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INSPE.CT'ED EVERY HOOR AND RE-WET AS Nf,CESSARY TO MAINT AJN ...
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6. COt-.'TllACTORSHALLNOTlFYTI!ECITYAROORISTORAR80RIST
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7. "CU'.ARSYSTEMOFFIAGGINGMUSTBEPROVIDEDAROUNDTREES
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9. FENCE ALLTREEST08ERIJTAINEDTOCOMPI.ETF,LYENCl.0%THEil!.fE. &if~1~~;f?ig€.~ft~~f~~E~~~~~
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12.GRADINGSHOULDNUTCRllAT'tl>RAJNAGEP!lOOIEMSFORTREESBY CIIAJ<NEl.lNGWATERINTOTHEM,OROlF.AT!NGSUNKENAREAS
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TREE PROTECTION NOTES ~~S:~=~SITE ScCTION I
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O!AAIETER.MEASURED2.0FEETABOVETHEA\£AAGEGROIMJLMLEXAAIPI.E: A2'41'4CHDW,1EloRTREEMX.lDHAVEA fENCEERECTE024fEETFROIIITI-EBASEOFTI-ETREE(2,IX12:288/12•2'4~THEFENCESHCUUJBEAMINll,IJ,IOFSIX fEET~Gli,MAOE OF W.REWITHSTEELST-"'ES,SIXHASCYQ.ONEFENCtlG.FTllEFENCEISWIIHtlTltEORPLltEOFTltE
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=lc:t~~;;:~~ ~E~=OLO: PU!USIEDBYTIE INTERNArm>J..SOCIETYOF AABORW.TlRE. 1. ~~~A~=U~ISIECESSARY, ScCTIONII
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S€CTIONIII
REMEOIALREPA.RS· THEAA6CRiSTONTl'EJ06Stllll.HAVETHERESPONSIBIUTYOF06SERVl113M.1.0NGo:NGACTMTIES THATMAY,•J'FECTTH:TREES. NEPRESCRIBNGIECESSAAYRENEDIAI.WORKTOINSURETH:IEAI.THNllST,t,BIUTYOF SAIDTREES. T~INCU/OES, BUTISNOTLNITTDTO,M.I.AABORJSTN;JMJIESBIIOIJGHTOUTIMSECTIONS IAMDILl'I .o.DDITION, PRUNING,ASOUlll~OtlTfE'PRUNINGSTNOAROS'OFTl'E'IESlcRNCHAPTEROFTHENTERNATIOIW.
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AD\IISORSORPESTCONTROl OPEAATORS.
DEMOLITION NOTES
THECOHTIW:TORSHAU.YISITTHEPRO.ECTSITEPRICRTOBOO:NGTODElERMltETll: EAACTEXTENTOFALLSITE DEMOUTlONnEMS.Tl'ECON'TRACTOR SfiM.I.BERESPONSIBLEFORTIIEVERIFICATIONOFM.I.EXlSllNGlfTIUTIESINTltE FIELDPRIORTOCONSIRIJCTION. LOCATIONSSHOYINONTHEPI.NISARE,-ppfl()XfflTENIOAAEFORGEtEAAL tlFORMATIONONLY. 1-ESH,tU 9ERESPOtlSlll.EFORMAKINGHNSELF FAMI.IMWITHM.l.ltlDERGRO!..INDCONDITIONS PRIORTOCOl"4ENCENENTOFWORK.
THESEPI.NISMAYNOTSHOWAI.LEXISTli'IGCITYB.ECTR1CAI.FACILITIESINCU.OtlO,M~LNITEOTO,TIW'FlCSIGNM.S, STREETUGHT MOTRAFFICSIGtW.COl"4U!fCO.TION EOUlPMErff, CON>UlT,PlllBOXES,MOWIRINO.
THECONTAACTORSHAUBERESPOtlSlll.EFORLOCATNG...U.SIJCHF.oGl.lTIESNIOFORREP,tJRNONftSIJCHF>Gl.lTIES THATAREllAMKElDIJRNGCOtlSTRUCTION.PAl'IENTFORLOCATN;.COORONATtlG,NIDREPA'RINGElOSTINGCITY :~~~'::=~~:r:~=~:IS&TKWSHfil :=~~~~~~'°"S:~~~~~~=~:::.
THECONTR.OCTORSHAUNOTFYUNllERGROUNlSEIMCE.'I..ERT(USA)ATLEAST.aHOURSPIIORTONffEXCAVATION ONTHISPRO.ECT.C>UUAA.,.T(800)624-2444
THECOHTIW:TORSHAU.BERESPONSlll.EUNllERTHISCONTIW:TFORREP,t,RtlGNIOREPI.JCING,ATHISO\\NEXPENSE, NfYSTRUCTURES,fENCES,WAL.LS.OR~UFEDNMGED OROESTROYEDBY HSOPEAATION. UKEWISE,1-ESHAU.BE =::t~==~~~~:rr~~~~=~~TIEJlJ:
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NO CUTTNG OF N« PMTOF PRI\IATE TREES, INCLLONG ROOTS, SHALi. BE DONE WITHOUT SECl.RtfG PRIOR..-PPRDVAI. OF THE CITY AABQRIST. TREETRlloNtfG,1EM()V..tl.SHAU.BEDC;t.EINNXORDANc.E TO Tl'E CITYOFSNfTAQ.ARA TREE PRESERVATION.OTY AABORIST SPECIFICATIONS 00 WITH D1RECT Sl.PEFMSIDN OF A c.ERTFIED NOORIST (CEIUFICATION OFINTEFIMTiaioll.SOCIETYOF~TIJRE~
SCALE:1 = ·• 1·.0-
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CONTRACTOR.THJ!CJTVAREIORISTOR AROORISTEMPLOYED8YCITY
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11.00JWi(l
WHE.RETIIEREISINSUFFICIENrSPACETOBYPAS5THEDR!PLINE8Y
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TRF.NCl!L'IGWILLDEREP!.ACEDDY
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07-04-2024
SNHA A WOOLPERT COMPANY
o al image for exterior
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Walsh - Bowers I Materials I 01·04·2024
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Walsh - Bowers I Materials I 01·04·2024 4
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-324 Agenda Date: 8/27/2024
REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Summer 2024 Informational Report on Super Bowl LX and FIFA World Cup 2026 Updates
BOARD PILLARS
Enhance Community Engagement and Transparency
Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
In 2026, Levi’s Stadium will host Super Bowl LX (“SBLX”) in February 2026 and six FIFA World Cup 2026 (“FWC26”) matches between June 13 - July 1, 2026. The events are collectively referred to as “2026 Major Events” in the report.
FWC26 Overview
The FIFA World Cup and FIFA Women's World Cup are international soccer competitions between the national teams of the Fédération Internationale de Football Association (“FIFA”), the sport's international governing body. The World Cup is held every four years and is the most prestigious association soccer tournament in the world, as well as the most widely viewed and followed single sporting event in the world. Below is a timeline of the key events that have led to the current status of FWC26:
The City first affirmed its support of FWC26 and related events in a letter signed by Mayor Gilmore on August 31, 2017.
On February 22, 2022, City Council voted in favor of a resolution to support the City’s bid to host one or more FIFA games.
On June 16, 2022, FIFA announced the 16 regions that will host matches for FWC26 across Canada (2 locations), Mexico (3 locations), and the United States (11 locations). The FWC26 Host Cities are:
· Atlanta (Mercedes-Benz Stadium)
· Boston (Gillette Stadium)
· Dallas (AT&T Stadium)
· Guadalajara, Mexico (Estadio Akron)
· Houston (NRG Stadium)
· Kansas City (Arrowhead Stadium)
· Los Angeles (SoFi Stadium)
· Mexico City, Mexico (Estadio Azteca)
· Miami (Hard Rock Stadium)
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· Monterrey, Mexico (Estadio BBVA)
· New York / New Jersey (MetLife Stadium)
· Philadelphia (Lincoln Financial Field)
· San Francisco Bay Area (Levi’s Stadium)
· Seattle (Lumen Field)
· Toronto, Canada (BMO Field)
On May 23, 2023, City Council and Stadium Authority Board voted in favor of a resolution to adopt the Santa Clara City Council Guiding Principles for FWC26; to direct the City Manager/Executive Director and City Attorney/Stadium Authority Counsel to negotiate and execute an Information Sharing and Event Cooperation Agreement with Bay Area Host Committee, United States Soccer Federation, Federation Internationale de Football Association, and Forty Niners Stadium Management Company LLC, to facilitate the sharing of information on substantially the terms presented, in a final form approved by the City Attorney.
FWC26 Guiding Principles:
1. Professionally oversee FIFA World Cup 2026 events in a manner that positively highlights the City of Santa Clara and celebrates the rich diversity of Santa Clara’s neighborhoods.
2. Attain reimbursement of all event costs, including public safety (pre- and post-event costs).
3. Ensure direct benefits to the Santa Clara community and Santa Clara businesses.
4. Plan and provide for communication and engagement with residential neighborhoods adjacent to Levi’s Stadium and other venues that will be utilized for large events.
5. Ensure specific benefits to and involvement of Santa Clara youth and adult soccer programs.
6. Seek revenue generating utilization of the Santa Clara Convention Center and other event and recreation spaces (including college and school facilities) in the City of Santa Clara without any impact to the General Fund.
7. Seek mitigation of City and Stadium Authority financial risks and liabilities.
8. Engage in transparent communication on pre-planning efforts, with periodic progress reports to the City Council, including reports published on the City’s website to promote engagement and awareness for residential neighborhoods adjacent to the Stadium and the City as a whole.
9. Pledge that the Santa Clara City Council, Stadium Authority Board, and City staff will follow the law, act ethically and transparently with the expectation that other parties do the same.
On February 4, 2024, FIFA announced the match schedule for FWC26. Levi’s Stadium will host matches on June 13, 16, 19, 22 and 25 and July 1, 2026. The June matches are “group” matches and the July 1 match is considered a “knockout” match which represents a round of 32 teams.
Super Bowl LX Overview
The Super Bowl is the annual championship game of the National Football League (NFL). It serves as the final game of every NFL season and is generally played on the second Sunday in February.
