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HomeMy WebLinkAboutRES 2003-60-CRESOLUTION NO. 2003-60C A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF DIAMOND BAR RESCINDING RESOLUTION NO. 2003-60B 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. 2003-60B on May 18, 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 May 18, 2004; (iii) Staff believes that the changes 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: 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 Resolution No. 2003-60B is hereby rescinded. PASSED, APPROVED AND ADOPTED this 21st day of September. 2004. BOB ZIRBES Mayor 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 _ 21st day of September 2004, by the following vote: AYES: COUNCILMEMBERS: Chang, Huff, O'Connor, MPT/Herrera, M/Zirbes NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ABSTAIN: COUNCILMEMBERS: None 0f fz. c LINDA LOWRY, City City of Diamond Bar Exhibit A City of Diamond Bar DIAMOND BAR CENTER 1600 S. Grand Avenue Diamond Bar, CA 91765 Facility Use Policy Adopted by the City Council on September 21, 2004 Resolution No. 2003-60C Facility Use Information (909) 839-7070 City of Diamond Bar Table of Contents Section Tmic 13 L DESCRIPTION OF FACILITY 3 It PURPOSE OF THE USE POLICY 3 III. DEFINITION OF TERMS 4 IV. GROUP PRIORITY RATING 4 V. APPLICATION PROCEDURES 5 VL ROOMS AVAILABLE FOR USE 7 1. Banquet Room Use 7 2. Sycamore, Oak, Willow, Pine and Maple Room Use 10 (Meeting Rooms and Senior Room) 3. Kitchen Facilities Use 12 VII. LIABILITY AND INSURANCE 13 VIII. GENERAL OPERATING REGULATIONS 14 IX. VARIANCES 19 X. FACILITY USE FEE SCHEDULE 21 XL EQUIPMENT RENTAL FEE SCHEDULE 24 XII. TENANT USERS INSURANCE INFORMATION 25 Page 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, 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 Ball Room — stage, patio/balcony, room may be separated into 5 separate rooms. Dining capacity: 438 Dining capacity w/1000 sq. ft. dance floor: 372 Dining capacity w/500 sq. ft. dance floor: 405 Theatre capacity: 822 b. Sycamore Room — Patio, dining capacity: 60 theater capacity: 128 c. Willow Room —Computer Room, 10 computer stations d. Pine Room — Senior Room, dining capacity: 66 theater capacity: 142 e. Oak Room — Dance/exercise, hardwood floors, capacity: 85 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. 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. 5. "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. 6. "Applicant" means an individual or group, which submits a completed -a 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 as met. 7. "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. 8. "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. 9. "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 rg oups. 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 (for example, local school districts, County of Los Angeles agencies, etc.) ii. C-2- 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, organizations and businesses and commercial functions. (Examples: Commercial functions, non-resident business meetings, or non-resident private affairs.) 2. 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 cannot 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 Cl and C2: Up to fifteen (15) months in advance. Groups Dl & D2: Up to fifteen (15) months in advance. Group E: Up to twelve (12) months in advance. 6. 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. 7. 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. 8. 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. 9. 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. 10. 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. 11. Use will be approved based on availability in accordance with priority rankings. In the unlikely event that two or more applications are submitted simultaneously for the same date, time and room(s), the applications will be processed according to priority rankings. 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. L That the applicant has twice before cancelled a scheduled event in the facility without prior notice. 12. 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. 13. 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 6 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 Groups D-1, D-2 and E reserving the banquet room(s) 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. 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. Group C (Non-profit groups) reserving the banquet room(s) 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) 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(s) 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 fee for use is not discounted, 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 to approval from the Center Director. Discounted weekend use of Banquet Room by senior groups is limited to one time per calendar year. E. Recurring Banquet Room Use by Group C Organizations Non-profit organizations in this classification are allowed two 2 uses of banquet room(s) 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 allocated uses may 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 hours will be charged at the prevailing rental rate. iii. After the allocated uses, Group C users in this classification will be charged prevailing weekday rates. iv. Weekend use requires 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. iii. 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. B. Deposits required for Sycamore, Oak, Willow, Pine and Maple Room use: 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-1, D-2 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. ii. Group C (Non-profit groups) 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. iii. When senior room is not scheduled for senior use, use may be offered to other users, per meeting room policies. F. Recurring Use of Meeting Rooms by Group C Organizations (Diamond Bar Based Non - Profit 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. Requirement for cleaning deposit ($100) added for non-profit (Group C) reserved use of meeting rooms. Currently, cleaning deposits are not required from non- profits for use of meeting rooms. ii. After the allocated uses, Group C users in this classification will be charged prevailing weekday and weekend rates plus applicable operation fees. iii. The allocated uses may 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 hours will be charged at the prevailing rental rate. 3. 