOUS]
MOVED BY: Kristin Speck, Commissioner
SECOND: Matthew Giller, Commissioner
AYES: Giller, Smith McDonald, Goel, Hakim, Speck
ABSENT: Joseph Washington
8. Other Business
The Commissioners provided brief informational reports on the Parks and Recreation
Master Plan stakeholders and focus group meetings, the upcoming sub -committee
meeting regarding public art at Jordan Ranch Park, and summer c amps. Cm. McDonald
asked about the protocol for Commissioners interested in attending City Council
meetings to share the Commission's thoughts on certain items on the City Council
meeting agenda.
Ms. Butler provided updates and details on the Parks and Re creation Master Plan, the
cricket batting cages at Emerald Glen Park, and the Spring Eggstravaganza.
9. Adjournment
Being no further business, the meeting was adjourned by Cm. McDonald at 8:00 PM.
Minutes prepared by Roel Blanco, Recording Secretary.
____________________________________________
Parks & Community Services Commission Chairperson
ATTEST:
______________________________________
La Shawn Butler
Parks and Community Services Director
3.1.a
Packet Pg. 9 Attachment: 1. Minutes from the April 15, 2019 Parks and Community Services Commission Meeting (PCSC Meeting Minutes for April 15, 2019)
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
April 2019 Parks and Community Services Department Monthly Re port
Prepared by: La Shawn Butler, Parks and Community Services Director
EXECUTIVE SUMMARY:
The Commission will receive the Department Monthly Report on classes, activities, and
events conducted during the month of April 2019.
STAFF RECOMMENDATION:
Receive the report.
DESCRIPTION:
The Parks and Community Services Department strives to develop and implement
quality programs that strengthen community image, provide recreational experiences,
and encourage healthy lifestyles. This is accomplished by offering innovative
recreational and social activities and programs. Following is a summary of the classes,
activities, and events held in the month of April 2019.
ADMINISTRATIVE
The implementation for the department’s new registration software program, ActiveNet
continues. Hardware for the system was purchased, installed and is currently being
tested. Residents will receive an information postcard in the mail 30 days before the
system goes live. ActiveNet will go Live July 30.
The Parks and Recreation Master Plan update continues to progress. During the month
of April, several meetings were held with stakeholders, community groups, and general
members of the public. Over the course of the meetings, the Consultant, GreenPlay,
gathered input from questions related to the strengths, weaknesses, and opportunities
of the current parks and recreation system, and desired priorities for the update. The
Consultant will send out the community survey the week of May 13th. GreenPlay is
scheduled to provide an overview of the meeting outcomes in June.
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RECREATION DIVISION
On Sunday, April 7 the Youth Advisory Committee hosted the Dublin Benefit Concert at
Emerald Glen Park Amphitheater to raise donations for the Senior Fee Assistance
program. The Community enjoyed performances by six (6) youth performers (singers,
dancers and guitarist). A total of $50.00 was raised in donations.
On Tuesday, April 9, the Men’s Adult Softball League began and on Thursday, April 11,
the Coed Softball League started. A combined tota l of eighteen (18) teams registered.
The leagues conclude the week of June 17.
On April 24, the Bocce League began with games being held on Wednesday evenings
at the bocce courts at Fallon Sports Park. East Bay Community Energy sponsored this
year’s league donating $750. The league will conclude in June.
Teams 2019 2018
League (teams) 4 6
Little Lovies Session II began the week of Monday, April 15, with all program days
(Monday’s – Thursday’s) filled to capacity with 12 youth. A waiting list wa s established
for each program day. Session II ends on Thursday, May 23.
Spring contract classes and programs are coming to an end following a successful
season. Residents enjoyed the Spring Break Camps that ranged from sports to art and
enrichment classes. This season combination camps were offered such as the
Communication Academy Combo Advanced English and Public Speaking class. The
second session of Spring Tennis lessons commenced mid-April while the total
enrollment number for private tennis lessons for the month of April was 118.
Facility, Picnic Area
and Field Names
March
Rentals or
Rental Hours
Civic Regional Meeting Room 39
Dublin Senior Center 92
Library Community Room 22
Library Program Room 23
Heritage Park Kolb Barn 7
Heritage Park
St Raymond Church 1
Shannon Community Center 33
Stager Community Gymnasium 18
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The following chart
provides sports fields hours,
facility (classes, meetings
and private rentals) and picnic
area rentals for the month of
April:
SPECIAL EVENTS
On Saturday, April 20, the Spring Eggstravaganza was held at Emerald Glen Park. The
event sold out with 800 registrations. An additional egg hunt time was added this year to
accommodate the events popularity, for a total of four hunt times at 8:30 am, 9:30 am,
10:30 am and 11:30 am. Five craft vendors, two community non-profit groups, four
local business partners, and several sponsorships participated, including Lucky Stores
with a $1000 sponsorship as well as Kaiser Permanente with sponsorship of a water
and sunscreen station for the event.
On Thursday, April 4, the Farmers’ Market began at Emerald Glen Park from 4:00 pm to
8:00 pm with a concert at the Amphitheater by The Houserockers and an estimated
attendance of 1000 people. The 2019 season will run from April through the end of
September and will include nine concert nights. The Dublin Lions Club will offer sales of
Alamo Creek Park 6
Heritage Park 2
Emerald Glen Park 18
Kolb Park 3
Schaefer Ranch Park 6
Shannon Park 3
Dublin Sports Grounds Fields 685
Fallon Sports Park Fields 776.5
Emerald Glen Fields 391.5
Ted Fairfield Fields 62
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wine and beer at each of the concerts. The market schedule will include themed Family
Nights, Community Nights and Green Dublin Nights, as well as entertainment, crafts,
and cooking demonstrations. With a late harvest for spring fruits and vegetables, we
expect the market to grow significantly over the next month.
The next Youth Sports Liaison meeting with be on Wednesday, July 10, at 3:45 pm
located at the Dublin Senior Center.
SENIOR CENTER
The Dublin Senior Center strives to create a rewarding social and recreational
environment that serves the needs/interests of seniors in our community. The following
is a summary of attendance and participation at the Dublin Senior Center during the
month of April 2019:
• Attendance – 9.393
• Programs and Activities – 2,782
• Volunteer Hours – 978
• Lunches Served – 697**577 regular lunches. 120 special lunch (Volunteer
Appreciation)
On Thursday, April 25, 90 Senior Center volunteers were recognized at the annual
Volunteer Appreciation Luncheon. In 2018, 143 individual City of Dublin volunteers
logged 13,091 hours at the Dublin Senior Center working as greeters, instructors,
activity leaders and more. In addition, Open Heart Kitchen volunteers were praised for
being at the Center every weekday, preparing and serving nutritious lunches, and
providing much needed social time for seniors in our community.
The Dublin Senior Foundation board member volunteers were also recognized . They
run a very successful bingo program and other activities to raise funds for the Center.
Each volunteer received a certificate signed by Mayor Haubert, a camp light because
they “are the light of our Center”, and applause as they received their certificates. A
catered lunch was provided by Aurora catering, including garden salad, braised beef
short ribs, grilled chicken breast with mango salsa, mashed potatoes, sautéed zucchini,
rolls and butter, and triple-chocolate brownie with raspberry sauce and a mint leaf.
Lunch was served by the City’s executive team and Vice Mayor Hernandez and
Councilmember Josey were on site to thank the volun teers.
On Saturday, April 27, 10 people attended a trip to San Jose. Participants visited San
Pedro Square, and enjoyed the public, open-air market with over 20 unique vendors,
and other shops in the downtown area. They then enjoyed a no-host lunch at a
sidewalk café or inside a historic building.
During non-programming hours (Friday evenings, and weekend afternoon and
evenings), the Dublin Senior Center is available for rental, and had two rentals on April
13 and April 27.
• On Monday, April 8, 32 patrons received free Eyeglass Cleaning, provided by
Kaiser Permanente.
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• On Thursday, April 11, 27 people attended the Deaf Support Group.
• On Wednesday, April 10 and April 24, 3 people received information from the
HICAP counselor.
• On Wednesday, April 17, 2 people attended and received Hearing assessments
from Connect Hearing.
