Addendum
PREPARED BY: SHELAYNE HAMMACK
Management Analyst
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Reviewed by: N/A Assistant Town Manager Town Attorney Finance
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MEETING DATE: 10/18/16
ITEM NO: 11
ADDENDUM
COUNCIL AGENDA REPORT
DATE: OCTOBER 17, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: DISCUSS AND ADOPT AMENDMENTS TO COUNCIL POLICY 1-04 ENTITLED
TOWN FACILITIES USE POLICY REGARDING OAK MEADOW PARK
REMARKS:
Attachment 2 contains a red lined version of the proposed revisions to Council Policy 1-04.
Attachments (previously received with October 13, 2016 Staff Report):
1. Revised draft Council Policy 1-04
Attachment received with this Desk Item Report:
1. Red lined draft Council Policy 1-04
COUNCIL POLICY MANUAL
Title: TOWN FACILITIES USE
Policy Number: 1-04
Effective Date: 8/3/16
Pages:
Enabling Actions:
Revised Date:
Approved:
Small Town Service Community Stewardship Future Focus
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 agencies. Which will:
1. Preserve core functions.
2. Provide for public access and use of civic facilities.
3. Facilitate and c oordinate 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 or 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.
Title: TOWN FACILITIES USE
Page:
2 of 7
Policy Number:
1-04
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 resp onsible for the day-to-day operation of scheduling
and administering facilities’ reservation.
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 facili ty.
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 th e 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 licens e 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 ser ved” 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 wit 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.
Title: TOWN FACILITIES USE
Page:
3 of 7
Policy Number:
1-04
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 pres ent 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”.
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 maki ng coverage primary, $1,000,000
liability insurance.
c. Release of Liability, Assumption of Risk and Indemnity Agreement
Title: TOWN FACILITIES USE
Page:
4 of 7
Policy Number:
1-04
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 S chedule. All checks are to be made payable to “The
Town of Los Gatos”.
C. Council Chamber 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 resi dents 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:
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 an d 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 led 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
Title: TOWN FACILITIES USE
Page:
5 of 7
Policy Number:
1-04
the applicant for the actual time scheduled. The Building Attendant will be
responsible for the openin g 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.
a. Absolutely no open flames are allowed in the Chambers or Lobby.
b. No foreign substance may be applied to the floo r, 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 T own 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. Others Boards and Commissions
d. Town Departments
e. All other Town uses
Title: TOWN FACILITIES USE
Page:
6 of 7
Policy Number:
1-04
E. Town Plaza Park and Oak Meadow BandstandPark
Town Plaza Park and Oak Meadow BandstandPark, as focal points for the Town of
Los Gatos, shall be used as the regulara location for free gatherings that are open to the
public. to the public community gatherings and eEvents allowed includeing 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 even t per week.
2.3. No event may completely shut down the park. The park must always
remain accessible to the public.
3.4. Private parties (outside of Town designated reservable spaces) and fee
for entrance events are not allowed. Incidental item sales may be allowed if
they are consistent with the event activities, as approved.
5. Public entrances to the event venue must remain open to the public. This
includes gates, roads, sidewalks, pathways, and parking lots. If shuttle
buses are approved, the parking lot may be closed with a parking attendant
present. Parking spots cannot be reserved, unless to increase handicap
spots.
4.6. Recurring, multi day, or events beyond the scope of the Town ’s Special
Event Permit or continuing events shall require a Town agreement and
receive Town Council approval.
5.7. 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”.
Title: TOWN FACILITIES USE
Page:
7 of 7
Policy Number:
1-04
APPROVED AS TO FORM:
Robert Schultz, Town Attorney