Joint Meeting for the Rules and Open Government Committee and Committee of the Whole
City of San José
Agenda
City of San José
200 East Santa Clara Street
San Jose, CA 95113
Committee Members
David Cohen, Chair
Pam Foley, Vice Chair
Sergio Jimenez, Member
Dev Davis, Member
Rosemary Kamei, Member
Committee Staff
Lee Wilcox, Assistant City Manager
Toni Taber, City Clerk
Nora Frimann, City Attorney
Rachelle Blattman, City Manager's Office
Hybrid Meeting - Council Chambers and Virtually -
https://sanjoseca.zoom.us/j/85991848944
Wednesday, August 9, 2023 2:00 PM
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 for items on the agenda:
1) By email to [email protected] by 9:00 a.m. the day of the meeting.
How to provide spoken Public Comment during the Committee Meeting:
City of San José Page 1 Printed on 8/9/2023
Joint Meeting for the Rules and August 9, 2023
Open Government Committee and
Committee of the Whole
Agenda
1) By phone 888 475 4499. Webinar ID: 85991848944. Click *9 to raise a hand to speak. Press *6 to unmute. Alternative phone numbers are: US: +1 (213) 338-8477 or +1 (408) 638-0968 or (877) 853-5257 (Toll Free)
2) By online https://sanjoseca.zoom.us/j/85991848944.
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 Committee Chair 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.
A. City Council (City Clerk)
1. Review Final Agenda
Review August 15, 2023 Final Agenda
a. Add New Items to Final Agenda
b. Assign "Time Certain" to Agenda Items (if needed)
c. Review of Notice of Waiver Requirements for Agenda Items or Documents (if needed)
ROGC
23-265
Agenda
Add Sheet
Letters from the Public
Attachments
2. Review Draft Agenda
Review August 22, 2023 Draft Agenda
a. Add New Items to Draft Agenda
b. Assign "Time Certain" to Agenda Items (if needed)
c. Review of Notice of Waiver Requirements for Agenda Items or Documents (if needed)
ROGC
23-266
Attachments Agenda
City of San José Page 2 Printed on 8/9/2023
Joint Meeting for the Rules and August 9, 2023
Open Government Committee and
Committee of the Whole
Agenda
Notice to the public: There will be no separate discussion of individual Consent Calendar items as they are considered to be routine and will be adopted by one motion. If a member of the Committee requests debate, separate vote or recusal on a particular item, that item may be removed from the Consent Calendar by the Chair and considered separately. The public may comment on the entire Consent Calendar and any items removed from the Consent Calendar by the Chair.
B. Consent Calendar
ROGC The Public Record for July 27 - August 3, 2023. (City Clerk) 23-267
1. Recommendation: Receive and file the Public Record for July 27 - August 3, 2023.
Attachments The Public Record
ROGC City Auditor's Fiscal Year 2023-24 Work Plan. (City Auditor) 23-270
2. Recommendation: Review and approve the City Auditor’s Fiscal Year 2023-24 Work Plan.
Attachments Memorandum
ROGC Monthly Report of Activities for June and July 2023. (City Auditor) 23-271
3. Recommendation: Approve the Auditor’s Office Monthly Report of Activities for the months of June and July 2023.
Attachments Memorandum
ROGC Request for Travel for Councilmember David Cohen. (Cohen) 23-269
4. Recommendation: Authorize travel for Councilmember Cohen to Sacramento, CA from September 20 - 22, 2023 to attend the League of California Cities – Annual Conference and Expo.
Memorandum from Cohen
Memorandum
Attachments
City of San José Page 3 Printed on 8/9/2023
Joint Meeting for the Rules and August 9, 2023
Open Government Committee and
Committee of the Whole
Agenda
Retroactive Approval of Various District 8 Events Sponsored by Council District 8 as City Council Sponsored Special Events to Expend City Funds and Accept Donations of Materials and Services for the Events. (Candelas)
ROGC
23-273
5. Recommendation: 1. Retroactively approve the following Various District 8 Events as City Council sponsored Special Events and approve the expenditure of funds:
a) CERT Community Meeting at Evergreen Branch Library on May 11th, 2023;
b) Community Cleanup at Lake Cunningham on May 13th, 2023; c) District 8 Community Budget Meeting at East Valley Family YMCA on June 8th, 2023;
d) Meadowfair Neighborhood Association Meeting at Meadowfair Park on June 15th, 2023;
e) Health Fair and Wellness Walk at Eastridge Mall on June 30th, 2023; f) Music in the Park at Evergreen Village Square on July 29th, 2023; and
g) Movie Night at Evergreen Village Square on August 11, 2023.
