HomeMy WebLinkAbout7.2 Banquet Facilities UseOFDU~~r~ CITY CLERK
11` File # ^ 2^ O^0- 1^ 0^
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: August 18, 2009
SUBJECT: Proposed Modification to Procedures for Use of Candles and Open
Flame Devices and Fog Machines at City Rental Facilities
Report prepared by Paul McCreary, Assistant Director of Parks and
Community Services
ATTACHMENT: 1. Resolution Modifying the Community Meeting and Banquet
Facility Use Policy regarding the Use of Candles, Open Flame
Devices and Fog Machines, with the Modified Facility Use
Policy attached as Exhibit A; and
2. Open Flame Permit Guidelines for Rental Parties.
RECOMMENDATION: Adopt Resolution modifying the Community Meeting and Banquet
Facility Use Policy regarding the use of candles, open flame devices
and fog machines during rental use of the Dublin Civic Center,
Dublin Library Community Room, Dublin Senior Center, Old St.
Raymond's Church, and Shannon Community Center.
FINANCIAL STATEMENT: None
DESCRIPTION: On July 21, 2009, the City Council reviewed the Community
Banquet and Meeting Facility Use Policy and Rental Fee Schedule. During the review, the City Council
discussed the use of small candles in cakes at City facilities. As the policy was written, small candles in
cakes could not be used in any City facility due to the increased risk of fire hazard associated with candle
use. Although it seemed that most of the Councilmembers preferred that small candles in cakes be
permitted, the City Council adopted the new policy as presented by Staff.
Following the meeting, Staff conducted further research on the issue to determine whether the policy
yielded flexibility. The City's Fire Marshal contacted a representative from the State Fire Marshal's
Office. While it is true that small candles placed in cakes for birthdays or other celebrations are unable to
meet the requirements of the 2007 California Fire Code, Section 308.3.2 -Open-flame decorative
devices; they can be allowed under Section 308.3.7 - Group A occupancies, Exception 1, Subsection 1.1
which allows use "where necessary for ceremonial or religious purposes" provided that adequate
safeguards have been taken.
COPY TO: Parks and Community Services Commission
Page 1 of 2
ITEM NO.
G:\COUNCIL\Agenda Statements\2009\8-18 Facility Use Policy Candle Revision rf.doc A
For that reason, Staff proposes revising the Community Meeting and Banquet Facility Use Policy to allow
for the use of small candles in cakes at City Facilities, with the existing exception of Old St. Raymond's
Church. The use of small candles in cakes would not require an Open Flame Permit. Staff will be trained
on this code interpretation to ensure that there is no further misunderstanding regarding this matter.
Additionally, it is recommended that fog machines be prohibited in City facilities. The use of these
machines can clog smoke detectors and set off false alarms in the air duct detectors leading to evacuation
of the building and an automatic callout of the Fire Department.
Attachment 2 is the detailed handout that would be provided to rental parties regarding candles and open
flame devices. The proposed modified language for the Facility Use Policy is below:
The use of open flame devices such as candles and cooking equipment in public
assemblies can pose a fire hazard. The following guidelines serve to alleviate potential
risks associated with the use of candles or open flame cooking devices at City rental
facilities.
The indoor use of candles (other than small candles in cakes) for decorative,
ceremonious, or centerpiece purposes; and the outdoor use of charcoal burners, LPG
(propane) and other open flame cooking devices require a separate Open Flame Permit
from the Fire Prevention Bureau. Facility reservation Staff will provide the Open Flame
Permit application. The indoor use of charcoal burners, LPG (propane) and other open
flame cooking devices is prohibited. The use of fog machines is prohibited in all City
facilities.
Open Flame Permits must be obtained at least 14 days before the event date.
RECOMMENDATION: Staff recommends that the City Council adopt the Resolution
modifying the Community Meeting and Banquet Facility Use Policy regarding the use of candles, open
flame devices and fog machines during rental use of the Dublin Civic Center, Dublin Library Community
Room, Dublin Senior Center, Old St. Raymond's Church, and Shannon Community Center.
