CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
PURPOSE:
To guide and encourage projects sponsored by community partners that increase civic engagement and provide community benefits to the public without direct supervision by City staff. Such community-driven projects differ from existing City volunteer programs for which the City recruits and oversees volunteers to perform work assigned by the City.
Community benefits may include enhancing the City’s parks, facilities, and property; using City property for free community events or programs; and stewarding natural resources on City property. The policy may be applied to other types of community-driven projects as appropriate.
The intent of the policy is to provide a clear process, with review and approval requirements streamlined to the degree possible to enable self-directed community engagement while also maintaining safe, public access to City-owned property, promoting the effective and efficient use of City resources, minimizing risk to the public and the City, and ensuring alignment with City policies and priorities. The policy uses a tiered approach with requirements depending on the scope, complexity, City resource needs, and potential risk of the project.
DEFINITIONS:
Community Partner: An organization, business, or group that seeks to complete a communitydriven project that provides public value to the Mountain View community.
Project Participant: An individual who participates in the implementation of an approved community-driven project under the direction or coordination of the Community Partner.
City-Owned Property: Real property owned by the City designated for public use, including parks, trails, facilities, right-of-way, and other community-serving spaces.
Community-Driven Project: A community-led improvement, program, or stewardship of natural resources that results in public value, meets the eligibility criteria of this policy and does not require direct supervision by City staff.
POLICY:
1. Overview of Community-Driven Project Tiers and Approval Process. Review and approval requirements depend on the scope, complexity, City resource needs, and potential risk of the proposed project.
Attachment 1
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
Participants in activities that fall within this Policy are not employees, agents, or volunteers of the City solely by virtue of their participation in a Community-Driven Project and do not fall within City Council Policy D-1. Except as required by applicable California law or expressly provided by written agreement, participants are not entitled to wages, employee benefits, workers’ compensation benefits, or other benefits arising from an employment or volunteer relationship with the City.
a. Tier One. Tier One projects are small-scale and are approved through an application process with staff review and conditions appropriate to the project. Characteristics of Tier One projects include the following: limited-scope, lower-risk, minimal need for City resources, no permanent improvements to City-owned property, small groups of Project Participants, small to moderate public attendance, and no ongoing maintenance obligations. Examples of Tier One projects may include use of City parks for small free events or projects, such as concerts, neighborhood grant recipient activities, holiday decorations or celebrations, park or trail clean-ups, graffiti abatement, wellness activities, and guardian and youth story times.
b. Tier Two. Tier Two projects are larger scale and are approved through an agreement process with staff and legal review and terms appropriate to the project. Characteristics of Tier Two projects include the following: complex, large scope, higher risk, need for moderate to significant City resources, recurring or ongoing use of City property, extensive one-time use of City property, use of tools or equipment, planting or maintenance activities, larger groups of Project Participants, potential impacts to City operations, construction work, ongoing maintenance needs, or legal considerations.
Examples of Tier Two projects may include pollinator habitats and public art.
2. Eligibility Criteria. Eligibility under this policy does not guarantee approval of project requests.
The City will evaluate each project request in accordance with the criteria outlined below. a. Projects shall provide clear and direct public value that is broadly accessible to the Mountain View community.
b. The public value shall be appropriate for the level of use of City property, staff time, or other resources, and shall not primarily serve private interests.
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
c. Projects shall be financially sustainable and aligned with and feasible within available City resources and operational capacity.
d. Project activities shall be consistent with City goals, adopted plans, and policies, and shall complement, not duplicate or conflict with, City programs and services. e. Projects shall maintain or enhance equitable public access to City-owned property.
Projects shall not create barriers to public participation, such as charging a fee, or result in exclusive use inconsistent with the intended public purpose of City-owned property. f. Projects shall be responsive to identified community needs and, where feasible, expand access to underserved populations or areas.
g. Community Partners shall have a purpose and activities consistent with providing a public or community purpose.
h. Community Partners shall have the resources and organizational capacity to support the project.
i. All projects shall comply with applicable City codes, policies, and adopted plans. A proposed project may be subject to another City policy or approval process and, where applicable, shall be reviewed and administered in accordance with those requirements.
This policy does not supersede or replace the requirements of any other applicable City code, policy, or adopted plan.
j. Projects shall not conduct political campaign activities, fundraising activities, or commercial advertising or promotional activities, except as otherwise permitted under applicable City policies, including Council Policy H-5 (Use of the City’s Facilities).
3. City Roles and Responsibilities.
a. The City retains ownership, control, and responsibility for all City-owned property and modifications to City-Owned Property made through a project. b. The City shall retain decision-making authority and sole discretion over the approval, modification, and continuation of project applications and agreements. Meeting criteria under Section 2, Eligibility Criteria, of this Policy does not guarantee City approval of project requests. Projects may be discontinued in accordance with applicable agreement
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
terms.
c. The City may impose conditions necessary to maintain public access, promote safety, meet operational needs, and minimize risk.
d. City may provide assistance in the form of checklists, supplies and materials, signage, and access to City utilities.
e. Upon completion of the project, the City retains the authority to change, modify or eliminate any or all project elements on City-owned property. The City is not obligated to maintain improvements installed as part of a Community-Driven Project. f. Approval of future project proposals may take into consideration the applicant’s past compliance with this policy and applicable project requirements.
