HomeMy WebLinkAbout8/15/2006Tuesday, August 15, 2006
5:00 p.m. — Closed Session CC -8
6:00 p.m. — Study Session CC -8
6:30 p.m. — Regular Meeting
The Government Center
South Coast Air Quality Management District/
Main Auditorium
21865 Copley Drive
Diamond Bar, CA 91765
Mayor Carol Herrera
Mayor Pro Tem Bob Zirbes
Council Member Wen Chang
Council Member Jack Tanaka
Council Member Steve Tye
City Manager James DeStefano
City Attorney Michael Jenkins
City Clerk Tommye Cribbins
Copies of staff reports or other written documentation relating to agenda items are on file
in the Office of the City Clerk, and are available for public inspection. If you have questions regarding
an agenda item, please contact the City Clerk at (909) 839-7010 during regular business hours.
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the City of Diamond Bar requires that any person in need of any type of special equipment, assistance
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DIAMOND BAR CITY COUNCIL MEETING RULES
Welcome to the meeting of the Diamond Bar City Council. Meetings of the Diamond Bar City
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Members of the public may address the Council on any item of business on the agenda
during the time the item is taken up by the Council. In addition, members of the public may,
during the Public Comment period, address the Council on any consent calendar item or any
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INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COUNCIL
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website at www.ci.diamond-bar.ca.us. A full agenda packet is available for review during the
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CITY OF DIAMOND BAR
CITY COUNCIL AGENDA
August 15, 2006
Next Resolution No. 2006-70
Next Ordinance No. 07(2006)
CLOSED SESSION: 5:00 p.m. Room CC -8
Public Comments on Closed Session Agenda
► Government Code Section 54956.9(a) — Pending Litigation -
5 Cases
(1) Rodriguez v. City of Diamond Bar, et al. Case No. 06CCO2992
(2) Lopez v. City of Diamond Bar, et al., Case No. BC347013
Finkbeiner v. City of Diamond Bar, et al., Case No. BC347014
Ayad v. City of Diamond Bar, et al., Case No. BC347015
Saglime v. City of Diamond Bar, et al., Case No. BC347016
Murray v. City of Diamond Bar, et al, Case No. BC347122
(3) Lucerno v. City of Diamond Bar, et al., Case No. KC048532
(4) Diamond Bar v. Southern California Edison LACSCC No.
BC351266
(5) People of the State of Calif. V. Ratan Hospitality, LLS (Scribbles)
Case No. BC351925
STUDY SESSION: 6:00 p.m. Room CC -8
► Library Follow-up Items
(1) Education Campaign
(2) Rebate Program
Recommended Action: Discuss and Direct staff as necessary.
Public Comments
CALL TO ORDER: 6:30 p.m.
PLEDGE OF ALLEGIANCE: Mayor
AUGUST 15, 2006
PAGE 2
INVOCATION: Ahmad H. Sakr, Islamic Education Center
ROLL CALL: Council Members Chang, Tanaka, Tye, Mayor
Pro Tem Zirbes, Mayor Herrera
APPROVAL OF AGENDA: Mayor
SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS:
1.1 Presentation of City Tile to Kim Crews, Human Resources Manager upon
her leaving the City.
1.2 Power Point Presentation by Mary Yogi, Reference & Young Adult
Librarian, Summary and Highlights of Teen Summer Reading Program at
the Diamond Bar Library.
2. CITY MANAGER REPORTS AND RECOMMENDATIONS:
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 voluntary). There is a five-minute maximum time limit
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 Planning Commission Meeting — August 22, 2006 — 7:00 p.m., Auditorium,
AQMD/Government Center, 21865 Copley Dr.
5.2 Parks and Recreation Commission Meeting — August 24, 2006 — 7:00
p.m., Hearing Board Room, AQMD/Government Center, 21865 Copley Dr.
5.3 Labor Day Holiday — September 4, 2006 — City Offices will be closed in
observance of Holiday. City offices will re -open Tuesday, September 5,
2006.
5.4 City Council Meeting — September 5, 2006 — Due to anticipated lack of
quorum, the City Council Meeting will be adjourned to Tuesday, Sept. 19,
2006.
AUGUST 15, 2006
7
,1
CONSENT CALENDAR:
PAGE 3
6.1 City Council Minutes:
6.1.1 Study Session of August 1, 2006 - Approve as submitted.
6.1.2 Regular Meeting of August 1, 2006 — Approve as submitted.
6.2 Parks and Recreation Commission Minutes - Regular Meeting of June
22, 2006 - Receive and file.
isters
6.3 Ratchecks
daed Jul(�28, 2006throughheck Register
ough August 9, 006 totaly Check ing $593,638.76.containing
checks date y
6.4 Reject Claims for Damages - Filed by Firman and Carmen Lopez on
June 21, 2006.
Recommended Action: Reject Claim
Requested by: City Clerk
6.5 Second Reading and Adoption of Ordinance No. 06(2006): Amending
Section 18.108.1350 of the Diamond Bar Municipal Code Relating to
Floodplain Management Regulations.
Recommended Action: Adopt.
Requested by: Public Works Department
PUBLIC HEARINGS: 7:00 p.m., or as soon thereafter as matters may be heard.
None
COUNCIL CONSIDERATION:
8.1 Adopt Resolution No. 2003-60F: Approving Seven Changes to the
Facility Use Policy for the Diamond Bar Center: 1) Revise Candle
Permit Process; 2) Revise Deposit Verbiage for Sycamore, Oak,
Willow, Pine and Maple Room Use; 3) Add "Consecutive" to
Maximum Hours of Alcohol Use; 4) Revise Where Animals are
Permitted at Diamond Bar Center and Summit Ridge Park; 5) Clarify
Clean -Up Responsibilities; 6) Revise Refund Policy to Reduce
Amount of Notice Required for Sycamore, Oak, Willow, Pine and
Maple Room; and (7) Authorize City Manager to Have Discretion to
make Operational Changes to the Facility Use Policy.
Recommended Action: Adopt.
Requested by: Community Services Department
AUGUST 15, 2006 PAGE 4
9. COUNCIL SUB -COMMITTEE REPORTS/COUNCIL MEMBER COMMENTS:
10. ADJOURNMENT:
CITY COUNCIL
TO: Honorable Mayor and Members of e City Council
VIA: James DeStefano, City ManaA
TITLE: Library Issues: Educational In rmation
Rebate Program
RECOMMENDATION:
Agenda # Study Session
Meeting Date: A, -gust 15, 2006
AGENDA REPORT
Staff recommends that the City Council discuss the following issues and provide
direction to staff:
• Public Educational Information
• Possible Rebate Program
FISCAL IMPACT:
The nominal cost for the public education campaign includes the cost of copying the
flyer and staff time to include information on the City's website and DBTV. The financial
implication of the rebate program will depend on which, if any, of the different rebate
scenarios is selected by Council. The specific financial implication of each scenario is
described in more detail on the attached document.
DISCUSSION:
PUBLIC EDUCATION INFORMATION
At its last meeting, the City Council voted to place a measure on the ballot to assist with
funding construction, and offset the additional operating expenses; of a new Diamond
Bar Library. The measure, if apprc)ved by the voters, will levy a special tax to pay debt
service on a $13.1 million bond (net proceeds of $11 million) and generate $500,000
each year to offset the additional operating expenses of a larger library.
With the placement of that measure on the ballot, City staff and the City Council, as a
body, are prohibited from advocating for or against the measure. However, the City
does have an obligation to provide information to the voters about the special tax and
the proposed library. City staff has developed the attached "Fact Sheet" regarding the
measure and the new facility that would, if Council concurs, be placed on the City's
website, DBTV and be available at City Hall. In addition an article about the ballot
measure will be included in the October City Newsletter. The Council has directed staff
not to hold a community meeting to discuss the measure. Obviously City staff will
answer questions if anyone contacts City Hall seeking information.
REBATE PROGRAM
The special tax on the ballot in November includes two financial components, namely
the debt service on the construction bonds (30 years) and the additional operating costs
of $500,000 per year with an annual CPI escalator. As a part of the discussion of the
special tax, the City Council requested information on a low income or senior citizen
rebate program. The rebate program would rebate an individual's special tax, either in
whole or in part.
The City Attorney and the Bond Counsel both advised the Council that the rebate
Program can not be paid from the bond proceeds and must be based solely on income
not age. With this information, City staff contacted Southern California Edison to learn
about their low income "CARE" program. The Edison program guidelines are based
solely on income levels and are shown below:
Maximum Household Income
Number of Persons
in Household Total Combined Annual Income
each additional person $6 900
As of May 2006 there are 1889 Diamond Bar residents participating in the Edison
"CARE" program. To reduce the cost and staff time to administer a rebate program, it is
recommended that any individual applying for a rebate must be currently enrolled in the
So Calif Edison CARE program and must show proof of such enrollment on an annual
basis.
Using the Edison enrollment as a guide and the financial information on the special tax
below, City staff developed the rebate scenarios using the highest assessment (single
family residential) and assuming 100% participation by Edison CARE participants.
2
EMA / CARE
1_2
up to $28,600
3
up to $33.600
4
up to $40,500
5
up to $47,400
6
up to $54,300
each additional person $6 900
As of May 2006 there are 1889 Diamond Bar residents participating in the Edison
"CARE" program. To reduce the cost and staff time to administer a rebate program, it is
recommended that any individual applying for a rebate must be currently enrolled in the
So Calif Edison CARE program and must show proof of such enrollment on an annual
basis.
Using the Edison enrollment as a guide and the financial information on the special tax
below, City staff developed the rebate scenarios using the highest assessment (single
family residential) and assuming 100% participation by Edison CARE participants.
2
Single Family Residential' $61.20 Multi -family residential $44.50
Commercial Property $55.30 Industrial Property $41.20
• The special tax for the operation and maintenance in year 1 (increase by CPI
every year thereafter) is as follows:
Single Family Residential $27.80 Multi -family residential $20.30
Commercial Property $25.20 Industrial Property $18.80
• The combined construction and maintenance special tax are as follows:
Single Family Residential $89.00 Multi -family residential $64.80
Commercial Property $80.50 Industrial Property $60.00
The scenarios showing the impact to the City's General Fund based on 100%
participation and a 25, 50, 75 or 100% rebate for construction bond debt service only,
increased operating expenses only or both are attached for Council review.
Dave Doyle, Assistant City Manager
Attachments:
1. Library Ballot Educational Information
2. Rebate Scenarios
CITY OF DIAMOND BAR LIBRARY BOND MEASURE — NOVEMBER 7,200 -6 -
WHAT
2006
WHAT IS THE LIBRARY BOND MEASURE?
On the November 7, 2006 ballot, Diamond Bar voters will vote to consider a special tax to
finance construction and operation of a new 24,500 square foot City library adjacent to the
existing Diamond Bar Center in Summitridge Park. It is anticipated that the total design and
construction cost of the library will be $15 million; $11 million of the cost will be financed
through issuance of municipal bonds and the remaining $4 million from the City's General Fund.
The special tax, which will be levied on every improved parcel in the City, will both support
repayment of the municipal bonds over 30 years and the annual operating costs ($500,000) of the
library. To pass, the measure must secure 66.67% of the vote.
HOW MUCH WILL THE MEASURE COST CITY RESIDENTS?
• The special tax for the construction of the facility (for 30 years) is as follows:
Single Family Residential: $61.20 Multi -family Residential: $44.50
Commercial Property: $55.30 Industrial Property: $41.20
• The special tax for the operation and maintenance in year 1 (to increase by the CPI every
year thereafter) is as follows:
Single Family Residential: $27.80 Multi -family Residential: $20.30
Commercial Property: $25.20 Industrial Property: $18.80
• The combined construction and operation and maintenance special tax are as follows:
Single Family Residential: $89.00 Multi -family Residential: $64.80
Commercial Property: $80.50 Industrial Property: $60.00
WHAT WILL BE FUNDED BY THE LIBRARY BOND MEASURE?
The current Diamond Bar Library is a 9,935 square foot facility located at 1061 S. Grand Ave. It
has 36 parking spaces, 8 public computer stations with internet access, and a collection of
114,678 books, 117 magazine/newspaper subscriptions, and 10,300 audio/visual items.
If passed, the library bond measure on the November 7"', 2006 ballot would fund the construction
of a new 24,500 square foot library located adjacent to the Diamond Bar Center in Summitridge
Park with the following proposed amenities:
• 81 parking spaces
• A larger and more comprehensive collection of books, reference, and audio/video media
materials
• Approximately 50 public access computer terminals with internet access, including a
computer lab with 16 computers for training or individual use
• An expanded children's reading area and teen collection
• Expanded adult, teen, and children's reading programs
• A Global Citizens Center, which will acknowledge the importance of our global society
through programs, exhibits, services, and materials
• A Homework Center, offering tutoring, computer assistance, and reading programs
• A large Community Room with state-of-the-art equipment that can accommodate
approximately 96 in fixed seating and 205 for less concentrated use
• Improved technological infrastructure, including data ports for patrons with laptops, self -
check machines for efficient borrowing
• An audio/visual media room with viewing and listening areas
• An expanded international book section with foreign language books
• The Friends of the Library bookstore
• A rbilelreen'.qactivity room
LOW INCOME REBATE PROGRAM
CONSTRUCTION & OPERATIONS - $89.00 ANNUALLY
REBATE AMOUNT GENERAL FUND IMPACT
25% REBATE $ 42,030
50% REBATE $ 84,061
75% REBATE $ 126,091
100% REBATE $ 168,121
CONSTRUCTION ONLY - $61.20 ANNUALLY
REBATE AMOUNT GENERAL FUND IMPACT
25% REBATE $28,902
50% REBATE $ 57,804
75% REBATE $ 86,705
100% REBATE $ 115,607
OPERATIONS ONLY - $27.80 ANNUALLY
REBATE AMOUNT
GENERAL FUND IMPACT
BATE $ 13,129
BATE
P75%.jRjEBATE
$ 26,257
$ 39,386
EBATE
$ 52,514
ASSUMPTIONS:
Based on the 1,889 current participants in the SCE CARE Program
*'Single Family Residences Only
Agenda No. 6.1.1
CITY OF DIAMOND BAR DRAFT
CITY COUNCIL STUDY SESSION
AUGUST 1, 2006
STUDY SESSION: Mayor Herrera called the Study Session to order at
5:37 p.m. in Room CC -8 of the South Coast Air Quality Management
District/Government Center, 21865 Copley Dr., Diamond Bar, CA.
Present: Council Members Chang, Tanaka, Tye, Mayor Pro
Tem Zirbes and Mayor Herrera.
Also Present: James DeStefano, City Manager; David Doyle,
Assistant City Manager; Michael Jenkins, City Attorney; David Liu, Public Works
Director; Bob Rose, Community Services Director; Nancy Fong, Community
Development Director; Ken Desforges, IS Director; Marsha Roa, Public Information
Manager; Ryan McLean, Senior Management Analyst, Rick Yee, Senior Engineer, and
Tommye Cribbins, City Clerk.
No. Discussion of CFD (Library) Ballot Measure
► Discussion of Proposed Low -Income Rebate Program
1) DISCUSSION OF CFD (LIBRARY) BALLOT MEASURE
Brian Forbath, with Stradling Yocca Carlson & Rauth explained the two proposed
resolutions. The purpose of tonight's public hearing is to allow residents and
registered voters to discuss or comment on the proposed levy of special taxes
and the necessity to incur bonded indebtedness within the proposed Community
Facilities District (CFD) to pay for debt service to pay for the proposed library
facilities. At the conclusion of the public hearing Council will be presented with
two resolutions. The first resolution establishes CFD 2006-1 and approves the
rate and method of apportionment of special taxes as set forth in the Resolution
of Intention adopted by Council about a month ago. This resolution also
acknowledges the filing of the facilities report that outlines the cost of the facilities
and services. Additionally, the resolution calls for an election to be held on
November 7 to be consolidated with the Countywide and Statewide elections on
that day. The second resolution determines the necessity to incur bonded
indebtedness on behalf of the CFD in order to finance the library facilities in the
amount of $13.1 million. Both resolutions are legally required by the Mello -Roos
Act to move forward with an election on the bond financing and eventually, if
approved by the voters, a successful bond issuance. If the first two resolutions
are adopted a third resolution formally requests the county to conduct a
consolidated election.
Mr. Forbath responded to MPT/Zirbes that the underwriting fee would most likely
not exceed 1.5 or 2 percent of the bond issue. A reserve fund of about 10
percent would be set aside and the balance would be used for associated costs —
JULY 18, 2006 PAGE 2 CC STUDY SESSION
bond issuance and City administrative costs. The underwriter fee will be less
than $2 million. In addition, the City may be able to obtain a Surety Bond to fund
the reserves rather than the City's cash. At this point it is premature to determine
whether or not the City would qualify for the Surety Bond.
Chris Fischer with Muni -Financial responded to MPT/Zirbes that he assumed a
very conservative 6.75% interest rate for purposes of analysis. In speaking with
an underwriter today he determined that pricing has been in the range of mid 5 to
5.75 and 5.875 range so it is clearly well below the estimated interest rate
assumed for analysis purposes. If the interest rate were to exceed the assumed
6.75% the proceeds of the bond would be decreased accordingly. If the rate was
lower than 6.75% the City would have to make policy issues about the excess
funds — either issue more bonds or issue the same amount and levy a smaller
amount of tax.
Mr. Forbath and Mr. Fischer responded to MPT/Zirbes that they could not predict
what rates would do in the next four months. However, as Brian Forbath pointed
out there has been a steady increase in rates over recent months. The 6.75
percentage rate is based on a blended rate.
M/Herrera asked what percentage of votes would be needed to pass the
measure on November 7.
Mr. Forbath responded that any special tax approved by California voters
requires a two-thirds majority of votes cast.
Mr. Fischer explained that when Council adopted the Resolution of Intension it
included adoption of a resolution that included "rate and method of
apportionment," a technical document that spells out how the tax is calculated
and apportioned to the properties within the boundaries of the proposed CFD. It
is a very technical document. The CFD report provides the background. The
introduction gives a background on what the Council has done to date. Section
A) is a description of the facilities and services; Section B) is a description of the
boundaries of the CFD; Section C) is the cost estimates; Section D) describes
the rate and method of apportionment. Exhibit a) description of the boundaries
including a map; Exhibit b) breaks down cost estimates based on
communications with staff indicating a full estimated gross amount of the budget
for operating the library and indicates that the special tax is proposed to partially
fund the $500,000 of that budget; The facilities estimate is the best estimate of
the cost to construct the library including furniture, fixtures and of the $15 million,
$11 million is proposed to come from bond proceeds and $4 million from the City.
