TO: RULES AND OPEN FROM: Sarah Zárate
GOVERNMENT COMMITTEE
SUBJECT: FEBRUARY – APRIL 2023 DATE: January 23, 2023
STUDY SESSION SCHEDULE
Approved Date
1/24/2023
RECOMMENDATION
(a) Approve the Study Session Schedule for the period February – April 2023. (b) Schedule a Study Session for Priority Setting Session #1 titled Transition Committee Report on Tuesday, February 14 at 11:00 a.m. and a Special Meeting for Priority Setting Session #2 titled Administration Priority Setting Recommendations on Tuesday, February 28 at 11:00 a.m. in the City Council Chambers and approve the draft agendas.
BACKGROUND
The Administration has developed a tentative schedule of Study Session dates for February – April 2023 (Attachment A) to facilitate calendaring for the Mayor and Council. May 2023 Study Session dates were approved by the Rules and Open Government Committee on December 7, 2022 as part of the 2023-2024/2024-2025 Budget Calendar for review of the City budget.1 No Study Sessions are anticipated for June 2023. As topics and agendas are set for the dates in the Attachment A, staff will bring dates and times forward to the Rules and Open Government Committee for approval.
Two Priority Setting Session meetings are set for February 14, 2023 and February 28, 2023 per the direction set in the January 18, 2023 Rules and Open Government Committee meeting to best inform the March Budget Message on City focus areas, outcomes, recommendations, and success metrics for the Fiscal Year 2023-2024 Budget Process. The specific dates, times, and draft agendas for each session are included in this memorandum as Attachment B and Attachment C.
Please note that the meeting times are limited during this time frame due to expected construction related to audio and video technology upgrades in the Council Chambers and Wing Rooms 118, 119, and 120 at City Hall.
1 https://sanjose.legistar.com/LegislationDetail.aspx?ID=5953464&GUID=E79E2F6F-F9EB-4672-85BB5DD183FDCABC&Options=&Search= RULES COMMITTEE: 2/1/2023
FILE: ROGC 23-050
ITEM: B.2
HONORABLE MAYOR AND CITY COUNCIL
January 23, 2023
Subject: February – June 2023 Study Session Schedule
COORDINATION
This memorandum has been coordinated with the Mayor’s Office and the City Clerk’s Office.
SARAH ZÁRATE
Director, Office of Administration, Policy,
and Intergovernmental Relations
For questions, please contact Rachelle Blattman, Senior Executive Analyst, at [email protected].
Attachments:
Attachment A – Study Session Schedule for February – April 2023 Attachment B – Study Session – Priority Setting Session #1 Agenda Attachment C – Special Meeting – Priority Setting Session #2 Agenda
ATTACHMENT A
FEBRUARY – APRIL 2023
CITY COUNCIL STUDY SESSION SCHEDULE
DATE TIME
Tuesday, February 14
Study Session - Priority Setting Session #1
11:00 a.m. – 1:00 p.m.
Tuesday, February 28
Special Meeting - Priority Setting Session #2
11:00 a.m. – 1:00 p.m.
Thursday, March 23 1:30 p.m. – 4:30 p.m.
Thursday, March 30 1:30 p.m. – 4:30 p.m.
Tuesday, April 4 6:00 p.m. – 9:00 p.m.
ATTACHMENT B
City Council Meeting
Agenda
Tuesday, February 14, 2023
11:00 AM
Hybrid Meeting - Council Chambers and Virtually
Study Session – Priority Setting Session #1
Transition Committee Report
MATT MAHAN, MAYOR
ROSEMARY KAMEI, DISTRICT 1
SERGIO JIMENEZ, DISTRICT 2
OMAR TORRES, DISTRICT 3
DAVID COHEN, DISTRICT 4
PETER ORTIZ, DISTRICT 5
DEV DAVIS, DISTRICT 6
BIEN DOAN, DISTRICT 7
VACANT, DISTRICT 8
PAM FOLEY, DISTRICT 9
VACANT, DISTRICT 10
The City of San José is committed to open and honest government and strives to consistently meet the community’s expectations by providing excellent service, in a positive and timely manner, and in the full view of the public.
Welcome to the San José City Council meeting!
This Agenda contains both a Consent Calendar section for routine business items that require Council approval, and general business items arranged to correspond with San José’s City Service Areas (CSAs). City Service Areas represent the policy-making level for strategic planning, policy setting, and investment decisions in the critical functions the City provides to the community. They are:
• Strategic Support - The internal functions that enable the CSAs to provide direct services to the community in an effective and efficient manner. • Public Safety - Commitment to excellence in public safety by investing in neighborhood partnerships as well as prevention, enforcement, and emergency preparedness services. • Transportation & Aviation Services - A safe and efficient transportation system that contributes to the livability and economic health of the City; and provide for the air transportation needs of the community and the region at levels that is acceptable to the community. • Environmental and Utility Services - Manage environmental services and utility systems to ensure a sustainable environment for the community.
