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    19.    
City Council Regular
Meeting Date: 03/09/2021  

SUBJECT:
FACILITY USE POLICY AND FEE SCHEDULE UPDATES
RECOMMENDATION:
  1. Approve updates to Section 12.3 - Facility Use Policy of the Administrative Policies and Procedures Manual.
     
  2. Adopt a resolution entitled; A RESOLUTION OF THE CITY OF CHINO HILLS, AMENDING TABLE 2, TABLE 3, AND TABLE 5 OF THE MASTER SCHEDULE OF FEES, FINES, AND PENALTIES, MODIFYING THE FACILITY USE RENTAL FEES, REMOVING THE FACILITY CANCELLATION FEES FROM THE COMMUNITY SERVICES RENTAL FEES AND CHARGES SECTION AND ADDING TABLE 7 TITLED RECREATION FACILITY CANCELLATION FEES.
BACKGROUND/ANALYSIS:
The City of Chino Hills' existing Facility Use Policy was last adopted by City Council in October 2017.  The following additions and/or enhancements are recommended:
  • Definitions section has been added to the policy.
  • User Group qualifications have been clarified for each user group.
  • Chino Hills based non-profit organizations (User Group B) may receive free weekday (Monday-Thursday) rentals at the McCoy Equestrian & Recreation Center.  
  • Chino Hills Non-Profit Senior Groups (User Group S) must maintain a minimum membership of 60% of Chino Hills residents and provide additional supporting documentation.
  • Revised cancellation policies.
  • The application process and deadline dates for deposits, payments, and rental documentation (insurance, vendor information, permits, etc) has been modified/clarified. 
  • The general rules and regulations have been updated to align with current Municipal Code, State, and County updates. 
  • Office hours and rental hours have been adjusted as follows:
    • Library Community Room rental hours have been adjusted to be in line with County Library operating hours.
    • Sunday office hours at the Chino Hills Community Center have been removed.
    • Office hours at the McCoy Equestrian Center and Recreation Center have been removed. All facility applications will be processed at the Chino Hills Community Center.
    • Open Ride Arena hours have been adjusted to align with park hours and facility operation hours.
  • A section titled "Variances Request Process" has been added. 
     
Fee Schedule Changes:
  • Change in cancellation percentage rates, rates are now based on user group classification, not by facility.
  • Adjusted all facility rental hours to be consistent; Weekday is considered Monday-Thursday and Weekend is considered Friday-Sunday.
  • Other minor edits have been made for clarification purposes, but do not change the current policy. 
Public Hearing
A public notice was published on February 27, 2021, and March 6, 2021, in the Chino Hills Champion notifying the public that a public hearing would be held on March 9, 2021 to consider adopting a resolution modifying the City’s Master Schedule of Fees, Fines and Penalties regarding facilities fees.

Effective Date
All current user groups will be educated by staff on policy and cancellation fee updates. Any existing approved facility use applicants will be notified and will be given thirty (30) days to make any changes to their reservation(s). It is recommended that the policy and fees under consideration in the proposed Resolution be effective April 1, 2021.
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act Cal. Pub. Res. Code §§ 21000, et seq.; "CEQA") and CEQA regulations ( Cal. Code Regs. title 14, §§ 15000, et seq.) because it establishes, modifies, structures, restructures, and approves rates and charges for meeting operating expenses including employee wage rates and benefits, purchasing supplies, equipment, and materials, meeting financial requirements, and obtaining funds for capital projects needed to maintain service within existing service areas. This Resolution, therefore, is categorically exempt from further CEQA review under Cal. Code Regs. title 14, § 15273. 
FISCAL IMPACT:
Revenues generated by the new rental or cancellation fees cannot be estimated at this time as it is dependent on the number and timing of reservations or cancellations.  The General Fund supports the Community Services Fund through transfers based on actual revenues and expenditures throughout the year. 
 
REVIEWED BY OTHERS:
This item has been reviewed by the City Attorney and the Finance Director. 
Attachments
Facility Use Policy
12.3 Redline
Resolution
Exhibit A - Community Services Fee Section, Tables 2,3,5, and 7 of the Master Schedule of Fees
Community Services Fee Section, Tables 2,3,5, and 7 of the Master Schedule of Fees Redline

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