Laguna Hills City Council
August 27, 2024

City of Laguna Hills
City Council / Planning Agency
Special Meeting Agenda
Tuesday, August 27, 2024 - 4:00 PM
City Council Chamber
24035 El Toro Road
Laguna Hills, CA 92653
Dave Wheeler
Mayor
Joshua Sweeney
Mayor Pro Tempore
Don Caskey
Council Member
Janine Heft
Council Member
Erica Pezold
Council Member
In Person Public Comments: 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 Chamber and submit the form to the City Clerk. The Request to Speak form assists the Mayor in ensuring that all persons wishing to address the City Council are recognized and ensures accurate identification of meeting participants in the City Council/Planning Agency Minutes. Completion of the form is voluntary. It is City policy to limit public testimony to up to three minutes per person, an overall time limit of twelve minutes for any one subject, and a total time limit of thirty minutes for Public Comments.

Submission of Electronic Public Comments: Those wishing to make electronic public comments may submit their comments by email to the City Clerk by 2:00 p.m. on Tuesday, August 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. All comments received by 2:00 p.m. on the date of the meeting will be provided to the City Council and will be provided for public inspection at the meeting. During the applicable agenda item, the City Clerk will announce the name of the sender and subject matter of all electronic comments received by 2:00 p.m. on Tuesday, August 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, X (formerly Twitter), etc.) will not be accepted.

For questions or assistance, please contact the City Clerk’s Office at (949) 707-2635 or via email.

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 twelve minutes for any one subject, and a total time limit of thirty minutes.

City Council Workshop Items
1 Consideration of Procedure for Order of Authority Policy Recommendation: Mayor Wheeler recommends that the City Council direct staff to prepare the policy and return at the September 10, 2024, meeting for final approval.
2 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".
3 Inclusionary Housing Program Overview and Policy Discussion Recommendation: That the City Council receive the staff presentation, provide feedback, and provide direction regarding a potential inclusionary housing ordinance for City Council consideration.

Adjournment
The next Regular Meeting of the City Council/Planning Agency will be September 10, 2024, at 7:00p.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 August 26, 2024, at 5:00p.m.

It is the intention of the City of Laguna Hills to comply with the Americans with Disabilities Act in all respects. If as an attendee or a participant at this meeting you will need special assistance beyond what is normally provided, the City of Laguna Hills will attempt to accommodate you in every reasonable manner. Please 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. In addition, such writings or documents will be made available for public review on the City’s website at: https://www.lagunahillsca.gov/supplementalagenda and at the respective public meeting.

Item No. 1
City of Laguna Hills
City Council / Planning Agency
Staff Report
Date: August 27, 2024
To: Mayor and Council Members
From: Dave Wheeler, Mayor
Issue: Consideration of Procedure for Order of Authority Policy Recommendation: Mayor Wheeler recommends that the City Council direct staff to prepare the policy and return at the September 10, 2024, meeting for final approval.

Background:

In accordance with City Council Policy 120, Mayor Wheeler added this item to the agenda.

This directive outlines a clear and organized hierarchy for both the City Council and City staff, which can be essential for maintaining smooth operations, especially in emergency situations.

Fiscal Impact:

None.

Attachments:

1. Proposed Procedure for Order of Authority

Procedure for Order of Authority
This directive lays out the order of authority for the City Council and for the management of city business. It is meant to enable city operation under normal and emergency situations.

For both normal and emergency operations, the follow order of authority shall be established for the City Council:

1. Mayor

2. Mayor Pro Tempore

3. Most Senior Councilmember

4. 2nd Most Senior Councilmember

5. 3rd Most Senior Councilmember
City Council seniority shall be determined by the number of years served on the City Council including non-consecutive years of service. The second seniority criteria shall be the number of years served as a city commissioner. The third seniority criteria shall be the number of votes received in the Councilmember's first election.

For both normal and emergency operations, the follow order of authority shall be established for the city staff:

1. City Manager

2. Deputy City Manager

3. Director of Public Services

4. Director of Community Development

5. Director of Finance
When any person on the list above is not able to perform their function whether due to vacation, medical absence, or any other situation which makes them unavailable, the next person on the list shall assume the duties until the return of the higher positioned individual.

Unless physically impossible, when any fulltime city employee, senior staff member or Councilmember will not be available for service, they shall issue an email or memorandum designating the transfer of authority and job responsibility for a specified period of time. Should that time period change, the email or memorandum may be rescinded or changed by the author at any time.

In addition to Council and staff, legal consul shall also designate a replacement by email or memorandum and transfer responsibility and service when not available. This shall include all appropriate contact information to at a minimum of all Council and staff positions listed above.

Item No. 2
City of Laguna Hills
City Council / Planning Agency
Staff Report
Date: August 27, 2024
To: Mayor and Council Members
From: David Reynolds, Deputy City Manager
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".

Background:

City Council Policy 317 – “Public Facility Reservation & Use Policy” (“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. Since May of last year, the City has been working through revisions to this policy. The review process for Policy 317 revisions included meetings with the Parks and Recreation Commission and the City Council. The last review of the proposed revisions to Policy 317 by the City Council occurred on February 27, 2024, at a City Council workshop. At this workshop, the City Council provided direction to staff for changes to the policy to be brought back to the City Council for consideration at a future 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. To facilitate the Council's reference to certain sections of the policy during its review on August 27, 2024, staff inserted line numbers on each page of the relined version of the revised policy (Attachment 2). Staff intends to hand out copies of the clean version of the policy

Item No. 2
revision (or Exhibit A of Attachment 1), with line number references, at the workshop.

The original policy, as approved by the City Council on August 28, 2018, is also attached to this report as Attachment 3 for the Council's reference.

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:

1. Attachment 1 - Proposed City Council Resolution and Exhibit A, revised Policy No. 317

2. Attachment 2 - Redlined Version of Revised Policy 317

3. Attachment 3 - Policy 317 - Public Facility Reservation and Use Policy, Aug. 28, 2018

Attachment 1

1783711.1
RESOLUTION NO. 2024-08-27-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 reviewed the proposed updates to City Council Policy No. 317 at its June 7, 2023, meeting and recommended to the City Council approval and adoption of the proposed updates to City Council Policy No. 317; 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 recommended to the City Council approval and adoption of the proposed updates to City Council Policy No. 317; and
WHEREAS, the City Council reviewed the proposed updates to City Council Policy No. 317 on February 13, 2024, and moved to continue the item until February 27, 2024; and
WHEREAS, the City Council reviewed and discussed the proposed updates to City Council Policy No. 317 at a City Council workshop held on a February 27, 2024, and provided direction to staff for changes to the policy to be brought for City Council consideration at a future meeting.

Resolution No. 2024-08-27-X

1783711.1

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.

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 27th day of August 2024. ____________________________________

DAVE WHEELER, MAYOR
ATTEST:
______________________________________

JENNIFER LEE, CITY CLERK

Resolution No. 2024-08-27-X

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. 2024-08-27-X adopted by the City Council of the City of Laguna Hills, California, at a Regular Meeting thereof held on the 27th day of August 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
(SEAL)
_____________________________________

JENNIFER LEE, CITY CLERK

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, all required forms must be completed, 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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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 and law enforcement reserve 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 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

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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.
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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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:

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

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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:

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.

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 reserved as stated above.

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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 may be made to the City Manager 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.

Waiver of Fees:

Any and all applicable fees may be waived or reduced by the Director, 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.

