Agenda packet, special meeting, second session — Laguna Hills City Council, February 27, 2024

CITY OF LAGUNA HILLS

CITY COUNCIL

SPECIAL MEETING AGENDA
Tuesday, February 27, 2024 – 5:00 PM
Dave Wheeler, Mayor
Joshua Sweeney, Mayor Pro Tempore Don Caskey, Council Member Janine Heft, Council Member Erica Pezold, Council Member Location: City Council Chamber, 24035 El Toro Road, Laguna Hills, CA 92653 Any person wishing to address the City Council only on items listed on this Agenda, is asked to complete a pink “Request to Speak” form available on the table at the back of the room. The completed form is to be submitted to the City Clerk prior to an individual being heard by the City Council. Completion of the form is voluntary. All persons may attend the meeting regardless of whether this form is completed.

Members of the public wishing to address the City Council can do so only on items listed on this Special Meeting Agenda during the Public Comments portion of the Agenda with a time limitation of three minutes per person, an overall time limit of ten minutes for any one subject, and a total time limit of thirty minutes for Public Comments.

Submission of Electronic Public Comments: While you may attend this meeting in person, those wishing to make electronic public may submit comments on items listed on this agenda only, by email to the City Clerk at [email protected], by 3:00 p.m. on February 27, 2024. In the subject line of the email, please state your name and the item number you are commenting on. Any public comment received that does not specify a particular agenda item number will be announced during the general public comment portion of the agenda. If you wish to submit a public comment on more than one agenda item, please send a separate email for each item you are commenting on. All comments received by 3:00 p.m. on the date of the meeting will be provided to the City Council in advance to allow time for the Council Members to read them.

Announcement of Electronic Public Comments: During the applicable agenda item, the City Clerk will announce the name of the sender and subject matter of all email comments received by 3:00 p.m. on February 27, 2024. Email comments will NOT be read by the City Clerk during the meeting. Electronic public comments may only be submitted via email and comments via text and social media (Facebook, Twitter, etc.) will not be accepted. The email comments, including your name, will become part of the record of the City Council meeting and will be public information.

City of Laguna Hills City Council Tuesday, February 27, 2024 Special Meeting Agenda
2 CALL TO ORDER
Resolution No. 96-04-09-1 established rules of decorum for public meetings held by the City of Laguna Hills. Resolution No. 96-04-09-1 is available on the table at the back of the City Council Chamber.

ROLL CALL OF CITY COUNCIL MEMBERS

PUBLIC COMMENTS
Members of the public may address the City Council only on items listed on the Special Meeting Agenda. Public comments are limited to three minutes per person, an overall time limit of ten minutes for any one subject, and a total time limit of thirty minutes.

CITY COUNCIL WORKSHOP ITEMS
1 Update of City Council Policy 317 - Public Facility Reservation & Use Policy, Related to the Use of City Facilities Such as Community Center Rooms, Parks, Athletic Fields, Courts, and Gymnasium
Recommendation: That the City Council adopt a Resolution entitled: "A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAGUNA HILLS, CALIFORNIA, ADOPTING UPDATES TO CITY COUNCIL POLICY NO. 317." 2 Update on Comprehensive Review of City Council Policies and Administrative Orders
Recommendation: That the City Council review the City Council Policies and Administrative Orders and provide direction to staff.

ADJOURNMENT
The next Regular Meeting of the City Council/Planning Agency will be February 27, 2024, at 7:00 p.m., in the City Council Chamber, located at 24035 El Toro Road, Laguna Hills, California.

CERTIFICATION
I, JENNIFER LEE, City Clerk of the City of Laguna Hills, do hereby certify that a copy of the foregoing Agenda was posted at Laguna Hills City Hall, Laguna Hills Community Center, and the Courtyard at La Paz Center by February 26, 2024, at 5:00 p.m.

February 22, 2024
Jennifer Lee, City Clerk Date
City of Laguna Hills City Council Tuesday, February 27, 2024 Special Meeting Agenda
3 In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, you should contact the office of the City Clerk at (949) 707-2635. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting.

Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 24035 El Toro Road, Laguna Hills, California, during normal business hours.

City of Laguna Hills
City Council/Planning Agency
Staff Report
DATE: February 27, 2024
TO: Mayor and Council Members
FROM: David Reynolds
Deputy City Manager/Community Services Director
ISSUE: Update of City Council Policy 317 - Public Facility Reservation & Use Policy, Related to the Use of City Facilities Such as Community Center Rooms, Parks, Athletic Fields, Courts, and Gymnasium
RECOMMENDATION: That the City Council adopt a Resolution entitled: "A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAGUNA HILLS, CALIFORNIA, ADOPTING UPDATES TO CITY COUNCIL POLICY NO. 317."
SUMMARY:

An updated City Council Policy 317 – “Public Facility Reservation & Use Policy” (“Policy 317”) was presented to the City Council on February 13, 2024. Policy 317 provides procedures and guidelines for public rental use of the City’s recreation facilities such as the Community Center rooms, athletic fields, parks, picnic areas, and gymnasium. At the February 13, 2024, meeting, the City Council provided feedback to staff on Policy 317 and directed staff to bring this item back to the City Council and its next meeting of February 27, 2024, to allow more time for Policy 317 review. Subsequently, the Mayor met with staff on February 20, 2024, to review Policy 317 and provided additional comments and potential revisions to the policy. It was then determined that a workshop should be scheduled to further review Policy 317 with the Council prior to the February 27, 2024, meeting.

The major updates to Policy 317 include changes to the hours when reservations can occur, revisions to the insurance and security guard requirements, and the addition of more policies and procedures for events serving alcohol. There have been no additional 1 Packet Pg. 4
City Council Policy 317 Reservation Policy Update
February 27, 2024

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revisions to the proposed Policy 317 as attached to this staff report since the meeting of February 13, 2024. Staff intends to provide handouts to the Council during the workshop to highlight potential revisions to the policy in light of Council’s comments.

FISCAL IMPACT:

Revising the time that events must end at the Community Center during the weekends, as proposed in the attached revisions to Policy 317, may reduce facility rental revenue.

For example, rental weekend hours after 11:00 pm totaled 114 hours in 2023 for the Heritage Room. This totaled approximately $30,500 in revenue.

Rental fees are not established by Policy 317, but are set by a separate City Council Resolution. Proposed adjustments to facility rental fees will be brought to the City Council at a later date.

ATTACHMENTS:
• Attachment 1 - proposed City Council Resolution and Exhibit A, revised Policy No. 317
• Attachment 2 - redlined version of Policy 317
• Attachment 3 - Policy 317 - Public Facility Reservation and Use Policy, Aug. 28, 2018
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Attachment 1

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Attachment: Attachment 1 - proposed City Council Resolution and Exhibit A, revised Policy No. 317 (3435 : City Council Policy 317 Reservation 1783711.1
RESOLUTION NO. 2024-02-13-X

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

LAGUNA HILLS, CALIFORNIA, ADOPTING UPDATES TO
CITY COUNCIL POLICY NO. 317.

The City Council of the City of Laguna Hills, California, hereby finds, determines, declares, and resolves as follows:

WHEREAS, from 1997 through 2016 the City Council approved and periodically updated several City Council policies which established procedures regarding rental reservations for City parks and recreation facilities such as fields, parks, community center rooms, special events, and other outdoor park and recreation amenities; and WHEREAS, City staff last updated these policies in 2018 by consolidating them into one comprehensive policy: Policy No. 317 - “Public Facility Reservation and Use Policy”; and
WHEREAS, the City Council approved Policy No. 317 on August 28, 2018, by adopting City Council Resolution No. 2018-08-28-7; and
WHEREAS, City staff updated Policy No. 317, which, as modified, is attached hereto; and
WHEREAS, the purpose of the proposed updates is to enhance and strengthen existing City Council approved policies and procedures concerning the reservation and exclusive use of City facilities and parks; and
WHEREAS, the Parks and Recreation Commission first reviewed proposed updates to City Council Policy No. 317 at its June 7, 2023 meeting; and WHEREAS, staff worked with the City Attorney’s office on final proposed updates to City Council Policy No. 317 after the June 7, 2023 Parks and Recreation Commission Meeting; and
WHEREAS, the Parks and Recreation Commission again reviewed the proposed updates to City Council Policy No. 317 at its February 7, 2024 meeting; and WHEREAS, the Parks and Recreation Commission has recommended to the City Council approval and adoption of the proposed updates to City Council Policy No. 317.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAGUNA

HILLS, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE, AND ORDER AS FOLLOWS:

SECTION 1. The foregoing recitals set forth above are true and correct and are incorporated by reference herein.

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1783711.1
SECTION 2. City Council Policy No. 317, entitled, “Public Facility Reservation and Use Policy," is hereby approved and adopted as set forth in Exhibit “A,” a copy of which is attached hereto and is incorporated herein by reference.

PASSED, APPROVED AND ADOPTED this 13th day of February, 2024. ____________________________________

DAVE WHEELER, MAYOR
ATTEST:
______________________________________

JENNIFER LEE, CITY CLERK

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1783711.1

STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss

CITY OF LAGUNA HILLS )
I, Jennifer Lee, City Clerk of the City of Laguna Hills, California, DO HEREBY CERTIFY that the foregoing is a true and correct copy of Resolution No. 2023-XX-XX-X adopted by the City Council of the City of Laguna Hills, California, at a Regular Meeting thereof held on the 13th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
(SEAL)
_____________________________________

JENNIFER LEE, CITY CLERK

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Attachment: Attachment 1 - proposed City Council Resolution and Exhibit A, revised Policy No. 317 (3435 : City Council Policy 317 Reservation

EXHIBIT A
1783698.1

CITY OF LAGUNA HILLS
City Council Policy
Subject: Public Facility Reservation & Use Policy

Policy No. 317
Effective Date: August 28, 2018
Last Revision: xxxxxx, 2024
PURPOSE:

To establish policies and procedures, in conjunction with the Park and Recreation Facility Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04, 8-10), with respect to authorizing reserved and exclusive use of City Facilities and Parks.

DEFINITIONS:

Applicant – means a Person applying for a Facility Permit for Director approval, or in possession of an approved Facility Permit.

Alcoholic Beverages – means alcohol, spirits, liquor, wine, beer, and every liquid or solid containing one-half of one percent or more of alcohol by volume and which is fit for beverage purposes either alone or when diluted, mixed, or combined with other substances.

Athletic Fields or Courts – means all ball diamonds, soccer fields, roller hockey rinks, and volleyball, basketball, and tennis courts owned, operated, or maintained by the City.

Community Center – means any portion of, whether indoors or outdoors, the Laguna Hills Community Center building located at 25555 Alicia Parkway, Laguna Hills.

Department – means Community Services Department.

Director – means the Community Services Director, the Community Services Director’s designee, the Deputy City Manager, or the Deputy City Manager’s designee.

Eviction – means expulsion from a City Facility and, if applicable, revocation of a Facility Permit.

Exclusive Use – means the right to use a City Facility, or portion thereof, for any activity at a specified time, on one or more occasions, to the exclusion of others.

Facility(ies) – means all City owned or maintained property, whether indoors or outdoors.

