HomeMy WebLinkAboutRES 2003-60ERESOLUTION NO. 2003-60E
A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF
DIAMOND BAR RESCINDING RESOLUTION NO. 2003-60D AND REVISING THE POLICIES AND FEES
FOR THE USE OF THE DIAMOND BAR CENTER OPERATED
BY THE CITY OF DIAMOND BAR
A. Recitals
(i) The City Council adopted Resolution No. 2003-60D on November 2, 2004 revising policies and
fees for the use of the Diamond Bar Center;
(ii) Staff has been utilizing the revised policies and fees to schedule reserved use since their adoption
on November 2, 2004;
(iii) Staff believes that the change listed in Exhibit A will result in a more efficient and effective
operation of the Diamond Bar Center;
(iv) All legal prerequisites to the adoption of this Resolution have occurred.
B. Resolution
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Diamond Bar
That:
1. The use. of the Diamond Bar Center shall be governed by the policies described in the Facility Use
Policy for the Diamond Bar Center, attached hereto as Exhibit A, and incorporated herein by this
reference as though set forth in full.
2. Resolution No. 2003-60D is hereby rescinded.
PASSED, APPROVED AND ADOPTED this 19th day of April
WEN CHANG
Mayor
ATTEST:
L DA LOWRY
City Clerk
I, LYNDA LOWRY, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing
Resolution was passed, approved and adopted at a regular meeting of the City Council of the City of
Diamond Bar held on this 14th day of Apr; 2005, by the following vote:
AYES: COUNCILMEMBERS Herrera, zirbes, MPT/O' Connor,
M/Chang
NOES: COUNCILMEMBERS done
ABSENT: COUNCILMEMBERS Mone
ABSTAIN: COUNCILMEMBERS None
LSC
LINDA LOWRY, City rk
City of Diamond Bar
2005-60E
City of Diamond Bar
DIAMOND BAR CENTER
11600 S. Grand Avenue
Diamond Bar, CA 91765
Facility Use Policy
City of Diamond Bar
Table of Contents
Section
Topic
Page
1.
DESCRIPTION OF FACILITY
3
II.
PURPOSE OF THE USE POLICY
3
III.
DEFINITION OF TERMS
4
IV.
GROUP PRIORITY RATING
4
V.
APPLICATION PROCEDURES
5
VI.
ROOMS AVAILABLE FOR USE
7
1,
Grand View Ballroom Use
7
2,
Sycamore, Oak, Willow, Pine and Maple Room Use
9
(Meeting Rooms and Senior Room)
3,
Kitchen Facilities Use
11
VII.
LIABILITY AND INSURANCE
12
VIII.
GENERAL OPERATING REGULATIONS
13
IX,
VARIANCES
16
X.
FACILITY USE FEE SCHEDULE
18
XI.
EQUIPMENT RENTAL FEE SCHEDULE
21
XII.
TENANT USERS INSURANCE INFORMATION
22
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City of Diamond Bar
Diamond Bar Center
Facility Use Policy
I. DESCRIPTION OF FACILITY
The City of Diamond Bar Diamond Bar Center ("Center" or "facility") is a 22,500 square foot facility owned and
operated by the City of Diamond Bar and located at 1600 S. Grand Avenue. The facility consists of assembly rooms,
meeting rooms, activity rooms, a senior citizen room, banquet rooms, and a catering kitchen. All of these rooms are
available for use in accordance with the terms of this Facility Use Policy ("Use Policy"), which is administered by the
Community Services Division of the City.
All rooms listed are for multi-purpose use:
a. Grand View Ballroom — stage, patio/balcony, room may be separated into 5 separate rooms.
Dining capacity: 438
Dining capacity w/500 sq. ft. (lance floor: 405
Dining capacity w/1000 sq. ft. dance floor: 372
Theatre capacity: 822
b. Sycamore Room — with enclosed patio, dining capacity: 60; theater capacity: 100
c. Willow Froom — Computer Room; 10 computer stations
d. Pine Room — Senior Room, dining capacity: 66; theater capacity: 120
e. Oak Room — Dance/exercise, hardwood floors, theater capacity: 185 (No dining in Oak Room)
f Maple Room — Craft Room, dining capacity: 32; theater capacity: 60
II. PURPOSE OF THE USE POLICY
The purpose of this Use Policy is to assure that the Center is operated in a manner that best serves the residents of the City
of Diamond Bar. It is intended to ensure that the use of the facility 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 the facility are intended to recoup on-going maintenance and operation costs of
the facility. City facilities are not to be used for personal and/or private gain.
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III. DEFINITION OF TERMS
1. "Center Director" means the administrative head of the Diamond Bar Center, or its staff, under the direction
of the City of Diamond Bar Community Services Division.