HERITAGE PARKS & MUSEUMS
Heritage Park had four rentals in the month of April including a Wedding at the Barn.
On Saturday, April 6, the new exhibit Exploring Dublin’s First Inhabitants opened in the
Little Classroom of Murray School House. As part of the Hands-on History program,
participants had the opportunity take a guided tour of the new exhibit and learned about
the Ohlone and Bay Miwok tribes.
On Wednesday, April 24, Students from Valley Christian School participated in a
Garden cleanup at Heritage Park.
On Saturday, April 27, Dublin Pride Volunteers participated in a variety of service
projects at Heritage Park.
On April 17-18, 3rd grade students from Cottonwood Elementary visited Heritage Park
and Museums. The youth participated in guided tours, activities, and a picnic.
The Heritage Parks and Museums host a number of classes and activities. Registration
numbers for the month of April are provided below:
Class Type Total Enrollment
Heritage & Cultural Arts 248
Sports 638
Recreation/Enrichment/Fitness 175
Total 1,061
The Wave
The Wave marketing efforts are going strong with the installation of pole banners, a
slide tower banner, flyers, posters and various so cial media postings. Additionally, radio
ads highlight various special events taking place at the Wave during the summer
season.
The Dublin High School Swim Team continued to rent the Sports Pool for daily practices
and meets until the season’s completion on May 11.
The Wave birthday party package during non-waterpark months consists of admission
to Recreational Swimming, reserved space in the Natatorium Viewing Area including
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tables, chairs and room divider set up, pizza order and delivery, juice, birt hday plates
and napkins, and a novelty item per paid guest.
Party Package 2019 2018
Number of Parties 13 7
The Wave offered Recreational Swimming in the Natatorium on Fridays from 4:00 to
7:00 pm, and on Saturdays and Sundays from 1:00 to 4:00 pm.
Admission Type 2019 2018
Recreational Swim Daily Visit 973 557
Rec Swim under 2 53 82
Rec Swim Pass Visits 206 144
Convenience Passes Sold 6 N/A
The Community Room at the Wave had two private rentals in the month of April.
Swim Lessons
The Wave Swim School is open year-round in the Natatorium. Lessons are
programmed for beginning through advanced levels and are available for children ages
six months and older and adults. The Natatorium provides a comfortable indoor
swimming environment and was specifically designed as a teaching pool with three
teaching bays, a zero-depth gradually sloped ramp, and lap swim lane space. The
swim school curriculum is written and taught specifically for The Wave Swim School.
Level 2019 2018
Parent/Child 9 10
Preschool
(Age 3-5 Years)
67 68
Youth
(Age 6-12 Years)
131 91
Teen & Adult 11 3
Total Registration 218 172
The Wave’s Fitness Swimming includes lap swimming for adults and Junior lap
swimming for ages 10+. Lap swimming and Junior Lap Swimming participants have the
option to purchase a daily admission fee, or a Fitness Convenience Pass for pre -paid
admissions at a discounted rate. Kick boards and pull buoys are available for
participants during Fitness Swimming hours.
Admission Type 2019 2018
Lap Swim Daily Visit 170 286
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Convenience Pass Visits 737 180
Convenience Passes 33 N/A
Fitness/Lap Swim Off Season Hours have changed.
May 1 - May 24 and May 28 – May 31 fitness swim will be available as follows:
Mon – Thurs, 6-9 am; 5-8 pm
Friday, 6-9 am
Saturday, 9-12:30 pm
Sunday, 4-7 pm
Aqua Aerobics is a low impact, easy paced fitness class which improves cardio fitness,
tones’ and sculpts. The class uses the natural resistance and buoyancy of water against
one’s body to provide a wide variety of conditioning activities with no impact on joints.
No swimming required. Aqua Aerobics is offered Mondays and Wednesdays, 7:00 –
7:50 pm.
2019
Resident 14
Non-Resident 37
Total Registration 51
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
N/A
ATTACHMENTS:
None.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Sports Fields and Stager Community Gymnasium Reservation Policies
Update
Prepared by: Laura Johnson, Recreation Supervisor
EXECUTIVE SUMMARY:
The Commission will review the proposed updated Sports Fields and Stager Community
Gymnasium Reservation Policies, and Rules and recommend to City Council for
approval.
STAFF RECOMMENDATION:
Recommend to City Council the proposed updates to the Sports Fields and Stager
Community Gymnasium Reservation Policies.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
Staff frequently review policies and procedures to ensure the City is up to date with
regulations, technology, and industry best practices. Additionally, it is imperative that
policies are consistent and effective. In recent review of the existing Sports Fields and
Stager Community Gymnasium Reservation Policies, Rules and F ee Schedule rental
packet, it was apparent that three sections within the policy needed to be updated. Staff
are proposing a new Field Allocation Formula, and updates to the sections titled
“Tournaments” and “Turf Field Rain Indicator Lights”.
Field Allocation Formula
Each year, the City allocates athletic fields for sports organizations to rent during March
1st through December 15th. Staff utilize the following rental categories to establish
priority use when allocating fields:
Dublin Sports League Organization (75% Dublin youth residents)
Resident
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Non-Profit
Non-Resident
Commercial
Over the past years, the requests for field usage from multiple sports organizations'
(baseball, soccer and cricket) has increased, resulting in multiple users requesting the
same space. To accommodate the increase in field requests and to ensure equal field
usage amongst the sports organizations are allocated appropriately, Staff is
recommending implementing a Field Allocation Formula. The Formula will be based on
a percentage of total Dublin residents listed on the sports organizations' roster.
• Currently, Staff automatically collects the team rosters to calculate their
residency requirements by reviewing each person listed on the rosters provided
by the sports organization.
o Sports Organizations submitting false information on residency rosters will
result in automatic revocation of permit.
The following is an example of the proposed Field Allocation Formula:
Organization A has 900 Dublin residents and Organization B has 750 Dublin
residents.
Total Dublin residents registered in Organizations A and B equals 1,650
Organization A would receive 55% of field time available (900 divided by 1,650
equals 55%)
Organization B would receive 45% of field time available (750 divided by 1,650
equals 45%)
Both Organizations request usage on the same field and same day from 3:00 -
7:00 PM (4 hours):
o Organization A (55%) would be allocated 2.5 hours of field usage on that
day
o Organization B (45%) would be allocated 1.5 hours of field usage on that
day
• Organization A would receive first choice on the time they prefer to use the field
(either 3:00-5:30PM or 4:30-7:00 PM) on the day requested.
Staff highly encourages sports organizations requesting the same field on the same day
and time frame to work together to form a fair compromise. This is frequently discussed
during the City quarterly meetings with the Youth Sports liaisons; however, when a
compromise cannot be met, this formula will ensure a fair and equitable allocation
process.
Tournaments and Turf Field Rain Indicator Lights
Tournament protocol and turf field rain indicator lights were not clarified in the initial
consolidation of the Sports Fields and Stager Gymnasium Reservation Policies, Rules
and Fee Schedule rental packet. Staff is recommending revising the policy to clarify the
following:
Tournaments:
All tournaments must provide a tournament director or designee who shall
remain onsite at each location throughout the duration of the tournament. The
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rental applicant or tournament director will meet with a City Representative at
least 30 days prior to the tournament to discuss logistics of the tournament.
Based on the size of the tournament, the rental group may be required to rent
outdoor toilet facilities and/or be charged for extra litter pick-up, restroom
supplies (toilet paper and paper towels) or added staffing.
o Tournaments that require City staffing will be charged for actual cost for
services related to Facility Attendants, Maintenance staff and other City
staff per hour per location (Fallon Sports Park, Emerald Glen Park and
Dublin Sports Grounds) in addition to the rental fees.
▪ Sports Organizations that conduct tournaments without informing
Staff a month in advance will be charged for extra restroom
supplies and Maintenance staff cost.
Turf Field Rain Indicator Lights:
Field use is prohibited when the Rain Indicator Light is on.
o Field renters are responsible for assuring that their organization, leagues
and teams observe this rule.
