REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Report on a Written Petition (Council Policy 030) Submitted by Councilmember Jain Requesting to Place an Agenda Item at a Future Council Meeting to Discuss Allocating up to $150,000 to Create a Neighborhood Stadium Relations Committee Using Funds from the Stadium Authority Budget
Report
BOARD PILLARS
Enhance Community Engagement and Transparency
Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
On June 8, 2022, the City Clerk’s Office received a Written Petition from Councilmember Jain requesting an item be placed on a future Council agenda to discuss allocating up to $150,000 to create a Neighborhood Stadium Relations Committee using funds from the Stadium Authority Budget (not the City of Santa Clara’s General Fund) (Attachment 1).
On August 16, 2022, the Council approved the petition to be heard by the full Council. This report provides information for Council’s consideration of the 030 Council Petition.
DISCUSSION
At the August 16, 2022 meeting, the Council offered general suggestions regarding the proposed Neighborhood Stadium Relations Committee, including modeling the Committee after the existing Neighborhood-University Relations Committee; allowing for the Committee to meet on an ad-hoc basis; the Committee addressing event-related noise issues; and nature of Forty Niners Stadium Management Company, LLC (Stadium Manager) participation.
As the Council discusses the potential formation of the Neighborhood Stadium Relations Committee, the following should be considered in relation to its structure:
• Proposed Committee membership
• Proposed goals for the Committee
• Proposed scope of the Committee
• Proposed frequency of Committee meetings
• Proposed term (if applicable)
Committee Structure
The City and Stadium Authority have established committees to review and address priority issues that are comprised of assigned Councilmembers/Board members and staffed by City/Stadium Authority staff. Councilmembers are also assigned to represent the City in area wide/outside agency committees which are usually, but not always, staffed by outside agency staff. A list of existing City/Stadium Authority committees and area wide/outside agency committees are included as Attachment 2. Separately, there are also City boards and commissions, and taskforces which are comprised of community members and stakeholders. These boards, commissions, and taskforces act in an advisory capacity to the City Council and provides a conduit for citizen/stakeholder input on numerous issues pertaining to Santa Clara.
Councilmember Jain’s Written Petition requested the creation of a Neighborhood Stadium Relations Committee that models the Neighborhood-University Relations Committee (NURC). NURC is comprised of three assigned Councilmembers and the committee meets three times annually during the Santa Clara University academic year. The NURC was established to provide a forum for on-going communication and problem solving among City officials, neighborhoods, property owners and Santa Clara University officials and students. Staff from the City’s Community Development Department are responsible for preparing the meeting agendas and City departments, including Police and Community Development, and Santa Clara University are responsible for preparing presentations for reports and updates at the NURC meetings.
Alternatively, the Council may want to consider a commission or taskforce made up of community members and/or stakeholders that advises the Council/Stadium Authority Board on issues within its still to be determined scope. A commission would be a formal, ongoing forum of residents and the formation of one requires an ordinance amending Santa Clara City Code Chapter 2.120. In comparison, a taskforce is intended to have a more informal, temporary structure and there is more flexibility regarding its membership (i.e., it can include stakeholders beyond residents such as the Stadium Manager). The Stadium Manager is aware of the proposed committee and has indicated a willingness to participate if it is established.
If the Council directs the formation of a Neighborhood Stadium Relations Committee/Commission/Taskforce, its direction should include input and guidance on the proposed structure (e.g., Committee, Commission, or Taskforce), membership (e.g., Board members, residents, and/or stakeholders with membership based on nominations, appointments, or open membership), goals, scope of work, meeting frequency, and term (if applicable).
Current Efforts to Mitigate Event Impacts
Over the years, staff have implemented various efforts to address Stadium-related traffic, parking, and disruptive behaviors pre and post Stadium events, and increase communication to the community about Stadium events. These efforts include setting up a complaint line for Stadium events, hiring a noise monitoring consultant, providing neighborhood protections, and increasing communications about event impacts. The City and Stadium Authority continue to engage the Stadium Manager to assist with mitigating these issues.
