HomeMy WebLinkAbout6.3 Heritage Pk Facility Use G`~y OF DUB~ti
a`~;~~~ STAFF REPORT CITY CLERK
C~ CITY COUNCIL Flle #295-10
04GIFOR~~
DATE: October 4, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager '~a~...,
C~J
SUBJECT: PUBLIC HEARING: Dublin Heritage Park and Museums Facility Use Policy
Prepared by Paul McCreary, Assistant Director of Parks and Community Services
and John Hartnett, Heritage and Cultural Arts Manager
EXECUTIVE SUMMARY:
The City Council will consider adopting the Heritage Park and Museums Facility Use Policy and
Rental Fee Schedule, which will allow for community use and private rentals of the Kolb Sunday
School Barn and St. Raymond Church.
FINANCIAL IMPACT:
This Fiscal Year 2011-2012 budget estimates $7,100 in revenue will be collected from rentals of
the Barn and Church.
RECOMMENDATION:
Staff recommends the City Council take the following actions: 1) Open the Public Hearing; 2)
Receive the Staff presentation and public comments; 3) Close the Public Hearing and
deliberate; and 4) Adopt the Resolution establishing a Facility Use Policy and Rental Fee
Schedule for use of the Kolb Sunday School Barn and St. Raymond Church at the Dublin
Heritage Park and Museums.
Submitted By Reviewed By
Director of Parks and Assistant City Manager
Community Services
Page 1 of 6 ITEM NO. 6.3
DESCRIPTION:
The City Council adopts Facility Use Policies for each of the City's facilities and 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. There is a current Facility Use Policy
and Fee Schedule for the existing St. Raymond Church that was last updated in July 2009. The
City opened the new Kolb facilities at the Heritage Park and Museums this summer. The Kolb
Sunday School Barn and adjacent picnic area and front lawn are planned to be made available
for rent. Staff recommends adopting new policies based on the attributes of the new building
and grounds.
The primary purpose of the Heritage Park and Museums is to provide heritage and cultural arts
programs, classes, and events for the community. When it is not being utilized for City
programs, some of the facilities 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 Heritage Park and Museums and allow the community to enjoy the facility in a more private
setting.
Staff developed a Draft Heritage Park and Museums Facility Use Policy (Attachment 1). The
policy is based on the policies established for other City facilities such as the Shannon
Community Center, Senior Center, Library and Civic Center. The rental rules have been
developed to protect the Heritage Park and Museums from damage and ensure they are in
suitable condition for programs. Some of these rules include: not allowing the furniture to be
moved outdoors; no use of open flames in any of the indoor facilities, restrictions on the hanging
of decorations, use of rice, birdseed and confetti, etc. The following is a summary of the key
components of the Draft Facility Use Policy.
CLASSIFICATION AND PRIORITY OF USERS
The Facility Use Policies establish user classifications which help to determine priority for
making reservations and the amount charged for rental fees. The table below shows the current
user classifications.
CURRENT USER GROUP CLASSIFICATIONS
Group 1 - Public Agencies
Group 2 - Dublin Chamber of Commerce, Dublin-based Charitable and Social
Welfare Organizations, Homeowners Associations and Sports Leagues
Group 3 - Individuals or other Groups
(Resident and Non-Resident distinctions)
Group 4 - Commercial Uses
(Resident and Non-Resident distinctions)
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 for the Heritage Park and Museums 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
Page 2 of 6
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) could be made up to three months in advance for all classifications of users. This is
the same reservation schedule specified in the Shannon Community Center Use Policy. It is
also the same as the Senior Center, except the Senior Center is not available for weekday use
at this time.
The City typically has provisions for continuous use, which is for groups that want to book the
facility on an on-going basis. However, continuous use is not currently allowed for St. Raymond
Church and is not being recommended for the Kolb Sunday School Barn and grounds.
Additionally, since the Heritage Park and Museums will serve as a primary location for classes
and programs, it is necessary that the City have first priority for scheduling before opening the
facilities to ongoing use.
AVAILABLE RENTAL HOURS
Under the current policy, only St. Raymond Church is available for rental. The Church 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. The minimum rental period on all days is currently
two hours.
