HomeMy WebLinkAboutReso 2025-079 RESOLUTION NO. 2025-079
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA REVISING CITY COUNCIL POLICIES 220-03
CITYWIDE RESERVE POLICY – FISCAL HEALTH PLAN; 270-
01 DONATIONS TO THE CITY; AND 856-02 MEETING ROOM
POLICY – CIVIC CENTER AND PUBLIC WORKS
WHEREAS, City Council policies are the official description of a City procedure, policy
or practice; and
WHEREAS, the City is in the process of reviewing City Council policies to identify which
ones need revisions and which ones can be rescinded; and
WHEREAS, first adopted in 1996, Council Policy 220-03 Citywide Reserve Policy –
Fiscal Health Plan was approved to establish reserves, reserve levels, and methodology for
calculating reserves for the General Fund and other funds. The policy also defines the requirements
to use reserves and the process to fund and replenish the reserve when utilized; and
WHEREAS, the City Council desires to update Council Policy 220-03 Citywide Reserve
Policy – Fiscal Health Plan, attached hereto as Exhibit 1, to improve the overall clarity of the
Policy; and
WHEREAS, first adopted in 2020, Council Policy 270-01 Donations to the City was
approved to establish a formal process for acceptance and documentation of donations made to the
City; and
WHEREAS, the City Council desires to update Council Policy 270-01 Donations to the
City, attached hereto as Exhibit 2, to streamline the acceptance of smaller donations so that
donations under $250 would not require a Donation Acceptance Form; and
WHEREAS, last updated in 2002, Council Policy 856-01 Meeting Room Policy – Civic
Center and Public Works establishes policy and procedures for the use of City meeting and
conference rooms by outside parties; and
WHEREAS, the City Council desires to update 856-01 Meeting Room Policy—Civic
Center and Public Works, attached hereto as Exhibit 3, to clarify and update the policy and
procedures for meeting and conference room use by external parties.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista,
that it approves revised Council Policies 220-03 Citywide Reserve Policy – Fiscal Health Plan,
270-01 Donations to the City, and 856-01 Use of Council Chambers and Civic Center Meeting
Rooms by External Parties, attached hereto as Exhibits 1, 2, and 3, respectively, in the forms
presented, with such minor modifications as may be required or approved by the City Attorney.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
Resolution No. 2025-079
Page No. 2
Presented by Approved as to form by
Courtney Chase Marco A. Verdugo
Deputy City Manager City Attorney
PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista,
California, this 20th day of May 2025 by the following vote:
AYES: Councilmembers: Chavez, Fernandez, Inzunza, Preciado, and McCann
NAYS: Councilmembers: None
ABSENT: Councilmembers: None
John McCann, Mayor
ATTEST:
Kerry K. Bigelow, MMC, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO )
CITY OF CHULA VISTA )
I, Kerry K. Bigelow, City Clerk of Chula Vista, California, do hereby certify that the foregoing
Resolution No. 2025-079 was duly passed, approved, and adopted by the City Council at a regular
meeting of the Chula Vista City Council held on the 20th day of May 2025.
Executed this 20th day of May 2025.
Kerry K. Bigelow, MMC, City Clerk
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 1 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
BACKGROUND:
Public entities accumulate and maintain adequate reserves to help ensure both financial stability and the ability
to provide core services during difficult times. Sufficient reserves create financial stability resulting in increased
credit quality and allow the public entity to better weather downturns in the economy and the impacts of negative
events, both major and minor. The establishment of prudent financial reserves is important to ensure the long-
term fiscal health of the City.
The Government Finance Officers Association (GFOA), an international organization that promotes the
professional financial management of governments for the public interest, recommends that governments
formally adopt reserve policies that govern the amount of resources to be held in reserve and conditions under
which reserves can be used. GFOA recognizes that each government’s situation is unique, and the reserve policies
should be developed based upon its own specific circumstances.
PURPOSE:
The purpose of this policy is to establish a citywide reserve policy that:
• Establishes reserves, reserve levels, and methodology for calculating reserves for the General Fund and
other funds
• Defines requirements to use reserves and the process to fund and replenish the reserve when utilized
POLICY:
General Fund Reserve Policy
The City’s General Fund is the primary operating fund of the City and source of funding for core services such
as police, fire, public works, and recreation. The General Fund is used to account for the general operations of
the City. It is used to account for all financial resources, except those required to be accounted for in another
fund.
The General Fund Reserve policy is established to ensure that the City’s finances are managed in a manner which
will (1) continue to provide for the delivery of quality services, (2) maintain and enhance service delivery as the
community grows in accordance with the General Plan, (3) minimize or eliminate the need to raise taxes and fees
because of temporary revenue shortfalls, and (4) establish the reserves necessary to meet known and unknown
future obligations and ability to respond to unexpected opportunities.
Fiscal stability is an important factor in operating a City. Establishing certain financial reserves protects the City
against unexpected interruptions in revenues, vulnerability to Federal or State actions, adverse economic
conditions, unpredictable one-time costs, and exposure to natural disasters and emergencies.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 2 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
There are additional benefits to establishing a minimum General Fund reserve. Credit rating agencies carefully
monitor levels of reserves in a government’s General Fund to evaluate a government’s continued
creditworthiness. A higher credit rating results in savings to the taxpayer when the City issues debt or participates
in short-term borrowing. Finally, reserve levels are a crucial consideration in long-term financial planning.