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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 guard services. Events with a live band, disk jockey amplified music, or any type of amplified music require security guard services. Department staff will arrange for a security guard service company on behalf of Applicant. Security guard service will be scheduled at a ratio of one (1) security guard per one hundred (100) guests, unless the Director determines that more security guards are required for an event. 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 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

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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”).

Drug Use:

No Person shall consume, use, possess or sell illegal drugs at a City Park or the Community Center.

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:

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.

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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:

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.

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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).

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:

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 pm 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:

A mandatory site meeting shall 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.

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

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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) Eating and serving utensils are not provided.
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), warmers, ice machine, and microwave. e) 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.
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. Glitter is not allowed. The use of open flames (i.e. candles) must first be approved on the Applicant’s Facility Permit.

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 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.

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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 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

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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)

Attachment 2

1783698.1
1 CITY OF LAGUNA HILLS
2 3
4 City Council Policy
5 6 Subject: Public Facility Reservation & Use Policy
7 8 Policy No. 317
9 10 Effective Date: August 28, 2018
11 12 Last Revision: January 23xxxxxx, 2024 13 14
15 16 PURPOSE:
17 18 To establish policies and procedures, in conjunction with the Park and Recreation 19 Facility Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04, 8-10), 20 with respect to authorizing reserved and exclusive use of City Facilities and Parks. 21 22 DEFINITIONS:
23 24 Applicant – means a Person applying for a Facility Permit for Director approval, or in 25 possession of an approved Facility Permit.
26 Alcoholic Beverages – means alcohol, spirits, liquor, wine, beer, and every liquid or solid 27 containing one-half of one percent or more of alcohol by volume and which is fit for 28 beverage purposes either alone or when diluted, mixed, or combined with other 29 substances.
30 Athletic Fields or Courts – means all ball diamonds, soccer fields, roller hockey rinks, 31 and volleyball, basketball, and tennis courts owned, operated, or maintained by the 32 City.
33 Community Center – means any portion of, whether indoors or outdoors, the Laguna 34 Hills Community Center building located at 25555 Alicia Parkway, Laguna Hills. 35 Department – means Community Services Department.
36 Director – means the Community Services Director, the Community Services Director’s 37 designee, the Deputy City Manager, or the Deputy City Manager’s designee. 38 Eviction – means expulsion from a City Facility and, if applicable, revocation of a Facility 39 Permit.
40 Exclusive Use – means the right to use a City Facility, or portion thereof, for any activity 41 at a specified time, on one or more occasions, to the exclusion of others. 42 Facility(ies) – means all City owned or maintained property, whether indoors or 43 outdoors.
44 Facility Permit – means written permission issued by the Director authorizing a person 45 or group to conduct specified activities within a City Facility, and/or authorizing the 46 exclusive use of a City Facility, or portion thereof, by such persons or groups. 47 Large Group – means any organized activity in which fifty (50) or more individuals are 48 expected to participate or attend.
49 Minors – means persons under 18 years of age.

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1 Park – means all parks, park-related buildings, facilities and grounds, recreational 2 facilities, recreational areas, athletic fields or courts, and open space areas owned, 3 operated, maintained, or controlled by the City.
4 Person – means every individual, firm, corporation, joint venture, association, social 5 club, or any group or combination activity as a unit. 6 7 GENERAL FACILITY RESERVATION & USE POLICIES & PROCEDURES:
8 9 The following policies and procedures apply to all Facility rentals. 10 11 Facility Permits:
12 A Facility Permit must be obtained from the Community Services Department of the City 13 of Laguna Hills, all required forms must be completed, and all required deposits and 14 fees paid before any Person shall occupy any part of a Facility on a reserved and 15 exclusive-use basis or for any other activity listed in the Park and Recreation Facility 16 Use Regulations (City of Laguna Hills Municipal Code, Chapters 8-04 and 8-10). 17 18 a) The following activities, require the issuance of a Facility Permit and Director 19 approval. These activities must be noted on an application. 20 21 i. Any activity involving the temporary erection or placement on Park property 22 of stages, booths, generators, platforms, pitching machines, sculptures, and 23 other art works, inflatable bounce houses or similar play equipment, rock 24 climbing walls, or other similar structures or portable recreational 25 equipment.
26 ii. The sale of any goods, wares, merchandise, food, or beverages in connection 27 with a permitted group activity.
28 iii. Any activity involving the use of live music or amplified sound or music 29 systems including, without limitation, loudspeakers or other amplification 30 devices or public address systems.
31 iv. Any recurrent athletic league, club, team, or group sporting activity including 32 but not limited to games, practices, scrimmages, exhibitions, clinics, or other 33 team-sport or athletic-related events or activities. 34 v. Any organized activity in which fifty (50) or more individuals (Large Group) 35 are expected to participate or attend, or to which the public is invited, or 36 which requires special city services. Such group activities include, but are 37 not limited to: picnics; gatherings; meetings; parades; camp-outs; plays; 38 musical events; art shows; exhibitions; athletic events; concerts; expos; 39 markets; fairs; festivals; lectures; or any type of entertainment or theatrical 40 performances.
41 42 b) A permittee shall be bound by all City rules and regulations, by all applicable City 43 Ordinances and applicable provisions of state and federal law. 44 45 c) The City is not and shall not be held responsible for the loss, damage, or theft of 46 equipment or articles owned or controlled by Facility users. 47

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1 d) A Facility Permit may not be transferred, assigned, or sublet. 2 3 e) Any group using City Facilities outside of the established hours of operation, as 4 approved by the Director, shall pay for each or any part of an hour for each City 5 staff member assisting with the Facility reservation, in addition to the regular 6 rental fee as established by City Council resolution. 7 8 f) Facility reservations may be booked up to one year in advance. 9 10 g) City staff and law enforcement reserves the right to full access and inspection of 11 all Facility reservation areas at any time.
12 13 h) Refunds of Facility rental fees and/or deposit fees may take up to 45 days to 14 process if cash or checks are used.
15 16 i) Facility Permits will only be issued to persons 18 years of age and older, unless the 17 application includes the use of alcoholic beveragesAlcoholic Beverages in which 18 case, reservations will only be issued to persons 21 years of age or older. 19 20 j) Groups of less than 50 individuals (or less than a Large Group) may reserve a Park 21 via a Facility Permit if they desire to assure use of the Facility. 22 23 k) Large Group Park use will not be permitted on consecutive weekend days at the 24 same Park without special approval from the Director. 25 26 l) A Facility Permit is required for the placement of any sanitation facilities (i.e. porta 27 potties) in a Park.
28 29 m) Activities for Minors must be supervised by responsible adults at the ratio of one 30 adult for every twenty Minors.
31 32 Rental Fees:
33 n) Facility Permit requests for parties, events, or activities for a Minor will ONLY be 34 issued to a parent or legal guardian of the Minor and who will also be attending 35 the event.
36 37 All Facility rental fees and deposits are set by City Council resolution. 38 39 a) Community Center rental fee policies: except for charges for security services and 40 insurance which are
41 42 i. The weekend rate, as established by City Council resolution, will begin at 43 5:00 p.m. on Fridays and end on 12:00 a.m. on Sundays. 44 City’s third-party vendors.
45 ii. Applicants will be charged time and one half hourly rental rate for early 46 arrival and late departure time not indicted on approved Facility Permit. 47

