HomeMy WebLinkAboutStaff Report 2502-4213CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Tuesday, May 13, 2025
7:00 PM
Agenda Item
4.Discussion and Direction on Establishing a Council Chambers Use and Reservation
Policy Staff Presentation
Policy & Services Committee
Staff Report
From: City Clerk
Report Type: ACTION ITEMS
Lead Department: City Clerk
Meeting Date: May 13, 2025
Report #:2502-4213
TITLE
Discussion and Direction on Establishing a Council Chambers Use and Reservation Policy
RECOMMENDATION
Staff recommends that the Policy & Services Committee review, discuss, and provide feedback
to the full City Council on the proposed draft Council Chambers Use and Reservation Policy and
potential fees.
EXECUTIVE SUMMARY
The proposed Council Chambers Use Policy establishes a comprehensive set of expectations for
the use of City Council Chambers, including the Community Meeting Room, prioritizing
government-related meetings and public-benefit events that serve the broader community’s
interests and contribute to the general public welfare. Neighboring cities have adopted similar
policies with varying conditions and fees. This policy creates a consistent process, minimizes
financial risk to the City, and preserves the space for its intended purpose.
BACKGROUND
The City has received requests from local community-serving groups and government agencies
to reserve the City Council Chambers for meetings and events. Currently, the City does not have
a policy for the use of the City Council Chambers outside of staff use and meetings for City
Council and Council Committees and considers requests on a case-by-case basis.
In collaboration with the City Attorney’s Office and City Manager’s Office, staff drafted, for
discussion and consideration, a reservation and use policy that provides rules of proper use,
reservation requirements, and possible fees associated.
ANALYSIS
Several neighboring cities have policies that allow the use of their Council Chambers with a
variety of conditions, along with fees, that prioritize government-related functions and public
focused events and meetings. Adopting a comprehensive use policy for the Council Chambers
will ensure the space is utilized in a manner consistent with the City’s public benefit use. The
attached draft policy includes eligibility for use, the conditions upon reservation approval, and
the procedures for reserving the space. This approach protects the City from liability and
creates a consistent process for non-City individuals and groups to use the space.
The proposed policy maintains Council Chambers’ primary function as hosting meetings and
public-benefit events, instead of private events or gatherings. The policy excludes the renter
from use of the kitchen facilities, City Council Conference Room, and Media space. Additionally,
the Council Chambers must always remain available for special, or emergency City meetings
and the user will acknowledge that their event is subject to last-minute cancellations. Priority
will be given to regular and special meetings of the City’s legislative bodies. Staff proposes that
Council Chambers be limited to the following uses/user groups:
Priority 1: Public meetings of the City Council, Council Committees, Boards and Commissions,
and use by City staff.
Priority 2: Meetings and Events organized by other government agencies.
The Committee can also consider including a Priority 3 category for events organized by
501(c)(3) non-profits where a public benefit is shown, as determined by the City Clerk. Priority 3
events would be required to be free and open to the public. The inclusion of Priority 3 events is
a significant policy question on which staff is seeking Committee feedback. There is no
requirement to include Priority 3 events and staff suggests considering not allowing this
category of prospective users. While there is an interest in making City facilities available to
community members, this should be considered understanding the range of organizations that
may request to use the Council Chambers. As the seat of government, the Council Chambers
could become an attractive venue for groups wishing to elevate their profile. The City Council
should be aware that groups cannot be screened based on their views or focus areas.
Staff recommends the amount of $250.00 for a refundable deposit to provide adequate
coverage of costs for potential additional cleaning and damages. Additional staffing fees of $47
per attendant per hour and a technology assistance fee per hour may apply if required, as
determined by the City Clerk. The deposit will be refunded after a post-event inspection
confirms compliance with guidelines.
