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HomeMy WebLinkAbout08/02/1993 PRC Minutes'0XWN yr asarsoasi &_MINUTES OF THE PARKS AND RECREATION COMMISSION ADJOURNED REGULAR MEETING AUGUST 2, 1993 CALL TO ORDER: Chairman Schey called the meeting to order at 7:05 p.m. at the AQMD, Room CC3, 21865 East Copley Drive, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance by ALLEGIANCE: Chairman Schey. ROLL CALL: Commissioners: Ruzicka, Medina, Goldenberg, Vice Chairman Johnson, and Chairman Schey. Also present were Community services Director Bob Rose, Administrative Assistant Kellee Fritzal, and Administrative intern Sandy Barlow. OLD BUSINESS: Facility Use AA/Fritzal briefly reviewed the City of Diamond Bar Document - Facility Reservation Policy as presented to the Heritage Park Commission. A Facility Fee Comparison chart, which includes Proposed Heritage Park Room Rates, was also presented to the Commission for their review. City sponsored, resident non-profit civic organization activities held at the Heritage Park Community Center would be free of charge, unless held on a weekend or a holiday, or the activity is for fund raising or is not open to the general public. Such fund raising activities would come under the resident non profit fee range. It is recommended that alcohol can be served at the Community Center, with the requirement that the client provide Host Liability coverage, and be licensed with the Alcohol Beverage Commission (ABC). The reservation process must be completed two (2) weeks in advance of the reservation date. No reservation will be approved until all fees, deposits, permits/licenses and insurance are obtained in full. VC/Johnson inquired why resident non profit groups would be charged a fee for annual events, such as award ceremonies. CSD/Rose explained that the fee correlates with the impact of the event on the facility itself. Annual events, which usually serve food, require more of a set up as well as a take down. AA/Fritzal pointed out that general board meetings are open to the public, however, award ceremonies are by invitation, and (closed) to the general public. VC/Johnson suggested that resident non profit groups only be charged a fee if the event is not open to the general public. August 2, 1993 Page 2 Following a discussion regarding what constitutes "open to the public", the Commission concurred to follow staff's recommendation that a fee be charged for an event that requires use of the kitchen rather than based upon if it is "open to the public". CSD/Rose, in response to Chair/Schey's inquiry if a cleaning deposit is required for general meetings since coffee and cookies are often served, stated that athletic organizations do maintain a refundable deposit on file with the City that could be used toward cleaning the facility if deemed necessary. Chair/Schey suggested that a fee be charged if any type of refreshment or food is going to be served since it creates a potential for some sort of cleanup. C/Medina concurred. VC/Johnson suggested that a refundable cleaning deposit be required rather than requiring a fee for use if food is served since the intent was to not charge non profit organizations. Following discussion, the Commission concurred that a minimal refundable cleaning deposit be charged if light refreshments are to be served by resident non profit groups, no deposit will be required if refreshments are not served. CSD/Rose, in response to VC/Johnson, explained that if staff is already on hand during an event, the charge for staff hours, for opening or closing the facility, will be absorbed. VC/Johnson suggested that the policy be reworded so that a fee will be charged for any event that occurs during non staff periods. AA/Fritzal suggested the following verbiage: "If meetings are held after normal business hours, weekends, or City observed holidays, a fee will be charged for the hours of operation." The Commission concurred. CSD/Rose, in response to C/Medina's inquiry regarding the charge on personnel, explained that a staff fee schedule will need to be included as a part of this policy statement. VC/Johnson suggested that item 4.E. refer to a fee schedule rather than specifying a $200.00 dollar amount for a cleaning deposit. August Z, 1993 page 3 Following discussion, the Commission concurred that the fee schedule should indicate a $100.00 refundable cleaning deposit for resident non profit groups serving light refreshments (non kitchen use), and a $200 refundable cleaning deposit for all other type uses. Chair/Schey requested staff to verify with the City's Risk Manager that the insurance requirements are not prohibitive. He suggested that all the user groups be notified of this policy for the use of the Community Center. Perhaps a submittal of a certificate evidencing insurance should be required as part of the application process. CSD/Rose, in response to Chair/Schey's inquiry regarding item I, stated that the intent is to grant use of the facility to any individual or organization that may want to hold any type of non profit event. VC/Johnson suggested that the language used in the Park Policy and Procedure manual, which reads "Private commercial use of the facility for profit, private gain will be prohibited", be used in place of item I., on page 3. The Commission concurred. CSD/Rose, in response to C/Ruzicka, explained that at this point, the City is looking more towards providing a -service rather than looking at raising revenue. The fees that have been determined are based upon current competitive market prices. VC/Johnson suggested that item J., page 3, be reworded to read "...deems appropriate, not more than what would normally be charged for the room per the fee schedule". The Commission concurred. CSD/Rose, in response to VC/Johnson's inquiry regarding item L., explained that the intent of the statement is to indicate to clients that the