CITY COUNCIL REGULAR MEETING AGENDA PACKET 9-1-26

Page 1 of 3 Item #11 CITY COUNCIL AGENDA REPORT September 1, 2026 Library and Recreation TITLE: RECEIVE INFORMATION AND PROVIDE FEEDBACK ON A DRAFT COMMUNITY SPECIAL EVENT SUPPORT POLICY SUMMARY The draft Community Special Event Support Policy (Attachment 1) establishes a transparent and equitable framework for how the City of Pleasanton evaluates and provides support to community organizations presenting special events that benefit Pleasanton residents. The Policy formalizes existing practices, introduces tiered support categories, and strengthens accountability through application requirements, written agreements, and post-event reporting. BACKGROUND The City of Pleasanton has a long history of partnering with community organizations to deliver special events that enrich the quality of life for residents, ranging from large-scale civic celebrations and cultural festivals to neighborhood parades. The City currently coordinates 22 special events annually requiring street closures or parking restrictions — an increase of seven from 2025. While City support for community events has been provided consistently, there has not been a comprehensive policy governing how that support is requested, evaluated, or awarded. Existing practices have developed organically over time through various organizational agreements, facility use agreements, and annual budget deliberations. As demand for City support has grown and the nature of requests has expanded to include marketing, social media promotion, brand use, and staffing, staff has identified the need for a clear Council- adopted policy. Staff undertook a review of peer agency policies, including the Town of Danville's Community Events Support Policy (adopted September 2023), and conducted an internal review of current practices. The resulting draft policy was developed collaboratively and reflects input from the Special Event Committee, the City Attorney's Office, and departmental stakeholders. DISCUSSION Policy Purpose The Community Special Events Support Policy establishes a consistent, equitable, and transparent process for City support of special events presented by community organizations. The Policy applies to support requests submitted through the Community Special Event application process. It governs City support in the form of in-kind services, facility access, staff assistance, and marketing support. It does not supersede existing adopted City policies or individual facility use agreements. Tiered Support Structure The Policy organizes City events and support into three categories, modeled on best practices Page 333 of 344