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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: December 4, 1996
SUBJECT:
Facility Use Policy and Fee Schedule for Old 81. Raymond's Church
Report by: Diane Lowart, Parks & Community Services Director
EXlllBITS ATTACHED:
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A. Resolution Establishing Facility Use Policy and Fee Schedule
For Use of Old St. Raymond's Church
B. Proposed Facility Use Policy and Fee Schedule
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1. Open Public Hearing
2. Receive Staff Report
3. Receive Public Testimony
4. Close Public Hearing
5. Deliberate
6. Adopt Resolution
RECOMMENDATION:
FINANCIAL STATEMENT:
None
DESCRIPTION: At the September 30, 1996, special joint meeting of the City
_ouncil, Parks and Community Services Commission, Heritage Center Advisory Committee and Dublin
~istorical Preservation Association, Staff was directed to prepare a Facility Use Policy and Fee Schedule
for the use of Old St. Raymond's Church.
The City of Dublin presently operates six community facilities which are available for use by the public.
With the exception of the Dublin Heritage Center, each of these facilities has a Facility Use Policy and
Fee Schedule which governs the use of the facility. The Facility Use Policy takes into consideration the
type of use that particular facility might occasion. Staff anticipates that the following will be the type of
uses for which the Old 81. Raymond's Church building will be sought:
1. Weddings and quasi-religious functions.
2. Special events (concerts, art exhibits, recitals, theatrical presentations).
Use of the building for meetings is not predicted at this time.
In order to preserve the historical flavor of the facilit~ Staff is proposing to refurbish the pews and
pennanently affix them to the floor of the Church. This arrangement will limit usage of the church to
those events requiring only assembly seating. (Funds for pew refurbishing were not budgeted this year
therefore in the interim rental parties will be given permission to provide their own equipment for set up).
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COPIES TO:
Parks & Community Services Commission
Heritage Center Advisory Committee
ITEM NO.
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PROPOSED FACILITY USE POLICY AND FEE SCHEDULE
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Prior to development of the Facility Use Policy and Fee Schedule for Old St. Raymond's Church, Staff .
surveyed facilities which compare somewhat with those of Old St. Raymond's Church. Facilities
surveyed were either historical in nature or equated to Old St. Raymond's in size. Many of the facilities
are currently active churches and offer wedding packages which include a set amount of hours and a
variety of other services: minister, pre-marriage counseling, wedding coordinator, janitorial, rehearsal,
bridal preparation area, flower baskets and candelabra. Although there are differences nearly all the
surveyed facilities offer complete wedding packages.
The wedding package proposed for Old St. Raymond's Church consists only of the use of the building,
services of a building attendant and subsequent janitorial services. A possible bridal preparation area
would be located in the restrooms of the Murray Schoolhouse. Brides would then be required to traverse
the parking lot which until it can be paved is graveled. Another possible bridal preparation area would be
the vestibule of the Church which will be separated from the sanctuary by a door which will soon be
installed. Restrooms for bridal party and guests are located in the Murray Schoolhouse accessible through
the .back door of the Schoolhouse. At this time there is not a paved access to the rear doorway of the
Schoolhouse.
Use .other than weddings would be charged the hourly fee cited in the Fee Schedule.
The proposed Facility Use Policy and Fee Schedule for Old St. Raymond's Church is attached in Exhibit
B. The proposed policy follows the standard format of other City facility use policies and contains each
of the following sections: 1) Classifications of Users; 2) Priority of Users; 3) Reservation Procedure; 4) .
Cancellations; .5) Payment Schedule; 6) Hours of Use; 7) Insurance Certificate; and 8) General
Regulations.
In 1993 a standardized fee schedule was established for all City facilities. Fees were determined based
upon a review of the costs associated with the operation of the various facilities as well as through a
market survey of the fees charged for similar facilities in the surrounding area. The formula used to
differentiate between the classifications of users is as follows:
Public Agencies, Dublin Chamber of Commerce and Resident Community groups are
assessed use fees which are one-third less than the rates charged for Private Groups.
Conversely, Commercial Groups are charged use fees which are one-third more than the
rates charged for Private Groups. Non-resident groups are assessed a fee which is twenty
percent higher than the resident rate.
The proposed Fee Schedule for Old St. Raymond's Church was determined using the methodology
previously described.
RECOMMENDATION
The proposed Facility Use Policy and Fee Schedule for Old St. Raymond's Church was scheduled for
review by the Heritage Center Advisory Committee at their November 14, 1996, meeting. Unfortunately, .
the meeting was cancelled as there was not a quorum present. Those present, however, urged Staff to take
the policy to the Commission without formal action by the Committee so that the policy and fee schedule
would be adopted in a timely manner. Staff contacted Committee members encouraging attendance at
the Parks and Community Services Commission meeting.
