CITY OF SIMI VALLEY
MEMORANDUM
August 19, 2024
TO: City Council
FROM: Office of the City Manager
SUBJECT: APPROVAL OF A REQUEST FROM THE LEAGUE OF WOMEN
VOTERS OF VENTURA COUNTY TO USE THE SIMI VALLEY CITY
COUNCIL CHAMBERS TO PRESENT CANDIDATE S’ FORUMS FOR
THE NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION
STAFF RECOMMENDATION
It is recommended that the City Council approve the request of the League of Women Voters of Ventura County (Attachment A, page 4) to use the Simi Valley City Council Chambers to present candidates’ forums for the office of Mayor and the Board of Education for the November 5, 2024, General Municipal Election at no cost for the facility, and advise the League they will be required to underwrite the cost to broadcast the event.
BACKGROUND AND OVERVIEW
On Wednesday, August 14, 20 24, the City Manager’s Office received a request from the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to present candidates’ forums for the office of Mayor and the Board of Education related to the upcoming November 5, 2024, General Municipal Election. The League of Women Voters has requested that the candidates’ forums be televised to provide the general public with information about the candidates and the election, and have requested that the City pay for the production cost associated with televising the forum . There will be no political endorsement of candidates by the League of Women Voters of Ventura County .
The League of Women Voters of Ventura County has requested Monday, September 30, 2024, from 6:00 p.m. to 9:00 p.m. for the event.
AGENDA ITEM NO.
Consent (5)
2 FINDINGS AND ALTERNATIVES
The City of Simi Valley Administrative Policies and Procedures related to the use of the City Council Chamber and Community Room ( Attachment B, page 5) authorizes designated City Boards and Commissions to use the Chamber. The City Manager may approve other governmental hearings and meetings to take place in the Chamber.
Under normal circumst ances, use by any other entity requires a written request to be approved by the City Council. Over the past several years, the Chamber has been used to conduct candidate forums for the General Municipal elections hosted by numerous organizations, including the American Association of Univer sity Women, the Simi Valley PTA/ PTSA Council, and the League of Women Voters of Ventura County.
Additionally, the Chamber has been used for various public purposes by the Ventura County Board of Supervisors, the Local E mergency Planning Committee, the U.S.
Environmental Protection Agency, the Ventura County Transportation Committee, and the Santa Monica Mountains Conservancy. These non- profit and governmental organizations were granted use of the facility at no cost.
Although the hours requested by the League of Women Voters are after normal business hours, City staff will be available to assist in the use of the Council Chamber equipment, including the audio and lighting systems. In accordance with the policy related to the use of the City Council Chamber and Community Room, if the Chamber is utilized at any time other than when City staff is normally present, the group using the facility is required to reimburse the City for the cost of services. T he League of Women Voters’ use of the Chamber will be during working hours for City custodial /maintenance staff.
The League of Women Voters has asked that the City consider underwriting the cost of the broadcasting and taping of the event as they are a non- profit organization that will be presenting the candidate forum for public benefit. The cost for broadcast services is $70 per hour, with a three- hour minimum charge. It is anticipated that three hours of broadcast services will be required to televise the event at a cost of $ 210. Most recently, the City Council has authorized that the broadcast cost be passed on to the League of Women Voters for this event.
The following alternatives are available to the City Council:
1. Approve the request from the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to conduct candidates’ forums for the office of Mayor and Board of Education at no cost for the facility , and advise the League they will be required to underwrite the cost to broadcast the event;
2. Approve the request from the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to conduct candidates’ forums for the office of Mayor and the City Council seats at no cost to the League, and the City will underwrite the costs to broadcast the event;
3 3. Deny the request from the League of Women Voters of Ventura County to use the City Council Chamber to conduct candidates’ forums;
4. Provide staff with further direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION:
I move to approve the request from the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to conduct candidates’ forums for the office of Mayor and the City Council seats at no cost for the facility , and advise the League they will be required to underwrite the cost to broadcast the event.
SUMMARY
On August 14, 2024, the City received a request from the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to conduct candidates’ forums for the office of Mayor and the City Council seats . The event is proposed for Monday, September 30, 2024 . The City’s Administrative Policies and Procedures Manual specifies that requests to use the Chamber are subject to approval by the City Council. It is recommended that the City Council approve the request of the League of Women Voters of Ventura County to use the Simi Valley City Council Chamber to present candidates’ forums for the office of Mayor and City Council seats for the November 5, 2024, General Municipal Election at no cost for the facility, and advise the League they will be required to underwrite the cost to broadcast the event.
