Campbell City Council
November 18, 2025

City Council Agenda
City of Campbell, 70 N. First St., Campbell, California NOTE: This City Council Regular meeting will be conducted in person as well as telecommunication and is compliant with provisions of the Brown Act.

The City Council meeting will be live-streamed on Channel 26 (Xfinity) or Channel 88 (Direct TV), the City's website and on YouTube https://www.youtube.com/user/CityofCampbell for those who only wish to view the meeting.

Those members of the public wishing to provide public comment virtually are asked to register in advance at: https://www.campbellca.gov/signup. After registering, you will receive a confirmation email containing information about joining the meeting. Members of the public may attend the meeting in person at Campbell City Hall - Council Chambers.

Public comment will also be accepted via email at [email protected] until 12:00 p.m. prior to the start of the meeting. Written comments will be posted on the website and distributed to the Council. If you choose to email your comments, please indicate in the subject line “FOR PUBLIC COMMENT” and indicate the item number.

REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, November 18, 2025 07:00 PM
City Hall Council Chamber - 70 N. First Street
*Councilmember Scozzola will attend virtually from Banco de Costa Rica Puntarenas Bahia Ballena, 60504, Costa Rica. A quorum of the City Council will be in attendance at the Campbell City Hall Council Chambers.

CALL TO ORDER/ROLL CALL

PLEDGE OF ALLEGIANCE

SPECIAL PRESENTATIONS AND PROCLAMATIONS
Please Note: Items listed under Special Presentations and Proclamations are considered ceremonial. The City Council will not take action on these matters.

COMMUNICATIONS AND PETITIONS

ORAL REQUESTS

1. 2.

3. 4.

5. NOTE: This portion of the meeting is reserved for persons wishing to address the City Council on any matter not on the agenda. Persons wishing to address the Council are requested, but not required to complete a Speaker’s Card. Speakers are limited to two (2) minutes. The law generally prohibits the Council from discussion or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Requests.

COUNCIL ANNOUNCEMENTS

CONSENT CALENDAR
NOTE: All matters listed under consent calendar are considered by the City Council to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a request is made by a member of City Council, City staff, or a member of the public. Any person wishing to speak on any item on the consent calendar should ask to have the item removed from the consent calendar prior to the time the Council votes to approve. If removed, the item will be discussed in the order in which it appears.

Minutes of City Council Executive Session Meeting of November 4, 2025

Recommended Action
Approve the executive session meeting minutes of November 4, 2025.

Minutes of City Council Regular Minutes of November 4, 2025. Page 7 Recommended Action
Approve the regular meeting minutes of November 4, 2025.

Approving the Bills and Claims Page 17
Recommended Action
Approve the bills and claims in the amount of $3,392,221.58.

Accept Donation of $5,000 from Gayle Bowen Nolasco for the Campbell Historical Museum & Ainsley House

Recommended Action
It is recommended that the City Council accept a donation of $5,000 from Gayle Bowen Nolasco to be deposited into the Museum Donation Account, with funds to be used at the Museum’s discretion for special projects, and to approve an associated budget adjustment to recognize the donation.

PUBLIC HEARINGS AND INTRODUCTIONS OF ORDINANCES

6. 7.

7.1 7.2

7.3 7.4

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NOTE: Members of the public may be allotted up to two (2) minutes to comment on any public hearing item.

Applicants/Appellants and their representatives may be allotted up to a total of five (5) minutes for opening statements and up to a total of three (3) minutes maximum for closing statements. Items requested/recommended for continuance are subject to Council’s consent at the meeting.

Public Hearing to consider recommendation of (1) an ordinance amending Chapter 21.24 (Inclusionary Housing Ordinance) and Chapter 21.14 (Overlay/Combining Districts) to facilitate housing development and clarify related regulatory requirements; and (2) an ordinance amending Chapter 21.20 (Density Bonuses and Other Housing Incentives) to implement Assembly Bill 1287 (2023) and establish a local density bonus incentive to encourage the production of small-scale "affordable by design" housing units in furtherance with the 2023–2031 Housing Element.

Resolutions/Ordinances/Roll Call Vote)

Recommended Action
That the City Council take the following actions: (1) Take first reading, introducing an Ordinance amending Chapter 21.24 (Inclusionary Housing Ordinance) and Chapter 21.14 (Overlay/Combining Districts) and (2) Take first reading, introducing an Ordinance amending Chapter 21.20 (Density Bonuses and Other Housing Incentives).

NEW BUSINESS
Updates to Campbell Administrative Policy 2.8 - Insurance Claims Procedures (Resolution Roll Call Vote)

Recommended Action
That the City Council approve a resolution to amend Campbell Administrative Policy

2.8 (Insurance Claims Procedures) Section 7.F.2 regarding claims settlement authority levels to account for inflationary factors, improve operational efficiency, and align to best practice within similar municipalities, the City’s self-insured retention limit (SIR), and recent changes to the City Manager’s agreement award threshold, Section 7.B regarding delegation of authority to deny claims, and several other sections to clarify and bring current language where necessary.

Modifications to City Council Policy Section 10 Page 73 Recommended Action
That the City Council review and approve the proposed revisions to City Council Policy Section 10, including the relocation of specific provisions to newly established

8.1 9.

9.1 9.2
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Sections 24 and 25, in order to enhance organization, improve clarity, and ensure greater policy consistency.

UNFINISHED BUSINESS

COUNCIL COMMITTEE REPORTS
Council Committee Reports Page 194
Recommended Action
That the City Council report on activities from their committee assignments.

ADJOURN
IMPORTANT NOTICE: Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available for public inspection with the agenda packet in the lobby of City Clerk’s Office, 70 N. First Street, Campbell, CA 95008, during normal business hours. These materials will also be available on the City website at https://pub-campbell.escribemeetings.com with the agenda packet following the last item of the agenda, subject to staff’s ability to post the documents prior to the meeting. All documents not posted prior to the meeting will be posted the next business day.

In compliance with the Americans with Disabilities Act, listening assistive devices are available for all meetings held in the City Council Chambers. If you require accommodation, please contact the City Clerk’s Office, (408) 866-2117, at least one week in advance of the meeting.

10. 11.

11.1 12.

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CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California

REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, November 04, 2025 06:00 PM
Doetsch Conference Room
This City Council meeting was duly noticed pursuant to open meeting requirements of the Ralph M. Brown Act (G.C. Section 54956).

This meeting was recorded and can be viewed in it's entirety at: https://pubcampbell.escribemeetings.com PRESENT:

Mayor Lopez
Vice Mayor Furtado
Councilmember Scozzola
Councilmember Bybee
Councilmember Hines
ABSENT:

None

1. CALL TO ORDER/ROLL CALL
The City Council of the City of Campbell convened this day in the special meeting place, the Doetsch Conference Room, 70 N. First Street, Campbell, California.

2. PUBLIC COMMENT
Sheri Wysocki appreciated this item being discussed.

3. MOVE INTO CLOSED EXECUTIVE SESSION
A. Personnel
B. Litigation - CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of California Government Code Section 54956.9: One case
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C. Real Property
D. Labor Negotiations – Pursuant to G.S. Section 54957.6: Conference with Labor 25Negotiator – Agency Negotiator: Brian Loventhal, City Manager. Employee Group:

Campbell Police Officers Association (CPOA)
The City Council met in Executive Session to discuss Items B and D on the agenda. Police Chief Berg and Assistant City Manager Gaeta were in attendance for Item D. City Manager Loventhal and City Attorney Seligmann were in attendance for both items B and D.

4. ADJOURN
Mayor Lopez adjourned the meeting at 6:50 p.m.

APPROVED: Sergio Lopez, Mayor
ATTEST: Andrea Sanders, City Clerk
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CITY COUNCIL MINUTES
City of Campbell, 70 N. First St., Campbell, California

REGULAR MEETING OF THE CAMPBELL CITY COUNCIL
Tuesday, November 04, 2025 07:00
PM City Hall Council Chamber - 70 N.

First Street
This City Council meeting was duly noticed pursuant to open meeting requirements of the Ralph M. Brown Act (G.C. Section 54956).

This meeting was recorded and can be viewed in it's entirety at: https://pubcampbell.escribemeetings.com PRESENT:

Mayor Lopez
Vice Mayor
Furtado
Councilmember
Bybee
Councilmember
Hines
ABSENT:

Councilmember Scozzola

1. CALL TO ORDER/ROLL CALL
The City Council of the City of Campbell convened this day in the regular meeting place, the City Hall Council Chamber, 70 N. First St., Campbell, California.

Roll call was taken and quorum was confirmed.

2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Yashnil Mohanty of Future Speakers Initiative.

Mayor Lopez presented a Certificate of Appreciation to Mr. Mohanty for leading the Pledge.

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3. SPECIAL PRESENTATIONS AND PROCLAMATIONS

3.1 Proclamation Recognizing the Future Speakers Initiative Recommended Action: That the mayor issue a proclamation in recognition of the Future Speakers Initiative.

Yashnil Mohanty thanked the City Council for the recognition and spoke of the Future Speakers Initiative providing speech and debate resources to middle school students.

The Council commented on the noteworthy program and thanked Mr.

Mohanty for his leadership.

Mayor Lopez presented a proclamation to Mr. Mohanty in recognition of the Future Speakers Initiative.

4. COMMUNICATIONS AND PETITIONS
There were no communications and petitions.

5. ORAL REQUESTS
Susan M. Landry, Campbell resident spoke in support of the recently approved Parks Master Plan. She thanked Recreation and Community Services Director Bissell for her leadership with this project.

6. COUNCIL ANNOUNCEMENTS
Join us tomorrow, October 22, at Water Tower Kitchen from 11:00a.m. – 9:00p.m. for a fundraiser supporting Campbell Recreation Youth Scholarships. Mention “Campbell Recreation” to your server, and a portion of your bill will help local kids in need.

Through December, 50% of proceeds from Water Tower Kitchen’s Beer of the Month fundraiser will also be donated to the scholarship program.

Enjoy a fun and safe Halloween in Downtown Campbell at the Creepy Crawly Trickor-Treating event this Sunday, October 26, from 4:30–6:00p.m. Downtown shops and boutiques will welcome little goblins with sweet treats — all are welcome to attend! The 2025 Statewide Special Election is next month! Election Day is Tuesday, November 4, but you can vote early in-person at the Campbell Community Center beginning Saturday, November 1, from 9:00a.m.– 5:00p.m.

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You may also vote by mail and drop off ballots at official drop boxes located at the Campbell Community Center or Campbell City Hall — City Hall’s drop box is open 24 hours. For details on early voting and ballot drop-off locations, please visit www.vote.santaclaracounty.gov.

This year, the Campbell Veterans Memorial Foundation will host an elegant champagne brunch instead of its annual gala on Saturday, November 8, from 10:00a.m. – 12:00p.m. Tickets are $60 per person. To register and learn more, please visit campbellveteransmemorial.org.

The City Clerk’s Office is accepting applications for the Parks and Recreation Commission through Friday, November 28. Interested residents may apply on the City’s website at campbellca.gov, or by contacting the Clerk’s Office at 408-866-2117 or via email at [email protected].

7. CONSENT CALENDAR
Mayor Lopez asked if anyone wished to remove an item off the Consent Calendar.

No items were removed from the Consent Calendar.

MOVER Furtado
SECONDER Bybee
M/S: Furtado/Bybee - That the City Council approve the Consent Calendar. The motion was adopted by roll call vote.

AYES (4): Lopez, Furtado, Bybee, and Hines
ABSENT (1): Scozzola
RESULT: ADOPTED [UNANIMOUS] (4 to 0)

7.1 Minutes of City Council Executive Session Meeting of October 21, 2025 Recommended Action: Approve the executive session meeting minutes of October 21, 2025.

This action approves the executive session meeting minutes of October 21, 2025.

7.2 Minutes of City Council Regular Minutes of October 21, 2025.

Recommended Action: Approve the regular meeting minutes of October 21, 2025.

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This action approves the regular meeting minutes of October 21, 2025. *7.3 Approving Bills and Claims
Recommended Action: Approve the bills and claims in the amount of $2,772,992.16.

This action approves the Bills and Claims in the amount of $2,772,992.16 as follows:
bills and claims checks dated October 6, 2025, in the amount of $2,255,960.51; payroll checks dates October 9, 2025, in the amount of $69,764.98; and bills and claims checks dated October 13, 2025, in the amount of $447,266.67.

7.4 Monthly Investment Transactions Report (September 2025) Recommended Action: That the City Council review and accept the Monthly Investment Transactions Report for September 2025.

This action reviews and accepts the Monthly Investment Transactions report for September 2025.

7.5 Investment Report - Quarter Ending September 2025
Recommended Action: That the City Council approve the Investment Report for the quarter ending September 2025 and the report be noted and filed This action approves the Investment Report for the quarter ending September 2025 to be noted and filed.

7.6 Monthly Treasurer’s Report (September 2025)
Recommend Action: That the City Council review and accept the Monthly Treasurer’s Report for the month ended September 30, 2025.

This action reviews and accepts the Monthly Treasurer's Report for the month ended September 30, 2025.

7.7 Second Reading of Ordinance 2336 Adopting the 2025 California Building and Fire Codes.

Recommend Action: It is recommended that the City Council take second reading for adoption of Ordinance 2336.

Ordinance 2336 adopts the 2025 California Building and Fire Codes - including the desk item.

8. PUBLIC HEARINGS AND INTRODUCTIONS OF ORDINANCES
There were no public hearings and introduction of ordinances.

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9. NEW BUSINESS

9.1 Resolution Approving and Awarding a Construction Contract with American Ramp Company, in an Amount of $370,057 to Provide Equipment and Installation Services for the Community Center Skate Park Renovation (Project No. 25-OO); and Authorization for the City Manager to Execute Said Contract as Specified in Campbell Municipal Code Section 3.20.100 (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution: 1) approving and awarding a construction contract with American Ramp Company, in an amount of $370,057 to provide equipment and installation services for the Community Center Skate Park Renovation (Project No. 25-OO), and allow the City to dispense with its formal bidding procedures as specified in Campbell Municipal Code (CMC) Section 3.20.030(6) for the procurement of these services through the City’s membership with Sourcewell (a Cooperative Purchasing Firm) and American Ramp Company’s (ARC) participation as a Sourcewell-certified vendor; and 2) authorizing the City Manager to execute said Construction Contract as specified in Campbell Municipal Code Section

3.20.100.

Recreation and Community Services Director Bissell presented a staff report dated November 4, 2025.

Following City Council questions, Mayor Lopez asked if anyone wished to speak. There was no one wishing to speak.

After discussion, Council motioned for approval.

MOVER Hines
SECONDER Lopez
M/S: Hines/Lopez - That the City Council adopt resolution 13343 approving and awarding a construction contract with American Ramp Company, in an amount of $370,057 to provide equipment and installation services for the Community Center Skate Park Renovation (Project No. 25-OO), and allow the City to dispense with its formal bidding procedures as specified in Campbell Municipal Code (CMC) Section

3.20.030(6) for the procurement of these services through the City’s membership with Sourcewell (a Cooperative Purchasing Firm) and American Ramp Company’s (ARC) participation as a Sourcewell-certified Item 7.2
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vendor; and authorizing the City Manager to execute said Construction Contract as specified in Campbell Municipal Code Section 3.20.100. The motion was adopted by roll call vote.

AYES (4): Lopez, Furtado, Bybee, and Hines
ABSENT (1): Scozzola
RESULT: ADOPTED [UNANIMOUS] (4 to 0)

9.2 Approval of Plans and Specifications, Authorization to Solicit Bids, Award and Approve Contract, and Other Associated Actions for the Campbell City Hall – ADA Counter Improvements (Project No. 24-VV) (Resolution/Roll Call Vote)
Recommended Action: That the City Council adopt a resolution 1) approving the plans and specifications for the Campbell City Hall – ADA Counter Improvements (Project No. 24-VV); 2) authorizing the solicitation of bids; 3) awarding and approving the subsequent construction contracts to the lowest, responsive bidder for Phase 1 in an amount not to exceed $480,000, plus a 10% contingency of $48,000 and Phase 2 in an amount not to exceed $270,000, plus 10% contingency of $27,000; 4) authorizing the City Manager to execute said contracts as specified in Campbell Municipal Code Section 3.20.100; 5) authorizing the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; and 6) authorizing the Public Works Director to reject bids and rebid the project, should bids received have unamenable irregularities.

Public Works Director Olay presented a staff report dated November 4, 2025.

Following City Council questions, Mayor Lopez asked if anyone wished to speak.

Susan M. Landry, Campbell resident, stated concerns with not being able to view renderings of the project and that the file linked in the staff report was too large to be able to download. Additionally, she suggested putting a project completion deadline in the Bid package.

Staff noted that the file is quite large and does take a while to download. Staff offered providing her hard copies of the renderings or an opportunity to view them at City Hall.

Seeing no one else wishing to speak, the City Council motioned for approval of the item.

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MOVER Hines
SECONDER Bybee
M/S: Hines/Bybee - That the City Council adopt resolution 13344 approving the plans and specifications for the Campbell City Hall – ADA Counter Improvements (Project No. 24-VV); authorizing the solicitation of bids; awarding and approving the subsequent construction contracts to the lowest, responsive bidder for Phase 1 in an amount not to exceed $480,000, plus a 10% contingency of $48,000 and Phase 2 in an amount not to exceed $270,000, plus 10% contingency of $27,000; authorizing the City Manager to execute said contracts as specified in Campbell Municipal Code Section 3.20.100; authorizing the City Engineer to negotiate and execute contract change orders up to and within the allocated construction contingency; and authorizing the Public Works Director to reject bids and rebid the project, should bids received have unamenable irregularities. The motion was adopted by roll call vote.

AYES (4): Lopez, Furtado, Bybee, and Hines
ABSENT (1): Scozzola
RESULT: ADOPTED [UNANIMOUS] (4 to 0)

9.3 2026 City Council Meeting Schedule
Recommended Action
That the City Council adopt a resolution approving the 2026 City Council meeting schedule.

City Clerk Sanders presented a staff report dated November 11, 2025.

Following City Council questions, Mayor Lopez asked if anyone from the public wished to speak. There were no public speakers.

The Council decided to schedule the second meeting in March to the 24th, to not conflict with the National League Congressional City Conference; cancel the July 21 meeting for summer recess; reschedule the August 4 meeting to Monday, August 3, to attend National Night Out events; reschedule the November 3 meeting to Monday, November 2 to not interfere with the municipal election; and cancel the January 5, 2027 meeting for winter recess.

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After discussion, the Council motioned for approval of the item.

MOVER Lopez
SECONDER Bybee
M/S: Lopez/Bybee - That the City Council adopt resolution 13345 approving the 2026 City Council meeting schedule. The motion was adopted by roll call vote.

AYES (4): Lopez, Furtado, Bybee, and Hines
ABSENT (1): Scozzola
RESULT: ADOPTED [UNANIMOUS] (4 to 0)

10. UNFINISHED BUSINESS
There was no unfinished business.

11. COUNCIL COMMITTEE REPORTS

11.1 Approve Appointments to the Civic Improvement Commission and the Historic Preservation Board
Recommended Action: That the City Council approve the recommendation of the Advisory Commissioner Appointment Interview Subcommittee regarding appointments to the Civic Improvement Commission for two full terms expiring August 2029, and the Historic Preservation Board for one full term expiring October 2029.

Advisory Commissioner Interview Subcommittee member Furtado, reported out on the Civic Improvement Commission and Historic Preservation Board interviews.

He thanked all for applying and recommended appointing John Richards and Khalil El-Khatib to the Civic Improvement Commission and Christine Snyder to the Historic Preservation Board.

Councilmember Bybee thanked outgoing commissioners Naylor and Yoshikawa for their dedicated service to the City of Campbell.

Mayor Lopez asked if anyone from the public wished to speak. There were no public speakers.

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Following discussion, the Council motioned for approval of the item.

MOVER Furtado
SECONDER Bybee
M/S: Furtado/Bybee - That the City Council approve the recommendation of the Advisory Commissioner Appointment Interview Subcommittee and appoint John Richards and Khalil El-Khatib to the Civic Improvement Commission each for a full term expiring August 2029, and appoint Christine Snyder to the Historic Preservation Board for one full term expiring October 2029. The motion was adopted by roll call vote.

AYES (4): Lopez, Furtado, Bybee, and Hines
ABSENT (1): Scozzola
RESULT: ADOPTED [UNANIMOUS] (4 to 0)

11.2 Council Committee Reports
That the City Council report on activities from their committee assignments.

Vice Mayor Furtado attended a Water Conference in Livermore; attended a memorial service for Barbara Conant with Councilmember Bybee also in attendance; and spoke of a study that showed 1 in 3 ages 12-17 of youths showing early signs of developing Type 2 diabetes, and encouraged students to have healthy diets and a good exercise program.

Councilmember Bybee attended the Santa Clara Library District JPA Board of Directors meeting and spoke of the Dolly Parton reading program Imagination Library.

Councilmember Hines attended a meeting of the Bristol Hotel Community Advisory Committee; attended a web course on Civic Building Review; attended the Finance Subcommittee meeting; toured the SCC Fire stations in Campbell; attended the Sam Licardo Town Hall meeting; HF&H Solid Waste Management Review meeting; received an Economic Development review from Economic Development Manager Donato-Weinstein; and gave a business shoutout to Khanh's Restaurant.

Mayor Lopez attended a Policy Summit and tour of the South Pond project in Mountain View; and the 70th anniversary celebration of the City of Cupertino at their Community Center.

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12. ADJOURN
Mayor Lopez adjourned the meeting at 8:02 p.m.

APPROVED: Sergio Lopez, Mayor
ATTEST: Andrea Sanders, City Clerk
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City Council Report
DATE: November 18, 2025
TITLE: Approving the Bills and Claims
RECOMMENDED ACTION:

Approve the bills and claims in the amount of $3,392,221.58.

DISCUSSION
The bills and claims that have been audited and approved by staff for payments made as noted below:

FISCAL IMPACT
Requested action does not require a budget adjustment. Adequate funding was available to cover all expenses as listed.

PREPARED BY:

Celia Cruz Deniz, Accounting Clerk II
Item 7.3
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Report Approval Details
Document Title: Report Approving Bills and Claims 11.18.25.docx Attachments: Bills & Claims 10.20.25.pdf
Payroll 10.23.25.pdf
Bills & Claims 10.27.25.pdf
Final Approval Date: November 10, 2025
This document and all of its attachments were approved and signed as outlined below:

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City Council Report
DATE: November 18, 2025
TITLE: Accept Donation of $5,000 from Gayle Bowen Nolasco for the Campbell Historical Museum & Ainsley House
RECOMMENDED ACTION:

It is recommended that the City Council accept a donation of $5,000 from Gayle Bowen Nolasco to be deposited into the Museum Donation Account, with funds to be used at the Museum’s discretion for special projects, and to approve an associated budget adjustment to recognize the donation.

BACKGROUND
Gayle Bowen Nolasco, a great-granddaughter of the Ainsley family, has a long and generous history of supporting the Campbell Museum and the Ainsley House through monetary and artifact donations. The Ainsley family holds a significant legacy in Campbell, most notably through the generous donation of the Ainsley House to the City.

Descendants of the Ainsley family have continued this tradition of support, helping to preserve and share Campbell’s rich history for future generations.

DISCUSSION
The Campbell Historical Museum and Ainsley House received a generous unrestricted donation from Gayle Bowen Nolasco. As the contribution does not carry any specific spending conditions, staff recommend that the funds be deposited into the Museum Donation Account. These funds will be allocated to support ongoing museum priorities.

Museum staff will assess current and upcoming needs to identify potential projects, materials, or resources that would most effectively support the continued development and public engagement efforts of the Campbell Historical Museum.

FISCAL IMPACT
There is no negative fiscal impact to the City. Additionally, the City will realize $5,000 in donation revenue, which will be accounted for in the accompanying budget adjustment.

Appropriation of the donated funds via a future budget adjustment or annual budget process will occur once an appropriate use of the funds has been identified.

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PREPARED BY: Kerry Perkins, Recreation Supervisor Item 7.4 Tuesday, November 18, 2025 20 of 196
Report Approval Details
Document Title: Donation For Historical Museum and Ainsley House.docx Attachments: RESOLUTION NO for $5K donation to Museum from Gayle Nolasco.docx
Budget Adjustment-6 (FY 2026) Museum Donation.pdf
Final Approval
Date:

November 10, 2025
This document and all of its attachments were approved and signed as outlined below:

Item 7.4
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RESOLUTION NO. ___________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL ACCEPTING A DONATION OF $5,000 FROM GAYLE NOLASCO FOR THE

SUPPORT OF THE CAMPBELL HISTORICAL MUSEUM AND AINSLEY HOUSE

AND APPROVING AN ASSOCIATED BUDGET ADJUSTMENT TO RECOGNIZE THE

DONATION REVENUE
WHEREAS, Gayle Nolasco has generously donated funds in support of the Campbell Historical Museum and Ainsley House; and
WHEREAS, the donation of $5,000 demonstrates Ms. Nolasco’s commitment to preserving and sharing Campbell’s rich history with the community; and WHEREAS, this contribution will be used to support ongoing exhibits, educational programs, and preservation efforts at the Campbell Historical Museum and Ainsley House; and
WHEREAS, the donation will increase the Museum’s revenue by $5,000, further assisting the Museum and Ainsley House in their mission to preserve and interpret Campbell’s historical legacy.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby accepts a donation of $5,000 from Gayle Nolasco for the support of the Campbell Historical Museum and Ainsley House and approves an associated budget adjustment to recognize the donation revenue.

PASSED AND ADOPTED this ____ day of __________, 2025 by the following roll call vote:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
APPROVED:
____________________________
Sergio Lopez, Mayor
ATTEST:
__________________________
Andrea Sanders, City Clerk
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City of Campbell
Request for Budget Adjustments
Department/Program Division Date Request No.

November 18, 2025 BA-6
Budget to be Reduced
Fund/Program Account Number Description Amount
Budget to be Increased
Fund/Program Account Number Description Amount

EXPENDITURES
101.528 4812 Donations - Historial Museum 5,000.00
REASON FOR REQUEST - BE SPECIFIC:

Finance Director Recreation and Community Svcs Director City Manager Recreation & Comm Services
Will Fuentes Natasha Bissell Brian Loventhal
528 - Historical Museum
The purpose of this request is to recognize $5,000 in donations received by the Campbell Historical Museum from Gayle Bowen Nolasco.

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City Council Report
DATE: November 18, 2025
TITLE: Public Hearing to consider recommendation of (1) an ordinance amending Chapter 21.24 (Inclusionary Housing Ordinance) and Chapter 21.14 (Overlay/Combining Districts) to facilitate housing development and clarify related regulatory requirements; and (2) an ordinance amending Chapter

21.20 (Density Bonuses and Other Housing Incentives) to implement Assembly Bill 1287 (2023) and establish a local density bonus incentive to encourage the production of small-scale "affordable by design" housing units in furtherance with the 2023–2031 Housing Element.

Resolutions/Ordinances/Roll Call Vote)
RECOMMENDED ACTION:

That the City Council take the following actions: (1) Take first reading, introducing an Ordinance amending Chapter 21.24 (Inclusionary Housing Ordinance) and Chapter 21.14 (Overlay/Combining Districts) and (2) Take first reading, introducing an Ordinance amending Chapter 21.20 (Density Bonuses and Other Housing Incentives).

BACKGROUND
On May 27, 2025, the Planning Commission held a study session to receive a report and provide feedback on potential new housing policies and programs that would support housing production and affordability in Campbell. The report provided an overview of the City’s Housing Element implementation and progress towards meeting the 6th Cycle (2023-2031) assigned Regional Housing Needs Allocation (RHNA).

Subsequently, on August 19, 2025, City Council held a study session to receive the same report identifying potential new housing policies and programs that the City may pursue to support housing and affordable housing development in the City.

As discussed with the Planning Commission and City Council, the City is not currently on track to approve and permit sufficient housing to meet the City’s assigned RHNA. It is anticipated that the City will produce approximately 690 units of its 2,977 RHNA by 2031, resulting in a shortfall of over 2,000 units. In addition, housing costs in Campbell have continued to remain high since the City’s adoption of its 6th Cycle Housing Element in April 2023. The August 19 Council report identified current challenges in the housing market related to external factors (interest rates, construction costs, availability of affordable housing funding) and identified new programs the City could pursue in light of these challenges.

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Following evaluation and discussion of several different housing programs and actions presented, Council directed staff to pursue implementation of the following actions:

1. Extend the entitlement period for 100% affordable housing projects from three to five years for qualifying projects under the City’s Affordable Housing Overlay Zone (AHOZ).

2. Waive the ground floor commercial space requirements for 100% affordable housing projects under the AHOZ (outside of Downtown).

3. Allow housing projects with 5-9 units to satisfy their inclusionary housing requirements through payment of in-lieu fees (where previously only fractional obligations 0.5 and under could be satisfied through an in-lieu fee).

4. Standardize Accessory Dwelling Unit (ADU) requirements.

In response to Council’s direction, staff has prepared draft amendments to three chapters of the Campbell Municipal Code:
 Chapter 21.14 – Overlay/Combining Districts
 Chapter 21.24 – Inclusionary Housing Ordinance
 Chapter 21.20 – Density Bonuses and Other Housing Incentives The proposed amendments address items 1-3 above, while item 4 (Standardize Accessory Dwelling Units) will be implemented separately.

In addition to implementing items 1-3, staff is also bringing forward for consideration proposed modifications to the City’s Density Bonus Ordinance that will implement Housing Element Program H1-m intended to provide incentives for the development of smaller “affordable by design” units in housing projects.

On October 28, 2025, the Planning Commission reviewed the proposed changes to Chapters 21.14, 21.124 and 21.20. The Planning Commission’s recommendations and staff feedback in response has been captured below each section.

DISCUSSION
The Draft Ordinances introduce changes to the Inclusionary Housing Ordinance and the Overlay/Combining Districts (reference Attachment 1, Exhibit 1) and the Density Bonus Ordinance (reference Attachment 1, Exhibit 2). The proposed amendments include the key changes noted below. The first three bullet points implement the direction given by Council on new housing policies from the August 19, 2025, meeting, while the fourth bullet point acts to implement program H1-m identified in the City’s Housing Element.

Chapter 21.14 (Overlay/Combining Districts)
The following amendments are proposed to implement items 1 & 2 as part of the City’s Affordable Housing Overlay Zone (AHOZ) program:
 Extension of Approval Period: Extend the approval period for qualifying affordable housing AHOZ projects from three to five years. This change provides affordable Item 8.1
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housing developers with additional time to secure financing and permits, given current market challenges.
 Ground Floor Commercial Space Exemption: Exempt 100% affordable housing projects (outside Downtown) from the requirement to provide ground floor commercial space. Affordable Housing developers have indicated that this requirement makes it challenging to secure financing for ground floor commercial space associated with 100% affordable housing projects. The exemption would help such projects qualify for park impact fee reductions of up to 50% and other incentives offered under the AHOZ. ➢ Planning Commission Feedback: On October 28, 2025, the Planning Commission considered the proposed changes to the Overlay/Combining Districts.

As part of the meeting, the Planning Commission asked about the logistics of keeping the three-year approval period term and requesting an extension at the end of the period. Staff noted that an extension is possible after three years, however, it would take time and there would be an expense to the developer to request the extension. The Planning Commission voted to recommend that the Council adopt the amendments to the Overlay/Combining Districts without modifications.