Facility Permit – means written permission issued by the Director authorizing a person or group to conduct specified activities within a City Facility, and/or authorizing the exclusive use of a City Facility, or portion thereof, by such persons or groups.

Large Group – means any organized activity in which fifty (50) or more individuals are expected to participate or attend.

Minors – means persons under 18 years of age.

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Park – means all parks, park-related buildings, facilities and grounds, recreational facilities, recreational areas, athletic fields or courts, and open space areas owned, operated, maintained, or controlled by the City.

Person – means every individual, firm, corporation, joint venture, association, social club, or any group or combination activity as a unit.

GENERAL FACILITY RESERVATION & USE POLICIES & PROCEDURES:

The following policies and procedures apply to all Facility rentals.

Facility Permits:

A Facility Permit must be obtained from the Community Services Department of the City of Laguna Hills, and all required deposits and fees paid before any Person shall occupy any part of a Facility on a reserved and exclusive-use basis or for any other activity listed in the Park and Recreation Facility Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04 and 8-10).
a) The following activities, require the issuance of a Facility Permit and Director approval. These activities must be noted on an application. i. The exclusive use of any public Park, or portion thereof, which has been designated by the Director as requiring a Facility Permit. ii. Any activity involving the temporary erection or placement on Park property of stages, booths, generators, platforms, pitching machines, sculptures, and other art works, inflatable bounce houses or similar play equipment, rock climbing walls, or other similar structures or portable recreational equipment.
iii. The sale of any goods, wares, merchandise, food, or beverages in connection with a permitted group activity.
iv. Any activity involving the use of live music or amplified sound or music systems including, without limitation, loudspeakers or other amplification devices or public address systems.
v. Any recurrent athletic league, club, team, or group sporting activity including but not limited to games, practices, scrimmages, exhibitions, clinics, or other team-sport or athletic-related events or activities.
vi. Any organized activity in which fifty (50) or more individuals (Large Group) are expected to participate or attend, or to which the public is invited, or which requires special city services. Such group activities include, but are not limited to: picnics; gatherings; meetings; parades; camp-outs; plays; musical events; art shows; exhibitions; athletic events; concerts; expos; markets; fairs; festivals; lectures; or any type of entertainment or theatrical performances.
vii. Any other activity or use identified in Chapter 8-04 of the Laguna Hills Municipal Code as requiring a Facility Permit.
b) A permittee shall be bound by all City rules and regulations, by all applicable City Ordinances and applicable provisions of state and federal law.

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c) The City is not and shall not be held responsible for the loss, damage, or theft of equipment or articles owned or controlled by Facility users. d) A Facility Permit may not be transferred, assigned, or sublet. e) Any group using City Facilities outside of the established hours of operation, as approved by the Director, shall pay for each or any part of an hour for each City staff member assisting with the Facility reservation, in addition to the regular rental fee as established by City Council resolution.
f) Facility reservations may be booked up to one year in advance. g) City staff reserves the right to full access and inspection of all Facility reservation areas at any time.
h) Refunds of Facility rental fees and/or deposit fees may take up to 45 days to process if cash or checks are used.
i) Facility Permits will only be issued to persons 18 years of age and older, unless the application includes the use of Alcoholic Beverages in which case, reservations will only be issued to persons 21 years of age or older.
j) Groups of less than 50 individuals (or less than a Large Group) may reserve a Park via a Facility Permit if they desire to assure use of the Facility. k) Large Group Park use will not be permitted on consecutive weekend days at the same Park without special approval from the Director.
l) A Facility Permit is required for the placement of any sanitation facilities (i.e. porta potties) in a Park.
m) Activities for Minors must be supervised by responsible adults at the ratio of one adult for every twenty Minors.
n) Facility Permit requests for parties, events, or activities for a Minor will ONLY be issued to a parent or legal guardian of the Minor and who will also be attending the event.
o) All Facility rental fees and deposits are set by City Council resolution except for charges for security services and insurance which are established by City’s thirdparty vendors.

Application Process:

An Applicant seeking issuance of a Facility Permit shall file an application with the Department. The application must be received at least thirty (30) days in advance of desired reservation date(s). Requests received less than thirty (30) days in advance will

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be granted if conditions allow and payment for these reservations shall be paid in full when the request is made and the application is approved. a) An application must be submitted by an individual who is representing the group, association, firm, or corporation and is responsible for the Facility reservation. An Applicant must have official authorization to apply on behalf of an organization.

Applicant must include in the application:
i. The name, address, and contact information of the Applicant. ii. The name and address of the person, persons, corporation, or association sponsoring the activity, together with a list of the responsible officers and directors to whom notices and claims for damages may be directed. iii. The day and hours for which the permit is desired (including set up and clean up times).
iv. The Facility or Facilities for which such permit is desired. v. A numerical estimate of the anticipated attendance. (Attendance cannot exceed posted room occupancies).
vi. The percentage of the Applicant’s group who are residents of the City of Laguna Hills if requested. (Reasonable evidence of residential status may be required at the discretion of the Director).
vii. Any other information that the City finds reasonable or necessary to safeguard City Facilities and the public.
b) An Applicant must specify an exact list of the equipment that the Applicant desires to bring to Facility during a reservation. A map showing the locations of equipment may be required.
c) Deposit fees (or refundable deposit) will be collected at the time of application submittal and prior to issuance of Facility Permit. Certain deposit fees are refundable, as set forth by City Council Resolution, unless the deposit fee, or a portion thereof, is used to cover Department’s costs for cleaning and/or damage caused by a Person’s Facility reservation, to cover unpaid balances with rental fees, insurance, or security guard services, to cover cancellation fees, or if an Applicant fails to abide by the Community Center Facility Rental Hours or the rental times specified on the Facility Permit.
i. It is the responsibility of the Applicant to inform Department staff of any changes in address in order to process deposit refunds. ii. If an Applicant’s deposit fee refund on file with the City has not been deposited by the Applicant within six months after the reservation date, then the City will retain the deposit fee.
d) The entire time needed to prepare food, decorate the Facilities, or set-up before the event, and to completely clean up after the event must be reserved by the Applicant and must be stated on the application form. Early arrival or late departure, by a caterer or any member of the Applicant’s party will result in additional fees and forfeiture of deposit.

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e) Depending on the nature of the event, Applicants may be required to meet with Department staff at least fourteen (14) days before event to personally review Applicant’s needs, set up, and Department Facility rules and regulations.

Standards of Issuance:

The Director may issue a Facility Permit hereunder when it is found:
a) That the proposed activity or use of a City Facility will not unreasonably interfere with general public enjoyment of other facilities;
b) That the proposed activity or use will not unreasonably interfere with public health, welfare, safety, or recreation;
c) That the proposed activity or use is not unlawful;
d) That the proposed activity or use will not entail unusual, extraordinary, or burdensome expense to the City or require costly police support or assistance; e) That the City Facility desired has not been previously reserved; f) That the Applicant, if applying on behalf of a firm, corporation, joint venture, association, social club, or any group or combination activity as a unit, be organized and in existence for at least thirty (30) days prior to seeking a Facility Permit;
g) That required fees have been paid; and
h) That evidence of insurance acceptable to the City has been provided.

Reservation and Use Priority:

Priority of use for all City Facilities shall be as follows:
1) City programs and events including those activities and events that the City of Laguna Hills is cosponsoring.
2) Laguna Hills sports organizations directly sponsoring youth programs open to all youth participants and predominately serving Laguna Hills youth. Local youth and adult organizations and groups such as service clubs, churches, and veterans, whose membership is open to the public, provided such organization and/or group carries out its activities through an existing bona fide office, an existing recognized place of worship, or an established meeting place that is physically located within the City of Laguna Hills.
3) Residents of the City of Laguna Hills.
4) Local merchants of the City of Laguna Hills wishing to reserve and make use of facilities for an activity directly related to their business pursuits within the City. 5) Non-resident nonprofit organizations.
6) Non-resident individuals and businesses.

Verification of Classification:

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(CATEGORY A) - Resident Nonprofit: Local clubs and organizations that are open to the general public and have their headquarters in the City of Laguna Hills.

Application for nonprofit rentals must include a Federal Tax Exempt I.D. number, and may require proof of same by showing either a “Statement of Domestic Nonprofit Organization” filed with the State of California or nonprofit tax identification number.
(CATEGORY B) - Resident Private: Individuals, clubs, organizations, and other groups, with a City of Laguna Hills address, and/or where its participants/memberships are made up of at least 50% residents from the City of Laguna Hills. Proof of residency may be required.
(CATEGORY C) - Non-Resident Nonprofit: Nonprofit clubs, organizations, and other groups that are non-residents of the City of Laguna Hills. Documentation required as stated above.
(CATEGORY D) - Non-Resident Private: Individuals, clubs, organizations, and other that are non-residents of the City of Laguna Hills. (CATEGORY E) - Commercial: Business entities within or outside of the City of Laguna Hills boundaries.

Laguna Hills Youth Sports Organization Verification:

Application for Laguna Hills Youth Sports Organization Facility use must include a Federal Tax Exempt I.D. number, and may require proof of same by showing either a “Statement of Domestic Nonprofit Organization” filed with the State of California or nonprofit tax identification number. Appropriate documentation to verify Resident Nonprofit status may also be requested which includes, but is not limited to, team rosters, utility bills from team player’s place of residence, sports organization’s bylaws, mission statements or equivalent.

Laguna Hills nonprofit youth sports organizations are defined as local nonprofit volunteer organizations that are comprised predominately of Laguna Hills resident youths. These organizations maintain a “no cut” policy where every child is not denied the opportunity to play and registration is open to all Laguna Hills’ children. In addition, the youth sports organization is administered by volunteer Laguna Hills residents that serve as officers, coaches, commissioners, or board of directors and do not receive any compensation for their volunteer service.

Outdoor Park Amenities Use:

Outdoor Park amenities (including open areas, volleyball and basketball courts, picnic tables, BBQs, etc.) may be reserved for up to three (3) hours of use in conjunction with a group picnic reservation when available. To request the use of an outdoor Park amenity as stated above, Applicant must indicate a three (3) hour time slot on the Facility Permit application.

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All outdoor Park amenities (including open areas, volleyball and basketball courts, picnic tables, BBQs, etc.) are available on a first come, first serve basis unless a Facility Permit is required in accordance to section “Facility Permits” of this policy.

Policy Interpretation:

It is the policy of the City of Laguna Hills to grant the Department administrative discretion to interpret and adjust the general rules of this policy to meet specific needs of Applicants and the City. Appeals must be made to the City Manager whose decision shall be final.

Payments:

Deposit fees (or refundable deposit) will be collected at the time of application submittal and prior to issuance of Facility Permit (See “Application Process”). Remaining balance of Rental fees is due at least thirty (30) days prior to event. Personal checks will not be accepted when any payment is made less than fourteen (14) calendar days from the date of a reservation.

All receipts for payments and any reimbursements will be made to the Applicant only, regardless of payment source. Payments shall always be noted with event date(s), Facility reserved, and responsible party for reservation.

Disruptive Behavior
Applicant’s conduct or behavior that disrupts, disturbs, or otherwise impedes the orderly conduct of the scheduled activity permitted, or with the administration of City Facilities by City personnel and/or the enjoyment of others using a Park or Facility is strictly prohibited.

