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SUBJECT: Special Events Discussion
DATE: January 31, 2023
DISCUSSION (continued):
Facilities Use Policy
When providing guidance for event stakeholders, Town staff uses the Town Code to set the high-level framework and rules for governing events, then refers to the Town Facilities Use Policy (Policy) to provide more detailed and specific guidance for specific Town facilities. There is a balance that is necessary to maintain when keeping public facilities open, welcoming, and available for the public and business of the Town, while also supporting and welcoming special events.
Attachment 1 contains a redline version of the Policy. Staff is recommending the changes noted to provide better clarity on use of public facilities for events and limit the number of street closures for events to ensure there is a balance of the impacts associated with the road closures. The most notable changes to the Policy are outlined below:
Insurance Requirements - The Towns has recently updated the Certificate of Insurance requirements and staff believes that keeping this language more general will allow for this Policy to remain up to date as the requirements may change based on activities or general Town updates.
Civic Center and Town Meeting Room Facilities - Modification to these sections of the Town’s Facility Use Policy are minimal and recommended with the intent to clean up and clarify the language for the end user.
Town Plaza Park - In the previous iterations of the Policy, Oak Meadow Park and Town Plaza Park were grouped together with the same provisions in place. We now know these two Town facilities are quite different and serve the community as such. Thus, they have been separated in the attached draft of the Policy. The intent remains that Plaza Park shall be a facility that supports special events while always have some portion that remains open to the public.
Road Closures in General - Sections have been added to the Policy to provide guidance and structure to using the Town’s public roadways for events. Notably, Town staff recommends that the Policy require that special event organizers involved a professional traffic control company that is in contact with the Town staff, with sufficient lead time to ensure that all stakeholders are moving in the same direction and operating under the same understanding.
Road Closure and use of Montebello Way and Broadway for Special Events - There has been an increase in the public’s interest to use the roadways adjacent to Plaza Park to support special events. This section has been added to provide framework for such events.
The staff is recommending that outside of the weekly Farmers Market closures, that this roadway may not be closed and used for special events more than eight times per year. This
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SUBJECT: Special Events Discussion
DATE: January 31, 2023
DISCUSSION (continued):
would allow for community vitality events periodically throughout the year, averaging less than once a month. Staff believes this is a manageable number to support through the events process.
There is one application currently in the process for March 17, 2023 that is proposing use of Plaza Park and Montebello Way. Town staff is working with the applicant to firm up the details and provide a conditional letter of approval. The outcome of the Town Council discussion and any changes to the Policy will be included in the special event permit.
Road Closure and use of N. Santa Cruz Avenue and Main Street for Special Events - The closure of these two major streets in the downtown is quite impactful to the surrounding stakeholders.
Staff is recommending that these be limited to no more than three times per year, with an increased application timeline of 90 days to allow for more sufficient review time. Currently, the 2023 Children’s Holiday Parade is the only application in process for a N. Santa Cruz Ave. closure.
Oak Meadow Park - As noted above, this facility has been separated out and remains in the Policy with the same intent and similar provisions as previous drafts. Language was modified to increase clarity and come into alignment with how the special event permits and special park use permits are applied here.
CONCLUSION:
This report provides an overview of the events that took place in Los Gatos during 2022. With this context, staff is seeking specific direction on resource allocation and a modification of the Town’s Facilities Use Policy 1-04.
To help guide the conversation, staff has outlined the specific points in which direction is sought:
Allocation of Town resources to support the Children’s Holiday Parade, including the possibility of funding to support the expanded use of a professional traffic management vendor for the street closure and traffic management of the event. Allocation of funding to support the use of a professional traffic management vendor to implement road closures on Halloween in the Almond Grove and Johnson neighborhoods.
Adoption of the modified, redline draft of the Facilities Use Policy (Attachment 1), including any direction on the proposed parameters for road closures for events.
PAGE 11 OF 11
SUBJECT: Special Events Discussion
DATE: January 31, 2023
CONCLUSION (continued):
Should the Town Council wish to allocate resources, including funding, to support special events, including Halloween road closures and/or the Children’s Holiday Parade, staff can come back with the specific budget recommendations through the budget process.
