HomeMy WebLinkAbout6.2 Shannon Facility Use Policy~~
~~
\~/,:'
CITY CLERK
File # Q~ (^0^-0~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 16, 2008
DESCRIPTION: PUBLIC HEARING: Shannon Community Center Facility Use
Policy and Rental Fee Schedule
Report by Paul McCreary, Assistant Director of Parks and
Community Services
ATTACHMENTS: 1. Resolution establishing a Facility Use Policy and Rental Fees
for use of the Shannon Community Center
2. Map of Shannon Community Center
RECOMMENDATION: 1. Open Public Hearing
2. Receive Staff Presentation and Public Comments
3. Close Public Hearing and Deliberate
. ~ f ° 4. Adopt Resolution establishing a Facility Use Policy and
Rental Fee Schedule for use of the Shannon Community
,~ «., ,
Center
FINANCIAL STATEMENT: None
DESCRIPTION: The City Council adopts Facility Use Policies for each of the City's
facilities or park areas that are available for rental by the community. The Facility Use Policies establish
rules, regulations, procedures, and fees governing the use of the facilities. Prior to closing the former
Shannon Community Center, the City had a Facility Use Policy in place for that building. Staff
recommends adopting a new policy based on the different rooms and attributes of the new building.
The primary purpose of the Shannon Community Center is to provide recreational and cultural arts
programs, classes, and events for the community. When it is not being utilized for City programs, it will
be made available for private rentals by the community. The private rentals will provide additional
revenue that will help partially offset the costs of operating the Shannon Community Center.
Staff has developed a Draft Shannon Community Center Facility Use Policy, which is Exhibit A to
Attachment 1. The policy is based on the standard policies established for other City facilities such as the
-------------------------------------------------------------------------------------------------------------
COPY TO: Parks and Community Services Commission
Page 1 of 4
ITEM NO.
G:ACOLTNC[L\Agenda Statements~2008U2-16 Shannon Facility Use Policy.doc
Dublin Senior Center, Dublin Library and Dublin Civic Center. The rental rules have been developed to
protect the Shannon Community Center from damage and ensure it is kept in suitable condition for
programs and services. Some of these rules include: not allowing the furniture to be moved outdoors;
restrictions on the hanging of decorations, use of rice, birdseed, confetti, etc.; and additional requirements
for youth-focused events. The following is a summary of the key components of the Draft Facility Use
Policy.
CLASSIFICATION AND PRIORITY OF USERS
The first section of the policy establishes classifications for the different types of facility users including
public agencies, charitable and social welfare non-profit organizations, individuals or private groups and
commercial uses. The policy further differentiates the classifications by residency status. The
classifications are used to assign priorities for making reservations. Additionally, the rental fees are
different for each classification. This ensures that residents and those serving the greater good of the
community have priority for use and reduced rental fees. These are the same classifications used for
rental of other City facilities.
The draft policy allows Dublin residents and non-profit groups to make reservations up to one year in
advance of the rental date for weekend rentals (Friday through Sunday). Reservations by non-residents
and other groups could be made nine months in advance for weekend use. Reservations for commercial
uses could be made six months in advance for weekend use. Reservations for weekday use (Monday
through Thursday) can be made up to three months in advance for all classifications of users. This is the
same reservation schedule specified in the prior Shannon Community Center Use Policy. It is also the
same as the Senior Center, except the Senior Center is not available for weekday use. Reservations for
weekend use of the Library and Civic Center public meeting spaces are accepted anywhere from four to
six months in advance for residents and two to four months for non-residents.
The policy also has provisions for continuous use, which is for groups that want to book the facility on an
on-going basis. Applications for continuous use are accepted on a quarterly basis. Dublin residents and
non-profit groups can submit applications beginning 45-days prior to the start of the quarter; while non-
residents can do so 30-days prior to the start of the quarter. The City accepts applications for continuous
use on a quarterly basis because classes and programs offered through the Parks and Community Services
Department are scheduled on a quarterly basis. Since the Shannon Community Center will serve as the
primary location for classes and programs it is necessary that the City have first priority for scheduling
before opening the Center to outside use.
