Loading...
HomeMy WebLinkAboutRES 2003-60RESOLUTION NO. 2 0 0 3— 6 0 A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF DIAMOND BAR ESTABLISHING THE POLICIES AND FEES FOR THE USE OF THE COMMUNITY/SENIOR CENTER OPEF ATED BY THE CITY OF DIAMOND BAR A. Recitals (i) The Community/Senior Center is intended for public use; (ii) For efficient and orderly use, it is necessary to establish facility use p licies th includes a reservation system and fees; (iii) All legal prerequisites to the adoption of this Resolution have B. Resolution NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Diamond Bar That: I. The use of the Community/Senior Center shall be governed by the polici s descri in the Facility Use Policies for the Community/Senior Center. 2. All scheduling of this facility shall be the responsibility of the City Manager or her designee acting under the authority granted by the City Council. All faci ity use sh 11 be in accordance with the policies attached. 3. City sponsored or co-sponsored activities will take priority over any priv4te use. 4. The City Council determines that "Facility Use Policies for the Con Center", attached hereto as Exhibit A, is incorporated herein by this though set forth in full. 5. Any or all provisions in the attached policies may be waived by action of Council. PASSED, APPROVED AND ADOPTED this 7th day of October w4wll- CAROL HERRERA Mayor i3enior ce as City ATTEST: 7 LYNDA BURGESS City Clerk 1, LYNDA BURGESS, 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 this7 �h day of oct:ober 2003, by the following vote: AYES: COUNCILMEMBERS Chang, O'Connor, Zirbes, MPT/Huff, M/Herrera NOES: COUNCILMEMBERS bone ABSENT: COUNCILMEMBERS None ABSTAIN: COUNCILIVIBMBERS None LYNDA BURGESS, City CIQrk City of Diamond Bar CITY COUNCIL MEETING Tuesday, October 7, 2003 PROPOSED FACILITY US POLICIES AND FEES for the Community/Senior Center Draft Revised 10/3/03 City of Diamond Bar D?,Apr Community/Senior Center Facility Use Policy TABLE OF CONTENTS Section Tom P age 1, DESCRIPTION OF FACILITY I II. PURPOSE OF THE USE POLICY I III. DEFINITION OF TERMS I IV. GROUP PRIORITY RATING I V. APPLICATION PROCEDURES 2 VI. ROOMS AVAILABLE FOR USE 4 1. Banquet Room Use 4 2. Meeting Room, Game Room, Activity Room, Senior Room Use 6 3, Kitchen Facilities Use S VII. LIABILITY AND INSURANCE 9 VIII. GENERAL OPERATING REGULATIONS 10 Attachments: FACILITY USE FEE SCHEDULE EQUIPMENT RENTAL FEE SCHEDULE TENANT USERS INSURANCE INFORMATION DRAFT Attachment Pgs. I & II Attachment Pg. III Attachment Pg. IV DRAFT —Revised 10/3/03 City of Diamond Bar Community/Senior Center Facility Use Policy I. DESCRIPTION OF FACILITY The City of Diamond Bar Community/Senior Center ("Center" or "facility") is a 22,0 square f facility owned and operated by the City of Diamond Bar and located at 1600 Grand Avenue. Th consists of assembly rooms, meeting rooms, activity rooms, senior citizen room, banquet rooms, catering kitchen. All of these rooms are available for use in accordance with the terms of this Fay Policy ("Use Policy"), which is administered by the Community Services Division oft e City. 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 serve residents of the City of Diamond Bar. It is intended to ensure that the use of the facility is grante fair and equitable manner for meetings, activities, and events, which are recreational, social, and/ in nature, offering services of interest and need to the community. Fees charged for the use of the are intended to recoup on-going maintenance and operation costs of the facility. City fa ilities arc be used for personal and/or private gain. III. DEFINITION OF TERMS "Center Director" means the administrative head of the Community/Sen staff, under the direction of the City of Diamond Bar Community Servic 2. "City" means the City of Diamond Bar, acting through its officials, and employees. 3. "User" means an individual who or group which obtains a permit to use Community/Senior Center pursuant to the terms of this Use Policy. 1 E M facility ility Use ;the Tina )r civic facility not to Center ,l or its Divisio . 4. "Applicant" means an individual or group, which completes a City of Di mol Facility Use Application to use the Community/Senior Center pursuant t the Use Policy. vesi agents, of this 5. "Facility Use Permit" means a permit issued by the City upon approval oi� a Facility Use Application for use of the facility or some portion thereof by an applicant IV. GROUP PRIORITY RATING 1. An individual or group seeking permission to utilize the facilities at the Center will classified in one of the following priority groups. These classifications are used to establish 1) pri use, 2) applicability of a fee, and 3) amount of the fee, if any. The priority groups are as �ollows: of DRAFT — Revised 1013103 DRAFT 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 rou s. C. GROUP C: i. 