REPORT TO COUNCIL
SUBJECT
Title
Action on the 2026 City Council Priority Setting Session Framework
Report
BACKGROUND
Each year, the City Council convenes a Priority Setting Session to establish citywide priorities and initiatives for the upcoming fiscal year. These priorities form the policy framework that guides the alignment of City resources and staff workplans.
The session has typically been held in February or March. However, given the significant staff time dedicated to major event planning in 2026, the City is scheduling the 2026 Priority Setting Session in May 2026.
In Fall 2023, the City issued a Request for Qualifications (RFQ) for Professional Services for Strategic Planning and Meeting Facilitation. Through a competitive process, Raftelis was retained to provide facilitation services. The Raftelis team facilitated the 2024 Priority Setting Session, during which the City Council established priority areas of focus and identified key initiatives.
On April 3, 2025, Raftelis facilitated the 2025 Priority Setting Session at the Central Park Library. City Manager Jovan Grogan opened the session with a status update on 2024 priorities, noting which items had been completed, were underway, or required additional resources. With assistance from the facilitator, the City Council then engaged in deliberations regarding their desired priority focus areas and initiatives for the upcoming year.
DISCUSSION
On March 30, 2026, staff presented an item to the Governance and Ethics Committee for review and direction. The presentation included background on how priority setting sessions are conducted in other cities and a proposed framework for 2026. Committee members shared feedback on what has worked well and offered recommendations for this year’s session.
The table below outlines the recommended ongoing framework alongside the proposed modifications for 2026.
|
Component |
Annual Priority Setting Sessions |
2026 Priority Setting Session |
|
Schedule |
January - June (early in the year, aligned with the budget process) |
May 2026 |
|
Forum |
Retreat (multi-day, breakout sessions) |
Same |
|
Timeframe |
At least one session held from 1 p.m. into the evening |
Same |
|
Community Engagement |
- Scientific Survey - Commissions, Boards, Committees to submit 1-2 priorities for consideration - Public Comment (time certain throughout session) - Hybrid (Zoom and in-person) |
Same except: - Commissions, Boards, Committees to be surveyed rather than submitting directly |
|
Council Priorities |
- Submit priorities in advance (3 weeks) - Staff analysis prior to meeting - At least 1 priority per Councilmember on final list - Final priorities ranked by City Council |
Same |
|
Facilitator |
- Pre-session meeting with each Councilmember |
Same |
|
Reporting |
- Dashboard to track priorities and status - 6-month check in |
Same |
|
Old Priorities |
- Update on completed and ongoing priorities |
- Distribute all 2024 priorities to City Council - Update on completed and ongoing priorities |
Facilitation and Conflict Resolution Training
Given the significant demands on staff capacity due to major event planning, as well as the value of continuity in the existing process, staff recommends retaining Raftelis as the facilitator for the May 2026 priority setting process. The City will initiate a new competitive solicitation process for facilitation services for the 2027 priority setting process.
Staff is also recommending that, if a consultant can be secured, conflict resolution training be provided to the City Council. As part of the June 2024 Santa Clara Civil Grand Jury Report titled, Irreconcilable Differences, the Grand Jury recommended that the City hire a conflict resolution professional and provide training to the City Council. Staff have reached out to consultants but have not yet been able to secure one. If a consultant cannot be identified in a timely manner, staff will issue a Request for Proposals and schedule the training at a later time.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
There is no fiscal impact with this report other than administrative staff time.
COORDINATION
This report was coordinated by the City Manager’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 clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the 2026 City Council Priority Session Framework and Annual City Council Priority Setting Session Framework.
Staff
Reviewed by: Aracely Azevedo, Assistant City Manager, City Manager’s Office
Approved by: Jovan Grogan, City Manager