AVAILABLE RENTAL HOURS
Based on the draft policy, the Shannon Community Center would be available for rental Sunday through
Thursday from 8:00 A.M. to 10:00 P.M., and Friday and Saturday from 8:00 A.M. to 12:00 Midnight.
The minimum rental period on Fridays and Saturdays would be six hours, and two hours on all other days.
This will maximize the revenue potential from private rentals scheduled during high demand hours.
SPACES AVAILABLE FOR RENTAL
Several spaces are proposed for rental at the facility. For reference, Attachment 2 is a map of the facility
indicating the room names. The largest room is Ambrose Hall, which is named after Dublin's first City
Manager, Richard C. Ambrose. The Hall will seat 300 comfortably for dining with a dance floor and
buffet space. The Pre-Function Area (Lobby) and Catering Kitchen would be included with the rental of
Ambrose Hall. The Classroom and Multipurpose Room would be made available for rental at an
additional fee. Additionally the patio area adjacent to the west side of Ambrose Hall could be reserved for
free in conjunction with the rental of Ambrose Hall.
Page 2 of 4
On weekends (Friday through Sunday), in order to rent any of the rooms, an applicant must first rent
Ambrose Hall which includes use of the lobby and kitchen areas. The rental can be expanded to include
the other areas identified; however the maximum attendance would remain at 300 due to the parking
constraints of the site.
USE OF CATERING KITCHEN
The Shannon Community Center Kitchen would be made available for rental in conjunction with
Ambrose Hall. If rental applicants are using a commercial caterer, they will be required to use a caterer on
the City's Approved List of Caterers. This is not a list of "preferred" caterers, but instead a list of caterers
that have gone through a process open to any caterer that ensures they have the proper qualifications and
training to use the kitchen in a manner that meets health and safety standards. The Approved List of
Caterers that has already been established for the Senior Center will be shared for the Shannon
Community Center.
EVENT CLEANUP AND FACILITY MAINTENANCE
Following an event, the rental party will be expected to leave the facility as it was found. Apre-rental and
post-rental checklist will be developed to evaluate the condition of the facility before and after the event to
ensure the cleaning is completed and no damage has been done during the rental. Facility users will be
required to pay a refundable $750 Security Deposit to pay for any repair of damages or additional cleaning
required.
RENTAL FEES
Historically, when establishing rental fees for a facility, Staff has completed a fee survey of other cities
with similar facilities. Staff conducted a market survey of the rental fees of four similar municipal
facilities in the Tri-Valley. The survey included facilities with a variety of dining capacities and
amenities. The average rental cost per person per hour (based on the maximum dining capacity) was
$0.85. Therefore, based on a maximum capacity of 300 for Ambrose Hall, Staff recommends a base rate
of $250 per hour, or $0.83 per person per hour.
The hourly rate of $250 is equal to the resident rate for the Fountain Room at the San Ramon Community
Center and the Ridgeview Room at the Dougherty Station Community Center. It is $8 more per hour than
the Cresta Blanca Room at the Robert Livermore Community Center. However the minimum rental time
for the Cresta Blanca Room is eight hours, which is two more than proposed for the Shannon Community
Center. Additionally the Shannon Community Center will have more spaces and amenities included with
the rental of Ambrose Hall than the other facilities.
The $250 rental rate includes use of Ambrose Hall, the Catering Kitchen, the Pre-Function area, audio-
visual systems, and portable bar. Staff proposes moving the piano from the Library Community Room to
the Shannon Community Center and making it available for use by rental parties. Use of the portable
dance floor would be an additional flat rate rental fee of $100 to recover the cost of the Facility Attendant
time to setup and takedown the dance floor. Staff believes that including more amenities at a reasonable
cost should make the facility more marketable in the region, and increase revenues.
