01257.0001/897789.1
requirements of Article 10 and other applicable requirements of the chapter, the team will work with the jurisdiction to proceed with the issuance of a Notice of Violation (if the SGVCOG/the jurisdiction believes appropriate) -OR- the team may provide verbal notice to the entity in question with recommended revisions to their program, provide educational material, and follow-up for a second inspection within reasonable time (approximately 2 weeks to 30 days).
Beginning January 1, 2024, if it is determined that the entity is not in compliance after the second review, the team will notify the reporting jurisdiction and as determined in the Task 5 Implementation, proceed with the process of supporting the jurisdiction with issuance of a Notice of Violation. The methodology for issuing a Notice of Violation is provided below.
Complaint Review Methodology
Step 1: Schedule Complaint Review with Noncompliant Entity Complaint Reviews will be conducted on an as-needed basis dependent on when complaints are received. Staff will be readily available to receive complaints and will schedule an inspection to check for compliance in response to a complaint within five (5) business days of receipt of Complaint Form.
We recommend that Complaint Forms be received by the jurisdiction and forwarded to us in real time or at an interval that is appropriate for agency staff.
Alternatively, the City may choose to set up a joint email account for the receipt of complaints for the service areas covered by this engagement. In this case, the team would monitor emails and respond directly to Complaint Form senders within five (5) business days to confirm receipt and course of action, and additionally schedule an inspection within five (5) business days of receipt of Complaint Form.
Step 2: Conduct Complaint Review Inspection
The team will conduct an in-person Complaint Review inspection within 90 days of receiving a written complaint. The team will utilize a data program tracking software, such as Careit, to conduct the Complaint Review and will also keep a paper record of the Inspection Report (developed in Task 5).
We will use the Inspection Report and Careit to conduct the in-person review and will reference the details of the Complaint Form received, paying particular notice to specific actions the entity may be in violation of.
Step 3: Record Complaint Review Inspection Results / Follow-up Within 90 days of receipt of a complaint that would constitute a violation of SB 1383 requirements, the consultant team will notify the complainant of the results of their complaint, if contact information is available. The team will follow a similar methodology as the Inspection Review on the prior page for assessing compliance with all SB 1383 requirements and follow-up (dependent on compliance/noncompliance), as necessary.
Data Tracking
One potential approach to managing account information, compliance levels, and other relevant data necessary as part of this Task 6 is for the team to utilize a software program like Careit. With this specific tool, the team would create an account for each Tier 1 and Tier 2 generator – and food recovery service/organization – as information becomes available during the Inspection Reviews and identification of generators in Task 2. Each entity account on Careit would be easily accessible by both consultant staff, jurisdiction staff (if so desired) and the entity (both commercial food generators
01257.0001/897789.1
and food recovery services/organizations). The consultant team would record applicable data onto the user account to indicate when the inspection was conducted, user information such as whether they have a written food donation contract in place, compliance status, whether educational information was provided, follow-up communication needed, complaints received and the results of such Complaint Reviews, Notice of Violation(s) issued, and/or whether penalties have been assessed. The Careit system specifically is compatible with other data management tracking software that some jurisdictions in SGVCOG may already be using (such as Recyclist).
The consultant team would be available to provide entities with a deep level of technical assistance on this platform, particularly during the initial years of this engagement, with the goal of creating a built-out database for each individual entity to log their own data over time that can be easily monitored by the jurisdiction or consultant. Consultant staff will also be available to provide direct assistance to entities in setting up their account, tracking data, and to input an entities’ compliance information on behalf of the entity under this project.
Notice of Violation Methodology
According to Section 18995.4, a Notice of Violation(s) are required to be issued for noncompliance beginning January 1, 2024. In this Task 6, in addition to conducting Inspection Reviews and Complaint Reviews, we will utilize the Notice of Violation form developed in Task 5 to follow-up with noncompliant Tier 1 and Tier 2 commercial edible food generators and food recovery services/organizations.
A potential approach to issuing Notice of Violations, be discussed with SGVCOG as part of Task 5 and executed in this Task 6, may include:
• Step 1: Issue Notice of Violation via mail and/or email dependent on available contact information for the noncompliant entity, inclusive of notes and verification information (such as the Inspection Report)
• Step 2: Following 30 days of non-responsiveness from the noncompliant entity, staff will make two (2) attempts to contact entity via phone or email and/or in-person, dependent on the availability of contact information and preference of the jurisdiction. • Step 3: Tracking and recording all correspondence and actions taken by the consultant team/jurisdiction and by the noncompliant generator to remedy the violation via a data management program, such as Careit.
