HomeMy WebLinkAbout12-056 Resolution Adopting Group Use Permit Implementation Policy
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Group Use Permit Policy
City of Saratoga
In May 2012, the City Manager’s Office (CMO) volunteered to take over the task of
coordinating large events at parks. City staff created a streamlined process for coordinating
events with the four important goals listed below to accomplish. Prior to this shift of
responsibilities, event coordinators made reservations either online or in person, depending on
the park selected, and event requirements such as clean-up deposits and noise exemption permits
were not monitored by any City department after the initial reservation.
This Group Use Permit Implementation Policy Matrix outlines eight requirements that Group
Use Permit holders may be required to meet, depending on the type of event. The eight
requirements have been designed to improve the communication between all stakeholders
involved in conducting events and to prevent any impacts to other park users and residents near
parks as a result of having large events at parks.
Policy Goals
• Offer a streamlined and customer-friendly process where event coordinators are informed
at the earliest stage possible about the various requirements involved in conducting a
large event.
• Improve communication between all city staff members involved with reserving parks,
coordinating events, and issuing permits.
• Preserve the integrity of the parks, to ensure their longevity so that community members
may continue to enjoy them.
• Foster and maintain good relationships with Saratoga residents by creating a process that
considers the possible impacts residents may experience as a result of large events near
their homes.
Policy Process
Currently, the City allows residents to reserve space at parks, except for Wildwood Park, from its
online reservation page. City staff will add a section on the page that informs residents that if
their reservation will include 100 attendees or more for any of the events, they must make an
appointment to see City staff.
Once the event coordinator makes an appointment, City staff will confirm whether the park is
available and ask the event coordinator to complete the Group Use Permit application. The
application will help City staff determine what conditions will exist during the event and which
requirements noted in the policy will be triggered.
Item Requirement
Applicable City Parks Congress Springs Park
El Quito Park
Kevin Moran Park
Wildwood Park
Group Use Permit
Required for use of the City’s parks by groups of
100 people or more, groups are selling or trading
goods in City parks, groups of 12 or more are
consuming wine or beer, and publicly advertised
assemblage. There is no fee for the Group Use
Permit.
Indemnity Agreement Required for all groups subject to Group Use
Permit.
Certificate of Insurance
Required for all groups subject to Group Use
Permit. Insurance may be purchased through the
City or with the City’s assistance if the permit
holder does not want to use personal insurance. If
the City’s 3rd party insurance provider is used,
cost is dependent on size of event. For the typical
outdoor community event up to 500 people,
insurance premium will range from $122‐ $253.
Additional premium will be required if alcohol is
consumed. Insurance is obtained at the expense of
the permit holder.
Park Attendant A Park Attendant will be required at an event if
event organizers request for the following:
1) Access to Utilities
2) Vehicle Access into the Park
3) Use of Parks After Dusk
A Park Attendant may be required if both of the
following conditions exist:
• Food and/or alcohol is consumed
• Event duration is 4+ hours
Park attendant fee is currently $200 per day and is
the responsibility of the permit holder.
Item Requirement
Park Clean‐Up and Damage
Deposit
A clean‐up and damage deposit will be required
for all events and the amount will be based on the
estimated clean‐up cost of the event, with the
minimum amount of $50 and a maximum amount
of $250. The deposit will be returned if the park
facility remains in the same condition as it was
when it was reserved.
Security A security officer(s) or off‐duty/reserve Sheriff’s
Office deputy officer(s) may be required for
groups of 30 or more consuming alcohol at parks
and two or more security officers or off‐
duty/reserve Sheriff’s Office deputy may be
required for groups of 100 or more consuming
alcohol at parks, consistent with the City’s Facility
Use Policy.
Security may be required if similar events in the
past have resulted in incident reports filed by the
Sheriff.
In some cases, the City will defer to the Sheriff’s
Office on the appropriate number of required
security at park events.
The event coordinator may hire a 3rd party
certified security provider or ask the City to
coordinate with the Sheriff’s Office to hire off‐
duty or reserve deputies. Cost of security will be
the responsibility of the permit holder.
Note: Sheriff deputies are hired at a 3 hour
minimum and may cost anywhere between
$50/hour and $60/hour, depending on whether
the deputy is a reserve deputy or off‐duty deputy.
Noise Exception Permit Noise Exception permit will be required in
accordance with current noise ordinance. The
cost of Noise Exemption Permits is $50.
Additional Portable Toilet(s) Additional restroom facilities will be required for
events where the number of people exceed the
toilet to person ratio of 1:300, in accordance with
Item Requirement
National Park Service Standards. Each park has a
different bathroom capacity and each event
request will be evaluated based on the park that is
chosen. Costs are approximately $300 for rental of
a portable unit and washing area. The City may
help facilitate the rental of portable toilets and
cost will be the responsibility of the permit
holder.