Council Chambers Use Policy Page 1 of 5 Revision Date: 5/24/24
City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571
CITY CLERK’S OFFICE PROCEDURES
Council Chambers Use Policy
Section 1. OVERVIEW
• Purpose
• Authority
• Use
• Requests
• Liability/Insurance
• Fees
• Accommodations
• User Responsibilities
Section 2. AUTHORITY
Palo Alto Municipal Code Sections 2.04.120 through 2.04.150 govern the use of Council Chambers, including the enforcement of decorum during Council meetings, the permitted consumption of food and beverages, and the authorized personnel in the council and staff areas during Council meetings.
Further, Palo Alto Municipal Code Section 2.08.075 requires council appointed officers to be responsible for the care and safekeeping of all city-owned property used by or in the custody of the department and to take steps as necessary to ensure that the use or condition of said property does not incur legal liability or loss for the city or its officers and employees.
Finally, Palo Alto Municipal Code Section 2.08.110 requires the City Clerk to perform such other duties as the council may require.
Section 3. PURPOSE
To preserve the functions that City Hall is designed to serve, provide for the orderly use of City facilities, and coordinate multiple users, this policy establishes procedures, requirements, and user responsibilities for the use of the City Council Chambers , including the Community Meeting Room, and Flex Room . Council Chambers is not available for general use by the public. Council Chambers are primarily for official City business but may be available, from time to time, to other government agencies, and organizations receiving
Council Chambers Use Policy Page 2 of 5 Revision Date: 5/24/24
City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 City support in accordance with the City’s Co-Sponsorship Policy, as may be amended. The Council Chambers may only be used in accordance with the Municipal Code and this Policy.
Section 4. USE
Use of Council Chambers is prioritized as follows:
• Priority 1: Public meetings of bodies on which the City Council sit, Council Committees, Boards and Commissions, and use by City staff.
• Priority 2: Meetings or Events organized by other government agencies.
• Priority 3: City sponsored events and meetings of organizations sponsored by the City in accordance with the City Co -Sponsorship Policy . Events must be free and open to the public. A refundable security deposit in an amount determined by the City Clerk is required.
City staff will be present to assist with facility use but will not perform event-related tasks. Events that occur outside of regular City Hall hours may require additional City staffing, at the event organizer’s cost.
Security may be required, and the user must hire a licensed, insured security firm approved by the City and provide proof of the event security plan.
Section 5. REQUESTS
The City Clerk will establish the dates and times in which requests will be accepted.
All requests to use the Council Chambers must be submitted in writing to the City Clerk’s Office at [email protected], including the City Co-Sponsorship application, and an IRS 501(c)(3) status letter, if applicable. The City Clerk will determine whether the applicant meets standards for co- sponsorship status and what benefit level is applicable. This decision made be appealed in accordance with the City Co-Sponsorship Policy.
• Use times must account for both set-up and clean-up.
• Requests may be submitted up to six (6) months in advance but no later than 30 days prior to the event.
• The City reserves the right to cancel requests on short notice where necessary to accommodate emergency or special City meetings or other urgent City business . If the City cancels a request , City staff will attempt to help reschedule.
• Cancelations must be submitted in writing at least 10 days prior before the event; cancelations with less than seven days’ notice will result in forfeiture of the security deposit.
In no event will the City be liable for any cancellation.
Council Chambers Use Policy Page 3 of 5 Revision Date: 5/24/24
City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571
Section 6. LIABILITY/INSURANCE
General liability insurance is required for events with 1 00 or more participants. Proof of coverage must be submitted 14 days before the event; failure to do so will result in cancellation of the request and forfeiture of the deposit.
Insurance Requirements:
1. Minimum coverage of $1,000,000 for bodily injury and property damage is required.
2. Include “ The City of Palo Alto , its Council members, officers, agents, and “employees” as additional insureds.
3. List the following as the Certificate Holder:
o City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
4. Send the Certificate of Insurance to [email protected] or mail it to the Office of the City Clerk at the address above.