Chapter 21.24 (Inclusionary Housing Ordinance)
The proposed amendment to the Inclusionary Housing Ordinance will allow all 5–9-unit housing projects to pay an in-lieu fee to satisfy any whole or fractional unit obligation. This change would apply for a five-year interim period, ending June 30, 2030, prior to the start of the next Housing Element cycle.

This amendment is consistent with Housing Element Program H-1a, which encourages offering developers flexible compliance options to facilitate affordable housing production.

In addition, this modification aligns with continued developer feedback citing financial feasibility concerns for the development of smaller housing projects. The change is also expected to increase revenues for the City’s Inclusionary Housing Trust Fund during the interim five-year period.
➢ Planning Commission Feedback: On October 28, 2025, the Planning Commission considered the proposed changes to the Inclusionary Housing Ordinance. As part of the meeting, the Planning Commission asked about the amount of City funding necessary to put into an affordable housing project. Staff noted that it varies depending on the project’s capital stack, but approximately $1M would be necessary to make an impact in a project’s financing. The Planning Commission voted to recommend that the Council adopt the amendments to the Inclusionary Housing Ordinance without modifications.

Chapter 21.20 (Density Bonuses and Other Housing Incentives) The second ordinance establishes a new local density bonus program that incentivizes the construction of smaller, “affordable-by-design” housing units. Under the program, each qualifying “small-scale housing unit” provided within a housing development— defined as a studio or one-bedroom unit up to 625 square feet or a single-room occupancy unit up to 400 square feet—earns one additional bonus unit. To maintain housing Item 8.1
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diversity, the entire project would be subject to a project-wide average size cap of 1,250 square feet, consistent with Housing Element Program H-1d (i.e., the bonus units do not need to be small-scale).

The additional bonus units would also not be subject to the City’s 15% inclusionary housing requirement; however, the affordable inclusionary units would need to be distributed proportionally throughout the whole project, not just limited to the small units.

This approach offers a straightforward incentive that developers can utilize, and the City can consistently administer, as shown in the example below.

Potential Density Increase by Share of Small Units (100-unit project) Scenario 25% Small Units 50% Small Units 100% Small Units Base Units 100
(75 standard + 25 small)
100
(50 standard + 50 small)
100
(100 small)
Local Bonus Units 25 50 100
Total Units 125 150 200
% Increase Over Base +25% +50% +100%
The program directly implements Housing Element Program H-1m, which calls for increasing residential densities by recognizing smaller unit types as a way to expand lower-cost housing choices in Campbell. While Program H-1m contemplated a “half-unit” counting methodology for density purposes, staff is recommending that the city instead adopt a 1-to-1 density bonus unit structure. This approach avoids the complexities and unintended effects of fractional density calculations while achieving the same policy outcome of an overall increase in the number of smaller, more attainable housing units.

The eligibility criteria for housing projects to utilize this program are listed below:

Eligibility Criteria

1. Minimum density. The housing development has a minimum base density of 45 dwelling units per gross acre. ✓

2. Average unit size. The average unit size shall not exceed one thousand two hundred fifty (1,250) square feet. ✓

3. Affordability. Any units subject to Chapter 21.24 (Inclusionary Housing Ordinance) shall comply with all applicable requirements. ✓

4. Adherence to requirements. The housing development shall not use State Density Bonus Law, or any other State or Federal law, to relieve the project from any of the eligibility requirements.
✓
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In addition to introducing this local program, the ordinance updates Chapter 21.20 of the Campbell Municipal Code to align with recent changes to State law, specifically Assembly Bill 1287 (2023). AB 1287 authorizes a “stacked” or “double” density bonus for qualifying projects, and this ordinance ensures that the City’s zoning regulations incorporate that new authority.

The proposed local small-scale housing bonus program may be used in combination with the State Density Bonus Law (SDBL) but does not have to be. The table in Attachment 2 includes examples that show how the proposed program’s 1-to-1 bonus (one bonus unit granted for each small unit provided) could apply to a hypothetical one-acre property built at the minimum eligible density of 45 units per acre: (1) Base Density Only, (2) State SDBL Only, (3) Local Program Only, (4) Local + Standard SDBL, and (5) Local + SDBL + AB 1287. These examples illustrate how the programs can be combined to maximize housing production, but they may also be applied in more limited manner.

Together, the State updates and the local small-scale housing bonus strengthen the City’s toolkit for facilitating a wider range of housing opportunities consistent with the General Plan and adopted Housing Element.
➢ Planning Commission Feedback: On October 28, 2025, the Planning Commission considered the proposed changes to the Density Bonus Ordinance.

At the meeting, two housing developers stated that this change would help their housing projects be financially feasible. The Planning Commission voted to recommend that the Council adopt the amendments to the Density Bonus Ordinance without modifications.

ENVIRONMENTAL DETERMINATION
Staff recommends that the City Council accept the determination that these actions are exempt from the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21080.085, added by the SB 130 budget trailer bill as part of the State’s recent CEQA streamlining reforms. This section applies to zoning changes implementing the schedule of actions in the City’s adopted Housing Element under Government Code Section 65583(c). The actions are also exempt under CEQA Guidelines Section 15061(b)(3), as it can be seen with certainty that the ordinances will not result in a significant environmental effect because portions of the amendments implement existing State law.

FISCAL IMPACT
The changes to the Overlay/Combining Districts and Density Bonuses and Other Incentives are not anticipated to have a direct fiscal impact to the City. The amendment to the Inclusionary Housing Ordinance is expected to increase revenues to the City’s Inclusionary Housing Trust Fund by approximately $735,000 per year and $3.68 million total over a five-year period if approved. These estimates assume an average project size of 7 units, an average unit size of 1,750 square feet (12,250 total project area), a current in-lieu fee of $60 per square foot, and 1 project per year as detailed below:

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7 units x 1,750 square feet = 12,250 total square feet per project 12,250 square feet x $60 in-lieu fee = $735,000 inclusionary housing per project $735,000 per project x 5 years = $3.68 million in revenue over 5 years

ALTERNATIVES

1. Propose amendments to the Overlay/Combining Districts and Inclusionary Housing Ordinance, and/or the Density Bonus Ordinance policies or provisions as appropriate.

PREPARED BY: Eloiza Murillo-Garcia, Housing Program Manager Item 8.1
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Report Approval Details
Document
Title:

Report for Public Hearing to consider recommendation of ordinances amending Chapter 21.24 (Inclusionary Housing Ordinance), Chapter

21.14 (Overlay and Combining Districts) and Chapter 21.20 (Density Bonuses) .docx
Attachments: Draft Ordinance (Chapter 21.20).pdf
Draft Ordinance (Chapters 21.24, 21.14).pdf
Final Approval
Date:

November 12, 2025
This document and all of its attachments were approved and signed as outlined below:

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Ordinance No. _____

BEING AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AMENDING CHAPTER 21.20 (DENSITY BONUSES AND OTHER HOUSING

INCENTIVES) OF THE CAMPBELL MUNICIPAL CODE TO IMPLEMENT ASSEMBLY BILL 1287 (2023) AND ESTABLISH A LOCAL DENSITY BONUS

INCENTIVE TO ENCOURAGE THE PRODUCTION OF SMALL-SCALE HOUSING UNITS IN FURTHERANCE OF PROGRAM H-1M OF THE 2023–2031 HOUSING ELEMENT. FILE NO. PLN-2025-135
After notification and public hearing, as specified by law and after presentation by the Community Development Director, proponents and opponents, the hearing was closed.

After due consideration of all evidence presented, the City Council of the City of Campbell does ordain as follows:

SECTION 1. The City Council finds that this ordinance implements Housing Element Program H-1m by incentivizing smaller unit sizes to provide lower-cost housing choices, which specifies that studios and one-bedroom units up to 625 square feet and single-room occupancy units up to 400 square feet be counted as one-half unit for density purposes. This ordinance achieves the same effect by granting one additional unit for each qualifying small unit, thereby encouraging production of smaller, affordable-by-design housing types.

SECTION 2. The City Council further finds that this ordinance implements Housing Element Program H-1d by reinforcing the average maximum unit size policy. Program H-1d establishes a 1,250-square-foot average maximum for projects exceeding 45 dwelling units per acre, and this ordinance incorporates that standard by limiting the size of bonus units.

SECTION 3. The City Council further finds that Government Code Section 65915(n) authorizes local governments to adopt density bonus provisions that grant greater or proportionately lower density bonuses than those required by state law, and that this ordinance is adopted pursuant to that authority. Nothing in this ordinance is intended to reduce or otherwise constrain the rights afforded by Government Code Sections 65915 through 65918, and that the provisions herein are offered as additional, voluntary local incentives.

SECTION 4. The City Council further finds that this ordinance aligns Chapter 21.20 with recent amendments to state density bonus law enacted by Assembly Bill (AB) 1287 (2023), which authorizes an additional “stacked” density bonus for qualifying housing development projects.

SECTION 5. The City Council further finds and determines that this ordinance is statutorily exempt from the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21080.85, which applies to zoning changes implementing the schedule of actions in the City’s adopted Housing Element under Government Code Section 65583(c), and CEQA Guidelines Section 15061(b)(3), as it can be seen with certainty that the ordinance will not result in a significant environmental effect because it implements existing State law, AB 1287.

SECTION 6. The City Council further finds and determines that the proposed ordinance is consistent with the goals, policies, and actions of the General Plan; would not be detrimental to the public interest, health, safety, convenience, or general welfare of the city; and is internally consistent with other applicable provisions of the Zoning Code.

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Small-Scale Housing Unit Density Bonus Ordinance 2 of 5 SECTION 7. Section 21.20.020 (Definitions) of the Campbell Municipal Code is hereby amended to add the following definition between the terms "Affordable rent" and "Base units" to read as follows with underlining indicating new text:
"Affordable units" has the same meaning as "target units” in this Chapter.

SECTION 8. Section 21.20.020 (Definitions) of the Campbell Municipal Code is hereby amended to add the following definition between the terms "Percentage density bonus" and "Target Units" to read as follows with underlining indicating new text:
"Small-scale housing units" means studio and one-bedroom living units up to six hundred twenty-five (625) square feet of livable area, and single room occupancy (SRO) units up to four hundred (400) square feet of livable area. For the purposes of this definition, “livable area” shall have the same meaning as provided in Section

21.24.030 (Definitions), except that it shall refer to the interior livable area of each individual dwelling unit.

SECTION 9. Section 21.20.040.B.1.a. of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:
a. Summary table showing the maximum number of dwelling units permitted by the zoning and general plan (excluding any density bonus units), proposed affordable units by income level, proposed bonus percentage, number of density bonus units proposed, number of small-scale housing units (if applicable), total number of dwelling units proposed on the site, and resulting density in units per acre; SECTION 10. Section 21.20.050.A (Number of units) of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:

A. Number of units. In determining the total number of bonus units to be granted, each component of any density calculation, including base density and bonus density, resulting in fractional units shall be separately rounded up to the next whole number.

When calculating the number of affordable units needed for a given density bonus, any fractions of affordable dwelling units shall be rounded up to the next whole number. Density bonus provided under Government Code Section 65915 and any additional density bonus available under Government Code Section 65915(v) shall each be calculated with reference to the base units, independently of one another, and the resulting bonus amounts combined to determine the total number of allowable density bonus units. Any additional density bonus authorized by this Chapter shall be calculated separately and added to the State density bonus units.

The allowable density bonus is computed as follows:

Step 1. Calculate the percentage that the number of "target units" is of the total base units, rounding up to the next whole number;
Step 2. Using the percentage calculated in Step 2, identify the corresponding percentage density bonus from California Government Code sections 65915 through 65918;
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Small-Scale Housing Unit Density Bonus Ordinance 3 of 5 Step 3. Determine the number of allowable density bonus units by multiplying the percentage density bonus times the maximum allowable base units, and rounding up to the next whole number.

SECTION 11. Section 21.20.050.B of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:

B. Each housing development is entitled to only one density bonus, except as provided in Government Code Section 65915(v) or in this Chapter. If a housing development qualifies for a density bonus under more than one income category or additionally for the category of housing to be provided, the applicant shall select the category under which the density bonus is granted. Density bonuses from more than one category may not be combined.

SECTION 12. Section 21.20.050 (Calculation) of the Campbell Municipal Code is hereby amended to include a new subsection ‘F’ with underlining indicating new text:

F. The number of base units shall be rounded down to the next whole number in accordance with Section 21.02.020.D (Residential density) before adding the number of allowable bonus units. The resulting sum establishes the maximum number of housing units permitted for the housing development project.

SECTION 13. Section 21.20.060.B (Local incentives) of the Campbell Municipal Code is hereby amended to include a new subsection ‘3’ with underlining indicating new text:

3. Density bonus for providing small-scale housing units. In accordance with Housing Element Program H-1m and pursuant to Government Code Section 65915(n), housing development projects incorporating small-scale housing units shall receive a local density bonus, as specified herein, when meeting all the requirements of this section. a. Project Eligibility. Housing development projects seeking a density bonus for providing small-scale housing units shall satisfy all the following requirements:
i. Minimum density. The housing development project shall have a minimum base density of 45 dwelling units per gross acre.
ii. Average unit size. The average unit size of the housing development project shall not exceed one thousand two hundred fifty (1,250) square feet, consistent with Housing Element Program H-1d. The average unit size shall be calculated based on the livable area of all dwelling units, including bonus units.
iii. Affordability. The housing development project shall comply with all applicable requirements of Chapter 21.24 (Inclusionary Housing Ordinance), including distributing the below-market-rate (BMR) units proportionally throughout the entire housing development, inclusive of all density bonus units, consistent with Section 21.24.040.C (Location and distribution of affordable units), except that the density bonus units granted under this subsection shall not themselves be subject to the fifteen percent (15%) affordability requirement.

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Small-Scale Housing Unit Density Bonus Ordinance 4 of 5 iv. Adherence to requirements. The housing development shall not use State Density Bonus Law, or any other State or Federal law, to relieve the project from any of the requirements of this section.
b. Bonus units. For each one (1) new small-scale housing unit among the base units provided, one (1) density bonus unit shall be granted. The number of bonus units granted pursuant to this subsection shall not exceed the number of base units in the housing development project.
c. Combination. A density bonus granted under this subsection may be combined with the density bonus authorized by Government Code Section 65915(f), the additional stacked bonus authorized by Section 65915(v), and the density bonus authorized by Section 21.14.070 (Affordable Housing overlay/combining zoning district). Bonus units granted pursuant to this subsection shall not be counted as base units for purposes of State Density Bonus Law or for any other purpose. d. Maintenance. Small-scale housing units used to obtain bonus units shall remain configured as such for a minimum of fifty-five (55) years from issuance of certificate of occupancy. The applicant shall record a covenant, in a form approved by the City Attorney, prohibiting unit mergers or enlargements that would exceed the size limits of a small-scale housing unit, as defined by Section 21.20.020 (Definitions), during this period.
e. Non-waiver. Compliance with the eligibility, bonus, affordability, and unit-size requirements of this subsection is a condition of receiving the local density bonus.

No waiver of the provisions of this subsection shall be required pursuant to Government Code Section 65915, and no incentive or concession shall be granted for the purpose of modifying the requirements of this subsection.

SECTION 14. The local density bonus established by this ordinance may be exercised by an applicant for any housing development application that was accepted for filing, deemed complete, or the subject of a preliminary application pursuant to Government Code Section 65941.1 before the effective date of this ordinance. The Community Development Director may apply this bonus to an approved housing development application if the conditions of approval authorize administrative adjustments to unit counts consistent with this ordinance, provided no increase to the approved building envelope (height, stories, floor area, or building footprint) is required. Any change to the approved building envelope (height, stories, floor area, or building footprint) shall require an amendment to the approved housing development application by the original decision-making body.

SECTION 15. If any section, subsection, sentence, clause, or phrase of this ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of the ordinance.

The City Council hereby declares that it would have passed this ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.

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Small-Scale Housing Unit Density Bonus Ordinance 5 of 5 SECTION 16. This ordinance shall become effective thirty (30) days following its passage and adoption and shall be published, one time within fifteen (15) days upon passage and adoption in a newspaper of general circulation in the City of Campbell, County of Santa Clara.

PASSED AND ADOPTED this _____ day of ____________, 2025 by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:
________________________
Sergio Lopez, Mayor
ATTEST:
_______________________________
Andrea Sanders, City Clerk
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ORDINANCE NO.

BEING AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF CAMPBELL AMENDING CHAPTER 21.24 (INCLUSIONARY
HOUSING ORDINANCE) AND CHAPTER 21.14
(OVERLAY/COMBINING DISTRICTS) OF THE CAMPBELL

MUNICIPAL CODE TO FACILITY APPROVAL OF HOUSING

DEVELOPMENT PROJECTS AND TO CLARIFY RELATED
REGULATORY REQUIREMENTS. FILE NO. PLN-2025-135.

WHEREAS, after notification and public hearing, as specified by law and after presentation by the Community Development Director, proponents and opponents, the hearing was closed.

WHEREAS, the subject ordinance will amend Chapter 21.24 (Inclusionary Housing Ordinance) and Chapter 21.14 (Overlay/Combining Districts) of the Campbell Municipal Code and Chapter 21.14 (Overlay/Combining Districts) to facilitate approval of housing development projects and to clarify related regulatory requirements.

WHEREAS, housing prices and rents in the City of Campbell have increased at a significantly higher rate than general wages. The lack of affordable housing in Campbell forces many residents to pay a very high percentage of their income for housing or to commute considerable distances, adding to air pollution and traffic congestion in Campbell and throughout Santa Clara County. The lack of affordable housing has made it more difficult to recruit workers from out of the area, in general, especially workers in lower-paying jobs, potentially affecting the economic vitality of the Campbell. New housing developments do not, to any appreciable extent, provide housing affordable to lower income households. As a result, there is a severe shortage of lower income housing as evidenced by the following:
a. According to the 2023-2031 Final Regional Housing Needs Allocation (RHNA) Plan for the San Francisco Bay Area, prepared by the Association of Bay Area Governments (ABAG), over half (56%) of the City’s housing need is for very-low, low, and moderate-income households. b. According to the U.S. Census Bureau, American Community Survey 5-Year Data (2015-2019) 44.6% of renters, and 27.4% of homeowners, in Campbell are cost burdened, spending more than 30% of their income on housing.

WHEREAS, the proposed amendments to Chapter 21.24 (Inclusionary Housing Ordinance) of the Campbell Municipal Code include additional findings in Section

21.24.010 (Purpose and findings.) which are included herein by reference.

WHEREAS, the proposed amendments would be consistent with the 2040 General Plan and 2023-2031 Housing Element of the City of Campbell including, but not limited to, the following:

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2040 General Plan
Goal LU-3: Employ creative approaches to providing a range of affordable housing options in Campbell while protecting the character of established neighborhoods.

LU-3.a: Implement the programs in the Housing Element in order to achieve the city’s housing goals.
2023-2031 Housing Element
Program H-1a: Inclusionary Housing Ordinance Implementation:

Amend the Inclusionary Housing Ordinance to offer developers a menu of options for achieving affordability, adjusting the percentage of units required to be affordable depending on the degree of affordability achieved (i.e., moderate-, low-, very low-, and extremely low income).

These amendments could also include:
• Initiating a nexus study to reevaluate increasing the affordable housing in-lieu fee.
• Updating the inclusionary ordinance to require for-sale projects to provide the same allocation of units available to lower-income and very low-income units that is required for rental projects.” • Modifying the In-Lieu Fee threshold to apply only to
developments of 5-9 units. Housing developments of 10 or more units would not be allowed to substitute affordable units with inlieu fees.

WHEREAS, the legislature of the State of California has, in Government Code Sections 65302, 65560 and 65800, conferred upon local governments the authority to adopt regulations designed to promote the public health, safety and general welfare of its citizenry.

WHEREAS, the review and adoption of the proposed amendments is done in compliance with California Government Code Sections 65853 through 65857, which require a duly noticed public hearing of the Planning Commission whereby the Planning Commission shall provide its written recommendation to the City Council for its consideration.

WHEREAS, adoption of the proposed Ordinance is considered a "project" under Section 15378(a)(1) of the California Environmental Quality Act (CEQA).

WHEREAS, the proposed Ordinance may be found exempt from environmental review under Section 15061(b)(3) of the California Environmental Quality Act (CEQA) in that there is no possibility that the proposed changes to the City’s Municipal Code may have a significant effect on the environment.

WHEREAS, the legislature of the State of California has, in Government Code Sections 65302, 65560 and 65800, conferred upon local governments the authority to adopt regulations designed to promote the public health, safety and general welfare of its citizenry.

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WHEREAS, the proposed amendments will not be detrimental to the public interest, health, safety, convenience, or general welfare of the city.

WHEREAS, the proposed amendments are internally consistent with other applicable provisions of the Campbell Municipal Code and Zoning Code.

WHEREAS, in consideration of the adoption of the subject Ordinance, the City Council provided due consideration of all evidence presented and provided in the entire administrative record.

THEREFORE, the City Council of the City of Campbell does ordain as follows:

Section 1. Chapter 21.24 (Inclusionary Housing Ordinance) of the Campbell Municipal Code is hereby amended to read as set forth in Exhibit A with underlining (underlining) indicating new text and strikeouts (strikeouts) indicating deleted text.

Section 2. Section 21.14.070.C.4. (Mixed-use development.) of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:

4. Mixed-use development. Where the City's adopted Form-Based Zone Map designates a "Tier 1" ground-floor non-residential requirement, the project must adhere to all corresponding regulations outlined in the adopted Multi-Family Development and Design Standards, established in accordance with Campbell Municipal Code section 21.07.030 (Multi-Family Development and Design Standards Document and Form-Based Zone Map adopted). This eligibility standard shall not apply to housing development projects that meet the criteria of Government Code Section 65915(b)(1)(G) and are located outside of the “Downtown Development Plan” boundary depicted on General Plan Figure LU-2 (Special Planning Areas); and
Section 3. Section 21.14.070.D.1. (Increased density bonus.) of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:

1. Increased density bonus. The following density bonuses shall be offered to projects which provide a greater percentage of very-low, low-, or moderate-income housing units, by category, than otherwise required by State Density Bonus Law but less than required to qualify for an additional density bonus under state law. In no case shall the combination of the density granted under this Section and any other law result in a total density bonus that is greater than seventy percent, except for bonus unit granted for providing small-scale housing units in accordance with Campbell Municipal Code Section 21.20.060.B.3. (Density bonus for providing small-scale housing units). Further, density bonuses provided for by this Section may not be combined across income categories and shall be calculated consistent with Campbell Municipal Code Section 21.20.050.A (Number of units) excepting that for Step 2 - the corresponding percentage density bonus shall be calculated based on the values indicated in the tables below.

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Section 4. Section 21.14.070.D.3. (Extended permit approval.) of the Campbell Municipal Code is hereby amended to read as follows with underlining indicating new text and strikeouts (strikeout) indicating deleted text:

3. Extended permit approval. Projects qualifying for an increased density bonus of any amount, in accordance with CMC Section 21.14.070.D.1., shall be granted a threefive-year permit approval for the first approval of all land use entitlements permits. The permit approval period of post-entitlement permits, such as building permits, and/or land use entitlements granting subsequent extensions of approval, and/or modifications to the first land use approval, shall not be extended as an incentive of this Section.

Section 5. If any section, sentence, clause, phrase, word, or other provision of this Ordinance is for any reason held to be unconstitutional or otherwise invalid, such holding shall not affect the validity of the remaining sections, sentences, clauses, phrases, words or other provisions of this Ordinance, or the validity of this Ordinance, shall stand notwithstanding the invalidity of any section, sentence, clause, phrase, word or other provision.

Section 6. The proposed Ordinance is exempt under Section 15061(b)(3) of the California Environmental Quality Act (CEQA) as there is no possibility that the proposed changes to the City’s Municipal Code may have a significant effect on the environment.

Section 7. The City Council further finds and determines that the proposed Ordinance is consistent with the goals, policies, and actions of the 2040 General Plan and the 2023- 2031 Housing Element.

Section 8. That this Ordinance shall become effective thirty (30) days following its passage and adoption and shall be published, or summary thereof, one time within fifteen (15) days upon passage and adoption in the Metro Silicon Valley, a newspaper of general circulation for the City of Campbell, County of Santa Clara.

PASSED AND ADOPTED this _______ day of ________________, 2025, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

APPROVED:

Sergio Lopez, Mayor
ATTEST:

Andrea Sanders, City Clerk
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Exhibit A

Chapter 21.24 INCLUSIONARY HOUSING ORDINANCE1

21.24.010 Purpose and findings.

A. The purpose of this Chapter is to enhance the public welfare by establishing policies which facilitate the availability of housing affordable to a broad range of households with varying income levels within the City of Campbell, meet the City's regional share of housing needs, and implement the goals and objectives of the General Plan and Housing Element.

B. The City Council desires to encourage the development of inclusionary units to be located upon the same site as market rate residential development to provide for integration of lower income households with households in market rate neighborhoods and to disperse Inclusionary Units throughout the City where new residential development occurs.

C. The City's Housing Element recognizes that affordable housing is a critical component to the City's economic and social health. Establishing policies which facilitate the availability of housing affordable to a broad range of households with varying income levels within the City of Campbell is consistent with and will implement the City's Housing goals, policies, and programs for Affordable Housing which include, but are not limited to, the following:

1. Goal 1: Improve Housing Affordability in Campbell - Encourage the Production of Affordable Housing; and

2. Program H-1a (Inclusionary Housing Ordinance Implementation).

D. Providing affordable housing for new employees in lower income jobs locally (rather than leaving those employees to obtain housing in lower cost areas far from Campbell employment centers and transit corridors) helps minimize housing's contribution to greenhouse gas emissions and locating housing to reduce vehicle miles traveled and auto dependency. If the increased demand for affordable housing is not addressed within Campbell it will cause such housing to be built elsewhere, in areas with lower land values that are far from city employment centers and transit corridors, and the resulting commuting will cause increased traffic and transit demands and consequent noise and air pollution.

E. If the increased demand for affordable housing is not addressed within Campbell it may also impact economic growth in that businesses within the city may find it more difficult to attract and retain the variety of workers that they need. 1Ord. No. 2318, § 1(Exh. A), adopted Sep. 3, 2024, repealed the former Ch. 21.24, §§ 21.24.010—21.24.100, and enacted a new Ch. 21.24 as set out herein. The former Ch. 21.24 pertained to similar subject matter and derived from Ord. 2074, Att. 3 (part), adopted 2006; Ord. No. 2206, § 14, adopted Aug. 2, 2016; Ord. No. 2252, § 20, adopted Nov. 19, 2019; Ord. No. 2293, § 1(Exh. B), adopted May 2, 2023.

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F. Establishing policies which facilitate the availability of housing affordable to a broad range of households with varying income levels also implements policies of the State of California to: (1) provide sufficient capacity for new housing affordable at all income levels necessary to accommodate the State's future economic growth; and (2) by providing housing for lower income workers, long commutes from less expensive housing markets can be avoided and thus contribute to the implementing the Global Warming Solutions Act of 2006 and the Sustainable Communities and Climate Protection Act of 2008.

G. State housing policy requires the City to assist in the development of adequate housing to meet the needs of lower income households. There is a significant shortage of housing affordable to lower income households, which will only increase as the finite number of residentially zoned parcels within the city are purchased and developed for market rate residential developments. This loss of residential land available for affordable housing is another impact of market rate residential development.

H. The requirements of this Chapter are based on a number of factors including, but not limited to, the City's long-standing commitment to economic diversity; the serious need for affordable housing as reflected in local and State housing laws, regulations, and policies; the demand for affordable housing created by the development of market rate housing; and the impact that the lack of affordable housing production has on the health, safety, and welfare of the City's residents including its impacts on traffic, transit and related air quality impacts, and the demands placed on the regional transportation infrastructure. Establishing policies which facilitate the availability of housing affordable to a broad range of households with varying income levels that are reasonably related to the burdens created by new market-rate development on the City's need for affordable housing will contribute to addressing impacts and fulfilling goals of the City and State of California.

I. The City also desires to provide the residential development community with alternatives to construction of the inclusionary units on the same site as the market rate residential development. Therefore, Section 21.24.070 (Alternatives) includes a menu of options from which an applicant may elect, in lieu of building affordable units within a residential project. Nothing in this Chapter shall deem or be used to deem the compliance options in Section 21.24.070 (Alternatives), including, but not limited to, the in lieu housing fee authorized pursuant to Section 21.24.70.C., as an ad hoc exaction, as a mandated fee required as a condition to developing property, or as a fee subject to the analysis in Building Industry Association of Central California v. City of Patterson (5th Dist. 2009) 171 Cal. App. 4th 886.

J. The City has prepared a Nexus Study which shows that there is a reasonable relationship between the purpose for which the in-lieu housing fees established by this Chapter are to be used and the type of development projects on which the fees are imposed, and between the need for affordable housing and market-rate development and between the amount of the fees and the cost of the affordable housing units or portion of the units attributable to the development on which the fees are imposed. The Nexus Study complies with the requirements of California Item 8.1
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Government Code section 66001(A)(4) by establishing the reasonable relationship between the need for affordable housing and the development of market-rate housing.

K. It is the intent of the City that the in-lieu housing fee established by this Chapter shall be supplementary to any conditions imposed upon a market-rate housing project pursuant to other provisions of the Municipal Code, the Subdivision Map Act, the California Environmental Quality Act, and other State and local laws, which may authorize the imposition of project specific conditions on development.

L. High housing costs relative to income can contribute to overcrowding which has been found to contribute to impacts to public health, safety, and welfare according to the U.S. Department of Housing and Urban Development's 2007 report on "Measuring Overcrowding in Housing" and the Center for Disease Control's 2020 publication on "Health Effects of Housing.

M. The requirements of this Chapter are adopted pursuant to the City's police power authority to protect the public health, safety, and welfare. The requirements of this section are consistent with Housing Element goals related to protecting the public welfare by fostering an adequate supply of housing for persons at all economic levels and maintaining both economic diversity and geographically dispersed affordable housing.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.020 Applicability.

This chapter shall not apply to rental projects or for-sale projects that are developed in accordance with, and subject to, a recorded governmental agency deed restriction or regulatory agreement that imposes affordable rent, occupancy, and eligibility restrictions or affordable ownership cost and sale price restrictions with associated eligibility and occupancy restrictions on all residential units in the development, except for manager's units. Such deed restriction or regulatory agreement must be recorded against the property, be binding on successors in interest for at least the same duration as required by this chapter, and be executed by the property owner and any of the following entities or agencies: the City of Campbell, the County of Santa Clara, the California Tax Credit Allocation Committee, the issuer of tax-exempt bonds used to finance the residential development, the California Department of Housing and Community Development or any other State of California agency, and the U.S. Department of Housing and Urban Development or any other federal agency.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.030 Definitions.