Applicants are responsible for controlling noise that may be disturbing to other activities occurring at a Park or Facility, or that may negatively impact a surrounding neighborhood.

Applicants who engage in such disruptive conduct shall be subject to Eviction in accordance to the City of Laguna Hills’ Municipal Code and may also result in the revocation of a Facility Permit.

Revocation:

The Director shall have the authority to summarily revoke a Facility Permit upon finding a violation of any provision, hereof, or upon finding a violation of any applicable City Ordinances, City rules and regulations, and/or state law. The individual or group will not be issued a permit for twelve months from date of the violation.

Appeal:

If an application and/or a Facility Permit is denied or revoked by the Director, an appeal may be made to the City Manager in writing within five (5) business days of the Director’s decision. The City Manager is not required to consider a late-filed appeal. The City Manager’s decision on the appeal is final.

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Waiver of Fees:

Any and all applicable fees may be waived or reduced, at the sole discretion of the City Manager, for public school activities and events and governmental purposes, as well as for community activities and events that are sponsored or co-sponsored by the City. The decision of the City Manager shall be final.

Limitation of Use:

The City reserves the right to limit the hours of use of Park Facilities to prevent adverse effect or conditions to adjacent residents or damage to the Facilities or turf because of excessive use.

Security Services:

The City reserves the right to require security guard services for any activities held at City Facilities at the Director’s discretion. All events serving Alcoholic Beverages require security. Events with 0-99 attendees require one (1) security guard. Events with 100+ attendees require two (2) security guards.

Department staff will arrange for a security guard service company on behalf of Applicant. Security guard service will be scheduled for entire event time specified on the Facility Permit.

The Applicant is responsible for the cost of security guard services. Cost for security guard services are in addition to the Facility rental rates. Information regarding charges for security services will be provided to the Applicant upon Facility booking, subject to change if the terms and parameters of the reservation are modified.

Insurance Requirements:

Insurance is required for all indoor Facility rentals. Information regarding insurance coverage requirements will be provided to the Applicant upon Facility booking.

Applicant is responsible for the cost of insurance and providing the City with the required Certificate of Insurance and endorsements at least ten (10) days prior to Applicant’s use of Facility(ies). If insurance is not provided to the City at least (10) days prior to the Applicant’s reservation, the reservation is subject to cancellation.

If the Applicant’s insurance cannot meet City requirements, or Applicant elects to use the City’s insurer, Department staff will arrange for insurance coverage on Applicant’s behalf and the Applicant will be responsible for paying the cost of such coverage at the time of application. Cost for insurance coverage is in addition to the Facility rental rates.

The Director, in his or her discretion, may require Applicant to secure insurance coverage as described above for an outdoor Facility reservation dependent upon the

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nature of the activity. Insurance coverage requirements are subject to change if the terms and parameters of the reservation are modified.

Damage to Facility:

Any person or group causing property or equipment damage to City Facilities, including damage or defacement to amenities such as grass, foliage, carpet, walls, flooring, displays, signs, playground equipment, etc. will be required to pay for such damage (based on current cost of repair or replacement as established by the City). The City shall use Applicant’s deposit fee to cover costs of damage and will bill the Applicant for any outstanding balance to cover full costs of damage if applicable. Until such outstanding payment is received, the City may revoke Applicant’s current Facility Permit and reject future applications.

Smoking:

Smoking in City Parks and the Community Center is strictly prohibited per the City of Laguna Hills Municipal Code.

Alcohol Use:

No Person shall consume, possess or sell any Alcoholic Beverages within a designated Park. This prohibition shall not apply to reservations conducted at the Community Center in accordance with applicable City policies and an approved Facility Permit (see “Community Center Alcohol Use”).

Sale of Food:

A health permit is required from the County of Orange Healthcare Agency when food will be sold during a Facility reservation, or in the opinion of the Director a health permit is required. A copy of the health permit shall be filed with Department to be included in Applicant’s Facility Permit.

Glass Containers:

No Person shall bring into, or have in his or her possession, in a Park a glass container.

This prohibition shall not apply to reservations occurring at the Community Center in accordance with an approved Facility Permit.

Use of City Seal and Reference to City:

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iii. use of any image of City Facilities in reservation event advertisement, or in any manner that would suggest City sponsorship or endorsement; or iv. use of the City name, City Facility name, City address, a City email, and/or City phone number as the official address or official contact information for a Person’s reservation event.

The City does not restrict a Person from using a Facility name and address to advertise the location of a Person’s reservation event. For example:

Applicant’s name of event will be held at:

Laguna Hills Community Center and Sports Complex
25555 Alicia Parkway
Laguna Hills, CA 92653
Cleaning after Reservation
It is the Applicant’s responsibility to clean entire rented Facilities, and all equipment used, to the condition prior to the Facilities reservation and to the satisfaction of Department staff.

In the event Applicant does not clean the Facilities, or does not clean the Facilities to the satisfaction of Department staff, the Department shall use Applicant’s deposit fee to cover cleaning costs and will bill the Applicant any additional cleaning costs not covered under deposit fee.

Until entire payment is received for total cleaning costs, the City may revoke Applicant’s current Facility Permit and reject future applications.

Signs:

Applicants must note requested signage as well as desired locations on Applicant’s Facility Permit. The proposed location of any requested sign(s) must be approved in advance by the Director and will only be permitted for display during the reservation hours designated on the Facility Permit.

Notwithstanding the forgoing, signs that contain any of the following are prohibited: 1) Content not related to the purpose of Applicant’s Facility reservation; 2) Content that defames, abuses harasses, stalks, threaten or violates the legal rights of others; 3) Sexual content, profanity, vulgarity, obscenity, racism, hatred, slander, threats, and/or violence; 4) Content that is not appropriate for all age groups; 5) Content that promotes, fosters, or perpetuates discrimination or personal attacks on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability, or sexual orientation; 6) Content that

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contains personal information about another person or that violates a person’s privacy; and/or 7) Content that promotes or encourages illegal activity.

Any signs that are placed in an unapproved location or that violate this policy will be immediately removed and the Applicant’s Facility Permit may be subject to revocation.

Trash and Recycling Requirement:

All Applicants are required to recycle their trash during their Facility use. Information about the City’s recycling requirements will be shared with Applicants at the time of application.

Applicants who will be selling or serving food as part of their Facility reservation are required to recycle all food waste (organic waste).

Dependent on the nature of the event, Department staff may require Applicant to develop a recycling plan and any additional trash and recycling services in addition to the City’s current service levels will be borne by the Applicant.

Failure by Applicant to adequately recycle their trash during their Facility reservation may result in the forfeit of a Person’s deposit fee (or a portion thereof).

Cancellations:

The Department requests that Persons cancel their reservations at least thirty (30) days prior to their reservation date as stated on an approved Facility Permit. Cancellations are subject to cancellation fees as established by City Council Resolution. Cancellations made less than thirty (30) days prior to a reservation will forfeit the Applicant’s Facility deposit.

COMMUNITY CENTER FACILITY RESERVATION & USE POLICIES & PROCEDURES:

In addition to the “General Facility Reservation & Use Policies & Procedures” stated above, the following policies and procedures shall also apply to reservations and use of the Community Center.

Community Center Facility Rental Hours:

Community Center Facilities can be rented during the following hours:

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“Event must end Time” as noted above, and all guests not participating in the clean-up of the event must leave the event.
b) Forfeiture of one half of the deposit may be applied to Facility reservations that runs up to one half hour past 11:00 pm on Monday – Saturdays, and up to one half hour past 7:00 pm on Sundays, or for a reservation that runs after the end time (including clean-up time) specified on the Facility Permit up to one half hour. c) Applicant will forfeit the full amount of deposit if Facility rental runs past 11:30 pm on Monday – Saturdays, and 7:30pm on Sundays, or for a reservation that runs more than one half hour after the end time (including clean-up time) specified on the Facility Permit.
d) The weekend rate will begin at 5:00 p.m. on Fridays and end on 7:00 pm on Sundays.
e) Applicants will be charged time and one half hourly rental rate for early arrival. f) There is a two (2) hour minimum hourly rental rate for Community Center Facility rentals.

Mandatory Site Meeting:

A mandatory site meeting will be scheduled with the Applicant and Department staff at the Community Center. The site meeting appointment should be made at least fourteen (14) days prior to the event. Any caterer or special event coordinator should also attend the site meeting. Failure to complete a site meeting could result in a cancellation of the event and forfeiture of fees and deposits.

The Applicant is the only person who may request changes to the reservation.

Community Center Setup/Cleanup:

Usage time on the application must include all Facility preparation, including an Applicant’s setup and decoration time by caterer and/or user, as well as cleanup time following use.

Applicants will not be allowed to occupy the Facilities during times not listed on the Facility Permit. Reservations are based upon use within the specified time period on Facility Permit and any additional use is subject to additional charges as follows:

Department staff will be on hand to admit Applicant to the rented Facilities at the time specified on the approved Facility Permit.

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City staff will set up all tables, chairs, and equipment according to the set-up plans provided. If no set up plan is submitted, City staff will set up the reservation according to standard set up configurations for the type and size indicated on the application.

Only one setup per group will be provided. Requests for changes to room setup after the setup is completed in accordance to the Facility Permit plan will not be accommodated.

Facilities must be left in the same condition in which they were found. Department staff will provide Applicant with a clean-up checklist that must be filled out before and after the activity to determine needed clean up or repairs before and after the rental. If the Facility is not cleaned to the conditions prior to Applicant’s reservation, or to the satisfaction of the Department staff, the Applicant will pay for cleaning costs which will be deducted from Applicant’s deposit fee. If clean-up costs are more than the deposit fee, the Applicant will be responsible for paying the difference.

Community Center & Kitchen Reservation Amenities:
a) Rentals include the use of tables and chairs. Table covers are not provided. b) Styrofoam products are prohibited from use in the Community Center. c) Use of the kitchen must be included on the Facility Permit. Kitchen rental offers use of refrigerator/freezer, stove, oven(s), warmers, ice machine, and microwave. d) Eating, serving, and cooking utensils are not provided. Utensils must be provided by the Applicant and must all be removed promptly and completely upon conclusion of the event.
e) Refrigerator space may be limited due to active, on-going City programs. f) Equipment or furnishings shall not be removed or rearranged without prior written approval from the Director.

Community Center Decorations:

Decorations must be flame retardant. Decorations with hay or straw are prohibited.

Confetti, birdseed, popcorn, rice, or other material shall not be thrown. Nails, staples, tape, and similar hardware may not be used to attach materials to walls or ceilings in the Heritage Room. Glitter is not allowed. Open flames (i.e. candles) will not be allowed in the facilities, unless specifically authorized in writing by the Director.

All decorative and other items, such as approved signs, shall be removed by the end of the rental period. Do not drag heavy items on floors.

Limited Space and Storage:

Due to limited space, storage will not be provided for building rentals. All equipment, supplies, food, and decorations brought in by Applicant must be removed by the

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Applicant before leaving the building and within the rental time designated on Applicant’s Facility Permit.

Department staff are not authorized to sign for deliveries and are not authorized to permit any deliveries that vary from scheduled times.