In 2018, The Super Bowl bidding process shifted from a competitive approach to a more streamlined method. Now, the NFL selects a city and presents the terms for hosting. The city can accept or decline, and if declined, the traditional bidding resumes. This change aims to minimize disappointment and resource waste for cities, while giving the NFL greater control over hosting City of Santa Clara Page 2 of 11 Printed on 8/23/2024
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conditions.
Article 4 of the Stadium Lease grants Forty Niners Stadium Company, LLC (“StadCo”) the right to use stadium for the operation of NFL Games, including the Super Bowl, and any and all other activities which are customarily conducted by, or are related to the operation of the business of an NFL Franchise or to any NFL Events or Incidental Uses, which collectively are referred to as “Permitted Uses.”
On May 22, 2023, the NFL announced that Super Bowl LX will be played at Levi's Stadium.
March 5, 2024 Major Events Informational Report
On March 5, 2024, City Staff, Santa Clara Stadium Authority (Stadium Authority), and the Bay Area Host Committee (BAHC) presented an Informational Report on Super Bowl LX and FWC26 Updates.
Staff made two recommendations that were unanimously approved by City Council/Stadium Authority Board:
· Note and file informational report on Super Bowl LX and FWC26 updates; and, · Adopt the Super Bowl LX Guiding Principles, which are as follows:
1. Professionally oversee the Super Bowl LX in a manner that positively highlights the City of Santa Clara and celebrates the rich diversity of Santa Clara’s neighborhoods.
2. Attain reimbursement of all event costs, including public safety (pre- and post-event costs).
3. Ensure direct benefits to the Santa Clara community and Santa Clara businesses.
4. Plan and provide for communication and engagement with residential neighborhoods adjacent to Levi’s Stadium and other venues that will be utilized for large events.
5. Ensure specific benefits to and involvement of Santa Clara youth and adult football programs.
6. Seek revenue generating utilization of the Santa Clara Convention Center and other event and recreation spaces (including college and school facilities) in the City of Santa Clara without any impact to the General Fund.
7. Seek mitigation of City and Stadium Authority financial risks and liabilities.
8. Engage in transparent communication on pre-planning efforts, with periodic progress reports to the City Council, including reports published on the City’s website to promote engagement and awareness for residential neighborhoods adjacent to the Stadium and the City as a whole.
9. Pledge that the Santa Clara City Council, Stadium Authority Board, and City staff will follow the law, act ethically and transparently with the expectation that other parties do the same.
Additionally, Staff and Stadium Authority committed to providing a quarterly Informational Report on planning efforts for 2026 Major Events.
March 5, 2024 Major Events Informational Report Summary City of Santa Clara Page 3 of 11 Printed on 8/23/2024
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Major Events Key Stakeholders - Staff provided information on the stakeholder structure, roles of key stakeholders, and their responsibilities and relationship with the City and Stadium Authority for the 2026 Major Events. Key stakeholders include:
· Bay Area Host Committee (BAHC)
· NFL
· FIFA
· Stadium Authority
· City of Santa Clara
· Forty Niners SC Stadium Company, LLC (StadCo)
· Forty Niners Stadium Manager Company LLC (Stadium Manager) · Regional, state, and federal government partners
Recent and Current City and Stadium Authority Work Efforts Staff’s presentation included updates on recent and current City and Stadium Authority work efforts related to:
· Acquisition of key FWC26 documents
· Negotiations for Assignment and Assumption of FWC26 responsibilities and costs · City infrastructure and resources
· Additional personnel in the special operations division · Stadium capital project oversight
· Information Obtained from Participation in Programs at this Year’s Super Bowl (Super Bowl LVIII in Las Vegas)
· Conferences and meetings with key stakeholders
Planned and Anticipated City and Stadium Authority Work Efforts Staff’s presentation will also describe planned and anticipated City and Stadium Authority work efforts related to:
· Emergency management planning
· Public safety planning
· Negotiation and execution of an Assignment and Assumption Agreement FWC26 and other relevant agreements required
· Negotiation and execution of a League Event Agreement and other relevant agreements required for SBLX
· Community partnerships and outreach
DISCUSSION
FIFA World Cup 2026 - Overview of Current Status
The City and Stadium Authority are currently in active negotiations with BAHC, Stadium Company/Stadium Manager (“Niners Entities”), and FIFA regarding the costs for World Cup events.
BAHC has agreed to reimburse the city for public safety costs, which include eligible planning, training, equipment, and direct event costs, through several agreements, including an Interim Funding Agreement, which was fully executed on August 20, 2024 (attached to this report), and the City of Santa Clara Page 4 of 11 Printed on 8/23/2024
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Assignment and Assumption Agreement and Government Services Agreement, with the details of terms still under negotiation.
The Interim Funding Agreement, which is effective July 1, 2024, and will terminate the earlier of (i) December 31, 2024, or (ii) upon the execution of the Assignment and Assumption Agreement, provides for the reimbursement of City costs for the event planning work conducted by the BAHC for the FIFA World Cup. This is a limited-time arrangement to ensure that the City costs have been covered as we finalize an Assignment and Assumption Agreement and the Government Services Agreement for the event.
The Interim Funding Agreement stipulates that BAHC shall reimburse the City for expenses related to the Event Planning Work, which expenses shall include police, fire, and public works staffing costs and expenses associated with the planning, coordination, and preparation of FIFA World Cup 2026 from the Effective Date (collectively, the “Eligible Costs”). The maximum amount of Eligible Costs to be paid by BAHC to the City under the terms of this Agreement is One Hundred Fifty-Two Thousand Five Hundred Dollars ($150,000).
In budgeting for the Event Planning Work, the City has developed an initial estimated allocation of staff costs into categories (“Initial Estimated Cost Allocation”). This Initial Estimated Cost Allocation is attached to this report (see Interim Funding Agreement - Exhibit A). The City shall track the amount of Eligible Costs actually incurred in relation to the Initial Estimated Cost Allocation and shall provide BAHC with written reports of expenditures against the Initial Estimated Cost Allocation together with a summary of activities undertaken.
Eligible Costs, including staff time, will be tracked from July 1, 2024 until the conclusion of the FWC26 and SBLX events in 2026 through a series of new payroll codes that codify planning, training, and direct event costs. Staff updated CMD Number 136 entitled “Stadium-related Time Reporting and Reimbursement for City Services”, Attachment 2, to include this new time reporting process.
With respect to tracking staff time prior to July 1, 2024, (“Pre-Interim Funding Agreement Costs”), City and Stadium Authority staff reclassified general Stadium Authority-related staff time into specific FWC26 and SBLX-related staff time that was spent on those activities, dating back to May 22, 2023, and through June 30, 2024, by month, and by staff member.
There were approximately 1,330 staff hours spent during the timeframe of May 22, 2023, and through June 30, 2024 for Major Events, which represents a total cost of approximately $328,281:
· 743 hours were spent on SBLX activities, which represents $187,265 · 584 hours were spent on FWC26 activities, which represents $141,017 When reducing the hours/costs for City personnel already budgeted to work on Stadium oversight and management within the Stadium Authority’s Annual Budget, the costs Pre-Interim Funding Agreement Costs during the timeframe of May 22, 2023, and through June 30, 2024, for Major Events are reduced to approximately $150,000.
City and Stadium Authority are in active negotiations with BAHC to determine the reimbursement amount for the Pre-Interim Funding Agreement Costs during this timeframe.
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In addition to the negotiation of agreements and timekeeping activities, City and Stadium Authority have conducted Emergency management planning, Public safety planning and City permitting activities to ensure readiness and resiliency. City and Stadium Authority have also attended FIFA-led working group planning meetings where representatives from all the FWC host cities exchange planning progress updates, share best practices, and discuss challenges.
Super Bowl LX - Overview of Current Status
As previously stated, Super Bowl LX is an NFL-event that will be managed and operated by the Niners entities. Section 4.5.1 of the Stadium Lease grants the Niners Entities the sole and exclusive right to host and exhibit professional football games in the Stadium, including the Super Bowl.
Staff and Stadium Authority have prepared and sent the BAHC an initial term sheet for the League Event Agreement to the BAHC for review and comment. The League Event Agreement will address the reimbursement of the City’s costs for the planning and deployment efforts to support these events.
Listed below is an itemized summary of the recent and Current City and Stadium Authority Work Efforts - for FWC26 and SBLX
· Fully executed Interim Funding Agreement with BAHC (August 2024) - The Interim Funding Agreement provides for the reimbursement of City costs for the event planning work for FWC26. This is a limited time arrangement to ensure that the City costs have been covered as we finalize an Assignment and Assumption Agreement and the Government Services Agreement for the event.
· Updated City Manager’s Directive (CMD) 136: Stadium-related Time Reporting and Reimbursement for City Services (“CMD 136”), and updated Stadium payroll codes sent to staff (August 2024) - The purpose of the CMD is to provide updated Stadium payroll codes for staff who have worked on FWC26 and SBLX-related activities to ensure proper timekeeping.
As background, Measure J prohibits using City funds for Stadium Authority costs, including operating and maintenance expenses. CMD 136 outlines staff’s timekeeping responsibility and City-wide reimbursement procedures to ensure full cost recovery and accurate reporting of City services provided to the San Francisco Forty Niners entities, Stadium Authority, or otherwise in support of Levi’s Stadium. CMD 136 has been updated to provide additional clarification of City services that should be tracked and reported and is attached for reference. · Levi’s Stadium Bowl Modifications Meeting and Status (August 2024) - City and Stadium Authority representatives met with representatives from BAHC and Niner’s Entities to discuss the status of FIFA capital projects at Levi’s Stadium, including the modification to the inner bowl, specifically Quadrants A, B, C and D. These modifications are required by FIFA to allow for an expanded field “pitch” area as required by FIFA. The field regulations cover more than just the size and layout of a pitch. It also takes into account various other components such as area and line markings, goal post dimensions, and other elements that make up the playing City of Santa Clara Page 6 of 11 Printed on 8/23/2024
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environment. Niners entities have submitted a permit for the bowl modifications, which will remove 3 rows of general seating (Quadrants C and D) and a full row of ADA seating (Quadrants A and B), which will be moved to a slighter higher position in the same general section. Importantly, the sections will be replaced with demountable steel structures that can be removed and reinstalled, allowing for greater flexibility for future events. During the FWC26 matches, the bowl modifications will result in a net gain of 4 wheelchair and 4 companion ADA seats, while the total seat count will be reduced by 527 seats, to 27,685 seats. The target date for construction of all CIP projects at Levi’s stadium, including the bowl modifications, is slated to begin in late January, 2025. Importantly, the costs of the bowl modifications will be fully reimbursed by the BAHC.
o The size and layout of a FIFA-approved soccer field must meet certain specifications in order to ensure fair competition between teams.
o The overall length should measure between 100 yards (90 m) and 130 yards (120 m), while the width should fall somewhere between 50 yards (45 m) and 100 yards (90 m). international Quadrants A and B, located in the NE and NW section of the lower bowl will be demolished and replaced with demountable structures that can be removed and reinstalled, allowing for greater seating flexibility.
