HomeMy WebLinkAbout11/16/2017 PRC Agenda - Special MeetingParks & Recreation
Commission
SPECIAL MEETING AGENDA
Thursday, November 16, 2017
7:00 p.m.
THE WINDMILL ROOM at
DIAMOND BAR CITY HALL -1St FLOOR
21810 Copley Drive
Diamond Bar, California
Chairperson Manisha Sulakhe
Vice -Chair Benny Liang
Commissioner Dave Grundy
Commissioner Lew Herndon
Commissioner Kim Hsieh
Written materials distributed to the Parks and Recreation Commission within 72 hours of the
Parks and Recreation Commission meeting are available for public inspection immediately upon
distribution in the City Clerk's office at 21810 Copley Drive, Diamond Bar, California, during
normal business hours.
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inspection. If you have questions regarding an agenda item, please can 909.839.7060 during
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assistance oraccommodation(s) in order to communicate at a Citypublic meeting must inform the
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City of Diamond Bar
PARKS AND RECREATION COMMISSION
MEETING RULES
PUBLIC INPUT
The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. A member of the
public may address the Commission on the subject of one or more agenda items and/or other items of which
are within the subject matter jurisdiction of the Diamond Bar Parks and Recreation Commission. A request to
address the Commission should be submitted in writing to the Secretary of the Commission.
As a general rule the opportunity for public comments will take place at the discretion of the Chair. However, in
order to facilitate the meeting, persons who are interested parties for an item may be requested to give their
presentation at the time the item is called on the calendar. The Chair may limit the public input on any item or
the total amount of time allocated for public testimony based on the number of people requesting to speak and
the business of the Commission.
Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and
questions are welcome so that all points of view are considered prior to the Commission making
recommendations to the staff and City Council.
In accordance with Government Code Section 54954.3(a) the Chair may from time to time dispense with public
comment on items previously considered by the Commission. (Does not apply to Committee meetings.)
In accordance with State Law (Brown Act), all matters to be acted on by the Commission must be posted at
least 72 hours prior to the Commission meeting. In case of emergency or when a subject matter arises
subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item
that is not on the posted agenda.
INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION
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may be accessed by a personal computer through a phone modem.
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Copies of Agenda, Rules of the Commission, Recordings of Meetings (909) 839-7060
General Information (909) 839-7060
CITY OF DIAMOND BAR
PARKS AND RECREATION COMMISSION
SPECIAL MEETING AGENDA
THURSDAY, NOVEMBER 16, 2017 — 7:00 PM
THE WINDMILL ROOM at
Diamond Bar City Hall —1St Floor
21810 Copley Drive, Diamond Bar
MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to:
❑ Provide —
❑Advice to the City Council.
Li, A quality parks system that is safe, properly maintained and equally accessible to
all residents of the City of Diamond Bar.
❑ Quality recreational programs for all ages.
❑ Have vision and flexibility to meet the ever-changing interests of our diverse,
multi -cultural community.
❑ Be open and actively responsive to input from individuals and community
organizations.
❑ Develop facilities that will accommodate the needs of our active and growing
community.
City of Diamond Bar Parks and Recreation Commission
Approved May 27, 1999
CALL TO ORDER: 7:00 PM
PLEDGE OF ALLEGIANCE:
ROLL CALL: PARKS & RECREATION COMMISSIONERS GRUNDY, HERNDON,
HSIEH, VICE -CHAIR LIANG, AND CHAIRPERSON SULAKHE
MATTERS FROM THE AUDIENCE: This time is reserved on each agenda to provide an
opportunity for members of the public to directly address the Commission on items or matters
of interest to the public that are not already scheduled for consideration on this agenda.
Those who wish to speak on Agenda Subjects or Matters from the Audience may complete
voluntary Speaker's Cards at the desk of the Commission Secretary. Speakers are limited to
five (5) minutes.
NOVEMBER 16, 2017
CALENDAR OF EVENTS:
PAGE 2 PARKS & RECREATION COMMISSION
Friday, December 1 — Holiday Movie in the Park — 6:00pm — Sycamore Canyon
Park — 22930 Golden Springs — Diamond Bar — Movie begins at 7:00pm
How the Grinch Stole Christmas (live version with Jim Carey) PG
Tuesday, December 5 — City Council Meeting — 6:30pm — AQMD Main Auditorium —
21865 Copley Drive — Diamond Bar
Thursday, December 7 — Senior Excursion — Holiday Lights at Mission Inn — Level
2-3 — 9:00am — 5:00pm — Depart DBC @ 9:00am
Tuesday, December 19 — City Council Meeting — 6:30pm —AQMD Main Auditorium
21865 Copley Drive — Diamond Bar
Thursday, December 20 — Senior Holiday Dance — 5:30pm — 9:30pm — The
Diamond Bar Center — 1600 Grand Avenue — Diamond Bar
Monday, December 25 & Tuesday, December 26 — CITY OFFICES CLOSED —
In observance of the Christmas Holiday
CONSENT CALENDAR
1.1 Approval of Minutes for September 28, 2017 Regular Meeting
1.2 Approval of Minutes for October 26, 2017 Regular Meeting
2. INFORMATION ITEMS
2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent
2.2 Maintenance Report — Jason Williams, Facilities and Asset Maintenance
Technician
2.3 Parks and Recreation Use Policies and Fees
3. OLD BUSINESS — None
4. NEW BUSINESS — None
5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments,
make announcements, ask a question of staff, and make a brief report on their
activities, request staff to return with information at a future meeting or request that a
matter of business be placed on a future agenda.
6. ADJOURNMENT
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
SEPTEMBER 28, 2017
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Chair/Sulakhe called the Parks and Recreation Commission meeting to order at 7:00
p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance.
ROLL CALL:
Present: Commissioners Dave Grundy, Lew Herndon, Vice
Chair Benny Liang, and Chair Manisha Sulakhe
Absent: Commissioner Kim Hsieh was excused
Staff Present: Ryan McLean, Assistant City Manager; Christy Murphey, Recreation
Superintendent; Andee Tarazon, Recreation Supervisor; Jason Williams, Facility and
Asset Maintenance Technician; Jordi Ubaldo, Recreation Specialist; and Robin
Crawford, Administrative Assistant.
MATTERS FROM THE AUDIENCE: None
CALENDAR OF EVENTS: As presented by ACM/McLean.
1. CONSENT CALENDAR:
1.1 Approval of Minutes for August 24, 2017 Regular Meeting.
VC/Liang moved, C/Herndon seconded, to approve the Minutes of the
August 24, 2017 Meeting as presented. Motion carried by the following
Roll Call vote:
AYES: COMMISSIONERS: Herndon, VC/Liang,
Chair/Sulakhe
NOES: COMMISSIONERS: None
ABSTAIN: COMMISSINOERS: Grundy
ABSENT: COMMISSIONERS: Hsieh
2. INFORMATIONAL ITEMS:
2.1 RECREATION PROGRAM UPDATE — RS/Murphey
C/Herndon asked what staff was doing to fill the Youth Basketball
volunteer and coach slots. RS/Murphey said that staff typically reaches
out to former coaches and RS/Tarazon said that volunteer coaches has
SEPTEMBER 28, 2017 PAGE 2 P&R
been an issue over the years and staff is trying a couple of new things
including promoting to engage the youth more and with the cooperation of
DB4Youth soliciting to more youth volunteer coaches. In addition to
reaching out to past coaches staff is attempting to encourage parents to
coach by offering coaches clinics and more training to allay their fears.
Staff has utilized using high schools but the seasons overlap. Staff has
also reached out to high school students to coach.
2.1.1 RECREATION REPORT— DAY CAMP— RS/Ubaldo
VC/Liang asked how many children participate in the entire 10 -
week program and RS/Ubaldo responded that there are children
who participate for the entire 10 -week program. AA/Crawford
stated that she does most of the registrations at the Diamond Bar
Center and has a line at the door on the first day of registration
which is usually held on the second Monday in March. There are
families with more than one child who plan ahead to have their
children attend all 10 weeks. Generally, the Center has a wait list
for eight out of the 10 weeks which usually have 10 to 50 people
depending on the excursion.
VC/Liang asked if those who sign up for the entire 10 weeks get a
price break and AA/Crawford responded no, because the weeks
are pre -planned per the excursions and per staff. The registration
pays for the excursion, activities and staff, etc. and are not intended
to be revenue -generating.
C/Grundy asked why there is a limit and ACM/McLean said that
even back in 2000 when he was working with Day Camp there
were multiple kids participating from the same families and this has
been a very positive and popular program over the years. At that
time, there were 60 children in the camp and the City decided when
it moved from the Sycamore Canyon Park site to Heritage which
was a larger facility 100 seems to be the sweet spot. Day Camp
is a very staff labor-intensive program (12-16 staff present each
day). One of the difficult factors is maintaining the ratio of staff
to camper to make sure there is proper supervision and it is
particularly difficult at water parks to make sure to keep one's group
of 10 campers together. So 100 seems to be the right number
given the facility at Heritage Park, the cost to provide transportation
and cost to provide access to the excursion sites.
RS/Tarazon said that staff is looking to double the number of staff
on excursion days. At this time, staff is at a 10:1 ratio which is fine
when the group is at Heritage and everyone is contained but 10:1
becomes less manageable at Disneyland, for example.
C/Herndon asked if the cost would be increased to accommodate
additional staff and ACM/McLean said it was something staff would
have to factor into its decision-making going forward.
SEPTEMBER 28, 2017 PAGE 3 P&R COMMISSION
2.2 MAINTENANCE REPORT — FAMT/Williams
2.2.1 POWER POINT PRESENTATION
FAMT/Williams
2.3 CIP PROJECTS - ACM/McLean
2.3.1 Longview Park South
— Pantera Park —
This is a project that has been on the books for the past year or so
and he is very pleased to report that it is nearing completion. He
expects that the Notice of Completion will be filed and approved by
the City Council very shortly. The project includes new playground
equipment, ADA Access retrofitting, installation of a pet -friendly
drinking fountain, and irrigation and landscaping improvements. It
is very similar to Stardust Park which was completed earlier this
year and is located in the neighborhood near Summitridge and
Longview.
2.3.2 Sycamore Canyon Park Trailhead
The damage to this Trailhead at Diamond Bar Boulevard stretching
down into Sycamore Canyon Park was a result of last winter's
heavy rains. Staff has been working with FEMA to secure
reimbursement for the very expensive cost of repairing that
damage. Public Works is in the process of the final bid -review
process and expects to take a design contract to the City Council
for approval late October. Once the design process is complete the
construction documents will be prepared in 2018, bids will be sent
out and by Spring 2018 weather permitting, be underway with
construction with project completion in Summer 2018.
2.3.3 YMCA Property
This is an approximately 3 acre piece of property that was recently
purchased by the City Council from the YMCA which lies
immediately adjacent to the Pony League fields and across the
street from the YMCA building. The Public Works and Parks &
Recreation Departments met two weeks ago to begin discussions
on putting together an RFP (Request for Proposal) to get an
architect to begin design work for the project. As this process
moves forward, it will be brought forward to the Commission for
comment.
C/Herndon noticed that there was action being taken on
beautification on Diamond Bar Boulevard near the old Kmart
shopping center. ACM/McLean responded that there was a public
open house at Lorbeer Middle School for public input on a
streetscape design for that area. There is a lot of economic
development going on at the former Kmart site. Sprouts is
SEPTEMBER 28, 2017 PAGE 4 P&R COMMISSION
expected to open October 11. There will also be a Ross, Chipotle,
Coffee Bean, The Habit and others. There is a project on the
horizon to improve the streetscape in that location for which the
public meeting was held.
C/Herndon wanted to know who would be paying for that
streetscape project and ACM/McLean said he would have to review
the budget and report back to C/Herndon by email.
2.4 LIST OF PENDING COMMISSION REQUESTS — ACM/McLean
a) Heritage Park Conceptual Plans — As with other pending projects, any
design improvements that are brought forward will be brought forward
to the Commission for input.
C/Grundy said this came about when there was a presentation by a
student and teacher about ADA Access which he thought was a very
moving and appropriate request to consider access for people in
wheelchairs, etc. and the reason for wanting to look at the redesign
was to honor their request.
b) Request for Additional Outdoor Lighting at the Diamond Bar Center —
this project is not currently in the budget for this fiscal year. Staff
reviewed this proposed project when doing a previous lighting project
for the restrooms which went through the public process and for which
the City Council approved funding. At that time staff attempted to
include the lighting outside as part of a change order within the
approved budget. However, the contractor looked at it and found it to
be much more complex than originally anticipated. There are issues
related to the electrical circuit in that area which requires significantly
more work than what was anticipated. Therefore, staff could not move
forward with the change order to pay for that specific project under the
original contract because the City could not go past the appropriate
limit or exceed the contract amount that was approved by the City
Council. This fiscal year the project has not been budgeted and staff
expects the cost for completion would be approximately $10,000 given
the fact that as required by law, go through a Public Works public
project process which includes design, open bids, plans and specs to
be completed by licensed electrical engineers and architects and
complete the project, all of which can be done. However, there are no
budgeted resources for this project at this time. This item will remain
on the list and staff will report back to the Commission if there is any
change to that project.
c) Updated Trails Map — Staff will be working on this project with a plan to
finish it by the end of this fiscal year which will include an update to
include the recently completed Pantera Park Trail.
d) Pantera Park Trail — Regarding a series of requests that include a
Gazebo at the top of the overlook, a bridge over the V -Ditch and
SEPTEMBER 28, 2017 PAGE 5 P&R
e) signage at the end of the trail, staff is proceeding as follows: Staff has
looked at the signage at the end of the trail issue and will be able to
have a contractor fabricate signage to indicate the end of the trail as
requested and once complete, report back to the Commission. With
respect to the Gazebo and bridge, these fall similarly in the same
process that was outlined related to lighting at the Diamond Bar Center
which means that it would require securing funding from the City
Council and the Public Works process of plans, specs, design, bids
and construction. At this time, staff estimates that given the fact that
there would be impact and possible damage to the recently completed
trail to get equipment up the steep hill to move a gazebo, it could be
quite expensive, most likely in the $30-40,000 range. The V -Ditch
project would be somewhat less expensive to complete but would be
subject to the same budgetary and Public Works requirements. Thus,
those items are pending given their circumstance, similar to the lighting
project.
C/Grundy said he heard that the City of Industry is planning to do
something with the Tres Hermanos property. ACM/McLean responded
that the Tres Hermanos property has been subject to a lot of media and
newspaper items and reports that indicate the City of Industry plans to
construct a solar energy project of some kind. At this time, the City has
not seen any plans or specifications or anything other than the rumor that
this is Industry's intention. The City Council is monitoring the situation to
make sure that Diamond Bar's land use authority is honored through any
such process. At this time, he does not have any confirmed plans that
Industry has released to anybody related to that project.
C/Herndon said that he heard the City might trade the piece of property
that lies in Diamond Bar on the north side of the SR60 (the corner of the
60 freeway and Grand Avenue, the old Honda Dealership) with Industry
for other property. He assumed that the land is owned by a private
property owner but said there was talk about "exchanging city
boundaries." ACM/McLean responded that at this time, the City is
proceeding with the project that is within its boundaries and could not
comment on any "trades" or what that might be. At this time the property
is owned by a developer and the Burger King and Honda sites are located
within the City of Diamond Bar. C/Herndon said that more than likely that
property will be developed within the City of Diamond Bar, correct?
ACM/McLean said yes. That property is within the City of Diamond Bar
now and it was when it was a Honda Dealership and Burger King
Restaurant, so any future development within the City of Diamond Bar
would remain in the City of Diamond Bar.
3. OLD BUSINESS: None
4. NEW BUSINESS: None
5. ANNOUNCEMENTS:
SEPTEMBER 28, 2017 PAGE 6 P&R
C/Grundy thanked staff for the reports and updates. Love those PowerPoints — a
picture paints a thousand words. Recently, he was able to go to Peterson Park
and said the park was looking good. Overall, the parks present very well and are
very attractive. Regarding Pickle Ball, he understands there has to be a demand
and we will have to wait to see how that plays out. He can say that when that
was first presented there was a gentleman who came to the Commission with his
passion for Pickle Ball. C/Grundy said his sister got into Pickle Ball and she was
super excited to think that it could spread to Diamond Bar. Unfortunately, she
passed away from Leukemia last year but it would be fun to see Pickle Ball come
to the City and wherever she is, he believes his sister would be happy.
C/Herndon thanked staff for their work and presentations which gives the
Commission good insight into what is happening in the parks and recreation
programs and kudos to the solution for the errant skateboarders.
VC/Liang thanked staff for their great jobs and especially the PowerPoint of the
Day Camp which brought back a lot of good memories for him because one of
his boys attended Day Camp at Heritage Park. It is a wonderful experience and
he believes the program has improved way beyond when his kids were young.
Chair/Sulakhe felt it was a great meeting and in one hour the Commission
receives much information about all of the hard work each and every staff
member does. Thanks to RS/Ubaldo and hoped he would come back to more
meetings. She thought it was a great idea to have young coaches participate in
the basketball training program which is essential to eliminating their fear of
training and teaching the kids. Thank you to all of the staff.
ADJOURNMENT: Upon motion by C/Herndon, seconded by C/Grundy and with no
one objecting and no further business before the Parks and Recreation Commission,
Chair/Sulakhe adjourned the meeting at 7:58 p.m.
The foregoing minutes are hereby approved this day of 2017.
Respectfully Submitted,
RYAN MCLEAN, SECRETARY
Attest:
MANISHA SULAKHE, CHAIRPERSON
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
OCTOBER 26, 2017
CALL TO ORDER:
Acting Chair/Grundy called the Parks and Recreation Commission meeting to order at
7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Commissioner Herndon led the Pledge of Allegiance.
ROLL CALL:
Present: Commissioners Dave Grundy, Lew Herndon; Kim
Hsieh
Absent: Vice Chair Benny Liang and Chair Manisha Sulakhe
were excused.
Staff Present: Anthony Jordan, Parks and Maintenance Superintendent; Christy
Murphey, Recreation Superintendent; Cloris Vargas, Recreation Specialist; and Debbie
Gonzales, Administrative Coordinator.
MATTERS FROM THE AUDIENCE: AC/Grundy recognized students from Diamond
Bar High School who were present for class credit.
CALENDAR OF EVENTS: As presented by RS/Murphey
1. CONSENT CALENDAR:
1.1 Approval of Minutes for September 28, 2017 regular Meeting continued
to November meeting.
2. INFORMATIONAL ITEMS:
2.1 RECREATION PROGRAM UPDATE — RS/Murphey
2.1.1 RECREATION REPORT— Pickle Ball Demonstration — RS/Vargas
AC/Grundy asked if the City would charge a drop-in fee.
RS/Vargas responded no, that the drop-in would have the court
available similar to the ping pong program at Heritage Park.
AC/Grundy asked if the City would provide paddles and balls, etc.
and RS/Vargas responded that initially there would be a starter kit
with 8 paddles for two games. A majority of the Diamond Bar
residents who play do so in different cities and have their own
paddles.
OCTOBER 26, 2017 PAGE 2 P&R COMMISSION
C/Herndon asked if it was necessary to have staff present. He felt
that interested parties could form their own pickle ball association
and make sure courts are available to them. RSNargas stated that
since it is the City's equipment it is the City's responsibility to make
sure the equipment is put away correctly and set up correctly so
there are no issues. C/Herndon asked if those who use the batting
cages are responsible or does staff set those up and RS/Murphey
responded that the field attendants provide set up of the batting
cages for the teams and return at the end of the evening to put the
cages away.
C/Hsieh asked how it worked with ping pong and RSNargas
confirmed that staff is present for ping pong. RSNargas said she
could not recall that the City ever provided paddles. From time to
time people would donate paddles in case those who wished to
play did not have their own. The majority of players provide their
own paddles. C/Hsieh asked RSNargas to repeat what the cost
would be to provide the pickle ball equipment and RSNargas
estimated $500 which included replacing equipment as needed.
2.2 MAINTENANCE REPORT — PMS/Jordan
AC/Grundy asked about the status of acquiring federal funds for storm
damage and PMS/Jordan responded that staff continues to work through
the FEMA process. The application will be finalized shortly. The local
FEMA office will be closing on November 17 and paperwork must be
completed by that time. There are some adjustments that need to be
made to the scope of work. Some of the items that FEMA mentioned as
needing to be done were in conflict with the City's consultants so the
consultants are working with the FEMA information to make sure that the
scope of work that ultimately gets included in the project worksheet is
adequate to complete the work necessary.