The requirements above apply to security providers, and any other vendor hired by User.
Users of the City Council Chambers will be required to submit a signed Facility Use Application with the City Clerk and be subject to its terms.
Section 7. FEES
Deposit
A refundable security deposit of $250 is required for all Priority 2 and 3 requests and is due at the time the request is made to the City Clerk . An assessment of the facility will be conducted within 24 hours after the event and the applicant will be informed of the condition. T he security deposit will be refunded after 14 days via check. Refunds of the security deposit may be fully or partially withheld for any of the following reasons:
• Damages to the facility
• Missing or Damages to equipment
• Additional Janitorial Services needed
• Additional staff time needed
Attendant Fee
It is at the discretion of the City Clerk to determine if requests for facility use will require City staff to be present during the event. An hourly attendant fee and/or an overtime fee per staff member may be applied for events that are after hours or during the holidays. This determination will be based on the size, nature, and/or complexity of the event. The amount of the fee will be established by City Council resolution and is non-refundable.
Technology Support Fee
It is at the discretion of the City Clerk to determine if technology support is required to be approved for the Council Chambers Use Policy Page 4 of 5 Revision Date: 5/24/24
City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 usage of the Audio and Visual equipment. City staff will be present primarily to supervise the use of the equipment. The amount of the fee will be established by City Council resolution and is non-refundable.
Section 8. ACCOMMODATIONS
The Council Chambers has a maximum occupancy of 281 and requests must not exceed this limit. Seating is in a theater style, and no additional chairs or tables will be provided. Users are welcome to bring their own event supplies.
IT/AV system is available. Use must be requested at booking to ensure staff availability . Users are encouraged to schedule a walkthrough with City staff prior to their event time.
Special accommodations needed for guests will be under the sole responsibility of the user.
The following are not permitted in Council Chambers:
• Consuming food and beverages (PAMC 2.04.140)
• Open flames
• Pets (excepting service animals)
• Smoking and the use of electronic smoking devices inside and within 25 feet of entrances (PAMC
9.14.020)
• Any type of drug use
The City Clerk may establish additional rules and regulations for the use of the Council Chambers, as may be needed.
Section 9. USER RESPONSIBILITIES
9.1 Conduct
The user is responsible for all accidents, injuries, damages, and repair costs during their use of the Council Chambers. Access is limited to reserved times and all participants must leave by the scheduled end time.
The user must ensure all participants follow City rules, maintain safety, and prevent misconduct or damage.
The user or authorized representative must be present during the event and will be the direct contact.
Facility use is limited to the Council Chambers, Community Meeting Room, and Flex Conference Room only.
Use of Council Conference Room and Media Space is restricted. No one may block entrances, exits, or aisles or create safety hazards.
9.2 Noise
Event noise must not exceed 15 dB above ambient levels when measured 25 feet from the Council Chambers (PAMC 9.10.050). Noise must not disrupt City business . Loud noise must end by 11:00 p.m. on Friday and Saturdays and by 9:00 p.m., Sunday through Thursday.
9.3 Decorations & Clean-Up
Council Chambers Use Policy Page 5 of 5 Revision Date: 5/24/24
City of Palo Alto, Office of the City Clerk – 250 Hamilton Av. (Seventh Floor), Palo Alto, CA 94301 – (650) 329-2571 Storage is not allowed before or after the event. Set -up begins at the designated start time and the space must be cleared by the end time. Only painter’s tape may be used for decorations; all other adhesives and fasteners are prohibited. Users must restore the facility to its original condition, remove all items and trash, and handle cleanup without City staff assistance. The City is not responsible for any items left behind and any cleanup costs or damages will be deducted from the deposit and/or billed to the user.
9.4 Event Shutdown
The City reserves the right to terminate any event that becomes disorderly, disruptive, or otherwise violates the Municipal Code, this Policy, the rules established by the City Clerk, or that poses an imminent threat to public health or safety