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. local school districts, County of Los Angeles agencies, etc.) ii. C-2- Activities conducted by local 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 non-profit tax exemption number shall be submitted on an annual basis as a condition of an organization receiving classification in this group. D. GROUP D: D-1- Private events conducted by Diamond Bar residents. ii. D-2- Activities conducted by Diamond Bar resident groups, organizations and businesses which are not eligible under Group C definitions. 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. 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. 2. 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. 3. Reservations may be made no earlier than: Group A: no limit. Group B: Up to six (6) months in advance for subsidized use, fifteen (15) months in advance when not subsidized. 2 1 1 DRAFT — Revised 1013/03 DRAFT Groups C1 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. Application deadlines are set forth in Section VI below. All rentals sha I be mad in not less than one-hour increments. The minimum rental period is two hour;, 4. Upon approval of an application, a facility use permit will be issued aut orizing tj ie requested use of the facility. The Center Director may attach such conditions tot ie permit as she/he may determine necessary for the protection of the public heals 4, safety Z nd 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. 5. Applications shall be accompanied by proof of liability insurance consitent with he provisions of this Use Policy, a refundable cleaning deposit, and fees pe the attac ed fee schedule. 6. 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 arae date, time and room(s), the applications will be processed according to priority ranking Use may be denied and the application rejected for the following reasons: A. That the Center is physically incapable of accommodating the pr posed ac ivity by reason of the nature of the activity or the number of people esti ated 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 r its equi Ment. E. That conditions for the issuance of a facility use permit have not een fulfil ed. 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 compl 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 th facility i prior notice. 3 DRAFT — Revised 1013103 DRAFT 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. 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. V1. ROOMS AVAILABLE FOR USE Banquet Room Use A. Reservation Procedures for Banquet Room Use i. 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. B. Deposits Required for Banquet 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 Banquet Room Permit by Applicant Groups D-1, D-2 and E reserving the banquet room(s) shall adhere to the following cancellation policy: 4 DRAFT — Revised 10/3/03 IF a. Weekend reservations cancelled 90 days or more p receive a refund of fees minus a $100 processing fee. b. Weekend reservations cancelled 30-89 days prior to a 50% refund of the rental fee and a full refund of the c c. Weekend reservations -cancelled 29 days or less prior receive no refund of the rental fees and a full refund of i DRAFT to the ev nt will ie event 'I] receive :aping der osit. o the event will ie cleaning deposit. d. Weekday reservations cancelled 30 days or more prior to the event will receive a refund of fees minus a $100 processing fee. 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 o the cleaning deposit. Group C (Non-profit groups) reserving the banquet roo(s) shall adhere to the following cancellation policy: a. Weekday reservations cancelled more than 30 days or ore prior to the event will receive a full refund minus a $10 processing fee. is received 29 days or less prior to the event there will be If cancellation 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 czncellatiori policy as stated in (i) above. D. Recurring Banquet Room Use by Group B Organizations (Senior Groups) i. Senior use of banquet room at no cost is limited to weekdays. Roorr 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, r om may be reserved up to fifteen months in advance. 