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HomeMy WebLinkAbout5.1 John Knox Use of Shannon Center d- 1 0 -/ o CITY OF DUBLIN ` AGENDA STATEMENT CITY COUNCIL MEETING DATE: March 23 , 1987 SUBJECT John Knox Presbyterian Church Request To: 1) Reclassify Applicant to Community Group 2 )- Waive Rental Charges for Setup Time EXHIBITS ATTACHED A. Facility Use Policy B. Memo from John Knox Presbyterian Church ( C.. Letter from Gail Loperena RECOMMENDATION ` :`� Waive 75% Residency Requirement in Order to Reclassify Applicant to Community Group FINANCIAL STATEMENT Cost to City $330 . 00 to $622 . 00 DESCRIPTION On April 11, 1987 the Shannon Community Center has been reserved by Wendy Shrumm for the John Knox Presbyterian Church fundraising auction. Pursuant to the Facility Use Policy (Exhibit A) , in order to be classified as a Group III - Community Group, 750 of your groups membership must reside within the Dublin-San Ramon Services District boundaries . At the time that John Knox Presbyterian Church submitted their Facility Use Application, it was determined by the Recreation Director that only 58% of the Church' s membership resided within the DSRSD boundaries, therefore they were classified as a Group IV - Private Resident rental. At the March 10, 1987 meeting of the Park and Recreation Commission, the Commission considered a request from the John Knox Presbyterian Church to have their group reclassified to a Community Group (Exhibit B) . It was the groups contention that although they do not meet the residency requirements, they feel very strongly that they are a big part of the Dublin community. Their facilities are used around the clock by non-church community groups at no charge . In addition, they have a very large day care (JOY) and preschool (John Knox Co-op) that cares for a large number of the City' s children. The money raised from the auction will go directly to Capital Improvement of their facility which, in turn, will benefit many of the community groups that use the facility. The group also requested that the Commission consider waiving the hourly rental rate assessed to them during the time they need for setup. The Commission voted unanimously to approve reclassification of the John Knox Presbyterian Church to a Group III - Community Group, but voted against waiving the hourly rental rate during the time needed for setup. As the Commision does not have the authority to make exceptions to present City Policies, they directed staff to bring this matter up at the next meeting of the City Council . Since that time, correspondence has been received by Gail Loperena, Elder of the John Knox Presbyterian Church requesting that the City Council also consider reclassifying their group and waiving the hourly rental rates during their setup. The cost breakdowns are as follows : ----------------------------------------------------------------- ITEM NO.� COPIES TO: John Knox Presbyterian Church Attention Gail Loperena AGENDA STATEMENT - John Knox Presbyterian Church Request March 23, 1987 Page Two _ Current Contract (Classification IV) Setup 12-6 : OOp.m./6hrs @ $75 = $450 . 00 Function 6-11 : OOp.m./5hrs @ $75 = 375 . 00 TOTAL CONTRACT $825 .00 Proposed Contract (Classification III) Setup 12-6 : OOp.m./6hrs 9' $45 = $270. 00 Function 6-11 : OOp.m. 5hrs @ $45 = 225 . 00 TOTAL CONTRACT $495 . 00 John Knox Proposal Setup 12-6 : OOp.m./6hrs @ $8 = $ 48 . 00 Function 6-11 : OOp.m./5hrs @ $45 = 225. 00 TOTAL $273 . 00 It is the recommendation of staff that the City Council waive the 75% residency requirement in order to reclassify the John Knox Presbyterian Ch%dch as a Community Group. However, staff is recommending that the Council not waive the hourly rental rate during the groups setup time, as the church has requested. Staff feels that by waiving the fees for this group we will be establishing a precedent that will make it difficult for staff to enforce the policy now in existence. "'*`p.:ti'ii'F'h-`Li , EXHIBIT A SHANNON COMMUNITY CENTER FACILITY USE POLICY INTRODUCTION The City of Dublin manages the Shannon Community Center. The Center is utilized by the Recreation Department for City sponsored classes and programs and is also available for rental by community groups and private individuals. The Facility Use Policy is designed to ensure that the Center is utilized for recreational, cultural, social and community service functions that meet the needs and interests of the community. In addition, the Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the