Staff Report
PREPARED BY: SHELAYNE HAMMACK
Management Analyst
Reviewed by: Town Manager and Town Attorney
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 02/07/2017
ITEM NO: 4
DATE: JANUARY 26, 2017
TO: TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: ADOPT AMENDMENTS TO COUNCIL POLICY 1-04 ENTITLED TOWN FACILTIIES USE
POLICY
RECOMMENDATION:
Adopt amendments to Council Policy 1-04 entitled Town Facilities Use Policy.
BACKGROUND:
On August 2, 2016 Town Council approved the Town Facilities Use Policy. The Policy was
amended on October 18, 2016 to include special event parameters for the use of Oak Meadow
Park (see Attachment 1). Since that time, staff has received inquiries from parties wanting to
use Council Chambers and the Council Chambers Lobby. Those questions were addressed by
the Town Council Policy Committee at its November, December, and January meetings.
DISCUSSION:
The recently adopted Policy states:
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.
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SUBJECT: ADOPT AMENDMENTS TO COUNCIL POLICY 1-04 ENTITLED TOWN FACILTIIES USE
POLICY REGARDING THE USE OF TOWN COUNCIL CHAMBERS
JANUARY 26, 2017
S:\COUNCIL REPORTS\2017\02-07-17\Facilities\Facilities Use Staff Report FINAL.docx
DISCUSSION (cont’d):
1. The Town may grant permission to use the Town Council Chambers
and Lobby in the following priority schedule:
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
There has been a variety of local and non-local groups over the years that used the Council
Chambers. Due to the lack of a community center in Los Gatos, the Council Chambers has often
served that community purpose. The Council Chambers has allowed for large groups to come
together for a variety of programs and activities as approved by the Town Manager’s Office.
Recent groups who have been using the Chamber, who are now excluded under the current
Policy, include League of Women Voters, the Veterans Memorial Foundation, Friends of the
Library, and Irish Culture Bay Area.
Town Council Policy Committee developed a draft amended Policy (see Attachment 2), that
more clearly identifies which groups are allowed to use Council Chambers and Council
Chambers Lobby. This draft Policy defines the separate uses of the Council Chambers and the
Council Chambers Lobby. In this draft, the Council Chambers would be used solely for Town
business and the Council Chambers Lobby will be able to be used more broadly. In addition,
the draft amended Policy removes the phrase “All other users” and specifies the Council
Chambers is to be used for Town or government related business.
ALTERNATIVES:
In considering this issue, the Council may wish to consider two options:
1. Keep the Policy as is, which would only allow government organizations and schools.
2. Direct staff to edit the draft amended Policy and bring back to Policy Committee and/or
Town Council for further direction.
PAGE 3 OF 3
SUBJECT: ADOPT AMENDMENTS TO COUNCIL POLICY 1-04 ENTITLED TOWN FACILTIIES USE
POLICY REGARDING THE USE OF TOWN COUNCIL CHAMBERS
JANUARY 26, 2017
S:\COUNCIL REPORTS\2017\02-07-17\Facilities\Facilities Use Staff Report FINAL.docx
CONCLUSION:
Adopt amendments to Council Policy 1-04 entitled Town Facilities Use Policy regarding the use
of Town Council Chambers.
FISCAL IMPACT:
There is no fiscal impact associated with adopting the amendments to Council Policy 1 -04
entitled Facilities Use Policy.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Council Policy 1-04, Facilities Use Policy
2. Draft Amended Facilities Use Policy Redline Version
3. Draft Amended Facilities Use Policy Clean Version