• Neighborhood Services - Serve, foster, and strengthen community by providing access to lifelong learning and opportunities to enjoy life.
• Community & Economic Development - Manage the growth and change of the community in order to create and preserve healthy neighborhoods and ensure a diverse range of employment and housing opportunities.
You may speak to the City Council about any discussion item that is on the agenda, and you may also speak during Open Forum on items that are not on the agenda and are within the subject matter jurisdiction of the City Council or Successor Agency to the Redevelopment Agency Board. If you wish to speak to the City Council, please refer to the following guidelines:
o Fill out a Yellow Speaker’s Card and submit it to the City Clerk seated at the front table. Do this before the meeting or before the item is heard. This will ensure that the name on the card is called for the item(s) that you wish to address, and it will help ensure the meeting runs smoothly for all participants by calling speakers in an orderly manner. o When the Council reaches your item on the agenda, the Mayor will open the public hearing and call your name. Please address the Council from the podium, which is located to the left of the City Clerk’s table.
o Each speaker generally has two minutes to speak per item. The total amount of time allocated for public testimony for each public speakers or for an agenda item may be limited at the Mayor’s discretion, depending on the number of speakers or the length of the agenda. (California Government Code Section 54954.3; Council Policy 0-37)
o To assist you in tracking your speaking time, there is a display on the podium. The green light turns on when you begin speaking; the yellow light turns on when you have 30 seconds left; and the red light turns on when your speaking time is up.
Please be advised that, by law, the City Council is unable to discuss or take action on issues presented during Open Forum. According to State Law (the Brown Act) items must first be noticed on the agenda before any discussion or action.
The San José City Council meets every Tuesday at 1:30 p.m. and Tuesday at 6 p.m. as needed, unless otherwise noted. The City Council, or less than a quorum, may adjourn any regular, special or adjourned meeting to a later date, time and place specified in the order of adjournment.
If all members are absent, the City Clerk may declare the meeting adjourned to a stated date, time and place. If you have any questions, please direct them to the City Clerk’s staff seated at the tables just below the dais. Thank you for taking the time to attend today’s meeting. We look forward to seeing you at future meetings.
Agendas, Staff Reports and some associated documents for City Council items may be viewed on the Internet at https://www.sanjose.legistar.com/Calendar.aspx. Council Meetings are televised live and rebroadcast on Channel 26.
All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at San José City Hall, 200 E. Santa Clara Street, Tower 14th Floor, San José, CA 95113 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. Please go to the Clerk’s Records Database https://records.sanjoseca.gov/Pages/Search.aspx for the final document, or you many also contact the Office of the City Clerk at (408) 535-1260 or [email protected].
American Disability Act: To request an alternative format agenda under the Americans with Disabilities Act for City-sponsored meetings, events or printer materials, please call (408) 535-1260 as soon as possible, but at least three business days before the meeting.
Accommodations: Any member of the public who needs accommodations should email the ADA Coordinator at [email protected] or by calling (408) 535-8430. The ADA Coordinator will use their best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety in accordance with the City procedure for resolving reasonable accommodation requests.
On occasion the City Council may consider agenda items out of order.
City Council Agenda February 14, 2023
City of San José Page 4
* COVID-19 NOTICE *
Consistent with AB 361 and City of San José, Resolution Nos. 80628, 80659, 80685, 80724, 80758, 80809 and 80853, Councilmembers may be teleconferencing from remote locations.
How to observe the Meeting (no public comment):
1) Cable Channel 26,
2) https://www.sanjoseca.gov/news-stories/watch-a-meeting, or 3) https://www.youtube.com/CityofSanJoseCalifornia
How to submit written Public Comment before the City Council Meeting:
1) Use the eComment tab located on the City Council Agenda page. eComments are also directly sent to the ilegislate application used by City Council and staff. 2) By email to [email protected] by 10:00 a.m. the day of the meeting. Those emails will be attached to the Council Item under “Letters from the Public.” Please identify the Agenda Item Number in the subject line of your email.
How to submit written Public Comment during the City Council Meeting:
1) Email during the meeting to [email protected], identifying the Agenda Item Number in the email subject line. Comments received will be included as a part of the meeting record but will not be read aloud during the meeting.
How to provide spoken Public Comment during the City Council Meeting:
1) By Phone: (888) 475 4499. Webinar ID is 889 5708 4529. Click *9 to raise a hand to speak.
Click *6 to unmute when called.