Center. Any request for exception to the rules, regulations, procedures and fees as stated in the Facility Use Policy, must be submitted in writing to the Director of Recreation no later than one (1) month prior to the date requested. CLASSIFICATIONS OF USERS 1. The following classifications shall apply for 'the purpose of determining applicable fees and charges as well as priority use: I. City of Dublin Use. II. School Districts with whom the City has a reciprocal Facility Use Agreement. III. Community Groups - An organized public group having the following membership qualifications: a) Has a non-restrictive membership policy. b) Is non-profit. c) Has officers and a definite organizational structure. d) Activities are recreational or educational in nature. e) At least seventy-five percent (75%) must be residents of the City of Dublin/Dublin San Ramon Services District. IV. Private individuals or groups - youth or adult groups not open to the public and which are using the facility for private purposes. In this group are lodges, fraternal organizations, political organizations, wedding receptions, but not limited to these groups. V. Non-resident individuals or groups -individuals or groups with less than seventy-five percent (75%) of their membership residing within the boundaries of the - City of Dublin/Dublin San Ramon Services District. 2. Use of the Center shall not be granted: a) To persons, groups, associations, clubs or organizations desiring such use for "private gain", which term is defined and herein to mean use for the principal purpose of making a profit not pledged to be devoted to public or welfare uses. b) To any individual or group, political or otherwise, that advocates the overthrow of the government of the United States of America or the State of California by force, violence or any other unlawful means. c) When determined by the Director of Recreation, such use may not be in the best interest of the City. -1- RESERVATION PROCEDURE 1.1 In order to reserve the Shannon Community Center, a Facility Use Application must be submitted for approval by the Director of Recreation. Approval takes 3-5 working days; you will be notified by mail as to the status of your application. 2. once an application has been submitted, a waiting list will be established for those groups requesting use on the same date. If, after the review by the Director of Recreation, the application is rejected, the first group on the waiting list will be notified. 3. Applications must be submitted in person at the Shannon Community Center office, 11600 Shannon Avenue, Dublin. 4. Applications are accepted between the hours of 9:OOa.m. and 4:OOp.m., Monday through Friday (holidays excepted) . 5. Applications for weekday use (Monday-Friday afternoon) of the Center will be accepted up to three (3) months in advance of the desired date. Applications for weekend use (Friday night-Sunday) of the Center will be accepted as follows: a) Classifications I-IV may submit applications up to one (1) year in advance of the desired date. b) Classification V may submit applications up to nine (9) months in advance of the desired date. c) If one year/nine months before the desired date falls on Saturday, the application may be submitted the preceeding Friday. If one year/nine months before the desired date falls on Sunday, the application may be submitted the following Monday. 6. Applications submitted less than five (5) working days prior to the day requested will not be accepted. 7. The Center will not be available for meetings or activities on a regular, continuing basis. 8. An additional 50% will be charged for use of the Center on designated City holidays. CANCELLATIONS 1. Cancellations must be made in writing. Refunds will be handled as follows: a) 30 days or more prior to function date - forfeit deposit unless date is rebooked by another user. b) Less than 30 days prior to function date - forfeit deposit and one-half of fees paid. PAYMENT SCHEDULE 1. At the time the application is submitted, the security deposit is required (See Fee Schedule) . 2. Final payment is due no later than one month (30 days) prior to the scheduled function date. Please call the rental secretary at 829-4932 to schedule an appointment. 3. Payments not received by this thirty day deadline will result in cancellation of the function and forfeiture of the deposit. 