__________________________
Lucy Blanco, City Clerk
INDEX Page
Attachment A – Request from League of Women Voters of Ventura County ............. 4 Attachment B – Administrative Policies and Procedures ............................................ 5 Celebrating Over 60 Years in Ventura County
https://my.lwv.org/california/ventura-county email: [email protected] P .O. Box 6786, Ventura, CA 93006
All contribuƟons to LWV VC are tax deducƟble, Fed EIN # 95-2573486, effecƟve date 12/30/16.
August 14, 2024
Dear Honorable Members, Simi Valley City Council and Mayor Thomas, The League of Women Voters Ventura County, as part of our civic educaƟon mission, would like to host two forums in the Simi Valley City Council chambers on Monday evening, September 30, 2024. One forum will be for candidates for Mayor and the other forum for candidates for Simi Valley Unified School District. The forums will be in the evening and finish no later than 9:00 PM.
The League does not host forums with only one candidate for an office. Since the two city council races have only one candidate in each, they will not be included in this ye ar’s forums.
The event will be free and open to the public and the format will strictly follow League rules.
The audience may submit quesƟons on cards during each forum.
The League of Women Voters respecƞully requests the City of Simi Valley pr ovide the council chambers at no charge and to underwrite the taping and broadcasƟng of this event on its local cable staƟon so that more people in the community can learn about these candidates.
The League of Women Voters will provide all of the volunteers needed to put on this ev ent including moderator, Ɵmers, ushers and quesƟon sorters.
Thank you for your consideraƟon.
Sincerely,
David Maron
David Maron
League of Women Voters Ventura County
ATTACHMENT A
4 CITY OF SIMI VALLEY
ADMINISTRATIVE POLICIES & PROCEDURES MANUAL
126
Subject: USE OF CITY HALL COUNCIL CHAMBER AND COMMUNITY ROOM Policy No.: C‐3 Effective: February 13, 1990
(Renumbered January 1, 2013)
Originator: Supersedes: A‐021
POLICY
It is the policy of the City to limit the use of the Council Chamber and Community Room according to the procedures outlined below.
PROCEDURES
Council Chamber Use:
Use of the Council Chamber
and dais shall be limited to the following official bodies:
a. City Council
b. Ventura County Waterworks District #8 Board of Directors c. Simi Valley Industrial Development Authority Board of Directors d. Simi Valley Community Development Agency Board of Directors e. Simi Valley Public Financing Authority Board of Directors f. Simi Valley Planning Commission
g. Simi Valley Mobile Home Rent Mediation Board
h. Simi Valley Unified School District Board of Directors i. Local Emergency Planning Committee as approved by the City Manager j. Federal, State or County Boards, Commissions, or loca l Public Agency meetings
approved in advance by the City Manager
k. Judicial or other official Hearings as approved by the City Manager Use by other outside/non‐governmental groups, organizations, or bodies different from those listed
above must be specifically requested in advance in writing and expressly approved for a stated purpose by the City Council. (The City Manager is authorized to permit a use when special circumstances preclude Council consideration.)
5 ATTACHMENT B
CITY OF SIMI VALLEY
ADMINISTRATIVE POLICIES & PROCEDURES MANUAL
127
Usage Limitations:
1. The primary use of the Council Chamber is for the conduct of meetings for the above noted entities. Any other proposed use of the Council Chamber shall not conflict with the primary use, which is business of the City Council and special Districts.
2. Any proposed use of the Council Chamber shall not lead to the cancellation of a regularly
scheduled meeting in the Community Room. Staff will provide an alternate location for City‐sponsored meetings.
3. Food and beverages shall not be consumed in the Council Chamber at any time.
4. Smoking shall not be permitted in the Council Chamber.
5. Room capacity as determined by fire and
safety regulations shall not exceed 183, or
286 if operative wall is opened. Fixed seating in Council Chamber is 158.
Procedures:
1. All requests from outside groups to use the Council Chamber must be submitted, in writing, to the City Manager’s Office a minimum of three weeks prior to the event.
2. At the discretion of the City Attorney, the City may require insurance coverage and/or a Hold Harmless Agreement from any outside group using the Council Cham ber
naming the City as additional insured for the duration of the event.