Calculation of Fees for Different User Groups
The proposed base rate of $250 per hour for Ambrose Hall would be charged to users classified as Group
5 Dublin Residents. Historically the City has used a formula to calculate the discounted fees for non-
profit groups and public agencies, and the increased fees charged to non-residents and for commercial
uses. The proposed fees for the new Shannon Community Center were calculated using the same
formulas. Following are the proposed rental fees:
Page 3 of 4
.; .~.~ ~ ,
Discount /
Classification of Rental Use Increase Ambrose Multi -
Purpose
Classroom
from Base Hall
Rate Room
Setup/Takedown Fee Only of
Groups 2, 3, & 4 (Public Agency, Chamber of $14 per hour per Facility Attendant
Commerce, Dublin Charitable Organization) o
100/ Number of Attendants depends on
Use During Business Hours (M-F, Sam-Spm) discount rooms used
and the setup needs.
Groups 2, 3, and 4 75%
$85 per hour $24 per $14 per
Use Outside of Regular Business Hours discount hour hour
Groups 2, 3, and 4 25% $188 per $53 per $23 per
Use for the Purpose of Fundraising discount hour hour hour
Group 5 (Dublin Resident) BASE $250 per $70 per $30 per
RATE hour hour hour
Group 5 (Non-Resident) 20% $300 per $84 per $36 per
increase hour hour hour
Group 6 (Dublin Based Business) 33% $332 per $93 per $40 per
Use for Commercial Purposes increase hour hour hour
Group 6 (Non Dublin-Based Business) 60% $400 per $112 per $48 er
p
Use for Commercial Purposes increase hour hour hour
The rates for the remaining rooms were calculated based on the percentage of capacity of those rooms
compared to Ambrose Hall. For example, the Classroom will hold approximately 12% of the capacity of
Ambrose Hall. Therefore the proposed hourly rental fee for the Classroom for a Dublin resident is $30 or
12% of the rental fee for Ambrose Hall. The following table shows the calculation.
of Capacity of Proposed Hourly
Room Capacity Ambrose Hall Base Rate
Ambrose Hall 300 100% $250
Classroom 37 12% $30
Multipurpose Room 85 28% $70
A summary of the proposed rental rates is found on page two of the Draft Shannon Community Center
Facility Use Policy (Exhibit A to Attachment 1).
SUMMARY
The Draft Shannon Community Center Facility Use Policy establishes rules and regulations to protect the
investment the City has made in the building. It also maximizes the revenue potential from private rentals
which will provide a revenue source to reduce the costs of operating the facility.
The Parks and Community Services Commission reviewed the draft policy on November 17, 2008, and
unanimously recommended approval of the Facility Use Policy to the Council.
RECOMMENDATION: Staff recommends that the City Council open the Public
Hearing; receive the Staff presentation and public comments; close the Public Hearing and deliberate; and
adopt the Resolution establishing a Facility Use Policy and Rental Fee Schedule for use of the Shannon
Community Center.
Page 4 of 4
- ~~;;~ ~
RESOLUTION NO. - 08
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ESTABLISHING A FACILITY USE POLICY AND RENTAL FEE SCHEDULE FOR USE OF
THE SHANNON COMMUNITY CENTER
WHEREAS, the City of Dublin had to close the former Shannon Community Center and is
opening the new Shannon Community Center during winter 2009; and
WHEREAS, the Shannon Community Center was designed to serve as a focal point for the
delivery of recreational and cultural arts programs and services for residents; and
WHEREAS, the Shannon Community Center is available for use by the public during such times
that the City is not utilizing the Center for City sponsored activities; and
WHEREAS, it is necessary to have established Facility Use Policies and Rental Fees for use of
City facilities; and
WHEREAS, the Facility Use Policy and Rental Fee Schedule for the Shannon Community Center
have been updated and revised to reflect the new facility; and
WHEREAS, the revisions proposed by Staff have been reviewed by the Parks and Community
Services Commission;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby adopt the Facility Use Policy and Rental Fees contained in Exhibit A attached hereto.
BE IT FURTHER RESOLVED that the provisions enacted in Resolution 194-02 establishing a
Facility Use Policy and Fee Schedule for use of the Shannon Community Center be superseded by this
resolution effective January 1, 2009.