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1 iii.o) There is a two (2) hour minimum hourly rental rate for the Heritage Room, 2 Classroom, and Art Room only.
3 4 Application Process:
5 An Applicant seeking issuance of a Facility Permit shall file an application with the 6 Department. The application must be received at least fourteen (14thirty (30) days in 7 advance of desired reservation date(s). Requests received less than fourteen (14thirty 8 (30) days in advance will be granted if conditions allow and payment for these 9 reservations shall be paid in full when the request is made and the application is 10 approved.
11 12 a) An application must be submitted by an individual who is representing the group, 13 association, firm, or corporation and is responsible for the Facility reservation. An 14 Applicant must have official authorization to apply on behalf of an organization. 15 Applicant must include in the application:
16 17 i. The name, address, and contact information of the Applicant. 18 ii. The name and address of the person, persons, corporation, or association 19 sponsoring the activity, together with a list of the responsible officers and 20 directors to whom notices and claims for damages may be directed. 21 iii. The day and hours for which the permit is desired (including set up and clean 22 up times).
23 iv. The Facility or Facilities for which such permit is desired. 24 v. A numerical estimate of the anticipated attendance. (Attendance cannot 25 exceed posted room occupancies).
26 vi. The percentage of the Applicant’s group who are residents of the City of 27 Laguna Hills if requested. (Reasonable evidence of residential status may be 28 required at the discretion of the Director).
29 vii. Any other information that the City finds reasonable or necessary to 30 safeguard City Facilities and the public.
31 32 b) An Applicant must specify an exact list of the equipment that the Applicant desires 33 to bring to Facility during a reservation. A map showing the locations of equipment 34 may be required.
35 36 c) Deposit fees (or refundable deposit) will be collected at the time of application 37 submittal and prior to issuance of Facility Permit. Certain deposit fees are 38 refundable, as set forth by City Council Resolution, unless the deposit fee, or a 39 portion there ofthereof, is used to cover Department’s costs for cleaning and/or 40 damage caused by a Person’s facilityFacility reservation, to cover unpaid balances 41 with rental fees, insurance processing costs, or security guard services, to cover 42 cancellation fees. , or if an Applicant fails to abide by the Community Center 43 Facility Rental Hours or the rental times specified on the Facility Permit. 44 45 i. It is the responsibility of the Applicant to inform Department staff of any 46 changes in address in order to process deposit refunds. 47

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1 ii. If an Applicant’s deposit fee refund on file with the City has not been 2 deposited by the Applicant within six months after the reservation date, then 3 the City will retain the deposit fee.
4 5 d) The entire time needed to prepare food, decorate the facilitiesFacilities, or set-up 6 before the event, and to completely clean up after the event must be reserved by 7 the Applicant and must be stated on the application form. Early arrival or late 8 departure, by a caterer or any member of the Applicant’s party will result in 9 additional fees and forfeiture of deposit.
10 11 e) Depending on the nature of the event, Applicants may be required to meet with 12 Department staff at least fourteen (14) days before event to personally review 13 Applicant’s needs, set up, and Department Facility rules and regulations. 14 15 Standards of Issuance:
16 The Director may issue a Facility Permit hereunder when it is found:
17 18 a) That the proposed activity or use of a City Facility will not unreasonably interfere 19 with general public enjoyment of other facilities;
20 b) That the proposed activity or use will not unreasonably interfere with public health, 21 welfare, safety, or recreation;
22 c) That the proposed activity or use is not unlawful; 23 d) That the proposed activity or use will not entail unusual, extraordinary, or 24 burdensome expense to the City or require costly police support or assistance; 25 e) That the City Facility desired has not been previously reserved; 26 f) That the Applicant, if applying on behalf of a firm, corporation, joint venture, 27 association, social club, or any group or combination activity as a unit, be 28 organized and in existence for at least thirty (30) days prior to seeking a Facility 29 Permit;
30 g) That required fees have been paid; and
31 h) That, if applicable, evidence of insurance acceptable to the City has been provided. 32 33 Reservation and Use Priority:
34 Priority of use for all City Facilities shall be as follows:
35 36 1) City programs, and events including those activities and events that the City of 37 Laguna Hills is cosponsoring.
38 2) Laguna Hills sports organizations directly sponsoring youth programs open to all 39 applicantsyouth participants and predominately serving Laguna Hills youth. Local 40 youth and adult organizations and groups such as service clubs, churches, and 41 veterans, whose membership is open to the public, provided such organization 42 and/or group carries out its activities through an existing bona fide office, an 43 existing recognized place of worship, or an established meeting place that is 44 physically located within the City of Laguna Hills.
45 3) Residents of the City of Laguna Hills.
46 4) Local merchants of the City of Laguna Hills wishing to reserve and make use of 47 facilities for an activity directly related to their business pursuits within the City. 48 5) Non-resident nonprofit organizations.

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1 6) Non-resident individuals and businesses.
2 3 Verification of Classification:
4 Any Applicant requesting a nonprofit classification must attach written verification and 5 proof of nonprofit status to application. The status of an organization must be proved 6 by the Applicant to the satisfaction of the Director. 7 8 (CATEGORY A) - Resident Nonprofit: Local clubs and organizations that are open 9 to the general public and have their headquarters in the City of Laguna Hills. 10 Application for nonprofit rentals must include a Federal Tax Exempt I.D. number, 11 and may require proof of same by showing either a “Statement of Domestic 12 Nonprofit Organization” filed with the State of California or nonprofit tax 13 identification number.
14 15 (CATEGORY B) - Resident Private: Individuals, clubs, organizations, and other 16 groups, with a City of Laguna Hills address, and/or where its 17 participants/memberships are made up of at least 50% residents from the City 18 of Laguna Hills. Proof of residency is required.
19 20 (CATEGORY C) - Non-Resident Nonprofit: Nonprofit clubs, organizations, and 21 other groups that are non-residents of the City of Laguna Hills. Documentation 22 required as stated above.
23 24 (CATEGORY D) - Non-Resident Private: Individuals, clubs, organizations, and 25 other that are non-residents of the City of Laguna Hills. 26 27 (CATEGORY E) - Commercial: Business entities within or outside of the City of 28 Laguna Hills boundaries.
29 30 Laguna Hills Youth Sports Organization Verification:
31 Application for Laguna Hills Youth Sports Organization Facility use must include a 32 Federal Tax Exempt I.D. number, and may require proof of same by showing either a 33 “Statement of Domestic Nonprofit Organization” filed with the State of California or 34 nonprofit tax identification number. Appropriate documentation to verify Resident 35 Nonprofit status may also be requested which includes, but is not limited to, team 36 rosters, utility bills from team player’s place of residence, sports organization’s bylaws, 37 mission statements or equivalent.
38 39 Laguna Hills nonprofit youth sports organizations are defined as local nonprofit 40 volunteer organizations that are comprised predominately of Laguna Hills resident 41 youths. These organizations maintain a “no cut” policy where every child is not denied 42 the opportunity to play and registration is open to all Laguna Hills’ children. In addition, 43 the youth sports organization is administered by volunteer Laguna Hills residents that 44 serve as officers, coaches, commissioners, or board of directors and do not receive any 45 compensation for their volunteer service.
46