· SBLX/FWC Emergency Management Planning update was provided to the Emergency Operational Area Council (“EOAC”) (August 2024) - The Emergency Operational Area Council is a council made up of Operational Area elected officials, executives, and public safety leaders which receives reports on past and future threats, hazards, and special events and prioritizes grant funding for Operational Area emergency management projects. Councilwoman Karen Hardy and Fire Chief Ruben Torres currently sit on the EOAC as two of the over a dozen multi-jurisdictional council members.
· City representatives from the Office of Emergency Services and the City Manager’s Office attended the annual 2024 National Homeland Security Conference, which was held in Miami Beach at the Miami Convention Center (July 2024) - Staff attended many seminars on public safety best practices relating to large event lessons learned from Tampa Florida public safety practitioners, Victim Assistance Center management, AI use in Emergency Management, and other informative seminars. Additionally, the FIFA Safety and Security North American offices and their lead planners hosted a 2026 FWC Host City planning meeting and a large seminar on the planning efforts. City of Santa Clara, City and County of San Francisco, and City of San Jose representatives attended both of these meetings to represent the San Francisco Bay Area FWC planning effort. Additionally, City of Santa Clara reps met with Bay Area Urban Area Security Initiative (“UASI”) executive staff to discuss City public safety planning, training, exercise, and grant funding priorities. Lastly, the City Manager’s Office representative attended City of Santa Clara Page 7 of 11 Printed on 8/23/2024
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and received a certification for a Senior Officials Incident Management course. · Office of Emergency Services (“OES”) assisted in the leadership of an Operational Area Emergency Management FWC26/SBLX Kickoff Meeting (July 2024) - This was done in partnership with Santa Clara County and several regional emergency management partners, such as the San Francisco Department of Emergency Management, the National Weather Service, Pacifica Gas and Electric, the County Mutual Aid Coordinators from the Sheriff’s Office, the County Fire Department, County EMS, and the various City Emergency Managers.
This meeting was a kickoff meeting for the respective Super Bowl Emergency Management and FWC Emergency Preparedness planning focus groups. An overview of Super Bowl 50 (hosted on February 7, 2016 at Levi’s Stadium) planning and operational timelines and structures, and a comparison with expected planning timelines and operational process for Super Bowl LX and FIFA World Cup were discussed, as well as general roles and responsibilities.
· National Center for Sports Safety and Security Conference (July 2024) - In July 2024, members of the PD Special Operations Division attended the Annual National Center for Spectator Sports Safety and Security (NCS4) Conference. NCS4 is the premier US academic organization for sports venue safety and security research and training. The conference included a presentation from FIFA’s Chief Safety and Security Officer, as well as a session regarding FWC26 planning and preparation. The conference included numerous other training modules regarding major event public safety planning and operations. · Police Department SBLX/FWC26 Planning Committee (July 2024) - Members of PD staff were identified to be temporarily assigned to the Special Operations Division through July 2026 to support planning and operational needs for SBLX/FWC26. An internal kickoff meeting was also held in which working group/subcommittee leads were identified and provided an overview of their roles and responsibilities.
· Annual NFL Safety and Security Conference (May 2024) - Members of the PD Special Operations Division attended the Annual NFL Safety and Security Conference. The conference included various training modules, but also collaboration opportunities with NFL administrative and security leads, including those responsible for Super Bowl LX planning and operations.
· Human Trafficking Conference (May 2024) - Members of PD staff attended the annual Human Trafficking conference. This topic is an important recurring public safety consideration, but will be a particular focus area for SBLX/FWC26. The conference included numerous training modules and strategy discussions to combat human trafficking.
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· City OES and Dispatch Center representatives attended the DHS Dallas FWC Host City Emergency Communications Symposium (May 2024) - At this event, tactical radio communications, Operations Center communication and coordination strategies, and cybersecurity best practices, plans, and DHS expectations were discussed and presented.
This planning effort will help to ensure that a common method of strategic and tactical coordination and communication will occur amongst all of the 2026 FWC host cities. · Super Bowl LX Master Planning Session (April 2024) - Representatives from the NFL and NFL -related agencies and vendors hosted a SBLX Master Planning Session at Levi’s Stadium with key stakeholders, including Staff from CMO, PD and PW, Bay Area Host Committee, and Niners Entities. This meeting was a highly collaborative planning session/workshop to explore security perimeter, hospitality, media, ride share and other SBLX-related initiatives that require logistics planning and coordination with the City, Stadium Authority, Niners Entities, BAHC, the NFL and NFL agencies and vendors.
· City OES in collaboration with the Department of Homeland Security (DHS) hosted a Cybersecurity Tabletop Exercise (TTX) at the City Emergency Operations Center (April 2024) - Senior staff from every city department were in attendance in addition to representatives from the County, the Northern California Regional Intelligence Center (NCRIC), the State Cybersecurity Division, DHS Cybersecurity reps, the Federal Bureau of Investigation (FBI), and the Secret Service. The scenario for the exercise was that the city, in the lead-up to hosting its large 2026 events, was targeted for a Cybersecurity attack, and a full day of discussion on preparedness, mitigation, response, and recovery measures from a city-wide and regional perspective was had. Additionally, critical relationships were established between critical partners, which will be leveraged during our 2026 events. Lastly, this event kicked off the process of identifying critical city staff for EOC training and familiarization for any future EOC activation, inclusive of the impending 2026 events. · Federal Assistance - As part of the federal Special Event Assessment Rating (SEAR) Rating and NSSE rating process, the Department of Homeland Security Cybersecurity and Infrastructure Security Agency (DHS CISA) conducts specialized mandatory critical infrastructure assessments on key facilities and infrastructure related to the stadium and City, inclusive of Silicon Valley Power (SVP) and City Water and Sewer Department infrastructure and other stadium-neighboring facilities. These assessments have begun with City SVP and Water/Sewer utilities and will progress over the coming months. Access to these assessments requires a federal clearance rating.
· Selection/Assignment of Staff for FIFA Planning - Key city staff and regional public safety partners have been identified and assigned to FWC and Super Bowl planning focus areas as leads and have begun attending FIFA-led working group planning meetings where City of Santa Clara Page 9 of 11 Printed on 8/23/2024
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representatives from all of the FWC host cities exchange planning progress updates, share best practices, and discuss challenges.
· BAHC Assignment Negotiations - On-going negotiations for Assignment and Assumption of FWC26 responsibilities and costs which will be further addressed in a Government Services Agreement.
· SBLX Government Services Agreement Negotiations - On-going negotiations for a League Event Agreement and other relevant agreements required for SBLX. · Bloomberg Harvard City Leadership Initiative - The City of Santa Clara and Mayor Lisa Gillmor have been selected to participate in the 2024-25 Bloomberg Harvard City Leadership Initiative <https://cityleadership.harvard.edu/>. The Bloomberg Harvard City Leadership Initiative aims to equip mayors and senior city officials to tackle complex challenges in their cities and improve the quality of life of their residents. As a part of the City’s participation, mayors select key priority areas of focus. Mayor Gillmor has identified community engagement, transparency, and accountability related to the 20126 major events. Specifically, in 2026, Santa Clara will host Super Bowl LX as well as six matches as part of the FIFA Men’s World Cup. As the center of what’s possible, Santa Clara needs to collaborate with the community and other key stakeholders in a transparent manner that ensures that voices are heard and that the 2026 major events benefit the community to the greatest extent possible.
Mayor Lisa Gillmor, Assistant City Attorney Elizabeth Klotz, and City Manager Jovan Grogan are representing Santa Clara in the Bloomberg Harvard City Leadership Initiative. Over the next few weeks, we will work to define and roll out initiatives related to the key priority topic.
Planned and Anticipated City and Stadium Authority Work Efforts - FWC26 and SBLX · Emergency management planning
· Public safety planning
· FIFA-led Permit meeting - September 4, 2024
· City infrastructure and resources
· Stadium capital project oversight
· Execution of an Assignment and Assumption Agreement for FWC26 and other relevant agreements
· Execution of a League Event Agreement for SBLX and other relevant agreements · Community partnerships and outreach
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a City of Santa Clara Page 10 of 11 Printed on 8/23/2024
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governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no fiscal impact associated with this item other than administrative staff time.
COORDINATION
This report was coordinated between the Executive Director and Stadium Authority Counsel’s Offices.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Note and file the informational report on FWC26 and Super Bowl LX updates.
Reviewed by: Chuck Baker, Assistant City Manager
Approved by: Jovan D. Grogan, Executive Director
ATTACHMENTS
1. Interim Funding Agreement for World Cup Planning between the Bay Area Host Committee and the City of Santa Clara
2. CMD 136 - Stadium and Special Event Time Reporting and Reimbursement for City Services City of Santa Clara Page 11 of 11 Printed on 8/23/2024
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Execution Version
1 BACH/CSC Interim Funding Agreement
INTERIM FUNDING AGREEMENT
FOR FIFA PLANNING AND PREPARATION ACTIVITIES
PREAMBLE
This Interim Funding Agreement (“Agreement”) is dated as of July 1, 2024 (“Effective Date”) and is entered into by and between Bay Area Host Committee, a California 501(c)(6) nonprofit corporation (“BAHC”), and the City of Santa Clara, California, a chartered California municipal corporation (“City”). City and BAHC may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”
RECITALS
A. On January 17, 2018, ManCo entered into that certain Stadium Agreement by and among United States Soccer Federation, Inc. (“USSF”) and StadCo, as addended by that certain Addendum to Hosting Agreements by and among Federation Internationale de Football Association (“FIFA”), StadCo and BAHC, entered into by ManCo and BAHC as of June 13, 2022 (together with any annexes, exhibits, and schedules thereto and any related future agreements, amendments and addendums, the “Stadium Agreement”).