PASSED, APPROVED AND ADOPTED this 16t" day of December, 2008, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
- 1 -
ATTACHMENT 1
~~ OF Dlj~lr~
~~~, X82 Shannon Community Center Facility Use Polic
~~~ y
\(~, l/f 11600 Shannon Avenue, Dublin, California, 94568 • 925-556-4500 • www.ci.dublin.ca.us
The Shannon Community Center is located at 11600
Shannon Avenue (at San Ramon Road). The Parks and
Community Services Department utilizes the Community
Center for City sponsored classes and programs. When the
facility is not in use for City programs it is available for
rental by the community. Available rental facilities include
Ambrose Hall (a large Banquet Hall including aPre-Function
Area, Kitchen and Patio Area), a Multipurpose Room and a
Classroom. The Shannon Community Center Facility Use
Policy establishes. rules, regulations, procedures and fees
governing the use of the Center.
•• ~ ••
Group 1-Reservations accepted:
Monday-Thursday: One year in advance of rental date
Friday-Sunday: One year in advance of rental date
Groups 2, 3, 4 and 5 (Resident) -Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: One year in advance of rental date
Group 5 (Non-Resident) -Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: Nine months in advance of rental date
Group 1: City of Dublin
Group 2: Public Agencies (Agencies serving the City of
Dublin including Alameda County, Dublin-San
Ramon Services District, Dublin Unified School
District, etc.)
Group 3: Dublin Chamber of Commerce
Group 4: Dublin-based Charitable and Social Welfare
Organizations, Homeowner Associations and
Sports Leagues (Organized non-profit groups with
current 501(c)(3) or 501(c)(4) IRS status, whose
membership is open to the public and whose
primary purpose is to serve the Dublin
community. The organization's membership
must be at least 51% Dublin residents. An
organizational file must be completed on an
annual basis to receive the priority and fees of
this classification.)
Group 5: Individuals or Other Groups (Groups who do not
meet the criteria listed above and/or activities
such as weddings, receptions, anniversaries,
birthday parties, etc.)
a) Resident (Individuals must reside or own
property within Dublin City Limits; Groups
must have membership made up of at least
51% Dublin residents)
b) Non-Resident
Group 6: Commercial Uses (Companies, groups, or
individuals whose events have the primary
purpose of generating a profit such as training
seminars, trade shows, auctions, etc.)
a) Resident (Company facility must be located
in the Dublin City Limits and have current City
of Dublin Business License. If there is no
company facility, person responsible for
event must reside or own property within the
Dublin City Limits)
b) Non-Resident
Group 6 -Reservations accepted:
Monday-Thursday: Three months in advance of rental
Friday-Sunday: Six months in advance of rental date
• ~• • ~• ~ •
Group 1 -Reservations accepted up to one calendar year in
advance of requested dates of use.
Group 2, Group 3, and Group 4 -Reservations are accepted
on a quarterly basis as follows:
• Summer (Jun-Aug) Accepted starting April 15.
• Fall (Sep-Dec) Accepted starting July 15.
• Winter (tan-Mar) Accepted starting November 15.
• Spring (Apr-May) Accepted starting February 15.
Group 5 -Reservations are accepted on a quarterly basis as
follows:
• Summer (Jun-Aug) Accepted starting May 1.
• Fall (Sep-Dec) Accepted starting August 1.
• Winter (Jan-Mar) Accepted starting December 1.
• Spring (Apr-May) Accepted starting March 1.
Group 6 -Continuous use of the Shannon Community
Center is not permitted for Group 6 users.
• •
1. When not in use for City programs, the Shannon
Community Center is available for rental Sunday
through Thursday from 8:00 A.M. to 10:00 P.M., and
Friday and Saturday from 8:00 A.M. to 12:00 Midnight.
2. The minimum rental period on Fridays, Saturdays and
Sundays is six (6) hours, and two (2) hours the
remainder of the week.
3. Hours of use must include the amount of time needed
for the function, setup and cleanup, including any time
needed by the caterer, band, florist, coordinator, etc.
4. The Center must be vacated by the time specified on
the Facility Use Application. Events that exceed the
scheduled hours will be charaed twice the hourly rate
for the extra time.
