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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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County Manager's Office
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DATE:
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April 11, 2005
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BOARD MEETING DATE:
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April 26, 2005
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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None
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TO:
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Honorable Board of Supervisors
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FROM:
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Steve Alms, Real Property Services Manager
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SUBJECT:
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A policy on the use of County Real Property for special events.
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RECOMMENDATION:
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Modify existing Parks and Recreation administrative policies and procedures designating the Director of the Environmental Services Agency as the signature authority for permits for Special Events of more than one-day in duration, including but not limited to, permits for commercial filming and photography.
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VISION ALIGNMENT:
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The modified administrative policies meet the County's commitment to preserve and provide people access to our natural environment, and address Goal 14, to ensure that important natural resources are preserved and enhanced through environmental stewardship.
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BACKGROUND:
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On January 11, 2005, the Board of Supervisors instructed the Real Property Services Division of the County Manager’s Office to review the procedures on the use of County Real Property for special events, and to assess the need for a countywide policy for special events permits.
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Real Property Services surveyed all County departments and determined that only the Parks and Recreation Division of the Environmental Services Agency and the County Manager’s Office issue such permits.
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Real Property Services contacted other counties and local agencies to determine how each addresses such property-use issues, and which, if any, have established an agency-wide policy. Santa Clara, Alameda and Marin Counties, the City of San Francisco, Golden Gate National Recreation Area and East Bay Regional Parks responded. Like San Mateo, none of the counties have implemented a countywide policy on the use of county property for special events. Permits are typically processed and issued at the department level.
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DISCUSSION:
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The County Manager’s Office regularly issues permits for special events for the use of portions of the County Center complex, most commonly the Jury Parking Lot, and infrequently grants such permits for other County-owned facilities. The lack of similarity among facilities and uses has dictated an ad hoc approach to the permit process, which has functioned efficiently. The Assistant County Manager signs all such permits. No change to that current practice is recommended at this time.
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Parks and Recreation Division Policy #600, last revised in 1992, sets forth the administrative policies and procedures for “Special Events” permits. A separate policy (#601), dated1986, is specific to permits for commercial filming and still photography in County Parks. Under policy #601, the Board Of Supervisors establishes the fee schedule for commercial filming and photography.
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Effective changes to the policies are indicated in the redline versions that are attached as Exhibits “A” and “B”. Requiring the signature of the Parks and Recreation Director on one-day permits, and the signature of the Director of the Environmental Services Agency on permits of longer duration, significantly elevates the level at which permits are authorized. Expanded noticing practices will provide both the public and the Board of Supervisors a heightened awareness of permitted special events in advance of the scheduled date. Review of each permit by Risk Management would provide an opportunity to incorporate appropriate provisions regarding indemnity, insurance and bonding or other security approved by Risk Management. Review by Real Property Services would ensure consistency with similar permits issued throughout the County. Implementation of the changes by the Director of the Environmental Services Agency will meet the County’s objectives. Together, these changes should prevent recurrence of the controversy and concern that accompanied the recent filming of “Memoirs of a Geisha”.
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The Director of the Environmental Services Agency concurs in this recommendation.
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FISCAL IMPACT:
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There is no fiscal impact associated with this recommendation.
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