To finance the $11 million in bond proceeds the actual bond issue amount is
estimated to be $13.1 million. Exhibit c) is the rate and method of apportionment,
the document that was included with the resolutions passed during the last
Council meeting. This document gives instructions on how to calculate the tax
and apportion that tax to the various types of properties within the proposed
boundaries of the CFD. The first section provides a definition of terms that are
JULY 18, 2006 PAGE 3 CC STUDY SESSION
used in the document. Section b and c talks about how to classify the process
and assign the taxes to the various classifications of parcels and spells out the
rates that are also shown in the CFD report.
MPT/Zirbes said there was a strong likelihood that the City would annex another
1700-1800 acres and up to an additional 3500 homes. How would that affect this
proposal?
Mr. Fischer responded that once the property was annexed to the City the City
could undergo proceedings to annex the property to the CFD. The property
being annexed would be subject to the same rate and method of apportionment.
The property owners would have to vote on whether to annex to the CFD. If the
property were raw land owned by developers the vote would be based upon
acreage assuming less than 12 registered voters. If the property owners were
registered owners and registered voters, a vote would be required. Two
resolutions similar to what is being passed now would be passed upon a
successful vote and the properties would be subject to the same rate and method
of apportionment.
Mr. Forbath explained that if it were a property owner election and the City
received unanimous consent certain election procedures could be waived.
MPT/Zirbes said that assuming the addition of 3500 homes, would the additional
revenue lower the levy rage for everyone or pay the bond down faster.
Mr. Fortbath said the City could levy for debt service on the bond and therefore
could not pay the bond down sooner but spread the levy amongst all of the new
property owners thereby reducing the rate for all other property owners.
Mr. Fischer responded to C/Tye that there would be no tax levied on land unless
and until it was developed.
C/Tanaka wanted to know if the ballot measure passed, at what point the City
would go out to bid for construction.
ACM/Doyle responded that the first step would be to look at the design process
and solicit RFP's for architectural services, a process that takes about a year. At
the end of the process the construction documents are developed and the
documents then go out for bid, a two to three month process. At that point a
construction contractor is hired and construction commences. Assuming
passage on November 7 it would likely be two and one-half years to
commencement of construction (mid 2009).
ACM/Doyle indicated to MPT/Zirbes that staffs recommendation would be that
the tax levy would commence immediately upon approval of the ballot measure.
JULY 18, 2006 PAGE 4 CC STUDY SESSION
CA/Jenkins explained that he will prepare an approximate 500 word statement
that is an impartial analysis intended to explain the procedure to the voters — how
much of a tax the voters would be paying, for how long and what precisely the
tax could be used for as well as, what kind of a vote is required for the measure
to pass. Assuming passage of the resolutions this evening the analysis will be
completed by mid-August and go into the ballot pamphlet along with the other
materials determined by the City Clerk.
CA/Jenkins further explained that a typical ballot measure includes arguments in
favor of and against the measure and rebuttal arguments to rebut the arguments
in favor and against the measure. The Election's Code allows the City Council
the option of giving itself the priority for preparing and putting in the ballot
pamphlet arguments either in favor of or against or both. Council's options are 1)
it can appoint itself as a body to prepare a ballot argument either in favor of or
against the measure. In this instance the Council would be speaking as one
body or, 2) the City Council may appoint any number of Council Members from 1
to less than 5 to prepare the ballot argument either for or against; or 3) the City
Council may appoint some of its members to write the ballot argument for and
others to write the ballot argument against. The advantage is that the prepared
argument would be the one that would be included in the ballot. The other option
is for Council to take no option in which case ballot arguments can be prepared
from within the community and the Elections Code provides a priority list of who
has a first priority, second priority, etc. after the City Council for selection of an
argument that is done by the City Clerk. For example, the first priority would be a
bona fide association of citizens who are either proponents of or opponents to
the measure. If there are more than one the City Clerk gets to choose. The
second priority is individual voters. Staff is asking Council to decide when it
adopts the resolution which of the options it wants to make and the resolution
language will be adjusted accordingly.
Following discussion C/Tye, MPT/Zirbes and M/Herrera favored the Council not
being involved in the arguments for or against and C/Tanaka and C/Chang
wanted the Council to be involved in the arguments for or against the measure.
Council unanimously concurred to not have a citizens' oversight committee to
oversee use of funds, construction and operation of the facility.
ACM/Doyle said staff felt an obligation to provide some information to the citizens
and asked for Council's input with respect to a possible educational campaign or
materials and how pro -active staff should be in putting the information out to the
public.
MPT/Zirbes suggested a two-sided fact sheet that would give the facts of the old
library versus the new library. He would also like to see it on the City's Website
but was concerned about whether it should be placed in the City's Newsletter.
C/Tanaka said he favored the Website and Newsletter.
JULY 18, 2006 PAGE 5 CC STUDY SESSION
C/Tye suggested the Website and DBTV.
M/Herrera concurred.
C/Chang felt impartial information should be included in all publications including
the City News, the City's Website and DBTV.
C/Tye reiterated that it would be a re -active campaign as opposed to a pro -active
campaign.
ACM/Doyle restated that Council desired to have information published in the
City News, on DBTV and on the City's Website. In addition, staff will have a fact
sheet to give out at City Hall upon request. He asked if Council wanted a
community meeting.
Council concurred to not hold a community meeting.
CM/DeStefano stated that staff would come back to the Council with a proposed
education campaign and costs associated with it in accordance with Council's
direction for its final approval.
2) DISCUSSION OF PROPOSED LOW-INCOME REBATE PROGRAM
ACM/Doyle handed out material explaining the proposed low-income rebate
program. There are 1889 households that qualify for the Edison Rebate Program
and it is unknown how many are single-family homes as opposed to multi -family
homes. Staff took the number and assumed the total cost of the bond measure
for single- family homes was $89, the highest assessment (worst case scenario).
If the City were to do a 25% rebate based on the 1889 participates it would result
in a General Fund impact of $42,000. The next table deals with a rebate for
construction costs only and the last table deals with rebates on ongoing costs.
MPT/Zirbes felt the decision about whether to have a rebate could be postponed
until after the November 7 vote.
ACM/Doyle responded that if the Council wanted to do a rebate program such a
decision could help sway the argument for the measure to pass. Presumably,
low-income voters would be more likely to vote "no" unless they knew they had a
rebate coming.
Public Comments: None Offered.
JULY 18, 2006 PAGE 6 CC STUDY SESSION
ADJOURNMENT: With no further business to come before the City Council,
M/Herrera adjourned the Study Session at 6:40 p.m.
TOMMYE CRIBBINS, City Clerk
The foregoing minutes are hereby approved this day of 2006.
CAROL HERRERA, Mayor
Agenda No. 6.1.2
MINUTES OF THE CITY COUNCIL
REGULAR MEETING OF THE CITY OF DIAMOND BAR
AUGUST 1, 2006
CLOSED SESSION: None
STUDY SESSION: 5:37 p.m. — Room CC -8
► DFC (Library Ballot Measure) Discussion
Public Comments on Study Session Items
CALL TO ORDER: Mayor Herrera called the Regular City Council meeting to
order at 6:41 p.m. in The Government Center/SCAQMD Auditorium, 21865 Copley Dr.,
Diamond Bar, CA.
M/Herrera reported that Council) began the evening in a Study Session at 5:30 p.m. with a
discussion regarding the Library Ballot Measure.
PLEDGE OF ALLEGIANCE: M/Herrera led the Pledge of Allegiance.
INVOCATION: Mindy Chamberlain, Early Childhood Director, Diamond
Canyon Christian Church gave the Invocation.
ROLL CALL: Council Members Chang, Tanaka, Tye, Mayor Pro Tem
Zirbes and Mayor Herrera.
Staff Present: James DeStefano, City Manager; David Doyle, Assistant
City Manager; Michael Jenkins, City Attorney; Bob Rose, Community Services Director;
David Liu, Public Works Director; Linda Magnuson, Finance Director; Nancy Fong,
Community Development Director; Marsha Roa, Public Information Manager; Rick Yee,
Senior Engineer; Ryan McLean, Senior Management Analyst and Tommye Cribbins, City
Clerk.
APPROVAL OF AGENDA: As Presented.
SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS:
1.1 M/Herrera introduced City Manager James DeStefano.
M/Herrera thanked ACM/Doyle for his tenure as Interim City Manager.
RECESS: M/Herrera recessed the City Council meeting at 6:47 p.m.
RECONVENED: M/Herrera reconvened the City Council meeting at 7:05 p.m.
AUGUST 1, 2006 PAGE 2 CITY COUNCIL
2. CITY MANAGER REPORTS AND RECOMMENDATIONS:
2.1 Update by Rick Meza with SCE regarding the electrical problems suffered
during the recent heat wave.
Mr. Meza stated that on Tuesday of last week Edison customers exceeded
the record for usage and as a result, 1400 Edison transformers failed
affecting more than 1.1 million customers. D.B suffered some outages
throughout the City generally as a result of overheated transformers that
blew out. Mr. Meza said that residents could help these situations by setting
their thermostats at 78 degrees, using fans (particularly during afternoon
hours from 12:00 inoon to 6:00 p.m.), block direct sunlight, close doors and
vents in unused rooms and take a personalized home energy-saving audit
online at www.sce.com; businesses should also set their thermostats at 78
degrees, use fans and when possible shift power -intensive work processes
to morning or evening hours. SCE allows residents to purchase a new
energy-efficient refrigerator and obtain a rebate. They can also turn in old
non -efficient refrigerators for a $50 rebate. SCE offers air-conditioning
cycling programs for businesses and residential from June through
September. A device is attached to the unit that will turn off the unit when
ISO asks Edison to shed load. When residents and business suffer outages
or general service problems they should call 800-611-1911.
M/Herrera felt it was a critical matter for some D.B. residents who were
without power for as much as 48 -hours.
Mr. Meza responded to M/Herrera that the blown out transformers were
replaced with new transformers.
M/Herrera reiterated that there were many people who felt desperate about
the situation. She thanked staff for helping residents and thanked Mr. Meza
for his explanations.
C/Tye asked if the transformers were replaced only upon failure.
Mr. Meza responded that SCE looks at all of their equipment over time and
replaces it when deemed necessary. In this case the failure was due to
overloading the system due to the unrelenting heat.
Mr. Meza thanked staff for their assistance and residents and businesses for
their patience and understanding.
2.2 Presentation regarding the Brea Canyon Road Separation Project update.
PWD/Liu reported that construction had commenced and beginning on
August 26 or 27 the contractor will close all lanes of the Southbound Brea
Canyon Rd. between Spanish Ln. and Washington St. and will provide only
one travel lane on Northbound Brea Canyon Rd. between Washington St. at
AUGUST 1, 2006 PAGE 3 CITY COUNCIL
the south and Spanish Ln. at the north. Access to the Metrolink station will be
maintained from both directions on Brea Canyon Rd. The interim close is
anticipated to continue to October/November at which time Brea Canyon Rd. will be
closed in its entirety.
3, PUBLIC COMMENTS: Ron Everett said his opposition to the recent
appointment of Osman Wei as a Planning Commissionerwas not personal. He said
he honestly and objectively appealed this selection at the June 20 and July 18
Council meetings on grounds of serious ethical issues, conflicts of position interest
and the perception if not reality of unfair negotiating and competitive advantage with
the same person holding both Planning Commission and "The Country Estates"
Homeowners Association Board Member positions at the same time. In his opinion,
it was not right for one individual to hold two positions in separate but related
complex intertwined government quasi -government positions at the same time with
the competing formal conditions and the responsibilities that exist. He respectfully
disagreed with CA/Jenkins on this matter and his counsel that recusal was a
realistic mitigation for the many parties with interest behind the gates of "The
Country Estates." Mr. Everett stated that his interest and commitment was for
openness, better ethics, integrity and fairness for the benefit of all of D.B.
Therefore, he determined that his only option was to make the aforementioned
statement and resign his position on the Planning Commission. He offered his
sincere thanks to staff and especially CDD/Fong, the Planning Department staff and
to the City Manager. He welcomed CM/DeStefano back to D.B. and said he looked
forward to his leadership. He thanked ACM/Doyle, all other departments of the City
and the residents.
Marie Buckland said she was sad that Mr. Everett felt compelled to resign his
position.
Robert Deerfield spoke about trash problems at 23612 Jubilee Ln. He contacted
the City regarding a truck filled with trash to overflowing that was parked in a
driveway. He said the City sent Code Enforcement out and all they did was put a
tag on the door. He felt it presented a health situation and presented blight on the
neighborhood.
4, RESPONSE TO PUBLIC COMMENTS:
M/Herrera responded to Mr. Deerfield that staff would look into the trash problem.
SCHEDULE OF FUTURE EVENTS:
5.1 Concerts in the Park (Cold Duck) 70's Top 40) — August 2, 2006 — 6:30 —
8:00 p.m., Sycamore Canyon Park, 22930 Golden Spgs. Dr. National Night
Out.
5.2 Planning Commission Meeting — August 8, 2006 — 7:00 p.m., Auditorium,
AQMD/Government Center, 21865 Copley Dr.
AUGUST 1, 2006 PAGE 4 CITY COUNCIL
5.3 Concerts in the Park — (Mark Wood & the Parrot Head Band Jimmy Buffet
Tribute Band) - August 9, 2006 — 6:30 — 8:00 p.m., Sycamore Canyon Park,
22930 Golden Spgs. Dr. Last Concert of the Series.
5.4 Traffic and Transportation Commission Meeting — August 10, 2006 —
Adjourned due an anticipated lack of quorum.
5.5 City Council Meeting — August 15, 2006 — 6:30 p.m., Auditorium,
AQMD/Government Center, 21865 Copley Dr.
6. CONSENT CALENDAR: C/Chang moved, C/Tanaka seconded to approve the
Consent Calendar. Motion carried by the following Roll Call vote:
AYES: COUNCIL MEMBERS: Chang, Tanaka, Tye, MPT/Zirbes,
M/Herrera
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
6.1 APPROVED CITY COUNCIL MINUTES:
6.1.1 Study Session of July 18, 2006—as submitted.
6.1.2 Regular Meeting of July 18, 2006 — as submitted.
6.2 RATIFIED CHECK REGISTER—containing checks dated June 26, 2006 and
July 14, 2006 through July 27, 2006 totaling $852,376.41.
6.3 RREVIEWED AND APPROVED TREASURER'S STATEMENT — Month of
June 2006.
6.4 APPROVED CONTRACT AMENDMENT NO.9 WITH DAVID EVANS AND
ASSOCIATES, INC. FOR $50,000; PLUS A CONTINGENCY OF $5,000
FOR A TOTAL AUTHORIZATION OF $55,000 TO PROVIDE DESIGN
SERVICES FOR LORBEER FOOTBALL FIELD AND SLOPE
IMPROVEMENTS AT LORBEER MIDDLE SCHOOL.
6.5 APPROVED AMENDMENT TO GRAFFITI REMOVAL CONTRACT WITH
GRAFFITI CONTROL SYSTEMS IN THE AMOUNT OF $3,000 FOR A
TOTAL CONTRACT AMOUNT OF $48,000 FOR FY 2005-06 BUDGET.
6.6 (a) APPROVED PLANS AND SPECIFICATIONS AND AWARDED
CONSTRUCTION CONTRACT FOR THE GRAND AVENUE STREET
IMPROVEMENTS PROJECT, PHASE II IN THE AMOUNT OF $1,453,000
TO SULLY -MILLER CONTRACTING COMPANY; AND AUTHORIZED A
CONTINGENCY AMOUNT OF $102,000 FOR CONTRACT CHANGE
ORDERS TO BE APPROVED BY THE CITY MANAGER FOR A TOTAL
AUTHORIZATION AMOUNT OF $1,555,000.
AUGUST 1, 2006 PAGE 5 CITY COUNCIL
(b) APPROVED CONTRACT AMENDMENT WITH DMS
CONSULTANTS, INC. (DMS) FOR CONSTRUCTION MANAGEMENT
SERVICES IN THE AMOUNT OF $114,462 PLUS A CONTINGENCY
AMOUNT OF $10,000 FOR CHANGE ORDERS TO BE APPROVED BY
THE CITY MANAGER, FOR A TOTAL AUTHORIZATION AMOUNT OF
$124,462 FOR 'THE GRAND AVENUE STREET IMPROVEMENTS
PROJECT, PHASE II.
6.7 APPROVED SECOND READING AND ADOPTED ORDINANCE NO.
05(2006) REVISING THE CITY'S PURCHASING SYSTEM AND AMENDING
THE DIAMOND BAR MUNICIPAL CODE.
6.8 APPROPRIATED $2,000 DONATION FROM THE DIAMOND BAR
COMMUNITY FOUNDATION TO THE FY 2006-07 BUDGET FOR THE
"SUNDAY AT THE CENTER" FINE ARTS SHOW SCHEDULED FOR
SUNDAY, NOVEMBER 19, 2006 AT THE DIAMOND BAR CENTER.
6.9 ADOPTED RESOLUTION NO. 2006-66: ESTABLISHING AN APPROVED
VENDOR LIST AS DEFINED BY ORDINANCE NO. 05(2006).
7. PUBLIC HEARINGS:
7.1 COMMUNITY FACILITIES DISTRICT 2006-1 (DIAMOND BAR LIBRARY).
M/Herrera opened the Public Hearing at 7:35. She reported that Council
received staff's report and a report from Muni -Financial and Stradling Yocca
Carlson & Rauth and had discussed the matter during the tonight's study
session and that the discussion and items introduced would be entered into
and become a part of the record.
ACM/Doyle reported that tonight was the culmination of a process that began
in May 2006 to create a bonding mechanism ballot measure to provide funds
for construction of a new library as well as, increased operating expenses.
The items before Council this evening are the final two actions necessary to
place the measure on the November ballot. The subsequent resolution asks
the County to consolidate the election with the November 2006 election.
This is a $13.1 million bond issuance that creates a revenue stream of
approximately $500,000 (today's dollars) for increased operating costs with a
built in CPI index escalator. Council directed two changes to the resolutions
that are contained within tonight's packet: 1) eliminate language for a
Citizens' Oversight: Committee and 2) Council determined to have community
members represent arguments in favor and against the ballot measure.
Brian Forbath, the City's Bond Counselor, explained the purpose of the
resolutions. The first resolution establishes the Community Facilities District
2006-1 and approves the final tax rates for the district that were introduced
about a month ago upon adoption of the Resolution of Intention.