B. In preparation for FIFA World Cup 2026 that will be hosted in Santa Clara at Levi’s Stadium, the City will be collaborating with BAHC and providing public safety planning, coordination, and preparation services for the FIFA World Cup 2026 (“Event Planning Work”).
C. BAHC is responsible for the overall coordination and planning of FIFA World Cup 2026.
D. The City’s provision of Event Planning Work will require the City to incur City labor costs, travel costs and other out of pocket expenses (“Event Planning Costs”).
E. It is the Parties’ intention to enter into one or more agreements for FIFA World Cup 2026 which will address future costs for Event Planning Work beyond the term of this agreement, other event planning, training and preparation services, actual event support services, and such other terms and conditions as may be mutually agreed to by the Parties. However, in advance of the documentation and execution of any such agreement(s), and in the interests of collaboration with the City on necessary event planning activities, BAHC has agreed to reimburse the City for certain “Eligible Costs” (defined below) to be incurred by the City in connection with the Event Planning Work, on the terms set forth herein. The Parties agree that this is a limited time arrangement and should not be construed as authority or precedent for any requests by the City for cost reimbursement beyond the term of this Agreement.
NOW THEREFORE, In consideration of the recitals and mutual promises contained herein, the Parties agree as follows:
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AGREEMENT PROVISIONS
1. PURPOSE OF AGREEMENT
The purpose of this Agreement is to provide for payment by BAHC of all Eligible Costs (as defined below) directly incurred by the City in connection with the provision of Event Planning Work for FIFA World Cup 2026.
2. REIMBURSEMENT OBLIGATION
2.1. Subject to the terms set forth herein, BAHC shall reimburse the City for expenses related to the Event Planning Work, which expenses shall include police, fire and public works staffing costs and expenses associated with the planning, coordination, and preparation of FIFA World Cup 2026 from the Effective Date (collectively, the “Eligible Costs”). The maximum amount of Eligible Costs to be paid by BAHC to the City under the terms of this Agreement is One Hundred Fifty Thousand Dollars ($150,000) (“Interim Agreement Maximum Payment”).
2.2. In budgeting for the Event Planning Work, the City has developed an initial estimated allocation of staff costs into categories (“Initial Estimated Cost Allocation”). This Initial Estimated Cost Allocation is attached hereto as Exhibit A. The City shall track the amount of Eligible Costs actually incurred in relation to the Initial Estimated Cost Allocation and shall provide BAHC with written reports of expenditures against the Initial Estimated Cost Allocation together with a summary of activities undertaken monthly in accordance with the procedure set forth below in Section 3.
2.3. The Parties agree that, absent a written amendment to this Agreement, in no event shall the maximum reimbursement amount for Eligible Costs payable to the City under the terms of this Agreement exceed the Interim Agreement Maximum Payment set forth in Section 2.1 above.
2.4. Any potential reimbursement of expenses associated with training, travel and/or capital costs must be approved by BAHC in advance of the expenditure of any funds. City shall provide BAHC with a summary of anticipated costs, explanation of need and if for travel, personnel assigned.
2.5. The Parties agree to have their respective designated representatives meet and confer from time to time in order to ensure that all necessary Event Planning Work activities are being conducted to assure that all applicable FIFA, federal, state and local public safety requirements are being met, while also proper consideration is being given to fair and appropriate allocation of costs and efficient resource management.
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3. REIMBURSEMENT OF ELIGIBLE COSTS
Eligible Costs shall be reimbursed as follows:
a) Subject to the City’s satisfaction of the conditions to reimbursement set forth herein, BAHC shall authorize the reimbursement of Eligible Costs on a monthly basis.
b) City shall submit a “Reimbursement Request” to BAHC for the Eligible Costs incurred each month in the form attached hereto as Exhibit B. c) Each Reimbursement Request shall include an invoice detailing the requested reimbursement amount and a description of the work by category as set forth on Exhibit B. Submittals should also include, reasonable supporting documentation (i.e., timecard reports by position, actual receipts, statements, proof of purchase, and invoices showing that payment was made) evidencing the Eligible Costs expended by the City for Event Planning Work.
d) Upon receipt of the Reimbursement Request, BAHC shall have ten (10) days to review and confirm such request contains all relevant and required supporting documentation for Eligible Costs. If BAHC reasonably determines that any information or documentation is missing or incomplete, BAHC shall notify City and City shall agree to work in good faith to provide BAHC with the requested information within five (5) days of receipt of such request. Such Reimbursement Request shall be deemed to be “complete” when BAHC has received the reasonably requested information needed to review the Reimbursement Request (the “Completed Reimbursement Request”).
e) BAHC shall: (1) within fifteen (15) days after receipt of the Completed Reimbursement Request, inform the City of the amount approved per the Reimbursement Request and, in the event the full amount has not been approved, confirm the amount of the Reimbursement Request that has not been approved, and (2) within sixty (60) days thereafter, submit payment to the City in the form of a check or wire transfer (as City may specify) the full amount requested, less any disputed amount. In the event BAHC reasonably disputes any portion of the Reimbursement Request, BAHC and City agree to meet and confer in good faith to resolve the dispute. f) Reserved.
4. TERM; TERMINATION OF AGREEMENT
4.1 This Agreement shall terminate the earlier of (i) December 31, 2024, or (ii) upon the execution of the Assignment and Assumption Agreement, unless terminated earlier per Section 4.2 below.
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4.2 Either Party may terminate this Agreement without cause by submitting electronic or written notice to other party (“Notice of Termination”), which notice shall be labeled as “Notice of Termination” and clearly communicate such Party’s intent to terminate the Agreement. The Notice of Termination shall become effective five (5) business days after such notice is sent (“Termination Date”).
BAHC shall have no obligation to pay any Eligible Costs incurred on or after the Termination Date but shall remain responsible for any Eligible Costs incurred prior to the Termination Date. Any remaining Eligible Costs incurred prior to the Termination Date shall be processed in accordance with the procedure set forth above in Section 3.
4.3 In the event of termination of this Agreement, the City shall prepare a statement of all Eligible Costs (with reasonable supporting documentation (as described above) incurred by the City. BAHC will only reimburse the City for any Eligible Costs incurred prior to the Termination Date.
5. AMENDMENT
5.1 This Agreement may only be amended in a writing signed by all Parties.
The City and BAHC acknowledge and agree that subsequent parties may be added to this Agreement by way of amendment to establish such subsequent parties’ responsibility for their proportional share of Eligible Costs.
5.2 Within ten (10) days following the City’s submittal of a Reimbursement Request that exceed One Hundred Twenty-Five Thousand Dollars ($125,000) (the “Threshold Amount”) in the aggregate amount of reimbursement requested hereunder, the City shall submit a written request for the Parties agree to meet and confer on the terms for possible increase of the Interim Agreement Maximum Payment Amount. The foregoing requirement shall not apply in the event the Parties have agreed to a more permanent agreement for BAHC reimbursement of City costs at the time the Threshold Amount has been reached.
6. INTEGRATED DOCUMENT
This Agreement represents the entire agreement between the City and BAHC.
No other understanding, agreements, conversations, or otherwise, with any representative of any Party prior to execution of this Agreement shall affect or modify any of the terms or obligations of this Agreement. Any verbal agreement shall be considered unofficial information and is not binding upon any Party.
7. SEVERABILITY CLAUSE
In case any one or more of the provisions in this Agreement shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions, which shall remain in full force and effect. .82;:547Ā/7<36893Ā1.*Ā)(')-) ,Ȁ/%"+Ȁ$'#,Ȁ,+!&Ȁ,0%!((#.-,/- Execution Version
5 BACH/CSC Interim Funding Agreement
8. WAIVER
Waiver of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement.
9. NOTICES
All notices to the Parties shall, unless otherwise requested in writing, be sent to the City addressed as follows:
City of Santa Clara
Attention:
Chuck Baker, Assistant City Manager
1500 Warburton Avenue
Santa Clara, California 95050
or by facsimile at (408) 247-9857
Attention:
Chuck Baker, Assistant City Manager ([email protected]) Elizabeth Koltz, Assistant City Attorney ([email protected]) to BAHC addressed as follows:
Bay Area Host Committee
444 Castro Street, Suite 150
Mountain View, CA 94041
Attention:
Zaileen Janmohamed ([email protected])
Ruth Shikada ([email protected])
With copy to:
Attention:
Robert A. Weikert ([email protected])
Sonia A. Nayak ([email protected])
Matthew Richards ([email protected])
If notice is sent via facsimile, a signed, hard copy of the material shall also be mailed. The workday the facsimile was sent shall control the date notice was deemed given if there is a facsimile machine generated document on the date of transmission. A facsimile transmitted after 1:00 p.m. on a Friday shall be deemed to have been transmitted on the following Monday.
10. CAPTIONS
The captions of the various sections, paragraphs and subparagraphs of this Agreement are for convenience only and shall not be considered or referred to in resolving questions of interpretation.
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11. LAW GOVERNING CONTRACT AND VENUE
This Agreement shall be governed and construed in accordance with the statutes and laws of the State of California. The venue of any suit filed by any Party shall be vested in the state courts of the County of Santa Clara, or if appropriate, in the United States District Court, Northern District of California, San Jose, California.
12. COUNTERPARTS AND SIGNATURES
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but both of which shall constitute one and the same instrument, and the Parties agree that signatures on this Agreement, including those transmitted by facsimile, shall be sufficient to bind the Parties.
The Parties acknowledge and accept the terms and conditions of this Agreement as evidenced by the following signatures of their duly authorized representatives. The Effective Date is the date that the final signatory executes the Agreement. It is the intent of the Parties that this Agreement shall become operative on the Effective Date. [Signatures on following pages]
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IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed by their respective duly authorized signatories effective as of the Effective Date.
