Item 31 Staff Report Consider Chamber of Commerce Request to Add Wine Tasting to Arts Commission Events in the Council ChambersCOUNCIL AGENDA REPORT
DATE: May 31, 2000
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT:
MEETING DATE: 6/5/00
ITEM NO. 31
CONSIDER CHAMBER OF COMMERCE REQUEST TO ADD WINE TASTING TO ARTS
COMMISSION EVENTS IN THE COUNCIL CHAMBERS
RECOMMENDATION:
Consider Chamber of Commerce request to add wine tasting to Arts Commission events in the Council Chambers.
DISCUSSION:
The Chamber of Commerce has asked permission to serve wine in the Town Council Chambers during arts events.
Under the Town Manager's policy (Attachment 1 - Pages 5 & 6), alcohol is not permitted in Town facilities. The
Council can authorize the use of wine in the Council Chambers if it chooses to do so. Request from Sheri Lewis,
Executive Director of the Chamber of Commerce is also attached (Attachment 2).
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT: None.
Attachments:
1. Town Administrative Policy - Los Gatos Downtown Neighborhood Center and Council Chambers Policies and
Procedures
2. 5/26/00 request from Chamber of Commerce
Distribution: Sheri Lewis, Executive Director - Chamber of Commerce, c/o Pro -Color - 59-B N. Santa Cruz
Avenue, Los Gatos CA 95030
PREPARED BY: DAVID W. KNAPP
Town Manager
DWK:pg
MGR170 A:\cnclrp \chamber6-5.wpd
Reviewed by: kAttorney
Revised: 6/1/00 11:27 am
Reformatted: 7/14/99
ADMINISTRATIVE MANUAL
TOWN OF LOS GATOS
Subject: Los Gatos Downtown Neighborhood
Center & Council Chambers Policies
and Procedures
Page: 1 of 6 Section Number:
Approved:
Effective Date: Revised Date:
PURPOSE
The purpose of this policy is to set forth guidelines for renting the Town of Los Gatos
Neighborhood Center and Council Chambers.
SCOPE
This policy pertains to any person or group applying to the Neighborhood Center and/or Town
Council Chambers.
POLICY
Los Gatos Downtown Neighborhood Center:
The Los Gatos Downtown Neighborhood Center benefits Los Gatos' senior citizens, youth, civic
and service groups, and community residents. As part of a comprehensive community strategy
to meet the needs of the Los Gatos citizens, programs at the Neighborhood Center include a
variety of services and activities in such areas as education, creative arts, counseling, recreation,
leadership development, health, nutrition, social work and other supportive services. The
Neighborhood Center's programs respond to individual differences in life style, values,
experiences, needs, interests, abilities, skills, age, and health status by providing opportunities for
a variety of types and levels of involvement.
Rooms in the Center can be rented for community activities and private parties. To accommodate
community needs, rooms are leased on a month -to -month basis to nonprofit organizations that
provide specific services to the frail and elderly, youth, and/or low income. This document
defines policies and procedures for Neighborhood Center use.
The Community Services Department provides information and/or referral about available services
and resources. Staff and Neighborhood Center users participate in or initiate interagency and
community planning, and activities coordination.
Programming for the Center shall be an ongoing process including:
1. surveying needs and interests of the Center's participants;
2. requesting needs identified by other service providers, community agencies and leaders;
3. surveying community resources available to strengthen Center activities and services.
i
ATTACHMENT I
Town Council Chambers:
The Town Council Chambers is available for public meetings that benefit Los Gatos citizens.
Organizations may meet and discuss any subject pertaining to the educational, political, economic,
artistic, and moral interests of the Town residents. Requests for use (by other than official Town
Government bodies) are subject to the procedures set forth in this document.
TOWN OF LOS GATOS FACILITIES
Below is a description of the rooms available for use in the Neighborhood Center and Council
Chambers.
Available Rooms
Room #
Maximum Occupancy
Room Description
Neighborhood
Center
11-12
200 people banquet style
setting; or
365 people auditorium
style setting
Multi -Purpose Auditorium
4-5
49 people
Lounge - informal setting
204
7 people
Upstairs Lounge
205
15 people
Upstairs Conference Room
206
25 people
Craft Room
214
25 people
Upstairs Conference Room
Council Chambers
103 people
Auditorium style setting.
Attendance shall not exceed the legal
capacity of the room.
ELIGIBLE APPLICANTS
The Downtown Neighborhood Center and Council Chambers may be reserved by the categories of
users listed on Page 3: (See Fee Schedule)
2
.