4. Security deposits will be returned by mail within 30 days of your function date providing there are no violations of the Facility Use Policy and/or excessive cleaning or damages to the facility. -2- 7" y r HOURS OF USE 1. The Shannon Community Center is available for rental Sunday through Thursday from 8:OOAM to 10:00PM, and Friday and Saturday from 8:OOAM to 12 midnight. 2. The minimum reservation accepted will be for two hours. 3. Hours of use must include the amount of time needed for the function, setup and cleanup, including any time needed by your caterer, band, florist, coordinator, etc. 4. Refunds are not given for hours not used. 5. Within 30 days of function date, requests for changes in function hours are subject to availability of staff: 6. The Center must be vacated by the time specified on the Facility Use Application. INSURANCE CERTIFICATE Applicants shall provide the City of Dublin with a valid Certificate of Liability Insurance written through carriers acceptable to the City of Dublin. Such certificate shall provide Bodily Injury and Property Damage Liability protection at a minimum limit of $500,000 per occurrence. This Certificate of Insurance shall name the City of Dublin as an additional insured in conformance with the Hold Harmless Agreement as outlined in the Facility Use Application. The Certificate of Insurance is due at the time final payment is made. ALCOHOLIC BEVERAGES 1. Requests to sell alcohol must be approved by the Dublin Police . Department (829-0566) . .2. If permission is granted, applicants must obtain the appropriate permits or licenses from the Alcoholic Beverage Control Board, 1111 Jackson Street, Room 4040, Oakland, CA. (464-0865) . Evidence of this coverage is due at the time final payment is made. �AL RDGUTATIONS 1. Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors at all times while they are using the facility. 2. Facility Use Permits cannot be transferred, assigned . or sublet. 3. Decorations must be of flame-retardant material. The use of nails tacks or staples is prohibited. Masking tape, if used, must be removed immediately following the event. 4. Storage is not available either before or after your event. 5. Tables and chairs may not be removed from the interior of the building. 6. Barbecuing and/or the use of candles must be approved in advance by the Fire Department (829-2333) . 7. Rice, birdseed, etc. may not be thrown in the facility. 8. Tickets may not be sold at the door as an admission charge unless approved in advance by the Director of Recreation. 9. Parking is permitted in painted parking stalls only. Parking is not permitted on sidewalks, lawn areas or unmarked blacktop areas. Vehicles parked illegally will be cited. 10. Information on using or reserving areas in the park as part of your function can be obtained by calling 828-0515. ------------------------------------------------------------------------------ The undersigned, hereby agrees to be responsible for any damage to the facility occurring during 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 this use, and agrees that the City of Dublin, its officers and employees, shall not be responsible for any such injury or loss. The undersigned, has received a copy of the Facility Use Policy and agrees to comply with the rules and regulations listed herein. Signature of Rental Applicant Date Signature of Recreation Department Rep. Date -3- SHANNON COMMUNITY CENTER FEE SCHEDULE Classification I 1. No Charge Classification II and III 1. No charge if the following criteria is met: a) Admission fees are not charged b) Event held during the Centers regular business hours If the event is held after 5:00p.m. weekdays or on the weekend, the group will be assessed an $8.00 per hour Building Attendant Fee. 2. If the Center is to be used for the purpose of fundraising or if an admission fee is to be charged, the following charges apply: Security. Deposit $100 Hourly Charges Social Hall (includes use of Kitchen) $ 45 West Roam $ 31 East Room $ 31 A&B Room $ 31 Kitchen Use (with rental of $ 10 West, East or A&B Rooms) Classification IV Security Deposit - $100 Hourly Charges Social Hall (includes use of Kitchen) $ 75 West Room $ 35 East Room $ 35 A&B Roan $ 35 Kitchen Use (with rental of West, $ 10 East or A&B Rooms) Classification V Security Deposit $100 Hourly Charges Social Hall (includes use of Kitchen). $ 80 West Room $ 37 East Roan $ 37 A&B Room $ 37 Kitchen Use (with rental of West, $ 12 East or A&B Rooms) EXHIBIT B TO Park & Recreation Commission Diane Lowart, Recreation Director FROM John Knox Presbyterian Church 7421 Amarillo Road, Dublin SUBJECT Community Center Usage DATE March 