City of Santa Clara
Call and Notice of Special Meeting
Governance and Ethics Committee Agenda
Virtual Meeting3:00 PMMonday, December 5, 2022
The City of Santa Clara will be conducting this Governance and Ethics Committee meeting in virtual setting via Zoom to allow the public to participate remotely. Pursuant to California Government Code Section 54953(e) and City of Santa Clara Resolution 22-9160, Councilmembers may teleconference from remote locations and the continues to have methods for the public to participate remotely:
• Via Zoom: https://santaclaraca.zoom.us/j/98559951444
Webinar ID: 985 5995 1444
• By phone: +1 669 444 9171
• Submit comments via email to: [email protected] NOTICE IS HEREBY GIVEN that, pursuant to the provisions of California Government Code §54956 (“The Brown Act”) and Section 708 of the Santa Clara City Charter, the Chair calls for a Special Meeting of the Governance and Ethics Committee of the City of Santa Clara to commence and convene on December 5, 2022, at 3:00 PM for a Special Meeting to be held virtually via Zoom, to consider the following matter(s) and to potentially take action with respect to them.
CALL TO ORDER AND ROLL CALL
CONSENT CALENDAR
1.A Approval of the June 7, 2021 Governance and Ethics Committee Meeting Minutes
22-1395
Approve the minutes of the June 7, 2021 Governance
and Ethics Committee Meeting.
Recommendation:
PUBLIC PRESENTATIONS
[This item is reserved for persons to address the body on any matter not on the agenda that is within the subject matter jurisdiction of the body. The law does not permit action on, or extended discussion of, any item not on the agenda except under special circumstances. The governing body, or staff, may briefly respond to statements made or questions posed, and appropriate body may request staff to report back at a subsequent meeting.]
GENERAL BUSINESS
Special Governance and Ethics
Committee Meeting Meeting Agenda December 5, 2022
2. Discussion and Direction regarding the City Council Letterhead and Correspondence Policy
22-1396
Staff makes no recommendations.Recommendation:
3. Discussion on the Workplan for Governance and Ethics Committee
22-1400
Staff makes no recommendation.Recommendation:
STAFF REPORT
COMMITTEE MEMBERS REPORT
ADJOURNMENT
Special Governance and Ethics
Committee Meeting Meeting Agenda December 5, 2022
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.
If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker." In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.
Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format. Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.
Individuals who require an auxiliary aid or service for effective communication, or any other disability- related modification of policies or procedures, or other accommodation, in order to participate in a program, service, or activity of the City of Santa Clara, should contact the City’s ADA Coordinator at 408-615-3000 as soon as possible but no later than 48 hours before the scheduled event.
MEETING DISCLOSURES
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
22-1395 Agenda Date: 12/5/2022
REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Approval of the June 7, 2021 Governance and Ethics Committee Meeting Minutes
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
There is no fiscal impact to the City other than administrative staff time.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Approve the minutes of the June 7, 2021 Governance and Ethics Committee Meeting.
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Governance and Ethics Committee Meeting Minutes - June 7, 2021 City of Santa Clara Printed on 12/1/2022Page 1 of 1
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City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
Draft
3:00 PM Virtual Meeting06/07/2021
CALL TO ORDER AND ROLL CALL
Chair Gillmor called the meeting to order at 3:02 PM.
Lisa M. Gillmor, Raj Chahal, and Sudhanshu JainPresent 3 -
CONSENT CALENDAR
1. 21-470 Approval of the March 29, 2021 Governance and Ethics Committee Special Meeting Minutes
Recommendation: Approve the minutes of the March 29, 2021 Governance and Ethics Committee Special Meeting.
A motion was made by Member Jain, seconded by Member Chahal, to approve the March 29, 2021 special meeting minutes.
Aye: Gillmor, Chahal, and Jain3 -
PUBLIC PRESENTATIONS
Councilmember Park requested to address the Committee under Public Presentations.
City Attorney Doyle recommended deferring discussion to Council and Authorities Concurrent Meeting to avoid potential violation of the Brown Act.
GENERAL BUSINESS
06/07/2021Governance and Ethics Committee Meeting Minutes
2. 21-468 Discussion on Formalization of Citizen’s Advisory Committee Recommendation: Defer discussion on formalization of Citizen’s Advisory Committee to the 3rd quarter Governance and Ethics Committee meeting on September 20, 2021, due to lack of staff capacity to address this referral during budget development and COVID-19 reopening efforts.
City Manager Santana requested deferring this item September 20, 2021.
