STAFF REPORT. Rebecca Perez, Director of Parks and Recreation f-{. Review of Alcohol Policy for the Adult Recreation Center and Grapevine Park

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1 Date: October IS, 20 I 3 STAFF REPORT Parks and Recreation Department To: From: Subject: Steven A. Preston, City Manager Rebecca Perez, Director of Parks and Recreation f-{. Review of Alcohol Policy for the Adult Recreation Center and Grapevine Park SUMMARY This report has been prepared in response to the City Council's request that staff review the alcohol policy for the Adult Recreation Center and Grapevine Park. Currently, the policy requires that private individuals and organizations who rent the facility and wish to serve alcohol at their events, other than wine and champagne, must obtain Council approval. Staff has reviewed the existing facility policies, requests for serving alcohol, insurance and security requirements and the policies ofother cities with similar facilities. In addition, staffreviewed the current policy requiring facility renters to obtain a dance permit After review ofthe alternatives, staffconcluded the following: I. It is advisable to amend the alcohol policy to allow alcoholic beverages other than wine and champagne; 2. It is advisable to require insurance for all renters and security when necessary, based on the requirements established by the Police Department; and, 3. It is advisable to amend the dance permit policy so that the dance permit is obtained from the Parks and Recreation Department as part of the facility rental procedure. I. BACKGROUND: Parks and Recreation staff and the City Council have received requests to serve alcohol. other than wine and champa~ne, from private individuals and or~anizations who rent the Adult Recreation Center and Grapevine Park. The Municipal Code requires that any individuals or or~anizations servin~ alcohol. other than "vinous liquor," must first obtain a permit from the City Council. At one of its meetin~s where a resident made such a request, the City Council asked staff to review the followin~: current policies for servin~ alcohol at the aforementioned city facilities and the possibility of revisin~ the policy to brin~ it up to a more current-day standard. In addition to this request, staff reviewed the current requirements for security and/or insurance as it relates to events held at the facility and the current requirement to obtain a dance permit.

2 Staff Report - Review of Alcohol Policy October 15, 2013 Page 2 A. Current Policies for Facility Rentals The Parks and Recreation Department has a public facility policy which ~overns use of the Adult Recreation Center and Grapevine Park, attached for your reference as Exhibit A. Among others, the policy includes re~ulations re~ardin~ the servin~ of alcohol, other than wine and champagne. This policy is based on the Municipal Code which states: SGMC PROHIBITED ACTS It shall be unlawful for any person to commit any of the following acts within the limits of any public park or playground in the city; (G) To consume or be in possession of any alcoholic beverage, narcotics or illegal drugs. Exception, vinous liquor (wine and champagne) may be served in connection with an authorized use of the San Gabriel Civic Auditorium, its grounds and its parking lot, the Adult Center or the Grapevine Park, at which locations vinous liquor may be served subject to any appropriate regulation of the Council, the Department of Parks and Recreation, or the City Manager; other forms of alcoholic beverages may be served at said locations provided it is in connection with an event for which a permit has been obtained from the Council, which permit makes specific provision for the serving of such alcoholic beverages. Additionally, the policy indicates that dancin~ without a permit is prohibited. A dance permit must be obtained from the Police Department for a fee of $25. The policy regarding the need to obtain a dance permit is also based on the Municipal Code which includes: SGMC PERMIT REQUIRED person, dancing club, dancing school, or bona fide hotel shall conduct, permit, operate, or assist in conducting any public dance hall, public dance, or private dance without first securing a written permit from the Councilor Chief of Police and paying the license and application fee. II. ANALYSIS: In response to the City Council's request, staff reviewed the public facility policy for the Adult Recreation Center and Grapevine Park. Staff also reviewed the policies of various other cities, includin~: Arcadia, Diamond Bar, Duarte, Monrovia, South Pasadena, Temple City, West Covina and Whittier. These cities were selected because they have rental facilities that are similar in size and have similar types of events as the Adult Recreation Center. Survey results are attached in Exhibit B. Staff found the following: A. Alcohol Policy The Municipal Code Section which prohibits the servin~ of alcohol, other than vinous liquor, was last reviewed in The facility is rented primarily as a venue for weddin~ ceremonies and/or receptions, private parties (Le. birthdays or anniversaries) or events hosted by community or private or~anizations. At such events, it is quite common for the individual or or~anization rentin~ the facility to want to serve alcoholic bevera~es other than wine or champagne. Though an individual may wish to serve beer, for example, they will either amend

