Item 16 Staff Report Adopt Resolution Rescinding Resolutions 1998-76, Adopting Policies and Procedures for the Los Gatos Downtown Neighborhood Center, and 1967-25, Authorizing the Use of the Council Chambers of the Town of Los Gatos by Outside OrganizatioCOUNCIL AGENDA REPORT
DATE: March 16, 1999
TO: MAYOR AND TO
FROM: TOWN MANAGER
SUBJECT:
MEETING DATE: 4 - 5 - 9 9
ITEM NO. j
ADOPT RESOLUTION RESCINDING RESOLUTIONS 1998-76, ADOPTING POLICIES AND
PROCEDURES FOR THE LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER, AND
1967-25, AUTHORIZING THE USE OF THE COUNCIL CHAMBERS OF THE TOWN OF
LOS GATOS BY OUTSIDE ORGANIZATIONS
RECOMMENDATION:
Adopt resolution rescinding Resolutions 1998-76, adopting policies and procedures for the Los Gatos Downtown
Neighborhood Center, and 1967-25, authorizing the use of the Council Chambers of the Town of Los Gatos by outside
organizations.
DISCUSSION:
The Los Gatos Downtown Neighborhood Center is operated in conformance with Resolution 1998-76, which provides
Center policies and procedures. The Town Council Chambers is operated in conformance with Resolution 1967-25, which
authorizes Council Chambers use by outside organizations.
The two documents have been merged to simplify administration. Because the Town Code (Section 2.30.295) gives the
Manager authority over use of Town facilities, the combined document has been converted to an Administrative Policy. This
gives the Town Manager the necessary flexibility to manage these Town resources. The fee schedule, reviewed annually,
will be attached to the revised Policies for a comprehensive picture of facility use.
ENVIRONMENTAL ASSESSMENTS:
Rescinding Resolutions 1998-76 and 1967-25 is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Program revenues and expenses are included in the Council approved Operating Budget.
RAF:tl
N:1csd .80201tcrptlneigh_cc.pp
PREPARED BY: Regina A. Fal
Community Se
Reviewed by: S., Attorney Finance
s Director
Revised: 3/16/99 4:56 pm
Reformatted: 10/23/95
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: RESCIND RESOLUTIONS 1998-76 AND 1967-25
March 31, 1999
Attachment:
1. Draft resolution rescinding Resolutions 1998-76, adopting policies and procedures for the Los Gatos Downtown
Neighborhood Center, and 1967-25, authorizing the use of the Council Chambers of the Town of Los Gatos
by outside organizations
2. Administrative Policy
Distribution:
Los Gatos -Saratoga Department of Community Education & Recreation, 123 E. Main Street, Los Gatos, CA 95030
Jean Sullivan, RN, EdD, San Jose State University Health Place, 208 E. Main Street, Room 7, Los Gatos, CA 95030
Teen Counseling Center, 208 E. Main Street, Room 1, Los Gatos, CA 95030
ATTACHMENT 1
RESOLUTION NO.
RESCINDING RESOLUTIONS 1998-76, RESOLUTION OF THE
TOWN OF LOS GATOS ADOPTING POLICIES AND PROCEDURES
FOR THE LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER AND
1967-25, A RESOLUTION AUTHORIZING THE USE OF THE COUNCIL
CHAMBERS OF THE TOWN OF LOS GATOS BY OUTSIDE ORGANIZATIONS
WHEREAS, the policies and procedures for using the Los Gatos Downtown
Neighborhood Center and Town Council Chambers have been combined to form a uniform use policy
through which individuals and organizations can rent the Town facilities; and
WHEREAS, the Town Code (Section 2.30.295) authorizes the Town Manager to manage
Town facilities; and
WHEREAS, the facilities can be managed best through an Administrative Policy; and
THEREFORE, BE IT RESOLVED: that the Los Gatos Town Council does hereby
rescind Resolutions 1998-76, Resolution of the Town of Los Gatos Adopting Policies and Procedures for
the Los Gatos Downtown Neighborhood Center, and 1967-25, A Resolution Authorizing the Use of the
Council Chambers of the Town of Los Gatos by Outside Organizations.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the day of , 1999 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYES:
ABSENT:
ABSTAIN:
SIGNED: /s/ Jan Hutchins
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST: /s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:1CSD18020199ncreso.p&
ATTACHMENT 2
ADMINISTRATIVE MANUAL
TOWN OF LOS GATOS
Subject: Los Gatos Neighborhood Center Page: 1 of 7
& Council Chambers Policies and
Procedures
Section Number:
Approved:
Effective Date: Revised Date:
PURPOSE
The purpose of this policy is to set forth guidelines for the rental of the Town of Los
Gatos Neighborhood Center and Council Chambers.
SCOPE
This policy pertains to any person or group applying for the use of the Neighborhood
Center and 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.