Alternative phone numbers are: US: +1 (213) 338-8477 or +1 (408) 638-0968 or (877) 853-5257 (Toll Free)
2) Online at: TBD
a. Use a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+.
Certain functionality may be disabled in older browsers including Internet Explorer. Mute all other audio before speaking. Using multiple devices can cause an audio feedback. b. Enter an email address and name. The name will be visible online and will be used to notify you that it is your turn to speak.
c. When the Mayor calls for the item on which you wish to speak, click on “raise hand.” Speakers will be notified shortly before they are called to speak. d. When called, please limit your remarks to the time limit allotted.
City Council Agenda February 14, 2023
City of San José Page 5
• Call to Order and Roll Call
11:00 a.m.- Study Session
Council Chambers, City Hall
Purpose
To provide an overview of the Transition Committee results on outcomes, recommendations, and success metrics.
Outcome
The Mayor and City Councilmembers will develop a common understanding of the Transition Committee results on outcomes, recommendations, and success metrics, and will provide feedback to the Administration to help inform the Priority Setting Session #2 Recommendations.
STUDY SESSION – PRIORITY SETTING SESSION #1
(a) Overview and Context
(1) Present the process and timeline overview of Priority Setting within the context of the Fiscal Year 2023-2024 Budget Process.
(b) Transition Committee Reports
(1) Receive the reports on the Transition Committee results on outcomes, recommendations, success metrics, and other feedback from each of the five Transition Committees on 1) Homelessness, 2) Community Safety, 3) Clean Neighborhoods, 4) Planning and Permitting, and 5) Downtown Vibrancy. (c) Discussion and Feedback
(1) Discuss the reports’ results on outcomes, recommendations, success metrics, and other feedback.
(2) Provide feedback to staff.
(3) Discuss next steps.
• Public Comment
• Adjournment
ATTACHMENT C
City Council Meeting
Agenda
Tuesday, February 28, 2023
11:00 AM
Hybrid Meeting - Council Chambers and Virtually
Special Meeting – Priority Setting Session #2
Administration Priority Setting Recommendations
MATT MAHAN, MAYOR
ROSEMARY KAMEI, DISTRICT 1
SERGIO JIMENEZ, DISTRICT 2
OMAR TORRES, DISTRICT 3
DAVID COHEN, DISTRICT 4
PETER ORTIZ, DISTRICT 5
DEV DAVIS, DISTRICT 6
BIEN DOAN, DISTRICT 7
VACANT, DISTRICT 8
PAM FOLEY, DISTRICT 9
VACANT, DISTRICT 10
The City of San José is committed to open and honest government and strives to consistently meet the community’s expectations by providing excellent service, in a positive and timely manner, and in the full view of the public.
Welcome to the San José City Council meeting!
This Agenda contains both a Consent Calendar section for routine business items that require Council approval, and general business items arranged to correspond with San José’s City Service Areas (CSAs). City Service Areas represent the policy-making level for strategic planning, policy setting, and investment decisions in the critical functions the City provides to the community. They are:
• Strategic Support - The internal functions that enable the CSAs to provide direct services to the community in an effective and efficient manner. • Public Safety - Commitment to excellence in public safety by investing in neighborhood partnerships as well as prevention, enforcement, and emergency preparedness services. • Transportation & Aviation Services - A safe and efficient transportation system that contributes to the livability and economic health of the City; and provide for the air transportation needs of the community and the region at levels that is acceptable to the community. • Environmental and Utility Services - Manage environmental services and utility systems to ensure a sustainable environment for the community.
• Neighborhood Services - Serve, foster, and strengthen community by providing access to lifelong learning and opportunities to enjoy life.
• Community & Economic Development - Manage the growth and change of the community in order to create and preserve healthy neighborhoods and ensure a diverse range of employment and housing opportunities.
You may speak to the City Council about any discussion item that is on the agenda, and you may also speak during Open Forum on items that are not on the agenda and are within the subject matter jurisdiction of the City Council or Successor Agency to the Redevelopment Agency Board. If you wish to speak to the City Council, please refer to the following guidelines:
o Fill out a Yellow Speaker’s Card and submit it to the City Clerk seated at the front table. Do this before the meeting or before the item is heard. This will ensure that the name on the card is called for the item(s) that you wish to address, and it will help ensure the meeting runs smoothly for all participants by calling speakers in an orderly manner. o When the Council reaches your item on the agenda, the Mayor will open the public hearing and call your name. Please address the Council from the podium, which is located to the left of the City Clerk’s table.
o Each speaker generally has two minutes to speak per item. The total amount of time allocated for public testimony for each public speakers or for an agenda item may be limited at the Mayor’s discretion, depending on the number of speakers or the length of the agenda. (California Government Code Section 54954.3; Council Policy 0-37)
o To assist you in tracking your speaking time, there is a display on the podium. The green light turns on when you begin speaking; the yellow light turns on when you have 30 seconds left; and the red light turns on when your speaking time is up.