COORDINATION:
This report has been a collaboration between the Town Manager’s Office, and the Police and Parks and Public Works Departments.
FISCAL IMPACT:
The fiscal impacts are dependent upon the actions of the Council as described in this report.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Redlined Draft of 1-04 Town Facilities Use Policy
ATTACHMENT 1
COUNCIL POLICY MANUAL
TITLE: TOWN FACILITIES USE POLICY NUMBER: 1-04
EFFECTIVE DATE: 8/3/2016 PAGES: 9 14
ENABLING ACTIONS: REVISED DATES: 10/18/2016; 2/7/2017;
2/6/2018; 12/1/2022; 02/07/2023
APPROVED:
PURPOSE
To establish a policy for managing the use of the certain Town of Los Gatos facilities by the general public, for official Town business, and for governmental agencies, and approved special events which will:
1. Preserve core Town functions.
2. Provide for public access and use of Civic Town facilities.
3. Facilitate and coordinate multiple uses of Civic Town facilities.
SCOPE
Guiding Principles
1. Civic Town facilities are intended to be used primarily for administrative operations of Town programs, and by the Town for the community. Therefore, official Town business, programs, and activities shall have priority use of all civic facilities.
2. Civic Town facilities are further intended to serve as a hub of civic and cultural activity and a major gathering center for community meetings and an active program of outdoor events.
3. Designated portions of the civic facilities may be used by the public for events including concerts, festivals, ceremonies, or other similar activity for the purposes of celebration, education, or cultural enrichment.
Small Town Service Community Stewardship Future Focus
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4. It is the Town’s intent to provide spaces that are affordable and accessible for cultural, civic, and celebratory activities, without compromising security and official Town business needs.
POLICY
Policy Overview
1. The Town Council will establish the Town Facilities Use Policy. The Town Manager and his or her designee will issue permits and use agreements for events, and act as the final authority for the application of the Policy.
2. The Town Manager’s Office is responsible for the day-to-day operation of scheduling and administering facility reservations.
3. The granting of permission to use any civic facility shall not in any way constitute an endorsement of the views of the persons and/or group reserving the facility.
4. Users of Civic Town facilities for events will be required to obtain a special event permit and comply with all requirements set forth by the conditions of approval within the special event permit and within in this Town Facilities Use Policy.
5. All Civic Town facility use reservations shall be made subject to the condition that the Town maintains the right to cancel or change any reservation if Civic Town facilities are needed for official Town business. In no event shall the Town have any liability whatsoever for any cancellation made under the Town’s authority to do so.
6. Use of Civic Town facilities must not interfere with the conduct of official Town business or be unduly disruptive to others present in Town Hall or to immediately adjacent properties.
7. Private parties (such as a wedding reception) are not allowed at the Civic Center, Town Plaza Park or on public Town facilities except when permitted with a Parks Special Use Permit, or by agreement or conditional use permit.
8. Town approved non-profit fundraising activities and special events are allowed in/on Town facilities with an appropriate permit, or license issued by the Town, or provided in an agreement or Conditional Use Permit with the Town.
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9. The roping off of a portion of a Civic Town facility to create an exclusive section is permissible with an approved special event permit as long as the majority of the facility is open and accessible to the public.
10. Separate Council approved use agreements may supersede this Policy. Where conflicts in terms or conditions arise, the use agreement will prevail.
Public Use – Civic Town Facilities
A. Civic Center Lawn, Deck, and Stairs
1. The Civic Center lawn, deck, and stairs are focal points for the Town of Los Gatos Civic Center. These areas shall be used as the regular location for community gatherings and events free and open to all members of the public including concerts, festivals, ceremonies, or other similar activity for the purposes of celebration, education, or cultural enrichment.Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 60 days in advance, by submitting an application for a special event permit. The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee., and Release of Liability. All required paperwork must be submitted with original signatures.
2. Scheduled events must not interfere with the conduct of official Town business or be unduly disruptive to others present in Town Hall or to immediately adjacent properties.
3. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
4. The following must be submitted and approved no later than two months prior to the scheduled event:
a. Special Event Permit Application or Town agreement.
b. Certificate of Insurance and Endorsement, naming the Town as an additional insured and making coverage primary, $1,000,000 liability insurance.
c. Release of Liability, Assumption of Risk and Indemnity Agreement.
