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[D]
STUDY SESSION:
CITY OF DIAMOND BAR
CITY COUNCIL AGENDA
APRIL 6, 2004
5:00 p.m., CC -8
Mid -Year Budget Adjustment
Next Resolution No. 2004-
Discussion of Monument Entry Sign for Dispiay of Lommunity
Service Organization Emblems
Discussion of Revision to Policies and Fees for Use of Diamond
Bar Center
Public Comments
CALL TO ORDER: 6:30 p.m.
PLEDGE OF ALLEGIANCE: Mayor
INVOCATION: Captain/Chaplain Larry Burke
Los Angeles County Fire Department
ROLL CALL: Council Members Chang, Huff, O'Connor,
Mayor Pro Tem Herrera, Mayor Zirbes
APPROVAL OF AGENDA: Mayor
1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS:
1.1 Presentations to Commander Alex Yim, outgoing Captain of the Diamond
Bar/Walnut Sheriff Station.
1.2 Introduction of Michael Kwan, Captain, Diamond Bar/Walnut Sheriff
Station.
1.3 Proclamations:
1.3.1 April 2004 as "Fair Housing Month."
1.3.2 April 2004 as "Child Abuse Prevention Month."
1.3.3 April 2004 as "Sexual Assault Awareness Month."
APRIL 6, 2004 PAGE 2
1.3.4 April 2004 as "Healthy Parks Month."
1.4 Introduction of Kimberly Molina, Assistant Engineer.
1.5 Introduction of Miss Diamond Bar 2003 and her Court and Miss Diamond
Bar 2004 and her Court
BUSINESS OF THE MONTH:
1.6 Presentation of City Tile to Oscar Romero, Manager, Acapulco Mexican
Restaurant, as Business of the Month, April 2004 and display of Business
of the Month video.
2. CITY MANAGER REPORTS AND RECOMMENDATIONS:
2.1 Presentation by Keith Lehto, Los Angeles County Department of Public
Works, regarding proposed sewer rate increase.
3. PUBLIC COMMENTS: "Public Comments" is the time reserved on each
regular meeting agenda to provide an opportunity for members of the public to
directly address the Council on Consent Calendar items or matters of interest to
the public that are not already scheduled for consideration on this agenda.
Although the City Council values your comments, pursuant to the Brown Act, the
Council generally cannot take any action on items not listed on the posted
agenda. Please complete a Speaker's Card and give it to the City Clerk
(completion of this form is voluntarv). There is a five-minute maximum time limi
when addressing the City Council.
4. RESPONSE TO PUBLIC COMMENT: Under the Brown Act, members of the
City Council may briefly respond to public comments but no extended discussion
and no action on such matters may take place.
5. SCHEDULE OF FUTURE EVENTS:
5.1 TRAFFIC AND TRANSPORTATION COMMISSION MEETING — April 8,
2004 — 7:00 p.m., Government Center/AQMD Hearing Board Room,
21865 Copley Dr.
5.2 PARKS AND RECREATION COMMISSION SPECIAL MEETING (CIP
Projects) — April 8, 2004 — 7:00 p.m., City Hall, Conference Room B,
21825 Copley Dr.
5.3 21St ANNUAL EASTER EGG HUNT AND PANCAKE BREAKFAST— April
10, 2004 — 8:30 a.m. Breakfast, 10:00 a.m. Hunt — Pantera Park, 738
Pantera Dr.
5.4 PLANNING COMMISSION MEETING — April 13, 2004 — 7:00 p.m.,
Government Center/AQMD Auditorium, 21865 Copley Dr.
APRIL 6, 2004 PAGE 3
5.5 CALTRANS 57/60 NEIGHBORHOOD MEETING —April 14, 2004 — 6 p.m.,
Government Center/AQMD Room CC -6, 21865 Copley Dr.
5.6 DIAMOND BAR COMMUNITY FOUNDATION MEETING —April 15, 2004,
7:00 p.m., Government Center/AQMD Room CC -8, 21865 Copley Dr.
5.7 "SPIRIT OF DIAMOND BAR" CITY BIRTHDAY PARTY — April 18, 2004 —
12 p.m. to 6 p.m., Pantera Park, 738 Pantera Dr.
5.8 CITY COUNCIL MEETING — April 20, 2004 — 6:30 p.m., Government
Center/AQMD Auditorium, 21865 Copley Dr.
6. CONSENT CALENDAR:
6.1 CITY COUNCIL MINUTES:
6.1.1 Study Session of February 17, 2004 - Approve as submitted.
6.1.2 Study Session of March 2, 2004 — Approve as submitted.
Requested by: City Clerk
6.2 PLANNING COMMISSION MINUTES — Regular Meeting of
February 24, 2004 - Receive and file.
Requested by: Planning Division
6.3 PARKS AND RECREATION COMMISSION MINUTES — Regular Meeting
of February 26, 2004 - Receive and file.
Requested by: Community Services Division
6.4 TRAFFIC AND TRANSPORTATION COMMISSION MINUTES — Regular
Meeting of February 12, 2004 - Receive and file.
Requested by: Public Works Division
6.5 WARRANTS - Approve Warrant Registers dated March 18, 2004,
March 25, 2004 and April 1, 2004 in the amount of $981,217.24.
Requested by: Finance Division
6.6 TREASURER'S STATEMENT - month of February, 2004.
Recommended Action: Review and approve.
Requested by: Finance Division
APRIL 6, 2004 PAGE 4
6.7 REJECT CLAIMS FOR DAMAGES:
6.7.1 Filed by Stanley Fidel, February 13, 2004.
6.7.2 Filed by John Fairley, January 5, 2004.
Recommended Action: Reject.
Requested by: City Clerk
6.8 RATIFY INCREASE OF $4,000 TO THE PROFESSIONAL SERVICE
AGREEMENT WITH MONTANA TESTING AND GEOLOGICAL
LABORATORIES (MTGL) FOR SPECIAL INSPECTION SERVICES AT
DIAMOND BAR CENTER FOR A TOTAL CONTRACT COST NOT -TO -
EXCEED $114,000.
Recommended Action: Approve
Requested by: City Manager
6.9 ADOPT RESOLUTION NO. 2004 -XX RECOMMENDING THAT PAROLE
BE DENIED TO CONVICTED MURDERER, DANNY SAUL ROSALES.
Recommended Action: Adopt Resolution.
Requested by: City Clerk
6.10 APPROVE LETTER OF AGREEMENT FOR THE LEMON AVENUE
RAMPS ON STATE ROUTE 60 BETWEEN THE CITIES OF INDUSTRY
AND DIAMOND BAR.
Recommended Action: Approve.
Requested by: Public Works Division
6.11 AUTHORIZE DISPOSAL OF SURPLUS COMPUTER AND TELEPHONE
EQUIPMENT.
Recommended Action: Approve.
Requested by: City Manager
6.12 TERMINATION OF CONTRACT WITH P&D CONSULTANTS FOR
WATER CONSERVATION SERVICES EFFECTIVE APRIL 30, 2004.
APRIL 6, 2004
7
PAGE 5
Recommended Action: Terminate contract.
Requested by: Community Services Division
6.13 ADOPT RESOLUTION NO. 2004 -XX SUPPORTING CREATION OF
INCENTIVES FOR COMMERCIAL SHIPPING COMPANIES AND
CARGO OWNERS TO USE EXTENDED GATE HOURS AT AREA
PORTS.
Recommended Action: Adopt.
Requested by: Legislative Subcommittee
6.14 APPROVE EXTENSION TO PROFESSIONAL SERVICES AGREEMENT
WITH ANALYTICAL PLANNING SERVICES, INC. (APSI) FOR
CONSTRUCTION MANAGEMENT SERVICES ASSOCIATED WITH THE
DIAMOND BAR CENTER IN THE AMOUNT OF $32,200.
Recommended Action: Approve
Requested by: City Manager
6.15 ADOPT RESOLUTION NO. 2004 -XX AMENDING THE FY 03-04
MUNICIPAL BUDGET.
Recommended Action: Adopt
Requested by: Finance Director
PUBLIC HEARINGS: 7:00 p.m., or as soon thereafter as matters may be
heard.
7.1 PUBLIC HEARING — ADOPT RESOLUTION NO. 2004 -XX AMENDING
APPENDIX A OF RESOLUTION NO. 89-97P, THE CITY CONFLICT OF
INTEREST CODE.
Recommended Action: Open the public hearing, take testimony, close the
public hearing and adopt Resolution.
Requested by: City Clerk
8. COUNCIL CONSIDERATION:
8.1 CONSIDERATION OF ADDING ONE CONCERT TO THE SUMMER
CONCERTS IN THE PARK SERIES AND APPROPRIATION OF $2,400
TO FUND THE CONCERT.
APRIL 6, 2004 PAGE 6
Recommended Action: Approve.
Requested by: Parks and Recreation Commission
8.2 ADOPT RESOLUTION NO. 2003-60A AMENDING RESOLUTION NO.
2003-60 REVISING THE POLICIES AND FEES FOR THE USE OF THE
DIAMOND BAR CENTER OPERATED BY THE CITY OF DIAMOND BAR
Recommended Action: Adopt.
Requested by: Community Services Division
9. COUNCIL SUB -COMMITTEE REPORTS/COUNCIL MEMBER COMMENTS:
10. ADJOURNMENT: Adjourn meeting in memory of Fred Dodd, Jr., father
of Deputy Diane Dodd, Diamond Bar/Walnut Sheriff.
CITY COUNCIL
Agenda # Study Session
Meeting Date: April 6, 2004
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
TITLE: Consideration of Monument Entry Sign for Displaying Emblems of Community Service
Organizations
RECOMMENDATION:
Discuss the concept ofconstructi ng a monument entry sign for displaying the emblems of Community
Service Organizations and direct staff as appropriate.
DISCUSSI ON:
Two of the City's visions as included in the General Plan are "Retention of rural/country living
community character and preservation of open space" and "Promotion of community environment."
In keeping with this vision the City Council included in the Goals for 2003/04 to "develop an entry sign
that displays the different service clubs within the City".
Currently there are 25 community service organizati ons listed on the City's website. Staff posted a
message on the League of California Cities Community Services listserve to obtain information from
other cities with this type of sign. The message posted asked the following questions:
Did the organization provide the emblem at their expense or did the City purchase them?
Was there a cost to the service organiza tion to be represented in the monument sign?
What were the requirements to be represented in the monument sign?
How many service organizations are represented in the monument sign?
What was the cost for the monument sign?
The common guidelines and/or criteria from the responding cities included the following:
3/4 The service organizat ions provide their own sign
3/4 There is no cost to the service organization other than providing the emblem to be posted
3/4 The service organizat ions represented must be a non-profit service organization of the City
COST
The responding cities could not provide cost information. The cost was unknown either because the
signs have been in place for a number of years or an existing monument sign was used. The cost for
the City of Diamond Bar's current monument signs have ranged from $3,500 for a park monument
sign to $10,000 for an entrance monument sign. The actual cost would depend on size, materials
used and location.
POSSIBLE LOCATIONS FOR CONSIDERATION
If the City were to erect a monum ent sign the criteria and location would need to be established. A
couple of the responding Cities use existing monument signs to di splay the emblems of service
organizations. This would not be possible on or near existing City of Diamo nd Bar entry monument
signs located at medians due to the limited available space (e.g. Grand at 57 fwy, Grand at Longview
and Golden Springs at Calbourne).
One possible site location is S. Brea Canyon Road near an existing entry monument sign. This is an
ideal location becaus ethere is enough available space surrounding the existing monument to
accommodate a sign for this purpose.
RECOMMENDED NEXT STEPS
Following are the next steps in the process to proceed with the construction of monument entry sign
for displaying emblems of community service organizations.
Determine a site location.
Using the attached photos select a basic design concept and hire an architect to design
the conceptual drawing with construction cost estimates.
Establish a policy for service organiza tions wishing to be represented on the sign.
Direct staff to include the project as part of the FY 200 4-05 budget process.
PREPARED BY:
Teresa Arevalo, Senior Management Analyst
REVIEWED BY:
Bob Rose, Director of Community Services James De Stefano, Deputy City Manager
Attachments: Monument Sign Survey
Photograp hs: Monument Signs Located in Other Cities (City of Chino Hills,
Fullerton, Hawthorne, La Puente, Orange, Pico Rivera, Walnut
and Victorville)
Photographs: Diamond Bar Locations for Consideration
List of Diamond Bar Community Service Organizations
City of Fullerton Criteria
City of Victorville Criteria/Policy
COMMUNITY SERVICE ORGANIZATIONS MONUMENT SIGN SURVEY
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CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # Study Session
Meeting Date: 04/06/04
AGENDA REPORT
TITLE: STUDY SESSION -- REVISION TO THE POLICIES AND FEES FOR THE USE OF THE DIAMOND BAR
CENTER OPERATED BY THE CITY OF DIAMOND BAR
Recommendation: Conduct Study Session Review.
Financial Impact: None
Background: The City Council adopted Resolution No. 2003-60 on October 7, 2003 establishing the policies and fees for
the use of the Diamond Bar Center. Staff has been utilizing these policies to schedule use and to operate the center since
opening March 20, 2004. The public's demand for use of the center is extremely high and there have already been 84 paid
private rentals scheduled with anticipated revenue totaling abo ut $122,600. From this experience, staff has developed
recommended changes to the policies that will provid a for a more effective and efficient operatio n of the center, and rental
fees that better reflect the market value. This subject was discussed at the City Council Study Session on March 2 and the
Council members requested additional information about tea lights, incense and fees, including a proposed reduced fee for
senior use of the banquet room on weekends. Staff provided up -dates to the Council in the Weekly Report and those up-
dates have been incorporated into this report. Staff has also had the opportunity to complete mock room set-ups to
determine the banquet room capacity for the types of set-up normally requested by those with confirmed reservations.
These test set-ups have shown that the capacity of the banquet room is less than previously reported. Details on the
capacities are included in this report, as well.
Discussion: As discussed at the Study Session on M arch 2, many of the changes staff recommends for the Facility Use
Policy are more editorial than substantive, clarifying issues and resolving conflicting statements. Recommended changes to
the use policy are highlighted through shading (added text) or st9kee-it (removed text). Following are the recommended
changes to the Facility Use Policy for the Diamond Bar Center:
1. Description and name of each room added to Description of Facility. Pg. 3, section I.
All rooms listed are for multi-purpose use:
a. Grand View Ball Room — Total Room 7,135 sq. ft. -- stage, patio/balc ony, room may be separated
into 5 separate rooms.
Dining capacity, No Dance Floor: 487 438;
Dining capacity, w/1000 sq. ft. dance floor: 420- 372;
Dining capacity, w/500 sq. ft. dance floor: 454 405;
Theatre style seating capacity: 4W 952
b. Sycamore Room —1050 sq. ft. -- Patio
Dining capacity:60
Theater style seating capacity: 128
C. 8k4Willow Room —400 sq. ft.-- Computer Room, 10 computer stations
d. Pine Room —1550 sq. ft. — Senior Room
Dining capacity:66
Theater style seating capacity: 142
e. Oak Room —1431 sq. ft. -- Dance/exercise, hardwood floors, capacity: 85
2. Use on New Year's Eve shall be charged weekend rates and shall require minimum use of 2/3 banquet room.
Pg 5, #5.
3. Two holiday dates have been added, Christmas Day and Thanksgiving Day. The center is closed and not
available for use on these two dates, unless Center Director approval is obtained. Pg. 6, number 6.
4. Added: Weekend use of Banquet Room requires a minimum 5 hour rental period and a minimum 2/3 rental of
the Banquet Room. Rental time must include set-up and clean-up time. Pg. 7, letter v.
5. When Banquet Room is not reserved for weekend use 21 days or less prior to desired date, Senior group may
reserve use of room for the discounted rate of $30 per hour of use, with two-hour minimum, plus $60 per 100
people for set-up, take down and clean -u p. Such use shall not interfere with any other schedule d use of facility,
and must receive prior approval from the Center Director. Pg. 9, letter v.
6. Requirement for cleaning deposit ($100) added for non -prof it (Group C) reserved use of meeting rooms.
Currently, cleaning deposits are not required from non -profits for use of meeting rooms. Pg. 11, letter i.
7. City shall determine security firm to be utilized rather than the Sheriff's Department. L.A. County Sheriff's
representatives are not allowed to recommend a specific security company to citizens. Staff will still use the
Sheriff's Department as a resource to determine the number of security guards to require at specific events, or
to schedule deputies when that level of securi ty is determined necessary. Pg. 14, letter B.
8. The L.A. County Fire Department requires a permit for tea lights from each user utilizing tea lights. Copy of tea
light permit from the fire department is required 7 days prior to the event. Pg.16, number 4. Additional
discussion about tea lights listed below.
Tea Lights: City Council has previously directed staff to purchase several sets of tea lights to be pre -approved by the L.A.
County Fire Department and available for users of the Diamond Bar Center. Staff has purchased four varieties of tea lights
that have been tested by Inspector Charles Cooper and approved for use at the Diamond Bar Center. However, according
to Inspector Cooper, each time tea lights are used at the center, a separate permit must be issued by the fire department
unique to that date, use specifics, and type of tea light to be used.
Staff is aware that the City Council would like staff to purchase a supply of tea lights that would be availab le for facility users
to utilize at their events. Staff has researched this with event planne rs and the response is that tea lights are a personal
choice of the event hosts and style and quantity usually vary significantly. What the City buys today and is "in style" could be
out of style and unacceptable to the users in a short period of time. Staff would then have to buy new sets of tea lights to
stay current with the times and styles. Also, it has been reported to staff that hosts may place anywhere from four to eight
tea lights on each table. For an event with 40 tables, that could be as many as 320 tea lights. Other information staff has
received about tea lights includes issues about loss, breakage and cleaning. Many event guests believe tea lights are a gift
and may be taken after an event. Keepin g an adequat a supply of tea lights availa ble to each facility user will be a challe nge.
This is the same issue with possible breakage. The next issue is with cleaning the tea lights so they will be ready for the
next user. Melted wax and black soot can accumulate in the tea light. Our janitorial contractor is able to clean the tea lights
for $14.00 per hour. This cost would be passed along to the facility user. Right now, it is unknown how Ion g it would take to
scrape the wax out and clean the black soot from the tea lights. There are a host of other issues that staff will have to deal
with if the City provides the tea lights. These can be better articulated by staff at the study session, but has to do with clients
who want staff to solve their issues with the tea lights on the day of their event. ('Those aren't the ones you showed me
when I booke d the facility.", "The candles keep going out, please re -light them each time they go out.", 'The tea lights are
dusty, please clean them before the event starts.",'The tea lights don't match our set-up, please let me see the other tea
lights you have so I can select another style.""I don't want that color wax and/or metal base of candle", "Can we place a
bow or some other decoration on or around the tea light?')
Following are options regarding use of tea lights (In order of staff recommendation, highest to lowest):
1. Do not allow tea lights in the facility. (Staffs original recommendatio n.)
2. Have the facility user obtain their own tea lights and acquire approval and permit from the L.A. County Fire
Department. Staff will show samples of tea lights that typically are approved by the fire department.
3. Staff selects one style of tea light that every tea light user must use. No other tea lights will be allowed. Each facility
user will pay for new tea lights to be purchased by staff, and then given to the user at the end of their event. This
resolves cleaning, loss and breakage issues. Since only one style of tea light isallowed under this option, it must be
a high quality tea light. The tea light staff recommends is leaded crystal and retails for $5.75 each. Initial stock
should be 600 tea lights, sufficient for two uses, at a cost of $3,450. Then each time a user wants tea lights, the
user will be charged for the number of tea lights they wish to use. Staff would then work with the fire department to
obtain the required permit for the event. The one advantage of this option is staff has total control over the tea lights
and no user will be able to bring a non -per mitted tea light into the facility.
4. Same as #3, but if user wants to use their own tea light, and not the one available from the City, they obtain their
own tea lights and go through the permit process described in #2. Since the user can get their own tea light if they
prefer, the tea light provided by the City would be a cheaper model, which costs $1.25 each. To stock 600 would
cost $750. This option does lose the control described in #3.
5. Staff selects four styles of tea lights, and provides them per option #3. Tea lights cost between $1.25 and $5.75
each. Initial cost for four sets of 600 each is $5,700. This returns control to the City but increases initial cost and
requires more storage space to accommodate, and storage space is already at a premium at the Diamond Bar
Center.
6. Become the full service tea light provider. Staff purchases, cleans, stocks, replaces, etc. everything to do with tea
lights so there are at least four full complete sets of tea lights availa ble for eac h user of the facility to select from.
This would also require staff to purchase a variety of wax candles to match the color and style the facility user
wants. The initial stock for this option will cost $5,700, plus the cost of stocking addition I colors of wax candles.
User would be charged for actual cleaning, loss, and breakage costs for tea lights and for candles consumed. This
is an extremely labor intensive option which is the least desirable in terms of fitting the contract business model of
the City.
Incense and Ceremonial Fire Usage — Cognizant of the fact that Diamond Bar has a very significant and active Indian
community, City Staff has begun researching the Indian culture — particularly the Hindu religion and its ceremonial use of
fire and incense. Staff has been in contact with Rohini Dasika with the City of Rancho Cucamonga. Fire and incense are
very important to practicing Hindus. They are featured in virtually every Hindu ceremony. City Staff is now seeking to visit a
Hindu temple or to bring in a Hindu priest so that we can observe a demonstration of how the fire and incense are actually
used. Until this research is completed, staff is not in a position to recommend allowing incense and ceremonial fire at the
Diamond Bar Center. However, based on input provided by other Cities with public facilities available to rent, staff continues
with its recommendation to not allow incense and ceremonial fire at the Diamond Bar Center. Staff believes these cultural
ceremonies would more appropriately be performed in the temple or home, not in a public facility.
The following information about incense was presented at the March 2 Study Session and is repeated here as information;
Staff has continued researc hing the use of incense in rental facilities similar to the Diamond Bar Center. Staff has still foun d
no city operated facilities that allow the use of incense. We have also checked with Southern California hotels. Only one of
ten contacted said they allow incense. The Westin Hotel in Costa Mesa provided the following information, which they say,
by interpretatio n, allows the use of incense; "Decorations — All decorations incorporating candles must meet with the
approval of both the Catering Department and the Costa Mesa Fire Department." The Catering Sales Manager also stated
that at events that use incense, the groom arrives by either horse or elephant.
Based on input from the operators of othe r City facilities, staff still recommends that incense not be allowe d in the Diamond
Bar Center, for the following reasons;
1. Smoke from the incense will, over time, permeate the fabric in the facility, leaving an odor to similar to stale
cigarette smoke. (Fabric includes carpet, chairs, sound panels, and room dividers.) The Catering Sales
Manager at the Westin did not agree with this statement.
2. Currently, tea lights are the only approved open flame allowed in the facility. Allowing incense may increase the
number of requests for different types of open flame uses. Staff needs to have clearly defined limits (or no limits
at all, as long as fire department approval is obtained) in order to prevent claims of discriminatio n.
