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HomeMy WebLinkAboutStaff Report 2505-4677CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, August 11, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     8.Adopt a Council Chambers Use Policy as recommended by the Policy and Services Committee and Adopt an Ordinance Adding Use of Council Chambers Fees to the FY 2026 Municipal Fee Schedule; CEQA status: Not a project City Council Staff Report From: City Manager City Clerk Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: August 11, 2025 Report #:2505-4677 TITLE Adopt a Council Chambers Use Policy as recommended by the Policy and Services Committee and Adopt an Ordinance Adding Use of Council Chambers Fees to the FY 2026 Municipal Fee Schedule; CEQA status -Not a project RECOMMENDATION The Policy and Services Committee recommends that the City Council adopt the attached Council Chambers Use Policy. In addition, staff recommends that the City Council adopt an ordinance to add fees to the FY 2026 Municipal Fee Schedule for the Use of Council Chambers. EXECUTIVE SUMMARY The proposed Council Chambers Use Policy establishes clear guidelines for the use of the Council Chambers, Community Meeting Room, and Flexible Meeting Room. It ensures these spaces are used primarily for official City and government-related functions, sets clear request procedures, and reserves City resources by minimizing liability and operational risks. This policy also includes a Priority 3 category for organizations with City co-sponsorship and adopts fees to help offset potential costs to the City. BACKGROUND On May 13, 2025, staff presented a draft Council Chambers Use Policy to the Policy and Services Committee to address requests from local community-serving organizations and government agencies to use the Chambers for meetings and events. A formal policy will facilitate consistency and transparency in evaluating requests for use. The proposed policy prioritizes official City and government-related functions and provides community access where the City is a co-sponsor. It aims to establish clear and consistent guidelines for reserving and using the Council Chambers, Community Meeting Room and Flexible Meeting Room. Policy and Services Committee recommended the inclusion of organizations co-sponsored by the City as Priority 3 users, along with recommended fees and requirements to safeguard City resources, staff time, and facility conditions. ANALYSIS The recommended policy reflects the input provided by the Policy and Services Committee and is informed by the best practices previously established by the City. It ensures that the Council Chambers continue to serve its primary function as a space for official government use, while also providing a structure and equitable process for allowing limited use by City co-sponsored events. The Council Chambers, the Community Meeting Room, and Flexible Meeting Room are civic assets intended primarily for official government use, including meetings of the City Council, its Committees, Boards, and Commissions, and City staff. The new policy also allows limited access for other governmental agencies and organizations co-sponsored by the City in accordance with the City’s Co-Sponsorship Policy1 to host public events, under specific conditions. This policy establishes clear eligibility criteria, conditions of use, and request procedures. It also protects the City from liability and provides a consistent, transparent process for non-City users. To preserve the facilities’ primary role in supporting City governance while allowing for limited external use, the policy outlines three (3) tiers of priority: Priority 1: City Council; meetings of Council Committees, Boards, and Commissions; official use by City departments; and legislative bodies where a Councilmember has a seat. Priority 2: Meetings and events hosted by other government agencies. These uses are secondary to official City functions. Priority 3: Meetings and events organized by organizations that have obtained formal City co-sponsorship. These events must be free and open to the public. No solicitation is permitted, and all conditions of co-sponsorship must be followed. Use Limitations and Conditions The Council Chambers remain a dedicated space for official City use and must always be available for emergency or special City Council meetings. All external users must acknowledge that reservations are subject to last-minute cancellation if required for City businesses. The following areas are not available for public use: Kitchen facilities, City Council Conference Room, and City media and A/V production spaces (except under approved conditions with staff available to monitor). Request Procedures All requests for use must be submitted to the City Clerk’s Office no later than 30 days before the event/meeting date and no earlier than 6 months in advance. An Agreement of Use is required for all Priority 2 and Priority 3 users. Final scheduling decisions rest with the City Clerk, 1 Co-Sponsorship Policy, 2016; https://www.paloalto.gov/files/assets/public/v/1/community-services/facility- rentals/reservations-community-centers-fields/city-of-palo-alto-co-sponsorship-policy-final.pdf who ensures alignment with the City’s operational priorities. If an organizer must cancel their event, written notice must be provided at least 10 days in advance. Cancellations submitted