3. Users of the Council Chamber will be responsible for all damage to the building, appurtenances thereto, and shall be responsible for reimbursement to the City for any loss or damage to City property caused by such use.
Fees:
1. A refundable, interior cleaning deposit of $100 is required.
2. Control of the lights, keys, locks, and locking of doors during normal working hours will be the responsibility of the custodian on duty. If the Council Chamber is utilized at any time other than when City staff are normally present, City personnel will be scheduled to be present for the duration of the ev
ent. The group will be required to reimburse
the City for the cost of this service. Generally, the room will only be scheduled during normal working hours.
3. All costs and required deposits must be paid in full at the time of application.
6 CITY OF SIMI VALLEY
ADMINISTRATIVE POLICIES & PROCEDURES MANUAL
128
Other:
1. The Council Chamber, at the City Council’s discretion, may be utilized for an election forum. However, sponsoring organizations must meet the following criteria:
a. Sponsoring organization must be non‐partisan.
b. Sponsoring organization may not be a political action committee. c. Sponsoring organization may not support or oppose a candidate or ballot measure.
d. Sponsoring organization may not monetarily support or oppose a candidate or ballot measure.
2. The City will not be involved in
providing any equipment and/or arrangements except
for the facility itself.
3. All groups are to leave the Council Chamber in the same condition in which it was found including the arrangement of chairs and
tables.
4. Permission to use the Council Chamber is granted subject to observance of the guidelines set forth and may be revoked for non‐compliance of guidelines specified therein.
5. All or part of these guidelines may be waived at the discretion of the City Council or City Manager.
Community Room Use:
Use of the City Hall Community Room may be permitted to any recognized non‐profit educational, civic, or cultural group subject to the following guidelines:
Usage Limitations:
1. The primary use of the Community Room is for City‐sponsored programs and activities. Any proposed use of the Community Room shall not conflict with the primary function indicated above.
2. Regularly scheduled meetings of outside groups shall not be permitted in the Community Room.
3. The serving of food or beverages shall be limited to coffee (or similar be verages) and
light refreshments.
4. Alcoholic beverages shall not be consumed in the Community Room at any time. 7 CITY OF SIMI VALLEY
ADMINISTRATIVE POLICIES & PROCEDURES MANUAL
129
5. Smoking will not be permitted in the Community Room.
6. No decorations shall be hung on any wall in the Community Room.
7. Partisan political activities shall not be permitted in the Community Room.
8. Religious services shall not be permitted in the Community Room.
9. Use of the Community Room by any commercial or promotional groups/organizations is prohibited.
10. Room capacity as determined by fire and safety regulations shall not exceed 75.
Application:
1. All requests from outside groups to use the Community Room must be submitted, in writing, to the City Manager’s Office a minimum of two weeks prior to the event.
2. At the discretion of the City Attorney, the City may require insurance coverage and/or a Hold Harmless Agreement from any outside group using the Community Room naming
the City as additional insured for the duration of the event.
3. Users of the Community Room will be responsible for all damage to the building, appurtenances thereto, and shall be responsible for reimbursement to the City for any loss or damage to City property caused by such use.
Fees:
1. A refundable, interior cleaning deposit of$100 is required.
2. Control of the lights, keys, locks, and locking of doors during normal working hours will be the responsibility of the custodian on duty. If the Community Room is utilized at any time other than when City staff are normally present, custodial personnel will be scheduled to be present for the duration of the event.
The group will be required to
reimburse the City for the cost of this service. Generally, the room will only be scheduled during normal working hours.
3. All costs and required deposits must be paid at the time of application.
8 CITY OF SIMI VALLEY
ADMINISTRATIVE POLICIES & PROCEDURES MANUAL
130
Other:
1. Responsibility for the Community Room must be assumed by an adult over 21 years of age.
2. The City will not be involved in providing any new equipment and/or arrangements except for the facility itself.
3. All groups are to leave the Community Room in the same condition in which it was found including the arra
ngement of chairs and tables.
4. Permission to use the Community Room is granted subject to observance of the guidelines set forth and may be revoked for non‐compliance of guidelines specified herein.
5. All or part of these guidelines may be waived at the discretion of the City Council or City Manager.
HISTORY
January 1, 2013 Policy A‐021 converted to current format as Policy C‐3.
March 31, 2014 Policy updated from 1985 version to 1990 version, after latter was located.
9