Rain Indicator Light locations:
o Dublin Sports Grounds by restroom building near Soccer Field # 4
o Emerald Glen by restroom building near the basketball courts
o Fallon Sports Park on the baseball and softball outfield fences
o Ted Fairfield has no rain indictor light
Staff proposed the Field Allocation Formula, tournament protocol and turf field rain
indicator lights clarification in a meeting conducted on May 8, 2019 with the following
Dublin Sports League Organizations':
Cricket for Cubs
CYO
Dublin Cricket League
Dublin Little League
Dublin United Soccer League
• Dublin Cricket Academy (invited though didn’t attend the meeting)
• Dublin Dogs (invited though didn’t attend the meeting)
The feedback from that meeting was positive and there was support for Staff’s proposed
Field Allocation Formula, tournament protocol and turf field rain indicator lights
clarification.
Staff respectively request that Commission recommend to the City Council Staff’s
proposed policy updates, including the Field Allocation Formula and updates to the
tournament protocol and turf field rain indicator lights sections.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report has been provided to Dublin Sports League Organizations.
ATTACHMENTS:
3.3
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Page 4 of 4
1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies,
Rules and Fee Schedule
3.3
Packet Pg. 20
City of Dublin
Sports Fields and Stager Community Gymnasium
Reservation Policies, Rules and Fee Schedule
1. Rental Categories
• Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin‐San
Ramon Services District, Dublin Unified School District, etc.
• Dublin Sports League Organizations: Organized sports league groups with current IRS non-profit
status, whose membership is open to the public. The organization’s membership must be as listed
below:
o Youth Sports League Organizations – at least 75% Dublin residents.
o Adult Sports League Organization – at least 51% Dublin residents.
• Non-Profit Organization: Organized non‐profit groups with current 501(c) (3) or 501(c)(4) IRS status.
The submission and approval of a “Non-Profit Organization Verification Form” must be on file with
the City.
o *Groups applying under the Non-Profit Organization classification must have an “Organization
Verification Form” on file with the following two documents:
▪ 1) Bylaws
▪ 2) Current I.R.S. Tax Exempt Letter.
o Groups claiming Dublin Sports League Organization must provide a current membership roster.
▪ For Youth Sports League Organizations, 75% of membership must reside in Dublin and for
Adult Sports League Organizations, 51% membership must reside in Dublin. Applications
will not be accepted without these items.
• Sports Organizations submitting inaccurate residency rosters will result in
automatic revocation of permit.
• Resident: Individuals must reside or own property within Dublin City Limits
• Non -Resident: Individuals not residing within Dublin City Limits
• Commercial Uses: Companies or individuals whose events have an admission fee or include the
sales of goods or services.
2. Rental Categories Priority Use
Sports Fields
• Dublin Sports League Organization-Youth 75% Residents-Reservations accepted in advance of all
other groups.
• Resident-Reservations accepted up to twelve (12) months in advance of requested use.
• Non-Profit Organizations-Reservations accepted up to eleven (11) months in advance of requested
use.
• Non-Resident-Reservations accepted up to ten (10) months in advance of requested use.
• Commercial-Reservations accepted up to nine (9) months in advance of requested use
Stager Community Gymnasium
• Public Agencies – Reservations accepted up to nine (9) months in advance of requested dates of use.
• Dublin Sports League Organizations – Reservations accepted up to six (6) months in advance of
requested dates of use.
• Residents and Non-Profit Organizations - Reservations accepted up to four (4) months in advance of
requested dates of use.
• Non- Residents and Commercial - Reservations accepted up to two (2) months in advance of
requested dates of use.
1
3.3.a
Packet Pg. 21 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
3. Rental Hours of Use
Required rental period is a minimum of one (1) hour per sports field rental and two (2) hours for
gymnasium rental. Hours of use must include the amount of time needed for the event, including setup and
cleanup. The fields and gymnasium must be vacated by the time specified on the approved Sports Field
Rental Application.
Sports Fields are available during the following hours:
• 8:00 AM to Dusk (10:00 PM for lighted fields)
o Turf fields are available March 1 through December 15
o Synthetic turf fields are available year-round and all-weather playable
Stager Community Gymnasium is available for rental during the following hours when not scheduled for
City or Dublin Unified School District activities:
When School is in Session • Monday‐Friday 3:00 PM ‐ 10:00 PM • Saturday 8:00 AM ‐ 10:00 PM • Sunday 8:00 AM ‐ 10:00 PM
When School is NOT in Session • Weekdays 8:00 AM ‐ 10:00 PM • Weekends 8:00 AM ‐ 10:00 PM
4. Rental Process
• To reserve a sports field or gymnasium, a rental agreement must be submitted for approval a
minimum of ten (10) business days prior to the rental date. Submitting an application fewer than
ten (10) business days prior require Parks and Community Director approval. In each case, an
administrative fee of $5 per rental will apply.
• Applications are accepted between the hours of 8:00 AM and 5:00 PM, Monday through Friday,
holidays excepted.
• 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. Verification of
residence address will be required (valid California driver’s license or current utility bill).
• Applications for c ontinuous use must include complete schedules, including dates, times, fields
and gymnasium requested for practices and games. Approval takes three (3) to five (5) business days;
notification of application status will be e-mailed.
• The City reserves the right to book additional events before or after an applicant’s confirmed rental
time.
5. Rental Deposit
For rentals that are for league play, a tournament or for commercial use, a $250.00 Deposit is due at the
time that the application is submitted. The deposit will be returned within 30 days of the last date of
the rental, providing there are no violations of the Use Policy, the rental hours exceeded, excessive
cleaning required, or damages to the field(s) or gymnasium.
6. Rental Fee Balance
Final payment of rental fees must be made no later than 30 days after receipt of an approved rental
contract/confirmation. Payments not received by this deadline may result in cancellation of the
rental and forfeiture of the deposit. If the application is received less than 30 days prior to the first
date of the rental, then payment is due immediately upon receipt of a rental contract/confirmation.
2
3.3.a
Packet Pg. 22 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
Checks should be made payable to: City of Dublin. Cash, VISA, MasterCard, Discover and American
Express are also accepted. Payments not received by the due date may result in cancellation and forfeiture of the
deposit (as applicable).
7. Insurance Certificate
For rentals that are for league play, a tournament or commercial uses, all 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, its officers, employees, agents and volunteers” as an
“additional insured” in conformance with the hold harmless agreement the applicant’s insurance shall be
primary to any insurance carried by the City of Dublin and/or the Dublin Unified School District . The
certificate shall be properly executed with the original signature of the authorizing agent of the
insurance company. Note: Please contact your insurance provider to check if your homeowner’s policy
may be extended to cover your facility rental.
8. Cancellations, Changes and Refunds
• Cancellation requests must be in writing by the applicant and sent by emailing
parksandcommunityservices@dublin.ca.gov.
• Refunds and Credits are not issued for unused hours.
• 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 advanced notice as possible.
Sports Fields
• No refund or credit will be issued for a cancellation or reduction of pre-booked hours within ten
(10) business days of the rental date.
• If submitted less than ten (10) business days prior to the rental date, there will be an
administrative, per booking, fee of $5 on each request to shift scheduled booking hours to a
new scheduled time within the same day without any reductions. A $5 fee will also apply for
each subsequent request to shift the booking. A change of date is considered a cancellation.
• Adding hours fewer than ten (10) business days prior to the rental will only be accepted with
Department approval. In each case, an administrative fee of $5 will apply for each addition.
• All credits expire one (1) year after the date of issue and can only be used for field or field light
rentals.
Stager Community Gymnasium
• Refunds will be handled as follows:
• If the request is received three (3) months or more prior to the rental date, the deposit
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.
• If the request is received between three (3) months and 30 days prior to the rental, the
applicant will forfeit the deposit unless another user rebooks the date. If the date is
rebooked, the deposit will be refunded less a $25.00 processing fee.
• If the request is received less than 30 days prior to the rental date, the applicant will forfeit
the deposit and one‐half of the fees paid (or payable).
• Any Changes in rental hours less than five (5) business days prior to the rental date will be
assessed a $25.00 fee per change.
3
3.3.a
Packet Pg. 23 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
9. General Rules
• Facility Use Permits cannot be transferred, assigned or sublet.