AUGUST 1, 2006 PAGE 6 CITY COUNCIL
Additionally, the Resolution calls for an election to be held on November 7,
2006. The second Resolution determines the necessity to incur bonded
indebtedness in the amount of $13.1 million with about $11 million going
toward construction and the remainder toward the cost of the bond. If
adopted, this Resolution would also call for, the ballot measure to be
presented on the November 7, 2006 ballot. Both of the Resolutions are
statutory requirements under the Mello -Roos Act that are required to be put
before the City Council in order to proceed with the formation of a
Community Facilities District and the ultimate issuance of bonds by the
district if approved by the registered voters within the district.
Chris Fischer, MuniFinancial reviewed the facilities report provided in
Council's packet. The Community Facilities District Facilities Report was
initially presented Ito Council about a month ago as The Rate and Method of
Apportionment, the technical document that spelled out how to levy and
apportion the tax among various types of property within the district. The
Community Facilities District Facilities Report enhances the initial report by
including what the District is proposed to finance, the boundaries of the
District and detail on the facility and services that would be included in the
proposed District. The rates have not changed since the Council adopted
the original documents: The rate for a single-family property is $89 made up
of $61.20 for the facilities and $21.80 to finance the services for the library;
the rates for multi -family and commercial follow. Exhibits to the report
include Exhibit A) the description of the boundaries and a boundary map;
Exhibit B) cost estimates, facilities breakdown (cost of construction, furniture,
fixtures and equipment, architectural engineering, project management,
development contingencies). The total project cost is currently estimated to
be $15 million with the CFD proposing to finance $11 million of that amount
upon approval of the CFD; Exhibit C) rate and method of the apportionment
previously adopted.
Betty Johnson said that she and her husband had resided in D.B. for 40
years and felt that a new library was very important to the community; that it
would make essential reading materials available locally and that parking
would improve. She said she strongly supported the City Council's
commitment to fund a new library for D.B.
Jerry Boykin encouraged the City Council to pass the resolutions. Costs and
rates have been increasing consistently and it would be a good time to lock
in a rate. He believed that if the City built a new library the people would
come.
John Forbing, a 30 -year resident appreciated that the Council had placed
this matter on the agenda and would appreciate it even more when the
resolutions were passed so that the residents would have an opportunity to
cast their vote in favor of or against a new library. He would like to have a
new library because there is currently no parking and no room for community
meetings and, it is very difficult to use the present facility because it has
AUGUST 1, 2006 PAGE 7 CITY COUNCIL
outgrown the area needs. As Chairman of the Historical Society he has
received items that the library no longer had room to store because the
facility has outgrown its ability to store documents that were entrusted to
them. The Historical Society does not have the means and facilities to
properly catalogue and document the history of the City and the City needs a
place within a new facility to document the history of D.B. by way of historical
photos and documents.
Priscilla Ankrah said that since they were was little she and her sister Claudia
have been avid readers and have enjoyed visiting the D.B. Library and
reading books together. With the dawn of a new library there are endless
possibilities and as a student of Diamond Ranch High School she sincerely
hopes that construction of a new D.B. Library would be supported.
Gwen Robinson also supported a new D.B. Library that would greatly benefit
the community. Studies have shown that libraries return $5 for every $1
invested. Libraries are community based — they bring the community
together and instill pride in the community. In addition, good libraries help
increase property values, bring in new businesses and create activities that
benefit cities. Accessibility is important and the current facility has a terrible
traffic program and terrible parking lot problems and these problems primarily
keep many of the City's seniors and families away from the library. She felt
that a new library was extremely important for the community — not just for
safety, for advancement of education and well being of the community as a
whole.
Joseph Hsu said that when he and his family moved to D.B. about seven
years ago they were surprised that the library was so small and cramped.
Everyone should agree that education is very important especially for the
next generation. A library is the best place to show that the entire community
supports education. He is a working father with a very busy schedule but he
volunteers a lot of his time and volunteered his experience in assisting the
City with computers, graphic design, data analysis and the internet because
he wanted to help make the library a dream come true. He believed that with
everyone working together toward a common goal the community would
have a better tomorrow.
Mike Shay, a 34 -year resident said that good services like good schools
increase property values in any community. For that reason alone he
believed D.B. residents would support the November 7 proposition. A new
library for this community is overdue. D.B. is a well-educated community and
as has been discussed many times a library can become the heart of this
City. The residents look forward to a beautiful facility providing services that
will meet the needs of the community. This has been an ongoing and long
process and the decision tonight is about the flag that stands for freedom —
freedom of speech and freedom of choice. The residents hope that the
leaders of this community will allow the citizens to enjoy that freedom on
November 7.
AUGUST 1, 2006 PAGE 8 CITY COUNCIL
Roger Meyer, a 30 plus year resident thanked the Council for their foresight
to allow the people of D.B. to vote on an issue that would affect their taxes.
He thanked staff for putting the proposition together in such a timely fashion
and said he believed a new library would be a monument to the resident of
D.B. showing their wisdom and knowledge in giving the youth a place to go
and learn.
Ms. Ling, resident and part time real estate agent thanked the Council
Members who have worked so hard to maintain a good quality of life for its
residents. She said she appreciated the school districts for their high
standard of education. Ninety-nine percent of her clients choose to live in
D.B. because the City has the best school districts. A modern library is one
of the most important elements of literacy and education and it would vastly
improve the image: of D.B.
Beverly D'Errico, a 20 -year resident thanked the Mayor and City Council for
allowing residents to speak on this issue. She concurred with other speakers
that the current library is too small and the City is overdue for a new facility
that will service the community. She asked that Council pass the
Resolutions.
Al Rumpilla, a 34 -year resident said he was not opposed to education but
was opposed to a new library because it would be used by only a small
group of people most of the time. He felt the City would be better served by
putting a computer in each residence providing access to the Internet
because every book ever written was available through the Internet. A library
is not going to give: that to the kids or to the adults. He felt this Council would
be surprised about this matter like the first City Council was surprised when it
found D.B. could not really get away from the County. His biggest concern
was the tax implication to residents because not all D.B. residents have the
kind of income it takes to support additional taxes. Many residents are on a
fixed income. He believes that when the majority of residents find out what is
going on they will step forward and vote "no" in November. He invited
concerned citizens to call him at 861-8898 to help form opposition
committees.
Wanda Tanaka said she agreed with John Forbing that the City needs a
place to house historical artifacts in the new library so that everyone can
learn the history of this beautiful City.
C/Tanaka said he was a little concerned about the high cost of construction
but had faith in the consultants and the City's Counsel. He felt it was
important that the project move forward for the good of all residents and that
it was good for the residents to have an opportunity to vote on the matter.
Further, he believed that a newer, larger facility with ample parking that
would provide needed services to the residents would be a good offset of the
construction costs.
AUGUST 1, 2006 PAGE 9 CITY COUNCIL
C/Tye clarified for Mr. Rumpilla that the new library would not be a City
library but a County library, which was one of the major drawbacks he
discerned during discussions with constituents that residents were making a
decision to build a facility that the County would operate. However, Council
Members may believe that they know what is best for the community and in
this instance it is perfectly appropriate for the citizens of D.B. to vote on this
issue.
C/Chang explained that the library building and the land would belong to the
60,000 residents of D.B. and whether or not it would be run by the County or
by the City was at the discretion of D.B.
MPT/Zirbes said it had been about two years that D.B. had talked about a
new library. The City attempted to get bond grant funds and a task force was
appointed to look at ways to improve the existing library while looking at ways
to finance a new library if the bond measure failed. The bond measure failed
and the Council has been working for several months to come up with a plan
to build a new facility. He felt it was a good proposal and that folks in D.B.
elect the five City Council Members to make decisions for them. He did not
believe the residents elected the City Council Members to make a decision to
spend $13 or $15 imillion to build a library but that a decision by the Council
to give the residents an opportunity to vote on the matter was something the
residents wanted.
M/Herrera stated that residents were afforded the opportunity to file a written
protest about the forming of the CFD. M/Herrera asked CC/Cribbins if she
had received any letters of protest.
CC/Cribbins responded that she had not received any protests.
M/Herrera closed the Public Hearing at 8:15 p.m.
MPT/Zirbes moved, C/Chang seconded to Adopt Resolution No. 2006-67
and Resolution No. 2006-68. Motion carried by the following Roll Call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
Chang, Tanaka, Tye, MPT/Zirbes,
M/Herrera
None
None
ACM/Doyle announced that the deadline for filing complaints regarding this
measure was August 18, 2006.
AUGUST 1, 2006 PAGE 10 CITY COUNCIL
8. COUNCIL CONSIDERATION:
8.1 ADOPT RESOLUTION NO. 2006-69: A RESOLUTION OF THE CITY
COUNCIL OF THE CITY OF DIAMOND BAR, CALIFORNIA, ACTING AS
THE LEGISLATIVE BODY OF COMMUNITY FACILITIES DISTRICT NO.
2005-1 OF THE CITY OF DIAMOND BAR (DIAMOND BAR LIBRARY),
REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF
LOS ANGELES TO CONSOLIDATE A SPECIAL MUNICIPAL ELECTION
TO BE HELD ON TUESDAY, NOVEMBER 7, 2006 WITH THE STATEWIDE
GENERAL ELECTION TO BE HELD ON THE DATE PURSUANT TO
§ 10403 OF THE E=LECTIONS CODE
CM/DeStefano reported that this Resolution requests the Board of
Supervisors of the County of Los Angeles to consolidate the special
municipal election to be held on November 7 with the statewide general
election. Staff recommends that the City Council approve staff's
recommendation.
MPT/Zirbes moved, C/Tanaka seconded to adopt Resolution No. 2006-69.
C/Tye said it was his intention to vote affirmatively to place this matter on the
November 7 ballot. However, he wanted no one to be confused about his
personal feelings about a new library. Although the current facility is not the
most up to date library he believed that when he served on the task force
that the goal was for a better library and not a brand new library or an
expensive library. He said he would not vote to tax himself but that it was
appropriate to have the public make the decision.
Motion carried by the following Roll Call vote:
AYES: COUNCIL MEMBERS: Chang, Tanaka, Tye, MPT/Zirbes,
M/Herrera
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
8.2 APPROVE FIRST READING OF ORDINANCE NO. 06(2006): AMENDING
SECTION 18.108.050 OF THE DIAMOND BAR MUNICIPAL CODE
RELATING TO FLOODPLAIN MANAGEMENT REGULATIONS.
PWD/Liu reported that flood damage was not covered under most
homeowners' insurance policies. However, through a program administered
by the Federal Emergency Management Agency (FEMA) residents can
protect themselves from financial loss due to flooding. Under FEMA's
National Flood Insurance Program (NFIP) Federally funded backed flood
insurance is available in communities that adopt and enforce regulations in
order to prevent and mitigate flood losses. Nationwide almost 20,000
communities have joined the program and the City of D.B. has been
participating in the: NFIP and adopted a floodplain management ordinance
AUGUST 1, 2006 PAGE 11 CITY COUNCIL
that is codified in Title 18 of the City's Municipal Code. To adequately inform
property owners of flood risks and to determine appropriate rates for flood
insurance coverage FEMA responded by modernizing and maintaining digital
flood insurance rate maps for almost 20,000 communities across the United
States. He showed an aerial map of D.B. that depicted flood
maps/geographical areas defined by FEMA in accordance with varying levels
of flood risk such as low, moderate or high-risk. Based on FEMA's update
three zones were designated within the City of D.B. The City is designated
Zone X which is considered to be a low to moderate risk flood zone with less
than one percent chance of annual flooding with an average flood depth of
less than one foot. Zone A and Zone AO have been designated for a small
area around Brea Canyon Rd. and Lycoming St., an area considered to be
high-risk for flooding. For Zone A there is a one percent annual chance of
flooding and a 26 percent change of flooding over the life of a 30 -year
mortgage. For Zone AO there is a one percent or greater chance of shallow
flooding each year usually in the form of sheet flow with an average depth
ranging from one to three feet. This area also has a 26% chance of flooding
over the life of a 30 -year mortgage. As a condition of the NFIP the City of
D.B. must adopt the new Flood Insurance Study as well as the Digital Flood
Insurance Rate Maps prior to September 20 of this year. Additionally, the
City must ensure that its regulations are in compliance with Federal
regulations. Section 18.108.050 entitled "Basis for Establishing the Areas of
Special Flood Hazards" was amended to meet the minimum requirements
set forth in the NFIP so that D.B. residents may continue to have flood
insurance available to them. Residents may visit FEMA's Website at
www.fema.gov or www.floodsmart.gov, Staff recommends approval of First
Reading of Ordinance 2006-06 by Title Only and waive full reading.
C/Chang moved, C/Tye seconded to approve First Reading by Title Only of
Ordinance No. 06(2006) and waive full reading. Motion carried by the
following Roll Call vote:
AYES: COUNCIL MEMBERS
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
Chang, Tanaka, Tye, MPT/Zirbes,
M/Herrera
None
None
9. COUNCIL SUBCOMMITTEE REPORTS/COUNCIL MEMBER COMMENTS:
C/Tanaka reported that this year he had the opportunity to attend all but one of the
Concerts in the Park. That same evening he attended Casino Night. On Monday,
July 24 he hosted a Chinese delegation from Fujian Province. A majority of the
delegates worked for the planning division of their city and were interested to learn
about the efficiency of the D.B. Planning Department. Wednesday through Friday
of last week he and C/Tye attended the League of California Cities 2006 Mayors
and Council Members Academy Executive Forum, attended informative general
sessions and took advantage of networking opportunities. On Friday, July 28 he
AUGUST 1, 2006 PAGE 12 CITY COUNCIL
and M/Herrera attended the Inaugural Regional Chamber of Commerce Installation
and dinner. He congratulated Nef Cortez on being installed as President and said
that Supervisor Don Knabe performed excellently as the installing officer.
Tomorrow is "National Night Out" in conjunction with the Concerts in the Park event.
C/Tye congratulated CSD/Rose and his staff on obtaining approval of the Lorbeer
Middle School agreement for joint use of fields. Finally, the PUSD has signed off
and the project moves forward. He was pleased to join C/Tanaka at the League of
Cities. There are 478 cities and 58 counties in the state and it is true that "we are
better together." He said he was truly saddened and disappointed by Ron Everett's
decision to resign from the Planning Commission. Although he did not agree with
Mr. Everett's decision and had not been successful in discouraging him from
resigning It was because of Ron's integrity and character that C/Tye chose him to
be on the Planning Commission and it was because of his integrity and character
that he had resigned. C/Tye thanked C/Everett for his service on the Planning
Commission. Tomorrow is the next to the last Concert in the Park and he is looking
forward to hearing Cold Duck and celebrating "National Night Out."
C/Chang said that he was glad that tonight Council approved a revision to the City's
purchasing system and code, which he felt would greatly benefit the City and its
operations. The purchasing system is concerned with items in excess of $25,000
and each year the Council will approve a list of approved vendors that can be
considered under the City's purchasing system. He thanked staff for improving the
purchasing system.
MPT/Zirbes welcomed CIM/DeStefano back to D.B. He too was happy to see the
Lorbeer Middle School move forward and believed that by next summer the fields
should be looking like other parks in the City. It is admirable that CSD/Rose and his
staff never lost sight of the goal and continued to move forward to benefit the
residents. He said he was also pleased that the library matter would finally go to a
vote of the people on November 7 and anyone who has an argument pro or con
should submit them to the: City Clerk by August 18. MPT/Zirbes suggested that staff
add other utility companies — Edison, the gas company, the water company,
Adelphia, etc. to the City's website. MPT/Zirbes thanked the D.B. Sheriff's team for
their excellent work in making D.B. a safe City.
M/Herrera welcomed new City Manager Jim DeStefano and said it was great to
have him at the helm. She hoped it was a good first meeting for him. M/Herrera
told ACM/Doyle she said lovely things about him while he was off tending to City
business and ACM/Doyle assured M/Herrera that he would watch the replay.
M/Herrera thanked ACM/Doyle on behalf of the City Council for serving as the City's
Interim City Manager. As always he did a fabulous job. ACM/Doyle has a lot of
energy, is very forceful and is very committed and dedicated. ACM/Doyle
accomplishes everything he sets out to do. D.B. is very proud to have ACM/Doyle
on staff. She thanked him for all that he had done for D.B. ACM/Doyle and
CM/DeStefano handled most of the details of the Four Corners Transportation
Summit in Diamond Bar and it was a fantastic event attended by more than 200
individuals from cities throughout the four counties. D.B. is absolutely determined to
AUGUST 1, 2006 PAGE 13 CITY COUNCIL
fix its transportation problems and many of the problems are regional problems so
with the coalition of many cities and private organizations the goals will be
accomplished. One of the major goals is to finally fix the SR57/60 interchange.
She thanked staff for their hard work which makes the Council look good.
ADJOURNMENT: With no further business to conduct, M/Herrera adjourned the
regular City Council meeting at 8:47 p.m.
TOMMYE CRIBBINS, CITY CLERK
The foregoing minutes are hereby approved this day of 2006.
CAROL HERRERA, MAYOR
CITY OF DIAMOND BAR Agenda No. 6.2
MINUTES OF THE PARKS & RECREATION COMMISSION
HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER
21865 Copley Drive
JUNE 22, 2006
CALL TO ORDER:
Chairman Dave Grundy called the Parks and Recreation Commission meeting to order at
7:05 p.m. in the SCAQMD/Government Center Building Hearing Board Room, 21865
Copley Drive, Diamond Bar, Caliifornia 91765.
PLEDGE OF ALLEGIANCE: Commissioner Herndon led the Pledge of Allegiance.
ROLL CALL:
Present: Commissioners Lew Herndon, Ruth Low, and Vice Chairman Ted Owens and
Chairman Dave Grundy.
Absent: Commissioner Benny Liang was excused.
Staff Present: Bob Rose, Director of Community Services; Anthony Jordan, Parks
and Maintenance Superintendent; Ryan Wright, Recreation Supervisor II; Krista Berentis,
Recreation Coordinator; Alison Meyers, Recreation Specialist.
PRESENTATION OF 2006 CITY YOUTH SOCCER SPORTSMANSHIP AWARDS.
Chair/Grundy recessed the meeting at 7:15 p.m.
Chair/Grundy reconvened the meeting at 7:20 p.m.
MATTERS FROM THE AUDIENCE: None Offered.
CALENDAR OF EVENTS: As Listed in the Agenda and reported by CSD/Rose.