2. "City" means the City of Diamond Bar, acting through its officials, representatives, agents, and employees.
3. "User" means an individual who or group which obtains a confirmed reservation to use the Diamond Bar
Center pursuant to the terms of this Use Policy.
4. "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 Center pursuant to the terms of this Use Policy. The
date requested by the applicant will be held as long as the requirements and deadlines of the Facility Use
Policy are met.
5. "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.
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 can not be held for possible use by making an
inquiry.
7. "Soft Reservation" means when an individual or representative of a group makes 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 appointment to meet with staff is made until the
meeting date and time. The meeting with staff shall occur within seven (7) calendar days of setting the
appointment, or else the soft reservation will be forfeited.
IV. GROUP PRIORITY RATING
An individual or group seeking permission to utilize the facilities at the Center will be classified
in one of the following priority groups. These classifications are used to establish 1) priority of
use, 2) applicability of a fee, and 3) amount of the fee, if any. The priority groups are as follows:
A. GROUP A- Activities conducted and/or sponsored by the City of Diamond Bar.
B. GROUP B- Activities conducted by the City recognized Senior citizen membership groups.
C. GROUP C:
C-1- Activities conducted by Governmental agencies other than the City of Diamond
Bar, which provide some 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.)
ii. C-2- Activities conducted by the two local school districts, Pomona Unified School
District and Walnut Vallev Unified School District.
iii. C-3- Activities conducted by Diamond Bar based non-profit service organizations. To —
qualify as a local non-profit organization, the organization shall have 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 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.
D. GROUP D: Private events conducted by Diamond Bar residents.
E. GROUP E Non-resident private events and non-resident groups, and organizations and
businesses and commercial functions. (Examples: Commercial functions, resident and
non-resident business meetings, or non-resident private affairs.)
Priority for use of the facility will be in alphabetical sequence, with Group A applicants
receiving the highest priority and Group E applicants the lowest priority.
V. APPLICATION PROCEDURES
1. An individual or representative of a group may inquire about the availability of a specific room, date and time
as well as rental rates by telephone or in-person at the Center during regular business hours. An available date
can not be held for possible use by making an inquiry.
2. An individual or representative of a group can 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 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 else the held date (soft reservation) shall be forfeited.
3. All applicants must complete a City of Diamond Bar Facility Use Application ("Application") and pay all
applicable fees at the time of submitting the application.
4. The applicant shall be classified and assigned a Group in accordance with the definitions and priority rankings
set forth in Section IV of this Use Policy.
5. Reservations may be made no earlier than:
Group A: no limit.
Group B: Up to six (6) months in advance for subsidized and/or discounted use, fifteen (15)
months in advance when not subsidized or discounted. Staff will schedule senior facility use 15
months in advance. Scheduling of actual user will be done 6 months in advance during meeting
with Group B users that submitted facility use requests.
Groups C-1, C-2 and C-3: Up to fifteen (15) months in advance.
Group D: Up to fifteen (15) months in advance.
Group E: Up to twelve (12) months in advance.
6. Reservations will be taken per the advance reservation schedule, listed in number 5 above, beginning on the
first day of the month, for the entire month, at 7:30am. If the first of the month falls on a holiday, then
reservations will be taken beginning on the next regular business day for the Diamond Bar Center at 7:30am.
In the event that two or more people are interested in renting the Grandview Ballroom, who have the same
priority ranking, and show up to reserve the facility on the first day it becomes available at 7:30am, a lottery
for the dates will take place. At 7:30am, the lottery will begin with all parties who are present at the time the
doors to the Diamond Bar Center are opened by staff. 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.
7. Hours of operation are limited to Sunday through Thursday 7:30am — 11:OOpm and Friday and
Saturday 7:30am - 12:00 midnight. A one (1) hour clean up is mandatory at the end of each event
for Grand Ballroom use. Requests for alternate hours require special written approval and may be
subject to additional fees.
8. Weekends are defined as beginning at 5:00 pm on Friday and ending at 11:00 pm on Sunday. Any reserved
time that falls between this period of time shall be considered a weekend and will be charged weekend rate.
Use on New Year's Eve shall be charged weekend rates and shall require minimum use of 2/3 Grand
Ballroom. 11
9. Observed Holidays —Thanksgiving Day. Christmas Eve, Christmas Day and New Years Day —No use shall
be scheduled on observed holidays without Center Director's approval.
10. Upon approval of an application, a facility rental contract will be issued authorizing the requested use of the
facility. The Center Director may attach such conditions to the contract as she/he may determine necessary
for the protection of the public health, safety and welfare and the Center facility. Applicants shall not
transfer, assign, or sublet use of the Center or apply for use on behalf of another person or organization.