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1 Outdoor Park Amenities Use:
2 Outdoor Park amenities (including fieldsopen areas, volleyball and basketball courts, 3 picnic tables, BBQs, etc.) may be reserved for up to three (3) hours of use in conjunction 4 with a group picnic reservation when available. To request the use of aan outdoor Park 5 amenity as stated above, Applicant must indicate a three (3) hour time slot on the 6 Facility Permit application.
7 8 All outdoor Park amenities are(including open areas, volleyball and basketball courts, 9 picnic tables, BBQs, etc.) are available on a first come, first serve basis unless reserved 10 as stated above.
11 12 Policy Interpretation:
13 It is the policy of the City of Laguna Hills to grant the Department administrative 14 discretion to interpret and adjust the general rules of this policy to meet specific needs 15 of Applicants and the City. Appeals must may be made to the City Manager whose 16 decision shall be final.
17 18 Payments:
19 All payments are due fourteen (14) calendar days prior to scheduled use. Any balance 20 due can be paid by credit card, cashier’s check, personal check, or money order. 21 However, personalDeposit fees (or refundable deposit) will be collected at the time of 22 application submittal and prior to issuance of Facility Permit (See “Application Process”). 23 Remaining balance of Rental fees is due at least thirty (30) days prior to event. Personal 24 checks will not be accepted when any payment is made less than fourteen (14) calendar 25 days from the date of a reservation.
26 27 Any cash payment for a Facility Permit deposit and/or fees is limited to $500 per Person 28 per day.
29 30 All receipts for payments and any reimbursements will be made to the Applicant only, 31 regardless of payment source. Payments shall always be noted with event date(s), 32 Facility reserved, and responsible party for reservation. 33 34 Disruptive Behavior
35 Applicant’s conduct or behavior that disrupts, disturbs, or otherwise impedes the 36 orderly conduct of the scheduled activity permitted, or with the administration of City

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1 Facilities by City personnel and/or the enjoyment of others using a Park or Facility is 2 strictly prohibited.
3 4 Applicants are responsible for controlling noise that may be disturbing to other activities 5 occurring at a Park or Facility, or that may negatively impact a surrounding 6 neighborhood.
7 8 Applicants who engage in such disruptive conduct shall be subject to Eviction in 9 accordance to the City of Laguna Hills’ Municipal Code and may also result in the 10 revocation of a Facility Permit.
11 12 Revocation:
13 The Director shall have the authority to summarily revoke a Facility Permit upon finding 14 a violation of any provision, hereof, or upon finding a violation of any applicable City 15 Ordinances, City rules and regulations, and/or state law. The individual or group will 16 not be issued a permit for twelve months from date of the violation. 17 18 Appeal:
19 If an application and/or a Facility Permit is denied or revoked by the Director, an appeal 20 may be made to the City Manager in writing within five (5) business days of the Director’s 21 decision. The City Manager is not required to consider a late-filed appeal. The City 22 Manager’s decision on the appeal is final.
23 24 Waiver of Fees:
25 Any and all applicable fees may be waived or reduced, at the sole discretion of the City 26 Manager by the Director, for public school activities and events and governmental 27 purposes, as well as for community activities and events that are sponsored or co28 sponsored by the City. The decision of the City Manager shall be final. 29 30 Limitation of Use:
31 The City reserves the right to limit the hours of use of Park Facilities to prevent adverse 32 effect or conditions to adjacent residents or damage to the Facilities or turf because of 33 excessive use.
34 35 Security Services:
36 The City reserves the right to require security guard services for any activities held at 37 City Facilities at the Director’s discretion. All events serving Alcoholic Beverages require 38 security guard services. Events with a live band, disk jockey amplified music, or any 39 type of amplified music require security guard services. Department staff will arrange 40 for a a security guard service company on behalf of Applicant. Security guard service

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1 will be scheduled at a ratio of one (1) security guard per one hundred (100) guests, 2 unless the Director determines that more security guards are required for an event. 3 4 Department staff will arrange for a security guard service company on behalf of 5 Applicant. Security guard service will be scheduled for entire event time specified on 6 the Facility Permit.
7 8 The Applicant is responsible for the cost of security guard services. Cost for security 9 guard services are in addition to the Facility rental rates. Information regarding charges 10 for security services will be provided to the Applicant upon Facility booking, subject to 11 change if the terms and parameters of the reservation are modified. 12 13 Insurance Requirements:
14 Dependent upon the nature of the proposed activity for a Facility rental, the City may, 15 at its discretion, require the Applicant to purchase, through the Department’s insurance 16 service provider, coverage naming the City of Laguna Hills, its officers and employees as 17 additional insured. Insurance is required for all indoor Facility rentals. Information 18 regarding insurance coverage requirements will be provided to the Applicant upon 19 Facility booking. Applicant is responsible for the cost of insurance and providing the 20 City with the required Certificate of Insurance and endorsements at least ten (10) days 21 prior to Applicant’s use of Facility(ies). If insurance is not provided to the City at least 22 (10) days prior to the Applicant’s reservation, the reservation is subject to cancellation. 23 24 If the Applicant’s insurance cannot meet City requirements, or Applicant elects to use 25 the City’s insurer, Department staff will arrange for insurance coverage on Applicant’s 26 behalf and the Applicant will be responsible for paying the cost of such coverage at the 27 time of application. Information regarding Cost for insurance coverage requirements 28 and charges will be providedis in addition to the Facility rental rates. 29 30 The Director, in his or her discretion, may require Applicant to secure insurance 31 coverage as described above for an outdoor Facility reservation dependent upon Facility 32 booking,the nature of the activity. Insurance coverage requirements are subject to 33 change if the terms and parameters of the reservation are modified. Insurance coverage 34 is required for any activities where alcohol is served. 35 36
37 Damage to Facility:
38 Any person or group causing property or equipment damage to City Facilities, including 39 damage or defacement to Park amenities such as grass and, foliage, carpet, walls, 40 flooring, displays, signs, playground equipment, etc. will be required to pay for such 41 damage (based on current cost of repair or replacement as established by the City). The 42 City shall use Applicant’s deposit fee to cover costs of damage and will bill the Applicant 43 for any outstanding balance to cover full costs of damage if applicable. Until such 44 outstanding payment is received, the City may revoke Applicant’s current Facility Permit 45 and reject future applications.
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1 Smoking:
2 Smoking in City Parks and the Community Center is strictly prohibited per the City of 3 Laguna Hills Municipal Code.
4 5 Alcohol Use:
6 No Person shall consume, possess or sell any Alcoholic Beverages within a designated 7 Park. This prohibition shall not apply to reservations conducted at the Community 8 Center in accordance with applicable City policies and an approved Facility Permit (see 9 “Community Center Alcohol Use”).
10 11 Drug Use:
12 No Person shall consume, use, possess or sell illegal drugs at a City Park or the 13 Community Center.
14 15 Sale of Food:
16 A health permit is required from the County of Orange Healthcare Agency when food 17 will be sold during a Facility reservation, or in the opinion of the Director a health permit 18 is required. A copy of the health permit shall be filed with Department to be included 19 in Applicant’s Facility Permit.
20 21 Glass Containers:
22 No Person shall bring into, or have in his or her possession, in a Park a glass container. 23 This prohibition shall not apply to reservations occurring at the Community Center in 24 accordance with an approved Facility Permit.
25 26 Use of City Seal and Reference to City:
27 Any unauthorized references to the City that suggests (or can be interpreted as) the City 28 is endorsing or sponsoring a Person’s Facility reservation event is strictly prohibited and 29 may result in the revocation of a Facility Permit. Therefore, without prior written 30 authorization from the City of Laguna Hills, it is prohibited for Persons to:
31 32 i. use the City Seal or emblem in any form of outreach and/or advertisement of a 33 Person’s Facility reservation event; or
34 35 ii. use “The City of Laguna Hills,” or “City of Laguna Hills,” or “Laguna Hills 36 Community Center,” or any variation thereof, in the title of a Person’s Facility 37 reservation event advertisement, or in any manner that would suggest City 38 sponsorship or endorsement; or
39 40 iii. use of any image of City Facilities in reservation event advertisement, or in any 41 manner that would suggest City sponsorship or endorsement; or 42 43 iv. use of the City name, City Facility name, City address, a City email, and/or City 44 phone number as the official address or official contact information for a Person’s 45 reservation event.
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1 The City does not restrict a Person from using a Facility name and address to advertise 2 the location of a Person’s reservation event. For example:
3 4 Applicant’s name of event will be held at:
5 Laguna Hills Community Center and Sports Complex
6 25555 Alicia Parkway
7 Laguna Hills, CA 92653
8 9 Cleaning after Reservation
10 It is the Applicant’s responsibility to clean entire rented Facilities, and all equipment 11 used, to the condition prior to the Facilities reservation and to the satisfaction of 12 Department staff.
13 14 In the event Applicant does not clean the Facilities, or does not clean the Facilities to 15 the satisfaction of Department staff, the Department shall use Applicant’s deposit fee to 16 cover cleaning costs and will bill the Applicant any additional cleaning costs not covered 17 under deposit fee.
18 19 Until entire payment is received for total cleaning costs, the City may revoke Applicant’s 20 current Facility Permit and reject future applications. 21 22 Signs:
23 Signs (including, banners, balloons, and other decorative materials) used to promote, 24 advertise, or decorate a Facility reservation event, or for event wayfinding purposes, 25 must first be approved by the Director based on reasonable time, place, manner and 26 aesthetic considerations.
27 28 Applicants must note requested signage as well as desired locations on Applicant’s 29 Facility Permit. The proposed location of any requested sign(s) must be approved in 30 advance by the Director and will only be permitted for display during the reservation 31 hours designated on the Facility Permit.
32 33 Notwithstanding the forgoing, signs that contain any of the following are prohibited: 1) 34 Content not related to the purpose of Applicant’s Facility reservation; 2) Content that 35 defames, abuses harasses, stalks, threaten or violates the legal rights of others; 3) 36 Sexual content, profanity, vulgarity, obscenity, racism, hatred, slander, threats, and/or 37 violence; 4) Content that is not appropriate for all age groups; 5) Content that promotes, 38 fosters, or perpetuates discrimination or personal attacks on the basis of race, creed, 39 color, age, religion, gender, marital status, status with regard to public assistance, 40 national origin, physical or mental disability, or sexual orientation; 6) Content that 41 contains personal information about another person or that violates a person’s privacy; 42 and/or 7) Content that promotes or encourages illegal activity. 43 44 Any signs that are placed in an unapproved location or that violate this policy will be 45 immediately removed and the Applicant’s Facility Permit may be subject to revocation. 46

