REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Review and Provide Direction on the 2026 City Council Priority Setting Session Framework
Report
BACKGROUND
Each year, the City Council convenes for its annual Priority Setting Session to establish citywide priorities and initiatives for the upcoming fiscal year. These priorities form the policy framework that guides the alignments on City resources. The annual priority setting session has typically been held in the February or March timeframe, however, due to 2026 major event planning and workload, the City is looking to schedule the 2026 Council Priority Setting session in the May 2026 timeframe.
In Fall 2023, the City issued a Request for Qualifications (RFQ) for Professional Services for Strategic Planning and Meeting Facilitation. Through a competitive process, the City selected Raftelis 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.
The Raftelis team facilitated the 2025 Priority Setting Session on April 3, 2025, 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.
In advance of the session, staff distributed the 2024 City Council Priority Summary Report (Attachment 1), and following the session, Raftelis provided a session summary (Attachment 2) outlining outcomes and identified priorities.
Priority Areas of Focus
The City Council priorities are organized into four Priority Areas of Focus:
1) Excellent City Government
a. Valued City Services
b. Reliable Funding
c. Well-Managed Stadium
d. Trusted and Engaged City Government
2) Reliable Infrastructure
a. Resilient and Well-Maintained Infrastructure
b. Accessible Transportation Options
3) Outstanding Quality of Life
a. Affordable Housing and Supportive Services
b. Safe Community
c. Quality Parks Programming and Cultural Amenities
4) Thriving Community
a. Vibrant Local Community
Once priorities were identified at the sessions, staff reviewed the priorities and conducted a budget analysis, categorizing each initiative as:
• Complete: Initiative is finished based on staff analysis and review.
• Baseline/Ongoing: Work is underway and operationalized within staff’s current workplan. These items are tracked as Council Referrals rather than re-listed as new priorities.
• Underway: Initiative is in planning or active implementation.
• New: Initiative has not started and may be subject to resources or budget reallocation.
DISCUSSION
Staff presents this item to the Governance and Ethics Committee for review and direction on the 2026 Priority Setting Session framework. The session is anticipated to take place in May 2026. Given the significant staff time dedicated to major event planning this year, as well as the continuity of the existing process, staff recommends following the same framework as the prior year and retaining Raftelis as the facilitator.
In addition, we are recommending, if we are able to secure a consultant, to provide conflict resolution training to the City Council. As part of the June 2024 Santa Clara Civil Grand Jury Report titled, Irreconcilable Differences, the Grand Jury made a recommendation to hire a conflict resolution professional and provide training to the City Council. The City has reached out to consultants, however, the City has been unable to secure a consultant. If staff is unable to secure a consultant, an RFP will be conducted, and the training will be scheduled at a later time.
As part of the priority setting process, staff surveyed neighboring agencies on their approaches to establishing Council priorities. Results are summarized in the table below.:
|
City |
Schedule |
Details |
|
Fremont |
Annual |
An annual retreat held with Council to establish priorities. City Manager provides mid-year and year-end report on priorities. |
|
Milpitas |
Annual |
Currently transitioning from a quarterly to an annual process with a 6-month check in on priorities. Council priorities are selected and ranked with City staff. |
|
Mountain View |
Biennial |
The two-year Council Work Plan establishes the top projects to advance the Council's strategic vision and strategic priorities. Every 6 months, Council receives City Manager reports on the implementation of the Strategic Roadmap along with the mid-year budget. |
|
Oakland |
Biennial |
Individual Councilmember Priorities: City Councilmembers submit up to seven expenditure priorities in ranked and/or weighted order for changes to the baseline budget as presented in the Five-Year Forecast. |
|
Palo Alto |
Annual |
City Council reviews its priorities for the year at its annual Council Retreat. |
|
San Jose |
Annual |
The City Council Focus Areas guide San José’s priorities. A survey is conducted to residents. Council submits priorities annual and is part of the Mayor’s March budget message. |
|
San Mateo |
Annual |
Every year the San Mateo City Council holds its annual goal setting meeting (a.k.a. "Blue Sky" meeting) to establish its priorities and strategic initiatives. |
|
Sunnyvale |
Biennial |
The City Council adopted five strategic goals for July 2025 through June 2027. A strategic goal workplan dashboard <https://www.sunnyvale.ca.gov/your-government/governance/council-strategic-goals/workplan-dashboard> is available. |
2026 Priority Setting Session
The 2026 session will be facilitated by Raftelis, consistent with the prior year. The proposed agenda framework includes.
• Status update on 2025/2026 City Council priorities
• Budget Update
• 2026/2027 Priority Setting; Council identifies top priorities
• Public Comment opportunities
• Conflict Resolution Training (if consultant secured)
Staff is also exploring development of an online dashboard to track progress on City Council priorities, including project details, budget information, and anticipated completion dates, to be made publicly available on the City’s website.
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
Review and Provide Direction for the 2026 City Council Priority Session Framework
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. 2024 City Council Priorities Summary Report
2. 2025 Consultant Raftelis Summary of City Council Priority Session