HomeMy WebLinkAboutRES 2018-04RESOLUTION 2018- 0 4
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND
BAR ESTABLISHING POLICIES FOR THE USE, RENTAL, AND
ALLOCATION OF CITY FACILITIES, PARKS, & ATHLETIC FIELDS AND
RESCINDING RESOLUTION 2003-60, RESOLUTION 2006-41.7, AND
RESOLUTION 2008-16 IN THEIR ENTIRETY.
A. RECITALS
WHEREAS, City facilities, parks, and athletic fields are intended for public use,
and
WHEREAS, for efficient and orderly use, it is necessary to establish facility use
policies; and
WHEREAS, all legal prerequisites to the adoption of this Resolution have
occurred.
B. RESOLUTION
NOW THEREFORE, BE IT RESOLVED that the City Council 09 the City of
Diamond Bar finds and determines as follows:
SECTION 1. The use and rental of the Diamond Bar Center, Heritage Park
Community Center, and Pantera Park Community Room shall be governed by the policies
and procedures set forth in Exhibit A, the Facility Use & Rental Policy.
SECTION 2. The use, rental, and allocation of City athletic facilities, including
those at school facilities allocated under joint use agreements with Pomona Unified
School District and Walnut Valley Unified School District, shall be governed by the policies
and procedures set forth in Exhibit B, the Athletic Facility Use & Allocation Policy.
SECTION 3. The use and rental of City parks and picnic areas shall be governed
by the policies and procedures set forth in Exhibit C, the Park & Picnic Use Policy.
SECTION 4. Any existing City policies governing the same subject matter as
covered herein, including, but not limited to those contained in Resolutions 2003-08,
2006-47; and 2008-16, are rescinded in their entirety and superseded by the policies
adopted by this Resolution.
PASSED, APPROVED, AND ADOPTED this 16th day of January, 2018.
Ruth M. Low, Mayor
2018-04
I, Tommye A. Cribbins, City Clerk of the City of Diamond Bar, California, do hereby certify
that the foregoing Resolution was duly and regularly passed, approved and adopted by
the City Council of the City of Diamond Bar, California, at its regular meeting held on the
16th day of January, 2018, by the following vote:
AYES: COUNCILMEMBERS: Lin, Lyons, Tye, MPT/Herrera,
M/ Low
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ABSTAIN: . COUNCILMEMBERS: None
Tommy A. Cribbins, City Clerk
City of Diamond Bar
2018--04
ACILITY U.SE ;a
RENTAL
POLICY
EFFECTIVE DATE: JANUARY 16, 2018
Policy Statement
1.1 The purpose of this Facility Use & Rental Policy is to ensure that the use of City
facilities is 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
City facilities are intended to partially recoup ongoing 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
1.2 Staff shall be responsible for enforcement of all policies, rules, and regulafions
established in this policy and shall have the authority to deny or terminate
the use of the facility it a determination is made that the use does not
conform to the requirements of this Facility Use & Rental Policy and/or may
cause damage to the facility.
1.3 City staff shall oversee and supervise all events at City facilities for the safety
and wellbeing 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.
2 Facilities
2.1 This policy applies to the following City facilities and all associated rooms:
2.1.1 Diamond Bar Center (Sun.-Thurs.: 7:30am-11:00pm, Fri. -Sat.: 7:30am-
12:00am)
2.1.2 Heritage Park Community Center (Sun.-Thurs.: 7:30am,, 9:30pm, Fri. -
Sat.: 7:30a m -12:00a m)
2.1.3 Pantera Park Activity Room (Sun.-Thurs.: 7:30am-9:00pm, Fri. -Sat.:
7:30am-12:00am)
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2.2 Use of City facilities is subject to the maximum room capacities established
in Exhibit A - Maximum Facility Capacity.
3 Definifion of Terms
3.1 "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.
3.2 "City" means the City of Diamond Bar, acting through its officials,
representatives, agents, and employees.
3.3 "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.
3.4 "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 & Rental
Policy are met.
3.5 "Diamond Bar Based Non -Profit" means an 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.)
3'.6 "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.
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3.7 "Local School Districts" means Pomona Unified School District and Walnut
Valley Unified School Dist(ct.
3.8 "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.)
3.9 "Parks & Recreation Director" means the administrative head of the
Diamond Bar Parks & Recreation Department or designee.
3.10 "Soft Reservation" means a temporary, non-binding seven (7) day hold on a
facility/room for a potential rental date.
3.11 "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 Ranking
4.1 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:
4.1.1 Group A - Activities conducted and/or sponsored by the City of
Diamond Bar.
4.1.2 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 the Parks & Recreation
Director.
