NVF:NXN:KML
8/19/2021
T-32218 / 2316471 1
Council Agenda: 06-16-2026
Item No.: 2.22(a)
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
RESOLUTION NO. ______________
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN
JOSE APPROVING REVISIONS TO CITY COUNCIL
POLICY NO. 7-14, “CITY HALL SPECIAL EVENT
LIGHTING POLICY”, TO INCLUDE UP TO THREE FREE
LIGHTING USES PER CALENDAR YEAR FOR THE
MAYOR’S OFFICE AND EACH COUNCIL OFFICE, AND
TO MAKE MINOR UPDATES, CLARIFICATIONS,
CORRECTIONS, OR TECHNICAL CHANGES
WHEREAS, the City Council of the City of San José (“City”) adopted City Council Policy 7-14, “City Hall Special Event Lighting Policy”, by City Council action on June 20, 2017 to provide for temporary lighting displays at the City Hall Rotunda for private and public events and the City Hall Tower as related to official City business and local, national, and worldwide events, which policy has since been amended by the City Council on September 14, 2021; and
WHEREAS, the purpose of the policy is to enable the City and the community to recognize significant achievements, public engagement, special and ceremonial events, public art displays, and to provide support during times of local, national, or worldwide events via special lighting of the City Hall Tower and Rotunda; and
WHEREAS, in order to reduce internal cost barriers while maintaining existing policy intent to recognize significant achievements, ceremonial events, and community milestones, the City Council desires to approve proposed changes to City Council Policy 7-14 to include up to three free lighting uses per calendar year for the Mayor’s Office and each Council Office, clarify cost recovery expectations, and to make minor updates, clarifications, corrections, or technical changes; and
WHEREAS, this City Council Policy 7-14 supersedes City Council Policy 7-14 approved by the City Council on September 14, 2021;
NVF:NXN:KML
8/19/2021
T-32218 / 2316471 2
Council Agenda: 06-16-2026
Item No.: 2.22(a)
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SAN JOSE THAT:
The revised City Council Policy No. 7-14, entitled “City Hall Special Event Lighting Policy,” which revised policy is attached hereto as Exhibit “A” and incorporated herein by this reference as though fully set forth herein, is hereby approved and shall, as of the date and time of adoption of this Resolution, replace City Council Policy 7-14, initially approved by the City Council on June 20, 2017 and revised on September 14, 2021.
ADOPTED this _____ day of ___________, 2026, by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
MATT MAHAN
Mayor
ATTEST:
TONI J. TABER, MMC
City Clerk
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
EXHIBIT A
City of San José, California
COUNCIL POLICY
TITLE
CITY HALL SPECIAL EVENT LIGHTING
POLICY
PAGE
1 of 4
POLICY NUMBER
7-14
EFFECTIVE DATE June 20, 2017 REVISED DATE September 14, 2021June 16, 2026
APPROVED BY COUNCIL ACTION 6/20/2017, Item 2.17, Res. No. 78228; 9/14/2021, Item 2.15, Res. No. 80213; 6/16/2026, Item ____, Res. No. _____
PURPOSE
The purpose of this policy is to establish a City Hall Special Event Lighting Program to provide for temporary lighting displays at the City Hall Rotunda for private and public events and the City Hall Tower as related to official City business and local, national, and world events.
POLICY
Special event lighting at City Hall should be in conformance with City Hall Rules and Regulations, the City Hall Facility Use Policy, the established approved Schedule of Fees and Charges, and consistent with this policy. The Director of Public Works (or designee) is responsible for ensuring the proper execution of this policy at City Hall.
The primary purpose of City Hall is to provide for the legislative and administrative operations and programs of the City for the community. The City Hall Tower has limited public access and is not intended to be utilized as a forum for free expression by the public. Lighting of the City Hall Tower will only be reserved for official City business and local, national, and world events, as recognized by a City Council proclamation or other formal City Council direction, or approved by the City Manager or designeeby the Mayor and City Council.