Town Council Chambers:
The official use of the Town Council Chambers is for public meetings that benefit the
citizens of the Town of Los Gatos. Such organizations may meet and discuss any subject
and questions 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 procedures established by the Town Manager and shall
1
be referred to the General Services Supervisor who governs the use of the facility.
COMMUNITY RESOURCE
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 coordinating activities.
Programming for the Center shall be an ongoing process including:
1. surveying needs and interests of the Center's participants;
requesting needs identified by other service providers, community agencies and
leaders;
3. surveying community resources available to strengthen Center activities and services.
TOWN OF LOS GATOS FACILITIES
Below is a description of the rooms available for use at the Neighborhood Center.
1. Multi -Purpose Auditorium (#11-12)
Accommodates approximately 200 people in a banquet style setting; 365 people in
an auditorium style setting.
2. Lounge (#4-5)
Informal setting with fireplace. Accommodates approximately 49 people.
3. Other Activity Rooms:
a. Upstairs Lounge (#204); occupancy: 7 people
b. Upstairs Conference Room (#205); occupancy: 15 people
c. Craft Room (#206); occupancy: 25 people
d. Upstairs Conference Room (#214); occupancy: 25 people
Below is a description of the rooms available at the Civic Center.
1. Council Chambers
Accommodates approximately 103 people, and attendance shall not exceed the legal
capacity of the room.
ELIGIBLE APPLICANTS
The Downtown Neighborhood Center may be scheduled by the categories of users listed
below: (See Fee Schedule)
Category I: Government Agencies; Senior Organizations, and Neighborhood Center
Tenants
Groups qualifying as government agencies and senior organizations include the following:
► Federal, state, county and municipal agencies that provide Los Gatos citizens a
service.
Organizations, (including but not limited to the Los Gatos -Saratoga Department of
Community Education and Recreation and Live Oak Nutrition and Senior Service
Center), when providing activities specifically for Los Gatos' senior citizens.
2
Category II: Community Service Groups
Groups qualifying as community service groups include the following:
► Nonprofit organizations which have obtained 501(c)3 ruling from the State (must be
documented by ruling letter from State).
► 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).
► 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.
Applicants who may schedule the Town Council Chambers (see Fee Schedule):
Category I:
Government agencies (Town of Los Gatos, Federal, State, County and
other municipal agencies) that provide a community service for the
citizens of Los Gatos.
Category II: Community Service Organizations who are nonprofit and can provide
a copy of their 501 (c) 3 ruling or proof of nonprofit status,
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).
3
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. Forms for
Neighborhood Center reservations 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. For use of the Council Chambers, reservations 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 at 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. No keys are distributed for the Council
Chambers. A Building Attendant is assigned to all meetings that are not
official Town business.
5. Reservations are made up to six months in advance of the date of event.
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 Clerks Office and all its
requirements met no later than 5 days before scheduled event. (See 6. Use
Regulations.)
USE REGULATIONS
1. Any person or persons violating the established policies or constituting a
public nuisance may be required to leave the Center. 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 appro-
priate. Alcohol is prohibited 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, injury, illness, 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 not
alcohol.
b. $2,000,000 liability insurance is required if alcohol is served.
7. Dances may be 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. In addition to completing and signing the use application, applicants must
sign the following:
a. Release of Liability, Assumption of Risk and Indemnity Agreement
for Neighborhood Center and Council Chamber use;
b. Key Check -Out (if there is no recreation leader) for Neighborhood
Center use only; and
c. Kitchen cleanup check list for the Neighborhood Center only, if
Rooms 11 and 12 are used.
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 facility and equipment resulting from
the applicant's use of the facility. Applicant will be charged the costs of
repairing the facility and equipment, or replacing equipment damaged.