• Hours of use must include the amount of time needed for the event, including setup and cleanup.
• A responsible adult from the rental must supervise the premises for proper facility use during all
rental hours.
• Groups comprised of minors must be supervised at all times by two (2) adults for each twenty minors.
• Parking is permitted in painted parking stalls only.
• Vehicles parked illegally will be cited.
Sports Fields Rules:
o An approved rental permit is required to use the synthetic turf fields
o Softballs must be rated “Restricted Flight.”
o Bases, equipment and field preparation (drag, water, lines, etc.) are not provided.
o Fields scheduled after dusk will require rental of field lights. All rentals must end by 10:00 PM.
o The 60’ baseball diamonds are designated for youth use only.
o Lining or marking of the field is not allowed without prior written approval from the City.
Stager Community Gymnasium Rules:
o Tables and chairs provided by the City may not be removed from the facility.
o Storage is not available.
o Only water may be brought into the gymnasium. Food and drink are not allowed.
o Containers of ice may not be placed in the gymnasium.
o The consumption, serving and/or selling of alcoholic beverages is not permitted.
o P.A. Systems, microphones, TV/VCRs, stand‐up podiums and extension cords are not available.
o The scoreboard is only available for use during official league games.
o Tickets may not be sold at the door as an admission charge unless approved in advance.
o The gymnasium has heating but no air conditioning.
o The bleachers are electric and must not be pulled or moved by the user. A Gym Attendant will be
responsible for setting up the bleachers. The bleachers are only available for league games or
special events.
o Chairs will be provided when requested.
o All exit doors must be operable and no part of any hallway, corridor, or exit may be used in a way
that obstructs its use as an exit.
o Decorations
o All decorative materials must be either made of non‐combustible substances or treated with
State Approved flame‐retardant.
o Confetti or similar materials may not be thrown inside or outside the facility.
10. General Prohibited:
• The consumption, serving and/or selling of alcoholic beverages.
• Glass containers, including bottles.
• The use of tacks, tape, nails, staples or putty on any walls
• Paste, tack, glue or post any sign, placard, advertisement or inscription or erect any sign on the
buildings.
• The use of decals, glitter, powders, wax, paint, etc.
• Hitting or kicking balls onto the walls, outside fences or against buildings.
4
3.3.a
Packet Pg. 24 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
• Spectator seating is only allowed in designed areas off the field.
Sports Fields Prohibited:
o Spectators in dugouts or playing fields during event play.
o SMOKING within 100 feet of any children’s playground area, sports fields, sport courts
and picnic areas.
o Synthetic turf fields prohibited:
▪ Any cleats that are used must be rubber; no metal spikes.
▪ No driving in of stakes.
▪ Dogs or pets of any kind on the fields.
▪ Barbecues, bikes, roller blades, skateboards, motorized vehicles or high-heeled
shoes.
▪ Food and beverages (except for water) including gum, seeds, nuts, candy or sports
drinks.
▪ Chairs, umbrellas, tents, flags, and other outdoor furniture on the field .
• Stager Community Gymnasium Prohibited:
o Containers of ice, drinks (Except for water) or food inside the gymnasium
o SMOKING within the interior of the gymnasium and outside on the school property.
o The capacity of the gymnasium is 1,428 and is posted in the building.
o Overcrowding is forbidden and will result in cancellation of event and forfeiture of all
fees paid.
o School and City property must be protected from damage and undue wear. Users
shall be responsible for the condition of the facility and equipment. The Gym Attendant
will record the condition of the facility and equipment before and after each rental. The
rental applicant shall pay for repairs to property or equipment damaged during a rental.
11. Locations and Information
Sports Fields Information
Dublin Sports Grounds, located on Dublin Boulevard at Civic Plaza, includes:
• Six Baseball Fields (one lighted 90’; four 60’; and one lighted 50’/70’ diamonds)
• Seven soccer/lacrosse fields (two lighted)
• One lighted softball field
Emerald Glen Park, located on Tassajara Road between Central Parkway and Gleason Drive, includes:
• Four soccer fields
• Three baseball fields (one 80’ and two 60’ diamonds)
• One cricket field
Fallon Sports Park, located on Lockhart Street between Central Parkway and Gleason Drive, includes:
• Two 60’ baseball fields
• One lighted 90’ baseball field
• Two lighted softball fields
• Four lighted synthetic turf soccer/lacrosse fields
Ted Fairfield Park, located at North Dublin Ranch Drive and Antone Way, includes:
• One 60’ softball field
• One soccer field
Stager Community Gymnasium is located at 6901 York Drive at Valley High School.
5
3.3.a
Packet Pg. 25 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
12. Parks and Community Services Director Approval
• Request for exception to the Sports Field and Stager Community Gymnasiums Use Policy must be
submitted in writing no later than 30 days prior to the date of use requested. Approval or denial of
the request will be issued in writing.
• No equipment storage is allowed at park sites without prior written approval from the Parks
and Community Services Director.
13. Tournaments
• All tournaments must provide a tournament director or designee who shall remain onsite at each
location throughout the duration of the tournament. The rental application or tournament director
will meet with a City Representative at least 30 days prior to the tournament to discuss logistics of
the tournament. Based on the size of the tournament, the rental group may be required to rent
outdoor toilet facilities and/or be charged for extra litter pick -up, restroom supplies (toilet paper
and paper towels) or added staffing.
o Tournaments that require City Staffing will be charged for actual cost for services related to
Facility Attendants, Maintenance Staff and other City Staff per hour per location (Fallon
Sports Park, Emerald Glen Park and Dublin Sports Grounds) in addition to the rental fees.
▪ Sports Organizations that conduct tournaments without informing Staff a month
in advance will be charged for extra restroom supplies and Maintenance Staff
cost.
14. Turf Fields Rain Outs
• In the event the field is not available due to rain or wet field conditions, a credit will be
issued if the office is notified in writing within four (4) business days after the scheduled date of
use.
• Field use is prohibited when the Rain Indicator Light is on
o Field renters are responsible for assuring that their organization, leagues and teams
observe this rule.
• Rain Indicator Light locations:
o Dublin Sports Grounds by restroom building near Soccer Field # 4
o Emerald Glen by restroom building near the basketball courts
o Fallon Sports Park on the baseball and softball outfield fences
o Ted Fairfield has no rain indictor light
15. Field Allocation Formula
• Fields will be allocated based on percentage of verifiable total Dublin residents on the organizations
roster. Staff highly encourages sports organizations requesting the same field and time usage to work
together.
• Formula Example:
o Organization A has 900 Dublin residents and Organization B has 750 Dublin residents
o Total Dublin residents registered in Organizations A and B equals 1,650
▪ Organization A would receive 55% of field time available (900 divided by 1,650 equals
55%)
▪ Organization B would receive 45% of field time available (750 divided by 1,650 equals
45%)
o Both Organizations request usage on the same field and day from 3:00-7:00 PM
▪ Organization A (55%) would be allocated 2.5 hours of field time on that day
▪ Organization B (45%) would be allocated 1.5 hours of field time on that day
3.3.a
Packet Pg. 26 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
• Organization A would receive first choice on the time they prefer to use the field (either 3:00-5:30PM
or 4:30-7:00 PM) on the day requested. Staff highly encourages sports organizations requesting the
same field on the same day and time frame to work together on field usage.
16. Sports Fields and Stager Community Gymnasium Rental Fee Schedule
Rental Category
Turf Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $7.00
Non-Profit Organizations $16.80
Residents $21.00
Non-Residents $25.20
Commercial Residents $33.60
Commercial Non-Residents $40.30
An additional 50% will be charged for use of the facility on designated City holidays pending availability of City staff.
The City of Dublin reserves the right to deny the use of Sports Fields or gymnasium 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.