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1 Trash and Recycling Requirement:
2 All Applicants are required to recycle their trash during their Facility use. Information 3 about the City’s recycling requirements will be shared with Applicants at the time of 4 application.
5 6 Applicants who will be selling or serving food as part of their Facility reservation are 7 required to recycle all food waste (organic waste).
8 9 Dependent on the nature of the event, Department staff may require Applicant to 10 develop a recycling plan and any additional trash and recycling services in addition to 11 the City’s current service levels will be borne by the Applicant. 12 13 Failure by Applicant to adequately recycle their trash during their Facility reservation 14 may result in the forfeit of a Person’s deposit fee (or a portion thereof). 15 16 Cancellations:
17 The Department requests that Persons cancel their reservations at least fourteen 18 (14thirty (30) days prior to their reservation date as stated on an approved Facility 19 Permit. Cancellations are subject to cancellation fees as established by City Council 20 Resolution. Cancellations made less than fourteen (14thirty (30) days prior to a 21 reservation are subject to higher cancellation fees where applicablewill forfeit the 22 Applicant’s Facility deposit.
23 24 COMMUNITY CENTER FACILITY RESERVATION & USE POLICIES & PROCEDURES:
25 26 In addition to the “General Facility Reservation & Use Policies & Procedures” stated 27 above, the following policies and procedures shall also apply to reservations and use of 28 the Community Center.
29 30 Community Center Facility Rental Hours:
31 Community Center Facilities can be rented during the following hours:
32 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 pm 6:00 pm up to 7:00 pm
33 34 a) All events must end by time stated above under “Event must end Time.” 35 Additional time is allowed for event cleanup as designated above under “Time 36 available for event cleanup.” No music is allowed when an event ends or after the 37 “Event must end Time” as noted above, and all guests not participating in the 38 clean-up of the event must leave the event.
39 40 b) Forfeiture of one half of the deposit may be applied to Facility reservations that 41 runs up to one half hour past 11:00 pm on Monday – Saturdays, and up to one

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1 half hour past 7:00 pm on Sundays, or for a reservation that runs after the end 2 time (including clean-up time) specified on the Facility Permit up to one half hour. 3 4 c) Applicant will forfeit the full amount of deposit if Facility rental runs past 11:30 5 pm on Monday – Saturdays, and 7:30pm on Sundays, or for a reservation that 6 runs more than one half hour after the end time (including clean-up time) 7 specified on the Facility Permit.
8 9 d) The weekend rate will begin at 5:00 p.m. on Fridays and end on 7:00 pm on 10 Sundays.
11 12 e) Applicants will be charged time and one half hourly rental rate for early arrival. 13 14 f) There is a two (2) hour minimum hourly rental rate for Community Center Facility 15 rentals.
16 17 Mandatory Site Meeting:
18 A mandatory site meeting will shall be scheduled with the Applicant and Department 19 staff at the Community Center. The site meeting appointment should be made at least 20 fourteen (14) days prior to the event. Any caterer or special event coordinator should 21 also attend the site meeting. Failure to complete a site meeting could result in a 22 cancellation of the event and forfeiture of fees and deposits. 23 24 The Applicant is the only person who may request changes to the reservation. 25 26 Community Center Setup/Cleanup:
27 Usage time on the application must include all Facility preparation, including an 28 Applicant’s setup and decoration time by caterer and/or user, as well as cleanup time 29 following use. Reservations are based upon use within the specified time period. Any 30 additional use will be charged.
31 32 Applicants will not be allowed to occupy the Facilities during times not listed on the 33 Facility Permit. Reservations are based upon use within the specified time period on 34 Facility Permit and any additional use is subject to additional charges. 35 36 Department staff will be on hand to admit Applicant to the rented Facilities at the time 37 specified on the approved Facility Permit.
38 39 Applicants will not be allowed to occupy the Facilities during times not listed on the 40 Facility Permit. City staff will set up all tables, chairs, and equipment according to the 41 set -up plans provided. If no set up plan is submitted, City staff will set up the 42 reservation according to standard set up configurations for the type and size indicated 43 on the application.
44 45 Only one setup per group will be provided. Requests for changes to room setup after 46 the setup is completecompleted in accordance to the Facility Permit plan will not be 47 accommodated.
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1 Facilities must be left in the same condition in which they were found. Department staff 2 will provide Applicant with a clean-up checklist that must be filled out before and after 3 the activity to determine needed clean up or repairs before and after the rental. If the 4 Facility is not cleaned to the conditions prior to Applicant’s reservation, or to the 5 satisfaction of the Department staff, the Applicant will pay for cleaning costs which will 6 be deducted from Applicant’s deposit fee. If clean-up costs are more than the deposit 7 fee, the Applicant will be responsible for paying the difference. 8 9 Community Center & Kitchen Reservation Amenities:
10 11 a) Building rentalsRentals include the use of tables and chairs. Table covers are 12 not provided.
13 14 b) Eating and serving utensils are not provided.
15 16 c) Styrofoam products are prohibited from use in the Community Center. 17 18 d) Use of the kitchen must be included on the Facility Permit. Kitchen rental offers 19 use of refrigerator/freezer, stove, oven(s), warmers, ice machine, and microwave. 20 Partial Kitchen rentals only include use of refrigerator and ice machine. 21 22 e) CookingEating, serving, and cooking utensils are not provided. Utensils must 23 be provided by the Applicant and must all be removed promptly and completely 24 upon conclusion of the event.
25 26 f) Refrigerator space may be limited due to active, on-going City programs. 27 28 g) Equipment or furnishings shall not be removed or rearranged without prior 29 written approval from the Director.
30 31 Community Center Decorations:
32 Decorations must be flame retardant. Decorations with hay or straw are prohibited. 33 Confetti, birdseed, popcorn, rice, or other material shall not be thrown. Nails, staples, 34 tape, and similar hardware may not be used to attach materials to walls or ceilings in 35 the Heritage Room. All decorative and other items, such as approved signs, shall be 36 removed by the end of the rental period. Do not drag heavy items on floors. Glitter is 37 not allowed. The use of Open open flames (i.e. candles) will not be allowed in the 38 facilities, unless specifically authorized in writing by the Directormust first be approved 39 on the Applicant’s Facility Permit.
40 41 All decorative and other items, such as approved signs, shall be removed by the end of 42 the rental period. Do not drag heavy items on floors. 43 44 Limited Space and Storage:
45 Due to limited space, storage will not be provided for building rentals. All equipment, 46 supplies, food, and decorations brought in by Applicant must be removed by the