Cleaning and Damage Deposit $182 - $2,523 per event1
Attendant Fee $47 per attendant, per hour
Technology Assistance $100 per hour when staff assistance is
required
This deposit would serve a dual purpose: first, to secure the reservation, and second, to cover
any penalties related to a violation of the fees policy. The determination of the need for staff
will be made by the City Clerk on a case-by-case basis. Should the event exceed the agreed
upon end-time, a charge of the attendant fee will be deducted from the deposit. Upon
completion of the event, the security deposit will be refunded, provided that the facility passes
a post-event inspection, which will promote an incentive for users to follow the established
guidelines.
The technology assistance fee noted above is an initial estimate of the potential costs involved
in cases where staff must be assigned to providing audio/visual or streaming support. This
figure will need to be refined in the future based on actual costs.
FISCAL/RESOURCE IMPACT
The adoption of the Council Chambers Use Policy will have both fiscal and resource implications
with an increase in staff time and administrative costs. Reservations that occur outside of
operational hours would require City staff to be present and working overtime to ensure that
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. Since this policy does not propose an hourly fee, there will
likely be little to no generation of revenue directly from reservations. The administrative
workload will be assigned to oversee reservation approvals, scheduling, contract management,
policy enforcement, deposit refunds, and staff presence when needed.
STAKEHOLDER ENGAGEMENT
Staff collaborated with multiple City departments to ensure that the policy is comprehensive,
operationally feasible, aligned with the City’s purpose of the space, and comparable to the
reservation policies of other City facilities. Staff discussed reservation procedures, advised on
managing administrative workload, and provided guidance on public meeting requirements.
Staff assessed potential liability risks and reviewed the security deposit structure. Additionally,
staff was advised on necessary waivers and public forum considerations.
1 Adopted Municipal Fee Schedule FY 2024, https://www.cityofpaloalto.org/files/assets/public/v/1/administrative-
services/city-budgets/fy-2024-city-budget/adopted/fy24-muni-fee-book-final.pdf
ATTACHMENTS
APPROVED BY:
Council Chambers Use Policy Page 1 of 4 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
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CITY CLERK’S OFFICE PROCEDURES
Council Chambers Use Policy
Section 1. OVERVIEW
•Purpose
•Authority
•Reservations
•Liability/Insurance
•Fees
•Accommodations
•User Responsibilities
Section 2. AUTHORITY
Palo Alto Municipal Code Section 2.08.075 requires council appointed officers to be responsible for 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.
Further, Palo Alto Municipal Code Section 2.30.210 provides that the City Manager may enter into and
execute leases and other agreements for the use of real property within certain financial limits.
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
In order to preserve the functions that City Hall is designed to serve, provide for the public 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 primarily for official City business but may be available, from time to time, to
other government agencies, 501(c)(3) non-profits, or community groups holding events with a public
benefit, as determined by the City Clerk. The public use of Council Chambers may only be used in accordance
with this Policy.
Section 4. RESERVATIONS
All reservations requests must be submitted in writing to the City Clerk’s Office at
Council Chambers Use Policy Page 2 of 4 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
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City.Clerk@cityofpaloalto.org, including the Facility Use Application, and an IRS 501(c)(3) status letter, if
applicable.
•Reservation 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 reservations on short notice where necessary to accommodate
emergency or special City meetings.
•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.
•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.
:
•The Council Chambers are deemed unsafe or unusable
•The space is unsuitable for the event
•The applicant violates City rules
•The Council Chambers are needed for City use, such as emergency or special Council meetings.
Section 5. LIABILITY/INSURANCE
Council Chambers Use Policy Page 3 of 4 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
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submitted 14 days before the event; failure to do so will result in cancellation of the reservation and
forfeiture of the deposit.
Insurance Requirements:
o City of Palo Alto
Section 6. FEES
•Damages to the facility
•Missing or Damages to equipment
•Additional Janitorial Services needed
•Additional staff time needed
•Improper Usage of City representation and logo
Section 7. ACCOMMODATIONS
Council Chambers Use Policy Page 4 of 4 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
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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 8. USER RESPONSIBILITIES
7.1 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.
7.2 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.