• Step 4 (if nonresponsive / entity fails to take necessary action for compliance): Work with the jurisdiction to issue a penalty order, inclusive of financial penalties assessed, necessary steps for compliance, and a date for which future financial penalties will be assessed if action is not remedied by the entity.
This approach to issuing a Notice of Violation goes above and beyond sending a letter and entrusting that owners/management staff receive mail delivered to the address on file. By contacting noncompliant businesses via email and phone, noncompliant entities are given access to additional information from staff and an opportunity to clarify the noncompliance issue and next steps, have questions answered, and provide any feedback or concerns to be documented by consultant staff and
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consolidated in the Careit app.
Article 10. Jurisdiction Edible Food Recovery Programs, Food Generators, and Food Recovery Potential violations that would warrant the issuance of a Notice of Violation in this Task 6 include, but are not limited to, failure to abide by the following requirements of Section 18991.3 for edible food generators:
• Adherence to any and all applicable local ordinances developed by the individual city/community. • Recover the maximum amount of edible food that would otherwise be disposed. • Establish a written contract or agreement with a food recovery organization or services to collect edible food for recovery or self-haul to a food recovery organization food recovery. • Keeping a list of food recovery service or organization that collects/receives its edible food. • Keeping a copy of written contracts or agreements for collection of edible food for recovery.
Potential violations that would warrant the issuance of a Notice of Violation in this Task 6 include, but are not limited to, failure to abide by the following requirements of Section 18991.5 for food recovery services/organizations:
• Maintain a record of each commercial edible food generator that it provides service. • Track and record the quantity of edible food collected and/or received from each edible food generator per month (in pounds).
• Track and record the quantity of edible food transported to each food recovery organization per month, if applicable (in pounds).
• Contact information for each food recovery organization that the service transports and/or receives edible food to/from for recovery.
As outlined in Section 18995.4, inspections to be conducted as part of this Task 6 do not include an evaluation of whether prohibited container contaminants have been placed in a collection container, as prohibited in Section 18984.5 nor does it include an evaluation of organic waste generators compliance as required by Section 18984.9. The project team is available to assist in conducting reviews and inspections for compliance with the stated sections above, if SGVCOG so chooses such services are necessary, at an additional cost.
Deliverables:
• A copy of Inspection Reviews and Complaint Reviews – provided to SGVCOG on a monthly basis - beginning in 2023 at the start of inspections, which may include, but is not limited to:
– The total number of inspections conducted, categorized by type of entity. – The total number complaints received, categorized by type of entity. • A copy of Inspection Reviews, Complaint Reviews, and Notice of Violations (inclusive of penalty orders, enforcement actions, status of compliance) – provided to SGVCOG on a monthly basis - beginning February 1, 2024, which may include, but is not limited to:
– The total number of inspections conducted, categorized by type of entity. – The total number complaints received, categorized by type of entity. – The total number of Notice of Violations issued, categorized by type of entity. – The total number of penalty orders issued, categorized by type of entity. – The total number of enforcement actions that were resolved, categorized by type of entity.
• Records will be provided to SGVCOG annually in a format that meets the needs of the Implementation Record described in Section 18995.2.
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Phase II Subregional Food Hub Development
TASK 6: PROJECT MANAGEMENT
Task 6.1 – Project Management Meetings
Monthly thirty-minute project team meetings, regular phone and e-mail correspondence, and other communications with the SGVCOG to ensure that the tasks listed in this SOW stay on schedule and within budget. The first meeting will serve as the kickoff meeting to review the scope, schedule, project goals, and key issues.
Deliverables:
• Meeting notifications, agendas, and notes.
TASK 7: SUBREGIONAL FOOD RECOVERY HUBS
Task 7.1 - Development of Subregional Food Hubs
The SGVCOG and Consultant shall develop and implement a process to identify food recovery organizations (FROs) to serve as regional hubs. The Consultant shall assist the SGVCOG in evaluating these food recovery organizations to select approximately three food recovery organizations to serve as regional hubs. The Consultant shall work with the SGVCOG and the selected food recovery organizations to evaluate their current capacity and determine what would be required to help increase their capacity in order to serve as a regional hub. The Consultant shall evaluate elements including but not limited to the following:
• Food supply chain transportation and logistics;
• Existing network;
• Storage capacity and handling capabilities;,
• Equipment; and
• Personnel needs.