less than 7 days prior will result in forfeiture of the deposit to cover administrative costs. Deposit and Fee Structure Security and Risk Management FISCAL/RESOURCE IMPACT and work overtime to ensure the facility is in acceptable condition and secured at the end of the event. While the exclusion of kitchen facilities and event equipment limits excessive wear, ongoing maintenance of the space will still be required. The impact on cleaning, utilities, and general janitorial upkeep will depend on the frequency of use. This policy does not include a rental fee for use of the spaces, but recommends a $49 per hour/staff fee when additional staff support is needed. For events requiring A/V system use, a separate IT support fee of $100 per hour applies. The application of the fees will be at the City Clerk’s discretion. The administrative workload will include evaluating requests, scheduling, coordinating logistics with the requester, policy enforcement, depositing refunds, and staff presence when needed. Attachment C amends the FY 2026 municipal fee ordinance to include these fees as part of the schedule. STAKEHOLDER ENGAGEMENT 2. ATTACHMENTS APPROVED BY: 2 May 13, 2025 Policy and Services Committee Meeting, Item 4; link: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16098 Council Chambers Use Policy Page 1 of 5 Revision Date: 5/24/24 City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 CITY CLERK’S OFFICE PROCEDURES Council Chambers Use Policy Section 1. OVERVIEW • Purpose • Authority • Use • Requests • Liability/Insurance • Fees • Accommodations • User Responsibilities Section 2. AUTHORITY Palo Alto Municipal Code Sections 2.04.120 through 2.04.150 govern the use of Council Chambers, including the enforcement of decorum during Council meetings, the permitted consumption of food and beverages, and the authorized personnel in the council and staff areas during Council meetings. Further, Palo Alto Municipal Code Section 2.08.075 requires council appointed officers to be responsible for the care and safekeeping of all city-owned property used by or in the custody of the department and to take steps as necessary to ensure that the use or condition of said property does not incur legal liability or loss for the city or its officers and employees. Finally, Palo Alto Municipal Code Section 2.08.110 requires the City Clerk to perform such other duties as the council may require. Section 3. PURPOSE To preserve the functions that City Hall is designed to serve, provide for the orderly use of City facilities, and coordinate multiple users, this policy establishes procedures, requirements, and user responsibilities for the use of the City Council Chambers, including the Community Meeting Room, and Flex Room. Council Chambers is not available for general use by the public. Council Chambers are primarily for official City business but may be available, from time to time, to other government agencies, and organizations receiving Council Chambers Use Policy Page 2 of 5 Revision Date: 5/24/24 City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 City support in accordance with the City’s Co-Sponsorship Policy, as may be amended. The Council Chambers may only be used in accordance with the Municipal Code and this Policy. Section 4. USE Use of Council Chambers is prioritized as follows: • Priority 1: Public meetings of bodies on which the City Council sit, Council Committees, Boards and Commissions, and use by City staff. • Priority 2: Meetings or Events organized by other government agencies. • Priority 3: City sponsored events and meetings of organizations sponsored by the City in accordance with the City Co-Sponsorship Policy. Events must be free and open to the public. A refundable security deposit in an amount determined by the City Clerk is required. City staff will be present to assist with facility use but will not perform event-related tasks. Events that occur outside of regular City Hall hours may require additional City staffing, at the event organizer’s cost. Security may be required, and the user must hire a licensed, insured security firm approved by the City and provide proof of the event security plan. Section 5. REQUESTS The City Clerk will establish the dates and times in which requests will be accepted. All requests to use the Council Chambers must be submitted in writing to the City Clerk’s Office at City.Clerk@palotalto.gov, including the City Co-Sponsorship application, and an IRS 501(c)(3) status letter, if applicable. The City Clerk will determine whether the applicant meets standards for co- sponsorship status and what benefit level is applicable. This decision made be appealed in accordance with the City Co-Sponsorship Policy. • Use times must account for both set-up and clean-up. • Requests may be submitted up to six (6) months in advance but no later than 30 days prior to the event. • The City reserves the right to cancel requests on short notice where necessary to accommodate emergency or special City meetings or other urgent City business. If the City cancels a request, City staff will attempt to help reschedule. • Cancelations must be submitted in writing at least 10 days prior before the event; cancelations with less than seven days’ notice will result in forfeiture of the security deposit. In no event will the City be liable for any cancellation. Council Chambers Use Policy Page 3 of 5 Revision Date: 5/24/24 City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 Section 6. LIABILITY/INSURANCE General liability insurance is required for events with 100 or more participants. Proof of coverage must be submitted 14 days before the event; failure to do so will result in cancellation of the request and forfeiture of the deposit. Insurance Requirements: 1. Minimum coverage of $1,000,000 for bodily injury and property damage is required. 