Caterers Use of Sterno Heater to keep food warm in banquet room: According to inspector Cooper this use is allowed
without a permit if the heater is under a chafing dish on a table with no guests seated at the table. This type of use is not at
the same level of risk as the tea light, which is accessible to the guests seated at the table, including children. Staff
recommends allowing the use of sterno heater, if the use is in conformance with fire department expectations stated above
and used by a licensed caterer.
Animals such as Horses and Elephants: Staff has already received requests from potential users of the facility
seeking permission to bring animals on-site. Diamond Bar Municipal Code section 12.00.260 specifically prohibits animals in
parks (except leashed dogs and cats, and horses on equestrian trails) unless permitted by the director. The types of uses
being requested include horse drawn carriages, riders on horses and riders on elephants. In fact, one user has already
contacted an elephant rental company, Have Trunks Will Travel, and this company has applied for a Temporary Use Permit
from the Planning Department (application status pending). The primary issue with animals is the waste associated with
them. If animals are allowed, waste will eventually be washed into the natural habitat surrounding the park and into the
storm drain system. Also, our janitorial service provider recommends the sealing of the decorative concrete area in front of
the formal entrance to prevent stains from the waste. This area is about 6,200 sq. ft. in size and would cost about $2.00 per
sq. ft. to seal, or about $12,400. If the concrete is sealed, the waste can be cleaned and neutralized with a concentrated
citrus cleaner. Staff recommends that animals such as horses and elephants not be allowed at the Diamond Bar Center.
Rental Fees: Staff has been comparing our current rental fees to those of other city operated facilities. Based on this
research, it appears that our current fees are too low. Following is the analysis staff has used to determine recommended
fees;
GROUP C -- Diamond Bar Based Non -Profit Service Oruanizations (includinu Churches):
Comparative rates for non-profit organizations "weekend" rates for banquet room.
Current Diamond Bar Center rate is $112.50 hour
Recommended Revised rate is $200 per hour for first 5 hours, $100 per hour for each additional hour
City of La Palma (banquet capacity 150) = $60 hour
Diamond Bar Center equivalent = $192 hour
City of Los Alamitos (banquet capacity 242) = $65 hour
Diamond Bar Center equivalent = $130 hour
City of Signal Hill (banquet capacity 35) = $42 hour
Diamond Bar Center equivalent = $576 hour
City of Westminster (banquet capacity 200) = $65 hour
Diamond Bar Center equivalent = $156 hour
City of Yorba Linda (banquet capacity 300) = $145 hour
Diamond Bar Center equivalent = $232 hour
City of Brea (banquet capacity 320) = $175 hour
Diamond Bar Center equivalent = $263 hour
The City of Brea is the closest in "style"and "extra" amenities (with the windows and patio attached) to the Diamond Bar
Center. However, they do not have the incredible location/view!
Therefore, staff recommends that the NEW rate for non -prof it "weekend" times for the entire banquet room be changed to
$200 per hour (with a 5 hour minimum rental required); additiona I hours will be charged at $100 per hour. This results in a 6
hour rental fee of $1,100, from the $675 per event that is the current rate.
GROUP E — All Businesses and Non -Residents:
Comparative Rates For Private Use By Businesses And Non -Residents "Weekend" Rates For Banquet Room.
Current Diamond Bar Center rate is $235.00 per hour
Recommended Revised rate is $400 per hour for fist 5 hours, $200 per hour for each additional hour.
When staff developed the recommended fees for the Diamond Bar Center that were approved by the City Council last
October, staff stated that there was a lot to learn about developing policies for the operation of such a state -of -the -a rt
facility. Over the past five to six months of scheduling reservations for private use of this facility, staff has discovered how
unique this facility is in this region of Southern California. We are told there are no public facilities that can serve the number
of people the Diamond Bar Center can that also has the amenities such as view, architecture, versatility and age (brand
new). Based on input we have received from several professional event planning firms, staff believes we can (and should)
charge more for its use. As an example, we were quoted a "general rule" that we should charge no more than $5 per person
for the capacity of the room for a 4 -hour block of time for the rental of the Grand View Ballroom on a weekend. That would
translate into $2200 for 4 -hours, which equals $550 per hour. That would make a 6 -hour minimum cost approximately
$3,300.
Following are examples of private sector "shell' facilities rental rates for 4 -hours (Facility, tables and chairs):
Richard Nixon Library — Yorba Linda (400 capacity) — approx. $ 4,000
Ocean Institute — Dana Point (200 capacity) — approx, $5,500
Joes Garage —Tustin (300 capacity) — approx. $5,500
Seven Degrees — Laguna Beach (100 capacity) — approx. $7,500
Huntington Harbor Yacht Club — Huntington Harbor (200 capacity) — $1,500
Newport Dunes Pavilion — Newport Beach (75 capacity) - $1,100
Because we are a public entity/public facility, we are proposing a rate that is competitive within both the public and private
sectors, but is still well belo w the "fair market value" of the private sector facilities.
Current Diamond Bar Center rate is $235 per hour with 6 hour minimum ($1,410 rental fee)
Equiva lent rate for comparable public sector facility (City of Brea) _ $361 per hour ($2,166 rental fee)
Previous proposed rate was $330 per hour with 6 hour minimum ($1,980 rental fee)
Therefore staff recommends the following additional changes should be made to the Facility Use Policy;
1. New Recommended Rate for Group E Users: NEW proposed time block is 5 hours with REVISED proposed rate =
$400 per hour ($2,000 rental)
NEW additional hourly rate (for each hour in addition to the five hour minimum) _ $200 per hour
NEW 6 hour rental equivalent = $2,200
2. Consider charging a $500 flat fee for clients to have their wedding ceremony on the grounds of the Diamond
Bar Center. Pacific Palms charges $1,500 for a 1 hour time block (includes gazebo, chairs, microphone and golf cart
with driver).
Recommended Rental Rates for Grand View Ballroom (includes Catering Kitchen, pre -function area and patio):
Note: Rates have been established per the following formula, using the Group E rate as the foundation.
• Weekday rates are 1/2 the cost of weekend rates.
• Other room rates are prorated based on the room size as compared to the whole banquet room.
• Increases for client type are based on $100 more per hour for weekend use, half that for weekday use.
Weekdays Weekends
Group A: City of Diamond Bar Events No Fee No Fee
Group B: Diamond Bar Based Senior Organization s No fee No fee for Senior Room
Group C: Diamond Bar Based $100 hour $200 hour (minimum 5 hours);
Non -Profit Organizations $100 per hour for each additional hour
Group D: Diamond Bar Residents $150 hour $300 hour (minimum 5 hours);
$150 per hour for each additional hour
Group E: All Businessesand Non -Residents $200 hour $400 hour (minimum 5 hours);
$200 per hour for each additional hour
6
The revised fees should result in annual revenue increase of 85%, from $170,000 to $315,000, when fully
implemented. (Estimate based on 100ea 8hr weekend resident uses and 100ea 8hr weekday resident uses.
REVIEWED BY:
Bob Rose James DeStefano
Community Services Director Deputy City Manager
RES OLUTI ON NO.2003-60A
A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF
DIAMOND BAR AMENDING RESOLUTION NO. 2003-60REVISING 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. 2003-60 on October 7, 2003 establishing policies and
fees for the use of the Diamond Bar Center;
(ii) Staff has been utilizing the adopted policies and fees to schedule reserved use and operate the
facility since its opening on March 20, 2004;
(iii) Staff believes that the changes listed in Exhibit A will result in a more efficient and effectiv e
operation of the Diamond Bar Center;
(iv) All legal prerequisites to the adoption of this Resolution have occurred.
B. Resolutim
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Diamond Bar
That:
1. Resolution No. 2003-60 is hereby amended by Resolution No. 2003-60A.
2. 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.
3. Any or all provisions in the attached policies may be waived by action of the City Council.
PASSED, APPROVED AND ADOPTED this day of 2004.
BOB ZIRBES
Mayor
8
ATTEST:
TOMMYE CRIBBINS
Assistant City Clerk
I, TOMMYE CRIBBINS, Assistant 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 day of 2004, by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
TOMMYE CRIBBINS, Assistant City Clerk
City of Diamond Bar
City of Diamond Bar
DIAMOND BAR CENTER
1600 S. Grand Avenue
Diamond Bar, CA 91765
Facility Use Policy
Originally Adopted by the City Council on October 7, 2003
Resolution No. 2003-60
-- RECOMMENDED REVISIONS —
4/6/04
Facility Use Information
909.839.7070
City of Diamond Bar
10
Table of Contents
Section
Tonic
Page
L
DESCRIPTION OF FACILITY
3
H.
PURPOSE OF THE USE POLICY
3
III.
DEFINITION OF TERMS
4
IV.
GROUP PRIORITY RATING
4
V.
APPLICATION PROCEDURES
5
VI.
ROOMS AVAILABLE FOR USE
7
1.
Banquet Room Use
7
2.
Meeting Room, Game Room, Activity Room, Senior Room Use
9
3.
Kitchen Facilities Use
12
VIL
LIABILITY AND INSURANCE
12
VIIL
GENERAL OPERATING REGULATIONS
14
IX.
VARIANCES
18
X
FACILITY USE FEE SCHEDULE
20
M.
EQUIPME NT RENTAL FEE SCHEDULE
25
mi.
TENANT USERS INSURANCE INFORMATION
26
11
City of Diamond Bar
Diamond Bar Center
Facility Use Policy
L DES CRIP T ION OF FACILITY
The City of Diam and Bar GammunitrSeni Diamond Bar Center ("Center" or "facility") is a 22,M square
foot facility owned and operated by the City of Diam and Bar and located at 1600 0 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 Ball Room — stage, patio/balcony, room may be separated into 5 separate rooms.
§�
Dining capacity: 484 438;
Dining capacity w/1000 sq. ft. dance floor: 4,14 372
Dining capacity w/500 sq. ft. dance floor: 454-405
Theatre capacity: 4944 952
b. Sycamore Room— Patio, dining capacity: 60 theater capacity: 128
c. Bireli Willow Room— Computer Room, 10 computer stations
d. Pine Room —Senior Room, dining capacity: 66 theater capacity: 142
e. Oak Room — Dance/exercis e, hardwood floors, capacity: 85
IL 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
"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.
12
2. "City" means the City of Diamond Bar, acting through its officials, representatives, agents, and
employees.
3. "User" means an individual who or group which obtains a permit to use the CeffffnuaityAea-ie
Diam and Bar Center pursuant to the terms of this Use Policy.
4. "Applicant' means an individual or group, which completes a City of Diamond Bar Facility
Use Application to use the 69wAnuf+4)49ea Diamond Bar Center pursuant to the terms of this
Use Policy.
5. "Facility Use Permit' means a permit issued by the City upon approval of 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 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 sponsoredby the City of Diamond Bar.
B. GROUP B- Activities conducted by the City recognized Senior citizen membership
rroouVs
C. GROUP C:
i. C-1- Activities conducted by Governmental agencies other than the City of
Diam and Bar, which provide some service to the Diam and Bar community (e.g.
local school districts, County of Los Angeles agencies, etc.)
ii. C-2- Activities conducted by -leek 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 Article s of Incorporation indicating status as a
Diamond Bar based 501(C)(3) non-profit organization nort profit teit exemption
tttttt+er shall be submitted as a condition of an organization
receiving classification in this group.
D. GROUP D:
D-1- Private events conducted by Diamond Bar residents.
13
ii. D-2- Activities conducted by Diamond Bar resident groups, organizations and
businesses, which are not eligible under Group C definition s.
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. APPLICAT ION PROCEDURES
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.
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.
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. Staf f 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 CI 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.
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.
5. 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 banquet room.
Observed Holidays — Thanksgiving Day and Christmas Day — No use shall be scheduled
on observed holidays without Center Director's approval.
14
Upon approval of an application, a facility use permit rental contract will be issued authorizing
the requested use of the facility. The Center Director may attach such conditions to the perrrtif
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.
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.
Use will be approved based on availability in accordance with priority rankings. In the unlikely
event that two or more applic ations are submitte d 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 activ ity 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.
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.
That the applicant has twice before cancelled a scheduled event in the facility
without prior notice.
10. 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.
15
11. 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 AVAIL ABLE F OR US E
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 ti me 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.
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 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:
16
a. Weekend reservations cancelled 90 days or more prior to the event will receive
a refund of fees minus a $100 preeessing fee.
b. Weekend reservations cancelled 30-89 days prior to the event will receive a
4"0 refund of fees Fi4qd a A111 r-e-fimAd ef the eleaniag Elepes4 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 cancel led 30 days or more prior to the event will receive
a refund of fees minus a $100 preeessing 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 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 mor -e than 30 days or more prior to the event
will receive a full refund minus x$10 pr-eeessing €ee. 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 (S enior 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 attendan cc 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.
17
When Banquet Room is not reserved for weekend use 21 days or less prior to
date, senior group may reserve and use room for the discounted rate of $30 per
hour of use, with 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 for
facility, and must receive prior approval from the Center Director.
E. Recurring Banquet Room Use by Group C Organizations
111Won-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 plus applisable operatien fees.
iv. Weekend use requires payment according to the approved rental rate for this
classification.
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.
Meeting Room, Game Room, Activity Room, Senior Room Use
A. Reservation Procedures for Meeting Room, Game Room, Activity Room, Senior Room
Use
All potential users shall complete an Application a minimum of 30 days prior to
the event.
18
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 ti me 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 meeting room, game room, activity room, senior 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.
n. 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 meeting room, game room, activity room, senior 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 a $50 preeessinrgfee.
b. Weekend reservations cancelled 30-59 days prior to the event will receive a
3944 refund of the retAft fees minus $500 or amount of rental fee deposit,
whichever is less an4 it c_n __r__a of the _i___._f a_.___..
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 cancel led 30 days or more prior to the event will receive
a refund of fees minus a $50 preeessing 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 of the cleaning deposit.
ii. Group C (Non-profit groups) reserving meeting rooms shall adhere to the
following cancellation policy:
19
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)
i. 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 Senior Room by Group B Organizations (Senior Groups)
i. 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.
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 e*
. Requirement for cleaning deposit ($100)
added for non-Oprofit (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 clas s ificatio n 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.
20
Kitchen Facilities Use
A. Reservation Procedures for Kitchen Facilities Use
i. 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
Diam and Bar Center on a fust 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, oven/steamer, convection oven, warming top, hot food service unit, mobile
heated holding carts (2 each), 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 maybe available on
a first-come, first-served basis, for aperiod 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 lim it. (If alcohol is to be served,
insurance coverage stall include coverage for serving alcohol beverages).
All of user's insurance shall:
21
A. Name the City of Diamond Bar, its employees, officials, agents, representatives ,
vmss (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
Shall be written by insurance companies qualified to do business in California and rated
"A" or better in the most recent edition of Best Rating Guide, The Key Rating Guide, or
in the Federal Register, and only if they are of a financial category Class VIII or better,
unless such rating qualifications are waived by the City's Risk Manager due to unique
circumstances.
G. The applicant's policy must include a 30 -day written cancellation notice.
Certificate of Insurance -- The City of Diamond Bar requires the following information on all
certificates and/or additional insured endorsements:
A. Wording must read exactly, with no exceptions accepted: "Addition al Insured: City of
Diam and 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.
E. If alcohol is to be served insurance coverage shall include coverage for serving alcohol
beverages).
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,
22
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.
VIIL 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 immedi ate 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.
is required to be present as seeurity at
all events at which alcohol is served. T- W cWpi-ffls Dopa f n @at may waive o -ity f r
vAere not "tare then 109 members vo-i14 be pet-miRed to be itt ffaendanee. Cost of the
security is the responsibility of the user and is payable directly to the
andfet: City approved security firm.
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 Community 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.
23
Alcohol may neither be served nor sold prior to the scheduled start of the event nor until
the approved 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 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. aai4 the C;ekiaty &f4,&&
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
famished to A.B.C. when applying for this license.
iii. A copy of the A.B.C. license must be furnished to the
Diam and Bar Center a minim um 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 12= 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 A M cups, glasses, or
cans`rt
24
M. When serving champagne, all bottles must be opened in the kitchen prior to serving.
Champagne bottles may not be opened in the assetr+ly banquet rooms. All unopened
bottles must be stored in the kitchen.
N. Security service must be present through the clean up hour.
Supervision by Center Staff is necessary for the public's safety and well-being. Center staff shall
be responsible for and have complete authority over the facility being used, all equipment,
participants, and activities. The staff shall have authority to request changes in activities or
cessation of activities. Users must comply with these requests and instructions. Staff shall be
responsible for enforcement of all policies, rules, and regulations. The Center Staff shall have
the authority to deny or terminate the use of the facility if a determination is made by Center
Staff that the use does not 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.
Tobacco use of any kind or smoking is not permitted in the Gammm 3ity Diam and Bar Center.
Smoking is permitted in designated outdoor areas only.
Incense, fog, or smoke use is not permitted in the Diamond Bar Center; including
incense, flame, or smoke ceremonies. 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 Diam and Bar Center a minimum of 7 days prior to event.
The use of fog generating machines is prohibited. Stemo heaters for food warming is allowed
without a permit by licen sed 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 Center facili ties or on Summitridge Park grounds, access roads,
parking lots or drop-off area 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.
6. Illegal Activities shall not be permitte d. 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
claim ed 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
25
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.
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 , 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 6Maier- Diam and 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. F oods 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 where the majority of the participants are 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.
26
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 €er E 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. No open flames or candles are allowed.
The only exception to this is tea lights, which can be used if tea light design meets City and L.A.
County Fire Departm ent standards. 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:
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 tim e as the cancelled event). If variance is granted, a $5.00 refund
processing fee will be deducted from relief amount.
27
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 weekend use by Priority Group
C organizations.
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 cancellatio n fees) will not be accepted nor considered.
Variance Request Procedures:
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 fording 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 detrim ental
to the public health, safety or welfare, or disruptive to other events
occurring in the facility at the same time, or to the immediately surrounding
neighborhood. The request for a variance will be acted upon at the time the
application is approved.
iii. In the event a variance is granted, the applicant will pay any supplemental
fee necessary to compensate the City for additional costs associated with the
variance. Denial of a variance may be appealed within ten days to the City
Manager. The City Manager's decision will be final.
28
City of Diamond Bar
Diamond Bar Center
X. -- Facility Use Fee Schedule
Groups A: City of Diamond Bar Sponsored Activities
Group B: City recognized Senior members hip groups
Group A: No fees
Group B: No fees for regular weekday use
Weekday
Ante
Rata
Gperal:reR
--
Rate
-- ' --
6geF416a
Cleaning
Deposit
$75/HF
$29/HF
$675/
e-e_,F
$399
Seim, R om $60Jhr
$35/1.,
$6B/hr
$5fhr
$iea
$40/hr
$15/4
$
$15/HF
$+G9
$40/hr
$15/4
$15/4
$+G9
$40/hr
$t5/h
$33/4
$+G9
$381HF
$K/HF
$3e/HF
$15/HF
$f99
$59/HF
$}S}HF
$119/4
$15/11F
$299
$25/HF
$45/HF
_
_ _ -
$18B
$2B/hF
$15/HF
$75%eve14
$15/HF
$199
$se/eCnt
+
$ee%t
N/a
and Bus
$fee
Roe m Weekday
Rate
Rat
epeFatien
Rate
-
GpeFatie'H
Cleaning
Beflasit
Big Banq UeFRoo $150/HF
$20/HF
$165/HF
$29/HF
$309
Seim, R om $60Jhr
$35/1.,
$6B/hr
$5fhr
$iea
$39/hF
$15/4
$39/HF
$15/4
*GG
�'eeN�-Ream $28/HF
$15/4
$199
$ze/r
$t5/h
$ht1^e�e
F
�
$+G&
$109/4
$15/4
$119/4
$15/11F
$299
$58/17,
$iS%hr
$55/9F
$i5/1.,
$488
$39}HF
$1S/HF
$99;14
$15/HF
$190
$59/ev&*
Greup E! Non Resident Private
Events and Non
$50/event
Resident Gieups
N/a
and Bus
$190
Room Weekday
Rate
Rat
GpeFatreFr
Weekend
Rate
Rate-
GpeFatiea
Cleaning
Depesi
Big Banpaet Ree $195/hF
$28/HF
$219,'4
$29JHn
$599
5min 'Roo- $28/h,
$f5/1..
IlF
$fS/fA
$tffi
Meetimg RaaFm_ $49/HF
$15/HF
$49/4
$15/HF
$199
I�edth Reece $39/HF
$+S/HF
$38}HF
$}S/HF
$180
'ibuth Room $3051,
(divided 1%3i
$i5/hr
$38/h,
$t5f17,
$iBB
GempbteF Reern $40/hF
$15/4
$4GVhF
$15/4
$189
$Bell.,
$t51h
$fir
$15/1.r
$zee
Banquet Reem (divided 1�3) $65/HF
$}5/HF
$�B/HF
$I5/HF
$109
Banquet Reem (divided 1/5) $30/HF
$}5/HF
$39/HF
$1S/hF
$109
Eich. $58/_..t
N/&
$58/event
Po/&
$tee
A Fnandalor., Glean up 1;our ra„rat is F@qoif@d.