As used in this chapter, the following terms shall have the meanings set forth below:

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"Appliances" means refrigerators, stovetops, ranges, microwaves, air conditioners, furnaces, heat pumps, electric vehicle chargers, whole house fans, and battery storage systems.
"Affordable ownership cost" means average monthly housing costs during the first calendar year of a household's occupancy, as determined by the city, including mortgage payments, loan insurance fees, if any, property taxes, reasonable allowances for utilities and property maintenance and repairs, homeowners insurance and homeowners association dues, if any, that is affordable to a low- or moderate-income household, or at even lower levels of affordability, adjusted for household size. "Affordable rent" means monthly rent, including utilities and all fees for housing services, which do not exceed thirty percent of the gross monthly income adjusted for household size.
"Affordable unit(s)" means one or more living units which are required under this chapter to be rented at affordable rents or available at an affordable housing cost to specified households.
"Applicant" means a person or entity who applies for a residential project and, if the applicant does not own the property on which the residential project is proposed, also means the owner or owners of the property.
"Area median income" means area median income for Santa Clara County as published pursuant to California Code of Regulations, Title 25, Section 6932 (or its successor provision).
"Construction cost index" means the California Construction Cost Index (CCCI) published by the California Department of General Services, Real Estate Service Division. If that index ceases to exist, the community development director shall substitute another construction cost index which in his or her judgment is as nearly equivalent to the original index as possible.
"Common ownership" means real property owned or controlled by the same person, persons, or entity, or by separate entities in which any shareholder, partner, member, or family member of an investor of the entity owns ten percent (10%) or more of the interest in the real property."
"Development project" means any project undertaken for the purpose of development. "Development project" includes a project involving the issuance of a permit for construction or reconstruction but not a permit to operate. "Development project" does not include any ministerial projects proposed to be carried out or approved by public agencies.
"Eligible household" means a household whose household income does not exceed the maximum specified in Section 21.24.040 (General requirements.) of this chapter for a given affordable unit.
“Evidence of common ownership” includes, but is not limited to, a contract, covenant, easement, lease, license, or similar document that either:
(a) vests majority control over the management, use, development, or transfer of an interest in one or more contiguous lots in Common Ownership that have majority control Item 8.1
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over the management, use, development, or transfer of an interest in another contiguous lot; or
(b) aligns the management, use, development, or transfer of an interest in one or more contiguous lots with the management, use, development, or transfer of an interest in another contiguous lot all in Common Ownership, or makes the management, use, development, or transfer of an interest in one or more contiguous lots dependent on the management, use, development, or transfer of an interest in another contiguous lot all in Common Ownership.

Exception: Notwithstanding the foregoing, lots shall not be deemed to be in common ownership where the property owner(s) submit a sworn affidavit, in a form acceptable to and approved by the City Attorney, demonstrating to the City’s satisfaction that the lots are not subject to common ownership or control as otherwise defined by this section.
"Extremely low-income household" means a household whose household income does not exceed thirty percent of the area median income in Santa Clara County, as published and periodically updated by the State Department of Housing and Community Development pursuant to Section 50105 of the California Health and Safety Code. "Fee Satisfied Affordable Unit Obligation" means any affordable housing unit obligation to be satisfied by payment of an in-lieu housing fee in accordance with Campbell Municipal Code section 21.24.070.C. (In-Lieu Fee). "First approval" means the first of the following approvals to occur with respect to a residential project: building permit, tentative parcel map, tentative subdivision map, conditional use permit, site and architectural review permit, or other discretionary city land use approval.
"For-sale project" means a residential project, or portion thereof, which is intended to be sold to owner-occupants upon completion.
"Household income" means the combined adjusted gross income for all adult persons living in a living unit as calculated for the purpose of the Section 8 Program under the United States Housing Act of 1937, as amended, or its successor. "Initial Affordable Unit Obligation " means the total calculated affordable housing unit obligation of a residential project as required by Section 21.24.040 (General requirements.) before application of the requirement to construct the next higher whole number of affordable units.
"Inclusionary housing agreement" means an agreement between the city and an applicant, governing how the applicant shall comply with this chapter. "Livable area" means the total square footage of the interior of all dwelling units within a residential development that a tenant can occupy and use as measured from the interior face of the exterior walls. This area specifically includes all living spaces, kitchens and bathrooms, and usable closet and storage spaces within a dwelling unit.

This definition specifically excludes common areas such as hallways, elevators, stairwells, mailrooms, multi-use rooms, indoor pool rooms, mechanical rooms, lobbies, Item 8.1
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parking areas, and areas shared with a non-residential use in a mixed-use development.
"Living unit" means one or more rooms designed, occupied, or intended for occupancy as separate living quarters, with cooking, sleeping, and bathroom facilities.

For the purposes of this Chapter, Accessory Dwelling Units (ADUs) and Junior Accessory Dwelling Units (JADUs) shall not count as living units. "Lower-income" means a household whose household income is less than eighty percent of the area median income in Santa Clara County, as published and periodically updated by the California Department of Housing and Community Development. "Low-income household" means a household whose household income is greater than fifty percent and does not exceed eighty percent of the area median income in Santa Clara County, as published and periodically updated by the California Department of Housing and Community Development pursuant to Section 50079.5 of the California Health and Safety Code.
"Manager's unit" means a housing unit within a rental housing development that is designated for occupancy by a property manager or on-site staff responsible for the management and maintenance of the property.
"Market rate unit" means a housing unit or the legal lot for such unit offered on the open market at the prevailing market rate for purchase or rental. "Ministerial project" means a project for which the governmental agency's action involves only the application of fixed, objective standards or criteria, without personal judgement or discretion. Ministerial projects do not require discretionary approval by a public agency.
"Moderate-income household" means a household whose household income is greater than eighty percent and does not exceed one hundred twenty percent of the area median income in Santa Clara County, as published and periodically updated by the California Department of Housing and Community Development pursuant to Section 50093 of the California Health and Safety Code.
"Nexus Study" means the fee study entitled: "Affordable Housing Nexus Study" prepared by BAE Urban Economics, dated July 15, 2024, approved by the City Council on August 20, 2024, and on file with the City Clerk.
"Rental project" means a residential project, or portion thereof, which is intended to be rented to tenants upon completion.
"Residential project" has two distinct meanings depending on the date of application submittal as follows:

1. For a residential project submitted less than one-year after the effective date of this Chapter, "Residential project" means, any parcel map, subdivision map, conditional use permit, site and architectural review permit, building permit, or other city approval, which authorizes ten or more living units or residential lots, or living units and residential lots with ten or more in combination., exclusive of any proposed accessory dwelling units. In order to prevent evasion of the provisions of this chapter, contemporaneous construction of ten or more living units on a lot, or on contiguous lots for which there is Item 8.1
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evidence of common ownership or control, even though not covered by the same city land use approval, shall also be considered a residential project. Construction shall be considered contemporaneous for all units which do not have completed final inspections for occupancy and which have outstanding, at any one time, any one or more of the following: parcel map, subdivision map, or other discretionary city land use approvals, or building permits, or applications for such an approval or permits.

2. For a residential project submitted one-year or more after of the effective date of this Chapter, "Residential project" means, any parcel map, subdivision map, conditional use permit, site and architectural review permit, building permit, or other city approval, which authorizes five or more living units or residential lots, or living units and residential lots with five or more in combination, exclusive of any proposed accessory dwelling units. In order to prevent evasion of the provisions of this chapter, contemporaneous construction of five or more living units on a lot, or on contiguous lots for which there is evidence of common ownership or control, even though not covered by the same city land use approval, shall also be considered a residential project. Construction shall be considered contemporaneous for all units which do not have completed final inspections for occupancy and which have outstanding, at any one time, any one or more of the following: parcel map, subdivision map, or other discretionary city land use approvals, or building permits, or applications for such an approval or permits.

3. "Very low-income household" means a household whose household income is greater than thirty percent and does not exceed fifty percent of the area median income in Santa Clara County, as published and periodically updated by the State Department of Housing and Community Development pursuant to Section 50105 of the California Health and Safety Code.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.040 General requirements.

A. Percentage requirement. At least fifteen percent of all living units, excluding any density bonus units and accessory dwelling units, in a residential project shall be made available at affordable rents or affordable ownership cost as prescribed in this section and shall be approved and completed not later than the times prescribed in Section 21.24.050 (Time performance.), unless an alternative mode of compliance is approved as set forth in Section 21.24.070 (Alternatives.), of this chapter. When the percentage requirement results in a fraction of units, the owner of the property shall round fractional units as follows:

1. For a residential project submitted less than one year after the effective date of this Chapter, the property owner shall construct the next higher whole number of affordable units where the fraction is 0.5 or greater and shall construct the next lower whole number of affordable units where the fraction of units is less than 0.5.

2. For a residential project submitted one year or more after the effective date of this Chapter, for any fractions of units in residential projects the owner of the property shall construct the next higher whole number of affordable units.

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B. Provision of affordable units. Where affordable and market rate units are provided in a residential project, the affordable units, irrespective of income level, shall be indistinguishable, in terms of building materials, architectural features, lighting fixtures, type and number of appliances, and landscaping areas from other residential units in the residential project. Further, affordable units, irrespective of income level, shall have the same access to parking facilities, project amenities, and recreational areas as other residential units in the residential project.

C. Location and distribution of affordable units. Where affordable and market rate units are provided in a residential project, the affordable units shall be distributed proportionally to the total units in the residential project, inclusive of any density bonus units, in terms of their assignment to rental and ownership units, and their placement in buildings, floors, and model types (accounting for floor plans, bedroom count, and unit sizes) where different buildings, floors, or model types are present in the residential project.

D. For-sale projects. Affordable units which are constructed in for-sale projects for owner-occupancy shall be sold at affordable ownership cost to low-income households and moderate-income households. Of these affordable units in for-sale projects, forty percent of the required fifteen percent, or six percent of the total units in the residential project, shall be offered at affordable ownership costs exclusively to low-income households, provided that where this requirement for low-income units would result in a fraction of a low-income unit, the number of low-income units shall be rounded up and the number of moderate-income units which need not be low- income units shall be rounded down. For determining compliance with the affordability requirements of this section, units provided at even lower income levels than those specified shall be found to satisfy the requirement. The sale price of units shall be based on the methodology established by, and on file with, the Community Development Department consistent with the requirements of this Chapter.

E. Rental projects. The affordable units which are constructed in rental projects shall be offered for rent at affordable rents to low-income households and very lowincome households. Of these affordable units in rental projects, forty percent of the required fifteen percent, or six percent of the total units in the residential project, shall be offered at affordable rents exclusively to very low- income households, provided that where this requirement for very low-income units would result in a fraction of a very low-income unit, the number of very low-income units shall be rounded up and the number of low-income units which need not be very lowincome units shall be rounded down. For determining compliance with the affordability requirements of this section, units provided at even lower income levels than those specified shall be found to satisfy the requirement. The rental rates of units shall be based on the methodology established by, and on file with, the Community Development Department consistent with the requirements of this Chapter.

F. Priority for rental or purchase of units. Preference in the rental or purchase of affordable units shall be given, first to income eligible lower income households of protected units displaced by demolition for any required replacement units as Item 8.1
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provided for by Section 66300.6 of the California Government Code, second (for up to ten percent of all affordable units subject to this chapter) to income eligible employees of the City of Campbell, third to income eligible existing Campbell residents, and fourth to income eligible persons employed within the city limits of the City of Campbell.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.050 Time performance.

A. Application requirements. An application for first approval of a residential project will not be deemed complete until the applicant has submitted plans and proposals which demonstrate the manner in which the applicant proposes to meet the requirements of this chapter, including any plans for the construction of on-site units pursuant to Section 21.24.040 (General requirements.) of this chapter or the applicant's selection of an alternative mode of compliance pursuant to Section

21.24.070 (Alternatives.) of this chapter.

B. Conditions. Conditions to carry out the purposes of this chapter shall be imposed on the first approval for a residential project. Additional conditions may be imposed on later city approvals or actions, including without limitation tentative parcel maps, tentative subdivision maps, conditional use permits, housing development permits, site and architectural review permits, or building permits. The conditions of approval included with the first approval of the residential project shall further provide that prior to the recordation of the parcel map or final map in the case of subdivisions and or prior to the issuance of building permits in the case of all other land use permits to which this chapter applies, the applicant shall enter into an inclusionary housing agreement acceptable to the community development director that contains specific requirements implementing the condition of approval including, but not limited to, as applicable, the number of affordable units, the level(s) of affordability, location and type of affordable units, timing of construction of affordable units in relation to the construction of the market rate units contained in the development, preferences given in selecting occupants, and amount of the inlieu fee, if any. The inclusionary housing agreement may be amended by the parties, provided the amendment is consistent with the condition of approval imposed as part of the first approval and the then-existing city approvals. If such proposed amendment is minor or technical in nature, the community development director shall have authority to approve or disapprove the amendment on behalf of the city. If such proposed amendment makes a substantive or material change to the inclusionary housing agreement, such amendment shall be effective only if, following notice and hearing and such other procedures as may be required by law, approved by the city agency that gave the first approval on the project.

C. No building permit shall be issued for any market rate unit until the applicant has obtained permits for affordable units sufficient to meet the requirements of Section

21.24.040 (General requirements.) of this chapter, or received approval of an alternative requirement of Section 21.24.070 (Alternatives.) of this chapter. No final inspection for occupancy for any market rate unit shall be completed until the Item 8.1
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applicant has constructed the affordable units required by Section 21.24.040 (General requirements.) of this chapter, or completed corresponding alternative performance under Section 21.24.070 (Alternatives.) of this chapter. The time requirements set forth in this subsection for issuance of building permits for market rate units and for final inspections for occupancy for market rate units may be modified to accommodate phasing schedules, model variations, or other factors in a residential project, if the city determines this will provide greater public benefit and an inclusionary housing agreement acceptable to the community development director or the Community Development Director's designee pursuant to subsection B of this section so provides.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.060 Continued affordability and city review of occupancy.

A. Term of affordability—For-sale projects. A resale restriction, covenant, deed of trust and/or other documents acceptable to the community development director or the director's designee, shall be recorded against each affordable owner-occupied unit.

These documents shall, in the case of affordable units which are initially sold, be for a term of forty-five years and shall be renewed at the change of each title for a period of forty-five years for a residential project submitted less than one- year from the effective date of this Chapter. For a residential project submitted one year or more after the effective date of this Chapter, the term shall be fifty-five years and shall be renewed at the change of each title for a period of fifty-five years. The resale restriction, or other documents authorized by this subsection, and any change in the form of any such documents which materially alters any policy in the documents, shall be approved by the community development director or his or her designee prior to being executed with respect to any residential project.

B. Term of affordability—Rental projects. A regulatory agreement, covenant, deed of trust, and/or other documents acceptable to the Community Development Director or the Director's designee, shall be recorded against each unit/complex for residential projects containing affordable rental units. These documents shall, in the case of affordable units which are rented, be for a term of fifty-five years and shall be renewed at the change of each title for a period of fifty-five years. The regulatory agreement and other documents authorized by this subsection, shall run with the property and not be affected by the sale of the property or units in the project. The regulatory agreement and other documents authorized by this subsection, and any change in the form of any such document which materially alters any policy in the document, shall be approved by the Community Development Director or his or her designee prior to being executed with respect to any residential project.

C. Eligibility requirements. No household shall be permitted to begin occupancy of an affordable unit unless the city or its designee has approved the household's eligibility. If the city or its designee maintains a list of, or otherwise identifies, eligible households, initial and subsequent occupants of affordable units shall be selected first from the list of identified households, to the maximum extent possible, in Item 8.1
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accordance with rules approved by the community development director or his or her designee.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.070 Alternatives.

An applicant may elect, in lieu of building affordable units within a residential project, to satisfy the requirements of this chapter by one of the following alternative modes of compliance, provided that the applicant includes such election in its application for the first approval of the residential project and that the criteria stated in the relevant subsection below are satisfied.

A. Off-site construction. Construct, or make possible construction by another developer of, units not physically contiguous to the market-rate units (or units that are physically contiguous to the market-rate units if the City determines this will provide greater public benefit and if an inclusionary housing agreement acceptable to the Community Development Director or his or her designee pursuant to Section 21.24.050(B) (Conditions.) of this chapter so provides) and equal or greater in number to the number of affordable units required under Section 21.24.040 (General requirements.) of this chapter. Off-site construction pursuant to this subsection shall be approved only if:

1. Approval has been secured for the off-site units not later than the time the residential project is approved and completion of the off-site units is secured by a requirement that final inspections for occupancy for the related market-rate units be completed after those for the affordable units, provided that the time requirements set forth in this subsection for final inspections for occupancy for market-rate units may be modified to accommodate phasing schedules, model variations, financing requirements, or other factors in a residential project for the off-site units, if the City determines this will provide greater public benefit, and if an inclusionary housing agreement acceptable to the Community Development Director or his or her designee pursuant to Section

21.24.050(B) (Conditions.) of this chapter so provides;

2. The off-site units will be greater in number, larger or affordable to households with lower incomes than would otherwise be required in Section 21.24.040 (General requirements.) of this chapter;

3. Financing or a viable financing plan is in place for the off-site units;

4. In the event the off-site units receive any public assistance, the developer of the residential project will contribute to the off-site units economic value equivalent to the value of making on-site units in the developer's residential project affordable; and

5. The City may require that completion of off-site units shall be further secured by the developer's agreement to pay an in-lieu fee in the amount Item 8.1
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due under subsection D of this section in the event the off-site units are not timely completed.

B. Land dedication. Dedicate without cost to the city, a lot or lots within or contiguous to the residential project, sufficient to accommodate at least the required affordable units for the residential project. An election to dedicate land in lieu of compliance with other provisions of this chapter shall be allowed only if:

1. The value of the lot or lots to be dedicated is sufficient to make development of the otherwise required affordable units economically feasible, and financing or a viable financing plan is in place for at least the required number of affordable units; and

2. The lot or lots are suitable for construction of affordable housing at a feasible cost, served by utilities, streets and other infrastructure, there are no hazardous material or other material constraints on development of affordable housing on the lot or lots, and land use approvals have been obtained as necessary for the development of the affordable units on the lot or lots.

C. In-lieu housing fee. The applicant of a residential project submitted one-year or more after the effective date of this Chapter may elect to pay an in-lieu housing fee, in accordance with Section 21.24.080 (Establishment and use of in-lieu housing fees), instead of developing the affordable units required in Section

21.24.040 (General requirements.) of this Cchapter, pursuant to the requirements set forth below:

1. Projects with five nine or fewer or six units.:
a. Effective through June 30, 2030, the applicant of a housing development project with nine or fewer living units The applicant may pay an in-lieu housing fee to satisfy any whole or fractional affordable unit obligation required by this Chapter (i.e., 0.75 or 0.9 units) rather than constructing the next higher whole number of affordable units.
a.b. Effective July 1, 2030, the applicant of a housing development project with nine or fewer living units may pay an inlieu housing fee to satisfy any fractional housing unit obligation required by this Chapter (i.e., 0.75, or 0.9) rather than constructing the next higher whole number of affordable units.

2. Projects with more than nineseven or more units.: The applicant of a housing development project with nine or fewer living units may pay an inlieu housing fee to satisfy any fractional affordable unit obligation less than

0.5 rather than constructing the next higher whole number of affordable units. Nothing contained in this section shall alleviate the applicant from developing the remainder of the affordable units required by Section

21.24.040 (General requirements) or allow for payment of an in-lieu housing fee in situations where the fractional obligation is 0.5 or greater.

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3. Calculation of in-lieu fees. In-lieu fees shall be calculated based on the fee schedule:
a. In effect at the time the fee is paid for a ministerial project application; b. The date an application was deemed complete for a development project application; or
c. The date the complete preliminary application was submitted for a project submitted pursuant to California Government Code Section 65941.1.

If a permit meets more than one of the above criteria, the fee shall be based on the fee schedule in effect on the date that results in the lowest fee from the list above.

In-lieu fees shall be paid prior to issuance of building permits. If building permits are issued for only part of a residential project, the fee amount shall be based only on the number of units then permitted.

D. Substitution of units. The applicant may elect to provide additional affordable units, instead of developing the affordable units required in Section 21.24.040 (General requirements.) of this chapter, as set forth below:

1. Very Low-Income Units: The applicant may substitute required very lowincome housing units at a ratio of one to two for low-income units or at a ratio of one to four for moderate income units.

2. Low-Income Units: The applicant may substitute required low-income housing units at a ratio of one to two for moderate income units. (Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.080 Establishment and use of in-lieu housing fees.

A. Initial in-lieu housing fee. The initial in-lieu housing fee shall be set by City Council resolution based on an affordable housing analysis or nexus study which supports the initial fee rate and fee calculation method established in this Section.

B. Fee calculation method. The in-lieu housing fee shall be calculated as follows:

In-Lieu Fee ×
Fee Satisfied Affordable Unit Obligation
Initial Affordable Unit Obligation × Livable Area = Total Due C. Fee adjustments. The initial fee established, in accordance with Section

21.24.080.A. (Initial in- lieu housing fee.), shall be adjusted annually on July 1, based on the percentage change in the construction cost index from the previous year.

D. All in-lieu fees collected under this chapter shall be deposited into a separate account to be designated the City of Campbell housing trust fund.

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E. The in-lieu fees collected under this chapter and all earnings from investment of the fees shall be expended exclusively to provide or assure continued provision of affordable housing in the city through acquisition, construction, development assistance, rehabilitation, financing, rent subsidies or other methods, and for costs of administering programs which serve those ends. The housing shall be of a type, or made affordable at a cost or rent, for which there is a need in the city and which is not adequately supplied in the city by private housing development in the absence of public assistance.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.090 Waiver of requirements.

Notwithstanding any other provision of this chapter, the requirements of this chapter shall be waived, adjusted or reduced if the applicant shows that there is no reasonable relationship between the impact of a proposed residential project and the requirements of this chapter, or that applying the requirements of this chapter would take property in violation of the United States or California Constitution or otherwise result in an unconstitutional application of this chapter. To receive a waiver, adjustment or reduction under this section, the applicant must file a written request together with the development application(s) when applying for a first approval for the residential project, and/or as part of any appeal which the City provides as part of the process for the first approval. The written request shall provide substantial evidence showing that there is no reasonable relationship between the impact of a proposed residential project and the requirements of this chapter, or that applying the requirements of this chapter would take property in violation of the United States or California Constitution or otherwise result in an unconstitutional application of this Chapter. The City may assume that: (a) the applicant will provide the most economical inclusionary units feasible meeting the requirements of this Chapter; and (b) the applicant is likely to obtain housing subsidies when such funds are reasonably available. The waiver, adjustment, or reduction may be approved only to the extent necessary to avoid an unconstitutional result, after adoption of written findings, based on substantial evidence, supporting the determinations required by this section.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.100 Enforcement.

A. The City Council may adopt guidelines, by resolution, to assist in the implementation of all aspects of this Chapter.

B. No permit, license, subdivision approval or map, or other approval or entitlement for a residential project shall be issued, including without limitation a final inspection for occupancy or certificate of occupancy, until all requirements applicable to the residential project at such time pursuant to this Chapter have been satisfied.

C. The City Attorney shall be authorized to enforce the provisions of this Chapter and all inclusionary housing agreements, regulatory agreements, resale controls, deeds Item 8.1
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of trust, or similar documents placed on affordable units, by civil action and any other proceeding or method permitted by law.

D. Failure of any official or agency to fulfill the requirements of this Chapter shall not excuse any applicant or owner from the requirements of this Chapter.

E. The remedies provided for in this Chapter shall be cumulative and not exclusive and shall not preclude the City from any other remedy or relief to which it otherwise would be entitled under law or equity.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.110 Phased projects.

A. Purpose. This section serves to ensure that each development phase of a multiphase development project contributes its fair share of affordable units and maintains consistency with the overall project's requirements.

B. Required Affordable Units by Project Phase. Each phase of a development project must provide at least as many affordable units, by income level, as would be required if that phase, along with any previously completed project phase(s), were completed independently from the rest of the project.

C. Building Permit Final. No development phase of a project shall receive a building permit final until all affordable units required by that phase of the project are completed.
(Ord. No. 2318, § 1(Exh. A), 9-3-2024)

21.24.120 Severability.

If any provision or clause of this Chapter or the application thereof is held to be invalid, such invalidity shall not affect the other provisions or applications of this Chapter which can be given effect without the invalid provision or application, and to this end, the provisions of this Chapter are declared to be severable. (Ord. No. 2318, § 1(Exh. A), 9-3-2024)
Item 8.1
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```
City Council Report
DATE: November 18, 2025
TITLE: Updates to Campbell Administrative Policy 2.8 - Insurance Claims Procedures (Resolution Roll Call Vote)
RECOMMENDED ACTION:

That the City Council approve a resolution to amend Campbell Administrative Policy 2.8 (Insurance Claims Procedures) Section 7.F.2 regarding claims settlement authority levels to account for inflationary factors, improve operational efficiency, and align to best practice within similar municipalities, the City’s self-insured retention limit (SIR), and recent changes to the City Manager’s agreement award threshold, Section 7.B regarding delegation of authority to deny claims, and several other sections to clarify and bring current language where necessary.

BACKGROUND
The City of Campbell is self-insured for General Liability and Property claims up to a selfinsured retention (SIR) limit of $100,000; with claims over the SIR covered by the City’s participation in a risk sharing pool, the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA), with 28 other Bay Area public agencies. Additionally, City staff works in close coordination with PLAN JPA litigation staff and their third-party claims administrator (TPA), Carl Warren & Company (CW), to process claims from the time they are received by the City Clerk’s Office and sent to Risk Management (Finance) through the time they are closed; either due to rejection for various legal reasons, tendering to other responsible parties, passing of statutory deadlines, settlement, mediation, or trial.

To assist in the claims process and provide appropriate guidelines for City, JPA, and TPA staff to follow, the City established Administrative Policy 2.8 (Insurance Claims Procedures). This policy was first established in 1990 and has seen minor changes since first implemented; with the last change occurring in 2020 to allow the Police Chief or his/her designee to settle minor police-related claims.

Within Administrative Policy 2.8 and as shown below, Section 7.F.2 (Settlement Costs) specifics settlement levels that can be approved by the Police Chief, the City’s designated Risk Manager (Finance Director), the City Manager, the Finance Sub-Committee, and the City Council:

Current Section 7.F.2 (Settlement Costs)
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The City may settle a claim when liability is apparent or when other overriding considerations are present. Claim settlements shall be subject to the following limits of authority:
a) The Police Chief and/or his/her designee are authorized to settle single police-related claims up to $5,000;
b) The City Manager and/or Finance Director are authorized to settle single claims up to $10,000;
c) Settlements from $10,001 to $25,000 must be approved by the Finance Sub-Committee; and
d) All settlements greater than $25,000 require the City Council’s approval.

Additionally, within Administrative Policy 2.8 and as shown below, Section 7.B (Denial of Claim) details the process for denying a claim and who in the City has the authority to deny a claim:

Current Section 7.B (Denial of Claim)
If not acted upon within 45 days, the claim is automatically deemed to be denied.

In denying a claim, the City upon PLAN JPA’s recommendation shall either find:

1. The claim is not a proper charge against the City;

2. The amount of the claim is greater than the true value of the claim, or;

3. The legal liability of the City or the amount of the claim is disputed based upon the facts investigated.

DISCUSSION
Since the initial implementation of Administrative Policy 2.8 (Insurance Claims Procedures) in 1990, claims received by the City and settlements, when necessary, to resolve them have escalated due to inflationary factors and changes in tort law which generally favor claimants. But the City’s settlement authority levels under Section 7.F.2 (Settlement Costs) have largely remained untouched since 1990. Thus, to account for inflationary factors, improve operational efficiency, and align to best practice within similar municipalities, the City’s SIR, and recent changes to the City Manager’s agreement award threshold (increasing from $50,000 to $100,000 via Ordinance # 2320 on October 15, 2024), staff is recommending that claim settlement authority levels be revised in the following manner, the two-member Finance Sub-Committee being removed from the process in favor of the full City Council, and the City Attorney being added. These changes as well as several other minor changes are more fully detailed in a redline version of Administrative Policy 2.8 (Attachment B). Please note that pursuant to California Government Code (CGC) Section 935.4, delegation of settlement authority in the City of Campbell and any changes henceforth require action by the City Council by Item 9.1
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resolution. Thus, a resolution shown as Attachment A is also included for Council consideration:

Recommended Amendments to Section 7.F.2 (Settlement Costs) The City may settle a claim when liability is apparent or when other overriding considerations are present. Claim settlements shall be subject to the following limits of authority:
a) The Police Chief and/or his/her designee are authorized to settle single police-related claims up to $5,000;
b) The City’s designated Risk Manager is authorized to settle single claims up to $20,000;
c) Settlements from $20,001 to $50,000 must be approved by the City Manager and City Attorney; and
d) All settlements from $50,001 to $100,000 require the City Council’s approval.

In regard to accounting for inflationary factors and improving operational efficiency, Table 1 below shows City claims that have been closed and settled over the past 5 years, the level they were approved per current Administrative Policy, and the level they would have been approved per revised Administrative Policy:

Table 1 – City Claims Settled and Closed Past 5 Years Under Current Administrative Policy vs Recommended Amended Administrative Policy
Authority Level Current Amended Variance
Risk Manager 32 37 +5
Finance Sub-Committee 6 0 -6
City Manager & City Attorney 0 4 +4
City Council 5 2 -3
TOTAL 43 43 0
As shown above, if staff’s recommended amendments were in place over the past 5 years, nine (9) additional claims could have been settled internally by the Risk Manager or the City Manager and City Attorney before going to either the Finance Sub-Committee or the City Council; thereby improving operational efficiency.

For reference, City staff surveyed 10 other cities and towns within the San Francisco Bay including Burlingame, San Carlos, South San Francisco, Atherton, Los Gatos, Santa Clara, San Mateo, and Palo Alto. All had internal settlement claim levels set between $20,000 and $50,000, many involved the City Attorney at some point in the settlement process, and none involved a Finance Sub-Committee or similar like the City of Campbell does currently. In comparison to the cities and towns surveyed, the City of Campbell currently has the lowest level of claims that can be settled internally before going to a City Item 9.1
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Council or Council sub-committee. Thus, implementing staff’s recommended amendments to Section 7.F.2 will both improve operational efficiency and align to best practice in other Bay Area cities and towns.

In addition to amending Section 7.F.2, staff also recommends amending Section 7.B (Denial of Claim) so as to identify and clarify who in the City of Campbell is allowed to deny claims other than the City Council. This change has long been recommended by PLAN JPA since City staff can only reject claims after 45 days “per operation of law” under CGC Section 912.4. Designating a City staff member would allow claims to be denied quicker should there be compelling and valid reasons to do so; thereby speeding up the claims process, improving operational efficiency, and removing the City Council from any obligation to formally reject claims prior to 45 days. Thus, staff recommends the following changes to Section 7.B:

Recommended Amendments to Section 7.B (Denial of Claim) If not acted upon within 45 days (or such extended period of time mandated by the Government Claims Act), the claim is automatically deemed to be denied. The City’s designated Risk Manager shall also have the authority to deny a claim. In denying a claim, the Risk Manager upon PLAN JPA’s recommendation shall either find:

4. The claim is not a proper charge against the City;

5. The amount of the claim is greater than the true value of the claim, or;

6. The legal liability of the City or the amount of the claim is disputed based upon the facts investigated.

In addition to the significant changes above, which can only be approved by the attached City Council Resolution (Attachment A), staff is also recommending several other minor changes to clean up and clarify policy language and, bring it current to actual and best practice. These changes are again shown under a redline version of Administrative Policy

2.8 (Attachment B) and incorporated into a clean version (Attachment C). Please note that since this is an Administrative Policy, the minor changes being recommended only need City Manager approval. Nevertheless, staff is presenting them to City Council and the public as well for full transparency into the claims settlement process.