BAY AREA HOST COMMITTEE
a California 501(c)(6) nonprofit corporation
_______________________________
Zaileen Janmohamed
President & CEO
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
JŌVAN D. GROGAN
City Manager
APPROVED AS TO FORM:
_________________________
GLEN R. GOOGINS
City Attorney
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EXHIBIT A
INITIAL ESTIMATED COST ALLOCATION
Eligible Cost
Category
Total Costs
Fire (13%) $ 19,500
Police (69.5%) $ 104,250
Public Works (17.5%) $ 26,250
Grand Total $ 150,000
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EXHIBIT B
REIMBURSEMENT REQUEST
Pursuant to that certain Interim Funding Agreement dated effective as of July 1, 2024, City hereby requests BAHC to reimbursement the Eligible Costs set forth below:
REQUEST
DATE
REIMBURSEMENT
REQUEST AMOUNT
AMOUNT PREVIOUSLY
FUNDED
BALANCE
REMAINING
(CAP AT
$150,000K)
ELIGIBLE COST CATEGORY AMOUNT
REQUESTED
NOTES
Staff Time
Police/Fire/Public Works
-- Planning: Administration (not
recruiting)
-- Planning: Large Scale Meetings
with Outside
Agencies/Stakeholders
-- Planning: Recruiting & Hiring -- N/A for IFA
-- Planning: Community Relations
and PIO/Communications
-- N/A for IFA
-- Planning: Operations - Interior
(e.g., Tactical, Explosive, Escorts,
Civil Disobedience)
-- Planning: Operations - Exterior
(e.g., Multiagency Staffing,
Credentialing, Interoperability)
-- Planning: Operations – Federal,
State, & Other Agencies (e.g.,
Intelligence, Cyber, Aviation,
Human Trafficking)
-- Planning: Traffic &
Transportation
-- Planning: Fire Operations (e.g.,
EMS/Medical, Emergency
Management, HazMat, Public
Health, Fire Prevention)
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-- Training and Conferences
Other Reimbursables:
TOTAL $
Attached hereto is the backup, detail and support required per Section 3(c) of the Agreement. For staff time, back up detail shall include the following: (a) [name and] title of staff member; (b) date(s) work performed; and (c) hours worked (recorded in .25 of an hour/15 minute increments).
City:
By: _______________________
Name: _______________________
Title: _______________________
.82;:547Ā/7<36893Ā1.*Ā)(')-) ,Ȁ/%"+Ȁ$'#,Ȁ,+!&Ȁ,0%!((#.-,/- City Manager’s Directive 136
Stadium-Related Time Reporting and Reimbursement
for City Services
DATE: August 22, 2024 CMD 136 Page 1 of 6
CANCELS: November 17, 2016
POLICY Stadium-Related Time Reporting and Reimbursement for City Services PURPOSE The purpose of this Directive is to establish standards for the City-wide application of Levi’s Stadium (Stadium) reimbursement procedures to ensure full cost recovery and accurate reporting of City services provided to the San Francisco Forty Niners entities, including Stadium Management LLC (Stadium Manager) and Forty Niners SC Stadium Company LLC (StadCo), Santa Clara Stadium Authority (Stadium Authority), or otherwise in support of the Stadium.
Measure J prohibits the expenditure of City funds to cover Stadium Authority-related costs, including operating and maintenance expenses of the Stadium (Santa Clara City Code Section 17.20.20(j)). As such, if City staff provides services to support Stadium events, Stadium Authority administration, or Stadium-related maintenance and operations, then the value of such services must be reimbursed to the City.
Levi’s Stadium opened in August 2014 for the 2014 NFL football season.
The Stadium holds approximately ten NFL home games, multiple largescale (20,000+ attendees) ticketed Non-NFL events, and many smallscale non-ticketed Non-NFL events each year (such as corporate parties).
Unless staff is instructed otherwise by the City Manager, all City services, including public safety, provided to either entities of the San Francisco Forty Niners, or to the Stadium Authority, or otherwise in support of Levi’s Stadium, shall be tracked, charged, and reimbursed consistent with Santa Clara City Code, City and Stadium Authority actions, Agreements, and this policy. A key exception to the required timekeeping is staff time spent on Levi’s Stadium for which reimbursement is provided through payment of a set fee, such as permitting.
Time codes are available from the Finance Department and departmental timekeepers. It is the responsibility of each employee providing such services to code their time appropriately using payroll codes provided by the Finance Department such that the proper expenses can be billed to the appropriate entity. Non-hourly/exempt employees that work more than 8 hours in a day should code their time proportionately to where they spent it, using 8 hours as the maximum. It is the responsibility of Department Heads to exercise diligence and foresight as is necessary to review the departmental expenditures to ensure that employees are properly coding their time so that the City can be reimbursed for appropriate Stadium-related expenses.
CMD 136: Stadium-Related Time Reporting and
Reimbursement for City Services
DATE: August 22, 2024 CMD 136 Page 2 of 6
CANCELS: November 17, 2016
As it relates to public safety and any direct Stadium event costs, those City provided activities include, but are not limited to, the following:
• Stadium Event planning, research, coordination, and preparation. • Administrative functions directly related to events including sign ups and timekeeping.
• Coordination and communication with the Stadium Manager, StadCo, and other entities necessary to implement events. • Participation in Stadium-related pre/post-event briefings and inspections that are not already compensated through payment of inspection fees.
• Development and review of event reports and all public safety and traffic documents.
• Event-day deployment of public safety personnel and other City services, including all staff time providing direct services at the Stadium for activities immediately preceding an event and postevent activities. Arrests, enforcement, issuance of citations, fire and emergency medical services, moving equipment to and from the Stadium before and after events, building and taking down infrastructure before and after events, and cleaning up around the Stadium after events. Policing activities such as investigations and arrests taking place after the conclusion of an event shall be considered Stadium-related while in the investigatory phase of the case, or when they occur in the course of a deployment reflected on the Event Action Plan, Transportation Management and Operations Plan (TMOP), Stadium Operation & Maintenance Plan (SOMP), Parking Plans, or Public Safety Plan. Policing activities such as court appearances or meetings with the District Attorney’s Office taking place after the conclusion of an event shall not be Stadium related if they occur after the District Attorney’s Office has determined that it will take action.
• Required participation by public safety personnel in Stadiumrelated litigation matters. • Public safety time spent hiring and processing new Stadium Authority and Stadium-assigned employees including, but not limited to, Special Event Officers, Traffic Control Officers, and Stadium Per Diem Dispatchers.
• Stadium specific personnel training and support.
As it relates to general and administrative time, those City provided activities include, but are not limited to, the following:
CMD 136: Stadium-Related Time Reporting and
Reimbursement for City Services
DATE: August 22, 2024 CMD 136 Page 3 of 6
CANCELS: November 17, 2016
• Review and discussion of any topics, issues, and documents related to the Stadium Authority/Levi’s Stadium.
• Participation in meetings related to any topics and issues related to the Stadium Authority/Levi’s Stadium, including Stadium Authority Board meetings and meetings with the Stadium Manager or StadCo.
• Administration and implementation of Stadium Authority Board directed initiatives and Stadium Authority projects, including management of consultants performing services for the Stadium Authority or the City related to Levi’s Stadium.
• Responding to inquiries and requests from the Stadium Authority Board/City Council, media, other organizations, Stadium patrons, and/or the public related to the Stadium Authority/Levi’s Stadium. • Preparation of any work product related to the Stadium Authority/Levi’s Stadium, such as the annual budget, Stadium Authority Board meeting agendas and minutes, agenda reports, agreements, presentations, Request for Proposals, financial, public safety, parking and traffic documents, etc.
• Negotiations and legal and litigation-related support for matters involving the Stadium Authority/Levi’s Stadium.
• Management of Stadium Authority and Stadium-related records. • Procurement of Stadium Authority-funded capital expenditures, equipment, supplies, and services.
• Human Resources time spent hiring and processing new Stadium Authority and Stadium-assigned employees.
• Coordination and communication between the Stadium Authority and Stadium Manager, StadCo, and other entities.
• Community outreach and engagement efforts related to the Stadium Authority/Levi’s Stadium.
For purposes of timekeeping, all overtime shall be submitted on a paid basis. No compensatory-time-off shall be granted for the work performed.
This is to facilitate compliance with Measure J and the full reimbursement of costs associated with events or the Stadium Authority at the rate applicable at the time the work was performed.
It should be noted that the guidelines provided shall also be considered for budget development purposes. It is important for all City staff to review and project future Stadium Authority activities to the extent possible.
CMD 136: Stadium-Related Time Reporting and
Reimbursement for City Services
DATE: August 22, 2024 CMD 136 Page 4 of 6
CANCELS: November 17, 2016
As stated above, a notable key exception to the required timekeeping outlined in this CMD is time spent on permits issued to the Stadium Manager and its subcontractors and all related work expected from the usual course of business. Those staffing costs are captured in permit fees and it would be duplicative to track and code that time for reimbursement.
However, any coordination and work efforts related to permit review and issuance above and beyond what is provided in the usual course of business, such as enhanced capital project and permit coordination with the Stadium Manager or enhanced review of potential neighborhood impacts and/or Stadium agreements to determine alignment with permissible activities/projects, should be charged to the appropriate Stadium Authority code.
Responsibility Action
Stadium-Related Expense Tracking and Reimbursement
Finance
Department
1. Provide activity codes to Departments to track time and associated expenses on Stadium-related administration, events, maintenance, and operations.
2. Review existing business processes and reimbursement procedures to analyze labor, public safety contractors and other costs for the Stadium and provide updates as needed to the City Manager’s Office, Timekeepers, and Department Heads.
3. The Finance Department will incorporate the indirect cost rates to apply to all direct City service cost charges to the 49ers entities, Stadium Authority, and any other applicable entities to cover citywide indirect costs and department specific indirect costs.
4. Review and update citywide indirect costs on a regular basis to ensure these rates comply with Measure J.
5. The Finance Department shall prepare reports which identifies actual event-related expenditures as instructed by the City Manager.
