DRAFT MINUTES
CUPERTINO CITY COUNCIL
Friday, January 12, 2024
SPECIAL MEETING
At 11:00 a.m., Mayor Sheila Mohan called the Special City Council Meeting to order in the Cupertino Library, Room 201, 10800 Torre Avenue.
ROLL CALL
Present: Mayor Sheila Mohan, Vice Mayor J.R. Fruen, and Councilmembers Liang Chao, Kitty Moore, and Hung Wei. Absent: none.
CITY COUNCIL TRAINING
1. Subject: City Council Training
Recommended Action: Conduct City Council Training
Written communications for this item included a staff presentation, printed Attachment B - Rosenberg's Rules of Order, and a Rosenberg's Rules of Order Cheat Sheet handout.
City Manager Pamela Wu introduced the item and discussed the following presentation items:
City of Cupertino’s government structure
City Commissions as Advisory Boards to Council
Deputy City Manager, Economic Development Manager, and Emergency Services Manager roles and responsibilities Process of reimbursements for Council
Update on 2024 Council Committee Assignments
Types of City Council meetings
Special Meetings versus Regular Meetings
Closed Session meetings
Study Session meetings providing information for Council Future Agenda Setting
Two or more councilmembers requesting agenda items
Draft City Council agenda review and finalization process Staff preparation of answers to councilmember questions Councilmember prep sessions prior to City Council meetings City Attorney Chris Jensen presented Rosenberg's Rules of Order, Simple Rules of Parliamentary Procedure for the 21st Century, including the following:
Governing through the rule of majority and public participation Council Procedures Manual as a supplement to Rosenberg's Rules of Order procedure The deliberation process as an opportunity for councilmembers to explain why they are voting the way they vote Process for discussing an agenda
Allowance of up to three motions on the table
Motion to Reconsider
Point of Privilege
Point of Order
Call to Orders of the Day
Withdrawing motions
Critiques of Rosenberg's Rules
Gives more authority to the Chair but Council Procedures Manual limits this Dilutes clarity on body’s motion making
Motion does not belong to the body, motion belongs to the maker Only three motions on the floor
Discussion during motions
Clarification on motion format
Councilmembers asked questions and made comments.
Chief Technology Officer Bill Mitchell presented the following:
Cyber Security Training
The complexity and frequency of cyber-attacks
Cities that were breached
The City’s multi-tiered security architecture encompasses:
Regular annual training sessions
Scheduled phishing simulations
Targeted remedial training for individuals
City-issued Equipment
Laptop and associated hardware and software
Cell phone with data plan
Annual review conducted by IT
Security and application patches
Firmware updates
Scans for malicious software
Use of City Email
Use of City Email account when sending messages pertaining to City business Privacy expectations
Subject to Public Records Act requests
International Travel
Procedure for network logins outside of the United States City Clerk Kirsten Squarcia presented the following:
Reminders for ethics (AB 1234) and harassment prevention training and Statement of Economic Interests (Form 700) filing City Council meeting agenda items
Deadlines for submitting councilmember questions to staff and Councilmember Activity Reports City Council meeting minutes format
Supplemental Reports versus Desk Items
Information on the number of City Council meetings held in 2023 and the number of Public Records Act requests processed in 2023 Best Practices when participating in political activities Political Reform Act update for Councilmember contributions Councilmembers asked questions and made comments.
Assistant City Manager Matt Morley reviewed the following City Department highlights:
Administrative Services
City Budget
Fee Schedule
Purchasing Policy
Annual Comprehensive Financial Report (ACFR)
Training standards for employees by classification
Injury and Illness Prevention Policy
Public Works
Landfill Agreement
Water Lease
CIP Projects including LED lighting transition and solar Exploring opportunity for maintenance insourcing
DOLA improvements at Linda Vista
Community Development
Vallco project, Housing Element, and Lehigh expected activity Mary Avenue affordable housing next steps in the spring Simian property and coordination with the County as the lead advancing this affordable housing project Zoning Code updates including removal of two-story permits, updating the tree list, review of parking standards, and objective design standards Parks and Recreation
Community Funding
Fee adjustments and market rate analysis
Sponsorship and Grant opportunities
City Manager’s Office
Leading Work Program efforts
Adoption of Hazard Mitigation Plan
Monitoring for State legislation and action where appropriate Information and Technology
Website Update
Replacement of Server/Storage systems
Augmented reality on flora and fauna at McClellan Ranch Deputy City Manager Tina Kapoor reviewed the following:
Process for submitting proclamation requests and other ceremonial matters Mayor as ceremonial spokesperson and Vice Mayor as designated alternate Councilmembers asked questions and made comments.
Executive Assistant to Council and City Manager Debra Nascimento presented the following:
Supporting City Council, City Manager, and Assistant City Manager Arrangement of various regularly scheduled meetings:
Mayor’s Meeting with Commissioners
Council meeting agenda review
City Manager and Councilmember one-on-one meetings
Registration for conferences and events
Arrangement of travel
Councilmembers asked questions and made comments.
Mayor Mohan opened the public comment period and the following people spoke.
Cathy Helgerson was concerned about discussions during special meeting closed sessions regarding litigation matters, meeting adjournments and continuations, and compliance with the Brown Act; and supported meetings that are held at Community Hall (submitted written comments).
Lisa Warren supported the session and was concerned about staff guidance and staff reports as the sole source of information for Councilmembers, and Councilmembers making their decisions before receiving public input.
Mayor Mohan closed the public comment period.
Council conducted the City Council training. Councilmember comments included the following:
Would like to continue to have flexibility to ask questions after receiving public comments.
For some agenda items, it doesn’t make sense to receive councilmember views on an item after a motion because once a motion is made, comments should be discussing the agenda item, not the motion.
Support allowing councilmembers to explain how they made their decisions.
Consider listing only one agenda item instead of grouping multiple items in the item.
Include agenda language for the public regarding instruction on the public comment process.
Support this type of training to be audio/video recorded and with a hybrid option for the public.
Appreciate the clarification on study sessions and when Council actions are taken.
Ensure City Commissions are given training on how to run a meeting.
ADJOURNMENT
At 1:08 p.m., Mayor Mohan adjourned the Special City Council Meeting.
Minutes prepared by:
_________________________
Kirsten Squarcia, City Clerk
City Council Minutes January 12, 2024