CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Library
CEQA
Not a Project, File
No. PP17-011,
Temporary Special
Events resulting in no
changes to the
physical
environment.
COORDINATION
City Attorney’s Office,
City Manager's Budget
Office, and Department
of Public Works
Director Approval
/s/
Jill Bourne
COUNCIL DISTRICT(S)
Citywide
CMO Approval
7/28/25
SUBJECT: Approval of Free Use of the Janet Gray Hayes Rotunda, Wing Committee Rooms, and Council Chambers for the Graphic Novel Making Contest Awards Celebration
RECOMMENDATION
Adopt a resolution authorizing “Free Use” for the Graphic Novel Making Contest Awards Celebration held at the Janet Gray Hayes Rotunda, Wing Committee Rooms, and Council Chambers on Saturday, September 13, 2025, hosted by the Library Department.
BASIS FOR RECOMMENDATION
In June 2019, the City adopted the Schedule of Fees Resolution No. 79138, Section 13.080 for free use of City Hall facilities and the plaza. Presently, the resolution allows City Council and City departments to have free use of the facilities for events that 1) qualify as official City business; 2) are free and open to the public; 3) occur on a Sunday through Friday; and 4) are booked 30 days in advance. Resolution No. 79138 does not apply to free use requests for events that occur on a Saturday, and, as such, City Council approval is required to authorize free use for the Graphic Novel Making Contest Awards Celebration held at the Janet Gray Hayes Rotunda on Saturday, September 13, 2025.
Approval for this event’s free use designation is required because this event is occurring on a Saturday. The Graphic Novel Making Contest Awards Celebration is free and open to all members of the public who are interested in participating in the event. The Graphic Novel Making Contest was developed in 2008 as a teen program at a single branch library in recognition of growing interest in graphic novels and graphic arts. Inspired by participants’ enthusiasm and the quality of art, the contest grew into a system-wide annual tradition, open to participants of all ages and all California residents. The contest concludes with an awards ceremony to celebrate the creative efforts of all participants, announce the contest winners, and offer inspirational messages from guest speakers in the comics industry. In 2024, the Library Department received 196 contest entries from 200 aspiring authors and illustrators and engaged a further 361 participants via 18 skill-building programs held throughout the summer. The annual awards ceremony saw an attendance of 493 total people, with 366 attending in person and 127 people streaming it live.
The Library Department will assume the lead role of planning and promoting the event. The Library staff will set the agenda, design invitations, prepare a presentation, select decorations, and entertainment.
Free use is being requested because of the public benefit to investing in and strengthening learning opportunities and experiences for the Graphic Novel Making Contest participants. This event is being held on a Saturday to increase public participation by allowing participants of all ages throughout California to attend.
COUNCIL AGENDA: 8/12/25
FILE: 25-796
ITEM: 2.11
COST AND FUNDING SOURCE:
The Library Department will provide onsite staff to facilitate and oversee this event in partnership with the Public Works Department, Event Services Division. The total costs associated with the event, including but not limited to staffing, security, audio/visual personnel, cleaning fee, pre- planning, and post-event, etc., is $9,898. After accounting for City Council approval for “Free Use”, only $1,554 will be necessary for security and the application fee, which will be paid from the Library Department’s Non-Personal/Equipment appropriation in the General Fund.
FOR QUESTIONS CONTACT: Michelle Amores, Division Manager, Library Department at [email protected].