GFOA recommends maintaining a minimum reserves in the General Fund of no less than 5% to 15% of general
fund operating revenues, or no less than one to two months of regular general fund operating expenditures. A
government’s particular situation may require reserve levels in the general fund significantly in excess of these
recommended minimum levels. Cities with higher reserve levels are better positioned to protect public services
during economic downturns. GFOA recommends that when establishing a policy governing the level of reserves
in the general fund, a government should consider a variety of factors, including:
• The predictability of its revenues and the volatility of its expenditures (i.e., higher levels of reserves may
be needed if significant revenue sources are subject to unpredictable fluctuations or if operating
expenditures are highly volatile).
• The availability of resources in other funds as well as the potential drain upon general fund resources from
other funds (i.e., the availability of resources in other funds may reduce the amount of reserves needed in
the general fund, just as deficits in other funds may require that a higher level of reserves be maintained
in the general fund).
• Liquidity (i.e., a disparity between when financial resources become available to make payments and the
average maturity of related liabilities may require that a higher level of resources be maintained).
• Designations (i.e., governments may wish to maintain higher levels of reserves to compensate for any
portion of fund balance already designated for a specific purpose).
This policy establishes three (3) distinct General Fund Reserves:
1. General Fund Operating Reserve – minimum 15%
2. Economic Contingency Reserve – minimum 5%
3. Catastrophic Event Reserve – minimum 3%
The total recommended minimum reserve level for the three categories combined is 23%.
General Fund Operating Reserve
The General Fund Operating Reserve represents unrestricted resources available for appropriations by the City
Council to address extraordinary needs of an emergency nature.
The City shall maintain General Fund Operating Reserve levels of no less than 15% of the annual operating
expenditure budget. This level of reserves represents approximately 1.8 months of General Fund operating
expenditures. The reserves may be used to provide temporary financing for unanticipated extraordinary needs of
an emergency nature, such as major storm drain repairs, litigation or settlement costs or an unexpected liability
created by Federal or State legislative action.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 3 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Authorized use (mid-year appropriations) of the General Fund Operating Reserve will require approval by
four/fifths (4/5) vote of the City Council.
Economic Contingency Reserve
The Economic Contingency Reserve represents funds available for appropriation by the City Council to mitigate
service impacts during a significant downturn in the economy which impacts City revenues such as sales tax,
property tax, and transient occupancy tax.
The City shall maintain General Fund Economic Contingency Reserve levels of no less than 5% of the annual
operating expenditure budget to provide for unexpected financial impacts related to a significant economic
slowdown.
Funds may be appropriated from the Economic Contingency Reserves only after the City Manager and the
Finance Director have prepared an analysis providing sufficient evidence that the remaining reserves are adequate
to offset potential downturns in revenue sources and provide sufficient cash balance for the daily financial needs
of the City for the remainder of the fiscal year. Once the analysis has been presented to the City Council, action
to appropriate from the reserves will require a declaration that a fiscal emergency or extraordinary need exists
and approval by four/fifths (4/5) vote of the City Council.
Catastrophic Event Reserve
The Catastrophic Event Reserve represents funds available for appropriation by the City Council to fund
unanticipated expenses related to a major natural disaster in the City.
The City shall maintain a General Fund Catastrophic Event Reserve level of no less than 3% of the annual
operating expenditure budget to fund unanticipated expenses related to an “emergency” as defined in the City of
Chula Vista Municipal Code, Chapter 2.14, Section 2.14.020. These funds are associated with the City’s
Emergency Organization Department and Disaster Council. In the event that the City Council proclaims a local
emergency, the Catastrophic Event Reserve can be utilized to fund response and recovery costs until
reimbursements from federal and/or state agencies can be recovered.
Authorized use of the Catastrophic Event Reserve will require a Proclamation of a Local Emergency by the City
Council or Director of Emergency Services. In addition, authorized use (mid-year appropriations) of the
Catastrophic Event Reserves will require approval by four/fifths (4/5) vote of the City Council.
Calculation of General Fund Reserves
The General Fund Reserve levels will be calculated using the prior year’s Adopted General Fund budgeted
operating expenditures including transfers out related to debt service payments and reoccurring operating
obligations. The General Fund Reserve levels will be calculated at the close of each fiscal year. The Finance
Department shall provide a comprehensive reserve fund status report annually to the City Council along with the
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 4 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Annual Comprehensive Financial Report. Reserve levels will be evaluated annually in conjunction with the
development of the City’s Long-Term Financial Plan and annual operating budget.
There is no maximum reserve level as any additional reserves would provide a greater level of fiscal security.
Pension, Bond Call, and OPEB Reserve Fund Policy
The City provides its permanent employees with a defined benefit pension through the California Public
Employees’ Retirement System (CalPERS). The City, like most CalPERS participating agencies, continues to
see significant increases in pension costs due to current and retired employees living longer, lower than
anticipated investment returns by CalPERS, and CalPERS policies. In response to continued increases in pension
cost, the City issued $350 million of Pension Obligation Bonds (POB) in February 2021 to refinance & restructure
its CalPERS Unfunded Actuarial Liability (UAL). At the time of issuance. the POB resulted in the conversion of
a 7.0% UAL interest debt with CalPERS to 2.54% interest debt on the POB.
The City utilized the restructuring to achieve several objectives including:
• Developing a more manageable repayment schedule for this large pension liability will enhance budget
predictability and enhance City’s ability to maintain service levels.