7.3 Decorations & Clean-Up
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.
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 Application and Agreement Questions?
Email city.clerk@cityofpaloalto.org
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.
Reservations:
Use of Council Chambers is prioritized as follows:
Priority 1: City Council, Council Committees, Boards and
Commissions public meetings
Priority 2: City-sponsored or co-sponsored events
Priority 3: Events organized by government agencies, 501(c)(3)
non-profits, or events with a public benefit, as determined by
the City Clerk.
Reservations will be prioritized as described above; Priority 3
reservations shall be made on a first-come, first-served basis. A
Priority 3 group is limited to two reservation per month.
Commercial, profit-making, and fundraising activities are not
allowed in Council Chambers. This includes charging registration
fees, admission fees, or entrance fees of any sort.
All reservation requests must be submitted in writing to the City
Clerk’s Office via City.Clerk@CityofPaloAlto.org and shall include a
completed Facility Use Application and an IRS letter of 501(c)(3)
status, if applicable. Reservations times must incorporate set-up
and clean-up times. Requests may be made up to 60 days in
advance and must be made at least 30 days in advance.
Cancellations must be sent in writing to
City.Clerk@CityofPaloAlto.org at least 10 days before the event.
Reservations cannot be transferred to any other group or
organization.
Insurance:
A certificate of general liability insurance that names the City of
Palo Alto as an additional insured in the minimum amount of one
million dollars is required if 150 or more guests are expected. Proof
of coverage is due 30 days before event. Failure to provide or
purchase insurance will result in the cancelation of the
reservation.
Fee & Charges:
There is no rental fee to use Chambers.
Facilities Staff:
City staff is required if the activity is held outside the posted hours
of the facility or if the nature of the event makes their presence
necessary. The facility staff is on-site during the rental time to
assist the client and for facility safety. The City Clerk will
determine the number of staff required. Additional charges may be
incurred if the event requires City staff presence, as determined by
the City Clerk.
Cleaning and Damage Deposits:
A cleaning and damage deposit of $X is required once the
reservation has been approved. It is refundable based on
compliance with this use policy and clean-up requirements. Unless
otherwise specified, City staff will not provide janitorial service for
the event. All equipment, decorations, food, beverages, and trash
must be removed and properly disposed of. The City is not
responsible for any materials or equipment left by the renter after
the event.
Cleaning and/or damage expenses, extra staff time, and/or extra
room rental time may be deducted from the cleaning/damage
deposit. Any charges incurred to return the venue to its original
condition, reasonable wear and tear excepted, will be deducted from
the cleaning/ damage deposit.
Rental time:
Rental time must incorporate set-up and clean-up times. Returning
the facility to its clean and tidy condition existing at the beginning
of the rental is the renter’s responsibility. All clean-up must be
completed by the end of the rental time. Any charges incurred to
return the venue to its original condition, reasonable wear and tear
excepted, will be deducted from the security deposit and/or
charged to the renter.
Cancellations:
Cancellations must be sent in writing to
City.Clerk@CityofPaloAlto.org at least 10 days before the event.
Reservations cannot be transferred to any other group or
organization.
The City reserves the right to cancel an applicant’s reservation if
the City deems the facility not usable or unsafe due to natural
causes, repair, renovation, or is deemed an unsuitable facility for
the event by the City. In the event the City Council, a Council
Committee, or a Board or Commission needs to meet unexpectedly,
the City reserves the right to cancel or reschedule your
reservation. In no event will the City be liable for any cancellation.
Noise:
Sound, as heard from outside the rented facility, cannot be greater
than 15 dB above the local ambient noise level at a distance of 25
feet or more from the facility (PAMC 9.10.050). Sounds from an
event must not interfere with any other scheduled events. Out of
respect for our neighbors, loud sounds must conclude by 11:00 p.m.
on Fridays and Saturdays and by 9:00 p.m. Sunday through
Thursday. Any exceptions require prior arrangements and
approval of the City Clerk.