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Complete payment of all applicable fees and charges for use as established within the Municipal Code and are contained in the Town’s Fee Schedule. All checks are to be made payable to “The Town of Los Gatos.”
B. Civic Center West Patio
The Civic Center West Patio (located at outside of the building at 106 and 108 E. Main Street) shall be used as the regular location for community gatherings and events open to all members of the public for the purposes of celebration, education, or cultural enrichment. For consistency with previous Town Council approvals, Civic Center West Patio may also be referred to as the Sculpture Garden.
1. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 60 days in advance, by submitting an application for a special event permit.
The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee., and Release of Liability. All required paperwork must be submitted with original signatures.
2. Private events are not allowed with the exception of approved events hosted by the tenants of 106 and 108 East Main Street as stated in tenant lease agreements.
3. Scheduled events must not interfere with the conduct of official Town business or be unduly disruptive to others present in Town Hall or to immediately adjacent properties.
4. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
5. The following must be submitted and approved no later than two months prior to the scheduled event:
a. Special Event Permit Application or Town agreement.
b. Certificate of Insurance and Endorsement, naming the Town as an additional insured and making coverage primary, $1,000,000 liability insurance.
c. Release of Liability, Assumption of Risk and Indemnity Agreement. d. Complete payment of all applicable fees and charges for use as established within the Municipal Code and are contained in the
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Town’s Fee Schedule. All checks are to be made payable to “The Town of Los Gatos.”
C. Council Chambers
The Town Council Chambers may be reserved by federal, state, county, and municipal agencies, and schools for activities that benefit Los Gatos residents and students. The Town Council Chambers may also be reserved by agencies providing government education programs. A reservation of the Chambers includes access to the Chambers Lobby.
1. The Town may grant permission to use the Town Council Chambers in the following priority order:
a. Town Council/Board, Commission, and Committees, including ceremonial events
b. Town Departments
c. Town established Organizations and Committees (in which Town employees or Town officials participate)
d. Government Agencies and Officials
e. Non-profit organizations that are related to Town business or are hosting events that are associated with a government purpose. f. Private events are not allowed with the exception of approved events hosted by the tenants of 106 and 108 East Main Street as stated in tenant lease agreements.
2. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to six months one year in advance, but no less than 60 days in advance, by submitting an application for a special event permit. The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee., and Release of Liability. All required paperwork must be submitted with original signatures.
2. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
3. The following must be submitted and approved no later than two weeks prior to the scheduled event:
a. Application for Use of Room
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b. Certificate of Insurance and Endorsement, naming the Town as an additional insured and making coverage primary, $1,000,000 liability insurance c. Release of Liability, Assumption of Risk and Indemnity Agreement
3. During the evenings (after 5 p.m.), on the weekends (Saturdays and Sundays), and on Holidays, all users will be charged a Facility Use Fee and other applicable charges for Town services as set forth in the Fee Schedule, unless the meeting or event is for official Town business, and the meeting or event is planned, managed, and led by the Town Council or Town Department.
4. A Building Attendant is required for all meetings regardless of meeting time or size. The Town will schedule the Building Attendant and invoice the applicant for the actual time scheduled. The Building Attendant will be responsible for the opening and closing of the facility and overseeing that the room is returned to its original condition.
5. Use is limited to a maximum of ten hours, per event, subject to other scheduled events, or Town use.
6. Groups composed of minors must be supervised by at least one (1) adult for every ten (10) children under the age of 18 at all times while they are using the facility.
7. Alcohol is not permitted in the Council Chambers. or Lobby.
8. Applicants are responsible for setting up before and cleaning up after each event in the Chambers. Applicants shall be responsible for removing all personal property, owned or rented, prior to vacating the facility. a. Absolutely no open flames are allowed in the Chambers or Lobby. b. No foreign substance may be applied to the floor, walls, or ceiling (this includes decorations).
c. No rice, birdseed, confetti, etc., may be thrown in or around the Town Council Chambersor Lobby.
d. Gambling or wagering is prohibited.
9. Pursuant to state and federal law and Town Council Resolution 2017-24, the use of the Town Council Chambers will not be restricted because of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, medical condition, religion, place of national origin, or any other basis prohibited by law or Town resolution or policy.
