8.2 – Adopt Resolution Approving Special
Event Rental Policies
May 14, 2025
Recommendation
Staff recommend that the City Council adopt a resolution approving the proposed Community Special Events rental
policies.
Background
• The City recognizes the need to formalize the Special Events rentals process through a policy.
• On September 11, 2019, staff presented the Mountain House Community Services District Board of Directors a Special Events and Facilities Use Policy Manual that included general event policies. It also incorporated pre-existing Fields and Facilities Use Policies, which were adopted on January 21, 2015.
• Several Board members expressed the need for improved collaboration with Public Safety.
• The Board directed staff to revise the manual to enhance public safety and to streamline the application process, anticipating increased demand as the population grows.
Discussion:
Collaboration
• The Parks and Recreation Department collaborated with Code Enforcement, the Public Works Department, the Fire Department, and Public Safety personnel to develop the
proposed policies and procedures.
• These guidelines were developed drawing on historical data and professional expertise of the committee members.
• The City will implement a series of checks and balances in collaboration with these various departments to ensure the safety of participants and protection of public facilities from damage.
Discussion:
Proposed Fees
Due to the anticipated number of attendees and length of the special events, the proposed fees are twice the rate of the current ‘Athletic Field, Park’ rental fees.
Discussion:
Proposed Fees
The proposed hourly fees are as follows:
Facility Group A
Gov’t, LUSD,
MOUs
Group B
Sanctioned
Non-Profits
Group C
Residents
Group D
NonResidents/
Commercial
Central Park Field D $20 $20 $40 $80
Central Park Field C $10 $10 $20 $40
Central Park Field B $10 $10 $20 $40
Central Park Field A $10 $10 $20 $40
Discussion:
Application Process
• The City has begun to develop the permitting process
through the My Mountain House (GoGov) app.
• The application process begins at least 90 days prior to the anticipated start date of the event.
• Once submitted, applications are review by staff, followed by assessments and approvals from Parks and Recreation, Code Enforcement, the Public Works Department, the Fire
Department, and Public Safety personnel.
Discussion:
Application Process
• In response to the Board’s direction to streamline the process and make it easier for the customer, staff has
created a “Special Event Permitting Process and Timeline” infographic.
• The process involves 5 steps each with their own
requirements.
• Throughout the process, the applicant is kept informed and notified of any specific requirements or conditions needed for approval.
Discussion:
Application Process
• Once all the requirements are met and fees are paid, the applicant receives their permit.
• For large-scale events, staff will be scheduled to monitor activities during the setup, throughout the event, and during post-event cleanup to help ensure a safe and successful experience for all.
Current Organizations
• Currently, there are 13 known organizations that rent City facilities for special events, and 21 documented special events held on or in City-operated parks or facilities.
• It is possible that additional events occur in village parks or on City streets, organized by individuals or groups, who may not be aware of the existing policies.
• Upon adoption, the City will actively promote the new policies and procedures to the Mountain House community through a variety of marketing and outreach efforts to ensure awareness and
compliance.
Action Following City
Council Approval
Staff will adjust the policy as directed by the City Council, market the policy to the Mountain House community, create appropriate processes in the My Mountain House (GoGov) app, and implement the policy beginning July 1, 2025.