The Department cannot be held responsible for any items delivered early or left behind.

The Applicant or event contact person must accept all deliveries.

The “set-up time” stated on the application form is the earliest time that any deliveries can be made.

Community Center Alcohol Use:

The following rules and guidelines apply to Alcoholic Beverages use at the Community Center.
a) Applicants requesting the use of Alcoholic Beverages must submit a proper application form with their Facility use application. An alcohol permit fee, set by City Council resolution, will be charged to all Applicants requesting to serve Alcoholic Beverages.
b) Applications to serve Alcoholic Beverages will not be considered for approval for any activity with a youth emphasis. This includes activities for Minors such as birthday parties, quinceaneras, bar and bat mitzvahs, or student activities. c) Alcoholic Beverages may not be served to Minors. Alcoholic Beverages are to be served only to persons 21 years of age and older.
d) Alcoholic Beverages are permitted only within the confines of the Laguna Hills Community Center building and adjacent patios and courtyard. e) Alcoholic Beverages cannot be served past 9:30 pm on Monday – Saturdays, and 5:30 pm on Sundays.
f) The maximum amount of time that Alcoholic Beverages may be served is 5 hours. g) Security is required for all events serving Alcoholic Beverages. h) Alcoholic Beverages may not be consumed while setting up or cleaning up an event.
i) A bartender is required for beer keg service or when hard alcohol is served. Hard alcohol means all Alcoholic Beverages except for wine or beer served in cans or bottles. Additionally, the following type of events require a bartender: weddings, wedding receptions, and memorial services. It is the responsibility of the Applicant to show proof the person serving Alcoholic Beverages is a qualified bartending graduate from an accredited institution (RBS and/or TIPS). The bartender CANNOT be a guest of the event and consume alcohol. The bartender

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must supervise the bar for the duration of alcohol being served (maximum of 5 hours).

The Director has the discretion to require a bartender for any event serving alcohol including events that will only serve wine and/or beer. j) An Alcohol Beverage Control (A.B.C.) License must be provided if Alcoholic Beverages are to be sold during the scheduled activity, if a donation is requested or admission is by donation, if admission is charged, or if presale is charged for an event where Alcoholic Beverages are present.
k) It is the responsibility of the Applicant to contact Alcohol Beverage Control to obtain a license. A letter regarding your event will be provided for you to present to the Alcohol Beverage Control License office. Contact Alcohol Beverage Control at:
28 Civic Center Plaza
Santa Ana, California
(714) 558-4101
l) A copy of the A.B.C. license must be submitted to the Community Services Department at least five (5) calendar days prior to your event. m) Any violation of these Alcoholic Beverages rules and guidelines will result in immediate termination of the event and the forfeiture of all rental fees and security deposit in full.
n) If Applicant’s event is not serving Alcoholic Beverages, as designated on the Applicant’s Facility Permit, and Alcoholic Beverages are found in or around the reserved Facility, the event will immediately be terminated and the Applicant will forfeit all rental fees and security deposit in full.

Hardwood Flooring:

Due to the special flooring, hard-soled shoes, food, or beverages are not allowed in the physical activity room and gymnasium.

Animals:

Animals will not be permitted inside the Community Center unless they are service dogs/animals used by those requiring such assistance.

ATTACHMENTS:
 City of Laguna Hills Rental Fees and Deposits Schedule (established by City Council Resolutions)

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CITY OF LAGUNA HILLS
City Council Policy
Subject: Public Facility Reservation & Use Policy

Policy No. 317
Effective Date: August 28, 2018
Last Revision: xxxxxx, 2024
PURPOSE:

DEFINITIONS:

Applicant – means a Person applying for a Facility Permit for Director approval, or in possession of an approved Facility Permit.

Athletic Fields or Courts – means all ball diamonds, soccer fields, roller hockey rinks, and volleyball, basketball, and tennis courts owned, operated, or maintained by the City.

Community Center – means any portion of, whether indoors or outdoors, the Laguna Hills Community Center building located at 25555 Alicia Parkway, Laguna Hills.

Department – means Community Services Department.

Director – means the Community Services Director, the Community Services Director’s designee, the Deputy City Manager, or the Deputy City Manager’s designee.

Eviction – means expulsion from a City Facility and, if applicable, revocation of a Facility Permit.

Exclusive Use – means the right to use a City Facility, or portion thereof, for any activity at a specified time, on one or more occasions, to the exclusion of others.

Facility(ies) – means all City owned or maintained property, whether indoors or outdoors.

Large Group – means any organized activity in which fifty (50) or more individuals are expected to participate or attend.

Minors – means persons under 18 years of age.

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Park – means all parks, park-related buildings, facilities and grounds, recreational facilities, recreational areas, athletic fields or courts, and open space areas owned, operated, maintained, or controlled by the City.

Person – means every individual, firm, corporation, joint venture, association, social club, or any group or combination activity as a unit.

GENERAL FACILITY RESERVATION & USE POLICIES & PROCEDURES:

The following policies and procedures apply to all Facility rentals.

Facility Permits:

A Facility Permit must be obtained from the Community Services Department of the City of Laguna Hills, and all required deposits and fees paid before any Person shall occupy any part of a Facility on a reserved and exclusive-use basis or for any other activity listed in the Park and Recreation Facility Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04 and 8-10).
a) The following activities, require the issuance of a Facility Permit and Director approval. These activities must be noted on an application. i. The exclusive use of any public Park, or portion thereof, which has been designated by the Director as requiring a Facility Permit. i.ii. Any activity involving the temporary erection or placement on Park property of stages, booths, generators, platforms, pitching machines, sculptures, and other art works, inflatable bounce houses or similar play equipment, rock climbing walls, or other similar structures or portable recreational equipment.
ii.iii. The sale of any goods, wares, merchandise, food, or beverages in connection with a permitted group activity.
iii.iv. Any activity involving the use of live music or amplified sound or music systems including, without limitation, loudspeakers or other amplification devices or public address systems.
iv.v. Any recurrent athletic league, club, team, or group sporting activity including but not limited to games, practices, scrimmages, exhibitions, clinics, or other team-sport or athletic-related events or activities.
vi. Any organized activity in which fifty (50) or more individuals (Large Group) are expected to participate or attend, or to which the public is invited, or which requires special city services. Such group activities include, but are not limited to: picnics; gatherings; meetings; parades; camp-outs; plays; musical events; art shows; exhibitions; athletic events; concerts; expos; markets; fairs; festivals; lectures; or any type of entertainment or theatrical performances.
v.vii. Any other activity or use identified in Chapter 8-04 of the Laguna Hills Municipal Code as requiring a Facility Permit.
b) A permittee shall be bound by all City rules and regulations, by all applicable City Ordinances and applicable provisions of state and federal law.

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c) The City is not and shall not be held responsible for the loss, damage, or theft of equipment or articles owned or controlled by Facility users. d) A Facility Permit may not be transferred, assigned, or sublet. e) Any group using City Facilities outside of the established hours of operation, as approved by the Director, shall pay for each or any part of an hour for each City staff member assisting with the Facility reservation, in addition to the regular rental fee as established by City Council resolution.
f) Facility reservations may be booked up to one year in advance. g) City staff reserves the right to full access and inspection of all Facility reservation areas at any time.
h) Refunds of Facility rental fees and/or deposit fees may take up to 45 days to process if cash or checks are used.
i) Facility Permits will only be issued to persons 18 years of age and older, unless the application includes the use of alcoholic beveragesAlcoholic Beverages in which case, reservations will only be issued to persons 21 years of age or older. j) Groups of less than 50 individuals (or less than a Large Group) may reserve a Park via a Facility Permit if they desire to assure use of the Facility. k) Large Group Park use will not be permitted on consecutive weekend days at the same Park without special approval from the Director.
l) A Facility Permit is required for the placement of any sanitation facilities (i.e. porta potties) in a Park.
m) Activities for Minors must be supervised by responsible adults at the ratio of one adult for every twenty Minors.

Rental Fees:
n) Facility Permit requests for parties, events, or activities for a Minor will ONLY be issued to a parent or legal guardian of the Minor and who will also be attending the event.

All Facility rental fees and deposits are set by City Council resolution. a) Community Center rental fee policies: except for charges for security services and insurance which are
i. The weekend rate, as established by City Council resolution, will begin at 5:00 p.m. on Fridays and end on 12:00 a.m. on Sundays.

City’s third-party vendors.

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ii. Applicants will be charged time and one half hourly rental rate for early arrival and late departure time not indicted on approved Facility Permit. iii.o) There is a two (2) hour minimum hourly rental rate for the Heritage Room, Classroom, and Art Room only.

Application Process:

An Applicant seeking issuance of a Facility Permit shall file an application with the Department. The application must be received at least fourteen (14thirty (30) days in advance of desired reservation date(s). Requests received less than fourteen (14thirty (30) days in advance will be granted if conditions allow and payment for these reservations shall be paid in full when the request is made and the application is approved.
a) An application must be submitted by an individual who is representing the group, association, firm, or corporation and is responsible for the Facility reservation. An Applicant must have official authorization to apply on behalf of an organization.

Applicant must include in the application:
i. The name, address, and contact information of the Applicant. ii. The name and address of the person, persons, corporation, or association sponsoring the activity, together with a list of the responsible officers and directors to whom notices and claims for damages may be directed. iii. The day and hours for which the permit is desired (including set up and clean up times).
iv. The Facility or Facilities for which such permit is desired. v. A numerical estimate of the anticipated attendance. (Attendance cannot exceed posted room occupancies).
vi. The percentage of the Applicant’s group who are residents of the City of Laguna Hills if requested. (Reasonable evidence of residential status may be required at the discretion of the Director).
vii. Any other information that the City finds reasonable or necessary to safeguard City Facilities and the public.
b) An Applicant must specify an exact list of the equipment that the Applicant desires to bring to Facility during a reservation. A map showing the locations of equipment may be required.
c) Deposit fees (or refundable deposit) will be collected at the time of application submittal and prior to issuance of Facility Permit. Certain deposit fees are refundable, as set forth by City Council Resolution, unless the deposit fee, or a portion there ofthereof, is used to cover Department’s costs for cleaning and/or damage caused by a Person’s facilityFacility reservation, to cover unpaid balances with rental fees, insurance processing costs, or security guard services, to cover cancellation fees. , or if an Applicant fails to abide by the Community Center Facility Rental Hours or the rental times specified on the Facility Permit.

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i. It is the responsibility of the Applicant to inform Department staff of any changes in address in order to process deposit refunds. ii. If an Applicant’s deposit fee refund on file with the City has not been deposited by the Applicant within six months after the reservation date, then the City will retain the deposit fee.
d) The entire time needed to prepare food, decorate the facilitiesFacilities, or set-up before the event, and to completely clean up after the event must be reserved by the Applicant and must be stated on the application form. Early arrival or late departure, by a caterer or any member of the Applicant’s party will result in additional fees and forfeiture of deposit.
e) Depending on the nature of the event, Applicants may be required to meet with Department staff at least fourteen (14) days before event to personally review Applicant’s needs, set up, and Department Facility rules and regulations.