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10. Any exceptions to the use regulations must be approved, in writing, by the Town Manager.
D. Council Chambers Lobby (as a standalone facility)
The Council Chambers Lobby located within Town Hall shall be used for conducting Town related business only, or to support a Town event or special event with Town Council approval, such as Music in the Park.
1. The Town may grant permission to use the Council Chambers Lobby in the following priority order:
a. Town Council and Town Council Committees
b. Planning Commission
c. Other Town Boards, Committees, and Commissions
d. Town Departments
e. Special Events with Town Council approval, and are subject to the following:
i. Users will be charged a Facility Use Fee and other applicable charges for Town services as set forth in the Fee Schedule. ii. A Building Attendant is required. The Town will schedule the Building Attendant and invoice the event organizer for the full-service time scheduled. The Building Attendant will be responsible for the opening and closing of the facility and overseeing that the room is returned to its original
condition.
iii. Alcohol is not permitted in the Council Chamber Lobby. iv. Applicants are responsible for setting up before and cleaning up after each event in the Lobby. Applicants shall be responsible for removing all personal property, owned or rented, prior to vacating the facility.
1. Absolutely no open flames are allowed in the Lobby.
2. No foreign substance may be applied to the floor,
walls, or ceiling (this includes decorations).
3. No rice, birdseed, confetti, etc., may be thrown in or around the Town Council Lobby.
4. Gambling or wagering is prohibited.
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E. Civic Center and Town Facility Conference and Meeting Rooms Conference and Meeting Rooms located within Town Hall, the Library, the Police Operations Building, and the Parks and Public Works Corporation Yard shall be used solely for conducting official Town business.
1. The Town may grant permission to use the Meeting Rooms in the following priority order:
a. Town Council and Town Council Committees
b. Planning Commission
c. Other Town Boards, Committees, and Commissions
d. Town Departments
F. Town Plaza Park and Oak Meadow Park
Town Plaza Park and Oak Meadow Park, as is focal points for the in downtown Town of Los Gatos and shall be predominantly used as a location for free gatherings that are open to the public. Special events that may be permitted allowed include concerts, festivals, ceremonies, or other similar activity for the purposes of celebration, education or cultural enrichment.
1. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 60 days in advance, by submitting an application for a Park Use Permit and/or an application for a special event permit. The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee., and Release of Liability. All required paperwork must be submitted with original signatures.
2. Events are limited to one event per week.
3. No event may completely overtake the park. The park must always remain accessible to the public.
4. Use of any portion of Plaza Park for a special event is subject to the fees included in the Town’s Fee Schedule.
5. Private events (outside of Town designated reservable spaces as identified below) and fee for entrance events are not allowed. Incidental item sales may be allowed if they are consistent with the special event activities, as and approved within the special event permit.
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6. Reservable spaces may include the portions/areas of Plaza Park approved within the special event permit, and may allow for barriers necessary for the sales and service of alcohol consistent with ABC guidelines and as approved by the Police Chief and Santa Clara County Fire Department. may include the Oak Meadow Bandstand, Oak Meadow picnic areas, Oak Meadow horseshoe pits, and other similar areas as designated by the Director of Parks and Public Works.
7. The sidewalks surrounding Plaza Park must remain open and free of obstruction. If the parking spaces adjacent to the park along S. Santa Cruz Avenue are necessary for the exclusive use of the special event or its vendors, approval must be granted through the special event permit process and an encroachment permit is required. Public entrances to the event venue must remain open during all times of the event. This includes gates, roads, sidewalks, pathways, and parking lots. If shuttle buses are approved, the parking lot may be closed with a parking attendant present.
Parking spots cannot be reserved, unless to increase handicap spots.
Special events beyond the scope of the Town’s Special Event Permit shall require a Town agreement and receive Town Council approval.
8. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
5. The following must be submitted and approved no later than two months prior to the scheduled event:
a. Special Event Permit Application or Town agreement.
b. Certificate of Insurance and Endorsement, naming the Town as an additional insured and making coverage primary, $1,000,000 liability insurance.
c. Release of Liability, Assumption of Risk and Indemnity Agreement. d. Complete payment of all applicable fees and charges for use as established within the Municipal Code and are contained in the Town’s Fee Schedule. All checks are to be made payable to “The Town of Los Gatos.”
