HomeMy WebLinkAbout7.1 Shannon Center Renal Policies CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 24, 1986
SUBJECT Shannon Center Rental Policies
EXHIBITS ATTACHED Current Rental Information
B. Revised Facility Use Policy
RECOMMENDATION Adopt Revised Facility Use Policy for
Shannon Center
FINANCIAL STATEMENT None
DESCRIPTION In the 1985 Goals and Objectives for the
Recreation Department, the need to revise the Shannon Center
Rental Policy was identified. In reviewing the current policy
(Exhibit A) staff found that there are areas that are
continuously misunderstood by the public and, - in addition, there
is pertinent information that applicants need to know that is not
included in the current information.
Exhibit B is the revised Facility Use Policy for Shannon Center
that was approved by the Park and Recreation Commission . at their
March 11, 1986 meeting. The policy has been revised to reflect
those areas identified by staff as needing further clarification
or complete revision. Those areas can be summarized as follows :
Current Policy Proposed Change
1 . Groups are classified as 1 . Groups will be classified
follows : as follows :
a) "Residents" are indivi- I ." City of Dublin Use
residing within the II . School Districts with
boundaries of Dublin whom the City has a
San Ramon Services reciprocal Facility
District . Residency is Use Agreement .
determined by the loca- III .Community Groups - - An
tion of the individual organized :public
applicant ' s residence, group having ' the
not a business or organ- following membership
izational. location. For qualifications :
wedding receptions, a) Has a non-restric-
either the bride, groom tive membership
or parents of either policy.
must reside within the b ) Is non-profit .
District limits . c) Has officers and a
b) "Public" groups include definite organiza-
non-profit, non-re- tional structure.
strictive clubs, civic, d) Activities are re-
religious, or service creational or edu-
organizations and cational in nature
schools . e) At least seventy-
c ) "Private" groups include five percent (75% )
promotional and private must be residents
events, such as business of the City of
meetings , anniversary Dublin/Dublin San
parties , political fund Ramon Services
raisers and receptions . District.
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AGENDA STATEMENT - Shannon Center Rental Policies
March 24 , 1986
Page Two
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 , poli-
tical organizations,
wedding receptions,
but not limited to
these groups .
V. Non-resident indivi-
duals 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 . Phone-in reservations are 2 . Reservations must be done
accepted with applicants in person and a deposit
being put tentatively on paid . at that time.
the calendar until such
time that a deposit is
received.
3 . Reservations are accepted 3 . Reservations for weekday
up to one year in advance . use of the Center will be
Residents have priority accepted up to 3 months
over non-residents for in advance of the desired
the first five days of date. Reservations for
each month. weekend use (Friday night
-Sunday) will be accepted
up to one year in advance
for Classifications I-IV
and up to 9 months in
advance for Classifica-
tion V.
4 . Reservations are accepted 4 . An additional 50% will be
on holidays at the normal charged for use of the
rental fee . Center on designated
City holidays .
5. School, Community 5. School, Community.
Organizations and ', Non- Organizations and Non-
Profit Organizations are Profit Organizations will
charged to use the not be charged to use the
facility regardless of facility for events where
the nature of the event . a fee is not charged and
if it is held during reg-
ular business hours . If
the event is after 5 : OOpm
weekdays or on weekends
an $8 . 00 an hour Building
Attendant Fee will be
charged.
AGENDA STATEMENT - Shannon Center Rental Policies
March 24, 1986
.Page Three L L t_..
As well as the aforementioned changes, the fee schedule has been
restructured. Currently, users are charged a reservation fee, a
cleaning/damage deposit, a setup fee, a cleanup fee, an hourly
rental fee and an hourly building attendant fee . In addition, if
they purchase insurance through the City ' s carrier, there is an
additional insurance fee . This fee schedule creates confusion
for staff and the public . What is being proposed is a hourly
charge that_ incorporates all of the above fees . It is staffs
belief that this will simplify matters greatly.
At this time, an increase in the rental rates is not being
recommended. The revenue presently received for rentals of the
facility continues to cover both direct and indirect costs . In a
recent phone survey of surrounding agencies, it was determined
that our fees were comparable for similar facilities .
It is the recommendation of staff and the Park . & Rec`reation
Commission that the City Council adopt the Shannon Center
Facility Use Policy effective April 1, 1986 . It should be noted
that those reservations currently on the calendar will �be charged
according to the present fee structure.
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SIROP.,MI
The City of Dublin manages the Shanno. rk Commuhity at the ti f final payment.This may be done
Center. This facility is utilized much of the time by the by telephone, if you are mailing the final
Recreation Department for classes and programs for payment. A staff person will be assigned to
preschoolers, senior citizens, school children and adults of the open and secure buildings for weekend
bookings at time specified on application.
area.