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 at the conclusion of the function. Applicant
shall be responsible for the removal of 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. The use of
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 containers 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:
Town Attorney
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RESOLUTION 1999 - 41
RESCINDING RESOLUTIONS 1998-76, RESOLUTION OF THE
TOWN OF LOS GATOS ADOPTING POLICIES AND PROCEDURES
FOR THE LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER AND
1967-25, A RESOLUTION AUTHORIZING THE USE OF THE COUNCIL
CHAMBERS OF THE TOWN OF LOS GATOS BY OUTSIDE ORGANIZATIONS
WHEREAS, the policies and procedures for using the Los Gatos Downtown
Neighborhood Center and Town Council Chambers have been combined to form a uniform use policy
through which individuals and organizations can rent the Town facilities; and
WHEREAS, the Town Code (Section 2.30.295) authorizes the Town Manager to manage
Town facilities; and
WHEREAS, the facilities can be managed best through an Administrative Policy; and
THEREFORE, BE IT RESOLVED: that the Los Gatos Town Council does hereby
rescind Resolutions 1998-76, Resolution of the Town of Los Gatos Adopting Policies and Procedures for
the Los Gatos Downtown Neighborhood Center, and 1967-25, A Resolution Authorizing the Use of the
Council Chambers of the Town of Los Gatos by Outside Organizations.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 5th day of April, 1999 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Steven Blanton, Linda Lubeck, Joe Pirzynski
Mayor Jan Hutchins
NAYES: None
ABSENT: None
ABSTAIN: None
SIGNED: /s/ Jan Hutchins
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
OFFICE OF THE TOWN CLERK
ORDINANCES & RESOLUTIONS
ORIGINATING DEPT:
COUNCIL AGENDA DATE:
COUNCIL AGENDA ITEM:
SUBJECT:
Number:
Date of Adopt:
CEO
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COUNCIL ACTION:
AYES:
NAYS:
ABSENT:
ABSTAIN:
COUNCIL MEMBERS NAMES:
•
Number:
Date of Intro:
Date of Adopt:
ZONE CHANGE:
Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin
Mayor(or Chairman) RANDY ATTAWAY
ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK
BY WEDNESDAY AT 12 NOON.
ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION
Town Council Minutes April 5, 1999
Redevelopment Agency Los Gatos, California
POLLARD ROAD RESURFACING/PROJECT 9941/CAMPBELL/RESOLUTION 1999-39 (14.35)
Motion by Mr. Blanton, seconded by Mr. Pirzynski, that Council adopt Resolution 1999-39
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO ENTER INTO A COOPERATIVE AGREEMENT BETWEEN THE TOWN OF
LOS GATOS AND THE CITY OF CAMPBELL FOR PROJECT 9941 - THE STREET
RECONSTRUCTION PROJECT OF POLLARD ROAD, and approve budget transfer within the
General Fund Appropriated Reserve (GFAR); increase Project 9941, account 85332 in the
amount of $172,200; and decrease Project 9804, account 85304 in the amount of $172,200.
Carried unanimously.
CONCRETE STREET RECONSTRUCTION/PROJECT 9938/RESOLUTION 1999-40 (15.35)
Motion by Mr. Blanton, seconded by Mr. Pirzynski, that Council adopt Resolution 1999-40
entitled, RESOLUTION OF THE TOWN OF LOS GATOS RESCINDING RESOLUTION 1999-
30 AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH RIDGELINE CONCRETE
CORPORATION FOR THE CONSTRUCTION OF PROJECT 9938 - CONCRETE STREET
RECONSTRUCTION. Carried unanimously. (Resolution 1999-2RD)
POLICIES AND PROCEDURES/NEIGHBORHOOD CENTER/CIVIC CENTER (16.28)
CIVIC CENTER FACILITIES USE BY OUTSIDE ORGANIZATIONS/RESOLUTION 1999-41
Motion by Mr. Blanton, seconded by Mr. Pirzynski, that Council adopt Resolution 1999-41
entitled, RESOLUTION OF THE TOWN OF LOS GATOS ADOPTING POLICIES AND
PROCEDURES FOR THE LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER AND THE
LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER AND 1967-25, A RESOLUTION
AUTHORIZING THE USE OF THE COUNCIL CHAMBERS OF THE TOWN OF LOS GATOS
BY OUTSIDE ORGANIZATIONS. Carried unanimously.
CLASSIFICATION OF ADMINISTRATIVE SPECIALIST/RESOLUTION 1999-42 (17.10)
Motion by Mr. Blanton, seconded by Mr. Pirzynski, that Council adopt Resolution 1999-42
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AMENDING THE POSITION AND
CLASSIFICATION PLAN TO ADD THE CLASSIFICATION OF ADMINISTRATIVE
SPECIALIST. Carried unanimously.
LOS GATOS BOULEVARD 15089/ZONE CHANGE/ORDINANCE 2060 (18.09)
Motion by Mr. Blanton, seconded by Mr. Pirzynski, that Council adopt Ordinance 2060 entitled,
ORDINANCE OF THE TOWN OF LOS GATOS AMENDING THE ZONING ORDINANCE
EFFECTING A ZONE CHANGE FROM R-1:8, CH. AND RM:5-12 TO CH-PD AT 15089 LOS
GATOS BOULEVARD. Carried by a vote of 4 ayes. Mr. Hutchins voted no as reflected in
previous record.
VERBAL COMMUNICATIONS
Traffic Calming Action Group:
Gregg Moss, 16788 Littlefield Lane, speaking for the Englewood Neighborhood Action Group,
submitted a petition from 50 neighborhood residents asking for stop signs and speed inhibitors
to discourage Los Gatos Boulevard through traffic from using this residential area for an
alternate route during the morning and evening rush hours. He noted that the same petition was
submitted to the County for consideration.
TC: D 11: MM040599
3