• Prioritizing projected savings towards reserves to mitigate future impacts from pension increases.
At the time of issuance, the City’s POBs were projected to result in over $175 million of interest rate savings.
Despite these significant savings and best efforts to manage pension costs, the City continues to see increases in
pension costs, specifically in the UAL, resulting in higher contributions to CalPERS and burden on the General
Fund, the City’s primary operating fund. As of June 30, 2022, the total Miscellaneous plan UAL was $44 million
and the total Safety plan UAL was $41 million.
The City also provides certain Other Post-Employment Benefits (OPEB) in the form of subsidized health care
rates for tier 1 retirees. The City budgets the implied subsidy amounts on an annual basis. As of June 30, 2024,
the total OPEB liability for the City is $23.5 million.
The Pension Reserve Fund, Bond Call Fund, and OPEB Reserve Fund are established to ensure the City has
adequate reserves to fund future pension and OPEB liabilities.
This policy establishes three (3) distinct reserves:
1. Pension Reserve Fund – minimum 15%
2. Bond Call Fund
3. OPEB Reserve Fund
Pension Reserve Fund
The Pension Reserve Funds represent restricted fund balance and are established in the form of an irrevocable
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 5 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Section 115 Trust (Trust). Pension Reserve Fund funds are deposited in a Trust, and in accordance with IRS
regulations, may only be withdrawn and used for the following purposes: (1) City’s annual UAL payment to
CalPERS, (2) City’s annual normal cost payment to CalPERS, (3) reimbursement to the City for prior-year and
current-year payments to CalPERS, and (4) Additional Discretionary Payments to CalPERS.
The City shall maintain a Pension Reserve Fund level of no less than 15% of the prior year’s Adopted General
Fund budgeted operating expenditures to fund allowable pension costs.
Authorized use (mid-year appropriations) of the Pension Reserve Fund will require approval by four/fifths (4/5)
vote of the City Council.
Bond Call Fund and OPEB Reserve Fund
The Bond Call Fund represents funds available for appropriation by the City Council to be used to pay any
outstanding debt prior to maturity that results in net annual savings. These funds will allow the City to accumulate
funds to eliminate debt early. For example, beginning in June 2031, the POBs are eligible to be called, saving
on interest costs and reducing future POB debt service payments. Authorized use (mid-year appropriations) of
Bond Call Fund will require approval by four/fifths (4/5) vote of the City Council.
OPEB Reserve Funds represent funds available for appropriation by the City Council to provide funding for the
City’s outstanding OPEB liability. OPEB Reserve Fund will be funded up to 75% of the outstanding OPEB
liability in the most recent annual actuarial valuation, to ensure there are adequate reserves to fund this liability
in future years. Authorized use (mid-year appropriations) of OPEB Reserve Funds will require approval by
four/fifths (4/5) vote of the City Council.
Calculation of Pension, Bond Call, and OPEB Reserve Fund Reserves
The Pension Reserve Fund level will be calculated using the prior year’s Adopted General Fund budgeted
operating expenditures including transfers out related to debt service payments and reoccurring operating
obligations. The OPEB Reserve maximum will be calculated using the most recent actuarial valuat ion. The
Pension, Bond Call, and OPEB Reserve Fund levels will be calculated at the close of each fiscal year. The Finance
Department shall provide a comprehensive reserve fund status report, including five-year reserve fund balance
projections, annually to the City Council along with the Annual Comprehensive Financial Report. Reserve levels
will be evaluated annually in conjunction with the development of the City’s Long-Term Financial Plan and
annual operating budget to ensure minimum reserve levels are maintained. There is no maximum reserve level
for the Pension, Bond Call, and OPEB Reserve Fund as any additional reserves would provide a greater level of
fiscal security.
Funding and Replenishing the General Fund, Pension, Bond Call Fund, and OPEB Reserve Fund1
General Funds Reserves, Bond Call Fund, and OPEB Reserve Fund will be funded through Surplus Funds.
1 This is the calculation through fiscal year 2031. After fiscal year 2030-31, the Pension Reserve Fund will be included in the
allocation hierarchy after General Fund Reserves.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 6 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Surplus Funds available after closing the General Fund shall be allocated as follows:
1. Maintain minimum reserve levels for all three General Fund Reserves, in the following order: Operating
Reserve, Economic Contingency Reserve, and Catastrophic Event Reserve
2. 75% of all remaining Surplus Funds will be deposited to the Bond Call Fund
3. 25% of all remaining Surplus Funds will be deposited to the OPEB Reserve Fund. Once 75% funding of
outstanding OPEB liability is achieved, all remaining Surplus Funds will be deposited into the Bond Call
Fund.
4. Should the OPEB Reserve Fund and Bond Call Fund be fully funded then any Surplus Funds will be
added to the General Fund Operating Reserve.
Surplus Funds will be calculated at the close of each fiscal year and represent excess fund balance that is not
otherwise designated and is available for appropriation. Special consideration shall be made by the City Manager
and Finance Director each fiscal year when determining Surplus Funds to ensure any General Fund supported
funds such as Workers Compensation and Public Liability Funds maintain adequate fund balances.
With the issuance of POBs, the City shall budget a minimum of 75% of the net annual savings (POB Net Savings)
Net POB Savings represent 75% of the difference between the required CalPERS UAL payments2 compared to
the annual debt service payment for the POB.