2. Include “The City of Palo Alto, its Council members, officers, agents, and “employees” as additional insureds. 3. List the following as the Certificate Holder: o City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 4. Send the Certificate of Insurance to city.clerk@paloalto.gov or mail it to the Office of the City Clerk at the address above. The requirements above apply to security providers, and any other vendor hired by User. Users of the City Council Chambers will be required to submit a signed Facility Use Application with the City Clerk and be subject to its terms. Section 7. FEES Deposit A refundable security deposit of $250 is required for all Priority 2 and 3 requests and is due at the time the request is made to the City Clerk. An assessment of the facility will be conducted within 24 hours after the event and the applicant will be informed of the condition. The security deposit will be refunded after 14 days via check. Refunds of the security deposit may be fully or partially withheld for any of the following reasons: • Damages to the facility • Missing or Damages to equipment • Additional Janitorial Services needed • Additional staff time needed Attendant Fee It is at the discretion of the City Clerk to determine if requests for facility use will require City staff to be present during the event. An hourly attendant fee and/or an overtime fee per staff member may be applied for events that are after hours or during the holidays. This determination will be based on the size, nature, and/or complexity of the event. The amount of the fee will be established by City Council resolution and is non-refundable. Technology Support Fee It is at the discretion of the City Clerk to determine if technology support is required to be approved for the Council Chambers Use Policy Page 4 of 5 Revision Date: 5/24/24 City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 usage of the Audio and Visual equipment. City staff will be present primarily to supervise the use of the equipment. The amount of the fee will be established by City Council resolution and is non-refundable. Section 8. ACCOMMODATIONS The Council Chambers has a maximum occupancy of 281 and requests must not exceed this limit. Seating is in a theater style, and no additional chairs or tables will be provided. Users are welcome to bring their own event supplies. IT/AV system is available. Use must be requested at booking to ensure staff availability. Users are encouraged to schedule a walkthrough with City staff prior to their event time. Special accommodations needed for guests will be under the sole responsibility of the user. The following are not permitted in Council Chambers: • Consuming food and beverages (PAMC 2.04.140) • Open flames • Pets (excepting service animals) • Smoking and the use of electronic smoking devices inside and within 25 feet of entrances (PAMC 9.14.020) • Any type of drug use The City Clerk may establish additional rules and regulations for the use of the Council Chambers, as may be needed. Section 9. USER RESPONSIBILITIES 9.1 Conduct The user is responsible for all accidents, injuries, damages, and repair costs during their use of the Council Chambers. Access is limited to reserved times and all participants must leave by the scheduled end time. The user must ensure all participants follow City rules, maintain safety, and prevent misconduct or damage. The user or authorized representative must be present during the event and will be the direct contact. Facility use is limited to the Council Chambers, Community Meeting Room, and Flex Conference Room only. Use of Council Conference Room and Media Space is restricted. No one may block entrances, exits, or aisles or create safety hazards. 9.2 Noise Event noise must not exceed 15 dB above ambient levels when measured 25 feet from the Council Chambers (PAMC 9.10.050). Noise must not disrupt City business. Loud noise must end by 11:00 p.m. on Friday and Saturdays and by 9:00 p.m., Sunday through Thursday. 9.3 Decorations & Clean-Up Council Chambers Use Policy Page 5 of 5 Revision Date: 5/24/24 City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 Storage is not allowed before or after the event. Set-up begins at the designated start time and the space must be cleared by the end time. Only painter’s tape may be used for decorations; all other adhesives and fasteners are prohibited. Users must restore the facility to its original condition, remove all items and trash, and handle cleanup without City staff assistance. The City is not responsible for any items left behind and any cleanup costs or damages will be deducted from the deposit and/or billed to the user. 9.4 Event Shutdown The City reserves the right to terminate any event that becomes disorderly, disruptive, or otherwise violates the Municipal Code, this Policy, the rules established by the City Clerk, or that poses an imminent threat to public health or safety Address Last Name First Name Email Address Phone