G. Montebello Way and Broadway – Road Closure for Special Events Montebello Way and Broadway (Roadways) is a one-way, public roadway that borders Town Plaza Park on two sides. It shall be predominately used as a roadway; however, may be closed periodically to support Town events and special events.
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1. These Roadways may be closed each Sunday for the Town’s Farmers Market, consistent with the agreement executed with the Farmers Market vendor and approved by the Town Council.
2. Not including Farmers Market or Town events, these Roadways may be closed and utilized for special events not more than eight times per year.
3. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 60 days in advance, by submitting an application for a special event permit.
The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee.
4. The Town will provide the special event organizer with a traffic plan for the road closure. It is the responsibility of the special event organizer to ensure that qualified person(s) accurately implement the road closure with adequate equipment in accordance with the traffic plan at no cost to the Town.
a. The special event organizer must provide contact information to the Town of the person(s) implementing the closure no less than 14 days prior to the event.
b. Anti-Vehicle Barriers (ABV) may be required at the direction of the Town, and are subject to the fees adopted in the Town’s Fee Schedule, or may be obtained through a third-party traffic control/safety vendor with approval of the Town Manager or their designee.
5. Special event organizers must notify the adjacent businesses along the Roadways, and the VTA (if bus route is affected) of the closure no less than fourteen (14) days in advance of the event.
6. Private events and fee for entrance events are not allowed. Incidental item sales may be allowed if they are consistent with the special event activities, and approved within the special event permit.
7. Barriers necessary for the sales and service of alcohol consistent with ABC guidelines and as approved by the Police Chief and Santa Clara County Fire Department may be installed and must be approved within the special event permit.
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8. Exclusive use by the special event or its vendors of any portion of public space outside of the Roadways, including sidewalks, the public parking lot on Montebello Way, other parking spaces, or portions of public right-ofway outside of the Roadways require approval within the special event permit, and an encroachment permit.
9. No Parking signs are required to be posted at least 72 hours before the road closure begins for any parking spaces located within the Roadways. a. No Parking signs are provided by the Town at the cost listed in the Fee Schedule and must be installed by the special event organizer as outlined in the approved special event permit.
10. Special events beyond the scope of the Town’s Special Event Permit shall require a Town agreement and receive Town Council approval.
11. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
H. N. Santa Cruz Avenue and Main Street – Road Closure for Special Events N. Santa Cruz Avenue (NSC) and Main Street (Main) are two of the key thoroughfares through downtown and support access to many local businesses, schools, churches, and residential locations. Closing these roadways, in any combination of one another, for special events is not encouraged when alternative options are available, as the closure greatly impacts the community at large.
1. NSC and/or Main may be closed for special events, with an approved special event permit, no more than three times per calendar year, unless otherwise approved by agreement with the Town Council.
2. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 90 days in advance, by submitting an application for a special event permit.
The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or his or her designee.
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a. Given the extent of a NSC and/or Main closure, additional time is necessary to plan for the closure, thus the special event organizer must apply a minimum of 90 days in advance of the event.
3. The Town may provide a previously approved traffic plan for the road closure of NSC and/or Main. Should the area of the event differ from the traffic plans approved by the Town, the event organizer is responsible for the cost of developing or modifying the traffic plan to satisfy the Town. a. It is the responsibility of the special event organizer to contract with a professional traffic control vendor, approved by the Town, to implement the road closure at no cost to the Town.
b. The special event organizer must provide contact information to the Town, for the traffic control vendor implementing the closure, no less than 45 days prior to the event.
c. Anti-Vehicle Barriers (ABV) may be required at the discretion of the Town and are subject to the fees adopted in the Town’s Fee Schedule or may be obtained through a third-party traffic control/safety vendor with approval of the Town Manager or his or her designee.
4. No Parking signs are required to be posted at least 72 hours before the road closure begins for any parking spaces located within the road closure area.
a. No Parking signs are provided by the Town at the cost listed in the Fee Schedule and must be installed by the special event organizer as outlined within the approved special event permit.
b. No parking signs must be completely removed by the special event organizer upon the conclusion of the special event.