Pension Reserve Fund, Bond Call Fund, and OPEB Reserve Fund will be funded through POB Net Savings for
the ten-year period after bond issuance. (fiscal year 2021-22 through fiscal year 2030-31)
For fiscal year 2022-23 through fiscal year 2030-31, the POB Net Savings will be allocated as follows:
1. City’s annual UAL payment to CalPERS
2. Maintain the Pension Reserve Fund reserve level of 15%
3. With the recommendation of the Finance Director and concurrence of the City Manager, an Additional
Discretionary Payment (ADP) to reach a pension funding level of up to 95% for each plan
4. 75% of all remaining POB Net Savings will be deposited to the Bond Call Fund
5. 25% of all remaining POB Net Savings will be deposited to the OPEB Reserve Fund. Once 75% funding
of outstanding OPEB liability is achieved, all remaining POB Net Savings will be deposited into the Bond
Call Fund.
2 As determined by the June 30, 2019 CalPERS Actuarial Valuation Report
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 7 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Additional Discretionary Payment (ADP) represents additional payments to CalPERS which would serve to
reduce the City’s UAL resulting in ongoing savings in pension costs and reduction in future required
contributions. CalPERS allows participating agencies to make ADP at any time and in any amount.
In the event that any reserve is used, the City Manager and Finance Director will develop a plan to replenish the
reserves. The plan will be included in the adoption of the City’s annual operating budget and Long-Term
Financial Plan.
Below is a graphical representation of the funding of the General Fund, Pension, Bond Call Fund, and OPEB
Reserve Fund from Surplus Funds and POB Net Savings:
Surplus Funds3
3 Pension Reserve Fund will be included in the allocation hierarchy after General Fund Reserves after fiscal year 2030-31 and
the end of the Net POB Savings.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 8 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
POB Net Savings
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 9 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Sewer Service Revenue Fund Reserve Policy
The City’s Sewer Enterprise Funds account for specific services funded directly by fees and charges users of the
City’s sewer system. These funds are intended to be self-supporting as well as restricted and cannot be used for
other City services. They account for revenues and expenses related to the City’s sewer programs, including
maintenance and expansion of the City’s conveyance system and payment of San Diego Metro wastewater
treatment costs.
The Sewer Service Revenue Fund accounts for revenue collected from monthly sewer service charges for all
properties that are connected to the City’s sewer system. These funds can only be used for sewer related
operations and maintenance. The primary use of these funds is payment for the City’s annual San Diego
Metropolitan Sewer Capacity and to fund maintenance and operational costs associated with the sewer collection
system.
The GFOA recommends enterprise funds maintain minimum reserve balances. A government’s particular
situation may require levels of reserves significantly in excess of their recommended minimum levels. Cities
with higher reserve levels are better positioned to protect public services during economic downturns.
GFOA recommends that in establishing a policy governing the level of reserves or working capital in enterprise
funds, a government should consider a variety of factors, including but not limited to the following:
• The predictability of its revenues and the volatility of its expenditures (i.e. higher levels of reserves may
be needed if significant revenue sources are subject to unpredictable fluctuations or if operating
expenditures are highly volatile).
• Liquidity (i.e. a disparity between when financial resources actually become available to make payments
and the average maturity of related liabilities may require that a higher level of resources be maintained).
• Designations (i.e. governments may wish to maintain higher levels of reserves to compensate for any
portion of available fund balance already designated for a specific purpose).
This policy establishes four (4) distinct Sewer Service Revenue Fund Reserves:
1. Working Capital and Rate Stabilization Reserve
2. Emergency Reserve
3. Vehicle Replacement Reserve
Working Capital and Rate Stabilization Reserve
Working Capital and Rate Stabilization reserves in the Sewer Service Revenue Fund will be restricted to
maintaining and operating the wastewater collection system and paying treatment charges to City of San Diego
Metropolitan Wastewater (“Metro”). The reserve will be funded from revenues accumulated in the Sewer Service
Revenue Fund. It is intended to accommodate any natural variability in revenues and expenditures, including
potential disruptions of cash flows due to varied billing methodology, short-term fluctuations and annual cycles.
The reserve will also assist in addressing shortfalls which may occur due to unanticipated cost increases in labor
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 10 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
or energy and other consumption based goods and services, such as wastewater treatment services provided by
Metro. The reserves represent unrestricted resources available for appropriation by the City Council addressing
unforeseen needs for sewer services.
The Working Capital and Rate Stabilization Reserves will assist the City in addressing the following items:
• Rate Stabilization – the reserves will allow the City the flexibility to “smooth” rates and phase increases
in over multiple years, which is prudent given the potential variability in the City’s payments to Metro.
• Revenue Collection Fluctuations - the reserves will be used to protect the City from natural fluctuations
in revenue and expenditure cycles which is prudent given that the City bills customers at different points
in time but incurs expenses continuously throughout the year.
• Rates of delinquencies – delays in collection of outstanding revenues.
• Payroll cycles – the timing of a fixed cash requirement for payroll, as related to the timing of revenue
cycles.
• Unanticipated expenses - expenses whose characteristics make accurate estimation difficult, such as
increases in wastewater treatment services provided by the City of San Diego, energy costs, labor benefits
and other consumption based goods and services.
The City shall maintain a Sewer Revenue reserve equivalent to 90 days of operating expenditures and a Rate
Stabilization reserve equivalent to 90 days of operating expenditures for a minimum combined total of 180 days
and a maximum reserve balance of 125% of the minimum balance.
