Attachment 06TITLE: 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 use of the Town of Los Gatos Town facilities for use by the
general public, official Town busine ss, and governmental agencies. Which will :
1. Preserve core functions.
2. Provide for public access and use of civic facilities.
3. Facilitate and coordinate multiple uses of civic facilities.
SCOPE
Guiding Principles
l. Civic facilities are intended to be used primarily for administrative operations of the
Town programs, and of th e Town for the community. Therefore, official Town business,
program s, and activities shal l 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 ac tive program of outdoor
events .
3. Designated portions of the civic facilities may be u sed by the public for events including
conce rts, festivals, ceremonies, or other si milar activity for the purposes of celebration,
education or cultural enrichment.
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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
l. The Town Council will establish the civic facilities use policy. The Town Manager and
h is 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.
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 facility.
4 . Users of civic facilities for outdoor events will be required to enter into an agreement
and comply with all requirements se t forth in this Town Facilities Use Policy .
5 . All civic facility use re serva tion s shall be mad e subject to the condition that the Town
maintains the right to cancel or change any reservation if civic facili t ies are needed
fo r official Town business. In no event shall the Town have any liabil ity whatsoever for
any cance l lation made under the Town 's authority to do so.
6 . Use of civic facilities must not interfere with the conduct of official Town bu sin ess 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 license issued by the Town , or provided for in an agreement with the
Town .
Public Use -Civic Facilities
A. Civic Center Lawn
The Civic Cente r lawn, as a focal point for the Town of Lo s Gato s Civic Cente r , shall be
used as the regu lar location for community gatherin gs and events free and op en to all
members of the public i ncluding concerts, festival s, ceremonies, or other si mil ar
ac ti vity for the purposes of ce lebration, education or cultural enrichment .
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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 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.
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 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 ."
8. 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 conc erts,
festivals, ceremonies, or other similar activity for the purposes of celebration ,
education or cultural enrichment.
1 . Reservation s are processed on a "first come, first served" basis. A tentative
re servation may be made up to one year in advance by submitti ng an
application for a Special Event Permit, and Relea se of Liability. All required
paperwork must be submitted with original signatures.
2 . Events are limited to on e event per week . Recurring or continuing events
shall require both a Town agre ement and Town Council approval.
TITLE: TOWN FACILITIES USE
3. Private parties are not allowed.
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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 follow i ng 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
add itional 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 charge s for use as
established within the Municipal Code and are conta i ned in the
Town's Fee Schedule . All check s are to be made payable to "The
Town of Los Gatos."
C. Council Chambers
The Town Council Chambers may be reserved by fede r al , state, county, and municipal
agencies, and schools for activities that benefit Los Gato s resident s and students. The
Town Council Chambers may also be reserved by agencies provi ding government
education programs .
1. The Town may grant permission to use the Town Council Chambers in the
following priority schedu le :
a. Town Council/Board, Commission , and Comm ittees, including
ceremonial events
b. Town Departments
c. Town established Organization s and Committee s (in which Town
employees or Town officials participate)
d . Government Agenc i es and Official s
e. Non -profit organizations that are re lated to Town business or are
hosting events that are associated with a government purpose .
2. Reservations are processed on a "first come, first serv ed " basis. A tentative
reservation may be made up to six months in advance by submitting an
Application, and Release of Liability. Al l required paperwork must be
submitted with orig inal signatures.
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3 . The following must be submitted and approved no later than two week s
prior to the scheduled event:
a . Application for Use of Room
b . Certificate of Insurance and Endorsement, nam i ng 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 the
applicant for the actual time scheduled . The Building Attendant will be
responsible for the opening and closing of the facility and ove rseeing 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 .
9. Applicants are responsible for setting up before and cleaning up after each
event in the Chamb e rs. Applicants shall be respons i ble for removing all
personal property, owned or rented, prior to vacating the facility .
a. Absolutely no open flames are allowed in the Chambers.
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 .
d . Gambl i ng or wagering is prohibited .
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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.
10. Any exceptions to the use regulations must be approved, in writing, by the
Town Manager.
D. Council Chambers Lobby
The Council Chambers Lobby located within Town Hall shall be used for conducting
Town related 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. Al I 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 .
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, 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 .
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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.
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.
e . Absolutely no open flames are allowed in the Lobby .
f. No foreign substance may be applied to the floor, walls, or ceiling
(this includes decorations).
g. No rice, birdseed, confetti, etc., may be thrown in or around the
Town Council Chambers.
h. Gambling or wagering is prohibited .
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.
10. Any exceptions to the use regulations must be approved, in writing, by the
Town Manager.
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 schedule:
a. Town Council and Town Council Committees
TITLE: TOWN FACILITIES USE
b . Planning Commission
c. Others Boards and Commissions
d . Town Departments
e. All other Town use s
F. Town Plaza Park and Oak Meadow Park
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Town Plaza Park and Oak Meadow Park, as focal po ints for the Town of Lo s Gatos ,
sha ll be used as a location for fre e gatherings that are open to t he public. Events
allowed i nclude conce rts, festivals, ceremonies, or other similar activity for the
purposes of celebration, education or cultural enrichment.
1 . Reserv ation s are processed on a "first come, first se rved " ba sis. A tentative
r eservation may be made up to one year in ad vance by submitting an
application for a Park Use Permit and/or a Spec ial Event Pe r mit, and
Release of Liability. All requ ire d paperwork must be submitted with
original signatures.
2. Events are limited to one event per week.
3 . No event may completely shut down the park . The p ark must always
remain accessible to the public.
4 . Privat e parties (ou ts ide of Town designated reservable space s) an d fee for
entrance events are not allowed . Incide ntal it em sales ma y be allowed if
th ey are consistent with th e event acti vitie s, as approved .
5. Public entrances to the event venue mu st remain open to the public. This
i ncludes gates, roads , si dewa lk s, pathways, an d parking lots . If shuttle
buse s are approved, the parking lot ma y be closed with a par ki ng
attendant present. Parkin g spots ca nnot be reserved, unl ess to increa se
handicap spots.
6. Recurring, multi day, or events b eyond th e scope of the Town's Special
Event Permit shall require a To wn agreement an d rece ive Town Counc i l
approval.
7 . Th e following must b e submitted an d ap proved no later than six months
prior to t he sc heduled event :
a. Park Use Pe rmit, Special Event Permit Application or Town
Agreement.
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POLICY NUMBER:
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b. Certificate of Insurance and Endorsement, naming the Town as an
additional insured and making coverage primary, $1 ,000,000
liabil ity insurance .
c. Release of Liability, Assumption of Risk and Indemn ity Agreement.
d . Complete payment of all applicab l e fees, deposits, and charges for
use as established within the Municipal Code , Park Use Fee s, 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 :
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