29
30
1! Dia Friend Bar Resmelents Pr"va
2! D*a Friend Bar Resident Bus"ne
Group D: Diamond Bar Residents
Room
Weekday Rates
Weekend Rates
Cleaning
Rate Operation
Rate Opera Son
Deposit
$459N9F QWhp
$165/19F $29/4
$39G
Grand View Ballroom
$150/hr
$300/hr 5hr Min; $150/hr each
$500
additional ho ur
Sem of Raw $69/hF
$15JhF
$60f hr- $15JhF
$3499
Pine Room (Senior)
$50/hr
$100/hr
$100
$ $45/19F
$39119 $45/11F
$166
Sycamore Room + Patio
$50/hr
$100/hr
$100
yer#k Room $28HF
$15}hr
$28Nf $15/hr
$3%
Oak Room
$50/hr
$100/hr
$100
$29/19 $15/19F
$20fHF $35f19F
$166
Maple Room
$27/hr
$55/hr
$100
Gernputer-Raw $30/hr
$+S}hf
$30/lf $45/hf
$3496
B+PL+Willow Room
$50/hr
$100/hr
$100
(Computer)
BaRquet Ream (divided ?/3) $109/19F
$3.19/19F $15/11r
$2GG
Grand View Ballroom (divided
$100/hr
$200/hr 5 hr Min. $100/hr each
$350
2/3)
additional ho ur
Banquet Room (d vided 1�3) $58jHF
$35/HF
$55/19F $15/HF
$3496
Grand View Ballroom (divided
$50/hr
N/A
$100
1/3)
$39/Hr
$i5/HF
$3w9 $35/19
$39G
Banquet Roan (divided 1/5)
$30/hr
N/A
$100
eater Mg K t4em $58jevent
WA
$50/event W/R
$3499
Catering Kitchen
$50/event
N/A
$100
31
dent Private Events and Non Resident Gre-m
Group E: Non -Residents and All Businesses
Room
Weekday Rates
Weekend Rates
Cleaning
Keyboard
Rate Operation
Rate Operation
Deposit
Big-Bar>eimelmRaertt
$ fhF' $
$Pisµf $
$594
Grand View Ballroom
$200/hr
$400/hr 5 hr Min. $200/hr each
$500
A/V Projector
$20
additional hour
$20
Seng BF Ream
$76/14r $15µir
$79/hr $35/hr
$196
Pine Room (Senior)
$55/hr
$110/hr
$100
f4eelmiRg Ream
'$40/hF $45. HF
$48fhF $45fhr
$304
Sycamore Room + Patio
$55/hr
$110/hr
$100
yec#h Room
$30Jhr $15/hr
$30/hr $35jhF
$399
Oak Room
$55/hr
$110/hr
$100
Yebth Ream
$39/19F- $35/11F
$3A/hr $}5/Hr
$3AB
(divided - l i3)
Maple Room
$30/hr
$60/hr
$100
Gamputer Room
$49/4 $+5/Hr
$40/hr $35/hr
$39B
BirEHWillow Room
$55/hr
$110/hr
$100
(Com puter)
$430fHr $!S}Hr
$34A}Hr $35µh
$2%
Grand View Ballroom (divided
$135/hr
$270/hr 5 hr Min. $135/hr each
$350
2/3)
additional ho ur
Banquet Ream (divided 1/3)
$65µ1F $15/19F
$;Z9FhF $IS/hr
$306
Grand View Ballroom (divided
$55/hr
N/A
$100
1/3)
Banquet Ream (d Y ded 1/5)
$30ihF $15µh
$39/hr $35/hr
$}B6
Banquet Room (divided 1/5)
$35/hr
N/A
$100
q
$50/x- WA
$59/event N/A
$396
Caging Kitchen
$50/event
$100
XI. -- Equipment Rental Fee Schedule: Groups C, D-1, D-2, and E
Equipment
Rental Fee Replacement Cost
Portable Bar
$25
Keyboard
$50
Karaoke Machine
$20
Compact Disc Player
$20
VCR/TV
$20
Coffee Pot (55 cup)
$20
Coffee Pot (100 cup)
$40
A/V Projector
$20
Overhead Projector
$20
Microphone (cordless)
$20
Microphone Stand
$5
Dance Floor - 500 sq. ft. thru 1000 sq. ft.
$200
Dance Floor - I ess than 500 sq. f t.
$100
Projection T.V.
$50
Projection Sc reen
No charg e
Tabl a Si gns: 1-10
$10
Tabl a Si gns: 1- 20
$20
Tabl a Si gns: 1- 30
$30
Tad a Si gns: 1- 40
$40
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will beasse sled if equipment is damaged or destroyed.
3. Tenet/ User s Insu rance - This i nsurance is provided under se parate contract w ith the City's in surer. See atta chment
"A" for information and fees. Fees are subject to change without adv a rice notice. Fees are passed th rou gh to u ser.
32
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).
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. Determ ine 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.
33
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 $65.00 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.
34
Agenda No. 6.1.1
MINUTES OF THE CITY COUNCIL
STUDY SESSION OF THE CITY OF DIAMOND BAR
FEBRUARY 17, 2004
STUDY SESSION: Mayor Zirbes called the Study Session to order at 5:07 p.m. in
Room CC -8 of the South Coast Air Quality Management District/Governm ent Center,
21865 Copley Dr., Diamond Bar, CA.
Present: Council Members Chang, Huff, O'Connor, Mayor Pro Tem Herrera,
and Mayor Zirbes
Also Present: Linda Lowry, City Manager; Mike Jenkins, City Attorney; James
DeStefano; Deputy City Manager; David Doyle, Deputy City Manager; David Liu, Director of
Public Works; Bob Rose, Director of Community Services; Linda Magnuson, Finance
Director; Lynda Burgess, City Clerk; April Blakey, Public Information Manager; Nancy
Whitehouse, Executive Assistant; Fred Alamolholda, Senior Engineer, Marsha Roa,
Communications and Marketing Coordinator; Sharon Gomez, Sr. Management Analyst;
and Joan Chavez, Office Assistant.
Economic Development Update —Country Hills Towne Center
CM/Lowry introduced Michael McCarthy, MCC Capital, Inc., new owner of the
Country Hills Towne Center.
Mr. McCarthy described himself as an accountant, a center owner, and a developer
and stated that he purchases troubled assets in Southern California that have
become run down by lack of tenant improvem ent dollars, lack of vision, and/or lack
of anchor tenants. He reported that his vision is to refurbish the Towne Center,
bringing in new tenants, improving the aesthetics with a new storefront, and adding
a medical office building. He said that his firm was nearly ready to apply for a Zone
Change, a site plan approval, a Conditional Use Permit for the Center, and a
Variance for the medical office building. He explained that his firm terminated the
lease with the Ralph's Co. in December 2003 so the space is now free to be re -
rented as a grocery store and filling that space will be hi s primary goal. Regarding
the space currently occupied by the theater , he stated that his firm is looking into
providing a better use. He pointed out that the site plan displays a garden center on
the side ofthe current theater building to augment a home center orhardware store
within the theater portion.
Mr. McCarthy further reported that the site plan contemplates usage of the pad
formerly occupied by The Wherehouse as a coffee and food related use with a patio
area off ofthe building and a veranda over it. In order to attract some ofthe 35,000
vehicles that pass bythat center, especially in the morning, the site plan anticipates
a drive-through coffee -type of use. He went on to say that the Variance to be
requested would be for a four-story medical office building with 15,000 feet of floor
space on the south end ofthe Center behind the carwash. He pointed out that the
topography of the south end of the Center drops approximately 30 feet, thereby
making the building essentially 60 feet high with the top floor visible behind the car
wash so that signage identifying the medical office building could be seen.
FEBRUARY 17, 2004 PAGE 2 CITY COUNCIL
Regarding the space formerly occupied by Ral ph's, hestated that the difficulty with
the location in the past was that the store was not visible from D.B. Blvd. asthe view
was blocked by the two-story building occupied by AAA. He indicated that the new
concept is to construct a tower element in the shopping center so that better, more
visible signage for a grocery store can be provided.
C/O'Connor asked if his firm had contempl ated the idea of keeping the theater and
upgrading itto stadium -type seating sincethe youth inthearea complain that there
isn't any place in town for them to go.
Mr. McCarthy responded that hehad been discussing the idea with Regal Theaters
for over a year but since they failed in that location once before, they are not open to
the idea. He stated that he felt the theater component for D.B. might be better
served if it was on a new, larger site in order to accommodate stadium seating. He
explained that the Regal Theater is looking for a "power center" type of site close to
the freeway, on a comer, etc. similar to the property on Grand and Golden Springs.
The Country Hills Towne Center is more of a neighborhood center for the
community.
In response to C/Huff regarding adding mixed uses with residential spaces over
some of the shops, Mr. McCarthy explained that it is an exciting concept for
developers, but the plan is to keep the existing structures . He further stated that
consideration is being given to adding shops on both sides ofthe driveway entrance
to encourage shoppers to crisscross back and forth to the shops, to restaurants, and
to the theater but he cautioned that it may be too ambitious for the site.
C/Chang stated that he was very supportive of the type of improvements being
proposed to the Country Hills Towne Center, especially the medical office building
to provide space to independent physicians in a central location. He said that
turning the Center into a lifestyle -type center with a good coffee shop and a couple
of good restaurants would help create a community gathering place. He
commended Mr. McCarthy and stated that he would like to see the development
move ahead.
CM/Lowry asked if Mr. McCarthy would berequesting financial assistance from the
City.
Mr. McCarthy stated that the more the City can participate in the process, the better
the tenant improvements and storefronts will be. He estimated that the revenue
from the new tenants should generate approximately $15-25 million a year in total
taxable sales.
MPT/Herrera queried if there was any kind of a timeline when the grocery store
going in. Mr. McCarthy stated that a commitment should be obtained within the
year. The optimal goal would beto havethe store opened by Christmas 2004 but
most likely, it will open in 2005.
FEBRUARY 17, 2004 PAGE 3 CITY COUNCIL
M/Zirbes asked ifthe current market strike was affecting growth plans for any ofthe
major grocery stores. Mr. McCarthy stated that everything is on hold with the major
markets, however, the non-union stores are doing very well, citing the new Henry's
Market in Chino Hills as an example.
M/Zirbes thanked Mr. McCarthy for his presentation and commended him on his
vision for the Center.
Jerry Hamilton, Diamond Bar resident, stated that there are no investment-ty pe
businesses in the Diamond Bar -Chino Hills area and suggested that the City look
into attracting that type ofbusiness. Mr. Hamilton stated that hewould like to see a
variety of investment brokers housed in one building.
Mr. McCarthy stated that the Center's improvement plans have attracted strong
interest from several investment banks and advisors since the median income per
household in the area is in the $110,000 range.
D.B. Center Grand Opening Update
PIM/Blakey reported that staff isplanning two events to celebrate the grand opening
of the Diamond Bar Center. She said that one is an "open house" with daytime
events open to the public and the other is an evening by -invitation -on ly dinner.
She related that staff had received an offer from a transportation company owner
who is willing to provide his vintage Rolls Royce to transport the Council up to the
ribbon -cutting ceremony. She indicated that staff had previously arranged for
Council to be transported to the ceremony in a fire truck and asked the Council for
direction regarding the two options. The Mayorwould bearriving in a helicopter with
Commander Chuck Street.
C/Huff and C/Chang indicated that they preferred to arrive in the fire engine as, in
their opinion, the Rolls Royce would be sending the wrong message to the
community. Following a brief discussion, Council concurred to arrive in the fire
engine.
PIM/Blakey discussed the draft guest listfor the dinner, comprised mainly of Council
Members, Commissioners, elected officials, past mayors, event sponsors with their
own tables, the original Task Force members, project leaders, City staff, Diamond
Bar Community Foundation Members, and City partners such as the Chamber of
Commerce, Library, schools, water district, utility types, senior citizen clubs,
members of the media, and event planners to show off the facility.
Following brief discussion and suggested updates to the list, Council agreed to
contact PIM/Blakey if they have further changes.
FEBRUARY 17, 2004 PAGE 4 CITY COUNCIL
PIM/Blakey explained that the caterer has included a second entree option for
consideration ata cost of $1600 and stated that staff was looking for direction on
whether to serve complimentary wine with dinner. She also indicated that staff was
looking atincluding 2-3 bottles ofwine at each table which would provide each guest
approximately 2 glasses. Another option to be considered by Council would be
providing valet parking so that guests would not have to walk from the parking lots.
She further stated that staff would be I ooking into the possibility of additional
equipment such as heaters, lighted trees, etc. and that addition of all of the above
items would bring the total cost for the dinner slightly over budget. She asked
whether itwould be possible to use some of the $12,500 current ly available from
sponsors to pay for the overage.
In response to C/O'Connor regarding seeking sponsorships for some of the
additional items, PIM/Blakey indicated that most of the sponsors have designated
how their funds should be used; for example, the Chamber has donated sufficient
funds to pay for the band.
MPT/Herrera asked ifthe extra options presented tonight would increase the amount
that the City will becontributing. DCM/Doyle responded "no," they would bepaid for
out of the donations.
M/Zirbes recalled that, atthe last study session, Council set a budget amount for the
dinner but also indicated that if there were additional expen ses, that they would have
to be covered by sponsorship funds.
C/Chang remembered that Council did not specifically give staff direction to use
money from the sponsorship pool for items over budget.
C/Huff concurred and stated that hefelt that a specific sponsor should beutilized to
provide the wine. Regarding the valet, he stated that having valet service would
create a bottleneck in the turnaround and, therefore, should not be offered to
everybody. C/Chang stated that he did not wish to use taxpayer's money for valet
parking.
Regarding the options presented, Council concurred
- Not to provide valet parking.
-To provide a second entree ofMahi Mahi for an additional cost of $1600.
Regarding wine with dinner, PIM/Blakey explained that, with 40 tables, 120 bottles of
wine would beneeded: one bottle ofwhite and one bottle ofred. She reported that
the caterer has suggested that additional bottles of white wine beset aside in the
event that a number of people ata table request more white. She stated that the
cost would bean additional $1,200 for three bottles per tables. C/Huff opined that
wine should not be provided unless there is a sponsor to cover the costs. Council
agreed that serving wine with dinner would provide a nice touch.
FEBRUARY 17, 2004 PAGE 5 CITY COUNCIL
PIM/Blakey explained that staff wanted to be sure that, if the additional items bring
the total for the event over budget, that staff would beallowed to use sponsor funds
to cover only the portion of additional funds needed.
Council agreed with that concept.
With respect to completion ofthe building and scheduling ofthe dinner, DCM/Doyle
explained that the last shipment of ceiling tiles for the banquet room from Canada
are due to be delivered on March 17 which does not provide enough time to
complete that part of the project. He stated that April suggested that the dinner be
continued to March 27thto provide enough timefor completion ofthe ceiling.
Following brief discussion, Council concu rred to postpone the Grand Opening Gala
to Friday, March 26, 2004.
Goals and Objectives Review
The City Manager reviewed the Goals as they were presented in the 2003-2204
Budget.
1) TO OPERATE THE CITY INA FISCALLY AND MAGERIAL RESPONSIBLE
AND PRUDENT MANNER:
Council Appointed Committees List
CM/Lowry explained that the first goal was to review Council appointed committees
and a couple ofthem have been eliminated. Shesaid that staff is reconsidering the
Public Safety Committee as it is staffed and managed by the Sheriffs Department.
City Council Code of Ethics
CM/Lowry explained that this item was underway and staff is planning to bring the
amended version for Council review in March. Regarding enforcem ent of City Codes
and Ordinances, she stated that staff had been discussing whether some of the
issues could be removed from the list and be considered an ongoing part of doing
business in D.B.
2) RETENTION OF RURAL COUNTRY LIVING COMMUNITY CHARACTER &
PRESERVATION OF PRESERVATION OF OPEN SPACE
Establish continguous neighborhoods within City zip code, and other goals
CM/Lowry reported that staff had been looking into annexing contiguous
neighborhoods within the City's zip code and the Walnut Unified School District
She said that the discussion was continued as a result of budget discussions held
last summer.
Cleaning Up the Freeway Entrances, and other goals
CM/Lowry stated that CSD/Rose had given Council information regarding steps
being taken by staff to increase the work that's done on a regular basis. She
indicated that the slopes under this category are either CalTrans property or
FEBRUARY 17, 2004 PAGE 6 CITY COUNCIL
private slopes, wondering if there is a desire to do something beyond what has
already been done.
Consideration of JCC Donation of the Lot at D.B. Blvd. and SR 60, and other
goals
CM/Lowry reminded Council that they had met and discussed this issue in
December and staff isworking on collecting additional information about the geology
ofthe site. On the pre -annexation agreement for Shell (the Shell Aera Project), she
reported that this matter was placed on hold until receipt of the EIR by the County
before conducting additional review. Under "Plant More Trees," she said that Mr.
Rose continues to plant more trees and will probably plant approximately 100 trees
this year.
CM/Lowry said that the Goals were being reviewed atthe request ofM/Zirbes and
staff was hoping that the Goal swould belooked atin terms oftheir appropriateness
for the balance ofthe year and the future . She questioned whether there are Goals
that can go off the table and ifthere were others that need to mo rph into new goals.
MPT/Herrera stated that itwould be good for the ongoing goals be moved from the
Goals listto "this isthe way that wedo business", but itis important that have those
items be identified separately.
CM/Lowry expressed appreciation for MPT/Herrera's statement. She commented
that, with Council's leadership, the City has established itself from the Goals listas
"this is us, this iswhat wedo". Further ,should the Council participate in a visioning
session, future projects would be implemented with that "vision".
M/Zirbes pointed out that another reason for reviewing the Goals was to assess
where the City was at the half way point of the year. He stated that the Council will
need to consider Goals and Objectives for 2004/05 in the near future and that it
would be helpful to know what remains to be done in this year's Goals.
C/Huff suggested that certain Goals could be restated to reflect the portion of work
remaining. CM/Lowry proposed that the review continue and staff would create a
recommended format for the next review to begin.
Continue to Plant More Trees around the City
C/O'Connor suggested removing this goal. C/Huff agreed.
Monitor Repair Program that Assists Low to Moderate Income Families with
Improvements
CM/Lowry stated that this issue is ongoing because the program, home
improvement loans and repairs, is up and running.
M/Zirbes agreed that the Repair Program didn't need to stay on the Goals list
because it'show the Community and Development Services Department now does
business.
FEBRUARY 17, 2004 PAGE 7 CITY COUNCIL
Consider Annexation of the Former Boy Scout Property, and other goals
CM/Lowry suggested that this item be consolidated into a larger annexation
discussion. On "Adopting the Slopes on Major Roads and Providing Funding
Assistance," CM/Lowry stated that creating standards for the slopes was
accomplished through adoption of the ordinance, but the goal of adopting the slopes
themselves and providing financial assistance has not been done.
MPT/Herrera explained that Joe Ruzicka, representing the Three Valleys Municipal
Water District, gave staff and Council a brochure regarding available grants from
MWD for drought-resistan tplantings. Mr. Ru zicka related to her that Three Valleys
Water staff could help the City prepare the application so that the City may receive
funding for some of the slopes.
CM/Lowry suggested that the slope issue become an Objective for the remainder of
the year orfor early next year.
Monitor and Evaluate Proposed Development in areas such as Tres
Hermanos, Tonner Canyon, Shell Oil Propertyand Monitor Water Use in Tres
Hermanos
CM/Lowry explained that these efforts were ongoing through the Tres Hermanos
Conservation Authority, Four Comers, and through the City's participation in other
regional groups.
Expand the Sphere of Influence to Incorporate Properties both West and
Southwest of the City
CM/Lowry explained that the City atone time had a broader General Plan revision
goal. She stated that this shouldn't remain as a Goal due to circumstances
preventing the City from moving forward.
C/Huff felt that this matter would be more of a long-term goal, such as the General
Plan, as opposed to the annual goals that Council and staff continually work on. He
stated that it is not something that will happen in a year but still need to remain in
the City's sights.
M/Zirbes pointed out that occasionally discussions need to be held on issues ofthis
type to stay on top of the status of the properties.
Enact a Comprehensive Investigation into the City's Infrastructure
CM/Lowry stated that Council had previous exposure to th eissue when the Finance
Director asked for additional funds for preparation of the CAFR for this year. She
further stated that the balance of the issue is related to actually creating the
inventory and accounting for the City's infrastructure --the streets, the quality
of the streets, estimating the balance of their useful lives, etc. She reported that
staff is now working on the hardscape infrastructure in order to meet the
requirements of GASB 34 and that staff should beawarding a contra ctby the end of
this fiscal year.
FEBRUARY 17, 2004 PAGE 8 CITY COUNCIL
Develop Sidewalk Curb Replacement Fund
CM/Lowry explained that funding exists inside the special fund for gas tax in the
amount of $75,000. She related that since the replacement fund is a concept that
staff is managing within current resources, the Goal could be removed.
Workshop should bean action -oriented, practical and systematic discussion
on creating a vision statement for the City's future, and other goals
CM/Lowry explained that this item had been discussed earlier during comments on
visioning and rearranging the goals.
Develop an Entryway Sign to Display Service Clubs within the City
CM/Lowry reported that CSD/Rose is collecting samples of signs posted in other
cities. CSD/Rose displayed an example of one of the better signs currently posted
in Orange.
3) REDUCTION OF REGIONAL TRAFFIC IMPACTS ON LOCAL STREETS
Effectively and Aggressively pursue City-wide Speeding
CM/Lowry reported that staff is on top of this and that it has become a part of"who
the City is" on an everyday basis.
Computerized Signal Maintenance System
CM/Lowry stated that this item was a work in progre sswith the County and may not
be implemented by the end of next year. This is a long-term Goal.
Pursue and Monitor Traffic Solutions
CM/Lowry stated that this issue is more of a regional matter while atthe same time it
is an ongoing description of D.B. She referred to the presentation by Mr. McDermott
stated that the City needs to keep traffic consultants on -board to help monitor
various traffic solutions.
Support ACE Funding Requests and Construction of Nearby Rail Grade
Crossing Projects
CM/Lowry stated that ACE would also be part of the overall regional traffic view
along with the SR60 project. Mr. McDermott will behelping the City so that Council
will be able to participate on many regional levels.
4) PROMOTION OF VIABLE COMMERCIAL ACTIVITY:
M/Zirbes asked if there were any Objectives that Council wanted to discuss in this
area.
No comments offered
FEBRUARY 17, 2004 PAGE 9 CITY COUNCIL
5) CREATION OF COMMUNITY ENVIRONMENT:
Pursue and promote joint development/u se of facilities, parks and open space
w/PUSD & WVUSD
CM/Lowry stated that CSD/Rose is working on joint -use agreements. CSD/Rose
stated that a Mount Calvary/Lutheran School Joint Use Agreement would be
forthcoming, with others to follow. That also is "who we are, that's what we do".
Establish departmental procedures for returning calls within 24 hours; staff to
draft letter for Council in response to community letters
In addition to the City's Customer Response Management system, CM/Lowry
pointed out that written responses have also been completed in a more timely
manner with the addition of Legislative Analyst Clarke.
Provide proposal hire Part-time Neighborhood Improvement Officer to work
10-15 hours week
C/O'Connor questioned if the new Neighborhood Improvement Officer working on
Sundays, citing that she noticed signs up on Sunday. DCM/DeStefano commented
that currently Mr. Flacks was not because he has taken over many of the hours
while Mr. Flores is on leave. He is, however, working Saturdays as well as
approximately 24 -hours weekdays. He will be back on weekends when Mr. Flores
returns to work, around the first of March.
Consider development of a sports complex
CM/Lowry reported that the Sports Complex Task Force has been established,
having had approximately five meetings to date.
Review parking ordinances, and other goals
CM/Lowry commented that this item was dealt with in conjunction with street
sweeping, and requested it be removed as there does not seem to be a viable
definition atthis time as to "oversized vehicle".
C/O'Connor and MPT/Herrera recalled that a definition was to be prepared. C/Huff
recalled Council's last discussion was the attempt to ban SUVs. Brief discussion
ensued as to what constituted oversized vehicles, weight or height range, citing
vans, motor homes, semi -trucks.
C/Huff recommended staff review the criteria and bring it back for Council
consideration. M/Zirbes commented to include height, width, and length.
Establish process to evaluate sports need within community
CM/Lowry reported that the Community Sports Complex Task Force is ongoing.
Develop cost/benefit report to consid er bringing street sweeping in-house
This matter will be brought for Council consideration in March.
FEBRUARY 17, 2004 PAGE 10 CITY COUNCIL
Implement Trails Master Plan
This item is also ongoing.
Improve southside fencing from Evergreen to DB Blvd.
CM/Lowry commented that this matter has yet to be addressed and needs to
remain.
Coordinate with the Post Office and Federal representatives to resolve zip
code issues.
This is still an ongoing matter.