The Consultant shall provide as-needed technical assistance to the SGVCOG and the food recovery organization, as directed by the SGVCOG, to help identify and secure the resources required to establish the FROs as regional food recovery hubs. This could include but is not limited to recommending specific equipment and storage, staffing needs, expansion of the food distribution network, and approaches for maximizing food supply chain transportation and logistics. After the food recovery hubs are established, the Consultant shall provide ongoing technical assistance, as requested by the SGVCOG, to facilitate the success of the food recovery hubs.
Deliverables:
• Subregional food hubs application
• Memorandum summarizing current capacity of each selected food recovery organization and needs to serve as subregional food recovery hub
• Monthly report summarizing technical assistance provided.
TASK 8: PROJECT MANAGEMENT UPDATE MEETINGS
Task 8.1 – Meetings with Participating Cities
The SGVCOG shall facilitate up to twelve meetings with the representatives of participating cities to provide key project updates. These meetings can also be used to obtain feedback and input on key
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discussions.
Deliverables:
• Meeting notifications, agendas, notes, presentations, and other relevant drafts and documents.
TASK 9: PUBLIC OUTREACH
Task 9.1 Develop Outreach and Education Plan
SGVCOG staff shall expand on the existing comprehensive outreach and education campaign for participating cities’ tier 1 and tier 2 edible food waste generators and stakeholder groups and specify plans and schedules to incorporate 12 workshops (once every 2 months), 6 social media campaigns (once every 4 months), and 6 rounds of mailer/flyer mailing campaigns (once every 4 months) for participating cities throughout the duration of this project. all materials must be provided in English, Chinese, and Spanish.
Deliverables:
• Outreach and education campaign materials and a detailed plan and schedule for a comprehensive outreach and education campaign for participating cities’ tier 1 and tier 2 edible food waste generators and stakeholder groups.
Task 9.2 Implement Outreach and Education Campaign
SGVCOG shall implement an outreach and education campaign for participating cities’ tier 1 and tier 2 edible food waste generators and stakeholder groups. SGVCOG shall provide records of outreach and education efforts, along with copies of the utilized marketing materials, that were conducted. the records shall include the date and to whom the information was disseminated or direct contact made.
Deliverables:
• Monthly reports on conducted outreach and education efforts and copies of the utilized marketing materials.
BUDGET AND SCHEDULE
The budget to complete the tasks is shown in Table 2. For purposes of the budget, it was estimated that 113 Tier 1 and 4 Tier 2 EFGs and 6 FROs would be inspected. Tier I EFGs will be inspected in 2023. Beginning in 2024, both the Tier 1 and Tier 2 EFGs will be inspected. Each EFG will be inspected only one time in 2024. The FROs will each be inspected once per year. Tasks 1-4 will be completed within four months of receipt of the notice to proceed. Task 5 inspections will be conducted through August 2024.
The SGVCOG’s 5% project management fee is also included in the budget. The project management services include:
• Coordinating meetings and communication with participating cities • Overseeing consultant work
• Tracking program budget
• Monitoring, amending, and enforcing contracts
• Accounting and invoicing
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Table 2. Budget
Task Description 2023 2024
1 Project Management $2,162.00 $0
2 Capacity and Compliance Assessment $8,138.00 $0
3 Public Outreach $3,000.00 $0
4 Final Report $2,500.00 $0
5 Inspection Program $57,186.00 $60,827.00
6-9 Subregional Hub Development $10,000
SUB-TOTAL $82,986.00 $60,827.00
SGVCOG Project Management Fee $3,595 $3,595
$86,581 $64,422
TOTAL
$151,003
City Council Agenda Report
Agenda Item No. 11.a.
DATE: June 13, 2023
TO: Honorable Mayor and Members of the City Council
APPROVED BY: Rene Salas, City Manager
SUBMITTED BY: Rene Salas, City Manager
SUBJECT: LETTER FROM EL MONTE/SOUTH EL MONTE JETS
REQUESTING A FACILITY RESERVATION FEE WAIVER FOR
THE USE OF THE SOUTH EL MONTE COMMUNITY CENTER,
NEW TEMPLE PARK FIELDS, AND SHIVELY PARK FIELD
AND CONSIDERATION TO WAIVE THE LIGHT FEES AT NEW
TEMPLE AND SHIVELY PARK
SUMMARY: The El Monte/South El Monte Jets (Jets) are requesting a facility reservation fee waiver for the use of the South El Monte Community Center Gymnasium, Amphitheater, Dance Room, and fields at Shively and New Temple Park to host practices, games, sports physicals, and season banquets. Additionally, the Jets are requesting the City Council to consider waiving the reservation light fees at Shively and New Temple Park.