5. Special event organizers must notify the adjacent property stakeholders and the VTA (if bus route is affected) of the closure no less than fourteen (14) days in advance of the event as outlined within the approved special event permit.
6. Private events and fee for entrance events are not allowed. Incidental item sales may be allowed if they are consistent with the special event activities and approved within the special event permit.
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7. Barriers necessary for the sales and service of alcohol consistent with ABC guidelines and as approved by the Police Chief and Santa Clara County Fire Department may be installed and must be approved within the special event permit.
8. Exclusive use by the special event organizers or its vendors of any portion of public space outside of the road closure area including sidewalks, public parking lots and spaces, or portions of public right-of-way require approval within the special event permit, and an encroachment permit.
9. Special events beyond the scope of the Town’s Special Event Permit shall require a Town agreement and receive Town Council approval.
10. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
I. Oak Meadow Park
Oak Meadow Park is a focal point for the Town of Los Gatos, with reservable picnic areas available to support multiple private celebrations at one time such as barbeques, birthday parties, and similar celebrations. It is the location of the Town’s bandstand and Billy Jones Railroad and Carousel making it an appealing location for the public to gather. Special events may be permitted including concerts, festivals, ceremonies, or other similar activity for the purposes of celebration, education or cultural enrichment.
1. Reservations are processed on a “first come, first served” basis. A tentative reservation may be made up to one year in advance, but no less than 60 days in advance, by submitting an application for a special event permit.
The reservation becomes confirmed once the special event permit is approved with signature from the Town Manager or their designee.
2. In addition to a special event permit, a Parks Special Use Permit is required, and will be coordinated through the special event permit process. As such, use of any portions of Oak Meadow Park for a special event are subject to the fees included in the Town’s Fee Schedule.
3. No single event may occupy the entire park or reserve a majority of the picnic areas on Saturdays, Sundays, or Holidays.
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4. The park must always remain accessible to the public.
5. Private events (outside of Town designated reservable spaces as identified below) and fee for entrance events are not allowed. Incidental item sales may be allowed if they are consistent with the special event activities, and approved within the special event permit.
6. Reservable spaces may include the Oak Meadow Bandstand, Oak Meadow picnic areas, Oak Meadow horseshoe pits, and other similar areas as designated by the Director of Parks and Public Works.
a. Barriers necessary for the sales and service of alcohol during approved special events, within the reserved areas, consistent with ABC guidelines, and as approved by the Police Chief and Santa Clara County Fire Department may be installed and must be approved within the special event permit.
7. Public entrances to Oak Meadow Park must remain open during all times of the event. This includes gates, roads, sidewalks, pathways, and parking lots. If shuttle buses are approved, the parking lot may be closed with a parking attendant present.
8. Parking spots may be reserved at the rate listed in the adopted fee schedule. ADA parking spaces must remain unreserved and accessible.
9. Special events beyond the scope of the Town’s Special Event Permit shall require a Town agreement and receive Town Council approval.
10. Consistent with the special event permit requirements, a certificate of insurance and endorsement meeting the Town of Los Gatos current requirements; release of liability, assumption of risk and indemnity agreement; and all applicable fees must be received and approved by the Town prior to the event taking place.
APPROVED AS TO FORM:
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Gabrielle Whalen, Town Attorney
PREPARED BY: Ryan Baker
Library Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 02/07/2023
ITEM NO: 19
DATE: February 7, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve the Library’s Holiday and Recognition Work Plan RECOMMENDATION:
Approve the Library’s holiday and recognition work plan.
BACKGROUND:
Given the recent interest in what holidays and months the Town recognizes through its Library programs and communications, this agenda item provides the Town Council and the public an opportunity to review the recognition work plan and provide input within the context of the Town’s available resources for such recognition. The goal of thoughtful acknowledgement of holidays and recognition months is to foster an inclusive community. The Library’s core purpose is to connect people with stories that broaden understanding.
As a Library, the primary vehicle of connecting people with stories is through books. Our primary focus is ensuring equitable access to collections that reflect a broad range of authors, primary characters, histories, and narratives in which community members can find representation. This is year-round work that is not confined to a calendar month or day, as the publishing industry does not coincide publications to align with recognition months in general practice.