4.1.3 Group C - Activities conducted by other Governmental agencies,
local school districts, or Diamond Bar based non-profit organizations.
4.1.4 Group D - Private events conducted by Diamond Bar residents,
resident groups/organizations, and Diamond Bar -based businesses.
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4.1.5 Group E - Private events conducted by non-residenfs, non-resident
groups/organizafions, and businesses based outside Diamond Bdr.
5 Application & Contract Procedures
5.1 Soft Reservations
5.1.1 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.
5.1.2 Upon confirmation of rental appointment with staff, the requested
date will be held for seven (7) days.
5.1.3 Interested party must attend the rental appointment, submit
completed Facility Use Application, sign contract, and pay all
applicable fees/deposits within the seven (7) day period or the date
will be made available to the general public.
5.1.4 Soft reservations do not constitute or guarantee approval of a rental
contract.
5.1.5 An individual or representative of a group can secure a Soft
Reservation to hold a date for possible 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 from the time the
appointmentwith 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.
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5.2 Advance Reservation Procedures & Lottery
5.2.1 Reservations may be made no earlier than:
5.2.1:1 Group A - No limit.
5.2.1.2 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 9.1.8 of this
policy.
5.2.1.3 Groups C & D - Up to twenty-four (24) months in advance.
5.2.1.4 Group E - Up to twenty (20) months in advance.
5.2.2 Reservations will be taken beginning on the first day of the month,
for the entire month, beginning at 8:04am. If the first of the month
falls on a holiday, reservations will be taken beginning on the next
regular business day beginning at 8:00am.
5.2.3 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 Center beginning
at B:OOam on the first day of the month. The lottery will run as follows:
A 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 (one date only)
for the month in question. The next choice will go to next lowest
number, 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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5.3 Application Procedures
5.3.1 All applicants must complete a City of Diamond Bar Facility Use
Application ("Application") 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 Ranking in accordance with the definitions
and priority rankings set forth in Section 4 of this policy.
5.3.2 All potential users shall complete an Application a minimum of sixty
(60) days prior to the event.
5.3.3 Reservations made less than sixty (60) days in advance of the event
will be accepted only if the facility and required staffing elements
are readily available. Additional fees may be 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 policy and associated fees.
5.3.4 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_
5.4 Facility Allocation
5.4.1 Facility allocation shall be the sole responsibility of City staff per the
provisions of this policy. The City reserves the right to direct requests
for rooms to other City facilities which are deemed more
appropriate for the type of request or deny requests if they are
deemed inappropriate for the facility (see Section e. below).
5.5 Denial of Application
5.5.1 Use may be denied and the application rejected for the following
reasons:
5.5.1.1 The facility is incapable of accommodating the proposed
activity by reason of the nature of the activity or the number
of people estimated to be in attendance_
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5.5.1_ .2 The user has failed to demonstrate its ability to provide
adequate security to assure that the event is conducted in
a safe manner.
5.5.1.3 The applicant has tailed to agree to comply with all of the
conditions of this Use Policy or those set forth in the facility
use contract
5.5.1.4 The activity is likely fo cause physical damage to the facility
or its equipment.
5.5.1.5 Conditions for the issuance of a facility use contract have
not been fulfilled.
5.5.1.6 If it comes to the attention of the City that the applicant has
or will violate any law or regulation relating to the rental of
the City's facility or that the proposed use of the facility will
violate any law or regulation.
5.5.1.7 Another event is already scheduled on the requested date.
5.5.1.8 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.
5.5.1.9 The applicant has twice before cancelled a scheduled
event in the facility without prior notice.
5.6 Contracts
5.6.1 Upon approval of an application, a facility rental contract will be
issued authorizing the requested use of the facility. Requesting user
must sign the contract and agree to all terms and conditions therein.
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5.6.2 The Parks & Recreation Director may attach such conditions to the
contract deemed necessary for the protection of the public health,
safety and welfare and the maintenance and operation of the
facility.
5.6.3 Contract holder shall not transfer, assign, or sublet use of the
reserved facility or apply for use on behalf of another person or
organixafion. Contract holder must be present for event and must
sign in with facility staff. Failure to comply may result in forfeiture of
fees and/or deposits.
5.6.1 If at any time prior to or during the scheduled event the contract
holder is not in compliance with the policies and regulations stated
in this policy or the conditions of the facility use permit, and after
notice of noncompliance, has failed or refused to comply (or
compliance is no longer possible), the City, acting by and through
the Director of Parks & Recreation or his/her designee, may cancel
the reservation or terminate the event. Under those circumstances,
no deposits and/or fee(s) previously paid by the applicant shall be
returned.
5.6.5 The City reserves the right to cancel a contract issued for any event
or activity for its 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 rind a suitable alternative
facility if cancellation by the City is necessary.