When the Community Center is not being used for City run WHO
programs, some of the fa&ilities are available for use by Restrictions are made and fees applied
community organizations and individuals. This brochure based upon who is using the facilities and
contains all of the information you will need:what is available, for what purpose. The Community
who can use the facilities,when they are available,how to make Center may be used by residents, non-
a reservation, and what fees will be charged. residents, . public groups and private
A variety of rooms and equipment is available under specific groups.
conditions and restrictions. Please read this information
carefully and feel free to use its pages as a work sheet.Mark areas 1. "Residents" are individuals residing
of interest and circle the rooms and equipment items that you within the boundaries of Dublin San Ramon
would like to use. Services District. Residency is determined by
the location of the individual applicant's
After you have studied this material and are ready refer to
residence, not a business or organizational
the RESERVATIONS Section and give us a call.
location. For wedding receptions, either the
bride, groom,or parents of either must reside
RESERVA'T'IONS
within the District limits.
2. "Public" groups include non-profit, non-
WHEN []Check off each step as completed restrictive clubs, civic, religious, or service
organizations and schools.
Reservations will be accepted a maximum of 3. "Private"groups include promotional and
one year in advance. We will open a monthly private events, such as 'business meetings,
calendar, for the following year, on the first anniversary parties, political fund raisers and
working day of each month. For example, if receptions.
you want a date in May next year,give us a call
any time after the first of May this year.Non- FEES
residents must wait until 5 working days after
the first of the month. See Section entitled What you pay will depend upon the
WHO for resident definition. facilities used,how long they are used,the
HOWtype of use,the equipment used,and any
1. Phone 829-4932 between 8:30 a.m. and damages. Possible fees are:
5:00 p.m., Monday through Friday. If your 1. Non-refundable reservation fee
date is available you will be given a tentative 2. Refundable clean-up deposit
reservation. 3. Hourly room rental
❑
2. Your reservation will only be confirmed 4. Hourly building attendants
when you complete the application form for 5. Certificate of Insurance
use of the facility to the fullest extent possible 6. Alcohol fee
Additional costs incurred, not covered
and mail or bring in with a $50 for resident 8.
public and $100 for all other groups a non- by your deposit.
refundable deposit. (To be credited to your Rates are computed by the full hour and will
total rental fee). Your deposit must be not be pro-rated.
received within 7 days after your tentative All fees and use regulations are effective July 1,
booking. if you miss this 7 day deadline you 1984, and are subject to change.
may lose your reservation. Make check
payable to City of Dublin and mail to CANCELLATIONS
Recreation Department, P.O.,, Box 2340, Cancellations must be made in writing.
Dublin, CA 94568. Refunds and service fees will be handled
3. We will process your form, filling in any as follows:
special conditions and the fees. The amount
you are charged may change if the time of use 1. 30 days or more prior to use date-forfeit
is more than that requested. We will return deposit only.
your copy of the completed form by mail.This 2. Less than 30 days prior to use date-forfeit
completed form is your Use Permit. deposit and pay one half of the total
El4. The balance of your rental fees must be charges listed on the Use Permit.
received no later than 3 weeks,in advance of Occasionally, it may be necessary to
your date of facility use. Please confirm` reschedule, relocate or deny a request
arrangements for gaining access to the building previously approved. In this event, the group
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or individual will be given as much adva 8. E ge is not available either before or
notice as possible. after your event.
9. Rice, birdseed, etc., may not be thrown
DAMAGE DEPOSIT inside the Community Center. You will be
A Cleaning/Damage Deposit of $50 for charged an extra fee of $10 if this rule is
resident public groups and $100 for all other violated.
groups is due with all other rental fees.Refund 10. Tickets may not be sold at the door as an
of this deposit will be made by mail within admission charge unless approved in advance.
three weeks following your facility use. 11. Serving tables may not be placed on
Charges' against the Cleaning/Damage carpeted areas.
Deposit will be made for any costs including
but not limited to, damages to floors, walls, RESPONSIBILITY
furnishings and landscaping, extra cleaning of You are solely responsible and answerable
the facilities and furnishings both inside and t financially for any and all accidents or injuries
outside, overtime charges, and any other to persons or property resulting from your use
unusual costs incurred. You will be billed for of City facilities. You shall be responsible for
any damages not covered by your deposit. the control 'and supervision of all people in
attendance during your usage of the facility
ALCOHOLand shall take care to see that no damage is
Applicants requesting permission to sell done to the facility, and that everyone
alcoholic beverages must obtain a one-day conducts himself in an orderly manner. If
sales license from the State of California damages or behavior of your group warrant,
Beverage Control Board. Call 464-0865 for you may be denied further use of the facilities.