EXHIBIT A
Due to parking constraints the total number of guests in
attendance at a rental may not exceed 300. Exceptions to
this policy must be approved by the Parks and Community
Services Director. Exceeding the Fire Code Capacity of any
room will result in immediate cancellation of the rental
event.
Ambrose Halt (Banquet Hall)
Ambrose Hall is 5,940 square-feet (90'x66') with ceiling to
floor windows looking out to the creek and park. The
rental of this room includes use of the Pre-Function Area
(1,490 square-foot lobby), Catering Kitchen and the
adjacent outdoor Patio Area. Amenities included in the
rental fee comprise use of the Public Address and Video
presentation system, cake table and portable bar. A
portable wood dance floor is available for an additional fee
of $100 per rental.
• Dining Capacity: 300 (with tables & chairs including
dance space)
• Assembly: 300
Multipurpose Room
The Multipurpose Room is 1,275 square-foot (51'x25') with
windows facing northeast to picturesque Mount Diablo.
The room has tiled floors, as well as ballet bars and mirrors.
Must be rented with Ambrose Hall Friday through Sunday.
• Dining/Classroom: 85
• Assembly: 182 (without tables & chairs)
Classroom ~-°y ~~
The Classroom is 546 square-feet (21'x26') and carpeted. It
features a built-in video projection system and screen.
Must be rented with Ambrose Hall Friday through Sunday.
• Dining/Classroom: 37
• Assembly: 78 (without tables & chairs)
Caterine Kitchen
Use of the Kitchen is only available for use in conjunction
with the rental of the Ambrose Hall. The Kitchen is a 638
(18'x35') square-foot functional catering kitchen adjacent
to Ambrose Hall. The Kitchen features large commercial
refrigerator and freezer units, ice maker, an eight-burner
gas stove and oven, with griddle. The center island
features steamer tables, soup warmers, two microwaves
and a heating lamp. There is a full dishwashing area, and
two sinks with garbage disposals. Applicants/caterer must
provide trays for steamer table units.
1. Use of Kitchen is only available for use in conjunction
with the rental of Ambrose Hall.
2. If the kitchen will be utilized by a professional catering
company, they must be on the City's list of approved
caterers. All caterers must possess a current county
Food Handling Certificate and valid City of Dublin
Business License. Approved caterers must also have a
certificate of liability insurance and endorsement listing
the City of Dublin as an "Additional Insured".
3. Catering companies or facility renters that do not
properly clean or causes damage will be removed from
the City's approved list of kitchen users.
Classification of Rental Use Ambrose Hall Multipurpose Room Classroom
Groups 2, 3, and 4
Use During Business Hours (Mon-Fri, 8:00-5:00J Setup/Takedown Fee Only of $14 per hour per Facility Attendant
Number of Attendants depends on rooms used and setup needs.
Groups 2, 3, and 4
Use Dutside of Regular Business Hours
$85 per hour
$24 per hour
$14 per hour
Groups 2, 3, and 4
Use for the Purpose of Fundraising*
$188 per hour
$53 per hour
$23 per hour
Group 5 (Dublin Resident) $250 per hour $70 per hour $30 per hour
Group 5 (Non-Resident) $300 per hour $84 per hour $36 per hour
Group 6 (Dublin Based Business)
Use for Commercial Purposes
$332 per hour
$93 per hour
$40 per hour
Group 6 (Non Dublin-Based Business)
Use for Commercial Purposes
$400 per hour
$112 per hour
$48 per hour
*A fundraiser is a rental at which admission is granted upon payment of a designated amount, a donation of an amount left to
the discretion of the patron, or a rental at which funds are collected through any type of auction, raffle/door prize activity, or
other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. Tickets
may not be sold at the door unless applicant has received prior approval.
General Notes Reeardine Fees
1. Use of the portable dance floor is an additional fee of
$100 per rental.
2. An additional 50% will be charged per hour for rentals
on City holidays pending availability of City staff.