Selections of materials is done by our Librarians on staff and assisted by diversity, equity, and inclusion software purchased in July of 2022 that analyzes the collection to ensure growth in the following catalog subject headings: Asian, Black, Disabilities and Neurodiversity, Equity and Social Issues, Hispanic and Latinx, Indigenous, Lesbian Gay Bisexual Transgender, Queer, or Questioning (LGBTQ+) and Gender, Mental and Emotional Health, Middle Eastern and North African, Multicultural, and Religious Background. Purchased books and e-books include titles by
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SUBJECT: Approve the Library’s Holiday and Recognition Work Plan DATE: February 7, 2023
BACKGROUND (continued):
authors with backgrounds historically underrepresented in the publishing industry, titles that give strong representation of historically marginalized peoples as primary characters, and histories told or researched through the lens of disenfranchised populations.
In addition to books, e-books, and media, the Library produces programs and events for 30,000 Library users representing a wide variety of ages, backgrounds, and interests. Within this work, celebration of holidays and recognition months through the medium of books and stories is included.
DISCUSSION:
The Library strives to recognize the following 33 cultural and national holidays that have been identified as holding importance to members of our community (days marked with “varies” fall on different days in different years with the month displayed indicating 2023; items marked with an asterisk (*) note events that will be newly added to our celebration calendar as of this year):
New Year’s Day (Jan)*
Martin Luther King Jr. Day (Jan)
Lunar/Chinese New Year (Jan- varies)
Holocaust Remembrance Day (Jan)
Presidents’ Day (Feb)
Purim (Mar - varies)
Holi (Mar - varies)
Ramadan (Mar - varies)
Nowruz (Mar - varies)
Cesar Chavez Day (Mar)
Passover (Apr - varies)
Easter (Apr - varies)
Eid al-Fitr (Apr -varies)
Earth Day (Apr)
Cinco de Mayo (May)
Memorial Day (May)
Juneteenth (Jun)
Independence Day (Jul)
Islamic New Year (Aug - varies)*
Labor Day (Sept)
Rosh Hashanah (Sept – varies)
Yom Kippur (Sept – varies)
Mid-Autumn Festival (Sept – varies)*
Indigenous Peoples’ Day (Oct)
National Coming Out Day (Oct)
Halloween (Oct)
Dia de los Muertos (Nov)
Veterans’ Day (Nov)
Diwali (Nov – varies)
Thanksgiving (Nov)
Chanukah (Dec)
Christmas (Dec)
Kwanzaa (Dec)
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SUBJECT: Approve the Library’s Holiday and Recognition Work Plan DATE: February 7, 2023
DISCUSSION (continued):
The Library strives to recognize the following 14 recognition months/weeks that have been identified as holding importance to members of our community:
Braille Literacy Month (Jan)
Black History Month (Feb)
Women’s History Month (Mar)
Developmental Disabilities Month (Mar)*
Arab American Heritage Month (Apr)*
Autism Acceptance Month (Apr)*
Asian Pacific Islander Heritage Month (May)
Jewish American Heritage Month (May)*
Mental Health Awareness Month (May)*
Pride and LGBTQ Month (Jun)
Disability Pride Month (Jul)*
Physical Disability Awareness Month (Aug)*
Suicide Prevention Month (Sept)*
Hispanic Heritage Month (Sept 15 - Oct 15)
Native American Heritage Month (Nov)
United Against Hate Week (Nov)
Also included here for the context of calendar timing and workload, the Library additionally recognizes the following seven library/literacy-specific months/weeks:
Poetry Month (Apr)
Library Week (Apr)
Summer Reading Program (Jun to Aug)
Banned Books Week (Sept)
Friends of the Library Week (Oct)
Teen Read Week (Oct)
National Novel Writing Month (Nov)
Deliverables
Given the scope of work calendared above, staff has determined that the capacity for deliverables would entail:
Month-long recognition*:
• Social media post through Library’s social media, reposted through Town social media • Newsletter call out
• “Stories We Are Celebrating” booklist
• Storytimes featuring a broad cast of characters and families in book selections • Reader’s advisory highlighting recognition
• Book displays in Children’s, Teen, and Adult sections • Post showcasing the display, featuring the sign, with links to “Stories We Are Celebrating” content
• Storywalk in Oak Meadow Park (when feasible)
• One related program, live or virtual (when feasible)
• “Stories We Are Celebrating” graphics on lobby screens and desks • Booklist callouts in the Library newsletters
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SUBJECT: Approve the Library’s Holiday and Recognition Work Plan DATE: February 7, 2023
DISCUSSION (continued):
*During months in which there are two or more recognition categories assigned, staff will divide display space appropriately between the multiple categories.