Rental Category
Synthetic
Turf Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $25.00
Non-Profit Organizations $50.00
Residents $62.50
Non-Residents $104.70
Commercial Residents $100.00
Commercial Non-Residents $250.00
Rental Category
Lights Per Field
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues $25.40
Non-Profit Organizations $27.20
Residents $34.00
Non-Residents $40.80
Commercial Residents $54.40
Commercial Non-Residents $65.30
Rental Category
Gymnasium
Per Hourly Fee
Public Agencies
Dublin Youth Sports Leagues
Non-Profits (resident only) $40.00
Residents $60.00
Non-Residents $72.00
Commercial Residents $80.00
Commercial Non-Residents $96.00
Volleyball Net (per rental) $10.00
3.3.a
Packet Pg. 27 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
3.3.a
Packet Pg. 28 Attachment: 1. Revised Sports Fields and Stager Community Gymnasium Reservation Policies, Rules and Fee Schedule (Sports Fields and
Page 1 of 2
STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Dublin Library Quarterly Report: January - March 2019
Prepared by: Rhonda Franklin, Management Analyst II
EXECUTIVE SUMMARY:
The Commission will receive a quarterly report for the Dublin Library.
STAFF RECOMMENDATION:
Receive the report.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
Since opening in April 2003, funding for the Dublin Public Library has been a
partnership between Alameda County Library and the City of Dublin. The Library is
currently open 51 hours per week, excluding holidays, during which the Library operates
a circulation desk, and a variety of programs, activities, and events. On a quarterly
basis the Dublin Library provides a quarterly report that highlights Library related:
programs and services;
collaboration, partnerships, and community outreach;
statistical data; and
upcoming events and programs.
Attachment 1 provides the Library Quarterly Report for the period of January - March
2019.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this Staff Report was provided to Alameda County Library.
ATTACHMENTS:
3.4
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Page 2 of 2
1. Dublin Library Quarterly Report
3.4
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3.4.aPacket Pg. 31Attachment: 1. Dublin Library Quarterly Report (Dublin Library Quarterly Report: January - March 2019)
3.4.aPacket Pg. 32Attachment: 1. Dublin Library Quarterly Report (Dublin Library Quarterly Report: January - March 2019)
Page 1 of 2
STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Annual Presentation by the Youth Advisory Committee
Prepared by: Lisa McPherson, Recreation Manager
EXECUTIVE SUMMARY:
The Commission will receive a presentation from Youth Advisory Committee Members
on the Youth Advisory Committee’s activities and accomplishments during the 2018 -19
term.
STAFF RECOMMENDATION:
Receive the presentation and provide feedback.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
Each year, the Youth Advisory Committee presents a presentation to the Parks and
Community Services Commission and City Council on the current term’s activities and
accomplishments throughout the year. The presentation includes the following:
· Volunteering at City events
· Youth Mini Grant Program
· Fundraising efforts for the Fee Assistance Programs (Youth and Seniors)
· Participation in the Tri-Valley Teen Job and Career Fair
The Youth Advisory Committee is comprised of middle and high school students that
are appointed to an annual term by the Mayor with the approval of the City Council.
The current term ends May 31, 2019.
The general responsibilities of the Youth Advisory Committee, as outlined in the Bylaws
and Rules of Procedure, are to:
· Provide input on youth services and programming to the City Council, Parks and
Community Services Commission, and City Staff.
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· Address issues that affect youth in the community.
· Assist with the promotion and implementation of youth activities.
· Generate and present an annual report on the accomplishments of the Youth
Advisory Committee.
This presentation will be presented at the May 21, 2019 City Council Meeting.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of the Staff Report was distributed to members of the Youth Advisory
Committee.
ATTACHMENTS:
None.
7.1
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Page 1 of 2
STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
New Special Event Permit Process
Prepared by: Tegan McLane, Cultural Arts and Heritage Manager
EXECUTIVE SUMMARY:
The Commission will consider a recommended new special event permit process to
assist community groups and agencies to facilitate events at City-owned parks and
facilities.
STAFF RECOMMENDATION:
Recommend approval to the City Council the proposed, new special event permit
process.
FINANCIAL IMPACT:
Staff has proposed to the City Council a fee of $325, as part of the Master Fee
Schedule Update, to offset Staff time associated with coordinating and routing events
through multiple departments for approval. This fee will be considered by City Council
on June 18, 2019.
DESCRIPTION:
Last Fiscal Year, at the direction of the City Council, Staff began working with
community groups and agencies to facilitate events held at City-owned parks and
facilities. Special events produced by third parties, when properly coordinated through
Staff, maximize the use of City parks and facilities, while minimizing direct expense to
the City, including Staff time.
The City of Dublin supports groups in their efforts to produce specialized events and
activities to Dublin and recognizes that there may be special circumstances or requests
requiring approval outside of traditional facility use. In addition, third party groups or
agencies may be better equipped to organize and implement events related to specific
cultures or special interests.
Special events organized by outside groups or agencies in the past include two different
7.2
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Holi Festivals, an Eid Celebration, a Chinese Moon Festival and a Teen Expo Battle of
the Bands. In working with event organizers, Staff has identified what pertinent
information should be required by outside groups to ensure successful events.
The new Special Event Permit process (and related application – Attachment 1) is
designed to benefit both the event organizers and Staff by efficiently providing details
about the City’s process and required paperwork and eliciting complete information from
the groups at the beginning of the planning process.
Staff is proposing an application fee of $325 to cover the expense of Staff time involved
in processing each event application, which typically requires the expertise and
approval from several different departments in the City. Staff spends time meeti ng with
the applicant, reviewing documentation, providing guidance on event planning, and
coordinating the services of other City departments, such as Police and Public Works
maintenance crews. As part of their annual adoption of the Master Fee Schedule, the
City Council will consider the approval of the proposed Special Event Permit Application
Fee.
This charge is separate from, and in addition to, any park or facility rental charges.
Groups which qualify for an Arts Space Grant may still request to use approved city-
owned facilities at no charge. However, renters not qualifying for the Arts Space Grant
will pay the published rental rate, depending on their status as a resident, nonprofit
organization or business, and the type of event. Fundraising events are charged as
commercial events, even if the group is a nonprofit organization.
The fee also does not include any staff time required to set -up, work, or break down the
event. User groups receive a separate estimate of labor charges for Event staff
supervision, maintenance and, if necessary, fire or police on site .
Staff is inviting Commission comments and request Commission recommend to City
Council for approval.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Draft Special Event Permit Application
7.2
Packet Pg. 36
Special Event Permit Application
City of Dublin ‐ Parks and Community Services Department
Attn: Rich Jochner, Recreation Supervisor, rich.jochner@dublin.ca.gov
100 Civic Plaza, Dublin, CA 94568
(925) 833-6645
Thank you for your interest in planning a successful and safe event in Dublin. Events are a great way to build community
and celebrate diversity, heritage and uniqueness. Depending on the nature of your event, you may need to obtain
additional permits or approvals to ensure a well-planned event. The City of Dublin has created this Special Event Permit
process to help you determine what type of City permits and approvals you will need.
Submit your completed application at least 60 days before your proposed event date with a check made payable to the
City of Dublin for $325 (non-refundable processing fee). This fee may also be paid by cash or credit card.
Permit Process
The permit application process begins when you submit a completed Special Event Permit Application. Staff will reserve
the date(s), times and location requested with complete application and required payment. Keep in mind that acceptance
of your application should in no way be construed as final approval or confirmation of your request.
During the review process you will be notified if your event requires additional information, permits, or licenses. Delays in
providing these items often delay our ability to finish our review and issue a Special Event Permit for your event.
Depending on the impact on City services, size and type of event, a group meeting with you may be scheduled to clarify
questions and concerns with 15 business days of the submitted application.
Other Permits and Documentation Required
While the City of Dublin provides basic information about permits and licenses required by other agencies, it is your
responsibility to contact federal, state, or county agencies for questions regarding other relevant permits.
Additional Documentation
The following table is a guide to what required additional documentation you may need to ensure your application is
processed quickly and accurately. Please note that this table is only a guideline. Please read the entire application and
fill out all questions pertaining to your event.