Number City, State, Zip Code Name and Description of Event Expected Attendance: Address Email Address Phone Number Organization Name City, State, Zip Code 501(c)3 Non-Profit: IRS Non-Profit Number: Responsible Person Day of Event If Yes, list Department Name & Contact: List of AV Equipment Needed * Cell # No Yes Applicant's Signature:Date: Terms of Agreement On behalf of the organization and myself, I have read and understand the facility use agreement. I agree to inform persons participating in this proposed activity of the terms and conditions of this agreement, and agree to comply with the conditions set forth herein. I understand that I am responsible for the actions and behavior of my guests, and I assume responsibility for any damages or extra fees that might be incurred due to my guests’ actions or behavior. I further agree to hold harmless and indemnify the City of Palo Alto, its officials, officers, employees and agent for any liability, loss or damage due to personal injury, death or property damage caused by or resulting from activities permitted by this use agreement, excepting that which is caused solely by the negligence, recklessness or willful misconduct of the City, its officials, officers, employees or agent. I have also read and reviewed the conditions on the back of this form. Council Chambers Use Request and Use Agreement Questions? Email city.clerk@paloalto.gov Event Co-Sponsored by City of Palo Alto Use Date Start Time EndTime No Yes *Users are encouraged to bring their own audio/visual equipment. City-owned A/V equipment may not be used without prior authorization and proper supervision. Users may be charged a fee if City staff is needed to operate the A/V system, including speakers, microphones, cameras, etc. Required ConfirmedInsurance OFFICE USE ONLY Required ConfirmedSecurity Approved DeniedApplication Conditions: The Council Chambers Use Policy, as may be amended, is incorporated herein by reference and made part of this Facility Use Agreement as if fully set forth herein. All capacity limits must be adhered to and are set by the Fire Marshal. USE Use of Council Chambers is prioritized as follows: • Priority 1: Public meetings of bodies on which the City Council sit, Council Committees, Boards and Commissions, and use by City staff. • Priority 2: Meetings or Events organized by other government agencies. • Priority 3: City sponsored events and meetings of organizations sponsored by the City in accordance with the City Co-Sponsorship Policy. Events must be free and open to the public. A refundable security deposit in an amount determined by the City Clerk is required. City staff will be present to assist with facility use but will not perform event- related tasks. Events that occur outside of regular City Hall hours may require additional City staffing, at the event organizer’s cost. Security may be required, and the user must hire a licensed, insured security firm approved by the City and provide proof of the event security plan. REQUESTS The City Clerk will establish the dates and times in which requests will be accepted. All requests to use the Council Chambers must be submitted in writing to the City Clerk’s Office at City.Clerk@palotalto.gov, including the City Co- Sponsorship application, and an IRS 501(c)(3) status letter, if applicable. The City Clerk will determine whether the applicant meets standards for co‐ sponsorship status and what benefit level is applicable. This decision made be appealed in accordance with the City Co-Sponsorship Policy. • Use times must account for both set-up and clean-up. • Requests may be submitted up to six (6) months in advance but no later than 30 days prior to the event. • The City reserves the right to cancel requests on short notice where necessary to accommodate emergency or special City meetings or other urgent City business. If the City cancels a request, City staff will attempt to help reschedule. • Cancelations must be submitted in writing at least 10 days prior before the event; cancelations with less than seven days’ notice will result in forfeiture of the security deposit. In no event will the City be liable for any cancellation. LIABILITY/INSURANCE General liability insurance is required for events with 100 or more participants. Proof of coverage must be submitted 14 days before the event; failure to do so will result in cancellation of the request and forfeiture of the deposit. Insurance Requirements: 1.Minimum coverage of $1,000,000 for bodily injury and property damage is required. 2.Include “The City of Palo Alto, its Council members, officers, agents, and “employees” as additional insureds. 