REPORT TO COUNCIL
SUBJECT
Title
Review and Approve each Board, Commissions and Committee Annual Workplans FY 2025-2026
Report
BACKGROUND
It has been the City’s practice to hold monthly joint dinner meetings between the City Council and each Board, Commission, and Committee (BCC) prior to a regular Council meeting. These dinners provided BCC’s an opportunity to share accomplishments, discuss objectives, and engage directly with the City Council.
During COVID, the dinners were paused and later briefly reinstated in 2023/2024. The reinstatement of the dinners provided a forum for the City Council and BCC members to discuss pertinent items and interact socially; however, doing so required numerous additional special meetings, and several meetings were rescheduled and postponed in order to accommodate pressing City business or other schedule conflicts. In addition, City staff was asked to develop a process for annual workplan development by all BBCs, which included a review and approval of the workplan by the City Council. Previously, each BCC did not develop an annual work plan, and the City Council did not approve them.
Beginning in 2024, staff implemented an annual workplan development process that is more structured and has a transparent framework for collaboration. Under this process, each BCC develops and approves a work plan that is then presented to the City Council for review and approval. The proposed action in this staff report will represent the City Council’s first approval of work plans under the new process.
This approach provides several benefits:
• Clear Prioritization: Each BCC will have a defined set of objectives, making it easier for Council to assess progress and allocate staff resources efficiently.
• Enhanced Transparency: Workplans will provide greater visibility into the activities and goals of these advisory bodies, fostering stronger communication and accountability.
• Improved Coordination: By aligning the efforts of staff, BCC’s, we can ensure more effective collaboration on citywide initiatives.
• Informed Decision-Making: With a clear roadmap of each group’s priorities, the City Council will be better equipped to make decisions that support both short-term needs and long-term strategic goals.
City staff liaisons worked with their respective BCC’s to develop workplans during March/April 2025. Each BCC reviewed and formally approved their workplans between May and August 2025. The workplans are now presented to the City Council for review and approval.
DISCUSSION
Attached for your review are the following BCC workplans for FY2025-2026:
By Charter Board and Commission
Board of Library Trustees
Civil Service Commission
Parks and Recreation Commission
Planning Commission
By Ordinance Commissions and Committee
Bicycle and Pedestrian Advisory Commission
Cultural Commission
Historical and Landmarks Commission
The Senior Advisory Commission is not included due to five member resignations between November 2024 and February 2025. Four new members were appointed in June 2025. The Commission is in the process of developing its workplan, which will be presented at a future City Council meeting.
The Youth Commission was also not included because their term aligns with the school year. This Commission is currently developing its workplan and will also be presented at a future City Council meeting.
The BCCs are provided with training opportunities for their members during the year to help them be more informed on the relevant topics of discussion.
City staff liaisons and each BCC will monitor progress throughout the year and use this information to set goals and priorities for the next fiscal year.
In addition, the city is reinstating the Annual Recognition Appreciation Dinner to honor the service and contributions of BCC members. This event will replace the individual dinners with the City Council and will provide a collective opportunity for BCCs to highlight their accomplishments before the Council and with one another. The Annual Recognition Appreciation Dinner is anticipated to be held during the summer.
COORDINATION
This report has been coordinated with the City Attorney’s Office.
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 clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Review and Approve each Board, Commissions and Committee Annual FY 2025-2026 Workplan
Staff
Prepared by: Nora Pimentel, Assistant City Clerk
Reviewed by: Aracely Azevedo, Assistant City Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Bicycle and Pedestrian Advisory Committee Workplan
2. Board of Library Trustees Workplan
3. Civil Service Commission Workplan
4. Cultural Commission Workplan
5. Historical and Landmarks Workplan
6. Parks and Recreation Workplan
7. Planning Commission Workplan