Type of Event Other Documentation Needed
(Please fill out all that apply to your event)
Athletic Event Attachments A, C, D
Commercial Event Attachments A, D
Concert/Performance Attachments A, D
Festival/Celebration Attachments A, B, C, D
Fun Run/Walk Attachments A, B, C, D
Fundraising Event Attachments A, D
Outdoor Market/Street Fair Attachments A, B, C, D
Parade/Procession Attachments A, B, C, D
Events including Food Additional Documentation Needed
Food Vendor See Alameda County Health requirements on pages 8-9
Events involving food must comply with all applicable Alameda County Health Department and Alameda County Fire
Department regulations. Individual vendors are required to have Health Department permits. Additionally, applicants with
more than one food vendor are required to obtain a Health Department permit for the entire event. The City many require
that you provide additional volunteers or schedule additional maintenance labor at your expense, if food litter is expected
to exceed the venue’s normal trash capacity.
7.2.a
Packet Pg. 37 Attachment: 1. Draft Special Event Permit Application (Special Event Permit Process)
Special Event Permit Application
2 | P a g e
Application # _____________
APPLICANT INFORMATION
Representative Name: ____________
Organization Name: ____________
Mailing Address: City: __________ Zip Code: _____
Main Phone: Secondary Phone: _____
E‐Mail: Website: _____
Name(s) of representatives who will be present at the event and be responsible for the event’s activities:
Name: Cell Phone: _____
Name: Cell Phone: _____
Is the applicant a Dublin-based business, organization or resident? Yes No
Is the applicant a Nonprofit Organization? Yes* No *If yes, please provide 501(c)3 number _____
EVENT INFORMATION
Event Name: ______________________________________________________________________________________
Description of Event:
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
Event type:
Fun Run/Walk Festival/Celebration Outdoor Market/Street Fair
Parade/Procession Concert/Performance Athletic Event
Commercial Event Charitable Event
Anticipated Attendance: Anticipated Audience: (i.e. Family, Youth, Teens, etc.) ____
Park/Area Requested: _____________________________________________________________________________
Date(s) Requested: ________________________________________________________________________________
Will there be entertainment? Yes* No *If yes, please describe the entertainment and any conditions of the
entertainment rider effecting the facility, if any __________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
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Planned Hours of Use (Rental of park areas is from 8:00 am until dusk. However, this is helpful for the Maintenance
Staff):
Setup: am/pm to am/pm
Function: am/pm to am/pm
Cleanup: am/pm to am/pm
Will the function be open to the public? Yes No
Will an admission fee be charged? Yes* No *If yes, how much? ____________
Will tickets be sold in advance? Yes* No *If yes, how will you sell tickets? ___________
Is this a fundraising event? Yes No
Will donations be solicited onsite? Yes No
Have you previously held this event in Dublin? Yes* No * If yes, when/where ____
Is this planned as a reoccurring event? Yes* No *If yes, how often will it occur? ___________
Have you previously held this event in other cities? Yes* No *If yes, when/where_______ ____
If you’ve held this event before in Dublin or other cities, have police ever been dispatched to the event? Yes* No
*If yes, please explain the circumstances. ____
_____________________________________________________________________________
PUBLICITY
Where/how are you advertising the event? (check all that apply)
Facebook Instagram Email list
Print advertising Website Other
___
VENUE SET-UP/EQUIPMENT
Are any areas required to be blocked to the public or held exclusively for ticketed attendees? Yes No
Is electricity required for any vendors or entertainment? Yes No
Are you setting up sound equipment? Yes No Will you have a sound technician? Yes No
Are you setting up light equipment? Yes No Will you have a light technician? Yes No
Are you bringing portable restrooms? Yes* No *If yes, how many? _______ Which company? ______________
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Are you bringing dumpsters/recycling containers? Yes* No *If yes, how many? _______________________
Are you setting up festival tents? Yes* No *If yes, how many, where, what size? _________
Are you bringing pop-up tents? Yes* No *If yes, how many, where, what size? _________
Are you setting up stages? Yes* No *If yes, how many, where, and what size? _________
_______________________________________________________________________________________________
Are stages being set up the night prior to the event? Yes* No *If yes, will security be hired to stay overnight?
Yes* No *If yes, which security company will be used _______________________________________________
City many require portable restrooms and/or dumpsters and recycling, if the expected use exceeds venue’s existing
capacity. The number of restrooms or dumpsters we require will depend on venue length, crowd size and whether
food/beverages are being consumed. City maintenance staff do not service portable restrooms. You may need to hire
janitorial service.
FOOD & BEVERAGES
Will there be food or beverage at the event? Yes, free of charge Yes, for sale No
If yes, what type? _______________________________________________________________________________
Will there be any on-site cooking? Yes No
How many tented vendors? _____________ How many food trucks? _____________
Is picnicking advertised or encouraged? Yes No
NON-FOOD VENDORS AND SPONSORS
How many tented non-food vendors or sponsors? ___________________________________________________
What types?
City many require you to provide additional volunteers or schedule additional event labor at your expense if number of
booths (food and non-food vendors) exceeds 12.
PARKING AND TRAFFIC PLAN
Are you requesting any temporary street closures? Yes* No *If yes, please provide street map.
Are you promoting any of the following? (check all that apply)
Bicycling Carpooling Public transit
Are you offering offsite parking? Yes* No *If yes, where?
Offsite Parking property owner’s name and contact info: __________________________________________________
_________________________________________________________________________________________________
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HEALTH, SAFETY AND SECURITY
Will you have onsite First Aid? Yes* No *If yes, who is providing it?
Will you have onsite private security during the event? Yes* No *If yes, which company and how many security
officers?
Describe your emergency plan, including communication procedures? _______________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
SPECIAL CONSIDERATIONS
The following items require special permission. Please indicate if you wish to discuss including any of the following at
your event.
Animals
Candles/Open flames
Inflatables/Jump houses
Rides
Signs/Banners
The Applicant hereby agrees to be responsible for any damage to the p a r k , p l a z a an d p i c n i c a r e a s occurring
during and by this use, and agrees to be responsible for the conduct of all persons attending this function. Applicant
further agrees to be responsible for any accident or injury occurring to anyone during and by this use, and agrees
that the City of Dublin, its officers, employees, and volunteers, shall not be responsible for any such injury or loss,
except as arises from the sole willful act, omission or sole negligence of the City of Dublin, its officers, employees, or
volunteers. The Applicant has received a copy of the Facility Use Policy, Clean‐Up Requirements, Insurance
Requirements and Rules and Regulations and agrees to comply with the rules and regulations listed therein.
Signature of Applicant Printed Name Date
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ATTACHMENTS
ATTACHMENT “A” – Site Plan Attachment “A” is due 60 days prior to event
Please include a site complete plan of your event, including:
Location(s) of all uses of public property and public right of way
Location(s) and dimensions of any structures, including buildings, climbing structures
Location(s) and dimensions of any tents or canopies
Location(s) and dimensions of any grandstands, bleachers, or folding or telescoping seating
Location(s) and type of cooking equipment, cooking areas, and food booths
Location(s) of temporary heating system
Location(s) of decoration, banners, or other advertisement at the event site
Location(s) of all trash and recycling receptacles
Location(s) of any signs to be placed, both directional and advertising the event
Location(s) of all street closures, including location and number of barricades and signs
Location(s) of all display areas, play areas, judging areas, staging areas and seating areas
Location(s) of all entertainment stages, vendor/sponsor booths, event command post, speaker locations
Location(s) of portable toilets
If a Fun Run/Walk or Parade/Procession is involved, please also include:
Staging area
Judging area
Start and ending area
Location of bleachers, grandstands, or related structures
Directional arrows showing the exact route of the parade
ATTACHMENT "B" - TRAFFIC CONTROL/DETOUR PLAN Attachment “B” is due 60 days prior to event
If you wish to close any streets or sidewalks, you may be required to obtain a certified traffic control plan drafted
by a transportation or traffic engineer.
ATTACHMENT "C" - PARKING PLAN Attachment “C” is due 30 days prior to event
Please provide the following information:
Proof that adjacent property owners were notified of event
Proof that adjacent property owners granted permission for event attendees to park on the adjacent property
proposed for event parking
Adequate disabled parking
Adequate publicity and signage to direct event attendees to available parking
Other efforts to provide shuttle services to and from the event site, and/or to provide information on
alternative transportation such as carpooling, BART, and Wheels Bus Transit.