RECOMMENDED ACTION: Staff recommends City Council:
1. Discuss and consider the facility reservation fee waiver for the use of the South El Monte Community Center Gymnasium, Amphitheater, Danceroom, and fields at Shively and New Temple Park in the amount of $18,821.00; and
2. Discuss the request to waive the light fees in the amount of $6,015.00.
FISCAL/FINANCIAL IMPACT: If approved in accordance with the Facility Reservation Regulations and Fee Schedule, the City will be waiving the facility reservation fees from the General Fund in the amount of $18,821.00 and the Jets will be responsible for all remaining rental costs including, but not limited to, lights, lining, insurance coverage, etc.
If the City Council also waives the light fees, the City will be waiving an additional $6,015.00. This amount may vary based on updates or further changes to the reservation. Any increase in the requested waived amount will require City Council approval.
Please see Attachment A- Jets Reservations Fee Details, summarizing the fees associated with the reservation request.
DISCUSSION: The City has been a long-time sponsor and supporter of the Jets. The City has designated the Jets as a City grandfathered-youth sports group that has firstuse-right refusal to use the fields during their agreed- upon season. The Jets are a nonprofit organization composed of volunteers, who serve the City by providing affordable flag football, tackle football, and cheerleading programs to children ages 5-13.
The fee waiver includes the rental of the following City Facilities with the corresponding dates and times:
Dean L. Shively Park Field
Dates: July 5, 2023 to July 27, 2023
Time: 5:30 pm to 9:00 pm
Activity: Football and Cheer Practice
New Temple Park Fields
Dates: August 1, 2023 to November 30, 2023
Time: 5:30 pm to 9:00 pm
Activity: Football and Cheer Practice
Community Center Amphitheater
Dates: November 1, 2023 to February 29, 2024
Times: 5:45 pm to 8:45 pm
Activity: Cheer Practice
Community Center Gymnasium
Date: June 24, 2023
Time: 7:00 am to 2:30 pm
Activity: Coaching Training Clinic
Date: September 15, 2023
Time: 5:30 pm to 9:30 pm
Activity: Parent Mixer
Community Center Dance Room
Date: June 25, 2023
Time: 10:00 am to 12:00 pm
Activity: Cheer Uniforms Fittings
Date: July 7, 2023
Time: 6:00 pm to 8:00 pm
Activity: Cheer Uniform Fittings
According to the Facility Reservation Regulations and Fee Schedule, community partners and non-profit organizations are permitted a facility use fee waiver request which solely covers the cost of the facility rental fees. All other fees related to the reservation, including but not limited to, staff time, lighting, security, lining, etc. are the responsibility of the organization. The Jets are requesting that the City Council consider waiving the light fees in the estimated amount of $6,015.00 The City Council has the discretion to approve or
deny any request not approved in the Facility Reservation Regulations and Fee Schedule.
ATTACHMENT(S):
A. Jets Reservation Cost Details
B. Reservation Applications
C. Fee Waiver Request Letter
D. Non-Profit Status
ATTACHMENT A
Jets Reservation Fees Details
Waived Fees
Fee Description Units Total
Shively Park Field Rental Fee $50/hour x 38.5 hours $1,925.00 New Temple Park Field Rental
Fee
$50/hour x 178.5 hours $8,926.00
Community Center Gym Rental
Fee
$100/hour x 12.5 hours $1,250.00
Community Center
Amphitheater Rental Fee
$50/hour x 132 hours $6,600.00
Community Center Dance
Room Rental Fee
$20/hour x 6 hours $120.00
Total Waived Fees $18,821.00
Non-Waived Fees
Fee Description Units Total
Community Center Gym Rental
Staff Time
$16/hour x 4 hours (3) staff $192.00
Community Center Gym Rental
Security Gurad Staff
$38/hour x 4 hours (2) guards $304.00
Community Center Gym Rental
Cleaning Fee
$300 per Facility $300.00
Community Center
Amphitheater Rental Staff Time
$16/hour x 7 hours (1) staff $112.00
Shively Park Field Damage
Deposit
$500.00 (Refundable) $500.00
New Temple Park Damage
Deposit
$500.00 (Refundable) $500.00
Community Center Gym
Damage Deposit
$600.00 (Refundable) $600.00
Community Center
Amphitheater Damage Deposit
$600.00 (Refundable) $600.00
Insurance Coverage Agency will Provide -
Total Non- Waived Fees $3,108.00
Light Fees Consideration to be Waived
Fee Description Units Total
Shively Park Light Fee $30/hour x 22 hours $660.00
New Temple Park Light Fee $30/hour x 178.5 hours $5,355.00 Total Light Fees $6,015.00
ATTACHMENT B
ATTACHMENT C
ATTACHMENT D
City Council Agenda Report
Agenda Item No. 11.b.
