CITY COUNCIL ACTION REQUEST
DEPARTMENT(S)
Energy
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
Director Approval
/s/
Lori Mitchell
COUNCIL DISTRICT(S)
Citywide
CMO Approval
9/30/2025
SUBJECT: Approval of “Free Use” of Council Chambers and Committee Rooms for the San José Climate Smart Youth Video Competition Screening and Awards Event
RECOMMENDATION
Adopt a resolution authorizing “Free Use” of the City Council Chambers and Committee Rooms (Wing Rooms) on Saturday, January 24, 2026, from 2:00 p.m. to 7:00 p.m., for the San José Cimate Smart Youth Video Competition Screening and Awards Event, a public event hosted by the Silicon Valley Youth Climate Action in collaboration with the City of San José Energy 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. Currently, this resolution permits City Council and City departments to access free use for events that (1) qualify as official City business; (2) are free and open to the public; (3) occur Sunday through Friday; and (4) are booked at least 30 days in advance. However, Resolution No. 79138 does not apply to events held on Saturdays; therefore, City Council approval is required to authorize the free use of space for this event.
The Silicon Valley Youth Climate Action (SVYCA) is a 501(c)(3) nonprofit that empowers teens and young adults to address the climate crisis through hands-on education, leadership development, and policy engagement. SVYCA’s programs give youth practical experience in climate policy, project-based teamwork, and community collaboration, while connecting them with elected officials, business leaders, and climate professionals.
The San José Climate Smart Youth Video Competition Screening and Awards Event is a free public program recognizing middle and high school students who created short films addressing climate change solutions aligned with Climate Smart San José. The event is designed to engage families, educators, elected officials, and local organizations in celebrating youth voices and building awareness of San José’s environmental priorities, including clean energy, building electrification, and sustainable transportation.
The event will include a formal screening of the top student video entries in the City Council Chambers, followed by networking and light refreshments, such as coffee and pre-packaged items provided by SVYCA, in the Committee Wing Rooms. A panel of judges, including local leaders and youth representatives, will select the top 10 entries, who will receive cash prizes awarded by the SVYCA. The event is expected to attract between 100 to 125 attendees and will promote civic engagement and climate education in an inclusive, intergenerational space.
COUNCIL AGENDA: 10/21/25
FILE: 25-1100
ITEM: 2.8
The Energy Department is the lead City department on this initiative and will assist in promotion, planning, and staffing. This Saturday event is intended to maximize youth and family participation and create a celebratory atmosphere for students’ achievements. Free Use is being requested because of the public benefit to investing in and strengthening learning opportunities and outreach for youth in San José, particularly those from equity-priority communities, and to increase community participation in climate action through storytelling, civic engagement, and education.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
COST AND FUNDING SOURCE
The Energy Department will provide onsite staff to support 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 fees, preplanning, and post-event support, is estimated at $3,329.
After accounting for City Council approval for “Free Use,” only $487 will be necessary to cover security and the free use application fee, which will be paid from the Energy Department’s Non- Personal/Equipment appropriation in the General Fund.
FOR QUESTIONS CONTACT: Julie Benabente, Deputy Director, Energy Department, at [email protected].