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ATTACHMENT "D" - VENDOR INFORMATION Attachment “D” is due 30 days prior to event
The City of Dublin requires each food or retail vendor to have a Business License or Daily Business License (for one
day events) to sell within the City of Dublin. If a vendor does not have this license, please contact the City’s
Planning Department at (925) 833-6610 for the appropriate form.
For each vendor, please include the following information:
NAME OF VENDOR &
CONTACT PERSON
EMAIL TELEPHONE FOOD, GOODS &
SERVICES TO BE SOLD
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Community Event Food Vendor Information Due seven (7) days prior to event
Alameda County Health Permit – REQUIRED
• All accepted food vendors are required to have a health permit issued by Alameda County. The
application can be accessed at http://www.acgov.org/aceh/food/TFF_Application_Booth.pdf or by calling
(510) 567-6748.
• Vendor shall be responsible for complying with the Alameda County’s health regulations and will be
subject to a health inspection. If Vendor’s booth fails to pass inspection, Vendor is solely responsible for a
re-inspection fee and/or costs associated with closing and removing Vendor’s booth from the Event. Re-
inspection fee will be collected at the event before booth may re-open.
• Copies of the Pre-inspection/Self Inspection Form can be found at http://www.acgov.org/aceh/food/Self-
inspection-Temporary-Event-Booth.pdf or by calling (510) 567-6748.
• To avoid incurring a late penalty with Alameda County Health Department, submit your application at
least two weeks prior to your event.
Alameda County Fire Code Activity Form - REQUIRED (if cooking)
• Food vendors are required to meet the California State Fire Marshall code as it relates to your tent, rig,
fire extinguisher, etc. Failure to comply may result in closure of your booth. Vendors are advised to refer
to the Fire Code Requirements for Carnivals and Fairs and Tents and Other Membrane Structures
Requirements found on our website under Forms.
• Food vendors who will be utilizing any form of flame for cooking or any other purpose must complete the
Fire Code Regulated Activity/Use Application and Permit. This document can be found at:
http://www.ci.dublin.ca.us/DocumentView.aspx?DID=643 or on our website under Forms.
General Rules and Regulations
• You are only authorized to sell food to attendees of the event for which you have been hired.
• Walking the park grounds to sell merchandise or handout fliers is prohibited. Venders must remain inside
booth space.
• An Alameda County Health permit is required to sell, serve or sample any food or beverage.
• Vendor must provide their own signage. Signage may not exceed five feet from the top of the tent or
truck. No handwritten signage will be permitted.
• All fire codes, laws, ordinances, and regulations pertinent to health, fire prevention, and public safety
shall be strictly obeyed.
• Vendors are responsible for acquiring a seller’s permit from the California State Board of Equalization.
Form BOE 410-D Swap Meets, Flea Markets, or Special Events Certification from the Board of
Equalization (attached) must be submitted with application. Vendors are responsible for submitting
their own resale taxes.
• All necessary permits and/or licenses must be properly displayed.
• Vendors must use environmentally friendly serving ware as stipulated by the City of Dublin Environmental
Services Division.
• No private generators are permitted.
• Nothing may be disposed of down storm water drains.
• Food truck vendors must provide their own drip-pans or tarps under vehicles.
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Required Insurance
Liability Insurance: All vendors are required to provide a Certificate of Insurance evidencing Commercial
General Liability or Comprehensive Personal Liability coverage for a minimum of $1,000,000 per occurrence
or $2,000,000 aggregate. The vendor shall provide proof of insurance by deadline.
• The certificate must name: City of Dublin, 100 Civic Plaza, and Dublin, CA 94568 as the certificate
holder.
The Additional Insured Endorsement must include: The City of Dublin, its officers, employees, agents and
volunteers as additionally insured.
Waiver and Release of Liability
1. Applicant’s vendor acknowledges and understands that participation in the Event involves potential risks
that may arise from the actions and inactions of Vendor, other individuals attending the Event, or the City
and its officials, employees, agents and volunteers. Vendor expressly agrees to accept and assume full
responsibility for any and all risks of bodily injury, death or property damage caused by or arising directly or
indirectly from Vendor’s participation in the Event, regardless of the cause. Participation in the Event is
purely voluntary, and Vendor elects to participate in spite of the risks.
2. Vendor releases the City, its officers, officials, employees, agents, and volunteers (“the Released Parties”)
and waives all actions, claims and demands that Vendor or Vendor’s heirs, executors, representatives,
insurers, attorneys, administrators or assigns (“the Releasing Parties”) may have or may hereafter have for
any personal injury, bodily injury (including death) or property damage that Vendor may directly or indirectly
incur while participating in the Event, including but not limited to that incurred as a result of the negligence
of the Released Parties. Vendor, on behalf of both Vendor and the Releasing Parties, agrees not to sue the
Released Parties on the basis of these waived and released claims.
3. Vendor agrees to comply with all stated and customary terms, posted safety signs, rules, and verbal
instructions as conditions for participation in the Event.
4. At all times during Event, Vendor, his/her employees and agents shall be independent contractors and not
employees or agents of the City. Vendor, and his/her employees and agents shall have no authority,
express or implied, to bind the City to any obligation whatsoever.
5. City may terminate Vendor’s participation in the Event at any time. City shall not be liable for any costs
incurred by the Vendor as a result of such termination by the City.
6. Vendor shall comply with all laws applicable to the performance of the work hereunder, including, to the
extent applicable, health and safety regulations. Vendor is solely responsible for the payment of all federal,
state and local taxes, including employment taxes, that Vendor may incur as a result of participation in the
Event.
7. Vendor represents and warrants to City that Vendor and its employees, agents, and volunteers have all
licenses, permits, qualifications, and approvals of whatsoever nature that is legally required to offer the
goods and/or services that Vendor is offering at the Event.
8. Vendor agrees to indemnify, defend, with counsel selected by City, and hold harmless the Released Parties
from any and all claims, demands, actions, judgments, damages, liabilities, and costs of any kind, including
attorneys’ fees, (collectively “Liabilities”) arising out of or in any manner related to Vendor’s participation in
the Event, except to the extent that such Liabilities are caused by the sole negligence or willful misconduct
of the Released Parties.
9. The person signing this Agreement represents and warrants that he or she is duly authorized and has the
legal capacity to execute and deliver this Agreement on the behalf of the Vendor.
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RESERVATION STATUS - FOR OFFICE USE ONLY
APPLICATION PROCESSING
Calendar Hold Placed
Insurance Received
Department Reviews Complete
Application Approved
DEPARTMENT DIRECTOR SIGNATURE____________________________________ DATE ___________________
DEPARTMENT REVIEWS
PARKS AND COMMUNITY SERVICES
Reviewer’s Name: ____________________________ Concerns: _________________________________________
POLICE
Reviewer’s Name: ____________________________ Concerns: _________________________________________
FIRE
Reviewer’s Name: ____________________________ Concerns: _________________________________________
ENVIRONMENTAL SERVICES
Reviewer’s Name: ____________________________ Concerns: _________________________________________
MCE
Reviewer’s Name: ____________________________ Concerns: _________________________________________
DEPOSIT INFORMATION
SECURITY DEPOSIT = $________________
ESTIMATED PCS EVENT STAFF (Hours _______ x Hourly rate $ ____________) = $ ________________
ESTIMATED MCE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
ESTIMATED POLICE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
TOTAL DEPOSIT = $________________
DATE:_______ CARD: CASH: CHECK #: ______ RECEIPT NUMBER:__________STAFF INITIAL: ______
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RESERVATION CLOSE-OUT - FOR OFFICE USE ONLY
EVENT REPORT
Actual attendance: ________________
Actual Hours of Use:
Setup: am/pm to am/pm
Function: am/pm to am/pm
Cleanup: am/pm to am/pm
Actual City Staff Time:
PCS EVENT STAFF (Hours _______ x Hourly rate $ ____________) = $ ________________
MCE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
POLICE (Hours _________ x Hourly rate $ _____________) = $ ________________
CLEANUP STATUS
Satisfactory
Unsatisfactory If unsatisfactory, describe damage or extra City cleanup required and attach photos:
__________________________________________________________________________________________________
__________________________________________________________________________________________________
ADDITIONAL CHARGES___
ADDITIONAL PCS EVENT STAFF (Hours _______ x Hourly rate $ ____________) = $ ________________
ADDDITIONAL MCE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
ADDITIONAL POLICE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
THIRD PARTY CLEANUP COSTS = $ ________________
DAMAGE REPAIRS = $ ________________
DATE APPLICANT NOTIFIED: ___ STAFF INITIAL: _____
DATE: CARD: CASH: _____ CHECK #: _________ RECEIPT #:___________ STAFF INITIAL: _______
REFUND
SECURITY DEPOSIT (Full or partial $ ____________) = $________________
CREDIT UNUSED PCS EVENT STAFF (Hours _______ x Hourly rate $ ____________) = $ ________________
CREDIT UNUSED MCE STAFF (Hours _________ x Hourly rate $ _____________) = $ ________________
TOTAL REFUND = $________________
DATE: CARD: CLAIM FORM TO FINANCE: STAFF INITIAL:
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Committee Assignments
Prepared by: Rhonda Franklin, Management Analyst II
EXECUTIVE SUMMARY:
The Commissioners shall review current committee assignments and make changes
as deemed necessary.