With the addition of the Kolb Sunday School Barn and grounds, Staff anticipates that the
facilities will provide an ideal location for weddings, private parties and fundraisers. Since
Saturday rentals are at a premium and since it is felt that it would be difficult to conduct two
separate weddings/private parties on the same day, Staff is recommending that during the peak
season of May through September, the minimum rental period on Saturdays be established as a
six hour "Private Package" rental in which both facilities, as well as a portion of the park
grounds, would be included or an optional package that doesn't include rental of the church.
This will maximize the revenue potential from private rentals scheduled during the high demand
seasons.
FACILITIES AVAILABLE FOR RENTAL
Of the facilities at the Heritage Park and Museums, Staff proposes that only St. Raymond
Church and the Kolb Sunday School Barn be available for rental. If desired, the picnic facilities
and front lawn will be available for use with rental of the Kolb Sunday School Barn. For
reference, Attachment 2 is a map of the facilities indicating the building names.
St. Raymond Church is California's oldest wooden church, originally constructed in 1860 and is
now listed on the National Register of Historic Places in California. The facility can be used for
weddings, funerals, baptisms, private functions and special events. The church has a capacity
of 84 and includes stationary pews, an altar, a bride's dressing room, a sixty inch Big Screen TV
and abuilt-in sound system. Additionally, a paved Courtyard/Gazebo adjacent to the Church is
available to groups as part of the rental agreement.
The Kolb Sunday School Barn has a comparable capacity of 88 for dining and approximately
120 for audience-style seating. The facility includes a large open room and a stage with abuilt-
in lighting and sound system. Rental of the Kolb Sunday School Barn would include the use of
the picnic facilities which can accommodate 80 for seating and the Heritage Park front lawn,
which has a large grass area facing Donlon Way that can accommodate an outdoor tent. The
Kolb House would not be available for rental but would still remain open on weekdays and
weekends and be accessible to the public during regular business hours. Available parking at
Page 3 of 6
the Heritage Park and Museums is 77 parking spots during the weekday and 92 parking spots
on the weekend, as well as nine handicap spots.
POLICIES FOR CATERING
The facilities at the Heritage Park and Museums do not have a useable kitchen. 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. An Approved List of Caterers has already been established for the Senior Center
and Shannon Community Center.
EVENT CLEANUP AND FACILITY CONDITIONS
Given the historical nature of the facilities, there will be a high expectation to keep the facilities
intact and damage free. 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
$250 Security Deposit for St. Raymond Church and a $500 Security Deposit for the Kolb
Sunday School Barn to pay for any repair of damages or additional cleaning required as a result
of the rental.
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 five similar
"historical" municipal/private facilities in the East Bay.
Staff recommends that the rental rate for St. Raymond Church remain the same since the rates
were recently increased in 2009. The current Base Rate for the Church is $60 per hour. For the
Kolb Sunday School Barn, the survey included facilities with a variety of dining capacities,
amenities and grounds. The average rental cost per person per hour for a facility (based on the
maximum dining capacity) was $2.08. Therefore, based on a maximum capacity of 88 dining for
the Kolb Sunday School Barn, Staff recommends a base rate of $170 per hour, or approximately
$1.93 per person per hour. The $170 per hour rental rate includes use of the Kolb Sunday
School Barn, the picnic area and front lawn area, a sound and lighting system and portable
staging. Staff believes that including more amenities at a reasonable cost should make the
facility more marketable in the region, and increase revenues. It should be noted that Staff
recommends that a portion of the park grounds only be rentable in conjunction with the Kolb
Sunday School Barn, and not rentable as a separate facility.
As discussed earlier in the report, Staff is recommending that a Special Private-Party Package
(includes weddings, private parties and fundraisers) for those in the Group 3 category be
established. This package would replace the current "Special Wedding Package" for St.
Raymond Church of $300 for afive-hour rental. The Private-Party Package would include the
St. Raymond Church, Kolb Sunday School Barn, picnic area, front lawn and both restroom
facilities for a six hour period at a Base Rate of $1,240 for residents, which represents a 10%
discount when compared to renting the facilities separately ($1,380 full price). Any additional
hours of rental beyond the special six-hour rate will be charged at the non-discounted fee.
Additionally, if a resident applicant only wishes to rent the Kolb Sunday School Barn and
facilities and not the Church under the Private-Party Package, the six hour rate will be a Base
Rate of $918, which also represents a 10% discount of the full price.