Page 2 of 2
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RESOLUTION NO. - 09
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
MODIFYING THE COMMUNITY MEETING AND BANQUET FACILITY USE POLICY
REGARDING THE USE OF CANDLES, OPEN FLAME DEVICES AND FOG MACHINES
DURING RENTAL USE OF THE DUBLIN CIVIC CENTER, DUBLIN LIBRARY COMMUNITY
ROOM, DUBLIN SENIOR CENTER, OLD ST. RAYMOND'S CHURCH, AND SHANNON
COMMUNITY CENTER
WHEREAS, the City of Dublin maintains and operates the Dublin Civic Center, Dublin Library
Community Room, Dublin Senior Center, Old St. Raymond's Church, and Shannon Community Center;
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, Resolution No. 112-09 establishing Community Meeting and Banquet Facility Use
Policy and Rental Fee Schedule for use of the Dublin Civic Center, Dublin Library Community Room,
Dublin Senior Center, Old St. Raymond's Church and Shannon Community Center was adopted by the
City Council on July 21, 2009; and
WHEREAS, Resolution No. 112-09 prohibited the use of small candles in cakes in all City
Facilities due to the increased risk of fire hazard associated with candle use; and
WHEREAS, after further research Staff found that under Fire Code Section 308.3.7 exception 1
Subsection 1.1 -Fire Prevention, small candles placed in cakes for birthdays or other celebrations can be
allowed in City Facilities, with the extant exception of Old St. Raymond's Church; and
WHEREAS, after further research Staff found that the use of other candles and open flame
devices can pose a fire hazard and will require an Open Flame Permit; and
WHEREAS, after further research Staff found that the use of fog machines can clog smoke
detectors and set off building alarms and should be prohibited in City facilities;
NOW, THEREFORE, BE IT RESOLVED that the City of Dublin does hereby adopt the
modified Community Meeting and Banquet Facilities Use Policy contained in Exhibit A attached hereto.
BE IT FURTHER RESOLVED that the provisions established for the Community Meeting and
Banquet Facility Use Policy enacted in Resolution No. 112-09 be superseded by this resolution effective
immediately upon City Council adoption.
PASSED, APPROVED AND ADOPTED this 18th day of August 2009.
AYES:
NOES:
ATTACHMENT 1
2 ~~
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
-2-
..
City of Dublin
3 ab9
Community Banquet and Meeting Facility
Use Policy
The City of Dublin currently operates six community facilities. These facilities are used for recreational programs
and classes, and civic purposes. Many of the City's facilities are available for rental when not being used for City
sponsored programs or services. City of Dublin banquet and meeting facilities include:
Dublin Civic Center Dublin Senior Center
Dublin Public Library Shannon Community Center
Old St. Raymond's Church
The City of Dublin Facility Use Policy establishes rules, regulations, procedures and fees governing the use of the
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 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: Companies or individuals whose events have an admission fee or include the sales of
goods or services.
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 or MasterCard. Make checks payable to the City of Dublin.
EXHIBIT A
.. ,.+~.~ =' - . ~~ - _ 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. City equipment, including tables and chairs, may not be removed
from the facility for use outside. 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 described below.
A plan showing the table/seating locations, 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 amplification equipment, bands, or DJs is prohibited when the
facility is open to the public. Amplification equipment is prohibited in outdoor areas.
•
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 facility or in the courtyard and plaza areas adjacent to the building. 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 are not permitted on carpeted areas. Kegs may also be setup outside in the courtyard and plaza
areas adjacent to the building.
~•,
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.
Il
1. The use of tacks, tape, nails, staples or putty on any walls is prohibited. Small thumbtacks may be used on
the "fabric walls" in the Civic Center, Library Community Room, and Shannon Community Center. 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, and similar materials may not be thrown inside or outside the facility.
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 of the facility.
~ ~ . ~ INITIAL:
The use of open flame devices such as candles and cooking equipment in public assemblies can pose a fire
hazard. The following guidelines serve to alleviate potential risks associated with the use of candles or open-
flame cooking devices at City rental facilities.