Employees 1. Track all time spent on Stadium-related administration, events, maintenance, and operations utilizing the payroll codes provided by CMD 136: Stadium-Related Time Reporting and
Reimbursement for City Services
DATE: August 22, 2024 CMD 136 Page 5 of 6
CANCELS: November 17, 2016
the Finance Department.
2. Charge all Stadium-related event public safety invoices to codes provided by the Finance Department.
3. Seek guidance from department in-house resource or Finance Department when there is any doubt about whether or not time or invoices should be charged to one of these codes.
4. Submit timecards to Timekeepers in a timely manner.
Timekeepers 1. Ensure that timecard(s) provided to department employees include payroll codes for Stadium-related work.
2. Ensure the timely receipt of employee timecards and process within the established pay period timelines.
3. Review employee timekeeping submittals to ensure that the proper payroll codes are utilized.
Supervisors 1. Review and approve timekeeping each period ensuring that employees are accurately coding their time spent on Stadiumrelated activities and that the time accurately reflects the amount of time worked.
Department
Head
1. Designate an employee(s) in the department to serve as in-house resource on Stadium-related timekeeping questions.
2. Review reports provided by the Finance Department to ensure that time spent by employees is accurately reflected. It is also expected that the Department Head analyze the data and trends for different types of events and services to improve operational efficiency and improve service to the public.
City Manager’s
Office
1. Review reports with Department Heads on a regular basis to ensure that time spent by Departments is accurately reflected.
CMD 136: Stadium-Related Time Reporting and
Reimbursement for City Services
DATE: August 22, 2024 CMD 136 Page 6 of 6
CANCELS: November 17, 2016
Santa Clara Stadium Authority Financial Status Report and Bills and Claims
Finance
Department
1. Prepare Stadium Authority Financial Status Report and Stadium Authority Bills and Claims for the City Manager’s review.
City Manager’s
Office
1. Reviews Stadium Authority Financial Status Report and Stadium Authority Bills and Claims and present to the Board respectively on a quarterly and monthly basis.
Attachment: Stadium Payroll Combo Codes as of August 22, 2024 City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-664 Agenda Date: 8/27/2024
REPORT TO COUNCIL
SUBJECT
Action on Recommendations from the Governance and Ethics Committee to Amend Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events")
BACKGROUND
The City Council referred the review and discussion of a policy for speaking at events to the Governance and Ethics Committee. Council Policy 009 (“City Representation at Meetings, Ceremonies & Events”) (Attachment 1) addresses how the City will be officially represented at meetings, ceremonies, or special events by the Mayor and/or City Council.
At the March 4, 2024 Governance and Ethics Committee meeting, staff presented background and information on Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events") for review and discussion by the Committee. As part of the Report to the Committee (Attachment 2), staff provided a benchmark and summary of policies and procedures for ceremonial recognition and event speaking roles across neighboring cities. The benchmark showed standard practices for nearby cities, with Council districts, including the Cities of Campbell, Fremont, San Jose, and Sunnyvale. For all the cities benchmarked, the Mayor is the ceremonial head of the City and the designated speaker.
In some instances, the City Councilmember who represents the district of the event location is also invited to speak and district representatives are always recognized.
The Committee discussed its desire to provide options for City Councilmembers to speak at city events, in addition to the Mayor for City-hosted events. Based on this feedback, staff was directed to return to the Committee with options for further review and discussion on amending Council Policy 009 to include more speaking options for City Councilmembers.
At the June 3, 2024, Governance and Ethics Committee meeting, staff (Attachment 3) presented a recommended approach based on the Committee’s previous guidance.
As part of the recommendations for City hosted events, staff presented options that consisted of two speaking roles including the Mayor as the primary speaker and the addition of a secondary speaker to be determined based on one or more of the following recommended criteria:
1. Councilmember representing the district (geographic location) could be offered the opportunity to speak;
2. Councilmember Rotation of speakers since many events often occur in the same Council district; and/or
3. Special Interest/Expertise - If a City Councilmember serves on a City Committee or Outside Agency Committee or Board which is related to the focus event.
The recommendations were based on various factors that were taken into consideration including:
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· Length of Event: With an audience-driven approach, staff aimed to provide opportunities to plan an engaging event. The development of the event program and speaker run of show should not exceed the length appropriate for the intended audience or the environmental conditions/time of year.
· Speaker(s): Additionally, the goal was to develop a run of show that allows the event program to include partner and community voices in the program as appropriate to the event.
Committee Action
The Committee did not approve the staff recommendation pertaining to the options for two maximum speakers at City events and instead directed staff to forward the below amendments for full Council consideration.
In summary, the alternative option discussed by the Committee would allow all City Councilmembers to be given the opportunity to speak alongside the Mayor at City hosted events, with speaking times determined by staff based on the event program.
More details related to the discussion and the Committee’s recommended action are below.
DISCUSSION
Based on the final direction and recommendations from the Governance and Ethics Committee, staff has prepared an amended draft of Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events") (Attachment 4) with the following proposed revisions for full Council consideration.
Proposed Amendments to Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
1. City Hosted Events: Based on the Committee’s recommendations, the policy will include an option for City Councilmembers to speak at the event.
· Primary Speaker:
a. The Mayor, as presiding officer and the official head of the City for all ceremonial purposes, will be the primary speaker for all City hosted events. b. If the Mayor is unable to attend as a speaker, the option goes to the Vice Mayor to preside and speak as the City’s ceremonial head.
c. As the presiding officer and the official ceremonial head, the Mayor will be allotted more time to speak.
· Secondary Speaker(s):
a. All members of the City Council will be given an option to speak at a City-hosted event.
b. Time Limits: Based on the event, City staff may provide specific time limits to ensure that programs do not surpass the length appropriate for the intended audience.
c. Staff would not be required to provide any scripted remarks for additional City Councilmembers that may speak.
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2. External Events: If staff receives a request for representation for an external event for a speaker, the following protocol shall be observed:
a. The outside entity/agency determines the planning of the event and shall request who represents or speaks from the City of Santa Clara.
b. If not specified, the invitation shall be referred to the Mayor first. c. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor. d. If the Vice Mayor is unable to attend, the invitation shall be referred to City Councilmembers in order of seniority.
e. The City Manager (or a designee) may also be requested to represent the City at an event.
f. The City Council may officially request a City Board or Commission member to represent the City on certain occasions.
At the August 27, 2024 City Council meeting, staff has brought forth recommendations from the Governance and Ethics Committee to amend Council Policy 009 (“City Representation at Meetings, Ceremonies, and Events”) for review and consideration by the full City Council.
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Manager’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the City Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Adopt a resolution approving the amendments to Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) based on recommendations from the Governance and Ethics Committee.
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
2. RTC 24-24 - March 4, 2024 Report to Governance and Ethics Committee
3. RTC 24-439 - June 3, 2024 Report to Governance and Ethics Committee City of Santa Clara Page 3 of 4 Printed on 8/23/2024
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4. Proposed Amended Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) Draft
5. Draft Resolution
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City of Santa Clara
Policy and Procedure Manual
CITY REPRESENTATION AT MEETINGS, CEREMONIES & SPECIAL EVENTS Rev. November 1995 P&P 009 Page 1 of 1
POLICY The City shall be officially represented at meetings, ceremonies, and special events by the Mayor and/or City Council. If the Mayor and/or Council Members are unavailable, then the City Manager (or a City employee assigned by the City Manager in certain situations) will be requested to represent the City. City Board and Commission members may represent the City on certain occasions, provided they have obtained the prior authorization of the City Council.
If an invitation to an event includes a guest, a Council Member may bring along an individual who is not an elected or appointed official or City staff member.
This policy does not apply to informal events where attendance is not related to official City representation.
PROCEDURE 1. Requests for Mayor and/or Council representation at meetings, ceremonies, or special events shall be referred to the Executive Assistant to the Mayor and City Council.
2. Invitations or requests for speakers designated for the Mayor or a particular Council member or members are referred directly to them by the Executive Assistant. If the Executive Assistant receives a request for someone to represent the City at an event or as a speaker, the following protocol shall be observed:
♦ The invitation shall be referred to the Mayor.
♦ If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor.
♦ If the Vice Mayor is also unable to attend, the invitation shall be referred to Council members in order of their seniority on the Council.
♦ The City Manager shall be asked to represent the City at the meeting or event if the Mayor and Council Members are unable to attend.
For certain meetings or events, the City Manager, at his/her discretion, may assign a staff member to attend.
3. Council may officially request a City Board or Commission member to represent the City on certain occasions.
Reference: City Council-approved policy 11/7/95
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-24 Agenda Date: 3/4/2024
REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Review and Discussion on Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) and Council Policy 009 (“City Representation at Meetings, Ceremonies and Special Events”)
BACKGROUND
As part of the 2023 Governance and Ethics Committee (Committee) workplan, Council Policy 020 was scheduled to return to the December 4, 2023 Committee meeting for review. On September 5, 2023, Vice Mayor Anthony Becker brought forth the following written petition request:
“Consideration to normalize and make consistent speaking at public events and in addition, for a policy to include powers for Councilmembers to declare proclamations in their respective districts. While this is not prevented, a narrow interpretation of supported policies often leaves Councilmembers without a channel to address their constituents, even within their own districts. An inclusive policy would allow Councilmembers to address the public regardless of jurisdiction, especially within their representative districts. These interactions would be scheduled or agendize for each event and opportunity and coordinated with event planners, just like multi-jurisdictional events outside of the city. In addition, I would like this policy to also include powers for Councilmembers to declare proclamations in their respective districts.” The written petition was placed on the September 12, 2023 City Council meeting agenda. The City Council voted to bring the written petition to a future City Council meeting agenda for discussion. The item was placed on the agenda for the December 12, 2023 City Council meeting and the City Council voted to refer this item back to a Governance and Ethics Committee meeting. At this March 4, 2024 Governance and Ethics Committee meeting, staff will bring forward the current policies and background information for Committee review and discussion.
