COUNCIL AGENDA : 1/13/2026
FILE : 26-014
ITEM : 2.11
TO: HONORABLE MAYOR AND FROM: Toni J. Taber, MMC
CITY COUNCIL City Clerk
SUBJECT: SEE BELOW DATE: December 15, 2025
SUBJECT: Retroactive Approval of Free Use of the Janet Gray Hayes Rotunda Sponsored by Council District 9 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event
Recommendation
As recommended by the Rules and Open Government Committee on December 10, 2025:
(a) Adopt a resolution authorizing “Free Use” for the private, invite-only Grateful Dead Celebration held at the Janet Gray Hayes Rotunda on December 4, 2025. (b) Retroactively approve the Free Use of the Janet Gray Hayes Rotunda scheduled on December 4, 2025 as a City Council sponsored Special Event and approve the expenditure of funds. (c) Approve and accept donations from various individuals, businesses, or community groups to support the event.
CEQA: Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment. (Foley)
[Rules Committee referral 12/10/2025 - Item B.10]
RULES COMMITTEE AGENDA: 12/10/25
TO: HONORABLE MAYOR AND
CITY COUNCIL
FROM: Vice Mayor Pam Foley
District 9
SUBJECT: SEE BELOW DATE: December 2, 2025
APPROVED:
SUBJECT: RETROAVTIVE APPROVAL OF FREE USE OF THE JANET GRAY HAYES ROTUNDA ON THURSDAY, DECEMBER 4, 2025, FOR THE
GRATEFUL DEAD CELEBRATION SPONSORED BY COUNCIL
DISTRICT 9 AS A CITY COUNCIL SPONSORED SPECIAL EVENT TO
EXPEND CITY FUNDS AND ACCEPT DONATIONS OF MATERIALS
AND SERVICES FOR THE EVENT
RECOMMENDATION
1. Adopt a resolutions authorizing “Free Use” for the private, invite-only Grateful Dead Celebration held at the Janet Gray Hayes Rotunda on Thursday, December 4, 2025;
2. Approve the Grateful Dead Celebration as a City Council Sponsored Special Event and approve the expenditure of funds;
3. Approve and accept donations from various individuals, businesses or community groups to support the event; and
4. Place the item on the Council Date January 13, 2026 Council Agenda for action.
BACKGROUND
In June 2019, the City adopted the Schedule of Fees Resolution No. 79138, Section
13.080 for free use of the City Hall facilities and the plaza. Presently, the resolution allows the 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 private, invitation-only events that are not free and open to the public, and, as such, City Council approval is required to authorize free use for the Grateful Dead Celebration held at the Janet Gray Hayes Rotunda on Thursday, December 4, 2025.
ITEM: B.10
HONORABLE MAYOR AND CITY COUNCIL
December 2, 2025
Subject: Grateful Dead Celebration
Rev 1/2018
The purpose of the event is to celebrate the Grateful Dead’s 60th anniversary celebration in San Jose and will be held on Thursday, December 4 at the Janet Gray Hayes Rotunda and sponsored by Vice Mayor Pam Foley. This special event The Grateful Dead’s 60th anniversary celebration in San Jose highlights the city’s rich musical heritage while supporting its economic development goals by boosting downtown activity and creative industry growth. Initiatives like the commemorative plaque at City Hall strengthen our identity beyond tech and attract new visitors. The event is free and open to the public.
ANALYSIS
Approval by the City Council of the event will ensure compliance with the Council’s prior direction regarding Council Special Events. In observance of existing fundraising disclosure requirements, Vice Mayor Pam Foley will report any cash or in-kind donations received for the event on their Disclosure of Fundraising Report (DFR-1). Approval of this memorandum will enable Council District 9, City departments and the Office of the City Clerk to proceed with the event. Any cash donations received will be processed pursuant to the City’s normal financial and budgetary procedures.
PUBLIC OUTREACH/INTEREST
The Office of the City Clerk will post the item on the City’s Website for the December 10, 2025 Rules Committee Agenda and the January 13, 2025 City Council Agenda.
CEQA
Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment.
Reviewed by:
TONI J. TABER, MMC
City Clerk
For questions, please contact Toni Taber, City Clerk, at (408) 535-1260.