FISCAL IMPACT
The recommended changes will have no direct fiscal impact, but should result in improved efficiency in the claims process and reduced staff and City Council time spent settling or denying claim; thereby resulting in unidentified indirect cost savings.

ALTERNATIVES
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1) Approve staff recommended changes to Section 7.F.2 (Settlement Costs), but reject or modify staff recommended changes to Section 7.B (Denial of Claim). 2) Approve staff recommended changes to Section 7.B (Denial of Claim), but reject or modify staff recommended changes to Section 7.F.2 (Settlement Costs). 3) Provide staff with other direction.

PREPARED BY: Will Fuentes, Finance Director
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Report Approval Details
Document Title: Report Updates to Campbell Administrative Policy 2.8 - Insurance Claims Procedures.docx
Attachments: Resolution Amending Administrative Policy 2.8 (Claims Procedures).docx

2.8 Insurance Claims Procedures - JPA (Revised 11-18-25) REDLINE.pdf

2.8 Insurance Claims Procedures - JPA (Revised 11-18-25) CLEAN.pdf
Final Approval
Date:

November 13, 2025
This document and all of its attachments were approved and signed as outlined below:

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RESOLUTION NO. ________________

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL AMENDING CAMPBELL ADMINISTRATIVE POLICY 2.8 (INSURANCE CLAIMS PROCEDURES) SECTIONS 7.F.2 (SETTLEMENT COSTS) AND 7.B (DENIAL OF CLAIM) AND

SEVERAL OTHER MINOR SECTIONS
WHEREAS, in 1990, City established Administrative Policy 2.8 (Insurance Claims Procedures) to assist in the claims process and provide appropriate guidelines for City, Joint Powers Authority (JPA), and third-party administrator (TPA) staff to follow; and WHEREAS, this policy has seen minor changes since first implemented; and WHEREAS, to account for inflationary factors, improve operational efficiency, and align to best practice within similar municipalities, the City’s self-insured retention limit (SIR), and recent changes to the City Manager’s agreement award threshold, staff is recommending several changes to Section 7.F.2 regarding claims settlement authority levels in accordance with California Government Code (CGC) Section 935.4; and WHEREAS, staff, per guidance from the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA), is also recommending changes to Section 7.B so as to identify and clarify who in the City of Campbell is allowed to deny claims other than the City Council in accordance with CGC Section 912.4;
WHEREAS, several other minor policy changes are also recommended by City staff; and NOW, THEREFORE, BE IT RESOLVED that City Council approves amendments to Campbell Administrative Policy 2.8 (Insurance Claims Procedures) Section 7.F.2 regarding claims settlement authority levels, Section 7.B regarding delegation of authority to deny claims, and several other minor revisions and sections shown in the attached clean and modified version of the Policy, incorporated by reference.

PASSED AND ADOPTED this ________ day of ________, 2025, by the following roll call vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

APPROVED:
__________________________
Sergio Lopez, Mayor
ATTEST:
_____________________________
Andrea Sanders, City Clerk
Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025

1. PURPOSE
To establish the responsibilities and procedures for handling general liability and property damage claims against the City.

2. DISCUSSION
The City is a participant in the Pooled Liability Assurance Network (PLAN) Joint Powers Authority (JPA) with other cities in the San Francisco Bay Area.

The City has elected to be self-insured for the first $100,000 for general liability and property damage claims.

PLAN JPA operates under the direction of a Board of Directors comprised ofn one member from each participating jurisdiction with one alternate member. The Board typically includes, Councilmembers, City/Town Managers, City/Town Attorneys, Finance Directors, Human Resources Directors/Managers and other designated Risk Managers as approved by each participating jurisdiction’s governing body.

The daily operation of PLAN JPA is under the direction of a full time Risk Manager with a staff of insurance investigators and claims adjusters.

This policy will outline the legal requirements for denial of claims against the City as well as determine the levels of authorization for settlement of the claims.

3. DEPARTMENT AFFECTED
City Manager
City Clerk
Finance
All Departments

4. LEGAL REQUIREMENTS
California Government Code, Section 900 et. seq.

Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025

5. DEFINITION
Claim for Damages: A non-contractual claim for compensation, including claims for personal injury, wrongful death, false arrest, property damage, and/or errors and omissions filed against the City.

6. RESPONSIBILITY
A. The Finance Department shall:

1. Coordinate the handling of the claim under the direction of the Finance Director, who shall normally serve as the City’s designated Risk Manager per the discretion of the City Manager.

2. Provide advance information to PLAN JPA of any potential claims against the City when advised by operating departments of accidents, injuries, or other occurrences involving City property.

3. Receive quarterly reports from PLAN JPA and keep City Manager informed of status of major claims or problem areas.

4. Provide PLAN JPA with authorization to settle claims (See Procedures Section E).

B. The City Clerk shall:

1. Receive and forward claims to the Finance Director.

2. When served by a process server, shall forward original to the Finance Department and copies to the affected departments.

C. All Departments:

1. Department Heads shall instruct all employees to:
a) Promptly notify the Finance Department of all potential or actual claims involving accidents or other events relating to City property. b) Promptly forward all written claims against the City to the Finance DirectorFinance Department.

Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025
c) Not make comments that could assume or concede any liability on the part of themselves as City employees, or the City, at any time. d) Not advise claimants on matters relating to any claims against the City – except as to claim filing procedure.

7. PROCEDURES
A. Submission of Claim: Claims must be submitted to the City Clerk in writing.

Such claims will be forwarded to the Finance Director Department for handling.

B. Denial of Claim: If not acted upon within 45 days (or such extended period of time mandated by the Government Claims Act), the claim is automatically deemed to be denied. The City’s designated Risk Manager shall also have the authority to deny a claim. In denying a claim, the City Risk Manager upon PLAN JPA’s recommendation shall either find:

1. The claim is not a proper charge against the City;

2. The amount of the claim is greater than the true value of the claim, or;

3. The legal liability of the City or the amount of the claim is disputed based upon the facts investigated.

C. PLAN JPA: Council shall direct staff to provide PLAN JPA with information necessary to investigate and/or defend claims filed against the City. PLAN JPA (the City’s General Liability Insurance Pool administrator) serves as an extension of City staff Risk Management capacity related to general liability claims.

D. Co-Defendants: Should there be co-defendants with the City on a particular claim, the City and PLAN JPA staff shall act in accordance with the philosophies identified within this policy.

E. Defending a Claim: It shall remain the City of Campbell’s philosophy and practice to defend liability claims filed against the City whenever it appears that the City is clearly not liable, or the amount demanded is in dispute.

However, the City shall also look at all available means to bring claims to Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025
closure in a manner that is most beneficial to the City.

F. Claims Expenses: The following limits of authority shall exist independently for “Costs Preceding Settlement” and “Settlement Costs:”

1. Costs Preceding Settlement – These costs of legal, medical and other miscellaneous costs associated with claims against the City and shall be subject to the following limits of authority:
a) The City Manager and/or Finance Director are authorized to approve claims costs up to $10,000;
b) Claims costs from $10,001 to $25,000 must be approved by the Finance Sub-Committee; and
c) All claims costs greater than $25,000 require the City Council’s approval.

G.F. Settlement Costs: The City may settle a claim when liability is apparent or when other overriding considerations are present. Claim settlements shall be subject to the following limits of authority:
a) The Police Chief and/or his/her designee are authorized to settle single police-related claims up to $5,000;
b) The City Manager and/or Finance Director areCity’s designated Risk Manager is authorized to settle single claims up to $1020,000; c) Settlements from $1020,001 to $2550,000 must be approved by the Finance Sub-CommitteeCity Manager and City Attorney; and d) All settlements greater thanfrom $2550,0010 to $100,000 require the City Council’s approval.

2. Other – In unusual situation of an emergency nature, the Finance SubCommittee is authorized to act on behalf of the City Council. Should such emergency action be necessary, the Council will be advised accordingly in a timely manner.

H.G. Payment Release/Settlement: Before releasing any payments in settlement of a claim, a “Release of All Claims” form shall be obtained from the claimant.

Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025
I.H. Reporting Requirements: On a quarterly basis, the Finance Sub-CommitteeCity Manager will meet with the designated Risk Manager and review the status of all general liability claims. In addition, the Finance Sub-Committee will be called to meet on an as-needed basis. Staff will keep the Finance Sub-CommitteeCity Manager and designated Risk Manager will keep the City Council apprised of significant activity related to liability suits as a matter of routine.

8. LEGAL DEFENSE COUNSEL SELECTION & REFERRAL CRITERIA FOR PLAN JPA – COVERED LIABILITY CLAIMS

PURPOSE
The purpose of this section is to establish a criterion for the assignment of legal counsel to handle matters covered by PLAN JPA. The intent of this criteria is to ensure the City obtains high quality, legal representation appropriate to the case at hand, in a cost-effective manner.

A. Cases to be referred to the City Attorney:

The following cases Cases that are not covered by PLAN JPA shall be referred to the City Aattorney unless otherwise directed by the City Council, including:

1. Personal injury actions involving medical special damages of less than $35,000, except cases of abuse, harassment, excessive force, assault or violation of civil rights by police officers;

2. Property damage tort cases involving total damages of less than $250,000, except for those cases arising out of alleged violations of civil rights by police officers;

3.1. Actions arising out of legislative, ministerial or quasi-judicial actions of the City Council, Planning Commission, or other Boards or Commissions, or Officials or Employees of the City; and

4.2. Land Use and Inverse Condemnation Actions.

Notwithstanding the foregoing, nothing contained herein shall preclude the City Attorney from recommending the employment of outside legal counsel with when the
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020

CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: December 22, 2020November 18, 2025
City Attorney believes the employment of such outside counsel would be in the best interest of the City.

B. Cases to be Referred to Outside Counsel:

The following cases Cases covered by PLAN JPA shall be referred to outside counsel, mutually agreeable to the City and PLAN JPA, unless otherwise directed by the City Council, including:

1. Personal injury or civil rights actions, including those that:
a) Involve medical special damages of any amount of $35,000 or more; or b) Involve allegations of abuse, harassment, use of excessive force, assault or violations of civil rights by police officers;

2. Property damage tort actions, including those that:
a) Involve $250,000 in damages of any amount or more; or b) Involve allegations of civil rights violations by police officers; and

3. Wrongful death actions.

Brian Loventhal, City Manager
Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: November 18, 2025

1. PURPOSE
To establish the responsibilities and procedures for handling general liability and property damage claims against the City.

2. DISCUSSION
The City is a participant in the Pooled Liability Assurance Network (PLAN) Joint Powers Authority (JPA) with other cities in the San Francisco Bay Area.

The City has elected to be self-insured for the first $100,000 for general liability and property damage claims.

PLAN JPA operates under the direction of a Board of Directors comprised of one member from each participating jurisdiction with one alternate member. The Board typically includes City/Town Managers, City/Town Attorneys, Finance Directors, Human Resources Directors/Managers and other designated Risk Managers as approved by each participating jurisdiction’s governing body.

The daily operation of PLAN JPA is under the direction of a full time Risk Manager with a staff of insurance investigators and claims adjusters.

This policy will outline the legal requirements for denial of claims against the City as well as determine the levels of authorization for settlement of the claims.

3. DEPARTMENT AFFECTED
City Manager
City Clerk
Finance
All Departments

4. LEGAL REQUIREMENTS
California Government Code, Section 900 et. seq.

Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: November 18, 2025

5. DEFINITION
Claim for Damages: A non-contractual claim for compensation, including claims for personal injury, wrongful death, false arrest, property damage, and/or errors and omissions filed against the City.

6. RESPONSIBILITY
A. The Finance Department shall:

1. Coordinate the handling of the claim under the direction of the Finance Director, who shall normally serve as the City’s designated Risk Manager per the discretion of the City Manager.

2. Provide advance information to PLAN JPA of any potential claims against the City when advised by operating departments of accidents, injuries, or other occurrences involving City property.

3. Receive quarterly reports from PLAN JPA and keep City Manager informed of status of major claims or problem areas.

4. Provide PLAN JPA with authorization to settle claims (See Procedures Section).

B. The City Clerk shall:

1. Receive and forward claims to the Finance Director.

2. When served by a process server, shall forward original to the Finance Department and copies to the affected departments.

C. All Departments:

1. Department Heads shall instruct all employees to:
a) Promptly notify the Finance Department of all potential or actual claims involving accidents or other events relating to City property. b) Promptly forward all written claims against the City to the Finance Department.

Item 9.1
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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: November 18, 2025 c) Not make comments that could assume or concede any liability on the part of themselves as City employees, or the City, at any time. d) Not advise claimants on matters relating to any claims against the City – except as to claim filing procedure.

7. PROCEDURES
A. Submission of Claim: Claims must be submitted to the City Clerk in writing.

Such claims will be forwarded to the Finance Department for handling.

B. Denial of Claim: If not acted upon within 45 days (or such extended period of time mandated by the Government Claims Act), the claim is automatically deemed to be denied. The City’s designated Risk Manager shall also have the authority to deny a claim. In denying a claim, the Risk Manager upon PLAN JPA’s recommendation shall either find:

1. The claim is not a proper charge against the City;

2. The amount of the claim is greater than the true value of the claim, or;

3. The legal liability of the City or the amount of the claim is disputed based upon the facts investigated.

C. PLAN JPA: Council shall direct staff to provide PLAN JPA with information necessary to investigate and/or defend claims filed against the City. PLAN JPA (the City’s General Liability Insurance Pool administrator) serves as an extension of City staff Risk Management capacity related to general liability claims.

D. Co-Defendants: Should there be co-defendants with the City on a particular claim, the City and PLAN JPA staff shall act in accordance with the philosophies identified within this policy.

E. Defending a Claim: It shall remain the City of Campbell’s philosophy and practice to defend liability claims filed against the City whenever it appears that the City is clearly not liable, or the amount demanded is in dispute.

However, the City shall also look at all available means to bring claims to closure in a manner that is most beneficial to the City.

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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: November 18, 2025 F. Settlement Costs: The City may settle a claim when liability is apparent or when other overriding considerations are present. Claim settlements shall be subject to the following limits of authority:
a) The Police Chief and/or his/her designee are authorized to settle single police-related claims up to $5,000;
b) The City’s designated Risk Manager is authorized to settle single claims up to $20,000;
c) Settlements from $20,001 to $50,000 must be approved by the City Manager and City Attorney; and
d) All settlements greater than $50,000 and less than $100,000 require the City Council’s approval.

G. Payment Release/Settlement: Before releasing any payments in settlement of a claim, a “Release of All Claims” form shall be obtained from the claimant.

H. Reporting Requirements: On a quarterly basis, the City Manager will meet with the designated Risk Manager and review the status of all general liability claims.

In addition, the City Manager and designated Risk Manager will keep the City Council apprised of significant activity related to liability suits as a matter of routine.

8. LEGAL DEFENSE COUNSEL SELECTION & REFERRAL CRITERIA FOR PLAN JPA – COVERED LIABILITY CLAIMS

PURPOSE
The purpose of this section is to establish a criterion for the assignment of legal counsel to handle matters covered by PLAN JPA. The intent of this criteria is to ensure the City obtains high quality, legal representation appropriate to the case at hand, in a cost-effective manner.

A. Cases to be referred to the City Attorney:

Cases that are not covered by PLAN JPA shall be referred to the City Attorney unless otherwise directed by the City Council, including:

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Administrative Policies /INSURANCE CLAIMS PROCEDURES

2.8 CITY OF CAMPBELL

ADMINISTRATIVE POLICIES AND PROCEDURES
Subject: INSURANCE CLAIMS PROCEDURES Date: November 18, 2025

1. Actions arising out of legislative, ministerial or quasi-judicial actions of the City Council, Planning Commission, or other Boards or Commissions, or Officials or Employees of the City; and

2. Land Use and Inverse Condemnation Actions.

Notwithstanding the foregoing, nothing contained herein shall preclude the City Attorney from recommending the employment of outside legal counsel when the City Attorney believes the employment of such outside counsel would be in the best interest of the City.

B. Cases to be Referred to Outside Counsel:

Cases covered by PLAN JPA shall be referred to outside counsel, mutually agreeable to the City and PLAN JPA, unless otherwise directed by the City Council, including:

1. Personal injury or civil rights actions, including those that:
a) Involve medical special damages of any amount; or
b) Involve allegations of abuse, harassment, use of excessive force, assault or violations of civil rights by police officers;

2. Property damage tort actions, including those that:
a) Involve damages of any amount; or
b) Involve allegations of civil rights violations by police officers; and

3. Wrongful death actions.

Brian Loventhal, City Manager
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City Council Report
DATE: November 18, 2025
TITLE: Modifications to City Council Policy Section 10
RECOMMENDED ACTION:

That the City Council review and approve the proposed revisions to City Council Policy Section 10, including the relocation of specific provisions to newly established Sections 24 and 25, in order to enhance organization, improve clarity, and ensure greater policy consistency.

BACKGROUND
City Council Policy Section 10 is an outdated policy section, with portions originating in the late 1990s. Over time, it has expanded to include a broad range of topics and has effectively become a catch-all for miscellaneous policies, reducing its clarity and effectiveness.

To address these challenges, staff conducted a detailed review of Section 10 to assess its relevance, organization, and alignment with current City Council Policy practices.

Multiple departments participating in the review to identify opportunities to modernize outdated provisions, clarify policy intent, and reorganize content for great accessibility.

Specifically, staff determined that portions of Section 10 would be better organized as separate, dedicated policy sections to be more in line with the existing format.

DISCUSSION
City Council Policy Section 10 consists of seventeen subsections, each of which has been reviewed by the department or division responsible for its implementation.

Subsection 10.1, Building and Grounds use Regulations for Civic Center Complex, was reviewed by the City Manager’s Office and the Police Department. The proposed redline revisions are provided in Attachment 2. Portions of this subsection are recommended for deletion, as they are no longer relevant or have been superseded by provisions in the Municipal Code, Vehicle Code, or other City Council Policy Sections.

Subsection 10.2, Commemorative Activities and Landscape Memorial Fund, was reviewed by the City Manager’s Office. This subsection is up to date and does not have any recommended revisions.

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Subsection 10.3, Public Safety Protection, was reviewed by the Police Department, City Manager’s Office, and Community Development. This subsection was updated to reflect current practices and provide clarity around public safety requirements for any event that requires a Temporary Use Permit.

Subsection 10.4, Burning of Condemned Buildings for Training Purposes, was reviewed by the Police Department. Staff recommend deleting this subsection, as the activity falls under the jurisdiction of County Fire and is governed by County Fire procedures and state regulations.

Subsection 10.5, Youth Employment Program, was reviewed by the City Manager’s Office. Staff recommend deleting this subsection, as the program is no longer an active employment program within the City.

Subsection 10.6, Minimum Fire Engine Company Staffing Levels, was reviewed by the Police Department. Staff recommend deleting this subsection as staffing levels are determined through a negotiated contract between the City and County Fire.

Subsection 10.7, Retaining of Consultants, was reviewed by the City Manager’s Office.

Staff recommend deleting this subsection as the provisions are superseded by Municipal Code 3.20.060. The existing M.C. 3.20.060 does currently reference Council Policy Section 10.7 and staff will bring a municipal code update to Council at a later date.

Subsection 10.8, Policies and Procedures for Use of Public Parks, was reviewed by the Recreation and Community Services Department. This subsection is covered in Council Policy Section 16 Park, Field and Facility Use Policy. The information in this section is outdated and no longer reflects the current policy information included in Section 16 as a result staff recommend deleting this subsection.

Subsection 10.9, Procedures Governing the Use of Recreation Facilities and Parks, was reviewed by the Recreation and Community Services Department. As with the previous subsection, this information is covered in Council Policy Section 16 Park, Field and Facility Use Policy. The information in this section is outdated and no longer reflects the current policy information included in Section 16 as a result staff recommend deleting this subsection.

Subsection 10.9A, Neighborhood Parks Special Use Policies, was reviewed by the Recreation and Community Services Department. This subsection is covered in Council Policy Section 15 Picnic Use Policy. As it is already included in the Picnic Use Policy staff recommend deleting this section.

Subsection 10.9B, Edith Morley Community Garden Rules and Regulations, was reviewed by the Recreation and Community Services Department. Although this subsection was revised and approved by City Council on September 21, 2021, it was not incorporated into the Section 10, Miscellaneous, policy. To enhance organization and improve clarity staff recommends removing Subsection 10.B from Section 10 and establishing a new policy section titled Section 24 – Edith Morley Community Garden Rules and Regulations. Attachment 2 (Section 10_Redline) reflects the removal of Item 9.2
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Subsection 10.B, while Attachment 5 (Council Policy Section 24) presents the clean version of the newly proposed Council Policy Section.

Subsection 10.10, Policies and Procedures for Group II Priority, was reviewed by the Recreation and Community Services Department. The criteria for Group II Priority outlined in this subsection was modified and approved by City Council on July 16, 2013.

The Council’s approval updated the language in both the Building Use Policy and the Park, Field, and Facility Use Policy. Although both of these policies were revised independently, Council Policy Section 10 was not updated to reflect the approved changes. Therefore, staff recommends deleting this subsection.

Subsection 10.11 and 10.12 are not clearly identified within Section 10 – Miscellaneous.

This section of the policy contains the Building Use Policy along with the Fee Schedule for the use of facilities at the Community Center. Recreation and Community Services staff reviewed the Building Use Policy and have made recommended changes shown in Attachment 3. The proposed changes include:
• General updates to descriptions of rooms, specifically adding language designating spaces for on-site catering for banquet spaces, clarifying attached amenities and allowing the rental of Activity Room E-46 with the relocation of the Campbell Library back to 77 Harrison Ave.
• Section III- Community Center Building Use Priorities: language updated to clarify that groups listed can request use of the Community Center outside of the given public request timeline, some of these groups qualify for special peak use fees per the approved FY26 Fee Schedule. The City gives general priority to Campbell Recreation programs, public meetings for local government agencies and school districts and CCC Tenants. Non-Profit organizations have a 10 day priority over all other private uses. • Section IV - Reservation Requests: Clarified the length of time a tour is allocated and added an additional step regarding Staff review of the submitted rental request to reservation request process.
• Section IV - Reservation Requests: Clarification regarding the number of 30-minute tours available following a rental request and a finalized permit added. • Section V - Rules and Regulations: Strengthen the language around no hard liquor to include alcohol-based seltzers and mixed drinks
• Section V, item G – General Regulations:
 Added wording to clarify that additional changes to the event layout during an event must be submitted and approved no less that 1 week or 5 business days in advance, and changes to layout may incur additional fees.  Added wording to clarify that City staff will not be responsible for setting up or breaking down non-City furniture or equipment brought into the facility.  Clarified guidelines around overnight storage of equipment or personal items to require additional rental fees for the facility.  Added language related to complicated rentals that require additional support staffing on the day of the event.
• Section V, item E – Cancellations/Refunds: simplified the language to make the policy clear and easy to understand, added language to clarify that changes to a permit are subject to the same refund fees. (addition or subtraction of hours to an approved permit).

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• Section V, Item F: Added language to clarify how fees are estimated for damages to a facility referencing the approved Fee Schedule for Building Maintenance staff time and materials.

Again, to enhance organization and improve clarity staff recommends removing Subsection 10.11 and 10.12 from Section 10 and establishing a new policy section titled Section 25 – Building Use Policy. Attachment 2 (Section 10_Redline) reflects the removal of Subsection 10.11 and 10.12, Attachment 3 (Building Use Policy_Redline) reflects the proposed changes to the Building Use Policy, and Attachment 6 (Council Policy Section 25) presents the clean version of the newly proposed Council Policy Section.

Subsection 10.13, Museum Policy, was reviewed by Recreation and Community Services. This subsection outlines policies and guidelines pertaining to the Historical Museum, Ainsley House as well as the Museum Collection. Staff recommends removing the Collection Policy from this subsection and reclassifying it as an administrative policy.

The management of the Museum’s collection is a dynamic process that must remain adaptable to evolving professional standards, best practices, and technological advancements. Transitioning the Collection Policy to an administrative document will allow staff to make timely updates and ensure continued alignment with current museum and archival standards.

The remaining language included in Subsection 10.13, duplicates existing information already addressed in City Council Policy Section 21, Ainsley House Garden Rental Policy.

The version contained in Section 21 is more current and comprehensive policy that outlines regulations for use. Therefore, staff recommends consolidating Subsection

10.13, into Council Policy Section 21 and renaming it Section 21: Campbell Historical Museum and Ainsley House Use Policy. The new Section will include the Museums Statement of Purpose, facility descriptions and occupancy information. This change will streamline policy language, eliminate redundance, and ensure facility-related guidelines for these locations are contained within a single, cohesive section. Attachment 7 (Council Policy Section 21) illustrates the proposed changes, however there is still a need for more revisions. Staff will present the updated Section 21 to City Council for review and approval at a later date.

Subsection 10.14, Special Event Fee Waiver Policy, has been incorporated into Council Policy Section 22, Downtown Special Event Policy and Special Event Fee Waiver Policy.

As the content is now fully addressed in Section 22, staff recommends deleting this subsection to eliminate redundancy and maintain a clear, consolidated policy structure.

Subsection 10.15, Retention of City Council and Planning Commission Videotapes, was reviewed by the City Manager’s office. The information in this section is redundant and outdated from the current public records retention schedule that is adopted by City Council Resolution.

Subsection 10.16, Procedure for Lease Negotiations for Space at the Campbell Community Center, was reviewed by the Recreation and Community Services Item 9.2
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Department. This subsection is up to date and does not have any recommended revisions.

The review of City Council Policy Section 10 was a multi-departmental effort, but the proposed changes will ensure that policies remain clear, current, and well-organized. By removing outdated and duplicate information, consolidating related topics, and creating new sections where needed, these updates improve consistency and make policies easier to use. Approving the proposed revisions, including the relocation of certain subsections to Sections 24 and 25, will help keep the City’s policy framework accurate, accessible, and aligned with current practices.

FISCAL IMPACT
There is no fiscal impact to approving these modifications.

ALTERNATIVES

1. Approve proposed language revisions but do not establish new Council Policy Sections 24 and 25.

2. Do not approve proposed changes and provide alternative direction to staff.

PREPARED BY: Natasha Bissell, Recreation & Community Services Director Item 9.2
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Report Approval Details
Document Title: Modification to City Council Policy Section 10.docx Attachments: Resolution_Section 10.docx
SECTION 10_Redline.pdf
Building Use Policy_Redline.pdf
SECTION 10_CLEAN.pdf
Council Policy Section 24.pdf
Council Policy Section 25.pdf
Council Policy Section 21.pdf
Final Approval Date: November 12, 2025
This document and all of its attachments were approved and signed as outlined below:

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RESOLUTION NO. _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL APPROVING MODIFICATIONS TO CITY COUNCIL POLICY SECTION 10 AND ESTABLISHING NEW COUNCIL POLICY SECTIONS 24 AND 25.

WHEREAS, City Council Policy Section 10, titled Miscellaneous, contains provisions that were first adopted in the late 1990s and have since become outdated, duplicative, and inconsistent with current municipal practices; and
WHEREAS, over time, Section 10 has expanded to include a broad range of topics, resulting in reduced clarity, effectiveness, and accessibility of City Council policies; and WHEREAS, City staff conducted a comprehensive, multi-departmental review of all seventeen subsections of Section 10 to assess their current relevance, alignment with City policies, and relationship to existing Municipal Code provisions; and WHEREAS, the review identified multiple subsections that are outdated, redundant, or superseded by other City Council Policy Sections or Municipal Code provisions and therefore recommended their deletion; and
WHEREAS, staff also identified certain subsections appropriate for relocation and reclassification into newly established, dedicated policy sections to improve organization and policy consistency; and
WHEREAS, staff recommends that Subsection 10.9B, Edith Morley Community Garden Rules and Regulations, be relocated from Section 10 to a newly established Council Policy Section 24 titled Edith Morley Community Garden Rules and Regulations; and WHEREAS, staff further recommends that Subsections 10.11 and 10.12, collectively referred to as the Building Use Policy, be relocated from Section 10 to a newly established Council Policy Section 25 titled Building Use Policy; and WHEREAS, staff recommends additional modifications, deletions, and updates to other subsections of Section 10 to ensure alignment with current City Council policies, Municipal Code provisions, and administrative practices; and WHEREAS, these revisions are intended to enhance organization, improve clarity, eliminate redundancy, and maintain a consistent policy framework; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell does hereby approve the proposed revisions to City Council Policy Section 10 as set forth in Attachment 2 (Section 10_Redline), including the deletion of outdated and redundant subsections; and the establishment of new Council Policy Section 24 titled Edith Morley Community Garden Rules and Regulations, as presented in Attachment 5; and the establishment of another new Council Policy Section 25 titled Building Use Policy, as presented in Attachment 6.

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PASSED AND ADOPTED this ____ day of November, 2025 by the following roll call vote:

AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
APPROVED:
________________________
Sergio Lopez, Mayor
ATTEST:
________________________
Andrea Sanders, City Clerk
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SECTION 10

MISCELLANEOUS

10.1 Building and Grounds Use Regulations for Civic Center Complex:

A. City Council Chamber

1. There is no smoking in the Council Chamber.

2. Consumption of food or beverage shall not be permitted in the seating areas or aisles of the Council Chamber during scheduled public meetings. Coffee and water may be served to the City Council, Advisory Commissioners, Press and Staff during meetings. Consumption of food or beverage shall be permitted in the Council Chamber when no public meetings are held and with the approval of the City Manager.

3. Council Chamber shall be used only for official meetings by official bodies of the City or representatives of other governmental agencies unless otherwise authorized by the City Manager.

B. Conference Rooms

1. If food and beverages are to be consumed in the Cconference Rrooms, they shall be carried on a tray, and those involved in the meeting will be responsible for cleaning up the food and beverage residue from the meeting. This means returning all containers, trays, etc. to their proper storage location, in clean condition, in the employee lounge, etc.

Additionally, employees should be sensitive to odors and smells of food as to not disrupt the surrounding work environment.

2. City-related groups and committees will be permitted to use Cconference Rrooms, when available, by making reservations using the City’s online conference room calendar system. The Doetsch Conference Room shall be managedwith by the City Manager’s Office. for the south wing and with the Planning Department for the north wing.

C. Coffee Breaks

1. Time schedule for regular coffee breaks – 15 minutes between 8:30 a.m. – 11:30 a.m., and between 1:30 p.m. – 4:30 p.m., with the provision that department heads take whatever steps are necessary to ensure that the public counters are staffed between 8:00 a.m. and 5:00 p.m.

2. Food and beverages may only be consumed by employees at individual work stations, or in designated conference rooms or break/lunch areas.

Consumption of food or beverages in public service areas (such as service counters) is not permitted. Employees will use discretion in the consumption of food and beverages at work stations, and shall be responsible for any damage to furniture, equipment, Item 9.2
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supplies, etc. caused by accidents or carelessness in the consumption of food and/or beverages.

D. Maintenance and Use of Employee Lounge

1. The Campbell Municipal Employees Association will arrange for and supervise the appropriate vending machines in the Employee Lounge, subject to approval by the City Manager.

2. Each employee who drinks coffee or tea shall pay for same.

3. Every person using the room shall be responsible for cleaning their area of use. This means people spilling liquids or solids on floor, sink or tables shall clean it up immediately.

4. Employees who bring their lunches shall not leave residue food in the refrigerator for long periods of time. Residue food shall not be left on the table.