3. Rental of Ambrose Hall includes use of the Lobby,
Kitchen and Patio Area. The Lobby, Kitchen and Patio
Area may not be rented alone.
1. The City has developed several equipment setup
plans for the rooms. A final plan showing the
table/seating locations, exit ways and aisles must be
submitted and approved at the time of final payment.
Changes to the standard layouts will require review
and approval for compliance with all codes.
2. 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.
. .; ~
Every effort will be made to provide the number of tables
and chairs indicated. Applicants are responsible for
providing equipment needed in addition to the equipment
available from the City.
• Rectangular Tables (36" x 72") 20
• Round Tables (71" Diameter) 40
• Banquet Chairs 300
• Portable Wood Bar (72") 1
• Round Cake Table (48") 1
• Portable Dance Floor 1
(Maximum size is 20'x28' in 4'x4' sections, which is
enough space for 140 dancers)
Equipment may not be removed from the facility for use
outside. Delivery/pickup of rental equipment must be
included within the scheduled rental hours. Storage is
unavailable before or after an event. Applicants are
responsible for setup and takedown of rental equipment.
Additional rental equipment must be included on the
setup diagram.
• ~ ~
Please note that the City requires the applicant, not
another party, to complete all transactions and provide
the insurance required for the rental.
1. A Facility Use Application and a $750 refundable
security deposit must be submitted for approval.
Approval takes 3-5 working days.
2. Applications must be submitted in person at the
Shannon Community Center (11600 Shannon Ave.)
between the hours of 8:30 A.M. and 4:30 P.M.
Monday through Friday, holidays excepted.
3. In order to receive a resident rate, the applicant (the
person responsible for the activity, payment of fees
and provision of insurance) must live or own property
within the Dublin City Limits. Identification confirming
residence address will be required (valid California
Driver's License or current utility bill).
4. Applicants under the Group 4 classification must have
a "Charitable and Social Welfare Organization
Verification Form" on file, or submit a completed
form with their: 1) Bylaws, 2) Current I.R.S. Tax
Exemption Letter, and 3) Membership Roster (51% of
membership must own property or reside in Dublin).
Facility Use Applications will not be accepted without
these items.
5. Applications submitted less than 30 days prior to the
requested rental date will not be accepted.
6. The City reserves the right to book additional events
before or after an applicant's approved rental time.
Q,~--•
. , ~ INITIAL.
1. A $750 refundable security deposit is required with
the rental application. The deposit is refundable
provided there are no violations of the Use Policy
and/or excessive cleaning or damages to the facility
or equipment.
2. Final payment of rental fees must be made no later
than 30 days prior to the rental date. Please call the
Shannon Community Center at 556-4500 to schedule
an appointment. Payments not received by this
deadline may result in cancellation of the rental and
forfeiture of the deposit.
3. Security deposits will be returned within thirty (30)
days of the event date providing there are no
violations of the Facility Use Policy, the rental hours
exceeded, excessive cleaning required, or damage.
4. Events that exceed the scheduled hours will be
chareed twice the hourly rate for the extra time.
5. Payments may be made by Check, Cash, VISA or
MasterCard. Checks are payable to the City of Dublin.
~ ~ INITIAL:
1. Cancellation requests must be made in writing by the
applicant. Refunds will be handled as follows
180 Days
or More 179 - 46 Days 45 Days or
Less
Security Forfeit the deposit Forfeit the
Deposit unless another user deposit and one-
refunded rebooks the date. If the half of the fees
less $25 City rebooks the date paid (or
processing the deposit will be payable).
fee. refunded less a $25
processing fee.
2. Refunds are not issued for unused hours.
3. Facility Use Permits may not be transferred, assigned
or sublet.
4. Any changes in rental hours less than forty-five (45)
days prior to approved event will be assessed a
$25.00 fee per change.
5. Occasionally it may be necessary to reschedule,
relocate or cancel a request previously approved. In
this event, the group or individual will be given as
much advance notice as possible.
~ ~ ,
1. Written requests to sell alcohol must be submitted to
the Dublin Police Department.