C/Herndon asked if the project was being designed to prevent this type of
damage in the future and PMS/Jordan responded yes. There is a section
within the project that will allow the City to do some mitigation which has
to be within the damaged area which would be covered as part of the
grant. If the City decides to go outside of the damaged area to make
other improvements to improve the overall situation, FEMA considers that
an improvement project which is allowed; however, the City would not be
eligible for reimbursement for anything outside of the damaged area.
2.2.1 POWER POINT PRESENTATION — Washington Street Park —
PMS/Jordan
C/Hsieh asked if all parks with barbecues have hot coal containers
and PMS/Jordan said no. This was added when the park was new.
There are hot coal containers installed at Diamond Canyon Park
and may have one installed at Heritage. C/Hsieh said since there
have been no incidents is it necessary and PMS/Jordan said they
OCTOBER 26, 2017 PAGE 3 P&R COMMISSION
are nice to have but it is not a need to have.
AC/Grundy suggested that the coal dust be used as fertilizer
because it is good for plants. PMS/Jordan said that staff could look
at incorporating it with mulch beds and such.
2.3 CIP PROJECTS — RS/Murphey
2.3.1 Longview Park South
Construction has been completed and the project is in the 90 -day
maintenance period which is a standard part of the park projects
and allows for the newly installed landscaping to take root. The
renovated park will be open to the public by the end of the year.
2.3.2 Larkstone Park
Lennar Homes is in the final stages of construction of Larkstone
Park with a walkthrough with City staff expected in the next few
months. Provided all goes according to schedule the City's newest
park should be opened to the public in early 2018.
2.4 LIST OF PENDING COMMISSION REQUESTS — RS/Murphey
a) The updated trails map project will be implemented this fiscal year.
RS/Murphy is working on the project and would appreciate receiving
information from commissioners regarding features they wish included
and samples of maps they find appealing.
C/Hsieh said she believes there is accessibility for the gazebo at the top of
the hill and knows that the cost of the gazebo is an issue. She
wanted to know the cost of the large gazebo that sits by the
barbecue/picnic area. RS/Murphey said she would relay C/Hsieh's
questions and comments to ACM/McLean. She asked for the cost of the
bridge over the V -Ditch at Sycamore Canyon. Discussion ensued.
PMS/Jordan stated that as of July 1, 2017 the City added "trail
maintenance" to the specifications for maintenance in Lighting &
Landscape Assessment District 39. Prior to that time the City relied on
work done by the California Conservation Corp and San Gabriel Valley
Conservation Corp to come in once a year for a limited amount of time to
perform trail rehab. The trail that goes from Silver Tip to Pantera Trail was
constructed by the California Conservation Corp. Since once a year
maintenance was insufficient, the City incorporated weekly maintenance
into the specs for Mariposa Landscape. As far as better directions,
RS/Murphey may be able to include information in the new trails map.
C/Hsieh continued discussing her concern about individuals being unable
to know where the Silver Tip trail ends and would not venture out to use
Silver Tip to get to the park the other way and said there needed to be
OCTOBER 26, 2017 PAGE 4 P&R COMMISSION
some kind of sign that said "to Silver Tip Park or trail" so that people know
that there is more than what they are seeing. RS/Murphey again stated
that she would discuss C/Hsieh's ideas and suggestions with
ACM/McLean and hoped to have a response for C/Hsieh at the next
meeting.
C/Hsieh said she mentioned sometime back about an exercise machine
for Pantera Park which did not get added to the list and did not know when
funds would be available.
3. OLD BUSINESS: None
4. NEW BUSINESS: None
5. ANNOUNCEMENTS:
C/Hsieh thanked staff for their work to keep the parks looking good and for the
great presentations.
C/Herndon echoed C/Hsieh's sentiments. He said that every time he sees teams
that get involved with the City he is thrilled to know that the kids are taking an
interest in their City and participating in the programs it offers.
AC/Grundy also thanked staff for their report and their efforts to keep the City
looking great and keeping the programs running. He is out on the fields again
this year and was on Lorbeer field which looks like it is not as extensively used
as in past years for soccer. He noticed that it was pretty dry and asked if the
secondary nutrient watering system was still going and PMS/Jordan responded
yes. There were a couple of issues at the field. About six to seven weeks ago
there was a mainline break which took a while to get repaired which meant that
the water was off for a period of time. While it did not have a very adverse effect
on the field it did stress it a bit. The majority of the turf that is on the playing
surface is a hybrid Bermuda. A few weeks back there was a cold snap and staff
believes it pushed the Bermuda into dormancy at that point. However, it warmed
up again and the grass is still yellow. PMS/Jordan said he spoke with the
contractor who over -seeded the area, provided some fertilization and determined
to reduce the mowing height so that the green viable grass will come into view.
The City discovered this week that power to the Fertigation System had been lost
and the power to the pedestal that controls the system is controlled by the school
district so staff is working with the school district to restore power. He believes
the condition of the field is a combination of the weather, lack of water and
mowing height, but all of the turf is viable and should bounce back under the
current restoration plan.
OCTOBER 26, 2017 PAGE 5 P&R COMMISSION
ADJOURNMENT: Upon motion by C/Herndon, seconded by C/Hsieh and with no one
objecting and no further business before the Parks and Recreation Commission,
AC/Grundy adjourned the meeting at 7:51 p.m.
The foregoing minutes are hereby approved this _ day of 2017
Respectfully Submitted,
RYAN MCLEAN, SECRETARY
Attest:
DAVE GRUNDY, ACTING CHAIRMAN
PARKS AND RECREATION COMMISSION
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
I9:14VI 11 ► 1
SUBJECT: NOVEMBER RECREATION PROGRAM UPDATE
MEETING DATE: 11/16/2017
Community Recreation Guide
The Fall 2017 Recreation Guides are currently available at the Diamond Bar Center,
City Hall and online. The Winter 2017 Recreation Guide is currently being assembled
and will be available to the public come December.
Contract Classes
Fall Session - The Fall session began on September 5 and will run through December
23. Registration opened on August 1 and as of November 7 there are 704 students
enrolled in 193 available classes. Classes being held this month include; Belly Dancing,
Acrylic Paint, Tennis for all ages, Intro to Microsoft Office, Waltz & Merengue, Zumbini,
Kajukenbo, Zumba Fitness, Kidz Love Soccer, Pencils and Pastels, and Jazzercise.
Senior Programs
Senior Classes - Mt. San Antonio College partners with the City of Diamond Bar to
offer 14 free classes to seniors at the Diamond Bar Center and Heritage Park. The
classes vary from exercise to fine arts. Most are filled to capacity. The fall session
began on August 28 and will conclude December 15.
Senior Seminars
11/6 Fall Prevention -4 participants
11/13 Savvy Social Security Planning - 7 participants
11/16 & 11/17 AARP Mature Driving -7 participants
Packet Pg. 16
Senior Activities and Services
Mahjong every Wednesday - 43 per session on average
Bingo every Tuesday and Friday - 165 per session on average
Complimentary Legal Services 1st Wednesday of each month - 4 appointments
were booked for November.
Senior Special Events
Halloween Dance - Approximately 90 seniors participated in the Halloween Dance on
Wednesday, October 25. This is one of the seniors favorite dances because it gives
them a chance to get creative and participate in the costume contest! The event
featured dancing to DJ Keith Johnson and a Mexican dinner.
Senior Groups and Clubs
• the week.
The Diamond Age Seniors has 210 members and meets each Monday,
Wednesday, and Friday.
The Sunshine Seniors has 810 members on their books - 230 attend their
programs on a regular basis. Members meet Friday, Saturday and Sunday
mornings, as well as host special events throughout the year.
Sunshine Seniors - The Sunshine Seniors Association had its annual Diwali
Celebration on November 11, at the Diamond Bar Center. 300 guests enjoyed a special
performance by Dhiren & Jalpa Buch and saxophonist, Rohan Buch.
Diamond Bar Senior Citizens Club Thanksgiving Luncheon - The Thanksgiving
luncheon for the Diamond Bar Senior Citizens Club will be held on November 21. They
anticipate 210 members will participate in this luncheon. The Thanksgiving meal will be
catered by Chef Catering and raffle prizes have been donated by local business.
Senior Excursions -11/9 - Morongo Casino - Cancelled due to low enrollment and
11/16 - Long Beach Aquarium - Cancelled due to low enrollment.
Facility Rentals
Diamond Bar Center - The Diamond Bar Center was the location for a total of 51
private, business and non-profit rentals during the month of October. There were 16
church rentals, 1 Toastmasters meeting, 9 seminars/meetings, 5 birthday parties, 1
conference, 1 anniversary party, and 1 college fair. There were also 13 weddings, 1
memorial, 2 bridal rooms and 1 baptism. A total of $73,300.98 in rental fees was
collected during the month of October for Diamond Bar Center rentals. In October 2016
a total of $62,586.25 was collected.
Heritage Room - There have been 9 rentals of Heritage Park Community Center for the
month of November. Rentals include 4 church services, 1 wedding, 1 non-profit
fundraiser, 1 Leos recognition ceremony and 2 birthday parties. Total revenue for these
rentals is $1,440.00. The revenue for October 2016 was $1,580.00.
Packet Pg. 17
Pantera Room - There have been 3 rentals of Pantera Park Community Center for the
month of November, which were all birthday parties. Total revenue for these rentals is
$643.00. The revenue for October 2016 was $577.50.
Picnic Reservations - As of November 4, there have been 13 picnic reservations made
for the month of November. Rentals include 3 at Ronald Reagan, 4 at Pantera, 2 at
Heritage, and 4 at Sycamore Canyon Parks. The revenue of these picnic rentals is
$425.00. The revenue for November 2016 was $525.00
Youth Programs
Tiny Tots - The Fall Session for Tiny Tots started on Monday, August 21 and
concluded on Thursday, November 9. There were 20 students enrolled in the 3 -4 -year-
old class offered Tuesday & Thursday and 16 enrolled in the 4 -5 -year-old class offered
Monday, Wednesday, and Friday. The session was titled "Learning is as easy as 123"
and focused on combing stories, songs, art projects and playtime that helped foster
growth and development. Highlights from this session included a mini excursion to the
Cal Poly Farm Pumpkin Farm, on Friday October 20 for the 4-5 year old class. And the
3-4 year old class held their very own Pumpkin Patch at Heritage Park.
The Tiny Tots Holiday Mini Session will start on Monday, November 13 and continue
through December 15. There will be no classes the week of November 20 due to the
Thanksgiving holiday. Registration opened on Monday, July 17 for Diamond Bar
residents and on Monday, July 31 for open registrations. There are currently 20
students enrolled in the 3 -4 -year-old class and 20 in the 4 -5 -year-old class. The mini -
session will focus on holiday themed activities and stories and receive a special visit
from Santa Claus.
DB 4Youth - This month DB 4Youth was jammed packed with lots of events and
activities. First, they volunteered at the City's Barktober Fest event on Saturday,
October 14. 11 group members assisted vendors with set-up, operated the puppy
pawdicures and paw prints, helped in the photo area by taking photos, filled lots of
water bowls and finally assisted with event clean up.
The group also met on Tuesday, October 24th, at the Diamond Bar Center for their
monthly meeting to discuss upcoming city events for the fall/ winter and committed to
assist with the Inland Valley Hope Partners organization for the holidays by organizing a
food drive. Lastly, a total of 15 members assisted at the City's Fall Fun Festival event on
Tuesday, October 31St, volunteers assisted with set-up, decorations, operated the prize
redemption, and craft stations for the youth.
November is also shaping up to be a busy month for the group. In addition to their
monthly meeting, board members met separately to discuss the group's focus and
commitment of projects on Monday, November 6 at City Hall. This month the teens will
focus on the holiday food drive and a mini holiday party for the group.
Packet Pg. 18
Youth and Adult Sports
Table Tennis - The Table Tennis program continues play at Heritage Park on Tuesday
(average of 6 participants) and Thursday (average of 5 participants) evenings. Open
play takes place from 6-10 pm. There are three table tennis tables for any drop-in users.
Adult Co -Ed Volleyball - The fall season for adult volleyball is in it home stretch with 4
weeks remaining in the session. City recreation staff and Walnut Unified School District
personnel came together to ensure the public received a full 10 week program for the
fall season despite having the original start date delayed by 3 weeks. A prorated
registration is still available for those wishing to join in with the remaining 4 weeks of the
session.
Youth Basketball - Registration remains open and will continue until all spaces are full.
As of this week the program has 299 enrolled with space for 400. The 9-10 division is
leading by having the most participants registered at 64. The lowest participants
registered is in the 13-14 year old division at 29. New this year staff is excited to
announce that the Walnut Valley School District is allowing the youth basketball
program access to Chaparral Middle School for Saturday games. This is an extreme
benefit as multiple games can now be played at one time. City staff is still working with
the district on receiving access during the week for practices.
Field Allocations - The current allocation is quickly coming to an end with the last day
being Sunday, December 31. Applications for the new allocation were sent to existing
user groups with the deadline of Wednesday, November 15. The next allocation
meeting is set for Tuesday, December 5. The next allocation period will cover January 1
- June 30, 2018. Recreation staff has closely been monitoring each organizations usage
and have been in constant communication with each user group about their dedicated
space. Recreation staff will use the information as a reference for the upcoming
allocation. For example, user groups that requested field space and did not use it as
intended, nor communicated with recreation staff will likely see a decrease in allocation
space. The intent is to make sure that Diamond Bar residents or other user groups have
access to the space and utilize it to the fullest extent. User groups that requested space
and did not use it are hindering recreation staff from reallocating the fields.
Special Events
Barktober Fest
Program Evaluation and Financial Summary attached.
Fall Fun Festival -- This was a safe and fun alternative to trick or treating. The event
included game booths, crafts, prizes, and of course - CANDY! The Festival was held on
Tuesday, October 31, at Heritage Park. Game/Craft cards were available for purchase
for $5.00 starting at 4:30 p.m. and running until 8:30 p.m. There were 14 different
Packet Pg. 19
games and 3 crafts for children 8 and under to participate in. This year featured a
balloon artists and a selfie photo station complete with Halloween themed props. The
event sold 351 game/craft cards bringing in a total of $1,755.00 in revenue.
A full financial summary and evaluation will be provided in a future Commission Report.
Veterans Recognition Ceremony -- The City of Diamond Bar and City Council hosted
the annual Veterans Day event on Wednesday, November 8 at the Diamond Bar
Center. The event began at 9:15 a.m. with a welcome speech from Mayor Jimmy Lin,
followed by the invocation from Jess Carbajal, Diamond Bar Senior Citizen Club
member. The event recognized 6 honorees with presentations and 1 Armed Forces
Banner presentation. In addition, a video highlighting a few of the Diamond Bar
Veterans and their time in the military was shown.
The event concluded with a musical selection from South Pointe Middle School,
directed by Susan Willmering, and the Darden Sisters. Light refreshments were
available after the event, and the students were excited for an opportunity to speak with
the veterans after the ceremony.
A full financial summary and evaluation will be available in a future Commission Report.
Holiday Flick: an evening for the whole family
Friday, December 1, 2017
Event begins at 6:00 p.m. (movie will begin at 7:00 p.m.)
Sycamore Canyon Park, 22930 Golden Springs Drive
The City of Diamond Bar invites you to experience our inaugural holiday movie night in
the park. This one day event will have something fun for everyone in the family! The
night's festivities will include: a food truck, make -and -take crafts, face painting, crazy
hair styling, balloon animals, a photo op station, and a screening of Dr. Seuss' How the
Grinch Stole Christmas (2000), with a visit from the Grinch himself!
Winter Snow Fest -- Pantera Park (738 Pantera Drive) will be transformed into a winter
wonderland on Saturday, January 20, 2018 from 9:00 a.m. to 3:00 p.m.
This kid -friendly event features four snow hills, a snow play area, a children's crafts
area, game booths, food booths, and lots of fun! The highlight will come at 10 a.m. as
City Council welcomes everyone to the event and announces the arrival of "Flurry" the
sledding penguin!
Non-profit community service organizations are participating by operating food game
and craft booths. The music and drama departments at local schools and children's
performing groups have been invited to participate by providing the entertainment on
stage.
Booth Space Available: Local non-profit vendors interested in participating in this
Packet Pg. 20
year's event are invited to submit an application. Details and application available
online.
Attachments:
A. Barktober 2017 Program Evaluation
B. Barktober 2017 Financial Summary
Packet Pg. 2T]
2.a
Program Evaluation and Financial Summary
Program Title: Barktober Fest
Date: October 16, 2017
Evaluation Prepared by: Andrea Nino, Recreation Coordinator
EVENT OVERVIEW
On Saturday, October 14, the City held its second annual Barktober Fest, a Halloween themed
event for dogs and their owners at the Pantera Dog Park from 9:00 a.m. to 1:00 p.m. The event
was a complete success! With an estimated crowd of 400-500 people, all four legged friends
were treated to a variety of activities including: games (best kisser, limbo, agility course, clean
your plate, and bobbing for hot dogs), a photo station, 19 vendors offering pet products and
services, and of course - treats! The Event Information booth gave away imprinted tennis balls
and waste bag dispensers, along with milk -bones for the dogs and candy for the owners. There
was also a Public Information booth where participants were able to grab a reusable tote with
the new City logo and information about Diamond Bar, Lastly, DB4Youth was on site helping
recreation staff operate the photo station and game area, as well as operate two new activities
this year, "paw print art" and "pawdicures" (nail painting).
FINANCIAL IMPACT
This event offers free admission for participants and vendors alike, therefore no revenue was
generated.
As outlined in the attached Financial Summary, the total direct cost of the event is $14,557.30.
The largest spending center for the event was contract services ($9,284.53) which included
equipment rentals of tables, chairs, and event canopy ($6,263.50), an emcee and two P.A.
systems ($1,725.00), portable restrooms and sink rental ($557.16), and event insurance
($540.00). The next largest spending center was supplies ($2,818.23) which included prizes,
decorations, giveaways, and activity/game necessities.
STAFF OBSERVATIONS
Each year following the event, staff conducts an evaluation to identify areas in which the event
can be further improved. This year, staff noted the following:
1. Change the event time to 9:00 a.m. to 12:00 p.m. Staff noted that after the final costume
contest winner was announced, the participation in the event decreased.
2. Play music in the Vendor Marketplace & Costume Contest area.
3. Replace the `Bobbing for Hot Dogs" game with a 'Tricks for Treats' or "Milk -bone
Stacking" game.
Packet Pg. 22
CITY OF DIAMOND BAR
BARKTOBER
BUDGET DETAIL
As of 10.26.2017
PROJECTED GENERAL FUND EXPENDITURES
$ 19,508.00
PROJECTED PROP A
$
PROJECTED PROGRAM COST
$ 19,508.00
ACTUAL GENERAL FUND EXPENDITURES
$ 14,557.30
ACTUAL PROP A
$ -
ACTUAL PROGRAM COST
$ 14,557.30
DIFFERENCE
$ 4,950.70
$ 2,072.16
Part- Time (001.5350.40030)
Part-time Salaries
$ 1,208.60
Event Promo
(1) Leader I - 17 hours @ $10.81 $ 183.77
Set Up
(1) Leader I - 3 hours @ $10.81 $ 32.43
Event
(1) Leader III - 7.5 hours @ $18.16 $ 136.20
(1) Leader III - 7.5 hours @ $14.04 $ 105.30
(2) Leader II - 7.5 hours @ $12.32 $ 184.80
(6) Leader I - 7.5 hours @ $10.81 $ 486.45
(1) Worker -7.5 hours @ $10.62 $ 79.65
Full - Time (001.5350.40020)
Overtime $ 555.56
(1) Coordinator- 8.5 hours @ $36.03 $ 306.26
(1) Specialists - 8.5 hours @ $29.33 $ 249.31
Personnel Services (40000) $ 308.00
Worker's Compensation (40083) @ 3.0% $ 96.00
Medicare (40085) @ 1.45% $ 150.00
Social Security (40085) @ 6.2% $ 62.00
SUPPLIES (001-5350-41200) - $3,500.00 $ 2,818.23
Prizes
Decorations
$ 264.02
$ 15.00
Packet Pg. 23
Tables Covers
Giveaway
Supplies
PRINTING (001-5350-42110) - $1i111
Flyers/Promo
•,., ,� �,� 1 14I 1111
$ 1,330.35
$ 1,208.86
$ 382.38
$ 9,284.53
Banners/Signage
$
198.87
Special Event Insurance
$
540.00
Entertainment/Activities
$
1,725.00
Canopies/Tables/Chairs
$
6,263.50
Restrooms/Sinks
$
557.16
FACILITY RENTAL (001-5350-42140) - $200.00
$
Parking Lot - PUSD
$
-
Packet Pg. '24 "'
PARKS AND RECREATION COMMISSION
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM: ANTHONY JORDAN, PARKS & MAINTENANCE
SUPERINTENDENT
SUBJECT: NOVEMBER MAINTENANCE REPORT
MEETING DATE: 11/16/2017
During the previous month, the Public Works Maintenance staff has been working on
various tasks throughout the City. The following is a brief recap of key maintenance
items completed:
Diamond Bar Center
• Reinstalled corner molding in GVBR.