C/Low asked why the July 4th event was moved to DBHS from Sycamore and CSD/Rose
responded due to the Target project and lack of parking.
1. CONSENT CALENDAR
1.1 Approval of Minutes for May 25, 2006 Regular Meeting.
C/Low moved, VC/Owens seconded to approve the May 25, 2006 Minutes
as amended. C/Herndon again asked that the minutes include his request
that staff look into changing the zoning of the property adjacent Pantera
Park. Motion carried by the following Roll Call vote:
AYES: COMMISSIONERS: Herndon, Low, VC/Owens,
Chair/Grundy
June 22, 2006 PAGE 2 P&R COMMISSION
NOES: COPAMISSIONERS: None
ABSENT: COMMISSIONERS: Liang
2. INFORMATIONAL ITEMS
2.1 Recreation Program Report — RSII/Wright
RSII/Wright acknowledged that the Diamond Bar Community Foundation
donated $3600 for the purchase of "Border Patrol" pads as well as $2000 for
the June 28, 2006 Concert in the Park. The City will be working with the Los
Angeles County Fair to promote the D.B. Day at the Fair on September 14.
C/Herndon asked how 53 Volunteens compared to previous years and
RSII/Wright responded that nearly 50 individuals participated last year.
Typically, the number is 40-50.
RSII/Wright explained the recruiting and selection process forthe Volunteen
program.
2.2 Diamond Bar Community Foundation Oral Report.
RS/Meyers reported that members would be selling glow necklaces and
bracelets during the! July 41h celebration. The Foundation plans to attend the
June 28 Concerts in the Park as well as the July 5 Concerts in the Park to
sell the remaining glow sticks. The Foundation is planning the annual Gala
event and researching a scholarship program for all D.B. youth who wish to
participate in youth sports.
Chair/Grundy wanted to know how many members were in the Foundation
and was the Foundation able to meet quorum for the meetings. RS/Meyers
responded that there are approximately 10 members that meet quarterly and
correspond via the Internet between quarterly meetings. Achieving a quorum
for the quarterly meeting has not been a problem.
RS/Meyers responded to C/Low that if an individual is interested in joining
the Foundation they, attend a meeting to be interviewed and submit their
credentials. The Foundation considers the individual's application and if the
members feel that the individual's goals are compatible with the Foundation
the Board invites the individual to join.
2.3 Parks Report — PMS/Jordan presented staff's report on repairs at the
Diamond Bar Center and various park locations.
PMS/Jordan also reported that the fine grading and installation of the
irrigation system took, place today at Summitridge Park If all goes well sod
will be laid beginning next Tuesday, June 27. Nine trees were planted at
Sycamore Canyon Park this week to replace the nine hazardous trees that
were removed in May.
June 22, 2006 PAGE 3 P&R COMMISSION
C/Herndon asked if the City could seek reimbursement for the window that
was improperly installed. PMS/Jordan responded that it was out of warranty
and there was no recourse.
2.4 CIP Program Report
a. Sycamore Canyon Park ADA Retrofit — Phase III — CSD/Rose reported
that staff was waiting for the final bid document from the landscape
architect. The goal is to have a contractor awarded by the time the 2006
Concerts in the Park program concludes in order to begin construction in
late August. There were two items left off of the estimate that resulted in
an additional $:30,000 cost. There are Prop 40 funds available to cover
these costs.
2.5 Lot Adjacent to Pantera Park
CSD/Rose reported that the parcel information was forwarded to David
Evans & Associates and the grading estimate should be available for the
July Commission meeting.
C/Herndon wanted to know what the grading estimate was based on and
CSD/Rose responded that it would be based on the size of the parcel and
amount of elevation change as to what size pad could be created. The
estimate will include an access road from Pantera Drive up the steep slope.
C/Herndon asked for what the pad would be designated and CSD/Rose
responded that the intent was for the area to become a Sports Complex for
athletic facilities if feasible. C/Herndon said that he originally proposed that
the City look into whether or not a contractor would joint venture to develop
part of the property and provide the City with a sports complex. He
wondered how much space would be needed for a sports complex.
CSD/Rose explained that the Sports Center Task Force estimated it would
require a 75 -acre site to meet the City's needs. The property adjacent to
Pantera Park is a two parcel 57 -acre site. CSD/Rose offered to provide a
copy of the Task Force Report and Recommendations to the
Commissioners.
VC/Owens asked if the City had a Parks Master Plan. CSD/Rose offered to
provide another copy for the Commissioners.
2.5 Batting Cages
RSII/Wright presented staffs report regarding Council's approval of a budget
item in the amount of $150,000 to provide batting cages at Peterson Park
and Pantera Park. The donation by Girls Softball would be used to cover
repairs and maintenance. Staff has not yet heard from Little League
regarding their proposed donation. RSII/Wright explained that the lighting
would be projected downward to avoid spillage into the streets, other
portions of the park and adjacent neighborhoods.
June 22, 2006 PAGE 4
P&R COMMISSION
C/Herndon said he was very encouraged about Council's support of this
project.
3. OLD BUSINESS: None
4. NEW BUSINESS
4.1 SCHEDULE COMMISSIONERS FOR NEXT SERIES OF PARK WALK-
THROUGHS.
PARK DATE COMMISSIONER
Pantera
Peterson
TBD
VC/Owens
Paul C. Grow
TBD
TBD
VC/Owens
Heritage
TBD
Chair/Grundy
Summitridge
C/LowTBD
C/Low
C/Herndon said he was generally available Monday, Thursday and Friday
mornings. Commissioners requested that SAA/Somenzi contact them via
email to schedule the walkthroughs.
4.2 JULY - PARKS AND RECREATION MONTH.
CSD/Rose reported that with the Commission's recommendation the City
Council is scheduled to adopt a Resolution declaring July as Parks and
Recreation Month. The presentation is scheduled for July 18 and he asked
that Commissioners be available to receive the proclamation on that date.
C/Herndon moved, VC/Owens seconded to recommend Council approval of
a Resolution proclaiming July as Parks and Recreation Month. Without
objection, the motion was so ordered.
Chair/Grundy said he would attend the July 18 City Council meeting and
invited his colleagues to participate.
4.3 REVIEW OF DIAMOND BAR CENTER FACILITY USE POLICY.
CSD/Rose presented' staff's report. Chair/Grundy said he liked the new
format. Following discussion regarding the statements regarding use of fire
and redundancy with respect to exclusion of animals at the facility, the
Commission concurred to continue the matter to the July meeting to give
staff an opportunity to wordsmith the document.
Chair/Grundy asked staff Ito keep "Batting Cages" on the agenda as an
Informational Item.
June 22, 2006 PAGE 5 P&R COMMISSION
5. ANNOUNCEMENTS:
C/Low thanked staff for providing excellent reports to the Commission. She said
she was happy to see the September 14 D.B. Day at the Fair included on the
calendar. She felt it was an excellent opportunity to promote a joint project between
the City and the Fair for the City's youth. Additionally, the committee is seeking
nominations for "hometown heroes" who will be honored during the event.
C/Herndon said that during the last meeting C/Low spoke about art in the City and
he understood the Commission would be provided copies of studies done in other
cities. CSD/Rose reiterated that staff discussed the matter with ICDD/Fong who
plans to speak to the matter at the July Commission meeting.
VC/Owens thanked staff for the very informative monthly reports.
Chair/Grundy commended the City Council for approving funds for batting cages.
When he participated in the Sports Complex Task Force it became very apparent to
him that attempts to increase athletic facilities in the City would be a challenge. He
felt it was admirable that the Council was always looking for ways to increase
opportunities for sports groups to better utilize the City fields. He said he looked
forward to the 2006 Concerts in the Park series and the upgrades at Sycamore
Canyon Park.
ADJOURNMENT: Upon motion by C/Herndon seconded by C/Low and with no further
business before the Parks & RecrE,ation Commission, Chair/Grundy adjourned the meeting
at 8:39 p.m.
Respectfully Submitted,
Bob Rose, Secretary
Attest:
Dave Grundy, Chairman
CITY COUNCIL
Agenda # 6-3
Meeting Date: August 15, 2006
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: James DeStefano, City Mana 01-2p
TITLE: Ratification of Check Register dated July 28, 2006 through August 9,
2006.
RECOMMENDATION:
Ratify Check Register containing checks dated July 28, 2006 through August 9, 2006
totaling $593,638.76.
FINANCIAL IMPACT:
Expenditure of $593,638.76 in City funds.
BACKGROUND:
The City has established the policy of issuing accounts payable checks on a weekly
basis with City Council ratification at the next scheduled City Council meeting.
DISCUSSION:
The attached check register containing checks dated July 27, 2006 through August 9,
2006 for $593,638.76 is being presented for ratification. All payments have been made
in compliance with the City's purchasing policies and procedures. Payments have been
reviewed and approved by the appropriate departmental staff and the attached Affidavit
affirms that the check register has been audited and deemed accurate by the Finance
Director.
PREPARED BY:
Linda G. Magnuson
Finance Director
REVIEWED BY:
v L/
Finance bir6ctor Assistant City -manager
Attachments: Affidavit and Check Register – 07/28/06 through 08/09/06
CITY OF DIAMOND BAR
CHECK REGISTER AFFIDAVIT
The attached listings of demands, invoices, and claims in the form of a check register
including checks dated July 28, 2006 through August 9, 2006 has been audited and is
certified as accurate. Payments have been allowed from the following funds in these
amounts:
Fund #
Description
Amount
001
General Fund
$120,719.99-
112
Prop A - Transit Fund
1,595.00
115
Int. Waste Mgt Fund
1,878.85
118
AB2766 - AQMD Fund
700.00
125
CDBG Fund
5,747.42
139
LLAD #39 Fund
8,751.93
141
LLAD #41 Fund
14,618.69
250
Capital Improvement Project Fund
439,626.88
$593,638.76
Signed:
Linda G. Magnusbn
Finance Director
City of Diamond Bar - Check Register 07/28/06-08/09/06
Check Date
Check Number
Vendor Name
Transaction Description
Fund/ Dept
Acct #
Amount
Total Check Amount
8/3/2006
71833
ADELPHIA
MODEM SVCS -COUNCIL
0014010
42130
46.95
$46.95
8/3/2006
71834
AGRICULTURAL COM WGHTS & MEASURES
WEED ABATEMENT -DIST 39
1395539
42210
8,751.93
$31,528.69
8/3/2006
AGRICULTURAL COM WGHTS & MEASURES
WEED ABATEMENT -DIST 41
1415541
45519
14,618.69
8/3/2006
71840
AGRICULTURAL COM WGHTS & MEASURES
WEED ABATENENT-PARKS
0015340
42210
8,158.07
$1,250.00
8/3/2006
71835
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PARKS
0015310
42130
20.25
$107.00
8/3/2006
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORMS SVCS -PUB WORKS
0015554
42130
6.50
8/3/2006
71840
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PUB WRKS
0015554
42130
6.50
$1,250.00
8/3/2006
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PARKS DEPT
0015310
42130
20.25
8/3/2006
71841
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVC -PUB WRKS
0015554
42130
6.50
$299.40
8/3/2006
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PARKS
0015310
42130
20.25
8/3/2006
71842
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PUB WRKS
0015554
42130
5.50
$590.70
8/3/2006
ARAMARK WORK APPAREL & UNIFORM SVCS
UNIFORM SVCS -PARKS
0015310
42130
20.25
8/3/2006 71836 1 ISAAC AZIZ PER DIEM -GIS TRAINING 1185098 1 42330 1 350.001 $350.00
8/3/2006
71837
BEAR STATE AIR CONDITIONING SVCS IN
QUARTERLY A/C SVCS
0015333
45300
773.00
$1,512.34
8/3/2006
BEAR STATE AIR CONDITIONING SVCS IN
A/C-MAINT
0015340
42210
229.65
8/3/2006
71840
BEAR STATE AIR CONDITIONING SVCS IN
MAINT-HERITAGE PARK
0015340
42210
509.69
$1,250.00
8/3/2006
718311
BUSINESS TELECOMMUNICATION SYS INC.
PH.SVCS-I.T.
0014070
42125
159.50
$232.00
8/3/2006
BUSINESS TELECOMMUNICATION SYS INC.
PH.SVCS-I.T.
0014070
1 42125
1 72.50
8/3/2006 1
71839
ICASINO DE PARIS CORP
ISR CASINO NIGHT
0015350
41200 1
1,250.001
$1,250.00
8/3/2006
DAY & NITE COPY CENTER
PRINTS -RECREATION
0015350
42110
21.65
8/3/2006 1
71840
ICITY OF SIGNAL HILL
IMEMBERSHIP DUES-JUL-DEC
0015510
1 44240 1
1,250.001
$1,250.00
8/3/2006 1
71841
ICOLOR ME MINE
ICONTRACT CLASS INSTRUCTOR
0015350
1 45320 1
299.401
$299.40
8/3/2006 1
71842
ICONTACT OFFICE SOLUTIONS
ICOPIER MAINT-JUN/JUL
0014090
1 42100 1
590.70
$590.70
8/3/2006
71843
DAY & NITE COPY CENTER
PRINT SVCS -FPL 2002-03
001
23010
566.09
$592.05
8/3/2006
DAY & NITE COPY CENTER
PRINTS -RECREATION
0015350
42110
21.65
8/3/2006
DAY & NITE COPY CENTER
SUPPLIES -GENERAL
0014090
42110
4.31
Page 1
City of Diamond Bar - Check Register 07/28/06-08/09/06
Check Date
Check Number
1
Vendor Name Transaction Description
Fund/ Dept
Acct # Amount
Total Check Amount
8/3/2006
71844
DBWV BARBARIANS REIMB-CONCERT IN PARK
0015350
45305 1 96.50
$96.50
8/3/2006
71845
CAROL DENNIS
PROF.SVCS-CC 7/18/06
0014030
44000
400.00
$550.00
8/3/2006
ICAROL DENNIS
IPROF.SVCS-PLNG COMM
0015210
44000
1
1 150.00
8/3/2006 1
71846
IKEN DESFORGES
IPER DIEM -GIS TRNG
1 1185098
1 42330 1
350.00
$350.00
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-195
001
23010
14.40
8/3/2006 1
71847
IDIAMOND BAR HILLS CLUB
FACILITY RENTAL -SPRING
1 0015350
1 42140 1
i,o80.001
$1,080.00
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESSS MAIL -FPL 2006-20
001
23010
14.40
8/3/2006 1
71848
IDIANA CHO & ASSOCIATES
ICONSULTANT SVCS -JUN 06
11255215
1 44000 1
2,030.001
$2,030.00
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-205
001
23010
14.40
1 8/3/2006 1
71849
IDISNEYLAND
'DAY CAMP TRIP 8123%06
I 0015350
1 4241U I
2,868.001
$2,8b8.UU 1
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-203
001
23010
14.40
8/3/2006 1
71850
DIVERSIFIED PARATRANSIT INC
SHUTTLES SVCS -CONCERTS
1125350
1 45310 1
555.00
$555.00
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2004-68
001
23010
14.40
8/3/2006 1
71851
EVERGREEN INTERIORS
PLNT SVC@DBCTR 07/06
0015333
1 45300 1
165.00$165.00
8/3/2006
71852
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-195
001
23010
14.40
$177.20
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-195
001
23010
14.40
8/3/2006
71854
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-194
001
23010
14.40
$42,878.13
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESSS MAIL -FPL 2006-20
001
23010
14.40
8/3/2006
71855
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-65
001
23010
14.40
$1,221.00
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-205
001
23010
14.40
8/3/2006
71856
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-204
001
23010
14.40
$174.37
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-203
001
23010
14.40
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2006-205
001
23010
14.40
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2004-68
001
23010
14.40
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -FPL 2004-68
001
23010
14.40
8/3/2006
EXPRESS MAIL CORPORATE ACCOUNT
EXPRESS MAIL -GENERAL
0014090
42120
18.80
8/3/2006 1
71853
DAVID FERNANDEZ
CONT. CLASS INSTRUCTOR
1 0015350
1 45320 1
1,147.50
$1,147.50
8/3/2006 1
71854
FIRST REGIONAL BANK
RETENTION PAYABLE -SEQUEL
1 250
1 20300 1
42,878.13
$42,878.13
8/3/2006 1
71855
FOOD FROM THE HEARTH CATERING
SR CASINO NIGHT
1 0015350
1 45300 1
1,221.00
$1,221.00
8/312006 1
71856
FOOTHILL BUILDING MATERIALS INC
SUPPLIES -ROAD MAINT
1 0015554
1 41250 1
174.37
$174.37
Page 2
Check Date I Check
City of Diamond Bar - Check Register 07/28/06-08/09/06
Vendor NameI Transaction Description Fund/ Dept Acct # Amount Total Check Amount
8/3/2006
71857
IJASON FUENTES
REIMB-SUPPLIES
1 0015554
1 41250 1
216.491
$216.49
8/3/2006
71858
IGRAFFITI CONTROL SYSTEMS
IGRAFFITI REMOVAL -JUN 06
1 0015230
1 45520 1
6,240.001
$6,240.00
8/3/2006
71859
HALL & FOREMAN, INC.
PRORSVCS-INSPECTION
0015510
45227
4,900.00
$7,412.94
8/3/2006
71865
HALL & FOREMAN, INC.
PROF SVCS -INSPECTION
0015510
45227
1,387.94
$115.02
8/3/2006
71866
HALL & FOREMAN, INC.