Public Speaker(s): Rob Jerdonek
A motion was made by Member Jain, seconded by Member Chahal, to defer this item to the September 20, 2021 Governance and Ethics Committee meeting.
Aye: Gillmor, Chahal, and Jain3 -
3. 21-469 Review of SCSC Chapter 2.155 (“Regulation of Lobbying Activities”) and SCSC Chapter 2.160 (“Calendars of Certain City Officials”) Recommendation: Provide direction on possible amendments to SCSC Chapter 2.155 (“Regulation of Lobbying Activities”) and SCSC Chapter 2.160 (“Calendars of Certain City Officials”).
City Attorney Doyle provided a Powerpoint presentation on the Lobbyist Ordinance and Calendering Ordinance.
City Clerk Haggag provided a verbal report.
Member questions and comments followed.
City Attorney Doyle, City Clerk Haggag and City Manager Santana addressed Member questions.
A motion was made by Member Jain, seconded by Member Chahal, to recommend to Council to (1) amend the Public Calender Ordinance to create different reporting standards between meetings with Lobbyists and Non-Lobbyists, (2) requiring Councilmembers and staff who required to comply with the Public Calendar Ordinance and registered Lobbyists to report on the topics discussed and what they were seeking, (3) City Manager to return on staffing resources, (4) change the frequency of the Lobbyist Ordinance reporting requirements to align with the Public Calendar Ordinance to require reporting to be on a monthly cadence, and (5) City Clerk to return with a standard reporting template.
Aye: Gillmor, Chahal, and Jain3 -
06/07/2021Governance and Ethics Committee Meeting Minutes
4. 21-487 Review, and Provide Direction to Staff, Regarding Proposed Purchasing Code Reforms For Possible Recommendation to City Council Recommendation: Accept the Code reforms summarized in this document and provide direction to staff to move forward with a revised Purchasing Code for consideration and approval by the City Council and Stadium Authority by the fourth quarter of calendar year 2021.
Director of Finance Lee, Purchasing Manager Giovannetti, City Attorney Doyle, and City Manager Santana gave a Powerpoint presentation.
Member questions and comments.
City Manager Santana addressed Member questions.
A motion was made by Member Jain, seconded by Member Chahal, to bring this item to August 17, 2021 Council Priority Setting Session.
Aye: Gillmor, Chahal, and Jain3 -
5. 21-455
Discussion and Direction Regarding Adjusting the Start Time for Council, Stadium Authority and Closed Session Meetings
Recommendation: Staff recommends:
(1) Beginning Public City Council meetings at 6:00 p.m. (2) Setting a stop time of Public City Council meetings at 11:00 p.m. (3) Working on City Council meeting protocols for improved management and protocols to ensure that the City’s business is prioritized and addressed in a timely manner
(4) Presenting streamlining opportunities to reduce cost of routine City business and ensure a higher level of efficiency with how routine or
ministerial items are handled
(5) Holding Closed Session meetings on off Council meeting days, when needed
City Manager Santana gave a Powerpoint presentation.
Member questions and comments followed.
City Manager Santana, Assistant City Clerk Pimentel, and City Attorney Doyle addressed Member questions.
This item was referred to Council Priority Setting Session August 17, 2021.
06/07/2021Governance and Ethics Committee Meeting Minutes
6. 21-622 Review the Task Force on Diversity, Equity, and Inclusion’s Recommended Amendments to Council Policy 035 - Naming of Facilities Recommendation: Provide input on the Task Force on Diversity, Equity, and Inclusion’s recommended amendments to Council Policy 035.
Chair Gillmor requested to defer this item to the next Governance and Ethics Committee meeting.
A motion was made by Member Chahal, seconded by Member Jain, to continue this item to the next Governance and Ethics Committee Meeting.
Aye: Gillmor, Chahal, and Jain3 -
STAFF REPORT
None.
COMMITTEE MEMBERS REPORT
Member Jain inquired regarding adding the following items to the Governance and Ethics Committee Meeting:
- Email Retention Times
- Eligibility List for Board/Commissions appointments
- Charter Review to consider changing from an elected to appointed Chief of Police and City Clerk
Member comments followed.
City Manager Santana and City Attorney Doyle addressed Member questions.
ADJOURNMENT
The meeting was adjourned at 6:16 PM.
A motion was made by Member Chahal, seconded by Member Jain, to adjourn the meeting.
