1996-096-Adopting Policies And Procedures For The Los Gatos Downtown Neighborhood CenterRESOLUTION 1996 -96
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
ADOPTING POLICIES AND PROCEDURES FOR THE LOS GATOS
DOWNTOWN NEIGHBORHOOD CENTER
WHEREAS, the Town desires to provide policies and procedures through which
individuals and organizations can rent the facility on an hourly basis; and
THEREFORE, BE IT RESOLVED: that the Los Gatos Town Council does
hereby adopt the Resolution providing policies and procedures for use of the Los Gatos
Downtown Neighborhood Center, attached as Exhibit A;
FURTHER RESOLVED, this Resolution supersedes Resolution 1992 -42.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 5th day of August, 1996 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Linda Lubeck
NAYES: None
ABSENT: Patrick O'Laughlin
ABSTAIN: None
SIGNED:
MAYOR F THE TO OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST: C
CLERK OF THE TOWN OF LOS GA O
LOS GATOS, CALIFORNIA
csd06B:AA:AResos\nc81996.p&p
LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER
POLICIES AND PROCEDURES
The Los Gatos Downtown Neighborhood Center benefits Los Gatos' senior citizens, youth, civic and service
groups, and community residents generally. 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 the needs of
the community, 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.
PURPOSE
To set forth policies and procedures for use of the Neighborhood Center on an hourly basis.
A. Relationship of Staff to Community
The Community Services Department staff facilitates relationships with community service agencies
by providing information and /or referral about available services and resources.
B. Community Planning
The staff and users of the Neighborhood Center participate in or initiate interagency and
community planning and coordinating activities.
2. Programming for the Center shall be an ongoing process including:
a. surveying needs and interests of the Center's participants;
b. requesting needs identified by other service providers, community agencies and
leaders;
C. surveying community resources available to strengthen Center activities and services.
I. RESERVATIONS
A. APPLICANTS
1. 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 a community service for
the citizens of Los Gatos.
Organizations, including the Los Gatos - Saratoga Department of Community
Education and Recreation, which provide activities specifically for Los Gatos' senior
citizens.
Tenants of the Town of Los Gatos who provide a community service.
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 recre-
ational, cultural, leisure or other community service activities to Los Gatos residents,
including the Los Gatos- Saratoga Department of Community Education and
Recreation.
Los Gatos Elementary School District and the Los Gatos Joint Union High School
District.
Category III: Private parties
a. Resident (Includes Town of Los Gatos Employees)
For private parties or wedding receptions to qualify for the resident fee, ($60 /hr) the
Neighborhood Center may be reserved either by a Los Gatos resident or by a
non - resident's immediate family member who is a Los Gatos resident. An immediate
family member is defined as: mother, father, sibling, children of applicant,
grandparents, step - children and parents.
b. Non - Resident
Applicants who do not meet a. above.
2. Ineligible Applicants
Use of the Neighborhood Center shall not be granted for:
a. Commercial use by private groups or individuals for the purpose of sales, promoting
or negotiating for sales for profit.
b. 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 riles, regulations, ordinances or laws.
C. The Town shall regulate or prohibit such activities or 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.
d. Religious activities (deemed by the U.S. Department of Housing and Urban
Development as an inappropriate use of the Center).
3. Priority Policies
Category I applicants have priority over Category II and III applicants for use of the Center.
B. Procedures
All reservations are made on a priority basis (see Priority Policies). Applications that are on
an equal priority will be processed on a "first come, first served" basis. When a reservation
is granted, the Neighborhood Center is committed for that activity.
2. Applications must be made in person by the applicant. Forms for reservation use permit 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. NO RESERVATIONS WILL BE TAKEN OVER THE
TELEPHONE. The securitdedeposit 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
4. Applicants must be 18 years of age (21 if alcohol is being served) and must be present during
the use of the facility. 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 be at least 18
years of age.
5. Reservations are made up to six months in advance of the date of event.
6. Any required security de osit 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 10 days before scheduled event. (See F. Use Regulations.)
C. Facility
Below is a description of the rooms available for use.
I. Multi- PumOse 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. Craft Room ( #206); occupancy: 25 people
C. Upstairs Conference Room ( #214); occupancy: 25 people
Emer enev
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 as well as in each conference room.
II. USE REGULATIONS
A. Any person or persons violating the established policies or constituting a public nuisance may be
required to leave the Center. Misuse of the Center 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.
B. 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.
C. The applicant shall procure at his /her own cost and expense, all permits and licenses required for the
intended use or activity at the Center. 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.
D. Gambling or wagering is prohibited unless a use permit is obtained from the Los Gatos Police
Department.
E. Permits cannot be transferred, assigned or sublet.
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 ten (10) days prior to event. See Attachments A and B:
1. $1,000,000 liability insurance is required for standard use and not alcohol.
2. $2,000,000 liability insurance is required if alcohol is served.
G. 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 needed, evidence of approved dance permits must accompany Neighborhood Center use application
five days prior to event.
H. 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 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.
L In addition to completing and signing the use application, applicants must sign the following:
1. Release of Liability, Assumption of Risk and Indemnity Agreement
2. Key Check -Out (if there is no recreation leader)
3. Kitchen cleanup check list, if Rooms I I and 12 are used.
J. No smoking in building.
K. Serving of alcohol is allowed in the Hall (Rooms I I & 12) and Lounge (Rooms 4 & 5), only.
L. The Community Services Director, or a duly authorized representative on duty, shall have the right to
enter all facilities at all times during any and all occupancies.
M. 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.
N. Any exceptions to the use regulations must be approved, in writing, by the Director of Community
Services.
O. Applicants are responsible for setting up and cleaning up after the event. Facility must be left clean and
in good order. 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.
1. All decorations must be flameproof or fire retardant.
2. 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.
3. Decorations may NOT be hung from light fixtures, ceiling, smoke detectors, emergency lights,
or acoustical wall /ceiling tiles.
4. Absolutely NO open flames are allowed.
5. 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.
6. No foreign substance may be applied to the floor.
7. No rice, birdseed, confetti, etc., is permitted to be thrown in or around the Center (i.e. during
wedding receptions).
g. Relocation or rearrangement of Town equipment is not permitted.
P. All Neighborhood Center 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.
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