PROF.SVCS-PLAN CHECKS
0015551
45223
1,125.00
$533.27
8/3/2006
71860
JHULS ENVIRONMENTAL MGT LLC
CONSULTANT SVCS -MAY 06
1155515
44000
1,125.00
$1,448.35
8/3/2006
71865
HULS ENVIRONMENTAL MGT LLC
CONSULTING SVCS-SYC CYN
1155515
44000
323.35
$115.02
8/3/2006 I 71861 (INLAND EMPIRE STAGES ISR EXCURSION-CALIENTE 1125350 1 45310 1--1,040.001 $1,040.001
8/3/2006
71862
INLAND VALLEY DAILY BULLETIN
P/HRG-LIBRARY DIST
0014030
42115
943.20
$1,041.60
8/3/2006
71865
INLAND VALLEY DAILY BULLETIN
AD-SYC CYN PK
2505310
46415
98.40
$115.02
8/3/2006
71863
KENS HARDWARE
SUPPLIES -DBC
0015333
41200
148.27
$646.73
8/3/2006
71865
KENS HARDWARE
SUPPLIES -RECREATION
0015350
41200
148.80
$115.02
8/3/2006
71866
KENS HARDWARE
SUPPLIES -ROAD MAINT
0015554
41250
32.94
$533.27
8/3/2006
71867
KENS HARDWARE
SUPPLIES -ROAD MAINT
0015554
41250
77.39
$3,225.00
8/3/2006
71868
KENS HARDWARE
SUPPLIES -PARKS
0015340
42210
175.68
$2,203.34
8/3/2006
71869
KENS HARDWARE
SUPPLIES -ROAD MAINT
0015554
41250
16.87
$5,973.37
8/312006
KENS HARDWARE
SUPPLIES -ROAD MAINT
0015554
41250
8.00
8/3/2006
IKENS
HARDWARE
SUPPLIES -ROAD MAINT
0015554
41250
38.78
8/3/2006
71864
IKIMLEY HORN AND ASSOCIATES INC
IDESIGN SVCS -PROSPECTORS
2505510
46411
1,636.911
$1,636.91
8/3/2006
71865
KRUEGER INTERNATIONAL INC
SUPPLIES -DBC
0015333
41200
115.02
$115.02
8/3/2006
71866
KWIK COVERS
SUPPLIES -COMM SVCS
0015350
1 41200
533.271
$533.27
8/3/2006
71867
ILA OPINION
P/HRG-LIBRARY DIST
0014030
42390
3,225.001
$3,225.00
8/3/2006
71868
ILANGUAGE LINK
TRANSLATION-PHRG ADS
0014030
44000
2,203.341
$2,203.34
8/3/2006
71869
JLDM ASSOCIATES INC.
ICONSULTANT SVCS -JUN 06
1255215
1 44000 1
3,233.751
$5,973.37
Page 3
City of Diamond Bar - Check Register 07/28/06-08/09/06
Check Date
Check Number
Vendor Name
Transaction Description
Fund/ Dept
Acct #
Amount
Total Check Amount
8/3/2006
71869...
LDM ASSOCIATES INC.
CONSULTANT SVCS -JUN 06
0015210
44250
100.00
$5,973.37.,.
8/3/2006
71872
LDM ASSOCIATES INC.
PROF.SVCS-FPL 2006-201
001
23010
105.00
i i
8/3/2006
LDM ASSOCIATES INC.
PROF.SVCS-FPL 2006-208
001
23010
330.00
8/3/2006
71873
LDM ASSOCIATES INC.
PROF.SVCS-FPL 2006-209
001
23010
728.29
$600.00
8/3/2006
LDM ASSOCIATES INC.
PROF.SVCS-FPL 2004-68
001
23010
56.25
8/3/2006
71874
LDM ASSOCIATES INC.
PROF.SVCS-FPL 2006-194
001
23010
313.43
$75.00
8/3/2006 1
JLDM ASSOCIATES INC.
PROF.SVCS-FPL 2006-195
001
23010
1,106.65
8/3/2006
71870
LEIGHTON & ASSOCIATES, INC.
PROF.SVCS-EN 03-397
001
23012
192.50
$192.50
8/3/2006
LEIGHTON & ASSOCIATES, INC.
ADMIN FEE -EN 03-397
001
23012
34.65
8/3/2006
71872
LEIGHTON & ASSOCIATES, INC.
ADMIN FEE -EN 03-397
001
34650
I 1
34.65
i i
8/3/2006 1
71871
ISHERI LIEBE
ICONTRACT CLASS INSTRUCTOR
10015350
1 45320 1
828.001
$828.00
8/3/2006
INORRIS
NORRIS REPKE INC
ENGINEERING SVCS -JUN 06
0015510
1 45221
11,497.50
8/3/2006 1
71872
ILIGHTING RESOURCES LLC
IBATTERY RECYCLING SVCS
11155515
1 44000 1
430.501
$430.50
8/3/2006 1
71873
IMAD SCIENCE CORP
CONTRACT CLASS INSTRUCTOR
1 0015350
1 45320 1
600.00
$600.00
8/3/2006
71874
MISAC
IT PRACTICES REVIEW
0014070
42315
75.00
$75.00
813/2006 1
71875
IMUNICIPAL ENGINEERING RESOURCES
1PROF. SVCS -ENG CONSULT
1 0015510
1 45221 1
4,250.00
$4,250.00
8/3/2006
71876
INEW MILLENNIUM CONSTRUCTION INC
HIP PROG-1411 PECAN GROVE
1 1255215
1 44000 1
483.671
$483.67
8/3/2006
71877
REPKE INC
ENGINEERING SVCS -MAY 06
0015510
45221
9,648.50
$21,146.00
8/3/2006
INORRIS
NORRIS REPKE INC
ENGINEERING SVCS -JUN 06
0015510
1 45221
11,497.50
8/3/2006
71878
JOLYMPIC STAFFING SERVICES
PROF.SVCS-PLNG
0015210
1 44000 1
158.88
$158.88
8/3/2006 1
71879
IP & D CONSULTANTS INC
ICONSULTANT SVC-ANNEXATN
0015210
1 44220 1
4,134.00
$4,134.00
8/3/2006 1
71880
IPAETEC COMMUNICATIONS INC.
PH.SVCS-CITY HALL
0014090
1 42125 1
859.371
$859.37
8/3/2006
71881
IPEPR GRAPHICS
PRNTG-PUBLIC INFO
0014095
1 42110 1
150.001
$150.00
8/3/2006
71882
IPIPER JAFFRAY
JBND REMARKETNG-APR-JUN 06
0014090
1 44000 1
4,213,421
$4,213.42
Page 4
City of Diamond Bar - Check Register 07/28/06-08/09/06
UrlecK nate L;necK Number Vendor Name Transaction Description Fund/ Dept
8/3/20061 71883 IPURKISS ROSE RSI IDESIGN SVCS -PAUL GROW PK 2505310
Acct #
Amount
Total Check Amount
ISTREET SWEEP 7/3-7121/06
464159,110.24
42126
42126
$9,110.24
8/3/2006
71884
R F DICKSON COMPANY
ISTREET SWEEP 7/3-7121/06
0015554
42126
42126
SAN GABRIEL VALLEY TRIBUNE
LEGAL AD -FPL -2006-209
45501 1
9,323.441
$9,323.44
LEGAL AD- FPL 2006-198
8/3/2006
ELECT SVCS -TRAFFIC CONTRL
SAN GABRIEL VALLEY TRIBUNE
LEGAL An-FP1 2008 210
12.96
41.20
8/3/2006
71885
MARIA RIVERA
PRK REFUND DBC
001
0015510
42126
89.76
23002 1
500.001
$500.00
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
104.37
8/3/2006
71886
SAFEWAY SIGN COMPANY
SUPPLIES -ROAD MAINT
0015554
42126
58.42
41250
296.62
$296.62
8/3/200671887
71891
SAN GABRIEL VALLEY TRIBUNE
LEGAL AD-P/HEARING
8/3/2006
42126
42126
SAN GABRIEL VALLEY TRIBUNE
LEGAL AD -FPL -2006-209
8/3/2006
$974.66
SAN GABRIEL VALLEY TRIBUNE
LEGAL AD- FPL 2006-198
8/3/2006
ELECT SVCS -TRAFFIC CONTRL
SAN GABRIEL VALLEY TRIBUNE
LEGAL An-FP1 2008 210
0015510 I 42115 I 260.681 $1,351.64
001 23010 2Z
001 23010 64
vvi 1 23010 1 21
8/3/2006 71890 SIGN CONTRACTORS INC BANNERS -COMM SVCS 0015350 1 45300 2,603.00 $2,603.00
8/3/2006
8/3/2006
71891
SOUTHERN CALIFORNIA EDISON
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
ELECT SVCS -TRAFFIC CONTRL
0015510
0015510
42126
42126
114.51
$974.66
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
12.96
41.20
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
89.76
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
104.37
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
58.42
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
86.97
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
57.63
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
43.83
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
90.66
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
69.46
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
73.90
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
92.67
8/3/2006
SOUTHERN CALIFORNIA EDISON
ELECT SVCS -TRAFFIC CONTRL
0015510
42126
38.32
Page 5
City of Diamond Bar - Check Register 07/28/06-08/09/06
Check Date
Check Number
Vendor Name
Transaction Description
8/3/2006
71892
STANDARD INSURNCE OF OREGON
AUG LIFE PREM.
8/3/2006
21106
STANDARD INSURNCE OF OREGON
AUG SUPP LIFE INS PREM
8/3/2006
001
STANDARD INSURNCE OF OREGON
STD/LTD-AUG
8/3/2006
71893
STEP INSIDE DESIGN
Fund/ Dept
Acct #
Amount
Total Check Amount
$36.00
001
21106
734.43
$2,042.39
001
21106
42.00
71894
001
21112
1,265.96
8/3/2006
71893
STEP INSIDE DESIGN
PUBLICATIONS -INFO SYS
$36.00
0014095
42320
36.00
8/3/2006
8/3/2006
71894
DYN GROUP INC
Tf=OMDYN
TGROUP INC
CONSULTANT SVCS -WK 6/21
CONSULTING SVCS -WK 6/30
$2,625.00
0014070
0014070
44000
44000
675.00
1,950.00
8/3/2006
71895
THE KOREA TIMES INC
PHRG-NOTICE-LIBRARY DIST
$1,051.00
0014030
42390
1,051.00
8/3/2006
71896
THE KOSMONT COMPANIES
ICONSULTANT SVCS-.Il1N nR
- -
$375A0
nnir )An
------ �
AA/t!1/
+wvv
375.00
8/3/2006
71897
THOMSON WEST
PUBLICATIONS-C/CLEKR
$194.88
1 0014030
42320 1
194.88
8/3/2006
71898
TRENCH PLATE RENTAL CO
PWKS-EQUIP RENTAL
$120.00
0015554
42130
120.00
8/3/2006
71899
STEVE TYE
REIMB-LEAGUE CONF
$167.63
0014010
42330
167.63
8/3/2006
8/3/2006
71900
UNITED SITE SERVICES OF CA INC
UNITED SITE SERVICES OF CA INC
EQ RENTAL
EQ RENTAL -CONCERTS
$908.26
0015350
0015350
42130
42130
454.13
454.13
8/3/2006
71901
UNITED STATES POSTAL SERVICE
REPLENISH POSTAGE METER
$5,000.00
0014090
42120
5,000.00
8/3/2006
8/3/2006
8/3/2006
8/3/2006
71902
VERIZON CALIFORNIA
VERIZON CALIFORNIA
VERIZON CALIFORNIA
VERIZON CALIFORNIA
PH.SVCS-MAPLE HILL
PH.SVCS-REAGAN
PH.SVCS-DBC
PH.SVCS-DBC
$485.83
0015340
0015340
0015333
0015333
42125
42125
42125
42125
90.11
90.11
90.36
215.25
8/3/2006
8/3/2006
8/3/2006
8/3/2006
8/3/2006
71903
VERIZON WIRELESS -LA
VERIZON WIRELESS -LA
VERIZON WIRELESS -LA
VERIZON WIRELESS -LA
VERIZON WIRELESS -LA
CELL SVCS-EOC
CELL SVCS-DESFORGES
CELL SVCS-AZIZ
CELL SVCS-CMGR
CELL SVCS-EOC
$201.37
0014440
0014070
0014070
0014030
0014440
42125
42125
42125
42125
42125
0.10
60.43
60.43
35.42
44.99
8/3/2006
71904
VISION INTERNET PROVIDERS INC
WEB HOSTING SVCS-JUL
a��n nn
0014070 1
44030 1
150.00
Page 6
City of Diamond Bar - Check Register 07/28/06-08/09/06
Check Date
Check Number
Vendor Name
Transaction Description
Fund/ Dept
Acct #
38.82
Amount
8/3/2006
8/3/2006
71905
IVISION
VISION SERVICE PLAN
SERVICE PLAN
AUG 06 -VISION PREM
AUG 06 -COBRA VISION
001
001
21107
21107
0014411
1,188.17
46.77
Total Check Amount
$1,234.94
8/3/200671906
71908
VULCAN MATERIALS COMAPANY
SUPPLIES -ROAD MAINT
0015554
41250
38.82
44.00
109.50
146.00
37.72
$37.72
8/3/2006
..T 1907
WALNUT/DIAMOND BAR STATION FUND
MTG SUPPLIES -SHERIFF
0014411
42325
WELLS FARGO BANK
MTG-CMGR
500.00
$500.00
8/3/2006
8/3/2006
8/3/2006
71908
WARREN SIECKE
WARREN SIECKE
WARREN SIECKE
PROF.SVCS-EN 06-508
ENGINEERING SVCS -MAY 06
ENGINEERING SVCS -MAY 06
001
0015554
0015554
23012
44520
44520
38.82
44.00
109.50
146.00
8/3/2006 71909
8/3/2006
8/3/2006
8/3/2006
E SANITARY SUPPLY
E SANITARY SUPPLY
E SANITARY SUPPLY
E SANITARY SUPPLY
SI IPPI IFC_HFPITAGF PK
SUPPLIES -DBC
SUPPLIES -DBC
SUPPLIES -DBC
vu 1534 V
'+22 1 U
WELLS FARGO BANK
4215.26
0015333
42210
38.82
896.49
0015333
42210
LEAGUE CONF-CMGR
498.72
0015333
42210
8/3/2006
64.95
8/3/2006
71910
WELLS FARGO BANK
MTG-CMGR
0014030
42325
38.82
8/3/2006
WELLS FARGO BANK
LEAGUE CONF-CMGR
0014030
42330
435.00
8/3/2006
WELLS FARGO BANK
MTG-CMGR
0014030
42325
24.28
8/3/2006
8/7/2006
WELLS FARGO BANK
ICSC CONF-CMGR
0014030
42330
260.00
8/3/2006
1 71911
WEST COAST ARBORISTS INC
TREE MAINT SVCS -JUN 06
0015558
45509
4,221.25
8/3/2006
WEST COAST ARBORISTS INC
TREE WATERING SVCS -JUN 06
0015558
45510
600.00
$299.50
$1,888.42
$758.10
$593,638.76
Page 7
$4,821.25
8/7/2006
71912 IWELLS FARGO BANK
IMTGS - COUNCIL
0014010
42325
222.481 $222.48
$593,638.76
Page 7
CITY COUNCIL
Agenda # 6. 4
Meeting Date: August 15, 2006
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: James DeStefano, City Mana
TITLE: Rejection of Claim — Filed by Firma and Carmen Lopez - June 21, 2006.
RECOMMENDATION: Carl Warren & Co., the City's claims administrator, recommends the City
Council reject the claim filed by Firman
and FINANCIAL IMPACT: There is no financial implication associated with rejecting this claim. The
claim for damage is for the sum of approximately $2,000,000. Should the claim be successful, it will
be paid by the JPIA.
BACKGROUND: On June 21, 2006, Firman and Carmen Lopez filed a Claim for Damages with
the City alleging that since they entered into an Agreement with the City during the 1999 Slope
Stabilization Project on Minnequa Dr., the City is responsible for the movement of earth on this
property. It is recommended th{ to a City
the adeny the claim. Upn Carl Warn n &tion Co. by the City Council,
appropriate notice shall be sen
L�
PREPARED BY: Tommye ribbins, City Clerk
REVIEWED BY:
Asst. Ci y Man er
CITY COUNCIL
Agenda # 6 5
Meeting Date: August 15, 2006
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: James DeStefano, City Mana e
TITLE: SECOND READING OF ORDINANCE NO. 06 (2006) -AN ORDINANCE OF THE
CITY OF DIAMOND BAR AMENDING DIAMOND BAR MUNICIPAL CODE
SECTION 18.108.050 RELATING TO FLOODPLAIN MANAGEMENT
REGULATIONS.
RECOMMENDATION:
Approve second reading by title only and adopt Ordinance No. 06(2006).
FINANCIAL IMPACT:
The proposed amendment will have no Financial impact to the City.
BACKGROUND/DISCUSSION:
At the August 1, 2006 City Council meeting,
Ordinance No. 06(2006) which revised the
amends the Diamond Bar Municipal Code.
amendment to the City's Municipal Code ai
effective September 14, 2006.
PREPARED BY:
Kimberly Molina, Associate Engineer
REVIEWE Y:
David G. Liu, Director of Public Works
Attachment: (A) Ordinance No. 06(2006)
the City Council approved the first reading of
City's Floodplain Management Ordinance and
Upon approval of the second reading, the
id Floodplain Management Ordinance will be
Date prepared: August 7, 2006
Ordinance No. 06(2006)
AN ORDINANCE OF THE CITY OF DIAMOND BAR AMENDING
SECTION 18.108.050 OF THE DIAMOND BAR MUNICIPAL CODE
RELATING TO FLOODPLAIN MANAGEMENT REGULATIONS
The City Council of the City of Diamond Bar Does Ordain as Follows:
Section 1.
Section 18.108.050 of Chapter 18.108 of Title 18 of the Diamond Bar Municipal
Code is hereby amended to read as follows:
Section 18.108.050 Basis for establishing the areas of special flood hazard
The areas of special flood hazard, areas of flood -related erosion hazards
and areas of mudslide (i.e., mudflow) hazards identified by the Federal
Emergency Management Agency or the Federal Insurance Administration in a
scientific and engineering report entitled "Flood Insurance Study of the County of
Los Angeles," dated July 6, 1998, with accompanying Flood Insurance Rate
Maps (FIRM's) and Flood Boundary and Floodway Maps (FBFM's), dated
December 2, 1980, and all subsequent amendments and/or revisions thereto, is
hereby adopted by reference and declared to be a part of this Chapter. This flood
insurance study is on file at the City Hall. This flood insurance study is the
minimum area of applicability of this ordinance and may be supplemented by
studies for other areas which allow implementation of this ordinance and which
are recommended to the City Council by the floodplain administrator.
Section 2.
The City Clerk is directed to certify to the passage and adoption of the
Ordinance and to cause it to be published or posted as required by law.