Please be advised that, by law, the City Council is unable to discuss or take action on issues presented during Open Forum. According to State Law (the Brown Act) items must first be noticed on the agenda before any discussion or action.
The San José City Council meets every Tuesday at 1:30 p.m. and Tuesday at 6 p.m. as needed, unless otherwise noted. The City Council, or less than a quorum, may adjourn any regular, special or adjourned meeting to a later date, time and place specified in the order of adjournment.
If all members are absent, the City Clerk may declare the meeting adjourned to a stated date, time and place. If you have any questions, please direct them to the City Clerk’s staff seated at the tables just below the dais. Thank you for taking the time to attend today’s meeting. We look forward to seeing you at future meetings.
Agendas, Staff Reports and some associated documents for City Council items may be viewed on the Internet at https://www.sanjose.legistar.com/Calendar.aspx. Council Meetings are televised live and rebroadcast on Channel 26.
All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at San José City Hall, 200 E. Santa Clara Street, Tower 14th Floor, San José, CA 95113 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. Please go to the Clerk’s Records Database https://records.sanjoseca.gov/Pages/Search.aspx for the final document, or you many also contact the Office of the City Clerk at (408) 535-1260 or [email protected].
American Disability Act: To request an alternative format agenda under the Americans with Disabilities Act for City-sponsored meetings, events or printer materials, please call (408) 535-1260 as soon as possible, but at least three business days before the meeting.
Accommodations: Any member of the public who needs accommodations should email the ADA Coordinator at [email protected] or by calling (408) 535-8430. The ADA Coordinator will use their best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety in accordance with the City procedure for resolving reasonable accommodation requests.
On occasion the City Council may consider agenda items out of order.
City Council Agenda February 28, 2023
City of San José Page 4
* COVID-19 NOTICE *
Consistent with AB 361 and City of San José, Resolution Nos. 80628, 80659, 80685, 80724, 80758, 80809 and 80853, Councilmembers may be teleconferencing from remote locations.
How to observe the Meeting (no public comment):
1) Cable Channel 26,
2) https://www.sanjoseca.gov/news-stories/watch-a-meeting, or 3) https://www.youtube.com/CityofSanJoseCalifornia
How to submit written Public Comment before the City Council Meeting:
1) Use the eComment tab located on the City Council Agenda page. eComments are also directly sent to the ilegislate application used by City Council and staff. 2) By email to [email protected] by 10:00 a.m. the day of the meeting. Those emails will be attached to the Council Item under “Letters from the Public.” Please identify the Agenda Item Number in the subject line of your email.
How to submit written Public Comment during the City Council Meeting:
1) Email during the meeting to [email protected], identifying the Agenda Item Number in the email subject line. Comments received will be included as a part of the meeting record but will not be read aloud during the meeting.
How to provide spoken Public Comment during the City Council Meeting:
1) By Phone: (888) 475 4499. Webinar ID is 889 5708 4529. Click *9 to raise a hand to speak.
Click *6 to unmute when called.
Alternative phone numbers are: US: +1 (213) 338-8477 or +1 (408) 638-0968 or (877) 853-5257 (Toll Free)
2) Online at: TBD
a. Use a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+.
Certain functionality may be disabled in older browsers including Internet Explorer. Mute all other audio before speaking. Using multiple devices can cause an audio feedback. b. Enter an email address and name. The name will be visible online and will be used to notify you that it is your turn to speak.
c. When the Mayor calls for the item on which you wish to speak, click on “raise hand.” Speakers will be notified shortly before they are called to speak. d. When called, please limit your remarks to the time limit allotted.
City Council Agenda February 28, 2023
City of San José Page 5
• Call to Order and Roll Call
11:00 a.m.- Special Meeting
Council Chambers, City Hall
SPECIAL MEETING – PRIORITY SETTING SESSION #2
(a) Overview, Context, and Summary
(1) Present process and timeline overview of Priority Setting within the context of the Fiscal Year 2023-2024 Budget Process.
(2) Confirm terminology understanding and examples.
(3) Summarize Results and Feedback from Session #1.
(b) Administration Recommendations
(1) Receive Administration recommendations on priority focus areas including outcomes, initiatives, and success metrics.
(c) Discussion and Prioritization
(1) Discuss Administration recommendations and provide feedback and direction to staff.
(2) Prioritize outcomes.
(3) Discuss next steps.
• Public Comment
• Adjournment