If funds are appropriated from the Sewer Revenue Working Capital and Rate Stabilization Reserves, the funds
should be replenished in the budget process during subsequent fiscal years to the minimum reserve balance. If
the magnitude of the event caused the Sewer Revenue Working Capital and a Stabilization Reserves to be less
than 30 days of the operating and maintenance budget, the Finance Director shall provide the City Council with
a plan to incrementally replenish the reserves to the 180 days minimum reserve balance.
Emergency Reserve
The Sewer Service Revenue Fund Emergency Reserve is necessary to secure funding for insurance deductibles,
unforeseen liabilities/litigation and settlement costs related to the City’s wastewater system.
The City shall maintain a minimum Sewer Service Revenue Fund Emergency Reserve target level of 5% of the
operating and maintenance budget and a maximum reserve balance of 125% of the minimum balance. If funds
are appropriated from the Sewer Revenue Emergency Reserves due to unanticipated needs, the Finance Director
shall provide the City Council with a plan to incrementally replenish the reserves to the minimum reserve balance.
Vehicle Replacement Reserve
The Sewer Service Revenue Fund Vehicle Replacement Reserves represents monies set aside to fund the
replacement of aging vehicles. The allocation is funded from revenues accumulated in the Sewer Service
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 11 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Revenue Fund.
The City shall maintain a minimum Sewer Service Fund Vehicle Replacement Reserve target of 2% of the
operating and maintenance budget. This reserve will ensure that vehicles utilized for sewer operations are
replaced as scheduled and available to deploy as needed.
To achieve a minimum impact to cost of services and rates, funds will be included in the proposed budget on an
annual basis as identified in the City’s Vehicle Replacement schedule. The cost of replacing all the vehicles will
be averaged over the lifespan of the existing fleet. This will generate a more normalized cost of services by
evenly distributing revenue requirements on a year-to-year basis offsetting temporary cash flow deficiencies and
avoid significant increases in rates charges to customers in the years the replacement cost are incurred
Measure A Fund Reserve Policy
On June 15, 2018, Chula Vista voters approved Measure A Sales and Use Tax, a one-half (½) cent Public Safety
General Transactions and Use Tax (Sales Tax) in the City of Chula Vista. The Measure A Fund Reserve Policy
is established to avoid any impacts to the General Fund due to temporary sales tax revenue shortfalls, and to
establish the reserves necessary to meet known and unknown future obligations for the City’s Police and Fire
Departments.
This policy establishes a Measure A Fund Economic Contingency Reserve.
Measure A Fund Economic Contingency Reserve
The City shall maintain a Measure A Fund Economic Contingency Reserve levels of no less than 60 days
(approximately 16% of the annual operating budget) of operations to provide for unexpected financial impacts
related to a significant economic slowdown. If funds are appropriated (spent) from the operating reserves due to
unanticipated needs, the funds should be replenished by that department in the budget process during the
subsequent fiscal year to maintain the minimum reserve balance. If the magnitude of the event caused the
Measure A Fund Economic Contingency Reserve to be deeply reduced, the City Manager and Finance Director
shall provide the City Council with a plan to incrementally replenish the reserves to the minimum level.
Authorized use (mid-year appropriations) of the Measure A Economic Contingency Reserve will require approval
by a (4/5) vote of the City Council.
Calculation of Measure A Fund Economic Contingency Reserves
The Measure A Fund Economic Contingency Reserve levels will be calculated using the prior year’s Adopted
Measure A Fund budgeted operating expenditures. The reserve level is defined as the number of days of operation
in its normal course of business and shall be calculated based on the annual operating budget for the fiscal year,
less any budgeted debt service. Reserves will be evaluated annually in conjunction with the development of the
Annual Budget process. There is no maximum reserve level as any reserves above the required minimum would
provide a greater level of fiscal security in the case of an unexpected economic slowdown. Any reserves above
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 12 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
the required minimum could also be used to support public safety, consistent with the Measure A Public Safety
Expenditure Plan through the application of Measure A sales tax revenues that will ensure the best return on
investment in terms of staffing improvements for the improved deployment of resources and include the used of
these non-recurring funds for one-time essential public safety purchases (i.e., capital, consulting, software, etc.)
Ambulance Transport System Enterprise Fund Reserve Policy
On May 12, 2020, City Council approved Chula Vista Council Resolution No. 2020-102 directing the Fire
Department to provide exclusive Emergency Medical Ambulance Transport Services (ATS) within the City of
Chula Vista, the City of Imperial Beach, and the B onita Sunnyside Fire Protection district. In the resolution were
revenue projections that included both a base rate and ancillary fees multiplied by the volume of transports to
reach projected FY2022 revenues. The resolution adopted a rate of $2,800 as the “Base Cost of Service”. In
addition, Resolution No. 2020-103 authorized a purchase agreement with Republic EVS for purchase of 13
ambulances; Resolution No. 2020-104 authorized a purchase agreement with Stryker Medical for gurney systems;
Resolution No. 2020-105 authorized a sole source purchase agreement with Zoll Medical Corporation for cardiac
monitors and auto pulse systems; and Resolution No. 2020-106 authorized a sole source purchase agreement with
Motorola Solutions. These resolutions resulted in loan agreements in the amount of $4,493,100 with Banc of
America Public Capital Corp, and an interfund loan in the amount of $4,881,710 from the Measure A available
fund balance. These loans are being utilized to provide funding for all capital purchases and start-up costs
associated with the Ambulance Transport Program. The interfund loan from Measure A was agreed to be repaid
within the first five (5) full years of operation of the ATS program at an interest rate equal to the City’s pooled
investment rate of return, which was approximately 2.2% at the time the interfund loan was approved by City
Council. The loan from Banc of America Public Capital Corp is repaid in semiannual payments with an annual
interest rate of 1.00%.