• Removed nine (9) light fixtures in the Maple room and replaced with 2x2 LED
panel lights.
• Re-lamped four (4) fixtures and replaced one (1) ballast.
• Replaced four (4) broken outlet covers.
• Replaced roll up mechanism on Mecho Shade in GVBR.
• Painted wall in lobby.
• Rebuilt legs on three (3) portable white boards.
• Rebuilt legs on four (4) portable mirrors.
• Repaired door lock mechanism on upper storage doors.
• Replaced brass floor outlet cover in the GVBR.
Packet Pg. 25
• Serviced water feature weekly (contractor). Drained cleaned and filled water
feature additionally as needed.
• Performed weekly test on wheelchair lift.
• Performed monthly emergency generator test and regularly scheduled
maintenance.
• Performed monthly exterior lighting maintenance. (Best)
Diamond Canyon Park
• Performed Park/playground inspections.
• Performed irrigation PMI inspections (BV).
Heritage Park
• Re-lamped three (3) light fixtures.
• Patched wall adjacent to kitchen roll up window and sprayed texture.
• Replaced hand pump soap dispenser in men's restroom.
• Assisted with the setup and operation of the Fall Fun Festival.
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
Longview North Mini -park
• Performed Park/playground inspections.
Longview South Mini -park
• Performed Park/playground inspections.
Lorbeer Middle School
• Treated for gopher control. (BV/APM)
• Treated field for fire ants. (BV/APM)
• Performed irrigation PMI. (BV)
Packet Pg. 26
Maple Hill Park
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
• Performed irrigation PMI. (BV)
Paul C. Grow
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
• Treated park for fire ants. (BV/APM)
Pantera Park
• Adjusted water pressure on doggy drinking fountain in large dog park.
• Assisted with the setup and operation of the Barktoberfest event at the dog park.
• Blew woodchips away from fencing in dog park.
• Cleared non -draining bowls in doggy drinking fountains.
• Installed "Land and Water Conservation" grant sign.
• Repaired toilet in men's restroom.
• Cleared clogged sink in women's restroom.
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best),
Peterson Park
• Rebuilt/remodeled women's restroom toilet.
• Painted interior of men's and women's restrooms.
• Replaced drain assembly in men's restroom.
Packet Pg. 27
• Repaired drinking fountain between softball fields.
• Replaced trash bin.
• Performed monthly exterior lighting maintenance. (Best)
• Performed park/playground inspections.
Ronald Reagan Park
• Installed new push button and valve on drinking fountain near basketball court.
• Rebuilt shade structure adjacent to park playground. Project consisted of the
demolition/removal of beams and lattice and the installation of all new material.
• Replaced damaged basketball goal and net.
• Replaced notification lamp on tennis court lighting system.
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
Silvertip Park
• Performed Park/playground inspections.
Stardust Mini -Park
• Performed park/playground inspections.
Starshine Park
• Surveyed existing park lighting fixtures for compatibility with LED retrofits.
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
Steep Canyon Trailhead
• Installed and serviced solar powered "Big Belly" trash can.
Summitridge Park
• Performed park inspections.
Packet Pg. 28
• Treated park for fire ants. (BV/APM)
Sycamore Canyon Park
• Measured and installed new privacy screen around perimeter of storage yard.
• Removed old privacy slats from around sewer pump station and installed new
slats.
• Purchased and installed 40 ft. of composite decking for the observation deck.
Deck was damaged by vandals.
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
Washington Park
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
City Hall/Library
• Re-lamped thirty nine (39) fixtures in the City Hall spaces and eleven (11) in the
Library spaces.
• Replaced three (3) ballast in City Hall spaces and one (1) ballast in the Library.
• Facilitated 5 year fire sprinkler inspection and testing. System passed.
• Cleared clogged sink drain in Library women's restroom.
• Cleaned monument sign and bollards. Sprayed for spiders and insects.
• Performed monthly emergency generator test and regularly scheduled
maintenance.
• Performed monthly carpet cleaning in City Hall and Library spaces. (DFS)
• Performed monthly exterior lighting maintenance. (Best)
• Performed quarterly upholstery cleaning. (DFS)
Citywide
• Re -staked thirty (30) trees along Lycoming and Penarth.
"Packet Pg. 29
• Repaired pot hole at Acacia Hill and Diamond Bar BI.
• Removed fallen tree branch at Golden Springs and Grand.
• Assisted with barricades for vehicle vs. wall traffic collision at Maple Hill and
Diamond Bar BI.
• Wash, fuel and service City vehicles.
• Inspected fire extinguishers and first aid kits at all City facilities. Re -stocked as
needed.
• Re -stocked pet bags throughout the City. Serviced trash cans at trail heads.
• Performed monthly exterior lighting maintenance along Brea Canyon Rd.
walkway. (Best)
Packet Pg. 30 "
PARKS AND RECREATION COMMISSION
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM: RYAN MCLEAN, ASSISTANT CITY MANAGER
SUBJECT: PARKS & RECREATION USE POLICIES AND FEES
MEETING DATE: 11/16/2017
BACKGROUND
In February 2017, the City's consultant Revenue Cost Specialists (RCS) completed
work on the first comprehensive user fee study since 2008. This study was
commissioned to review all City service fees, apply business costing methodologies,
identify cost subsidies, and develop recommendations for fee adjustments based on
current business costs. To review the results of the study and develop
recommendations, the City Council established the Fee Study Subcommittee,
comprised of Mayor Pro Tem Low and Council Member Lyons. In May 2017, the City
Council considered the results of the study and recommendations of the Fee Study
Subcommittee and staff and adopted a revised fee schedule for Development and
Administrative Services. At that time, the City Council directed staff to return with
recommended revisions to the City's fees for services provided by the Parks &
Recreation Department. Also in May 2017, the City Council adopted the FY 2017-18
Strategic Plan, which included the following Parks & Recreation action items among
others:
1. Update the Park, Athletic and Facility Use Policy
2. Update the Diamond Bar Center Use Policy
3. Develop a marketing plan to attract and increase weekday corporate/non-profit
rentals
As currently structured, most facility -related fees are based upon classifications and
terms established in various Council -adopted use policies. Given this nexus, a full
review of Parks & Recreation policies has been completed, with recommendations
developed to revise each in a manner that maintains accessibility, improves the
customer experience for Diamond Bar residents and businesses, and reduces
Packet Pg. 31
subsidies. These recommendations have been presented to the City Council Fee Study
Subcommittee, which has provided input and direction into the proposal before the
Commission this evening.
DISCUSSION
Per the City's Diamond Bar Center Facility Use Policy, proposed changes to Parks &
Recreation service fees or policy related to service fees must be presented to the Parks
& Recreation Commission for review and comment before being considered by the City
Council. Operational changes may be made at the discretion of the City Manager.
Staff has completed major revisions to the existing Diamond Bar Center Facility Use
and Park, Athletic and Facility Use Policies. It is recommended that these two existing
policies be split into three, with each focusing on specifics as follows:
1. The Facility Use and Rental Policy (Exhibit A) sets guidelines for the Diamond
Bar Center (DBC), Heritage Park Community Center, and Pantera Park Activity
Room.
2. The Athletic Facility Use and Allocation Policy (Exhibit B) sets guidelines for all
City -allocated athletic facilities, including those owned by local school districts
and operated under a joint use agreement.
3. The Park and Picnic Use and Rental Policy (Exhibit C) sets guidelines for all
parks and picnic facilities in the City.
4. The proposed Fee Schedule applies to each of the policies and is included as
Exhibit D.
In developing the revisions, every effort has been made to enhance clarity, improve
customer service to the public, and improve staff efficiency, with policies simplified and
condensed whenever possible. The following report outlines all proposed fee -related
policy amendments and key operational changes for Commission review and comment.
FACILITY USE & RENTAL POLICY (EXHIBIT A)
Section 3. Definition of Terms
The current policy makes reference to "City -recognized Senior citizen membership
groups" but offers no definition or terms to qualify such groups. It is recommended that
the following statements, which requires groups to provide proof of Diamond Bar -based
non-profit status, verified rosters, and open registration be added to the policy to provide
better clarity. Further, to ensure proper access to all Group B organizations, it is
recommended that any newly formed clubs meet all these requirements and have a
minimum of sixty (60) Diamond Bar resident members. New clubs are subject to an
administrative review period of up to six months to determine impact on existing Group
B allocations.
Section 4. Group Priority Ranking
Applicants requesting to rent a Diamond Bar facility are classified in one of five groups.
These groups establish priority of access and user fee categories and rates. Priority
Classification Groups have been amended for consistency across all facilities. Slight
Packet Pg. 32
modifications have been made to Groups B and C, as follows:
❑ Group B represents City recognized senior citizen membership groups. A
provision has been added to determine priority based on number of verified
Diamond Bar residents in each group.
❑ Group C has been condensed from the current three subsections (C-1, C-2, and
C-3). As amended, governmental agencies, local school districts, and Diamond
Bar -based non-profit organizations have the same priority.
Replaces/amends:
❑ Diamond Bar Center Use Policy, Section IV - Group Priority Rating, Subsection
1-2 (Pgs. 4-5)
❑ Park, Athletic & Facility Use Policy, Section V - Reservation Policy for Heritage
Park Community Center and Pantera Park Activity Room, Subsection D, 1-2 (Pg.
24-25)
Packet Pg. 33 `'
Section 6. Payments & Fees, Subsection b. - Deposits
Deposits are required for all rentals. Currently, rentals are subject to the following
deposit requirements:
❑ Rental fees exceeding $1,000 require a minimum deposit of $500 payable with
an approved application. For the Grand View Ballroom, a 50% payment of rental
fees is due 180 days prior to the event, with the remaining balance due at least
60 days prior to the event. For all other rentals, the remaining balance is simply
due at least 60 days prior to the event.
❑ Rental fees less than $1,000 require a minimum deposit of half of the total rental
fee. The remaining balance is due at least 60 days prior to the event.
It is proposed that facility rental deposits be streamlined. Rather than a tiered system in
which different deposit processes apply to different rooms, it is recommended that all
deposits be applied consistently as follows:
❑ For all facility rentals, 50% of room rental fees is due when the reservation
contract is executed/signed and the application is approved. The remaining
balance, including all other fees and deposits, is due a minimum of 60 days prior
to the event.
❑ Reservations made 59 days or less prior to the event must be paid in full upon
signing a contract.
Replaces/amends:
❑ Diamond Bar Center Facility Use Policy, Section VI - Rooms Available For Use,
Subsections 1B & 2B (Pages 8 & 11)
❑ Park, Athletic & Facility Use Policy, Section V - Reservation Policies For Heritage
Park Community Center and Pantera Park Community Room, Subsection E3
(Page 26)
Section 6. Payments & Fees, Subsection c. - Weekend, Sunday, and Holiday
Rates
Currently, weekend rates are established from Fridays at 4:OOpm until 12:OOam on
Monday. During this period, discounted Grand View Ballroom (GVB) rates are
established for all groups except Group E (non-residents/groups and non -local
businesses). Given the continued significant demand for Friday and Saturday rentals, it
is recommended that a new Weekend Rate be established for GVB rentals. The
Weekend Rate would apply as follows:
❑ Weekend rates apply to Diamond Bar Center Grand View Ballroom rentals
beginning at 4:00 pm on Friday and ending at 1:00 am on Sunday or on any
holiday.
❑ Sunday rates apply to Diamond Bar Center Grand View Ballroom rentals
beginning at 7:30 am on Sunday and ending at 12:00 am on Monday.
❑ Weekend rates apply to Heritage Park Community Center, Pantera Park Activity
Room, Pine Room, Maple Room, Oak Room and Sycamore Room rentals
Packet Pg. 34
beginning at 4:00 pm on Friday and ending at 12:00 am on Monday or on any
holiday.
❑ Weekend rates associated with each room apply to all rentals that fall on
holidays. Holidays include New Year's Day, President's Day, Memorial Day,
Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas
Eve, Christmas Day, and New Year's Eve. No rentals will be booked on New
Year's Day, Thanksgiving Day, Christmas Eve, or Christmas Day without written
approval of the City Manager.
❑ Discounted GVB rates are available to all groups but Group E on Sundays.
❑ Existing provisions offering further discounts to Groups B and C. The current
policy contains provisions that allow Diamond Bar -based non-profit organizations
with recurrent DBC rentals to receive additional discounts for weekday rentals, as
follows:
❑ Existing provisions providing for further discounts to Group B ($30 per hour plus
$60 per 100 people for set-up when the GVB is not reserved for weekend use 6
months or less prior to use) and Group C organizations ($20/hr. rentals of DBC
twice a year and $20/hr. rentals of DBC meeting rooms up to twelve times per
year) are eliminated.
Replaces or amends:
❑ Diamond Bar Center Use Policy, Section V - Application Procedures, Subsection
8 (Pg. 6)
❑ Diamond Bar Center Use Policy, Section VI - Rooms Available For Use,
Subsection 1 D, iv. (Page 9), 1 E (Page 10), and 2F (Page 12)
❑ Park, Athletic & Facility Use Policy, Section V - Reservation Policy for Heritage
Park Community Center and Pantera Park Activity Room, Subsection E7 (Pg. 26)
❑ Diamond Bar Center Facility Use Policy Section VI - Rooms Available for Use,
Sections IE - i -iv and 2F - i -iii (Pages. 10 & 12)
Packet Pg. 35 "
Section 7. Cancellation by User, Subsection a. - Cancellation Policy
Currently, cancellation fees apply to all rentals as follows:
GVB Weekend & Sunday
180 or more
90-179 days
30-89 Days 29 or less
All Groups
Fees -$100
Fees -$500
Fees -$1000 All Fees
GVB Weekday
30 or more
29 or less
All Groups
Group D & E
Fees -$100
Fees -50%
Group C
Fees -$10
Fees -$100
All Other DBC Meet. Rm.
15 or more
14 or less
Group D & E
Fees -$50
Fees -50%
Group C
Full Refund
Fees -50%
Heritage Park Comm. Ctr.
15 or more
14 or less
Group D & E
Fees -$50
Fees -50%
Group C
Full Refund
Fees -50%
Pantera Park Activity
Room
15 or more
14 or less
Group D & E
Fees -$50
Fees -50%
Group C
Full Refund
Fees -50%
Reflecting the amended and streamlined deposit policies described above, it is
recommended that all reservations adhere to the following cancellation policy:
GVB Weekend & Sunday
180 or more
61-179 days
60 or less
All Groups
Fees -50% of fees
paid at signing
Fees -75% of fees
paid at signing
All Fees
All Other Facility Rentals
61 or more
60 or less
All Groups
Fees -50% of fees
paid at signing
All Fees
Replaces/amends:
❑ Diamond Bar Center Use Policy, Section VI - Rooms Available for Use,
Subsection 1C (Pg. 8-9)
❑ Park, Athletic & Facility Use Policy, Section V - Reservation Policy for Heritage
Park Community Center and Pantera Park Activity Room, Subsection H (Pg. 31)
Packet Pg.66
Section 7. Cancellation by User, Subsection b. - Change of Date
The current policy provides Group C with the ability to request one date change free of
charge, provided the request is made 90 days or more prior to the event. Subsequent
date change requests are $100 each. To provide all users with one opportunity to
change an event date and to close a loophole that allows for the avoidance of
cancellation fees, the following amendment is recommended:
❑ For Grand View Ballroom rentals (2/3 room or entire room) changed 180 days or
more prior to the event is subject to a change of date fee. If a second change of
date is requested, cancellation fees will apply.
Replaces/amends:
❑ Diamond Bar Center Facility Use Policy, Section IV Rooms Available For Use,
Subsection C., iii. (Page 9)
Section 8. Rooms Available For Use, Subsection c., v. - Kitchens
For facility safety and maintenance purposes, this amendment clarifies the existing
provision prohibiting cooking at City facilities and prohibits the use of outside food
heating equipment. All food must be warmed using facility equipment.
Section 9. Recurrent Facility Use, Subsection a. - Recurrent Use by Group B
Organizations
The currently adopted Diamond Bar Center policy includes language that limits Group B
GVB use to once per week on weekdays, DBC Sycamore, Oak and Maple Rooms to
one use per week on weekdays, and the DBC Pine Room to twice per week including
weekends. Overtime, Group B use has expanded, making current practice incompatible
with adopted policy. To match current practice, expand Group B access to City facilities,
and increase midweek corporate and non-profit rental opportunities, the following
amendments are recommended:
❑ Recurrent no -cost use of Grand View Ballroom by Group B organizations is
limited to Mondays from 8am to 3pm and Fridays from 8am-2pm.
❑ No -cost midweek reservations (Tuesday, Wednesday, or Thursday) are available
to Group B organizations once per quarter for 8 hours each reservation.
❑ Recurrent no -cost use of Pine Room by Group B organizations is available 7
days per week between the hours of 8am-10pm. Recognized groups are no
longer limited to two uses per week in the policy.
❑ Recurrent no -cost use of Oak Room, Maple Room, and Pantera Activity Room by
Group B organizations is available Monday through Friday between the hours of
8am-4pm. Recognized groups are no longer limited to one use per week in the
policy.
❑ Recurrent no -cost use of Heritage Community Center by Group B organizations
is available Monday through Friday between the hours of 9am-6pm.
❑ Each City -recognized senior organization must submit a recurrent use application
and supplemental materials, including roster, Articles of Incorporation, and proof
of non-profit status by September 1 of each year for allocation in the next
Packet Pg. 37
calendar year. Staff will meet with each group annually to discuss the request
and supplemental materials.
Replaces/amends:
❑ Diamond Bar Center Facility Use Policy Section VI - Rooms Available for Use,
Subsections 1 D, 2D, & 2E (Pages 9 & 11)
❑ Park, Athletic & Facility Use Policy, Section V - Reservation Policy for Heritage
Park Community Center and Pantera Park Activity Room, Subsection H, 1-5 (Pg.
31)
Section 14. Variances
Amendments to this section include:
❑ Variances to reduce or eliminate cancellation fees of a user when an alternate
user then books the facility and pays similar or exact fees will no longer be
considered.
❑ Variances to provide additional no -cost set up time to Group B & C organizations
will no longer be considered.
❑ Variances must be submitted in writing to the Parks & Recreation Director for
review and final decision.
Packet Pg. 38
ATHLETIC FACILITY USE & ALLOCATION POLICY (EXHIBIT B)
Section 3. Definitions
The following proposed revisions impact the qualifications of user groups, which may
have impact on Priority Classification Group placement and associated fees. The
following definitions have been added or edited to reflect changing participation and
demographic trends.
❑ Certified Non-profit Organization - Recognizing the decreasing participation in
local sports organizations and the need for regionalization of organizations, non-
profit organizations are no longer required to be Diamond Bar -based to qualify for
priority access. Groups must still provide proof of non-profit status.
❑ Qualifying Youth/Adult Organization - As local participation has decreased, some
longstanding local groups now struggle to meet the current 60% residency
standard. It is recommended that qualifying status be provided at a 40%
Resident Percentage Status threshold, provided there is a minimum of 12
participants in the organization.
❑ Resident Percentage Status (RPS) - Calculates the percentage of verified
Diamond Bar residents participating in the organization. For example:
Organization A has a total of 700 participants, with 500 of those being
Diamond Bar Resident Participants. Therefore, RPS equals 500/700, or
71.4%.
❑ Resident Teams - The number of Resident Teams for each user group is
calculated by dividing the total number of Resident Participants by twelve. For
example:
Organization A has 150 participants, with 95 of those being Resident
Participants. Therefore, the total number of Resident Teams equals 95/12,
or 7.9.
