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1998-076-Adopting Policies And Procedures For The Los Gatos Downtown Neighborhood CenterRESOLUTION 1998 - 76 RESOLUTION 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 1996 -96. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 1st day of June, 1998 by the following vote: COUNCIL MEMBERS: AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins, Mayor Linda Lubeck NAYES: None ABSENT: None ABSTAIN: None SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: J t CLERK OF THE TOWN OFOS GATOS LOS GATOS, CALIFORNIA LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER POLICIES AND PROCEDURES INTRODUCTION 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 Qut 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. COMMUNITY RESOURCE The Community Services Department provides information and/or refer al 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: I. surveying needs and interests of the Center's participants, 2. requesting needs identified by other service providers, community agencies and leaders; 3. surveying community resources available to strengthen Center activities and services. FACILITIES Below is a description of the rooms available for use I. Multi - Purpose Auditorium ( #I1 -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 Activitv Rooms: a. Upstairs Lounge ( #204); occupancy: 7 people b. Upstairs Conference Room ( #205); occupancy: 15 people C. Crag Room ( #206); occupancy: 25 people d. Upstairs Conference Room ( #214); occupancy: 25 people ELIGIBLE APPLICANTS The Downtown Neighborhood Center may be scheduled by the categories of users listed below: (See Fee Schedule) Category 1: 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. Category 11: 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. INELIGIBLE APPLICANTS Use of the Neighborhood Center shall not be granted for: I. 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 of 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. 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. RESERVATION PROCEDURES 1. Applications are processed on a "first come, first served" basis. When a reservation is granted, the Neighborhood Center is 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 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 5gga ity 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. 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 maybe 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. 5. Reservations are made up to sir 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 Center or failure to conform with other applicable Town, State or Federal rules, regulations, ordinances or laws will be sutiicient 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 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 Pasco de San Antonio, San .lose - 277 -1200) as appropriate. 4. Gambling or wagering is prohibited unless a use permit is obtained from the Los Gatos Police Department. S. 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 ten (5) days prior to event. See Attachments A and B: 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 sewed. 7. 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 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 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 b. Key Check -Out (if there is no recreation leader) C. Kitchen cleanup check list, if Rooms 11 and 12 are used. 10. No smoking in building IL Alcoholic beverages are allowed in the Hill (Rooms I 1 & 12) and Lounge (Rooms 4 & 5), orb. 12. The Cormmmnity 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. 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 Director of Community Services, 15. 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. a. All decorations must be flameproof or fire retardant. b. 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. C. Decorations may NOT be hung from light fixtw es, ceiling, smoke detectors, emergency lights, or acoustical wall /ceiling tiles. d. Absolutely NO open flames are allowed. e. 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. f No foreign substance may be applied to the floor. g. No rice, birdseed, confetti, etc., is permitted to be thrown in or around the Center (i.e. during wedding receptions). 16. All Neighborhood Center users are to respect the individual rights and properties of neighbors and tenants located either by, near, or on Town properly. Noise level is to be kept at a minimum. 17. Emergency telephone number 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 roam. 3/16/92 Revised May 20, 1998 3 N: ACSDAl'ara\Neighctd98center.p &p June 2, 1998 Dear Resident The purpose of the Neighborhood Center Policies and Procedures Pamphlet is to inform the applicant about use of the facility. Construction of the Town of Los Gatos Downtown Neighborhood Center was funded with federal tax dollars authorized by the Housing and Community Development Act of 1974. These policies and procedures were approved by the Los Gatos Town Council on June 1, 1998, and the fee schedule was adopted on May 13, 1991. Fees offset actual Town operating and maintenance costs for the Center. These policies, procedures and fee schedules are reviewed periodically to determine any need for revision. We hope you and your organization will enjoy the use of this facility for many years to come. Sincerely, Regina A. Falkner, Director Community Services Department LOS GATOS DOWNTOWN NEIGHBORHOOD CENTER FEESCHEDULE RENTAL RATES: Rental fees may be paid at the time of the application or any time no less than two weeks