5. No person shall place dirty cups, spoons, etc., in sink and leave them there.

6. Use of the room will be for employees only, or their guests.

Employee-related groups, City Advisory Commissions and Subcommittees may reserve the lounge for evening meetings. Reservations should be made through the Switchboard/Receptionist.

7. Said rooms shall be locked at all times and entry is obtained through the pin pad door knob. by the custodian at 5:00 p.m., unless arrangements for the use of the room have been made through the Switchboard/Receptionist..

E. Vending Machines

1. All vending machine concessions in the City Hall shall be granted to the Campbell Municipal Employees Association.

2. All vending machines shall be located on the first floor at areas designated by the Building Department.

F. Animals

1. There shall be no animals in the building, except “seeing eye” dogs.

G. Keys to City Hall

1. No keys to the exterior doors of the City Hall shall be given to any employee except the following:
(a) Building Maintenance Supervisor, for the care of the building. (b) Department Heads.

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(bc) Fire and Police, for emergency only.
(cd) One spare set of keys to all rooms shall be under the control of the Building Maintenance Supervisor. These keys shall be kept in a locked key cabinet and shall be properly tagged and identified.

2. The City Hall shall be locked between the hours of 5:30 p.m. to 7:30 a.m., Monday through Friday, City Hall will remain closed all day on Saturdays, Sundays and holidays.

3. Every employee entering or leaving the City Hall during the locked period shall inform police dispatch by calling 408-866-2101.the police clerk on duty in the Police Department.

4. On meeting nights, person responsible for the meeting shall be required to make certain that the security of the building is maintained, and report same to the Police Department when meeting is concluded.

H. Smoking Policy – City Facilities

1. Smoking shall be prohibited within all City-owned buildings, except as provided in Section 2.

2.Smoking shall be prohibited at the Campbell Community Center in all Recreation and Community Services Department offices. Smoking in Community Center facilities available for use by the public shall be regulated by Council Policy Manual, Section 10.11.

Smoking in community Center tenant occupied rooms shall be regulated by Campbell Municipal Code Chapter 6.11 (Smoking Pollution Control Ordinance).

I. City Hall Parking (Revised 1/7/97)

1. Police Department Parking Lot: The City Hall Parking Lot accessible from Grant Street shall be designated as the Police Department Parking Lot. Use of this parking lot shall be limited to Police Department vehicles, personal vehicles of Police Department employees, and any other such vehicles as approved by the Police Chief.

2. General City Hall Parking Lots: The two City Hall Parking Lots accessible from First Street are available to City employees and the general public, with the following restrictions:

Blue Wheel Stops:

Properly designated handicapped vehicles only (visitors or employees).

Green Wheel Stops:

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Short term (generally, less than two hours) parking for visitors only during normal business hours. City vehicles or off-site City employees using personal vehicles should not utilize these spaces during normal business hours if undesignated spaces are available. These spaces may be reserved for Councilmembers or Commissioners through placement of portable signage for evening meetings.

White Wheel Stops:

Undesignated spaces available to all City employees or the public on a first come, first served basis.

Yellow Wheel Stops:

Reserved for City vehicles and designated City employees.

3. Ainsley House/Library Parking Lot: this lot is available for employees and the public as needed on a first come, first served basis.

J. Police Facilities and Building use Regulations

1. Squad Room:
(a) Consumption of food shall not be permitted in the Squad Room. (b) Meetings held in Squad Room must be police connected only. (c) Any requests for other meetings in the Squad Room shall be approved by the Chief of Police.

2. Briefing Room:
(a) Beverage and food consumption in this area only, unless otherwise specified under the following headings.

3. Conference Room:
(a) Consumption of food and beverages will be permitted in Conference Room during meetings only.

4. Coffee Breaks:
(a) Coffee pots are not permitted in the offices.

5. Animals:
(a) There shall be no animals in police facilities with the exception of seeing eye dogs.

K. Enforcement: Enforcement of these regulations shall be the responsibility of the Department Supervisor and management personnel as they relate to each department. Enforcement of regulations outside of individual department shall be the City manager’s Office in cooperation with the Building Department.

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10.2 Commemorative Activities and Landscape Memorial Fund This section sets forth criteria and procedures relating to the approval of memorial activities and/or objects at City facilities or on City property.

1. Under this policy, a memorial activity shall be defined as any of the following activities and/or objects:
a. Installation of a plaque and/or other piece of art in memoriam for placement on City property.
b. Donation of City facilities fixtures (park bench, tree, or other landscaping) in memoriam.
c. Donation of money to the Landscape Memorial Fund.
d. Dedication of a City building, structure, room or other facility in memoriam.

2. All requests for memorials shall be submitted in writing to the City Manager’s Office where they will be reviewed based on the criteria outlined in paragraphs 3 and 4 below. If it is determined that the requests meets the established criteria, then it will be presented, for consideration, to the Civic improvement Commission who will provide a recommendation to the City Council regarding approval or denial of the request. The City Council will make the final decision regarding commemorative activities.

3. The person or persons being memorialized must be deceased a minimum of two years.

4. The following criteria shall be used in evaluating the merit of each request for a memorial:
a. The person or persons being memorialized made extraordinary, lasting and significant contributions to the Campbell community. b. The person or persons made a significant donation to the City, resulting in the acquisition of property, buildings, etc.

Satisfying the above criteria does not assure City Council approval or a memorial request.

5. Approved memorials shall be appropriately designed, complementing the design and architecture of its surroundings, and shall not place a significant additional maintenance burden on the City.

6. Donations, with no corresponding memoriam, may be made at any time to the Landscape Memorial Fund.

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7. Donors contributing to the Landscape Memorial Fund may choose the memorial according to the approved landscape plan. Purchasing and planting shall be accomplished by the City of Campbell.

8. Donors to the Landscape Memorial Fund may choose from the following sites:
a. John D. Morgan Park
b. Los Gatos Creek Trail
c. Virginia Park
d. Campbell Park
e. Edith Morley Park
f. Jack Fischer park
g. Campbell Community Center
h. Other future Parks

9. If a memorial is to be placed in a City Park facility, the request shall be reviewed by the Parks and Recreation Commission prior to execution.

10. The City shall not pay memorial installation costs unless the memorial request was initiated by the City.

11. Maintenance and upkeep of memorial objects in or at City facilities shall be the responsibility of the City.

12. A record book of donors shall be maintained in the City Clerk’s office.

13. This policy shall not apply to the Heritage Theatre, the Ainsley House, the Campbell Veterans Memorial, or the Campbell Historical Museum.

10.3 Public Safety Protection: Carnivals, and circuses, fesitvals, and other temporary events conducted within held with the City limits of Campbell that require a Temporary Use Permit shall provide for adequate public safety measures be required to have a Police officer on duty during daylight hours and during night hours they are open to the public. The number of officers required for such duty will be determined by the Chief of Police. The Chief of Police, or designee, shall evaluate the event’s nature, size, location, and anticipated attendance to determine appropriate law enforcement or security staffing requirements. All costs associated with providing Campbell Police Department personnel or other approved security services shall be the responsibility of the event organizer, at the prevailing rate established by the City. These requirements shall be coordinatred through the Community Development Department as part of the Temporary Use Permit review process. Payment of wages for the off-duty officers shall be borne by the carnival or circus at the prevailing rate per hour for each police officer. Any organization employing Item 9.2
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Police Department personnel will be charged for this service by the City at the prevailing rate per hour per police officer for this type of duty.

10.4 Burning of Condemned Buildings for Training Purposes: The burning of condemned buildings within the City for the purpose of providing training to personnel may occur with the approval of the Fire Chief. Prior to such burning, the building owner shall submit proof of clear title to the property and an approved permit to demolish the structure to the Fire Department Training Officer. The Fire Department Training Officer shall obtain necessary air quality permits to conduct the exercise. All training exercises shall be conducted using guidelines for conducting a safe training exercise.

10.5 Youth Employment Program: Participation in the Youth Employment Program will be limited to students residing in the city or its sphere of influence, unless a position cannot be filled without waiving the residency requirement. Participation in the program will be limited to one calendar year. Participation in the program will be limited to students under the age of 21 at the time of hiring.

10.6 Minimum Fire Engine Company Staffing Levels: It is the policy of the City Council of the City of Campbell that a minimum of three (3) persons will be assigned and maintained on each first line fire engine.

10.7 Retaining of Consultants: the retaining of consultant by the City at a fee in excess of $15,000 shall be approved by the City Council through minute action or, when an unbudgeted appropriation is required, by resolution. Staff will submit to the City Council a written description of the consulting project and, upon approval, consultants will be contact for their proposals. The project guidelines proposed by staff shall be specific and will include, but not limited to, scope of services to be provided, the methodology to be used, time frame for completion of the project, and the final form which the consultant’s report will take. Upon the approval of a consulting project, the City Council will determine the selection process and direct the City Manager to proceed with the selection. The consultant shall make regular progress reports to the respective Department Head and, in the case of major consulting projects, to the City Manager.

10.8 Policies and Procedures for Use of Public Parks: The City Council of the City of Campbell encourages the use and voluntary improvement of public parks and areas by its citizens. The City Council recognizes, however, that the public parks and areas are acquired and developed for all the citizens of Campbell and, therefore, has adopted appropriate policies and procedures relating to the use of these facilities by youth groups, civic organizations, quasi-public groups, private groups or agencies, or a private citizen.

The following policy statements have been prepared as guidelines to the administration of the use and request for use of public park areas by any organization, quasi-public or private. These policies may be amended by minute action of the City Council. A special use is one which in any way limits the free and unrestricted use in public park areas or the sponsorship or conduct of an activity in a public park.

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A. A request to use a publicly-owned park or recreation area for a special use shall be submitted to the Recreation and Community Services Department. Permission to use the facility shall be granted by the Recreation and Community Services Director and shall be consistent with the City ordinance governing such use.

B. Approval for a special use by an individual group, organization or agency will be conditional with appropriate insurance endorsements, licenses, and other requirements as recommended by the City Attorney and City Manager, or designated appointee and approved by the City Council.

C. Volunteer groups, organizations, agencies or individuals desiring to do minor volunteer projects, such as refurbishment and maintenance of existing facilities or minor plantings, shall submit their proposal(s) to the Public Works Director or his/her designee for approval.

D. Proposals(s) by volunteer groups, organizations, agencies or individuals to make structural improvements or significant plantings in public park areas shall be submitted in writing to the Parks and Recreation Commission. Approval of the proposal shall be conditional upon an investigation by the staff on the design, construction, future maintenance requirements and other factors related to the proposed improvement(s).

A denial by the Commission of the proposed improvement(s) may be appealed to the City Council. The City Council shall give final approval on all appealed proposals for improvements to public areas.

E. Any improvement proposal(s) may be submitted to the City Council for approval if the Public Works Director determines that the proposed improvement(s) would have a significant impact on aesthetics or would create a substantial change in use patterns.

F. Priority of special use shall be given to resident groups consisting of 51 % of more Campbell residents and Campbell businesses.

G. The misuse of a public park facility or the failure to conform to established policies, procedures, rules and regulations will be sufficient reason for denying any future applications.

H. No alcoholic beverages are allowed in any park premises in the City of Campbell without a permit.

10.9 Procedures Governing the Use of Recreation Facilities and Parks:

A. Permits for the use of park and recreation facilities (buildings, grounds, and equipment) shall be issued by the Campbell Recreation and Community Services Department and only with the approval of the Recreation and Community Services Director, and shall be consistent with the City ordinance governing such use.

B. The use of such facilities shall not be inconsistent with the use of the buildings and grounds for park and recreation purposes, and must not interfere with the regular conduct of recreation programs. Recreation programs in park and recreation buildings Item 9.2
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or on park property shall receive first priority over usage by any other group or organization, whether day, afternoon, or evening sessions, and permits issued to any group may be revoked if it becomes unavoidably necessary for the Recreation and Community Services Department to use the space at the same time. If and when such action is necessary, every care shall be exercised by the responsible staff member(s) involved to give the permit holder as much advance notice as is possible.

C. Permits shall not be granted for the personal or individual use of Recreation and Community Services equipment.

D. Applications for use of recreation facilities or park areas shall be made not less than ten days nor more than three months prior to the proposed date of use of parks, picnic areas, fields, or buildings. All applications for use must be signed or cosigned by an adult, and this adult shall agree to be responsible for said use. All activities must have adult supervision while using the park and recreation facilities to ensure adequate control. Approval for a special use by an individual group, organization, or agency will be conditional with appropriate insurance endorsements, licenses, and other requirements as recommended by the City Attorney and City Manager, and approved by the City's risk manager.

E. Any group granted the use of any park and recreation facility shall use them only for such purposes as are specified in the permit for use, and shall limit the use to the facility requested, i.e., the building, the barbecue area, or other area.

F. Use of facilities shall not be granted:

1. To any group or individual, political or otherwise, that advocates the overthrow of the United States Government, or the State of California by force or violence or other unlawful means.

2. When, for any reason, as determined by the Recreation and Community Services Director, such use may not be in the best interests of the community.

G. All activities shall cease and the facilities shall be locked one-half hour after sunset.

No group or person will be allowed to remain, stay or loiter in any public park between one-half hour after sunset and sunrise of the following day without written approval of the Recreation and Community Services Director.

H. Parks and recreation facilities must be protected by the user from damage or mistreatment. Each group using such facilities must be responsible for the condition in which it leaves the facility and equipment. User must keep the facility free of litter, such as paper, food or drink, and if decorations are to be used, they must be approved in advance by the Recreation and Community Services Director and removed before the group leaves the facility. All decorations must be flame retardant treated. The misuse of a public park facility or the failure to conform to established policies, procedures, rules and regulations will be sufficient reason for denying any future applications.

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I. The City of Campbell will not be responsible for accidents, loss of or damage to individual property.

J. Priorities: Priorities for the use of parks and recreation facilities will be as follows. (Groups listed are examples.)
GROUP I. Programs and activities administered or sponsored by the City of Campbell.

GROUP II. Activities, programs, or meetings open to the general public offered by Campbell nonprofit groups, Campbell clubs, Campbell organizations, Campbell schools or government agencies and includes current tenants of the Campbell Community Center.

Potential Group II users must:
a. Provide membership rosters proving 51 % or more Campbell residents; b. Provide a copy of State or Federal form/letter proving nonprofit status; c. Pay Group IV rates when conducting a fund-raising activity.

GROUP III. Private parties or uses arranged, hosted and paid for by Campbell residents or Campbell businesses.

GROUP IV. Private parties or uses such as wedding receptions, anniversary parties, etc., and banquets, fund-raisers, business/commercial meetings, training, staff parties, etc., arranged, hosted and paid for by nonresident organizations or individuals. ANY fund raising event.

Applications for the following types of uses will not be accepted:
a. Open dances or parties.
b. Commercial use by private groups for the purpose of sales, promoting or negotiating for sales.
c. Events in the honor of minors where alcohol is served.

When more than one application is received on the same day for the same date and facility, priority will be given as follows:
a. First: The applicant is a Campbell resident and the beneficiary of the event is a Campbell resident or Campbell-based group.
b. Second: The applicant is a Campbell resident or business. c. Third: Nonresidents and nonresident groups/businesses.

10.9A Neighborhood Parks Special Use Policies
Jack Fischer Park is a small neighborhood park and larger groups (over 20) are encouraged to use John D. Morgan or Campbell Parks, which have barbecues and reservable areas that can accommodate larger groups. There are no reservable areas at Fischer Park. (See Municipal Code Sec. 13.04.170 for specific use regulations.)

10.9B Edith Morley Park Community Garden Rules and Regulations (Rev. 11/2011) Item 9.2
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1. Campbell residents who are interested in obtaining a plot should contact the Campbell Community Garden Coordinator at (408)866-2145. Plots are issued on a year-to-year and first come-first-serve basis, with a limit of one plot per family. If there is no plot immediately available, an individual or family may add their name to the waiting list, and they will be contacted, in the order of the waiting list, when a plot becomes available.

2. Both gardeners and persons on the waiting list are responsible for providing the Community Garden Coordinator with up-to-date information regarding changes in address and telephone numbers.

3. If you must relinquish your plot for any reason, the Community Garden Coordinator must be notified immediately. Prior to vacating a plot, garden members shall remove all planting material and roots from the garden. All wooden borders shall be in good condition and the soil in the plot shall remain. Plots may not be turned over to friends or family. Garden plots that become available will be reassigned to someone from the current waiting list.

4. A fee of.36 per sq. ft. will be collected prior to commencement of gardening. This fee will cover expenses related to watering and upkeep of the garden and will average approximately $76 per year for a 200 sq. ft. plot and $36 per year for a 100 sq. ft. plot.

Any fee changes will be identified and gardeners will receive notification at least 60 days prior to implementation. A new application and water fee will be due each year by December 31, and will be accepted in the form of check or money order only. Dues shall be paid upon 90 days of the receipt of the renewal letter. Plot holders who have not paid by 90 day period, can have their plots reassigned. The Community Garden Coordinator will determine a pro-rated annual fee for new garden members who begin gardening mid year. Fees are non refundable

5. The combination lock is confidential and should not be shared with anyone other than another garden member. The gate must be locked when the garden is unoccupied. If you are the last to leave the garden, please be sure that your water is shut off and that the entrance gate is securely locked. If the combination lock is missing or damaged, please notify the Community Garden Coordinator immediately. 6 Communication relating to the Community Garden shall be directed to the City of Campbell's Community Garden Coordinator via email at [email protected] or telephone (408) 866-2145.

7. Hours of operation are sunrise to½ hour before sunset.

8. Garden members are expected to keep their plots productive and attractive at all times and are expected to actively maintain their plot in a manner acceptable to the community garden program standards. An acceptable manner means that the gardener is utilizing a minimum of 75% of their garden plot during the growing season which is (unless a Winter garden is planted), March thru October. The gardener shall Item 9.2
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also show evidence of actively gardening, digging, sowing, planting, weeding, pruning, watering, harvesting, etc., once a week at the very minimum during the growing season. If no winter garden is planted, the plot must be kept free of weeds and debris.

If the gardener is ill or on short vacation, another gardener can be contacted to tend your plot during your short absence. Crops shall be rotated.

9. Only fruits, vegetables, flowers and herbs may be grown in the community garden.

Cactus, trees of any kind, corn taller than six feet, alfalfa, rice, or any other similar plant that requires excessive amounts of water, or that impedes the growth of your neighbor's garden, are prohibited. Trellises and or structures of any kind are limited to six feet in height, and if applicable must be cleared of all non producing annuals after the plant stops producing. All plants and vines must be contained within the garden frame. Plants that spread roots or rhizomes (such as mint, horseradish and mettle) must be constrained to a container or within the designated garden plot area. Respect the need of your neighbor's plants for sunlight. Do not plant tall crops in a way that will cause excessive shading to nearby plots.

10. All garden borders/frames must be maintained. Maintenance includes replacing rotten wood, keeping borders vertical (not leaning into pathway) and keeping the frame wall straight on all four sides. Materials used in plot border structures must not be larger than 2" in width, thickness or diameter and may not extend beyond the 10'X20', or 10'x10', dimensions of the plot. Border structures cannot impose upon the pathway.

11. All gardeners are expected to keep their plots free from any potential hazards, such as large holes, unsecured plot borders, or anything else that could present itself as a potential hazard.

12. Products grown in the community garden are for personal consumption only and may not be grown for sale or profit.

13. Garden members are responsible for maintaining the adjacent pathway surrounding their plot. The pathways are to be kept free of weeds, hoses and debris. All hoses must be coiled and kept from within the pathway. The responsible area includes at least one half the width of the pathway adjacent to the garden plot and 3ft. of the pathway if the plot is adjacent to the main driveway.

14. The following areas are designated as "Common Areas:" Picnic area
Compost bin area
Main driveway entrance
Tool shed
Other designated areas by Garden Coordinator

15. Common areas are maintained as a shared responsibility by all garden members.

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Garden Coordinator on an ongoing basis. If a garden member does not fulfill their volunteer hours required, they will be given a warning and Rule 24 would apply.

16. Composting of organic debris may be done on an individual basis, preferably within the confines of your individual plot. If the garden plot is adjacent to the perimeter fence line, a composting bin can be placed near the fence as long as it does not obstruct the adjacent pathway clearance. A small composting bin can be brought in. For those who choose not to compost their own materials, there is a specific area designated for materials that are already composted and may be purchased and deposited in this area only. No trash is allowed in the compost piles. Any compost provided by the City is for Community Garden use only.

17. Water conservation is an important issue for community gardeners. The amount of water used by every gardener will determine your future water charges. In order to conserve water, it is required that you only water while you are overseeing your plot.

No plot is to be left unattended while watering. Make sure all faucets are turned off when you leave. Except when watering seedlings, plots should not be watered more than once a week. Water conservation is best accomplished when watering in the early morning hours or in the evening. Plot holders must notify the Community Garden Coordinator of water leaks or other irrigation problems.

18. Use of insecticides (eliminates insects), herbicides (weed eradicator) or poison grains (kills rodents) is strictly prohibited. If you are encountering a pest or disease problem, notify the Community Garden Coordinator.

19. It is illegal to harvest or take any crops, including flowers and herbs, from any plot other than your own. Stealing is grounds for immediate removal from the program. If a garden member witnesses any theft or vandalism of a plot, they must notify the Community Garden Coordinator immediately.

20. The following are not allowed in the Community Garden: pets (unless a guide dog); smoking; loud radios or music; consumption of alcoholic beverages; loud and offensive behavior; unattended children; urination on the grounds; garbage or debris that is not properly disposed of. Gardeners will observe good conduct and civil behavior at all times.

21. Garden owned tools are for garden use only and should be cleaned and returned to the tool shed after use. Tools must be kept locked in the tool shed overnight and should never be taken off of the garden premises.

22. A roadway into the garden is provided for gardening deliveries and pickups only.

There is a fifteen-minute time limit for such transactions.

23. If a gardener is found to be in noncompliance with the Community Garden rules (excluding rules #11, #12, #18, #19 and #20) the following procedure will be initiated.

A first written warning will be mailed to the gardener's residence. The gardener will be given 10 days to remedy the situation. A second and final 10-day written warning will Item 9.2
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be sent if after the initial 10 days has passed, the stated problem still exists. If after the second 10-day warning, which is a total of 20 days, the problem has not been corrected; the plot will be reassigned to the first person on the waiting list. There will be no refund of fees paid by the original plot holder.

24. For violation of rules #11, #12, #15 and #20, there will be only one written warning given. If the violation occurs a second time, the gardener will be terminated and there will be no refund of fees paid.

25. For violation of rules #18 and #19, a first violation will cause the gardener to be terminated immediately with no refund of fees paid.

26. Volunteer Hours: Garden members who do not participate in the annual cleanup of the common areas shall be given no more than two written warnings in a calendar year.

27. In addition to the regular rule violating procedures, three infractions of rules within a two-year period is cause for forfeiture of a garden plot.

28. A 5 year term limit shall be imposed for all newly assigned garden plots effective 1/1/12. Existing garden members as of 12/30/11, shall be included in a lottery wherein their designated plot will be included in a draw where they shall receive anywhere from 5-7 additional years from 1/1/12, at which time the garden plot will be issued to a Campbell resident from the waiting list once that time has expired.

29. Garden members in good standing shall have the option of renewing their plot each year for a maximum total of 5 years, from the acquisition date at which time they can place their name on the waiting list.

30. Garden members who witness or experience suspicious behavior in the garden, should notify the Campbell Police Department at (408)866-3101.

These rules are subject to revision at the discretion of the City of Campbell. If you have any question, ideas, or are in need of information, you may contact the Community Garden Coordinator by calling or writing to them at: Community Garden Coordinator, City of Campbell, 70 North First Street, Campbell, CA 95008. 408-866-2145

10.10 Policies and Procedures for Group II Priority:

A. Criteria for Group II Priority

1. Organization must be recreational in nature, or provide a leisure-time oriented activity.

2. The organization must not discriminate on the basis of sex, race, religion, handicap or national origin.

3. A minimum of 50% of the active membership must be residents of Campbell.

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4. Requirement that 51 % of the officers be Campbell residents.

5. Proof of residency will be required. Photocopies of driver's license, water bills, or other similar documents will be sufficient. All addresses given will be checked against the City street directory for verification.

6. Provide public liability and property damage insurance in an amount not less than $1,000,000 per occurrence; name the City of Campbell and the Campbell Redevelopment Agency as additional insureds and provide the City 30 days written notification of cancellation or reduction of coverage or limits.

7. Should your group not meet the residency requirement, you may petition the Parks and Recreation Commission for Group II status.

8. The City has the right to withdraw cosponsorship of a group if the group is not complying with City policies and procedures.

B. Procedure for Seeking Group II Priority

1. Application packets will be sent out each October for the upcoming calendar year.

2. Each group must designate one contact and one alternate contact person to be the City liaison. This person will be responsible for filling out all forms and completing application requirements.

3. After review of documents and investigation of applicant, the Director informs the Parks and Recreation Commission of the group's desire for Group II Priority.

4. All groups wishing Group II priority must submit a complete packet to the Recreation and Community Services Departn1ent by the deadline. A complete packet consists of:
a. completed application form
b. roster of members and officers
c. valid certificate of insurance (original only)
d. schedule of dates requested
e. listing of facilities requested
f. all fees and deposits

5. A group representative will be required to attend the December Parks and Recreation Commission Meeting to answer any questions the Commission may have.

6. After review of documents and investigation of applicant, the Director will inform the Parks and Recreation Commission of the group's desire for Group II priority.

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7. The Commission will then award Group II Priority to those groups meeting the criteria and make recommendations to the City Council regarding the status of any group not meeting the criteria.

C. Deposits
A $50.00 per field deposit is required. This deposit is refundable and will be returned to your organization at the end of your season. The deposit is intended to compensate the City for damages to a facility, use of staff time to clean up after any group use, or loss of revenues resulting from non use of scheduled facilities. Procedure for applying the deposit is as follows:

1. If a group cancels 30 days prior to the reserved date, there will be no fine.

2. If a group cancels less than 30 days prior to the reserved date or does not show up on a scheduled date, a fine of $50 will be assessed. Rain outs will not be assessed a fine.

3. All fines and charges will be deducted from the deposit. To maintain future reservations, the deposit must be brought back to the required level within 14 days after notification of the change.

4. All charges and fines may be appealed to the Parks and Recreation Commission by written request.

5. If the Commission denies the appeal, payment is due immediately after the Commission's ruling.

6. Any ruling by the Commission may be appealed to the City Council.

7. Deposits will be refunded following the last date reserved.

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10.11 Building Use Policy

10.12 Building Use Policy Fee Schedule
Building Use Policy is located in this section of Section 10. As this policy is a stand alone policy it was pulled out and edited separately for clarity. The redline version is Attachment 3 and clean version is Attachment 6.

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Section 10.13 Museum Policy – Campbell Museum
CITY OF CAMPBELL – CAMPBELL HISTORICAL MUSEUM AND AINSLEY HOUSE

STATEMENT OF PURPOSE AND MUSEUM POLICY
(Effective______3/16/99___and superseding policy statement May 1994) I. STATEMENT OF PURPOSE
The Campbell Historical Museum is owned and operated by the City of Campbell as a public trust institution, having as its purpose the collection, preservation, documentation, protection, exhibition and interpretation of objects and artifacts of cultural and historic value or significance relative to Campbell and its sphere of influence.

II. COLLECTION POLICY
The history of the Campbell area, with regard for its changing historic sphere of influence in the Santa Clara Valley and elsewhere, is the major emphasis of the museum's collections. These collections consist of artifactual and archival objects and materials primarily related to the period of early local pioneer settlement, c. 1840 to present, but are not to exclude Native American artifacts, both historic and prehistoric, which may be deemed significant for research or exhibit purposes.

A. FACTORS IN GIFT AND LOAN ACCEPTANCE
Consistent with this collection policy as well as museum objectives, the following are criteria for selection of new acquisitions:

1. The object must be relevant to established policy as regards geographic location, time period or subject matter.

2. The object must be able to be properly stored, preserved and exhibited by the Museum.

3. The object must be complete to the extent that it can be meaningfully interpreted, identified and/or exhibited.

4. The object must not endanger the health, safety or welfare of the general public, museum staff, or other objects in the collection.

5. The objects must not duplicate existing collection objects, unless the item can be used within the Museum Education or prop collections. Such a collection will be for educational outreach purposes and items therein may be handled by participants. Reproduction items may also qualify for these collections. Items to be a part of the Education collection will not be accessioned into the main museum collection, but shall be recorded separately for inventory purposes.

B. ACQUISITIONS (GIFTS)
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1. All donations are made without conditions attached, and are understood to be property of the City of Campbell.

2. The Museum exhibits, stores, interprets or otherwise disposes of donated objects, including deaccession where deemed necessary, at its own discretion and in accordance with Museum Policy.

3. The donor accepts responsibility for appraisal or valuation of the object for tax or Museum insurance purposes. No member of the Museum Foundation Board of Directors, Committees, nor the staff of the Museum, nor any person or employee holding a post of trust or honor in the Campbell Museum may give an evaluation or appraisal of an object to a donor or prospective donor, nor may the Museum nor any of the abovenamed persons pay for such evaluation for any purpose.

4. All donations shall be processed in accordance with established methods of Museum registration, as outlined in the collections procedures manual.

C. ACQUISITIONS (PURCHASE)

1. Objects to be considered for purchase must fill a need for completion of a particular collection area which cannot otherwise be filled through loan or gift.

2. All objects considered for purchase must be approved by the Museum Supervisor whose responsibility it will be to determine the authenticity, rarity, importance, value and clear title of ownership of the object under consideration.

3. Objects unfamiliar to the expertise of the Museum Supervisor will be subject to review by recognized authorities, whose opinion will then form the basis for the decision whether or not to submit the object to the Museum Supervisor for review.

4. Upon the recommendation of the Museum Supervisor, the object in question may be purchased by the Museum Foundation, or recommended for purchase by the City, provided such funds have been appropriated for museum acquisitions.

5. Should an object be purchased, it will be subject to all condition of donation, listed in Section II-B, items 1-4.

D. LOANS

1. Incoming Loans
Incoming loans may be accepted from individuals, institutions and corporations for specified purposes and periods of time, relevant to temporary or changing exhibitions, research, duplication of archival material or other objectives of the museum, at the discretion of the Museum Supervisor. In addition:
a. The Museum agrees to treat the object(s) lent to the Museum as if they were the property of the Museum, exercising the same care and safekeeping given to its own collection.

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b. All objects accepted for loan must meet Museum criteria for gift and loan acceptance and collections policy, and, when insured by the City, must be appraised or otherwise valuated by the lender.
c. Specific conditions governing outgoing loans are outlined on the appropriate form and acknowledged by lender’s signature.

2. Outgoing Loans
Outgoing loans must be authorized by the Museum Supervisor, after written request by the borrowing institution. Loans will be made for special purposes, primarily exhibition or approved duplication or restoration of artifactual or archival material, and for specified periods of time. In addition:
a. The borrower is responsible for all care, transportation and safekeeping of the object being loaned, including demonstration of proof of insurance, facility security and other protective devices. b. Condition of the object has been evaluated and documented, and it has been determined that the safety of the object will not be compromised during transit or exhibit.
c. Objects loaned will not be repaired, altered, restored, cleaned or photographed without express written permission of the Museum. d. Specific conditions governing outgoing loans are outlined on the appropriate form and acknowledged by borrower’s signature.

