REPORT TO PARKS & RECREATION COMMISSION
SUBJECT
Title
Action on Applications from Non-Profit Organizations Serving Youth or Seniors in Santa Clara to Provide Volunteer Support at the 2026 Art & Wine Festival
Report
BACKGROUND
The 44th Annual Santa Clara Art & Wine Festival (Festival) will take place on September 19 and 20, 2026 in Central Park. This event is one of the City’s hallmark special events, attracting thousands of attendees to the City of Santa Clara each year.
Due to the size of the event, the Festival provides an attractive opportunity for local non-profit organizations to generate revenue in support of their programs. Historically, the City has identified opportunities for eligible non-profit groups to earn funds by performing work related to Festival operations. In the past, these activities have included, but were not limited to:
1. Providing permitted food services on Food Alley;
2. Managing parking;
3. Assistance with carnival games in the Kids Kingdom area;
4. Providing onsite loading and unloading services for equipment and supplies;
5. Supplying volunteers to staff beverage and merchandise booths; and
6. Performing litter cleanup.
During the planning phase for the Festival, the City initiates an application process, inviting local non-profit organizations to submit proposals for consideration as designated volunteer groups. Selected groups become eligible to receive payment for services provided in support of Festival operations.
As part of the application process, each non-profit organization is required to present its proposal for consideration. The presentation must include information on how the funds raised will be used, as well as a summary of how funds generated from prior Festival participation were utilized. These presentations are made to the Parks & Recreation Commission, which evaluates the proposals and provides recommendations to staff. Staff will review the Commission’s recommendations and make final assignments based on the proposals submitted by the non-profit organizations. Only non-profit organizations or groups that serve Santa Clara youth or seniors are eligible to participate in this program.
DISCUSSION
This year, the Department is offering an opportunity for local non-profit organizations to provide parking management service at Fatjo Field. In prior years, non-profit organizations also had the opportunity to assist with carnival games in the Kids Kingdom area. However, due to Central Park Entrance, Accessibility and Parking Improvements Project, space is unavailable to operate carnival games in the Kids Kingdom area for the 2026 Festival.
The Department released online applications to non-profit organizations via the Festival website in April 2026. Applications from four (4) community organizations were received by the April 27, 2026 deadline. The applications (Attachments 1-4), submitted for the Commission’s consideration, include the following organizations: the Santa Clara Schools Foundation, the Santa Clara Police Activities League, the Santa Clara Parade of Champions, and the Santa Clara High School PTSA.
Staff met with all four organizations on May 20, 2026, to discuss the Festival and parking operations. Each organization is prepared to support the City in this activation.
In evaluating the proposals, the Parks & Recreation Commission shall consider the following:
1. Whether the group meets the minimal criteria of serving Santa Clara youth and/or seniors;
2. Whether the group has the necessary organizational capacity to recruit and supervise adult volunteers for the Festival, as specified under the provisions of a City agreement;
3. Which day(s) the group is proposing to provide parking management services at the Fatjo Field Parking Lot. Services will be provided under the coordination and direction of Department staff;
4. Availability to serve on one or both days; and
5. Past performance with prior festivals.
To appropriately support the Festival and maximize the opportunity for multiple non-profit organizations to benefit from participation, all four non-profit organizations may be given the opportunity to participate. It is the role of the Commission to evaluate whether the applicants meet the established eligibility criteria and are available to provide services on Saturday, September 19, 2026, from 8:00 a.m. to 6:30 p.m. and/or Sunday, September 20, 2026, from 8:00 a.m. to 5:30 p.m. In return, the organizations will collect payments and donations and retain the net proceeds.
Applicants have been invited to provide a presentation of up to five (5) minutes to the Parks & Recreation Commission during its regular meeting on Tuesday, June 8, 2026, at 7:00 p.m. The Commission will receive the presentations, ask questions of the applicants, and determine the partnership level for the Festival days and activities.
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 governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no impact except for staff administrative time and materials.
PUBLIC CONTACT
Public contact was made by posting the Parks & Recreation Commission 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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
It is recommended that the Commission receive the presentations, consider the proposals, and provide a recommendation to staff on the eligibility of the applicants to provide the required services.
Staff
Prepared by: Darrick Oba, (Interim) Recreation Supervisor
Reviewed by: Kimberly Castro, Recreation Manager
Approved by: Damon Sparacino, Director of Parks & Recreation
ATTACHMENTS
1. Application - SC Police Activities League
2. Application - SC Schools Foundation
3. Application - SC Parade of Champions
4. Application - SC High School PTSA