Inform residents of needed permits
CM/Lowry reported that there are many methods in place to get this information to
the residents. It was the consensus of Council that this matter is ongoing.
Compile list of properties desired for parks/open space, develop plan and
financial method of possible acquisition
CM/Lowry reported this item is completed.
Study alternate uses of library site if funding fails
There has been no study done thus far.
M/Zirbes asked ifthere wereany other comments orquestions. C/Chang voiced
concern that bycombining thegoals in this manner, the priorities ofthe projects may
be diluted. He emphasized the importance of retaining a system identifying the
projects' priorities within the categories. He cited the Library project as an example,
how itwas a #1 priority but is now on the lastpage, the last item for consideration.
M/Zirbes commented that M/Chang made a good point; that perhaps the ranking
sheets can be reviewed, in addition to how the item is brought forward in the
visioning statements.
PUBLIC COMMENTS
Nancy Lyons, Friends of the Diamond Bar Library representative, commented that
the new Diamond Bar Center isgorgeous; she isable toview italmost every day in
her travels. She commended staff on a job well done.
She commented that the City's Website does not display the Library; it'sa picture of
Diamond Crest, and wondered if it's because the current Library is unsightly. She
understands that staff was diligent in preparing a grant application, hand -carrying
the boxes to Sacramento. She voiced concern of the odds of Diamond Bar being
selected and current media reports that LA County closing libraries. Ms. Lyons
suggested establishing a task force forthe new library, aswas done with the Sports
Complex, and get some people involved. The Friends are very interested but there
are lot ofother people that are interested as well. She expressed disappointment in
seeing the Library issue last on the list.
FEBRUARY 17, 2004 PAGE 11 CITY COUNCIL
Kathleen Newe, Friends ofthe Diamond Bar Library, concurred with the previous
speaker. She reported that she was a member of the original task for the Center
and some things changed and that was understandable. She was concerned with
the library being considered for alternative uses; if there is no monies for a library,
then how isthere monies for any other facility. This isan ideal location for a library,
and monies have already been spent; grading the area, not to mention the bond
sale. She reiterated the need for a new library facility. She commented that
although there were differences with the shape, size, and design, the one main
focus was there would be a community center and a library. She encouraged
Council not pursue alternate uses but continue to look for funding.
Jerry Hamilton, Diamond Bar resident, voiced a safety concern traveling on the road
to the new Center; it being only a two -I ane road, the drop of the cliff, drivers
speeding, and the potential for party -goers to drink -and -drive. He suggested placing
sheriff personnel and volunteer patrol members atthe site.
10. ADJOURNMENT: There being no further business to conduct, M/Zirbes adjourned
the study session at 6:28 p.m.
Linda C. Lowry, City Clerk
The foregoing minutes are hereby approved this day of , 2004.
Bob Zirbes, Mayor
Agenda No. 6.1 .2
CITY OF DIAMOND BAR
CITY COUNCIL STUDY SESSION
MARCH 2, 2004
STUDY SESSION: Mayor Zirbes called the Study Session to order at
5:45 p.m. in Room CC -8 of The Government Center/South Coast Air Quality
Management District, 21865 Copley Dr., Diamond Bar, CA.
Present: Council Members Chan g, Huff, O'Connor, Mayor Pro
Tem Herrera and Mayor Zirbes.
Also present: Linda Lowry, City Manager; Mike Jenkins, City
Attorney; James DeStefano, Deputy City Manager; David Liu, Public Works
Director; Bob Rose, Community Services Director; Linda Magnuson, Finance
Director; Lynda Burgess, City Clerk; Nancy Whitehouse, Executive Assistant;
April Blakey, Public Information Manager; Marsha Roa, Communications &
Marketing Coordinator; Sara West, Recreation Supervisor; Fred Alamolholda,
Senior Engineer and Sharon Gomez, Senior Management Analyst.
Revision of Diamond Bar Center Policies:
CSD/Rose distributed updated versions ofthe staff report and Facility Use
Policy and stated that the revision includes new information regarding the
use of incense, a correction from $155 per hour to $165 per hour for
weekdays listed in Group E and a clearer example of the suggested
changes: He pointed out that the staff report contains names for each of
the rooms in the D.B. Center selected by staff, i.e., the Grand View
Ballroom; the Sycamore Room (patio room), Birch Room (computer
room), the Pine Room (senior room) and the Oak Room (the room with
hardwood floors).
Following discussion regarding the capacity of the Grand View Room,
CSD/Rose agreed to correct the policy to indicate that the capacity is 487
persons; with a 1000 sq. ft. dance floor, the capacity would be reduced to
420 and with a 500 sq. ft. dance floor, the capacity would be454 persons.
CSD/Rose further stated that, originally, no provision for rental of the
facility had been made for use of the ballroom on New Year's Eve. He
suggested that New Year's Eve be added utilizing the same rates as
charged on weekends and requiring a minimum use of two-thirds of the
banquet room. He explained that staff will recommend changing the
weekend portion of the policy to also require two-thirds minimum capacity
on weekends to give the City an opport unity to earn the most amount of
revenue to support the facility. Further, he said that staff would be
recommending that smaller uses of the ballroom would be scheduled on
weeknights.
In response to C/O'Connor's question regarding splitting use of the
ballroom for different event, CSD/Rose explained that staff has not yet
booked the room in that manner because no one is sure yet how well the
moveable walls will block noise. He reported that, to date, staff has
March 2, 2004 PAGE 2 CC STUDY SESSION
booked 49 paid rentals with a revenue projection of approximately
$96,000.
In response to MPT/Herrera, CSD/ Rose explained that senior groups
would be required to pay weekend rates for New Year's Eve unless the
City wishes to co-sponsor the event. The seniors would also have free
access to the senior room and free access to Heritage Park Community
Center for their events. He further stated that bookings are on a first-
come, first-served basis. Regarding conflicting noise between the senior
room and the ballroom, CSD/Rose stated that staff is not anticipating a
conflict unless doors are left open, etc.
Regarding usage of the rooms for Thanksgiving and Christmas,
CSD/Rose reported that staff recommended that the Center be closed on
those days. If it turns out that there are staff members willing to work on
those days, then staff would consider renting out the rooms at the
weekend rate.
CSD/Rose addressed the recommended revision to No. 4 on the staff
report by stating that weekend use of the banquet room would require a
minimum of six -hour rental period with a minimum two-thirds occupancy.
Setup and takedown times are included in the 6 hour minimum.
Regarding item No. 5 on the staff report, CSD/Rose stated that this option
was added after several senior groups questioned whether they could use
the banquet room free of charge when it has not been booked by another
p a rty.
C/O'Connor asked why provision No. 5 would not be extended to other
non-profit groups.
CSD/Rose explained that the estimated discounted rate represents a large
subsidy bythe City and won't cover the costs ofthe event. He stated that
staff felt that if the banquet room were made available to the seniors on
occasion at a reduced cost, perhaps requests for the City to provide them
their own facility would be minimized.
Discussion ensued regarding the costs of the subsidy and revenue
sources for such expenses.
CSD/Rose explained that setup, take down and staffing for 100 people
would require one staff person, while setup, take down and staffing for
300-400 people would require 3 staff members.
C/O'Connor suggested that provision No. 5 be amended to reflect that the
$20/per hour charge is only for events up to 100 persons and that the fee
would increase to $40/per hour for events over 101 persons.
March 2, 2004 PAGE 3 CC STUDY SESSION
MPT/Herrera suggested that provision No. 5 be changed to reduce the 21 -
day requirement to 7 days.
C/Huff suggested that provision No. 5 be considered again after the
Center had been operational for a while. He said that staff may want to
consider limiting the number of times the groups can hold a subsidized
even t.
Following further discussion, MPT/Herrera pointed out that setup and take
down is included in the cost estimate and minimum event time.
In response to C/Huff regarding setting aside funds for future maintenance
and repairs, CM/Lowry responded that staff has considered separating the
banquet center from the community center and creating an enterprise fund
to provide isolation of the costs and carry its own fund balance.
Council agreed with the concept presented by CM/Lowry for establishment
of an enterprise fund.
Jeff Koontz, Executive Director, D.B. Chamber of Commerce asked for a
clarification regarding the setup time and teardown time for rental of the
Cen ter.
RS/West responded that rooms will be set up to the specifications of the
renter before the reservation begins. Further, she explained that during
the cleanup hour after an event, renters will leave the room as they found
it and staff will remove the tables, chairs, dance floor, etc. after the renter
has left. Renters do not pay for setup and take down times by Center
staff. RS/West indicated that the $20 proposed hourly rate also does not
cover extra staff needed for set up and take down when there are back-to-
back events.
C/O'Connor suggested raising the rate to $50/hour to cover staff set up
and take down times.
CSD/Rose offered that the City could charge renters for the exact time for
staff setup and take down.
Following further discussion regarding setup and take down fees, the
Council agreed to continue the decision until a later date after staff has
had an opportunity to factor in the staff time needed so that a reasonable
charge can be established that will not result in the City subsidizing these
types of events. Community Services staff will provide a report via the
City Manager's Weekly after further review of the issue.
C/Huff asked why some of the rooms were named Pine and Birch rather
than using the names of trees that are indigenous to the area such as
March 2, 2004 PAGE 4 CC STUDY SESSION
Walnut and Pepper and suggested that the names be changed. In
addition, he mentioned that changing the name of the facility to the "Grand
Center at Summitridge Park" seems more elegant for marketing purposes
and that Council discussion could still take place on that issue.
CSD/Rose responded that staff has found that using the name "Diamond
Bar Center" was a stroke of genius from a marketing standpoint. He said
that if the title of the building included the word "community", the public
would think of it as being similarto a YMCA building.
In response to C/O'Connor, CSD/Rose explained that the L.A. Fire
Department is indeed requiring
information given to Council and
Fire Department requires all user
lights attheir facilities.
a permit for tea lights despite the
staff earlier. He further stated that the
to get a free permit for the use of tea
M/Zirbes said he understood that as long as the City used tea lights
already approved bythe County,that would beenough.
MPT/Herrera indicated that she was under the impression that the City
was going to maintain a supply and furnish the approved tea lights.
CSD/Rose explained that staff has learned that each potential renter has
his or her own color scheme in mind so it was decided that the renter
should get them through a caterer and obtain separate approval.
M/Zirbes requested that staff obtain a copy of the actual regulation from
the Fire Department so that the City Attorney could review it to determine
the exact requirements.
CSD/Rose reported that there were two other changes recommended by
staff in the Facility Use Policy: addition of a requirement for a $100
cleaning deposit from non-profit groups and inclusion of provision for the
City to contract with a private security firm for certain events for which the
user would pay directly. He said that the Sheriffs Department will make
recommendations to the City when, in their opinion, security is needed.
Regarding the issue of using incense in the Center, CSD/Rose stated that
staff visited the Westin Hotel in Costa Mesa to pick up a copy of their
written policy regarding incense but all the policy said was "all decorations
incorporating candles must meet with the approval of both the catering
department and the Costa Mesa Fire Department." He said that the
Westin allows Incense and described the presentation of the incense as
being placed on a hot brick type of thing that allows the incense to burn.
In addition, he stated that the catering sales manager indicated that al
weddings where incense is used, the groom traditionally arrives either on
March 2, 2004 PAGE 5 CC STUDY SESSION
a horse or an elephant. He reported that staff has not identified any city
facilities that allow incense to be used inside.
C/Huff stated that he was aware that asignificant portion of the community
would wish to use incense or smoke or something for their wedding
ceremonies and they would like to use the D.B. Center: He felt it was
important for the City to figure out exactly what should be allowed
Following further discussion, CSD/Rose stated that staff would research
the matter further and include that information in a report in the City
Manager's Weekly Report.
With regard to room rental fees, CSD/Rose explained that the City is
currently charging $675 for a 6 -hour minimum weekend use in the
banquet room by non -prof it organizations . After comparing square
footage, room capacity and amenities with other community centers in the
area, he stated that staff was recommending that the hourly rate of
$112.50 be increased to $150 with a six -hour minimum for the banquet
room. CSD/Rose further stated that the banquet room has already been
reserved for nearly every Saturday through the end of the year.
M/Zirbes stated that he supported the proposed fee increase and that the
Council can re -visit the fee schedule in six months or so to determine
whether the rates are still applicable.
C/Chang expressed concern that the private sector would be expected to
pay $300 an hour for the banquet room on weekends while non-profit
organizations would only bepaying $150 an hour.
In response to M/Zirbes, CSD/Rose explained that the current rate for the
private sector is $165 per hour plus $50 per hour for the kitchen. The new
rate of $300 would include use of the kitchen.
Council concurred to direct staff to provide an analysis of the proposed
rates when preparing the report to be included in a future City Manager's
Weekly report.
2. Budget and Goals Review
FD/Magnuson reported that the estimated current budget numbers
reflected on the staff report were created by using original budget
numbers from last July and entering adjustments approved by the Council
She stated that the yearend projection for revenues in the General Fund
only will be approximatel y $14,037,000 and, based on the current
appropriation amount of $13,861,800, the City will have a yearend with
projected excess revenues over appropriations of approximately
$275,300. She further stated that Fund Balance Reserves atthe
March 2, 2004 PAGE 6 CC STUDY SESSION
beginning of the year totaled $22,270,487 and staff had originally
estimated that approximately $1,824,000 in General Fund Reserves would
be used for CIP projects. She explained that staff is reviewing the CIP
project listand considering delaying some ofthem and atthe current time,
Fund Balance Reserves is estimated to be approximately $20,721,650 at
yearend which is about $100,000 less than the original projection at the
beginning of the fiscal year. She reported that the City has begun
receiving the full, normal amount of motor vehicle in lieu taxes so it is
estimated that the City may only lose approximately $300,000.
Jeff Koontz commended the Council and staff on the progress made in
constructing the Diamond Bar Center and on the phenomenal marketing
that has already taken place.
ADJOURNMENT: With no further business to conduct, M/Zirbes
adjourned the Study Session to the regular meeting at 6:35 p.m.
LYNDA BURGESS, City Clerk
The foregoing minutes are hereby approved this 6th day of April 2004.
BOB ZIRBES, Mayor
Agenda No. 6.2
MINUTES OF THE CITY OF DIAMOND BAR
REGULAR MEETING OF THE PLANNING COMMISSION
FEBRUARY 24, 2004
CALL TO ORDER:
Chairman Tye called the meeting to order at 7:00 p.m. in the South Coast Air Quality
Management/Gover nment Center Auditorium, 21865 East Copley Drive, Diamond Bar,
California 91765.
PLEDGE OF ALLEGIANCE:
Commissioner Tanaka led the Pledge of Allegiance.
1. ROLL CALL
Present: Chairman Steve Tye, Vice Chairman Dan Nolan, and
Commissioners Steve Nelson, Jack Tanaka and Osman Wei.
Also present: James DeStefano, Deputy City Manager, Ann Lungu,
Associate Planner, Linda Smith, Development Services
Assistant, and Stella Marquez, Administrative Assistant.
2. MATTERS FROM THE AUDIENCE/PUBLIC COMMENTS: None Offered
3. APPROVAL OF AGENDA: As presented.
4. CONSENT CALENDAR:
4.1 Approval of February 10, 2004, Regular Meeting minutes.
C/Tanaka moved, C/Nelson seconded, to approve the February 10, 2004,
Regular Meeting minutes ascorrected. Without objection, themotion was so
ordered.
5. OLD BUSINESS: None.
6. NEW BUSINESS: None.
7. PUBLIC HEARING(S):
7.1 Development Review No. 2004-04, Minor Use Permit No. 2004-01 and
Tree Permit No. 2003-06 (pursuant to Code Sections 22.48.020(a)(1),
22.56.020 and 22.38.020) is a request to construct a first and second story
and basement addition, garage enlargement and deck totaling to
approximately 6,285 square feet to an existing two story single-family
residence which includes a three cargarage totaling to approximately 4,600
square feet. The request also includes a Minor Conditional Use Permitdue to
the existing legal non -conforming front yard setback. The Tree Permit is
related to the removal and replacement of one oak tree and the protection of
other oak trees on the project site.
PROJECT ADDRESS: 23807 Ridgeline Road (Tract 30091, Lot 60)
Diamond Bar, CA 91765
PROPERTY OWNER: Dushant Ahuja
23807 Ridgeline Road
Diamond Bar, CA 91765
APPLICANT: Pete Volbeda
615 N. Benson Avenue, Unit C
Upland, CA 91764
AssocP/Lungu presented staffs report. Staff recommends Planning
Commission approval of Development Review No. 2004-04, Minor
Conditional Use Permit No. 2004-01 and Tree Permit No. 2003-06, Findings
of Fact, and conditions of approval as listed within the resolution.
C/Ta n a ka asked that the reference to a r ch itectu ra I style be corrected to rea d
Tudor.
Pete Volbeda, applicant, reported that he worked with the City's Planning
staff to reduce the appearance of the height on the rear of the residents by
extending the deck across the entirety of the rear of the structure to permit
more stepping in the massing. He read staffs report and concurs with the
conditions of approval.
Chair/Tye opened the public hearing.
There was no one present who wished to speak on this item.
Chair/Tye closed the public hearing.
AssocP/Lungu indicated to Chair/Tye that the 3:1 tree replacement would
occur on site.
C/Tanaka moved, C/Wei seconded, to approve Development Review No.
2004-04, Minor Conditional Use Permit No. 2004-01 and Tree Permit No.
2003-06, Findings of Fact, and conditions of approval as listed within the
resolution. Motion carried bythe following Roll Call vote:
AYES: COMMISSIONERS: Tanaka, Wei, Nelson, VC/Nolan,
Cha ir/Tye
NOES: COMMISSIONERS: None
ABSENT: COMMISSIONERS: None
PLANNING COMMISSION COMM E NTS/INFORMATIONA L ITEMS: C/Nelson
stated that tonight ishis lastnight onthe Commission. Heexpressed his gratitude to
Planning Staff. When he was Chairman of the Planning Commission he could
always look to DCM/DeStefano for assistance. Hebelieved the Commission had few
questions of staff because the project reports were so comprehensive , well done
and thorough. Hewelcomed Commissioners McManus and Low and expressed his
gratitude for the support of his fellow Commissioners. He felt positive about the
group's accomplishments and appreciated the opportunity to participate in positive
changes that have occurred in the City.
VC/Nolan was pleased to see new signage at the corner of Grand Avenue and
Diamond Bar Boulevard. He hoped that staff could successfully work with the
association to remedy the corner just north of Sycamore Park. Addressing
Commissioner Nelson, VC/Nolan said heappr eciated all that Mr. Nelson had done.
Among other things, C/Nelson was the resident Arborist, environmentalist and
biologist. VC/Nolan said hewill miss Mr. Nelson's participation and expertise.
Chair/Tye appreciated the factthat the Planning Commission was very dedicated to
its purpose and was non -politic al. He said he would miss C/Wei and C/Nelson.
Chair/Tye said he greatly appreciated C/Nelson's perspective and his professional
and thorough consideration of matters brought before this body. On various
occasions, Mr. Nelson caused him to look at issues from a different perspective,
helped him to understand other sides ofan issue and persuaded him to change his
thinking. Chair/Tye said he would miss Mr. Nelson's keen insight and association
with the Commission. Diamond Bar is a better place because of Mr. Nelson's
involvement.
9.1 Public Hearing dates for future projects — as itemized in the agenda
packet.
DCM/DeStefano agreed with Chair/Tye's comments regarding Mr. Nelson and
Mr. Wei. Staff will miss their participation in Diamond Bar's future. He thanked
C/Nelson for his comments regarding staff and responded that itis staffs mission to
assist Commissioners toward making the bestpossible decision for the community.
The City Council is tentatively scheduled to recognize Mr. Nelson and Mr. Wei at
their meeting of March 2. The Planning Commission and staff wish to invite
Mr. Nelson and Mr. Wei back to the March 9 Planning Commission for formal
recognition. Also on March 9, the City Clerk will swear in the new Commissioners.
On that same night the Commission will reorganize and consider election of
Chairman and Vice Chairman.
DCM/DeStefano referred to informational items placed at the dais this evening —
drawings presented to the City Council IastTuesday night for potential revitalization
ofthe Country Hills Towne Center and a copy ofan engineering scope ofwork with
McDermott Consulting for long-range transportation consulting and most especially
to assist the City in its focus for a permanent SR57/60 fix.
10. SCHEDULE OF FUTURE EVENTS:
As listed in the Agenda.
ADJOURNMENT: There being no further business to come before the Planning
Commission, Chairman Tye adjourned the meeting at 7:30 p.m.
Respectfully Submitted,
James DeStefano, Deputy City Manager
Attest:
Steve Tye, Chairman
Agenda No. 6.3
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
HEARING BOARD ROOM OF S.C.A.Q.M.DJTHE GOVERNMENT CENTER
21865 E. Copley Drive
FEBRUARY 26, 2004
CALL TO ORDER:
Chairman Hull called the meeting to order at 7:04 p.m. in the SCAQMD/Governmen t
Center Building Hearing Board Room, 21865 E. Copley Drive, Diamond Bar, California
91765.
PLEDGE OF ALLEGIANCE:
Commissioner Torres led the Pledge of Allegiance.
ROLL CALL:
Present: Chairman Hull, Vice Chairman Grundy and Commissioners
Lyons and Torres.
Commissioner Lui and was excused.
Staff: Bob Rose, Director of Co mmunity Services; Anthony Jordan,
Parks and Maintenance Supervisor; Teresa Arevalo, Senior
Management Analyst; Ryan Wright, Recreation Supervisor
and Marisa Somenzi, Administrative Assistant.
PRESENTATION OF RECOGNITION PLAQUE: To Don Hensley, Parks &
Maintenance Superintendent — Retired — for 14 years of service to the Diamond Bar
Community -presented by Mayor Zirbes and Chairman Hull.
Chair/Hull introduced Ling Ling Chang, Vice Chairperson ofthe Diamond Bar Community
Foundation and his replacement on the Commission.
Chair/Hull welcomed Benny Liang, incoming Commissioner.
MATTERS FROM THE AUDIENCE: None Offered.
CALENDAR OF EVENTS: Aspresented in the agenda and amended by CSD/Rose
to include the Friday, March 26 evening Gala Reception for the Diamond Bar Grand
Opening.
Atthe request of Chair/Hull, CSD/Rose explained the timeline for reopening Summitridge
Pa rk.
FEBRUARY 26, 2004 PAGE 2 P&R COMMISSION
FEBRUARY 26, 2004 PAGE 3 P&R COMMISSION
1. CONSENT CALENDAR
1.1 Regular Meeting Minutes for January 22, 2004.
Chair/Hull asked that his comments regarding the Snowfest Foundation
Booth becorrected to read, "that after Ernie Delgadillo left, had itnot been for
Ling Ling Chang and Andrew Wong he likely would have been there by
himself the rest of the day."
C/Torres moved, VC/Grundy seconded, to approve the minutes of January
22, 2004 regular meeting asamended. Without objection, the motion was so
ordered with C/Lyons abstaining and C/Lui being absent.
