COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Room s by External Parties
Policy – Civic Center and Public Works
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 5-14-02 1 of 4
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154
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BACKGROUND
The City of Chula Vista provides limited access to designated meeting and conference rooms within the Civic Center Complex (276 Fourth Avenue) to support official City business, including meetings of elected officials, City staff, and City-appointed boards and commissions. On occasion, governmental organizations or formally sponsored external parties may request to use these facilities for non-City events. This policy is designed to clarify the terms of use, establish a fair and consistent reservation process, and protect City resources and interests.
The City Manager is responsible for the City’s meeting room policy and related procedures. The City Clerk has been designated by the City Manager to coordinate scheduling and manage the calendars for specific City Hall meeting rooms.
PURPOSE
The purpose of this policy is to:
Ensure that the City’s meeting and conference spaces are prioritized for official City functions. Provide clear and equitable procedures for limited, short-term use of these rooms by external parties. Protect the City from liability and operational burden resulting from external use of City facilities. Maintain the integrity, safety, and appropriate use of the Council Chambers and other Civic Center meeting rooms.
POLICY
1. Facilities Covered by this Policy
Council Chambers
Executive Conference Room 103 (Building A)
Conference Room C106 (Building A)
2. Eligibility and Sponsorship Requirements
Use of the rooms is primarily reserved for official City business. Federal, state, county, and city elected officials may reserve these rooms for non-City purposes subject to this policy and any other applicable City policies (e.g., “Official City Participation in Politically Motivated Events”).
Governmental agencies (non-City) may also request use, subject to availability and adherence to this policy.
External groups may only use these rooms if formally sponsored or hosted by a City department or staff member. Unaffiliated groups will not be granted access.
3. Reservation Guidelines
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Room s by External Parties
Policy – Civic Center and Public Works
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 5-14-02 2 of 4
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154
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Reservations may not exceed three (3) consecutive days. After-hours use is strictly prohibited. Rooms are only available Monday through Thursday, 8:00 AM to 5:00 PM and Friday 8:00 AM to 12:00 PM.
All applicants must complete the Meeting Room Use Application and sign the Conditions of Use form.
Use of City audio/visual equipment for Council Chambers reservations must be requested at least 72 hours in advance through the City Clerk and is subject to approval. Requests for providing extra tables or chairs (e.g., for registration/check-in, refreshments, etc.) must be made at least 72 hours in advance through the City Clerk and is subject to approval. Unless formally sponsored or hosted by staff, City staff will not provide administrative or logistical support (e.g., c opying, setup, reception) . Applicants are responsible for making their own arrangements.
4. Restrictions
No admission charges, registration fees, sales of merchandise or services , or solicitation or acceptance of political contributions are permitted at any time. The City will not provide security services for any event. The City assumes no liability for injuries, claims, damages, or losses arising from activities conducted by external groups. Applicants must hold the City free and harmless from any such liabilities.
Termination of Use
City events and business always take precedence. Use of these meeting spaces by external groups may be terminated without cause and at any time to accommodate urgent City business. This includes immediate revocation for use by the City Council or other official functions. The City has no obligation to reschedule or accommodate alternative arrangements for displaced users.
Application Process
The City Manager is responsible for the City’s meeting room policy and associated procedures and retains the authority to amend the “Application for Use of Meeting Room” and the “Conditions of Use form” as needed, in consultation with the City Clerk and with approval from the City Attorney . When conducting official City business, City staff, elected officials, and City-appointed commissions and boards may reserve designated meeting and conference rooms directly without completing the formal application process.
Federal, state, or county elected officials, as well as external groups sponsored or hosted by the City, must submit a formal request to use City meeting and conference rooms. This includes completing
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Room s by External Parties
Policy – Civic Center and Public Works
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 5-14-02 3 of 4
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154
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and signing both the “Application for Use of Meeting Room” and the “Conditions of Use forms” which are available through the City Clerk’s Office.
Permission to use City meeting and conference rooms may only be granted or denied by the City Clerk in accordance with the City Manager’s policy and direction. Denial of use may be appealed to the City Manager.
City staff and departments are directed to refer requests for meeting and conference room use to the City Clerk.
Applications must be submitted at least seven (7) days in advance of the requested date and no more than one (1) year in advance.
Approved meeting rooms are allocated on a first-come, first-served basis, subject to availability. A responsible representative of the organization (at least 18 years of age) must sign the required forms and accept responsibility for the condition of the room, care for City property, and the conduct of attendees.
Meeting and conference rooms in the City of Chula Vista Civic Center complex (276 Fourth Ave.), 430 F Street and adjacent city offices) and the Public Works Center (1800 Maxwell Road) are primarily intended for use by city staff, the city’s elected officials and city-appointed commissions and boards, for the purpose of conducting city business.
Federal, state, county, and city elected officials may also use city meeting and conference rooms for purposes other than official business of the City of Chula Vista- subject to the terms of the city’s policy regarding “official city participation in politically motivated events;” after completing the application process; subject to room availability; and per the meeting room “conditions of use.”
The City Clerk or his/her designee coordinates the use of the specific City Hall meeting rooms.
Outside groups whose activities are formally sponsored by the city may also use city meeting and conference rooms- after completing the application process, subject to availability and per the “conditions of use.” See Policy
The only other outside groups who may use city meeting and conference rooms are non -profit and governmental organizations, hereafter referred to as “other approved outside groups.” No other types of outside groups or entities will be permitted to use any city meeting and conference rooms.
▪ Priority will be given to organizations and groups headquartered in Chula Vista, or whose membership is composed of Chula Vista residents.
No charge or registration fee may be collected for admission to the meeting rooms. The sale of merchandise or services of any type is also prohibited.
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Room s by External Parties
Policy – Civic Center and Public Works
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 5-14-02 4 of 4
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154
Fo rmatted: Font: Bold
City business/events take precedence over those of any outside groups, and the city reserves the right to revoke or change an outside group’s meeting location, time or schedule.