11. Applications shall be accompanied by proof of liability insurance consistent with the provisions of this Use
Policy, a refundable cleaning deposit, and fees per the attached fee schedule.
12. Use will be approved based on availability in accordance with priority rankings. In the event that a higher
priority user submits a written application for the same room, date and time during the soft reservation period,
then the higher priority user will have seven (7) calendar days to sign the contract and pay the required
deposit to bump the soft reservation of a lower priority user.
Use may be denied and the application rejected for the following reasons:
A. That the Center is physically incapable of accommodating the proposed activity by reason of the
nature of the activity or the number of people estimated to be in attendance.
B. That the user has failed to demonstrate its ability to provide adequate security to assure that the
event is conducted in a safe manner.
C. That 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 permit.
D. That the activity is likely to cause physical damage to the Center or its equipment.
E. That conditions for the issuance of a facility use permit have not been fulfilled.
F. That any law or regulation is violated by an intended use.
G. That another event is already scheduled on the requested date.
H. That 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.
1. That the applicant has twice before cancelled a scheduled event in the facility without prior
notice.
13. If at any time prior to or during the scheduled event the applicant/user is not in compliance 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 no longer possible), the City,
acting by and through the Director of Community Services 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.
14. The City reserves the right to cancel a permit 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 find a suitable alternative facility if cancellation by the City is necessary.
VI. ROOMS AVAILABLE FOR USE
Banquet Room Use
A. Reservation Procedures for Banquet Room Use
All potential users shall complete an Application a minimum of 30 days prior to the
event.
ii. Reservations made less than 30 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 submittal of City of Diamond Bar Facility Use Application.
Fees paid are subject to cancellation policy.
iii. No reservation shall be confirmed until appropriate fees, deposits, permits/ licenses, and
insurance are obtained and paid.
iv. Fees for reservations made within 30 days of the event must be paid by credit card,
cashier's check or cash.
V. Weekend use of Banquet Room requires a minimum five (5) hour rental period and
minimum 2/3 rental of the Banquet Room. Rental time must include set-up and clean-up
time.
B. Deposits Required for Banquet Room Use
Rental fees exceeding $500 require a minimum rental fee deposit of $500 payable with an
approved application. The remaining balance is due at least 30 days prior to the event.
ii. Rental fees less than $500 require a minimum deposit of half of the amount of the rental
fee payable with an approved application. The remaining balance is due at least 30 days
prior to the event.
C. Cancellation of Banquet Room Permit by Applicant
i. Groups D and E reserving the banquet room shall adhere to the following cancellation
policy:
a. Weekend reservations cancelled 90 days or more prior to the event will receive a
refund of fees minus $100.
7.
b. Weekend reservations cancelled 30-89 days prior to the event will receive a refund of
fees minus $500 or amount of rental fee deposit, whichever is less.
c. Weekend reservations cancelled 29 days or less prior to the event will receive no
refund of the rental fees and a full refund of the cleaning deposit.
d. Weekday reservations cancelled 30 days or more prior to the event will receive a
refund of fees minus $100.
e. Weekday reservations cancelled 29 days or less prior to the event will receive a 50%
refund of the rental fee and a full refund of the cleaning deposit.
ii. Groups C-1, C-2 and C-3 reserving the banquet room shall adhere to the following
cancellation policy:
a. Weekday reservations cancelled 30 days or more prior to the event will receive a full
refund minus $10. If cancellation is received 29 days or less prior to the event there will
be a $100 cancellation fee and the reservation/ cancellation will count as one of the
group's allotted uses.
b. For weekend use, cancellation shall comply with the cancellation policy as stated in
Section VI. C. i.
D. Recurring Banquet Room Use by Group B Organizations (Senior Groups)
i. Senior use of banquet room at no cost is limited to weekdays. Room may be reserved up
to six months in advance.
ii. Each City -recognized senior organization may reserve one use of banquet room per
week.
iii. Banquet room may be used only when expected attendance exceeds 115 people for
banquet style and 200 people for auditorium style seating.
iv. Weekend use of Banquet Room by senior groups requires payment of fees according to
the rental rates for Group C organizations and is subject to Group C cancellation charges.
When the fee for use is not discounted, the room may be reserved up to fifteen months in
advance. When the Banquet Room is not reserved for weekend use six (6) months or less
prior to desired use, Diamond Bar -based non-profit Senior Groups may reserve use of
Banquet Room for the discounted rate of $30 per hour of use, with a two-hour minimum,
plus $60 per 100 people for set-up, take down and clean-up. Such use shall not interfere
with any other scheduled use of facility, and must receive prior approval from the Center
Director. Discounted weekend use of Banquet Room by senior groups is limited to one
time per calendar year.
