Attachment 2
COUNCIL POLICY MANUAL
TITLE: TOWN FACILITIES USE
POLICY NUMBER: 1-04
EFFECTIVE DATE: 8/3/16
PAGES: 9
ENABLING ACTIONS:
REVISED DATES: 10/18/16; 2/7/17
APPROVED:
PURPOSE
To establish a policy for managing the use of the Town of Los Gatos Town facilities for use by
the general public, for official Town business, and for governmental agencies,. Wwhich will:
1. Preserve core Town 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 operation s of the
Town programs, and of by 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.
Small Town Service Community Stewardship Future Focus
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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 civicTown 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 s.
3. The granting of permission to use any civic facility shall not in any way constitute an
endorsement of the views of the persons an d/or group reserving the facility.
4. Users of civic facilities for outdoor events will be required to obtain a special event
permit 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 immediately 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.
7. Private parties are not allowed (such as a wedding reception).
8. Town approved non-profit fundraising activities are allowed in/on Town facilities with
an appropriate permit, or license issued by the Town, or provided in an agreement or
Conditional Use Permit with the Town.
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9. The roping off of a portion of a civic facil ity to create an exclusive section is
permissible with an approved special event permit as long as the majority of the
facility is open and accessible to the public.
10. Separate Council approved use agreements may supersede this Policy. Where
conflicts in terms or conditions arise, the use agreement will prevail.
Public Use – Civic Facilities
A. Civic Center Lawn, Deck, and Stairs
The Civic Center lawn, deck, and stairs, ares a focal points for the Town of Los Gatos
Civic Center., These areas 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. Reservat ions 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 wit h 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.
4.2. Scheduled events must not interfere with the conduct of official Town
business or be unduly disruptive to others present in Town Hall or to
immediately adjacent properties.
5.3. 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
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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 signa tures.
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 Insu rance 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.B. Civic Center West Patio
The Civic Center West Patio (located at outside of the building at 106 and 108 E. Main
Street) shall be used as the regular location for community gatherings and events
open to all members of the public for the purposes of celebration, education , or
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cultural enrichment. For consistency with previous Town Council approvals , Civic
Center West Patio may also be referred to as the Sculpture Garden.
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. Private events are not allowed with the exception of approved events
hosted by the tenants of 106 and 108 East Main Street as stated in tenant
lease agreements.
3. Scheduled events must not interfere with the conduct of official Town
business or be unduly disruptive to others present in Town Hall or to
immediately adjacent properties.
4. The following must be submitt ed and approved consistent with Town
Code:
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.”
D.C. Council Chambers
The Town Council Chambers 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 may also be reserved by agencies providing government
education programs. A reservation of the Chambers includes access to the Chambers
Lobby.
1. The Town may grant permission to use the Town Council Chambers in the
following priority scheduleorder:
a. Town Council/Board, Commission, and Comm ittees, including
ceremonial events
b. Town Departments
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c. Town established Organizations and Committees (in which Town
employees or Town officials participate)
d. Government Agencies and Officials
e. Non-profit organizations that are related to Town business or are
hosting events that are associated with a government purpose.
e.f. Private events are not allowed with the exception of approved
events hosted by the tenants of 106 and 108 East Main Street as
stated in tenant lease agreements.
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, al l 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 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 .
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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 f or setting up before and cleaning up after each
event in the Chambers. 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 floor, walls, or ceiling
(this includes decorations).
c. No rice, birdseed, confetti, etc., may be thrown in or around the
Town Council Chambers or Lobby.
d. Gambling or wagering is prohibited.
10. Pursuant to state and federal law and Town Council Resolution 2017-24, the
uUse 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 or Town resolution or policy.
11. Any exceptions to the use regulations must be approved, in writing, by the
Town Manager.
E.D. Council Chambers Lobby (as a stand alone facility)
The Council Chambers Lobby located within Town Hall shall be used for conducting
Town related business only.
1. The Town may grant permission to use the Meeting RoomsCouncil
Chambers Lobby in the following priority scheduleorder:
a. Town Council and Town Council Committees
b. Planning Commission
c. Others Town Boards, Committees, and Commissions
d. Town Departments
e. All other uses
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.
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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 chec ks are to be made
payable to “The Town of Los Gato s.”
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 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 condit ion.
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 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 Lobby.
b. No foreign substance may be 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.
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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.
F.E. 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 scheduleorder:
a. Town Council and Town Council Committees
b. Planning Commission
c. Others Town Boards, Committees, and Commissions
d. Town Departments
e. All other Town uses
G.F. Town Plaza Park and Oak Meadow Park
Town Plaza Park and Oak Meadow Park, as focal points for the Town of Los Gatos,
shall be used as a location for free gatherings that are open to the public. Events
allowed include 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 paperwo rk must be submitted with
original signatures.
2. Events are limited to one event per week.
3. No event may completely shut downovertake the park. The park must
always remain accessible to the public.
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4. Private parties events (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.
during all times of the event . 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.
6. Recurring, multi day, or e Events beyond the scope of the Town’s Special
Event Permit shall require a Town agreement and receive Town Council
approval.
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.”
APPROVED AS TO FORM:
Robert Schultz, Town Attorney