6 Payments & Fees
6.1 General
6.1.1 All contracts are subject to rental and cancellation fees and deposit
requirements established in the City Council -approved fee
schedule.
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6.1.2 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.
6.1.3 The City reserves the right to require additional cleaning deposits at
its discretion based on the proposed use_
6.1.4 Failure to comply with the payment procedure in this policy may
result in cancellation of event. Cancellation fees will apply.
6.2 Deposits
6.2.1 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.
6.2.2 Reservations made 59 days or less prior to the event must be paid in
full upon signing a contract.
6.2.3 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. .
6.2.4 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.
6.3 Weekend, Sunday and Holiday. Rental Rates
6.3.1 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.
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6:3.2 Sunday rates apply to Diamond Bar Center Grand View Ballroom
1 rentals beginning at 7:30 am on Sunday and ending at 12:00 am on
Monday.
6.3.3 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.
6.3.4 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.
7 Cancellation by User
7.1 All Weekend and Sunday rentals of the Grand View Ballroom shall adhere to
the following cancellation/refund policy:
7.1.1 If cancelled 180 days or more prior to the event, a fee of room rental
fees paid at signing minus 50% shall be assessed.
7.1.2 It cancelled 60 to 179 days prior to the event, a fee of room rental
fees paid at signing minus 75% shall be assessed.
7.1.3 If cancelled 59 days or less prior to the event, all room rental fees
paid shall be forfeited.
7.2 All other facility rentals shall adhere to the following cancellation/refund
policy:
7.2.1 If cancelled 60 or more days prior to the event, a fee of room rental
fees paid at signing minus 50% shall be assessed.
7.2.2 If cancelled 59 days or less prior to the event, all room rental fees
paid shall be forfeited.
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7.3 Cancellation fees apply only to room rental fees. Fees paid for any cleaning,
alcohol, security, and/or insurance requirements will be refunded in full.
7.4 Grand View Ballroom (2/3 room or entire room) reservations shall adhere to
the following Change of Event Date requirements:
7.4.1 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.
7.4.2 Any reservation date change requested 179 days or less prior to the
event is subject to cancellation fees per policy.
7.4.3 All change of date requests/approvals are subject to facility
availability.
8 Available Rooms
8.1 Grand View Ballroom
8.1.1 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.
8.1.2 Weekday use of Grand View Ballroom requires a minimum two (2)
hour rental period.
8.1.3 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.
8.1.4 Outdoor Usage areas are only available with rental of 2/3 or more of
the Grand View Ballroom.
8.1.5 Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom
includes tables & chairs, catering kitchen, foyer and patio.
8.1.6 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.
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8.1.7 Additional permits and/or fees maybe required depending on the
type of use.
8.2 Sycamore, Oak, Pine and Maple Room (DBC Meeting Rooms), Heritage
Community Center and Pantera Park Activity Room
8.2.1 Minimum use is 2 hours of rental time plus a mandatory minimum
thirty minute clean-up period at the end of each event.
8.2.2 Additional permits and/or fees may be required depending on the
type of use.
8.3 Kitchens
8.3.1 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).
8.3.2 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,
8.3.3 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.
8.3.4 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.
8.3.5 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. Qualifying food and beverage as defined in Section 13.11
may be warmed using City equipment.
8.3.6 Kitchen storage for recurrent users in Groups B & C maybe 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.
8.4 Rehearsal
8.4.1 A rehearsal may be scheduled no more than twenty-one (21) days
prior to a contracted event date.
8.4.2 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.
8.4.3 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.
8.4.4 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.
8.4.5 Parks & Recreation Director has final authority to approve or deny a
rehearsal date and time. Fees may be charged for use of City
equipment during rehearsal time.
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9 Recurrent Use
9.1 Recurrent Facility Use by Group B Organizations
9.1.1 Subject to availability, recurrent no -cost use of Grand View Ballroom
by Group B organizations is limited to Mondays from 8:O0am-3:O0pm
and Fridays from 8am-2pm. Reservations must be made a minimum
of 12 months in advance.
9.1.2 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.
9.1.3 Recurrent no -cost use of Pine Room by Group B organizations is
available 7 days per week between the hours of 8am-1 Qpm. Room
may be reserved up to twelve months in advance.
9.1.4 Recurrent no -cost use of Oak Room, Maple Room, and Ponfera
Activity Room by Group B organizations is available Monday through
Friday between the hours of Sam-4pm.
9.1.5 -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.
9.1.6 Any use by -Group B organizations outside the no -cost periods
established in this section is subject to Group C rates.
9.1.7 When not scheduled for Group B use, rooms may be reserved by
ofhers per the terms of this policy.