5 I � II DRAFT — Revised 1013/03 DRAFT 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 only and the group shall pay only applicable operation fee for each use. 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 plus applicable operation fees. iv. Weekend use requires payment according to the approved rental rate for this classification. F. Refunds of Security and Cleaning Deposits i. 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. Meeting Room, Game Room, Activity Room, Senior Room Use A. Reservation Procedures for Meeting Room, Game Room, Activity Room, Senior Room Use i. 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. 6 1 f' J DRAFT — Revised 1013103 DRAFT B. Deposits required for meeting room, game room, activity room, senior ro m 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 thc amount of the rental fee payable with an approved application. he remaii ing balance is due 30 days prior to the event. C. Cancellation of meeting room, game room, activity room, senior room 1 i. Groups D-1, D-2 and E reserving meeting rooms shall adhere to following cancellation policy: a. Weekend reservations cancelled 60 days or more prior to the event will receive a refund of fees minus a $50 processing fee. b. Weekend reservations cancelled 30-59 days prior tot e event w 11 receive a 50% refund of the rental fee and a full refund of the cleaning dep sit. c. Weekend reservations cancelled 29 days or less priort the eve will receive no refund of the rental fees and a full refund oft a cleaning deposit. d. Weekday reservations cancelled 30 days or more prior to the event will receive a refund of fees minus a $50 processing fee. 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 a 7 the cleaning deposit. ii. Group C (Non-profit groups) reserving meeting rooms s all adhere tothe following cancellation policy: a. If cancelled 30 or more days in advance group shall re refund and this will not count toward one of their twelve uses. b. If less than 30 days notice of cancellation is given, refund and this will count toward one of their allotted D. Recurring Use of meeting room, game room, activity room by Organizations (Senior Groups) i. Senior use of meeting room, game room, and activity n weekdays. Rooms may be reserved up to six months in 7 ve an a tire -eting room will receive no ip B is limitid to DRAFT —Revised 10/3103 DRAFT 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 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 only and the group shall pay only applicable operation fee for each use. 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 Community 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 Community Center. Use of the Catering Kitchen must be requested on the same Application that is submitted for room use. Fee for DRAFT — Revised 1013/03 DRAFT use of Catering Kitchen is stated on the fee schedule. Equipment available includes refrigerator/freezer (items must be removed after each sclieduled use), microwave oven, oven/steamer, convection oven, warming t p, hot food service unit, mobile heated holding carts (2 each), and a sink. B. Kitchen Use Policies: i. 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 FACII..ITY. 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 1. All users of the facility shall procure and maintain, at their own expense and fort e duration of the event covered, comprehensive general liability and prop rty dama e liability insurance, against all claims for injuries against persons or damages to pripperty 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. 2, All of user's insurance shall: A. Name the City, its officers, officials, employees, agents, represelltatives a d volunteers (collectively hereinafter "City and City personnel") a addition1 or co - insureds. 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 sha 1 not cont hbute with it. D. Shall be "date of occurrence" rather than "claims made" in E. Shall apply separately to each insured against the limits of the in urer's Ila ility 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 Kc y Rating Guide, or in the Federal Register, and only if they are of a financ al categoiy Class 9 DRAFT —Revised 10/3103 DRAFT VIII or better, unless such rating qualifications are waived by the 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 Community/ Senior 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. 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. 