2. If permission is granted, applicants must obtain the
appropriate permit from the Alcoholic Beverage
Control Board, 1515 Clay Street, Suite 2208, Oakland,
94612, 510-622-4970. Evidence of approval is due at
the time of final payment.
3. Alcohol must be consumed inside the facility or on
the patio area adjacent to the building. It is
prohibited to consume alcohol in any area of the park
(City Ordinance Chapter 5.100, Section 150).
4. Alcohol may neither be sold nor served to or by
individuals less than 21 years of age at any time.
: e - ; • ~ ~ ~ INITIAL:
All applicants shall provide the City of Dublin with a valid
Certificate of Liability written through carriers acceptable
to the City of Dublin. Such certificate shall provide Bodily
Injury and Property Damage Liability protection in the
amount of $1,000,000 per occurrence. If alcohol is to be
sold, liquor liability coverage is also required. The
applicant must be specified as the insured. The Certificate
shall name the City of Dublin as an "Additional Insured" in
conformance with the hold harmless agreement as
outlined in the Facility Use Application and must specify
that the applicant's insurance shall be primary to any
insurance carried by the City. The certificate shall be
properly executed with the original signature of the
authorizing insurance agent. The Certificate is due at the
time final payment is made. Note: Please contact your
insurance provider to check if your homeowner's policy
may be extended to cover your facility rental. In the event
that coverage is not available, the City has special event
insurance available for purchase. Please discuss your
insurance needs with the reservation staff.
'~ ~ •• ~ •
1. A responsible adult from the rental party must
supervise the premises for proper facility use during
all rental hours.
2. SMOKING IS PROHIBITED within the interior of the
Center and within 20 feet of the facility entrance (per
City Ordinance).
3. Parking is permitted in painted parking stalls only.
Vehicles parked illegally will be cited or towed.
4. Tables and chairs provided by the City may not be
removed from the facility and may not be placed
outside of the facility.
S. Storage is not available either before or after the
event/meeting.
6. The City of Dublin does not supply ladders for the
applicant's use.
7. Applicant is fully responsible for scheduling and
paying for hours to meet caterer's needs. Caterer's
may not request and/or pay for additional hours.
8. The use of decals, powders, wax, paint, etc. are
prohibited on the floor areas of the facility.
9. Beer kegs are only permitted in the kitchen or on the
plastic pad under the portable bar. Kegs may also be
setup on the patio areas adjacent to the building.
10. Containers of ice and/or kegs may only be placed in
kitchen, on the rubber mat under the portable bar, or
the outside patio areas.
11. Exterior fountains are not included in the rental
package. Guarantees cannot be made regarding the
operation of the fountains during a specific event.
12. P.A. System, video projection system, microphones,
podium, portable bar, and a cake table can be
provided upon request.
13. Requests for an exception to the Facility Use Policy
must be submitted in writing to the Parks &
Community Services Director, or designee, no later
than forty-five (45) days prior to the date of use.
'J ,~~.
•
1. Groups composed of minors must be supervised at all
times by two (2) adults for each twenty (20) minors.
2. Alcohol may not be sold or consumed at an event
officially designated as a "youth event" (i.e. an event
at which a majority of the attendees are individuals
less than twenty-one years of age).
~ • • ~ • ~ INITIAL:
1. The use of tacks, tape, nails, staples or putty on any
walls is prohibited.
2. All decorative materials must be either made of non-
combustible substances or treated with State
Approved flame-retardant.
3. Candles may only be used after applicant has
obtained a permit from the Fire Prevention Bureau,
City of Dublin, 100 Civic Plaza, 833-6606.
4. Rice, birdseed, confetti, or other materials may not
be thrown inside or outside the facility.
5. Any plants or shrubs brought into the building must
be in waterproof containers.
6. It is prohibited to paste, tack, glue or post any sign,
placard, advertisement or inscription or erect any
sign in the park or outside of the facility (per City
Ordinance).
The City of Dublin reserves the right to deny
the use of the Shannon Community Center 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.
Applicants should thoroughly review the
Facility Use Policy to become familiar with all
rental fees, policies and procedures.
N
Ei
W
x
U
H
H