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]E. Recurring Banquet Room Use by Group C-3 Organizations (Diamond Bar Based Non-profit
service organizations).
i. Non-profit organizations in this classification are allowed two 2 uses of the banquet
room per calendar year. These uses apply Monday -Friday (before 5:00 pm on Friday)
only and the group shall pay $20 per hour of use plus cleaning deposit.
ii. The two (2) allocated uses include a maximum of two hours immediately prior to the start
of the event for set up at no charge and one hour of clean up immediately following the
event at no charge. Any additional time needed prior to and/or following the event will
be charged at the prevailing rental rate.
After the two (2) allocated uses in the same 12 month period, non-profit users in this
classification will be charged prevailing weekday rates.
iv. Weekend use requires full payment according to the approved rental rate for this
classification.
F. Refunds of Security and Cleaning Deposits
Security and cleaning deposits shall be refunded if proper cleanup is completed and no
breakage or damage has occurred. This determination will be made by the Center staff.
ii. The user shall be required to pay the full cost of breakage or damage (over and above the
deposited funds), regardless of the amount. If damage occurs and it is less than the
deposit, the difference shall be refunded.
iii. Refunds will be mailed two (2) to four (4) weeks after the event.
2. Sycamore, Oak, Willow, Pine and Maple Room Use (Meeting Rooms and Senior Room)
A. Reservation Procedures for Meeting Room, Sycamore, Oak, Willow, Pine and Maple Room Use
All potential users shall complete an Application a minimum of 30 days prior to the
event.
ii. Reservations made less than 30 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 submittal of City of Diamond Bar Facility Use Application.
Fees paid are subject to cancellation policy.
No reservation shall be confirmed until appropriate fees, deposits, permits/ licenses, and
insurance are obtained and paid.
iv. Minimum use is 2 hours of rental time. Fees for reservations made within 30 days of the
event must be paid by credit card, cashier's check or cash.
Pine Room (senior room) can be reserved only two (2) months in advance.
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B. Deposits required for Sycamore, Oak, Willow, Pine and Maple Room use:
i. Rental fees exceeding $500 require a minimum deposit of $500 payable with an approved
application. The remaining balance is due 30 days prior to the event.
ii. Rental fees less than $500 require a minimum deposit of half of the amount of the rental
fee payable with an approved application. The remaining balance is due 30 days prior to
the event.
C. Cancellation of Sycamore, Oak, Willow, Pine and Maple Room use
Groups D and E reserving meeting rooms shall adhere to the following cancellation
policy:
a. Weekend reservations cancelled 60 days or more prior to the event will receive a
refund of fees minus $50.
b. Weekend reservations cancelled 30-59 days prior to the event will receive a refund of
fees minus $500 or amount of rental fee deposit, whichever is less.
c. Weekend reservations cancelled 29 days or less prior to the event will receive no
refund of the rental fees and a full refund of the cleaning deposit.
d. Weekday reservations cancelled 30 days or more prior to the event will receive a
refund of fees minus $50.
e. Weekday reservations cancelled 29 days or less prior to the event will receive a 50%
refund of the rental fee and a full refund of the cleaning deposit.
All Group C organizations reserving meeting rooms shall adhere to the following
cancellation policy:
a. If cancelled 30 or more days in advance group shall receive an entire
refund and this will not count toward one of their twelve meeting room
uses.
b. If less than 30 days notice of cancellation is given, group will receive no
refund and this will count toward one of their allotted uses.
D. Recurring Use of meeting room, game room, activity room by Group B Organizations (Senior
Groups)
Senior use of meeting room, game room, and activity room is limited to weekdays.
Rooms may be reserved up to six months in advance.
ii. Each City -recognized senior organization may reserve one use of one meeting room,
game room or activity room per week.
E. Recurring Use of Pine Room (Senior Room) by Group B Organizations (Senior Groups)
Senior use of senior room is available seven (7) days per week, during regular operating
hours of facility. Room may be reserved up to six months in advance.
ii. Each City -recognized senior organization may reserve two uses of senior room per week.
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iii. When senior room is not scheduled for senior use, use may be offered to other users, per
meeting room policies.
P. Recurring Use of Meeting Rooms by Group C-3 Organizations (Diamond Bar Based Non-profit
service organizations).
