HomeMy WebLinkAboutCity Council Resolution 23-037 Group Use Permit Implementation PolicyRESOLUTION NO.23-037
RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF SARATOGA AMENDING THE
GROUP USE PERMIT IMPLEMENTATION POLICY
WHEREAS, the City Council adopted the Group Use Permit Implementation Policy via
Resolution 12-056 in October 2012 to provide guidance on the obligations of permit holders; and
WHEREAS, one of the Fiscal Year 2023/24 budget balancing strategies includes
reimagining park rental services by contracting this service to a third party organization for
implementation and management; and
WHEREAS, the Group Use Permit Policy as drafted in 2012 envisions City administration
of park rentals, including issuance of Group Use Permits as required by City Code; and
WHEREAS, the amended Group Use Permit Implementation Policy is drafted to allow
for a third -party park reservation manager to administer Group Use Permits and includes revisions
to better reflect current park rental practices;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby
amends the Group Use Permit Implementation Policy to read as set forth in the attached effective
October 1, 2023 and declares that this resolution shall replace and supersede all prior resolutions,
policies, and understandings related to the Group Use Permit Implementation Policy.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 3rd day of May 2023 by the following vote:
AYES: COUNCIL MEMBERS AFTAB, PAGE, WALIA, VICE MAYOR ZHAO,
MAYOR FITZSIMMONS
NOES: NONE
ABSENT: NONE
AB STAIN: NONE
Kookie Fitzsimmons, Mayor
ATTES :
Britt Avrit, MMC, City Clerk
Resolution 23-038
Page 2
CITY OF SARATOGA GROUP USE PERMIT IMPLEMENTATION POLICY
Adopted and Amended May 3, 2023 via Resolution 23-038
I. Policy Goal
The goal of the City of Saratoga Group Use Permit Implementation Policy is to
preserve the integrity of City of Saratoga parks under the management of a third -party
park reservation manager by providing clear expectations and requirements for Group
Use Permit holders. The City Council's designated third -party park reservation
manager is hereby authorized to act on behalf of the Director of Parks with respect to
issuance of all park use permits. This policy is adopted pursuant to section 11-05.060
of the Saratoga Municipal Code authorizing the City Council to adopt supplemental
regulations concerning park uses.
II. Group Use Permit Requirements
a. Indemnification: All groups subject to a Group Use Permit must sign a written
agreement executed by one or more financially responsible adults agreeing that, if
such permit is issued, they, and each of them, will jointly and severally hold the
City free and harmless and indemnify it from and against any and all claims,
actions, damages, suits or liability for injury to persons or property occurring as the
result of or arising from the activity sponsored by such applicant or the use and
occupation of the park premises under and by virtue of any such permit as is
granted, agreeing to be liable to the City for any and all damages as may be
sustained to such park, facilities, buildings and structures which directly or
indirectly result from the activity of such applicant or is caused by any participant
in such activity.
b. Insurance: All groups subject to a Group Use Permit will furnish, at their own cost
and expense, liability insurance coverage in the amount of at least $1 million
naming the City of Saratoga as an additional insured and otherwise in accordance
with the applicable insurance standards of the City and that the insurance coverage
will be maintained in full force and effect in accordance with the City's insurance
standards for as long as the permit remains issued and outstanding.
c. Park Attendant: A Park Attendant will be required for Group Use Permit holders
that require vehicle access into a City Park, access to utilities, or for use of parks
after regular hours.
d. Deposit: A deposit may be required for Group Use Permit holders anticipating 100
or more people. The deposit amount will be based on the estimated clean-up cost,
with the minimum deposit about set at $50.
e. Security: Security officers may be required for Group Use Permit holders
anticipating 100 or more people and when alcohol will be consumed at a City park.
The Group Use Permit holder is responsible for this cost.
f. City of Saratoga Noise Exception Permit: A City of Saratoga Noise Exception
Permit will be required if the Group Use Permit holder will exceed City noise
standards.
g. Additional Toilet(s): Additional toilets may be required if estimated attendance is
expected to exceed park restroom capacity.
Resolution 23-038
Page 3
h. Trash Removal: The Group Use Permit holder may be required to ensure removal
and proper disposal of trash.
III. Issuance of Group Use Permits
The Group Use Permit must include the permit holder's name and contact information;
description of the permit holder's rental activity; the park(s) and area(s) of the park(s)
to which the permit applies; the day(s) and hour(s) for which the permit is issued over
a period not to exceed one year; and, all applicable permit requirements as well as any
requirements imposed by the City of Saratoga third -party park reservation manager.
The third -party park reservation manager shall provide a copy to the City of Saratoga
within 2 business days of receiving any Group Use Permit application that requires a
Park Attendant, Security, Noise Exception Permit, or additional toilet(s). Information
about all other Group Use Permits may be transmitted to the City of Saratoga as part
of a quarterly report.
1639256.1