DATE: June 13, 2023
TO: Honorable Mayor and Members of the City Council
APPROVED BY: Rene Salas, City Manager
SUBMITTED BY: Rene Salas, City Manager
SUBJECT: LETTER FROM SOUTH EL MONTE COMMUNITY OUTREACH
CHURCH REQUESTING A FACILITY RESERVATION FEE
WAIVER AND CONSIDERATION TO WAIVE ALL THE FEES
ASSOCIATED WITH THE RESERVATION FOR THE USE OF
THE SOUTH EL MONTE COMMUNITY CENTER
AMPHITHEATER
SUMMARY: The South El Monte Community Outreach Church (SEMCOC) is requesting a facility reservation fee waiver for the use of the South El Monte Community Center Amphitheater to host Sunday Services for members of the community. In addition, they are requesting to waive all the fees associated with the reservation.
RECOMMENDED ACTION: Staff recommends City Council:
1. Discuss and consider the facility reservation fee waiver for the use of the South El Monte Community Center Amphitheater in the amount of $3,900.00; and
2. Discuss the request to waive the staff time and damage deposit in the amount of $1,748.00.
FISCAL/FINANCIAL IMPACT: If approved in accordance with the Facility Reservation Regulations and Fee Schedule, the City will be waiving the facility reservation fee from the General Fund in the amount of $3,900.00 and SEMCOC will be responsible for all remaining costs, including but not limited staff time and the refundable damage deposits.
If the City Council also waives the staff time and refundable damage deposits, the City will be waiving an additional $1,748.00. This amount may vary based on updates or further changes to the reservation. Any increase in the requested waived amount will require City Council approval.
Please see the chart below summarizing the fees associated with the reservation.
Fee Description Units Total
Community Center
Amphitheater
$50/hour x 78 hours $3,900.00
Staff Time $16/hour x 78 hours $1,248.00
Damage Deposit $500.00 (Refundable) $500.00
Insurance Coverage Agency will Provide $0.00
Total: $5,648.00
DISCUSSION: The SEMCOC has been a long-time supporter of the City of South El Monte. They provide church services in English and Spanish every Sunday from 10:00 am to 1:00 pm at the South El Monte Community Center. They have sponsored several City events by providing free root beer floats, popcorn, snow cones, and crafts for all attendees. The SEMCOC serves the community through monthly lunch days for the City Sheriffs Team and summer food basket distributions for families in need. They also partner with Operation Angel Tree, Back-to-School Pack, and the City Harvest Festival to provide free food, services, and activities for members of the community.
The SEMCOC is requesting a facility reservation fee waiver and consideration to waive all the reservation fees for the use of the Community Center Amiptheater every Sunday beginning June 18, 2023 to December 31, 2023 from 10:00 a.m. to 1:00 p.m.
ATTACHMENT(S):
A. Fee Waiver Request Letter
B. Reservation Applications
ATTACMENT A
South El Monte Community Outreach
P O Box 9117
South El Monte, CA 91733
May 30, 2023
Honorable Mayor Gloria Olmos
& South El Monte City Council Members,
I am writing this letter to request your consideration of waiving the fees for the use of the South El Monte Community Center at 1530 Central Avenue, South El Monte on Sundays from 9am to 2:30pm that are being used for our Public Worship Services in English and Spanish along with classes for children and youth at the same time.
South El Monte Community Outreach (SEMCO) was founded in 2012 that we might meet to “hear” and learn God’s Word and reach out to serve our community as we “do” God’s Word. SEMCO, since its beginning, has been grateful to partner with our city’s Parks and Recreation activities, local schools and businesses, law enforcement and fire department offering free popcorn, snow cones, soda floats, games, crafts and other services.
SEMCO, as a church, introduced several special events to our community that today our city has joined with us to bless South El Monte citizens and guests. Each of these events are also free for the community and include our Back-to-School Backpack Distribution, Angel Tree Christmas Party for local children with an incarcerated parent, Thanksgiving Basket Distribution, Harvest Festival and Two-Year Bicycle Giveaway sponsored by Walmart
SEMCO also serves our community through monthly lunch days provided to the SEM Sheriff Deputy Team and Summer Food Baskets to families referred to us from South El Monte High School and Mountain View High School. From our food programs, SEMCO started Spanish services and food ministry to our local community in 2020. We are grateful to God that we are able to offer all our services for free to our City and Community. Thank you for your consideration of this request!