Staffing Costs and Resources
Staffing any committee, commission, or taskforce involves agenda preparation and management, meeting participation, pre and post meeting research and follow up, and preparation of minutes. Without more information on the specific goals and scope of the proposed meeting body and the issues that may be discussed, it is anticipated that the following staff will either participate in meetings and/or provide support outside of the meetings:
• Executive Director, Executive Director’s Office
• Assistant to the Executive Director, Executive Director’s Office
• Management Analyst, Executive Director’s Office
• Administrative and/or Communications Staff, Executive Director’s Office
• Assistant Police Chief, Police Department
• Police Captain, Police Department
• Management Analyst, Police Department
• Battalion Chief, Fire Department
• Director of Community Development, Community Development Department
• Assistant Director, Community Development Department
• Planning Manager, Community Development Department
• Code Enforcement Officer, Community Development Department
• Assistant Director, Public Works Department
• Deputy Director, Public Works Department
• Other staff as necessary
Based on the assumption that the proposed Committee/Commission/Taskforce would meet quarterly (four times a year), it is anticipated that 0.38 full-time equivalent (FTE) of the staff above would be required to support the meeting body. The 0.38 FTE is equivalent to 790 hours in staff time and $160,100 in salary and benefits. Staff costs will likely decrease if the Committee meets less frequently; however, it should be noted that the list does not include City Clerk’s Office staff whose assistance will be required if the Council decides on recruitment for open membership.
The positions will be involved in different ways pending the issues that will be discussed, hence time commitment will differ among individual staff; however, the table below outlines a calculation of the average staff time it would take to support the Committee.
It should be noted that several of the existing City committees have not been able meet as scheduled in 2021 and 2022 due to reduced staffing resources. As the involved departments have vacancies and have been impacted by increased workloads, existing work and projects assigned to these positions may also be impacted (e.g., delayed, reprioritized, etc.) so that staff may support the Committee/Commission/Taskforce as needed. The Chief of Police has noted to the former City Manager that he has concern regarding the Police Department’s ability to staff this Committee given current staffing resource and upcoming budget discussions. He has submitted a memorandum to the Council on this matter, which has been included as part of this report as Attachment 3.
Measure J, which was passed by Santa Clara voters in 2010, prohibits the expenditure of City funds to cover Stadium-related operational and maintenance expenses (as outlined under the Santa Clara City Code Section 17.20.20(j)). As such, the Stadium Authority will be responsible for all costs related to the proposed Committee/Commission/Taskforce.
Next Steps
Pending the Council’s feedback and direction, staff may bring back additional information and/or separate items for approval (e.g., ordinance if Council directs the formation of a commission). Should Council direct the formation of this Committee/Commission/Taskforce, it is anticipated to be a significant workload given the citywide/cross-department support needed so its initiation will be dependent of available staff resources.
FISCAL IMPACT
The estimated staff time required to support the proposed Committee/Commission/Taskforce totals $160,100 based on the assumption that the meeting body will meet quarterly. The Stadium Authority will be responsible for these costs in accordance with Measure J. These costs may adjust depending on the Council’s feedback regarding the proposed membership and meeting frequency. As noted above, the current estimate does not include staff time from the City Clerk’s Office in the event there is recruitment for open membership. Should the Council decide to move forward with forming the Committee/Commission/Taskforce, an updated cost estimate reflecting the Council’s discussion and direction will be included in the proposed Stadium Authority FY 2023/24 Operating Budget.
COORDINATION
This report was coordinated with the City Attorney/Stadium Authority Counsel’s Office and Finance Department/Treasurer’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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
ALTERNATIVES
1. Direct staff on the formation of a Neighborhood Stadium Relations Committee/Commission/Taskforce that will be funded by the Stadium Authority; or
2. Do not approve the formation of a Neighborhood Stadium Relations Committee/Commission/Taskforce at this time.
RECOMMENDATION
Recommendation
Staff makes no recommendation.
Staff
Prepared by: Christine Jung, Assistant to the City Manager/Assistant to the Executive Director
Approved by: City Manager’s Office/Executive Director’s Office
ATTACHMENTS
1. Councilmember Jain’s June 8, 2022 030 Petition
2. Council Committee Assignments
3. Chief of Police’s Memorandum to Council