Staff Report Civic Center Use PolicyPREPARED BY: Laurel Prevetti
Town Manager
Reviewed by: N/A Assistant Town Manager Town Attorney Finance
N:\SHARE\COUNCIL REPORTS\2016\08-02-16\13 Civic Center use Policy\Staff Report Civic.Center.Use.Policy.docx
MEETING DATE: 08/02/16
ITEM NO: 13
COUNCIL AGENDA REPORT
DATE: JULY 22, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: DISCUSS AND ADOPT THE POLICY COMMITTEE’S
RECOMMENDATION FOR A TOWN FACILTIES USE POLICY
RECOMMENDATION:
Discuss and adopt the Policy Committee’s recommendation for a Town Facilities Use Policy.
BACKGROUND:
Beginning in 2015, the Council Policy Committee expressed a desire to review and discuss
existing policies, procedures, and guidelines for the use of Civic Facilities and to draft a Town
Facilities Use Policy that establishes criteria and direction for the use of Civic Facilities.
On April 28, 2016 Policy Committee meeting, the committee provided staff with general
guidelines for drafting a policy for the Civic Center lawn area and directed staff to return to its
next meeting with a draft policy for review.
At the May 12, 2016 Policy Committee meeting, the Committee provided staff with feedback on
the draft policy and further directed staff to return with another revised draft policy for review.
On the June 6, 2016 Policy Committee meeting, the committee reviewed the policy, provided
comment on the revised draft, and directed staff to make edits and provide a final draft Town
Facilities Use Policy to the committee for review and approval
DISCUSSION:
Over the course of several committee meetings, the Policy Committee directed staff to develop a
policy that encompasses Town Facilities, rather than just Civic Center. This was determined in
order to create consistency and better meet the needs of all facility users. The Town Facilities
Use Policy includes all facilities (other than parks that aren’t already specified in the Town’s
special event permit process and fee schedule) that can be reserved in some capacity.
PAGE 2
MAYOR AND TOWN COUNCIL
JULY 21, 2016
SUBJECT: DISCUSS AND ADOPT THE POLICY COMMITTEE’S
RECOMMENDATION FOR A TOWN FACILTIES USE POLICY
DISCUSSION (Cont’d):
These facilities in the policy include:
Civic Center Lawn
Civic Center Deck and Stairs
Council Chambers and Lobby
Civic Facilities Conference and Meeting Rooms
Town Plaza Park and Oak Meadow Bandstand
The purpose of this policy is to establish policies and procedures for managing the use of Town
facilities by Town staff, volunteers, and the general public as staff often receives requests to use
facilities. Attachment 1 contains the draft Town Facilities Use Policy that identifies general
guidelines for the use of the Civic Center lawn, incorporates existing policy and procedures for
the use of the Council Chambers and lobby along with Civic Center deck and stairs, guidelines
for the use of meeting rooms located in Town Facilities, and direction for more specific facilities
including Town Plaza Park and Oak Meadow Bandstand. It is the recommendation of the Policy
Committee for Town Council to adopt a policy that is clear regarding the use of Town Facilit ies,
so staff can implement these guidelines and create consistency among users.
CONCLUSION:
Discuss and adopt the Policy Committee’s recommendation for a Town Facilities Use Policy.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no fiscal impact associated with this action.
Attachments:
1. Staff Report of June 7, 2004
2. Draft Town Facilities Use Policy
DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 6/7/04
ITEM NO.
COUNCIL AGENDA REPORT
JUNE 2, 2004
MAYOR AND TOWN COUNCIL
DEBRA J. FIGONE, TOWN MANAGER
ADOPTION OF USF, GUIDELINES FOR THE TOWN PLAZA, CIVIC
CENTER PARK AND OAK MEADOW PARK BANDSTAND
RECOMMENDATION:
Adoption of use guidelines for the Town Plaza, Civic Center and Oak Meadow Park Bandstand.
BACKGROUND:
Currently, the Town does not have use guidelines for three public facilities in Town used for special
events: the Town Plaza, the Civic Center lawn, and the Oak Meadow Park Bandstand. Staff from
Community Services, Parks and Public Works, Town Manager's Office, and Police convened as the
Logistics Team to discuss issues related to guidelines, including types of events, park use fees, and
evaluation of impacts to each facility and their surrounding areas, including noise and traffic impacts.