Section 5. Facility Allocation Process, Subsection A - Priority Classification
Groups
As Diamond Bar has matured, demographics and community preferences have
changed. Over time, youth and adult participation in athletic programs has decreased
and become more specialized in private competitive travel teams/organizations.
Declining enrollment in field sports has led to the regionalization of many formerly local
programs and/or closure of certain leagues. To account for these substantial changes in
demographics and preferences and continue to provide the greatest facility access to
local participants, the Priority Classifications have been amended to reflect the changes
in Qualifying Organizations definitions made in Section 3 above.
❑ Group A -Activities conducted and/or sponsored by the City of Diamond Bar.
❑ Group B - Certified non-profit Qualifying Youth Organizations with registration
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open to the general public (all registrants are placed on teams and allowed to
participate).
❑ Group C - All other Qualifying Youth Organizations.
❑ Group D - Qualifying Adult Organizations.
❑ Group E - Diamond Bar residents, businesses, or organizations using the facility
for a one-time, non -recurrent non-profit purpose.
❑ Group F- Non -Diamond Bar residents, businesses, or organizations using the
facility for a one-time, non -recurrent non-profit purpose.
These changes will limit recurrent allocations to Qualifying Organizations only.
Section 5. Facility Allocation Process, Subsection B - Allocation Priority within
Groups
The following factors will be used to determine priority within classification groups:
❑ Total number of Diamond Bar Resident Participants
❑ Resident Percentage Status (RPS)
❑ Proposed activity's "in -season" status. For example:
Spring: Baseball/Softball
Fall: Soccer/Football
Section 5. Facility Allocation Process, Subsection C - Facility Allocation Formula
The use of a formula is proposed to provide the most equitable distribution of City
facilities to Qualifying Organizations. The proposal includes:
❑ The City will make an effort to provide 4 hours/week of facility time per Resident
Team per organization (two hours for practice and two hours for games per
week). The City reserves the right to adjust this allocation based on facility
availability.
❑ Qualifying Organizations will be allocated field space based on the total number
of Resident Teams times 4 hours/week. Example:
1) User Group A has 200 participants, 140 of which are Resident Participants.
140/12 equals 11.66 Resident Teams. 2) 11.66 Resident Teams times 4
hours per team equals 46.64 hours of facility time per week. 3) Total hourly
allocations will be rounded to the nearest whole number, so 46.64 hours
equals 47 hours.
❑ Surplus hours will be allocated at the City's discretion.
Section 7. Athletic Facility Use Rules & Regulations, Subsections P, Tennis Court
Use
To remain consistent with City policy that prohibits the use of public facilities for
personal or commercial gain (with exceptions for non-profit fundraising activities), it is
recommended that existing policy allowing private, for-profit tennis lesson instruction be
eliminated. This recommendation is consistent with current policy that prohibits private,
Packet Pg. 40
for-profit baseball lessons in batting cages, basketball lessons on public courts, or other
athletic lessons at City facilities.
PARK & PICNIC USE & RENTAL POLICY (EXHIBIT C)
Section 5, Rules & Regulations, Subsection c., Cancellation Policy
Currently, cancellation fees apply to park/picnic rentals as follows:
Cancellation 14 or more days prior to
event
$5
Cancellation 13 days or less prior to event
1 $5
Consistent with the recommended adjustments to the cancellation policies for the
Diamond Bar Center and Heritage Park, those for Park/Picnic rentals have been
amended as follows:
Cancellation 7 or more days prior to event
50% of fees paid at
signing
Cancellation 6 days or less prior to event
I No Refund
PARKS & RECREATION - FACILITY USE & PARTICIPATION FEES (EXHIBIT D)
City Council -adopted fees for Parks & Recreation programs and services range from
those established for facility rentals to youth and adult programs such as athletics and
excursions. With the exception of Diamond Bar Center (DBC) rental fees, which were
last adjusted in 2010, most Parks & Recreation fees have not been adjusted in more
than a decade. To protect the City's long-term financial sustainability and meet ongoing
facility maintenance needs, comprehensive fee adjustments that partially reduce
subsidies are recommended. The following recommendations have been presented to
the City Council Fee Study Subcommittee, which has provided input and direction into
the proposal before the Commission this evening.
Packet Pg. 41
Athletic Fields
Recommended fee adjustments include:
❑ Recognizing the community benefit of local youth and adult athletic
organizations, field rental fees remain free of charge for Qualifying Organizations
(Groups B -D). (PRF 1-2)
❑ Various adjustments to fees and deposits for one-time, non -recurrent uses, as
follows:
Reference #
Description
Current
Recommended
PRF 3
Field, Group E
$5/hour
$10/hour
PRF 5
Field, Group F
$10/hour
$25/hour
PRF 8
Lighting Deposit
$50-
$100/group
$250/group
PRF 9-11
Field Cleaning
Deposit, Groups E &
F
No Deposit
$100-$300 based
on size of event
Park/Picnic Rentals
Recommended fee adjustments include:
Reference #
Description
Current
Recommended
PRPIC 1
Park/Picnic Area
$25/day
$50/day
Rental, Group 8, C,
D
PRPIC 2
Park/Picnic Area,
$50/day
$100/day
Group E
PRPIC 3
Park/Picnic
$5
50% of fees paid
Cancellation 7 or
at signing
more days in
advance
PRPIC 4
Park/Picnic
$5
No Refund
Cancellation 6 days
or less in advance
PRPIC 5
Park/Picnic Cleaning
$50
$100
Deposit, 0-100
Participants
PRPIC 6
Park/Picnic Cleaning
$200
$200
Deposit, 101-200
Participants
PRPIC 7
Park/Picnic Cleaning
$200
$300
Deposit, 201+
Participants
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Diamond Bar Center & Heritage Park Community Center Room Rentals
Since 2010, the Consumer Price Index (Urban Wage Earners and Clerical Workers,
March to March) has increased by 12.5%. It is proposed that all Diamond Bar Center
and Heritage Park Community Center room rental fees be increased by this 12.5% CPI
amount, with results rounded to the nearest $5 for maximum clarity. These
recommendations are reflected in the attached fee schedule, with the exception of the
following:
❑ All cancellation fees have been updated for consistency with the
recommendations contained in the policy document.
❑ Weekend (Friday and Saturday) rates have been updated for consistency with
the recommendations contained in the policy document. With these changes, all
groups pay the same rates for the Grand View Ballroom during the defined
Weekend period. Tiered rates are available to Groups C, D, and E for the Grand
View Ballroom and all other rentals on Sundays and Weekdays.
Reference #
Description
Current
Recommended
PRDBC 4
GVB, Weekend (F-
$1,320-$3,520
$3,960/6 hrs.
PRDBC 55
S)
$300
$400
PRDBC 8
GVB, Weekend (F-
$110-$330/hour
$370/hour
PRDBC 57
S), Add'1 Hours
$250
$300
PRDBC 15
GVB, 2/3, Weekend
$880-$2,695
$3,03016 hrs.
(F -S)
PRDBC 19
GVB, 213, Weekend
$82.50-
$250/hour
(F -S), Add'1 Hours
$220/hour
❑ Weekday Catering Kitchen Fees have been consolidated from three tiers to one,
with fees for Groups C, D and E set at $100.
❑ Standard rentals now include key equipment required of most events, including
podium, microphone, easels, flags, etc. This will eliminate a la carte costs to
many users. Reception/Party and Business Packages costs have been adjusted
to include expanded access to DBC accessories such as dance floors, AV
projector, TV/DVD, portable bars, etc. Fees for each have been adjusted as
follows:
Reference #
Description
Current
Recommended
PRDBC 54
Reception/PartyA
$400
$500
PRDBC 55
Reception/Party B
$300
$400
PRDBC 56
Reception/Party
C
New
$350
PRDBC 57
Business A
$250
$300
PRDBC 58
Business 8
$200
$250
Packet Pg. 43
❑ Introduction of a staff fees for events requiring additional supervision or
unanticipated clean-up or repairs, as follows:
Reference #
Description
Current
Recommended
PRDBC 60
Staff Fee, Addl
Supervision
No Fee
$25/hour
PRDBC 61
Staff Fee, Add'I Cleaning
No Fee
$501hour
❑ Refundable deposits have been increased to protect City facilities and ensure
compliance with use policies. These recommendations apply to all users as
follows:
Reference #
Description
I Current
I Recommended
PRDBC 63
Cleaning Deposit, 2/3 GVB
$350
$500
PRDBC 64
Cleaning Deposit, GVB
$500
$750
❑ Outdoor Usage fee is increased from $300 to $350 per event.
❑ Existing Date Change Fee is increased from $100 to $250 for 2/3 and entire
Grand View Ballroom rentals. Only one date change is permitted per reservation.
Participation Fees (Athletics, Excursions, Various Special Events, Etc.)
Participation -based activities include athletics, excursions, and various special events,
activities, and programs (e.g. senior dances, Winter Snow Fest sledding admissions,
etc.). Given the variable nature of the cost inputs associated with these programs, it is
recommended that fees be based on the direct costs associated with each using the
following policy statement as guidance:
❑ For Parks & Recreation participation fees, which include, but are not limited to
elective activities such as athletics, excursions, and special events, activities, and
programs, the City Manager shall have the authority to set fees to recover up to
the full direct costs of the specific activity, program, or event. Direct costs include
those related to City personnel, supplies, services, admissions, transportation,
etc. Using the above as a guideline, in those cases where the fee to be charged
is nominal (e.g. $10), the City Manager may determine not to require a fee for the
elective activity if the City Manager determines the administrative burden in
collecting the fee outweighs the benefit of the revenue to be derived from
collecting the fee.
Packet Pg. 44 ''
❑ It is recommended that Contract Class Administration Fees and Activity
Cancellation Fees be adjusted as follows:
Reference #
Description
Current
I Recommended
PRR 2
Activity Cancellation Fee
$5
$15
PRR 3
Contract Class Admin. Fee
$7
$10
Non -Resident Fee
It is recommended that a $5 fee be applied to all non-resident participation (PRR 4).
CPI Escalator
It is recommended that an annual CPI escalator (Urban Wage Earners and Clerical
Workers, March to March) be applied to all room rental fees. This recommendation is
consistent with the City's adopted fee resolution for Development and Administrative
Services fees and charges.
Attachments:
A. Exhibit A -Facility Use & Allocation Policy -DRAFT 11.16.2017
B. Exhibit B - Athletic Facility Use & Allocation Policy - DRAFT 11.16.2017
C. Exhibit C - Park & Picnic Use & Rental Policy - DRAFT 11.16.2017
D. Exhibit D - Parks & Recreation Fee Schedule - DRAFT 11.16.2017
" Packet Pg. 45
Exhibit A
Facility Use & Rental Policy
1. POLICY STATEMENT
The purpose of this Use Policy is to ensure that the use of the facility is granted in a fair and equitable
Maximum Capacity
manner for meetings, activities, and events, which are recreational, social, and/or civic in nature,
v
offering services of interest and need to the community. Fees charged for the use of the facility are
R
intended to partially recoup on-going maintenance and operation costs of the facility. The City Manager
d
has the discretion to make operational policy changes while policy changes pertaining to the fees will
.2
be reviewed by the Parks & Recreation Commission and approved by the City Council.
o°.
Staff shall be responsible for enforcement of all policies, rules, and regulations established in this policy
m
and shall have the authority to deny or terminate the use of the facility if a determination is made that
c
the use does not conform to the requirements of Center use policies and regulations and/or may cause
m
damage to the facility.
541
Grand View Ballroom — A
d
City staff shall oversee and supervise all events at City facilities for the safety and well-being of the
a!
public and facility. Staff shall be responsible for and have complete authority over the facility being
Y
used, all equipment, participants, activities, alcohol service and any security firm(s) on site per the
0. a
terms of this policy. Staff shall have authority to request changes in activities or cessation of activities.
Users must comply with staff requests and instructions.
2. FACILITIES
a. This policy applies to the following City facilities and all associated rooms:
i. Diamond Bar Center (Sun.-Thurs: 7:30am-11:00pm, Fri. -Sat.: 7:30am-12:00am)
ii. Heritage Park Community Center (Sun.-Thurs: 7:30am-9:30pm, Fri. -Sat.: 7:30am-12:OO2m)
iii. Pantera Park Activity Room (Sun.-Thurs: 7:30am-9:OOpm, Fri. -Sat.: 7:30am-12:00am)
b. Maximum Room Capacity
Use of City facilities is subject to the following maximum room capacities.
Diamond Bar Center
Grand View Ballroom — Entire
Maximum Capacity
Dining Capacity
438
Dining Capacity w/ 500 sf dance floor
405
Dining Capacity w/ 1,000 sf dance floor
372
Theatre Capacity
822
Grand View Ballroom — A & B
Dining Capacity
288
Dining Capacity w/ 500 sf dance floor
255
Dining Capacity w/ 1,000 sf dance floor
222
Theatre Capacity
541
Grand View Ballroom — A
Dining Capacity
133
Dining Capacity w/ 500 sf dance floor
100
Theatre Capacity
250
Grand View Ballroom — B
Dining Capacity
155
Dining Capacity w/ 500 sf dance floor
121
Theatre Capacity
291
Grand View Ballroom — C, D, & E
Packet Pg. 46
3.
3.a
Dining Capacity
150
Dining Capacity w/ 500 sf dance floor
116
Theatre Capacity
278
Grand View Ballroom — C
Dining Capacity
50
Theatre Capacity
91
Grand View Ballroom — D
Dining Capacity
53
Theatre Capacity
100
Grand View Ballroom — E
Dining Capacity
46
Theatre Capacity
87
Pine Room
Dining Capacity
66
Theatre Capacity
120
Sycamore Room
Dining Capacity
60
Theatre Capacity
100
Maple Room
Dining Capacity
32
Theatre Capacity
60
Oak Room
Dining Capacity
100
Theatre Capacity
185
Heritage Park Community Center
Dining Capacity
100
Theatre Capacity
185
Pantera Park Activity Room
Dining Capacit
1
50
Theatre Capacity
80
DEFINITION OF TERMS
a. "Applicant' means an individual or group, which submits a completed City of Diamond Bar Facility
Use Application and required deposit to use the Diamond Bar facility pursuant to the terms of this
Use Policy. The date requested by the applicant will be held provided that all terms and conditions
of this policy are met.
ity"
b. "Cmeans the City of Diamond Bar, acting through its officials, representatives, agents, and
employees.
c. "City -recognized senior citizen membership groups" means an organization that has provided
written submittal, along with a verified membership roster and the Articles of Incorporation indicating
status as Diamond Bar based non-profit (for example: 501(C)(3) submitted as a condition of an
organization receiving classification in Group B. Clubs must have an open registration policy to be
recognized. New senior citizen membership groups must have a minimum of sixty (60) Diamond
Bar residents and are subject to an administrative review period of up to six months. This review
period will be used to determine the extent of the impact on existing allocations and facility
operation.
PacketPg.47
d. "Confirmed Reservation" means a reservation issued by the City upon approval of a Facility Use
Application for use of the facility or some portion thereof by an applicant, after all requirements of
the Facility Use Policy are met.
e. "Diamond Bar Based Non -Profit' means organization that has a minimum membership of 60%
Diamond Bar residents or 60% Diamond Bar business addresses (e.g. Boy Scouts, Girl Scouts,
Little League, Rotary Club, etc.). A verified membership roster and the Articles of Incorporation
indicating status as a Diamond Bar based non-profit (for example: 501(C)(3) organization shall be
submitted as a condition of an organization receiving classification in this group.)
f. "Inquiry" means when an individual or representative of a group seeks information about available
dates for possible use by that individual or group. An available date cannot be held for possible use
by making an inquiry.
g. "Local School Districts" means Pomona Unified School District and Walnut Valley Unified School
District.
h. "Other Governmental agencies" means government agencies other than the City of Diamond Bar,
which provide service to the Diamond Bar community (e.g. County of Los Angeles agencies,
districts and authorities, and elected officials; State of California departments and elected officials,
multi -city organizations and joint powers authorities to which the City belongs, Federal agencies,
departments and elected officials; etc.)
I. 'Parks & Recreation Director means the administrative head of the Diamond Bar Parks &
Recreation Department or designee.
j. "Soft Reservation" means a temporary, non-binding seven (7) day hold on a facility/room for a
potential rental date..
k. "User" means an individual or group that obtains a confirmed reservation to use a Diamond Bar
facility pursuant to the terms of this policy.
4. GROUP PRIORITY RATING
a. An individual or group seeking permission to utilize a Diamond Bar facility will be classified in one of
the following priority groups. These classifications are used to establish priority of use and the
applicability and amount of the fee and/or deposit. The groups are as follows, in descending order
of priority:
i. Group A - Activities conducted and/or sponsored by the City of Diamond Bar.
ii. Group B - Activities conducted by the City recognized Senior citizen membership groups.
Priority within this group shall be determined by the overall number of Diamond Bar
residents served per group after review of verified membership rosters by Parks &
Recreation Director.
iii. Group C - Activities conducted by other Governmental agencies, local school districts, or
Diamond Bar based non-profit organizations.
iv. Group D - Private events conducted by Diamond Bar residents, resident
groups/organizations, and Diamond Bar -based businesses.
V. Group E - Private events conducted by non-residents, non-resident groups/organizations,
and businesses based outside Diamond Bar.
5. APPLICATION & CONTRACT PROCEDURES
a. Soft Reservations are subject to the following procedures.
Packet Pg. 48
2.a ,
i. Interested party makes inquiry for facility/room availability and makes a rental appointment
to finalize facility rental contract and pay applicable fees/deposits. Appointment must be
made within seven (7) days of the inquiry.
ii. Upon confirmation of rental appointment with staff, the requested date will be held for seven
'w
(7) days.
iii. Interested party must attend the rental appointment, submit completed Facility Use
LL
Application, sign contract, and pay all applicable fees/deposits within the seven (7) day
m
period or the date will be made available to the general public.
iv. Soft reservations do not constitute or guarantee approval of a rental contract.
An individual or representative of a group can secure a Soft Reservation to hold a date for possible
Q
w
use by making an appointment with staff to submit a written application to sign the contract and to
pay the required deposit for a specific room, date and time. The date for possible use will be held
a
from the time the appointment with staff is made until the appointment date and time. The meeting
with staff shall occur within seven (7) calendar days of setting the appointment, or the Soft
Reservation shall be forfeited.
a
b. Advance Reservation Procedures & Lottery
otS
x
I. Reservations may be made no earlier than:
Group A - No limit.
a
Group B - Up to twenty-four (24) months in advance when not subsidized or discounted.
Staff will schedule senior facility use 24 months in advance. Subsidized or discounted use
$
will be scheduled annually per Section 9, a of this policy.
Groups C & D - Up to twenty-four (24) months in advance.
Group E - Up to twenty (20) months in advance.
r -
ii. Reservations will be taken beginning on the first day of the month, for the entire month,
LL
beginning at 8:00am..If the first of the month falls on a holiday, reservations will be taken
beginning on the next regular business day beginning at 8:OOam.
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iii. In the event that two or more parties with the same priority ranking are interested in renting
the same facility for the same date, a lottery for the dates will take place at the Diamond Bar
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Center beginning at 8:OOam on the first day of the month. The lottery will run as follows: A
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staff member will allow one individual from each party to draw a number. The party with the
lowest number after individuals from each party have drawn will have first choice of date
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(one date only) for the month in question. The next choice will go to next lowest number,
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and so on. Once all the available dates have been taken, the next lowest number, as well as
the remaining numbers in order, will be placed on the wait list.
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c. Application Procedures
i. All applicants must complete a City of Diamond Bar Facility Use Application ("Application")
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and pay all applicable fees and deposits per the Council -adopted fee schedule at the time of
completing a facility contract. The applicant shall be classified and assigned a Group Priority
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Ranking in accordance with the definitions and priority rankings set forth in Section 4 of this
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Use Policy.
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ii. All potential users shall complete an Application a minimum of sixty (60) days prior to the
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event.
Reservations made less than sixty (60) days in advance of the event will be accepted only if E
the facility and required staffing elements are readily available. Additional fees may be e=i
required from service providers when limited advance notice is provided. All applicable fees
must be paid at time of completing a facility contract. Fees paid are subject to cancellation a
policy and associated fees.
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iv. All reservations are subject to the City Council -approved fees and deposit requirements. No
reservation shall be confirmed until appropriate fees, deposits, permits/ licenses, and
insurance are obtained and/or paid.
d. Facility Allocation
Facility allocation shall be the sole responsibility of City staff per the provisions of this policy.