Non-profit organizations in this classification are allowed twelve (12) uses of meeting
rooms per calendar year. These uses apply Monday -Friday (Friday before 5:00 pm) only
and the group shall pay $20 per hour plus cleaning deposit.
ii. After the twelve (12) allocated uses, non-profit users in this classification will be charged
the prevailing rental rates.
iii. The twelve (12) allocated uses include a maximum of two hours immediately prior to the
start of the event for set up at no charge and one hour of clean up immediately following
the event at no charge. Any additional time needed prior to and/or following the event
will be charged at the prevailing rental rate.
Kitchen Facilities Use
A. Reservation Procedures for Kitchen Facilities Use
The kitchen is divided into two sections:
a. General Use Section
b. Catering Kitchen
ii. The General Use Section is available at no cost to all users scheduled at the Diamond Bar
Center on a first come, first served basis. Use shall be coordinated between the users to
best meet the needs of all users. Equipment available includes coffee maker (user
provides coffee/service), ice machine, sink, and refrigerator (items must be removed after
each scheduled use).
iii. The 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. Equipment available includes refrigerator/freezer (items must be
removed after each scheduled use), microwave oven, convection oven, warming top, hot
food service unit, wanning ovens (2), and a sink.
B. Kitchen Use Policies:
Only licensed caterers may provide food service for events scheduled at this facility.
ii. The kitchen is designed for food wanning and serving. NO COOKING IS ALLOWED
IN THIS FACILITY.
iii. Storage for Priority Groups A, B & C-3 that are recurring users 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.
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VII. LIABILITY AND INSURANCE
All users of the facility shall procure and maintain, at their own expense and for the duration of the event
covered, comprehensive general liability and property damage liability insurance, against all claims for
injuries against persons or damages to property which may arise from or in connection with the use of the
facility by the user, its agents, representatives or employees in the amount of one million dollars
($1,000,000.00), combined single limit. (If alcohol is to be served, insurance coverage stall include
coverage for serving alcohol beverages).
2. All of user's insurance shall:
A. Name the City of Diamond Bar, its employees, officials, agents, (collectively hereinafter "City
and City personnel") as additional or co-insured on an endorsement.
B. Contain no special limitations on the scope of protection afforded to City and City personnel.
C. 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.
D. Shall be "date of occurrence" rather than "claims made" insurance.
E. Shall apply separately to each insured against the limits of the insurer's liability
F. 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.
G. The applicant's policy must include a 30 -day written cancellation notice.
Certificate of Insurance -- The City of Diamond Bar requires the following information on all certificates
and/or additional insured endorsements:
A. Wording must read exactly, with no exceptions accepted: "Additional Insured: City of Diamond
Bar, its officials, employees, and agents."
B. Additional insured endorsements must accompany the Certificate of Insurance and indicate policy
number, date, name of insurance company and name of "insured".
C. Certificate must be an original. No copies will be accepted.
D. The Certificate of Insurance must be filed with the Diamond Bar Center not later than the date of
final payment or fourteen (14) days prior to the event, whichever is earlier. If a certificate is not
on file by this date, insurance fees will be added to the final payment.
E. If alcohol is to be served insurance coverage shall include coverage for serving alcohol
beverages).
4. Indemnification Clause -- To the full extent permitted by law, user shall defend, indemnify and hold
harmless City, its officials, employees and agents, from any liability, claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind,
whether actual, alleged or threatened, actual attorney fees incurred by City, court costs, interest, defense
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costs including expert witness fees and any other costs or expenses of any kind whatsoever without
restriction or limitation incurred in relation to, as a consequence of or arising out of or in any way
attributable actually, allegedly or impliedly, in whole or in part to the use of facility by user. All
obligations under this provision are to be paid by the user as they are incurred by the City.
If the applicant is unable to provide adequate insurance, the City of Diamond Bar, for a fee, will make
available Tenant/User insurance coverage. Please see section XII for information and fees for
Tenant/User insurance coverage.
6. The insurance requirements set forth above are inapplicable when planned attendance is less than 25
people and the event consists of a meeting utilizing facility tables and chairs only and no alcohol is to be
served.
VIII. GENERAL OPERATING REGULATIONS
The Use and Service of Alcohol - The use of alcohol in the Center is exclusively by written pennission in
advance and 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. "Alcohol use" refers to any beverage that contains any amount of alcohol.
B. 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 directly to the City approved security firm. Hazard Il
& III events with alcohol are required to have additional security, as determined by the Center
Director.
C. 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.
D. 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.
E. 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.
F. Alcohol may neither be served nor sold prior to the scheduled start of the event nor until the
approved security officer(s) arrive(s) at the Center unless the requirement for security has been
waived all together.
G. 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.
H. Alcohol may not be sewed nor consumed in the parking lot without obtaining a special alcohol
permit approved by the Director of Community Services.
I. License Requirements (when alcohol is to be sold).
No sales or requests for donations for alcohol are permitted without a license from the
State Alcoholic Beverage Control Board (A.B.C.)