Page 4 of 6
Calculation of Fees for Different User Groups
The proposed base rate of $170 per hour for the Kolb Sunday School Barn would be charged to
users classified as Group 3 Resident Individuals or Other Groups. 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 facilities were calculated using the same formulas. Following are the proposed rental fees:
Classification of Rental Use Discount / Increase Kolb Barn
from Base Rate
Groups 1 and 2 (Public Agency, Setup/Takedown Fee Setup/Takedown Fee
Chamber of Commerce, Dublin Only of $14 per hour per Only of $14 per hour per
Charitable Organizations, Facility Attendant. Facility Attendant.
Homeowners Associations and Number of Attendants Number of Attendants
Sports Leagues) depends on facilities depends on facilities
Use During Business Hours used and the setup used and the setup
(M-F, Sam-5pm) needs. needs.
Groups 1 and 2 75% discount $43
Use outside of regular Business Hours
Groups 1 and 2 25% discount $128
Use for the Purpose of Fundraising
Group 3 (Dublin Resident) BASE RATE $170
Group 3 (Non-Resident) 20% increase $204
Group 4 (Dublin Based Business) 33% increase $227
Use for Commercial Purposes
Group 4 (Other Businesses) 60% increase $272
Use for Commercial Purposes
Discount /
Classification of Rental Use Increase St. Raymond Church
from Base
Rate
Groups 1 and 2 100% Fee Waived
Use during regularbusiness hours discount
Groups 1 and 2 75% $15
Use outside of regular business hours discount
Groups 1 and 2 25% $45
Use for the Purpose of Fundraising discount
Group 3 (Dublin Resident) BASE $60
RATE
Group 3 (Non-Resident) 20% $72
increase
Group 4 (Dublin Based Business) 33% $80
Use for Commercial Purposes increase
Group 4 (Other Businesses) 60% $96
Use for Commercial Purposes increase
Classification of Rental Use BASE All Facilities Package (6 Hours)
RATE
Page 5 of 6
Group 3 (Dublin Resident) 10% $1,240
discount
Group 3 (Dublin Resident) 10% Kolb Sunday School Barn Only (6
discount Hours)
Group 3 (Dublin Resident) 10% $918
discount
Group 3 (Dublin Non-Resident) 10% All Facilities Package (6 Hours)
discount
Group 3 (Dublin Non-Resident) 10% $1,488
discount
Group 3 (Dublin Non-Resident) 10% Kolb Sunday School Barn Only (6
discount Hours)
Group 3 (Dublin Non-Resident) 10% $1,101
discount
A summary of the proposed rental rates is found on page five of the Draft Heritage Park and
Museums Facility Use Policy (Attachment 1).
SUMMARY
The Facility Use Policy establishes rules and regulations to protect the investment made in the
buildings. It also maximizes the revenue potential from private rentals which will provide a
revenue source to reduce the costs of operating the facility. Once the Facility Use Policy is
adopted by the City Council, Staff recommends accepting rental applications starting January 1,
2012 for reservations beginning May 1, 2012. Staff also requests flexibility to, on a case-by-
case basis, approve and implement rental applications that are requested prior to May 1St
At the meeting of September 8, 2011, the Heritage and Cultural Arts Commission was
presented the draft Facility Use Policy. The Commission unanimously recommended approval
of the Facility Use Policy and Rental Fee Schedule, with no additions or changes, to the City
Council.
Additionally, at the meeting of September 19, 2011, the Parks and Community Services
Commission reviewed the draft Facility Use Policy. The Commission unanimously
recommended approval of the Facility Use Policy and Rental Fee Schedule, with no additions or
changes, to the City Council.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Notice of this Public Hearing was published in the Valley Times on September 24, 2011 and
September 29, 2011, as well as posted at the Dublin Civic Center, Dublin Public Library and
Dublin Senior Center. The Public Hearing notice was also mailed to those on the City's Public
Hearing interest list.
A copy of the Staff Report was sent to the Heritage and Cultural Arts Commission and the Parks
and Community Services Commission.
ATTACHMENTS: 1. Map of Heritage Park and Museums
2. Resolution establishing a Facility Use Policy and Rental Fee
Schedule for use of the Kolb Sunday School Barn and St.