Sincerely,
Charlie Corum
Pastor Charlie Corum
South El Monte Community Outreach
562 400-4150, [email protected]
Last update 7/11/18 Page 1 of 5
ATTACHMENT B
City of South El Monte Recreation Services Department
1530 Central Avenue, South El Monte, CA 91733
Phone: (626) 579-2043
RECREATION SERVICES FACILITY & PARK
RENTAL APPLICATION AND AGREEMENT
**APPLICANT MUST BE PRESENT AT ALL TIMES DURING THE EVENT** **ALL EVENING PERMITS CONCLUDE AT 12:00 MIDNIGHT**
RESERVATION INFORMATION
FACILITY REQUESTED:
1. COMMUNITY CENTER 2. SENIOR CENTER 3. AQUATICS CENTER 4. PARKS ___ Kitchen ___ Dining Room ___ Main Pool Mary Van Dyke ___ Gymnasium ___ Arts and Craft Room ___ Wading Pool ___Community Room __x_ Amphitheater ___ Game Room I ___ Locker Rooms ___ Gazebo ___ Dance Room ___ Game Room II New Temple
___ Parking Lot ____________ Field
____________ Picnic Area
Shively Park
__________ Field
____________ Picnic Area
Date of Event: 6/18/23 – 12/31/23 Day(s): Sunday Estimated Attendance: 50-65 Purpose of Event/Function: Church Service____________________________________ Reservation Time: 10:00 am to 1:00 pm Set up Time: ________ to ________ Kitchen Hours: _______
_
to ________ Clean up Time: ________ to ________
Will the event be open to the public? ___yes_____
Will there be entertainment? ____no____ If yes, what type? ______________________________________ Will food be served? ____no____ If yes, name of caterer? _________________________________ Will alcohol be served? _____no___
Portable Stage needed? ___no_____
Applicant shall indemnify, defend, and hold harmless the City of South El Monte, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Applicant’s authorized activities under the terms of this application and/or use or occupancy of the Facility and adjoining property, unless solely caused by the gross negligence or willful misconduct of the City of South El Monte, its officers, employees, or agents. Applicant agrees to abide and enforce the Rules, Regulations and Policies governing the facility set forth by the City of South El Monte. Said organization/business will accept all responsibility for any damage to premises, furniture, equipment or grounds resulting from use of facility.
I am an authorized agent of the organization/business submitting this application. The information provided in this application is true and correct. I have read and understand this application and agree to all of the facility rules, regulations, and conditions of use.
Signature of Applicant: ______________________________________________ Date: ________________________ ---------------------------------------------------------------- OFFICE USE ONLY -------------------------------------------------------------------- APPROVED DENIED Recreation Services Designee _______________________ Date: ___________
APPLICANT INFORMATION
Name: Pastor Charlie Corum Organization/Business: South El Monte Community Outreach Church
Address: City: South El Monte Zip Code:91733
Home Phone: Work Phone:
Cell Phone: Email:
Last update 7/11/18 Page 2 of 5
City of South El Monte Recreation Services Department
APPLCIANT NAME: _ South El Monte Community Outreach Church DATE OF USE: _6/18/23 to 12/31/23 ____ FACILITY: _Community Center Gym Amphitheater ______________________________________________
FACILITY FEE WORK SHEET
The following fee schedule applies to general use of the facility. The City of South El Monte, other governmental entities, and South El Monte-recognized Community Service/Non-Profit Organizations may be granted priority use and may be exempt from fees.
