TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Jill Bourne
SUBJECT: See Below DATE: August 10, 2026
Approved
Date:
8/18/26
COUNCIL DISTRICT: Citywide
SUBJECT: Approval of Free Use of the Janet Gray Hayes Rotunda, Wing Committee Rooms, and Council Chambers for the 2026 Graphic Novel Making Contest Awards Celebration
RECOMMENDATION
Adopt a resolution authorizing “Free Use” of the Janet Gray Hayes Rotunda, Wing Committee Rooms, and Council Chambers for the Graphic Novel Making Contest Awards Celebration on Saturday, September 19, 2026, hosted by the Library Department.
SUMMARY AND OUTCOME
The Library Department will be granted free use of the City Hall facilities (Janet Gray Hayes Rotunda, Wing Committee Rooms, Council Chambers, City Hall garage, and Fourth Street garage) for the Graphic Novel Making Contest Awards Celebration.
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. 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 on Saturday, September 19, 2026.
COUNCIL AGENDA: 9/1/26
FILE: 26-889
ITEM: 2.9
HONORABLE MAYOR AND CITY COUNCIL
August 10, 2026
Subject: Approval of Free Use of the Janet Gray Hayes Rotunda, Wing Committee Rooms and Council Chambers for the 2026 Graphic Novel Making Contest Awards Celebration
The Graphic Novel Making Contest 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 2025, the library received 275 contest entries from 279 aspiring authors and illustrators and engaged a further 395 participants via 29 skill-building programs held throughout the summer. The annual awards ceremony saw an attendance of nearly 600 people in total, with 460 attending in person and over 100 people streaming the awards ceremony live.
The Library Department will assume the lead role of planning and promoting the event.
Library staff will set the agenda, design invitations, prepare a presentation, select decorations and entertainment.
ANALYSIS
The Graphic Novel Making Contest Awards Celebration recognizes the creativity, dedication, and accomplishments of participants while reinforcing San José Public Library’s commitment to literacy, lifelong learning, and the arts. The annual contest encourages participants of all ages to develop storytelling, writing, illustration, and critical thinking skills through the creation of original graphic novels. The awards celebration provides an opportunity to recognize participants for their achievements, showcase their work, and inspire continued engagement in creative learning through remarks from professionals in the comics and graphic arts industry.
The event also strengthens community connections by bringing together participants, families, educators, artists, and community members to celebrate creativity and artistic expression. Hosting the awards celebration at City Hall highlights the City's support for accessible educational and cultural programming while providing a welcoming civic space that encourages public participation. Scheduling the event on Saturday allows participants of all ages and their families from throughout California to attend, maximizing accessibility and community engagement.
Free use is being requested because of the public benefit of investing in and strengthening learning opportunities, artistic expression, and community engagement through the Graphic Novel Making Contest Awards Celebration. The event aligns with the City's commitment to providing free, inclusive, and accessible educational and cultural opportunities for residents and visitors alike.
HONORABLE MAYOR AND CITY COUNCIL
August 10, 2026
Subject: Approval of Free Use of the Janet Gray Hayes Rotunda, Wing Committee Rooms and Council Chambers for the 2026 Graphic Novel Making Contest Awards Celebration
EVALUATION AND FOLLOW-UP
The Graphic Novel Making Contest is an annual San José Public Library program that encourages creativity, literacy, and artistic expression through the creation of original graphic novels. The primary metrics for this event are the number of contest submissions received, participation in the contest's educational workshops, attendance at the awards celebration, and livestream viewership. These measures will be used to evaluate community engagement and support planning for future Graphic Novel Making Contest programs and events.
FISCAL IMPACTS
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., are expected to be approximately $10,500. After accounting for City Council approval for “Free Use”, only approximately $3,750 will be necessary for staff, security, and the application fee, which will be spent from the Library Department’s Non-Personal/Equipment appropriation in the General Fund.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager's Budget Office, and the Public Works Department.
PUBLIC OUTREACH
This memorandum will be posted on the City Council Agenda website for the September 1, 2026 City Council meeting.
BOARD, COMMISSION, COMMITTEE RECOMMENDATION AND INPUT
No board, commission, or committee recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to physical environment.
HONORABLE MAYOR AND CITY COUNCIL
August 10, 2026
Subject: Approval of Free Use of the Janet Gray Hayes Rotunda, Wing Committee Rooms and Council Chambers for the 2026 Graphic Novel Making Contest Awards Celebration
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
Jill Bourne
City Librarian
For questions, please contact Michelle Amores, Division Manager, Library Department, at [email protected].