The indoor use of candles (other than small candles in cakes) for decorative, ceremonious, or centerpiece
purposes; and the outdoor use of charcoal burners, LPG (propane) and other open flame cooking devices
require a separate Open Flame Permit from the Fire Prevention Bureau. Facility reservation Staff will provide the
Open Flame Permit application. The indoor use of charcoal burners, LPG (propane) and other open flame
cooking devices is prohibited. The use of fog machines is prohibited in all City facilities.
Open Flame Permits must be obtained at least 14 days before the event date.
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 outer courtyards 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. If a
kitchen is included in the rental cleanup includes wiping all food spills on the countertops, stove top, inside the
oven and microwave. All food, ice and beverage must be removed from the refrigerator/freezer and all dishes,
glassware and utensils removed from the dishwasher. The disposal should be clean and free of all food 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 of every facility entrance
(per City Ordinance).
3. Parking is permitted in painted parking stalls only. Vehicles parked illegally will be cited.
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 facility, providing that the floor is protected.
6. Exterior fountains are not included in the rental package. Guarantees cannot be made regarding the
operation of the fountains during a specific event.
7. Requests for exception to the Facility Use Policy must be submitted in writing to the Parks and Community
Services Director, or his/her designee, no later than one month prior to the requested rental date.
8. The City reserves the right to book additional events before or after an applicant's confirmed rental time.
9. An additional 50% will be charged for use of the facility on holidays or designated City holidays pending
availability of Staff.
10. 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 Dublin Civic 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.
~~~
~ ~- ~-u
~ ~~ lameda County Fire Department
~~~ City of Dublin Division
~~ ~ ~ ~ Fire Prevention Bureau
~~ ~ (925) 833-6606
C'`~LIFpR~~`
OPEN FLAME PERMITS
Complete the attached application form. Sign and date the application and,
enclose a check made payable to City of Dublin" in the amount of $100.00 and
return it to:
City of Dublin
Dublin Fire Prevention Division
100 Civic Plaza
Dublin CA 94568
Phone: 925-833-6606
Fax: 925-829-9248
Not less than 14 days prior to your event, please contact our office to issuance of
your permit.
The Deputy Fire Marshal or Fire Inspector will conduct the test in accordance to
the enclosed fire codes.
If you have any questions please call our office between 8'00 a m and 5'00 p m
Monday -Friday (Excluding major holidays).
G:\Procedures Manual\candle permit require-instructions.doc
ATTACHMENT 2
~~
P~PMEDA COUNT` ~ .~ OI' DUL1
~~ Alameda County Fire Department ~~~ ~~
F • iii ~ ~~
E S ><re Prevention D>lv><sion 19 ~ ~ ~ ~
City of Dublin ~`^ C~ iA%
a~R f DEPAR'CMF'~~ lJI t t~.,~r1S1~/
100 Civic Plaza, Dublin, California 925-833-6606 Fax: 925-829-9248
OPEN FLAME DEVICE GUIDELINES
Alameda County Fire Department, Dublin Fire Prevention encourages careful and limited use of any open-flame
device in a public assembly occupancy. When open flame devices are chosen, the following guidelines are to be
adhered to in order to maintain safe public assembly areas.
The Fire Marshal will determine if the device and methods of use comply with Section 308 of the
2007 CFC.
CANDLES
• The use of candles, other than small candles in cakes, in any occupancy classified as a public
assembly requires a permit.
• Candle holders shall be approved by the Fire Marshal prior to use. Please call at least 14 days prior
to your event to schedule an appointment to have your centerpiece tested. The Fire Marshal, Deputy
Fire Marshal or Fire Inspector will conduct the test in accordance to the enclosed fire codes.
• Hand held candles may not be passed from one person to another.
• Candles must be in a container with a substantial and wide base which will not allow for the candle
to be easily tipped.
• The containers must be located in a manner so as not to allow for the ignition of clothing, drapes or
other combustibles.
• Any base, attached display, shade or chimney must be ofnon-combustible materials.
• Candelabras shall be secured in a fashion to prevent being tipped over.
• Candles or other open flame devices can never be located in an aisle or exit or be passed from one
person to another.
• Candles shall not be left unattended when lit and handled by adults only.