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1 Applicant before leaving the building and within the rental time designated on 2 Applicant’s Facility Permit.
3 4 Department staff are not authorized to sign for deliveries and are not authorized to 5 permit any deliveries that vary from scheduled times. 6 7 The Department cannot be held responsible for any items delivered early or left behind. 8 The Applicant or event contact person must accept all deliveries. 9 10 The “set-up time” stated on the application form is the earliest time that any deliveries 11 can be made.
12 13 Community Center Alcohol Use:
14 The following rules and guidelines apply to Alcoholic Beverages use at the Community 15 Center.
16 17 Alcoholic Beverages are permitted only within the confines of the Laguna Hills 18 Community Center building and adjacent patios and courtyard. Beer kegs are allowed 19 only if an individual (bartender) is attending the keg and servicing beer to reservation 20 attendees. Beer kegs are restricted to only Community Center patio areas. 21 22 a) Applicants requesting the use of Alcoholic Beverages must submit a proper 23 application form with their facilityFacility use application. An alcohol permit fee, 24 set by City Council resolution, will be charged to all Applicants requesting to 25 serve alcoholAlcoholic Beverages.
26 27 b) Applications to serve Alcoholic Beverages will not be considered for approval for 28 any activity with a youth emphasis. This includes activities for minorsMinors 29 such as birthday parties, quinceaneras, bar and bat mitzvahs, or student 30 activities. Alcohol may not be served to minors. Alcoholic Beverages are to be 31 served only to persons 21 years of age and older. An Applicant’s failure to comply, 32 monitor, and enforce this law is grounds for terminating the activity and forfeiting 33 the refundable deposits and all rental fees which have been paid. 34 35 c) All Alcoholic Beverages must be consumed inside the rented area of the Facility. 36 The consumption ofmay not be served to Minors. Alcoholic Beverages is 37 prohibited during set up are to be served only to persons 21 years of age and 38 older.
39 40 d) Alcoholic Beverages are permitted only within the confines of the Laguna Hills 41 Community Center building and adjacent patios and courtyard. clean 42 43 e) Alcoholic Beverages cannot be served past 9:30 pm on Monday – Saturdays, and 44 5:30 pm on Sundays.
45 46 f) The maximum amount of time that Alcoholic Beverages may be served is 5 hours. 47 48 g) Security is required for all events serving Alcoholic Beverages.

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1 2 h) Alcoholic Beverages may not be consumed while setting up or cleaning up time. 3 an event.
4 5 i) A bartender is required for beer keg service or when hard alcohol is served. Hard 6 alcohol means all Alcoholic Beverages except for wine or beer served in cans or 7 bottles. Additionally, the following type of events require a bartender: weddings, 8 wedding receptions, and memorial services. It is the responsibility of the 9 Applicant to show proof the person serving Alcoholic Beverages is a qualified 10 bartending graduate from an accredited institution (RBS and/or TIPS). The 11 bartender CANNOT be a guest of the event and consume alcohol. The bartender 12 must supervise the bar for the duration of alcohol being served (maximum of 5 13 hours).
14 15 The Director has the discretion to require a bartender for any event serving 16 alcohol including events that will only serve wine and/or beer. 17 18 j) An Alcohol Beverage Control (A.B.C.) License must be provided if Alcoholic 19 Beverages are to be sold during the scheduled activity, if a donation is requested 20 or admission is by donation, if admission is charged, or if presale is charged for 21 an event where Alcoholic Beverages are present.
22 23 k) It is the responsibility of the Applicant to contact Alcohol Beverage Control to 24 obtain a license. A letter regarding your event will be provided for you to present 25 to the Alcohol Beverage Control License office. Contact Alcohol Beverage Control 26 at:
27 28 28 Civic Center Plaza
29 Santa Ana, California
30 (714) 558-4101
31 32 l) A copy of the A.B.C. license must be submitted to the Community Services 33 Department at least five (5) calendar days prior to your event. 34 35 m) Any violation of these Alcoholic Beverages rules and guidelines will result in 36 immediate termination of the event and the forfeiture of all rental fees and 37 security deposit in full.
38 39 n) If Applicant’s event is not serving Alcoholic Beverages, as designated on the 40 Applicant’s Facility Permit, and Alcoholic Beverages are found in or around the 41 reserved Facility, the event will immediately be terminated and the Applicant will 42 forfeit all rental fees and security deposit in full. 43 44 Hardwood Flooring:
45 Due to the special flooring, hard-soled shoes, food, or beverages are not allowed in the 46 physical activity room and gymnasium.
47 48 Animals:

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1 Animals will not be permitted inside the Community Center unless they are service 2 dogs/animals used by those requiring such assistance. 3 4
5 ATTACHMENTS:
6 7  City of Laguna Hills Rental Fees and Deposits Schedule (established by City Council 8 Resolutions)
9

Attachment 3

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

Policy No. 317
Effective Date: August 28, 2018

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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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:

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

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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:

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.

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.

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.

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

City Council Policy
No. 317
Public Facility Reservation and Use Policy
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

City Council Policy
No. 317
Public Facility Reservation and Use Policy
9 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:

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
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

City Council Policy
No. 317
Public Facility Reservation and Use Policy
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.

City Council Policy
No. 317
Public Facility Reservation and Use Policy
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:

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. 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 complete 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) Building rentals include the use of tables and chairs. Table covers are not provided.
b) Eating and serving utensils are not provided.

City Council Policy
No. 317
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:

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.