PASSED, APPROVED AND ADOPTED by the City Council of the City of
Diamond Bar at a regular meeting the day of August, 2006, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN
ATTEST:
Councilmember:
Councilmember:
Councilrnember:
Councilmember:
TOMMYE CRIBBINS, CITY CLERK
CAROL HERRERA, MAYOR
CITY COUNCIL
Agenda # 8.1
Meeting Date: 8/15/06
AGENDA REPORT
TO: Honorable Mayor and Members of the City Council
VIA: James DeStefano, City Ma a
TITLE: ADOPTION OF RESOLUTION N . 2 03-60F APPROVING SEVEN (7) CHANGES TO
THE FACILITY USE POLICY FO THE DIAMOND BAR CENTER: 1) REVISE
CANDLE PERMIT PROCESS; 2) REVISE DEPOSIT VERBIAGE FOR SYCAMORE,
OAK, WILLOW, PINE AND MAPLE ROOM USE; 3) ADD "CONSECUTIVE" TO
MAXIMUM HOURS OF ALCOHOL USE; 4) REVISE WHERE ANIMALS ARE
PERMITTED AT DIAMOND BAR CENTER AND SUMMIT RIDGE PARK; 5)CLARIFY
CLEAN-UP RESPONSIBILITIES; 6) REVISE REFUND POLICY TO REDUCE
AMOUNT OF NOTICE REQUIRED FOR SYCAMORE, OAK, WILLOW, PINE AND
MAPLE ROOM; 7) AUTHORIZE CITY MANAGER TO HAVE THE DISCRETION TO
MAKE OPERATIONAL CHANGES TO THE FACILITY USE POLICY.
RECOMMENDATION: It is recommended that the City Council adopt Resolution No. 2003-60F.
FINANCIAL IMPACT: None.
BACKGROUND: The Diamond Bar Center opened in March, 2004. The City Council has adopted
the Facility Use Policy to assure that the Center is operated in a manner that best serves the
residents of the City of Diamond Bar. The policies are periodically reviewed and revised to ensure
that the goals of the City Council are met. The last revision was approved by the City Council on April
19, 2005. Staff and the Parks and Recreation Commission recently completed a review of the policies
and are recommending six (6) changes. A seventh (7) recommendation has been added to grant the
authority to the City Manager to make daily operational changes that pertain to the Diamond Bar
Center Facility Use Policy; this item has been added for the City Council's consideration.
The Parks and Recreation Commission reviewed the proposed changes at their June 22 and July 27,
2006 meetings and recommend their approval to the City Council.
DISCUSSION: Staff and the Parks and Recreation Commission recommend the following
changes to the Facility Use Policy: Staff is also recommending that operational policy changes be
delegated to the City Manager while policy changes pertaining to the fees would still be reviewed &
recommended by the Parks & Recreation Commission and then proposed to the City Council for
approval.
Summary of Proposed Changes:
1. Revise candle permit process for DBC - Section VIII, Number 4 (pg. 13).
2. Revise Deposit verbiage for Sycamore, Oak, Willow, Pine and Maple Room use - Section
VI, Number 2, Letter B, items i and ii (pg. 9).
3. Add "consecutive" to maximum hours of alcohol use - Section VIII, Number 1, Letter J (pg.
13).
4. Revise where animals are permitted at Diamond Bar Center and Summit Ridge Park -
Section VIII, Number 5 (pg. 14).
5. Clarify clean-up responsibilities - Section VIII, Number 14 (pg. 15)
6. Revise refund policy to reduce amount of notice required for Sycamore, Oak, Willow, Pine
and Maple Room - Section VI, Number 2, Letter C, items i and ii (pg. 9).
7. Add City Manager authority to make operational changes to the Diamond Bar Center
Facility Use Policy or recommend that items be brought to City Council for consideration -
Section II (pg. 2).
Detail of Proposed Changes:
(Stroke threM I "t, ~ ,'t version followed by clean version)
1. Revise candle permit process for DBC.
Section VIII, Number 4 (Pg. 13).
Proposed chan es to policy text:
4. Incense, fog, , �d or smoke use is not permitted in the Diamond Bar Center , '. Fire
and Center Management trictl rohibited with and theitt n app Bar
p p �spes+#+GPF' approval from Diamond
Fure Marshall's written and him/her nreseRGe at the event whole the annrnVed fire 9r
The eRly eXGeptien to this is- 'lea lights tyjffn
1sed if tea light design meets City L.A. County
Fire Depa
is allowed without a permit by licensed caterers if heater is placed under a chafing dish on a
table with no Quests seated at the table.
2
Clean Version:
4. Incense, fog, hazer or smoke use is not permitted in the Diamond Bar Center at any time. Fire
and open flame are strictly prohibited without written approval from Diamond Bar Center
Management in the form of a permit issued by the City Building and Safety Official. Typical
uses of fire and open flame that may be considered for approval include: a.) Tea lights that
meet the design standards of the L.A. County Fire Department; b.) Regular style birthday
candles no more than 3 1/2 inches in height that are placed in a cake (pastry or ice cream) and
lit for a short duration and then extinguished after the singing of a celebratory song (relight
candles are not allowed); Request for permit, along with sample candle or open flame device,
must be submitted to the Diamond) Bar Center staff a minimum of 7 days prior to event. The
use of fog and smoke generating machines and hazers are prohibited. Sterno heaters for food
warming are allowed without a permit by licensed caterers if heater is placed under a chafing
dish on a table with no guests seated at the table. Propane containers (or similar Class I and II
liquid fuels) are prohibited inside the Diamond Bar Center at all times.
Intent of Change: Revise candle permit process for DBC — Currently, users seeking a
candle permit have to travel to a County Fire Station located in Pomona to obtain the permit.
The revised policy allows the user to complete the candle permit application at the Diamond
Bar Center. Staff then transmits the application to Diamond Bar's Building & Safety
Department for approval. The revised policy results in a much more convenient process for the
user. Also, the revised policy allows birthday candles without the need for a permit.
2. Revise Deposit verbiage for Sycamore, Oak, Willow, Pine and Maple Room use.
Section VI, Number 2, Letter B, items i and ii (Pg. 9).
Proposed changes to policy text:
B. Deposits Required for Sycamore, Oak, Willow, Pine and Maple Room use:
Rental fees exceeding $58 $1000 require a minimum deposit of $500 payable with an
approved application. The remaining balance is due 30 days prior to the event.
Rental fees less than $588 $1OOQ 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.
Clean Version:
B. i. Rental fees exceeding $1000 require a minimum deposit of $500 payable with an
approved application. The remaining balance is due 30 days prior to the event.
Rental fees less than $1000 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.
Intent of Change: Revise Deposit verbiage for Sycamore, Oak, Willow, Pine and Maple
Room use — Reduces the amount of deposit required of users whose fees are more than $500
and less than $1,000. As an example, a user with $600 fees is currently required to pay a $500
deposit. The revised policy requires a $300 deposit for a user with $600 fees.
3. Add "consecutive" to maximum hours of alcohol use.
Section VIII, Number 1, Letter,J (pg. 13).
Proposed changes to policy text:
J. The service of alcohol at any event is limited to a maximum of five (5) hours.
Clean Version:
J. The service of alcohol at any event is limited to a maximum of five consecutive (5) hours.
Intent of Change: Add "consecutive" to maximum hours of alcohol use — Clarifies the
number of hours a user may serve alcohol.
4. Revise where animals are permitted at Diamond Bar Center and Summit Ridge Park.
Section VIII, Number 5 (pg 14)..
Proposed changes to poli, text:
5. Animals are not permitted in!i the Diamond Bar Center except those that serve as aides to
physically challenged individuals. This includes, but is not limited to, guide dogs for the blind
and dogs for the hearing or physically impaired.
Diamond Bar Municipal Code section 12.00.260 specifically prohibits animals iR parks AS
(except leashed dogs and cats, and horses
on equestrian trails) unless permitted by the Director. Permits will be considered when animal
is provided by an insured business and the following conditions are met: 1. Animal must
remain under the control of the business animal handler at all times 2. Business must provide
one million dollars in liability/property damage insurance listing the City of Diamond Bar as an
additional insured, per Section VII. 3. User of facility must pay a $1,000 cleaning/property
damage deposit -ate
asphalt paFkino Into as spenifierl by DiameAd BaF renter Management, all II times while ren
site. —quest in writing fnr the animal to be permuted
Clean Version:
5. Animals are not permitted inside the Diamond Bar Center except those that serve as aides to
physically challenged individuals. This includes, but is not limited to, guide dogs for the blind
and dogs for the hearing or physically impaired.
Diamond Bar Municipal Code section 12.00.260 specially prohibits animals outside the
Diamond Bar Center or in Summit Ridge Park (except leashed dogs and cats, and horses on
equestrian trails) unless permitted by the Director. Permits will be considered when animal is
provided by an insured business and the following conditions are met: 1. Animal must remain
under the control of the business animal handler at all times 2. Business must provide one
million dollars in liability/property damage insurance listing the City of Diamond Bar as an
additional insured, per Section VII. 3. User of facility must pay a $1,000 cleaning/property
damage deposit.
4
Intent of Change: Revise where animals are permitted at Diamond Bar Center and
Summit Ridge Park — Allows horse drawn carriages to travel on colored concrete to drop off
passengers at formal entrance to Grand View Ballroom. Current policies limit animals to
asphalt area, which is quite a walk to the formal entrance of the ballroom. The revised policy
also eliminates the $100 staff monitoring fee.
5. Clarify clean-up responsibilities.
Section VIII, Number 14 (pg. 15).
Proposed changes to policy text:
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
rome.ring to „, tside d .mpsteFs mopping of kitchen floor, wiping of counter tops and kitchen
equipment, cleaning up all spillage in refrigerators/freezers, ovens, and removal of all user -
owned or leased (non -City owned) items. Clean-up time is the hour following the exit time of
guests from the facility. At this time all personal/rental items must be removed from the facility.
Storage is not provided at the Diamond Bar Center. During this time thp r,'PARinq ef tables and
.,
must be
Gempleted by the user
Clean Version:
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, mopping of
kitchen floor, wiping of counter tops and kitchen equipment, cleaning up all spillage in
refrigerators/freezers, ovens, and removal of all user -owned or leased (non -City owned) items.
Clean-up time is the hour following the exit time of guests from the facility. At this time all
personal/rental items must be removed from the facility. Storage is not provided at the
Diamond Bar Center.
Intent of Change: Clarify clean-up responsibilities — Eliminates the requirement for users
to take the trash out to the trash dumpsters when cleaning up after their event. It is more
effective for City maintenance staff to take the trash out to the trash dumpster.
6. Revise refund policy to reduce amount of notice required for Sycamore, Oak, Willow,
Pine and Maple Room.
Section VI, Number 2, Letter C, items i and ii (pg. 9).
Proposed changes to policy text:
C. Cancellation of Sycamore, Oak, Willow, Pine and Maple Room use
i. Groups D and E reserving meeting rooms shall adhere to the following cancellation
policy:
a. Weekday r Reservations cancelled 39 15 days or more prior to the event will receive
a refund of fees minus $50.
b. Weekday f Reservations cancelled 2-9 14 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. All Group C organizations reserving meeting rooms shall adhere to the following
cancellation policy:
a. # Reservations cancelled 39 15 or more days in advance 9FOUP shall receive a af}
entire full refund and this will not count toward one of their twelve meeting room uses.
b. If Reservations cancelled less tha; 38 14 days or less in advance Vis#
will receive no a 50% refund of the rental fees, a full refund
of the cleaning deposit, and this will count toward one of their twelve allotted uses.
Clean Version:
C. Cancellation of Sycamore, Oak, Willow, Pine and Maple Room use
i. Groups D and E reserving meeting rooms shall adhere to the following cancellation
policy:
a. Reservations cancelled 115 days or more prior to the event will receive a refund of
fees minus $50.
b. Reservations cancelled 114 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. All Group C organizations reserving meeting rooms shall adhere to the following
cancellation policy:
a. Reservations cancelled '15 or more days in advance shall receive a full refund and
this will not count toward one of their twelve meeting room uses.
b. Reservations cancelled '14 days or less in advance will receive a 50% refund of the
rental fees, a full refund of the cleaning deposit and this will count toward one of their
twelve allotted uses.
0
Intent of Change: Revise refund policy to reduce amount of notice required for
Sycamore, Oak, Willow, Pine and Maple Room – Because the demand for use of these
rooms is not as strong as for the Grand View Ballroom, staff believes the penalties for
canceling a reservation should be less severe.
7. Add City Manager has the discretion to make operational changes to the Diamond
Bar Center Facility Use Policy or recommend that items be brought to City Council for
consideration – Section II (pg. 2).
I!. PURPOSE OF THE USE POLICY
Proposed changes to the policy text:
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 iin 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.
Clean Version:
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. The City Manager has the discretion to make operational policy changes
while policy changes pertaining to the fees will be reviewed and recommended by the Parks &
Recreation Commission and then proposed to the City Council.
Intent of Change: Revise policy to give City Manager the discretion to make
operational changes to the policy—Expedites the process to make minor changes that
affect the daily operation of the Diamond Bar Center to better serve our customers.
7
Attachments: Resolution No. 200'-60F
Current Facility Use Policy for the Diamond Bar Center Adopted by the
City Council on 4/19/05
PREPARED AND REVIEWED BY:
Bob Rose
Director of Community Services
RESOLUTION NO. 2003-60F
A RESOLUTION OF THE CITY COUNCIL. OF THE CITY OF
DIAMOND BAR RESCINDING RESOLUTION NO. 2003-60E AND REVISING THE POLICIES AND FEES
FOR THE USE OF THE DIAMOND BAR CENTER OPERATED
BY THE CITY OF DIAMOND BAR
A. Recitals
(i) The City Council adopted Resolution No. 2003-60E on April 19, 2005 revising policies and fees
for the use of the Diamond Bar Center;
(ii) Staff has been utilizing the revised policies and fees to schedule reserved use since their adoption
on April 19, 2005;
(iii) Staff believes that the changes listed in Exhibit A will result in a more efficient and effective
operation of the Diamond Bar Center;
(iv) All legal prerequisites to the adoption of this Resolution have occurred.
B. Resolution
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Diamond Bar
That:
The use of the Diamond Bar Center shall be governed by the policies described in the Facility Use
Policy for the Diamond Bar Center., attached hereto as Exhibit A, and incorporated herein by this
reference as though set forth in full.
2. Resolution No. 2003-60E is hereby rescinded.
PASSED, APPROVED AND ADOPTED this day of 2006.
CAROL HERRERA
Mayor
ATTEST:
TOMMYE CRIBBINS
City Clerk
I, TOMMYE CRIBBINS, 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 2006, by the following vote:
AYES: COUNCILMEMBERS
NOES: COUNCILMEMBERS
ABSENT: COUNCILMEMBERS
ABSTAIN: COUNCILMEMBERS
TOMMYE CRIBBINS, City Clerk
City of Diamond Bar
10
City of Diamond Bar
DIAMOND BAR CENTER
1600 S. Grand Avenue
Diamond Bar, CA 91765
Facility Use Policy
Adopted by City Council on April 19, 2005
Resolution No. 2003-60E
Facility Use Information
909.839.7070
City of Diamond Bar
Table of Contents
Section
Topic
Page
I.
DESCRIPTION OF FACILITY
3
II.
PURPOSE OF THE USE POLICY
3
III.
DEFINITION OF TERMS
4
IV.
GROUP PRIORITY RATING
4
V.
APPLICATION PROCEDURES
5
VI.
ROOMS AVAILABLE FOR USE
7
1.
Grand View Ballroom Use
7
2.
Sycamore, Oak, Willow, Pine and Maple Room Use
9
(Meeting Rooms and Senior Room)
3.
Kitchen Facilities Use
1 I
VII.
LIABILITY AND INSURANCE
12
VIII.
GENERAL OPERATING REGULATIONS
13
IX.
VARIANCES
16
X.
FACILITY USE FEE SCHEDULE
18
XL
EQUIPMENT RENTAL FEE SCHEDULE
21
XII.
TENANT USERS INSURANCE INFORMATION
22
1
City of Diamond Bar
Diamond Bar Center
Facility Use Policy
DESCRIPTION OF FACILITY
The City of Diamond Bar Diamond Bar Center ("Center" or "facility") is a 22,500 square foot facility owned and
operated by the City of Diamond Bar and located at 1600 S. Grand Avenue. The facility consists of assembly rooms,
meeting rooms, activity rooms, a senior citizen room, banquet rooms, and a catering kitchen. All of these rooms are
available for use in accordance with the terms of this Facility Use Policy ("Use Policy"), which is administered by the
Community Services Division of the City.
All rooms listed are for multi-purpose use:
a. Grand View Ballroom —stage, patio/balcony, room maybe separated into 5 separate rooms.
Dining capacity: 438
Dining capacity w/500 sq. ft. dance floor: 405
Dining capacity w/1000 sq. ft. dance floor: 372
Theatre capacity: 822
b. Sycamore Room — with enclosed patio, dining capacity: 60; theater capacity: 100
c. Willow Room — Computer Room; 10 computer stations
d. Pine Room — Senior Room, dining capacity: 66; theater capacity: 120
e. Oak Room — Dance/exercise, hardwood floors, theater capacity: 185 (No dining in Oak Room)
f. Maple Room — Craft Room, dining capacity: 32; theater capacity: 60
II. PURPOSE OF THE USE POLICY
The purpose of this Use Policy is to assure that the Center is operated in a manner that best serves the residents of
the City of Diamond Bar. It is intended to ensure that the use of the facility is granted in a fair and equitable
manner for meetings, activities, and events, which are recreational, social, and/or civic in nature, offering services
of interest and need to the community. Fees charged for the use of the facility are intended to recoup on-going
maintenance and operation costs of the facility. City facilities are not to be used for personal and/or private gain.
The City Manager has the discretion to imake operational policy changes while policy changes pertaining to the
fees will be reviewed and recommended) by the Parks & Recreation Commission and then proposed to the City
Council.
2
III. DEFINITION OF TERMS
1. "Center Director" means the administrative head of the Diamond Bar Center, or its staff, under the direction
of the City of Diamond Bar Community Services Division.
2. "City" means the City of Diamond Bar, acting through its officials, representatives, agents, and employees.
3. "User" means an individual who or group which obtains a confirmed reservation to use the Diamond Bar
Center pursuant to the terms of this Use Policy.
4. "Applicant" means an individual or ,group, which submits a completed City of Diamond Bar Facility Use
Application and required deposit to use the Diamond Bar Center pursuant to the terms of this Use Policy. The
date requested by the applicant will Ibe held as long as the requirements and deadlines of the Facility Use
Policy are met.
5. "Confirmed Reservation" means a reservation issued by the City upon approval of a Facility Use Application
for use of the facility or some portion thereof by an applicant, after all requirements of the Facility Use Policy
are met.
6. "Inquiry" means when an individual or representative of a group seeks information about available dates for
possible use by that individual or group. An available date can not be held for possible use by making an
inquiry.
7. "Soft Reservation" means when an individual or representative of a group makes an appointment with staff to
submit a written application, to sign the contract and to pay the required deposit for a specific room, date and
time. The date for possible use will be held from the time the appointment to meet with staff is made until the
meeting date and time. The meeting; with staff shall occur within seven (7) calendar days of setting the
appointment, or else the soft reservation will be forfeited.