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. 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. 10 DRAFT — Revised 10/3/03 DRAFT A. "Alcohol use" refers to any beverage that contains any amount of alcohol B. County of Los Angeles Sheriff's Department Deputies or a secL rity firm approved in advance as designated by the Sheriff's Department, is required to be pr sent as security at all events at which alcohol is served. The Sheriff's E epartmen may waive security for Group A events. The Sheriff's Department may waive ecurity for Group B events only where not more than 100 members wil be permi ted to be in attendance. Cost of the security is the responsibility of the us r and is payable directly to the Sheriff's department and/or security firm. C. Alcohol shall not be served to minors. The user's failure to comply, moni or 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 sery d and/or consumed on City premises, including but not limited to the Community enter, 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 w ere the ajority (5017o plus one) of guests in attendance will be under the age of 2 1. F. Alcohol may neither be served nor sold prior to the scheduled start of the event nor until the County of Los Angeles Sheriff's Department Deputies Dr approv d security officers arrive 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 app ved forse is permitted. H. Alcohol may not be served nor consumed in the parking lot wit ut obtai 'ng a special alcohol permit approved by the Community Services Di ctor and he County of Los Angeles Sheriff's Department. I. License Requirements (when alcohol is to be sold) i. No sales or requests for donations for alcohol are permit ed without a license from the State Alcoholic Beverage Control Boar (A.B.C.) ii. A copy of your Community/Senior Center contract must be furnish --d to A.B.C. when applying for this license. iii. A copy of the A.B.C. license must be furnished to the Center a minimum of seven working days prior to the iv. A copy of the A.B.C. license must be posted in plain pub is view n ar the bar, or other location, where the alcohol is being served. 11 DRAFT — Revised 10/3/03 DRAFT 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, 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. 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 out of cups, glasses, or cans. M. When serving champagne, all bottles must be opened in the kitchen prior to serving. Champagne bottles may not be opened in the assembly rooms. All unopened bottles must be stored in the kitchen. N. Security service must be present through the clean up hour. 2. Hours of operation are limited to Sunday through Thursday 7:30am — 11:00pm and Friday and Saturday 7:30am - 12:00 midnight. A one (1) hour clean up is mandatory at the end of each event. Requests for alternate hours require special written approval and may be subject to additional fees. 3. 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 rates. 4. 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. 5. Tobacco use of any kind or smoking is not permitted in the Community Center. Smoking is permitted in designated outdoor areas only. 12 DRAFT —Revised 10/3/03 1 DRAFT 6. Incense, fog, or smoke use is not permitted in the Community Center; including incense, flame, or smoke ceremonies. The use of fog generating machines is prohibited. 7. Animals are not permitted in the Center facilities except those that serve as aides to physically challenged individuals. This includes, but is not limited to, uide dogs for the blind and dogs for the hearing or physically impaired. Illegal Activities shall not be permitted. All groups and individuals usi g the Cen er shall comply with City, County, State, and Federal laws. Fighting, gambling and lewd onduct are prohibited. 9. 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. 10. 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. ir 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 Ci y, includi g but not limited to administrative costs, incurred to dispose of the unclaimed roperty in excess of the revenue received from such disposal shall be billed to the user wit i paymeni due and payable in thirty (30) days. 11. Advertising Materials may be left with the Center Director for approval and will b displayed when deemed appropriate and as space permits. Any item pos ed which has not been approved will be removed and discarded. 