ITEM NO. 13
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CITY COUNCIL STAFF REPORT |
| TO: |
Honorable Mayor and Members of the City Council |
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| FROM: |
Arron Brown, City Manager |
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| BY: |
Madalyne Gonzales, Community Engagement Coordinator |
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| DATE: |
11/12/2025 |
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| SUBJECT: | Adopt a Resolution Approving a Facility Use Policy and Associated Fee Schedule for the Use of City Council Chambers
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Recommendation:
(1) Open the public hearing and take public testimony; and (2) adopt Resolution No. 2025-48 approving a Facility Use Policy and fee schedule governing the use of City Council Chambers.
Background/Analysis:
During the recent renovation of the City Council Chambers, the City’s intent was to create a space that not only meets the operational needs of City government but also serves as a shared community meeting area for civic and educational purposes. The Council Chambers now represents the only City-owned facility available for reservation by the public.
As community interest in hosting civic and educational meetings has grown, staff recognized the need to establish a clear policy governing the use of this space. The proposed Facility Use Policy outlines eligibility criteria, scheduling procedures, conditions of use, and general facility rules.
The policy is designed to ensure that the facility remains accessible for community use while protecting City assets and ensuring fair, consistent administration. It also provides flexibility for public benefit activities by allowing discounted rates for 501(c)(3) nonprofit organizations and the potential for fee waivers for other qualified community groups, subject to City Manager approval.
In addition to the policy, the proposed resolution establishes the official Facility Use Fee Schedule. These fees were developed to promote community access while supporting cost recovery for administrative, maintenance, and custodial costs associated with facility use.
By implementing this policy and fee structure, the City formalizes its long-term vision of offering the Council Chambers as a shared community resource while maintaining fiscal responsibility and operational oversight.
As community interest in hosting civic and educational meetings has grown, staff recognized the need to establish a clear policy governing the use of this space. The proposed Facility Use Policy outlines eligibility criteria, scheduling procedures, conditions of use, and general facility rules.
The policy is designed to ensure that the facility remains accessible for community use while protecting City assets and ensuring fair, consistent administration. It also provides flexibility for public benefit activities by allowing discounted rates for 501(c)(3) nonprofit organizations and the potential for fee waivers for other qualified community groups, subject to City Manager approval.
In addition to the policy, the proposed resolution establishes the official Facility Use Fee Schedule. These fees were developed to promote community access while supporting cost recovery for administrative, maintenance, and custodial costs associated with facility use.
By implementing this policy and fee structure, the City formalizes its long-term vision of offering the Council Chambers as a shared community resource while maintaining fiscal responsibility and operational oversight.
- Fiscal Impact Yes/No:
- Yes
Additional Fiscal Information:
Approval of the proposed resolution establishes the Facility Use Fee Schedule associated with the City’s Facility Use Policy. These fees are designed to offset costs related to administrative processing, janitorial services, and facility maintenance associated with public use of City facilities. Revenues collected through rental fees, deposits, and approved cleaning fees will be applied to the City’s General Fund to recover related operational expenses.
As the fee schedule establishes new cost recovery measures rather than additional expenditures, there is no net fiscal impact to the City’s General Fund.
As the fee schedule establishes new cost recovery measures rather than additional expenditures, there is no net fiscal impact to the City’s General Fund.