Raymond Church at the Dublin Heritage Park and Museums, with
draft Facility Use Policy as Exhibit A
Page 6 of 6
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RESOLUTION NO. -11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ESTABLISHING THE FACILITY USE POLICY AND RENTAL FEE SCHEDULE
FOR USE OF THE KOLB SUNDAY SCHOOL BARN AND ST. RAYMOND CHURCH AT THE
DUBLIN HERITAGE PARK AND MUSEUMS
WHEREAS, the City of Dublin maintains and operates the St. Raymond Church and Kolb
Sunday School Barn at the Dublin Heritage Park and Museums; and
WHEREAS, the aforementioned facilities are available for use by the public during such
times that the City is not utilizing the facilities for City sponsored activities; and
WHEREAS, it is necessary to have established Facility Use Policy and Rental Fees for
use of the aforementioned facilities; and
WHEREAS, the Facility Use Policy and Rental Fee Schedule for the aforementioned
facilities have been updated and revised to reflect the addition of the Kolb Sunday School to the
site and the current market conditions; and
WHEREAS, the revisions proposed by Staff have been reviewed by the Heritage and
Cultural Arts Commission and the Parks and Community Services Commission and both
Commissions unanimously recommended approval to the City Council.
NOW, THEREFORE, BE IT RESOLVED that the City of Dublin does hereby adopt the
Heritage Park and Museums Facility Use Policy and Rental Fees contained in Exhibit A
attached hereto.
BE IT FURTHER RESOLVED that the provisions established for St. Raymond Church
enacted in Resolution 221-08 be superseded by this resolution effective October 4, 2011.
PASSED, APPROVED AND ADOPTED this 4t" day of October 2011.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
-1-
ATTACHMENT 1
EXHIBIT A -
~g ~ Heritage Park & Museums
Facility Use Policy
The City of Dublin operates the Dublin Heritage Park & Museums located at 6600 Donlon Way, Dublin. The City
currently utilizes the site and facilities for recreational and cultural programs, classes, and civic purposes. When
not being used for City sponsored programs or services, two of these facilities are available for rental by the
community:
St. Raymond Church and the Kolb Sunday School Barn & Grounds
The City of Dublin Facility Use Policy establishes rules, regulations, procedures and fees governing the use of these
facilities.
• •
Group 1. Public Agencies: Agencies serving the City of Dublin including Alameda County, Dublin-San Ramon
Services District, Dublin Unified School District, etc.
Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations,
Homeowners Associations and Youth 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 membership must be at least 51% Dublin residents. An
organizational file must be completed on an annual basis to receive the priority and fees of this
classification. Regional and National non-profit groups that do not meet the 51% resident membership
requirement may submit a letter addressed to the Parks & Community Services Department that
demonstrates the direct community benefit of the facility use. Such letters will require the approval of
the City Manager or his/her designee.
Group 3. Individuals or Other Groups: Individuals or Groups who do not meet the criteria listed above and/or
social 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 4. Commercial Uses: Individuals, groups, or companies whose events have an admission fee, include the
sales of goods or services, or generates revenue while utilizing the facility.
a) Resident (Company facility must be located within 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
~ • • INITIAL:
The security deposit is due when the application is submitted. The amount of the deposit varies by facility. The
security deposit is refundable provided there are no violations of the Facility Use Policy. This deposit may be used
to cover charges for additional clean-up, exceeding the scheduled time, damage to the facility or equipment, or
cancellations.
~ INITIAL:
1. Final payment of rental fees must be made no later than 30 days prior to the scheduled rental date.
Payments not received by this deadline may result in cancellation of the rental and forfeiture of the
deposit.
2. Security deposits will be refunded within 30 days after the rental date providing there are no violations of the
Facility Use Policy, the rental hours exceeded, excessive cleaning required, or damages to the facility.
3. Payments may be made by check, cash, Visa, MasterCard, American Express or Discover Card. Please make
checks payable to the City of Dublin.
ADOPTED XXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES -Page 1 of 6
~ 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 served or sold, liquor liability coverage is also required and
must be stated on the Certificate. 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. 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. If the proper insurance certificate and endorsement are not received seven business days prior to the
rental, then event insurance must be purchased from the City of Dublin's insurance provider.