1.2 Transmittal of information about CPRS Conference in Anah eim, California —
Received and filed.
VC/Grundy asked if staff was more involved in this year's conference.
CSD/Rose said that staff is involved in the planning of the opening general
session. Due to the incredible amount of work in getting the new Diamond
Bar Center prepared for its opening staff does not have the time to
participate any further this year.
C/Lyons asked for staff's recommendation of the top five sessions.
CSD/Rose responded that hewould forward his recommendations via email
to the Commissioners.
CSD/Rose explained the CPRS Conference breakout agenda and
commented on some sessions and speakers.
2. INFORMATIONAL ITEMS
2.1 Introduction of Anthony Jordan, Parks and Maintenance Supervisor.
2.2 Youth Master Plan update — CSD/Rose
VC/Grundy reiterated his concern about the quality of the survey and
whether the length of the survey deterred respondents from providing good
a n swers.
C/Lyons felt it would be interesting to know how many people started the
survey and abandoned the process before its completion.
VC/Grundy asked for a report on the results at the next meeting.
Commissioners concurred that they would like copy of the survey to study
prior to the next meeting.
Chair/Hull spoke about Pomona's grant program for field repair. The grant
involved millions of dollars. When information becomes available, hewould
FEBRUARY 26, 2004 PAGE 4 P&R COMMISSION
pass it along to the Commission.
2.3 Recreation Program Report — RS/Wright
C/Lyons asked if the City Council directed staff to provide only six Concerts
in the Park in 2004. CSD/Rose responded that staff anticipates Council will
stay within the same budget and provide six concerts this coming summer.
The Foundation paid for one last year for a total of seven.
C/Lyons said it was a shame the City had to cut back on the number of
concerts because she felt the Concerts were the best dollar value
entertainment for residents.
CSD/Rose explained that because the City had added other events such as
the Winterfest, Veterans Day, Arbor Day, etc. the offset would beto cut back
on the Concerts in the Park.
C/Lyons felt that $2,000 per event was a small price per resident.
CSD/Rose explained the City's budget situation and long-term concerns.
C/Lyons moved, that the Parks and Recreation Commission request that the
City Council consider adding one Concert in the Park for a total of seven
regular Wednesday concerts.
CSD/Rose reminded the Commissioners that before they move to vote, this
matter should beplaced on a future agenda for consideration to comply with
the Brown Act.
C/Lyons withdrew her motion.
RS/Wright responded to Chair/Hull that children ages 4 throug h 9 are able to
participate in the City's Youth Soccer program.
Chair/Hull announced that AYSO recently created an "Under Five" program
2.4 Diamond Bar Community Foundation Oral Report — Chair/Hull
Chair/Hull reported that the last two months the Foundation has not had a
quorum. However, they have a quorum for tonight's meeting. Thus, there is
no further report.
2.5 C.I.P. Program Report — CSD/Rose
a. Diamond Bar Center —Under construction. Anticipated completion for
the March 20 Grand Opening.
VC/Grundy asked if the City had made arrangements for off-site
parking. CSD/Rose said he would check with the City's marketing
department.
FEBRUARY 26, 2004 PAGE 5 P&R COMMISSION
b. Trail Development at Sycamore Canyon Park
CSD/Rose reported that the project consultants are near completion
with the plans and specifications and waiting for staff to provide final
details of City standards for certain parts of the plan.
C. Summitridge Park
CSD/Rose reported that the plans for the Tot Lot and Restroom
portion of the project are at about 75 percent completion awaiting
additional information from staff. The project should be out -to -bid in
about 30 days following plan check.
d. Starshine Park Improvements - construction documents are near
completion.
e. Sycamore Canyon Park Improvements - Phase II - construction
documents are near completion.
CSD/Rose responded to C/Lyons that the City expected Phase II to
becompleted prior to June. With respect to Phase III, this item will be
discussed during Fiscal Year Budget considerations for 2004/05
during March and April.
VC/Grundy suggested the City consider doing this project in four
phases with the third phase including everything except the building.
CSD/Rose stated that in order to finish Phase III the portable building
must be moved. The consideration is whether the City moves the
current building to the back orreplacesthat building with atriple wide
to include an ADA accessible restroom.
VC/Grundy felt itwould benefit the Council for the Commission to offer
alternatives to assist in moving the project forward.
CSD/Rose affirmed that there is a tremendous amount of interest in
the Diamond Bar Center and that could affect the time line for the
Sycamore Canyon Park project.
VC/Grundy and C/Lyons offered that the ad-hoc committee could
meet to discuss possible alternatives.
2.6 Sports Complex Task Force update - C/Torres and VC/Grundy
VC/Grundy reported that during the last task force meeting, the group looked
at how to best use what the City has available in terms of amenities and
venues. He again stated that Mayor Zirbes has skillfully managed the
meetings and a great deal of progress has been made. The group is very
focused on the task at hand. The next meeting the task force will look at
recommendations for meeting the City's needs within the current budget
constraints leading to a recommendation to the City Council.
FEBRUARY 26, 2004 PAGE 6 P&R COMMISSION
C/Torres concurred with VC/Grundy. The task force has moved from the
ultimate "wish list" to reality. The meetings have been very positive.
2.7 City Birthday Party Committee update - C/Lyons.
C/Lyons reported that the committee met today and plans are on schedule.
She complimented staff members Sara West and Ryan Wright for their
excellent presentations and organization. Commissioners will have an
opportunity to acquire birthday celebration T-shirts.
3. OLD BUSINESS - None
4. NEW BUSINESS:
4.1 Selection of Commission Represent ative to the Diamond Bar Community
Foundation:
C/Torres volunteered to represent the Parks & Recreation Commission as a
member of the Diamond Bar Community Foundation. There was no
objection.
4.2 Schedule next series ofpark walkthroughs -continued tothe regular March
25, 2004 meeting.
CSD/Rose complimented the representatives ofTru- Green and Valley Crest.
Both companies are very responsiveand the appearance of the City's parks
has greatly improved.
4.3 Future agenda items for the Parks and Recreation Commission: Selection of
Chairperson and Vice Chairperson for Co mmission for the next year - March
25, 2004 meeting.
5. ANNOUNCEMENTS : C/Lyons reminded everyone that the "Friends of the
Library" Wine Soiree would be the first event held in the Diamond Bar Center.
Tickets are $10 less ifpurchased this weekend. She asked CSD/Rose to elaborate
on the budget process because she isveryconcerned about the appearance ofthe
Sycamore Canyon Park trailer.
CSD/Rose responded that during the March 25 meeting the Commission would be
asked to prioritize a list of proposed projects for recommendation for the City
Council to consider during the upcoming budget process.
C/Lyons asked for staff to let the City Council know that she would like to see an
additional summer concert scheduled, possibly on Wednesday, June 23. CSD/Rose
stated he would place this request in the City Council "Weekly" report.
C/Lyons said she has enjoyed getting to know Chair/Hull during their two years of
FEBRUARY 26, 2004 PAGE 7 P&R COMMISSION
service on the Commission. She wished him well in the pursuit of his future
en d ea vo rs.
VC/Grundy stated that he has also enjoyed working with Chair/Hull during the past
two years and is sorry to see him leave. He has also enjoyed working with C/Lui and
wished him well.
C/Torres welcomed PMS/Jordan and looked forward to working with him. He
reminded everyone that Brahma Bingo continues every Saturday night. He
requested that staff provide field closure information during the Recreation Program
Report. C/Torres has known Chair/Hull for more than 10 years. When C/Torres
became involved in soccer, Jeff Hull was AYSO Regional Commissioner. Mr. Hull
says what's on his mind and you always know where hestands. There are very few
volunteers who do not seek personal gain and Jeff still has time with his busy
schedule with AYSO, this Commission and the Diamond Bar Community Foundation
to selflessly volunteer. He is an excellent roll model for other volunteers. C/Torres
thanked Mr. Hull for his contributions to the City.
Chair/Hull said he appreciated the kind words from his fellow Commissioners.
Volunteering his time within the community and to the youth of the community has
been his passion for 19 years and finds great joy in this pursuit. He has had a lot of
fun on this Commission and enjoyed the association. He thanked staff for their
contributions and assistance. He was sorry to leave the Commission but would
continue to provide input as a concerned citizen.
ADJOURNMENT: Upon motion of C/Lyons, seconded by C/Torres and there being no
further business to come before the Parks and Recreation Commission, Chairman Hull
adjourned the meeting at 8:40 p.m.
Respectfully Submitted,
Bob Rose, Secretary
Attest:
Chairman Jeff Hull
Agenda No. 6.4
CITY OF DIAMOND BAR
MINUTES OF THE TRAFFIC AND TRANSPORTATION COMMISSION
FEBRUARY 12, 2004
CALL TO ORDER:
Chairman Morris called the meeting to order at 7:10 p.m. in the South Coast Air Quality
Management/Gover nment Center Hearing Board Room, 21865 Copley Drive, Diamond
Bar, California 91765.
PLEDGE OF ALLEGIANCE: Commissioner Morris led the Pledge of Allegiance.
ROLL CALL:
Present: Chairman Morris, Vice Chairman Pincher and Commissioners, Torng and
Virginkar.
Absent: Commissioner Vinod Kashyap
Also Present: David Liu, Public Works Director, Fred Alamolhoda, Senior Engineer,
Sharon Gomez, Senior Management Analyst; Debbie Gonzales, Administrative Assistant
and Sgt. Chris Blasnek.
II. APPROVAL OF MINUTES:
A. Minutes of January 8, 2004.
C/Virginkar moved, C/Torng seconded to approve the January 8, 2004
minutes as presented. Motion carried by the following Roll Call vote:
AYES: COMMISSIONERS: Virginkar, Tomg, VC/Pincher,
Chair/Morris
NOES: COMMISSIONERS: None
ABSENT: COMMISSIONERS: Commissioner Kashyap
III. COMMISSION COMMENTS: None Offered.
IV. PUBLIC COMMENTS: None Offered.
V. CONSENT CALENDAR: None.
VI. ITEMS FROM STAFF
A. Traffic Enforcement Update — Report by Sgt. Chris Blasnek - Received and
filed on the following items:
1. Citations: 2001, 2002, and 2003
2. Collisions: 2001, 2002, and 2003
February 12, 2004 PAGE 2 T&T COMMISSION
Sgt. Blasnek informed the Commission that when a party to a traffic
collision reports even minor pain to the officer, that a traffic collision
report must be filed. He further explains that this is why it may
appear as though the collision numbers were higher.
As requested, Sgt. Blasnek explained the Sheriffs Department "Stop
Program" to the Commission. The Stop Program
(Sheriff/Teen/Of fender/Program) is currently being used in the City of
San Dimas, by Lost Hills Sheriff station in an effort to divert chronic
offenders of noise and speeding.
The program operates via an "800" number to the Sheriff station, a
report is taken, and follow-up is made with the parent(s) of the
offender.
C/Morris inquired about the cost of the program and Sgt. Blasnek
answered that cost would be minimal. If approved by the City, he
would volunteer to receive calls at City Hall.
C/Morris feels that the "Stop Program" could serve as a way to
lessen the cost of installing stop signs and speed humps if it is
su ccessfu I .
PWD/Liu asked how the Sheriff deal with repeat offenders and Sgt.
Blasnek replied that one possibility would be that since most teenage
drivers have provisional driver licenses, that they could work together
with the Department of Motor Vehicles to revoke the license of a
repeat offender.
The Commission concurred that the Council and the City should look
into the program.
C/Morris stated that it was the unanimous consensus of the
Commission that they recommend the City Council adopts this type
of program.
3. Radar Trailer Deployment
4. Results of Traffic Operations
5. Future Deployment ofthe Radar Trailer
VII. OLD BUSINESS: None
VIII. NEW BUSINESS:
February 12, 2004 PAGE 3 T&T COMMISSION
A. Request for Keep Clear Pavement Markings on Northbound Brea Canyon
Road at Copper Canyon Drive
Delilah Knox Rios, 3333 Brea Canyon Road, Suite 119, Diamond Bar, presented
to the Commission her concern about not being able to exit out of Copper Canyon
Drive onto Brea Canyon Road during the morning and afternoon peak traffic hours
because of the intersection being blocked by cars. She further stated the difficulty
she experiences when trying to turn onto southbound Diamond Bar
Boulevard/Brea Canyon Cut -Off Road atthe SR/57 freeway off -ramp.
PWD/Liu responded to her concern about the Diamond Bar Boulevard/Brea
Canyon Cut -Off Road off -ramp by confirming that the traffic signal project is in the
design phase.
C/Tonng asked what would be the cost of "Keep Clear" pavement markings.
SMA/Gomez stated that the maximum cost would be $500.00.
C/Virginkar concurred that the traffic at that intersection is an issue and that the
first step is to put pavement markings.
C/Virginkar moved, VC/Pincher seconded, to approve the installation of "Keep
Clear" pavement markings at Northbound Brea Canyon Road at Copper Canyon
Drive with the addition of a "Do Not Block Intersection" sign.
AYES: COMMISSIONERS: Virgin kar, Pincher, Torng, and Morris
NOES: COMMISSIONERS: None
ABSENT: COMMISSINER: Kashyap
IX. STATUS OF PREVIOUS ACTION ITEMS: PWD/Liu reported that on January 20,
2004, the City Council approved the installation of Stop Signs and a Crosswalk on
Montefino Avenue at Paseo De Terrado Drive. At that meeting, the City Council
also awarded a contract to New West Signal for the installation of traffic signals at
Golden Springs Drive/Adel Avenue and at Golden Springs Drive/High Knob Road.
X. ITEMS FROM COMMISSIONERS:
C/Virginkar relayed concerns of other residents about the difficulty of drivers
exiting at Pointer Street at Pathfinder Road near Fire Station #119. PWD/Liu
explained that the matter had been addressed by staff after it was confirmed that
the intersection is located within the unincorporated areas of the County of Los
An g el es.
CNirginkar expressed his disappointment about the lack of communication to the
Traffic and Transportation Commission regarding the traffic impacts study done for
Diamond Bar Center.
February 12, 2004 PAGE 4 T&T COMMISSION
PWD/Liu responded by stating that the Diamond Bar Center Project went through
a public process and certainly staff should work closer with the Commission for
informational purposes. PWD/Liu went on to invite the Commission on a tour of
the Center with staff next week.
C/Morris expressed concern about the 120 -day schedule for the traffic signal
project at Golden Springs Drive and Ballena Drive. He also reported to staff that
the ped light at the north side of Sunset Crossing Road at Diamond Bar Boulevard,
going west to east, is not functioning properly. PWD/Liu responded that staff was
made aware of this earlier in the week and that maintenance had been called out
to the location.
PWD/Liu further stated that the contractor who is working on the Golden Springs
Drive and Ballena Drive traffic signal is also working on the Brea Canyon Road
and Lycoming Street, Grand Avenue and Shotgun Lane traffic signals. He said
that the contractor has been wa iting on the arrival of the signal poles, and that now
that they have arrived, the project should be completed by the end of February.
M IZ1161 V kyi/-1%0[0]J_1Mr1:11ky,14
Staff reported on the following items:
A. Caltrans 57/60 Interchange Improvements
PWD/Liu reported that because attendanc a was low at the last meeting,
future meetings will be held on a bi-monthly basis. Sgt. Blasnek stated that
Sheriffs deputies are made aware of all closures during their morning
briefing sessions. Next meeting scheduled for April 14, 2004.
B. Speed Hump Update
SMA/Gomez reported that fifteen requests for speed humps have been
received by the City, and that only six areas qualify for further investigation.
Letters were sent to the residents notifying them that there needs to be 67%
percent of residents in agreement.
C. Chaparral Middle School Traffic Circulation Plan
SMA/Gomez reports that after follow-up meetings with the school and
Sheriffs Department the existing traffic circulation plan will require some
modifications. Staff hopes to implement these modifications with the help of
educating the students and parents.
February 12, 2004 PAGE 5 T&T COMMISSION
D. Golden Springs/Carpio Signal Timing
SMA/Gomez reports that City's maintenance crew and traffic engineer
checked the timing adequacy atthis location.
E. Golden Springs/Sabana Foothill Bus Stop
PWD/Liu reports that staff has been out to the site and determined that the
bus stop should stay where it is presently located. Staff will continue to
observe the condition.
XII. SCHEDULE OF FUTURE CITY EVENTS —as agendized.
ADJOURNMENT: There being no further business to come before the Traffic and
Transportation Commission, Chairman Morris adjourned the meeting at 9:05 p.m.
Respectfully,
David G. Liu, Secretary
Attest:
Chairman Roland Morris
AGENDA #6.5
NOTICE REGARDING THE WARRANT REGISTER
Please note that the Warrant Register has not been included
in the electronic versions of the City Council Agenda
Packets on the City's Web Site because severe formatting
errors occur when attempting to convert this material. If you
are interested in receiving a copy of the Warrant Register,
please contact the City Clerk's office at 909-839-7000 to
receive a FAXed copy or to pick one up in person.
We apologize for the inconvenience.
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
TITLE: Treasurer's Statement — February 29, 2004
RECOMMENDATION:
Approve the February 2004, Treasurer's Statement.
FINANCIA L IMPACT:
No Fiscal Impact
BACKGROUND:
Agenda # _6.6
Meeting Date: April. 06, 2004
AGENDA REPORT
Per City policy, the Finance Department presents the monthly Treasurer's Statement for the City
Council's review and approval. This statement shows the cash balances for the various funds, with a
breakdown of bank account balances, investment account balances and the effective yield earned
from investments.
PREPARED BY:
Susan Full, Accountant II
Department Head
Attachments:
Treasurer's Statement
Deputy City Manager
CITY OF DIAMOND BAR
TREASURER'S MONTHLY CASH STATEMENT
February 29, 2004
BEGINNING
TRANSFERS
ENDING
BALANCE
RECEIPTS
DISBURSEMENTS
IN (OUT)
BALANCE
GENERAL FUND
$21,750,767.89
$1,340,221.63
$1,047,201.93
$616,542.29
$22,660,329.88
LIBRARY SERVICES FUND
80,760.19
80,760.19
COMMUNITY ORG SUPPORT FD
(4,454.00)
1,600.00
(6,054.00)
GAS TAX FUND
869,581.21
(545,136.31)
324,442.90
TRANSIT TX (PROP A) FD
1,639, 292.35
44,121.45
424,738.81
1,256,674.99
TRANSIT TX(PROP C)I'D
967,042.13
48,004.66
1,015,046.79
ISTEA Fund
0.00
0.00
INTEGRATED WASTE MGT FD
568,430.32
16,742.71
551,687.61
AB2928-TR CONGESTION RELIEF FD
0.00
0.00
AIR QUALITY IMPRVMNT FD
148,246.09
1,984.75
146,261.34
PARK & FACILITIES DEVEL FD
2,467,934.12
2,467,934.12
COM DEV BLOCK GRANT FD
(68,878.13)
21,595.55
(90,473.68)
CITIZENS OPT -PUBLIC SAFETY FD
298,122.05
3,022.02
(65,992.80)
229,107.23
NARCOTICS ASSET SEIZURE FD
310,881.90
310,881.90
CA LAW ENFORCEMENT EQUIP PRGM
85,256.59
85,256.59
LANDSCAPE DIST #38 FD
480,179.94
15,688.65
13,804.43
482,064.16
LANDSCAPE DIST #39 FD
267,04 3.46
11,459.26
2,834.22
275,668.50
LANDSCAPE DIST #41 FD
393,685.04
9,511.28
2,095.21
401,101.11
GRAND AV CONST FUND
111,579.53
111,579.53
CAP IMPROVEMENT PRJ FD
(2,784,480.74 )
2,503,594.85
82,555.65
(5,411.18)
(368,852.72)
SELF INSURANCE FUND
1,236,638.25
1,236,638.25
EQUIPMENT REPLACEMENT FUND
192,866.94
192,866.94
COMPUTER REPLACEMENT FUND
282.43
1,436.34
(1,153.91)
PUBLIC FINANCING AUTHORITY FUND
3,742,922.66
413.28
2,514,409.78
1,228,926.16
TOTALS
$32,753,700.22
$3,973, 015.06
$4,134,021.40
$0.00
$32,592,693.88
SUMMARY OF CASH:
DEMAND DEPOSITS:
GENERAL ACCOUNT
($550,865.40)
PAYROLL ACCOUNT
11,750.27
CHANGE FUND
250.00
PETTY CASH ACCOUNT
500.00
TOTAL DEMAND DEPOSITS
($538,365.13)
INVESTMENTS US TREASURY Money Market Acct. $763,317.20
LOCAL AGENCY INVESTMENT FD 31,138,815.65
31,902,132.85
US TREASURY Money Market
CASH WITH FISCAL AGENT: Account $555,980.41
LOCAL AGENCY INVESTMENT FD 672,945.75
(Bond Proceeds Account)
1,228,926.16
TOTAL CASH $32,592,693.88
Note: The City of Diamond Bar is invested in the State Treasurer's Local Agency Investment Fund. There are two LAIF accounts set up. The
regular account's funds are available for withdrawal within 24 hours. The LAIF Bond Proceeds account's withdrawals require 30 days notice.
As a secondary investment option, the City maintains the US Treasury Sweep Accounts with Wells Fargo and the City's Fiscal Age nt, Union Bank
of California. Any excess funds are "swept" on a daily basis from the City's bank accounts and are invested overnight in a pool of US Treasury
Notes. Interest is credited to the City's bank accounts on a monthly basis.
L.A. LF -Effective Yield -Feb 2004 1.440
Wells Fargo Money Mkt -Effective Yield - Feb 2004 0.390
Union Bank Money Mkt- Effective Yield - Feb 2004 0.860
All investments are placed in accordance with the City of Diamond Bar's Investment Policy.
The above summary provides sufficient cash flow liquidity to meet the next six month's
estimated expenditures.
Linda C. Lowry, Treasurer
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6.7.1
Meeting Date: April 6, 2004
AGENDA REPORT
TITLE: Rejection of Claim — Filed by Stanley Fidel — February 13, 2004
RECOMMENDATION: Carl Warren & Co., the City's claims administrator, recommends the City
Counc it reject the claim filed by Stanley Fidel.
FINANCIAL IMPACT: There isno financial implication associated with rejecting this claim. The
claim for damage is for approximately $1500.00. Should the claim besuccessful, itwill bepa id by the
JPIA.
BACKGROUND: On February 13, 2004, Stanley Fidel filed a Cla im for Damages with the City
alleging that branch from a City tree broke off and damaged his vehicle. Carl Warren & Co., the
City's claims administrator, determined that the claim appears to be one of questionable liability and
has recommended denial. Upon action by the City Council, appropriate notice shall besentto the
claimant and Carl Warren & Co.
PREPARED BY: Tommye Cribbins, Asst. City Clerk
REVIEWED BY:
Deputy City Manager
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6.7.2
Meeting Date: April 6, 2004
AGENDA REPORT
TITLE: Rejection of Claim — Filed by John Fairley — January 5, 2004
RECOMMENDATION: Carl Warren & Co., the City's claims administrator, recommends the City
Counc it reject the claim filed by John Fairley.