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ii. A copy of your Diamond Bar Center contract 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 Diamond Bar Center 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.
J. The service of alcohol at any event is limited to a maximum of five (5) hours.
K. All alcohol must be distributed from behind a table or a bar by an adult, over the age of 21 who is
to be responsible for insuring that no minors are served.
L. 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.
M. Security service must be present through the clean up hour.
Supervision by Center Staff is necessary for the public's safety and well-being. Center staff shall be
responsible for and have complete authority over the facility being used, all equipment, participants, and
activities. The staff shall have authority to request changes in activities or cessation of activities. Users
must comply with these requests and instructions. Staff shall be responsible for enforcement of all
policies, rules, and regulations. The Center Staff shall have the authority to deny or terminate the use of
the facility if a determination is made by Center Staff that the use does not confonn to the requirements of
Center use policies and regulations and/or may cause damage to the facility. The City reserves the right
to require security whenever it deems it appropriate.
3. Tobacco use of any kind or smoking is not permitted in the Diamond Bar Center. Smoking is permitted
in designated outdoor areas only.
4. Incense, fog, or smoke use is not permitted in the Diamond Bar Center. Fire and open flame are strictly
prohibited without specific, prior approval from Diamond Bar Center Management and the Fire
Marshall's written approval and his/her presence at the event while the approved fire or open flame is in
use. (User of facility is responsible for all L.A. County Fire Department fees related to the required
presence of the Fire Marshall.) The only exception to this is tea lights, which can be used if tea light
design meets City and L.A. County Fire Department standards. A copy of your tea light permit must be
submitted to the Diamond Bar Center a minimum of 7 days prior to event. The use of fog generating
machines is prohibited. Sterno heaters for food warming is allowed without a pennit by licensed caterers
if heater is placed under a chafing dish on a table with no guests seated at the table.
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5. ,Animals are not permitted in the Diamond Bar Center except those that serve as aides to physically
challenged individuals. 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 in parks (except leashed dogs and cats, and horses on equestrian trails) unless permitted by the
Director. Permits will be considered when animal is provided by an insured business and the following
conditions are met: 1. Animals must remain under the control of the business animal handler at all times 2.
Business must provide one million dollars in liability/property damage insurance listing the City of
Diamond Bar as an additional insured, per Section VII. 3. User of facility must pay a $1,000
cleaning/property damage deposit and a $100 staff monitoring fee. 4. Animal must remain on asphalt
roads and asphalt parking lots as specified by Diamond Bar Center Management, at all times while on
site. The Director must approve request in ,%witing for the animal to be permitted.
Illegal Activities shall not be permitted. All groups and individuals using the Center shall comply with
City, County, State, and Federal laws. Fighting, gambling and lewd conduct are prohibited.
Removal of Equipment from the building is prohibited without permission of Center Director. Moving,
rearranging, or altering equipment for purposes other than its intended use is also prohibited. City
equipment shall not be removed from the facility.
8. Facility User's Property (equipment, supplies, etc.) must be removed from Center immediately following
activity. The Center 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 applicant/user, the Center 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.
9. Advertising Materials may be left with the Center Director 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.
10. 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 furnishing, or equipment to its original condition.
11. Minimum group attendance to request a meeting room is five (5) people. The estimated attendance will
be used to detennine appropriate room placement. The Center Director has the authority to detennine
appropriate room placement based on attendance and nature of event.
12. Sleeping or lodging is not permitted in the Center.
13. Allocation of Rooms shall be the sole responsibility of the Center Director. 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. All requests must be in writing
and submitted to the Center Director on the required forms.
14. Clean up is the user's responsibility. This includes the wiping of table tops, ensuring chairs are clean,
removing all trash from floors, disposing of all trash into proper receptacles and removing to outside
dumpsters, mopping of kitchen floor, wiping of counter tops and kitchen equipment, cleaning up all
spillage in refrigerators/freezers, ovens, and removal of all user -owned or leased (non -City owned) items.
Clean-up time is the hour following the exit time of guests from the facility. At this time all
personal/rental items must be removed from the facility. Storage is not provided at the Diamond Bar
Center. During this time the cleaning of tables and chairs, removal of trash to outside dumpsters and
cleaning of the kitchen area, etc., must be completed by the user.
15
15. Food and Beverage - No food or beverages that cause permanent stains to the facility are allowed. Food
and beverages must remain in rented room.
16. 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.
17. Revocation for Violation - Reservations may be cancelled at any time by the Center Director if there has
been a violation of applicable rules or conditions of the facility use permit.