information. THE BUILDING ATTENDANT IS
RESPONSIBLE FOR THE FACILITY AND
INSURANCE MAY REQUEST POLICE ASSISTANCE
Applicants shall provide the City of Dublin AT ANY TIME TO PREVENT ABUSE OF
with a valid Certificate of Liability Insurance PRIVILEGES AND TO ENFORCE
written through carriers acceptable to the City FACILITY RULES AND REGULATIONS.
of Dublin. Such certificate shall provide
Bodily Injury and Property Damage Liability WHAT WE WILL DO
protection at a minimum limit of 1. A building attendant will open the facilities
$1,000,000 per occurrence. This Certificate for your use at the time you request on the
of Insurance shall name the City of Dublin as application form. Be sure that the time you
an additional insured in conformance with the request includes all of the time you will need
Hold Harmless Agreement as outlined in the to set up, put up decorations, or prepare any
Facility Rental Agreement. The Certificate of food planned.
Insurance is due at the time of final payment.
WHAT YOU MUST DO 2• We will provide table and chair service(set
up and take down only).Time for this service
1. You must provide your own coffee servers, must be included in your rental hours.
cooking utensils, silverware, plates, ash trays,
etc. 3. A building attendant will be on duty in the
2. Barbequing is permitted only with advance Community Center during your entire use of
approval. the facility. This person will be available to
3. The changing of furniture arrangements answer uestions and help p you as necessary.
must be approved in advance.
The services of the building attendant are not
4. You must set up your own decorations and available for waiting tables, serving, kitchen
all other preparations necessary for your help, etc.
function-Time for this preparation must be
included in your rental hours.
5. Decorations must be of flame-retardent 4. It is the responsibility of the building
material.The use of nails,tacks,staples,etc.is attendant to enforce all of the facility use
prohibited. regulations.
6.You are responsible for the removal of all
decorations, taking down all special physical 5. If you have 200 or more people or are
arrangements, the removal of trash from the serving food (coffee excepted) and/or
building, the placement of all trash in the alcoholic beverages we may assign a second
garbage dumpsters provided, and complete building attendant and charge you an
cleaning of the kitchen. additional $7.00 per hour. This fee will be
7. Tables, chairs, and other equipment may charged and on-call staff contacted if your
not be removed from the buildings. actual attendance goes over 200.
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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 .
Shannon Community Center - Facility Use Policy
Page Two
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.
RESERVATION PROCEDURE
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 : 00a.m. and
4 : 00p.m. , Monday through Friday (holidays excepted) .
5 . Applications for weekday use 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.
Shannon Community Center - Facility Use Policy
Page Three
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.
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, ban"d, 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.
Shannon Community Center - Facility Use Policy
Page Four
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 .
GENERAL REGULATIONS
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 .
Shannon Community Center - Facility Use Policy
Page Five
FACILITIES AVAILABLE FOR USE
SOCIAL HALL
40 ' x 80 '
Capacity - Assembly 510
Dining 240
Stage
Access to Kitchen
WEST ROOM
40 ' x 30 '
Capacity - Assembly 100
Dining 50
Carpeted
Not Available for Dining
EAST ROOM
20 ' x 50 '
Capacity - Assembly 157
Dining 73
Access to Kitchen
Hardwood Floors
A&B ROOM
25 ' x 50 '
Capacity - Assembly 140
Dining 70
Concrete Floors
KITCHEN - CATERING ONLY
Commercial Sized Refrigerator
Steam Tables/Warming Trays
Double Sink/Garbage Disposal
Dishwasher
EQUIPMENT AVAILABLE FOR USE
Banquet Tables 8 ' x3 ' 25
Rectanglar Tables 8 'x30" 5
Round Tables 5 ' 15
Chairs (Auditorium Style) 300
Public Address System - Available for use in Social Hall
only
Note : The number of tables and chairs indicated cannot be
guaranteed. Effort will be made to supply the number shown.
Shannon Community Center - Facility Use Policy
Page Six
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 $ 45
of kitchen)
West Room $ 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 $ 75
kitchen)
West Room $ 35
East Room $ 35
A&B Room $ 35
Kitchen Use (with rental of West, $ 10
East or A&B Rooms )
Shannon Community Center - Facility Use Policy
Page Seven
Classification V
Security Deposit $100
Hourly Charges
Social Hall ( includes use of $ 80
kitchen)
West Room $ 37
East Room $ 37
A&B Room $ 37
Kitchen Use (with rental of West, $ 12
East or A&B Rooms )
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
therein.
Signature of Rental Applicant Date
Signature of Recreation Department Rep. Date