FINANCIAL IMPACT: There isno financial implication associated with rejecting this claim. The
claim for damage is for approximately $430.00. Should the claim be successful, it will be paid by the
JPIA.
BACKGROUND: On January 5, 2004, John Fairley filed a Clai m for Damages with the City
alleging that roots from a City owned tree, in the front of his residence, caused damage to his main
water line and therefore needed repair. Carl Warren & Co., the City's claims administrator,
determined that the claim appears to be one of questionable liability and has recommended denial.
Upon action by the City Council, appropriate notice shall be sent to the claimant and Carl Warren &
Co.
PREPARED BY: Tommye Cribbins, Asst. City Clerk
IW01MUT/09l Vis
Deputy City Manager
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6.8
Meeting Date: April 6, 2004
AGENDA REPORT
TITLE: Ratify increase of $4,000 to the professional service agreement with Montana Testing
and Geological Laboratories (MTGL) for Special Inspection Services atthe Diamond
Bar Center for a total contract cost not -to -exceed $114,000.
RECOMMENDATION:
Itis recommended that the City Council authorize a $4,000 increase to the professional service
agreement with MTGL for special inspection services related to the construction of the new Diamond
Bar Center.
FINANCIAL IMPACT:
There are sufficient funds available in the building construction budget for this expenditure.
BACKGROUND:
To prevent delays in steel fabrication and installation, the City entered into an agreement with MTGL
to provide steel inspection services under the City Manager's spending authority ($15,000) atthe
beginning of the project. In April 2003 the City Council authorized amendment number 1 to the
contract with MTGL in an amount of $45,000 for tota I contract authorization of $60,000. In August
2003 the City Council authorized amendment number 2 in the amount of $40,000 and authorized the
expenditure of construction contingency funds to pay for these services. In November 2003 the City
Counc it approved amendment number 3 to the contract with MTGL in the amount of $10,000.
DISCUSSI ON:
Due to additional concrete inspections for site work such as the fire safety pa d, the tum around drop
off area and the ADA walkway near the East entry, the City incurred inspection service fees in excess
of the City Counc it approve contract amount. To keep the project on schedule for the March 20 th
grand opening, authorization for these services was app roved in the field. It is appropriate for the
Council to ratify the increase to the MTGL contract.
PREPARED BY:
Deputy City Manager
Attachment
1. Amendment No. 4
AMENDMENT NO. 4
TO THE CONSULTING SERVICES AGREEMENT
This Amendment No. 4 to the Agreement is made and entered into this 6th day of April, 2004,
between the CITY OF DIAMOND BAR, a Municipal Corporation (hereinafter referred to as "City") and
MONTANA TESTING & GEOLOGICAL LABORATORIES (MTGL) (hereinafter referred to as
"CONSULTANT").
A. RECITALS:
(1) The CITY has heretofore entered into an Agreement, with CONSULTANT to
provide Professional Consulting Services, which the Agreement was dated
March 10, 2003.
(ii) The CONSULTANT submitted a proposal, a full, true and correct copy of which is
attached hereto as Exhibit "A" to provi de geotechnical observation and testing
services for the construction of the Community/Senior Center atSummitridge
Pa rk.
NOW, THEREFORE, it is agreed by and between CITY and CONSULTANT:
Section 1: Section 1.A Scope of Services of the Agreement is hereby amended to read
as follows:
"A". Scope of Services. The nature and scope of the specific services to be
performed by Consultant are as described in Exhibit "A", dated Ma rch 10, 2003, for the
special inspection services for the Community/Senior Center atSummitridge Park."
Section 2: Section 3 of the Agreement is hereby amended to read as follows:
Compensation. "City agrees to compensate Consultant for each service which
Consultant performs to the satisfaction of Agency in compliance with the schedule set forth in Exhibits
"A". Payment will be made only after submission of proper invoices in the form specified by City.
Total payment to Consultant pursuant to this Agreement shall not exceed ($114,000.00) dollars."
Section 3: Each party to this Amendment No. 4 acknowledges that no representatio n
by any party which is not embodied herein nor any other agreement, statement, or promise not
contained in this Amendment No. 4 shall be valid and binding. Any modification of this Amendment
No. 3 shall be effective only if it is in writing signed by the parties.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement No. 4 as of
the day and year first set forth above:
APPROVED AS TO FORM: CONSULTANT:
MTGL
By:
C ity Atto m ey
ATTEST:
CITY OF DIAMOND BAR
Lynda Burgess, City Clerk Linda C. Lowry, City Manager
U7_V41111:4I
CITY COUNCIL
Agenda # 6.9
Meeting Date: April 6, 2004
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
TITLE: Adoption of Resolution No. XX -2004 — Recommending Parole be Denied to Convicted
Murderer, Danny Saul Rosales.
RECOMMENDATION: Adopt.
FINANCIAL IMPACT: There is no financial implication associated with adoption of this
resolution.
BACKGROUND: On July 20, 1999, the City Council adopted Resolutio n No. 99-62 supporting the
denial of parole to convicted murderer, Danny Saul Rosales, for the murder of Barbara Romero. Ms.
Romero's mother, Yolanda Gayton -Ruiz, has notified the City that Mr. Rosales is again up for parole
and is therefore requesting that the City Council again consider adoption of new resolution
supporting denial of Mr. Rosales parole.
PREPARED BY: Tommye Cribbins, Asst. City Clerk
REVIEWED BY:
Deputy City Manager
RESOLUTION NO. 2004-
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF DIAMOND BAR, CALIFORNIA,
RECOMMENDING THAT PAROLE BE DENIED TO
CONVICTED MURDERER, DANNY SAUL ROSALES
WHEREAS, on January 14, 1979, Danny Saul Rosales, while under the influence, attacked
four young women, Barbara Romero, Lilia Vasquez, Olivia De La Rosa, and Alice De La Rose with a
hunting knife; and
WHEREAS, one of the Women, Barbara Romero, died from her wounds; and
WHEREAS, two of the other three young women suffered serious abdominal injuries, depriving
them of ever bearing children; and
WHEREAS, Danny Saul Rosales was subsequently convicted and sentenced to 15 years to
life for the murder of Barbara Romero; and
WHEREAS, prison diagnostic studies state that authorities diagnosed Danny Saul Rosales as
having an unprincipled and antisocial personality with marked features of inadequacy and who
accepted no responsibilit y for the attack and appeared to feel itwas fullyjustified, expressing no
remorse for his actions; and
WHEREAS, according to a prisoner evaluation report prepared by counsel ors atthe California
Men's Colony, Danny Saul Rosales, would "probabl y pose an unpredictable degreeof threat to the
public ...; and
WHEREAS, Deputy District Attorn ey Jim Jacobs who was in charge of prosecuting the case
against Danny Saul Rosales has stated "The fact that he (Rosales) was under the influence and
blaming this attack on that, shows that he will always be danger to the community;" and
WHEREAS, the date of the next parole hearing for Danny Saul Rosales is May, 2004; and
WHEREAS, paroled felons can be relocated to ANY community WITHOUT notification to the
community at large; and
WHEREAS, families and friends of murder victims often suffer a lifetime of anguish and fear of
being re -victimized; and
WHEREAS, law abiding citizens deserve a safe living environment.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DIAMOND BAR DOES
HEREBY FIND, ORDER AND RESOLVE AS FOLLOWS:
Section 1. The parole board is hereby notified that it is the will of the undersigned that Danny
Saul Rosales remain in prison atthis time; and
Section 2. Parole be DENIED to Danny Saul Rosales.
PASSED, APPROVED AND ADOPTED this _________ day of _____________ , 2004.
Mayor
I, TOMMYE CRIBBINS, Asst. City Clerk of Diamond Bar, do hereby certify that the foregoing
Resolution was passed, approved and adopted ata regular meeting of the City Council of the City of
Diamond Bar held on the ___________ day of_______ ____, 2004, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAINED:COUNCI L MEMBERS:
Tommye Cribbins,
Asst. City Clerk
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6. 10
Meeting Date: April 6, 2004
AGENDA REPORT
TITLE: LETTER OF AGREEMENT FOR THE LEMON AVENUE RAMPS ON STATE
ROUTE 60 BETWEEN THE CITIES OF INDUST RY AND DIAMOND BAR
RECOMMENDATION:
Approve and authorize the Mayor to execute the Letter of Agreement.
FISCAL IMPACT:
The Letter of Agreement (LOA) requires no funding obligation on the part of the City of
Diamond Bar.
The LOA represents a commitment from the City of Industry to provide the "local match" in
the amount of $3,000,000.00 for the subject project.
BACKGROUND/DIS CUSSION:
The propos ed project will construct a partial interchange, consisting of a westbound on
ramp and eastbound on/off ramps, on State Route 60 (SR -60) at Lemon Avenue. Also, it is
proposed that the existing eastbound on/off ramps at Brea Canyon Road be closed. This
would increase the transition distance between the proposed Lemon Avenue on ramp and
the eastbound SR-60/southbound SR -57 freeway connector.
As provided by Caltrans, the total estimated cost of the entire project is $15,000,000.0 0. In
2003, the City of Diamond Bar prepared and transmitted federal transportati on funding
requests to Congressman Miller, to be considered by the House Committee on
Transportation and Infrastructure during the re -authorization of TEA -21 process. For the
Lemon Avenue Project, the requested amount was $12,600, 000.00 and Industry has
subsequently agreed to fund the $3,000,000.00 local match requirement (a minimum of
20%) in the re -authorization request.
Upon securing the funding commitment from Industry, staff will request Caltrans to prepare
the environmental studies/assessme nt.
Director of Public Works Deputy City Manager
Attachment: Letter of Agreement
April 6, 2004
Mayor Dave Perez
City of Industry
15651 Strafford Street
P.O. Box 3366
Industry, CA 91744-0366
Re: Lemon Avenue Ramps/State Route 60
Dear Mayor Perez:
This letter agreement serves to confirm and memorialize our mutual
understandings and agreement relative to a cooperative effort between our two
municipalities (the "parties") to plan and ultimately construct a partial diamond
interchange on State Route 60 ("SR -60 ") at Lemon Avenue in the City of
Diamond Bar.
The Lemon Avenue On and Off Ramp Project ("the project") contemplates
construction of eastbound on/off ramps and a westbound on ramp to and from
SR -60 at Lemon Avenue, and abandonment of existing eastbound SR -60 Brea
Canyon Road on and off ramps at Golden Springs Drive. The project would
increase the transition distance on SR -60 between the on ramp and the SR -57
freeway connector, thereby improving overall safety of the freeway and
reducing the number of accidents at this location. Amore detailed description
of the project is contained in the Fiscal Year 2005 Appropriations Request Form
attached hereto and incorporated herein by this reference.
The parties agree that construction of the partial interchange project will provide
benefits to both municipalities. Both municipalities will benefit byan
improvement in the flow offreeway traffic in their vicinity and the concomitant
improvement in traffic flow on surface streets within their respective boundaries,
particularly during peak hours. Indus trywill further benefit byway of an
improvement in truck access to industrial properties within that city
adjacent to Diamond Bar. The parties agree that the region (of which they are all a
part) as a whole will benefit from improvements to regional transportation of the
kind exemplified by freeway improvements of this kind.The parties agree and
acknowledge that realization of the project will require the cooperation of both of
the parties. The parties further acknowledge that in reliance upon the
representations and commitments contained herein,Diamond Bar intends to incur
expenses, devote staff time and take actions in furtherance of obtaining
government funding for planning and engineering ofthe project. Accordingly, the
parties agree that the terms hereof are binding on each of them, and
that each has secured the approval of this letter agreement by its respective city
council with the intention of being bound by the terms hereof.
In consideration of the foregoi ng, the parties agree as follows:
Diamond Bar will file with the United States governm ent an application
for funding to plan, design and engine erthe project. Diamond Bar will
file all necessary documents and provide all necessary information
required for the processing of its application, and will support and
promote its application with due diligence.
Within thirty (30) days ofexecut ion of this letter agreement, Industry
shall provide to Diamond Bar its check in the amount of $750,000, which
sum (or portion thereof) shall be used to pay the cost of preparation of
an Environmental Impact Statemen t/Environmental Impact Report
(EIS/EIR) for the project in compliance with the National Environmental
Protection Act and the California Environmental Quality Act. The total
amount expended for preparation of the EIS/EIR will be credited towards
Industry's local match commitment provided for in paragraph 3 below.
In the event that funding is obtained to design and construct the
roadway, Industry agrees to and shall pay one hundred percent (100%)
ofthe required local match necessary for construction ofthe project,
estimated to be approximately three million dollars ($3,000,000.00),
provided that the amount expended pursuant to paragraph 2 above to
prepare the EIS/EIR shall be credited towards this local match amount.
Upon approval of this letter agreement by your City Council, please execute this
agreement below signifying your City's agreement to the foregoing terms, and
return itto Linda Lowry, City Manager, City of Diamond Bar. This letter agreement
may beexecuted in counterparts, each ofwh ich shall constitute one and the same
instrument and shall become binding upon the parties when at least one copy
hereof shall have been signed by each party hereto.
Your cooperation in the implementation of this important project is much
appreciated.
Very truly yours,
Robert Zirbes
Mayor
Attest:
City Clerk
Agreed and Approved
City of Industry
Mayor Dave Perez
Attest:
Da te:
City Clerk
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6. 11
Meeting Date: April 6. 2004
AGENDA REPORT
TITLE: Authorize Disposal of Surplus Computer and Telephone Equipment
RECOMMENDATION:
Itis recommended that the City Council authorize the disposal of surplus computer and telephone
equipment.
FINANCIA L IMPACT:
There is no cost associated with the disposition of the equipmen t. Any revenue generated from the
sale of the computer or telephone equipment will be deposited in the City's General Fund.
DISCUSSI ON:
The City recently completed significant improvements to its computer network including replacing
several network servers that are past their useful life and not performing correctly. During this
upgrading of the servers, Information Systems staff were requested to clean out the server room and
to identify all surplus equipment. The attached list has been reviewed by the Information Systems
Manager and the Deputy City Manager and the items have been determined to be surplus.
If approved by Council, staff will dispose of the antiquated computer equipment. The phone system
will be brokered by Business Telecommunication Systems for sale to the highest bidder. All proceeds
from the sale of the equi pment will be deposit ed in the City's General Fund.
The City Attorney has reviewed and approved the attached surplus equipment list.
IWC7oJ_\C7o91 ya
Deputy City Manager
Attachments:
1. List of surplus equipm ent
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 6.12
Meeting Date: _4/6/04
AGENDA REPORT
TITLE: TERMINATION OF CONTRACT WITH P & D CONSULTANT S EFFECTIVE 4/30/04
RECOMMENDATION: Terminate the contract.
FINANCIAL IMPACT: Termination of this contract will result in the availab ility $4,045 per month
or $48,540 per year for the funding an additional Parks and Maintenance Supervisor position.
BACKGROUND: The City Council awarded a contract to P & D Consultants on March 19, 2002 in
the amount of $48,540 per year. The purpose of the contract is to monitor water usage on public
property to achieve a 20% water use reduction and to a ssist staff with the monitoring of the City's four
landscape maintenance contractors. There are two reasons staff is recommending the termination of
this contract. 1) Although improvements to th a irrigation systems throughout the City have been
made, other circumstances out of the consultant's control, includ ing less than usual rainfall the past
two years, has resulted in the consultant not achieving the conserva tion levels expected. 2) If the
additional Parks and Maintenance position that staff is seeking is authorized by the City Counc il, the
monitoring assistance from P & D Consultant s will no to nger be necessary.
Per section 15, the contract can be terminat ed without cause with 15 days written notice.
DISCUSSI ON: For the two reasons described above, staff can no longer justify the cost for this
contract. Amuch more effective use of the funds would be the authorization of an additional Parks
and Maintenance Sup ervisor position. The work performed by P & D Consu Itants will then be
absorbed by the two Parks and Maintenanc e Supervisors. Plus, increased water conservation goals
can be achieved by installing a centralized irrigation system, the system recommended by P & D
Consu Itants as the best program available forthe City of Diamond Bar to conserve water. Staff will
propose this system during the 2004/05 FY budget process.
IVATA 1WA=102:'q
Bob Rose James DeStefano
Director of Community Services Deputy City Manager
Attachment: Contract with P & D Consultants
CITY COUNCIL
Agenda No.: 6.13
Meeting Date: April 6, 2004
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
TITLE: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR
SUPPORTING THE CREATI ON OF INCENTIVES FOR COMMERCIAL SHIPPING
COMPANIES AND CARGO OWNERS TO USE EXTENDED GATE HOURS AT AREA
PORTS
RECOMMENDATIONS:
It is recommended that the City Council adopt the Resolution.
FISCAL IMPACT:
There is no fiscal impact on the City of Diamond Bar.
BACKGROUND / DISCUSSION:
According to the Select Committee on California Ports, there are currently34,000 commercial truck
transport trips made per daythat originate from the ports of Los Angelesand Long Beach. It is
estimated that this figure will swell to 90,000 trips per day by the year 2020. Many of these vehicles
travel up State Route 710 and continue east on either State Routes 10 or 60. The east/west corridor
created by these two highways is nestled in the heart of the San Gabriel Valley.
Respondingto these and other indicators, Mayor Pro Tem Carol Herrera attended a hearing before
the Select Committee on California Ports in February 2004 to address the fact that commercial traffic
to and from the ports in Long Beach and Los Angeles has a major impact on the San Gabriel Valley.
The peak hours of port and terminal use by shipping companies are 8:00 a.m. and 5:00 p.m. During
these hours traffic congestion severely impacts commuters and residents of the San Gabriel Valley,
delaying commerce and forcing traffic onto city streets. The airquality during these hours is at times
unhealthyand could exceed federal standards threatening the award of federal funds for certain
projects.
There are efforts under way that would make it a `privilege'to transport cargo by commercial motor
vehicle into or out of the Port of Los Angeles or the Port of Long Beach during the hours of 8:00 a.m
to 5:00 p.m. on Monday to Friday. In other words, the proposals would create an incentive for
companies to use the ports during off-peak hours for shipping and transport.
Ideas include levying fees on shipping companies, trucking companies and/orcargo owners such as
large wholesalers for using port terminals at peak hours. One proposal would have the revenue from
the fees be deposited in a fund and expended to benefit certain projects that help alleviate congestion
caused by peak hourterminal use. Others would advocate giving tax credits to companies that used
off-peakhoursto do business.
This resolution does not supportany particular plan to relieve traffic in the San Gabriel Valley. It
simply supports the conceptof extending port gate hours in the hopesthat it may help spread the flow
oftruck traffic along the State Routes 60 and 10 across more hours. This could resultin less
congestion and air pollution.
Prepared by:
Jim Clarke, Legislative Analyst
V4Y9A11i0*]on►C911111lI
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR
SUPPORTING THE CREATION OF INCENTIVE S FOR COMMERCIAL SHIPPING COMPANIES
AND CARGO OWNERS TO USE EXTENDED GATE HOURS AT AREA PORTS
WHEREAS, the San Gabriel Valley is located at the crossroads of no fewer than five major Southern
California highways; and
WHEREAS, two of those highways - State Route 60 and State Route 10 - are used as a major
east/west corridorfor commercial transportation purposesto and from the Port of Los Angeles and
the Port of Long Beach; and
WHEREAS, most usage of the port terminals and state highways occurs during the hours of 8:00
a.m. and 5:00 p.m.; and
WHEREAS, the traffic congestion duringthese hours severely impacts commuters and residents of
the San Gabriel Valley, delaying commerce and forcing traffic on to city streets; and
WHEREAS, the air quality during these hours is unhealthyand could exceed federal standards
threatening the award of federal funds for certain projects; and
WHEREAS, use of extended port terminal hours for commercial shippingand transportation purposes
could reduce traffic during peaktravel periods and curb emission levels throughoutthe entire day,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Diamond Bar SUPPORTS
the creation of incentives for commercial shipping companies and cargo ownersto use extended gate
hours at area port terminals; and directs the following:
SECTION 1. That the City Council of the City of Diamond Bar shall adoptthe Resolution and the City
Clerk shall certify to the adoption
SECTION 2. That the City Council of the City of Diamond Bar asks all state and local elected officials
and Diamond Bar residentsto support creation of incentives for commercial shipping companies and
cargo owners to use extended gate hours at area port terminals
SECTION 3. That City Staff shall forward a copy of the certified resolutionto the following:
Assemblyman Alan Lowenthal, Chair, Select Committee on California Ports
Norman Fassler-Katz, Senior Consultant, Select Committee on California Ports
Assemblyman Bob Pacheco
Senator Bob Margett
League of California Cities, L.A. Division
PASSED, APPROVED AND ADOPTED this day of __'2004
Mayor
I, TOMMYE CRIBBINS, Asst. City Clerk of the City of Diamond Bar, Californiado hereby certify that
the foregoing Resolution was duly and regularlypassed and adopted by the City Council of the City of
Diamond Bar, California, at its regularmeeting held on the day of
2004, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAINED: COUNCIL MEMBERS:
rommye Cribbins, Asst. City Clerk
CITY OF DIAMOND BAR
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
FROM: Linda Lowry, City Manager
DATE: April 6, 2004
Agenda #
Meeting Date: April 6, 2004
AGENDA REPORT
SUBJECT: Authorize City Manager to approve an extension in the amount of $32,200 to
professional services agreement with Analytical Planning Services, Inc. (APSI) for
construction management services associated with the Diamond Bar Center
RECOMMENDATION:
City staff recommends that the City Council authorize the City Manager to approve an extension to
the construction management services contract with APSI in an amount not -to -exceed $32,200.
FINANCIAL IMPLICATION:
There are sufficient funds in the project account through the mid -year budget adjustment on tonight's
agenda to pay for these services.
The original contract with APSI ($530,000), amendment 1 ($101,237), and this proposed amendment
2 ($32,200) will bring the total authorized expenditure for construction management services to
$663,437.
BACKGROUND
The City entered into an agreement with APSI for construction management services on the Diamond
Bar Center project. The project was scheduled to be completed in February 2004. However, delays
due to inclement weather and other construction related issues have delayed the official completion
date. We expect the facility to be complete in the next few weeks.
The amendment to the professional services agreement will allow APSI to remain onsite until the
completion of the project, complete and inspect all punch list work, and assist with reconciling
outstanding change order requests and other outstanding issues with the contractor. This contract
extension represents payment for services in March and April 2004.
Prep a red By:
David A. Doyle, Deputy City Manager
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda #
Meeting Date: April 6,2004
AGENDA REPORT
TITLE: Resolution No. 2004 -XX approving Fiscal Year 2003-2004 Budget Amendment
RECOMMENDATION:
It is recommended that the City Counc it approve Resolution No. 2004 -XX, A Resolution of the City of
Diamond Bar amending the FY03-04 Municipal Budget for the City of Diamond Bar.
FINANCIA L IMPACT:
Decrease to the estimated resources for the General Fund in the amount of $216,684. Increase in
General Fund annual appropriations in the amount of$279,189. Increasethe use of General Fund
balance reserves for capital improvement projects by $244,870.