18. Public Portions - The City shall have the right to control and operate the Center, including the heating and
air conditioning systems and common use areas, in a manner deemed best by the City.
19. 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 preference, or handicap condition.
20. 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 Section 1X. Requests to use the parking lot will be considered
under "events not covered" (see paragraph 21 below) for appropriate use, fees, and service.
21. 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 IX.
22. Decorations require prior approval by the Center Director. No signs or decorations are to be taped, nailed
or otherwise attached to walls, windows, ceilings, or drapes. Decorations must be fireproof. Patio
decorations must have prior approval. No rice, birdseed, confetti, or other similar items shall be thrown
in or around the facility. Fire and open flame are strictly prohibited without specific, prior approval from
Diamond Bar Center Management and the Fire Marshall's written approval and his/her presence at the
event while the approved fire or open flame is in use. (User of facility is responsible for all L.A. County
Fire Department fees related to the required presence of the Fire Marshall.) The only exception to this is
tea lights, which can be used if tea light design meets City and L.A. County Fire Department standards.
See paragraph 4 above for more details. The use of fog generating machines is prohibited. Balloons must
be secured and not released. Metallic ribbons may not be attached to balloons. A fee will be assessed if
facility janitorial staff has to retrieve released balloons.
23. 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 the Center, all exit doors shall be unlocked and shall not be blocked in any manner.
LX. 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 Use Policy. Variances may be requested only from the following requirements:
Hours of use beyond closing times stated in this document.
ii. Relief from cancellation fees when facility is then used by an alternate party that pays
fees similar to or more than the cancelled event (for the same date and approximate time
as the cancelled event). If variance is granted, a $5.00 refund processing fee will be
deducted from refund amount.
16
iii. Use of the parking lot for any purpose other than parking the cars of facility users in
marked stalls.
iv. Additional recurring Weekday use by priority Group C organizations and/or
subsidized/discounted weekend use by priority Group B organizations.
Additional set-up time for any use by priority Group B or C organizations.
Organization will be charged actual costs borne by the City, if any. Such use
shall not interfere with any other scheduled use of facility, and must receive
prior approval from the Center Director.
vi. 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.
vii. Waiver of fees for Group C-1 (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 or the event is sanctioned by
the City Council through adoption of a Resolution.
Requests for waiver or discount of fees will not be accepted nor considered except for variances
listed above.
Variance Request Procedures:
i. Variances must be requested in writing at the time of submission of the
Facility Use Application. The request must set forth the unusual
circumstances that justify a deviation from the ordinary rules.
Variances will be granted only upon a finding that: 1) the circumstances
presented are unusual and not likely to recur often; 2) the grant of the
variance will not set a precedent; and 3) the variance will not be detrimental
to the public health, safety or welfare, or disruptive to other events
occurring in the facility at the same time, or to the immediately surrounding
neighborhood. The request for a variance will be acted upon at the time the
application is approved.
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. Denial of a variance may be appealed within ten days to the City
Manager. The City Manager's decision will be final.
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X. -- Facility Use Fee Schedule
Groups A: City of Diamond Bar Sponsored Activities— No fees
Group B: City recognized Senior membership groups
Group B: No fees for regular weekday use
C-1, C-2 & C-3: Other Governmental Agencies,
LoE:Group
cal School Districts and Local Non-profit Service Groups
Room
Weekday Rates
Weekend Rates
Cleaning
Deposit
Grand View Ballroom
$100/hr*
$200/hr*
$500
Minimum 5 hour rental
during weekend hours
$100/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$67.50/hr*
$135/hr*
$350
(Divided 2/3)
Minimum 5 hour rental
during weekend hours
$67.5/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$45/hr
$100
(Divided 1/3)
$100
Banquet Room (divided
$27hr
1/5)
$90/hr $100
Pine Room (Senior)
$45/hr
Sycamore Room with
$45/hr
$90/hr $100
Patio
Oak Room
$45/hr
$90/hr $100
Willow Room
$45/hr
$90/hr $100
(Computer)
Maple Room
$25/hr
$50/hr $100
*Rental of Entire Grand View Ballroom or 2/3 Grand View Ballroom includes catering kitchen, foyer and patio.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed if equipment is damaged or destroyed.
3. Tenet[Users Insurance — This insurance is provided under separate contract with the City's insurer. See
section XII for information and fees. Fees are subject to change without advance notice. Fees are passed
through to user.