12. In the event of damage, destruction or defacement, the applicant shall beliable for ll expenses required to repair, restore or replace the facility, its furnishing, r equipm nt to its original condition. 13. Minimum group attendance to request a meeting room is five (5) people. The estiniated attendance will be used to determine appropriate room placement. The Center Director has the authority to determine appropriate room placement based on attendan a and nature of event. 14. Sleeping or lodging is not permitted in the Center. 15. 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 whic i are dee ed more appropriate for the type of request or deny requests if they are deemad inappropriate for the facility. All requests must be in writing and submitted to the Cent,,r Director on the required forms. 16. Clean up is the user's responsibility. This includes the wiping of table tof is, ensurin 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 o 13 DRAFT — Revised 1013103 DRAFT counter tops and kitchen equipment, cleaning up all spillage in refrigerators/freezers, 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 Community/Senior 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. 17. 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. 18. 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 where the majority of the participants are minors may be required to have security guards present during the event and cleanup. 19. 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. 20. 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 for the City. 21. 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. 22. 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 23 below) for appropriate use, fees, and service. 23. 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. 24. Decorations require prior approval by the Center Director. No signs or decorations are to be taped, nailed or otherwise attached to wails, 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. No open flames or candles are allowed. 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. 25. 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 14 DRAFT — Revised 1013/03 DRAFT ingress and egress. During use of the Center, all exit doors shall be unlocked and shall not be blocked in any manner. IX. VARIANCES 1. An applicant may request a variance from one or more of the rules set forth below in the event that unusual circumstances make it impossible or infeasible to conduct the event within the precise parameters of this Use Policy. Variances may be requested only from the following requirements: i. Hours of use beyond closing times stated in this doe 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 carsoff facility users in marked stalls. iv. Additional recurring use and/or subsidized weekend use y Priorit3 Group C organizations. V. Large events that involve the use of multiple rooms and/or spaces rot normally scheduled for use and uses that may result in parking of event attendees in areas beyond the boundary of the Community/Senior enter parking lot, or events not covered in this Use Policy. Requests for waiver or discount of fees (other than cancellation fees) will not be accept d nor cor siderec 2. Variance Request Procedures: i. Variances must be requested in writing at the time of sub ission ol 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 circumst nces presented are unusual and not likely to recur often; 2) the grant oft e 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 su unding 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 issociated with the variance. Denial of a variance may be appealed within tei days to the City Manager. The City Manager's decision will be final. 15 DRAFT — Revised 10/3/03 City of Diamond Bar Community/ Senior Center Facility Use Fee Schedule 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 DRAFT Group C: Other Governmental Agencies and Local Non-profit Service Groups Room Weekday Rates Weekend Rates Cleaning Deposit Rate Operation Rate Operation Big Banquet Room $70/hr $20/hr $6751 event $300 Senior Room $50/hr $15/hr $50/hr $15/hr $100 Meeting Rooms $10/hr $15/hr $10/hr $15/hr $100 Youth Room $10/hr $15/hr $ l0/hr $15/hr $100 Youth Room (divided V2) $10/hr $15/hr $10/hr $15/hr $100 Computer Room $30/hr $15/hr $30/hr $15/hr $100 Banquet Room (divided 1/3) $40/hr $15/hr $50/hr $15/hr $100 Banquet Room (divided 1/5) $30/hr $15/hr $30/hr $15/hr $100 Catering Kitchen $50/event N/A $50/event I N/A 1 $100 Group D-1: Diamond Bar Residents Private Events Group D-2: Diamond Bar Resident Business Events Room