10, 1987 Our request is to use the Community Center on April 11th at the rates normally charged to "community" groups ( $45/hr) and not as a private "resident" status ($75/hr) . We feel very strongly that we are a big part of the Dublin community in more ways than our membership. Our facilities are used around the clock by non- church community groups and we charge no fees to non-profit groups who need a meeting place. We also have a very large day care (Joy) and pre-school (John Knox Co-op) that cares for a large number of the City' s children. Boy Scouts, Sea Scouts, Alcoholics Anon, Overeaters Anon, Tri-Valley Singles, St. Matthews Church, and Outreach Youth Programs all use our facilities regularly. Many (if not most) of these people are residents of Dublin and San Ramon. The Joy Day Care also has a program setup with Nielson School to provide care after school for children. The money raised from this auction will go directly to Capital Improvement of our facility. This will in turn greatly benefit many of the community groups which use our facility. The cost difference is so great to us that we will not be able to afford to hold it at Shannon at the current "resident" status. Our setup time is great, and paying for all of this time makes it not feasible for us . Time needed: 11 hours. . . . . . . . . . . . . . . 6hrs Setup/5hrs Auction Community Rate $45 X 11 hrs . . . . . . . . . . $495 . 00 Private Rate $75 X 11 hrs . . . . . . . . . . . . $825 . 00 Difference. . . . . . . . . . . . . . . . . . . . . . . . . . . $330 . 00 (Community Rate/No setup charge. . . . . . $270 . 00 ) _ r EXHIBIT C John Knox 7421 Amarillo Road PRESBYTERIAN CHURCH Dublin, Ca . :� Church Office: o.i:>) s_,s-1s.t.(s March 12, 1987 Dear City Council Members: John Knox Presbyterian Church, a Dublin community church for twenty four years, would like to. use Shannon Community Center on April 11 for the purpose of a fund raising auction. Proceeds will go to repairs and im- provements of the church facilities. In applying for this usage we were told that we do not meet the Parks and Recreation Commission guidelines for a "Community" group and therefore would have to pay a much higher hourly rate as a- private "Resident. " We feel very strongly that we are a community group and that a great number of non-church groups from our community also use our facili- ties. Below is a list of some of the many groups that use our facilities at no fee charged: Boy Scouts Sea Scouts Al Anon Overeaters Anonymous Tri-Valley Singles Outreach Youth Programs Children's Emergency Council Valley Covenant Ministry Council Alameda County Blood Bank Tri-Valley Food Shelter and many others. On a daily basis, JOY Day Care and John Knox Coop Community Nursery School are housed in our buildings and care for many of the community' s children and have an arrangement with Nielson School for Latch Key children before and after school . St. Matthew's Church also meets regularly in our building. These groups pay a very low rental to us and will be par- ticipating in this auction as well . The Parks and Recreation Commission has unanimously voted to recommend to you that we be allowed to pay the "Community" group hourly rate for the entire time we are in the building. We appreciate their support and hope that you will also vote to approve us as a "Community" group. However, we need a great deal of time to set up all the auction items and at an hourly rate it will be very costly. We would like to propose that we pay the hourly rate ($8.00) for community non-fund raising activity during our set- up time and the hourly rate ($45.00) for community fund raisers during the auction. There would be no other group using the facility during this time regardless. The three proposals are as follows. We appreciate your support and consideration. 1 . Current Contract (Resident Rate) : Set-up 12:00-6:00 p.m. (6 hours) x $75.00 = $450.00 Fund Raiser 6:00-11 :00 p.m. (5 hours) x $75.00 = $375.00 TOTAL: $825 2. Parks and Recreation Commission Proposal (Community Rate) : Set-up 12:00-6:00 p.m. 6 hours x $45.00 = $270.00 Fund Raiser. 6:00-11 :00 p.m. (5 hours) x $45 - $225 TOTAL: , $495 3. John Knox Proposal to the Council (Combined Community Rate): Set-up 12:00-6:00 p.m. (6 hours) x $8.00 = $48.00 Fund Raiser 6:00-11 :00 p.m. (5 hours) x .$45.00 = $225.00 TOTAL: $273 Sincerely, John Knox Presbyterian Church Gail Loperena, Elder cc: City Staff Director of Recreation Norman Shrumm, Associate Pastor Peggy Despotakis, Auction Chairman GL:diw