Neighborhood Center
Council Chambers
Category I
Government Agencies, Nonprofit Senior
Organizations, and Neighborhood
Center Tenants:
a) Federal, state, county, and municipal
agencies that provide Los Gatos
citizens a service.
b) Nonprofit organizations who provide
activities specifically for Los Gatos'
senior citizens, (including but not
limited to Los Gatos -Saratoga
Department of Community Education
and Recreation, and Live Oak
Nutrition and Senior Service Center).
Government Agencies:
a) Federal, state, county, and municipal
agencies that provide Los Gatos
citizens a service.
Category II
Community Service Groups:
a) Nonprofit organizations which have
obtained 501(c)3 ruling from the State
(must be documented by ruling letter
from State).
b) Los Gatos Service and Community
organizations - groups which provide
recreational, cultural, leisure or other
community service activities to Los
Gatos residents, including the Los
Gatos -Saratoga Department of
Community Education and Recreation
(for non -senior related activities).
c) Public elementary, middle, and high
schools serving Los Gatos residents.
Community Service Groups:
a) Nonprofit organizations which have
obtained 501(c)3 ruling from the State
(must be documented by ruling letter
from State).
b) Los Gatos Service and Community
organizations - groups which provide
recreational, cultural, leisure or other
community service activities to Los
Gatos residents, including the Los
Gatos -Saratoga Department of
Community Education and Recreation
(for non -senior related activities).
.c) Public elementary, middle, and high
schools serving Los Gatos residents.
Category
III
.
Other Applicants:
Applicants not qualifying under Categories
I or II may be considered under Category
III as "residents" or "non-residents."
Resident: .
(Includes Town of Los Gatos Employees)
Applicant must show proof of residency or
employment by the Town.
Non -Resident:
Applicants who do not meet definition of
resident, above. This includes City of
Monte Sereno and Santa Clara County
residents with a Los Gatos address.
Other Applicants: N/A
.
INELIGIBLE APPLICANTS
Use of the Neighborhood Center and Town Council Chambers shall not be granted for:
1. Commercial use by private groups or individuals for the purpose of sales, promoting
or negotiating for sales for profit.
2. Any group or individual, political or otherwise, that acknowledges its intent to use the
facility to advocate the overthrow of the United States Government or the State of
California by force or violence or other unlawful means or to violate any other County,
State or Federal rules, regulations, ordinances or laws.
3. Uses which are deemed to be of a hazardous nature or of a nature which endangers
property or which are not in the public interest.
4. Use by groups or individuals who interfere with the regular conduct of Town business.
5. Uses which constitute a monopoly for the benefit of any person(s) or organization. This
includes individuals or groups using a nonprofit status for the sole benefit of a private
individual(s).
RESERVATION PROCEDURES
1. Applications are processed on a "first come, first served" basis. When a reservation is
granted, the Neighborhood Center and Town Council Chambers are committed for that
activity. In the event that applications are received at the same time, then applications
are prioritized by Category I, II, then III.
2. Applications must be made in person by the applicant. Neighborhood Center
applications must be filed at the Neighborhood Center, 208 E. Main Street, Los Gatos,
on Mondays through Fridays between 8 a.m. and 4:30 p.m. Council Chambers
applications are taken at the Planning Department, 110 E. Main Street, Los Gatos, on
Mondays through Fridays between the hours of 8:00 a.m. and 12:00 p.m., and 1:00
p.m. and 4:30 p.m. Reservations are confirmed for the Neighborhood Center and Town
Council Chambers when the application is received and accepted. The security deposit
must be paid at the time the reservation form is submitted.
3. The reservation form must include all decorating and clean-up time and must be in a
continuous time span. Decorations are not permitted in the Council Chambers. (See
Use Regulations, item 15.a.)
4. Applicants must be 18 years of age (21 if alcohol is being served) and must be present
during the use of the facility. Neighborhood Center Keys may be picked up from the
receptionist on the day of the event or on the Friday before the weekend by 4:30 p.m.
Person picking up keys must sign for them and be at least 18 years of age. Keys are not
distributed for the Council Chambers. A Building Attendant is assigned to all meetings
that are not official Town business; the attendant will open/close the Chambers.
5. Reservations may be made up to six months in advance of the reserved date.
6. Any required security deposit must be paid at the time the reservation form is submitted
to secure the reservation. Rental fees may be paid at the time of the application or any
time no less than two weeks before the scheduled date. (See Fee Schedule)
7. Insurance forms must be submitted to the Town Clerk's Office at least 5 days before
scheduled event. (See 6. Use Regulations.)