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

City Council Policy
No. 317
Public Facility Reservation and Use Policy
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)

Item No. 3
City of Laguna Hills
City Council / Planning Agency
Staff Report
Date: August 27, 2024
To: Mayor and Council Members
From: Larry Longenecker, Community Development Director Issue: Inclusionary Housing Program Overview and Policy Discussion Recommendation: That the City Council receive the staff presentation, provide feedback, and provide direction regarding a potential inclusionary housing ordinance for City Council consideration.

Background:

Housing Element and Regional Housing Needs Assessment (RHNA) The City’s General Plan Housing Element, which is mandated by State law, requires updating every eight years. Its purpose is to assess community housing needs and outline a high-level strategy to address these needs during the planning period. For each planning period, the City is allocated a specific number of new housing units it must plan for, including affordable units, through the Regional Housing Needs Allocation (RHNA). Laguna Hills’ RHNA allocation for the 2021-2029 planning period is 1,985 units, distributed among very low, low, moderate, and above moderate-income categories, as detailed in Table 1 below.

Table 1 – RHNA Obligation by Income Category
Income Category 2021-2029 RHNA (DUs)
Very Low (<50% AMI) 568
Low (51-80% AMI) 353
Moderate (81-120% AMI) 354
Above Moderate (>120% AMI) 710
Total 1,985

Item No. 3
The RHNA process is designed to ensure that cities plan for sufficient housing to accommodate growth across various income levels. While the City is not obligated to build these units, it must demonstrate that there are adequate sites to meet the RHNA, which may involve rezoning, as seen with several properties in North Laguna Hills in March 2024. Additionally, the City is required to report annually to the State on its progress in implementing Housing Element programs and meeting RHNA obligations.

Inclusionary housing programs can be an important tool in achieving these goals. By requiring developers to include a percentage of affordable housing units in new residential developments, cities can better ensure that RHNA goals are met and that housing resources are more equitably distributed. The City’s 2021-2029 Housing Element, adopted in March 2024, includes Implementation Program H-7(8) (Page A-13 of the Housing Element), which commits the City to study other inclusionary housing ordinances to identify effective practices for providing affordable housing. An online version of the City’s adopted Housing Element is available here: https://lagunahillsca.gov/DocumentCenter/View/8440/Housing-Element.

Community Demographics and Need for Affordable Housing
In planning for and addressing the City’s housing needs, staff considered the City’s existing housing stock and community demographics (e.g., population, employment, economics, and household characteristics) as well as projected future growth trends.

The demographic analysis was included in the Housing Needs section of the City’s Housing Element (starting on Page H-22), which identifies demographic trends and segments of the community most vulnerable to housing instability, to inform policy decisions related to inclusionary housing.
• Lower Income Households (Housing Element Page H-31): Approximately 35.1% of Laguna Hills households in 2017 earned a lower income, with 19.5% qualifying for very low- or extremely low-income housing. These households often struggle to afford housing without experiencing financial strain. Affordable housing options help ensure residents can maintain stable living conditions without sacrificing other essential expenses like healthcare, education, and transportation.
• Housing Cost Burdens/Overpayment (Housing Element Page H-32): About 51.3% of renters in Laguna Hills in 2017 allocated more than 30% of their gross income to housing costs, indicating a shortage of affordable options. This situation forces many residents to spend a disproportionate amount of their income on housing. • Low Vacancy Rates (Housing Element Page H-53): The rental vacancy rate in Laguna Hills in 2018 was 2.9%, and the ownership vacancy rate was 0.6%. These

Item No. 3
low rates indicate high demand and low supply, leading to increased rental and ownership costs. When housing supply does not meet demand, prices rise, making it more difficult for lower- and moderate-income families to find affordable housing.

ANALYSIS:

Inclusionary Housing Overview
Currently, over 170 cities in California, including 11 in Orange County, have adopted inclusionary housing programs. These programs require developers to set aside a percentage of new housing units for lower- or moderate-income households within residential developments. Inclusionary housing programs help cities achieve their RHNA goals and increase housing options for lower-income and moderate-income households by integrating affordable units into market-rate developments, promoting diversity, and reducing the concentration of affordable housing. Prospective residents of affordable units must meet income eligibility requirements. Inclusionary housing can be provided in both for-sale (ownership) units and rental units.

Legal Requirements
Inclusionary housing programs are legally supported as a valid exercise of local zoning powers, as affirmed by the California Supreme Court. State law requires comprehensive financial evaluations in some cases to ensure that inclusionary programs do not unduly constrain housing production, and most jurisdictions that implement an inclusionary housing program prepare such an evaluation to ensure that the program considers the strength of the local real estate market and does not deprive property owners/developers of a reasonable return on investment or otherwise constitute an unconstitutional “taking” of property. This legal framework provides the foundation for implementing inclusionary housing policies that are fair and feasible for developers.

Inclusionary Housing Program Components
Key provisions in inclusionary housing programs include:
• Project Size Threshold: This determines the size of a project that triggers the inclusionary requirement. Applying the requirement to all project sizes may render smaller projects economically infeasible. Therefore, most cities establish a minimum threshold, applying the inclusionary requirement only to developments above this size. For example, the ordinance could apply to developments with 10 or more units to avoid discouraging smaller developments

Item No. 3
and “missing middle” housing types.
• Minimum “Set-Aside” Requirement: This is the percentage of units in a new housing project that must be affordable. Common set-aside percentages range from 10% to 15%, depending on the community’s specific housing needs and market conditions. In the event the City moves forward on a potential inclusionary housing ordinance, it is recommended that a financial evaluation and feasibility report be prepared to determine what percentage of affordable units is feasible in Laguna Hills while ensuring a fair return on investment. • Affordability Level: This refers to the targeted household income level for the affordable units. The ordinance may adopt a tiered approach, requiring a certain percentage of units in each development to be affordable to very low and lowincome households, as well as moderate-income households, reflecting the full spectrum of housing needs identified in the City’s RHNA obligation. • Covenant Period: This is the duration for which the units must remain affordable.

Covenant periods typically range from 30 to 45 years for ownership units and are most often 55 years for rental units, ensuring long-term affordability and stability for residents.
• Alternative Compliance Options: These include in-lieu fees, off-site production, and land dedication. State law requires that alternatives to the physical provision of affordable units be available, providing flexibility for developers while still contributing to the City’s affordable housing goals. In-lieu fees are a common option in many inclusionary housing programs, with the fees collected used to fund affordable housing projects elsewhere in the City. The financial evaluation prepared in conjunction with an inclusionary housing ordinance would analyze the appropriate in-lieu fee amount for both rental and ownership housing types in Laguna Hills. In-lieu fees may be allowed by right for all projects or only for certain project types, sizes, or affordability levels to incentivize City Council priorities.

Density Bonus Programs
Density bonuses help mitigate the financial impacts on developers providing affordable housing. Under State law, projects meeting certain affordability criteria are eligible for density bonuses and concessions. These incentives can include increased building heights, reduced parking requirements, and other deviations from development standards, making the inclusion of affordable units more financially viable for developers.

Density bonuses are mentioned in this report because requests for them may increase if the City adopts an inclusionary ordinance. Projects required to provide affordable

Item No. 3
units under the City’s inclusionary housing program would, in most cases, automatically be eligible for a density bonus, incentives or concessions, waivers or reductions of development standards, and reduced parking ratios under State law.

