06 Staff Report - Civic Center and Oak Meadow Park Bandstand
DATE: TO: FROM: COUNCIL AGENDA REPORT JUNE 2, 2004 MAYOR AND TOWN COUNCIL DEBRA J. FIGONE, TOWN MANAGER MEETING DATE: 6/7/04 ITEM NO. Co SUBJECT: ADOPTION OF USE 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 Teamto discuss issues related to guidelines, including types of events, park use
fees, and evaluation ofimpacts 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 be
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: J HN E. CURTIS . ector of Parks and Public Works
Reviewed by: Town Manager __Attorney __Clerk'----__F.inance Community Development Revised: 6/4/04 9:34 am Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\6-7-2004 Report
on Town Parks Use Guidelines.wpd
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 ofFiesta de Artes which staff recommehds 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 ofthe Bandstand and Town Plata. 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 are 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 feeof$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 staffand the community in determining
wheh 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.
CONCLUSION: Staffrecommends 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 EVENT SPONSOR ORCQSPONSOR Town sponsored or cosponsored Non-profit agency that serves Los Gatos* Business located
in Los Gatos *Non-profit agency is defined as any agency with SOl(c)3 status, service club, public school, or governmental agency. TYPE OF EVENT 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 DAYSAND TIMES AVAilABLE Done by priority of sponsor Days/Time
determined by event Impact on park is the primary criteria SPECIAL REQUIREMENTS A SpeCial Event Permit is required including, but not limited to: • Park UseFee*: Non-profit $46 Business
-$61 Refundable Security Deposit: $100* 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 * Fees and deposit to be adjusted with the next next Town fee update to be consistent with the Bandstand· fees. ., N:\CSD\Logistics Tcam\Park
Usc 6-7-04.wpd
. CIVICCENTER PARK EVENT SPONSOR ORCO-TYPE OF EVENT DAYSANJ) TIMES SPECIAL REQUIREMENTS SPONSOR AVAILABLE Town sponsored or co-sponsored · Impact on park is the primary · Done by priority
of sponsor . A Special Event Permit is events only criteria · Limited to one event a week required including, but not · Free concerts, art exhibits, • Allowed only when the Civic limited
to: celebrations Center and Library are closed. . Proof of Insurance · Non-profit events co-• Impact on park is the • Cost Recovery Fees for sponsored by the Town and primary criteria
services provided by the open to the public . Town ofLos Gatos Use of the Neighborhood *Non-profit agency is defined as Center must be reserved any agency with 50l(c)3 status, separately.
service club, public school, or governmental agency. N:\CSD\Logistics Tcam\Park Use 6-7-04.wpd .,
'i • Park/Bandstand Fees: • Non-profit $41/hr. (R) $81/hr. (NR) • Private Party $61/hr. (R) $122/hr. (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 • Done by priority of sponsor • Determined by event • Available: • During regular park
hours. . • Evening use will require a Special EventPermit (Music must end by 9 pm, and the event must be over by 10 pm.) • 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.) • Town sponsored or cosponsored • Non-profit agency that serves Los Gatos* • Los Gatos Residents (R)** • Los
Gatos Non-residents (NR)*** EVENT SPONSQR OR CQSPONSOR ,', :>.:' ,-..'-.,"..--.:... ·'·':".-c '/,.:' ,--'.-:;,_ -, ·-·-'r:·'_...;.' , ','; QAKMEADOW8ANDS'J'J\NP *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. N:\CSD\Logistics Tcam\Park Usc 6-7-04.wpd