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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. {ATTACHMENT ~ G I TITLE : TOWN FACILITIES USE PAGE : 2 of 9 POLICY NUMBER : 1-04 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 . TITLE: TOWN FACILITIES USE PAGE: 3 of 9 POLICY NUMBER : 1-04 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. PAGE: 4 of9 POLICY NUMBER : 1-04 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. TITLE: TOWN FACILITIES USE PAGE: 5 of9 POLICY NUMBER : 1-0 4 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 . TITLE: TOWN FACILITIES USE PAGE: 6 of9 POLICY NUMBER: 1-04 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 . TITLE: TOWN FACILITIES USE PAGE: 7 of9 POLICY NUMBER: 1-04 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 PAGE: 8 of9 POLICY NUMBER: 1-04 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. TITLE: TOWN FACILITIES USE PAGE: 9 o f9 POLICY NUMBER: 1-04 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 : This Page Intentionally Left Blank