DISCUSSION:
Guidelines for the use of the Town Plaza, Civic Center Park and Oak Meadow Bandstand are
necessary to manage requests and the impacts the events may cause. The Logistics Team's objective
was to develop recommendations for managing special events at these locations so they will not
negatively impact other events, the facilities, or the surrounding area. For example, the team
recommends that events at the Civic Center should he limited to when the Library is closed, and that
the number of events at the Town Plaza should be limited to once a week to limit negative impacts
to the grass area, which needs time to recover from heavy use.
Staff compiled a matrix listing for each facility the permissible event sponsors or co-sponsors,
available days and times, types of events permitted, and special requirements (including permits
required and costs). The matrix, "Town Plaza, Civic Center and Oak Meadow Park Bandstand Use
Guidelines," was presented to the Parks Commission meeting on March 2, 2004 (Attachment 1).
The Parks Commission recommends that the Town Council adopt the guidelines.
PREPARED BY: t, •
HN E. CURTIS
•cctor of Parks and Public Works
Reviewed by: 53_Assistant Town Manager Attorney Clerk Finance
Community Development Revised: 6/4/04 9:34 am
Reformatted: 5/30/02 N:1B&.F\COUNCIL REPORTSI6-7. 2004 Repon nn Town Parks Use Guidclines.wpd
ATTACHMENT 1
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPTION OF USE GUIDELINES FOR THE TOWN PLAZA, CIVIC CENTER
PARK AND OAK MEADOW PARK BANDSTAND
June 2, 2004
The guidelines include the identification of permissible sponsors or co-sponsors of events held at
these facilities. Staff and the Parks Commission are recommending that only Town -sponsored
events be held at the Civic Center; with the exception of Fiesta de Artes which staff recommends
be "grandfathered in" although it is not a Town -sponsored or co -sponsored event. It is recommended
that non-profit organizations be given priority for use of the Bandstand and Town Plaza. It should
be noted that although the priority for use will be for non-profit organizations, permits are issued
based upon a first -come, first -served reservation process. Additionally, it was determined the
Bandstand should not be used when other events arc occurring nearby, such as during the
Shakespeare Festival.
Cost recovery for services provided by the Town at each of these locations is also recommended.
Users will be charged separately for specific services rendered, such as Park Service Officer services.
At present, park use fees for the Town Plaza are not identified specifically in the Town's fee
ordinance. Thus, the general park use permit fee of$46.00 for residents and $61.00 for non-residents
would apply. The Bandstand is referred to as the Gazebo in the fee schedule, with a fee of $41.00
per hour for local non -profits, $61.00 per hour for private parties hosted by residents, $81.00 pre
hour for non -local non -profits, and $122.00 per hour for non-resident private parties. No park use
fee is charged currently for the Civic Center lawn. The matrix lists these costs; however, staff
recommends that the fee for the use of the Town Plaza be adjusted with the next Town fee update
to be consistent with the fee for the Bandstand.
The guidelines for use developed by the Logistics Team are comprehensive and will provide useful
direction for both staff and the community in determining when park use permits may be issued for
these three facilities. The guidelines do not represent a change in process or practice; rather, they
provide clarification for use of these facilities.
CONCI,IJSION:
Staff recommends that Council adopt the use guidelines for the Town Plaza, Civic Center Park and
Oak Meadow Bandstand_
ENVIRONMENTAL ASSESSMENT:
This project not defined under CEQA. A Notice of Exemption is not required.
FISCAL IMPACT:
No direct fiscal impact..
Attachments:
Town Plaza, Civic Center Park, and Oak Meadow Park Bandstand Use Guidelines
TOWN PLAZA, CIVIC CENTER PARK, AND OAK MEADOW BANDSTAND
USE GUIDELINES
TOWN PLAZA "�
EVENT SPONSOR OR CO ''
SPONSOR
TYPE OF EVENT
i
DAYS'ANIS TIMES
A'V x;
pR
SPFCTALREQUIItEMENTS
• Town sponsored or co-
sponsored
• Non-profit agency that serves
Los Gatos*
• Business located in Los Gatos
*Non-profit agency is defined as
any agency wirh 501(c)3 status,
service club, public school, or
govenuneutal agency.