The Rotunda, as the focal point for City Hall, is used as a regular location for formal public speeches, governmental ceremonies, and protocol events of the City. It is also intended to be used as a gathering place for indoor events. Lighting of the Rotunda will be reserved for official City business and local, national, and world events, as recognized by a Cty Council proclamation or other formal City Council direction, approved by the City Manager or designeethe Council or City Manager in conformance with this policy, or in connection with a facilities rental agreement.
City of San José, California
TITLE
CITY HALL SPECIAL EVENT LIGHTING
POLICY
PAGE 2 of 5 POLICY NUMBER
7-14
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
STANDARDS
A. Definitions
These definitions are provided for the interpretation of this policy. This policy should be interpreted in conjunction with the City Hall Facility Use Policy and the City Hall Plaza Rules and Regulations which may be amended from time to time.
Extended Lighting. Shall mean a duration beyond one cycle between sundown and sunrise.
Official City Business. Shall mean the official business of the City and includes meetings, indoor events, limited outdoor events, and outdoor events of the City Council and City departments that are directly connected to: (i) the goals of the City Council or (ii) the core services of the City department(s), or (iii) the promotion of economic development.
Rotunda Lights. Shall mean the lighting fixtures within the internal and external areas physically installed on the Rotunda structure and no other infrastructure.
Tower Lights. Shall mean the lighting fixtures within the internal areas physically installed in the northern Tower public elevator lobby areas and no other infrastructure.
B. Rotunda Light Display
1. Official Ceremonial Items: Rotunda lights may be displayed in conjunction with proclamations for official actions, or ceremonial items as approved by City Council, such as for the recognition of Breast Cancer Awarenessor other formal City Council direction.
2. Official City Business: Rotunda lights may be displayed in conjunction with a proclamation from City Council or other formal City Council direction, or as approved by the City Manager or designee, in recognition of Official City Business that directly connects to the goals of the City Council, core services of a City Department, or the promotion of economic development.
3. Commemoration of a Special Event or Sporting Event: Rotunda lights may be displayed to commemorate a significant achievement, initiative, or sporting event involving the City of San José or a key achievement, initiative, event or sporting event involving San Jose State University upon the request of the City Manager or designee, or a proclamation by the City Council, such as for the support of the San Jose Sharks in the Stanley Cup Playoffs or a key achievement, initiative, event or sporting event involving San Jose State University.
City of San José, California
TITLE
CITY HALL SPECIAL EVENT LIGHTING
POLICY
PAGE 3 of 5 POLICY NUMBER
7-14
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
4. Official Public Art Displays: Rotunda light displays of public art, such as in the participation of the Illuminating Downtown Program, are to be coordinated through the Office of Economic Development and Cultural Affairs in recognition of artistic and cultural endeavors on behalf of the City of San José and in conjunction with a proclamation from City Council or other formal City Council direction, or as approved by the City Manager or designee. Any proposed public art must be approved through the City’s standard public art process.
5. Honorary or Solidarity Events: Rotunda lights may be displayed in honorable recognition of a world, national, local, or City tragedy, event, and/or an Act of God upon the request of the City Manager or designee, or a proclamation by the City Council or other formal City Council direction, such as for the honoring of the victims of the September 11 attacks.
6. Indoor Events: Rotunda lights may be displayed for indoor special events in conjunction with a facilities rental agreement, such as for private weddings. The granting of permission to use the lighting shall in not in any way constitute an endorsement of the views of the groups reserving the Facility.
7. Extended lLighting for the Rotunda shall be subject to approval in advance by the City Manager or designee, or by a proclamation by the City Council or other formal City Council direction.
