COUNCIL AGENDA : 6/9/2026
FILE : 26-738
ITEM : 2.13
TO: HONORABLE MAYOR AND
CITY COUNCIL
FROM: Toni J. Taber, MMC
City Clerk
SUBJECT: SEE BELOW DATE: June 3, 2026
SUBJECT: Retroactive Approval of "Free Use" of the Janet Gray Hayes Rotunda for the African American Community Service Agency's Juneteenth Power 50 Freedom Ball Sponsored by the Office of Mayor Matt Mahan 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 June 3, 2026:
(a) Adopt a resolution retroactively authorizing “Free Use” of the Janet Gray Hayes Rotunda for the private, invitation-only Power 50: Juneteenth Mayors Freedom Ball scheduled on June 7, 2026.
(b) Retroactively approve the Power 50: Juneteenth Mayors Freedom Ball scheduled on June 7, 2026 as a City Council sponsored Special Event and approve the expenditure of funds. (c) Retroactively 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. (Mayor
[Rules Committee referral 6/3/2026 - Item B.1]
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CAPITAL OF SILICON VALLEY
ROGC AGENDA: 6/3/26
ITEM: B.1
TO: CITY COUNCIL
FROM: Mayor Matt Mahan
SUBJECT: SEE BELOW
DATE: May 20, 2026
Approved:
SUBJECT: RETROACTIVE APPROVAL OF FREE USE OF THE JANET GRAY HAYES ROTUNDA ON SUNDAY, JUNE 7, 2026, FOR THE AFRICAN
AMERICAN COMMUNITY SERVICE AGENCY’S (AACSA)
JUNETEENTH POWER 50 FREEDOM BALL SPONSORED BY THE
OFFICE OF MAYOR MATT MAHAN 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 resolution retroactively authorizing “Free Use” of the Janet Gray Hayes Rotunda for the private, invitation-only Power 50: Juneteenth Mayors Freedom Ball held on Sunday, June 7, 2026;
2. Retroactively approve the Power 50: Juneteenth Mayors Freedom Ball as a City Council Sponsored Special Event and approve the expenditure of funds;
3. Retroactively approve and accept donations from various individuals, businesses or community groups to support the event; and
4. Place the item on the June 9, 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 City Hall facilities and the plaza. The resolution allows the City Council and City departments free use of the facilities 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 30 days in advance. Because Resolution No. 79138 does not apply to free use requests for private, invitation-only events that are not free and open to the public, Council approval is required to authorize free use of the Janet Gray Hayes Rotunda for the Power 50: Juneteenth Mayors Freedom Ball on Sunday, June 7, 2026.
The event, sponsored by the Office of Mayor Matt Mahan, celebrates AACSA’s Power 50:
Juneteenth Mayors Freedom Ball and is the premiere kickoff event for the 45th Annual
ROGC AGENDA: 6/3/26
ITEM: B.1
Juneteenth in the Streets celebration in San Jose. The evening will celebrate excellence, civic leadership, legacy, and community impact, featuring appearances by local Mayors and community leaders, along with opportunities for networking and a powerful celebration of freedom, resilience, and achievement. This private, invitation-only gathering will bring together some of the Bay Area’s most influential leaders, drawing visitors to downtown San José and helping to support the local economy.
ANALYSIS
The Power 50: Juneteenth Mayors Freedom Ball qualifies as Official City Business because it advances the City’s economic development and civic promotion goals by promoting economic opportunity, cultural engagement, community leadership, and inclusive civic participation. This ball will attract visitors strengthening civic identity and activating local business activity.
Sponsored by the Office of Mayor Matt Mahan, the event will engage regional leaders, elevating the City’s profile and supporting continued economic and cultural vitality in the downtown area.
Hosting the event on a Sunday maximizes participation by invited stakeholders and out-of-region guests, thereby enhancing the event’s impact and advancing the City’s goals of regional engagement and economic promotion.
Approval by the City Council will ensure compliance with the prior direction regarding Council Special Events. In accordance with fundraising disclosure requirements, Mayor Matt Mahan will report any cash or in-kind donations received for the event on the Disclosure of Fundraising Report (DFR-1). Approval of this memorandum will enable Mayor Mahan’s Office, 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.
COST SUMMARY/IMPLICATIONS
The total cost of this event is $4,757.32 which will be paid by AACSA. There was no loss of 4th Street parking garage revenue due to the event being held on the weekend when parking is free at the 4th Street garage. Each year, the Mayor’s Office is allotted seven free uses for events qualifying for free use. Approval of this action will go towards the remaining free uses for the Mayor’s Office.
Audio Visual Tech: $2,075.02
Event Captain: $316.20
Good Guard Security: $664.20
Free Use Application Fee: $150.00
Facility Set-up and Take Down: $686.80
Cleaning Fee: $350.00
Changeover Fee: $515.10
Total: $4,757.32
PUBLIC OUTREACH/INTEREST
ROGC AGENDA: 6/3/26
ITEM: B.1
The Office of the City Clerk will post the item on the City’s Website for the June 3, 2026, Rules Committee Agenda and the June 9, 2026, 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.