4. Community Partner Roles and Responsibilities.
a. Community Partners shall designate a primary contact responsible for communication with the City, coordination of Project Participants, and ongoing project administration. b. Community Partners shall be responsible for recruiting, coordinating, and overseeing Project Participants, including providing appropriate direction to Project Participants and ensuring that those individuals understand and agree to applicable City rules, safety expectations, and project limitations.
c. Community Partners shall adhere to all conditions and terms of approval and fulfill all requirements outlined in the applicable application or agreement with the City. d. For Tier One projects, Community Partners will collect City Release of Liability Waivers from all Project Participants assisting with the project prior to work onsite and will submit completed waivers to the City 48 hours after the event.
5. Risk Management.
a. Projects and Project Participantsshall comply with applicable local, state, and federal laws and City policies and regulations.
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
b. Community Partners shall design and oversee projects to protect the safety of the public and Project Participants and minimize risk to participants and the City. c. The City shall evaluate financial, operational, and maintenance impacts when considering projects and may request any documentation reasonably necessary to evaluate the proposed project.
d. Community Partners may be required, depending on the project tier, to provide insurance, including General Liability insurance naming the City as an additional insured, indemnification, and other risk management measures as determined by the City.
6. Exemptions.
a. “Friends of” organizations and their activities are not considered projects, and are subject to other requirements, including but not limited to formal written agreements. b. This policy does not apply to compensated service agreements, procurement contracts, grant agreements, or other agreements involving payment for services. c. Facility rentals, special events, volunteer days, or similar short-term uses are governed by applicable City policies and administrative procedures and do not, by themselves, establish a project as defined under this policy.
d. This policy is distinct from the City's volunteer program. Volunteer activities coordinated or directly supervised by City staff are governed by the City's volunteer program, City Council Policy D-1 and related administrative procedures.
PROCEDURE:
1. Project Proposal Form.
Community Partners interested in establishing a community-driven project using City-owned property or resources shall first submit a Community-Driven Project Proposal Form to the City. The form will be used to understand the proposed project, determine whether the request is subject to this policy, identify the appropriate City department or division for review, and determine the appropriate review pathway.
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
The Community-Driven Project Proposal Form may request information such as the project description, proposed location, duration, public benefit, anticipated number of Project Participants, anticipated number of public attendees or beneficiaries, proposed activities, City resource needs, maintenance needs, and any other information necessary for the City to evaluate the request.
2. Initial Staff Review.
City staff will generally strive to complete the initial review within fifteen (15) business days of receiving a complete Community-Driven Project Proposal Form. Following initial review, City staff may determine that the request is not subject to this policy, should be routed to another City process, may proceed as a Tier One application-based project, requires review as a Tier Two agreement-based project, or requires additional information before an initial determination can be made.
3. Tier One: Application-Based Projects.
If the request is determined to be a Tier One project, City staff will work with the Community Partner to obtain any additional information needed to finalize the project, such as the final scope of work, location, schedule, volunteer participation, maintenance needs, or requested City support.
Using the information provided through the Community-Driven Project Proposal Form and any follow-up discussions, City staff will prepare the Community-Driven Project Authorization Form. The Community-Driven Project Authorization Form will identify the approved project details and include terms and conditions applicable to the approved project. As needed, the Community-Driven Project Authorization Form may also include project-specific exhibits, checklists, or written guidelines addressing Project Participant responsibilities, safety requirements, maintenance expectations, allowed materials or equipment, City support to be provided, liability waivers, and other conditions specific to the project.
The Community Partner shall review and sign the Community-Driven Project Authorization Form, acknowledging that the project information is accurate and agreeing to the applicable terms, conditions, and project-specific requirements.
City staff will generally strive to complete the Tier One approval process within ten (10) business days after receiving all information and supporting materials necessary to finalize
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
the authorization. City staff may request additional information before determining approval, approval with conditions, or denial of the request.
4. Tier Two: Agreement-Based Projects.
If the request is determined to be a Tier Two project, City staff will schedule a meeting with the Community Partner to better understand the proposed project, discuss the City’s interests, identify operational or maintenance considerations, review documentation needs, and discuss the anticipated timeline.
Tier Two projects shall follow the City’s applicable review and approval process for formal agreements. The process is intended to be collaborative and may require coordination with the assigned department or division, Risk Management, the City Attorney’s Office, and other City staff as appropriate.
Developing and executing an agreement may take approximately three months. The overall timeline will vary based on project complexity, required City review, and development of exhibits or project-specific guidelines. It will also depend on how quickly the Community Partner provides required documentation, responds to City comments, and obtains necessary signatures. For project types where the City has established templates, standard terms, exhibits, handbooks, checklists, or other administrative materials, such as pollinator habitats, the agreement process may be expedited.
Tier Two agreements typically include requirements related to insurance, indemnification, liability waivers, permits, roles and responsibilities, approved scope of work, maintenance obligations, public access, safety requirements, City support, reporting, and conditions for modification or termination.
5. Administrative Materials.
Administrative materials used to implement this policy, including the Community-Driven Project Proposal Form, applications, checklists, agreement templates, waiver forms, handbooks, exhibits, and project-specific guidelines, may be developed, updated, and approved administratively by City staff without further City Council approval, provided they are consistent with this policy.
CITY COUNCIL POLICY
SUBJECT: COMMUNITY-DRIVEN PROJECTS NO.: K-28
6. Fees.
The City will not assess fees for submission of the Community-Driven Project Proposal Form, processing of applications, or execution of agreements under this policy. This does not waive any separate fees, charges, or cost-recovery requirements that may apply under other City policies, permits, facility rentals, special events, or other City processes.
7. City Discretion.
Submission of a Community-Driven Project Proposal Form or application does not guarantee approval. The City retains discretion to approve, approve with conditions, deny, modify, pause, or discontinue a Community-Driven Project consistent with this policy and any applicable administrative procedures, agreements, permits, exhibits, handbooks, or conditions of approval.