4
USE REGULATIONS
1. Any person or persons violating the established policies or constituting a public nuisance
may be required to leave the facilities. Misuse of the facilities or failure to conform
with other applicable Town, State or Federal rules, regulations, ordinances or laws will
be sufficient reason for terminating the permit or event.
2. Groups composed of minors must be supervised by at least one (1) adult for every ten
(10) children (under age of 18) at all times while they are using the facilities.
3. The applicant shall procure at his/her own cost and expense, all permits and licenses
required for the intended use or activity at the Neighborhood Center and Council
Chambers. This includes, but is not limited to, purchase of a one -day liquor license
which the applicant must first procure from the Los Gatos Police Department before
going to the Alcoholic Beverage Control Board, (located at 100 Paseo de San Antonio,
San Jose - 277-1200) as appropriate. Alcohol is NOT permitted on the Civic Center
premises, which includes the Council Chambers.
4. Gambling or wagering at the Neighborhood Center is prohibited unless a use permit is
obtained from the Los Gatos Police Department. Gambling or wagering is prohibited
in the Council Chambers.
5. Permits cannot be transferred, assigned or sublet.
6. The Town of Los Gatos is not responsible for accidents, injuries, illnesses, or loss of
group or individual property. The Town requires proof of insurance coverage.
Applicants must provide a Certificate of Insurance and Endorsement at least five (5)
days prior to event:
a. $1,000,000 liability insurance is required for standard use and when alcohol is not
served.
b. $2,000,000 liability insurance is required if alcohol is served.
7. Dances are permitted in the Neighborhood Center only. Application for a Use Permit
to hold a dance which is open to the public (attendance of 50 or more persons) must be
filed with the Town Chief of Police not later than ten calendar days prior to the event.
If applicable, evidence of approved dance permits must accompany Neighborhood
Center use application five (5) days prior to event.
8. Users may not restrict membership on the basis of age, sex, color, race, marital status,
sexual orientation, ancestry, physical or mental disability, medical condition, religion,
place of national origin, or any other basis prohibited by law. Furthermore, use of the
Neighborhood Center and the Council Chambers will not be restricted because of age,
sex, color, race, marital status, sexual orientation, ancestry, physical or mental
disability, medical condition, religion, place of national origin, or any other basis
prohibited by law.
9. Applicants must sign and submit the following as part of the application process:
a. Application Form
b. Release of Liability, Assumption of Risk and Indemnity Agreement for
Neighborhood Center and Council Chamber use;
c. Neighborhood Center applicants must also sign and submit:
► Key Check -Out (if there is no recreation leader)
' Kitchen cleanup check list only if Rooms 11 and 12 are used.
5
10. No smoking in buildings.
11. Alcoholic beverages are allowed in the Neighborhood Center's Hall (Rooms 11 & 12)
and Lounge (Rooms 4 & 5), only. Absolutely no food or drink shall be taken into
the Council Chambers.
12. The Town Manager, or a duly authorized representative on duty, shall have the right
to enter all facilities at all times during any and all occupancies.
13. Applicant is liable for all damage to the facilities and equipment resulting from the
applicant's use. Applicant will be charged facility and equipment repair costs, or
equipment replacement costs resulting from applicant's use.
14. Any exceptions to the use regulations must be approved, in writing, by the Town
Manager.
15. Applicants are responsible for setting up and cleaning up after the event. Facilities must
be left clean and in good order. At the Neighborhood Center, any decorating or
covering of, or changes to the facilities shall be discussed at the time of application.
The applicant shall be responsible for putting up any decorations and all other special
preparations necessary for the function. All decorations shall be removed by the
applicant during the scheduled hours of use. Applicant shall be responsible for
removing all decorations, special preparations, and applicant's personal property,
owned or rented, prior to vacating the facility.
a. Decorations are not allowed in the Council Chambers and Council Chambers
Foyer.
b. All decorations must be flame proof or fire retardant.
c. All decorations must be applied with masking tape. Using cellophane adhesive
tape, nails, staples, screws, etc., is NOT allowed. All tape must be removed from
all surfaces at the conclusion of the event.
d. Decorations may NOT be hung from light fixtures, ceiling, smoke detectors,
emergency lights, or acoustical wall/ceiling tiles.
e. Absolutely NO open flames are allowed.
f. All plants, trees, and shrubs must be in waterproof corrainers and must be carefully
placed so as not to damage floor or block fire exits.
g. No foreign substance may be applied to the floor.
h. No rice, birdseed, confetti, etc., is permitted to be thrown in or around the
Neighborhood Center (i.e., during wedding receptions).