This policy establishes a formal ATS Enterprise Fund Reserve Policy. The fund reserve policy is to provide
guidance to City Council and staff in making financial decisions and aid in ensuring fiscal responsibility of the
ATS Enterprise Fund. This policy establishes reserves that will position the Transport program to be able to
weather significant economic downturns and more effectively manage uncertainties. Sufficient reserves create
the financial stability necessary to meet debt obligations of the ATS Enterprise Fund, reduce the risk of impacting
the General Fund, and support continuous provision of emergency services to our residents.
This policy establishes four (4) distinct ATS Enterprise Fund Reserves:
1. Debt Obligation Reserve – Minimum 1-year current debt obligation
2. Operating Reserve – Minimum 180 days operating expenses
3. Capital Replacement Reserve - Minimum $4 million in capital replacement reserve
4. Liability Insurance Reserve - Minimum $1 million liability insurance reserve
Debt Obligation Reserve
The ATS Enterprise Fund will maintain a fund balance reserve equal to one fiscal year’s debt obligation. This
reserve is to ensure debt obligations are met to keep the City in good credit standing. In fiscal years with no
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 13 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
current debt obligations, the debt obligation reserve will be used to bring other reserve balances to their stated
policy levels. If all reserves have achieved minimum levels and no debt obligations exist, this reserve will be no
longer be required and any funds will be release for other use at the discretion of the Fire Department.
If funds are appropriated (spent) from the Debt Obligation Reserve due to unanticipated needs, the funds should
be replenished in the budget process during the subsequent fiscal year to maintain the minimum reserve balance.
If the magnitude of the event caused the Debt Obligation Reserve to be deeply reduced, the City Manager, Fire
Chief and Finance Director shall provide the City Council with a plan to incrementally replenish the reserve to
the minimum one-year debt obligation level. The provided plan will align with the budget process or quarterly
monitoring report, whichever occurs first.
Operating Reserve
An Operating Reserve represents unrestricted resources available for appropriations by City Council to address
extraordinary needs of an emergency nature. The ATS Enterprise Fund will maintain an Operating Reserve of no
less than 180 days of operating expenses. This will be calculated using the following fiscal year’s adopted expense
budget (excluding debt service and transfers-out), with the maximum reserve amount of twelve months of
operating expenses. The Fire Department reserves the right to maintain reserve balances at their discretion within
the minimum and maximum thresholds of 180 days and up to twelve months of operating expenses.
If funds are appropriated (spent) from the Operating Reserve due to unanticipated needs, the funds should be
replenished in the budget process during the subsequent fiscal year to maintain the minimum reserve balance. If
the magnitude of the event caused the Operating Reserve to be deeply reduced, the City Manager, Fire Chief and
Finance Director shall provide the City Council with a plan to replenish the reserves to the minimum operating
balance.
Capital Reserve
The ATS Enterprise Fund will maintain four million dollars in reserves specified for various capital equipment
replacement, as needed. This reserve is to ensure funds are available for various capital purchase needs as they
arise. This reserve is also being created to provide relief from the need to obtain debt-based funding for capital
or equipment needs. The Fire Department will reassess the need for capital reserve needs every three (3) years
and incorporate necessary adjustments into the budget process to ensure reserve goals are met in a manner that
are balanced with other budgetary priorities.
If funds are appropriated from the Capital Reserve due to anticipated or unanticipated needs, the funds should be
replenished in the budget process during the subsequent fiscal year to maintain the minimum reserve balance. If
the magnitude of the event caused the Capital Reserve to be deeply reduced, the City Manager, Fire Chief and
Finance Director shall provide the City Council with a plan to replenishment the reserves to the minimum balance.
The provided plan will align with the budget process or quarterly monitoring report, whichever occurs first.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Citywide Reserve Policy – Fiscal Health Plan POLICY
NUMBER EFFECTIVE
DATE
PAGE
220-03 05/20/25 14 of 14
ADOPTED BY: Resolution No. 18358 DATED: 07/09/96
AMENDED BY: Resolution Nos. 2009-264 (11/05/2009); 2020-254 (11/03/2020); 2024-112 (05/28/24); 2025-
079 (05/20/25)
Liability Insurance Reserves
The ATS Enterprise Fund will maintain one million dollars in reserves specified for meeting liability insurance
needs as they arise. This reserve is to ensure claims can be addressed and fulfilled as they arise. The Fire
Department will reassess the need for liability insurance reserve needs every three (3) years and incorporate
necessary adjustments into the budget process to ensure reserve goals are met in a manner that are balanced with
other budgetary priorities.
If funds are appropriated from the Liability Insurance Reserve due to anticipated or unanticipated needs, the funds
should be replenished in the budget process during the subsequent fiscal year to maintain the minimum reserve
balance. If the magnitude of the event caused the Liability Insurance Reserve Reserves to be deeply reduced, the
City Manager, Fire Chief and Finance Director shall provide the City Council with a plan to replenish the reserves
to the minimum balance. The provided plan will align with the budget process or quarterly monitoring report,
whichever occurs first.