Aye: Gillmor, Chahal, and Jain3 -
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
22-1396 Agenda Date: 12/5/2022
REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Discussion and Direction regarding the City Council Letterhead and Correspondence Policy
BACKGROUND
At the City Council meeting on October 4, 2022, the City Council referred an item for policy discussion regarding the use of City Council letterhead and communication protocols.
DISCUSSION
The letterhead templates below were developed in 2016 to align with the updated City branding guidelines.
There are two letterheads that are used for Mayor and Council correspondence:
1. Mayor and Each City Councilmember Listed on Letterhead The City Council has a Mayor and City Council letterhead template (Attachment 1), which includes the Mayor listed along with all City Councilmembers on the template. The letterhead is used for formal correspondence sent on behalf of the City Council when it is consistent with policy actions and record of the full Council, for uses according to Council Policy 003 Guidelines for Recognition of Volunteers, Community Leaders and Outstanding Citizens (Attachment 2), Council Policy 007 Citizen Complaints Addressed to City Council (Attachment 3), and Legislative Advocacy Position Policy (Attachment 4).
The usage of the letterhead includes, but is not limited to the following:
· Letters of appreciation or thank you letters
· Congratulatory letters
· Response letters to members of the public
· Letters of Condolences
· Legislative Advocacy Position Policy letters
2. “Mayor and Council Offices” Listed on Letterhead
In addition, a template exists for the Mayor and Council Offices letterhead (Attachment 5) which only lists the “Mayor and Council Offices” on the header. This letterhead is not often used. Most recently, this letterhead has been used for appreciation letters for donations signed by the Mayor and the City Manager.
City of Santa Clara Printed on 12/1/2022Page 1 of 2
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22-1396 Agenda Date: 12/5/2022
The City Council also raised some questions related to being informed about letters that are sent out on behalf of the full Council. The Committee may want to discuss options to address.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment.
FISCAL IMPACT
There is no fiscal impact to the City other than administrative staff time.
COORDINATION
This report has been coordinated with the City Manager’s Office and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Staff makes no recommendations.
Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Mayor and City Council letterhead
2. Council Policy 003 Guidelines for Recognition of Volunteers, Community Leaders and Outstanding Citizens
3. Council Policy 007 Citizen Complaints Addressed to City Council
4. Legislative Advocacy Position Policy
5. Mayor and Council Offices letterhead
City of Santa Clara Printed on 12/1/2022Page 2 of 2
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1500 Warburton Avenue ● Santa Clara, CA 95050 ● Phone: 408-615-2200 ● Fax: 408-241-6771 ● www.SantaClaraCA.gov Mayor
Lisa M. Gillmor
Councilmembers
Kathy Watanabe, District 1
Raj Chahal, District 2
Karen Hardy, District 3
Kevin Park, District 4
Suds Jain, District 5
Anthony J. Becker, District 6
City of Santa Clara
Policy and Procedure Manual
GUIDELINES FOR RECOGNITION OF VOLUNTEERS, COMMUNITY
LEADERS, AND OUTSTANDING CITIZENS
Rev. September 2003 P&P 003 Page 1 of 2
POLICY The City Council may award certificates, tiles, plaques of appreciation, City medallions, or other items to recog nize a volunteer, community leader, or outstanding citizen who has provided a significant service to the City.
PROCEDURE Awards are authorized by the City Council according to the following guidelines:
1. City Medallions shall be awarded to:
♦ Outstanding citizens at the discretion of the City Council.
2. Engraved Clocks shall be awarded to:
♦ Council Members who have served one or more terms, upon leaving office.
3. Special Engraved Plaques
♦ Council Members who have served one or more terms as Council Member, and one or more terms as Mayor, upon leaving office.
4. Appreciation Plaques “The City of Santa Cl ara is a great City because of the efforts of people like you” shall be awarded to:
♦ Outgoing Council Members and other elected officials. ♦ Commissioners who have served one or more terms.
♦ Youth Commissioners who have served four one-year terms. ♦ Volunteer Fire and Volunteer Police Reserves upon their retirement. ♦ Outstanding citizens who are deserv ing of special recognition, who have voluntarily served the City in an extraordinary capacity on a single occasion (.g., Olympic medallists) or in a special capacity over an extended period of time* (e.g ., as a member of a standing committee). Awards in this category ar e at the discretion of the City Council and are considered individually.
