Proposed Citywide-Ward Specific Special Events, Programs, and Projects Policy (10-minute presentation) Ruby Castillo, Principal Management Analyst, City Manager's Office

This item concerns the proposed Citywide Ward-Specific Special Events, Programs, and Projects Policy. The policy aims to create a consistent framework for planning and implementing ward-based events, ensuring equitable community programming and transparency. The City Council previously considered this policy on October 28, 2025, but did not adopt it, referring it back to the Governmental Processes Committee (GPC) for further review.

Key discussion points and proposed revisions include:

• Election-Period Safeguards: The policy currently prohibits ward events within 90 days preceding an election in which the Councilmember's name appears on the ballot. Concerns were raised that this could limit recurring annual events. The GPC requested a review by the City Attorney's Office on whether annually occurring events could be exempted. The proposed policy now lists annually recurring events (occurring for at least three years) as exempt from this prohibition.
• Branding and Promotion: To avoid the appearance of political advocacy, event branding should use the City's Local Vibes branding and may reference the Ward number or neighborhood name, but not Councilmembers' names or logos.
• Implementation: Events will be implemented by City staff, with annual pre-event planning meetings between staff and Council offices to identify priorities and reduce last-minute requests.
• Post-Event Reporting: A standardized after-action or post-event report will be required for all ward-funded activities, including cost breakdowns, attendance, and lessons learned, to support transparency and future planning.

The Fiscal Year 2025/26 budget includes funding for these ward-specific events, and no additional fiscal impact is expected from this policy action.