9.1.8 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 Diamond Bar -based Non -Profit Use of Heritage Park Community Center or Pantera
Park Activity Room
10.1 Diamond Bar -based non-profit organizations will be allowed one no -cost use
of Heritage Park Community Center or Pantera Park Activity Room per year,
provided the use is for fundraising purposes.
11 Security
11.1 The City reserves the right to require security whenever it deems it
appropriate.
11.2 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'/2 hour prior to the
start of alcohol service through the end of the event (including clean-up.
hour).
11.3 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 wil[ 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.
12 Alcohol Use
12.1 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 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.
12.2 General Alcohol Regulations
12.2.1 "Alcohol use" refers to any beverage that contains any amount of
alcohol.
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12.2.2 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.
12.2.3 If alcohol is to be served, full liquor liability insurance coverage is
required.
12.2.4 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.
12.2.5 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.
12.2.6 Non-profit organizations may serve alcoholic beverages by
obtaining a one -day permit from the California Department of
Alcoholic Beverage Control.
12.2.7 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.
12.2.8 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.
12.2.9 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.
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12.2.10 Alcohol may not be served or sold prior to or beyond the approved
alcohol service time.
12.2.11 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.
12.2.12 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.
122.13 Alcohol may not be served nor consumed in the parking lot without
written approval from the City.
12.2.14 The service of alcohol at any event is limited to a maximum of five
consecutive (5) hours.
12.2.15 Alcohol service time shall be ended no later than one (1) hour prior
to the scheduled start of event cleanup period.
12.2.16 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.
12.2.17 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.
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2018-04
12.3 License Requirements
12.3.1 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.
12.3.2 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.
12.3.3 A copy of the A.B.C. license must be furnished to the City a minimum
of seven working days prior to the event.
12.3.4 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.
12.3.5 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.
12.3.6 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.
13 General Operating Regulations
13.1 Advertising Materials maybe 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.
13.2 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 Director,
City Council Policy: 2018-01 1 Facility Use & Rental Policy •
2018-04
Permits will be considered when animal is provided by an insured business.
The animal must remain under the control of the business animal handler at
all times. 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. If approved, an animal deposit in the
amount established in the City Council -approved fee schedule shall be
required.
13.3 City Eguipment may not be moved, rearranged, or altered for purposes
other than its intended use is prohibited. City equipment shall not be
removed from the facility.
13.4 Clean up is the user's responsibility and includes, but is not limited to, wiping
of table fops, cleaning of chairs, disposing of all frash 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 not provided at City facilities.
13.5 Commercial Use of City Facilities for profit and private gain is prohibited.
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.
13.6 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 it staff must
retrieve released balloons or if any decorations cause damage to facility.
13.7 Discrimination by User Groups is prohibited. 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.
13.8 Events Not Covered in this 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.
City Council Policy: 2018-01 1 Facility Use & Rental Policy =
2018-04
13.9 Facility User's Properly, including all decorations, 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 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.
13.10 Fire O en Flame use is strictly prohibited without written approval in the form
of a permit issued by the City Building and Safety Official. Request for permit,
along with sample candle or open flame device, must be submitted to the
staff a minimum of fourteen (1.4) days prior to event. 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 3112 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 (refight
candles are not allowed);
® 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 11 liquid fuels) are prohibited at City facilities at all times.
13.11 Food and Beverage regulations apply to all rentals. 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.
City Council Policy: 2018-01 ( Facility Use & Rented Policy
2018-04
13.1211legal Activity is prohibited. 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.
13.131ncense, Fog, Hazer or Smoke Use is not permitted at City facilities at any
time.
13.14Marijuana/Cannabis may not be possessed, smoked, or otherwise ingested
anywhere on City property.
13.15 Maximum Attendance regulations apply to all rentals. All rentals are subject
to and may not exceed the maximum room capacities listed in Exhibit_ A.
Failure to comply may result in termination of event_
13.16Minors 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.
13.17 Parking Lot Use is established to primarily 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.
13.18 Public Portions, including heating and air conditioning systems, are operated
solely by the City and shall be operated in a manner deemed best by the
City.
13.19Security of_Fntrances regulations apply to all rentals. 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.
13.20Sleeping or lodging is not permitted in City facilities.
13,21 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.
City Council Policy: 2018-01 1 Facility Use & Rental Policy I',Mllll
III
2018-04
14 Liability & Insurance
14.1 General Liability Insurance
14.1.1 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.
14.1.2 If alcohol is to be served, full liquor liability coverage is required.
14.1.3 The. policy must include contractual liability that has not been
amended.
14.1.4 Insurance shall contain no special limitations on the scope of
protection afforded to City and City personnel.
14.1.5 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.