Standards of Issuance:

The Director may issue a Facility Permit hereunder when it is found:
a) That the proposed activity or use of a City Facility will not unreasonably interfere with general public enjoyment of other facilities;
b) That the proposed activity or use will not unreasonably interfere with public health, welfare, safety, or recreation;
c) That the proposed activity or use is not unlawful;
d) That the proposed activity or use will not entail unusual, extraordinary, or burdensome expense to the City or require costly police support or assistance; e) That the City Facility desired has not been previously reserved; f) That the Applicant, if applying on behalf of a firm, corporation, joint venture, association, social club, or any group or combination activity as a unit, be organized and in existence for at least thirty (30) days prior to seeking a Facility Permit;
g) That required fees have been paid; and
h) That, if applicable, evidence of insurance acceptable to the City has been provided.

Reservation and Use Priority:

Priority of use for all City Facilities shall be as follows:
1) City programs, and events including those activities and events that the City of Laguna Hills is cosponsoring.
2) Laguna Hills sports organizations directly sponsoring youth programs open to all applicantsyouth participants and predominately serving Laguna Hills youth. Local youth and adult organizations and groups such as service clubs, churches, and veterans, whose membership is open to the public, provided such organization and/or group carries out its activities through an existing bona fide office, an existing recognized place of worship, or an established meeting place that is physically located within the City of Laguna Hills.
3) Residents of the City of Laguna Hills.

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4) Local merchants of the City of Laguna Hills wishing to reserve and make use of facilities for an activity directly related to their business pursuits within the City. 5) Non-resident nonprofit organizations.
6) Non-resident individuals and businesses.

Verification of Classification:

Any Applicant requesting a nonprofit classification must attach written verification and proof of nonprofit status to application. The status of an organization must be proved by the Applicant to the satisfaction of the Director.
(CATEGORY A) - Resident Nonprofit: Local clubs and organizations that are open to the general public and have their headquarters in the City of Laguna Hills.

Application for nonprofit rentals must include a Federal Tax Exempt I.D. number, and may require proof of same by showing either a “Statement of Domestic Nonprofit Organization” filed with the State of California or nonprofit tax identification number.
(CATEGORY B) - Resident Private: Individuals, clubs, organizations, and other groups, with a City of Laguna Hills address, and/or where its participants/memberships are made up of at least 50% residents from the City of Laguna Hills. Proof of residency ismay be required.
(CATEGORY C) - Non-Resident Nonprofit: Nonprofit clubs, organizations, and other groups that are non-residents of the City of Laguna Hills. Documentation required as stated above.
(CATEGORY D) - Non-Resident Private: Individuals, clubs, organizations, and other that are non-residents of the City of Laguna Hills. (CATEGORY E) - Commercial: Business entities within or outside of the City of Laguna Hills boundaries.

Laguna Hills Youth Sports Organization Verification:

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serve as officers, coaches, commissioners, or board of directors and do not receive any compensation for their volunteer service.

Outdoor Park Amenities Use:

Outdoor Park amenities (including fieldsopen areas, volleyball and basketball courts, picnic tables, BBQs, etc.) may be reserved for up to three (3) hours of use in conjunction with a group picnic reservation when available. To request the use of aan outdoor Park amenity as stated above, Applicant must indicate a three (3) hour time slot on the Facility Permit application.

All outdoor Park amenities are(including open areas, volleyball and basketball courts, picnic tables, BBQs, etc.) are available on a first come, first serve basis unless reserved as stated abovea Facility Permit is required in accordance to section “Facility Permits” of this policy.

Policy Interpretation:

Payments:

All payments are due fourteen (14) calendar days prior to scheduled use. Any balance due can be paid by credit card, cashier’s check, personal check, or money order.

However, personalDeposit fees (or refundable deposit) will be collected at the time of application submittal and prior to issuance of Facility Permit (See “Application Process”).

Remaining balance of Rental fees is due at least thirty (30) days prior to event. Personal checks will not be accepted when any payment is made less than fourteen (14) calendar days from the date of a reservation.

Any cash payment for a Facility Permit deposit and/or fees is limited to $500 per Person per day.

Disruptive Behavior
Applicant’s conduct or behavior that disrupts, disturbs, or otherwise impedes the orderly conduct of the scheduled activity permitted, or with the administration of City

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Facilities by City personnel and/or the enjoyment of others using a Park or Facility is strictly prohibited.

Applicants are responsible for controlling noise that may be disturbing to other activities occurring at a Park or Facility, or that may negatively impact a surrounding neighborhood.

Applicants who engage in such disruptive conduct shall be subject to Eviction in accordance to the City of Laguna Hills’ Municipal Code and may also result in the revocation of a Facility Permit.

Revocation:

Appeal:

Waiver of Fees:

Limitation of Use:

The City reserves the right to limit the hours of use of Park Facilities to prevent adverse effect or conditions to adjacent residents or damage to the Facilities or turf because of excessive use.

Security Services:

Department staff will arrange for a security guard service company on behalf of Applicant. Security guard service will be scheduled for entire event time specified on the Facility Permit.

The Applicant is responsible for the cost of security guard services. Cost for security guard services are in addition to the Facility rental rates. Information regarding charges

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for security services will be provided to the Applicant upon Facility booking, subject to change if the terms and parameters of the reservation are modified.

Insurance Requirements:

Dependent upon the nature of the proposed activity for a Facility rental, the City may, at its discretion, require the Applicant to purchase, through the Department’s insurance service provider, coverage naming the City of Laguna Hills, its officers and employees as additional insured. Insurance is required for all indoor Facility rentals. Information regarding insurance coverage requirements will be provided to the Applicant upon Facility booking. Applicant is responsible for the cost of insurance and providing the City with the required Certificate of Insurance and endorsements at least ten (10) days prior to Applicant’s use of Facility(ies). If insurance is not provided to the City at least (10) days prior to the Applicant’s reservation, the reservation is subject to cancellation.

If the Applicant’s insurance cannot meet City requirements, or Applicant elects to use the City’s insurer, Department staff will arrange for insurance coverage on Applicant’s behalf and the Applicant will be responsible for paying the cost of such coverage at the time of application. Information regarding Cost for insurance coverage requirements and charges will be providedis in addition to the Facility rental rates.

The Director, in his or her discretion, may require Applicant to secure insurance coverage as described above for an outdoor Facility reservation dependent upon Facility booking,the nature of the activity. Insurance coverage requirements are subject to change if the terms and parameters of the reservation are modified. Insurance coverage is required for any activities where alcohol is served.

Damage to Facility:

Any person or group causing property or equipment damage to City Facilities, including damage or defacement to Park amenities such as grass and, foliage, carpet, walls, flooring, displays, signs, playground equipment, etc. will be required to pay for such damage (based on current cost of repair or replacement as established by the City). The City shall use Applicant’s deposit fee to cover costs of damage and will bill the Applicant for any outstanding balance to cover full costs of damage if applicable. Until such outstanding payment is received, the City may revoke Applicant’s current Facility Permit and reject future applications.

Smoking:

Smoking in City Parks and the Community Center is strictly prohibited per the City of Laguna Hills Municipal Code.

Alcohol Use:

No Person shall consume, possess or sell any Alcoholic Beverages within a designated Park. This prohibition shall not apply to reservations conducted at the Community

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Center in accordance with applicable City policies and an approved Facility Permit (see “Community Center Alcohol Use”).

Sale of Food:

Glass Containers:

No Person shall bring into, or have in his or her possession, in a Park a glass container.

This prohibition shall not apply to reservations occurring at the Community Center in accordance with an approved Facility Permit.

Use of City Seal and Reference to City:

Any unauthorized references to the City that suggests (or can be interpreted as) the City is endorsing or sponsoring a Person’s Facility reservation event is strictly prohibited and may result in the revocation of a Facility Permit. Therefore, without prior written authorization from the City of Laguna Hills, it is prohibited for Persons to:
i. use the City Seal or emblem in any form of outreach and/or advertisement of a Person’s Facility reservation event; or
ii. use “The City of Laguna Hills,” or “City of Laguna Hills,” or “Laguna Hills Community Center,” or any variation thereof, in the title of a Person’s Facility reservation event advertisement, or in any manner that would suggest City sponsorship or endorsement; or
iii. use of any image of City Facilities in reservation event advertisement, or in any manner that would suggest City sponsorship or endorsement; or iv. use of the City name, City Facility name, City address, a City email, and/or City phone number as the official address or official contact information for a Person’s reservation event.

The City does not restrict a Person from using a Facility name and address to advertise the location of a Person’s reservation event. For example:

Applicant’s name of event will be held at:

Laguna Hills Community Center and Sports Complex
25555 Alicia Parkway
Laguna Hills, CA 92653

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Cleaning after Reservation
It is the Applicant’s responsibility to clean entire rented Facilities, and all equipment used, to the condition prior to the Facilities reservation and to the satisfaction of Department staff.

Until entire payment is received for total cleaning costs, the City may revoke Applicant’s current Facility Permit and reject future applications.

Signs:

Any signs that are placed in an unapproved location or that violate this policy will be immediately removed and the Applicant’s Facility Permit may be subject to revocation.

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Trash and Recycling Requirement:

All Applicants are required to recycle their trash during their Facility use. Information about the City’s recycling requirements will be shared with Applicants at the time of application.

Applicants who will be selling or serving food as part of their Facility reservation are required to recycle all food waste (organic waste).

Failure by Applicant to adequately recycle their trash during their Facility reservation may result in the forfeit of a Person’s deposit fee (or a portion thereof).

Cancellations:

The Department requests that Persons cancel their reservations at least fourteen (14thirty (30) days prior to their reservation date as stated on an approved Facility Permit. Cancellations are subject to cancellation fees as established by City Council Resolution. Cancellations made less than fourteen (14thirty (30) days prior to a reservation are subject to higher cancellation fees where applicablewill forfeit the Applicant’s Facility deposit.

COMMUNITY CENTER FACILITY RESERVATION & USE POLICIES & PROCEDURES:

In addition to the “General Facility Reservation & Use Policies & Procedures” stated above, the following policies and procedures shall also apply to reservations and use of the Community Center.

Community Center Facility Rental Hours:

Community Center Facilities can be rented during the following hours:

Community Center Facility Rental Hours
Facility is available
and Setup Hours
must be included
Event must
end Time
Time available for event
cleanup
Monday -
Saturday
8:00 am 10:00 pm up to 11:00 pm
Sunday 12:00 am 6:00 pm up to 7:00 pm
a) All events must end by time stated above under “Event must end Time.” Additional time is allowed for event cleanup as designated above under “Time available for event cleanup.” No music is allowed when an event ends or after the “Event must end Time” as noted above, and all guests not participating in the clean-up of the event must leave the event.
b) Forfeiture of one half of the deposit may be applied to Facility reservations that runs up to one half hour past 11:00 pm on Monday – Saturdays, and up to one

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half hour past 7:00 pm on Sundays, or for a reservation that runs after the end time (including clean-up time) specified on the Facility Permit up to one half hour. c) Applicant will forfeit the full amount of deposit if Facility rental runs past 11:30 pm on Monday – Saturdays, and 7:30pm on Sundays, or for a reservation that runs more than one half hour after the end time (including clean-up time) specified on the Facility Permit.
d) The weekend rate will begin at 5:00 p.m. on Fridays and end on 7:00 pm on Sundays.
e) Applicants will be charged time and one half hourly rental rate for early arrival. f) There is a two (2) hour minimum hourly rental rate for Community Center Facility rentals.