3 Staff Report - Review of Alcohol Policy October 15, 2013 Page 3 their plans in order to comply with the policy or they will select another venue. In the case of an or~anization, the ~roup will often times take their alcohol request before the Council. It appears that this policy may have been put in place based on the idea that an event or party that allows only wine and champa~ne would be more controlled than a party that serves beer and/or hard alcohol. It is evident, however, that these limitations on the types of alcohol served are outdated. In some cases, the city is actually losin~ business because of the alcohol policy. Rather than limitin~ the types of alcohol to be served, staff recommends puttin~ measures in place that would help to ensure a controlled event, while still allowing alcohol to be served. See Item B, Insurance and Security below. In reviewin~ the alcohol policy of the survey cities, staff found that, of those that allow alcohol, only one limits the type of alcohol that may be served. Almost all of the cities, however, do have policies that re~ulate the servin~ of alcohol, includin~: I. What type of events can serve alcohol, i.e. some cities prohibited alcohol for an event where the majority of ~uests will be under 21 ; 2. Requirements for distribution of alcohol, i.e. all alcohol must be distributed by a server from behind a table or a bar; and, 3. Security requirements for events that do serve alcohol. Staff recommends updatin~ the policy to include all types of alcohol, while also implementing re~ulations for servin~ the alcohol and requirements for insurance and security (see Item B below) which will help to protect the facility and minimize liability for the city. Since the Municipal Code also references the San Gabriel Civic Auditorium (now the San Gabriel Mission Playhouse), staff consulted with the Mission Playhouse Director re~ardin~ this policy. Staff also recommends updating the alcohol policy to include the Mission Playhouse. B. Insurance and Security Currently, the Parks and Recreation Department does not have a requirement for insurance and/or security when rentin~ the Adult Recreation Center and Grapevine Park. Often, when a request has ~one before the City Council to serve alcohol, other than wine and champagne, the Police Department has required that the renter provide security. In reviewin~ the Adult Recreation Center and Grapevine Park policy, staff consulted with the Police Department re~ardin~ the need to require security. Police Department staff indicated that, based on the type of event proposed, there should be a requirement for security. Facility renters would need to provide security from an approved list of providers and/or from off-duty officers. The number of security officers needed would be determined by the number of guests, type of event, whether or not alcohol is being served, etc. In addition, Parks and Recreation staff consulted with the California loint Powers Insurance Authority (CIPIA), the city's insurance provider, re~ardin~ the need for insurance. It is clear that CIPIA recommends that the city require insurance from all renters. This Special Event insurance can be acquired throu~h Alliant Insurance, a company that CIPIA contracts with to provide such a service. This insurance is available at a reasonable cost, based on the type of the event and the number of attendees. For most of our events, a guest would pay between $81.00

4 Staff Report - Review ofalcohol Policy Odober 15, 2013 Page 4 and $ for this special event policy. If alcohol is served, there is an additional liquor premium that would be charged. This would range from $60.00 to $ Of the cities surveyed. nearly all required insurance and some level of security. dependin~ on the type of event. Only those cities whose primary renters were churches and community organizations rather than private rentals. did not require insurance or security. Based on the information obtained. staff recommends that we require insurance for all renters and security when necessary, based on the requirements established by the Police Department. C. Dance Permit Policy The Municipal Code ~uidelines re~ardin~ the dance permit were last reviewed in Based on the primary uses of the facility, those who are hostin~ a weddin~ ceremony and/or reception and those who are hostin~ a birthday or anniversary party are typically the ~roups who are applyin~ for the dance permit. Thou~h it seems like an extra "step" that we are askin~ our customers to take to rent the facility, Police Department staff has indicated that this request for the dance permit allows staff to review the application and, if necessary. require security for the event. Of the six cities surveyed. none have a dance permit requirement for private dances. As included above in Item B, however, most have a security requirement and/or a condition in the application that, upon review of the application. security may be required. Police Department staff has indicated that Parks and Recreation Department staff could char~e for the dance permit when the customer pays for their facility reservation. Staff recommends this chan~e which would streamline the process for the customer, allowing them to pay all of the facility fees and obtain the permit in one stop. III. ANALYSIS OF ALTERNATIVES/CONCLUSIONS: Staff is providin~ the followin~ alternatives for Council direction on how to proceed with the alcohol policy for the Adult Recreation Center and Grapevine Park. a. Maintain existing alcohol policy and dance permit policy If the Council wishes to maintain the current alcohol policy, renters will be allowed to serve only wine and champagne at the facility. For other types of alcohol to be served. the renter must make a request to the City Council. With this request, the Council may choose to require security and/or additional measures to ensure a safe event. Other than that, however, the current policy does not require renters to hire security or provide liability insurance. For events that include dancing, the current policy requires that the renter obtain a dance permit from the Police Department. This allows Police Department staff to review the application to advise what type of event is being held and whether or not security is necessary.