3.List the following as the Certificate Holder: oCity of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 4.Send the Certificate of Insurance to city.clerk@paloalto.gov or mail it to the Office of the City Clerk at the address above. The requirements above apply to security providers, and any other vendor hired by User. Users of the City Council Chambers will be required to submit a signed Facility Use Application with the City Clerk and be subject to its terms. FEES Deposit A refundable security deposit of $250 is required for all Priority 2 and 3 requests and is due at the time the request is made to the City Clerk. An assessment of the facility will be conducted within 24 hours after the event and the applicant will be informed of the condition. The security deposit will be refunded after 14 days via check. Refunds of the security deposit may be fully or partially withheld for any of the following reasons: · Damages to the facility · Missing or Damages to equipment · Additional Janitorial Services needed · Additional staff time needed Attendant Fee It is at the discretion of the City Clerk to determine if requests for facility use will require City staff to be present during the event. An hourly attendant fee and/or an overtime fee per staff member may be applied for events that are after hours or during the holidays. This determination will be based on the size, nature, and/or complexity of the event. The amount of the fee will be established by City Council resolution and is non-refundable. Technology Support Fee It is at the discretion of the City Clerk to determine if technology support is required to be approved for the usage of the Audio and Visual equipment. City staff will be present primarily to supervise the use of the equipment. The fee amount of the fee will be established by City Council resolution and is non-refundable. Special accommodations needed for guests will be under the sole responsibility of the user. The following are not permitted in Council Chambers: • Consuming food and beverages (PAMC 2.04.140) • Open flames • Pets (excepting service animals) • Smoking and the use of electronic smoking devices inside and within 25 feet of entrances (PAMC 9.14.020) • Any type of drug use The City Clerk may establish additional rules and regulations for the use of the Council Chambers, as may be needed. Conduct The user is responsible for all accidents, injuries, damages, and repair costs during their use of the Council Chambers. Access is limited to reserved times and all participants must leave by the scheduled end time. The user must ensure all participants follow City rules, maintain safety, and prevent misconduct or damage. The user or authorized representative must be present during the event and will be the direct contact. Facility use is limited to the Council Chambers, Community Meeting Room, and Flex Conference Room only. Use of Council Conference Room and Media Space is restricted. No one may block entrances, exits, or aisles or create safety hazards. Noise: Event noise must not exceed 15 dB above ambient levels when measured 25 feet from the Council Chambers (PAMC 9.10.050). Noise must not disrupt City business. Loud noise must end by 11:00 p.m. on Friday and Saturdays and by 9:00 p.m., Sunday through Thursday. Decorations: Storage is not allowed before or after the event. Set-up begins at the designated start time and the space must be cleared by the end time. Only painter’s tape may be used for decorations; all other adhesives and fasteners are prohibited. Users must restore the facility to its original condition, remove all items and trash, and handle cleanup without City staff assistance. The City is not responsible for any items left behind and any cleanup costs or damages will be deducted from the deposit and/or billed to the user. Event Shutdown: The City reserves the right to terminate any event that becomes disorderly, disruptive, or otherwise violates the Municipal Code, this Policy, the rules established by the City Clerk, or that poses an imminent threat to public health or safety *NOT YET APPROVED* 1 0012_20250723_mv30 Ordinance No. _____ Ordinance of the Council of the City of Palo Alto Amending the Fiscal Year 2026 Municipal Fee Schedule to Add New Fees for the Use of the Council Chambers The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. Findings and Declarations. The City Council finds and declares as follows: A.The City adopted a Council Chamber Use Policy to establish clear guidelines for the use of the Council Chambers, Community Meeting Room, and Flexible Meeting Room (“Council Chambers”). The City will assess a Refundable Cleaning and Damage Deposit of $250.00. B.In addition, users of the Council Chambers may require staff assistance. If so, a $49 attendant fee and a technology assistance fee of $100 per hour per staff member will be charged. C.The fees in this ordinance will help offset the reasonable cost of using City staff. SECTION 2. The Council of the City of Palo Alto amends the Fiscal Year 2026 Municipal Fee Schedule by adopting the new fees for the Use of Council Chambers as set forth in Exhibit “A” and incorporated here by reference. SECTION 3. The fee in this Ordinance is for a specific government service provided directly to the payor that is not provided to those not charged and which does not exceed the reasonable costs to the local government of providing the service or product. Pursuant to Art. XIII C, Section 1(e)(2) of the California Constitution, this fee is not a tax. SECTION 4. The Council finds that this ordinance is not a “project” under CEQA because it has no potential for resulting in either a direct or reasonable foreseeable indirect change in the environment. // // // // // // *NOT YET APPROVED* 2 0012_20250723_mv30 SECTION 5. This ordinance shall be effective upon adoption as an amendment to the City’s FY26 budget. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Assistant City Attorney City Manager ____________________________ City Clerk ____________________________ Director of Administrative Services *NOT YET APPROVED* 3 0012_20250723_mv30 Attachment A Fiscal Year 2026 Municipal Fee Schedule City Clerk Fees