E. DEACCESSION OR DISPOSAL

1. Because the action of deaccessioning is usually irrevocable, all dispositions must be made upon the recommendation of both the Museum Supervisor and Director of Recreation and Community Services, using one or more of the following criteria in the decision-making process:
a. The object does not meet collection policy guidelines in relationship to subject, time period or geographic location.
b. The object is an unnecessary duplicate of other collection object. c. The object is hazardous to the safety or welfare of persons or objects in the Museum.
d. The object cannot be adequately or properly stored, preserved or restored without considerable expense to the Museum.
e. The object is more appropriate to the collections of another museum. f. The object is limited in educational value.
g. The object is beyond repair, or is fragmented in such a way as to be meaningless in terms of its potential for interpretation.

2. Where appropriate, objects may be removed from the collection an deaccessioned by transfer to another museum or appropriate non-profit educational institution through sale or trade, or destroyed if beyond repair.

3. All funds generated by sales of deaccessioned items shall be applied solely to the purchase of additional artifacts for the museum collections.

4. Items proposed for deacessing are not subject to any donor restriction.

5. Documentation of the deaccession process will be completed in a timely manner and will include photographs, verification that clear title has been established, and appropriate signatures.

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F. RESPONSIBILITY FOR COLLECTIONS

1. Conservation/Preservation
The Museum shall use all appropriate measure possible to preserve and conserve its artifacts and archival materials in accordance with accepted museum standards and guidelines.

2. Protection and Security
The Museum shall maintain an intrusion/fire alarm system, and practice other aspects of preventive maintenance and security procedures deemed necessary to adequately protect and secure the collections.

3. Documentation
The Museum shall maintain standard documentation systems including a registration system with all legal documents and a curatorial system with supporting information and research.

4. Risk Management
G. PHOTOGRAPHY AND REPRODUCTION
For the purposes of Museum Policy, the word “photography” shall apply to any reproduction media utilizing film including, but not limited to, black-and-white transparencies, motion picture film and video and any renderings. In addition, the word “collection” encompasses not only objects and artifacts within the museum’s collections, but the interiors and exteriors of the historical structures housing the Museum and its collections: the Ainsley House/Carriage House and the Campbell Historical Museum.

1. Photographers wishing to take photographs of objects in the collections strictly for their own uses, or for any other non-commercial purpose, are requested to certify to this fact on a PHOTOGRAPHIC PERMISSION FORM available in the Museum office. An authorized member of the Museum staff must approve this form before any photographs may be taken. A fee may be charged if an inordinate amount of staff time is required.

2. Photographs taken for any commercial reproduction, such as a publication in books, magazines, or in separate print form must have the approval of the Museum Supervisor. The photographer or publisher must explain fully the intended use and certify on the permission form that said photographs are solely for the use intended and that no secondary utilization in any other form, or by any other publisher is intended. The only exception to this regulation is photography sent by the Museum to local newspapers, or magazines, strictly for publicity purposes.

3. Permission for commercial publication requires the following conformance to the established Museum Policy:
a. Full credit must be give the collection of the Campbell Historical Museum with proper designation of artifact.
b. If reproduction is to be used in advertising, approval must be obtained from the Museum Supervisor stating the manner in which the reproduction will be used, as well as copy which will accompany it.

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c. The Museum reserves the right to determine the limitation of distance, brilliance and duration of lighting for the photography of collection objects, due to the injurious effect which light and heat have upon such surfaces.
d. A fee established on the City Master Fee Resolution may be charged.

4. Under no circumstance will the Campbell Historical Museum give photographic permission to distributors of photographs who do not publish themselves, but sell black-and-white or color photographs or videos of museum subjects to publishers. The museum reserves the right to deal directly with any publisher and does not delegate reproduction permission or any of the controls which it exercises over the proper reproduction of its work of art, artifacts and scientific or historical objects.

H. STATUS OF ARCHIVAL MATERIALS
The archives are maintained strictly for the purpose of preserving the history of the City of Campbell, and are not maintained to house any handwriting, typewriting, printing, photostating, photographing, letters, words, pictures, sounds, symbols, papers, maps, magnetic or punched paper tapes, photographic films or prints, magnetic or punched cards, discs, drums, or other documents, or any other means of recording any form of communications, which contains information relating to the conduct of the public’s business by the City.

Consequently, the archival materials are not construed to be public records, and may not be released or duplicated. Except in accordance with this policy.

III. EXHIBITION, INTERPRETATION AND ACCESS
Protection or conservation of an object must take precedence over aesthetic advantage in display, or accessibility of an object for research or other educational use. Access to collections and records by researchers may be obtained with the permission of the Curator or the Museum Supervisor.

Justification must be provided by the researcher for access beyond what is provided by exhibits and the following regulations must be observed:

1. All research or examination of objects must be done on Museum premises, and under supervision of the Museum Supervisor, or an authorized agent appointed by him/her.

2. Requests for research are by appointment only, and appointments may only be made during normal Museum administrative operating hours.

3. Researchers will be directed first to the Collections records, which may yield needed information without access to objects. Museum collections are housed in a secured area, available only to authorized Museum staff.

4. Museum handling instructions must be followed to assure safety of objects. Researchers are required to sign a statement of responsibility for damage to objects.

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5. Charges may be levied for photography of objects; reproductions of documents or photographs; opening of exhibit cases and excessive use of staff time which must be paid for in advance.

IV.II. FACILITY DESCRIPTIONS USE POLICY
The Museum Facility is comprised of STRUCTURES (the Ainsley House/Carriage House and the Campbell Historical Museum) and Garden AreasROUNDS surrounding these structures. Since the historic structures are considered collection objects, their use, preservation and conservation must be consistent with policies generated for other objects in the Museum’s collections.

A. FACILITIES

1. The Ainsley House
The Ainsley House is a designated Historic Landmark under the Historic Preservation Ordinance of the City of Campbell. Constructed in 1925-26 in an Tudor Revival style period, the 5000 square-foot building includes an attic, basement, porte-cochere and detached Carriage House. The Ainsley House features original furniture purchased by the Ainsley family in 1925.

When original furnishings were unavailable, museum staff supplemented the interiors with period-appropriate pieces that have since been added to the museum’s collection. The Ainsley House contains artifacts from the Campbell Museum’s collections in addition to artifacts on loan from other institutions and individuals. The rooms are interpreted in the 1925-1937 time period and the facility is utilized as a historic house museum with tours for the public given by trained docents. The Basement of the Ainsley House has a large climate controlled Museum Artifact collection storage area, a staff storage room, and large storage room designated for use by the Campbell Museum Foundation.

2. Carriage House/Exhibit Area
The detached 2,000 square-foot Carriage House houses a rotating exhibit gallery exhibit of the Campbell Historical Museum and inside the a video orientation space, a permanent historical exhibit, and a museum gift shop managed by the Campbell Museum Foundation. program for the Ainsley House tour. In addition, the Carriage House contains the museum store and a docent check-in/work meeting room area. This space is also The second floor is used as a bridal changing room when facilities are rented for a wedding or as a private meeting room..

3. 3. Campbell Historical Museum
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Located in the former city firehouse, a designated Historic Landmark under the Historic Preservation Ordinance of the City of Campbell. The Historical Museum houses and exhibits the artifact collection and archives for the City of Campbell.The Campbell Historical Museum contains collection storage space, staff offices, and a large exhibit gallery featuring rotating historical exhibits. It also operates an on-site field trip program for 2nd and 3rd grade classes from schools across the Santa Clara Valley.

The program runs Monday through Friday mornings during the school year, and the museum also hosts special events as needed.

4. 4. Ainsley House GardenGrounds
An open, park-like setting surrounds the Ainsley House/Carriage House and Campbell Museum, comprising 39,000 square feet of space adjacent to the City of Campbell Civic Center and Library Plaza. The Ainsley Garden is available for private rentals on a limited basis.

5. Campbell Historical Museum Garden
The Campbell Historical Museum’s xeriscape garden spans 2,000 square feet and features drought-tolerant plants, a dry riverbed, and pathways for visitors to explore. A bench is also available for public use.

B. FACILITIES: HOURS OF OPERATION

1. Ainsley House
The Ainsley House will be open for Tours Thursday – Sunday 12:00 noon to 4p.m. during the months of March-December, excluding public holidays.

2. Carriage House
The Carriage House will be open Thursday – Sunday 12:00 noon March – December, excluding public holidays.

ANY ALLOWABLE USE OF THE AINSLEY HOUSE AND CARRIAGE

HOUSE OTHER THAN PUCLIC TOURS IS OUTLINED IN THE

SECTIONS BELOW AND IS LIMITIED TO THE PERIOD BETWEEN THE HOURS OF 8:00 A.M. TO 11:00 P.M.

3. Grounds
The grounds will be open year round for self-guided tours. Rental of the grounds by previous reservation (See Section IV-D, E & F below) will be available year round according to Municipal Code 13.04.130. DURING RESERVED PERIODS GROUNDS ARE NOT OPEN TO THE PUBLIC.

C. FACILITIES: USE OF STRUCTURESOCCUPANCY

OCCUPANCY LOAD AND HOURS OF USE
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Maximum occupancy within the structures at any given time for any purpose is limited to the following:

Ainsley House-- 1st Floor: 75 maximum
2nd Floor: 25 maximum
Basement: Storage Area Only
Attic: Storage only
Carriage House-- 1st Floor: 40 maximum
2nd Floor: 8 maximum

1. Ainsley House
With the exception of the Basement Storage Room in the downstairs level of the House, the use of the Ainsley House is limited to those public and/or private activities which DIRECTLY COMPLEMENT the Museum’s ability to fulfill its purpose as stated in the Historical Division/Museum of the City of Campbell Goals and Objectives. The Structures may not be rented, nor may they be used for any private or individual activity, event or program not directly related to, or beneficial to, the Museum and its stated objectives.

ALLOWABLE USES include such relevant activities as normal visitor access during established open hours; guided tours of the exhibits and/or facilities for small groups; supervised research during administrative operating hours, and City, or Museum sponsored special events, programs, meetings or agenda related to the Museum, its collections or its academic emphasis as stated in Sections I and II of Museum Policy.

Allowable permanent uses of portions of the House include exhibition of collections, administrative and program operations and Museum collections storage.

ALLOWABLE MUSEUM EVENTS include, but are not limited to, teas, seasonal festivals or activities (such as a Christmas Holidays, evening tours, Thanksgiving House, Spring Festivals, etc), receptions, fashion shows, historical auctions or antique shows, and special tours for Museum marketing, public relations and development purposes.
a. VISITOR ACCESS: TOURS
Visitors to the House are permitted only in the form of guided tours, and the size of the group is limited to 15 persons or less. Tours shall be scheduled during regularly established open hours. An admission fee, established by the City (see below Section IV – H), will apply and will be reviewed annually in conjunction with the review of the City’s Master Fee Resolution. Tours outside of regularly scheduled open Item 9.2
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hours can be arranged for larger groups or for groups with special needs, by advance reservation and special arrangement only. Larger groups will be divided into small tour groups of 15 persons or less for staggered tours. Self-guided tours of the grounds, the Gift Shop or the Carriage House are provided as alternatives for groups waiting to tour the House.

2. Campbell Museum/Carriage House
Use of the Carriage House is limited to exhibition of Museum collection objects, video orientation showings, special temporary exhibits, Museum Foundation Gift Shop and docent check-in/work area. Self-guided tours are available, free of charge, to individuals or groups during normally scheduled Museum open hours.

3. Firehouse Facility
VISITORS ACCESS: RESEARCH
Research facilities are available on the premises, by appointment, at the discretion of Museum staff. Research can be conducted only during normal Museum administrative operating hours. All research and/or examination of objects must be done on the premises and under the supervision of the Historical Museum Supervisor, or an authorized agent appointed by him/her. In addition, all regulations regarding access to, and use of, collections, expressed in SECTION III of Museum Policy apply.

VISITOR ACCESS: MUSEUM EXHIBIT
Located in the former firehouse, the public area includes a visitors’ center, exhibit areas and a museum store operated by the Museum Foundation.

The Historical Museum is open to the public year round except when closed for changing the exhibits. Admission fee is based on City Master Fee Resolution.

D. FACILITIES: USE OF GROUNDS
OCCUPANCY LOAD AND HOURS OF USE: Maximum occupancy of the Grounds at any given time for any purpose is limited to 200 persons. No overnight uses are allowed. If an event is scheduled during normal Museum operating hours, access to the House and the Carriage House by the public will continue in accordance with policy expressed in SECTION IV-C above.

1. ALLOWABLE MUSEUM USES, or Museum Foundation sponsored uses, include but are not limited to, concerts, picnics, special events, living history events or demonstrations, garden parties, outdoor receptions, ice cream socials, gardening shows, and other appropriate activities. Activities scheduled for outdoor/ground use may, at the discretion of the Museum, be permitted indoors, should weather or other conditions prohibit full utilization of the grounds for the intended event. Limited food or beverages may be Item 9.2
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allowed in the sun porch, in the living room, and the two foyers, only with special arrangements of the Museum Supervisor.

2. ALLOWABLE NON-MUSEUM USES: The grounds may be rented, for an established fee set out in below Section 1C-H, and in accordance with rules, regulations, and other applicable policy, to non-museum groups as a setting for private/public parties, weddings, picnics, reunions or other non-profit group assembly not directly related to, or beneficial to, the Museum and its stated purposes. In addition to restricitons stated above and those regarding decorations, alcoholic beverages, fundraising, liability/insurance expressed in below Section IV-G, the following restrictions and/or permissible uses of the Grounds apply:
a. No access is allowed to ANY portion of the House or Carriage House for any purpose, other than Carriage House restroom and Volunteer room. b. Permittee is responsible for providing and setting up all tables, chairs, supplies, food, allowable decorations, and equipment necessary to the event being scheduled.
c. No Kitchen facilities are available. Public restrooms are located in the Carriage House, at City Hall, and in the adjacent Library. d. No birdseed, wild rice or other organic or non-organic material may be thrown or otherwise dispersed on the Grounds.

E. PRIORITIES/CLASSIFICATIONS OF FACILITY USE
Priority for use has been established as follows:

GROUP 1 – Programs and activities administered or sponsored by the Historical Division/Museum, and/or the City of Campbell.

GROUP 2 – Activities or meetings open to the general public offered by non-profit, educational, or community service groups, clubs, organizations or government agencies. Group 2 users must provide a copy of State or Federal form/letter proving non-profit status.

GROUP 3 – Activities programs or meetings by private groups/individuals.

GROUP 4 – Activities for fundraising activities or commercial filming. A fundraising activity is defined as an event held by a non-profit organization where an admission fee is charge or donation collected in order to raise funds for an organization, special cause, or individual. Private or commercial fundraising enterprises are not allowed by the City of Campbell. Groups sponsoring fundraising activities or partaking in commercial filming will be responsible to pay the surcharge outlined in below Section IV-H. Commercial filming must also follow the policy set out in Section IV-G-1.

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5. Applications for the following types of uses will not be accepted: Open dances or parties; events in honor of minors where alcohol is served; commercial use by private groups for sales, promoting or negotiating sales.

F. RESERVATIONS
Application for facility use may be obtained in person at the City of Cambpell Community Center Office located at 1 West Campbel Avenue. #C-31 during normal operating hours or at the Museum Office 51 n. Central Ave., Monday – Friday, 8 a.m. to 5 p.m.

1. Applications must be submilled in person on the requested form at the Community Center Office or Museum Office a minimum often (10) days prior to the desired date of use. Telephone reservations will NOT be accepted.

2. All applicants must be at least 18 years of age or older and must be present throughout the entire rental time of the facility.

3. Full rental fees and applicable deposits are due at the time the reservation request is submitted. Uses will not be confirmed or approved until all fees are received. Applicants reserving facilities less than thirty (30) days in advance must pay in cash or by guaranteed money order. Personal or business checks will NOT be accepted less than 30 days prior to intended use. In all cases, payment must be made in advance of use.

4. Events may be scheduled between 8 a.m. and be completed by dusk, unless authorized for a later time by the Museum Supervisor.

5. Some uses may require that applicants obtain a certificate of insurance or hire private security guards. (See Section IV - G-3). These requirements will be noted on the confirmation copy of the reservation form. If requirements are not met prior to the date of use, the use permit will be canceled.

6. Applications are not confirmed until applicant receives confirmation copy of the reservation form in the mail with Museum Supervisor's signature of approval. Absolutely no publicity or invitations should be distributed until the applicant received official confirmation. When security or insurance are required, applicant must meet requirements at least ten (10) days prior to the event of use or reservation well become automatically null and void.

7. Applications for use may be filed up to one year in advance of the desired date according to user group priorities outlined in above Section IV - E.

Major community events open to the general public and deemed to be of significant community interest may be submitted as the need arises.

G. RULES AND REGULATIONS
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1. Photography: No renderings or photography, including black-and-white, color, slide transparencies, motion picture and/or video, is allowed in any portion of the interior of the Ainsley House/Carriage House or Campbell Historical Museum without express written permission in advance, and in conformance with regulations as provided in Section Il - of this Museum Policy. The Museum reserves the right to refuse permission to photograph if the intended use is not in the best interest of protecting and conserving collection objects and/or structures per established Museum Policy. In addition, any commercial organization or individual granted permission to photograph must also rent the facility for the period of time required to complete the photography, and will be assessed a 50% surcharge for such rentals. Any additional fees and charges deemed necessary to compensate for potential impact upon the building and/or collections will be at the discretion of the Museum Supervisor.

2. Decorations Any proposed decorating or covering of, or changes to the structures or grounds shall be discussed at the time of application. Where allowed, the permittee shall be responsible for putting up any decorations and for all other special preparations necessary for the function. Permittee shall be responsible for the removal of all decorations, special preparations and permittee's personal property, owned or rented. In addition, the following rules apply:
a. All decorations must be flameproof or fire retardant. No crepe streamers are allowed.
b. All decorations must be removed at conclusion of event. c. Decorations may not be hung from light fixtures or off of any portion of the Ainsley House exterior.
d. No open flames are allowed indoors.
e. Any plants, tree or shrubs must be in waterproof containers and must be carefully placed so as not to damage pavement, floors or block fire exits. f. No foreign substances may be applied to walks, decks or patios. g. Relocation or rearrangement of furnishing or equipment owned by the City/Museum Foundation is not permitted.
h. No birdseed, wild rise or other organic material may be thrown or otherwise dispersed on the Grounds.

3. Alcoholic beverages are permitted on the GROUNDS ONLY. Use of alcohol must be indicated on the use permit.
a. Alcoholic beverages to be consumed on the grounds shall be limited to beer, wine and champagne. Absolutely NO hard liquor is allowed.

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b. Requests for serving alcoholic beverages in other areas for special occasions may be considered by the City of Campbell's designated representative if deemed there is no conflict with the established Museum Policy and other uses.
c. Alcohol is not allowed at events held in the honor of a minor. d. A group or an organization wishing to sell alcoholic beverages at their function must first obtain approval from the Campbell Police Department; and upon approval will be required to obtain, at their own expense, the appropriate permits and licenses from the State Alcoholic Beverage Control Board. When alcoholic beverages are sold, a 24-hour liquor license must be obtained by the sponsoring organization. This license may be obtained at the:

Alcoholic Beverage Commission
Santa Clara County District Office
100 Paseo de San Antonio #119
San Jose, CA 95113
Telephone: (408) 277-1200
Evidence of this license must be on file in the Community Center Office at least ten ( l 0) days prior to the event/function.
e. Permittees sponsoring/hosting events where alcoholic beverages are served may be required, at their expense, to hire private security guards to be present for the duration of their event and to provide liquor liability insurance (see Section 4, below). When required, proof of hire must be submitted to the Community Center Office at least ten (I 0) days prior to the event. f. Failure to comply with required security, licenses, permits or certificates will result in the voidance/cancellation of facility use and loss of application fee.

4. Liability/Insurance
a. The applicant shall be responsible for any and all damage to the premises, equipment or property. If after an activity additional janitorial maintenance is required (in excess of normal cleaning services/time), the applicant will be charged accordingly.
b. The applicant will be held responsible for all actions, behavior and damages caused by his/her guests or attendees.
c. All applicants requesting use of the facility for events deemed potentially dangerous will be required to provide the City with an original copy of a certificate of insurance providing public liability and property damage insurance in an Item 9.2
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amount not less than $1,000,000 per occurrence, and naming the City of Campbell and Campbell Redevelopment Agency as additional insured. The certificate must be submitted to the Museum Office at least ten (I 0) days prior to the event
d. The City of Campbell is not responsible for accidents, injury, illness, or loss of group or individual property.

5. Cleaning and Damages: All uses of the structures or grounds are subject to a refundable damage deposit, payable at the time the reservation is made.

The deposit is held until the Museum Supervisor has reviewed staff reports regarding use, which include satisfactory clean-up, staying within scheduled time, and lack of damage to facility or equipment. Deposit will be refunded upon meeting these conditions by mail within 15 to 30 days. Satisfactory clean-up of the facility includes the following: removal of all decorations, including tablecloths, balloons, streamers, signs, etc; placement of all trash and refuse in provided containers; removal of tables, chairs and other equipment. Any cost for repairs, equipment replacement or additional staff time required to clean up after use is deducted from the cleaning and damage deposit. Fees which exceed the deposit will be billed to permittee.

6. Staff Supervision: The City of Campbell will provide staff(trained by the Museum Supervisor) to be on duty and to offer assistance during the use, including opening and closing the facility at designated time, explaining normal procedures, answering questions, supervising use, and handling emergencies.

Any dangerous, unlawful or unruly behavior will be reported to permittee, who will be held responsible for correction. If at any time staff feels an event or use is out of control, the Police Department will be called in to respond to the situation.

7. All uses must comply with established policy regarding time or hours of use. Reservation time includes set-up and clean-up time. All clean-up must be completed, and persons gone from the facility by the designated ending time or additional facility use time will be charged at one and one half the hourly rate.

Use beyond the dusk deadline for meeting room/grounds use may result in charges being assessed per established fee schedule. Additions or reductions in reservation times can be made up to ten (JO) days in advance of scheduled use.

Complete time changes should be made at least thirty (30) days prior to use.

Absolutely no changes may be made less than ten (10) days in advance of scheduled use.

8. Cancellation/Refunds: In the event that cancellation of a confirmed reservation is necessary, it is the permittee's responsibility to provide immediate WRITTEN notification of such intent to cancel use.
a. REFUNDS FOR CANCELLATION OF USE OF GROUNDS
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I) Cancellations received more than four (4) months in advance of a scheduled use will receive a I 00% refund of amount paid less the application fee and membership fee.
2) Cancellations received 3-4 months in advance of use will receive a 75% refund of amount paid, less the application fee and membership fee. 3) Cancellations received 2-3 months in advance will receive a 50% refund paid, less the application fee and membership fee.
4) Cancellations received 1-2 months in advance will receive only a 25% refund of amount paid, less the application fee and membership fee. 5) Cancellations received less than one month in advance will receive NO REFUND at all.

The City of Campbell reserves the right to cancel any use of facilities upon two weeks written notice, exercised only in emergency situations or when deemed necessary for the safety and best interests of the City of Campbell and all concerned. In such cases, a full refund of all fees and deposits paid will be provided.

9. Miscellaneous
a. Groups composed of minors must be supervised by one adult for each twenty (20) minors.
b. Any persons violating rules and regulations or constituting a public nuisance will be required to leave the facility/premises. c. The misuse of the facility, failure to conform with facility regulations or any other federal, state, or local law, rule, regulation or ordinance will be sufficient reason for immediate termination of permit. No refund will be granted. d. Only facilities designated on application may be used. e. Gambling on the facility premises is prohibited. Gambling shall be defined as any game of skill, chance or raffle, played with cards or any other device for money or any other representative item of value.
f. Museum Supervisor, or any other duly authorized representative on duty shall have the right to enter facility at any time during any and all uses. g. Permits/reservations cannot be transferred, assigned, or sublet. h. The Museum Supervisor/Historical Resources Supervisor shall regulate or prohibit such activity or use which in his/her judgment is determined to be of a Item 9.2
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hazardous nature, or is potentially dangerous or damaging to property or is not in the best interests of the citizens of the City of Campbell. i. The City of Campbell reserves the right to amend fees and charges as deemed necessary. Previously approved reservations will not be affected by new rates.

H. FEE SCHEDULE
Rental and admission fees shall be set by the City Master Fee Resolution.

I. FACILITY USE WAIVER
Use of the facility for any purpose other than those specified in this Facility Use Policy must be petitioned through written request to the Museum Supervisor.

Such request must outline intended modifications or changes in detail, demonstrating compliance with rules, regulations and policy as stated above.

Petitions for such FACILITY USE WAIVER are subject to review by the Campbell City Council. The City Council shall have the final authority to waive or modify rules or regulations. Any and all requests/variances are considered individually, and are not automatically applied as a matter of precedent to future similar uses.

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10.14 Special Event Fee Waiver Policy was located in this section. As a stand alone policy it was not included in this redline version.

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10.15 Retention of City Council and Planning Commission Videotapes:

1. In the interest of maintaining a historical reference video library, videotapes of all City Council and Planning Commission Meetings shall be maintained for a period of two (2) years from the date of the original recording.

2. Videotapes may be destroyed or erased once they reach two years of age.

3. The retention schedule described in this section is subject to modification by Council should reference activity or storage capacity change.

4. The City Clerk shall continue to be the custodian of all audiotapes and written minutes of the City as such media are the official permanent records of the City.

The retention of videotapes is supplemental.

5. The Office of the City Manager will be the official custodian of City Council and Planning Commission videotapes.

6. Public copies of videotapes may be made available at the Campbell Library pending library staff availability and storage capability.

10.16 Procedure for Lease Negotiations for Space at the Campbell Community Center:

The following guidelines should be utilized to determine when a lease is to be reviewed by the City Council during an Executive Session prior to coming to terms with a tenant:

1. A lease for a term in excess of five years.

2. Any new lease with an annual impact of $75,000 or more.

3. Any request for special signage or installation of any equipment that is visible from the public right-of-way.

4. A lease with a business that is anything other than a standard educational, recreational, or office type of use.

5. Any lease renewal with an annual impact of $100,000 or more. Additionally, the City Manager is authorized to sign any leases below the thresholds outlined above.

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Recreation and Community Services Department
1 West Campbell Avenue, # C-31
Campbell, CA 95008
(P) 408.866.2104 ▪ (F) 408.866.2795
[email protected]
www.campbellca.gov/rentals
Office Hours
8:00 a.m. – 5:00 p.m. Monday – Friday
Campbell Community Center
Building Use Policy
Effective July 1, 2025 November 19, 2025
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 2 I. INTRODUCTION ...................................................................................... 3 II. FACILITIES AVAILABLE .............................................................................. 3 III. PRIORITIES FOR USECOMMUNITY CENTER BUILDING USE PRIORITIES .. 6 IV. RESERVATION REQUESTS ......................................................................... 7 Requests ................................................................................................ 7 When to Apply ....................................................................................... 8 V. RULES AND REGULATIONS ...................................................................... 9 Decorations ............................................................................................ 9 Alcoholic Beverages ............................................................................... 9 Security Requirements ......................................................................... 10 Fund-Raising ........................................................................................ 10 Damages/Liability/Insurance Requirements ........................................ 11 Cancellations/Refunds .......................................................................... 11 Refundable Damage Deposit Requirements………………………………………12 General Regulations ............................................................................. 12 VI. SITE MAP ................................................................................................ 15 VII. Wifi ACCESS AT THE COMMUNITY CENTER… ........................................ 16 VIII. ON-SITE PUBLICITY POLICY .................................................................... 17 IX. FEES & CHARGES ................................................................................... 19 Fee Schedule for Weekday Uses .......................................................... 20 Fee Schedule for Weekend Uses .......................................................... 21 Processing Fees ..................................................................................... 22 Additional Charges ............................................................................... 22 Deposits ............................................................................................... 22 Equipment Use Policy & Fees ................................................................ 23

TABLE OF CONTENTS
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 3 The Campbell Community Center is a unique community service complex. The site, which formerly housed the city's only high school, was purchased by the City of Campbell from the Campbell Union High School District in August of 1985. The facility was purchased primarily for the purpose of preserving its open space and recreational facilities for the use and enjoyment of the citizens of Campbell. An added highlight was the preservation of the beautiful historic buildings that front Campbell Avenue. Many of the classroom buildings are leased to various non-profit organizations, educational institutions, and small businesses for the purpose of generating revenue to off-set the facility's operational costs. The City reserves specific areas to house the variety of recreation programs offered for citizens of all ages. The offices for the City's Recreation and Community Services Department are located on-site (Building C, Room 31).

When the City is not using the facilities for its classes and programs, it makes them available to the community for social, educational, athletic, and cultural activities. The available facilities include two banquet halls, several meeting rooms and classrooms, two gymnasiums, the football field, the plaza and adjacent athletic fields. In 2004 the City opened the newly renovated 800-seat Heritage Theatre. The policies governing the use of this facility are not contained within this policy and, are available by contacting the Theatre Manager at (408) 866-2797 or visiting our website at www.campbellca.gov.

The purpose of the Building Use Policy is to assure that the facilities are utilized for recreational, cultural, educational, social and community service functions that meet the needs and interests of the community, as well as to set clear policies, procedures, regulations, and rental fees regarding such uses.

ORCHARD CITY BANQUET HALL (OCBH)
Maximum occupancy:

OCBH (Full Hall) OCBH North or South
Banquet Seating 299 125
Theater Seating 400 200
Classroom Seating 75 75
The Orchard City Banquet Hall (OCBH) is air-conditioned, has vinyl flooring and is suitable for large social gatherings, wedding receptions, banquets, meetings, etc. A dividing wall can separate this hall into two smaller rooms during non-peak hours. It is equipped with wheelchair accessible restrooms, a full-service kitchen (see below for description), wet bar and a lobby area that is immediately adjacent. Included in hall rental are tables, chairs, stage, and pianopodium piano, audio/visual equipment, and City staff to set-up and take-down City equipment and furnishings. Audio/Visual equipment and piano is available upon request for an additional fee.

KITCHEN (in Orchard City Banquet Hall) Maximum occupancy – 15 The full-service kitchen contains ample stainless-steel tables and counters, large stainless-steel sinks (no garbage disposal), 2 Blodgett ovens, a 125-burner gas range, ice machine and a large walk-in refrigerator.

A separate back entry provides convenient caterer access. A permitted food cart vendor may set up and distribute from this location (back entry access point). All City licenses and County permits are required.

NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are I. INTRODUCTION
II. FACILITIES AVAILABLE
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 4 not provided.

ROOSEVELT REDWOOD ROOM (Q-80) Maximum occupancy: Banquet Seating - 125 Theater Seating – 200
Classroom Seating – 75
The Roosevelt Redwood Room (Room Q-80) is air-conditioned, has vinyl flooring and is furnished with motorized window shades. It is suitable for small social gatherings, wedding receptions, meetings, activities, etc. An adjacent kitchen contains a large refrigerator and freezer, a sink (no garbage disposal), an oven, microwave, and ample counter/workspace. Public restrooms are located nearby on the exterior of the building. Included in room rental rates are tables, chairs and City staff to set-up and take-down of City’s equipment and furnishings. The small cement landing on the pool-side entrance may be used for a permitted food cart/vendor to prepare and distribute food. All City licenses and County permits are required. NOTE:

Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are not provided.