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1
1
1
Group D: Diamond Bar Residents
Private Events
Room
Weekday Rates
Weekend Rates
Cleaning
Deposit
Grand View Ballroom
$150/hr*
$300/hr*
$500
Minimum 5 hour rental
during weekend hours
$150/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$100/hr*
$200/hr*
$350
(divided 2/3)
Minimum 5 hour rental
during weekend hours
$100/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$50/hr $100
(divided 1/3)
$30/hr $100
Banquet Room (divided
1/5)
$50/hr $100/hr $100
Pine Room (Senior)
Sycamore Room with
$50/hr $100/hr
$100
Patio
Oak Room
$50/hr $100/hr
$100
Willow Room
$50/hr $100/hr
$100
(Com uter)
Map] e Room
$27/hr $55/hr
$100
Catering Kitchen
$50/event
$100
*Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom includes catering kitchen, foyer and patio.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed if equipment is damaged or destroyed.
3. Tenet/Users Insurance — This insurance is provided under separate contract with the City's insurer.
See section XII for information and fees. Fees are subject to change without advance notice. Fees are
passed through to user.
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Group E: Non Residents and All Businesses
Room
Weekday Rates
Weekend Rates
Cleaning Deposit
Grand View Ballroom
$200/hr*
$400/hr*
$500
Minimum 5 hour rental
during weekend hours
$200/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$135/hr*
$270/hr*
$350
(divided 2/3)
Minimum 5 hour rental
during weekend hours
$135/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$55/hr
$100
(divided 1/3)
$100
Banquet Room (divided
$35/hr
1/5)
$100
Pine Room (Senior)
$55/hr
$110/hr
Sycamore Room with
$55/hr
$110/hr
$100
Patio
Oak Room
$55/hr
$110/hr
$100
Willow Room
$55/hr
$110/hr
$100
(Computer)
Maple Room
$30/hr
$60/hr
$100
Catering Kitchen
$50/event
$100
*Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom mcivaes catering xiLcuci,, ivyci auu t,a«.,.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed if equipment is damaged or destroyed.
3. Tenet/Users Insurance — This insurance is provided under separate contract with the City's insurer. See
section XII for information and fees. Fees are subject to change without advance notice. Fees are passed
through to user.
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1
D
1
M. — Equipment Rental Fee Schedule: Groups C, D and E
Equipment
Rental Fee
Portable Bar (2)
$25 each
Keyboard
$50
Karaoke Machine
$20
Compact Disc Player (Portable)
$20
TV/VCR/DVD
$20
Coffee Pot (55 cup)
$20
Coffee Pot (100 cup)
$40
AV Projector
$20
Overhead Projector
$20
Microphone; (cordless)
$20
Dance Floor — 500 sq. ft. thru 1000 sq. ft.
$200
Dance Floor— less than 500 sq. ft.
$100
Table Signs: 1-10
$10
Table Signs: 1-20
$20
Table Signs: 1-30
$30
Table Signs: 1-40
$40
Projection Screen
No charge
Easel
No charge
Flags
No charge
Podium with microphone
No charge
• Tables and chairs are included in the room rental fee.
• Linens, cutlery and decorations are not included with the room rental fee.
• Replacement fee will be assessed if equipment is damaged or destroyed.
Package Fee Options:
Reception/Party Package Option A: $225 — Includes Dance floor up to 1,000 sq. ft. and any other equipment offered by
the city for rent.
Reception/Party Package Option B: $125 — Includes Dance floor less than 500 sq. ft. and any other equipment offered
by the city for rent.
Business Meeting Package: $50 — Includes all equipment offered by the city for rent (except dance floors).
Outdoor Usage Fee: $100 --Used in conjunction with Grand View Ballroom rental, specific outdoor area will be
designated to renter/party. (Also requires an additional $200 cleaning deposit with use).
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XII. -- Tenant/User Insurance Coverage
Information and Fees
♦ This section is provided to those who do not have their own insurance that meets the requirements of the
Diamond Bar Center Facility Use Policies.
♦ If the applicant is unable to provide adequate insurance, the City of Diamond Bar, for a fee, makes available
the Tenant/User insurance coverage described in the following five pages.
How to use this section:
1. Locate the type of activity you plan to conduct on Hazard Schedules I, II, or III.
2. Detennine the number of people you expect at your activity. For multiple day activities, estimate the total
attendance for all the days the activity will take place. Multiple day events are limited to five consecutive
days, unless additional days are approved by the insurance provider.
3. The estimated premium amount corresponds with the Hazard Class I, II or III for your total estimated
attendance (page 26).
4. If alcoholic beverages are to be served, add $65.65 for each day of the event to the premium amount from
page 26. Alcoholic beverages are allowed only at Hazard Class I events, unless approved by the insurance
provider.
5. See sample calculations of premium on the bottom of page 26.
6. Rates are subject to change without notice.
7. For assistance with or questions about Tenant/User insurance coverage, please contact the Diamond Bar
Center Staff at 909.839.7070.
NO