DISCUSSION
Ceremonial Recognition:
Proclamations were originally included in the policy and procedure manual established by City Council direction in 1989. On January 26, 2021, Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) (Attachment 1) was revised to include the addition of commendations and certificates of recognition. In accordance with the policy, a copy of the proclamations and commendations distributed in 2023 is recorded in an annual list (Attachment 2).
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special occasions through the issuance of proclamations, commendations, or certificates of recognition.
Council Policy 020 outlines the current procedure:
(1) All proclamations, commendations, and certificates of recognition are ceremonial documents and shall be made at the sole discretion of the Mayor.
a. Proclamations are issued to give special recognition to issues, actions, and/or programs of significance and to honor special periods of observance (e.g., days, weeks, or months), civic celebrations, or community, regional, state, or national occasions.
b. Commendations are issued to individuals, groups, organizations, or businesses with a connection to the City for milestones or major achievements that have community-wide significance.
c. Certificates of Recognition are issued to individuals, groups, organizations, or businesses with a connection to the City for individual or group achievement, exceptional contributions to the Santa Clara community, or commemorative events or occasions.
As a benchmark, staff reviewed policies and procedures in place for neighboring cities. The following list include current practices of other cities:
Jurisdiction Approval Process Document Bears
Signature
Council
Districts
City of Campbell The Mayor is designated to authorize
proclamations. City Councilmembers
make their requests to the Mayor.
Mayor 5
City of Cupertino The Mayor is designated to authorize
proclamations and certificates of
appreciation. City Councilmembers
make their requests to the Mayor.
Mayor None
City of Fremont The Mayor is designated to authorize
ceremonial resolutions, proclamations,
certificates of recognition or
appreciation. City Councilmembers
make their requests to the Mayor.
Mayor 6
City of Milpitas The Mayor is designated to authorize
Proclamations and Commendations. City
Councilmembers make their requests to
the Mayor.
Mayor None
City of Palo Alto The Mayor is designated to authorize
Proclamations, Commendations and
Certificates of Recognition. City
Councilmembers make their requests to
the Mayor.
Mayor None
City of San Jose Proclamations and Commendations
requests are made through the agenda
services manager and approved by the
Mayor.
Mayor, City
Councilmembers, and
City Clerk
10 City of Sunnyvale The Mayor is designated to authorize Proclamations, Commendations and
Certificates of Recognition. City
Councilmembers make their requests to
The Mayor shall
determine whether a
proclamation is signed
by only the Mayor, or
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the Mayor.
City of Palo Alto The Mayor is designated to authorize
Proclamations, Commendations and
Certificates of Recognition. City
Councilmembers make their requests to
the Mayor.
Mayor None
City of San Jose Proclamations and Commendations
requests are made through the agenda
services manager and approved by the
Mayor.
Mayor, City
Councilmembers, and
City Clerk
10 City of Sunnyvale The Mayor is designated to authorize Proclamations, Commendations and
Certificates of Recognition. City
Councilmembers make their requests to
the Mayor.
The Mayor shall
determine whether a
proclamation is signed
by only the Mayor, or
by the entire City
Council.
6 Speaking at Events:
As background, Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) (Attachment 3) was established on November 7, 1995. Policy 009 addresses how invitations and requests for Mayor and/or Council representation at meetings, ceremonies, or special events are processed.
Council Policy 009 outlines the current procedure:
1) The City shall be officially represented at meetings, ceremonies, and special events by the Mayor and/or City Council.
2) If staff receives a request for representation of the City at an event or as a speaker, the following protocol is observed:
a. The invitation shall be referred to the Mayor.
b. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor. c. If the Vice Mayor is unable to attend, the invitation shall be referred to Councilmembers in order of seniority.
d. The City Manager (or a designee) shall be requested to represent if the Mayor and Council are not available.
3) The City Council may officially request a City Board or Commission member to represent the City on certain occasions.
As a benchmark, staff reviewed policies and procedures in place for neighboring cities with Council districts. The following list include current practices:
Jurisdiction Policy Council
Districts
City of Campbell The Mayor is the ceremonial head of the City and the designated speaker. District representatives are always recognized.
5 City of Fremont The Mayor is the ceremonial head of the City and the designated speaker. The Vice Mayor serves if the Mayor is not present. On occasion, City Councilmembers are invited to speak as typically determined by the City Manager.
6 City of San Jose The Mayor is the ceremonial head of the City and the designated speaker. The City Councilmember who
represents the district of the event locations is also invited to speak.
10 City of Sunnyvale The Mayor is the ceremonial head of the City and the designated speaker. Vice Mayor serves if the Mayor is not present. City Councilmembers may represent the City at
ceremonial functions at the request of the Mayor.
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designated speaker. District representatives are always recognized.
City of Fremont The Mayor is the ceremonial head of the City and the designated speaker. The Vice Mayor serves if the Mayor is not present. On occasion, City Councilmembers are invited to speak as typically determined by the City Manager.
6 City of San Jose The Mayor is the ceremonial head of the City and the designated speaker. The City Councilmember who
represents the district of the event locations is also invited to speak.
10 City of Sunnyvale The Mayor is the ceremonial head of the City and the designated speaker. Vice Mayor serves if the Mayor is not present. City Councilmembers may represent the City at
ceremonial functions at the request of the Mayor.
6 The current policy states Proclamations and Commendations are issued at the discretion of the Mayor. City Councilmembers may request the Mayor to issue proclamations and commendations on behalf of the City.
The Governance and Ethics Committee shall discuss and bring forth any recommendations or proposed amendments to the existing Council policies, as they pertain to the written petition request for speaking at events and recognition items.
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Manager’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Governance and Ethics Committee agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Make Recommendations, if any, to amend Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) and amend Council Policy 009 (“City Representation at Meetings, Ceremonies and Special Events”), for further development by staff if necessary/appropriate, for the ultimate consideration by City Council
Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Jōvan D. Grogan, City Manager
ATTACHMENTS
1. Council Policy 020 Proclamations, Commendations and Certificates of Recognition
2. Annual List of 2023 Awarded Proclamations and Commendations City of Santa Clara Page 4 of 5 Printed on 4/24/2024
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3. Council Policy 009 City Representation at Meetings, Ceremonies & Special Events City of Santa Clara Page 5 of 5 Printed on 4/24/2024
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-439 Agenda Date: 6/3/2024
REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Review and Action on Council Policy 020 ("Proclamations, Commendations and Certificates of Recognition") and Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events")
BACKGROUND
At the March 4, 2024 Governance and Ethics Committee meeting, staff presented information and background on Council Policy 020 ("Proclamations, Commendations and Certificates of Recognition") (Attachment 1) and Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events") (Attachment 2) for Committee review and discussion.
As background, Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) provides guidelines to identify the authority, criteria, and procedure for the recognition of individuals, groups, organizations, businesses, special periods of observance, or special occasions through the issuance of proclamations, commendations, or certificates of recognition. Council Policy 009 (“City Representation at Meetings, Ceremonies & Events”) addresses how invitations and requests for Mayor and/or Council representation at meetings, ceremonies, or special events are processed.
As part of the March 4 update, staff provided the Committee a benchmark and summary of policies and procedures for ceremonial recognition and speaking at events in place for neighboring cities. The Committee members had a policy discussion on the current processes for the issuance of ceremonial recognition items. In addition, the Committee discussed public speaking opportunities for the Mayor and City Councilmembers at public events. The Committee provided recommendations to amend both policies for consideration. At this June 3, 2024 Governance and Ethics Committee meeting, staff presents an approach for discussion and consideration based on the feedback received by the Committee.
DISCUSSION
During the March 4, 2024 Governance and Ethics Committee, the Committee members brought forth the following recommendations to Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”). In addition, the Committee discussed public speaking opportunities for the Mayor and City Councilmembers at public events. Based on the feedback, staff have provided and prepared a draft revision of Policies 020 and 009 for the Committee’s consideration.
Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) The proposed amendments include revisions to the definitions and criteria, which further clarify the intended purpose for the issuance of these types of recognition items. Based on the City Charter, the Mayor is the presiding officer and the official head of the City for all ceremonial purposes. Consistent City of Santa Clara Page 1 of 5 Printed on 6/11/2024
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with this, over the years, the Mayor has presided over City ceremonial functions, and maintained approval authority over ceremonial proclamations and recognition. The proposed amendments recognize this by maintaining a process whereby the Mayor approves all City proclamations, commendations, and certificates of recognition (citywide and at the district level). Alternatively, the proposed amendments include a process for a City Councilmember to request approval of their proposed proclamation, commendation, or certificate of recognition by the full City Council, if the Mayor elects not to authorize it. This is in alignment with the current Council’s Policy 030 (Attachment 3).
Proposed Council Policy 020 Amendments
In summary, the proposed amendments to Council Policy 020 include the following and proposed changes shown in Table 1:
· The definition for Proclamations shall be revised to: “Proclamations are issued to give City recognition of special periods of observance (e.g., days, weeks, or months), civic celebrations, or local, community, regional, state, or national occasions or programs with significance to the City of Santa Clara. “
o This revision removes previous references in the policy which stated, “Proclamations are for issues or actions.” Staff recommends removing “issues and actions”, as these are considered positions made on particular issues or taking an action on a position, which should be reviewed and implemented through the Legislative Advocacy Position Policy or through a Citywide Resolution process.
Table 1 - Proposed Amendments for Council Policy 020
Note: Proposed Amendments are indicated in red for Council Policy 020 while the text in black is in the existing Council Policy 020.
Proclamations Commendations Mayoral Certificates of
Recognition
City Council
District
Certificate of
Recognition
Requested by Any member of
public orMayor/
Councilmember
Any member of public or
Mayor/Councilmember
Any member of public or
Mayor/Councilmember
Councilmember
Approved by Mayor Mayor Mayor Mayor
Signatures* Mayor and City
Council
Mayor and City Council Mayor Mayor and City
Councilmember
Definition Proclamations are
issued to give City
recognition of
issues, actions or
special periods of
observance (e.g.,
days, weeks, or
months), civic
celebrations, or
local, community,
regional, state, or
national
occasions or
programs with
significance to the
City of Santa
Commendations are
issued to individuals,
groups, organizations,
businesses, or programs
of significance with a
connection to the City for
major milestones or
achievements that have
community-wide
significance. Also issued
to employees retired from
the City of Santa Clara or
Santa Clara Unified
School District for 20
years or more of service
or who have made
Mayoral Certificates of
Recognition are issued to
individuals, groups,
organizations,
businesses, or programs
with a connection to the
City for individual or
group achievement, or
contributions to the Santa
Clara community.