. ~ ~
1. Cancellation requests must be made in INITIAL: Based on the date the cancellation request is
received, all or part of the security deposit and/or fees will be forfeited.
2. Refunds are not issued for unused hours.
3. Facility Use Permits may not be transferred, assigned or sublet.
4. Any changes in the facility setup less than seven (7) days prior to rental date will be assessed a $25.00 fee per
change.
5. Any changes in rental hours less than 30 days prior to rental date will be dependent on Staff availability.
6. 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.
•
Storage is unavailable before or after an event. Delivery and pickup of rental equipment must be incorporated
within the hours scheduled and paid for. Applicants are responsible for the setup and takedown of any rental
equipment. Easels, televisions, VCR's, and extension cords are not available. Rental equipment not provided by
the City must be included on the setup diagram.
•
City equipment, including tables and chairs, may not be removed from the facility for use outside. A diagram
showing the table/seating locations, additional equipment, exit ways and aisles must be submitted for approval at
the time of final payment. 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. The use of additional equipment, furniture, props, outdoor cooking
equipment, etc. requires written approval by the Parks and Community Services Director, or designee.
Amplification equipment, bands, or DJs are prohibited in outdoor areas unless approved in advance by the Parks
and Community Services Director, or designee, in advance, as part of a rental request.
•
Alcohol may not be sold or consumed at an event officially designated as a "youth event" (an event at which a
majority of the attendees are under 21 years of age). Youth events must be supervised at all times by two adults
for each 20 minors.
~ ~
1. Requests to sell alcohol must be submitted in writing to Dublin Polices Services, 100 Civic Plaza, Dublin,
94568.
2. If permission is granted, applicants must obtain the appropriate permit from the Alcoholic Beverage Control
Board, 1515 Clay St, 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 rental facilities or in the picnic area adjacent to the Kolb Sunday School
Barn. Additionally, alcohol can be consumed inside the perimeter of an outdoor tent, when provided by
renter. It is prohibited to consume alcohol in any other area of the site (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.
5. Beer kegs and ice containers are not permitted in St. Raymond Church.
ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 2 of 6
• 1
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.
~ • ~ ~ • INITIAL:
1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. It is prohibited to paste, tack, glue or
post any sign, placard, advertisement or inscription or erect any sign at the site (per City Ordinance).
2. All decorative materials must be either made of non-combustible substances or treated with State Approved
flame-retardant.
3. Rice, birdseed, confetti, glitter, and similar materials may not be thrown inside or outside the facilities.
4. Any plants or shrubs brought into the building must be in waterproof containers.
5. The use of decals, powders, wax paint, etc. are prohibited on the floor areas and windows of the facilities.
6. Fireworks are prohibited at the Heritage Park & Museums site.
• ~ • ~ ~ • . ~ INITIAL:
Due to the historic significance of the Kolb Sunday School Barn, and St. Raymond Church as California's oldest
wooden church, all candles and open-flame devices are prohibited during any and all uses of the Kolb Sunday
School Barn and St. Raymond Church. Open flame devices are permitted outside when using the barbecues
adjacent to the picnic area or by an approved Catering Company when preparing meals for a rental group.
•
The facility must be left in the same condition it was found prior to the rental. Cleanup will include all areas used
for the event, including the park grounds and parking lot. Cleanup requirements include removal of all
decorations and rental equipment, wiping spills from the floor areas and bagging all garbage and debris. Garbage
bags will be provided. The rental will be responsible for bagging all garbage.
~ ~ •
1. A responsible adult from the rental party must supervise the premises for proper use during rental hours.
2. SMOKING IS PROHIBITED within the interior of all City facilities and within 20 feet or a reasonable and safe
distance from every facility entrance (per City Ordinance).
3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited. No vehicular access
is allowed within the grounds of the Heritage Park & Museums without prior approval from the Parks and
Community Services Director, or designee. Approved caterers, rental and equipment companies, florists, DJ's
and other types of businesses, when servicing a rental group, are allowed to park four vehicles in two
designated parking areas adjacent to the Kolb Sunday School Barn.
4. Applicant is fully responsible for scheduling and paying for hours to meet caterers' and other vendors' needs.
Caterers and vendors may not request and/or pay for additional hours.