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, warming 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 warming and serving. NO COOKING IS ALLOWED IN THIS FACILITY. iii. Storage for Priority Groups A, B & C 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. 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. 3. 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 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. 5. 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 attachment on page IV 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 permission 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 H & 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 served nor consumed in the parking lot without obtaining a special alcohol permit approved by the Director of Community Services. L 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.) 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. Wine, punch, beer, champagne and spirits must be served in cups, glasses, or cans (no bottles). M. 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. N. Security service must be present through the clean up hour. 2. 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 conform 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 permit by licensed caterers if heater is placed under a chafing dish on a table with no guests seated at the table. 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. Animal 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 writing for the animal to be permitted. 6. 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. 7. 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 determine appropriate room placement. The Center Director has the authority to determine 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. Food and Beverage - No foods or beverages that cause permanent stains to the facility are allowed; including red punch, red food coloring, and curry. Foods 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 IX. Requests to use the parking lot will be considered under "events not covered" (see paragraph 23 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. IX. 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: i. 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 relief amount. iii. Use of the parking lot for any purpose other than parking the cars of facility users in marked stalls. iv. Additional recurring use and/or subsidized/discounted weekend use by Priority Group B and C organizations. V. 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. Requests for waiver or discount of fees (other than cancellation fees) will not be accepted nor considered. 2. 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. ii. 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. iv. 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. Group C 1 & 2: Other Governmental Agencies and Loc l - p.j, ity°Use ee ctAr?eups Room Weekday Rates Weekend Rates Cleaning De osit Grand View Ballroom $100/hr* $200/hr* $500 Minimum 5 hour rental during weekend hours $100/hr for each additional hour 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 Grand View Ballroom $45/hr $100 (Divided 1/3) Banquet Room $27hr $100 divided 1/5 Pine Room Senior $45/hr $45/hr $100 Sycamore Room + $45/hr $45/hr $100 Patio Oak Room $45/hr $45/hr $100 Birch Room $45/hr $45/hr $100 (Computer) Maple Room $25/hr $45/hr $100 Groups A: City of Diamond Bar Sponsored Activities Group B: City recognized Senior membership groups Group A: No fees Group B: No fees for regular weekday use *Renta Entire Group D: Diamond Bar Residents Private Events Room Weekday Rates Weekend Rates Cleaning Deposit Grand View Ballroom $150/hr* $300/hr* $500 5 Hr minimum $150/hr for each additional hour Grand View Ballroom $100/hr* $200/hr* $350 (divided 2/3) 5 Hr minimum $100/hr for each additional hour Grand View Ballroom $50/hr $100 divided 1/3 Banquet Room $30/hr $100 divided 1/5 Pine Room Senior $50/hr $100/hr $100 Sycamore Room + $50/hr $100/hr $100 Patio Oak Room $50/hr $100/hr $100 Birch Room $50/hr $100/hr $100 (Computer) Maple Room $27/hr $55/hr $100 Catering Kitchen $50/event $100 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. 1 of Grand 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 attachment "A" for information and fees. Fees are subject to change without advance notice. Fees are passed through to user. Group E: Non Residents and All Businesses Room Weekday Rates Weekend Rates Cleaning Deposit Grand View Ballroom $200/hr* $400/hr* $500 5 Hr minimum $200/hr for additional hours Grand View Ballroom $135/hr* $270/hr* $350 (divided 2/3) 5 Hr minimum $135/hr for additional hours Grand View Ballroom $55/hr $100 divided 1/3 1109 Banquet Room $35/hr $100 divided 115) Pine Room Senior $55/hr $110/hr $100 Sycamore Room + $55/hr $110/hr $100 Patio Oak Room $55/hr $110/hr $100 Birch Room $55/hr $110/hr $100 (Computer) Maple Room $30/hr $60/hr $100 Catering Kitchen $50/event $100 f 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 attachment "A" for information and fees. Fees are subject to change without advance notice. Fees are passed through to user. R n a 0 *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 attachment "A" for information and fees. Fees are subject to change without advance notice. Fees are passed through to user. XL — Equipment Rental Fee Schedule: Groups C, D and E Equipment Rental Fee Portable Bar $25 each Keyboard $50 Karaoke Machine $20 Compact Disc Player $20 TV/VCR/DVD $20 Coffee Pot 55 cu $20 Coffee Pot 100 cu $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. 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. Determine 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 25). 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 25. 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.