5. Small Presentation Items (e.g. tiles , paperweights, etc.) shall be awarded to:
♦ Commissioners who have served less than one term, but have attended at least one year of Commission meetings
♦ Youth Commissioners who have served at least one but less than City of Santa Clara
Policy and Procedure Manual
GUIDELINES FOR RECOGNITION OF VOLUNTEERS, COMMUNITY
LEADERS, AND OUTSTANDING CITIZENS (cont.)
Rev. September 2003 P&P 003 Page 2 of 2
four one-year terms.
♦ Volunteers and community leaders who have served in a special capacity on a limited basis; for example, one who has worked on a short term committee, or who has o rganized a single event. Awards in this category are at the discre tion of the City Council and are considered individually.
6. Framed Letters of Appreciation Signed by the entire City Council shall be awarded to:
♦ All Outgoing City Council Members.
♦ Outgoing Commissioners who have served one or more terms. ♦ Other outgoing elected officials.
7. Framed Letters of Appreciation Signed by the Mayor shall be awarded to:
♦ Commissioners who have served less than one term.
8. Framed Certificates of Appreciation signed by the Mayor shall be awarded to:
♦ Those individuals receiving small presentation items. ♦ Commissioners who have attended less than one year of Commission meetings.
♦ Participants in special municipal event s, projects or programs (i.e.
Arbor Day, Public Safety Providers Week, City contests) Reference: Per Council approval September 2003
Naming of Facilities Policy, August 2003
* e.g., The Neil Henry Volunteer Recognition Award, established by City Council in July 2003.
City of Santa Clara
Policy and Procedure Manual
CITIZEN COMPLAINTS ADDRESSED TO CITY COUNCIL
Rev. April 1992 P&P 007 Page 1 of 2
POLICY The Mayor/Council Offices may receive complaints from citizens either over the phone, in person, or in writing.
When a complaint is received over the phone or in person, the Executive Assistant to the Mayor and City Council will attempt to direct the caller to the appropriate City department for reso lution of the complaint. If the caller has tried unsuccessfully to resolv e the matter with the appropriate department or does not wish to deal with the department directly, the Executive Assistant will ty pe the complaint information in memo form and refer the memo to the City Manager fo r investigation and response to the citizen. If the citizen has requeste d that Council be informed of the complaint, copies of the memo will be distributed to Council members.
Written complaints are forwarded to the City Manager for follow-up, and copies of the complaint are given to the Council members.
If a Council member receives a citizen complaint directly, in person or by a phone call, the Council member should relay the information to the City Manager for follow-up. The City Manager will investigate the complaint and respond to the citizen on the Council member’s behalf or will draft a letter for the Council member’s signature, if that is preferred. All complainant information is kept confidential.
PROCEDURE 1. When the City Manager receives a memo from the Executive Assistant regarding a citizen complaint, or receives a written complaint to Council from the Executive Assistant, the City Manager will assign the complaint to the appropriate Department Head or to the City Manager’s staff, requesting a report for the City Manager’s review and follow-up.
2. At the same time, the City Manager will send a letter to the citizen, explaining that the citizen’s conc ern has been referred to the City Manager and that the Ci ty Manager will investigate the concern and respond back to the citizen.
3. After investigation of the complaint, a response letter will be sent to the citizen by the City Manager. A resp onse will be remitted within two weeks time, if possible, or a follow- up letter will be sent to the citizen explaining the delay.
City of Santa Clara
Policy and Procedure Manual
CITIZEN COMPLAINTS ADDRESSED TO CITY COUNCIL (cont.)
Rev. April 1992 P&P 007 Page 2 of 2
4. Copies of response letters to wri tten complaints, or verbal complaints of which Council was informed, will be distributed to Council.
Reference: City Manager’s Directive No. 12
City of Santa Clara
Policy and Procedure Manual
LEGISLATIVE ADVOCACY POSITION POLICY
PURPOSE To establish clear guidelines for advancing City goals and positions through legislative review and advocacy at the regional, state, and federal levels of government and to provide guidance for City officials who serve on regional, state, and nati
onal boards, committees, and commissions
when they are asked to review public policy matters and issues.
POLICY To attain a comprehensive review of legislation affecting cities, to obtain the Council position on proposed legislation, to make the City’s position known, and to maintain a record of pertinent information, the following guidelines shall be followed.
All legislative reviews are to be made on the basis of the effect on the City and citizens as a whole, and taking into account existing City posi tions, policies, or goals, rather than on the individual’s personal feelings.
The guiding principles for legislative advocacy include and are not limited to:
• Support the League of California Cities and National League of Cities positions on priority bills that benefit Santa Clara. • Protect local revenue sources and prevent unfunded mandates. • Protect and/or increase funding for specific programs and services. • Protect and/or increase local government discretion.