14.1.6 Insurance shall be "date of occurrence" rather than "claims made"
insurance.
14.1 .7 Insurance shall apply separately to each insured against the limits
of the insurer's liability
14.1.8 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.
14.1.9 The applicant's policy must include a 30 -day written cancellation
notice.
City Council Policy: 2018-01 1 Facility Use & Rental Policy/
2018--04
14.1.10 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,
14.1.11 Coverage must be purchased via the City's contracted special
events insurance provider, unless the applicant is able to meet
insurance requirements.
14.2 Additional Insured Endorsement
14.2.1 Additional insured endorsements are required and must
accompany the Certificate of Insurance.
14.2.2 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.
14.3 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.
15 Variances
15.1 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_
15.2 Variance Request Process
15.2.1 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.
City Council Policy: 2018-01 1 Facility Use & Rental Policy
2018-04
15.2.2 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; and 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.
15.2.3 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.
15.3 Variances may be requested only from the following requirements:
15.3.1 Hours of use beyond closing times stated in this policy.
15.3.2 Use of the parking lot for any purpose other than parking the cars of
facility users in marked stalls.
15.3.3 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.
15.3.4 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.
15.3.5 Requests for waiver or discount of fees will not be accepted nor
considered except for variances listed above.
City Council Policy: 2018-01 1 facility Use & Rental Policy
2018-04
Exhibit A -- Maximum Room Capacity
Diamond Bar Center
Grand View Ballroom - Entire
Dining Capacity
Mining Capacity w/ 500 sf dance floor
Dining Capacity w/ 1,000 sf dance floor
Theatre Capacity
Grana View Ballroom - A & B
Dining Capacity
Dining Capacity w/ 500 sf dance floor
Dining Capacity w/ 1,000 sf dance floor
Theatre Capacity
Grand View Ballroom - A
Dining Capacity
Dining Capacity w! 500 sf dance floor
Theatre Capacity
Grand View Bailroom - B
Dining Capacity
Dining Capacity w/ 500 sf dance floor
Theatre Capacity
Grand View Ballroom -- G, D, & E
Dining Capacity
Dining Capacity w/ 500 sf dance floor
Theatre Capacity
Grand View Ballroom - O
Dining Capacity
Theatre Capacity
Grand View Ballroom - D
Dining Capacity
Theatre Capacity
Grand View Ballroom - E
Dining Capacity
Theatre Capacity
Pine Room
Dining Capacity
Theatre Capacity
Sycamore Room
Dining Capacity
Theatre Capacity
Maple Room
Dining Capacity
Theatre Capacity
Oak Room
Dining Capacity
Theatre Capacity
Heritage Park Community Center
Dining Capacity
Theatre Capacity
Pantera Park Activity Room
Dining Capacity
Theatre Capacity
Maximurn GdpacitY
438 ---
405`
372
822
E
255
222
541
133
100
250
291
150
116
278
1
2018-04
Exhibit B
2018-04
FACILIT'�Y'AF.
AT H L ET I
IL 0
mum S E A L L AT 10 N
1 , 201 8
2018-04
I Policy Statement
1.1 , 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 of Walnut Valley and Pomona Unified School District athletic facilities
when school is not in session and in accordance with the terms of Joint Use
Agreements.
1.2 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
allocation meetings of the user groups and the City, in which close
collaboration and cooperation is essential.
1.3 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:
1.3.1 To establish a fair and equitable process for allocating City facilities
for public use.
1.3.2 To ensure Diamond Bar residents have priority usage/access to City
facilities.
1.3.3 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.
1.3.4 To ensure City facilities are scheduled appropriately with proper
maintenance and renovation intervals.
1.4 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.
City Council Policy: 201 B-02 j Athletic Facility Use & Allocation Policy =
2015-04
2 Definitions
2.1 "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.
2,2 "City Facility" -Any facility that is owned, operated, or primarily allocated by
the City of Diamond Bar.
2.3 "Hazardous Activities" -- Any activity that is defined by the State of California,
the City's insurance provider or Risk Manager to be hazardous.
2.4 "One --Time User" -Any person, company or organization that requests use of
a park, or portion thereof, for a single day of use.
2.5 "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%.
2.6 "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%.
2.7 "Resident Participant" -A participant in a qualifying organization that resides
within the city limits of the City of Diamond Bar.
2.8 "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:
2.8.1 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%.
2.9 "Resident Teams" -The number of Resident Teams for each user group is
calculated by dividing the total number of Resident Participants by twelve.
The City reserves the right to adjust this formula at any time.
2.9.1 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.
City Council Policy: 2018-02 j Athletic Facility Use & Allocation Policy
2018-04
2.10 "User Groups" - Qualifying youth or adult organizations that use athletic
facilities. .