City will maintain control of public portions of the facilities and will decide how it is to be used and operated. Following discussion, the Commission concurred to remove the statement in item L., and place it in item A, third paragraph, on page 1, as a general statement which would read, "The City shall have the right to control and operate the facilities, heating, air conditioning and common use areas, in a manner meeting all required codes." August 2, 1993 page 4 CSO/Rose, in response to vC/Johnson, stated that staff will verify if the words "qualified disabled", as indicated in item M., on page 4, is a term used by ADA standards. If it is not a standard statement, "qualified" will be deleted. VC/Johnson suggested that if "qualified" is a standard statement, then the definition of terms in_ the document should include the definition of "qualified". He explained that the reason he would prefer that the word "qualify" be stricken from the policy is because the word implies that not everyone is eligible. CSD/Rose, in response to Chair/Schey's inquiry regarding the use of the term "qualified", stated that staff is perceiving the term "qualified disabled person" to mean a disabled person who qualifies to participate in a given activity. Following discussion, the Commission concurred to delete the word "qualified" from item M, on page 4. The Commission concurred that item Q, on page 4, be amended to read, "...100 or more guests and whenever alcoholic beverages..." and add "at the discretion of the Community Service Director". The Commission concurred to amend item 0., on page 4, to indicate that smoking is prohibited in the facility (a smoke free environment). Chair/Schey, referring to item E, on page 5, questioned how decorations are to be put up if they cannot be taped, nailed, or otherwise attached to the walls etc. VC/Johnson explained that there are decorations, specially made of pliable material and are reusable, that will stick to a surface without using tape or nails. Chair/Schey, concerned that item E. restricts anything from being attached to a surface, suggested that the policy be reworded to indicate that "too signs, decorations be taped, nailed, or otherwise attached to walls, windows, ceilings or drapes, unless the method of attachment is approved by the City." The Commission concurred. August 2, 1993 page $ VC/Johnson suggested that the statement "Decorations must be fireproof" in item E. be amended to "Decorations must be approved by staff" since it is difficult to find fireproof decorations. AA/Fritzal stated that item E. will be amended to read "No signs, decorations be taped, nailed, or otherwise attached to walls, windows, ceilings or drapes, unless decorations and the method of attachment is approved by the City. No rice, bird seed, confetti, or other similar items will be allowed to be thrown in or around any facility. No open flames or candles will be allowed." The Commission concurred. Following discussion the Commission concurred to reword item F. to read "Signs, placards, pictures, advertisements, names or notices shall not be inscribed, displayed, printed or affixed on to any part of the outside of any facility without prior approval by City staff". Chair/Schey inquired if the Commission had any questions regarding the proposed Heritage park Room rates. C/Goldenberg pointed out that Non-resident Private and Commercial are charged $150.00 for the Community Room "B", the same cost as for the Activity Room. AA/Fritzal stated that the rate for the Activity Room will be reduced to $125.00 for Non-resident Private and Commercial. All other rates will remain the same. The Commission concurred. Chair/Schey suggested that there be a provision, within the room rates, to imply that the use of the security deposit is for coverage against damage as well as cleanup. Chair/Schey inquired if the security guards required for certain activities are for a security guard service or staff person. AA/Fritzal stated that it is staff's recommendation that security guards be hired for large parties serving alcohol. It is also recommended that the security guards stay under the control of the City of Diamond Bar and not the client. C/Goldenberg suggested that, if the City retains the security service, the City should obtain August 2, 1993 Page 6 liability insurance in the event that someone gets hurt due to an act by the security guard. Chair/Schey suggested that the statement policy include some verbiage that grants the Director of Community Services the ability to determine when an activity will require a City retained security service or a staff person. AA/Fritzal suggested that such a statement be included on page 4, of the Facility Use document, new item P. to read "Event staff, or security, will be required ... At the discretion of the Director of Community Services, the event shall be staffed by City Staff, private security forces, or Sheriff Department." Motion was made by VC/Johnson, seconded, by C/Ruzicka and CARRIED UNANIMOUSLY to direct staff to present the Facility Reservation Policy, as amended, to the City Council for approval. CSD/Rose stated that the document will first go to the Finance Committee for their review because it involves fees. Following their approval, the document will be presented to the City Council. AA/Fritzal reported that it is anticipated that the grand opening for the Heritage Park Community Building is September 11, 1993. The facility will not be rented out for private parties, non profit group meeting until the first of October, thus allowing staff a month to schedule. ANNOUNCEMENTS: VC/Johnson stated that the YMCA Y's Men Group is providing the barbecue at the Concert in the Park this week. ADJOURHMNT: Motion was made by C/Ruzicka, seconded by VC/Johnson and CARRIED UNANIMOUSLY to adjourn the meeting at 9:15 p.m. Respective , B se Secretary test: Da Schey Chairman