• Impact on park is the primary
criteria
• Free concerts, art exhibits,
celebrations
• Non-profit fund raising events
open to the public
Private parties are not allowed
• Done by priority of sponsor
• Days/Time determined by
event
• impact on park is the primary
criteria
A Special Event Permit is required
including, but not limited to:
• Park Use Fee*:
• Non-profit -
$46
• Business -•
$61
• Refundable Security
Deposit: $100*
• Proof of lstsurance
• Cost Recovery Fees for
services provided by the
Town of Los Gatos
• Event will be evaluated for
noise, traffic, and other
impacts on the park and
surrounding neighborhoods
* Fees and deposit to be adjusted
with the next Town fee update to
be consistent with the Bandstand
fees.
S
EVENT SPONSOR OR C
f • l ,
YE OFEvEiCy
r[Y ��f.r
ti:(... awA
t• " r
i
>✓
EC7 uS rQ1REMENTSSPONSOR
'Erj1. T q .
Town sponsored or co -sponsored
events only
• Impact on park is the primary
criteria
• Free concerts, art exhibits,
celebrations
• Non-profit events co-
sponsored by the Town and
open to the public
*Non-profit agency is defined as
any agency with 501(c)3 status,
service club, public school, or
governmental agency.
• Done by priority of sponsor
• Limited to one event a week
• Allowed only when the Civic
Center and Library are closed.
• Impact on park is the
primary criteria
• A Special Event Permit is
required including, but not
limited to:
• Proof of Insurance
• Cost Recovery Fees for
services provided by the
Town of Los Gatos
• Use of the Neighborhood
Center must be reserved
separately.
EVENT SPONSOR OR Co-
SPONSOR
• Town sponsored or co-
sponsored
• Non-profit agency that serves
Los Gatos*
• Los Gatos Residents (R)*•
• Los Gatos Non-residents
('VTR)***
*Non-profit agency is defined as
any agency with 501(c)3 status,
service club, public school, or
governmental agency.
**Applicants who live or have
businesses in the 95030 or 95032
zip code areas or are employees of
the Town.
***Applicants who do not meet
the definition of resident, including
County residents with Los Gatos
address.
• Impact on bandstand and park
are the primary criteria
• Free community events that are
open to the public, such as
concerts, celebrations or art
exhibits
• Non-profit fund raising events
that are open to the public
• Private parties
• Weddings and receptions (The
throwing of bird seed, rice,
confetti is not allowed.)
• Done by priority of sponsor
• Determined by event
• Available:
• During regular park
hours.
• Evening use will require a
Special Event Permit (Music
must end by 9 pm, and the
event must be over by 10 pm.)
• Park/Bandstand Fees:
• Non-profit
$41 /hr. (R)
$81/hr. (NR)
• Private Party
$61/hr.
$122/hr.(R) (NR)
• Refundable Security Deposit:
$500
• Park Reservation
Procedures and
Guidelines shall be
followed.
• Special Event Permit may be
required including, but not
limited to:
• Proof of Insurance
• Cost Recovery Fees for
services provided by the
Town of Los Gatos
• Event will be evaluated for
noise, traffic, and other
impacts on the park and
surrounding
neighborhoods
Title:
Page:
1 of 6
Policy Number:
PURPOSE
To establish a policy for managing use of the Town of Los Gatos Town facilities for use by
the general public, official Town business, and governmental a gencies. Which will:
1. Preserve core functions.
2. Provide for public access and use of civic facilities.
3. Facilitate and Coordinate multiple uses of civic facilities.
SCOPE
Guiding Principles
1. Civic facilities are intended to be used primarily for administrative operations of the
Town programs, and of the Town for the community. Therefore, official Town business,
programs, and activities shall have priority use of all civic facilities.
2. Civic facilities are further intended to serve as a hub of civic and cultural activity and a
major gathering center for community meetings and an active program of outdoor events.
3. Designated portions of the civic facilities may be used by the public for events including
concerts, festivals, ceremonies, or other similar activity for the purposes of celebration,
education, cultural enrichment.