.. The ~arks and Community Servi! Commission considered the propoS'FaCility Use Policy and Fee
Schedule for Old St. Raymond's Church' at their regular meeting held on November 18, 1996. Heritage
Center Advisory Committee Chairperson Acuff was in attendance and expressed the Committee's
.ositive response to the proposal. The Commission was in favor of the proposal and recommended that
the City Council approve the proposed Facility Use Policy and Fee Schedule.
Staff has prepared a resolution Establishing a Facility Use Policy and Fee Schedule For Use of Old St.
Raymond's Church (Exhibit A). Staffrecornrnends that the City Council take the following action:
1. Open Public Hearing
2. Receive Staff Report
3. Rec:eive Public Testimony
4. Close Public Hearing
5. Deliberate
6. Adopt Resolution
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RESOLUTION NO. - 96
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A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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Establishing Facility Use Policy And Fee Schedule
For Use Of Old St. Raymond's Church
WHEREAS, the City of Dublin acquired the Old St. Raymond's Church from the Amador
Livennore Valley Historical Society in October of 1993; and
WHEREAS, the Old St. Raymond's Church is available for use by the public during such times
that the City is not utilizing the Church for City sponsored activities; and
WHEREAS, it is necessary to have established Facility Use Policies and Fee Schedules for use of
City facilities; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
adopt the Facility Use Policy and Fee Schedule for the Old St. Raymond's Church as contained in Exhibit
B.
PASSED, APPROVED AND ADOPTED this 4th day of December, 1996.
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AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
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EXHIBIT A
The Dublin Heritage Center, located at 6600 Donlon Way in Dublin, is the site of the City's three
historical facilities: the pioneer Dublin Cemetery, Old St. Raymond's Church, and the Original Murray
Schoolhouse. During those times when the Heritage Center is not used for City sponsored programs, Old
St. Raymond's Church is available for rental by the community.
The Old St. Raymond's Church Facility Use Policy establishes rules, regulations, procedures and fees
governing the use of the Church.
CLASSIFICATIONS OF USERS
Group 1.
Group 2.
Group 3.
Group 4.
Group 5.
Group 6.
City of Dublin
Public Agencies (agencies serving the City of Dublin including Alameda County, Dublin-
San Ramon Services District, Dublin Unified School District, etc.)
Dublin Chamber of Commerce
Community Groups (organized non-profit groups whose membership is open to the
public and whose primary purpose is to serve the community) .
a) Resident (51% of membership must reside or own prope-rty within the Dublin City
Limits)
b) Non-resident
Private Individual or Groups (groups whose membership is not open to the public and/or
activities such as weddings, receptions, anniversaries, birthday parties, etc.)
a) Resident (reside or own property within the Dublin City Limits)
b) Non-resident
Commercial Groups (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 within the Dublin City Limits, or if
there is no company facility, person responsible for event must reside or own
property within the Dublin City Limits)
b) Non-resident
PRIORITY OF USERS
Group 1 - Reservations accepted up to one calendar year in advance of requested date of use.
Group 2 and Group 3 - Reservations accepted three months in advance of requested date for weekday .
use; one year in advance of requested date for weekend use.
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EXHIBIT B
: GroI!p 4 and Group 5 (Residen~eservations accepted three months i~vance of requested date for
weekday use; one year in advance~requested date for weekend use.
Group 4 and Group 5 (Non-Resident) - Reservations accepted three months in advance of requested
.ate for weekday use; nine months in advance of requested date for weekend use.
Group 6 - Reservations accepted three months in advance of requested date for weekday use; six months
in advance of requested date for weekend use.
RESERVATION PROCEDURE
1. In order to reserve the Old St. Raymond's Church, a Facility Use Application must be submitted
for approval. Approval takes 3-5 working days; you will be notified by mail as to the status of
your application.
2. Applications must be submitted in person at the Office of the Parks and Community Services
Department, 2nd Floor, Dublin Civic Center, 100 Civic Plaza. The applicant must be the "user"
of the facility. Identification confirming residence address will be required for those applicants
claiming resident status. For weddings, resident rate applies only to the bride, groom or parents of
the bride or groom.
3. Applications are accepted between the hours of 8:30 a.m. and 4:30 p.m., Monday through Friday,
holidays excepted.
4. Applications submitted less than 10 working days prior to the date requested will not be accepted.
CONTINUOUS USE
eontinuous use of Old St. Raymond's Church is not pennitted.
CANCELLATIONS
1. Cancellations must be made in writing by the person listed as applicant on the Facility Use
Application. 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.
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.
PAYMENT SCHEDULE
1.
2.
At the time the application is submitted, the security deposit is required (see Fee Schedule).
Final payment is due no later than one month (30 days) prior to the scheduled function date.
Please call the Parks and Community Services Department at 833-6645 to schedule an
appointment.
Payments not received by this thirty (30) day deadline may result in cancellation of the function
and forfeiture of the deposit.