MARY CAMPBELL ROOM (Q-84) Maximum occupancy: Theater Seating – 75 Classroom Seating – 50
The Mary Campbell Room (Room Q-84) is air-conditioned, has vinyl flooring, and offers tiered seating ideal for conferences, trainings and speaker meetings. Motorized window shades and a projector screen are included. Public restrooms are located nearby on the exterior of the building. Included in room rental rates are tables, chairs and City staff to provide set-up and take-down of City’s equipment and furnishings. This space is not suitable for banquet style events. Alcoholic beverages are not allowed in this room.

MULTI-PURPOSE ROOM (M-50) Maximum occupancy: Banquet Seating – 100 Theater Seating – 120
Classroom Seating – 50
The Multi-Purpose Room (Room M-50) is air-conditioned, has tile floors, and mirrors on two walls. An adjacent kitchen contains refrigerator, sink (no garbage disposal), a microwave and ample counter space.

Restrooms are located inside the room. Included in rental rates are tables, chairs, and City staff to provide set-up and take- down of City’s equipment and furnishings. Customers must provide all their own utensils, towels, sponges, etc. A permitted food cart/vendor may set up in the two designated parking spots outside of the kitchen exterior doors to prepare and distribute food. All City licenses and County permits are required.

ADULT CENTER MEETING ROOM (C-35) Maximum occupancy: Banquet Seating – 60 Theater Seating – 80
Classroom Seating– 25
The Adult Center (50+) Meeting Room (Room C-35) is air-conditioned and has vinyl flooring. It contains ample built-in counter space, a small sink (no garbage disposal), a microwave, small mini refrigerator, and a piano. Alcoholic beverages are not allowed in this room and there is no kitchen available. Included in rental rates are tables, chairs, and City staff to provide set-up and take-down of City’s equipment and furnishings.

BOARD ROOM (E-42) Maximum occupancy: Theater Seating- 29 Classroom Seating – 20
The Board Room (Room E-42) is air-conditioned, has vinyl flooring, a built-in counter with a sink (no garbage disposal). This room is furnished with motorized black-out shades, and a white board. Alcoholic beverages are not allowed in this room. Included in the Board Room rental rates are tables, chairs and City staff to set-up and take-down the City’s equipment and furnishings.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 5 ACTIVITY ROOM (E-46) - Space is unavailable to reserve/rentFebr. Location of the Campbell Express Library until 2025. Maximum occupancy – 00080
The Activity Room (Room E-46) i s a i r - c o n d i t i o n e d , has vinyl floors, tall ceilings with exposed ducting, motorized black-out shades, and a whiteboard. There is a large residential style kitchen with ample counter space, refrigerator, oven, stove-top, microwave and sink (no garbage disposal). Included in Activity Room rental rates are tables, chairs, and staff to provide set-up and take-down of City’s equipment and furnishings. NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are not provided.

DANCE STUDIOS (M-47 & N-76) Maximum occupancy – 20
The Community Center has two (2) Dance Studios. N-76 is air-conditioned and has a hardwood floor, M-47 is also air-conditioned and has a Marley Floor. Both spaces have ballet bars and mirrors. Available for rent for dance classes and similar type uses. NO food, beverages, smoking or hard-soled shoes are allowed.

Insurance is required to rent Dance Studio Space.

MAIN GYMNASIUM (Bldg. P) Maximum occupancy – 180 in bleachers 100 on floor
The Main Gymnasium offers spectator seating for 180 in bleachers, six (6) basketball standards, two (2) volleyball courts, a hardwood floor, basketball score clock (additional charge), a lobby with restrooms and a ticket booth. NO food, beverage, smoking or hard-soled shoes allowed. Insurance is required to rent the Main Gymnasium.

AUXILIARY GYMNASIUM (Bldg. N) Maximum occupancy – 100
The Auxiliary Gym offers six (6) basketball standards, one (1) volleyball court, a hardwood floor, and score clock (additional fee). No spectator seating is available. One restroom is immediately adjacent. NO food, beverages, smoking or hard-soled shoes are allowed. Insurance is required to rent the Auxiliary Gymnasium.

POOL (Bldg. N) Maximum occupancy – 225
The Campbell Community Center Pool is an outdoor 25-yard by 20-yard pool featuring eight lanes. The pool depth is 3.5 feet at the shallow end and 9 feet at the deep end. The pool temperature is kept at 80-82 degrees year-round by solar and gas heat. Lap swim equipment, including kickboards, pull buoys, and noodles are available for use. Swimmers can also bring their own equipment such as kickboards, pull buoys, snorkels, noodles, and fins. There are men’s and women’s locker rooms including lockers and showers available for use.

ORCHARD CITY PLAZA Maximum occupancy – 100
The Plaza located adjacent to the OCBH and Building E may be available to rent on an hourly basis for private parties and receptions. The area is equipped with outside electrical and may be rented in conjunction with the OCBH. Reservation of this area cannot restrict access to OCBH or any other CCC rooms and must be cordoned off to identify the parameters of the event. Requests to serve alcohol/food, utilize amplified sound or to set up tables and chairs will be subject to approval by the Director of Recreation and Community Services as well as the Chief of Police. Tables, chairs, or other City equipment is not included in the rental price and is not available for outdoor use. If use of Plaza is approved, rental client will be responsible for rental and setItem 9.2 Tuesday, November 18, 2025 120 of 196
Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 6 up of tables, chairs, or other equipment.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 7 Priority for booking facilities will be given in the following order:

The City of Campbell may allow the following reservation requests outside of the allowable time periods indicated within the table within Section IV. Reservation Requests B.3 on page 8.

First priority:
• City of Campbell programs and events
• Non-profit organizations and foundations that exist solely for the purpose of supporting City programs and activities
• Free public meetings held by elected representatives serving the Campbell area • Local election candidate forums sponsored by a non-profit organization, polling and/or trainings offered by the local Registrar of voters
• Free public meetings offered by either of the Campbell school districts (CUHSD and CUSD) • Free public meetings by other governmental agencies that serve Campbell residents • Events by non-profit organizations who have assumed leadership for events once provided by the City • Programs and activities offered by local non-profit organizations • Community Center Tenants
• Events sponsored by/for Campbell High School Alumni groups • Meetings or trainings by school districts or other governmental agencies that are not open to the public (CUHSD, CUSD, and Registrar of voters are each eligible for up to three reservations per calendar year at no charge)
Second priorityAll other groups are subject to the designated reservation request period allowable per this policy in section IV. Reservation Requests section B When to Apply for use:

Non-profit and Pprivate meetings, groups, parties, banquets, and social events. See page 8 To qualify for non-profit rates, customers must provide a copy of their letter of non-profit status from the California Secretary of State’s office with their non-profit ID number indicated and must pay with an organization check or charge card. Organization name on letter of non-profit status, check/charge card, and permit must all be in the same name. Non-profit customer account address must match the non-profit organization’s business address.

NOTE: Businesses renting the facilities for the purpose of sales must obtain and provide proof of a Campbell Business License, available from the Finance Department’s office at Campbell City Hall.

A. Applications for the following types of uses will not be accepted:

1. Any event Dances or parties advertised and open to the general public. This includes but are not limited to dances, parties, political rallies, open mic nights, cultural events and music showcases.

2. Events in the honor of a minor where alcohol is served.

3. Events offering Carnival rides/activities or gambling and/or games of chance (unless a permit has been obtained from the State Department of Justice and has been approved by the Police Chief).

4. Events advertised over the Internet where advance registration is not required.

To qualify for the Campbell residency, it is the Campbell resident who must make the reservation, sign the forms, be responsible for the event and behavior of guests, and pay all applicable fees.

III. COMMUNITY CENTER BUILDING USE PRIORITIES
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 8 IV. RESERVATION REQUESTS
A. RESERVATION REQUESTS:

1. Reservation requests may be made free of charge online a minimum of ten (10) days prior to the desired date of use. Please visit www.campbellca.gov/rentals for detailed information about how to make this request.
a. A 30-minute fFacility tTours will only be scheduled once a reservation request has been made through the online system.
b. Availability of rental spaces is available to be viewed online. Please visit www.campbellca.gov/rentals to learn more.
c. Once a reservation request has been made, rental clients will be contacted with the next steps in the reservation process as follows:
• Step 1: Visit www.campbellca.gov/rentals to learn how to make a free rental request online • View availability, select date and time, add to cart, begin checkout • Step 2: Answer questions about your event:
• Type of event, will alcohol be served, number of people estimated to attend, is a tour needed?
• Step 3: Review required guidelines, and cancellation policy and other important information. • Step 4: Review details for the request and complete the transaction • Step 5: Staff will review request and follow up with any questions related to the request. • Step 56: Pending the response to the need for a tourIf a tour is requested, rental clients will be contacted via email to make an appointment to view the facility, once this appointment is made an estimate will be sent to be reviewed prior to the tour appointment. If NO TOUR is selected, an estimate and payment link will be sent to the rental client. Payment is due within 48 hours of estimate being sent to the client. Payments not received within 48 hours will result in the booking being released.
• Step 67: Review estimate details and make full payment (all fees) to confirm rental of facility.

2. All applicants must be at least 18 years of age or older (21 if alcohol is being served) and must be present throughout the entire use of the facility.

3. Full rental fees and applicable deposits are due 48 hours after tour or estimate approval. NOTE:

VISA, MasterCard, American Express and Discover charge cards are accepted. Booking requests will be released if fees are not received at by the indicated pay by date (within 48 hours of estimate creation).
a. Applicants reserving facilities less than thirty (30) days in advance must pay in cash, Cashier's check, VISA, MasterCard, American Express and Discover or by guaranteed money order.

Personal or business checks will NOT be accepted less than 30 days prior to intended use. b. Non-Profit applicants who reserve for multiple uses (daily, weekly or monthly uses on one application) may qualify for monthly payments.
c. In all cases, payment must be made a minimum of ten (10) business days in advance of use.

4. No events may be scheduled before 8:00 a.m. or past 12:00 midnight (10:00pm on Sunday through Thursday evenings). No overnight use is allowed. The time reserved must be inclusive of the time needed to set-up, decorate, etc. and clean-up at the conclusion of your use. The time stated on your application should be the actual time you wish to gain entry to the facility (not the time the event/function begins), and the time you anticipate being cleaned-up and gone. Do not expect entry before your scheduled time.

5. Cleaning the facility requires rental clients to “leave it as you found it”. Rental clients are expected to place trash, recycling, and organics in the provided bins, remove all decorations and guests by the permit end time. Please see section V. B. 9 and 10.

6. Some types of facility uses may require that the applicant obtain a Certificate of Insurance (see Item 9.2
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 9 Section V-D on page 10) and/or have security services present. Insurance certificates will need to be coordinated directly with the insurance provider of the renter’s choice. Security services will be coordinated by City of Campbell staff (see Section V-B-8 on page 9). These requirements will be noted and estimated when applicable on the Facility Reservation Permit. Payment for security services must be provided to the City of Campbell no less than thirty (30) days prior to the event. If insurance requirements are not met, or Security services are not paid in full, thirty (30) days prior to the event date, the Facility Reservation Permit is subject to cancellation.

7. An appointment is required to view the facilities, drop-ins will not be accommodated.

Appointments may be scheduled after a reservation request has been submitted. This information will be emailed to the rental client.
a. Following the receipt of a rental request, one 30-minute tour may be schedule upon request. a.b. After a Facility Rental Permit has been issued and payment completed, one additonaladditional 30-minute tour may be scheduled upon request to assist with event planning needs such as decorations, layout design, and other preparations.

7.8. Reservation requests are not confirmed until applicant receives an approved Facility Reservation Permit. Absolutely no publicity or invitations should be distributed until the applicant receives official confirmation of the room reservation and all applicable fees have been paid.

B. WHEN TO APPLY FOR USE:

1. Weekend Uses of Orchard City Banquet Hall and Roosevelt Room (Q-80):

Applications for weekend (Friday night, Saturday, Sunday) uses, such as wedding receptions may be filed up to one (1) year in advance of the desired date (Campbell Residents). If the year prior date falls on a Saturday, Sunday, or holiday, reservation requests will be accepted on the following business day. Non-residents of the City of Campbell can submit a reservation request ten (10) days later, thereby providing residents with ten full days of priority.

2. Weekend uses of the Multi-Purpose Room (M-50) and Activity Room (E-46):

Applications for weekend (Friday Night and anytime Saturday or Sunday) uses, such as wedding receptions may be filed up to six (6) months in advance of the desired date for Campbell Residents.

If the six-month prior date falls on a Saturday, Sunday, or holiday, applications will be accepted on the following business day. Non-residents of the City of Campbell can apply ten (10) days later, thereby providing residents with ten (10) full days of priority.

3. Other Uses:

Weekday uses (Monday-FriFriday before 5pm), all Gym uses, pool uses, and weekend uses (Friday after 5pm - Sunday) of all other facilities may be submitted according to the following schedule:

FOR THE PERIOD OF: GROUP: APPLY ON:

January 1 through May 31 City, Tenants, & Non-profits November 15 All Others November 25
June 1 through August 31 City, Tenants, & Non-profits April 15 All Others April 25
September 1 through December 31 City, Tenants, & Non-profits July 15 All Others July 25

3. Exceptions:
a. Major community events open to the general public and deemed to be of significant Item 9.2
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 10 community interest may be submitted up to one year in advance. b. Non-Profit customers that meet on a regular weekly basis and where weekly meetings on the same day, time and place are integral to their success (churches, etc.), and have established a pattern of paying their monthly fees on time, are allowed to book their regular weekly uses up to one year in advance, subject to availability.
c. Non-Profit groups that wish to conduct a large-scale event (for example a one-day conference) which requires the need to rent multiple meeting and banquet spaces are subject to approval by the Director of Recreation and Community Services. d. The City of Campbell reserves the right to alter reservations for City needs with at least thirty (30) days advance notice.

Rental of the Campbell Community Center facilities are specific to the room that is rented. Events may not extend into outdoor corridors/hallways, grass areas, parking lot and common spaces. The permit holder is responsible for ensuring that all activities pertaining to the rental event remain inside the facility at all times and do not disturb other events, classes, or businesses on the Community Center campus. Failure to comply will result in the loss of damage deposit.

A. DECORATIONS:

Any decorating, or covering of, or changes to the facilities shall be discussed at the time of facility tour.

The Permittee shall be responsible for putting up any decorations and all other special preparations necessary for the function. All decorations and tape shall be removed at the conclusion of the function.

Permittee shall be responsible for the removal of all decorations, tape, special preparations, Permittee's personal property, and any rented equipment immediately upon the conclusion of their event. Failure to adhere to any of these rules may result in a loss of the damage deposit.

1. All decorations must be inside the rented facility and may only be applied with blue masking tape (except on wood floors). The use of cellophane, adhesive tape, nails, staples, screws, etc., is NOT allowed on walls or ceilings. Staples and pushpins are allowed only on tack strips and bulletin boards.

All tape and string must be removed from all surfaces and equipment at the conclusion of the event.

2. Decorations may NOT be hung from light fixtures, ceilings, heat detectors, emergency lights, or acoustical wall/ceiling tiles.

3. Open flames (such as lighted candles) are NOT allowed without a permit from the Fire Marshal (Santa Clara County Fire Department), and even then, must be in a container that does not allow the flame to exceed the height of the container (i.e.: hurricane lamp) or candle must be floated on water. All decorations must be flameproof or fire retardant.

4. Sterno flames for catering purposes are allowed.

5. Due to the sensitivity of the fire/smoke alarm system and the lingering odor, incense and fog/smoke machines are not allowed in any Community Center facilities. If fire alarm is triggered, all guests must evacuate the building immediately until the Santa Clara County Fire Department provides approval to re-enter the facility. This will cause forfeiture of entire damage deposit and rental client will be responsible for any additional fees occurred for service from SCCFD.

6. All plants, trees, and shrubs must be in waterproof containers and must be carefully placed so as not to damage floor, tables, or block fire exits.

7. No foreign substance may be applied to the floor.

8. No rice, birdseed, confetti, glitter, or hay bales are permitted at the Campbell Community Center or on surrounding sidewalks and parking lots. Use will cause forfeiture of entire damage deposit.

9. For safety reasons, relocation or rearrangement of City equipment is not permitted. City staff on duty must perform any rearrangement of City furnishings and/or equipment. All doors must be kept clear in the event of an emergency evacuation.

10. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on campus will result in a loss of damage deposit.

V. RULES AND REGULATIONS
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 11 B. ALCOHOLIC BEVERAGES:

The use of alcoholic beverages is allowed by prior written permit application only and must be requested at the time of reservation request.

1. Failure to comply with required security, licenses, permits or certificates will result in immediate cancellation of the use and forfeiture of all fees paid.

2. Alcoholic beverages to be consumed on the premises shall be limited to beer, wine and champagne only. Absolutely no hard liquor is allowed, including alcohol based seltzers and mixed drinks.

To ensure compliance with venue regulations and maintain a safe and enjoyable environment for all guests, only beer, wine, and champagne may be distributed, served, or consumed at any event.

Permitted Beverages:
• Beer (bottled, canned, or draft)
• Wine (red, white, rosé, sparkling)
• Champagne
Prohibited Beverages:

The following types of alcohol and products are not permitted to be distributed or served under any circumstances:
• Hard liquor or spirits (e.g., vodka, rum, gin, tequila, whiskey, bourbon, brandy, etc.) • Premixed or canned cocktails and spirit-based beverages, including but not limited to:
o Cutwater
o High Noon
o White Claw Vodka + Soda
o Truly Vodka Seltzer
o Monaco Cocktails
o Cayman Jack
o BuzzBallz
o Jack Daniel’s & Cola
o Smirnoff Ice
o Mike’s Hard Lemonade
o Twisted Tea (alcoholic version)
• Any beverage containing distilled spirits or liquor-based ingredients Vendors, caterers, and event hosts/permit holders are responsible for ensuring compliance with this policy. Any unapproved alcoholic beverages may be removed from the premises at the discretion of management or event staff and may result in immediate cancellation of facility use and forfeiture of all fees paid.

2. 3. Alcoholic beverages may be served, sold and/or consumed only in the interior of Orchard City Banquet Hall, the Roosevelt Redwood Room, , Activity Room, Multi-Purpose Room and designated areas of the Orchard City Plaza. Alcoholic beverages are not to be served or consumed outside the specific area/room reserved; guests may not take alcoholic beverages outside into the common areas of the Community Center. Alcohol shall not be served, sold, or consumed in/from vehicles in the parking lot or on the premises.

4. Requests for serving and/or selling alcoholic beverages, in other rooms or common areas, for special occasions must be approved by the Chief of Police, after first receiving the approval of the Director of Recreation and Communication Services. If the presence of alcohol is deemed to conflict with other previously scheduled uses/users, the request may be denied.

5. Alcohol is NOT allowed at youth-oriented events or events held in the honor of a minor (Christenings, birthdays, graduations, coming-out parties, Quinceaneras, Bar or Bat Mitzvahs, etc.).

6. A group or organization wishing to sell alcoholic beverages at their function or provide alcoholic beverages with the cost of a meal or entry fee, must first obtain approval from the Campbell Police Department; and upon approval will be required to obtain, at their own expense, the appropriate permits and licenses (a 24-hour Liquor License) from the State Alcoholic Beverage Control Board. A Item 9.2
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 12 24-hour liquor license may be obtained at the:

Alcoholic Beverage Commission, Santa Clara County District Office 100 Paseo de San Antonio #119
San Jose, CA 95113
Telephone: (408) 277-1200
Evidence of this license must be on file in the Community Center office at least ten (10) days prior to the event/function.

7. Permittees sponsoring events where alcohol is sold will be required to obtain liquor liability insurance with the coverage outlined in items D-3 and 4 on pages 12. Those actually selling the alcohol must have received the required training required by the ABC for alcohol sales (checking IDs, not selling to those already over-imbibed, etc.).

8. SECURITY - Permittees sponsoring/hosting events where alcoholic beverages are served or sold may be required, at their expense, to have security present. Approved security services will be required to be present for the duration of the event. NOTE: Security may be required and will be arranged by the Campbell Community Center when: alcohol is being served, your event is scheduled for more than 3 hours, and/or you expect/invited more than 75 people in attendance. Security fees will be estimated at the time of your reservation request and are subject to change on July 1 of each year.

Current fees in effect on the day of the event will be charged in all cases. All security fees will be due no less than thirty (30) days prior to the event date.
a. Security requirements: a minimum of 2 security guards for 75 or more guests in attendance, with 1 additional guard required for every 75 more guests (see table for reference).

Guests Number of Required Guards
0-74 No guards required
75-150 2 guards
151-225 3 guards
226-300 4 guards
301-375+ 5 guards

9. The Permittee is responsible for neatly disposing of all beverage containers and cartons in the provided receptacles. Recycling and composting is encouraged and receptacles are provided for your use. If space is limited, please contact the Building Attendant staff for assistance.

10. Excessive spills of any beverages or other substances must be mopped up immediately to prevent accidents. Staff on duty will perform this for you; please notify them as soon as a problem exists so any safety hazards can be eliminated as soon as possible.

C. FUND-RAISING:

A fund-raising activity is defined as an event where an admission fee is charged for entry or participation or a donation is collected in order toto raise funds for an organization, special cause, or individual.

Examples of fund-raisers may include but are not limited to: Art Fairs where an admission fee is collected, a Crab Feed, Spaghetti Dinner, or other banquet where an admission fee is charged, a Flea Market, an Auction, a Cook-Off, a Casino Night, a class or seminar where a fee is charged for participation, or any other event where fees or donations are collected on behalf of an organization, or business. NOTE:

Religious/church services are not considered fund-raising activities.

1. Refer to item 8 under G. General Regulations (page 13) for restrictions on Casino Nights and other “gambling” – type fundraisers.

2. Those selling products or services on-site are required to obtain and provide proof of a City of Campbell Business License, which may be obtained from the:

Finance Department
Campbell City Hall
70 N. First Street (at N. First Street & Civic Center Drive).

Campbell, CA 95008
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 13 (408) 866-2174
D. DAMAGES/LIABILITY/INSURANCE REQUIREMENTS:

1. The applicant shall be responsible for any and all damage to the City's premises, equipment, and property. If, after an activity, additional janitorial maintenance is required (in excess of normal cleaning services/time), the applicant will be charged accordingly. The cost may range from a minimum of $50 per hour up to the top step listed in the approved fee schedule depending on severity of damage or cleaning and is subject to Building Maintenance inspection including the time estimate to complete repairs. If costs to repair damages exceeds the refundable damage deposit on file, additional fees will be charged and due to the City immediately.

1. 2. The applicant will be held responsible for all actions, behavior and damages caused by his/her guests/attendees.

3. All applicants requesting use of the a gymnasium, pool, dance studios or or other facility space for athletic activities or other events deemed potentially dangerous, will be required to provide the City with an original Certificate of Insurance providing proof of the following coverage:
a. Public liability and property damage insurance in an amount not less than $1,000,000 per occurrence.
b. The City of Campbell, its agents, attorneys, employees, officials, and volunteers must be named as an additional insured.
c. The coverage shall not be canceled or reduced without at least fifteen (15) days written notice to the City of Campbell.
d. The certificate must be submitted to the Community Center office at least ten (10) days prior to the event.

4. All applicants requesting permission to sell alcoholic beverages must provide liquor liability insurance in an amount not less than $1,000,000 per occurrence, in addition to the insurance outlined above.

5. The City of Campbell is not responsible for accidents, injury, illness or loss of group or individual property.

E. PERMIT ADJUSTMENTS/CANCELLATIONS/REFUNDS:

The City's cancellation policy has been developed to discourage the last-minute cancellation of events.

If a cancellation is received on short notice, the City's ability to re-rent the facility is severely limited. The cancellation/refund policy is structured to offer the greatest refund in instances where the City has the highest probability of re-renting the facility.

1. Requests to adjust a permit (eg. increase or decrease of a booking time, adding additional attendees, requests to serve alcohol etc.) are subject to the cancellation and refund fees below.

1.2. In the event that cancellation of a confirmed reservation is necessary, it is the Permittee's responsibility to provide immediate written notification of such intent to cancel use (email to [email protected] is acceptable). City staff will not accept or be held responsible for cancellations made by telephone. The earlier the notice is provided, the greater the refund of use fees. The refund schedule has been set to cover City costs and loss of potential revenues.

NOTE: Cancellations will only be accepted from the Permittee (the person who submitted the reservation request and signed permit waivers), not from anyone else acting on their behalf.

This policy is designed to prevent the unauthorized cancellation of an event.

3. Refunds for cancellation of weekend (peak times Friday, Saturday, Sunday) uses of the banquet hallsOrchard City Banquet Hall, Roosevelt Room Q-80, Multi-purpose Room M-50, Activity Room E-46 will be granted on the following basis:

All refunds are subject to a non-refundable $25 processing fee.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 14 Notice of Cancellation Refund Amount
More than 4 months before event date 90% of facility use fees, less the $25 processing fee 3 to 4 months before event date 80% of facility use fees, less the $25 processing fee 2 to 3 months before event date 50% of facility use fees, less the $25 processing fee 1 to 2 months before event date 25% of facility use fees, less the $25 processing fee Less than 1 month before event date 10% of facility use fees, less the $25 processing fee Less than 10 days before event date No refund; all facility use fees will be retained Additional Information
• Refunds apply only to facility use fees.
• Fees for staff, equipment, insurance, or other services are fully refundable once paid. • The City reserves the right to cancel or reschedule any reservation due to unforeseen circumstances; in such cases, a full refund will be issued.

2. a. Cancellations received more than four (4) months in advance of the scheduled use will receive a refund of the full amount paid less a $75 cancellation fee and the $25 processing fee. (COST to permit holder: $100)
b. Cancellations received 3 - 4 months in advance will receive a refund of the full amount paid less a $175 cancellation fee and the $25 processing fee. (COST to permit holder: $200) c. Cancellations received 2 - 3 months in advance will receive a refund of only 50% of their facility use fees including a $25 processing fee. (MAXIMUM COST to permit holder:
$300)
d. Cancellations received 1 - 2 months in advance will receive a refund of only 25% of their facility use fees including a $25 processing fee. (MAXIMUM COST to permit holder:
$400)
e. Cancellations received less than one (1) month in advance will receive a refund only of fees paid in excess of $500 including a $25 processing fee. (MAXIMUM COST to permit holder: $500)
f. If less than ten (10) days’ notice of cancellation is provided, full use fees will be charged/retained; no refund will be provided.

4. Refunds for cancellation of all other facility uses will be granted on the following basis:

All refunds are subject to a non-refundable $25 processing fee and a $25 cancellation fee Notice of Cancellation Refund Amount
More than 2 weeks before event date Full refund of facility use fees, less a $25 processing fee and a $25 cancellation fee
Less than 2 weeks but more than 24 hours before
event date
25% of facility use fees, less a $25 processing fee and a $25 cancellation fee
Less than 24 hours before event date No refund; all facility use fees will be retained Additional Information
• Refunds apply only to facility use fees.
• Fees for staff, equipment, insurance, or other services are fully refundable once paid. • The City reserves the right to cancel or reschedule any reservation due to unforeseen circumstances; in such cases, a full refund will be issued.

3. a. Cancellations received more than two (2) weeks in advance of the scheduled use will receive a refund of the full amount paid less the $25 processing fee and a $25 cancellation fee. (COST to permit holder: $50)
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 15 b. If notification is received less than two weeks in advance and more than 24 hours in advance, 25% of facility use fees, plus the $25 processing fee, and $25 cancellation fee will be retained. (MAXIMUM COST to permit holder: $125) c. If less than 24 hours’ notice of cancellation is provided, full use fees will be charged/retained; no refund will be provided.

4. The City of Campbell reserves the right to cancel any use of facilities and/or equipment in emergency situations or when deemed necessary for the safety and best interests of the customers, the City of Campbell, and all concerned. In such cases, City will provide a full refund of all fees and deposits paid.

F. REFUNDABLE DAMAGE DEPOSIT REQUIREMENTS:

1. Refundable damage deposits are processed for refund 3-5 days after the last permitted use. The timeline of actual refund is 1-3 weeks pending the original payment type. See section IX. G. 3.

2. Refundable damage deposits are refunded if the following conditions are met:
a. No damage or loss to the room and/or surrounding area is caused because of the rental (including excessive trash or clean-up needs, damage from decorations etc.). In the event damage to the room or excessive trash is observed the cost associated with any such damage will be withheld from the refundable damage deposit. The cost may range from a minimum of $50 per hour up to the top step listed in the approved fee schedule depending on severity of damage or cleaning and is subject to Building Maintenance inspection including the time estimate to complete repairs. will be billed at minimum, $50 per hour related to the staff time required to correct damage to facility. If costs to repair damages exceeds the refundable damage deposit on file, additional fees will be charged and due to the City immediately. b. Use of the facility does not exceed the permitted time. c. All City equipment and property is accounted for and undamaged. d. All policies are adhered to including decorations, alcohol and security requirements.

G. GENERAL REGULATIONS:

1. Only City staff can operate the audio/visual equipment and dividing wall in the OCBH. In addition, only City staff can move tables or chairs. Your event set-up needs to be completed and provided to the Campbell Community Center one (1) week or five (5) business days prior to the scheduled event. Any changes to that agreed upon the submitted set-up must be completed by the on-site City staff on-site.

Call the staff person on duty for assistance at (408) 761-0350. a. Permit holders who require changes to the layout during the event must disclose and submit desired changes a minimum of one (1) week or five (5) business days in advance. Additional fees may be charged to confirm appropriate staffing levels to accommodate requested layout changes.

1.b.Permit holders booking multiple rooms that require ongoing support throughout the day may be required to pay for additional support staff.

2. Renting the facility includes the use of City tables and chairs which will be set-up and taken down by City Staff. If the renter would like to bring in other tables or chairs, the renter will be responsible for the set-up and take-down of such items (City staff will not set-up or break down non-City equipment).

3. Overnight storage of personal property is generally not allowed. If the renter inquires and the space is available, overnight storage can be permitted at the standard booking rate of the facility and minimum hours will be enforced. Overnight storage will activate the requirement to book the rental space beginning at 8am the following day due to the inability to rent the space to other customers.

2.4. Any person(s) violating the established Rules and Regulations or constituting a public nuisance may be required to leave the facility and premises.

3.5.Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors throughout use of Community Center facilities. Children must be under adult supervision at all times.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 16 Children are not allowed to run around the facility unsupervised.

4.6. For customer comfort, energy efficiency and consideration of our neighbors, all doors and windows must remain closed throughout the entire event.

5.7. ADVERTISING AND SIGNAGE:
a. Posting of flyers, signs, etc. on the Community Center buildings, posts, windows, doors, trees, kiosks, or other structures is strictly prohibited. Adequate signage exists to guide guests to your rented room. Permittees should be very specific on their invitations to provide guests with the specific name (Orchard City Banquet Hall, Roosevelt Redwood Room, etc.) and/or Room number (Q-80, E46, etc.) of the facility they have rented for their event. Any signs or flyers found posted will be immediately removed and are subject to removal fees of $25/sign. Directional sandwich signs are available for your use with advance notice, and subject to the fees outlined in Section VIII. b. Events held at the Community Center and open to the public are eligible to be advertised on the reader-board sign, subject to the applicable fees and charges. See On-Site Publicity Administrative Policy for more information. Add page after formatting
c. Events advertised by mailed or emailed flyers are required to list the Permit holder’s phone number for directions or questions (do not list the Community Center phone number!). Permit holder is required to list the correct room number for the room where the event is held on all fliers (do not list the Community Center Office suite number!). Misinformation on event publicity that causes undue additional work for Community Center staff is cause for additional charges for staff time. d. Internet Advertised Events:

Meetings/events inviting persons unknown to the host(s), via the Internet, will be allowed only under the following circumstances:
• Advertisement must state that participants must register in advance; • Registration system must be capable of maintaining a current count of registrants; • Registration is capable of being closed once the registration reaches the maximum capacity of the room;
• All advertising, location, and directions to the meeting must be removed from the Internet once the maximum capacity has been reached.
• A staffed check-in table is required where registrants are checked-in and the number of participants who have entered the premises is readily available. Once the maximum capacity of the room is attained, absolutely no additional persons are to be admitted.