4. It is the Town’s intent to provide spaces that are affordable and accessible for cultural,
civic, and celebratory activities, without compromising security and official Town
business needs.
POLICY
Policy Overview
1. The Town Council will establish the civic facilities use policy. The Town Manager and
his or her designee will issue permits and use agreements for events, and act as the final
authority for the application of the policy.
2. The Town Manager’s Office is responsible for the day-to-day operation of scheduling
and administering facilities’ reservation.
Title: Commission Appointments
Page:
2 of 6
Policy Number:
2-11
3. The granting of permission to use any civic facility shall not in any way constitute an
endorsement of the views of the persons and/or group reserving the facility.
4. Users of civic facilities for outdoor events will be required to enter into an agreement
and comply with all requirements set forth in this Town Facilities Use Policy.
5. All civic facility use reservations shall be made subject to the condition that the Town
maintains the right to cancel or change any reservation if civic facilities are needed for
official Town business. In no event shall the Town have any liability whatsoever for any
cancellation made under the Town’s authority to do so.
6. Use of civic facilities must not interfere with the conduct of official Town business or be
unduly disruptive to others present in Town Hall or to adjacent properties.
7. All commercial activities shall be prohibited except as provided in an appropriate permit,
or license issued by the Town or provided for in an agreement with the Town.
Public Use –Civic Facilities
A. Civic Center Lawn
The Civic Center lawn, as a focal point for the Town of Los Gatos Civic Center, shall be
used as the regular location for community gatherings and events free and open to all
members of the public including concerts, festivals, ceremonies, or other similar activity for
the purposes of celebration, education or cultural enrichment.
1. Reservations are processed on a “first come, first served” basis. A tentative
reservation may be made up to one year in advance by submitting an application for
a special event permit, and release of liability. All required paperwork must be
submitted with original signatures.
2. Events are limited to one event per week. Recurring or continuing events shall
require both a Town agreement and Town Council approval.
3. Private parties are not allowed.
4. Scheduled events must not interfere with the conduct of official Town business or be
unduly disruptive to others present in Town Hall or to adjacent properties.
5. The following must be submitted and approved no later than two months prior to the
scheduled event:
a. Special event permit application or Town agreement
b. Certificate of Insurance and Endorsement, naming the Town as an additional
insured and making coverage primary, $1,000,000 liability insurance
Title: Commission Appointments
Page:
3 of 6
Policy Number:
2-11
c. Release of Liability, Assumption of Risk and Indemnity Agreement
d. Complete payment of all applicable fees and charges for use as established
within the municipal code and are contained in the Town’s fee schedule. All
checks are to be made payable to “The Town of Los Gatos”.
B. Civic Center Deck and Stairs
The Civic Center Deck and Stairs shall be used as the regular location for community
gatherings and events free and open to all members of the public including concerts,
festivals, ceremonies, or other similar activity for the purposes of celebration, education or
cultural enrichment.
1. Reservations are processed on a “first come, first served” basis. A tentative
reservation may be made up to one year in advance by submitting an application for
a special event permit, and release of liability. All required paperwork must be
submitted with original signatures.
2. Events are limited to one event per week. Recurring or continuing events shall
require both a Town agreement and Town Council approval.
3. Private parties are not allowed.
4. Scheduled events must not interfere with the conduct of official Town business or be
unduly disruptive to others present in Town Hall or to adjacent properties.
5. The following must be submitted and approved no later than two months prior to the
scheduled event:
a. Special event permit application or Town agreement
b. Certificate of Insurance and Endorsement, naming the Town as an additional
insured and making coverage primary, $1,000,000 liability insurance
c. Release of Liability, Assumption of Risk and Indemnity Agreement
d. Complete payment of all applicable fees and charges for use as established
within the municipal code and are contained in the Town’s fee schedule. All
checks are to be made payable to “The Town of Los Gatos”.
C. Council Chambers and Lobby
The Town Council Chambers and Lobby may be reserved by federal, state, county, and
municipal agencies, and schools for activities that benefit Los Gatos residents and students.
The Town Council Chambers and Lobby may also be reserved by agencies providing
government education programs.