Weekday Rates Weekend Rates Cleaning Depost Rate Operation Rate Operation ME Banquet Room $150/hr $20/hr $165/hr $20/hr $300 Senior Room $60/hr $15/hr $60/hr $15/hr $100 Meeting Rooms $30/hr $15/hr $30/hr $15/hr $100 Youth Room $20/hr $15/hr $20/hr $15/hr $100 Youth Room (divided l�2) $20/hr $15/hr $20/hr $15/hr $100 Computer Room $30/hr $15/hr $30/hr $15/hr $100 Banquet Room (divided 113) $40/hr $15/hr $40/hr $15/hr $100 Banquet Room (divided 115) $30/hr $15/hr $30/hr $15/hr $100 Catering Kitchen $50/event I N/A I $50/event I N/A $100 F1 1 DRAFT — Revised 10/3/03 Group E: Non -Resident Private Events and Non -Resident Groups and Businesses 2. The operation fee assists in offsetting the cost of utilities, supplies, staffing, Room Weekday Rates Weekend Rates Cleaning Deposit up he Rate O eration Rate Operation Big Banquet Room $195/hr $20/hr $215/hr $20/hr S500 6. Cleaning deposits are paid to ensure proper clean up and to cover the cost Senior Room $70/hr $15/hr $70/hr $15/hr S100 equired Meeting Rooms $40/hr $15/hr $40/hr $15/hr SIOO Youth Room $30/hr $15/hr $30/hr $15/hr 100 Youth Room (divided 1/2) $30/hr $15/hr $30/hr $15/hr 100 Computer Room $40/hr $15/hr $40/hr $15/hr 100 Banquet Room (divided 113) $50/hr $15/hr $50/hr $15/hr 100 Banquet Room (divided 115) $30/hr $15/hr $30/hr $15/hr 100 Catering Kitchen $50/event N/A $50/event N/A 100 1. A mandatory clean-up hour rental is required. 2. The operation fee assists in offsetting the cost of utilities, supplies, staffing, and otl facility operating costs. 3. A minimum of a six hour rental is required on weekends. A mandatory clean up he rental is required. 4, All self -catered events using the Catering Kitchen are required to pay the kitchen rental fee. 5. Additional fees may include insurance and contracted security (per Facility Use Policy) 6. Cleaning deposits are paid to ensure proper clean up and to cover the cost of any replacement, repairs, damage, or loss to the facility. All cleaning deposits ire refundable if the applicant meets all of the cleaning standards as outlined ill the cleaning requirements of the Facility Use Policy. Any additional cleaning equired will be subtracted from the cleaning deposit. The City reserves the right to deny future usage of the facility by individuals or groups who have not met the cleaning requirements or have damaged the facility. II DRAFT — Revised 10/3103 DRAFT Equipment Rental Fee Schedule: Groups C, D-1, D-2, and E Equipment Rental Fee Replacement Cost Portable Bar $25 Keyboard $50 VCR/TV $20 Coffee Pot (55 cu) $20 Coffee Pot (100 cu) $40 Slide Projector $20 Overhead Projector $20 Microphone (cordless) $20 Microphone Stand $5 Dance Floor — 500 sq. ft. thru 1000 sq. ft. $200 Dance Floor— less than 500 sq. ft. $100 Projection T.V. $50 Projection Screen No charge Table Signs: 1-10 $10 Table Signs: 1-20 $20 Table Si ns: 1-30 $30 Table Signs: 1-40 1 $40 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. III Tenant/User Insurance Covera e Information and Fees ♦ This section is provided to those who do not have thei own insurance that meets the requirements oft e Community/Senior Center Facility Use Policies. ♦ If the applicant is unable to provide adequate in uranc( 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 SchedL fes 1, ll, c r III (pages 1, 2 or 3). 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 tak 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 1, II or 111 for your total estimated attendance (page 4). 4. If alcoholic beverages are to be served, add $65.00 for each day of the ev nt to the premium amount from page 4. 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 4. 6. Rates are subject to change without notice. 7. For assistance with or questions about Tenant/User insurance coverage, please contact the Community/Senior Center office at (909) 839-????. ??. IV TENANT/USER PROGRAM HAZARD SCHEDULE I ANTIQUE SHOWS ART FESTIVALS ART SHOWS AUCTIONS AUTO SHOWS AWARDS PRESENTATIONS BALLETS BANQUETS BAZAARS BEAUTY PAGEANTS BINGO GAMES BOAT SHOWS BODY BUILDING CONTESTS BUSINESS MEETINGS BUSINESS SHOWS CELEBRATIONS CHAMBERS OF COMMERCE EVENTS CHARITY BENEFITS, AUCTIONS/SALES CINEMAS CMC CLUBS & GROUP MEETINGS CLASSICAL MUSIC CONCERTS CONCERTS, INDOOR (UNDER 1,500) CONSUMERS SHOWS CONVENTIONS IN BUILDINGS CRAFT SHOWS DANCE SHOWS DEBUTANTE BALLS DINNER THEATERS DRILL TEAM EXHIBITIONS EDUCATIONAL EXHIBITIONS ELECTRONICS CONVENTIONS EXHIBITIONS EXHIBITS IN BUILDINGS EXPOSITIONS - CAPACITY FASHION SHOWS FISHING EVENTS FLOWER SHOWS