IV. GROUP PRIORITY RATING
An individual or group seeking !permission to utilize the facilities at the Center will be classified
in one of the following priority groups. These classifications are used to establish 1) priority of
use, 2) applicability of a fee, and 3) amount of the fee, if any. The priority groups are as follows:
A. GROUP A- Activities conducted and/or sponsored by the City of Diamond Bar.
B. GROUP B- Activities conducted by the City recognized Senior citizen membership groups.
C. GROUP C:
i. C-1- Activities conducted by Governmental agencies other than the City of Diamond
Bar, which provide some service to the Diamond Bar community (e.g. County of Los
Angeles agencies, districts and authorities, and elected officials; State of California
departments and elected officials, multi -city organizations and joint powers authorities to
which the City belongs. Federal agencies, departments and elected officials; etc.)
ii. C-2- Activities conducted by the two local school districts, Pomona Unified School
District and Walnut Valley Unified School District.
iii. C-3- Activities conducted by Diamond Bar based non-profit service organizations. To
qualify as a local non-profit organization, the organization shall have a minimum
membership of 60% Diamond Bar residents or 60% Diamond Bar business addresses
(e.g. Boy Scouts, Girl Scouts, Little League, Rotary Club, etc.). A membership roster
and the Articles of Incorporation indicating status as a Diamond Bar based non-profit (for
example: 501(C)(3) organization shall be submitted as a condition of an organization
receiving classification in this group.
D. GROUP D: Private events conducted by Diamond Bar residents.
E. GROUP E Non-resident private events and non-resident groups, and organizations and
businesses and commercial functions. (Examples: Commercial functions, resident and
non-resident business meetings, or non-resident private affairs.)
2. Priority for use of the facility will be in alphabetical sequence, with Group A applicants
receiving the highest priority and Group E applicants the lowest priority.
V. APPLICATION PROCEDURES
1. An individual or representative of a group may inquire about the availability of a specific room, date and time
as well as rental rates by telephone or in-person at the Center during regular business hours. An available date
can not be held for possible use by making an inquiry.
2. An individual or representative of a group can hold a date for possible use by making an appointment with
staff to submit a written application, to sign the contract and to pay the required deposit for a specific room,
date and time. The date for possible use will be held from the time the appointment with staff is made until
the appointment date and time. The meeting with staff shall occur within seven (7) calendar days of setting
the appointment, or else the held date (soft reservation) shall be forfeited.
3. All applicants must complete a City of Diamond Bar Facility Use Application ("Application") and pay all
applicable fees at the time of submitting the application.
4. The applicant shall be classified and assigned a Group in accordance with the definitions and priority rankings
set forth in Section N of this Use Policy.
5. Reservations may be made no earlier than:
Group A: no limit.
Group B: Up to six (6) months in advance for subsidized and/or discounted use, fifteen (15)
months in advance when not subsidized or discounted. Staff will schedule senior facility use 15
months in advance. Scheduling of actual user will be done 6 months in advance during meeting
with Group B users that submitted facility use requests.
Groups C-1, C-2 and C-3: Up to fifteen (15) months in advance.
Group D: Up to fifteen (15) months in advance.
Group E: Up to twelve (12) months in advance.
6. Reservations will be taken per the advance reservation schedule, listed in number 5 above, beginning on the
first day of the month, for the entire month, at 7:30am. If the first of the month falls on a holiday, then
reservations will be taken beginning on the next regular business day for the Diamond Bar Center at 7:30am.
4
In the event that two or more people are interested in renting the Grandview Ballroom, who have the same
priority ranking, and show up to reserve the facility on the first day it becomes available at 7:30am, a lottery
for the dates will take place. At 7:30am, the lottery will begin with all parties who are present at the time the
doors to the Diamond Bar Center are opened by staff. The lottery will run as follows: A staff member will
allow one individual from each party to draw a number. The party with the lowest number after individuals
from each party have drawn will have first choice of date (one date only) for the month in question. The next
choice will go to next lowest number, and so on. Once all the available dates have been taken, the next lowest
number, as well as the remaining numbers in order, will be placed on the wait list.
7. Hours of operation are limited to Sunday through Thursday 7:30am — 11:OOpm and Friday and
Saturday 7:30am - 12:00 midnight. A one (1) hour clean up is mandatory at the end of each event
for Grand Ballroom use. Requests for alternate hours require special written approval and may be
subject to additional fees.
8. Weekends are defined as beginning at 5:00 pm on Friday and ending at 11:00 pm on Sunday. Any reserved
time that falls between this period of time shall be considered a weekend and will be charged weekend rate.
Use on New Year's Eve shall be charged weekend rates and shall require minimum use of 2/3 Grand
Ballroom.
9. Observed Holidays — Thanksgiving Day Christmas Eve, Christmas Day and New Years Day — No use shall
be scheduled on observed holidays without Center Director's approval.
10. Upon approval of an application, a facility rental contract will be issued authorizing the requested use of the
facility. The Center Director may attach such conditions to the contract as she/he may determine necessary
for the protection of the public health, safety and welfare and the Center facility. Applicants shall not
transfer, assign, or sublet use of the Center or apply for use on behalf of another person or organization.
11. Applications shall be accompanied by proof of liability insurance consistent with the provisions of this Use
Policy, a refundable cleaning deposit, and fees per the attached fee schedule.
12. Use will be approved based on availability in accordance with priority rankings. In the event that a higher
priority user submits a written application for the same room, date and time during the soft reservation period,
then the higher priority user will have seven (7) calendar days to sign the contract and pay the required
deposit to bump the soft reservation of a lower priority user.
Use may be denied and the application rejected for the following reasons:
A. That the Center is physically incapable of accommodating the proposed activity by reason of the
nature of the activity or the number of people estimated to be in attendance.
B. That the user has failed to demonstrate its ability to provide adequate security to assure that the
event is conducted in a safe manner.
C. That the applicant has failed to agree to comply with all of the conditions of this Use Policy or
those set forth in the facility use permit.
D. That the activity is likely to cause physical damage to the Center or its equipment.
E. That conditions for the issuance of a facility use permit have not been fulfilled.
F. That any law or regulation is violated by an intended use.
G. That another event is already scheduled on the requested date.
H. That the applicant previously used the facility and failed to comply with applicable rules or
conditions, or due to damage or lack of cleaning, did not receive all of its cleaning deposit back.
That the applicant has twice before cancelled a scheduled event in the facility without prior
notice.
13. If at any time prior to or during the scheduled event the applicant/user is not in compliance with the
policies and regulations stated in this Use Policy or the conditions of the facility use permit, and after
notice of noncompliance, has failed or refused to comply (or compliance is no longer possible), the City,
acting by and through the Director of Community Services or his/her designee, may cancel the
reservation or terminate the event. Under those circumstances, no deposits and/or fee(s) previously paid by
the applicant shall be returned.
14. The City reserves the right to cancel a permit issued for any event or activity for its convenience. In
the event of such a cancellation, notice shall be given as far in advance as possible and a full refund will be
made. Every effort will be made to find a suitable alternative facility if cancellation by the City is necessary.
VI. ROOMS AVAILABLE FOR USE
Banquet Room Use
A. Reservation Procedures for Banquet Room Use
All potential users shall complete an Application a minimum of 30 days prior to the
event.
Reservations made less than 30 days in advance of the event will be accepted only if the
facility and required staffing elements are readily available. Additional fees may be
required from service providers when limited advance notice is provided. All applicable
fees must be paid at time of submittal of City of Diamond Bar Facility Use Application.
Fees paid are subject to cancellation policy.
iii. No reservation shall be confirmed until appropriate fees, deposits, permits/ licenses, and
insurance are obtained and paid.
iv. Fees for reservations made within 30 days of the event must be paid by credit card,
cashier's check or cash.
V. Weekend use of Banquet Room requires a minimum five (5) hour rental period and
minimum 2/3 rental of the Banquet Room. Rental time must include set-up and clean-up
time.
B. Deposits Required for Banquet Room Use
Rental fees exceeding $500 require a minimum rental fee deposit of $500 payable with an
approved application. The remaining balance is due at least 30 days prior to the event.
0
Rental fees less than $500 require a minimum deposit of half of the amount of the rental
fee payable with an approved application. The remaining balance is due at least 30 days
prior to the event.
C. Cancellation of Banquet Room Permit by Applicant
Groups D and E reserving the banquet room shall adhere to the following cancellation
policy:
a. Weekend reservations cancelled 90 days or more prior to the event will receive a
refund of fees minus $100.
b. Weekend reservations cancelled 30-89 days prior to the event will receive a refund of
fees minus $500 or amount of rental fee deposit, whichever is less.
c. Weekend reservations cancelled 29 days or less prior to the event will receive no
refund of the rental fees and a full refund of the cleaning deposit.
d. Weekday reservations cancelled 30 days or more prior to the event will receive a
refund of fees minus $100.
e. Weekday reservations cancelled 29 days or less prior to the event will receive a 50%
refund of the rental fee and a full refund of the cleaning deposit.
Groups C-1, C-2 and C-3 reserving the banquet room shall adhere to the following
cancellation policy:
a. Weekday reservations cancelled 30 days or more prior to the event will receive a full
refund minus $10. If cancellation is received 29 days or less prior to the event there will
be a $100 cancellation fee and the reservation/ cancellation will count as one of the
group's allotted uses.
b. For weekend use, cancellation shall comply with the cancellation policy as stated in
Section VI. C. i.
D. Recurring Banquet Room Use by Group B Organizations (Senior Groups)
i. Senior use of banquet room at no cost is limited to weekdays. Room may be reserved up
to six months in advance.
ii. Each City -recognized senior organization may reserve one use of banquet room per
week.
iii. Banquet room may be used only when expected attendance exceeds 115 people for
banquet style and 200 people for auditorium style seating.
iv. Weekend use of Banquet Room by senior groups requires payment of fees according to
the rental rates for Group C organizations and is subject to Group C cancellation charges.
When the fee for use is not discounted, the room may be reserved up to fifteen months in
advance. When the Banquet Room is not reserved for weekend use six (6) months or less
prior to desired use, Diamond Bar -based non-profit Senior Groups may reserve use of
Banquet Room for the discounted rate of $30 per hour of use, with a two-hour minimum,
plus $60 per 100 people for set-up, take down and clean-up. Such use shall not interfere
with any other scheduled use of facility, and must receive prior approval from the Center
Director. Discounted weekend use of Banquet Room by senior groups is limited to one
time per calendar year.
E. Recurring Banquet Room Use by Group C-3 Organizations (Diamond Bar Based Non-profit
service organizations).
Non-profit organizations in this classification are allowed two 2 uses of the banquet
room per calendar year. These uses apply Monday -Friday (before 5:00 pm on Friday)
only and the group shall pay $20 per hour of use plus cleaning deposit.
The two (2) allocated uses include a maximum of two hours immediately prior to the start
of the event for set up at no charge and one hour of clean up immediately following the
event at no charge. Any additional time needed prior to and/or following the event will
be charged at the prevailing rental rate.
iii. After the two (2) allocated uses in the same 12 month period, non-profit users in this
classification will be charged prevailing weekday rates.
iv. Weekend use requires full payment according to the approved rental rate for this
classification.
F. Refunds of Security andl Cleaning Deposits
Security and cleaning deposits shall be refunded if proper cleanup is completed and no
breakage or damage has occurred. This determination will be made by the Center staff.
ii. The user shall be required to pay the full cost of breakage or damage (over and above the
deposited funds), regardless of the amount. If damage occurs and it is less than the
deposit, the difference shall be refunded.
iii. Refunds will be mailed two (2) to four (4) weeks after the event.
2. Sycamore, Oak, Willow, Pine and Maple Room Use (Meeting Rooms and Senior Room)
A. Reservation Procedures for Meeting Room, Sycamore, Oak, Willow, Pine and Maple Room Use
All potential users shall complete an Application a minimum of 30 days prior to the
event.
ii. Reservations made less than 30 days in advance of the event will be accepted only if the
facility and required staffing elements are readily available. Additional fees may be
required from service providers when limited advance notice is provided. All applicable
fees must be paid at time of submittal of City of Diamond Bar Facility Use Application.
Fees paid are subject to cancellation policy.
iii. No reservation shall be confirmed until appropriate fees, deposits, permits/ licenses, and
insurance are obtained and paid.
iv. Minimum use is 2 hours of rental time. Fees for reservations made within 30 days of the
event must be paid by credit card, cashier's check or cash.
V. Pine Room (senior room) can be reserved only two (2) months in advance.
B. Deposits required for Sycamore, Oak, Willow, Pine and Maple Room use:
Rental fees exceeding $1000 require a minimum deposit of $500 payable with an
approved application. The remaining balance is due 30 days prior to the event.
Rental fees less than $1000 require a minimum deposit of half of the amount of the rental
fee payable with an approved application. The remaining balance is due 30 days prior to
the event.
C. Cancellation of Sycamore, Oak, Willow, Pine and Maple Room use
Groups D and E reserving meeting rooms shall adhere to the following cancellation
policy:
a. Reservations cancelled 15 days or more prior to the event will receive a refund of fees
minus $50.
b. Reservations cancelled 14 days or less prior to the event will receive a 50% refund of
the rental fee and a full refund of the cleaning deposit.
All Group C organizations reserving meeting rooms shall adhere to the following
cancellation policy:
a. Reservations cancelled 15 or more days in advance shall receive a full refund and this
will not count toward one of their twelve meeting room uses.
b. Reservations cancelled 14 days or less in advance will receive a 50% refund of the
rental fees, a full refund of the cleaning deposit and this will count toward one of their
twelve allotted uses.
D. Recurring Use of meeting room, game room, activity room by Group B Organizations (Senior
Groups)
Senior use of meeting room, game room, and activity room is limited to weekdays.
Rooms may be reserved up to six months in advance.
Each City -recognized senior organization may reserve one use of one meeting room,
game room or activity room per week.
E. Recurring Use of Pine Room (Senior Room) by Group B Organizations (Senior Groups)
Senior use of senior room is available seven (7) days per week, during regular operating
hours of facility. Room may be reserved up to six months in advance.
ii. Each City -recognized senior organization may reserve two uses of senior room per week.
0
iii. When senior room is not scheduled for senior use, use may be offered to other users, per
meeting room policies.
F. Recurring Use of Meeting Rooms by Group C-3 Organizations (Diamond Bar Based Non-profit
service organizations).
Non-profit organizations in this classification are allowed twelve (12) uses of meeting
rooms per calendar year. These uses apply Monday -Friday (Friday before 5:00 pm) only
and the group shall pay $20 per hour plus cleaning deposit.
After the twelve; (12) allocated uses, non-profit users in this classification will be charged
the prevailing rental rates.
iii. The twelve (12) allocated uses include a maximum of two hours immediately prior to the
start of the event for set up at no charge and one hour of clean up immediately following
the event at no charge. Any additional time needed prior to and/or following the event
will be charged at the prevailing rental rate.
Kitchen Facilities Use
A. Reservation Procedures for Kitchen Facilities Use
The kitchen is divided into two sections:
a. General Use Section
b. Catering Kitchen
The General Use Section is available at no cost to all users scheduled at the Diamond Bar
Center on a first come, first served basis. Use shall be coordinated between the users to
best meet the needs of all users. Equipment available includes coffee maker (user
provides coffee/service), ice machine, sink, and refrigerator (items must be removed after
each scheduled use).
iii. The Catering Kitchen is available only to users scheduled for a catered event at the
Diamond Bar Center. Use of the Catering Kitchen must be requested on the same
Application that is submitted for room use. Fee for use of Catering Kitchen is stated on
the fee schedule. Equipment available includes refrigerator/freezer (items must be
removed after each scheduled use), microwave oven, convection oven, warming top, hot
food service unlit, warming ovens (2), and a sink.
B. Kitchen Use Policies:
Only licensed caterers may provide food service for events scheduled at this facility.
ii. The kitchen is designed for food warming and serving. NO COOKING IS ALLOWED
IN THIS FACILITY.
iii. Storage for Priority Groups A, B & C-3 that are recurring users may be available on a
first-come, first-served basis, for a period not to exceed six months. After six months, if
demand exceeds supply, storage space will be allocated through random drawing.
10
VII. LIABILITY AND INSURANCE
1. All users of the facility shall procure and maintain, at their own expense and for the duration of the event
covered, comprehensive general liability and property damage liability insurance, against all claims for
injuries against persons or damages to property which may arise from or in connection with the use of the
facility by the user, its agents, representatives or employees in the amount of one million dollars
($1,000,000.00), combined single limit. (If alcohol is to be served, insurance coverage stall include
coverage for serving alcohol beverages).
2. All of user's insurance shall:
A. Name the City of Diamond Bar, its employees, officials, agents, (collectively hereinafter "City
and City personnel") as additional or co-insured on an endorsement.
B. Contain no special limitations on the scope of protection afforded to City and City personnel.
C. Be the primary insurance and any insurance or self-insurance maintained by City or City
personnel shall be in excess of the user's insurance and shall not contribute with it.
D. Shall be "date of occurrence" rather than "claims made" insurance.
E. Shall apply separately to each insured against the limits of the insurer's liability
F. Shall be written by insurance companies qualified to do business in California and rated "A" or
better in the most recent edition of Best Rating Guide, The Key Rating Guide, or in the Federal
Register, and only if they are of a financial category Class VIII or better, unless such rating
qualifications are waived by the City's Risk Manager due to unique circumstances.
G. The applicant's policy must include a 30 -day written cancellation notice.
Certificate of Insurance -- The City of Diamond Bar requires the following information on all certificates
and/or additional insured endorsements:
A. Wording must read exactly, with no exceptions accepted: "Additional Insured: City of Diamond
Bar, its officials, employees, and agents."
B. Additional insured endorsements must accompany the Certificate of Insurance and indicate policy
number, date, name of insurance company and name of "insured".
C. Certificate must be an original. No copies will be accepted.
D. The Certificate of Insurance must be filed with the Diamond Bar Center not later than the date of
final payment or fourteen (14) days prior to the event, whichever is earlier. If a certificate is not
on file by this date, insurance fees will be added to the final payment.
E. If alcohol is to be served insurance coverage shall include coverage for serving alcohol
beverages).