City Council
District
Certificates of
Recognition are
issued to
individuals,
groups,
organizations,
businesses, or
programs with a
connection to the
City for individual
or group
achievement, or
contributions to
the City Council
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public orMayor/
Councilmember
Mayor/CouncilmemberMayor/Councilmember
Approved by Mayor Mayor Mayor Mayor
Signatures* Mayor and City
Council
Mayor and City Council Mayor Mayor and City
Councilmember
Definition Proclamations are
issued to give City
recognition of
issues, actions or
special periods of
observance (e.g.,
days, weeks, or
months), civic
celebrations, or
local, community,
regional, state, or
national
occasions or
programs with
significance to the
City of Santa
Clara.
Commendations are
issued to individuals,
groups, organizations,
businesses, or programs
of significance with a
connection to the City for
major milestones or
achievements that have
community-wide
significance. Also issued
to employees retired from
the City of Santa Clara or
Santa Clara Unified
School District for 20
years or more of service
or who have made
significant contributions.
Mayoral Certificates of
Recognition are issued to
individuals, groups,
organizations,
businesses, or programs
with a connection to the
City for individual or
group achievement, or
contributions to the Santa
Clara community.
City Council
District
Certificates of
Recognition are
issued to
individuals,
groups,
organizations,
businesses, or
programs with a
connection to the
City for individual
or group
achievement, or
contributions to
the City Council
district.
Signatures*
The proposed amendments to the Council Policy 020 envision a process whereby the City Council would approve an annual list of routine proclamations that will bear the signatures of the full City Council. For any additional or new proclamations which are not part of the annual list approved by the Mayor, these proclamations will be provided by staff to the City Council to inform the Council and also to allow them to indicate if they would like to opt out of including their signature. · Signatures on Proclamations and Commendations: Proclamations and Commendations shall bear the digital signatures of the Mayor and all City Councilmembers. This shall be an automatic step to include all digital signatures as part of the standard template. A member of the City Council may request that their signature not appear on a specific proclamation by contacting staff before it is issued.
· Signatures on Mayoral Certificates of Recognition: The Mayoral Certificate of Recognition will bear the signature of the Mayor only.
· Signatures on City Council Certificates of Recognition: The City Council District Certificate of Recognition shall bear the signatures of both the Mayor and the City Councilmember requesting the recognition.
o If the Mayor chooses to opt out of including their signature, the City Councilmember will need to issue a petition through the Council Policy 030 process to seek approval by the full City Council to issue the certificate.
A sample of the templates for Proclamations, Commendations, Mayoral Certificate of Recognition and City Council Certificate of Recognition are included in this report (Attachment 4).
Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) Based on the Committee’s feedback regarding public speaking at events, staff has drafted a full City of Santa Clara Page 3 of 5 Printed on 6/11/2024
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revision of the current Council Policy 009 (“City Representation at Meetings, Ceremonies & Events”).
A copy of the proposed revisions can be found as Attachment 5 and are summarized below.
Proposed Revisions to Council Policy 009 Related to the Process for City Hosted Events and External Events:
1. Invitations: All invitations received by the Mayor and Council office shall be shared with the full City Council by staff. In some instances, the invitation from an outside group or individual may be solely for the Mayor or specific City Councilmembers, in which case the invitation will not be forwarded to the full City Council.
2. Maximum of two (2) Mayor/Council speakers at City Hosted Events: This would include the Mayor and another City Councilmember. Based on the event program, which may include multiple speakers from partner agencies or community groups, City staff will work to ensure that programs do not surpass the length appropriate for the intended audience · Primary Speaker:
a. The Mayor, as presiding officer and the official head of the City for all ceremonial purposes, will be the primary speaker for all City hosted events. b. If the Mayor is unable to attend as a speaker, the option goes to the Vice Mayor to preside and speak as the City’s ceremonial head.
· Second Speaker: The second speaker from the Council could be determined based on one or more of the following considerations:
a. Option 1 District Councilmember - In addition to the Mayor’s speaking role, the Councilmember representing the district (geographic location) could be offered the opportunity to speak.
b. Option 2 Councilmember Rotation - Many events often occur in the same Council district; the Committee may choose to recommend a rotational approach to the selection of a City Councilmember to speak alongside the Mayor at City events.
If a City Councilmember misses their rotational event, they will wait until their next scheduled rotational spot.
c. Option 3 Special Interest/Expertise - If a City Councilmember serves on a City Committee or Outside Agency Committee or Board which is related to the focus of a City hosted event, they may represent the City as the second speaker.
3. External Events: If staff receive a request for representation for an external event for a speaker, the following protocol shall be observed:
a. The outside entity/agency determines the planning of the event and shall request who represents the City of Santa Clara.
b. If not specified, the invitation shall be referred to the Mayor first. c. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor. d. If the Vice Mayor is unable to attend, the invitation shall be referred to City Councilmembers in order of seniority.
e. The City Manager (or a designee) may also be requested to represent the City at an event.
f. The City Council may officially request a City Board or Commission member to City of Santa Clara Page 4 of 5 Printed on 6/11/2024
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represent the City on certain occasions.
At the June 3, 2024 Governance and Ethics Committee meeting, staff will present the proposed revisions to Council Policy 009 (Attachment 5) and Council Policy 020 (Attachment 6) and receive feedback from the Committee. If directed, staff will bring forth proposed policy changes to the full City Council for review and consideration to amend the Council policies.
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Manager’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Committee agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Approve amendments, if any, to Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) and Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) and bring forth to City Council for consideration and approval.
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”)
2. Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
3. Council Policy 030 (“Adding an Item on the Agenda”)
4. Sample templates for Proclamations, Commendations, and Certificates of Recognition
5. Proposed Amended Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
6. Proposed Amended Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”)
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City of Santa Clara
Council Policy 009
RED = PROPOSED REVISIONS
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Adopted DATE CP 009 Page 1 of 2
Resolution No. _________
PURPOSE The purpose of this policy is to outline the procedures for City representation at meetings, ceremonies, and events hosted by the City and invitations to events hosted by outside individuals or groups.
POLICY The City shall be officially represented at meetings, ceremonies, and special events by the Mayor and/or City Council. If the Mayor and/or City Councilmembers are unavailable, then the City Manager (or a designee) will be requested to represent the City. City Board and Commission members may represent the City on certain occasions, provided they have obtained the prior authorization of the City Council.
If an invitation to an event includes a guest, a City Councilmember may bring along an individual who is not an elected or appointed official or City staff member.
This policy does not apply to informal events where attendance is not related to official City representation.
PROCEDURE All invitations for meetings, ceremonies and events received to the Mayor and Council office shall be distributed to the full City Council by staff. In some instances, the invitation may be solely for the Mayor or specific City Councilmembers, in which they will not be forwarded to the full City Council.
Based on the event program, which may include multiple speakers from partner agencies or community groups, City staff will work to ensure that programs do not surpass the length appropriate for the intended audience.
Primary Speaker:
1. The Mayor, as presiding officer and the official head of the City for all ceremonial purposes, will be the primary speaker for all City hosted events.
2. If the Mayor is unable to attend as a speaker, the option goes to the Vice Mayor to preside and speak as the City’s ceremonial head.
3. As the presiding officer and the official ceremonial head, the Mayor will be allotted more time to speak.
Secondary Speakers:
1. All members of the City Council will be given an option to speak at a City-hosted event.
2. Time Limits: Based on the event, City staff may provide specific City of Santa Clara
Council Policy 009
RED = PROPOSED REVISIONS
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Adopted DATE CP 009 Page 2 of 2
Resolution No. _________
time limits to ensure that programs do not surpass the length appropriate for the intended audience.
3. Staff would not be required to provide any scripted remarks for additional City Councilmembers that may speak.
External Events:
If staff receives a request for representation for an external event for a speaker, the following protocol shall be observed:
a. The outside entity/agency determines the planning of the event and shall request who represents or speaks the City of Santa Clara.
b. If not specified, the invitation shall be referred to the Mayor first.
c. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor.
d. If the Vice Mayor is unable to attend, the invitation shall be referred to Councilmembers in order of seniority.
e. The City Manager (or a designee) may also be requested to represent the City.
f. The City Council may officially request a City Board or Commission member to represent the City on certain
occasions.
Reference:
Amends November 1995, Council Approved Policy 009
Resolution/Council Policy 009 Page 1 of 2
Rev: 7/27/2023
RESOLUTION NO. _____
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
AMENDING COUNCIL POLICY 009 ENTITLED “CITY
REPRESENTATION AT MEETINGS, CEREMONIES AND
EVENTS”
WHEREAS, the City of Santa Clara Council Policy Manual includes policies and procedures by which the City Council, Boards, Commissions, Standing and Ad Hoc Committees, shall conduct City business and activities; and;
WHEREAS, the purpose of Council Policy 009 is to outline the procedures for City representation at meetings, ceremonies, and events hosted by the City and invitations to events hosted by external individuals or groups; and,
WHEREAS, The City shall be officially represented at meetings, ceremonies, and special events by the Mayor and/or City Council based on guidelines amended in Council Policy 009.
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That the amended Council Policy 009 (“City Representation at Meetings, Ceremonies and Events”), attached hereto as Attachment 1, is hereby approved and adopted by the City Council of the City of Santa Clara.
3. Effective date. This resolution shall become effective immediately.
I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED
AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 27th DAY OF AUGUST, 2024, BY THE FOLLOWING VOTE:
AYES: COUNCILORS:
NOES: COUNCILORS:
ABSENT: COUNCILORS:
ABSTAINED: COUNCILORS:
ATTEST: ______________________________
NORA PIMENTEL, MMC
ASSISTANT CITY CLERK
Resolution/Council Policy 009 Page 2 of 2
Rev: 7/27/2023
CITY OF SANTA CLARA
Attachments incorporated by reference:
1. Council Policy 009 (“City Representation at Meetings, Ceremonies and Events”)