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Background
Approve Commission Annual
Workplans; and Discuss
Potential Joint Dinners or
Special Annual Event(s) for
Board, Committee, and
Commissions
February 10, 2026
Item #26~16720
Aracely Azevedo,
Assistant City Manager
• Prior to 2020, Joint Dinners were scheduled between
each Board, Committee, and Commissions (BCC)
• From 2020 - 2023, dinners were paused primarily due to COVID-19 restrictions
• FY 2023-24, Joint Dinners reconvened for 7 out of 9 BCCs • FY 2024-25, No Joint Dinners scheduled
• In August 2025, staff informed City Council
-Annual Report to approve BCC workplans
- Annual Recognition Appreciation Dinner
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POST MEETING MATERIAL
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Background
• November 4, 2025, Council meeting
Board, Committee, or Commissions (BCC)
Bicycle and Pedestrian Advisory Committee
Board of Library Trustees
Civil Service Commission
Cultural Commission
Historical and Landmar1<s Commission
Parks and Recreation Commission
Planning Commission
Senior Advisory Commission
Youth Commission
FY 25-26 Workplan
Approved
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Pending
Pending
• Council expressed interest in reinstating Joint Dinners Workplans Now Complete
• Both FY 2025-26 Workplans are now complete and ready for Council review:
- Senior Advisory Commission
- Youth Commission
• These workplans complete the FY 2025-26 workplan approval process for all City Boards, Commissions, and Committees
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Council Interest in Joint Engagemen
• At the November 4, 2025 Council meeting:
- Council requested staff present options for reintroducing or restructuring the engagement opportunities with the BCC's
• Staff identified three options
I Option A: Reestablish Joint Dinners
I Option B: Establish Two Annual Special Events
j Option C: Host One Annual Recognition Dinner
Option A: Reestablish Joint Dinners
• Description:
- Revert to prior practice of joint dinners with individual BCCs • Key Features:
- Nine (9) joint dinners annually
- Separately, recognition of outgoing members at August Council meeting - Dinners scheduled prior to Regular Council Meeting
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Option B: Two Annual Special Even
• Description:
- Host hvo BCC-wide special meetings each year
• Key Features:
- Mid-year session for W orkplan progress discussion
- Year-end session for accomplishments and planning
- Allows collective discussion and cross- BCC collaboration - More efficient use of time (2 vs. 9 events)
7 Option C: One Annual Recognition Dinner
• Description:
- Hold one BCC-wide recognition event in summer for all BCC members • Key Features:
- Special Meeting
- Consolidate relationship-building and appreciation
- Representatives of each BCC would provide Workplan Highlights - Thank individuals for their service
- Recognize departing members and present awards
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Benchmarking
Agency Joint Dinners
City of Allen (Texas)
City of Beaverton (Oregon)
City of Chula Vista (California)
City of Edmond (Oklahoma)
City of San Jose
City of Milpitas
City of Mountain View
City of Sunnyvale
Recommendation
Two Annual Special
Events
One Annual
Recognition Dinner
No Annual Dinner since COVID
No Annual Dinner/Event
• Approve the Senior Advisory Commission and Youth
Commission Annual Workplans for FY 2025-2026
• Provide direction to staff on preferred approach for future Council-BCC engagement:
- Option A: Reestablish Joint Dinners
- Option B: Establish Two Annual Special Events
- Option C: Host One Annual Recognition Dinner
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11 City of
Santa Clara
The Center of What's Possible
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