Establishment of Reserves
The ATS Enterprise Fund program is currently in its third year of operation. To establish the reserves outlined
above, until reserves are fully funded, all revenues in excess of expenses (surplus) at year end will be used to
fund reserves. In determining the surplus, expenses will include any discretionary Measure A loan payment.
These reserves will be established as an equal 25% allocation to each reserve category of excess revenue at year
end, after any discretionary Measure A loan payment.
The funding waterfall will be evaluated periodically and may be revised by the Finance Director in consultation
with the Fire Chief.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Donations to the City Policy
POLICY
NUMBER EFFECTIVE
DATE
PAGE
270-01 05/20/25 1 of 3
ADOPTED BY: Resolution No. 2020-049 DATED: 3/3/2020
AMENDED BY: 2025-079 (05/20/25)
A. PURPOSE
The purpose of this policy is to establish a formal process for acceptance and documentation of
donations made to the City. This policy provides guidance when individuals, community groups, and
businesses wish to make donations to the City.
B. POLICY
There are occasions when donation offers are made to the City. Donations generally come in the form
of facility enhancements, monetary gifts, memorial items, services/labor, equipment/materials,
land/real property, or partnership projects. This policy shall apply to all donation offers. Prior to
accepting a donation, the City shall determine if accepting the donation would be in the best interest
of the City. If such a determination is made, the City may proceed with accepting the donation.
C. DESCRIPTIONS
1. Types of Donations
a. Designated Donations means donations which the donor specifies are to go to a
particular City department, location, or purpose.
b. Undesignated Donations means those donations that are given to the City for an
unspecified use.
2. Consistency with City’s Best Interest - Donations may only be accepted when they have
a purpose consistent with the City’s goals and objectives and are in the best interest of
Chula Vista. The City must always consider the public trust and comply with all
applicable laws when accepting donations.
3. Acceptance of Donations– All donations to the City, shall be processed in accordance with
this policy. Based on the value of the donation offered as outlined below, appropriate City
staff, or the City Council, shall review every donation and determine if the benefits to be
derived warrant acceptance of the donation.
D. PROCEDURE
1. Donation Acceptance Form: The Donation Acceptance Form, a copy of which is attached
to this policy, is required to be completed for any donations of $250 or greater, by the
receiving Department Director or the City Manager and, if applicable, the City Attorney
and/or the City Council, prior to a donation being accepted. This form may be updated from
time-to-time by the City Manager, as necessary.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Donations to the City Policy
POLICY
NUMBER EFFECTIVE
DATE
PAGE
270-01 05/20/25 2 of 3
ADOPTED BY: Resolution No. 2020-049 DATED: 3/3/2020
AMENDED BY: 2025-079 (05/20/25)
2. Approving Authority
a. Department Director: Offers of Designated Donations of items valued at $5,000 or below
may be accepted by the Department Director of the department for which the donation
is designated.
b. City Manager: The City Manager is authorized to accept all donations within a
Department Director’s authority as well as offers of:
i. Designated Donations of items valued at more than $5,000 and up to $25,000;
ii. Undesignated Donations of items valued at up to $25,000; and
iii. Monetary donations up to $25,000. Monetary donations must be submitted to the
Finance Department for proper deposit and accounting purposes.
c. City Council: City Council approval is required for all of the following offers of
donations:
i. Donations valued at more than $25,000
ii. Donations of real property; and
iii. Any donations which require budget amendments
d. City Attorney: If the donation involves real property or in-kind services, City Attorney
review and approval shall be obtained prior to accepting the donation.
3. Donation Evaluation. Once a donation offer is made to the City, the appropriate
Department Director or City Manager will review the conditions of the donation and
determine if accepting the donation is in the City’s best interest and if the benefits to be
derived warrant acceptance of the donation. Criteria for the evaluation include but are not
limited to:
a. Consideration of whether an immediate or initial expenditure is required in order to
accept the designated donation;
b. The potential for, and extent, of the City’s obligation to maintain, match, or supplement
the donation;
c. Donations from an organization can only be accepted if the organization is a legal,
legitimate operation that is in good standing with the state and the City, as determined
in the sole discretion of the City;
d. Donations which require City Council approval shall first be evaluated based on the
above criteria by the City Manager, or designee, who will determine whether the
proposed donation will be recommended for City Council approval.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Donations to the City Policy
POLICY
NUMBER EFFECTIVE
DATE
PAGE
270-01 05/20/25 3 of 3
ADOPTED BY: Resolution No. 2020-049 DATED: 3/3/2020
AMENDED BY: 2025-079 (05/20/25)
4. Donation Acceptance. If the appropriate approving authority determines that the City will
accept the donation, he or she shall:
a. If required, obtain all necessary signatures on the Donation Acceptance Form and, if
required, prepare the item for City Council approval. In addition to the types of donations
identified in 2.c. above, those which require a budget amendment or appropriation must
be approved by the City Council.
b. Notify the Director of Finance of any monetary donations of $250 or greater.
c. Provide a copy of the Donation Acceptance Form to the donor(s).
5. The Donation Acceptance Form including the donor names and donation amounts are public
information subject to disclosure pursuant to the California Public Records Act.
6. The City of Chula Vista reserves the right to decline any donation if, upon review, acceptance
of the donation offer is determined in the sole discretion of the City to be not in the best interests
of the City.
