City Council
Staff Report
From: City Manager
City Clerk
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: August 11, 2025
Report #:2505-4677
TITLE
Adopt a Council Chambers Use Policy as recommended by the Policy and Services Committee and Adopt an Ordinance Adding Use of Council Chambers Fees to the FY 2026 Municipal Fee Schedule; CEQA status -Not a project
RECOMMENDATION
The Policy and Services Committee recommends that the City Council adopt the attached Council Chambers Use Policy. In addition, staff recommends that the City Council adopt an ordinance to add fees to the FY 2026 Municipal Fee Schedule for the Use of Council Chambers.
EXECUTIVE SUMMARY
The proposed Council Chambers Use Policy establishes clear guidelines for the use of the Council Chambers, Community Meeting Room, and Flexible Meeting Room. It ensures these spaces are used primarily for official City and government-related functions, sets clear request procedures, and reserves City resources by minimizing liability and operational risks. This policy also includes a Priority 3 category for organizations with City co-sponsorship and adopts fees to help offset potential costs to the City.
BACKGROUND
On May 13, 2025, staff presented a draft Council Chambers Use Policy to the Policy and Services Committee to address requests from local community-serving organizations and government agencies to use the Chambers for meetings and events. A formal policy will facilitate consistency and transparency in evaluating requests for use. The proposed policy prioritizes official City and government-related functions and provides community access where the City is a co-sponsor. It aims to establish clear and consistent guidelines for reserving and using the Council Chambers, Community Meeting Room and Flexible Meeting Room. Policy and Services Committee recommended the inclusion of organizations co-sponsored by the City as Priority 3 users, along with recommended fees and requirements to safeguard City resources, staff time, and facility conditions.
ANALYSIS
The recommended policy reflects the input provided by the Policy and Services Committee and is informed by the best practices previously established by the City. It ensures that the Council Chambers continue to serve its primary function as a space for official government use, while also providing a structure and equitable process for allowing limited use by City co-sponsored events.
The Council Chambers, the Community Meeting Room, and Flexible Meeting Room are civic assets intended primarily for official government use, including meetings of the City Council, its Committees, Boards, and Commissions, and City staff. The new policy also allows limited access for other governmental agencies and organizations co-sponsored by the City in accordance with the City’s Co-Sponsorship Policy1 to host public events, under specific conditions. This policy establishes clear eligibility criteria, conditions of use, and request procedures. It also protects the City from liability and provides a consistent, transparent process for non-City users.
To preserve the facilities’ primary role in supporting City governance while allowing for limited external use, the policy outlines three (3) tiers of priority:
Priority 1: City Council; meetings of Council Committees, Boards, and Commissions; official use by City departments; and legislative bodies where a Councilmember has a seat.
Priority 2: Meetings and events hosted by other government agencies. These uses are secondary to official City functions.
Priority 3: Meetings and events organized by organizations that have obtained formal City co-sponsorship. These events must be free and open to the public. No solicitation is permitted, and all conditions of co-sponsorship must be followed.
Use Limitations and Conditions
The Council Chambers remain a dedicated space for official City use and must always be available for emergency or special City Council meetings. All external users must acknowledge that reservations are subject to last-minute cancellation if required for City businesses. The following areas are not available for public use: Kitchen facilities, City Council Conference Room, and City media and A/V production spaces (except under approved conditions with staff available to monitor).
Request Procedures
All requests for use must be submitted to the City Clerk’s Office no later than 30 days before the event/meeting date and no earlier than 6 months in advance. An Agreement of Use is required for all Priority 2 and Priority 3 users. Final scheduling decisions rest with the City Clerk, 1 Co-Sponsorship Policy, 2016; https://www.paloalto.gov/files/assets/public/v/1/community-services/facility- rentals/reservations-community-centers-fields/city-of-palo-alto-co-sponsorship-policy-final.pdf who ensures alignment with the City’s operational priorities. If an organizer must cancel their event, written notice must be provided at least 10 days in advance. Cancellations submitted less than 7 days prior will result in forfeiture of the deposit to cover administrative costs.
Deposit and Fee Structure
Priority 2 and 3 users are subject to a refundable $250 deposit, which reserves the space and covers potential costs related to cleaning, damages, or policy violations. If the facility is left in good condition, the event ends on time, and all policies are followed, the full deposit will be refunded after a post-event inspection. Additionally, at the discretion of the City Clerk, an attendant fee of $49 per hour may be applied if City staff are required to be present during the event. This determination may be based on the size, nature, or complexity of the event. The attendant fee may also be deducted from the deposit.
Technology support and equipment are reserved primarily for City functions. A technology support fee starting at $100 per hour would apply when technology is used by approved external groups where City staff is required to supervise equipment use to prevent damage and ensure continued availability for official meetings. These fees were costed to reflect the average hourly rate of a Senior Technologist rounded up to account for the high value of the equipment used for essential government operations, as well as the needed for immediate functionality and timely replacement in the event of damage/operation failure.
Security and Risk Management
At the City Clerk’s discretion, some events may require a security plan and the hiring of a licensed and insured private security firm. Security personnel must be unarmed, and an emergency preparedness plan must be submitted in advance. The event organizer is responsible for managing attendee behavior and de-escalating disruptions. If disruptions continue, City staff reserve the right to terminate the event. The Palo Alto Police Department will respond, as appropriate, to reported criminal activity. The City does not provide police officers or staff for on-site event security.
For events expecting 100 or more participants, organizers must provide proof of liability insurance. This standard risk management practice protects both the event host and the city.
And as recommended by the Policy and Services Committee, the City also retains the ability to terminate any event that becomes disorderly, disruptive, or otherwise violates the Municipal Code, the Chambers Use Policy, the rules established by the City Clerk, or that poses an imminent threat to public health or safety.
FISCAL/RESOURCE IMPACT
The adoption of the Council Chambers Use Policy will have both fiscal and resource implications, with an increase in staff time and administrative costs, depending on room usage.
Requests for uses that occur outside of operational hours may require City staff to be present and work overtime to ensure the facility is in acceptable condition and secured at the end of the event. While the exclusion of kitchen facilities and event equipment limits excessive wear, ongoing maintenance of the space will still be required. The impact on cleaning, utilities, and general janitorial upkeep will depend on the frequency of use. This policy does not include a rental fee for use of the spaces, but recommends a $49 per hour/staff fee when additional staff support is needed. For events requiring A/V system use, a separate IT support fee of $100 per hour applies. The application of the fees will be at the City Clerk’s discretion. The administrative workload will include evaluating requests, scheduling, coordinating logistics with the requester, policy enforcement, depositing refunds, and staff presence when needed. Attachment C amends the FY 2026 municipal fee ordinance to include these fees as part of the schedule.
STAKEHOLDER ENGAGEMENT
Staff collaborated with multiple City departments to create a policy that is comprehensive, operationally feasible, aligned with the City’s purpose of the space, and comparable to the request policies of other reservable City facilities. Staff discussed request procedures, advised on managing administrative workload, and provided guidance on public meeting requirements.
Staff assessed potential liability risks and reviewed the security deposit structure. Additionally, staff were advised on necessary waivers and public forum considerations. The Policy & Services Committee provided feedback on the draft policy at its May 13, 2025 meeting2.
ATTACHMENTS
Attachment A – Council Chambers Use Policy
Attachment B – Council Chambers Use Request and Use Agreement Attachment C – Ordinance Amending the FY 2026 Municipal Fee Schedule APPROVED BY:
Mahealani Ah Yun, City Clerk
2 May 13, 2025 Policy and Services Committee Meeting, Item 4; link:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16098