Mandatory Site Meeting:

The Applicant is the only person who may request changes to the reservation.

Community Center Setup/Cleanup:

Usage time on the application must include all Facility preparation, including an Applicant’s setup and decoration time by caterer and/or user, as well as cleanup time following use. Reservations are based upon use within the specified time period. Any additional use will be charged.

Department staff will be on hand to admit Applicant to the rented Facilities at the time specified on the approved Facility Permit.

Applicants will not be allowed to occupy the Facilities during times not listed on the Facility Permit. City staff will set up all tables, chairs, and equipment according to the set -up plans provided. If no set up plan is submitted, City staff will set up the reservation according to standard set up configurations for the type and size indicated on the application.

Only one setup per group will be provided. Requests for changes to room setup after the setup is completecompleted in accordance to the Facility Permit plan will not be accommodated.

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Facilities must be left in the same condition in which they were found. Department staff will provide Applicant with a clean-up checklist that must be filled out before and after the activity to determine needed clean up or repairs before and after the rental. If the Facility is not cleaned to the conditions prior to Applicant’s reservation, or to the satisfaction of the Department staff, the Applicant will pay for cleaning costs which will be deducted from Applicant’s deposit fee. If clean-up costs are more than the deposit fee, the Applicant will be responsible for paying the difference.

Community Center & Kitchen Reservation Amenities:
a) Building rentalsRentals include the use of tables and chairs. Table covers are not provided.
b) Eating and serving utensils are not provided.
c)b) Styrofoam products are prohibited from use in the Community Center. d)c) Use of the kitchen must be included on the Facility Permit. Kitchen rental offers use of refrigerator/freezer, stove, oven(s), warmers, ice machine, and microwave. Partial Kitchen rentals only include use of refrigerator and ice machine.
e)d) CookingEating, serving, and cooking utensils are not provided. Utensils must be provided by the Applicant and must all be removed promptly and completely upon conclusion of the event.
f)e) Refrigerator space may be limited due to active, on-going City programs. g)f) Equipment or furnishings shall not be removed or rearranged without prior written approval from the Director.

Community Center Decorations:

Decorations must be flame retardant. Decorations with hay or straw are prohibited.

Confetti, birdseed, popcorn, rice, or other material shall not be thrown. Nails, staples, tape, and similar hardware may not be used to attach materials to walls or ceilings in the Heritage Room. All decorative and other items, such as approved signs, shall be removed by the end of the rental period. Do not drag heavy items on floors. Glitter is not allowed. Open flames (i.e. candles) will not be allowed in the facilities, unless specifically authorized in writing by the Director.

All decorative and other items, such as approved signs, shall be removed by the end of the rental period. Do not drag heavy items on floors.

Limited Space and Storage:

Due to limited space, storage will not be provided for building rentals. All equipment, supplies, food, and decorations brought in by Applicant must be removed by the

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Applicant before leaving the building and within the rental time designated on Applicant’s Facility Permit.

Department staff are not authorized to sign for deliveries and are not authorized to permit any deliveries that vary from scheduled times.

The Department cannot be held responsible for any items delivered early or left behind.

The Applicant or event contact person must accept all deliveries.

The “set-up time” stated on the application form is the earliest time that any deliveries can be made.

Community Center Alcohol Use:

The following rules and guidelines apply to Alcoholic Beverages use at the Community Center.

Alcoholic Beverages are permitted only within the confines of the Laguna Hills Community Center building and adjacent patios and courtyard. Beer kegs are allowed only if an individual (bartender) is attending the keg and servicing beer to reservation attendees. Beer kegs are restricted to only Community Center patio areas. a) Applicants requesting the use of Alcoholic Beverages must submit a proper application form with their facilityFacility use application. An alcohol permit fee, set by City Council resolution, will be charged to all Applicants requesting to serve alcoholAlcoholic Beverages.
b) Applications to serve Alcoholic Beverages will not be considered for approval for any activity with a youth emphasis. This includes activities for minorsMinors such as birthday parties, quinceaneras, bar and bat mitzvahs, or student activities. Alcohol may not be served to minors. Alcoholic Beverages are to be served only to persons 21 years of age and older. An Applicant’s failure to comply, monitor, and enforce this law is grounds for terminating the activity and forfeiting the refundable deposits and all rental fees which have been paid. c) All Alcoholic Beverages must be consumed inside the rented area of the Facility.

The consumption ofmay not be served to Minors. Alcoholic Beverages is prohibited during set up are to be served only to persons 21 years of age and older.
d) Alcoholic Beverages are permitted only within the confines of the Laguna Hills Community Center building and adjacent patios and courtyard. clean e) Alcoholic Beverages cannot be served past 9:30 pm on Monday – Saturdays, and 5:30 pm on Sundays.
f) The maximum amount of time that Alcoholic Beverages may be served is 5 hours. g) Security is required for all events serving Alcoholic Beverages.

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h) Alcoholic Beverages may not be consumed while setting up or cleaning up time. an event.
i) A bartender is required for beer keg service or when hard alcohol is served. Hard alcohol means all Alcoholic Beverages except for wine or beer served in cans or bottles. Additionally, the following type of events require a bartender: weddings, wedding receptions, and memorial services. It is the responsibility of the Applicant to show proof the person serving Alcoholic Beverages is a qualified bartending graduate from an accredited institution (RBS and/or TIPS). The bartender CANNOT be a guest of the event and consume alcohol. The bartender must supervise the bar for the duration of alcohol being served (maximum of 5 hours).

Hardwood Flooring:

Due to the special flooring, hard-soled shoes, food, or beverages are not allowed in the physical activity room and gymnasium.

Animals:

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Animals will not be permitted inside the Community Center unless they are service dogs/animals used by those requiring such assistance.

ATTACHMENTS:
 City of Laguna Hills Rental Fees and Deposits Schedule (established by City Council Resolutions)

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Attachment: Attachment 3 - Policy 317 - Public Facility Reservation and Use Policy, Aug. 28, 2018 (3435 : City Council Policy 317 Reservation

CITY OF LAGUNA HILLS
City Council Policy
Subject: Public Facility Reservation & Use Policy

Policy No. 317
Effective Date: August 28, 2018

PURPOSE:

DEFINITIONS:

Applicant – means a Person applying for a Facility Permit for Director approval, or in possession of an approved Facility Permit.

Athletic Fields or Courts – means all ball diamonds, soccer fields, roller hockey rinks, and volleyball, basketball, and tennis courts owned, operated, or maintained by the City.

Community Center – means any portion of, whether indoors or outdoors, the Laguna Hills Community Center building located at 25555 Alicia Parkway, Laguna Hills.

Department – means Community Services Department.

Director – means the Community Services Director, the Community Services Director’s designee, the Deputy City Manager, or the Deputy City Manager’s designee.

Eviction – means expulsion from a City Facility and, if applicable, revocation of a Facility Permit.

Exclusive Use – means the right to use a City Facility, or portion thereof, for any activity at a specified time, on one or more occasions, to the exclusion of others.

Facility(ies) – means all City owned or maintained property, whether indoors or outdoors.

Large Group – means any organized activity in which fifty (50) or more individuals are expected to participate or attend.

Minors – means persons under 18 years of age.

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2 Park – means all parks, park-related buildings, facilities and grounds, recreational facilities, recreational areas, athletic fields or courts, and open space areas owned, operated, maintained, or controlled by the City.

Person – means every individual, firm, corporation, joint venture, association, social club, or any group or combination activity as a unit.

GENERAL FACILITY RESERVATION & USE POLICIES & PROCEDURES:

The following policies and procedures apply to all Facility rentals.

Facility Permits:

A Facility Permit must be obtained from the Community Services Department of the City of Laguna Hills, and all required deposits and fees paid before any Person shall occupy any part of a Facility on a reserved and exclusive-use basis or for any other activity listed in the Park and Recreation Facility Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04 and 8-10).
a) The following activities, require the issuance of a Facility Permit and Director approval. These activities must be noted on an application. i. Any activity involving the temporary erection or placement on Park property of stages, booths, generators, platforms, pitching machines, sculptures, and other art works, inflatable bounce houses or similar play equipment, rock climbing walls, or other similar structures or portable recreational equipment.
ii. The sale of any goods, wares, merchandise, food, or beverages in connection with a permitted group activity.
iii. Any activity involving the use of live music or amplified sound or music systems including, without limitation, loudspeakers or other amplification devices or public address systems.
iv. Any recurrent athletic league, club, team, or group sporting activity including but not limited to games, practices, scrimmages, exhibitions, clinics, or other team-sport or athletic-related events or activities.
v. Any organized activity in which fifty (50) or more individuals (Large Group) are expected to participate or attend, or to which the public is invited, or which requires special city services. Such group activities include, but are not limited to: picnics; gatherings; meetings; parades; camp-outs; plays; musical events; art shows; exhibitions; athletic events; concerts; expos; markets; fairs; festivals; lectures; or any type of entertainment or theatrical performances.
b) A permittee shall be bound by all City rules and regulations, by all applicable City Ordinances and applicable provisions of state and federal law. c) The City is not and shall not be held responsible for the loss, damage, or theft of equipment or articles owned or controlled by Facility users.

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3 d) A Facility Permit may not be transferred, assigned, or sublet. e) Any group using City Facilities outside of the established hours of operation, as approved by the Director, shall pay for each or any part of an hour for each City staff member assisting with the Facility reservation, in addition to the regular rental fee as established by City Council resolution.
f) Facility reservations may be booked up to one year in advance. g) City staff reserves the right to full access and inspection of all Facility reservation areas at any time.
h) Refunds of Facility rental fees and/or deposit fees may take up to 45 days to process if cash or checks are used.
i) Facility Permits will only be issued to persons 18 years of age and older, unless the application includes the use of alcoholic beverages in which case, reservations will only be issued to persons 21 years of age or older.
j) Groups of less than 50 individuals (or less than a Large Group) may reserve a Park if they desire to assure use of the Facility.
k) Large Group Park use will not be permitted on consecutive weekend days at the same Park without special approval from the Director.
l) A Facility Permit is required for the placement of any sanitation facilities (i.e. porta potties) in a Park.
m) Activities for Minors must be supervised by responsible adults at the ratio of one adult for every twenty Minors.

Rental Fees:

All Facility rental fees and deposits are set by City Council resolution.

Community Center rental fee policies:
i. The weekend rate, as established by City Council resolution, will begin at 5:00 p.m. on Fridays and end on 12:00 a.m. on Sundays.
ii. Applicants will be charged time and one half hourly rental rate for early arrival and late departure time not indicted on approved Facility Permit. iii. There is a two (2) hour minimum hourly rental rate for the Heritage Room, Classroom, and Art Room only.

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4 Application Process:

An Applicant seeking issuance of a Facility Permit shall file an application with the Department. The application must be received at least fourteen (14) days in advance of desired reservation date(s). Requests received less than fourteen (14) days in advance will be granted if conditions allow and payment for these reservations shall be paid in full when the request is made and the application is approved. a) An application must be submitted by an individual who is representing the group, association, firm, or corporation and is responsible for the Facility reservation. An Applicant must have official authorization to apply on behalf of an organization.