**IMPORTANT INFORMATION**
NO CONFETTI OF ANY SORT IS PERMITTED – SET-UP IS ON YOUR OWN NOTE: FLOORS ARE COVERED WITH CARPET
Building Fee $ __50___ x __78____ Hours $ 3,900.00
Staff Fee $ _16___ x ___78___ Hours x __1__ staff $ 1,248.00 Security Guard Fee $ _______ x _______ # Guard (s) x ____ Hours $ NA Kitchen Fee $ NA
Clean Up Fee $ NA
Damage Deposit $ 500.00
Insurance Premium Certificate Agency will provide $ 0.00 Liquor Premiums $ NA
Inflatable Bouncer $ NA
ABC Permit $ NA
TOTAL: $ 5,648.00
# of Round Tables: _________ Table and Chair Ratio
# of Rectangle Tables: _________ Round Table = 8 chairs # of Chairs _________ Rectangle Table = 8 chairs
BALANCE DUE DATE: _________________________
Deposit(s): Date: _____________Receipt # _____________Payment $ ____________Balance $ __________ Deposit(s): Date: _____________Receipt # _____________Payment $ ____________Balance $ __________ Deposit(s): Date: _____________Receipt # _____________Payment $ ____________Balance $ __________ Deposit(s): Date: _____________Receipt # _____________Payment $ ____________Balance $ __________ Deposit(s): Date: _____________Receipt # _____________Payment $ ____________Balance $ __________ Security Deposit Refund: Invoice #:_______________
Full refund: Yes__________ No __________ Account#:________________ Reservation Info:
If No, reason:
_______________________________________________________________________________________ _______________________________________________________________________________________ Amount refunded: $____________ Warrant Request Made on: ______________
Last update 7/11/18 Page 3 of 5
CITY BUILDINGS POLICY AND PROCEDURES
City of South El Monte (“City”) Facilities may be used for recreation, social, educational, or governmental functions. The City reserves the right to cancel any reservation at a moment’s notice if the facility is needed by the City. However, reasonable effort will be made to relocate/reschedule the event. The City reserves the right of full access to all activities at any time during their occurrence to see that all rules, regulations, and City, State, and Federal Laws are not violated.
Facility use does not suggest City endorsement or sponsorship of any event. Applicant’s publicity of event shall clearly and accurately identify the name of the sponsoring organization or individual.
If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
APPLICATION PROCESS:
1. Applicant must be at least 21 years of age. Proof of residency for City residents is required at time of application.
2. A facility is not considered rented until (1) applicant delivers to the City the facility Rental Application and Agreement, rental fee, deposit(s), and any other items deemed necessary by the City; and (2) the City’s Recreation Department Supervisor or his/her designee in his/her sole discretion, approves such rental in writing.
3. The approval process takes a maximum of 14 working days. DO NOT advertise your event or print invitations prior to receiving written approval.
4. Reservations will not be accepted more than one year or less than 30 days in advance of date requested.
5. Time requested must include decorating, event and clean-up time.
6. Clean-up, Damage and Security deposits are due at time of application. Full fees must be paid 30 days prior to the event to avoid termination of application. Payments can be made by cash, check, money order, or credit card. Checks must be made payable to the “City of South El Monte”.
INSURANCE REQUIREMENTS
Without limiting Applicant’s indemnification of the City, and prior to commencement of the facility use, the applicant shall obtain, provide and maintain at its own expense during the term of facility use, a policy of insurance of the type and amount described below and in a form that is satisfactory to the City. If insurance coverage is cancelled or materially changed, the applicant must notify the city immediately.
General liability insurance. Applicant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. If alcohol is sold during the permitted activity, coverage must include full liquor liability. The City of South El Monte, its officers, officials, agents, and employees shall be included as additional insureds on the policy.
Primary/non-contributing. Coverage provided by the Applicant shall be primary and any insurance or self-insurance procured or maintained by City of South El Monte shall not be required to contribute with it.
Waiver of subrogation. All insurance coverage maintained or procured pursuant to this application shall be endorsed to waive subrogation against the City of South El Monte, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow the applicant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Applicant hereby waives its own right of recovery against the City of South El Monte.
Requirements not limiting. Requirements of specific coverage features, or limits contained in this section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Applicant maintains higher limits than the minimums shown above, the City of South El Monte requires and shall be entitled to coverage for the higher limits maintained by the Applicant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of South El Monte.
Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
*For organizations/businesses that do not carry general liability insurance, special event liability insurance can be purchased through the City/Alliant Insurance.
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APPLICANT RESPONSIBILITIES:
1. Applicant must be present during the entire event.
2. All activities must cease, and the facility completely vacated by 1:00 a.m. Amplified music must be terminated no later than 12:00 a.m. (midnight).
3. The group must appear within 30 minutes of time specified or permit will be cancelled and all fees forfeited.
4. Applicant cannot exceed the number attending on the application.
5. Activities for minors must be supervised by responsible adults on the ration of at least one adult for every 20 minors.
6. Applicant must secure services of at least two private security guards for supervision of teenage (ages 13-20) events.
Security services will be added into total fees.
7. Groups using kitchen facilities shall furnish own dishes, silverware, cooking utensils, towels, soap, ice, serving trays, etc.
8. Applicant is responsible for facility clean-up. Facility must be left in a reasonably clean condition (as determined by the City) to receive a full deposit refund.
9. Applicant must conduct a walkthrough of the facility with staff prior to and at the conclusion of the event to review the condition of the facility. The Facility Condition Report must be signed to receive a deposit refund.