7. City staff, with the approval of City Council, shall maintain a list of possible City programs for
designation by an interested donor, or for City Council consideration when directing un -
designated donations. Such list shall be updated from time to time, made available to
prospective donors, and attached hereto.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Rooms by External Parties
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 05/20/25 1 of 3
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154 (05/14/02); 2025-079 (05/20/25)
BACKGROUND
The City of Chula Vista provides limited access to designated meeting and conference rooms within
the Civic Center Complex (276 Fourth Avenue) to support official City business, including meetings
of elected officials, City staff, and City-appointed boards and commissions. On occasion,
governmental organizations or formally sponsored external parties may request to use these facilities
for non-City events. This policy is designed to clarify the terms of use, establish a fair and consistent
reservation process, and protect City resources and interests.
The City Manager is responsible for the City’s meeting room policy and related procedures. The City
Clerk has been designated by the City Manager to coordinate scheduling and manage the calendars
for specific City Hall meeting rooms.
PURPOSE
The purpose of this policy is to:
• Ensure that the City’s meeting and conference spaces are prioritized for official City functions.
• Provide clear and equitable procedures for limited, short-term use of these rooms by external
parties.
• Protect the City from liability and operational burden resulting from external use of City
facilities.
• Maintain the integrity, safety, and appropriate use of the Council Chambers and other Civic
Center meeting rooms.
POLICY
1. Facilities Covered by this Policy
• Council Chambers
• Executive Conference Room 103 (Building A)
• Conference Room C106 (Building A)
2. Eligibility and Sponsorship Requirements
• Use of the rooms is primarily reserved for official City business.
• Federal, state, county, and city elected officials may reserve these rooms for non-City
purposes subject to this policy and any other applicable City policies (e.g., “Official City
Participation in Politically Motivated Events”).
• Governmental agencies (non-City) may also request use, subject to availability and adherence
to this policy.
• External groups may only use these rooms if formally sponsored or hosted by a City
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Rooms by External Parties
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 05/20/25 2 of 3
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154 (05/14/02); 2025-079 (05/20/25)
department or staff member. Unaffiliated groups will not be granted access.
3. Reservation Guidelines
• Reservations may not exceed three (3) consecutive days.
• After-hours use is strictly prohibited. Rooms are only available Monday through Thursday,
8:00 AM to 5:00 PM and Friday 8:00 AM to 12:00 PM.
• All applicants must complete the Meeting Room Use Application and sign the Conditions of
Use form.
• Use of City audio/visual equipment for Council Chambers reservations must be requested at
least 72 hours in advance through the City Clerk and is subject to approval.
• Requests for providing extra tables or chairs (e.g., for registration/check-in, refreshments, etc.)
must be made at least 72 hours in advance through the City Clerk and is subject to approval.
• Unless formally sponsored or hosted by staff, City staff will not provide administrative or
logistical support (e.g., copying, setup, reception). Applicants are responsible for making their
own arrangements.
4. Restrictions
• No admission charges, registration fees, sales of merchandise or services, or solicitation or
acceptance of political contributions are permitted at any time.
• The City will not provide security services for any event.
• The City assumes no liability for injuries, claims, damages, or losses arising from activities
conducted by external groups. Applicants must hold the City free and harmless from any such
liabilities.
Termination of Use
• City events and business always take precedence. Use of these meeting spaces by external
groups may be terminated without cause and at any time to accommodate urgent City
business. This includes immediate revocation for use by the City Council or other official
functions. The City has no obligation to reschedule or accommodate alternative arrangements
for displaced users.
Application Process
• The City Manager is responsible for the City’s meeting room policy and associated procedures
and retains the authority to amend the “Application for Use of Meeting Room” and the
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782
COUNCIL POLICY
CITY OF CHULA VISTA
SUBJECT: Use of Council Chambers and Civic Center
Meeting Rooms by External Parties
POLICY
NUMBER EFFECTIVE
DATE
PAGE
856- 01 05/20/25 3 of 3
ADOPTED BY: Minute Action (11-26-74) DATED: 11-26-74
AMENDED BY: Resolution No. 2002-154 (05/14/02); 2025-079 (05/20/25)
“Conditions of Use form” as needed, in consultation with the City Clerk and with approval
from the City Attorney.
• When conducting official City business, City staff, elected officials, and City -appointed
commissions and boards may reserve designated meeting and conference rooms directly
without completing the formal application process.
• Federal, state, or county elected officials, as well as external groups sponsored or hosted by
the City, must submit a formal request to use City meeting and conference rooms. This
includes completing and signing both the “Application for Use of Meeting Room” and the
“Conditions of Use forms” which are available through the City Clerk’s Office.
• Permission to use City meeting and conference rooms may only be granted or denied by the
City Clerk in accordance with the City Manager’s policy and direction. Denial of use may be
appealed to the City Manager.
• City staff and departments are directed to refer requests for meeting and conference room use
to the City Clerk.
• Applications must be submitted at least seven (7) days in advance of the requested date and no
more than one (1) year in advance.
• Approved meeting rooms are allocated on a first-come, first-served basis, subject to
availability.
• A responsible representative of the organization (at least 18 years of age) must sign the
required forms and accept responsibility for the condition of the room, care for City property,
and the conduct of attendees.
Docusign Envelope ID: FE8BBB05-2FAE-4D8F-89EA-0CDE1C345782