REQUIREMENTS FOR OPEN FLAME DEVICES
• The use of open flame cooking/heating devices in any occupancy classified as a Public Assembly
requires a permit.
• Open flame cooking devices shall only be used in the designated areas that City Staff has pre-
designated as asafe cooking area.
• Open flame cooking in Assembly Occupancies can only occur where there is approved Fire
Suppression.
• Applicant shall use the metal container with sand for removal of remaining hot ash or charcoal
materials (container is provided).
• All charcoal burners, LPG (propane) and other open flame cooking devices shall not be operated
within 20 feet of parked vehicles.
• Chaffing dishes and food warmers can only be used with approved solid fuel in containers no larger
than 8 ounces.
• Liquid or solid fueled lighting devices containing more than 8 ounces of fuel must self-extinguish
and not leak fuel at a rate of more than'/4 teaspoon per minute when the device or holder is not in an
upright position.
• Fuel canisters shall be securely contained within a holder or affixed to prevent being tipped over.
~~q
Rental leaseholder shall provide a 40BC fire extinguisher when using LPG (propane) gas container
with a water capacity greater than 2.5 pounds*.
*NOTE: this is the size cylinder used with camp stoves.
The Fire Chief is authorized to halt the use of open flame if such open flame devices are determined
to be a hazard.
• Open flame devices shall not be left unattended when lit.
What are the fees for a Fire Permit?
The fee for a Fire Permit is $100 for a one time use. Additional rentals will require a new Fire Permit
should you choose to have candles or outside cooking.
G:\Procedures Manual\Candle & Open Flame Guidelines.doc
I~ t
FP-30/83. (10/99)
PERMIT #
Alameda County Fire Department
Bureau of Fire Prevention
FIItE CODE REGULATED ACTIVITY/USE
APPLICATION and PERMIT
[ ]City of Dublin [ ]City of San Leandro [ ]Unincorporated Alameda County
Application Date:
Type of Permit Requested:
Activity Location:
Activity Date(s):
City:
ORGANIZATIDN/INDIYIDUAL MAKINGAPPLICATON
Name: Phone #:
Address/City/State/Zip:
Contact Person: Phone #: FAX #:
CONTRACTOR INFORMATION (i a livable ATTACH COPY OF WORKER'S COMP AND BUSINESS LICENSE
Company Name: License Type/Number:
Address/City/State/Zip:
Contact Person: Phone #: FAX #:
.DESCRIPTION OFACTIVITY TO BE PERFORMED: Attach copies of required listings, certificates, licenses, property owner
a roval i di erect rom a lieant ,etc. to ully ex lain aetivi r, ro'ect, or authorization.
All permits issued by the Fire Department shall be presumed to contain the proviso that the applicant, his agents and employees, shall carry out the proposed activity in
compliance with all the requirements of the fire code and any other laws or regulations applicable thereto, whether specified or not, and in complete accordance with
the approved plans, specifications, and conditions of approval.
This permit shall not be construed as authority to cancel, violate or set aside any provisions of the fire code, State and any other laws or regulations applicable thereto;
nor, shall this permit take the place of any license or other regulatory permits required by law. Permits are not transferable and any change in the use, occupancy,
operation, activity, or ownership shall require a new permit. Permits may be suspended or revoked for cause at any time.
I have read the above and acknowledge and agree to abide by the requirements and conditions of this permit. I also affirm all information that is provided
as a part of this permit application is true and correct.
Signature of Applicant Date
- Fire De artment Office Use Onl -
APPROVALS:
Rejected DateBy: Cont. Notified: Rejected Date/By: Cont. Notified:
TYPE PERMIT: [ ]APPROVAL CONDITIONS ATTACHED
APPROVED BY: DATE: EXPIRATION:
PERMIT NOT VALID WITHOUT APPROVAL SIGNATURE
FEESDUE: Date Paid: Comments:
Plans Received: Date Due: Plans Received:'' Date Due:
C:\Documents and Settings\rhondaf\Local Settings\Temporary Internet Files\OLKZB\83-230 Fire Code Regulated Activity-Use APPLICATION.doc