Week-long recognition:
• Small book display on countertop
• Give away items such as bookmarks, stickers, or buttons (as/when available) • Social media post through Library’s social media, reposted through Town social media • “Stories We Are Celebrating” booklist
Single day observances:
• Social media post through Library’s social media, reposted through Town social media • “Stories We Are Celebrating” booklist
Deliverables for holidays and recognition months/weeks will sometimes be augmented by contributions from invested community partners that may provide materials, displays, give away items, etc. that would generally be outside of staff capacity or budget.
Limitations
The above-mentioned deliverables constitute the ‘high-end’ of what staff has analyzed is within our capacity to produce. Staff desires to recognize all holidays and recognition months equally; however, there will be occasions where it will not be logistically possible due to the following limitations:
Availability or quantity of titles produced by publishing houses. While publishers have made significant strides in quantity and quality of publications reflecting a more diverse range of voices, certain holidays have significantly more publications available than others. This may impact the ability to build and maintain full displays. Availability of presenters or speakers. Competition for speakers and presenters directly related to celebrating holidays and recognition months by schools, libraries and other institutions far exceeds supply and greatly increases in cost the closer to the day/week/month of recognition.
Budget. Programming funds do not come from Town General Fund dollars, but rather through donations (the Friends of the Library being the largest donor). These limited funds are divided by staff for use across a wide variety of programming appealing to broad interests across the community. Museum quality displays, curriculum development, and exclusive programming themes are not possible for staff to produce.
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SUBJECT: Approve the Library’s Holiday and Recognition Work Plan DATE: February 7, 2023
DISCUSSION (continued):
Physical space. The Library is highly limited in available display space. Space may need to be shared or have mixed use depending on how holidays and recognition months fall on the calendar for any given year.
Community Input
The Library is open and receptive to adding additional holidays within our capacity as suggested by community input. We have created a link in our “Stories We Are Celebrating” call outs that specifically ask community members to contact us for consideration of additional holidays important to their families.
Use of Social Media
Social media engagement will generally consist of a single post on Instagram and on Facebook for each holiday or at the beginning of a recognition month. Within the spirit of stories, staff in 2023 will be using a similar template for each post that highlights books from our collection as they relate to the holiday or recognition month. Library staff will tag the Town in postings to allow Town staff to repost. Postings for holidays that fall on days the Town or Library is closed will generally be posted some days in advance to allow the Town to repost as appropriate.
Note that program and event advertising through social media means will primarily be through the Library’s newsletters with a measurable click/engagement rate of 16.39% compared to Facebook at 1.16% and Instagram at 0.06%.
CONCLUSION:
Library staff is committed to working towards all community members feeling represented and included as part of our Town core values. Holidays and recognition months are one of the many ways staff undertakes to create this sense of inclusion for Los Gatos. This report has been prepared through conscientious examination of an ongoing process.
COORDINATION:
This workplan has been reviewed by the Library Board. The high-level comment that the Board feels appropriate to communicate to Council is:
The primary focus for the Library’s mission to foster a diverse and inclusive community should first and foremost be through conscientiously striving for equitable access to a large variety of books, e-books, and media that reflect the experiences and backgrounds of diverse communities. Every person of every age, background, and identity must be
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SUBJECT: Approve the Library’s Holiday and Recognition Work Plan DATE: February 7, 2023
COORDINATION (continued):
able to have access to a wide offering of books in which they can see themselves reflected. The Library should not lose sight of this as their primary means of fostering dialog and understanding within the community as it pursues additional avenues of recognition.
FISCAL IMPACT:
There is no direct fiscal impact associated with this item.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.