16. All Neighborhood Center and Council Chambers users are to respect the individual
rights and properties of neighbors and tenants located either by, near, or on Town
property. Noise level is to be kept at a minimum.
17. Emergency telephone numbers for fire department, police, . hospitals, ambulance, and
CAL/OSHA are posted on the bulletin board in the reception area. Diagrams of
location of fire extinguishers are posted on the bulletin board(s) as well as in each
conference room.
APPROVED AS TO FORM:
Patsy Garcia Request permission from cr-id to support the Arts reception Page 1
From: Sheri Lewis <Igchamber@earthlink.net>
To: <manager@town.los-gatos.ca.us>
Date: 5/26/00 2:OOPM
Subject: Request permission from council to support the Arts reception
Dave:
Per our conversation this morning, I am attaching both a letter to
Arts related merchants and a description of the proposal to sponsor
"Art in the Council Chambers".
For the council members information, we have been meeting with Elke
Groves and Mary Tomasi-Dubois of the Arts Commission discussing ways
to promote Cultural Arts in Los Gatos.
One obvious way was to have the art resource provided by the Arts in
the Council Chambers program be more widely publicized and attended.
As a rule, the artists receptions have not been well attended.
The proposal states our goal. The request to obtain permission to
add wine tasting to our event does several things. Wine tasting
with appetizers (gourmet cheeses, etc) combined with art makes the
event a strong attraction to the majority of Los Gatos residents. It
is also an event that would attract our business community. Creating
an opportunity for our art related businesses not only creates
exposure for our art businesses but creates partnership with local
artists. Inviting our local wineries and gourmet grocers to
participate gives them exposure in a venue that promotes their
business and supports our art community. An additional benefit
accrues to the Town for being a promoter of the arts by virtue of the
Art in the Council Chambers program.
The Chamber is continually looking for ways to network with other
organizations/commissions in ways that create economic vitality,
leverages our resources and creates and strengthens our community.
We hope you will be able to accommodate our request.
Sincerely,
Sheri Lewis
Executive Director
Town of Los Gatos Chamber of Commerce
CC: Tracy Hulgren <art@elemental-arts.com>
ATTACHMENT ACHMENT a
1
Patsy Garcia - chamber proposal.doc
Page 1
Art in the Council Chambers
Sponsorship Proposal
Goal: To promote cultural arts, strengthen community involvement in the arts, promote art
business in the town of Los Gatos, and promote Art in the Council Chambers.
The Event: Art in the Council chambers features a local artists' artwork in the council
chambers for 6-8 weeks with an associated artist reception at the beginning of the show.
The artist's reception is held at the Los Gatos Town Council Chambers. We hope to make this
a more publicly attended event by offering wine, cheeses & appetizers outside on the town
lawn, while weather permits, and providing live chamber music. The event will be publicized in
Chamber of Commerce mailings, local newspaper ads, and postcards sent out to residents.
Costs of Event:
■ Design, production & postage for 1000 Postcards to be sent out to Local Residents
■ Design, production & postage for flyers to be mailed out through Chamber of Commerce
(extra flyers will be available for participating businesses to distribute)
■ Design & print costs of half page newspaper ad
■ All food and beverages will hopefully be donated by other local businesses;
(we will be inviting our local wineries to provide wine tasting, our gourmet grocers
to participate as well)
Total Cost: $1500.00 to cover all costs
Costs & Benefits to You: We are asking 8 art businesses in Los Gatos to help sponsor this
event. The cost of sponsoring one reception is $187.50. The cost to sponsor two receptions
is $375.00. For this price you will receive:
■ Your logo in a half page newspaper ad (one for each reception)
■ Your logo in chamber of commerce flyers advertising this event
■ Your name in the town council marquee located outside the town council chambers for
the entire time the artist's work is displayed
■ Potential for publicity in any newspaper coverage of the event
■ Publicity the night of the event (particularly if your business provides any raffle prizes)
■ Building your reputation as a committed arts supporter in the community
Please take some time to look this over. We hope that you will agree that this is a great
event to help promote the cultural arts in Los Gatos as well as a wonderful way to help
promote your business.
Thank you for time,
Tracy Halgren
i
, Patsy Garcia - chamber proposal.doc
Page 2
Chamber Arts Council
1
Patsy Garcia - chamber proposal._Ltr..d9"
Page 1
My name is Tracy Halgren, owner of Elemental Arts Gallery at 104 University Avenue
here in Los Gatos. Recently I have been meeting with the Arts Commission and the Chamber
of Commerce in Los Gatos to talk about ways of promoting the arts and Los Gatos art
businesses.