1. The Town may grant permission to use the Town Council Chambers and Lobby in
the following priority schedule:
Title: Commission Appointments
Page:
4 of 6
Policy Number:
2-11
a. Town Council/Board, Commission, and Committees, including ceremonials
b. Town Departments
c. Town established Organizations and Committees (in which Town employees
or Town officials participate)
d. Government Agencies and Officials
e. All other users
2. Reservations are processed on a “first come, first served” basis. A tentative
reservation may be made up to six months in advance by submitting an application,
and release of liability. All required paperwork must be submitted with original
signatures.
3. The following must be submitted and approved no later than two weeks prior to the
scheduled event:
a. Application for Use of Room
b. Certificate of Insurance and Endorsement, naming the Town as an additional
insured and making coverage primary, $1,000,000 liability insurance
c. Release of Liability, Assumption of Risk and Indemnity Agreement
d. Complete payment of Building Attendant. All checks are to be made payable
to “The Town of Los Gatos”.
4. During the evenings (after 5 p.m.), on the weekends (Saturdays and Sundays), and on
Holidays, all users will be charged a facility use fee and other applicable charges for
Town services as set forth in the fee schedule, unless the meeting or event is for
official Town business, and the meeting or event is planned, managed, and let by the
Town Council or Town Department.
5. A building attendant is required for all meetings regardless of meeting time or size.
The Town will schedule the building attendant and invoice the applicant for the
actual time scheduled. The building attendant will be responsible for the opening
and closing of the facility and overseeing that the room is returned to its original
condition.
6. Use is limited to a maximum of ten hours, per event, subject to other scheduled
events, or Town use.
7. Groups composed of minors must be supervised by at least one (1) adult for every
ten (10) children under the age of 18) at all times while they are using the facility.
8. Alcohol is not permitted in the Council Chambers or Lobby.
9. Applicants are responsible for setting up before and cleaning up after each event in
the Chambers and/or Lobby. Applicants shall be responsible for removing all
personal property, owned or rented, prior to vacating the facility.
Title: Commission Appointments
Page:
5 of 6
Policy Number:
2-11
a. Absolutely no open flames are allowed in the Chambers or Lobby.
b. No foreign substance maybe applied to the floor, walls, or ceiling (this
includes decorations).
c. No rice, birdseed, confetti, etc., may be thrown in or around the Town
Council Chambers.
d. Gambling or wagering is prohibited.
10. Use of the Town 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.
11. Any exceptions to the use regulations must be approved, in writing, by the Town
Manager.
D. Civic Facilities Conference and Meeting Rooms
Conference and Meeting Rooms located within Town Hall, the Library, the Police
Operations Building and the Parks and Public Works Corporation Yard shall be used solely
for conducting official Town business.
1. The Town may grant permission to use the Meeting Rooms in the following priority
schedule:
a. Town Council and Town Council Committees
b. Planning Commission
c. Other Boards and Commissions
d. Town Departments
e. All other users
E. Town Plaza Park and Oak Meadow Bandstand
Town Plaza Park and Oak Meadow Bandstand, as focal points for the Town of Los Gatos,
shall be used as the regular location for free to the public community gatherings and events
including concerts, festivals, ceremonies, or other similar activity for the purposes of
celebration, education or cultural enrichment.
1. Reservations are processed on a “first come, first served” basis. A tentative
reservation may be made up to one year in advance by submitting an application for
a Park Use permit and/or a Special Event permit, and Release of Liability. All
required paperwork must be submitted with original signatures.
2. Events are limited to one event per week.
3. Private parties are not allowed.
Title: Commission Appointments
Page:
6 of 6
Policy Number:
2-11
4. Recurring or continuing events shall require a Town agreement and receive Town
Council approval.
5. The following must be submitted and approved no later than six months prior to the
scheduled event:
a. Park Use Permit, Special Event Permit Application or Town Agreement
b. Certificate of Insurance and Endorsement, naming the Town as an additional
insured and making coverage primary, $1,000,000 liability insurance
c. Release of Liability, Assumption of Risk and Indemnity Agreement
d. Complete payment of all applicable fees, deposits, and charges for use as
established within the Municipal Code, Park Use Fees, and as contained in
the Town’s Fee Schedule. All checks are to be made payable to “The Town
of Los Gatos”.
APPROVED AS TO FORM:
Robert Schultz, Town Attorney