Equipment:
Renters are encouraged to bring their own audio/visual equipment.
City-owned A/V equipment may not be used without prior
authorization and proper supervision. Renters may be charged a
fee if City staff is needed to operate the A/V system, including
speakers, microphones, cameras, etc.
Decorations:
Items may not be stored in Chambers before or after the event. Set
up may begin at the start of the rental time, and all items, guests,
and renters must be out of Chambers by the end of the rental time.
The renter may use painter’s tape to hang decorations. Duct tape,
pins, tacks, staples, etc. may not be used to affix decorations.
The following are not permitted in Chambers:
Consuming food and beverages (PAMC 2.04.140)
Open flames
Pets
Smoking and the use of electronic smoking devices inside and
within 25 feet of entrances is (PAMC 9.14.020)
Any type of drug use
Cities Deposits Non Profit/Community Groups hourly charges Government Resident/Non-Resident Use
Mountain View $280/$560 free for one time/year special, $75 for subsequent reservations$34 Limited to Government Agencies and Non-Profits
Menlo Park $250 $125 N/A 125 resident/160 non-resident
Santa Clara N/A $15 (open hours)/$20 (after hours)free of charge Limited to Government Agencies and Non-Profits
San Jose $250 $90 $90 180 per hour (private events allowed)
Los Altos Hills $250 free of charge free of charge Resident Only requirement
Atherton, East Palo Alto, & Portola Valley do not have an exisitng reservation policy.
Draft Council Chambers Use and Reservation Policy
Presenter:
Francesca Reyes, Deputy City Clerk
May 13, 2025 www.paloalto.gov
May 13, 2025 www.paloalto.gov
Purpose
•Ensure the Council Chambers, Community Meeting Room, and Flexible
Meeting Room are used primarily for official City and government-related
functions
•Provide clear and consistent guidelines for reservation and space use
•Minimize liability and protect City resources and facilities
•Promote fairness, transparency, and operational efficiency in the reservation
process
May 13, 2025 www.paloalto.gov
Policy Key Points: Reservation Priorities
•Priority 1: Public meetings of the City Council, Council Committees, Boards
and Commissions, and use by City staff.
•Priority 2: Meetings and events organized by other government agencies.
•For Committee consideration and input – Priority 3: 501(c)(3) non-profit
events
May 13, 2025 www.paloalto.gov
Policy Key Points: Recommended Fees
Description Rate
Cleaning and Damage Deposit $250 refundable deposit
Attendant Fee $47 per attendant, per hour
Technology Assistance $100 per hour when staff assistance is
required
May 13, 2025 www.paloalto.gov
Policy Key Points: Reservations and Cancelations
•Submit requests 6 months to 30 days before the event.
•The City Clerk sets reservation dates and times.
•City may cancel reservations on short notice for emergencies or special
meetings.
•Cancelations must be in writing at least 10 days before the event; cancelations under 7 days will forfeit the deposit.
•Liability/Insurance required for events with 100 or more participants
•Security may be required
May 13, 2025 www.paloalto.gov
City Deposits Nonprofit/Community
Groups
Government
Agencies Other Uses and Restrictions
Mountain View $280/
$560
Free for 1x use per
year, $75 for multiple
use
$34 Limited to Government
Agencies and Nonprofits
Menlo Park $250 $125 $0 $125 resident per hour/
$160 non-resident per hour
Santa Clara N/A $15 (open hours), $20
(after hours)
$0 Limited to Government
Agencies and Nonprofits
San Jose $250 $90 $90 $180 per hour, private events
Los Altos Hills $250 $0 $0 Resident Only requirement
Policy Key Points: Nearby Jurisdictions Research
May 13, 2025 www.paloalto.gov
Recommended P&S Discussion
•Review, discuss, and provide feedback to the full City Council on the
proposed draft Council Chambers Use and Reservation Policy
•Consider an additional Priority 3 category for 501(c)(3) organizations
•Review and provide feedback on recommend fees