3 Facility Allocation Requests
3.1 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.
3..2 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. 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. 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. All documents must be submitted on time and fully complete to
receive consideration for allocation.
3.2.1 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
e
organization.
3.2.2 Complete list of names, address and telephone numbers of the
current Board of Directors or designated officials.
3.2.3 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. ,
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy
2018-04
3.2.4 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.
3.2.5 Proof of current non-profit status with the Internal Revenue Service
and State of California, if applicable.
3.2.6 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 Organizafions 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
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.
3.2.7 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.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy =
2018-04
3.3 Insurance Requirements.
3.3.1 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 indemnify 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.
3.3.2 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.
3.3.3 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.
3.4 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.
City Council Policy: 2018-02 i Athletic Facility Use lig Allocation Policy
2018--04
4 Facility Allocation Process
4.1 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.
4.1.1 Group A _ Activities conducted and/or sponsored by the City of
Diamond Bar.
4.1.2 Group B - Certified nom -profit Qualifying Youth Organizations with
registration open to the general public (all registrants are placed on
teams and allowed to participate).
4.1.3 Group C - All, other Qualifying Youth Organizations.
4.1.4 Group D - Qualifying Adult Organizations.
4.1.5 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.
4.1.6 Group F - Non -Diamond Bar residents, businesses, or organizations
using the facility for a one-time, non -recurrent non-profit purpose.
4.2 Allocation Priority Within Groups. To determine allocation priority within
groups, the following factors shall be considered:
4.2.1 Total number of Diamond Bar Resident Participants
4.2.2 Resident Percentage Status (RPS)
4.2.3 Proposed activity's "in -season" status. For example:
Spring: Baseball/Softball
Fall: Soccer/Football
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy
2018-04
4.3 Facility Allocation Formula.
4.3.1 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.
4.3.2 Remaining surplus time available will be allocated to Qualifying
Organizations at the City's discretion pending available facility
space.
5 Facility Use Permits
5.1 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.
City Council Policy: 2018-02 [ Athletic Facility Use & Allocation Policy
2018-04
5.2 Fees for use of City Facilities are at the discretion of the City Council. The City
Council-adopfed fee resolution shall determine all fees, charges, and/or
associated with facility allocations. The City Council may review and adjust
fees at any time.
5.3 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 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.
5.4 Notice of Non -Use of Permitted Facility. Any user that has been allocated use
of a City Facility and does not intend to use it must notify the City in writing
within three days of the scheduled non-use so that the facility can be
reallocated.
5.5 Permit Cancellations/Revocation. The City reserves the right to cancel or
revoke any facility Use Permit for cause or convenience, which includes but
is not limited to:
5.5.1 When the City is engaged in maintenance or other work involving
any of the facilities scheduled to be utilized.
5.5.2 When inclement weather or other conditions threaten the health
and safety of participants and/or may result in damage City
Facilities.
5.5.3 Any non-compliance with City policy or any provision of the
- Diamond Bar Municipal Code.
5.5.4 In the event a Facility Use Permit for one-time use is canceled due to
City maintenance or other work or inclement weather and cannot
be rescheduled, any related deposits will be refunded in full. .
5.6 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
writing and is final.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy
2018-04
6 Athletic Facility Use Rules & Regulations
6.1 General. All park users, including Qualifying Organizations, must comply with
all provisions of the Diamond Bar Municipal Code.
6.2 Basketball Court Use. Basketball courts are available for use on a first come,
first serve basis for basketball play only and may not be reserved, except for
City activities.
6.3 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.
6.3.1 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.
6.3.2 Priority of use shall be determined by the facility use schedule for the
softball/baseball fields, as follows.
6.3.2.1 First priority - One team from each field is allocated use of
one batting cage during their scheduled use of the field. It
more than one team is scheduled on a field, the teams must
share use of the batting cage, each team receiving'/ of the
time.
6.3.2.2 Second priority - If no team is scheduled to use the field, a
team can reserve use of the batting cage in the some
manner City Facilities are reserved.
6.3.2.3 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.
City Council Policy: 2018-02 l Athletic Facility Use & Allocation Policy e
2018-04
6.4 Commercial Use of City Facilities. Generally, the private and/or commercial
use of City Parks for profit and private gain, including for private lessons, is
prohibited. Qualifying Organizations may use City Facilities to conduct
fundraising tournaments, clinics, or events provided that 1007c, 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.
Requests must be submitted sixty (60) days in advance of the date of the
activity/event for consideration by the Parks & Recreation Department.
6.5 Concession Stands.
:6.5.1 Concession stands are available to permitted users only as a
condition of an approved Facility Use Permit and payment of
deposit. A copy of the permit must be maintained on-site whenever
the 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
City immediately, with the cost of replacements deducted from the
deposit.