Changes to the Capital Improvement Projects list including the following:
• Grand Avenue Beautification/Betterment ($650,000)
• Diamond Bar Center $225,000
• Parkway/Median Grand Ave. ($96,000)
• Pantera Dr— V -Ditch Repair $25,000
Increase of $25,000 in estimated revenues and appropriations in the Integrated Waste Management
Fund.
BACKGROUND:
The City Council adopted Resolution #2003-39 on June 17, 2003 approving the FY03-04 Municipal
Budget. The City Council has also approved additional appropriations as they have occurred
throughout the year It is City policy for staff and the City Council to periodically review the annual
budget and make adjustment as deemed necessary.
Page 2 — FY 03-04 Budget Amendment
DISCUSSION:
The following chart summarizes the proposed changes to the General Fund Budget:
Current
Adjusted
The City's current adopted General Fund Budget for FY03-04 shows anticipated revenues of
$14,536,974. It is recommended that the revenue estimate be decreased by $216,684 to
$14,320,290. The current approved General Fund Appropriations budget equals $13,826,538. It is
recommended that this budget be increased by $279,189 to $14,105,727. These recommended
changes in the General Fund estimated revenue, appropriations and use of fund balance reserves
will result in an estimated $20,049,317, in General Fund fund balance reserves atthe end ofthe fiscal
yea r.
The reason for the overall reduction in General Fund Estimated Revenue is due to a $320,000
decrease in Motor Vehicle in Lieu revenues. This revenue source continues to be uncertain with the
condition of the State budget. This amendment reflects the loss in allocation experienced by the City
during the firstthree months of this fiscal year. Without this reduction to the General Fund the overall
revenue estimate would have increase slightly. The increases are due to higher anticipated property
tax revenue, traffic fines and an overall increase in building and development related fees. Interest
yields continue to be lower than anticipated therefore therehas been a reduction in investment yields
anticipated.
The significant increase in appropriat ions is primarily due to a budget correction. As mentioned to the
City Council in an earlier City Counc it Study Session, the letter ofcreditfees for the bond issue were
erroneously omitted from the original adopted budget. An adjustment of $174,000 has been included
to correct this omission. $20,000 is requested to augment the Information Systems division's budget.
This will provide a source offunds to continue to improve and stabilizethe City's computer system
network. The General Governm ent telephone budget has been increased by $15,000. This increase
is due to the City maintaining parallel phone lines during the transition form the old "396" numbers to
the new "839" numbers. Building and Safety fees have increased in accordance with the increase in
the corresponding revenue estimate.
Budget
Amendment
Budget
Total Annual Revenues
$14,536,974
($216,684)
$14,320,290
Total Annual Appropriations
13,826,538
279,189
14,105,727
Excess Revenues over Expend itures
710,436
(495,873)
214,563
Fund Balance Reserves @07/01/03
22,270,487
22,270,487
Uses of Fund Balance Reserves
2,278,463
157,270
2,435,733
Fund Balance Reserves @ 06/30/ 04
$20,732,460
($683, 143)
$20,049,317
The City's current adopted General Fund Budget for FY03-04 shows anticipated revenues of
$14,536,974. It is recommended that the revenue estimate be decreased by $216,684 to
$14,320,290. The current approved General Fund Appropriations budget equals $13,826,538. It is
recommended that this budget be increased by $279,189 to $14,105,727. These recommended
changes in the General Fund estimated revenue, appropriations and use of fund balance reserves
will result in an estimated $20,049,317, in General Fund fund balance reserves atthe end ofthe fiscal
yea r.
The reason for the overall reduction in General Fund Estimated Revenue is due to a $320,000
decrease in Motor Vehicle in Lieu revenues. This revenue source continues to be uncertain with the
condition of the State budget. This amendment reflects the loss in allocation experienced by the City
during the firstthree months of this fiscal year. Without this reduction to the General Fund the overall
revenue estimate would have increase slightly. The increases are due to higher anticipated property
tax revenue, traffic fines and an overall increase in building and development related fees. Interest
yields continue to be lower than anticipated therefore therehas been a reduction in investment yields
anticipated.
The significant increase in appropriat ions is primarily due to a budget correction. As mentioned to the
City Council in an earlier City Counc it Study Session, the letter ofcreditfees for the bond issue were
erroneously omitted from the original adopted budget. An adjustment of $174,000 has been included
to correct this omission. $20,000 is requested to augment the Information Systems division's budget.
This will provide a source offunds to continue to improve and stabilizethe City's computer system
network. The General Governm ent telephone budget has been increased by $15,000. This increase
is due to the City maintaining parallel phone lines during the transition form the old "396" numbers to
the new "839" numbers. Building and Safety fees have increased in accordance with the increase in
the corresponding revenue estimate.
Page 3 — FY03-04 Budget Amendment
Requested Personnel Changes
The following changes in personnel are being requested at this time and are either incorporated in the
attached budget amendment or can be absorbed within the current budget:
During the City Clerk's absence in the fall, the Assistant City Clerk assumed additional areas of
responsibility. As a result she was temporarily reclassified to Executive Assistant. Since that time
there has been a reorganization in the City Manager's office and duties have changed. As a result it
is recommended that this reclassification become permanent.
The opening of the Diamond Bar Center has demonstrated the need for an additional Parks and
Maintenance Supervisor position in the Community Service Division. The person selected to fill this
position will have the daily responsibility for the proper care and maintenance of the Diamond Bar
Center. The sophistication of this facility and is numerous assets require a person with extensive
building maintenance experience to properly maintain it. Components unique to this center include
the computerized HVAC system, pressurized boiler heating system, video surveillance system with
hard disc recorder, water element with re -circulating pump and filter system, audio/video system with
built-in projector and electric screen, hydraulic lift, electric partition walls, electric shades and kitchen
equipment including an ice machine and convection oven. Each of these items requires frequent,
and in some cases daily inspection and monitoring to ensure its proper operation. With heavy use
scheduled every weekend, a tremendous amount of time must be dedicated to this facility and its
specialized equipment to make sure it remains operatio nal. Although most ofthejanitorial and repair
work will be performed by contra ctors, the supervision of the contractors and inspection and
monitoring of the specialized equipment within the facility is the responsib ility of city staff. Information
received during concentrated training sessions provided bythe equipment suppliers has proved to
staff that the city needs a building maintenance professional to properly supervise the maintenance
work and inevitable repair jobs for this building. The building operates seven days per week, just over
100 hours per week, and it is staffs intention to mainta in it in its current condition for years to come
for the entire community to enjoy. There is no impact to the FY03-04 budget since the costs for the
current year will be absorbed in the current budget allocations. It is estimated that the future year
costs including benefits for this position would be approximately $74,000.
Eliminate three part time Parks Maintenance Helper positions to help fund the addition of the Parks
and Maintenance Supervisor position.
It is requested that a twenty hour per week non -benefited Community Services Leader I position be
increased to a thirty hour per week benefited Community Services Leader I position. This position will
augment services provided to the City's expanding senior citizen clubs.
Itis requested that an additional Community Services Coordinator position be added for the day
camp program. This would ensure the quality of the program by ensuring that one coordinator would
be on site at all times and accompany the children and staff members on field trips. In addition this
Page 4 — FY03-04 Budget Amendment
Elimination of one Community Services Leader II positions to cover a portion of the cost of the
second day camp coordinator. (The balance of the second day camp coordinator will be recovered
within the part time wages budget)
Please refer to the attached revised FY03-04 Personnel Summary.
Capital Improvement Projects
Grand Avenue Beautification/B etterment Project is being reduced by $650, 000. The original budget
for this project estimated that the City would receive $1,020,000 in allocation federal funds from the
MTA. This funding source did not materialize and as such the scope of the project was revised and
other funding was identified. As such the project amount was reduced and other funding sources
were identified, including an additional $157,270 from the General Fund reserves.
Community/Senior Center (Diamond Bar Center) project is being increased by $225,000 to cover
additional unforeseen costs related to the final completion of the new Diamond Bar Center. This
includes additional landscaping outside the boundary of the original project along Grand Avenue and
Summitridge Road. In addition there is a requirem ent for the connection of the fire system water
supply line (OS &Y) valves on Grand and Summitridge to the fire alarm panel in the Diamond Bar
Center. The increase also covers other possible change order items.
Since the Cal Trans freeway project has impacted the area, the construction of the Parkway/Median-
Grand Avenue project has been removed from the current year's budget. This represents a savings
of $57,600 in General Fund Reserves and $38,400 in LLAD #38 Fund balance reserves.
Anew project to repair the V -ditch on Pantera Drive is being recommended for design. The purpose
of the project is to alleviate continued erosion. $25,000 from the LLAD 39's fund balance reserve is
recommended.
Integrated Waste Management Fund
The City of Diamond Bar has been awarded a regional household hazardous waste grant in the
amount of $25,000. It is recommended that the Integrated Waste Management Fund be amended to
include revenue source and allocation of the funds.
PREPARED BY:
Linda G. Magnuson
REVIEWED BY:
Department Head
Deputy City Manager
Attachments: Resolution, Personnel Summary and Budget Worksheets
RESOLUTION NO. 2004-
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF DIAMOND BAR AMENDING THE
FY03-04 MUNICIPAL BUDGET.
WHEREAS, the City Council has adopted Resolution No. 2003-39, A Resolution of the City
Council of the City of Dia mond Bar approving and adopting a budget for the City of Diamond Bar for
the Fiscal Year commencing July 1, 2003 and ending June 30, 2004 including maintenance and
operations, special funds and capital improvements and appropriating funds for accounts
departments, divisions, object and purposes therein set forth (herein referred to as the 'Budget"); and
WHEREAS, the City Council may choose to amend the Budget from time to time throughout
the fiscal year; and
WHEREAS, an amendment to the FY 2003-04 Budget is attached as Exhibits A- D; and
WHEREAS, the Amendment has been discussed by the City Council at both a Study Session
and City Council meeting; and
WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Diamond Bar as
follows:
Section 1. The City Council hereb y finds and determines that the General Fund Budget be amended
as set forth in the attached Exhibit A, General Fund Budget Amendment Summary; Exhibit B,
Personnel Summary Schedule, Exhibit C Capital Improvement Project Adjustment Schedule, and
Exhibit D Integrated Waste Management Fund Summary.
Section 2. There are hereby appropriated for obligations and expenditures by the City Manager the
amounts shown on the attached Exhibits. All obligations and expenditures shall be incurred and
made in the manner provided by the provisions of State law and City ordinances and resolutions
applicable to purchasing and contracting.
The City Clerk shall certify to the adoption of this Resolution
PASSED, ADOPTED AND APPROVED this _____ day of__________, 2004.
Bob Zirbes, Mayor
I, Linda C. Lowry, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing
Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of
Diamond Bar held on the ______ day of_________ _, 2004, by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAINED: COUNCIL MEMBERS:
ATTEST:
Linda C. Lowry, City Clerk of the
City of Diamond Bar
Exhibit A CITY OF DIAMOND BAR
GENERAL FUND BUDGET AMENDMENT SUMMARY
FY 2003-2004
Uses of Fund Balance Reserves:
Transfer -Out CIP Fund 2,278,463 157,270 2,435,733 713,757
Estimated Fd Bal Reserves @06/30/04 $20,702,460 ($653,143) $20,049,317 $21,661,493
Year -
Current
Adjusted
YTD @ End
Budget
Amendment
Budget
2/29/2004 Projection
ESTIMATED RESOURCES
Property Taxes
2,580,000
100,000
2,680,000
1,501,764
Other Taxes
4,660,000
4,660,000
2,341,735
Intergovernmenta I Revenue
3,401,750
(320,000)
3,081,750
1,525,001
Fines and Forfeitures
612,000
50,000
662,000
452,706
Building Fees
692,347
34,303
726,650
466,249
Planning Fees
100,000
100,000
53,195
Engineering Fees
148,000
(18,000)
130,000
58,813
Recreation Fees
567,817
(45,987)
521,830
289,122
Special Event Fees
72,000
72,000
54,300
Other Revenues
483,700
(17,000)
466,700
257,282
Transfers -In Other Funds
1.219.360
1.219.360
611.131
Total Annual Revenues
14,536,974
(216,684)
14,320,290
7,611,298
APPROPRIATIONS
City Council
150,450
150,450
77,543
City Attorney
109,000
109,000
52,104
City Manager
587,650
587,650
356,541
City Clerk
307,753
9,340
317,093
146,338
Finance/Human Resources
500,600
31,100
531,700
322,987
Information Systems
208,940
20,000
228,940
56,962
General Government
899,284
189,550
1,088,834
741,679
Public Information
442,154
(500)
441,654
224,508
Law Enforcement
4,440,500
4,440,500
2,518,971
Volunteer Patrol
14,250
1,000
15,250
6,565
Fire /Animal Control
97,860
97,860
57,880
Emergency Preparedness
51,410
51,410
4,099
Community Dev./Planning
462,850
462,850
284,165
Building & Safety
415,000
20,990
435,990
263,524
Neighborhood Improvement
259,140
259,140
132,420
Economic Development
309,440
309,440
119,927
Community Services
2,331, 320
2,331,320
1,170,992
Public Works/Engineerin g
2,053, 937
7,709
2,061,646
969,330
Transfer -Out Other Funds
185,000
185,000
Total Annual Appropriations
13,826,538
279,189
14,105,727
7,506,535
Est. Excess Revenues over Expenditures
710,436
(495,873)
214,563
104,763
Fund Balance Reserves @ 07/01/03
22,270,487
22,270,487
22,270,487
Available Resources
22,980,923
(495,873)
22,485,050
22,375,250
Uses of Fund Balance Reserves:
Transfer -Out CIP Fund 2,278,463 157,270 2,435,733 713,757
Estimated Fd Bal Reserves @06/30/04 $20,702,460 ($653,143) $20,049,317 $21,661,493
Exhibit B City Of Diamond Bar
Personnel Summary Schedule
Fiscal Year 2003-2004
FULL TIME
POSITION Current Change Amended
Executive Management
-City Manager
1
1
-Deputy CIty Manager
2
2
-Public Works Director
1
1
-Finance Director
1
1
-Dir.Of Community Services
1
1
-City Clerk
1
1
7
7
Full Time Exempt
-Associate Planner
1
1
-Public Works — Supervisor
1
1
-Parks & Maint — Supervisor
1 1
2
-Public Information Manager
I
1
-Senior Engineer
1
1
-Assoc. Engineer
1
1
-Executive Assistant
1 1
2
-Senior Administrative Analyst
4
4
-Management Analyst
1
1
-Development Services Assistant
1
1
-Accountant 11
l
1
-Communications &Marketing Coordinator
1
1
-Assistant City Clerk
1 -1
0
-Recreation Supervisor H
1
1
-Recreation Supervisor
1
1
18 1
19
Full Time Non -Exempt Positions
-Recreation Specialist
1
1
-Administrative Assistant
3
3
-Senior Account Clerk
2
2
-Office Assistant II
1
1
-MIS Technician
I
1
-Neighborhood Improvement Ofcr
2
2
-Maintenance Worker II
1
1
-Office Assistant
3
3
-Community Services Coordinator
3
3
17
17
Totals - Full Time
42
43
BENEFITTED PART TIME
POSITION Current
-Neighborhood Improvement Ofcr
1
-Com Services Leader II — 30 hr/wk
2
-Com Services Leader 1— 30 hr/wk
5
-Com Services Leader 1— 20 hr/wk
1
Totals
4
NON -BENEFITTED PART TIME
POSITION
Current
-Park Maintenance Helper
13
-Park Maintenance Helper R
5
-Com Services Coordinator-Dayc amp
1
-Com Services Worker (seasonal)
3
-Com Services Leader I
21
-Com Services Leader II
20
-Intem/Part-Tim e
3
66
Change Amended
1
2
1 1
1
1
5
Change
Amended
-3
10
5
1
2
3
21
-1
19
3
-3
63
Totals — Part Time 70 -2 68
Exhibit C FY 03-04
Capital Improvement Project Adjustment Schedule
18603 Grand Ave Beautifi cation/Bettermen t -SR -57
General Fund
MTA Call/Federal Funds
TEA - 21
LA County Aid to Cities
TDA Funds
Grand Ave Improvement Fund
13899 Community /Senior Center
Sale ofProp A Funds - Remainder
Library Fund
HUD
Bond Issue
Park Development Fund
18402 Parkway/Median Grand Ave.
General Fund
LLAD 38
Pantera Dr- V -Ditch Repair
LLAD 39
Current Adjusted
Budget Amendment Budget
430,000
214,870
644,870
1,020,000
(1,020,000)
0
700,000
700,000
69,000
69,000
69,000
69,000
94,450
17,130
111,580
2,244,450
(650,000)
1,594,450
272,316
272,316
15,485
15,485
201,184
201,184
5,631,177
5,631,177
879,000
23,816
902,816
6,797,978
225,000
7,022,978
72,826
(57,600)
15,226
38,400
(38,400)
0
111,226
(96,000)
15,226
25,000 25,000
Exhibit D CITY OF DIAMOND BAR FUND TYPE: Special Revenue
SPECIAL FUNDS BUDGET FUNCTION: Waste Mgt
FY 2003-2004 FUND #: 115
ADJUSTED INTEGRATED WASTE MANAGEMENT FUND
FUND DESCRIPTION:
The Integrated Waste Management Fund was created during FY90-91, to account for expenditures
and revenues related to the activities involved with the City's efforts to comply with AB939.
Revenues recorded in this fund are the adopted waste hauler fees and funds received from the
State for recycling education and efforts. This includes the Used Motor Oil Block Grant revenue.
PERSONNEL SERVICES
5515-
40010
Salaries
Current
Mid Year
Adjusted
Budget
Amendment
Budget
ESTIMATED RESOURCES
3,120
5515-
25500
Approp Fund Balance
548,902
City Paid Benefits
548,902
1,300
Used Motor Oil Block
31870
Grant
18,000
12,520
18,000
Beverage Ctnr Recycling
40083
Worker's Comp. Exp.
31875
Grt
17,000
17,000
34820
AB939 Admin Fees
200,000
610
200,000
5515-
HHW Regional Grant
25,000
25,000
36100
Interest Revenue
20,000
5515-
20,000
36900
Misc Revenue
40090
Cafeteria Benefits
15,790
15,790
TOTAL
803,902
25,000
828,902
PERSONNEL SERVICES
5515-
40010
Salaries
98,610
98,610
5515-
40030
Part -Time Wages
3,120
3,120
5515-
40070
City Paid Benefits
1,300
1,300
5515-
40080
Retirement
12,520
12,520
5515-
40083
Worker's Comp. Exp.
1,720
1,720
5515-
40084
Short/Long Term Disability
610
610
5515-
40085
Medicare
1,650
1,650
5515-
40090
Cafeteria Benefits
15,790
15,790
Total Personnel
135,320
0 135,320
SUPPLIES
5516-
41200
Operating Supplies
10,000
10,000
55XX-
14000
Promotional Supplies
10.000
5.000 15.000
20,000
5,000 25,000
OPERATING EXPENDITURES
5516-
42110 Printing
20,000
20,000
5515-
42115 Advertising
10,000
10,000
5515-
42120 Postage
-
5515-
42315 Membership/Dues
100
100
5515-
42320 Publications
100
100
5515-
42325 Meetings
500
500
5515-
42330 Travel-Conf & Meetings
2,000
2,000
5515-
42340 Education & Training
500
500
5515- Contributions -Co m.
42355 Groups
2,500
2,500
Total Operating Exp.
35,700
0
35,700
PROFESSIONAL SERVICES
5515-
44000 Professional Services
20.000
20.000
40,000
Total Prof. Svcs.
20,000
20,000
40,000
CONTRACT SERVICES
5515-
45500 CS -Public Works
90,000
90,000
Total Contract Svcs.
90,000
0
90,000
FUND BALANCE RESERVES
25500 Reserve
502,882
502,882
Total Fund Balance Res.
502,882
0
502,882
TOTAL
803,902
25,000
828,902
Agenda # 7.1
Meeting Date: aril 6. 2004
CITY COUNCIL R AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
TITLE: PUBLIC HEARING: ADOPTION OF RESOLUTION NO. 2004 -XX: A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF DIAMOND BAR AMENDING APPEN DD( A OF
RESOLUTIO N NO. 89-97P, THE CITY'S CONFLICT OF INTEREST CODE
RECOMMENDATION:
It is recommended that the City Counc it open the Public Hearing, take testimony, close
the Public Hearing and adopt Resolution No. 2004 -XX amending appendix A of the
City's Conflict of Interest Code adding the positions of Recreation Supervisor II, Parks
and Maintenance Supervisor, Assistant Planner, Assistant to the City Manager, and
removing the position of Parks and Maintenance Superintendent from the list of
positions required to comply with the reporting requirements of the Conflict of Interest
Code.
FINANCIAL SUMMARY:
No financial impact associated with this item.
DISCUSSI ON:
The Political Reform Act requires every local government agency to adopt a Conflict of
Interest Code designating certain positions participating in making decisions which may
affect financial interests. In addition, local agencies are required to conduct a review of
its Conflict of Interest Code bienn ially to determine if it is accurate or if the code must be
amended. Upon review of the City's Code, it has been determined that the above -listed
changes to the position list are necessary to bring the Code into compliance. All other
aspects of the current Conflict of Interest Code will remain in effect.
Several of the positions recommended for inclusion in the Conflict of Interest Code are
not funded in the current fiscal year. However the positions are listed on the City's
salary schedule and should be included in the document. The attached information lists
the 42 full time positions that are funded in the current fiscal year. During the FY 2004-
05 budget develo pment process, staff will review the list of staff positions to determine
which, if any, of the unfunded positions shou Id be deleted. At that time, staff will also
amend the Conflict of Interest Code so that both documents have the same positions
I i sted .
PREPARED BY:
Tommye Cribbins, Assistant City Clerk
REVIEWED BY:
Deputy City Manager
Attachments:
1. Resolution No. 2004 -XX and Conflict of Interest Code
2. Redline version of position list
3. Public Hearing Notice - March 17, 2004
4. List of funded full time positions
RESOLUTION NO. 2004-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF DIAMOND BAR AMENDING APPENDIX A OF
RESOLUTION 89-97P, THE CITY'S CONFLICT OF
INTEREST CODE FOR DESIGNATED CITY PERSONNEL
A. Recitals .
(i) The City of Diamond Bar has heretofore enacted a Conflict of Interest
Code for designated personnel as set forth in Resolution No. 89-97P.
(ii) The Political Reform Act of 1974, California Government Code Sections
81000, et seq., requires the City to adopt amendm ents to its Conflict of Interest Code to
ensure employees of the City are appropriately designated when new employees are
added to the City or circumstances change with respect to job functions.
(iii) Pursuant to the provisions of Ca lifornia Government Code Section 87311,
a duly noticed Public Hearing was conducted and concluded priorto the adoption of this
Resolution.