5 Staff Report - Review of Alcohol Policy October 15, 2013 Page 5 b. Revise alcohol policy and dance permit policy Staff has provided an analysis regarding the possible revisions to the alcohol policy. the requirements for security and insurance and revisions to the dance permit policy. The analysis shows that a revision to the aforementioned policies is advisable to bring the facility policies up to a more current-day standard and to streamline the rental procedure. Updating these policies would require a revision to the Municipal Code. Additionally. the analysis shows that it is advisable to require renters to provide insurance and security, when necessary. This will help to safeguard the facility and minimize liability for the city and bring our policies in line with those of other similar municipal facilities. IV. RECOMMENDATIONS: Upon review by the City Manager. City Attorney. Assistant City Manager, Parks and Recreation Director, Police Chief, Finance Director, and the Mission Playhouse Director, staff recommends the following actions: I. Revise alcohol policy to allow alcoholic beverages other than wine and champagne. 2. Revise the policy to require insurance for all events and security for events, when necessary as determined by the Police Department. 3. Revise dance permit policy so that the dance permit is obtained as part of the facility rental procedure, rather than separately through the Police Department. 4. Direct staff to take recommended policy changes to the Parks and Recreation Commission and, if approved, ask them to make recommendation to the City Council. 5. Direct staff to work with City Attorney to update Municipal Code Sections and to be brought back for Council review, along with the recommended policy changes. Attachments: Exhibit A: Adult Recreation Center and Grapevine Park - Public Facility Policies Exhibit B: Survey ofalcohol Policies from Other Municipal Rental Facilities

6 City of San Gabriel Parks and Recreation Department Exhibit A Public Facility Policies General Conduct In order for the activities and facilities to be enjoyed by everyone, the following basic rules of good conduct must be observed at all city facilities: I. Specific permission is required to use or occupy any room and/or office. 2. All persons or organizations using a facility must abide by all Municipal, State and Federal laws. 3. The following are regulated by State and Municipal Codes and will be strictly enforced: Gambling is prohibited. The dispensing and consumption ofalcoholic beverages is prohibited. (Except Wine and Champagne) The use or sale of dangerous restricted drugs is prohibited. Dancing without a permit is prohibited. A permit must be obtained with the San Gabriel Police Department for an additional tee. The approved dance permit must be on file with the San Gabriel Parks and Recreation Department two weeks before the event. 4. Smoking is not allowed inside city buildings or enclosed outdoor areas. 5. Smoking is prohibited, use ofand disposal oftobacco products in public parks, trails, playgrounds, picnic areas, swimming pools and recreation centers in the City of San Gabriel, this includes all parking lots for, and sidewalks adjacent to, such facilities. SGMC Section Unruly and disruptive behavior, such as shouting and profanity, is prohibited. 7. The possession ofa weapon or other dangerous device will result in immediate removal of the possessor from the premises with possible arrest and prosecution. 8. Neither pets nor other animals are permitted on the premises except for Human Services Animals. Violation ofany rule or regulation may result in the revocation of facility use privileges for an individual or group..