5. Containers of ice may be placed in the Kolb Sunday School Barn, provided that the floor is protected. No ice
containers are allowed in St. Raymond Church.
6. Requests for exception to the Facility Use Policy must be submitted in writing to the Parks and Community
Services Director, or designee, no later than one month prior to the requested rental date. Approval of
exceptions will only be made in writing from the Parks and Community Services Director.
7. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
8. An additional 50% will be charged for use of the facility on holidays or designated City holidays pending
availability of Staff.
9. Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time.
The City of Dublin reserves the right to deny the use of the Heritage Park & Museums facilities 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.
ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 3 of 6
Dublin Heritage Park & Museums
~ ~ 6600 Donlon Way, Dublin, CA 94568
~ Application Submittal:
City of Dublin -Shannon Community Center
11600 Shannon Avenue, Dublin, California 94568
(925) 556-4500
• • ~ ~ ~ ~ •
The City requires the applicant, not another party, to complete all transactions and provide the insurance required for the
rental. The applicant is responsible for the activity, payment of fees and provision of insurance.
1. Applications must be submitted in person at the Shannon Community Center, 11600 Shannon Avenue, Dublin.
Applications are NOT accepted via fax, phone or a-mail. Applications are accepted between the hours of 8:00 a.m. and
5:00 p.m., Monday through Friday, City holidays excepted.
2. The Facility Use Application and the refundable security deposit must be submitted before the facility can be reserved.
Approval takes 3-5 business days; notification of application status will be mailed.
3. The Facility Use Application and full payment are due at least 30 days before the rental date. If an Application is
submitted less than 30 days before the rental date, a late charge of $25 will be assessed. Rental requests must
be submitted at least ten business days before the requested rental date. Rental requests submitted less
than ten business days before the requested date will NOT be accepted.
4. In order to receive a resident rate, the applicant 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). For weddings,
resident rate applies only to the bride, groom or parents of the bride or groom.
5. Groups claiming Dublin residency must provide a current membership roster that shows that at least 51% of the group's
membership owns property or resides in Dublin).
~
The security deposit is due when the application is submitted. The security deposit is refundable provided there are no
violations of the Facility Use Policy. This deposit may be used to cover charges for additional clean-up, exceeding the
scheduled time, damage to the facility or equipment, or cancellations. The amount of the security is based on the facility
requested:
• St. Raymond Church: $250
• Kolb Sunday School Barn: $500
Group 1. Public Agencies
Group 2. Dublin Chamber of Commerce, Dublin-based Charitable and Social Welfare Organizations, Homeowners
Associations and Youth Sports Leagues
Group 3. Resident or Non-resident Individuals or Other Groups
Group 4. Commercial Uses by Residents or Non-residents
~
Group Weekend Use (Friday -Sunday) Weekday Use (Monday -Thursday)
Classification
Group 1, 2, Up to twelve (12) months in advance of rental
and 3 date
Resident
Group 3 Up to nine (9) months in advance of rental date Up to three (3) months in advance of rental date
Non-resident
Group 4 Up to six (6) months in advance of rental date
• •
Continuous use of St. Raymond Church or the Kolb Sunday School Barn is not permitted.
ADOPTED XXXXXXXX, 2011 HERITAGE PARK & MUSEUMS FACILITIES-Page 4of 6
Events that exceed the scheduled hours will be charged twice the hourly rate for the extra time.
Group Classification St. Raymond Church Kolb Sunday School Barn
(includes use of the park grounds)
Groups 1 and 2 Setup/Takedown Fee Only of
Use During Business Hours (M - F, Sam-5pm) $14 per hour per Facility Setup/Takedown Fee Only of $14 per
Attendant. Number of hour per Facility Attendant. Number of
Attendants dependent on Attendants dependent on facilities used
facilities used and the setup and the setup needs.
needs.
Groups 1 and 2
Use Outside of Regular Business Hours $15 per hour $43 per hour
Groups 1 and 2
Use for the Purpose of Fundraising $45 per hour $128 per hour
Group 3 Resident $60 per hour $170 per hour
Group 3Non-resident $72 per hour $204 per hour
Group 4 (Commercial Use) Resident $80 per hour $227 per hour
Group 4 (Commercial Use) Non-resident $96 per hour $272 per hour
Private Party Package Rental Fees
The Private Party Package (includes weddings, private parties, receptions and anniversaries) includes the use of St.