Applicant must include in the application:
i. The name, address, and contact information of the Applicant. ii. The name and address of the person, persons, corporation, or association sponsoring the activity, together with a list of the responsible officers and directors to whom notices and claims for damages may be directed. iii. The day and hours for which the permit is desired (including set up and clean up times).
iv. The Facility or Facilities for which such permit is desired. v. A numerical estimate of the anticipated attendance. (Attendance cannot exceed posted room occupancies).
vi. The percentage of the Applicant’s group who are residents of the City of Laguna Hills if requested. (Reasonable evidence of residential status may be required at the discretion of the Director).
vii. Any other information that the City finds reasonable or necessary to safeguard City Facilities and the public.
b) An Applicant must specify an exact list of the equipment that the Applicant desires to bring to Facility during a reservation. A map showing the locations of equipment may be required.
c) Deposit fees (or refundable deposit) will be collected at the time of application submittal and prior to issuance of Facility Permit. Certain deposit fees are refundable, as set forth by City Council Resolution, unless the deposit fee, or a portion there of, is used to cover Department’s costs for cleaning and/or damage caused by a Person’s facility reservation, to cover unpaid insurance processing costs, or to cover cancellation fees.
d) The entire time needed to prepare food, decorate the facilities, or set-up before the event, and to completely clean up after the event must be reserved by the Applicant and must be stated on the application form. Early arrival or late departure, by a caterer or any member of the Applicant’s party will result in additional fees. e) Depending on the nature of the event, Applicants may be required to meet with Department staff at least fourteen (14) days before event to personally review Applicant’s needs, set up, and Department Facility rules and regulations.

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5 Standards of Issuance:

The Director may issue a Facility Permit hereunder when it is found:
a) That the proposed activity or use of a City Facility will not unreasonably interfere with general public enjoyment of other facilities;
b) That the proposed activity or use will not unreasonably interfere with public health, welfare, safety, or recreation;
c) That the proposed activity or use is not unlawful;
d) That the proposed activity or use will not entail unusual, extraordinary, or burdensome expense to the City or require costly police support or assistance; e) That the City Facility desired has not been previously reserved; f) That the Applicant, if applying on behalf of a firm, corporation, joint venture, association, social club, or any group or combination activity as a unit, be organized and in existence for at least thirty (30) days prior to seeking a Facility Permit;
g) That required fees have been paid; and
h) That, if applicable, evidence of insurance acceptable to the City has been provided.

Reservation and Use Priority:

Priority of use for all City Facilities shall be as follows:
1) City programs, including those activities and events that the City of Laguna Hills is cosponsoring.
2) Laguna Hills sports organizations directly sponsoring youth programs open to all applicants and predominately serving Laguna Hills youth. Local youth and adult organizations and groups such as service clubs, churches, and veterans, whose membership is open to the public, provided such organization and/or group carries out its activities through an existing bona fide office, an existing recognized place of worship, or an established meeting place that is physically located within the City of Laguna Hills.
3) Residents of the City of Laguna Hills.
4) Local merchants of the City of Laguna Hills wishing to reserve and make use of facilities for an activity directly related to their business pursuits within the City. 5) Non-resident nonprofit organizations.
6) Non-resident individuals and businesses.

Verification of Classification:

Application for nonprofit rentals must include a Federal Tax Exempt I.D. number, and may require proof of same by showing either a “Statement of Domestic

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6 Nonprofit Organization” filed with the State of California or nonprofit tax identification number.
(CATEGORY B) - Resident Private: Individuals, clubs, organizations, and other groups, with a City of Laguna Hills address, and/or where its participants/memberships are made up of at least 50% residents from the City of Laguna Hills. Proof of residency is required.
(CATEGORY C) - Non-Resident Nonprofit: Nonprofit clubs, organizations, and other groups that are non-residents of the City of Laguna Hills. Documentation required as stated above.
(CATEGORY D) - Non-Resident Private: Individuals, clubs, organizations, and other that are non-residents of the City of Laguna Hills. (CATEGORY E) - Commercial: Business entities within or outside of the City of Laguna Hills boundaries.

Laguna Hills Youth Sports Organization Verification:

Park Amenities Use:

Park amenities (including fields, volleyball and basketball courts, picnic tables, BBQs, etc.) may be reserved for up to three (3) hours of use in conjunction with a group picnic reservation when available. To request the use of a Park amenity, Applicant must indicate a three (3) hour time slot on the Facility Permit application.

All Park amenities are on a first come, first serve basis unless reserved as stated above.

Policy Interpretation:

It is the policy of the City of Laguna Hills to grant the Department administrative discretion to interpret and adjust the general rules of this policy to meet specific needs

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7 of Applicants and the City. Appeals must be made to the City Manager whose decision shall be final.

Payments:

All payments are due fourteen (14) calendar days prior to scheduled use. Any balance due can be paid by credit card, cashier’s check, personal check, or money order.

However, personal checks will not be accepted when any payment is made less than fourteen (14) calendar days from the date of a reservation.

Any cash payment for a Facility Permit deposit and/or fees is limited to $500 per Person per day.

Applicants are responsible for controlling noise that may be disturbing to other activities occurring at a Park or Facility, or that may negatively impact a surrounding neighborhood.

Applicants who engage in such disruptive conduct shall be subject to Eviction in accordance to the City of Laguna Hills’ Municipal Code and may also result in the revocation of a Facility Permit.

Revocation:

Appeal:

Waiver of Fees:

Any and all applicable fees may be waived or reduced, at the sole discretion of the City Manager, for public school activities and events and governmental purposes, as well as

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8 for community activities and events that are sponsored or co-sponsored by the City. The decision of the City Manager shall be final.

Limitation of Use:

The City reserves the right to limit the hours of use of Park Facilities to prevent adverse effect or conditions to adjacent residents or damage to the Facilities or turf because of excessive use.

Security Services:

The City reserves the right to require security guard services for any activities held at City Facilities at the Director’s discretion. Department staff will arrange for a security guard service company on behalf of Applicant. Security guard service will be scheduled for entire event time specified on the Facility Permit. The Applicant is responsible for the cost of security guard services. Information regarding charges for security services will be provided to the Applicant upon Facility booking, subject to change if the terms and parameters of the reservation are modified.

Insurance Requirements:

Dependent upon the nature of the proposed activity for a Facility rental, the City may, at its discretion, require the Applicant to purchase, through the Department’s insurance service provider, coverage naming the City of Laguna Hills, its officers and employees as additional insured. Department staff will arrange for insurance coverage on Applicant’s behalf and the Applicant will be responsible for paying the cost of such coverage at the time of application. Information regarding insurance coverage requirements and charges will be provided to the Applicant upon Facility booking, subject to change if the terms and parameters of the reservation are modified. Insurance coverage is required for any activities where alcohol is served.

Damage to Facility:

Any person or group causing property or equipment damage to City Facilities, including damage or defacement to Park amenities such as grass and foliage, will be required to pay for such damage (based on current cost of repair or replacement as established by the City). The City shall use Applicant’s deposit fee to cover costs of damage and will bill the Applicant for any outstanding balance to cover full costs of damage if applicable.

Until such outstanding payment is received, the City may revoke Applicant’s current Facility Permit and reject future applications.

Smoking:

Smoking in City Parks and the Community Center is strictly prohibited per the City of Laguna Hills Municipal Code.

Alcohol Use:

No Person shall consume, possess or sell any Alcoholic Beverages within a designated Park. This prohibition shall not apply to reservations conducted at the Community

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9 Center in accordance with applicable City policies and an approved Facility Permit (see “Community Center Alcohol Use”).

Sale of Food:

Glass Containers:

No Person shall bring into, or have in his or her possession, in a Park a glass container.

This prohibition shall not apply to reservations occurring at the Community Center in accordance with an approved Facility Permit.

Use of City Seal and Reference to City:

The City does not restrict a Person from using a Facility name and address to advertise the location of a Person’s reservation event. For example:

Applicant’s name of event will be held at:

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10 the Facilities to the satisfaction of Department staff, the Department shall use Applicant’s deposit fee to cover cleaning costs and will bill the Applicant any additional cleaning costs not covered under deposit fee. Until entire payment is received for total cleaning costs, the City may revoke Applicant’s current Facility Permit and reject future applications.

Signs:

Signs (including, banners, balloons, and other decorative materials) used to promote, advertise, or decorate a Facility reservation event, or for event wayfinding purposes, must first be approved by the Director based on reasonable time, place, manner and aesthetic considerations. Applicants must note requested signage as well as desired locations on Applicant’s Facility Permit. The proposed location of any requested sign(s) must be approved in advance by the Director and will only be permitted for display during the reservation hours designated on the Facility Permit. Notwithstanding the forgoing, signs that contain any of the following are prohibited: 1) Content not related to the purpose of Applicant’s Facility reservation; 2) Content that defames, abuses harasses, stalks, threaten or violates the legal rights of others; 3) Sexual content, profanity, vulgarity, obscenity, racism, hatred, slander, threats, and/or violence; 4) Content that is not appropriate for all age groups; 5) Content that promotes, fosters, or perpetuates discrimination or personal attacks on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability, or sexual orientation; 6) Content that contains personal information about another person or that violates a person’s privacy; and/or 7) Content that promotes or encourages illegal activity.

Any signs that are placed in an unapproved location or that violate this policy will be immediately removed and the Applicant’s Facility Permit may be subject to revocation.

Trash and Recycling Requirement:

All Applicants are required to recycle their trash during their Facility use. Information about the City’s recycling requirements will be shared with Applicants at the time of application. Applicants who will be selling or serving food as part of their Facility reservation are required to recycle all food waste (organic waste). Dependent on the nature of the event, Department staff may require Applicant to develop a recycling plan and any additional trash and recycling services in addition to the City’s current service levels will be borne by the Applicant.

Failure by Applicant to adequately recycle their trash during their Facility reservation may result in the forfeit of a Person’s deposit fee (or a portion thereof).

Cancellations:

The Department requests that Persons cancel their reservations at least fourteen (14) days prior to their reservation date as stated on an approved Facility Permit.

Cancellations are subject to cancellation fees as established by City Council Resolution.

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11 Cancellations made less than fourteen (14) days prior to a reservation are subject to higher cancellation fees where applicable.

COMMUNITY CENTER FACILITY RESERVATION & USE POLICIES & PROCEDURES:

In addition to the “General Facility Reservation & Use Policies & Procedures” stated above, the following policies and procedures shall also apply to reservations and use of the Community Center.

Mandatory Site Meeting:

Community Center Setup/Cleanup:

Department staff will be on hand to admit Applicant to the rented Facilities at the time specified on the approved Facility Permit. Applicants will not be allowed to occupy the Facilities during times not listed on the Facility Permit. City staff will set up all tables, chairs, and equipment according to the set up plans provided. If no set up plan is submitted, City staff will set up the reservation according to standard set up configurations for the type and size indicated on the application. Only one setup per group will be provided. Requests for changes to room setup after the setup is complete in accordance to the Facility Permit plan will not be accommodated.