NOTE: The existing prohibition on dances and/or parties open to the general public (see section III-B-1 on page 7) remains in effect. Room occupancy limits will be enforced for all events.

6.8. Permittees are only to use those facilities and equipment specifically designated on the Facility Reservation permit. Staff on duty does not have the authority to grant use of additional facilities, equipment, or time extensions. Any time the facility is occupied beyond the scheduled time will be billed at 1½ times the standard rate for the overtime use. Use or occupancy of the facility beyond 12:00 midnight will be billed at 2 times the standard rate for the overtime use.

7.9. Tables and chairs are to be used indoors only and only for the specific use for which they are intended. Standing on tables or chairs or sitting on tables is prohibited.

8.10. SMOKING/VAPING OR USE OF ELECTRONIC CIGARETTES IS NOT PERMITTED AT THE CAMPBELL COMMUNITY CENTER. The Community Center is considered a “Public Recreation Area” smoking/vaping and e-cigarettes are not permitted inside or near any facilities as well as in any outdoor area including the parking lot, athletic fields etc. Municipal Code Chapter 6.11.020.

9.11. Card Games, Games of Chance, Raffles and Lotteries are governed by the California Department of Justice. Non-profit organizations desiring to conduct a fundraiser using controlled games (Casino Nights or other gambling events) as a funding mechanism are subject to the limitations of the law as outlined in Chapter 5 of Division 8 of the CA Business and Professions Code (see Section 1, Article 17 commencing with Section 19985).

Web Reference:

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 17 https://leginfo.legislature.ca.gov/faces/codes_displayText.xhtml?lawCode=BPC&division=8.&title= &part=&chapter=5.&article=17. The law specifies that:
a. Non-profit organizations must have been in existence and operation for at least 3 years and must register annually with the Division of Gambling Control; b. Organizations are limited to one such event (5-hour limit) per year; c. At least 90% of the gross revenue from the fundraiser (not including facility use fees) must go directly to the non-profit organization.
d. No cash prizes or wagers may be awarded to participants and maximum value of donated prizes shall not exceed $500 for an individual prize and $5,000 for the total value of all prizes awarded. e. The hosting organization is required to register their event with the CA Department of Justice and is subject to their reporting requirements following the event. f. The Community Center is limited to holding no more than four such fundraisers in any calendar year, even if sponsored by different nonprofit organizations. Please inquire if you desire to conduct such an event.
g. Raffles conducted by non-profit organizations are authorized by California Penal Code Section 320.5, provided the following conditions are met:
• Tickets must be sold with a detachable coupon or stub; • Winners must be determined by drawing coupons or stubs by a person 18 years of age or older;
• At least 90% of the gross receipts must go to charitable or beneficial purposes; • The host organization must register annually with the State Department of Justice and report gross receipts, operational expenses, and distribution of funds. h. Except for the State Lottery, lotteries or raffles by individuals or organizations under conditions other than those described above are illegal.
i. No Bingo game shall be conducted by any organization or other legal entity on city property unless first approved by the Chief of Police and the use of city property has specifically been approved for this purpose by the City Council. (Ord. 1128 1 (part), 1977: Ord 1049 (part), 1976).

10.12. The Recreation and Community Services Director or other duly authorized representative on duty shall have the right to enter all facilities at any time during any and all uses.

11.13. Permits/reservations cannot be transferred, assigned or sublet.

12.14. The Recreation Services Manager shall regulate or prohibit such activity or use, which in his/her judgment is determined to be of a hazardous nature or is potentially dangerous or damaging to property or is not in the best interests of the citizens of the City of Campbell.

13.15. Businesses or organizations wishing to hold an auction are required to obtain approval from the Campbell Police Department, purchase a Campbell Business License and provide proof of liability insurance See Section V.D. (Liability /Insurance Requirements) for insurance requirements.

14.16. The misuse of the Community Center, failure to conform with facility regulations, or any other Federal, State or local law, rule, regulation or ordinance shall be sufficient reason for immediate termination of permit. No refund will be granted. This shall include overcrowding of the posted maximum capacity for the room in use, serving alcohol to minors or any other instance of serving alcohol when not permitted to do so, and the presence/serving of hard alcohol.

15.17. The City Council shall have the authority to waive or modify these rules at their discretion. Any and all requests/variances shall be considered individually and shall not be automatically applied as a matter of precedent to past or future uses of a similar nature. Waiver of any stated rule shall be directed, in writing, to the Director of Recreation & Community Services at least 90 days prior to the date of use.

16.18. The City reserves the right to amend fees and charges as deemed necessary. Previously approved reservations will not be affected by new rates.

17.19. Firearms, weapons and open flames are prohibited pursuant to Municipal Code Chapter 13.04

18.20. This Building Use Policy supersedes any policy now in effect and will take effect on July 17, 2024.

19.21. Animals (including performing animals, birds, or pets) are not allowed except for service animals.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 18 Dogs are allowed on a leash throughout the outdoor areas of the Community Center.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 19 VI. SITE MAP
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 20 WiFi is generally available at the Community Center but is not guaranteed in all rental locations. Any facility rental client who is counting on the availability of WiFi services should make their own arrangements to supply a dedicated hot spot for the success of their event.

The City’s staff will not configure or troubleshoot WiFi connection issues. The client/facility user is responsible for making sure that their clients’/students’ laptops don't have any compatibility issues and getting them set up on the wireless connection. Each computer can be different and City staff cannot provide this level of individual service – that is the client’s responsibility.

The City shall not be responsible for any downtime on the Comcast-provided WiFi and makes no guarantees that the connection will be sufficient for any event. If Comcast has a system- wide or area wide system failure affecting service in the Community Center, the City shall not be responsible for this service failure and the fees paid for the rental of the room shall remain in force and not subject to forfeiture for this reason.

VII. ACCESS TO WIFI AT THE COMMUNITY CENTER
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 21 Purpose:

The purpose of this policy is to establish guidelines for the placement of allowable publicity on the Community Center site, including, but not limited to use of the Reader Board/marquee, banners, posters, and flyers that will be both effective and attractive, while not being a nuisance or distraction or otherwise detract from the aesthetics of the Community Center.

Multimedia Reader Board Sign:

The Reader Board sign is available to publicize the following activities:

1. City events and activities including events sponsored by non-profits that exist solely to support City programs (i.e. Friends of the Heritage Theatre and the Museum Foundation);

2. Heritage Theatre season show sponsors;

3. Notice of upcoming Campbell High School reunion events;

4. Major community events that are co-sponsored (officially recognized, approved and/or subsidized) by the City or require downtown street closures, or held in City parks or facilities;

5. Messages regarding youth sports league sign-ups occurring at the Community Center;

6. Messages regarding free meetings and events of general public interest sponsored by public agencies or legislators serving the Campbell community.

7. Messages from outside organizations may appear no more than 4 weeks in advance of the event date.

8. Messages are subject to fees as outlined in the fee schedule below, with the following exceptions:
a. Events or meetings administered by the City of Campbell; b. Notices from local community or business organizations regarding public events, meetings or activities co-sponsored by the City and occurring in City Parks, facilities, or the downtown area;
c. Notices from other public agencies or legislators serving the Campbell community regarding public forums, Town Hall meetings or other public meetings of general interest to the community (messages for fundraisers are not subject to fee exceptions);
d. Notices from public schools regarding free events or meetings of general public interest (messages for fund-raisers or special events involving an entry fee not subject to fee exceptions).

Banners & Signs:

1. All signs and banners must be approved, in advance, by the Recreation Community Services Director, or his/her designee.

2. Signs and banners are allowed only on the day of the event to help guide patrons to the activity, and they are allowed only in the specific location(s) approved by City staff. Banners may not be hung or attached to existing fences and signs. The only building that may be used to display banners is the Concession Stand building and only for events that are being held in the Stadium and/or Athletic Fields.

3. Signs must be hung in a manner that will cause no permanent damage to the building or facility. Nails and tape shall not be used to hang banners or signs. Penetrations in landscaped areas shall be approved, in advance, by the Grounds Maintenance Supervisor or his/her designee so as to avoid damage to irrigation and other underground piping. Banner Hanging Fees are outlined in the fee section on page 18.

VIII. ON-SITE PUBLICITY POLICY
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 22 All banners must be professional vinyl banners with side sleeves for side posts or metal grommets for plastic ties or carabineers. The banner and all hanging devices must be completely removed immediately following the event (same day). The City is not responsible for banners left for more than 10 days after the event.

4. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on campus will result in a loss of damage deposit.

Posters & Flyers:

1. Posters or flyers advertising events/programs of general public interest relating to recreational, cultural, athletic, community education, or social services available, may be submitted from public agencies, non-profit organizations and Community Center tenants to be displayed in the Community Center’s display case at the west end of Building E. All posters/flyers are subject to the approval of the Recreation & Community Services Director or his/her designee and must be professional in appearance (no handwriting). Posters will be displayed as space and time permit.

2. Posters regarding events occurring in the Heritage Theatre or at the Community Center may be submitted for display, up to one month in advance, in the (3) kiosk directories on-site. Posters shall not exceed 12” wide x 17” length, must be professionally printed (not hand- written) and will not be returned to the provider.

3. Only flyers regarding events provided by the City of Campbell or events occurring in the Heritage Theatre may be submitted for display in the various (5) pedestrian kiosks on-site. These signs shall be laminated, and finished size shall be exactly 8½” x 11”. Flyers shall be delivered to the Community Center Office, #C-31 at least one week in advance of desired posting date and no more than one month in advance of the event date.

4. Posters/flyers for private businesses will not be posted.

5. Posters, flyers and directional signs shall not be attached to the exterior of any building, post, wall, fence, sign, kiosk or other structure of any type. When they are found they will be immediately removed and any costs for removal and/or repair of damage (paint removal) will be billed to the sponsoring agency or individual.

6. Flyers, coupons or other literature may not be distributed by hand, left on vehicles or otherwise distributed on site at the Campbell Community Center.

Directional Signs:

1. The signage program at the Community Center is sufficient to direct visitors to any room on campus, provided the visitor has the correct name or room number of their intended destination.

2. Informational and directional signs for events being held at the Community Center are allowed only when scheduled in advance with the Reservations Staff and posted in/on the provided plastic Aframe signs. When customer provides the sign(s) there is no charge for this service. If the City provides signs, the cost is $25 to cover staff time to prepare signs. Signs must be computer-generated and attractive; hand-printed signs will not be allowed. Signs are for interior site use only. Signs of any kind are not allowed on the public right-of-way (visible from Campbell Ave., Winchester Blvd., or Latimer Ave.).

Fees:

Readerboard Messages $33/message/week
Modifications to Readerboard Messages $15/message
Banner Hanging $25/banner
Directional Signs created by City staff $25/set
All fees are payable, in advance, to the City of Campbell in the Community Center main Recreation Office C-31 as part of the facility permit.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 23 IX. FEES AND CHARGES
The fees and charges set forth here are NOT negotiable; City staff does not have authority to waive or reduce fees. All fees and security/damage deposit are due at the time the reservation is submitted to hold the date and facility.

Minimum rental time: 2 hours for regular uses and 3 hours for banquet hall uses during non-operating (peak) hours.

Gyms may be considered for rentals less than 2 hours on a case by case basis.

A. Definition of Terms:
a. NON-PROFIT: To qualify for non-profit rates, customers must provide a copy of their letter of nonprofit status from the California Secretary of State’s office with their non-profit ID number indicated and must pay with an organization check or charge card. Organization name on letter of non-profit status, check/charge card, and permit must all be in the same name. Non-profit customer account address must match the non-profit organization’s business address. b. BASE HOURLY RATE: The Base Hourly Rate is the regular rate for each room on a per hour basis. All customers are charged this rate unless discounts apply (see requirements for Non-Profit and Campbell Resident).
c. SPECIAL PEAK RATES: Special peak rates apply to the following limited reservations:
i. Public meetings held by elected representatives serving the Campbell area (limit 3 per calendar year) ii. Local election candidate forums sponsored by a non-profit organization (limit 2 per calendar year)
iii. Trainings offered by the local Registrar of voters (limit 2 per calendar year) iv. Public meetings offered by either of the Campbell school districts (CUHSD and CUSD limit 3 per calendar year)
v. Public meetings by other governmental agencies that serve Campbell residents (limit 6 per calendar year) vi. Events sponsored by/for Campbell High School Alumni groups (limit 2 per calendar year) Events by non-profit organizations who have assumed leadership for events once provided by the City vii. Meetings or trainings by school districts or other governmental agencies that are not open to the public (limit 2 per calendar year)
vii. Meetings or trainings by school districts or other governmental agencies that are not open to the public (limit 2 per calendar year)
The above listed reservation types are eligible to use the Campbell Community Center facility during peak times at the discounted Special Peak Rate. The above listed reservation types are eligible to use limited Campbell Community Center meeting rooms during non-peak times (Monday-Thursday) with basic staffing levels (2 building attendants) free of charge, with the same limitations listed above. Any charges for meeting or audiovisual equipment etc. will be assessed at the time of the booking request and will be charged according to the approved Fee Schedule.

Special Use Provisions: Grandfathered in Campbell-Based Organizations. The following organizations are considered grandfathered-in Campbell-based organizations and special use provisions apply:
i. Country Woman’s Club of Campbell
ii. Campbell Veterans Memorial Foundation
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 24 iii. Campbell Community Emergency Response Team (CERT)
iv. Early Settlers Event Coordinator
These organizations are entitled to one (1) free use of a Campbell Community Center banquet hall during peak times per calendar year specifically for their fundraising efforts. In lieu of banquet space, they may use a small meeting room (accommodating 15-40 people) during peak time once per month at no charge, with a maximum booking duration of three hours per monthly session. For further information on pricing, booking processes and policies, please refer to the Building Use Policy.

Free use of the Campbell Community Center is provided to the Santa Clara County Registrar of Voters to provide up to a 4-day Vote Center in primary and general election years. d. CAMPBELL RESIDENT: To qualify for Campbell Resident discount, customers must provide proof of residency (i.e. driver’s license, utility bill etc.). Permit holder and payee must be in the same name to qualify for resident discount.

B. Resident Discount:

Campbell Residents paying for a rental will be given the following discount on building rental rates:
$25 Per hour discount for rental of the full Orchard City Banquet Hall $5 Per hour discount for all other building rental rates Item 9.2
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 25 C. Facility rental fees for uses occurring during off-peak (normal operating) hours shall be assessed as follows:
(Monday through Thursday, 8:00am - 10:00pm and Fridays 8:00am to 5:00pm, except on recognized City holidays)
*A 2% Facility Preservation Fee is added to the hourly rate and is charged at the time of booking.

COMMUNITY CENTER BUILDING USE FEES – OFF PEAK
Orchard City Banquet Hall
with Kitchen Per Hour
Orchard City Banquet Hall
North or South Per Hour
Kitchen in OCBH Per Hour
Roosevelt Redwood Room
(Q-80) Per Hour
Mary Campbell Room (Q-84) Per Hour
Multi-Purpose Room (M-50) Per Hour
Adult Center Meeting Room
(C-35) Per Hour
Dance Studios (M-47, N-76) Per Hour
Conference Room (E-44) Per Hour
Board Room (E-42) Per Hour
Main Gym (Bldg. P) Per Hour
Auxiliary Gym (Bldg. N) Per Hour
CCC Plaza Per Hour
Vacant Leased Space Per Hour
Swimming Pool Rental Per Hour
Base Hourly
Rate
Non-Profit
Rate
$138 $119
$97 $77
$57 $52
$97 $77
$72 $62
$87 $77
$72 $62
$67 $57
$56 $46
$56 $46
$82 $72
$72 $62
$42 $37
$56 $46
$205 $205
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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 26

COMMUNITY CENTER BUILDING USE FEES - PEAK
D. Facility rental fees for uses during peak (NON-OPERATING) hours shall be assessed as follows:

Special
Peak Rates
Base Hourly
Rate
Non-Profit
Rate
Orchard City Banquet Hall
with Kitchen Per Hour $103 $265 $206
Orchard City Banquet Hall
North or South Per Hour N/A N/A N/A
Roosevelt Redwood Room
(Q-80) Per Hour $54 $133 $108
Mary Campbell Room (Q-84) Per Hour $36 $97 $72
Multi-Purpose Room (M-50) Per Hour $49 $123 $98
Adult Center Meeting Room
(C-35) Per Hour $36 $97 $72
Dance Studios (M-47, N-76) Per Hour N/A $82 $72
Conference Room (E-44) Per Hour $26 $77 $52
Board Room (E-42) Per Hour $26 $77 $52
Main Gym (Bldg. P) Per Hour $49 $108 $98
Auxiliary Gym (Bldg. N) Per Hour $39 $87 $77
CCC Plaza Per Hour $24 $52 $47
Vacant Leased Space Per Hour $26 $77 $52
Swimming Pool Rental Per Hour N/A $205 $205
*A 2% Facility Preservation Fee is added to the hourly rate and is charged at the time of booking.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 27

COMMUNITY CENTER BUILDING USE FEES
E. Processing Fees:

1. All applications are subject to a non-refundable $25 Processing Fee.

2. Any changes in time, date(s) or use made to a multi-use permit, or made less than thirty (30) days prior to a one-time use, are subject to an additional $25 Processing Fee per occurrence of request for change.

F. Additional Charges:

1. 2.

All hourly fees are subject to a 2% Facility Preservation Fee. The Preservation Fee is calculated at time of permit and all fees are due at time of payment.

A janitorial service fee of $100 will be required for all rentals serving food and more than 75 participants/guests in attendance. This fee will be due at the time of payment.

3. A security service fee may be required for all rentals serving alcohol and hosting more than 75 participants/guests in attendance. Fees associated with security cover a minimum of two (2) guards and is based on the number of attendees. The rate charged to the customer is a direct pass-through from the approved vendor and ranges from $50.00 -$70.00 per hour per security guard.

4. Uses which extend beyond the approved reserved time will be charged at 1½ times the normal rental rate.

5. Uses which extend beyond 12:00 midnight are not permitted and will be charged at two (2) times the normal rental rate.

6. Rental of the Swimming Pool will require the City to schedule certified lifeguards on-site for the duration of the pool rental. A minimum of two (2) Lifeguards will be required for rentals and the total number of Lifeguards will be determined by the Recreation Specialist or Department Designee at the time of the facility request. Each Lifeguard will be charged at $25 per hour.

7. Reservations for recognized City holidays and dates between Christmas Eve and New Years Day are subject to additional fees to cover staff holiday pay (1 ½ times the normal rental rate), when staff can be obtained to take the assignment. (Non-profits and Special Rate requestors are not exempt from these additional fees).

G. Deposits:

1. Refundable cleaning/damage/security deposits are required for the following uses in the following amounts:

Facility AAmount
a) Use of Orchard City Banquet Hall $800
b) Uses of Roosevelt Room (Q-80), Multi-Purpose Room (M-50), or Activity Room (E-46) $500 c) Uses of Meeting Rooms $200
d) Uses of Gymnasiums/Dance Studios $200
e) Uses of Pool $500
f) Plaza $200

2. The City reserves the right to deduct from the damage deposit additional charges relating to, but not limited to, additional janitorial services, maintenance/repair services, staff supervisor’s time, or emergency services that were required as a result of your use.

3. Deposits may be fully or partially withheld for any of the following reasons:
a. Facility use fees for time used in excess of that reserved. b. Damage to facility or equipment.

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Effective 7/1/2025 Campbell Community Center ▪ Building Use Policy 28 c. Misuse of the Community Center (refer to item F-3 in Section V). d. Inadequate cleanup by customer requiring additional custodial time/services after customer’s use. e. Damage to landscaping and/or outdoor equipment; or
f. Misrepresentation of the type of event held, or group/individual using the facility. g. Failure to observe any policies, including alcohol and security guidelines.

4. If additional fees due exceed the amount of deposit, customer will be billed for the balance.

5. Deposits, less any applicable additional charges, will be processed through the City's Finance Department, approved by City Council, and returned to the customer by the same method the original payment was made. If paid by credit card all efforts will be made to submit refund to same credit card, if payment was made by cash, check or cashiers check, a check will be sent by mail within 30 days of the date of last use. The City reserves the right to return a damage deposit by check if the original form of payment is no longer available (credit card expired etc.)

6. It is the customer's responsibility to keep the Campbell Community Center office informed of any address, or telephone changes that may affect the prompt return of the customer’s deposit.

H. Equipment Rental & Fees
For the convenience of facility users, the City will make available the listed equipment for use in/on City facilities. This equipment is available exclusively for use on/at City facilities and may not be rented for personal or off-site use.

1. Reservations:

Equipment must be reserved at least ten (10) days prior to the desired date of use on the Facility Use Reservation form.

Meeting Room Equipment Amount
a) Coffee Urn - 100 Cup $15 per day
b) Coffee Urn - 35 Cup $10 per day
c) Directional Sandwich Signs free with room rental
d) LCD Projector $100 per day
e) Podium free with room rental
f) Portable Easel (Each Easel) $15 per day
g) Portable Projection Screen $15 per day
h) Portable PA Systems $100 per day
i) Microphone $20 per day
j) In-House Sound System (Roosevelt Room Q-80 & Orchard City Banquet Hall)
$50 Per day
Athletic Equipment Amount
a) Basketball Scoreboard Control (portable) $25 per day Item 9.2
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SECTION 10

MISCELLANEOUS

10.1Building and Grounds Use Regulations for Civic Center Complex:

A. City Council Chamber

1. There is no smoking in the Council Chamber.

2. Consumption of food or beverage shall not be permitted in the seating areas or aisles of the Council Chamber during scheduled public meetings. Coffee and water may be served to the City Council, Advisory Commissioners, Press and Staff during meetings. Consumption of food or beverage shall be permitted in the Council Chamber when no public meetings are held and with the approval of the City Manager.

3. Council Chamber shall be used only for official meetings by official bodies of the City or representatives of other governmental agencies unless otherwise authorized by the City Manager.

B. Conference Rooms

1. If food and beverages are to be consumed in the conference rooms, those involved in the meeting will be responsible for cleaning up the food and beverage residue from the meeting. This means returning all containers, trays, etc. to their proper storage location, in clean condition, in the employee lounge, etc. Additionally, employees should be sensitive to odors and smells of food as to not disrupt the surrounding work environment.

2. City-related groups and committees will be permitted to use conference rooms, when available, by making reservations using the City’s online conference room calendar system. The Doetsch Conference Room shall be managed by the City Manager’s Office.

C. Breaks

1. Time schedule for regular breaks – 15 minutes between 8:30 a.m. – 11:30 a.m., and between 1:30 p.m. – 4:30 p.m., with the provision that department heads take whatever steps are necessary to ensure that the public counters are staffed between 8:00 a.m. and 5:00 p.m.

2. Food and beverages may only be consumed by employees at individual work stations, or in designated conference rooms or break/lunch areas.

Consumption of food or beverages in public service areas (such as service counters) is not permitted. Employees will use discretion in the consumption of food and beverages at work stations, and shall be responsible for any damage to furniture, equipment, supplies, etc. caused by accidents or carelessness in the consumption of food and/or beverages.

D. Maintenance and Use of Employee Lounge

1. Every person using the room shall be responsible for cleaning their area of use. This means people spilling liquids or solids on floor, sink or tables shall clean it up immediately.

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2. Employees who bring their lunches shall not leave residue food in the refrigerator for long periods of time. Residue food shall not be left on the table.

3. No person shall place dirty cups, spoons, etc., in sink and leave them there.

4. Use of the room will be for employees only, or their guests. Employeerelated groups, City Advisory Commissions and Subcommittees may reserve the lounge for evening meetings.

5. Said rooms shall be locked at all times and entry is obtained through the pin pad door knob.

E. Vending Machines

1. All vending machines shall be located on the first floor at areas designated by the Building Department.

F. Keys to City Hall

1. No keys to the exterior doors of the City Hall shall be given to any employee except the following:
a. Building Maintenance Supervisor, for the care of the building. b. Department Heads.
c. Fire and Police, for emergency only.
d. One spare set of keys to all rooms shall be under the control of the Building Maintenance Supervisor. These keys shall be kept in a locked key cabinet and shall be properly tagged and identified.

2. The City Hall shall be locked between the hours of 5:30 p.m. to 7:30 a.m., Monday through Friday, City Hall will remain closed all day on Saturdays, Sundays and holidays.

3. Every employee entering or leaving the City Hall during the locked period shall inform police dispatch by calling 408-866-2101.

4. On meeting nights, person responsible for the meeting shall be required to make certain that the security of the building is maintained, and report same to the Police Department when meeting is concluded.

G. Enforcement:

Enforcement of these regulations shall be the responsibility of the Department Supervisor and management personnel as they relate to each department.

Enforcement of regulations outside of individual department shall be the City manager’s Office in cooperation with the Building Department.

10.2 Commemorative Activities and Landscape Memorial Fund This section sets forth criteria and procedures relating to the approval of memorial activities and/or objects at City facilities or on City property.

A. Under this policy, a memorial activity shall be defined as any of the following activities and/or objects:

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1. Installation of a plaque and/or other piece of art in memoriam for placement on City property.
a. Donation of City facilities fixtures (park bench, tree, or other landscaping) in memoriam.
b. Donation of money to the Landscape Memorial Fund.
c. Dedication of a City building, structure, room or other facility in memoriam.

2. All requests for memorials shall be submitted in writing to the City Manager’s Office where they will be reviewed based on the criteria outlined in paragraphs 3 and 4 below. If it is determined that the requests meets the established criteria, then it will be presented, for consideration, to the Civic improvement Commission who will provide a recommendation to the City Council regarding approval or denial of the request. The City Council will make the final decision regarding commemorative activities.

3. The person or persons being memorialized must be deceased a minimum of two years.

4. The following criteria shall be used in evaluating the merit of each request for a memorial:
a. The person or persons being memorialized made extraordinary, lasting and significant contributions to the Campbell community. b. The person or persons made a significant donation to the City, resulting in the acquisition of property, buildings, etc. c. Satisfying the above criteria does not assure City Council approval or a memorial request.

5. Approved memorials shall be appropriately designed, complementing the design and architecture of its surroundings, and shall not place a significant additional maintenance burden on the City.

6. Donations, with no corresponding memoriam, may be made at any time to the Landscape Memorial Fund.

7. Donors contributing to the Landscape Memorial Fund may choose the memorial according to the approved landscape plan. Purchasing and planting shall be accomplished by the City of Campbell.

8. Donors to the Landscape Memorial Fund may choose from the following sites:
a. John D. Morgan Park
b. Los Gatos Creek Trail
c. Virginia Park
d. Campbell Park
e. Edith Morley Park
f. Jack Fischer park
g. Campbell Community Center
h. Other future Parks
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9. If a memorial is to be placed in a City Park facility, the request shall be reviewed by the Parks and Recreation Commission prior to execution.

10. The City shall not pay memorial installation costs unless the memorial request was initiated by the City.

11. Maintenance and upkeep of memorial objects in or at City facilities shall be the responsibility of the City.

12. A record book of donors shall be maintained in the City Clerk’s office.

13. This policy shall not apply to the Heritage Theatre, the Ainsley House, the Campbell Veterans Memorial, or the Campbell Historical Museum.

10.3 Public Safety Protection: Carnivals, circuses, festivals, and other temporary events conducted within the City of Campbell that require a Temporary Use Permit shall provide for adequate public safety measures determined by the Chief of Police. The Chief of Police, or designee, shall evaluate the event’s nature, size, location, and anticipated attendance to determine appropriate law enforcement or security staffing requirements.

All costs associated with providing Campbell Police Department personnel or other approved security services shall be the responsibility of the event organizer, at the prevailing rate established by the City. These requirements shall be coordinatred through the Community Development Department as part of the Temporary Use Permit review process.

10.4 Procedure for Lease Negotiations for Space at the Campbell Community Center:

A. The following guidelines should be utilized to determine when a lease is to be reviewed by the City Council during an Executive Session prior to coming to terms with a tenant:

1. A lease for a term in excess of five years.

2. Any new lease with an annual impact of $75,000 or more.

3. Any request for special signage or installation of any equipment that is visible from the public right-of-way.

4. A lease with a business that is anything other than a standard educational, recreational, or office type of use.

5. Any lease renewal with an annual impact of $100,000 or more. Additionally, the City Manager is authorized to sign any leases below the thresholds outlined above.

Item 9.2
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CITY OF CAMPBELL

PUBLIC WORKS DEPARTMENT
3 rd Amendment to the Edith Morley Park Community Garden Rules and Regulations
The City of Campbell has the discretion to change the rules and regulations at any time. If you have any questions, comments, ideas, or are in need of additional information about the Community Garden, please feel free to contact the Community Garden Coordinator by email at [email protected], by phone at (408) 866-2145, or by mail at:

Community Garden Coordinator
City of Campbell
70 North First Street
Campbell, CA 95008
If you’d like to come to our office in person, the address for the Community Garden Coordinator is 290 Dillon Avenue.

Becoming a Community Gardener

1. 2.

3. 4.

5. 6.

Campbell residents interested in obtaining a plot should contact the Community Garden Coordinator. Plots are issued annually, with a limit of one plot per household. If there are no plots available, an individual or family may be added to the wait list. They will be contacted when a plot is available based on the order they were placed on the wait list.

Residents can request a large plot, a small plot, or whichever becomes available first.

Current and new gardeners will be required to provide proof of residency in the form of a photo I.D. and a copy of a utility bill. When a plot is offered to a potential gardener, they will be required to fill out an application and pay an annual water fee of $88.00 for a large plot and $44.00 for a small plot. This fee will cover expenses related to watering and upkeep of the garden. This fee is subject to an annual review and may change any time plots are renewed.

Plots issued on January 1st of each year are issued for a period of one year. Plots can be renewed 4 times if the gardener is in good standing; however, plots could become available at other times throughout the year. When a plot becomes available, the plot will be offered to the next person on the wait list. If the plot is leased between January-May, the person would have 4 opportunities to renew. If the plot is leased between June-December, the Gardener would have 5 opportunities to renew. The Community Garden Coordinator will determine a prorated annual water fee for new garden members who begin gardening midyear. Fees are non-refundable.

An application and water fee will be due each year by December 31st in order for the gardener to renew their plot and will be accepted only in the form of a check or money order.

Plot holders who have not returned the application and paid the fee by December 31st will have their lease terminated and their plots reassigned to the next person on the wait list.

An active gardener cannot be added to the wait list for a different size plot or for a new plot.

After their term expires, they can be placed at the bottom of the wait list. The wait list is only for residents who are not currently community gardeners but would like to be.

Both gardeners and persons on the wait list are responsible for providing the Community Garden Coordinator with up-to-date contact information. If you provide an email address, this is the primary mode of contact you will receive.

Item 9.2
Tuesday, November 18, 2025 148 of 196
Edith Morley Community Garden
Rules & Regulations