Raymond Church, the Kolb Sunday School Barn, the picnic area and front lawn, and the restroom facilities (restrooms are
open to park users as well). Additionally, a discounted package is also available for those choosing to rent all facilities except
the church. The package includes a minimum of six hours. When required, services of a Building Attendant and Custodial
Staff are included in the fee charged.
6-hour Package Security Deposit Hourly Fee
All Facilities After Six (6) Hours
Group 3 Resident $1,240 $750 $230
Group 3Non-Resident $1,488 $750 $276
6-hour Package -Kolb Security Deposit Hourly Fee
Sunday School Barn Only After Six (6) Hours
Group 3 Resident $918 $750 $170
Group 3Non-Resident $1,101 $750 $204
• ~
Cancellation re uests must be made in writin b the a licant. Refunds will be handled as follows:
180 Da s or more 45 da s or more Less than 45 da s
Security Deposit refunded less $25 Forfeit security deposit unless Forfeit security deposit and one-half
processing fee. another user re-books the date. If of the fees paid (or payable)
the date is rebooked, the deposit will
be refunded less a $25 processing
fee.
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Built by Dublin pioneers in 1859, St. Raymond Church is the oldest wooden church in Alameda County. No longer
functioning as a religious institution, the little church stands in its original setting, its bell proudly pealing over the
community. The St. Raymond Church is available for community and private use. The intimate, historical setting is ideal for
small weddings, baptisms, recitals, funerals, memorials and lectures. Rental of the Church includes use of the adjacent
paved Courtyard/Gazebo. All capacities indicated conform to Fire Code Requirements. Capacity: 84
The Kolb Sunday School Barn includes a large open room and a stage with abuilt-in lighting and sound system. Rental of the
Kolb Sunday School Barn includes the Heritage Park front lawn area, which includes a large grass area facing Donlon Way
that can accommodate an outdoor tent (tents require approval of the Parks and Community Services Director or designee;
depending of the size of the tent a permit may be required from the Fire Prevention Division). The grounds also include ten
(10) picnic tables situated between the Kolb Sunday School Barn and the Kolb Hay Barn that can accommodate 80 persons.
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Kolb Sunday School earn Capacity: Dining - 88, Assembly -120. Number of tables available: 12. Number of chairs available:
120.
Note: The Kolb House is not available for rental and would remain open and accessible to the public during regular business
hours. The Heritage Park & Museums park grounds are only available in conjunction with the rental of the Kolb Sunday
School Barn. The park grounds cannot be rented separate from the facility.
Applicants will not be permitted to exceed the Fire Code Capacity of any room or rental area. Overcrowding is forbidden
and will result in cancellation of event and forfeiture of all fees paid. Events with attendance exceeding 180 people will
not be permitted.
• •
1. The facilities are available for rental Sunday -Thursday from 8:00 a.m. to 10:00 p.m., and Friday -Saturday from 8:00
a.m. to 12:00 midnight. In general, the minimum rental period is 2 hours; however, on Saturdays from May through
September, the Private Party package is required, in which the minimum rental period is six (6) hours and could include
both facilities and the specified park grounds or the Kolb Sunday School Barn and specified grounds without the St.
Raymond Church.
2. The facilities must be vacated by the time specified on the Facility Use Application. Events that exceed the scheduled
hours will be charged twice the hourly rate for the extra time, with the exception of the Party Package.
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. Any changes in rental hours within ten (10) working days of function date will be dependent on Staff availability.
The total number of parking spaces at the Heritage Park & Museums is 77 standard spaces during the weekday and 92
standard spaces on the weekend, as well as nine (9) accessible spaces at all times.
Restroom facilities for St. Raymond Church are located in the rear of the Old Murray Schoolhouse across the parking lot from
the Church. Restroom facilities for the Kolb Sunday School Barn are located in the Old House directly north of the Kolb
Sunday School Barn.
Due to the historic significance of the Dublin Heritage Park & Museums facilities, all candles and open-flame devices are
prohibited during any and all uses of St. Raymond Church and Kolb Sunday School Barn.
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