Security deposits will be returned by mail within 30 days of function date providing there are no
violations of the Facility Use Policy and/or excessive cleaning or damages to the facility.
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5. Payment can be made _heck, money order or cash. Checks enoney orders must be made:out'
to the City of Dublin. If paying by check, the check must be drawn on the account of the person
listed as the applicant on the FacfIity Use Application.
HOURS OF USE
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1. The Old St. Raymond's Church is available for rental during those hours when it is not scheduled
for City sponsored activities. The Church must be vacated by 10:00 p.m. on Sunday through
Thursday, and 12 Midnight on Friday and Saturday.
2. The minimum reservation accepted is two hours.
3. Hours of use must include the amount of time needed for the function, including set-up and clean-
up.
4. Refunds are not given for hours not used.
5. Within 10 working days of function date, requests for changes in function hours are subject to
availability of attendants.
6. The Church must be vacated by the time specified on the Facility Use Application.
INSURANCE CERTIFICATE
Applicants shall provide insurance liability information on the City of Dublin's required form evidencing
such coverage. Such certificate shall provide bodily injury and property damage liability protection at a
minimum limit of $500,000 per occurrence. The certificate of insurance shall name the City of Dublin,
its officers and employees as the additional insured in confonnance with the hold harmless agreement as
outlined in the Facility Use Application, and must specify that the user groups insurance shall be primary
to any insurance carried by the City. The certificate shall be properly executed with an original signature
of an authorized agent of the insurance company and is due at the time final payment is made.
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GENERAL REGULATIONS
1. Groups composed of minors must be supervised by two (2) adults for each twenty (20) minors at
all times while they are using the Church.
2. Facility Use Permits cannot be transferred, assigned or sublet.
3. Transfer of security deposits from one date to another is permitted if the request is submitted in
writing no later than sixty (60) days prior to the original date requested. (This may be done only
one time).
4. Decorations must be of flame-retardant material. The use of nails, tacks or staples is prohibited.
5. Storage is not available either before or after the event.
6. Tables and chairs not provided by the rental party may not be removed from the Church.
7. Use of candles must be approved in advance by the Fire Department.
8. Rice, birdseed, confetti, and like materials may not be thrown inside or outside the Church.
9. Tickets may not be sold at the door as an admission charge unless approved in advance.
10. Parking is permitted in designated parking areas only. Vehicles parked illegally will be cited.
11. An additional 50% will be charged for use of the Church on designated City holidays pending
availability of staff.
12. SMOKING IS PROHIBITED within the interior of the Church. (Resolution No. 143-89).
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. N~T.ICE OF EXISTING CONeIONS
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Restroom facilities for Old St. Raymond's Church are located in the rear of the Old Murray Schoolhouse
across the parking lot from the Church. The parking lot and driveway adjacent to the Church are currently
.not paved and are composed of gravel.
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FEE SCHEDULE
GROUP 2 - PUBLIC AGENCIES
Use during regular business hours ...................................................no fee
Use outside of regular business hours................................. $ 10 per hour
Use for the purpose of fundraising....................................... $ 33 per hour
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GROUP 3 - DUBLIN CHAMBER OF COMMERCE
Use during regular business hours ...................................................no fee
Use outside regular business hours .................................... $ 10 per hour
Use for the purpose of fundraising....................................... $ 33 per hour
GROUP 4 - COMMUNITY GROUPS
Use during regular business hours:
Resident........ ................ .............................. ..................................... no fee
Non-Resident.... .................................................................. $ 10 per hour
Use outside of regular business hours:
Resident............ .................................................................. $ 10 per hour
Non-Resident...................................................................... $ 20 per hour
Use for the purpose of fundraising:
Resident.............................................................................. $ 33 per hour
Non-Resident....... ............................................................... $ 40 per hour
GROUP 5 - PRIVATE GROUPS OR INDIVIDUALS
Resident.. ................................. ... .... ........... ................ ......... $ 50 per hour
Non-Resident...................................................................... $ 60 per hour
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GROUP 6 - COMMERCIAL
Resident.............................................................................. $ 67 per hour
Non-Resident...................................................................... $ 80 per hour
SECURITY DEPOSIT
A $ 100.00 Security Deposit is due at the time that the application is
submitted. The Security Deposit is refundable provided that there are no
violations of the Facility Use Policy and/or excessive cleaning or
damages to the facility.
SPECIAL WEDDING PACKAGE
The Wedding Package is all inclusive and includes the following:
Use of the Church and the restrooms in the Old Murray Schoolhouse for
a maximum of five hours (two hours for setting up, one hour for the
wedding ceremony, one hour post-ceremony clean up and one hour for
the rehearsal). Services of the building attendant, custodial staff, and
the site coordinator.
Fees:
Resident........................................................................................ $250.00
Refundable Security Deposit......................................................... $1 00.00
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Non-Resident................................................................................ $300.00
Refundable Security Deposit......................................................... $1 00.00