7 City of San Gabriel Parks and Recreation Department Adult Recreation Center and Grapevine Arbor Policies and Guidelines I. All applications tor use of Recreation Facilities must be made by the principal party involved. The person who signs the application shall be responsible and agrees to accept financial liability for any loss or damage to the facilities or facility equipment resulting from use by the organization/party which they represent. The extent ofthe financial liability is the replacement or repair cost incurred by the City of San Gabriel. The applicant will also assume responsibility for the loss of any personal items by the organization/party and/or members thereof while using city facilities. 2. A Facility Supervisor shall have full charge of the building facilities at all times. Any moving or rearranging ofequipment in the center shall be done only with the permission of and under the direction ofthe Supervisor. 3. All decorations must have the approval ofthe Supervisor in charge. decorations may be attached to any painted surfaces. 4. The use ofrice, birdseed, confetti or sparklers at wedding receptions/parties is strictly prohibited. 5. lighted candles may be used inside facility. 6. Smoking is prohibited in and around the facility. SGMC Section It shall be the responsibility ofthe organization/party using the facility to see that it is left in GOOD CONDITION as it was upon rental. The facility, including the kitchen, must be left in order; the floors, outdoor areas and equipment shall be clean and free ofdebris. Failure to observe this ruling shall be considered sufficient cause to cancel further meetings ofthe organization/party at this location, with the loss of Security/Cleaning Deposit. 8. The event including clean up must be completed by 12:00 a.m. 9. Music must cease by 10:00 p.m. while using the outside area. Any disturbance caused by the level of sound will result in term ination of music. 10. If there is a performance at the Mission Playhouse outside music must cease by 8:00 pm. II. alcoholic beverage is permitted, with the exception ofchampagne or wine in the Adult Center/Grapevine Arbor. 12. Use of a smoke and/or fog machines are prohibited from the indoor rooms. 13. A non-refundable reservation deposit of$ is due at the time of submitting application. The deposit must be made by check or money order. The deposit will be credited to the total rental cost. 14. A refundable security/cleaning deposit of $ is due 30 days prior to the event. This deposit will be refunded till after the event to ensure that the facility is left in good condition, the deposit will be refunded within three weeks following the event date.

8 15. Payments must be made by check, money order or with a credit card. Cash will NOT be accepted. 16. Parking is permitted in the San Gabriel Mission Playhouse parking lot. However, if an Auditorium event is being held at the time of your activity, there will be a charge for parking. 17. All fees are due 30 days prior to the day ofthe event. 18. All prices are subject to change. 19. The Tent Area may only be used in the event that the Mission Playhouse is not having an event. 20. A resident may not rent a facility for a non-resident. In the case of wedding receptions, only the resident parents ofthe bride or groom or the resident bride or groom, may rent the facility at the resident rate. 21. The Facility Supervisor, who is present to assist you, also has the authority ofa Peace Officer to ensure that all rules pertaining to the facilities are enforced. 22. Theft, damage or items missing from the facilities that are the property ofthe City of San Gabriel, shall be the responsibility of the applicant. Any such items are subject to replacement at cost, including administrative fees. 23. The City and its employees are not responsible for loss, stolen, or items left behind. 24. Recreation Center Capacity: rth Room: Dance Room: Assembly 107 people Assembly 184 people 25. Adult Center Capacity: Padillo Room: Grapevine Room: Grapevine Park: Dining 98 people Assembly 218 people Dining 87 people Assembly 187 people Dining 230 people Assembly 350 people Your cooperation in observing these rules and guidelines is expected and appreciated.

9 -~ -~ ~-~ -~ -~ -~ i:ti General Type of Liability Agency Alcohol Insurance Allowed Required Insurance Insurance Security Security Dance Required Required Guards Guards Permit through for Required for Required for Required the City Vendors 100 guests 200 guests Require PO for Security Require a Bartender Staff Approving Contract Survey of Policies from Municipal Rental Facilities Arcadia All Director's Director's n/a n/a Decision Decision ~ - Director Diamond Bar All ($1,000,000) r- (covered by renter) 1 2 Facility Supervisor ~Duarte All I Monrovia All - n/a n/a 2 2 (covered by Renter) Director Director San Wine and Gabriel Champagne All (only at War South Memorial Pasadena Bldg.) Temple City n-profrt I---Groups Only ne n/a n/a PD Decision PD Decision 2nd 2nd Department Department (covered Staff Member Staff Member by renter) Required Required (covered by renter) Director Community Services Coordinator Parks and Recreation Commission West Covina All (covered by renter) 2 2 Facility Coordinator Beer, Wine Whittier Champagne 2 2 Building Supervisor ~ f '"