REPORT TO COUNCIL
SUBJECT
Title
Review and Approve the Senior Advisory Commission and Youth Commission Annual Workplans for FY 2025-2026; and Discuss Potential Joint Dinners or Special Annual Event(s) between the Council and Boards, Commissions, and Committees
Report
BACKGROUND
At the November 4, 2025, Council meeting, staff presented the annual Workplans for the City’s Boards, Commissions, and Committees (BCC) for FY 2025-26. The Council approved the Workplans for the Bicycle and Pedestrian Advisory Committee, Board of Library Trustees, Civil Service Commission, Cultural Commission, Historical and Landmarks Commission, Parks and Recreation Commission, and Planning Commission.
The Workplans for the Senior Advisory Commission and Youth Commission required additional time and are now complete and ready for Council review and approval.
DISCUSSION
When the initial Workplans were presented to the City Council in November 2024, the Senior Advisory Commission required additional time to complete its Workplan following a period of significant turnover; five members resigned between November 2024 and February 2025, and four new members were appointed in June 2025. The Youth Commission’s Workplan was also not ready for inclusion at that time, as the Commission’s term and annual Workplan cycle align with the academic school year, requiring additional time for development. Both Workplans are now complete and ready for Council review and approval.
At the November 4, 2025, Council meeting, Councilmembers expressed interest in reinstating a previous practice of holding joint dinners with BCCs, noting that these gatherings offered valuable opportunities for dialogue, relationship-building, and discussion about policy priorities and community needs. To support Council’s consideration of reintroducing or restructuring these engagement opportunities, staff has outlined several options.
Options:
A. Reestablish Monthly Joint Dinners. Revert to the prior practice of holding monthly Joint Dinners with individual BCCs. Outgoing BCC members would be recognized at a Council meeting in August. Staff would poll the BCC membership to identify appropriate 2026 Council meeting dates for nine (9) joint dinners. Holding the joint dinners on Council meetings dates has proven to be challenging, as it prevents the City Council from holding Closed Session and Study Session meetings on the same day. Additionally, the dinners have historically started at 5:00pm or 5:30pm, and they must end prior to the 7:00pm regular meeting. At times, this has curtailed discussions between Councilmembers and BCC-members. Alternatively, the City Council may want to direct staff to calendar the 9 joint dinners on nights that are not regular meeting days of the City Council.
B. Establish Two Annual Special Events. Host two (2) BCC-wide special meetings each year: 1) a mid-year session for each BCC to discuss progress on its Workplan; and 2) a year-end session.
C. Host One Annual Recognition Dinner: Hold one citywide recognition event in the summer for all BCC members, consolidating relationship-building and appreciation activities into one annual gathering. Some cities use their annual gathering of all BCC members to thank individuals for their service, recognize departing members, present awards to those who made extraordinary contributions, and leverage the event to recruit new applicants via social media and other advertising. A few examples are below:
• Allen, Texas <https://www.cityofallen.org/news_detail_T11_R172.php>
• Beaverton, Oregon <https://www.beavertonoregon.gov/885/Annual-Boards-Commissions-Celebration>
• Chula Vista, California <https://www.facebook.com/councilmemberjohn.mccann.1/posts/1995525701256805/>
• Edmond, Oklahoma <https://www.facebook.com/coedmond/photos/an-appreciation-dinner-was-recently-hosted-to-recognize-the-citizens-who-serve-o/966311098858216/?_rdr>
Regardless of the option selection above, staff recommends maintaining the current annual process for Council review and approval of BCC Workplans, consistent with the approach used for the November 4, 2025 meeting.
Staff requests Council’s feedback and direction on the preferred structure for future BCC engagement.
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 the Senior Advisory Commission and Youth Commission Annual Workplans for FY 2025-26 and Provide Direction to staff regarding the preferred approach for Joint Dinners or Special Annual Event(s) with the City’s Boards, Commissions, and Committees.
Staff
Prepared by: Nora Pimentel, Assistant City Clerk
Reviewed by: Aracely Azevedo, Assistant City Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Senior Advisory Committee Workplan
2. Youth Commission Workplan