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The City reserves the right to direct requests for rooms to other City facilities which are deemed
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more appropriate for the type of request or deny requests if they are deemed inappropriate for
the facility (see Section e. below).
e. Denial of Application
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Use may be denied and the application rejected for the following reasons:
i. The facility is incapable of accommodating the proposed activity by reason of the nature of
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the activity or the number of people estimated to be in attendance.
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ii. The user has failed to demonstrate its ability to provide adequate security to assure that the
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event is conducted in a safe manner.
iii. The applicant has failed to agree to comply with all of the conditions of this Use Policy or
those set forth in the facility use contract.
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iv. The activity is likely to cause physical damage to the facility or its equipment.
V. Conditions for the issuance of a facility use contract have not been fulfilled.
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vi. Violation of any law or regulation.
vii. Another event is already scheduled on the requested date.
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viii. The applicant previously used the facility and failed to comply with applicable rules or
conditions, or due to damage or lack of cleaning, did not receive all of its cleaning deposit
back.
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ix. The applicant has twice before cancelled a scheduled event in the facility without prior
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notice.
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f. Contracts
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i. Upon approval of an application, a facility rental contract will be issued authorizing the
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requested use of the facility. Requesting user must sign the contract and agree to all terms
and conditions therein.
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ii. The Parks & Recreation Director may attach such conditions to the contract deemed
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necessary for the protection of the public health, safety and welfare and the maintenance
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and operation of the facility.,
iii. Contract holder shall not transfer, assign, or sublet use of the reserved facility or apply for
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use on behalf of another person or organization. Contract holder must be present for event
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and must sign in with facility staff. Failure to comply may result in forfeiture of fees and/or
deposits.
iv. If at any time prior to or during the scheduled event the contract holder is not in compliance
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with the policies and regulations stated in this Use Policy or the conditions of the facility use
permit, and after notice of noncompliance, has failed or refused to comply (or compliance is
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no longer possible), the City, acting by and through the Director of Parks & Recreation or
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his/her designee, may cancel the reservation or terminate the event. Under those
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circumstances, no deposits and/or fee(s) previously paid by the applicant shall be returned.
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V. The City reserves the right to cancel a contract issued for any event or activity for its
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convenience. In the event of such a cancellation, notice shall be given as far in advance as
possible and a full refund will be made. Every effort will be made to find a suitable
alternative facility if cancellation by the City is necessary. a
6. PAYMENTS & FEES
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a. General
i. All contracts are subject to rental and cancellation fees and deposit requirements
established in the City Council -approved fee schedule.
ii. Rental fees paid 60 days or more prior to rental date can be paid by personal or business
check, cashier's check, credit card, or cash. Rental fees paid 59 days or less prior to the
event may be paid by credit card, cashier's check, or cash.
iii. The City reserves the right to require additional cleaning deposits at its discretion based on
the proposed use.
iv. Failure to comply with the payment procedure in this policy may result in cancellation of
event. Cancellation fees will apply.
b. Deposits
I. A deposit of 50% of room rental fees is due when the reservation contract is
executed/signed and the application is approved. The remaining balance, including all other
fees and deposits, is due a minimum of 60 days prior to the event.
ii. Reservations made 59 days or less prior to the event must be paid in full upon signing a
contract.
iii. In the event of damage, destruction or defacement, the applicant shall be liable for all
expenses required to repair, restore or replace the facility, its furnishings, or equipment to its
original condition. If damage is incurred, the user shall be required to pay the full cost of the
necessary repairs, including damage that exceeds deposit amounts. If the cost to repair
damage is less than the deposit amount, the balance of the deposit will be refunded.
iv. Cleaning and alcohol deposits shall be refunded if proper cleanup is completed and no
damage is incurred as a result of the rental. This determination will be made by staff.
Applicable deposit balances will be refunded within 2 to 4 weeks.
c. Weekend, Sunday, and Holiday Rental Rates
i. Weekend rates apply to Diamond Bar Center Grand View Ballroom rentals beginning at 4:00
pm on Friday and ending at 1:00 am on Sunday or on any holiday.
ii. Sunday rates apply to Diamond Bar Center Grand View Ballroom rentals beginning at 7:30
am on Sunday and ending at 12:00 am on Monday.
iii. Weekend rates apply to Heritage Park Community Center, Pantera Park Activity Room, Pine
Room, Maple Room, Oak Room and Sycamore Room rentals beginning at 4:00 pm on
Friday and ending at 12:00 am on Monday or on any holiday.
iv. Weekend rates associated with each room apply to all rentals that fall on holidays. For
purposes of this policy, holidays include New Year's Day, President's Day, Memorial Day,
Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Eve, Christmas
Day, and New Year's Eve. No rentals will be booked on New Year's Day, Thanksgiving Day,
Christmas Eve, or Christmas Day without written approval of the City Manager.
CANCELLATION BY USER
a. Cancellation Policy
i. All Weekend and Sunday rentals of the Grand View Ballroom shall adhere to the following
cancellation/refund policy:
180 Days or More Prior to Event
60-179 Das Prior to Event
59 Das or Less Prior to Event
Room Rental Fees Paid at
Signing, 50%
Room Rental Fees Paid at
Signing Minus 75%
Forfeiture of All Fees
ii. All other facility rentals shall adhere to the following cancellation/refund policy:
60 Das or More Prior to Event 1 59 Days or Less Prior to Event
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Room Rental Fees Paid at Forfeiture of All Fees
Signing Minus 50%
iii. Cancellation fees apply only to room rental fees. Fees paid for any cleaning, alcohol,
security, and/or insurance requirements will be refunded in full.
b. Change of Date
Grand View Ballroom (2/3 room or entire room) reservations shall adhere to the following Change of
Event Date requirements:
I. Any reservation date changed 180 days or more prior to the event is subject to a change of
date fee. If a second change of date is requested, cancellation fees apply.
ii. Any reservation date change requested 179 days or less prior to the event is subject to
cancellation fees per policy.
iii. All change of date requests/approvals are subject to facility availability.
8. ROOMS AVAILABLE FOR USE
a. Grand View Ballroom
I. Weekend and Sunday use of Grand View Ballroom requires a minimum six (6) hour rental
period and minimum 2/3 rental of the Banquet Room. Rental time must include set-up and
clean-up time.
ii. Weekday use of Grand View Ballroom requires a minimum two (2) hour rental period.
iii. A minimum one (1) hour clean-up period is required at the end of each Grand View Ballroom
rental and is subject to Council -approved fees.
iv. Outdoor Usage areas are only available with rental of 2/3 or more of the Grand View
Ballroom.
V. Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom includes tables & chairs,
catering kitchen, foyer and patio.
vi. Rental of 1/3 or less of the Grand View Ballroom requires a minimum rental of 2 hours plus a
mandatory minimum thirty minute clean-up period at the end of each event.
vii. Additional permits and/or fees may be required depending on the type of use.
b. Sycamore, Oak, Pine and Maple Room (DBC Meeting Rooms), Heritage Community Center and
Pantera Park Activity Room
i. Minimum use is 2 hours of rental time plus a mandatory minimum thirty minute clean-up
period at the end of each event.
ii. Additional permits and/or fees may be required depending on the type of use.
c. Kitchens
i. The Diamond Bar Center Kitchen General Use Section and the Heritage Park Community
Center Kitchen are available at no cost to all users on a first come, first served basis. Use
shall be coordinated between the users to best meet the needs of all users. General Use
Section equipment includes coffee maker (user provides coffee/service), ice machine, sink,
and refrigerator (items must be removed after each scheduled use).
ii. The Diamond Bar Center Catering Kitchen is available only to users scheduled for a catered
event at the Diamond Bar Center. Use of the Catering Kitchen must be requested on the
same Application that is submitted for room use. Fee for use of Catering Kitchen is stated on
the fee schedule. Catering Kitchen equipment includes refrigerator/freezer (items must be
removed after each scheduled use), microwave oven, convection oven, warming top, hot
food service unit, warming ovens (2), and a sink.
iii. Priority usage of the catering kitchen shall go to the renter of the Entire Grand View
Ballroom or 2/3 Grand View Ballroom. All other requests for use of the catering kitchen shall
occur on a first-come, first -serve basis.
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iv. No homemade food or beverages are allowed in City facilities. Food service must be
provided by a licensed caterer, restaurant, or deli. For all catered services, a valid Public
Health Permit must be submitted a minimum of thirty (30) days prior to the event. Receipts
for purchase of food or beverages from a restaurant or deli are required the day of the
event.
V. No cooking is allowed at City facilities. For purposes of this policy, cooking includes, but is
not limited to baking, barbequing, frying, grilling, etc. Use of outside areas for food heating
or cooking is prohibited, with the exception of Public Health permitted food trucks.
vi. Kitchen storage for recurrent users in Groups B & C may be available on a first-come, first-
served basis, for a period not to exceed six months. After six months, if demand exceeds
supply, storage space will be allocated through random drawing.
d. Rehearsals
Use of the facility for a rehearsal will be approved based on availability in accordance with the
following rental guidelines:
i. A rehearsal may be scheduled no more than twenty-one (2 1) days prior to a contracted
event date.
ii. One free hour of use of the facility shall be granted to the renter, provided that the rehearsal
does not interfere with any occurring reservation and/or daily operations of the facility.
iii. One free hour of use of a rental room may be granted to the user, provided that the
rehearsal does not interfere with any occurring reservation and/or operations of the facility.
iv. Should the renter request use more than 21 days in advance, and/or use for more than one
hour of a rental room the appropriate fee schedule shall apply. Use for more than one hour
is not available on the weekends in the ballroom.
V. Parks & Recreation Director has final authority to approve or deny a rehearsal date and
time. Fees maybe charged for use of City equipment during rehearsal time.
9. RECURRENT FACILITY USE
a. Recurrent Facility Use By Group B Organizations
i. Subject to availability, recurrent no -cost use of Grand View Ballroom by Group B
organizations is limited to Mondays from 8:OOam-3:OOpm and Fridays from 8am-2pm.
Reservations must be made a minimum of 12 months in advance.
ii. Subject to availability, no -cost midweek reservations (Tuesday, Wednesday, or Thursday)
are available to Group B organizations once per quarter. Group B organizations may
reserve Grand View Ballroom for a maximum of 8 hours for such events.
iii. Recurrent no -cost use of Pine Room by Group B organizations is available 7 days per week
between the hours of 8am-10pm. Room may be reserved up to twelve months in advance.
iv. Recurrent no -cost use of Oak Room, Maple Room, and Pantera Activity Room by Group B
organizations is available Monday through Friday between the hours of 8am-4pm.
V. Recurrent no -cost use of Heritage Community Center by Group B organizations is available
Monday through Friday between the hours of 9am-6pm unless otherwise authorized in
writing by the City.
vi. Any use by Group B organizations outside the no -cost periods established in this section is
subject to Group C rates.
vii. When not scheduled for Group B use, rooms may be reserved by others per the terms of
this policy.
viii. Each City -recognized senior organization must submit a written request for room
use/application by September 1 of each year for use in the following calendar year. The
written request for room use/application must include a complete membership roster with
name and resident status, Articles of Incorporation indicating status as a Diamond Bar -
based non-profit, and a listing of Board of Directors. Each organization will be required to
meet with a City representative to review application materials.
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10. SECURITY
a. Security Requirements
i. The City reserves the right to require security whenever it deems it appropriate.
ii. Security is required to be present at all events at which alcohol is served. Events with 200 or
more guests that serve alcohol are required to have a minimum of two security guards.
Event may be required to have additional security, as determined by staff. Security must be
present Yz hour prior to the start of alcohol service through the end of the event (including
clean-up hour).
iii. Cost of security is the responsibility of the user and is payable to the City of Diamond Bar at
the rates established in the City's most current security contract. Fees for security services
will be provided to the applicant at the time of final payment. Overtime rates will apply when
a security officer is requested to work over 8 hours per shift. Each hour thereafter will be
billed time and a half. Holiday rates will apply on Presidents Day, Memorial Day,
Independence Day, and Labor Day. All fees are subject to change.
11. ALCOHOL USE
Alcohol use is allowed at the Diamond Bar Center and Heritage Park Community Center exclusively by
written permission of the City. Alcohol use is not allowed at the Pantera Park Activity Room. All
approved alcohol use must comply with applicable law and the provisions of this Use Policy. Failure to
comply with any regulations will result in immediate revocation of the permission to use alcohol and
termination of the event. Additional regulations and specifications may be required in the facility use
permit for any event.
a. General Regulations
I. "Alcohol use" refers to any beverage that contains any amount of alcohol.
ii. An alcohol deposit in the amount established in the City Council -approved fee schedule
shall be required for any event where alcohol is being served.
iii. If alcohol is to be served, full liquor liability insurance coverage is required.
iv. Security is required to be present at all events at which alcohol is served. Cost of the
security is the responsibility of the user and is payable to the City of Diamond Bar. Events
that serve alcohol with 200 or more guests are required to have a minimum of two security
guards. Event may be required to have additional security, as determined by the Center
Director. (Please see Section XII page 24 for more information.)
V. Sale of alcohol at private parties, including but not limited to weddings, anniversaries,
birthdays, quinceaneras, etc., must be arranged through a caterer with a valid type 47 or 48
license obtained from the California Department of Alcoholic Beverage Control. No
exceptions.
vi. Non-profit organizations may serve alcoholic beverages by obtaining a one -day permit from
the California Department of Alcoholic Beverage Control.
vii. Alcohol shall not be served to minors. The user's failure to comply, monitor and enforce this
provision is grounds for terminating the activity immediately and forfeiture of the refundable
deposits and all of the room fees.
viii. Injuries caused to any person as a result of alcoholic beverages being served and/or
consumed on City premises, including but not limited to the Diamond Bar Center, shall be
the sole responsibility of the organization, its sponsor or the adult representative, who, as a
condition of signing the use permit for the facility agree to indemnify the City for any such
injuries.
ix. Permission to serve alcohol shall not be granted for any event where the majority (50% plus
one) of guests in attendance will be under the age of 21.
X. Alcohol may not be served or sold prior to or beyond the approved alcohol service time.
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A. Alcohol may not be served until approved security officers are on -duty at the facility or
unless the requirement for security has been waived by the Parks & Recreation Director or
designee.
Ai. Alcohol may not be served nor consumed outside of the room approved for use. Serving or
consuming alcohol on patios adjoining the room approved for use is permitted.
xiii. Alcohol may not be served nor consumed in the parking lot without written approval from the
City.
xiv. The service of alcohol at any event is limited to a maximum of five consecutive (5) hours.
xv. Alcohol service time shall be ended no later than one (1) hour prior to the scheduled start of
event cleanup period.
xvi. All alcohol must be distributed by a server(s) from behind a table or a bar, which must be
monitored by the server at all times. The server(s) must be a member of the catering staff or
a hired bartender and may not be a guest of the event. The server(s) must be an adult, over
the age of 21 and is required to submit a copy of his/her driver's license a minimum of thirty
(3) days prior to the event. The server(s) is responsible for ensuring that guests are not
overserved and that no minors are served. The server may not consume alcohol while on
duty.
xvii. When serving champagne, all bottles must be opened in the kitchen prior to serving.
Champagne bottles may not be opened in the banquet rooms. All unopened bottles must
be stored in the kitchen.
b. Alcohol License Requirements
i. No sales or requests for donations for alcohol are permitted without a license from the State
Alcoholic Beverage Control Board (A.B.C.), Los Angeles County office.
ii. A copy of the facility rental contract and City -issued letter of approval must be furnished to
A.B.C. when applying for this license.
iii. A copy of the A.B.C. license must be furnished to the City a minimum of seven working days
prior to the event.
iv. A copy of the A.B.C. license must be posted in plain public view near the bar, or other
location, where the alcohol is being served.
V. Non -Profit Organizations:'A one -day alcoholic beverage permit can only be issued to Non-
profit organizations and only if the ,proceeds are going back to that Non -Profit organization.
vi. Private Parties: Private parties i.e. weddings, anniversaries, birthdays, meetings, or anyone
other than a Non -Profit organization, shall not sell alcohol on their own, but must arrange
this through a licensed caterer. The caterer must have a License (Type 47 or 48), which
enables the caterer to sell beer, wine, & distilled spirits (hard liquor). If the caterer does not
have this license the private party cannot sell alcohol. NO EXCEPTIONS. It is illegal for a
private party to sell alcohol on their own.
12. GENERAL OPERATING REGULATIONS
a. Advertising Materials
Advertising materials may be left with staff for approval and will be displayed when deemed
appropriate and as space permits. Any item posted which has not been approved will be removed
and discarded.
b. Animals
Animals are not permitted inside City facilities except licensed service animals. This includes, but is
not limited to, guide dogs for the blind and dogs for the hearing or physically impaired. Diamond Bar
Municipal Code section 12.00.260 specially prohibits animals outside the Diamond Bar Center or in
Summit Ridge Park (except leashed dogs and cats) unless permitted by the Parks & Recreation
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Director. Permits will be considered when animal is provided by an insured business and the
following conditions are met:
• Animal must remain under the control of the business animal handler at all times
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• Business must provide one million dollars ($1,000,000) in liability/property damage
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insurance listing the City of Diamond Bar as an additional insured, per this policy
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• If approved, an animal deposit in the amount established in the City Council -approved fee
schedule shall be required.
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c. City Equipment
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Moving, rearranging, or altering City equipment for purposes other than its intended use is
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prohibited. City equipment shall not be removed from the facility.
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d. Clean Up
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Clean up is the user's responsibility and includes, but is not limited to, wiping of table tops, cleaning
of chairs, disposing of all trash into proper receptacles, mopping of kitchen floor, wiping of counter
tops and kitchen equipment, cleaning up all spillage on/in floors, refrigerators/freezers, and ovens,
and removal of all user -owned or leased (non -City owned) items by the end of the rental. Storage is
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not provided at City facilities.
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e. Commercial Use of City Facilities
Generally, the private and/or commercial use of City facilities for profit and private gain is prohibited.
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Diamond Bar -based non -profits may use City Facilities to conduct fundraising efforts, provided that
100% of the funds generated are received by the organization and all expenses related to the
fundraising event are paid through the organization's regular debt process.
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f. Decorations
All decorations require prior approval by staff. No signs or decorations are to be taped, nailed or
otherwise attached to walls, windows, ceilings, drapes, or other City property without written
approval. Decorations must be fireproof. Patio decorations, tents, or other equipment must also
receive written approval. No rice, birdseed, confetti, or other similar items shall be thrown in or
around the facility. Balloons must be secured and not released. Metallic ribbons may not be
attached to balloons. A fee will be assessed if staff must retrieve released balloons or if any
decorations cause damage to facility.
g. Discrimination By User Groups
The City of Diamond Bar shall not rent, lease, or allow use of its public facilities by any person or
organization that illegally discriminates on the basis of race, color, creed, marital status, sex,
religion, national origin, ancestry, sexual orientation, or handicap condition.
h. Events Not Covered
Special events or requests not covered in this Use Policy must be submitted in writing and shall be
reviewed by the City to determine appropriate use, fees, and services. A variance may be required
as provided in Section 14,
Facility User's Property
All property, equipment, supplies, etc. owned by the user must be removed from City facilities
immediately following activity. The City reserves the right to remove any remaining items from the
premises and have them stored at the owner's expense. If such equipment or supplies are not
claimed within two (2) weeks after notice to the user, the City reserves the right to dispose of such
material in any manner it deems appropriate and retain any proceeds received from such disposal.
Any cost to the City, including but not limited to administrative costs, incurred to dispose of the
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unclaimed property in excess of the revenue received from such disposal shall be billed to the user
with payment due and payable in thirty (30) days.
j. Fire/Open Flame
Fire and open flame are strictly prohibited without written approval in the form of a permit issued by
the City Building and Safety Official. Typical uses of fire and open flame that may be considered for
approval include:
• Tea lights that meet the design standards of the L.A. County Fire Department
• Regular style birthday candles no more than 3 1/2 inches in height that are placed in a cake
(pastry or ice cream) and lit for a short duration and then extinguished after the singing of a
celebratory song (relight candles are not allowed);
Request for permit, along with sample candle or open flame device, must be submitted to the staff a
minimum of fourteen (14) days prior to event. Sterno heaters for food warming are allowed without
a permit by licensed caterers if heater is placed under a chafing dish on a table with no guests
seated at the table. Propane containers (or similar Class I and II liquid fuels) are prohibited at City
facilities at all times.
k. Food and Beverage
No homemade food or beverages are allowed in City facilities. Food service must be provided by a
licensed caterer, restaurant, or deli. For all catered services, a valid Public Health Permit must be
submitted at least thirty (30) days prior to the event date. Receipts for purchase of food from a
restaurant or deli are required the day of the event. No cooking is allowed at City facilities. For
purposes of this policy, cooking includes, but is not limited to baking, barbequing, frying, grilling, etc.