6.5.2 Permitted users must maintain a safe and clean environment at all
times. Food and drinks must be stored securely and appropriately.
Permitted users must abide by all County of Los Angeles Health and
Safety standards and regulations and provide a current, approved
permit for each allocated use. Concession stands are subject to
inspections by the Health Department and/or City staff at any time.
6.5.3 Adult supervision must be maintained at all times. Children under
the age of thirteen are not allowed to work in the concession stand.
City Council Policy: 2018-02 ( Athletic Facility Use & Allocation Policy
20.8-04
6.5.4 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
(ref(gerator/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.
6.5.5 The City assumes no liability or responsibility for any items stored or
kept in or otherwise brought to concession stands.
6.6 Field Modification Requests_
6.6.1 Requests to modify City facilities shall be submitted in writing to the
Parks & Recreation Department for review by staff.
6.6.2 The request may be presented to the Parks & Recreation
Commission for comment and the City Council for
consideration/approval.
6.6.3 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.
6.7 Field Preparation
6.7.1 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.
6.7.2 Lining or marking of athletic fields must be approved by the City as
a condition of an approved Facility Use Permit. Field lines/markings
must be applied with white chalk or white water-based paint only.
Burning lines on fields with chemicals, gasoline, or any other method
is expressly prohibited.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation policy
207.8-04
6.7.3 Users are responsible for general facility clean-up and litter removal
after each use.
6.7.4 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.
6.8 Inclement Weather/Health & Safety
6.8.1 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.
6.8.2 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.
6.8.3 Failure to comply with field closures may result in revocation of the
organization's Facility Use Permit and charges for a[] 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.
6.9 Lighted Athletic Fields
6.9.1 User of lighted athletic fields are subject to hourly fees and deposits
as determined by the City Council.
6.9.2 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.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocution Policy
20.8-04
6.9.3 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.
6.9.4 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.
6.10 Maintenance
6.10.1 The City is responsible- for general maintenance of City Facilifies.
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. Sheriff's
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.
6.10.2 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 condifions.
This may result in closure of City Facilifies 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.
6.11 Motorized Vehicles
6.11.1 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.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy
2018-04
6.12 Public Address Systems/Sound Amplification
6.12.1 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.
6.12.2 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.
6.12.3 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.
6.13 Restrooms
6.13.1 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.
6.13.2 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.
City Council Policy: 2018-02 1 Athletic Facility Use & Allocation Policy
2018-04
6.13.3 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. Placement/location of
required portable restrooms is at the discretion of the City.
6.14 Alcohol Use
6.14.1 Where the possession, transporting, selling, giving away, or
consumption of alcoholic beverages is allowed in parks pursuant to
Section 12.00.280 of the Diamond Bar Municipal Code, the user is
subject to all provisions of Section 12 Alcohol Use of the Facility Use
& Rental Policy (City Council Policy 2018-01).
6.15 Storage Facilities
6.15.1 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.
6.15.2 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.
6.15.3 If equipment is not claimed within thirty (30) days it will be
confiscated and disposed of as prescribed bylaw. 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.
6.16 Tennis Court Use
6.16.1 City tennis courts are available for use on a first come, first served
basis and may not be reserved, except for City -sponsored activities.
Cily Council Policy: 2018-02 j Athletic facility Use & Allocation Policy
2018-04
6.16.2 When others are waiting and no courts are available, use of a court
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 held 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.
6.16.3 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.
6.17 Tournaments
6.17.1 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.
6.17.2 Tournaments must comply with all provisions of this policy and the
Diamond Sar Municipal Code_
6.18 Traffic & Parking
6.18.1 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.
6.18.2 Large events or tournaments may require additional traffic control
plans per the City's public safety officials.
City Council Policy: 2018-02 j Athletic Facility Use & Allocation Policy
2018-04
6.19 Turf/F=ield Preservation
6.19.1 Users are expected to cooperate with the City to preserve playing
surfaces at City Facilities by following these guidelines:
6.19.1.1 Do not use turf areas that are wet or muddy.
6.19.1.2 Rotate play between different sections of turf to reduce
excessive turf wear in a single area.
6.19.1.3 Divots must be replaced at the end of each use to help
reestablish loose turf.
6.19.1.4 Avoid placing tarps or other coverings on turf playing
surfaces.
6.19.1.5 Soccer and football practices are not allowed on dirt infield
areas of baseball/softball diamonds.
City Council Policy: 2018-02 1 Athletic facility Use & Allocation Policy
2018-04
Exhibit C
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EFFECTIVE DATE: JANUARY 16, 2018
2018-04
Policy Statement
1.1 The purpose of this Park & Picnic 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.
1.2 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 this policy and/or may cause damage to the
facility.