When Rotunda lighting is approved, available Tower lighting shall be displayed in a consistent manner. The Rotunda lighting will be displayed on the following recognized holidays and other special occasions listed below, unless otherwise superseded by a facilities rental agreement or by authorization by the City Manager or a proclamation by the City Council, or for an Honorary or Solidarity Event. Prescheduled lighting may resume after such an event:
a) Week of Opening Day for the San Jose Earthquakes (blue) b) Duration of San Jose Sharks Playoffs (teal)
c)a) Week of Memorial Day (red, white, and blue)
d)b) Week of Independence Day (red, white, and blue)
e) Week of Opening Day for the San Jose Sharks (teal)
f) Duration of San Jose Earthquakes Playoffs (blue)
g)c) Week of Veterans Day (red, white, and blue)
h)d) Holiday Season from December 18th1st to January 2nd (green and red)
City of San José, California
TITLE
CITY HALL SPECIAL EVENT LIGHTING
POLICY
PAGE 4 of 5 POLICY NUMBER
7-14
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
C. Tower Light Display
1. Lighting of the Tower will typically can be in conjunction with the Rotunda lighting approval process and schedule, as outlined in Standards Section B, excluding private rental agreements.
Should scheduling conflicts occur between the Rotunda and Tower, lighting shall be independent, with the Rotunda lighting being displayed for the private event, and Tower lighting being displayed for the City event. Honorary or Solidarity Event lighting as described in Section B(5) may take priority over any other lighting events, whether in the Tower or Rotunda.
2. Tower lighting is subject to available staff resources and cost recovery fees will be required from City Departments to program the lights until the Tower lighting infrastructure becomes fully automated.
3.2. Tower lighting is not available for use by private entities or third parties.
APPROVAL PROCESS
City Activities
Rotunda and Tower lighting requests are to be submitted to the Department of Public Works for review to determine adherence to this policy, date availability, and resources. Requests are to be submitted at least 1020 business days prior, or as soon as possible, to the first date of lighting display for the Rotunda, except for Honorary or Solidarity Events described in Standards Section B(5) above. Rotunda and Tower lighting requests are to be submitted to the Department of Public Works for review and adherence to this policy, date availability, and resources and will be subject to staff resources and applicable cost recovery fees required from City Departments and Mayor and Council Offices.
Private Activities
Rotunda lighting requests are to be submitted to the Department of Public Works for review to determine adherence to this policy, date availability, resources, and applicable fees. Requests are to be submitted at least 3020 business days prior, or as soon as possible, to the first date of lighting display. Tower lighting is not available for use by private entities or third parties.
PRIORITY
Lighting activities in conjunction with a facilities rental agreement will be determined by the agreement. The City Manager or City Council has the right to cancel and/or change the Rotunda lighting schedule, including those in a facility rental agreement, in the event of an Honorary or Solidarity Event in Section B(5) above. In such an event, every effort will be made to reschedule the event to meet the needs of the requestor, and the requestor’s sole recourse against the City City of San José, California
TITLE
CITY HALL SPECIAL EVENT LIGHTING
POLICY
PAGE 5 of 5 POLICY NUMBER
7-14
DRAFT--Contact the Office of the City Clerk at (408) 535-1260 or [email protected] for final document.
shall be a refund for that paid for the lighting service in the facilities rental agreement. If there are lighting request conflicts, the following is a sequence of the priorities, with the highest priorities listed first:
1. Honorary or Solidarity Events
2. Facility Rental Agreements
3. Approval by City Council Proclamation, other formal City Council direction, or the City Manager or Events by Proclamation
4. Event schedule listed in this policy
FEES
Rotunda and Tower lighting requests are subject to staffing availability and the approved Schedule of Fees and Chargesand programming fees and will be waived once the Tower lighting becomes fully automated. Private lighting activities are subject to Fees and Charges as established by Council resolution.
The Mayor and Council Offices will each be allotted three free lighting uses per calendar year, with waiver of lighting programming costs and lighting application fee listed in the approved Schedule of Fees and Charges. However, costs for specialty programming contractual services, if needed, will still be required.