Although there are many ways to promote art in Los Gatos we decided to focus on
one event and improve this event by getting art businesses involved. I am riot sure if you are
familiar with an event called "Art in the Council Chambers" sponsored by the Arts Commission.
This event showcases local artists in the town council chambers for 6 to 8 weeks with an
associated artist reception also held in the council chambers. After working with the Chamber
of Commerce and the Arts Commission to figure out a way to not only promote this event but
also promote local art businesses we have come up with a wonderful plan!
Our plan is to have some of the art businesses in Los Gatos help sponsor and
promote this event. Usually oll the promotion is handled by the Arts Commission on a limited
budget, but with the involvement of local businesses, the Chamber of Commerce can get
involved and we can make this reception a real "event" with wonderful hors d'oeuvres, wine,
live music and amazing art by local artists.
Currently, we are presenting this plan to the Chamber of Commerce board and to art
businesses (or art related businesses) to see if there is interest in helping to support this
event. We are also approaching the town to obtain permission to add wine tasting as a
natural embellishment to the event. What we are looking for is sponsorship of one or two of
the receptions to be held this summer with the possibility of it extending to five throughout
the year. Please take a look at the attached proposal for what is involved, how this will
benefit you and the cost of helping to support this wonderful event.
I will give you a call next week to see if you are interested in helping to support this
event and promote your business. Thank you for taking the tirne to rend this letter and I look
forward to talking with you next week. If, in the meantime, you have any questions, please
feel free to give me a call at Elemental Arts or at home (408.354.6608 or 408.867.2701).
Thank you for your time and consideration,
Tracy Halgren
Chamber Arts Council
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Patsy Garcia - chamber proposal._Ltr .dq'
..................................
Page 2
PS: I am also including an invitation to anyone who wishes to join our newly formed
Chamber Arts Council to work with this event as our first project.
i
Town Council Minutes June 5, 2000
Redevelopment Agency Los Gatos, California
HEARINGS CONTINUED
AT&T SETTLEMENT FUNDS/KCAT PRODUCTIONS/CONT.
Council considered report on the use of the AT&T settlement funds of $95,000 and are favoring placing
the Council and Planning Commission on public access TV. Report accepted and filed.
ART RECEPTIONS IN THE COUNCIL CHAMBERS/WINE TASTING (31.20)
The following people addressed this issue:
Tracy Halgren, 104 University, Elemental Arts Gallery, spoke in support of the proposal mentioning
ways to promote the cultural arts in town and strengthen community involvement in the arts.
Mary Tomasi-Dubois, 340 University Ave, Arts Commissioner, noted the Commission's attempts at
increasing awareness of the Art in the Council Chambers program.
Sheri Lewis, Chamber of Commerce, spoke of other approaches for addressing this issue.
No one else from the audience addressed this item.
Council Consensus for staff to review the options involved in this proposal, and return with a report
which will allow Council to further reflect on this idea.
MINUTES OF MAY 31, 2000/JOINT STUDY SESSION (06.V)
Council requested that the Minutes of May 31, 2000, Joint Study Session with the Planning
Commission return to Council and include more of the processes under discussion and the facilitation
suggestions, along with supplements to include a summary ofrecommendations submitted by the public
speakers.
MUSIC IN THE PLAZA/BANNERS FOR DOWNTOWN (07.20)
Mr. Hutchins asked that the Town of Los Gatos or the words Los Gatos Music in the Plaza take
precedence in the banner over the words Arts Commission.
Council Consensus to approve the design for Music in the Plaza Banners in the Downtown area with
the changes mentioned above giving Los Gatos precedence on the banner.
BELOW MARKET PRICE HOUSING PROGRAM GUIDELINES (13.19)
Council debated the pros and cons of offering additional points to Town employees for the BMP
program.
Paul DuBois, Community Services Chair, explained the need to offer our public safety employees the
opportunity to live in our Town. During an emergency we need our public safety employees to be close
at hand.
Mayor Blanton asked that this item return to Council for further review with the base worked under
different demographics.
TRAFFIC SAFETY GRANT/RESOLUTION 2000-67 (14.40)
Motion by Mr. Attaway, seconded by Mrs. Lubeck, that Council adopt Resolution 2000-67 entitled,
RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER
TO ACCEPT A GRANT FROM THE OFFICE OF TRAFFIC SAFETY FOR THE PURPOSE
OF ESTABLISHING A COMMUNITY -WIDE APPROACH TO ADDRESS TRAFFIC SAFETY
PROBLEMS, and authorize 2000/2001 fiscal year budget increase in Revenue Account 4050-45419
TC:D11:MM060500
13
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