Staff Report
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
TOWN COUNCIL REPORT
MEETING DATE: 02/06/2018
ITEM NO: 08
DATE: JANUARY 25, 2017
TO: TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: APPROVE AMENDMENTS TO THE FACILTIIES USE POLICY AS
RECOMMENDED BY THE COUNCIL POLICY COMMITTEE
RECOMMENDATION:
Approve amendments to the Facilities Use Policy as recommended by the Council Policy
Committee.
BACKGROUND:
On August 2, 2016, Town Council approved the Town Facilities Use Policy. The purpose of the
Policy is to allow for the use of Town of Los Gatos facilities by the general public, for official
Town business, and for governmental agencies. Regulating the use of Town facilities will help
preserve core Town functions, provide for equitable public access and use of civic facilities, and
facilitate and coordinate multiple uses of civic facilities.
The Policy was amended on October 18, 2016 to include special event parameters for the use of
Oak Meadow and Town Plaza Parks. In addition, the Policy was amended on February 7, 2017
to further define the use of Council Chambers and the Council Chambers Lobby (see
Attachment 1 for the current Policy).
At the June 20, 2017 Town Council Meeting, Council directed staff to bring the Facilities Use
Policy back to the Policy Committee to review the use of the west patio located outside of 106
and 108 East Main Street. On September 7, 2017, the Town Council Policy Committee heard
public testimony, reviewed the proposed amendments to the Policy, and requested that staff
further clarify portions of the Policy including the topic of fundraising on Town property. On
September 28, 2017, the Council Policy Committee heard public testimony and considered the
additional proposed changes. The Committee provided comment on the draft updated Policy
and recommended that the Town Council approve the updated Policy (see Attachment 2 for a
redline version and Attachment 3 for a clean version).
PAGE 2 OF 3
SUBJECT: APPROVE AMENDMENTS TO THE FACILTIIES USE POLICY AS RECOMMENDED
BY THE COUNCIL POLICY COMMITTEE
JANUARY 25, 2018
S:\COUNCIL REPORTS\2018\2-6-18\Facilities Use Policy\Facilities Use Staff Report
DISCUSSION:
The purpose of the proposed amendments to the Facilities Use Policy is to streamline
the Facilities Use Policy and further define the uses for public Town spaces at the Civic
Center, Oak Meadow Park, and Town Plaza Park.
The major recommended amendments include clarifications that:
• Non-profit and for profit organizations may request and use Town facilities.
• Fundraising activities are allowed.
• Events may rope off a section of a Town facility as long as the majority of the
facility remains open and accessible to the public.
• The West Deck outside of 106 and 108 East Main (currently occupied by NUMU
and Friends of the Library) is an available Town facility under this Policy with
provisions to guide its use.
• The Policy would no longer require agreements with the Town for recurring or series
events. Agreements may be necessary in certain circumstances.
Other edits are also recommended to strengthen the Policy document and reduce
redundancy.
ALTERNATIVES:
In addition to the recommendation, the Town Council may:
1. Keep the Policy as is.
2. Approve the recommended Policy update with additional language changes as appropriate.
3. Direct staff to make changes to the Policy and bring it back to Policy Committee for further
discussion and direction.
COORDINATION:
This report was coordinated with the Town Attorney’s Office.
FISCAL IMPACT:
The adoption of the updated Policy has no fiscal impact.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
PAGE 3 OF 3
SUBJECT: APPROVE AMENDMENTS TO THE FACILTIIES USE POLICY AS RECOMMENDED
BY THE COUNCIL POLICY COMMITTEE
JANUARY 25, 2018
S:\COUNCIL REPORTS\2018\2-6-18\Facilities Use Policy\Facilities Use Staff Report
Attachments:
1. Facilities Use Policy
2. Draft Recommended Facilities Use Policy Redline
3. Draft Amended Facilities Use Policy Clean Version