10. Applicant is responsible for the supervision of small children. They must remain in the reserved area.
11. Applicant shall adhere with all local, state, and federal laws, codes, and regulations related to the use of the Facility, including but not limited to fire codes , assembly occupancy, public health orders, and the Americans with Disabilities Act.
12. Applicant further agrees that it is solely responsible for reviewing and ensuring compliance with all applicable public health orders and/or guidance in effect at the time of the use of the facility.
Failure to comply with any of the City’s policies, procedures, or information published on this application will result in cancellation of renters reservation and lost of damage deposit.
DECORATIONS/SET-UP:
1. Staples, nails or any drilling are prohibited on all surfaces including walls, glass, tables, windows and doors.
2. The use of candles, open flame, smoke, bubble machines or fog machines is strictly prohibited.
3. All decorations must be removed by the applicant at the conclusion of the event.
4. Applicant is responsible for own set-up and tear down. City staff will assist with tear down of City owned tables and chairs only.
5. Hay and confetti of any sort are prohibited.
PROHIBITED:
1. No alcoholic beverages (unless proper permits are obtained) or illegal substances are permitted on City property.
Violation will result in the closure of the event and forfeiture of all fees.
2. Use of glass containers is prohibited at all facilities unless otherwise approved by the Recreation Services Supervisor or his/her designee.
3. Smoking is not permitted on City property.
4. No profane language or disorderly or unseemly conduct is permitted in any City facility.
PROHIBITED CONTINUED:
5. No advertisements, circulations or petitions, solicitations, nor entry fees are permitted without written approval from the City.
6. Guests may not take food into the hallways/restrooms or any other areas that are not rented.
7. No storage of private property is permitted on City premises.
8. City Facilities cannot be used for commercial purposes without written approval.
9. Bounce houses and petting zoos are not permitted on City facilities.
10. City equipment shall not be removed from any City facility.
11. No animals are permitted at the facility, with the exception of seeing-eye dogs, service animals, or animals preapproved for use in special exhibits.
12. Applicant shall not admit a larger number of individuals than can lawfully, safely, and freely move about the facility.
13. Only D/J and small bands are allowed to play in the facility. Staff will determined appropriate volume levels.
14. The use of candles, open flame, smoke, bubble machines or fog machines is strictly prohibited.
REFUND OF SECURITY DEPOSIT:
1. Refund of security deposit will take approximately 2-6 weeks after the conclusion of your event, provided the City determines no deductions of the security deposit are necessary.
2. There will be a deduction from your security deposit for the following items: damage to floors, walls, or any other part of the facility, additional cleaning, repair or replacement, deviation from the rental agreement, extra staff time cost, or disturbances requiring law enforcement.
3. If Applicant violates any part of this agreement or reports false information to the City, the City may refuse applicant further use of the facility; and applicant shall forfeit a portion of or all of the rental fees and/or deposit.
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CANCELLATION POLICY:
1. Reservations must be cancelled at least five days prior to event in order to receive full deposit refund
2. All other cancellations subject to a $25 administration fee.
3. Failure to comply with the reservation regulations, policies, procedures, or any information listed on the reservation application can result in a cacellation of reservation and loss of Damage Deposit.
CANCELLATION, RULES AND REGULATION POLICY
I, the undersigned applicant, have read, understood, received a copy of, and agree to abide by and enforce the cancellation, rules, regulations, and policies governing this facility as set forth by the City of South El Monte. I understand that by signing this document, I accept all responsibility for any damages to premises, furniture, equipment or grounds resulting from use of the facility. I further agree that any violation of the Facility Rules and Regulations can result in immediate cancellation of the reservation and forfeiture of all fees and deposits.
Applicant’s Signature: _________________________________________ Date: ______________________
City Council Agenda Report
Agenda Item No. 12.a.
DATE: June 13, 2023
TO: Honorable Mayor and Members of the City Council
APPROVED BY: Rene Salas, City Manager
SUBMITTED BY: Donna Schwartz, City Clerk
SUBJECT: Councilmember Hector Delgado
1. Discussion on Funding for the Los Angeles County Sheriff's Department (LASD) Saturation Patrol.
RECOMMENDATION: Discussion and/or Action.
2. Discussion on Funding Equipment for LASD Special
Assignment Deputies.
RECOMMENDATION: Discussion and/or Action.
3. Discussion on Developing a Homeless Action Plan to
Address Concerns for Property/Business/Home Owners.
RECOMMENDATION: Discussion and/or Action.
SUMMARY:
RECOMMENDED ACTION:
FISCAL/FINANCIAL IMPACT:
DISCUSSION:
ATTACHMENT(S):
None