Use of outside areas for food heating and cooking is prohibited, with exception of Public Health
permitted food trucks.
I. Illegal Activity
All groups and individuals using City facilities shall comply with City, County, State, and Federal
laws. Illegal acts, including but not limited to fighting, gambling and lewd conduct are prohibited.
Illegal activities will be immediately reported to law enforcement.
m. Incense, Fog, Hazer or Smoke Use
Incense, fog, hazer or smoke use is not permitted at City facilities at any time.
n. Maximum Attendance
All rentals are subject to and may not exceed the maximum room capacities listed in Section 2.
Failure to comply may result in termination of event.
o. Minors
Groups of minors shall be supervised by one adult for every 10 minors, age 12 and under and one
adult for every 20 minors under the age of 18 and over the age of 12 at all times while they are
using the Center. Events that are specifically geared to minors may be required to have security
guards present during the event and cleanup. Permission to serve alcohol shall not be granted for
any event where the majority (50% plus one) of guests in attendance will be under the age of 21.
p. Parking Lot
The use of the parking lot is to service the facility. Exceptions may be issued through approval of a
Variance as provided in this policy. Requests to use the parking lot will be considered under
"events not covered" for appropriate use, fees, and service.
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q. Public Portions
The City shall control and operate City facilities, including the heating and air conditioning systems
and common use areas, in a manner deemed best by the City.
r. Security of Entrances
All entrance doors on the premises shall be locked when the facility is not in use. All door openings
to public corridors shall be kept closed except for normal ingress and egress. During use of City
facilities, all exit doors shall be unlocked and shall not be blocked in any manner.
s. Sleeping/Lodging
Sleeping or lodging is not permitted in City facilities.
t. Smoking, Vaping, & Tobacco Use
u. Smoking, vaping, and/or tobacco use of any kind or smoking is not permitted in City facilities.
Smoking, vaping and tobacco use is permitted in designated outdoor areas only.
13. LIABILITY AND INSURANCE
a. General Liability Insurance
i. All users of the facility shall procure and maintain, at their own expense and for the duration
of the event covered, comprehensive general liability in an amount not less than one million
dollars ($1,000,000.00) per occurrence two million ($2,000,000.00) general aggregate, for
bodily injury, personal injury, and property damage. Depending on the nature of the
proposed facility use, additional insurance may be required.
ii. If alcohol is to be served, full liquor liability coverage is required.
iii. The policy must include contractual liability that has not been amended.
iv. Insurance shall contain no special limitations on the scope of protection afforded to City and
City personnel.
V. Insurance shall be the primary insurance and any insurance or self-insurance maintained by
City or City personnel shall be in excess of the user's insurance and shall not contribute with
it.
vi. Insurance shall be "date of occurrence' rather than "claims made" insurance.
vii. Insurance shall apply separately to each insured against the limits of the insurer's liability
viii. Insurance shall be written by insurance companies qualified to do business in California and
rated "A" or better in the most recent edition of Best Rating Guide, The Key Rating Guide, or
in the Federal Register, and only if they are of a financial category Class VIII or better,
unless such rating qualifications are waived by the City's Risk Manager due to unique
circumstances.
ix. The applicant's policy must include a 30 -day written cancellation notice.
X. Applicant must file an original copy of the Certificate of Insurance not later than the date of
final payment. If a certificate is not on file by this date, insurance fees will apply.
A. Coverage must be purchased via the City's contracted special events insurance provider,
unless the applicant is able to meet insurance requirements.
b. Additional Insured Endorsement
i. Additional insured endorsements are required and must accompany the Certificate of
Insurance.
ii. Additional Insured Endorsement must also indicate policy number, date, name of insurance
company and name of insured and must name the City, its officers, employees, agents, and
volunteers as additional insureds as to comprehensive bodily injury, personal injury, and
property damage liability.
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c. Indemnity
i. To the full extent permitted by law, user shall defend, indemnify and hold harmless City of
Diamond Bar, its officials, employees and agents, from any and all losses, costs, expenses,
claims, liabilities, actions, or damages, including liability for injuries to any person or persons
or damage to property arising at any time during and/or arising out of or in any way
connected with Permittee's authorized use or occupancy of the facility and adjoining
property unless solely caused by the gross negligence or willful misconduct of City of
Diamond Bar, its officers, employees, or agents.
14. VARIANCES
An applicant may request a variance from one or more of the rules set forth below in the event that
unusual circumstances make it impossible or infeasible to conduct the event within the precise
parameters of this policy.
a. Variances maybe requested only from the following requirements:
I. Hours of use beyond closing times stated in this policy.
ii. Use of the parking lot for any purpose other than parking the cars of facility users in marked
stalls.
iii. Large events that involve the use of multiple rooms and/or spaces not normally scheduled
for use and uses that may result in parking of event attendees in areas beyond the boundary
of the Diamond Bar Center parking lot, or events not covered in this Use Policy.
iv. Waiver of fees for Group C,(governmental) organizations when it is determined that the use
by the Governmental Organization will provide a substantial and measurable benefit to the
Diamond Bar community.
V. Requests for waiver or discount of fees will not be accepted nor considered except for
variances listed above.
b. Variance Request Process
I. Variances must be requested in writing to the Parks & Recreation Director. The request
must set forth the unusual circumstances that justify a deviation from the ordinary rules. The
decision of the Parks & Recreation Director is final.
ii. Variances will be granted only upon a finding that
• The circumstances presented are unusual and not likely to recur often;
• The granting of the variance will not set a precedent;
• The variance will not be detrimental to public health, safety or welfare, or disruptive
to other events occurring in the facility at the same time, or to the immediately
surrounding neighborhood.
iii. In the event a variance is granted, the applicant will pay any supplemental fee necessary to
compensate the City for additional costs associated with the variance.
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Exhibit B
Athletic Facility Use & Allocation Policy
1. INTRODUCTION
The City of Diamond Bar Parks & Recreation Department coordinates and allocates the use of City athletic
facilities to organizations and the general public for recreational activities and programs. The City may also
allocate the use Walnut Valley and Pomona Unified School District athletic facilities when school is not in
session and in accordance with terms of Joint Use Agreements.
While demand often exceeds facility availability, the City makes every attempt to allocate facilities in a manner
that provides the greatest access to Diamond Bar residents. The allocation of athletic facilities is determined at
biannual allocation meetings of the user groups and the City, in which close collaboration and cooperation is
essential.
2. STATEMENT OF POLICY
The Athletic Facility Use and Allocation Policy ("Policy") sets forth the rules and regulations for use and
allocation of City of Diamond Bar ("City") athletic facilities to recurrent users. The Policy is established with the
following goals in mind:
• To establish a fair and equitable process for allocating City facilities for public use.
• To ensure Diamond Bar residents have priority,usage/access to City facilities.
• To foster an active, healthy, and safe Diamond Bar for all ages by providing access to fields and courts
for athletic games, practice, and recreation.
• To ensure City facilities are scheduled appropriately with proper maintenance and renovation intervals.
3. DEFINITIONS
"Certified Non-profit Organization To qualify, an organization must provide written documentation of non-
profit status from the State of California or from the Internal Revenue Service (IRS). The City reserves the
right to request 990 forms, financial records, and/or tax returns to certify non-profit status.
"City Facility" - Any facility that is owned, operated, or primarily allocated by the City of Diamond Bar.
"Hazardous Activities - Any activity that is defined by the State of California, the City's insurance provider
or Risk Manager to be hazardous.
"One -Time User" — Any person, company or organization that requests use of a park, or portion thereof, for
a single day of use.
"Qualifying Youth Organization" - An organization serving participants ages 18 and under with a minimum
of twelve participants and a Resident Percentage Status of no less than 40%.
"Qualifying Adult Organization" — An organization serving participants ages 18 an over with a minimum of
twelve participants and a Resident Percentage Status of no less than 40%.
"Resident Participant" — A participant in a qualifying organization that resides within the city limits of the
City of Diamond Bar.
"Resident Percentage Status (RPS)" — RPS is calculated by dividing the total number of Diamond Bar
Resident Participants by the total number of participants in the qualifying organization. For example:
Packet Pg. 60
2.b
Exhibit B
• Organization A has a total of 700 participants, with 500 of those being Diamond Bar Resident
Participants. Therefore, RPS equals 500/700, or 71.4°/x.
"Resident Teams" — The number of Resident Teams for each user group is calculated by dividing the total
number of Resident Participants by twelve. For example:
• Organization A has 150 participants, with 95 of those being Resident Participants. Therefore, the
total number of Resident Teams equals 95/12, or 7.9.
The City reserves the right to adjust this formula at any time.
"User Groups" — Qualifying youth or adult organizations that use athletic facilities.
4. FACILITY ALLOCATION REQUESTS
Exclusive and/or recurrent use of City Facilities requires a City -issued Facility Use Permit and is subject to fees
and/or deposits established by the City Council
A. Application Process
Requests for use of City Facilities are made through the City of Diamond Bar Parks & Recreation
Department. City facilities will be allocated to Qualifying Organizations three times per year for the
periods of January 1 -April 30 and May 1 -August 31, and September 1 -December 31. Organizations
requesting a recurrent facility allocation must submit the following documents by November 1 of the
previous year for the January 1 -April 30 ,allocation, March 1 for the May 1 -August 31 allocation, and
July 1 for the September 1 -December 31 allocation. The City will hold a field allocation meeting with all
applicants in December for the January 1 -April 30 allocation, in April for the May 1 -August 31 allocation,
and August for the September 1 -December 31 allocation. All documents must be submitted on time and
fully complete to receive consideration for allocation.
• Fully completed City of Diamond Bar Facility Use Application. The application must be signed
by a member of the organization's board of directors or designated official representing the
organization.
• Complete list of names, address and telephone numbers of the current Board of Directors or
designated officials."
• Applicants must identify two designated officials to serve as representatives to the City. All
communications between the City and the organization related to facility allocations must be
made via these contacts. One of the designated officials must be present at Field Allocation
Meetings to qualify for a permit.
• Complete participant rosters with the total number of participants and total number of Diamond
Bar Resident Participants. If current rosters are not available at the time of the facility allocation
meeting, user groups must submit the most recent applicable roster and schedule (e.g. previous
season's Fall rosters and schedules for upcoming Fall season). Subsequently, rosters for the
season to be played during the allocation period must be submitted within two weeks of the
commencement of the season. Rosters must include home addresses to verify Diamond Bar
residency. The City reserves the right to conduct random audits to verify residency and may
request verification in the form participant identification cards, utility bills, or other statements or
documents showing primary residency. User groups must be prepared to provide such
information upon request.
• Proof of current non-profit status with the Internal Revenue Service and State of California, if
applicable.
• Master calendar of events, which includes, but is not limited to registration dates, tryouts (date,
time and place), practices, league games, tournaments, etc.
• Youth Sports Organizations are required to collect a signed "Parents Code of Ethics" form from
each parent/guardian with a child enrolled in the program. Forms must be incorporated into the
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Exhibit B
registration process and retained by the organization for the duration of the season. Failure of
the youth sports organization to properly collect and enforce the "Parents Code of Ethics" could
result in the organization's loss of privilege to use City owned and/or operated facilities. (See
attachment for sample of "Parents Code of Ethics" form).
Occasional or one-time only use requests must be submitted via a separate Application for Use
of City Facilities at least 14 days prior to requested facility use. Applicable fees must be paid at
time of request. Occasional or one-time only use requests are limited to no more than 12
requests annually.
B. Insurance Requirements
Permitted users of City Facilities must agree to indemnify and hold the City harmless, and must provide
evidence of appropriate insurance to back up the indemnity agreement. Each participant/parent of a
minor participant must be required to sign a waiver upon registration with the Qualifying Organization.
User must sign and submit a completed City -provided indemnification form at least 14 days prior to the
first scheduled use of facilities (Exhibit XX).
User must provide evidence of the required insurance coverage. User shall maintain commercial
general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01,
in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury,
personal injury, and property damage. The policy must include contractual liability that has not been
amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted.
The City, its officers, officials, agents, and employees shall be included as additional insureds on the
policy. Policies must include a provisionrequiring a thirty (30) day written cancellation notice to the
City. The City reserves the right to require additional insurance requirements as determined to be
appropriate for the requested use. Proof of insurance must be submitted to the Parks & Recreation
Department and City Clerk at least 14 days prior to the first scheduled use of facilities.
Special event insurance is available to occasional and one-time users through the City and can be
purchased by the participating group. Please contact the Parks & Recreation Department at 909-839-
7070 for information.
C. New Organizations or Splits From Existing Organizations
To provide adequate time to study the impact on facilities, new organizations or those splitting from an
existing Qualifying Organization must submit a Facility Use Application and all documentation
described above a minimum of six months prior to the estimated start date of the proposed league. The
City will attempt to accommodate all qualifying organizations, but reserves the right to deny the use of
any City facility to any group if it is determined that a new program will negatively impact the allocation
of any facility.
5. FACILITY ALLOCATION PROCESS
The Facility Allocation Process is established to provide fair and equitable distribution of City facilities and to
maximize access to Resident Participants.
A. Priority Classification Groups
Based on the content of the application, organizations will be classified in one of the following priority
classification groups. These groups establish applicability of fees and, in descending order, establish
priority of use.
• Group A - Activities conducted and/or sponsored by the City of Diamond Bar.
• Group B - Certified non-profit Qualifying Youth Organizations with registration open to the
general public (all registrants are placed on teams and allowed to participate).
• Group C - All other Qualifying Youth Organizations.
• Group D - Qualifying Adult Organizations.
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• Group E — Diamond Bar residents, businesses, or organizations based commercial, industrial or
professional groups, using the facility for a one-time, non -recurrent non-profit purpose.
• Group F — Non -Diamond Bar residents, businesses, or organizations using the facility for a one-
time, non -recurrent non-profit purpose.
B. Allocation Priority Within Groups
To determine allocation priority within groups, the following factors shall be considered:
Total number of Diamond Bar Resident Participants
Resident Percentage Status (RPS)
Proposed activity's "in -season" status. For example:
Spring: Baseball/Softball
Fall: Soccer/Football
C. Facility Allocation Formula
The Facility Allocation Formula is used to provide equitable distribution of City facilities for each Priority
User Group Classification. Provided there is facility availability, the City will make an effort to allocate 4
hours of facility time (2 hours for practice, two hours for games) per Resident Team per organization.
The City reserves the right to reduce the hours per Resident Team based on facility availability. Thus,
the formula is as follows:
Total Number of Resident Teams x 4 hours per Resident Team
For example:
User Group A has 200 participants, 140 of which are Resident Participants. 140/12 equals 11.66
Resident Teams. 11.66 Resident Teams times 4 hours per team equals 46.64 hours of facility time per
week. Total hourly allocations will be rounded to the nearest whole number, so 46.64 hours equals 47
hours.
Remaining surplus time available will be allocated to Qualifying Organizations at the City's discretion
pending available facility space.
6. FACILITY USE PERMITS
A. Permit Issuance
Exclusive and/or recurrent use of City Facilities requires a City -issued Facility Use Permit. Permits shall
be issued by the Parks & Recreation Director or designee according to the Facility Allocation Request
process described in this policy. All facility allocations, including the assignment of dates, times and
areas for use are made at the sole discretion of the City. Permits will be issued by the Parks &
Recreation Director or designee according to the Facility Allocation Request process described in this
policy. Permits may be conditioned as determined necessary for the protection of public health, safety,
and welfare of participants and City facilities. Qualifying Organizations must maintain a copy of the
signed permit on-site at all schedule uses.
B. Fees
Fees for use of City Facilities are at the discretion of the City Council. The City Council -adopted fee
resolution shall determine all fees, charges, and/or associated with facility allocations. The City Council
may review and adjust fees at any time.
C. Transfer, Assignment, Exchange, or Sublease of Permits
Applicants shall not transfer, assign, exchange, or sublet use of the permits/fields or apply for use on
behalf of another person or organization. Any such modification must be filed with the City in writing by
Packet Pg. 63
Exhibit B
both Qualifying Organizations a minimum of ten business days prior to the requested modification date.
All requests must be reviewed and approved by the City.
D. Notice of Non -Use of Permitted Facility a
Any user that has been allocated use of a City Facility and does not intend to use it must notify the City d
in writing within three days of the scheduled non-use so that the facility can be reallocated. "-
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E. Permit Cancellations/Revocation y
The City reserves the right to cancel or revoke any Facility Use Permit for cause or convenience, which u
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• When the City is engaged in maintenance or other work involving any of the facilities scheduled
to be utilized. c
• When inclement weather or other conditions threaten the health and safety of participants
and/or may result in damage City Facilities. T
• Any non-compliance with City policy or any provision of the Diamond Bar Municipal Code.
In the event a Facility Use Permit for one-time use is canceled due to City maintenance or other work or Y
inclement weather and cannot be rescheduled, any related deposits will be refunded in full. a
F. Variances and Appeals
Requests for variances or appeals must be submitted in writing to the Parks & Recreation Director $
within ten days of the decision. The finding of the Director of Parks & Recreation shall be made in `1°
writing and is final.
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7. ATHLETIC FACILITY USE RULES & REGULATIONS
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A. General
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All park users, including Qualifying Organizations, must comply with all provisions of the Diamond Bar u
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B. Basketball Court Use
Basketball courts are available for use on a first come, first serve basis for basketball play only and may c
not be reserved, except for City activities. a
C. Batting Cages
Batting cages are provided for use by the public and qualified user groups for batting and pitching
practice and are open during regular park operating hours.
Users may provide their own pitching machine for use in the batting cage. Electricity is provided for the
pitching machine at no cost to the user. Use of a generator is not permitted due to noise related issues.
Batting cages are to be used for batting or pitching practice only.
Priority of use shall be determined by the facility use schedule for the softball/baseball fields, as follows.
First priority - One team from each field is allocated use of one batting cage during their
scheduled use of the field. If more than one team is scheduled on a field, the teams must share
use of the batting cage, each team receiving '/z of the time.
Second priority - If no team is scheduled to use the field, a team can reserve use of the batting
cage in the same manner City Facilities are reserved.
Third priority - If no teams have reserved the field or the batting cage, the batting cage is then
available on a first come, first serve basis.
D. Commercial Use of City Facilities
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Exhibit B
Generally, the private and/or commercial use of City Parks for profit and private gain is prohibited.
Qualifying Organizations may use City Facilities to conduct fundraising tournaments, clinics, or events
provided that 100% of the funds generated are received by the organization and all expenses related to H
the fundraising event are paid through the organization's regular debt process. Requests must be
submitted sixty (60) days in advance of the date of the activity/event for consideration by the Parks & 'L
Recreation Department. m
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E. Concession Stands
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Concession stands are available to permitted users only as a condition of an approved Facility Use o
Permit and payment of deposit. A copy of the permit must be maintained on-site whenever the d
concession stand is in use. Keys shall be issued with the approved permit and cannot be duplicated or
transferred. Users must lock the concession stand after each use. Lost keys must be reported to the c
City immediately, with the cost of replacements deducted from the deposit. m
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Permitted users must maintain a safe and clean environment at all times. Food and drinks must be d
stored securely and appropriately. Permitted users must abide by all County of Los Angeles Health and M
Safety standards and regulations and provide a current, approved permit for each allocated use. Y
Concession stands are subject to inspections by the Health Department and/or City staff at any time.
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Adult supervision must be maintained at all times. Children under the age of thirteen are not allowed to
work in the concession stand.
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The user group shall be responsible for the cleaning of the Concession Stand (sweeping, trash
removal, wiping counters) after each use. Concession stands may not be used to store an
organization's equipment or any other items that are not directly related to concessions. The deposit
will be forfeited if stored "material, with the exception of City owned capital equipment
(refrigerator/microwave), is not removed within fourteen (14) days of completion of the allocation period
season. The facilities must be cleaned and all capital equipment disconnected from electrical outlets
(except refrigerator). The City, accompanied by the scheduled user group, will conduct an inspection of
the facilities at the conclusion of the fourteen (14) day period to ensure compliance. Users will be
charged for any damage to the facility or clean-up resulting from use.