before the scheduled date. a. If rental fees are not paid at least two weeks prior to the event, then the application may be terminated. b. If a reservation is cancelled at least two weeks before the scheduled event, 100 percent of the security deposit and room rental fees which may have been paid to the Town will be returned. C. If notice is given to cancel an event less than two weeks before the scheduled event, half of the room rental fees and none of the security deposit paid to the Town will be returned. d. Any required security deposit must be paid at the time the reservation form is submitted to secure the reservation. Conference Hall *Kitchen Lounge Room Category I: Government Agencies, Community Service Organizations Serving Los Gatos' Senior Citizens, and Neighborhood Center Tenants No Fee No Fee No Fee No Fee Category II: Community Service Groups Activities (nonprofits) a. Resident $20 /hr $20 $15 /hr $10 /hr b. Non - Resident $40 /hr $40 $30 /hr $20 /hr c. Security Deposit (only if alcohol served) $100 N/C $25 N/C 2. Fees Charged for Fundraising Activities a. Resident $40 /hr $20 $25 /hr $15 /hr b. Non - resident $50 /hr $40 $40 /hr $30 /hr c. Security Deposit $100 N/C $25 N/C Category III: Private Parties a. Resident (Including Town Employees) $60 /hr $20 $30 /hr $20 /hr b. Non - Resident $120 /hr $50 $60 /hr $40 /hr c. Security Deposit $100 N/C $25 N/C *Daily fee charged only when Hall is rented for three or more hours. RESIDENT NONPROFIT DISCOUNT: For a number of years the Town has rented space to two non - profit organizations that have used the Neighborhood Center on a recurring weekly basis. Since these uses are on- going, the two non - profit groups are eligible for a discounted rate; however, the current discount formula is rather cumbersome and difficult to administer. Staff recommends that a simple percentage discount be applied to the regular room fee. This will simplify the record keeping and accounting for both the Town and the two non- profit groups. The percentage discount method will generate approximately $500 less in annual revenue. Recommended discounted fees per room, based on the relative amount of use by each group, are as follows: Narcotics Anonymous (NA) - 15% Discount Alcoholics Anonymous (SPAR) - 35% Discount Room 206 $8.50 per hour Main Hall 13.50 per hour Room 4 & 5 9.75 per hour Room 214 6.50 per hour Room 206 6.50 per hour Kitchen 13.00 per 3 hour use Payments for these uses will be billed by the month and due by the 15th of the month following the use. As is the case now, no discount would apply on the charges for an attendant when such is required for use of the Center. RECREATION LEADER: The cost for the Recreation Leader's time is the prevailing wage set by the Town's Salary Schedule. Leaders are employed by the Town on behalf of the applicant. Recreation costs are charged to the applicant. A Recreation Leader is required under any of the following circumstances: alcohol is served; more than 50 people are in attendance. SECURITY GUARD: Security Guards are hired directly by the applicant. Verification that services have been contracted for must be submitted to the Neighborhood Center office at least two weeks prior to the scheduled event. A Security Guard is required under any of the following circumstances: alcohol is served, and; more than 75 people in attendance. APPLICANTS: The Downtown Neighborhood Center may be scheduled by the categories of users listed below: 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. • Neighborhood Center Tenants which provide a community service that does not involve fundraising. 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. • Los Gatos Elementary School District and the Los Gatos Joint Union High School District. Category III: Private parties (Includes Town of Los Gatos Employees) a. Resident 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. Category I applicants have priority over Category II and III applicants for use of the Center. GENERAL REGULATIONS: I. Use is limited to ten hours. 2. If use exceeds hours on application form, then fee is charged at 1.5 times the rate. 3. All checks made payable to the Town of Los Gatos 4. Refundable deposits are returned within forty -five days by the Town of Los Gatos. 01 DEFINITIONS: Resident a. To qualify as a "resident" group, at least 51 percent of the Board of Directors or membership attending the function must be Los Gatos residents. b. Documentation required for a. above: Drivers license or other personal picture identification, including the applicant's address and telephone number. 2. Non- Resident "Non- resident" groups are those that meet all of the criteria of a community service group, but do not meet the definition of a "resident ". 3. Fundraising Activities a. Community service groups applying for use of the facility to hold a fundraising activity or activity for which admission or a fee is charged must meet all of the criteria under a. above. Resident or non- resident rates are charged depending on the residence of members or activity attendees. b. Tenants of the Town of Los Gatos applying for use of the facility to hold a fundraising activity will be required to pay the necessary fees under Category 11. B. PROGRAM SPACE FOR NON - PROFIT $1.17 /sq.ft. /month Neighborhood Center tenants may schedule rooms in the facility for business purposes. Fees are not collected unless the value of the space scheduled exceeds $50 x sq. ft. leased on annual cumulative basis. Fees Adopted 6/3/96 Fees Effective 7/1/96 Revised 6/1/98 csd06B: \A:Tpro cdu Teesched.nc N:\CSD\TaraT-eesched.nc 1