STAFF RECOMMENDATION:
Review current committee assignments and make changes and/or appointments to
the various Committees as deemed necessary.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
There are three committees that require the representation of a member of the Parks
and Community Services Commission. As per the Bylaws and Rules of Procedure for
the Commission, the Commission or the Chairperson, upon direction of the
Commission, may appoint several of its members, but less than a quorum, to serve on a
Committee. A summary of the various committees and the current representatives and
alternates are shown below.
Senior Center Advisory Committee
An ongoing committee which advises the Parks and Community Services Commission,
the City Council, and Staff on matters pertaining to the operation of the Dublin Senior
Center. The Commission representative will serve as a liaison between the Advisory
Committee and the Commission. The Senior Center Advisory Committee meets the first
Thursday of the month at 9:30 AM at the Dublin Senior Center.
• Representative: Vacant
• Alternate: Vacant
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Youth Advisory Committee
The Youth Advisory Committee advises the Parks and Community Services
Commission, the City Council, and Staff on youth services and programming. The
Commission representative will serve as a liaison between the Advisory Committee and
the Commission. The Youth Advisory Committee meets the fourth Wednesday of the
month at 7:00 PM at the Dublin Senior Center.
• Representative: Vacant
• Alternate: Vacant
Youth Sports Liaison Committee
An ongoing committee whose purpose is to maintain open lines of communication with
local youth sports groups (Dublin Little League, Dublin United Soccer League, Dublin
Youth Football, St. Raymond’s CYO Basketball, etc.). Meetings are typically held
quarterly.
• Representative: Matthew Giller
• Alternate: Michelle Smith McDonald
Staff is requesting the Commission review current committee assignments and make
changes and/or appointments to the various Committees as deemed necessary.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
None.
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STAFF REPORT
PARKS & COMMUNITY SERVICES COMMISSION
DATE: May 20, 2019
TO: Honorable Chair and Commissioners
FROM:
La Shawn Butler, Parks & Community Services Director
SUBJECT:
Naming Suggestions for the "All Abilities Playground" at Dublin Sports
Grounds
Prepared by: Rhonda Franklin, Management Analyst II
EXECUTIVE SUMMARY:
The Commission will consider names for the rehabilitated playground at Dublin Sports
Grounds.
STAFF RECOMMENDATION:
Recommend one (1) name for City Council consideration.
FINANCIAL IMPACT:
N/A
DESCRIPTION:
The existing playground at Dublin Sports Ground , which is adjacent to City Hall on the
southeast corner of Dublin Boulevard and Civic Plaza, is being rehabilitated into an all-
abilities playground approximately 19,500 square feet in size which is over three times
the size of the existing playground. The all-abilities playground offers a “play for all”
theme and includes a quiet zone, music zone, spinning zone, swinging zone, a toddler
zone, and active play zones for ages two to five and five to 12.
The playground area will also include the following amenities:
• Play Structures
• Sand Play
• Group Picnic Areas with Shade
• Sensory Path
• Benches and Seatwalls
• Hammocks
• Public Art
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Staff conducted a thorough community engagement plan to solicit community
awareness and input on the park design. As a result, over 500 residents provided input
on design elements for the park. Staff presented the conceptual designs, including the
Preferred Plan, for the playground to the Parks and Community Services Commission
and Heritage and Cultural Arts Commission at a Joint Meeting on January 28, 2019.
The Commissions voted unanimously to recommend the Preferred Plan to the City
Council. The Preferred Plan was approved by the City Council on February 19, 2019
(Attachment 1).
The City’s Park Naming Policy allows for public input on park naming suggestions, after
which the top ranked names are presented to the Parks and Community Services
Commission for consideration and recommendation to the City Council.
An online survey was used to solicit input from the public for potential names for the
playground. The survey was available for approximately three weeks, from April 5
through April 28, 2019. The survey was advertised by wa y of the City’s website and
newsflash features, and social media. A total of 23 persons responded to the survey
and ranked the names in three categories of 1) Most preferred, 2) acceptable, 3) least
preferred. The survey provided an image of the conceptua l design and list of amenities,
and respondents were able to rank a list of suggested names and were given the option
of suggesting additional names.
As a general guideline, names for the playground should reflect the following
considerations:
• Geographic location and characteristics
• Landscaping, topography, natural features
• Design amenities or features
• Historical significance
• Recognition of a significant contributor to the advancement of the City
• Land or area is traditionally known as...
• Adjoining neighborhood, area or street
The following three suggested names were listed on the online public survey. The
names are listed in order of ranking received for most preferred and acceptable from the
public survey results:
• Imagine Playground – 18 votes
• Possibility Playground- 13 votes
• Dublin’s Possibilities - 7
Imagine Playground was most preferred, followed by Possibility Playground, and then
Dublin’s Possibilities. The write-in suggestions were all unique and did not provide a
majority suggestion.
Staff requests that the Parks and Community Services Commission choose one name
for City Council consideration, which is scheduled to be presented to the City Council in
June 2019.
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Staff anticipates the project will be under construction this summer with completion
estimated in spring 2020.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Preferred Conceptual Design Approved by City Council
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23
16
15
18
18
19
21
24
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA JANUARY 2019
PREFERRED PLAN - CONCEPT B
RESTROOM/CONCESSION
0 5 10 20
1
1
2
6
3
7
4
8
5
Entry Plaza
Art
5-12 Net Climber
Hammocks
Musical Zone
5-12 Play Structure
Seesaw
Spinning Zone
Roller Table
5-12 Swing
2-5 Swing
2-5 Play Structure
Sand Play
Toddler Zone
Fitness Zone
Restroom/Concession
Fencing
Benches
Seatwalls
Group Picnic with Shade
Picnic Zone
Existing Trees to Remain
Proposed Trees
Sensory Path
Gated Entries to Play Area
LEGEND
9
10
2
4
5
6
7 8
9 10
11
12
13
143
20
11
12
13
14
15
16
17
18
19
20
21
22
23
17 22
24
ART
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Packet Pg. 53 Attachment: 1. Preferred Conceptual Design Approved by City Council (Naming Suggestions for the "All Abilities Playground" at Dublin Sports Grounds)
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA JANUARY 2019
PREFERRED PLAN - 5-12 NET CLIMBER
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Packet Pg. 54 Attachment: 1. Preferred Conceptual Design Approved by City Council (Naming Suggestions for the "All Abilities Playground" at Dublin Sports Grounds)
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA JANUARY 2019
PREFERRED PLAN - 2-5 STRUCTURE
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Packet Pg. 55 Attachment: 1. Preferred Conceptual Design Approved by City Council (Naming Suggestions for the "All Abilities Playground" at Dublin Sports Grounds)
ALL-ABILITIES PLAYGROUND DUBLIN, CALIFORNIA JANUARY 2019
PREFERRED PLAN - RENDERING B
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Packet Pg. 56 Attachment: 1. Preferred Conceptual Design Approved by City Council (Naming Suggestions for the "All Abilities Playground" at Dublin Sports Grounds)