The City assumes no liability or responsibility for any items stored or kept in or otherwise brought to
concession stands.
Field Modification Requests
Requests to modify City facilities shall be submitted in writing to the Parks & Recreation Department for
review by staff. The request may be presented to the Parks & Recreation Commission for comment and
the City Council for consideration/approval. City Council decision is final. No permanent structures or
equipment shall be placed and/or erected on City facilities unless approved by the City Council and
dedicated for community use.
G. Field Preparation ro
Field preparation, including lining of fields, setting of bases, installation of goal posts, dragging of
infields, etc., is to be performed by the user assigned to the facility. Lining or marking of athletic fields E
must be approved by the City as a condition of an approved Facility Use Permit. Field lines/markings w
must be applied with white chalk or white water-based paint only. Burning lines on fields with ri
chemicals, gasoline, or any other method is expressly prohibited. m
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Users are responsible for general facility clean-up and litter removal after each use. w
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Any user failing to comply with this policy is responsible for all costs related to the clean up or repair of
the facility and is subject to termination of permit.
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Exhibit B
H. Inclement Weather/Health & Safety
The City reserves the right to cancel or suspend Facility Use Permits when inclement weather or other
conditions threaten the health and safety of participants and/or may result in damage City Facilities.
Such conditions may include, but are not limited to rain, mud, standing water, lightning, earthquakes,
and general maintenance issues. The Public Works Department, Maintenance Division is authorized to
close any City Facilities deemed to be unsafe or unplayable. The decision of the Park & Recreation
Director or designee is final.
If there has been inclement weather or other conditions that threaten the health and safety of
participants and/or may result in damage to City Facilities within the last 24 hours, permitted users must
call the Weather Hotline at 909-612-4636 for facility availability information. The Weather Hotline is
updated after 2:00 p.m. Monday through Friday and after 9:00 a.m. on weekends and holidays.
Failure to comply with field closures may result in revocation of the organization's Facility Use Permit
and charges for all direct and indirect costs incurred by the City for repair of the turf and/or irrigation
systems. Repair costs are based on actual expenses and normal City overhead.
I. Lighted Athletic Fields
User of lighted athletic fields are subject to hourly fees and deposits as determined by the City Council.
Upon approval of a request to use ballfield lights, the applicant will be issued a key to access the switch
to the ballfield lights. Use of lighted fields is at the City's discretion.
User must turn off lights immediately after use and shall not depend on the automatic timer. Failure to
turn off lights after use will be subject to fines as established by the City Council. Users will be notified
within 72 hours of the violation. The City may deny use of lighted facilities to any user that leaves the
ballfield lights on after the conclusion of the scheduled activity more than twice in one calendar year.
J. Maintenance
The City is responsible for general maintenance of City Facilities. Users should immediately report any
maintenance issues, hazards, damage, or acts of vandalism to the Parks & Recreation Department
(909-839-7070) or Public Works Department (909-839-7060), in emergency or after-hours situations,
the Los Angeles County Sheriffs Department (909-595-2264). It is the policy of the City of Diamond Bar
to prosecute to the fullest extent possible any individual committing willful acts of vandalism or damage
to City Facilities.
City Facilities are subject to closure for maintenance needs at the sole discretion of the City. An annual
rest and renovation program shall be scheduled in an effort to maintain quality field conditions. This
may result in closure of City ;Facilities or denial/revocation of Facility Use Permits for the period
necessary to complete maintenance work. The City will inform users of scheduled closures in advance
and will attempt to reallocate scheduled use to alternate sites.
K. Motorized Vehicles
Motorized vehicles are not permitted on parks, fields, or courts without written authorization of the City
as a condition of a Facility Use Permit. Special requests for motorized vehicle use shall be made in
writing and include the type of vehicle being proposed for use. Requests must be submitted for
consideration with the Facility Use Application for each allocation period. Upon approval of request, all
drivers must be licensed.
L. Public Address Systems/Sound Amplification
No person or group shall use any public address system and/or sound amplification equipment at any
City Facility without first submitting a written request a minimum of ten business days prior to the
proposed use and receiving subsequent written approval from the Parks & Recreation Director or
designee.
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Exhibit B
The use of the public address system must not unreasonably interfere or disturb surrounding
residences, nor shall the use of the public address system detract from or interfere with the general
public's use and enjoyment of the park. The direction of the public address system's speakers must be
directed toward activity spectators and away from the surrounding residential areas. Public address
system use is permitted only between the hours of 10:00am and 9:00pm daily.
In addition to the provisions in this policy, any use of public address systems and/or sound amplification
equipment is subject to the provisions of Title 8 of the Diamond Bar Municipal Code. Failure to comply
with the above requirements will result in immediate disconnection of the public address system and
may result in forfeiture of Facility Use Permit.
M. Restrooms
Park restrooms are unlocked daily at approximately 8:00am and remain open until the park closes.
Special restroom access is available upon written request to the Parks & Recreation Department.
Restroom facilities must be cleaned and stocked by the user during and immediately following the
scheduled use each day. A cleanup fee, based on actual direct and indirect expenses incurred is
charged to users that do not clean following their use.
Organizations hosting tournament play or other highly attended events may be required to rent portable
restroom facilities to accommodate the increased number of participants and spectators as a condition
of an approved permit. Organizations are responsible for delivery, maintenance, cleaning, and removal
of approved/required portable restrooms. Placementllocation of required portable restrooms is at the
discretion of the City.
N. Sale & Consumption of Alcoholic Beverages
Generally, alcoholic beverages are not allowed in City parks per Diamond Bar Municipal Code Section
12.00.280. For sale and consumption of alcoholic beverages at specific standalone special events
written authorization of the City is required under the following procedure:
• Special event operator must submit a completed Application for Sale and Consumption of
Alcoholic Beverages at City of Diamond Bar Facilities (Exhibit XX). A completed application
must be received by the City a minimum of 60 days prior to the proposed event.
• The applicant/organization must to obtain the appropriate license from the California Alcoholic
Beverage Control Board (ABC) and comply with all license and operating requirements of the
ABC and federal, state and local laws.
• The sale and/or consumption of alcoholic beverages must be limited to the premises where the
special event is to be 'held and to the participants in the event who may consume such
beverages.
• The authorization to sell alcoholic beverages must not conflict with the contractual rights of City
concessionaires.
• The special event must be one in which the participants will not engage in swimming, boating or
the operation of motorized vehicles or equipment or other similar activities as determined by the
City.
• The event must be monitored (on-site, during the event) by one or more employees of the City
or other persons approved by the City. Permittee is required to reimburse the City for the cost of
that assignment.
• At the discretion of the City and local law enforcement, law enforcement or private security
personnel may be required to provide security at the event. All required law enforcement or
private security personnel shall be provided at the sole cost of the applicant.
• In addition to all standard insurance and indemnification requirements of users listed above, the
City may require special liquor liability insurance.
• Applicant is subject to any and all applicable fees and deposits as approved by the City Council.
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Exhibit B
O. Storage Facilities
Subject to availability, storage facilities are made available free of charge to local seasonal user groups.
A refundable deposit will be charged for the use of storage facilities. All user equipment must be stored
in an orderly manner. Upon conclusion of seasonal play or allocation period, all equipment must be
removed within fourteen (14) days or a cleanup fee, based on actual expenses incurred and overhead,
will be charged. If equipment is not claimed within thirty (30) days it will be confiscated and disposed of
as prescribed by law. Equipment stored in the facility is not the responsibility of the City. Unnecessary
equipment stored in the facility will be removed at the user group's expense.
P. Tennis Court Use
City tennis courts are available for use on a first come, first served basis and may not be reserved,
except for City -sponsored activities.
When others are waiting and no courts are available, use of a court (for play, lessons or otherwise) is
limited to one hour of use and then must be relinquished by all persons using the court to the first
person waiting for that court. Courts may not be by one person alone. Priority of right to use the
court shall be established by the placing of a racquet on the number board. Waiting players shall
remain in person at the court desired and shall be physically present to take possession of the court
when relinquished.
Only persons wearing tennis shoes shall be allowed on the tennis courts. No street shoes, no wheeled
shoes and no wheeled vehicles of any type may enter the tennis courts. The use of tennis courts for
concession sales or distribution is prohibited unless authorized by the City. The use of tennis courts for
skating of any kind is prohibited, unless authorized by the City. Pets are not permitted at any time on
the courts.
Q. Tournaments
Groups requesting the use of City Facilities for tournament play outside normal league activities must
be Qualifying Organizations and complete a Tournament Request Form/Application a minimum of 60
days prior to the next allocation. The City will review the request to assess the impact of the proposed
tournament on neighbors, facilities, parking, traffic, and any other factors determined to be relevant to
the request before issuing,a permit. The City reserves the right to condition the permit as deemed
necessary. Tournaments must comply with all provisions of this policy and the Diamond Bar Municipal
Code.
R. Traffic & Parking
Participants, spectators, coaches and others associated with the Qualifying Organization must comply
with all parking regulations. No parking is allowed outside marked parking areas unless authorized in
writing by the City. Large events or tournaments may require additional traffic control plans per the
City's public safety officials.
S. Turf/Field Preservation
Users are expected to cooperate with the Cityto preserve playing surfaces at City Facilities by following
these guidelines:
• Do not use turf areas that are wet or muddy.
• Rotate play between different sections of turf to reduce excessive turf wear in a single area.
• Divots must be replaced at the end of each use to help reestablish loose turf.
• Avoid placing tarps or other coverings on turf playing surfaces.
• Soccer and football practices are not allowed on dirt infield areas of baseball/softball diamonds.
Packet Pg. 68
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2.c
Park & Picnic Use & Rental Policy
1. Policy Statement
Exhibit C
The purpose of this Use Policy is to ensure that the use of the picnic areas are granted
in a fair and equitable manner for meetings, activities, and events, which are
recreational, social, and/or civic in nature, offering services of interest and need to the
community. Fees charged for the use of the picnic areas are intended to partially recoup
on-going maintenance and operation costs of the facility. The City Manager has the
discretion to make operational policy changes while policy changes pertaining to the
fees will be reviewed by the Parks & Recreation Commission and approved by the City
Council.
Staff shall be responsible for enforcement of all policies, rules, and regulations
established in this policy and shall have the authority to deny or terminate the use of the
facility if a determination is made that the use does not conform to the requirements of
Center use policies and regulations and/or may cause damage to the facility.
City staff shall oversee and supervise all events at City facilities for the safety and well-
being of the public and facility. Staff shall be responsible for and have complete authority
over the facility being used, all equipment, participants, activities, alcohol service and
any security firm(s) on site per the terms of this policy. Staff shall have authority to
request changes in activities or cessation of activities. Users must comply with staff
requests and instructions.
This policy covers use of designated picnic areas within the City's parks. Requests for
field and court use require a separate application and are covered within the Athletic
Facility Use and Allocation Policy.
2. Picnic Areas
Use of City picnic facilities is subject to the following maximum capacities. All rentals
are subject to and may not exceed the maximum capacities. Failure to comply may
result in termination of event.
Park/Picnic Facility
Maximum Capacity
Heritage Park
85
Maple Hill Park
85
Pantera Park
300
Peterson Park
115
Ronald Reagan Park
80
Sycamore Canyon Park
130
a. An individual or group seeking permission to utilize a picnic area will be classified in
one of the following priority groups. These classifications are used to establish
priority of use and the applicability and amount of the fee and/or deposit. The groups
are as follows, in descending order of priority:
i. Group A - Activities conducted and/or sponsored by the City of Diamond Bar.
Packet Pg. 70
2.c
Exhibit C
ii. Group B - Activities conducted by the City recognized Senior citizen
membership groups. Priority within this group shall be determined by the
overall number of Diamond Bar residents served per group after review of
verified membership rosters by Parks & Recreation Director.
iii. Group C - Activities conducted by other Governmental agencies, local school
districts, or Diamond Bar based non-profit organizations.
iv. Group D - Private events conducted by Diamond Bar residents, resident
groups/organizations, and Diamond Bar -based businesses.
V. Group E - Private events conducted by non-residents, non-resident
groups/organizations, and businesses based outside Diamond Bar.
4. Picnic Reservations
a. Application Process
I. Any person or group wishing to reserve a picnic facility must submit a
complete Application for Use of Facilities to the Parks & Recreation
Department at least fourteen (14) days but not more than one year prior to
the event or activity.
ii. Reserved use of picnic facilities requires payment of applicable fees and
deposits as adopted by the City Council. Reservations and associated fees
and deposits apply to all groups of thirty (30) or more.
iii. Each reservation is subject to the approval of the City on a first come, first
serve basis.
iv. If the proposed use could create traffic and/or safety concerns, the City
reserves the right to require that the user, at its sole expense, obtain
security through the Los Angeles County Sheriffs Department.
5. Rules & Regulations
a. General
All park users must comply with all provisions of the Diamond Bar Municipal Code.
b. Payments
All picnic rentals must be paid in full at the time of reservation.
c. Cancellation Policy
i. Picnic reservations cancelled 7 days or more prior to the event will receive a
refund of fees minus 50%.
ii. Picnic reservations cancelled 6 days or less prior to the event will receive no
refund of rental fees and a full refund of cleaning deposit and insurance fees if
any were paid.
iii. The City of Diamond Bar may cancel the use of park facilities for cause or
convenience.
d. Insurance Requirements
Any reservation with 50 or more in attendance must comply with City insurance
requirements. Permitted users of City Facilities must agree to indemnify and hold the City
harmless, and must provide evidence of appropriate insurance to back up the indemnity
agreement. User must sign and submit a completed City -provided indemnification form at
least 14 days prior to the scheduled use of facilities (Exhibit XX).
Packet Pg. 71'
2.c
Exhibit C
User must provide evidence of the required insurance coverage. User shall maintain
commercial general liability insurance with coverage at least as broad as Insurance
Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence,
$2,000,000 general aggregate, for bodily injury, personal injury, and property damage.
The policy must include contractual liability that has not been amended. Any endorsement
restricting standard ISO "insured contract' language will not be accepted. The City, its
officers, officials, agents, and employees shall be included as additional insureds on the
policy. Policies must include a provision requiring a thirty (30) day written cancellation
notice to the City. The City reserves the right to require additional insurance requirements
as determined to be appropriate for the requested use. Proof of insurance must be
submitted to the Parks & Recreation Department and City Clerk at least 14 days prior to
the first scheduled use of facilities.
Special event insurance is available to occasional and one-time users through the City
and can be purchased by the participating ,group. Please contact the Parks & Recreation
Department at 909-839-7070 for information.
e. Animals
Diamond Bar Municipal Code section 12.00.260 specially prohibits animals in parks N
(except leashed dogs and cats, and horses on equestrian trails) unless permitted by the eo
Parks & Recreation Director. Permits will be considered when animal is provided by an
insured business and the following conditions are met: F
i. Animal must remain under the control of the business animal handler at all times
ii. Business must provide one million dollars ($1,000,000) in liability/property
damage insurance listing the City of Diamond Bar as an additional insured, per
this policy. u
iii. If approved, an animal deposit in the amount established in the City Council- a
approved fee schedule shall be required.
c
f. Inclement Weather/Health & Safety 0�
The City reserves the right to cancel or suspend Facility Use Permits when inclement
weather or other conditions threaten the health and safety of participants and/or may result
in damage City Facilities. Such conditions may include, but are not limited to rain, mud,
standing water, lightning, earthquakes, and general maintenance issues. The Public
Works Department, Maintenance Division is authorized to close any City Facilities deemed 'a
to be unsafe or unplayable. The decision of the Park & Recreation Director or designee is m
final. City staff will contact permit holders to notify them of any closures.
a
g. Maintenance U
The City is responsible for general maintenance of City Facilities. Users should a
immediately report any hazards, damage, or acts of vandalism to the Parks & Recreation x
Department (909-839-7070) or Public Works Department (909-839-7060), in emergency w
or after-hours situations, the Los Angeles County Sheriffs Department (909-595-2264). It
is the policy of the City of Diamond Bar to prosecute to the fullest extent possible any
individual committing willful acts of vandalism or damage to City Facilities.
h. Motorized Vehicles
Packet Pg. 72
2.c
Exhibit C
Motorized vehicles are not permitted on parks, fields, or courts without written
authorization of the City as a condition of a Facility Use Permit. Special requests for
motorized vehicle use shall be made in writing and submitted for consideration with the
Picnic Application for each allocation period.
i. Overnight Use of City Parks
Overnight use of City parks is available only to Diamond Bar -based non-profit
organizations and requires written authorization of the City. Diamond Bar -based non-profit
organizations may request overnight use by submitting a written request to the Parks &
Recreation Department a minimum of fifteen (15) days prior to the proposed use. If the
request is approved, it is the responsibility of the requesting organization to:
i.Maintain appropriate adult chaperones.
ii.Notify the Sheriff's Department of an overnight campout.
iii.Request Sheriff patrols during the campout.
iv.Meet all required insurance requirements.
j. Public Address Systems/Sound Amplification
No person or group shall use any public address system and/or sound amplification
equipment at any City Facility without first submitting a written request a minimum of ten
business days prior to the proposed use and receiving subsequent written approval from
the Parks & Recreation Director or designee.
The use of the public address system must not unreasonably interfere or disturb
surrounding residences, nor shall the use of the public address system detract from or
interfere with the general public's use and enjoyment of the park. The direction of the
public address system's speakers must be directed toward activity spectators and away
from the surrounding residential areas. 'Public address system use is permitted only
between the hours of 10:00am and 9:00pm daily.
In addition to the provisions in this policy, any use of public address systems and/or sound
amplification equipment is subject to the provisions of Title 8 of the Diamond Bar Municipal
Code. Failure to comply with the above requirements will result in immediate
disconnection of the public address system and may result in forfeiture of Facility Use
Permit.
k. Sale & Consumption of Alcoholic Beverages
Generally, alcoholic beverages are not allowed in City parks per Diamond Bar Municipal
Code Section 12.00.280. For sale and consumption of alcoholic beverages at specific
standalone special events, the following policy/procedure applies:
• Special event operator must submit a completed Application for Sale and
Consumption of Alcoholic Beverages at City of Diamond Bar Facilities (Exhibit XX).
A completed application must be received by the City a minimum of 60 days prior
to the proposed event.
• The applicant/organization must to obtain the appropriate license from the
California Alcoholic Beverage Control Board (ABC) and comply with all license and
operating requirements of the ABC and federal, state and local laws.
Packet Pg. 73
Exhibit C
• The sale and/or consumption of alcoholic beverages must be limited to the
premises where the special event is to be held and to the participants in the event
who may consume such beverages.
• The authorization to sell alcoholic beverages must not conflict with the contractual
rights of City concessionaires.
• The special event must be one in which the participants will not engage in
swimming, boating or the operation of motorized vehicles or equipment or other
similar activities as determined by the City.
• The event must be monitored (on-site, during the event) by one or more employees
of the City or other persons approved by the City. Permittee is required to
reimburse the City for the cost of that assignment.
• At the discretion of the City and local law enforcement, law enforcement or private
security personnel may be required to provide security at the event. All required
law enforcement or private security personnel shall be provided at the sole cost of
the applicant.
• In addition to all standard insurance and indemnification requirements of users
listed above, the City may require special liquor liability insurance.
• Applicant is subject to all applicable deposits per the City Council -adopted fee
schedule.
I. Traffic & Parking
Participants, spectators, coaches and others must comply with all parking regulations. No
parking is allowed outside marked parking areas unless authorized in writing by the City.
Large events or tournaments may require additional traffic control plans per the City's
public safety officials.
m. Turf/Field Preservation
Users are expected to cooperate with the City to preserve playing surfaces at City
Facilities by following these guidelines:
• Do not use turf areas that are wet or muddy.
• Rotate play between different sections of turf to reduce excessive turf wear in a
single area.
• Divots must be replaced at the end of each use to help reestablish loose turf.
• Avoid placing tarps or other coverings on turf playing surfaces.
• Soccer and football practices are not allowed on dirt infield areas of
baseball/softball diamonds.
n. Water Activities
Water activities, including, but not limited to dunk tanks and water slides, are not allowed
at City facilities
o. Fires
No fires of any kind, including campfires, liquid fluids or charcoal fires are allowed except
in barbecues provided.