4. Indemnification Clause -- To the full extent permitted by law, user shall defend, indemnify and hold
harmless City, its officials, employees and agents, from any liability, claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind,
11
whether actual, alleged or threatened, actual attorney fees incurred by City, court costs, interest, defense
costs including expert witness fees and any other costs or expenses of any kind whatsoever without
restriction or limitation incurred. in relation to, as a consequence of or arising out of or in any way
attributable actually, allegedly or impliedly, in whole or in part to the use of facility by user. All
obligations under this provision are to be paid by the user as they are incurred by the City.
5. If the applicant is unable to provide adequate insurance, the City of Diamond Bar, for a fee, will make
available Tenant/User insurance coverage. Please see section XII for information and fees for
Tenant/Userinsurance coverage.
6. The insurance requirements set forth above are inapplicable when planned attendance is less than 25
people and the event consists of a meeting utilizing facility tables and chairs only and no alcohol is to be
served.
VIII. GENERAL OPERATING REGULATIONS
The Use and Service of Alcohol - The use of alcohol in the Center is exclusively by written permission in
advance and must comply with applicable law and the provisions of this Use Policy. Failure to comply
with any regulations will result in immediate revocation of the permission to use alcohol and termination
of the event. Additional regulations and specifications may be required in the facility use permit for any
event.
A. "Alcohol use" refers to any beverage that contains any amount of alcohol.
B. Security is required to be present at all events at which alcohol is served. Cost of the security is
the responsibility of the user and is payable directly to the City approved security firm. Hazard II
& III events with alcohol are required to have additional security, as determined by the Center
Director.
C. Alcohol shall not be served to minors. The user's failure to comply, monitor and enforce this
provision is grounds for terminating the activity immediately and forfeiture of the refundable
deposits and all of the room fees.
D. Injuries caused to any person as a result of alcoholic beverages being served and/or consumed on
City premises, including, but not limited to the Diamond Bar Center, shall be the sole
responsibility of the organization, its sponsor or the adult representative, who, as a condition of
signing the use permit for the facility agree to indemnify the City for any such injuries.
E. Permission to serve alcohol shall not be granted for any event where the majority (50% plus one)
of guests in attendance will be under the age of 21.
F. Alcohol may neither be served nor sold prior to the scheduled start of the event nor until the
approved security officer(s) arrive(s) at the Center unless the requirement for security has been
waived all together.
G. Alcohol may not be served nor consumed outside of the room approved for use. Serving or
consuming alcohol on patios adjoining the room approved for use is permitted.
H. Alcohol may not be served nor consumed in the parking lot without obtaining a special alcohol
permit approved by the ]Director of Community Services.
12
I. License Requirements (when alcohol is to be sold).
No sales or requests for donations for alcohol are permitted without a license from the
State Alcoholic Beverage Control Board (A.B.C.)
A copy of your Diamond Bar Center contract must be furnished to A.B.C. when applying
for this license.
iii. A copy of the A.B.C. license must be furnished to the Diamond Bar Center a minimum of
seven working clays 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.
Non -Profit Organizations: A one -day alcoholic beverage permit can only be issued to
Non-profit organizations and only if the proceeds are going back to that Non -Profit
organization,
vi. Private Parties: Private parties i.e. weddings, anniversaries, birthdays, meetings, or
anyone other than a Non -Profit organization, shall not sell alcohol on their own, but must
arrange this through a licensed caterer. The caterer must have a License (Type 47 or 48),
which enables the caterer to sell beer, wine, & distilled spirits (hard liquor). If the caterer
does not have this license the private party cannot sell alcohol. NO EXCEPTIONS. It is
illegal for a private party to sell alcohol on their own
J. The service of alcohol at any event is limited to a maximum of _five consecutive (5) hours.
K. All alcohol must be distributed from behind a table or a bar by an adult, over the age of 21 who is
to be responsible for insuring that no minors are served.
L. When serving champagne, all bottles must be opened in the kitchen prior to serving. Champagne
bottles may not be opened in the banquet rooms. All unopened bottles must be stored in the
kitchen.
M. Security service must be present through the clean up hour.
2. Supervision by Center Staff is necessary for the public's safety and well-being. Center staff shall be
responsible for and have complete authority over the facility being used, all equipment, participants, and
activities. The staff shall have authority to request changes in activities or cessation of activities, Users
must comply with these requests and instructions. Staff shall be responsible for enforcement of all
policies, rules, and regulations. The Center Staff shall have the authority to deny or terminate the use of
the facility if a determination is made by Center Staff that the use does not conform to the requirements of
Center use policies and regulations and/or may cause damage to the facility. The City reserves the right
to require security whenever it deems it appropriate.
3. Tobacco use of any kind or smoking is not permitted in the Diamond Bar Center. Smoking is permitted
in designated outdoor areas only.
4. Incense, fog, hazer or smoke use its not permitted in the Diamond Bar Center at any time. Fire and open
flame are strictly prohibited without written approval from Diamond Bar Center Management in the form
of a permit issued by the City Building and Safety Official. Typical uses of fire and open flame that may
be considered for approval include: a.) Tea lights that meet the design standards of the L.A. County Fire
13
Department; b.) Regular style birthday candles no more than 3 1/2 inches in height that are placed in a
cake (pastry or ice cream) and lilt for a short duration and then extinguished after the singing of a
celebratory song (relight candles are not allowed); Request for permit, along with sample candle or open
flame device, must be submitted to the Diamond Bar Center staff a minimum of 7 days prior to event. The
use of fog and smoke generating; machines and hazers are prohibited. Sterno heaters for food warming are
allowed without a permit by licensed caterers if heater is placed under a chafing dish on a table with no
guests seated at the table. Propane containers (or similar Class I and II liquid fuels) are prohibited inside
the Diamond Bar Center at all times.
Animals are not permitted inside the Diamond Bar Center except those that serve as aides to physically
challenged individuals. This includes, but is not limited to, guide dogs for the blind and dogs for the
hearing or physically impaired.
Diamond Bar Municipal Code section 12.00.260 specially prohibits animals outside the Diamond Bar
Center or in Summit Ridge Park (except leashed dogs and cats, and horses on equestrian trails) unless
permitted by the Director. Permits will be considered when animal is provided by an insured business and
the following conditions are met: 1. Animal must remain under the control of the business animal handler
at all times 2. Business must provide one million dollars in liability/property damage insurance listing the
City of Diamond Bar as an additional insured, per Section VII. 3. User of facility must pay a $1,000
cleaning/property damage deposit.
Illegal Activities shall not be permitted. All groups and individuals using the Center shall comply with
City, County, State, and Federal laws. Fighting, gambling and lewd conduct are prohibited.
Removal of Equipment from the building is prohibited without permission of Center Director. Moving,
rearranging, or altering equipment for purposes other than its intended use is also prohibited. City
equipment shall not be removed from the facility.
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. Iirsuch equipment or supplies are not claimed within two (2) weeks after
notice to the applicant/user, the Center reserves the right to dispose of such material in any manner it
deems appropriate and retain any proceeds received from such disposal. Any cost to the City, including
but not limited to administrative costs, incurred to dispose of the unclaimed property in excess of the
revenue received from such disposal shall be billed to the user with payment due and payable in thirty
(30) days.
Advertising Materials may be telt 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.
IL . 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
14
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, mopping of kitchen floor,
wiping of counter tops and kitchen equipment, cleaning up all spillage in refrigerators/freezers, ovens,
and removal of all user -owned or leased (non -City owned) items. Clean-up time is the hour following the
exit time of guests from the facility. At this time all personal/rental items must be removed from the
facility. Storage is not provided. at the Diamond Bar Center.
15. Food and Beverage - No food or beverages that cause permanent stains to the facility are allowed. Food
and beverages must remain in rented room.
16. Minors - Groups of minors shall be supervised by one adult for every 10 minors, age 12 and under and
one adult for every 20 minors under the age of 18 and over the age of 12 at all times while they are using
the Center. Events that are specifically geared to minors may be required to have security guards present
during the event and cleanup.
17. Revocation for Violation - Reservations may be cancelled at any time by the Center Director if there has
been a violation of applicable ruffles or conditions of the facility use permit.
18. Public Portions - The City shall have the right to control and operate the Center, including the heating and
air conditioning systems and common use areas, in a manner deemed best by the City.
19. Discrimination By User Groups - The City of Diamond Bar shall not rent, lease, or allow use of its public
facilities by any person or organization that illegally discriminates on the basis of race, color, creed,
marital status, sex, religion, national origin, ancestry, sexual preference, or handicap condition.
20. Parking Lot - The use of the parking lot is to service the facility. Exceptions may be issued through
approval of a Variance as provided in Section IX. Requests to use the parking lot will be considered
under "events not covered" (see paragraph 21 below) for appropriate use, fees, and service.
21. Events Not Covered - Special events or requests not covered in this Use Policy must be submitted in
writing and shall be reviewed by the City to determine appropriate use, fees, and services. A Variance
may be required as provided in Section IX.
22. Decorations require prior approval by the Center Director. No signs or decorations are to be taped, nailed
or otherwise attached to walls, windows, ceilings, or drapes. Decorations must be fireproof. Patio
decorations must have prior approval. No rice, birdseed, confetti, or other similar items shall be thrown
in or around the facility. Fire and open flame are strictly prohibited without specific, prior approval from
Diamond Bar Center Management and the Fire Marshall's written approval and his/her presence at the
event while the approved fire or open flame is in use. (User of facility is responsible for all L.A. County
Fire Department fees related to the required presence of the Fire Marshall.) The only exception to this is
tea lights, which can be used if tea light design meets City and L.A. County Fire Department standards.
See paragraph 4 above for more details. The use of fog generating machines is prohibited. Balloons must
be secured and not released. Metallic ribbons may not be attached to balloons. A fee will be assessed if
facility janitorial staff has to retrieve released balloons.
23. Security of Entrances - All entrance doors on the premises shall be locked when the facility is not in use.
All door openings to public corridors shall be kept closed except for normal ingress and egress. During
use of the Center, all exit doors shall be unlocked and shall not be blocked in any manner.
15
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.
Relief from cancellation fees when facility is then used by an alternate party that pays
fees similar to or more than the cancelled event (for the same date and approximate time
as the cancelled event). If variance is granted, a $5.00 refund processing fee will be
deducted from refund amount.
iii. Use of the parking lot for any purpose other than parking the cars of facility users in
marked stalls.
iv. Additional recurring Weekday use by priority Group C organizations and/or
subsidized/discounted weekend use by priority Group B organizations.
V. Additional set-up time for any use by priority Group B or C organizations.
Organization will be charged actual costs borne by the City, if any. Such use
shall not interfere with any other scheduled use of facility, and must receive
prior approval from the Center Director.
vi. Large events that involve the use of multiple rooms and/or spaces not normally
scheduled for use and uses that may result in parking of event attendees in areas
beyond the boundary of the Diamond Bar Center parking lot, or events not
covered in this Use Policy.
vii. Waiver of fees ]Por Group C-1 (governmental) organizations when it is determined
that the use by the Governmental Organization will provide a substantial and
measurable benefit to the Diamond Bar community or the event is sanctioned by
the City Council through adoption of a Resolution.
Requests for waiver or discount of fees will not be accepted nor considered except for variances
listed above.
Variance Request Procedures:
Variances must be requested in writing at the time of submission of the
Facility Use Application. The request must set forth the unusual
circumstances that justify a deviation from the ordinary rules.
ii. Variances will be granted only upon a finding that: 1) the circumstances
presented are unusual and not likely to recur often; 2) the grant of the
variance will net set a precedent; and 3) the variance will not be detrimental
to the public health, safety or welfare, or disruptive to other events
occurring in the facility at the same time, or to the immediately surrounding
neighborhood. The request for a variance will be acted upon at the time the
application is approved.
16
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.
17
X. -- Facility Use Fee Schedule
Groups A: City of Diamond Bar Sponsored Activities— No fees
Group B: City recognized Senior membership groups
Group B: No fees for regular weekday use
Group C-1, C-2 & C-3: Other Governmental Agencies,
Local School Districts and Local Non-profit Service Groups
Room
Weekday Rates
Weekend Rates
Cleaning
Deposit
Grand View Ballroom
$100/hr*
$200/hr*
$500
Minimum 5 hour rental
during weekend hours
$100/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$67.50/hr*
$135/hr*
$350
(Divided 2/3)
Minimum 5 hour rental
during weekend hours
$67.5/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$4.5/hr
$100
(Divided 1/3)
$100
Banquet Room (divided
$27hr
115)
$90/hr $100
Pine Room (Senior)
$45/hr
Sycamore Room with
$45/hr
$90/hr
$100
Patio
Oak Room
$45/hr
$90/hr
$100
Willow Room
$45/hr
$90/hr
$100
(Computer)
Maple Room
$25/hr
$50/hr
$100
*Rental of Entire Grand View Ballroom or 2/3 Grand View Ballroom includes catering kitchen, foyer and patio.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed if equipment is damaged or destroyed.
3. Tenet/Users Insurance — This insurance is provided under separate contract with the City's insurer. See
section XII for information and fees. Fees are subject to change without advance notice. Fees are passed
through to user.
Group D: Diamond Bar Residents
Private Events
Room
Weekday Rates
Weekend Rates
Cleaning
Deposit
Grand View Ballroom
$150/hr*
$300/hr*
$500
Minimum 5 hour rental
during weekend hours
$150/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$100/hr*
$200/hr*
$350
(divided 2/3)
Minimum 5 hour rental
during weekend hours
$100/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$50/hr
$100
(divided 1/3)
li
Banquet Room (divided
$30/hr
$100
1/5)
Pine Room (Senior)
$50/hr
$100/hr
$100
Sycamore Room with
$50/hr
$100/hr
$100
Patio
Oak Room
$50/hr
$100/hr
$100
Willow Room
$50/hr
$100/hr
$100
(Computer)
Maple Room
$27/hr
$55/hr
$100
Catering Kitchen
$50/event
$100
*Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom includes catering kitchen, foyer and patio.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed ifequipment is damaged or destroyed.
3. Tenet/Users Insurance — This insurance is provided under separate contract with the City's insurer.
See section XII for information and fees. Fees are subject to change without advance notice. Fees are
passed through to user.
19
Group E: Non Residents and All Businesses
Room
Weekday Rates
Weekend Rates
Cleaning Deposit
Grand View Ballroom
$200/hr*
$400/hr*
$500
Minimum 5 hour rental
during weekend hours
$200/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$135/hr*
$270/hr*
$350
(divided 2/3)
Minimum 5 hour rental
during weekend hours
$135/hr for each
additional hour after the
first 5 hours
Grand View Ballroom
$55/hr
$100
(divided 1/3)
Banquet Room (divided
$35/hr
$100
1/5)
Pine Room (Senior)
$55/hr
$110/hr
$100
Sycamore Room with
$55/hr
$110/hr
$100
Patio
Oak Room
$55/hr
$110/hr
$100
Willow Room
$55/hr
$110/hr
$100
(Computer)
Maple Room
$30/hir
$60/hr
$100
Catering Kitchen
$50/event
i_—$100
*Rental of 2/3 Grand View Ballroom or Entire Grand View Ballroom includes catering kitchen, foyer and patio.
1. Tables and chairs are included in the room rental fee.
2. Replacement fee will be assessed if equipment is damaged or destroyed.
3. Tenet/Users Insurance — This insurance is provided under separate contract with the City's insurer. See
section XII for information and fees. Fees are subject to change without advance notice. Fees are passed
through to user.
20
XI. — Equipment Rental Fee Schedule: Groups C, D and E
Equipment
Rental Fee
Portable Bar (2)
$25 each
Keyboard
$50
Karaoke Machine
$20
Compact Disc Player (Portable)
$20
TVNCR/DVD
$20
Coffee Pot (55 cu)
$20
Coffee Pot (100 cu)
$40
AV Projector
$20
Overhead Projector
$20
Microphone cordless
$20
Dance Floor — 500 sq. ft. thru 1000 sq. ft.
$200
Dance Floor- less than 500 sq. ft.
$100
Table Signs: 1-10
$10
Table Signs: 1-20
$20
Table Signs: 1-30
$30
Table Signs: 1-40
$40
Projection Screen
No charge
Easel
No charge
Flags
No charge
Podium with microphone
No charge
• Tables and chairs are included in the room rental fee.
• Linens, cutlery and decorations are not included with the room rental fee.
• Replacement fee will be assessed if equipment is damaged or destroyed.
Package Fee Options:
Reception/Party Package Option A: $225 — Includes Dance floor up to 1,000 sq. ft. and any other equipment offered by
the city for rent.
Reception/Party Package Option B: $125 — Includes Dance floor less than 500 sq. ft. and any other equipment offered
by the city for rent.
Business Meeting Package: $50 — Includes all Equipment offered by the city for rent (except dance floors).
Outdoor Usage Fee: $100 --Used in conjunction with Grand View Ballroom rental, specific outdoor area will be
designated to renter/party. (Also requires an additional $200 cleaning deposit with use).
21
XII. -- Tenant/User Insurance Coverage
Information and Fees
♦ This section is provided to those who do not have their own insurance that meets the requirements of the
Diamond Bar Center Facility Use Policies.
♦ If the applicant is unable to provide adequate insurance, the City of Diamond Bar, for a fee, makes available
the Tenant/User insurance coverage described in the following five pages.
How to use this section:
1. Locate the type of activity you plan to conduct on Hazard Schedules I, II, or III.
2. Determine the number of people you expect at your activity. For multiple day activities, estimate the total
attendance for all the days the activity will take place. Multiple day events are limited to five consecutive
days, unless additional days are approved by the insurance provider.
3. The estimated premium amount corresponds with the Hazard Class I, II or III for your total estimated
attendance (page 26).
4. If alcoholic beverages are to be served, add $65.65 for each day of the event to the premium amount from
page 26. Alcoholic beverages are allowed only at Hazard Class I events, unless approved by the insurance
provider.
5. See sample calculations of premium on the bottom of page 26.
6. Rates are subject to change without notice.
7. For assistance with or questions about Tenant/User insurance coverage, please contact the Diamond Bar
Center Staff at 909.839.7070.
22
a�
TO:
FROM:
ADDRESS:
ORGANIZATION:
VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL
AGENDA #/SUBJECT:
CITY CLERK
DATE: �`-
�;� �' 1 PHONE:'`. j `1
I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect m,
name and address as written above.
Signature
VOLUNTARY REQUEST TO ADDRESS THE CITY COUNCIL
TO:
FROM:
ADDRESS:
ORGANIZATION:
AGENDA #/SUBJECT:
CITY CLERK
j
DATE: I S
PHONE:
I expect to address the Council on the subject agenda item. Please have the Council Minutes reflect my
name and address as written above.
Signature