B. Resolution .
NOW, THEREFORE, the City Council of the City of Diamond Bar does
hereby find, determine and resolve as follows:
1. All statements set forth in Part A, Recitals, of this Resolution are
true and correct.
2. The City's Conflict of Interest Code, as heretofore approved, is
hereby amended by the adoption of a new Appendix "A" (attached) setting forth
designated employees and disclosure categories pertaining thereto. All other aspects
of the Conflict of Interest Code as stated in Resolution No. 89-97P shall remain in full
fo rce a n d effect.
3. Persons holding designated positions shall file statements of
economic interests pursuant to Sections 4 and 5 of the Conflict of Interest Code.
4. The City Clerk shall certify to the adoption of this Resolution.
PASSED, ADOPTED AND APPROVED this 6th day of April • 2004.
Bob Zirbes, Mayor
I, TOMMYE CRIBBINS, Asst. City Clerk of the City of Diamond Bar do
hereby certify that the foregoing Resolution was passed, adopted and approved at a
regular meeting of the City Council of the City of Diamond Bar held on the 6th_ day of
April , 2004 by the following vote:
AYES:
COUNCIL
MEMBERS:
NOES:
COUNCIL
MEMBERS:
ABSENT:
COUNCIL
MEMBERS:
ABSTAINED:
COUNCIL
MEMBERS:
ATTEST:
Asst. City Clerk of the
City of Diamond Bar
APPENDIX A
DESIGNATED EMPLOYEES
CATEGORIES
Accountant II
Assistant City Clerk
Associate Engineer
Assistant Engineer
Associate Planner
Assistant Planner
Assistant to City Manager
City Clerk
Communications and Marketing Coordinator
Deputy City Manager
Deputy Public Works Director
Development Services Assistant
Diamond Bar Community Foundation
Director of Community Development
Director of Community Services
Director of Public Works/City Engineer
Executive Assistant
Finance Director
Management Analyst
Parks and Maintenance Supervisor
Parks and Recreation Commission
Public Information Manager
Public Works Supervisor
Recreation Supervisor
Recreation Supervisor II
Senior Accountant
Senior Engineer
Senior Management Analyst
Board of Directors (15)
Senior Neighborhood Improvement Officer
Senior Planner
Traffic & Transportation Commission
DISCLOSURE
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• NOTE: City Council, City Manager, City Attorney, Treasurer and Planning
Commissioners are required to submit disclosure statements pursuant to State law
(California Government Code Sections 87200, et. seq.), not this Code.
CITY COUNCIL
TO: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # — 8.1
Meeting Date; 04-06-04
AGENDA REPORT
TITLE: CONSIDE RATION OF ADDING ONE CONCERT TO THE SUMMER CONCERT S IN
THE PARK SERIES AND APPROPRIATION OF $2,400 TO FUND THE CONCERT
RECOMMENDATION:
The Parks and Recreation Commission recommends adding one concert. Staff recommends adding
one concert if a sponsor can be conf irmed by April 16, 2004 for $2,400.
IaIJ_li!lei /_1MIky,IWIT611I
The total cost for an addition al co ncert will be $2,400. If a sponsor is not located, the concert would
cost $2,050 from the General Fund and $350 from Proposition A Funds. Following is the itemized list
of expenses:
Band $800
Sound System $500
Sink $350
Insurance $150
Sheriffs Deputies $150
City Part-time Staff 100
TOTAL GENERAL FUND $2,050
Shuttle (Prop A) 350
GRAND TOTAL $2,400
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The City Council approved seven concerts, including Fourth of July, for the 2003/04 Fiscal Year. The
seven concerts were all conducted last summer, resu Iting in the expenditure of all funds authorized
by the City Counc il. The Parks and Recreation Commission has req uested that the City Council
consider adding an additional concert to the series, preferably on Ju ne 23. A concert on June 23 will
require the appropriation of additional funds to the Concerts in the Park budge taccount in the amount
of $2,400. Staff believes that because of the other special events throughout the year authorized by
the City Council that the additional concert should be conducted only if sponsor of the total cost of
the event is secured.
REVIEWED BY:
Bob Rose James DeStefano
Director of Community Services Deputy City Manager
CITY COUNCIL
T0: Honorable Mayor and Members of the City Council
VIA: Linda C. Lowry, City Manager
Agenda # 8.2
Meeting Date; ±g§ 04
AGENDA REPORT
TITLE: ADOPTION OF RESOLUTION NO. 2003-60A AMENDING RESOLUTION NO. 2003-60
REVISING THE POLICIES AND FEES FOR THE USE OF THE DIAMOND BAR CENTER
OPERATED BY THE CITY OF DIAMOND BAR
Recommendation: Adopt
Financial Impact: Adoption of fees included in Resolution No. 2003-60A, when fully implemented, could
generate as much as $315,000 in revenue annually for rental use of the Diamond Bar
Center, an increase of $145,000 (85%) over current projections of $170,000 annually.
Background: The City Council adopted Resolution No. 2003-60 on October 7, 2003 establishing the policies and fees for
the use of the Diamond Bar Center. Staff has been utilizing these policies to schedule use and to operate the center since
opening March 20, 2004. The public's demand for use of the center is extremely high and there have already been 84 paid
private rentals scheduled with anticipated revenue totaling abo ut $122,600. From this experience, staff has developed
recommended changes to the policies that will provid e for a more effective and efficient operatio n of the center, and rental
fees that better reflect the market value. This subject was discussed at the City Council Study Session on March 2 and the
Council members requested additional information about tea lights, incense and fees, including a proposed reduced fee for
senior use of the banquet room on weekends. Staff provided up -dates to the Council in the Weekly Report and those up-
dates have been incorporated into this report. Staff has also had the opportunity to complete mock room set-ups to
determine the banquet room capacity for the types of set-up normally requested by those with confirmed reservations.
These test set-ups have shown that the capacity of the banquet room is less than previously reported. Details on the
capacities are included in this report, as well.
Discussion: As discussed at the Study Session on M arch 2, many of the changes staff recommends for the Facility U se
Policy are more editorial than substantive, clarifying issues and resolving conflicting statements. Recommended changes to
the use policy are highlighted through shading (added text) or stakeei -t (removed text). Following are the recommended
changes to the Facility Use Policy for the Diamond Bar Center;
1. Description and name of each room added to Description of Facility. Pg, 3, section I.
All rooms listed are for multi-purpose use;
a. Grand View Ball Room —Total Room 7,135 sq. ft.-- stage, patio/balc ony, room may be separated
into 5 separate rooms.
Dining capacity, No Dance Floor; 487.438;
Dining capacity, w/1000 sq. ft. dance floor: 424 372;
Dining capacity, w/500 sq. ft. dance floor: 459 405;
Theatre style seating capacity:1911 952
b. Sycamore Room —1050 sq. ft. -- Patio
Dining capacity:60
Theater style seating capacity: 128
C. BiF,4 VM Room -400 sq. ft. -- Computer Room, 10 computer stations
d. Pine Room —1550 sq. ft. -- Senior Room
Dining capacity:66
Theater style seating capacity: 142
e. Oak Room —1431 sq. ft. -- Dance/exercise, hardwood floors, capacity: 85
2. Use on New Year's Eve shall be charged weekend rates and shall require minimum use of 2/3 banquet room.
Pg 5, #5.
3. Two holiday dates have been added, Christmas Day and Thanksgiving Day. The center is closed and not
available for use on these two dates, unless Center Director approval is obtained. Pg. 6, number 6.
4. Added: Weekend use of Banquet Room requires a minimum 6 hour rental period and a minimum 2/3 rental of
the Banquet Room. Rental time must include set-up and clean-up time. Pg. 7, letter v.
5. When Banquet Room is not reserved for weekend use 21 days or less prior to desired date, Senior group may
reserve use of room for the discounted rate of $30 per hour of use, with two-hour minimum, plus $60 per 100
people for set-up, take down and clean -u p. Such use shall not interfere with any other schedule d use of facility,
and must receive prior approval from the Center Director. Pg. 9, letter v.
6. Requirement for cleaning deposit ($100) added for non -prof it (Group C) reserved use of meeting rooms.
Currently, cleaning deposits are not required from non -profits for use of meeting rooms. Pg. 11, letter i.
7. City shall determine security firm to be utilized rather than the Sheriffs Department. L.A. County Sheriff's
representatives are not allowed to recommend a specific security company to citizens. Staff will still use the
Sheriff's Department as a resource to determine the number of security guards to require at specific events, or
to schedule deputies when that level of securi ty is determined necessary. Pg. 14, letter B.
8. The L.A. County Fire Department requires a permit for tea lights from each user utilizing tea lights. Copy of tea
light permit from the fire department is required 7 days prior to the event. Pg.16, number 4. Additional
discussion about tea lights listed below.
Tea Lights: City Council has previously directed staff to purchase several sets of tea lights to be pre -approved by the L.A.
County Fire Department and available for users of the Diamond Bar Center. Staff has purchased four varieties of tea lights
that have been tested by Inspector Charles Cooper and approved for use at the Diamond Bar Center. However, according
to Inspector Cooper, each time tea lights are used at the center, a separate permit must be issued by the fire department
unique to that date, use specifics, and type of tea light to be used.
Staff is aware that the City Council would like staff to purchase a supply of tea lights that would be availab le for facility users
to utilize at their events. Staff has researched this with event planne rs and the response is that tea lights are a personal
choice of the event hosts and style and quantity usually vary significantly. What the City buys today and is "in style" could be
out of style and unacceptable to the users in a short period of time. Staff would then have to buy new sets of tea lights to
stay current with the times and styles. Also, it has been reported to staff that hosts may place anywhere from four to eight
tea lights on each table. For an event with 40 tables, that could be as many as 320 tea lights. Other information staff has
received about tea lights includes issues about loss, breakage and cleaning. Many event guests believe tea lights are a gift
and may be taken after an event. Keepin g an adequat a supply of tea lights availa ble to each facility user will be a challe nge.
This is the same issue with possible breakage. The next issue is with cleaning the tea lights so they will be ready for the
next user. Melted wax and black soot can accumulate in the tea light. Our janitorial contractor is able to clean the tea lights
for $14.00 per hour. This cost would be passed along to the facility user. Right now, it is unknown how Ion g it would take to
scrape the wax out and clean the black soot from the tea lights. There are a host of other issues that staff will have to deal
with if the City provides the tea lights. These can be better articulated by staff at the study session, but has to do with clients
who want staff to solve their issues with the tea lights on the day of their event. ('Those aren't the ones you showed me
when I booke d the facility.", "The candles keep going out, please re -light them each time they go out.", 'The tea lights are
dusty, please clean them before the event starts.", 'The tea lights don't match our set-up, please let me see the other tea
lights you have so I can select another style."'Y don't want that color wax and/or metal base of candle", "Can we place a
bow or some other decorati on on or around the tea light?'j
Following are options regarding use of tea lights (In order of staff recommendation, highest to lowest);
1. Do not allow tea lights in the facility. (Staffs original recommendatio n.)
2. Have the facility user obtain their own tea lights and acquire approval and permit from the L.A. County Fire
Department. Staff will show samples of tea lights that typically are approved by the fire department.
3. Staff selects one style of tea light that every tea light user must use. No other tea lights will be allowed. Each facility
user will pay for new tea lights to be purchased by staff, and then given to the user at the end of their event. This
resolves cleaning, loss and breakage issues. Since only one style of tea light isallowed under this option, it must be
a high quality tea light. The tea light staff recommends is leaded crystal and retails for $5.75 each. Initial stock
should be 600 tea lights, sufficient for two uses, at a cost of $3,450. Then each time a user wants tea lights, the
user will be charged for the number of tea lights they wish to use. Staff would then work with the fire department to
obtain the required permit for the event. The one advantage of this option is staff has total control over the tea lights
and no user will be able to bring a non -per mitted tea light into the facility.
4. Same as #3, but if user wants to use their own tea light, and not the one available from the City, they obtain their
own tea lights and go through the permit process described in #2. Since the user can get their own tea light if they
prefer, the tea light provided by the City would be a cheaper model, which costs $1.25 each. To stock 600 would
cost $750. This option does lose the control described in #3.
5. Staff selects four styles of tea lights, and provides them per option #3. Tea lights cost between $1.25 and $5.75
each. Initial cost for four sets of 600 each is $5,700. This returns control to the City but increases initial cost and
requires more storage space to accommodate, and storage space is already at a premium at the Diamond Bar
Center.
6. Become the full service tea light provider. Staff purchases, cleans, stocks, replaces, etc. everything to do with tea
lights so there are at least four full complete sets of tea lights availa ble for eac h user of the facility to select from.
This would also require staff to purchase a variety of wax candles to match the color and style the facility user
wants. The initial stock for this option will cost $5,700, plus the cost of stocking addition I colors of wax candles.
User would be charged for actual cleaning, loss, and breakage costs for tea lights and for candles consumed. This
is an extremely labor intensive option which is the least desirable in terms of fitting the contract business model of
the City.
Incense and Ceremonial Fire Usage — Cognizant of the fact that Diamond Bar has a very significant and active Indian
community, City Staff has begun researching the Indian culture —particularly the Hindu religion and itsceremonial use of
fire and incense. Staff has been in contact with Rohini Dasika with the City of Rancho Cucamonga. Fire and incense are
very important to practicing Hindus. They are featured in virtually every Hindu ceremony. City Staff is now seeking to visit a
Hindu temple or to bring in a Hindu priest so that we can observe a demonstration of how the fire and incense are actually
used. Until this research is completed, staff is not in a position to recommend allowing incense and ceremonial fire at the
Diamond Bar Center. However, based on input provided by other Cities with public facilities available to rent, staff continues
with its recommendation to not allow incense and ceremonial fire at the Diamond Bar Center. Staff believes these cultural
ceremonies would more appropriately be performed in the temple or home, not in a public facility.
The following information about incense was presented at the March 2 Study Session and is repeated here as information:
Staff has continued researc hing the use of incense in rental facilities similar to the Diamond Bar Center. Staff has still foun d
no city operated facilities that allow the use of incense. We have also checked with Southern California hotels. Only one of
ten contacted said they allow incense. The Westin Hotel in Costa Mesa provided the following information, which they say,
by interpretatio n, allows the use of incense: "Decorations — All decorations incorporating candles must meet with the
approval of both the Catering Department and the Costa Mesa Fire Department." The Catering Sales Manager also stated
that at events that use incense, the groom arrives by either horse or elephant.
Based on input from the operators of othe r City facilities, staff still recommends that incense not be allowed in the Diamond
Bar Center, for the following reasons:
1. Smoke from the incense will, over time, permeate the fabric in the facility, leaving an odor to similar to stale
cigarette smoke. (Fabric includes carpet, chairs, sound panels, and room dividers.) The Catering Sales
Manager at the Westin did not agree with this statement.
2. Currently, tea lights are the only approve d open flame allowed in the facility. Allowing incense may increase the
number of requests for different types of open flame uses. Staff needs to have clearly defined limits (or no limits
at all, as long as fire department approval is obtained) in order to prevent claims of discriminatio n.
Caterers Use of Sterno Heater to keep food warm in banquet room: According to inspector Cooper this use is allowed
without a permit if the heater is under a chafing dish on a table with no guests seated at the table. This type of use is not at
the same level of risk as the tea light, which is accessible to the guests seated at the table, including children. Staff
recommends allowing the use of sterno heater, if the use is in conformance with fire department expectations stated above
and used by a licensed caterer.
Animals such as Horses and Elephants: Staff has already received requests from potential users of the facility
seeking permission to bring animals on-site. Diamond Bar Municipal Code section 12.00.260 specifically prohibits animals in
parks (except leashed dogs and cats, and horses on equestrian trails) unless permitted by the director. The types of uses
being requested include horse drawn carriages, riders on horses and riders on elephants. In fact, one user has already
contacted an elephant rental company, Have Trunks Will Travel, and this company has applied for a Temporary Use Permit
from the Planning Department (application status pending). The primary issue with animals is the waste associated with
them. If animals are allowed, waste will eventually be washed into the natural habitat surrounding the park and into the
storm drain system. Also, our janitorial service provider recommends the sealing of the decorative concrete area in front of
the formal entrance to prevent stains from the waste. This area is about 6,200 sq. ft. in size and would cost about $2.00 per
sq. ft. to seal, or about $12,400. If the concrete is sealed, the waste can be cleaned and neutralized with a concentrated
citrus cleaner. Staff recommends that animals such as horses and elephants not be allowed at the Diamond Bar Center.
Rental Fees: Staff has been comparing our current rental fees to those of other city operated facilities. Based on this
research, it appears that our current fees are too low. Following is the analysis staff has used to determine recommended
fees:
GROUP C -- Diamond Bar Based Non -Profit Service Organizations (including Churches)
Comparative rates for non-profit organizations "weekend" rates for banquet room.
Current Diamond Bar Center rate is $112.50 hour
Recommended Revised rate is $200 per hour for first 5 hours, $100 per hour for each additional hour
City of La Palma (banquet capacity 150) = $60 hour
Diamond Bar Center equivalent = $192 hour
City of Los Alamitos (banquet capacity 242) = $65 hour
Diamond Bar Center equivalent = $130 hour
City of Signal Hill (banquet capacity 35) = $42 hour
Diamond Bar Center equivalent = $576 hour
City of Westminster (banquet capacity 200) = $65 hour
Diamond Bar Center equivalent = $156 hour
City of Yorba Linda (banquet capacity 300) = $145 hour
Diamond Bar Center equivalent = $232 hour
City of Brea (banquet capacity 320) = $175 hour
Diamond Bar Center equivalent = $263 hour
The City of Brea is the closest in "style"and "extra" amenities (with the windows and patio attached) to the Diamond Bar
Center. However, they do not have the incredible location/view!
Therefore, staff recommends that the NEW rate for non -prof it "weekend" times for the entire banquet room be changed to
$200 per hour (with a 5 hour minimum rental required); additiona I hours will be charged at $100 per hour. This results in a 6
hour rental fee of $1,100, from the $675 per event that is the current rate.
GROUP E — All Businesses and Non -Residents:
Comparative Rates For Private Use By Businesses And Non -Residents "Weekend" Rates For Banquet Room.
Current Diamond Bar Center rate is $235.00 per hour
Recommended Revised rate is $400 per hour for fist 5 hours, $200 per hour for each additional hour.
When staff developed the recommended fees for the Diamond Bar Center that were approved by the City Council last
October, staff stated that there was a lot to learn about developing policies for the operation of such a state -of -the -a rt
facility. Over the past five to six months of scheduling reservations for private use of this facility, staff has discovered how
unique this facility is in this region of Southern California. We are told there are no public facilities that can serve the number
of people the Diamond Bar Center can that also has the amenities such as view, architecture, versatility and age (brand
new). Based on input we have received from several professional event planning firms, staff believes we can (and should)
charge more for its use. As an example, we were quoted a "general rule" that we should charge no more than $5 per person
for the capacity of the room for a 4 -hour block of time for the rental of the Grand View Ballroom on a weekend. That would
translate into $2200 for 4 -hours, which equals $550 per hour. That would make a 6 -hour minimum cost approximately
$3,300.
Following are examples of private sector "shell" facilities rental rates for 4 -hours (Facility, tables and chairs):
Richard Nixon Library — Yorba Linda (400 capacity) — approx. $ 4,000
Ocean Institute — Dana Point (200 capacity) — approx, $5,500
Joes Garage —Tustin (300 capacity) —approx. $5,500
Seven Degrees — Laguna Beach (100 capacity) — approx. $7,500
Huntington Harbor Yacht Club — Huntington Harbor (200 capacity) — $1,500
Newport Dunes Pavilion —Newport Beach (75 capacity) - $1,100
Because we are a public entity/public facility, we are proposing a rate that is competitive within both the public and private
sectors, but is still well belo w the "fair market value" of the private sector facilities.
Current Diamond Bar Center rate is $235 per hour with 6 hour minimum ($1,410 rental fee)
Equiva lent rate for comparable public sector facility (City of Brea) _ $361 per hour ($2,166 rental fee)
Previous proposed rate was $330 per hour with 6 hour minimum ($1,980 rental fee)
Therefore staff recommends the following additional changes should be made to the Facility Use Policy;
1. New Recommended Rate for Group E Users: NEW proposed time block is 5 hours with REVISED proposed rate =
$400 per hour ($2,000 rental)
NEW additional hourly rate (for each hour in addition to the five hour minimum) _ $200 per hour
NEW 6 hour rental equivalent = $2,200
2. Consider charging a $500 flat fee for clients to have their wedding ceremony on the grounds of the Diamond
Bar Center. Pacific Palms charges $1,500 for a 1 hour time block (includes gazebo, chairs, microphone and golf cart
with driver).
Recommended Rental Rates for Grand View Ballroom (includes Catering Kitchen, pre -function area and patio):
Note: Rates have been established per the following formula, using the Group E rate as the foundation.
• Weekday rates are 1/2 the cost of weekend rates.
• Other room rates are prorated based on the room size as compared to the whole banquet room.
• Increases for client type are based on $100 more per hour for weekend use, half that for weekday use.
Weekdays Weekends
Group A: City of Diamond Bar Events No Fee No Fee
Group B: Diamond Bar Based Senior Organization s No fee No fee for Senior Room
Group C: Diamond Bar Based $100 hour $200 hour (minimum 5 hours);
Non -Profit Organizations $100 per hour for each additional hour
Group D: Diamond Bar Residents $150 hour $300 hour (minimum 5 hours);
$150 per hour for each additional hour
Group E: All Businesses and Non -Residents $200 hour $400 hour (minimum 5 hours);
$200 per hour for each additional hour
The revised fees should result in annual revenue increase of 85%, from $170,000 to $315,000, when fully
implemented. (Estimate based on 100ea 8hr weekend resident uses and 100ea 8hr weekday resident uses.
REVIEWED BY;
Bob Rose James DeStefano
Community Services Director Deputy City Manager
RES OLUTI ON NO.2003-60A
ARESOLUTION OF THE CITY COUNCIL. OF THE CITY OF
DIAMOND BAR AMENDING RESOLUTION NO. 2003-60REVISING 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. 2003-60 on October 7, 2003 establis hing policies and
fees for the use of the Diamond Bar Center;
(ii) Staff has been utilizi ng the adopted policies and fees to schedule reserved use and to prepare for
the opening of the facility on March 20, 2004;
(iii) Staff believes that the changes listed in Exhibit A will result in a more efficient and effectiv e
operation of the Diamond Bar Center;
(iv) All legal prerequisites to the adoption of this Resolution have occurred.
B. Resolutim
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Diamond Bar
That:
1. Resolution No. 2003-60 is hereby amended by Resolution No. 2003-60A.
2. 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.
3. Any or all provisions in the attached policies may be waived by action of the City Council.
PASSED, APPROVED AND ADOPTED this day of 2004.
BOB ZIRBES
Mayor
8
ATTEST:
TOMMYE CRIBBINS
Assistant City Clerk
I, TOMMYE CRIBBINS, Assistant City Clerk of the City of Diam and 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 day of 2004, by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
TOMMYE CRIBBINS, Assistant City Clerk
City of Diamond Bar