2. Approve and accept donations from various individuals, businesses, or community groups to support the events.
3. Place the item on the August 15, 2023, City Council Agenda for action.
Attachments Memorandum from Candelas
Approval of Multiple Special Events Sponsored by Council District 4 as City Council Sponsored Special Events to Expend City Funds and Accept Donations of Materials and Services for the Events. (Cohen) ROGC
23-274
6. Recommendation: 1. Retroactively approve the District 4 Litter Pick-Up that was held on Saturday, August 5, 2023 as a City Council sponsored Special Event and approve the expenditure of funds.
2. Approve the District 4 Vietnamese Mid-Autumn Festival that will be held on Saturday, September 30, 2023 as a City Council sponsored Special Event and approve the expenditure of funds.
3. Approve and accept donations from various individuals, businesses or community groups to support the event.
4. Place the item on the August 15, 2023 Council Agenda for action.
Attachments Memorandum from Cohen
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Joint Meeting for the Rules and August 9, 2023
Open Government Committee and
Committee of the Whole
Agenda
Neighborhood Services and Education Committee Work Plan. (Mayor and Davis)
ROGC
23-275
7. Recommendation: a) Approve the Neighborhood Services and Education Committee Work Plan for the period of August through December 2023 and setting its meeting schedule on the second Thursday of each month at 1:30 p.m. in the City Council Chambers.
b) Accept the draft Neighborhood Services and Education Committee Work Plan for the period of January through June 2024.
Attachments Memorandum from Mayor and Davis
END OF CONSENT
C. Rules Committee Reviews, Recommendations and Approvals Addressing Encampments and RV's Around Schools. (Mayor, Cohen, Ortiz, and Doan)
ROGC
23-268
1. Recommendation: Direct the City Manager to:
1. Expedite drafting an ordinance prohibiting encampments and vehicle dwelling within 150 feet of the property line of licensed preschools, daycares, and K-12 schools; and
2. Return to Council within 90 days with a draft ordinance, a cost estimate for associated resources needed to fully enforce the ordinance, and recommendations to expedite or phase in enforcement with existing resources.
Memorandum from Mayor, Cohen, Ortiz, and Doan
Early Consideration Response Form - 8/9/2023
Letters from the Public
Attachments
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Joint Meeting for the Rules and August 9, 2023
Open Government Committee and
Committee of the Whole
Agenda
ROGC Audit of the Office of Retirement Services. (Mayor, Davis, and Foley) 23-272
2. Recommendation: Direct the City Auditor to prioritize an audit of the Office of Retirement Services in his workplan. This audit should cover, at minimum, the following areas:
1. Identifying internal process controls for financial activities such as accounting, purchasing and contracting;
2. Identifying policies and procedures around information systems and security;
3. Compliance with City policies for financial activities, information systems and security, and other relevant administrative functions;
4. A comparison of the governance structures of other pension plans, including board oversight of management's administrative functions and responsibilities.
Attachments Memorandum from Mayor, Davis, and Foley
D. Open Forum
Members of the Public are invited to speak on any item that does not appear on today’s Agenda and that is within the subject matter jurisdiction of the City Council.
E. Adjournment
The Code of Conduct
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 San José City Hall, Office of the City Clerk, 200 E. Santa Clara Street, 14th Floor, San José, CA 95113 at the same time that the public records are distributed or made available to the legislative body.
To request an accommodation or alternative format for City-sponsored meetings, events or printed materials, please call the Office of the City Clerk 408-535-1260 as soon as possible, but at least three business days before the meeting/event.
Access the video, the agenda and related reports for this meeting by visiting the City's website.
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