10. VARIANCES
2.c
Packet Pg. 74
z.�
Exhibit C
An applicant may request a variance from one or more of the rules set forth in this policy
in the event that unusual circumstances make it impossible or infeasible to conduct the
event within the precise parameters of this policy.
a. Variance Request Process
i.Variances must be requested in writing to the Parks & Recreation Director. The
request must set forth the unusual circumstances that justify a deviation from the
ordinary rules. The decision of the Parks & Recreation Director is final.
ii.Variances will be granted only upon a finding that
• The circumstances presented are unusual and not likely to recur often;
• The granting of the variance will not set a precedent;
• The variance will not be detrimental to public health, safety or welfare, or
disruptive to other events occurring in the facility at the same time, or to the
immediately surrounding neighborhood.
iii.in the event a variance is granted, the applicant will pay any supplemental fee
necessary to compensate the ,City for additional costs associated with the
variance.
Packet Pg. 75
z.a _
Exhibit D
CITY OF DIAMOND BAR
PARKS AND RECREATION DEPARTMENT
Fee Schedule 201718U.
N
d
r
G
M
N
CURRENT
CHANGE IN
CHANGE IT
REF #
SERVICE
FEE
RE' COMMENDED FEE
DOLLARS $
PERCENT', a°
d
ATHLETIC
FIELD RENTAL FEES & DEPOSITS j
PRF 1
Athletic Field
$0.00 Per Hour
$0.00 Per Hour
$0.00
0.00% c
Group B, C, D
0
PRF 2
Athletic Field - Lighting
$0.00 Per Hour
$0.00 Per Hour
$0.00
0.00% 2
Group B, C, D
o
m
PRF 3
Athletic Field
$5.00 Per Hour
$10.00 Per Hour
$5.00
100.00% 0�
Group E
w
PRF 4
Athletic Field -Lighting
$12.00 Per Hour
$12.00 Per Hour
$0.00
0.00%
(additional fee)
pa,
Group E
v
PRF 5
Athletic Field
$10.00 Per Hour
$25.00 Per Hour
$15.00
150.00% c
Group F
a
Athletic Field - Lighting
$25.00 Per Hour
$25.00 Per Hour
$0.00
0.00%
PRF 6
(additional fee)
Group F
Athletic Field - Lighting Left
$250.00 Per Day
$250.00 Per Day
$0.00
oma/o--
.00%On
PRF 7
On
O
Group B, C, D
PRF 8
Athletic Field Lighting Deposit
$504100 Per
$250 (2 Warnings Before
$150.00
150.00% d
Group B, C, D
Group
Deduction)
3
Athletic Field Use Cleaning
$0.00 Per Day ';
$100.00
$100.00
N/A =
PRE
Deposit ''
u
to
(NEW)
Group E, F 0-100 Participants
d
Athletic Field Use Cleaning
$0.00 Per Day
$200.00
$200.00
N/A n'
PRF ill
Deposit
o
(NES
Groups E, F 101-200 Participants
Athletic Field Use Cleaning"'
$0.00 Per Day
$300.00
$300.00
N/A
PRF 11
D eposit
12
(NEW)
Group E, F 201+ Participants
06
PRF 12
Concession Stand Deposit
$100 per group
$100
$0.00
0.00% w
a
HERITAGE PARK RENTAL FEES & DEPOSITS a
Heritage Park Community
$50.00 Per Hour
$55.00 Per Hour
$5.00
10.00%° a
PRHP 1
Room
a
Group C
c
Heritage Park Community
$60.00 Per Hour
$65.00 Per Hour
$5.00
8.33% w
PRHP 2
Room
Group D
d
Heritage Park Community
$80.00 Per Hour
$90.00 Per Hour
$10.00
12.50% L
PRHP 3
Room
Group E
a
Q
Cancellation more than 60 days
$100-$200 Per
50% of fees paid at signing
-$150.00
N/A
PRHP 4
in advance
Event
Cancellation 59 days or less in
No Refund
No Refund
N/A
N/A
PRHP 5
advance
PRHP 6
Cleaning Deposit
$200 Per Event
$200 Per Event
$0.00
0.0000
Packet Pg. 76 `'
2.d
Exhibit D
PANTERA PARK RENTAL FEES & DEPOSITS
PRPP 1
Pantera Park Activity Room
$25.00 Per Hour
$25.00 Per Hour
$0.00
0.00%
Group C
PRPP 2
Pantera Park Activity Room
$35.00 Per Hour
$35.00 Per Hour
$0.00
0.00%
Group D
PRPP 3
Pantera Park Activity Room
$47.00 Per Hour
$47.00 Per Hour
$0.00
0.00%
Group E
PRPP 4
Cancellation 60 or more days in
$100-$200 Per
50% of fees paid at signing
-$150.00
N/A
advance
Event
PRPP 5
Cancellation 59 days or less in
No Refund
No Refund
N/A
N/A
advance
$100.00 Per
$100.00 Per Event
$0.00
0.00%
PRPP 6
Cleaning Deposit
Event
PARK PICNIC
RENTAL FEESr& DEPOSITS
Park/Picnic Area Rental
$25.00 Per Day
$50.00 Per Day
$25.00
100.00%
PRPIC 1
Application
Group C, D
PRPIC 2
Park/Picnic Area Rental
$50.00 Per Day
$100.00 Per Day
$50.00
100.00%
Application
Group E
PRPIC 3
Park/Picnic Cancellation 7 or
$5.00 Per Event
50% of fees paid at signing
N/A
N/A
days in advance
PRPIC 4
Park/Picnic Cancellation 6 days
$5.00 Per Event
No Refund
N/A
N/A
or less in advance
Park/Picnic Use Cleaning
$50.00 Per Day
$100.00
$50.00
100%
PRPIC 5
Deposit
(NEW)
Groups C, D, E 0-100
Participants
Park/Picnic Use Cleaning ,
$200.00 Per Day
$200.00
$0.00
0.00%
PRPIC 6
Deposit
(NEW)
Groups C, D, E 101-200
Participants
Park/Picnic Use Cleaning
$200.00 Per Day
$300.00
$100.00
50%
PRPIC 7
Deposit
(NEW)
Groups C, D, E 20 1 +Participants
DIAMOND BAR
CENTER RENTAL FEES2& DEPOSITS
PRDBC 1
DBC -Grand View Ballroom,
$110.00 Per
$125.00 Per Hour
$15.00
13.64%
Weekday.
LHour
Group C
DBC - Grand View Ballroom,
$165.00 Per
$185.00 Per Hour
$20.00
12.12%
PRDBC 2
Weekday
Hour
Group D
DBC - Grand View Ballroom, '',
$220.00 Per
$250.00 Per Hour
$30.00
13.64%
PRDBC 3
Weekday
Hour
Group E
DBC - Grand View Ballroom,
$1,320-$3,520
$3,960.00 Per Hour for 6
$440.00
12.50%
PRDBC 4
Weekend (Friday and
Per Hour for 6
Hour Minimum
(NEW)
Saturday)
Hour Minimum
Group C, D, E
DBC - Grand View Ballroom,
$1,320 Per Hour
$1,485.00 Per Hour for 6
$165.00
12.50%
PRDBC 5
Sunday
for 6 Hour
Hour Minimum
Group C
Minimum
DBC - Grand View Ballroom,
$2,640 Per Hour
$2,970.00 Per Hour for 6
$330.00
12.50%
PRDBC 6
Sunday
for 6 Hour
Hour Minimum
Group D
Minimum
DBC - Grand View Ballroom,
$3,520 Per Hour
$3,960.00 Per Hour for 6
$440.00
12.50%
PRDBC 7
Sunday
for 6I-Iour
Hour Minimum
Group E
Minimum
Packet Pg. 77
2.d
Exhibit D
Packet Pg. 78
DBC - Grand View Ballroom,
$110-$330 Per
$370.00 Per Hour over 6
$40.00
12.12%
PRDBC 8
Weekend (Friday & Saturday)
Hour over 6
Hour Minimum Reservation
(NEW)
> 6 Hours
Hour Minimum
Group C, D, E
DBC - Grand View Ballroom,
$110 Per Hour
$125.00 Per Hour over 6
$15.00
13.64%
PRDBC 9
Sunday > 6 Hours
over 6 Hour
Hour Minimum
Group C
Minimum
DBC - Grand View Ballroom,
$220 Per Hour
$250 Per Hour over 6 Hour
$30.00
13.64%
PRDBC 10
Sunday, > 6 Hours
over 6 Hour
Minimum
Group D
Minimum
PRDBC 11
DBC - Grand View Ballroom,
$330 Per Hour
$370 Per Hour over 6 Hour
$40.00
12.12%
Sunday, > 6 Hours
over 6 Hour
Minimum
Group E
Minimum
DBC - Grand View Ballroom,
$75 Per Hour
$85.00 Per Hour
$10.00
13.33%
PRDBC 12
2/3 Weekday
Group C
DBC - Grand View Ballroom,
$110 Per Hour
$125.00 Per Hour
$15.00
13.64%
PRDBC 13
2/3 Weekday
Group D
DBC - Grand View Ballroom,
$150 Per Hour
$170.00 Per Hour
$20.00
13.33%
PRDBC 14
2/3 Weekday
Group E
DBC - Grand View Ballroom,
$880-$2,695 for.
$3,030.00 for 6 Hour
$335.00
12.43%
PRDBC 15
2/3 Weekend (Friday &
6 Hour
Minimum
(NEW)
Saturday)
Minimum
Group C, D, E
DBC - Grand View Ballroom,
$880 for 6 Hour
$990.00 for 6 Hour
$110.00
12.50%
PRDBC 16
2/3 Sunday
Minimum
Minimum
Group C
DBC - Grand View Ballroom,
$1,980 for 6
$2,230.00 for 6 Hour
$250.00
12.63%
PRDBC 17
2/3 Sunday
Hour Minimum
Minimum
Group D
DBC - Grand View Ballroom,
'.:. $2,695 for 6
$3,030.00 for 6 Hour
$335.00
12.43%
PRDBC 18
2/3 Sunday
Hour Minimum
Minimum
Group E
DBC - Grand View Ballroom,
'$82.5-$220 Per
$250.00 Per Hour Over 6
$30.00
13.64%
PRDBC 19
2/3 Weekend (Friday and
Hour Over 6
Hour Minimum
(NEW)
Saturday) > 6 Hours
Hour Minimum
Group C, D, E
PRDBC 20
DBC - Grand View Ballroom,
$82.5 Per Hour
$95.00 Per Hour Over 6
$12.50
15.15%
2/3 Sunday, > 6 Hours
Over 6 Hour
Hour Minimum
Group C
Minimum
PRDBC 21
DBC - Grand View Ballroom,
$165 Per Hour
$185.00 Per Hour Over 6
$20.00
12.12%
2/3 Sunday, > 6 Hours
Over 6 Hour
Hour Minimum
Group D
Minimum
PRDBC 22
DBC - Grand View Ballroom,
$220 Per Hour
$250.00 Per Hour Over 6
$30.00
13.64%
2/3 Sunday, > 6 Hours
Over 6 Hour
Hour Minimum
Group E
Minimum
PRDBC 23
DBC - Grand View Ballroom,
$50 Per Hour
$55.00 Per Hour
$5.00
10.00%
1/3 Weekday
Group C
PRDBC 24
DBC - Grand View Ballroom,
$55 Per Hour
$60.00 Per Hour
$5.00
9.09%
1/3 Weekday
Group D
PRDBC 25
DBC - Grand View Ballroom,
$73 Per Hour
$80.00 Per Hour
$7.00
9.59%
1/3 Weekday
Group E
DBC - Grand View Ballroom,
$30 Per Hour
$35.00 Per Hour
$5.00
16.67%
PRDBC 26
1/5 Weekday
Group C
Packet Pg. 78
2.d
Exhibit D
PRDBC 27
DBC - Grand View Ballroom,
$35 Per Hour
$40.00 Per Hour
$5.00
14.29%
1/5 Weekday
Group D
PRDBC 28
DBC - Grand View Ballroom,
$47 Per Hour
$55.00 Per Hour
$8.00
17.02%
1/5 Weekday
Group E
PRDBC 29
DBC - Pine Room, Weekday
$50 Per Hour
$55.00 Per Hour
$5.00
10.00%
Group C
PRDBC 30
DBC - Pine Room, Weekday
$55 Per Hour
$60.00 Per Hour
$5.00
9.09%
Group D
PRDBC 31
DBC - Pine Room, Weekday
$73 Per Hour
$80.00 Per Hour
$7.00
9.59%
Group E
PRDBC32
DBC -Pine Room, Weekend
$100 Per Hour
$115.00 Per Hour
$15.00
15.00°/a
Group C
PRDBC 33
DBC - Pine Room, Weekend
$110 Per Hour
$125.00 Per Hour
$15.00
13.64%
Group D
PRDBC 34
DBC - Pine Room, Weekend
$146 Per Hour
$165.00 Per Hour
$19.00
13.01%
Group E
PRDBC 35
DBC - Sycamore Room
$50 Per Hour
$55.00 Per Hour
$5.00
10.00%
(w/Patio), Weekday
Group C
DBC - Sycamore Room
$55 Per Hour
$60.00 Per Hour
$5.00
9.09%
PRDBC 36
(w/Patio), Weekday
Group D
DBC - Sycamore Room
$73 Per Hour
$80.00 Per Hour
$7.00
9.59%
PRDBC 37
(w/Patio), Weekday
Group E
PRDBC 38
DBC - Sycamore Room
$100 Per Hour
$115.00 Per Hour
$15.00
15.00%
(w/Patio), Weekend
Group C
DBC - Sycamore Room
$110 Per Hour
$125.00 Per Hour
$15.00
13.64%
PRDBC 39
(w/Patio), Weekend
Group D
DBC - Sycamore Room
$146 Per Hour
$165.00 Per Hour
$19.00
13.01%
PRDBC 40
(w/Patio), Weekend
Group E
PRDBC 41
DBC - Oak Room, Weekday
$50 Per Hour
$55.00 Per Hour
$5.00
10.00%
Group C
PRDBC 42
DBC - Oak Room, Weekday
$55 Per Hour
$60.00 Per Hour
$5.00
9.09%
Group D
PRDBC 43
DBC - Oak Room, Weekday
$73 Per Hour
$80.00 Per Hour
$7.00
9.59%
Group E
PRDBC 44
DBC - Oak Room, Weekend
$100 Per Hour
$115.00 Per Hour
$15.00
15.00%
Group C
PRDBC 45
DBC - Oak Room, Weekend
$110 Per Hour
$125.00 Per Hour
$15.00
13.64%
Group D
PRDBC 46
DBC - Oak Room, Weekend
$146 Per Hour
$165.00 Per Hour
$19.00
13.01%
Group E
PRDBC 47
DBC -Maple Room, Weekday
$27.50 Per Hour
$30.00 Per Hour
$2.50
9.090%
Group C
PRDBC 48
DBC -Maple Room, Weekday
$30 Per Hour
$35.00 Per Hour
$5.00
16.67%
Group D
PRDBC 49
DBC -Maple Room, Weekday
$40 Per Hour
$45.00 Per Hour
$5.00
12.50%
Group E
PRDBC 50
DBC -Maple Room, Weekend
$55 Per Hour
$60.00 Per Hour
$5.00
9.09%
Group C
PRDBC 51
DBC -Maple Room, Weekend
$60 Per Hour
$70.00 Per Hour
$10.00
16.67%
Group D
PRDBC 52
DBC -Maple Room, Weekend
$80 Per Hour
$90.00 Per Hour
$10.00
12.50%
Group E
Packet Pg. 79
2.d
Exhibit D
DBC — Catering Kitchen,
$40-73 Per Event
$100 Per Event
$45.00
81.82%
PRDBC 53
Weekday
Group
DBC — Reception/Party
$400 Per Event
$500 Per Event
$100.00
25.00%
PRDBC 54
Package,
Option A
w
DBC — Reception/Party
$300 Per Event
$400 Per Event
$100.00
33.33%
PRDBC 55
Package,
LL
Option B
a
m
DBC—Reception/Party
$350 Per Event
$350.00
0.00%
PRDBC 56
Package, -
•2
(NEW)
Option C
0
PRDBC 57
sines Mtg. Package,
$250 Per Event
$200 Per Event
$50.00
20.00% y
OBt n A
PRDBC 58
DBC — Business Mtg. Package,
$200 Per Event
$100 Per Event
-$100.00
-100.00% C
Option B
$
PRDBC 59
DBC — Outdoor Usage Fee
$300 Per Event
$350 Per Event
$50.00
16.67% d
PRDBC 60
DBC -- Staff Fee (Per Hour, Per
$25 Per Hour, Per Staff
$25.00
N/A
E
Staff Member)
Member
PRDBC 61
DBC -- Staff Clean Up Fee (Per
"`.$50 Per Hour, Per Staff
$50.00
N/A W
EW
Hour, Per Staff Member)
Member
to
PRDBC 62
Cleaning Deposit Maple, Pine,
$100 Per Event '
$100 Per Event
$0.00
0.00%
Oak, Sycamore, 1/3,1/5 GVB
am_
PRDBC 63
Cleaning Deposit 2/3 GVB
$350 Per Event
$500 Per Event
$150.00
42.86%
PRDBC 64
Cleaning Deposit Entire GVB
$500 Per Event
$750 Per Event
' $250.00
50.00% N
PRDBC 65
Alcohol Deposit
$500 Per Event
` $500 Per Event
`. `$0.00
0.00% Co
PRDBC 66
Cancellation Fee - Grand View
$100 Per Event
50% of All Reservation
N/A
N/A
Ballroom, Weekend & Sunday -
Fees Due at Signing
F
180 da s or more rior to event
n-
PRDBC 67
Cancellation Fee - Grand View
$500 Per Event
75% of All Reservation
N/A
N/A
Ballroom, Weekend & Sunday -
'Fees Due at Signing
60-179 days prior to event
�+
PRDBC 68
Cancellation Fee - Grand View
$100 Per Event
No Refund
N/A
N/A a
Ballroom, Weekend & Sunday -
.Oe
59 da s or less rior to event
U)
PRDBC 69
Cancellation Fee - Grand View
$100 Per Event
50% of All Reservation
N/A
N/A m
Ballroom, Weekday - 60 days or.
Fees Due at Signing
a
more prior to event
O
PRDBC 70
Cancellation Fee - Grand View
50% Per Event
No Refund
N/A
N/A
Ballroom, Weekday - 59 days or
less prior to event
ami
Cancellation Fee - All Maple,
$10 Per Event
50% of All Reservation
$15.00
150.00%
PRDBC 71
pine, Sycamore, Oak Room
Fees Due at Signing
w
Rentals - 60 days or. more prior. `
Y
to event
Cancellation Fee - All Maple,.
$100 Per Event
No Refund
N/A
N/A 0
PRDBC 72
Pine, Sycamore, Oak Room
..
Rentals - 59 days or less prior
to event
X
Date Change Fee (180 days or
$0 Per Event
$100 Per Event
$250.00
N/A W
PRDBC 73
more prior to event — one per
reservation)
E
t
v
R
Q
Packet Pg. 80
2.d
Exhibit D
PARTICIPATIONFEES
For Parks & Recreation
Varies
N/A
N/A
N/A
participation fees, which include,
but are not limited to elective
activities such as athletics,
excursions, and special events,
activities, and programs, the City
Manager shall have the authority
to set fees to recover up to the full
direct costs of the specific
activity, program, or event. Direct
costs include those related to City
PRR 1
personnel, supplies, services,
admissions, transportation, etc.
Using the above as a guideline, in
those cases where the fee to be
charged is nominal (e.g. $10), the
City Manager may determine not
to require a fee for the elective
activity if the City Manager
determines the administrative
burden in collecting the fee
outweighs the benefit of the
revenue to be derived from
collecting the fee.
PRR 2
Activity Cancellation Fee$5.00
Per
'Activity
$15.00 Per Activity
$10.00
200.00%
PRR 3
Contract Class Admin. Fee
$7.00 Per Class
$10.00 Per Class
$3.00
42.85%
PRR 4
Non -Resident Fee E
$5 Per Participant
$5.00
N/A
*All City fees are subject to an annual Consumer Price Index (CPI) increase starting July 1, 2018. The CPI will
be calculated using the March to March rates of the federal Consumer Price Index (CPI) for Wage Earners and
Clerical Workers in Los Angeles/Orange Counties.
Packet Pg. 81
U)
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c
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N
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r-
0
R
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