REQUIRES PRIOR COMPANY APPROVAL GARDEN SHOWS GRADUATIONS GUN & KNIFE SHOWS GYMNASTIC COMPETITIONS HARVEST FESTIVALS HOMESHOWS HOUSING SHOWS ICE SKATING SHOWS INSTRUCTIONAL CLASSES (NON- MECHANICAL) LADIES CLUB EVENTS LECTURES LUNCHEONS MEETINGS (INDOORS) MOBILE HOME SHOWS MOTION PICTURE THEATERS MUSICALS (NOT ROCK) OPERAS OPERETTAS ORGANIZED SIGHT-SEEING TOURS OUTINGS OVERNIGHT CAMPING PAGEANTS PARTIES PLAYS PROMS RV SHOWS SCOUTING JAMBOREES SEMINARS SOCIAL RECEPTIONS SPEAKING ENGAGEMENTS SYMPHONY CONCERTS TELECONFERENCES TELETHONS THEATRICAL STAGE PERFORMANCES TRADE SHOWS IN BUILDINGS VACATION SHOWS WEDDINGS & RECEPTIONS NOTE: Athletic participant's coverage requires prior company approval and signed waiver(s). TENANTIUSER PROGRAM HAZARD SCHEDULE H AEROBICS & JAZZERCISE CLASSES OLD TIMERS EVENT: ANIMAL TRAINING * PARADES (UNDER 50 * BLOCK PARTIES/STREET CLOSURES SPECTATORS) (EXCLUDING BLEACHERS) PICNIC GROUNDS WI * CONCERTS OUTDOOR (NOT ROCK, POOLS OR LAKES UNDER 1,500 ADMISSIONS) POLITICAL RALLIES DANCES AND PARTIES RELIGIOUS ASSEMBI. DEBUTS REUNIONS DOG SHOWS RUMMAGE SALES EVANGELISTIC MEETINGS SCHOOL BANDS EXHIBITIONS (OUTDOOR) SEANCES FOOD CONCESSIONS SIDEWALK SALES HORSE SHOWS SOAP BOX DERBIES HOTEL SHOWS SOCIAL GATHERINGS JAM & JAZZ SESSIONS * STATE AND COUNTR) JOB FAIRS AND FAIRS MARATHONS (WALKING, * STREET FAIRS RUNNING, ETC.) SWAP MEETS MEETINGS (OUTDOORS) TRADE SHOWS (OUTD NIGHT CLUB SHOWS VOTER REGISTRATIOP * REQUIRES PRIOR COMPANY APPROVAL NOTE: Athletic participant's coverage requires prior company approval and 1 FESTIV. waiver(s TENANTIUSER PROGRAM HAZARD SCHEDULE IIT ANIMAL ACTS/SHOWS ARCADES "BASEBALL BICYCLE RALLIES * CARNIVALS (NO RIDES) CASINO & LOUNGE SHOWS * CONCERTS (ROCK - UNDER 5,000) COUNTRY WESTERN EVENTS * ETHNIC CELEBRATIONS * FILM PRODUCTION (NON -ACTION) HEADS OF STATE EVENTS JUNIOR ATHLETIC GAMES NON CONTACT MARTIAL ARTS KIDDIELANDS (NO RIDES) LIVE ENTERTAINMENT LIVESTOCK SHOWS * PICNIC GROUNDS WITH POOLS OR LAKES (EXCLUDING SWIMMING OR DIVING LESSONS) * PROMOTERS (SUBJECT TO SPECIAL RATING) RECREATIONAL EVENTS SKI EVENTS "SOFTBALL ** SPORTING EVENTS IN BUILDINGS (NON-PROFESSIONAL) ** TENNIS, HANDBALL & RACQUETBALL COURTS THEATRICAL ROAD SHOWS UNION MEETINGS ZOOS * REQUIRES PRIOR COMPANY APPROVAL ** LEAGUE BASED EVENTS ARE EXCLUDED NOTE: Athletic participant's coverage requires prior company approval and signed waiver(s). n 1 1 TENANT USER EVENT RATES January 1, 2003 to January 1, 2004 PREMIUMS: CLASS II CLASS I ATTENDANCE PREMIUM 1-100 $ 82.50 101-500 $ 115.00 501-1500 $ 172.50 1501-3000 $ 223.75 3001-5000 $ 338.75 5000+ To Be Determined CLASS II ATTENDANCE PREMIUM 1-100 $ 121.25 101-500 $ 211.25 501-1500 $ 250.00 1501-3000 $ 416.25 3001-5000 $ 531.25 5000+ To Be Determined RATES INCLUDE TAXES & FEES. RATES ARE APPLICABLE PER DAY. ATTEND. 1-100 101-500 501-150 1501-30, 3001-50+ 5000+ $ 192.50 $ 338.75 $ 447.50 $ 703.75 $ 863.75 To Be FOR MULTIPLE DAYS: • Total the attendance for all days of the event. Refer to rates and ch irge the p emiurr corresponding to the total attendance. Events over five days requ re underwritinj approval. PIease submit information to Driver Alliant Insurance S ices Associates • Alcoholic Beverage premiums are to he separately Liquor Legal Liability is included in the policy by separate • Multiple Day Event: Days used exclusively to "set up" or "take reported on the Quarterly Report as "set up" or "take down" day. In and/or "take down" day as insured days on the coverage certificate. ONE DAY EVENT RATING EXAMPLE: for eacday. i" ar to be the " et up" Wedding with 250 people: Attendance Category: Total Prum: Refer to Hazard Schedule I "Weddings" 1 101-500 $115.00 MULTIPLE DAY EVENT RATING EXAMPLE: Events of two or more consecutive days: 5 Day Antique Show with 100 people each day: Attendance Category: TotalPr um: Refer to Hazard Schedule I "Antique Shows" 101-500 $115.00 Total Attendance 500. 4 TENANT USER EVENT RATES (Continued) CONCESSIONAIRE RATE ENDORSEMENT: Premium Exhibitors - No Sales $45.00 Per Day/Per Exhibitor Concessionaires - Non Food Sales $83.75 Per Day/Per Concessionaire Concessionaires - Food Sales $76.25 Per Day/Per Concessionaire These rates are to be used in conjunction with a scheduled event. LIQUOR LEGAL LIABILITY: Alcoholic beverages served charge $65.00 premium for each day of event of Hazard I only. Rate includes taxes and fees. Hazard Classes II and III require prior company approval. Liquor Legal Liability coverage is only available in conjunction with a scheduled event.