L3 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 firms) 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.
1.4 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.
1.5 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..
2 - Picnic Areas
2.1 Use of City picnic facilities is subject to the maximum capacities shown in
Exhibit A. All rentals are subject to and may not exceed the maximum
capacities. Failure to comply may result in termination of event.
City Council Policy: 2018-03 l Park & Picnic Use Policy
2018-04
3 Priority Rating
3.1 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:
3.1.1 Group A - Acfiv_ ities conducted and/or sponsored by the City of
Diamond Bar.
3.1.2 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.
3.1.3 Group C - Activities conducted by other Governmental agencies,
local school districts, or Diamond Bar based non-profit organizations.
3.1.4 Group: D - Private events conducted by Diamond Bar residents,
resident groups/organizations, and Diamond Bar -based businesses.
3.1.5 _Group E - Private events conducted by non-residents, non-resident
groups/organizations, and businesses based outside Diamond Bar.
4' Picnic Reservations -Application Process
4.1 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.
4.2 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.
4.3 Each reservation is subject to the approval of the City on a first come, first
serve basis.
4.4 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 Sheriff's Department.
City Council Policy: 2018-03 i Park & Picnic Use € olicy
2018-04
5 Payments
5.1 . All picnic rentals must be paid in full at the time of reservation.
6 Cancellation Policy
6.1 Picnic reservations cancelled 7 days or more prior to the event will receive a
refund of fees minus 50%.
6.2 Picnic reservations cancelled 6 days or less prior fo the event will receive no
refund of rental fees and a full refund of cleaning deposit and insurance fees
if any were paid.
6.3 The City of Diamond Bar may cancel the use of park facilities for cause or
convenience.
7 Rules & Regulations
7.1 All park users must comply with all provisions of the Diamond Bar Municipal
Code.
7.2 Animals
7.2.1 Animals, except for leashed dogs and cats and licensed service
animals, are not permitted at City parks. 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 Director.
7.2.2 Permits will be considered when animal is provided by an insured
business. The animal must remain under the control of the business
animal handler at all times. 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. If approved,
an animal deposit in the amount established in the City Council -
approved fee schedule shall be required.
City Council Policy: 2018-03 f Park & Picnic Use Policy
2018--04
7.3 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. City staff will contact permit holders to notify
them of any closures.
7.4 The City is responsible for general maintenance of City Facilities. Users should
immediately report any 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
Sheriff's 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.
7.5 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.
7.6. 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:
7.6.1 Maintain appropriate adult chaperones.
7.6.2 Notify the Sheriff's Department of an overnight campout.
7.6.3 Request Sheriff patrols during the campout.
7.6.4 Meet all required insurance requirements.
City Council Policy; 2018-03 1 Park & Punic Use Pollcy
2018-04
7.7 Public Address Systems
7.7.1 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.
7.7.2 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.
7.7.3 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.
7.8 Where the possession, transporting, selling, giving away, or consumption of
alcoholic beverages is allowed in parks pursuant to Section 12.00.280 of the
Diamond Bar Municipal Code, the user is subject to all provisions of Section
12 Alcohol Use of the Facility Use & Rental Policy (City Council Policy 2018-
01).
7.9 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.
7.10 Users are expected to cooperate with the City to preserve playing surfaces
at City Facilities by following these guidelines:
7.10.1 Do not use turf areas that are wet or muddy.
City Council Policy: 2018-03 1 Park & Picnic Use Policy
2018-04
7.10.2 Rotate play between different sections of turf to reduce excessive
turf wear in a single area.
7.10.3 Divots must be replaced at the end of each use to help reestablish
loose turf.
7.10.4 Avoid placing tarps or other coverings on turf playing surfaces.
7.10.5 Soccer and football practices are not allowed on dirt infield areas of
baseball/softball diamonds.
7.11 Water activities, including, but not limited to dunk tanks and water slides, are
not allowed at City facilities.
7.12 No fires of any kind, including campfires, liquid fluids or charcoal fires are
allowed except in barbecues provided.
8 Insurance
8.1 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.
8.2 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.
8.3 Special event insurance is available to occasional and one-time users through
the City and can be purchased by the participafing group. Contact the Parks
& Recreation Department at 909-839-7070 for information.
City Council Policy: 2018-03 1 Park & Picnic Use Policy
2018-04
Exhibit A
____._.._-- Park/Picnic Facdi t)
Heritage Park
Maple Hill Park
Pantera Park
Peterson Park
Ronald Reagan Park
Sycamore Canyon Park
IJV
City Council Policy: 2018-03 1 Park & Picnic Use Policy
2018-04