Orange County City Survey
In Orange County, 11 cities have adopted inclusionary housing ordinances, including recent adoptions by Costa Mesa and Mission Viejo (see Attachment 1, Orange County City Survey). The average minimum project size threshold in Orange County (at and above which the inclusionary ordinance applies) is 8 dwelling units. The typical minimum set-aside requirement is 10% to 15%, with affordable rental units typically required at low- and very low-income levels and ownership units typically required at moderate-income or a combination of moderate- and lower-income levels. The average minimum term of affordability is 41 years for rental units and 36 years for ownership units. All 11 Orange County cities include provisions for in-lieu fees and other alternative compliance options.

Program Implementation and Compliance
If an inclusionary ordinance is adopted, it would establish a new housing program that requires additional resources for implementation, management, monitoring, and enforcement of inclusionary requirements. These tasks include, but are not limited to, collecting and managing in-lieu fees, preparing requests for proposals and agreements for allocating in-lieu housing funds, preparing and monitoring affordable housing agreements for each inclusionary project, conducting annual rent certifications to ensure required units are rented to households at the appropriate income levels, and appropriately tracking and reporting units to the State annually.

Potential Challenges
Implementing an inclusionary housing ordinance may present several challenges, including potential opposition from developers and concerns about the financial feasibility of projects. To address these challenges, in the event the City Council decides to further evaluate adopting an inclusionary housing ordinance, Staff recommends that the City conduct a detailed financial feasibility analysis to determine the appropriate set-aside percentages, affordability levels, and other requirements that balance the need for affordable housing with the financial realities of development.

Item No. 3
HCD Review Authority
Assembly Bill 1505 specifies parameters for the State Department of Housing and Community Development (HCD) to review inclusionary housing ordinances, under limited circumstances, and to require the submittal of an economic feasibility study to ensure the local agency’s ordinance does not unduly constrain the production of housing within the jurisdiction. AB 1505 also establishes criteria for HCD to review the economic feasibility study.

In accordance with AB 1505, HCD may only require a local government to submit a feasibility study if the agency’s inclusionary ordinance requires more than 15% of the total number of units in a development to be rented by lower-income households (80% or less of area median income). Third parties can request HCD’s evaluation of a jurisdiction’s inclusionary housing ordinance, or HCD may initiate an evaluation on its own.

If required by HCD, local governments must submit an economic feasibility study prepared by a qualified entity with demonstrated expertise in the preparation of such studies, using a study methodology that followed best professional practices and was sufficiently rigorous to allow an assessment of whether the inclusionary requirement, in combination with other factors that influence feasibility, is economically feasible.

Next Steps
If directed by the City Council to prepare a draft inclusionary housing ordinance for City Council consideration, the following steps outline the process proposed for the development and adoption of the ordinance:

1. Community Outreach: Meet with community members and stakeholders to gather input and address concerns.

2. Financial Feasibility Analysis: Conduct a comprehensive financial feasibility analysis to ensure the proposed ordinance is economically viable.

3. Draft Ordinance Preparation: Based on feedback and best practices from other cities, prepare a draft inclusionary housing ordinance for review.

4. City Council Consideration: Present the recommended ordinance to the City Council for consideration and potential adoption.

5. Implementation and Monitoring: Develop an implementation plan and establish a monitoring and enforcement framework to ensure compliance with the ordinance.

Item No. 3
Fiscal Impact:

None.

Attachments:

1. Attachment 1 - Orange County City Survey

Inclusionary Zoning and RHNA Achievement

CITY THRESHOLD PROJECT

SIZE (UNITS)

AFFORDABLE SET ASIDE
(% OF TOTAL UNITS) INCOME LEVELS COVENANT

PERIOD (YEARS) INCOME LEVELS COVENANT PERIOD (YEARS) IN-LIEU FEE

LINK TO MUNICIPAL
CODE
Brea 20 Between 5% and 30%,
based on affordability
(See Income Levels)
5% Extremely Low or
10% Total (w/7% Very Low)
or 15% Total (w/10% Low)
or 20% Mod. or 30%
Worforce Housing
55 10% Moderate 45 For any project, calculated per
project, based on affordability gap.
https://codelibrary.amlegal.com/codes/bre
a/latest/brea_ca/0-0-0-70209
Costa Mesa 50 Btwn. 4% - 11%, based on
project type (See Income
Levels)
Projects =>60 du/ac: 11%
Low or 7% Very Low
Projects <60 du/ac: 6% Low
or 4% Very Low
55 8% Moderate 45 For any size ownership project and
rental projects <50 units, per
adopted fee schedule.
https://costamesa.legistar.com/View.ashx?
M=F&ID=13030549&GUID=FF35B69B-E718-
476A-9C0F-509836B7295A
Huntington
Beach
3 10% 10% Low 55 10% Moderate 45 For any project up to 100 units, per adopted fee schedule.
https://ecode360.com/43804232?highlight
=inclusionary&searchId=326918261744192
1#43804232
Irvine 1 15% 5% Moderate, 5% Low, and
5% Very Low
30 5% Moderate, 5% Low, and
5% Very Low
30 For any project up to 50
units,calculated per project.
https://library.municode.com/ca/irvine/co
des/zoning?nodeId=ZOOR_DIV2AD_CH2-
3AFHOIMPR
Laguna Beach 10 Btwn. 10% and 15%,
based on affordability.

See Income Levels
15% Moderate or 10% Low
or Very Low
25 15% Moderate 15 For any project, calculated per
project.
https://ecode360.com/LA4953/laws/LF207
2585.pdf
Laguna Woods 5 15% 7.5% Low and 7.5% Very Low 45 5% Moderate and 10% Low 45 For ownership projects only, must demonstrate construction of units
is financially infeasible.
https://library.municode.com/ca/laguna_w
oods/codes/code_of_ordinances?nodeId=T
IT13ZO_CH13.25INHO
La Habra 10 Btwn. 6% - 15%, based on
project type (See Income
Levels)
9% Moderate or 6% Low and
Very Low (unidentified mix)
55 15% ~Moderate (110% AMI) 45 For any project, calculated per project.
https://ecode360.com/42849547#4284954
7 Mission Viejo 10 15% 7.5% Low and 7.5% Very Low 45 10% Moderate and 5% "Lower" (Undefined mix of

L,VL, EL)
45 For any size ownership project and
rental projects =<20 units, per
adopted fee schedule.
https://dms.cityofmissionviejo.org/OnBase
AgendaOnline/Documents/ViewDocument
/%20%20%20Amendment%20to%20Title%
209%20of%20the%20Mission%20Viejo%20
Municipal%20Code%20to%20Establish.pdf
?meetingId=8468&documentType=Agenda
&itemId=24853&publishId=24528&isSectio
n=false
San Clemente 6 15% 7.5% Low and 7.5% Very Low 20 8% Moderate and 4% Low and 3% Very Low
20 For all projects, calculated per
project
https://library.municode.com/ca/san_clem
ente/codes/code_of_ordinances?nodeId=T
IT17ZO_CH17.24GEDEST_17.24.120INHORE
San Juan
Capistrano
2 10% Unidentified mix (must total
10%) of Low and Very Low
10 Unidentified mix (must total
10%) of Low and Very Low
10 Based on 90% of affordability gap. https://ecode360.com/44277397#4427739 7 Santa Ana 5 Btwn. 5% - 15%, based on
project type (See Income
Levels)
15% Low or 10% Very Low or
5% Extremely Low or (5% L
+3%VL + 2% EL)
55 5% Moderate 55 For any project, per adopted fee
schedule.
https://library.municode.com/ca/santa_an
a/codes/code_of_ordinances?nodeId=PTII
THCO_CH41ZO_ARTXVIII.I2021AFHOOPCR
OR

RENTAL OWNERSHIP