Community Center & Kitchen Reservation Amenities:
a) Building rentals include the use of tables and chairs. Table covers are not provided.
b) Eating and serving utensils are not provided.

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Public Facility Reservation and Use Policy
12 c) Styrofoam products are prohibited from use in the Community Center. d) Use of the kitchen must be included on the Facility Permit. Kitchen rental offers use of refrigerator/freezer, stove, oven(s), and microwave. Partial Kitchen rentals only include use of refrigerator and ice machine.
e) Cooking utensils are not provided. Utensils must be provided by the Applicant and must all be removed promptly and completely upon conclusion of the event. f) Refrigerator space may be limited due to active, on-going City programs. g) Equipment or furnishings shall not be removed or rearranged without prior written approval from the Director.

Community Center Decorations:

Decorations must be flame retardant. Decorations with hay or straw are prohibited.

Confetti, birdseed, popcorn, rice, or other material shall not be thrown. Nails, staples, tape, and similar hardware may not be used to attach materials to walls or ceilings in the Heritage Room. All decorative and other items, such as approved signs, shall be removed by the end of the rental period. Do not drag heavy items on floors. Glitter is not allowed. Open flames (i.e. candles) will not be allowed in the facilities, unless specifically authorized in writing by the Director.

Limited Space and Storage:

Due to limited space, storage will not be provided for building rentals. All equipment, supplies, food, and decorations brought in by Applicant must be removed by the Applicant before leaving the building and within the rental time designated on Applicant’s Facility Permit.

Department staff are not authorized to sign for deliveries and are not authorized to permit any deliveries that vary from scheduled times. The Department cannot be held responsible for any items delivered early or left behind. The Applicant or event contact person must accept all deliveries. The “set-up time” stated on the application form is the earliest time that any deliveries can be made.

Community Center Alcohol Use:

Applicants requesting the use of Alcoholic Beverages must submit a proper application form with their facility use application. An alcohol permit fee, set by City Council resolution, will be charged to all Applicants requesting to serve alcohol.

Applications to serve Alcoholic Beverages will not be considered for approval for any activity with a youth emphasis. This includes activities for minors such as birthday

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Attachment: Attachment 3 - Policy 317 - Public Facility Reservation and Use Policy, Aug. 28, 2018 (3435 : City Council Policy 317 Reservation City Council Policy
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13 parties, quinceaneras, bar and bat mitzvahs, or student activities. Alcohol may not be served to minors. Alcoholic Beverages are to be served only to persons 21 years of age and older. An Applicant’s failure to comply, monitor, and enforce this law is grounds for terminating the activity and forfeiting the refundable deposits and all rental fees which have been paid.

All Alcoholic Beverages must be consumed inside the rented area of the Facility. The consumption of Alcoholic Beverages is prohibited during set up and clean up time. An Alcohol Beverage Control (A.B.C.) License must be provided if Alcoholic Beverages are to be sold during the scheduled activity, if a donation is requested or admission is by donation, if admission is charged, or if presale is charged for an event where Alcoholic Beverages are present.

It is the responsibility of the Applicant to contact Alcohol Beverage Control to obtain a license. A letter regarding your event will be provided for you to present to the Alcohol Beverage Control License office. Contact Alcohol Beverage Control at:

28 Civic Center Plaza
Santa Ana, California
(714) 558-4101
A copy of the A.B.C. license must be submitted to the Community Services Department at least five (5) calendar days prior to your event.

Hardwood Flooring:

Due to the special flooring, hard-soled shoes, food, or beverages are not allowed in the physical activity room and gymnasium.

Animals:

Animals will not be permitted inside the Community Center unless they are service dogs/animals used by those requiring such assistance.

ATTACHMENTS:
 City of Laguna Hills Rental Fees and Deposits Schedule (established by City Council Resolutions)

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Attachment: Attachment 3 - Policy 317 - Public Facility Reservation and Use Policy, Aug. 28, 2018 (3435 : City Council Policy 317 Reservation City of Laguna Hills
City Council/Planning Agency
Staff Report
DATE: February 27, 2024
TO: Mayor and Council Members
FROM: Jarad Hildenbrand
City Manager
ISSUE: Update on Comprehensive Review of City Council Policies and Administrative Orders
RECOMMENDATION: That the City Council review the City Council Policies and Administrative Orders and provide direction to staff.

SUMMARY:

The City’s Administrative Orders and City Council Policy Manual were first adopted in 1992 and 1994, respectively, with the goal of implementing best practices for the internal operation of the City, promoting organizational efficiencies, and providing consistency in the delivery of City programs and services. These policies and procedures cover a broad range of topics from those established by and for the City Council, to general administration, to specific departmental operations. Over the years, new orders, policies and procedures have been established, and existing orders, policies and procedures have been amended to reflect the organization's most current goals and actual practices.

In 2024, the City will conduct a comprehensive review of our organization's policies and procedures. The proposed comprehensive update is meant to align with current and actual organizational practices and are intended to further improve efficiencies, reflect best management practices, as well as reinforce the council-manager form of government.

During the January 23, 2023, City Council meeting, Mayor Wheeler requested that Council Members receive and review the approved City Council Policies and 2 Packet Pg. 57
Update on Comprehensive Review of City Council Policies and Administrative Orders February 27, 2024

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Administrative Orders, create a priority list of items that should be removed or updated, and return at the February 27, 2024, meeting for further direction. This report serves as a follow-up to that direction.

After the January 23, 2024, meeting, the City Manager circulated the policies, gathered input from City Council Members, and worked with the Mayor to develop a list of recommendations (Attachment A), which will be presented to the City Council during a workshop at the February 27th meeting.

ATTACHMENTS:
• City Policy Update Status and Priority Ranking Sheet
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# Policy/Order/Code Name Type Status Priority Rank Recommendation 101 City Council Policy Manual City Council Policy 1 Update and Keep105 Financial Policies City Council Policy 1 Update and Keep110 City Recognition Policy City Council Policy 4 Update and Keep120 Procedures for Placing Items on a Future City Council Agenda City Council Policy Complete 5125 Delivery of Agenda City Council Policy 3 Update and Keep126 Invocation at City Council Meetings City Council Policy 1 Reduce to a few suscinct lines;==130 Digital Device, Email Accounts, Electronic Communications City Council Policy 1 Update and Keep135 “Mayor’s Message” – Video Online Community Messaging City Council Policy 1 Eliminate or combine with 130201 Appointment of Commissioners City Council Policy 3 Update and keep205 Commissioner Attendance at Meetings City Council Policy 3 Add to 201301 Park Site Planning City Council Policy 2 Update and Keep305 Temporary and Seasonal Sponsorship Banners Displayed in City Parks City Council Policy 4 Update and Keep315 Tree Preservation City Council Policy 3 Update and Keep317 Public Facility Reservations & Use Policy City Council Policy In Revision 1 In Revision320 Contract Change Order City Council Policy 1 Combine into 105330 Placement of Telecommunication Facilities on City-owned land City Council Policy 4 Eliminate340 Disposition of Surplus Land City Council Policy 4 Eliminate; governed by the Surplus Land Act350 Residential Streets Traffic Management Policy City Council Policy 2 Update and Keep 1 Authority, Format, and Content of Administrative Orders. Administrative Orders Rescinded 5 Change "Effective Date" to "RESCINDED by Policy 14" and place large diagonal "RESCINDED" mark on all pages 2 Special Compensation for Unexpected Social Security Deduction Administrative Orders Delete 5 Change "Effective Date" to "DELETED" and place large diagonal "DELETED" mark on all pages 3 Compensatory Overtime for Meetings Taking Place After Normal Working Hours Administrative Orders Rescinded 5 Change "Effective Date" to "RESCINDED by Policy 13" and place large diagonal "RESCINDED" mark on all pages 4 Procedures for the Selection and Procurement of Professional Services Administrative Orders 1 Not sure what to do with this yet. I need to research more. 5 Personal Use of a City-Provided Cellular Telephone Administrative Orders 4 Move to Personnel Manual6 Procedures for Releasing Information Concerning City Personnel Administrative Orders 3 Move to Personnel Manual7 Reimbursing City Employees and Elected Officials for Travel Expenses Incurred while Conducting City Business Administrative Orders 1 Move to City Policies8 Policy Prohibiting Sexual Harassment in the Workplace Involving City and Contract Employees and City-hired Consultants Administrative Orders 1 Move to Personnel Manual 9 Annual Cash Out of Accumulated Vacation Leave Administrative Orders 3 Move to Personnel Manual 10 Meal Reimbursement Administrative Orders 5 Change "Effective Date" to "RESCINDED by Policy 24" and place large diagonal "RESCINDED" mark on all pages 11 Staff Responsibilities in the Event of a Local Emergency Administrative Orders 1 Move to Personnel Manual12 Scheduling and Approval of Time Off Administrative Orders 4 Move to Personnel Manual13 Overtime Pay and Compensatory Leave Time for Meetings Taking Place After Normal Working Hours Administrative Orders 4 Move to Personnel Manual14 Authority, Format, and Content of Administrative Orders Administrative Orders 115 Part-time Recreation Leader Classifications Administrative Orders 1 Eliminate; governed by the MOU16 Regulations Governing Electronic Information Access (Revised by Order No. 17) Administrative Orders 1 Combine #16 and #17 17 Revised Regulations Governing Electronic Information Access and Use Administrative Orders 1 Combine #16 and #17, Add to Personnel Manual 18 Proof of Automobile Insurance Administrative Orders 1 Move to Personnel Manual19 Revisions to Drug and Alcohol-Free Workplace Policy Administrative Orders 1 Move to Personnel Manual20 Community Center Bulletin Board Policy Administrative Orders 4 Move to City Policies21 Website Community Bulletin Board Policy Administrative Orders 3 Move to City Policies22 Environmentally Preferable Purchasing and Practices Administrative Orders 1 Move to City Policies; required by law23 Conflict of Interest Policy for Procurement Activities Administrative Orders 3 Move to City Policies24 Meal Reimbursement Administrative Orders 1 Update and Keep; combine with #725 Electronic Device Reimbursement Administrative Orders 1 Move to City Policies26 Public Use Social Media Policy Administrative Orders 1 Move to City Policies27 Policy for Review and Appeal of Parking Citations Administrative Orders 4 Eliminate 28 Use and Procurement of Organic Waste Administrative Orders 1 Move to City Policies; required by law29 Procurement Policies and Procedures for Federal Projects Administrative Orders 1 Combine with City Policies30 Financial Management and allowability of Costs for Federal Projects Administrative Orders 1 Combine with City Policies31 Automated License Plate Readers (ALPRs) Administrative Orders 1 Combine with City Policies32 Medical Emergency/Catastrophic Leave Administrative Orders 1 Move to Personnel Manual X Communicable Disease / Illness Policy Not Defined n/a Proposed or Administrative Orders X Order of Precedence Policy Not Defined n/a Proposed or Administrative OrdersX Non-disclosure Policy Not Defined n/a Proposed or Administrative Orders

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Attachment: City Policy Update Status and Priority Ranking Sheet (3439 : Update on Comprehensive

Laguna Hills City CouncilFebruary 27, 2024

Laguna Hills City Council
February 27, 2024