• Advance approved policies such as the City’s Statement of Values, the General Plan, or the Climate Action Plan.
Annually, Legislative Advocacy Positions ( LAP) shall be adopted or updated by the City Council at the beginning of the calendar year to identify specific legislative priorities outside of the legislative guiding principles listed above and posted on the City’s website.
PROCEDURE
FOR
EVALUATING
AND
SUPPORTING
LEGISLATIVE
ADVOCACY
Legislation and issues of interest are brought to the City’s attention through several means: the League of Cali
fornia Cities, the National League of
Cities, the Cities Association of Santa Clara County, Council Members, city staff, citizens, and professional or governmental organizations and legislators. All legislation or issues of interest are to be referred to the City Manager’s Office.
1. City Manager’s Office (CMO) reviews the proposed legislation and, if warrants, requests assistance from one or more departments.
Adopted 10/9/2018
Resolution No. 18-8611
P&P 052 Page 1 of 2
LEGISLATIVE ADVOCACY POSITION POLICY (cont.)
2. CMO/Department evaluates the bill for its impact upon Santa Clara, recommends a position and potential action, and drafts a position statement or support/opposition letter.
3. If Council has previously adopted a policy directly relevant to the legislation or the proposed legislation is generally consistent with the City’s overall guiding principles for legislative advocacy or LAP, the Mayor or City Manager may sign a letter supporting or opposing legislation on behalf of the city as further detailed below.
4. If a Council policy relative to the legislation does not exist, the issue is politically controversial, or there is significant local interest in the issue, the proposed legislation including a recommendation to support, remain neutral, or not support the legislation is brought to Council for consideration.
5. Letters and other communications expressing the City’s position on legislation will customarily bear the signature of the Mayor in accordance with City Charter Section 704.2 – 704.3. If the legislation’s principal impact affects the City’s operation, the communication may be signed by the City Manager.
6. In order to keep the Council informed of all City communications on legislation, copies of the letter or summary of actions will be distributed to the City Council as information items in the Council Meeting Agendas.
7. Staff will provide and/or coordinate quarterly legislative updates on public policy items of interest to Council and departments.
Adopted 10/9/2018
Resolution No. 18-8611
P&P 052 Page 2 of 2
RESOLUTION NO. 18-8611
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
ADOPTING A LEGISLATIVE ADOVACY POSITION POLICY AND
RESCINDING COUNCIL POLICY 018 POSITION ON NON-CITY-
RELATEDISSUES
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
W HEREAS, establishing a Legislative Advocacy Position Policy will provide guidelines for advancing City goals and positions through legislative review and advocacy at the regional, state, and federal levels of government; and,
W HEREAS, establishing a Legislative Advocacy Position Policy will provide guidance for City officials who serve on regional, state, and national boards, committees, and commission when they are asked to review public policy matters and issues; and, W HEREAS, the Legislative Advocacy Position Policy, attached hereto as Attachment 1, will expedite and streamline the City of Santa Clara's legislative advocacy processes.
NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
That the Legislative Advocacy Position Policy, attached hereto as Attachment 1, is hereby approved and adopted, and the City Manager is directed to number (and renumber, as appropriate) the Council Policy Manual such that they are organized in a logical fashion.
2. That Council Policy 018 Position on Non-City-Related Issues is hereby rescinded. //
//
//
//
//
//
//
Resolution/Adoption of Legislative Advocacy Position Policy Page 1 of 2 Rev: 11 /22/17
3. Effective date. This resolution shall become effective immediately.
HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED
AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 9th DAY OF OCTOBER, 2018, BY THE FOLLOWING VOTE:
AYES: COUNCILORS: Davis, Kolstad, Mahan, O'Neill, and Watanabe and Mayor Gillmor
NOES: COUNCILORS: None
ABSENT: COUNCILORS: None
ABSTAINED: COUNCILORS: None
ATTEST'
JENNIFER YAMAGUMA
ACTING CITY CLERK
CITY OF SANTA CLARA
Attachments incorporated by reference:
1. Legislative Advocacy Position Policy
Resolution/Adoption of Legislative Advocacy Position Policy Page 2 of 2 Rev: 11 /22/17
1500 Warburton Avenue ● Santa Clara, CA 95050 ● Phone: 408-615-2200 ● Fax: 408-241-6771 ● www.SantaClaraCA.gov Mayor and Council Offices
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
22-1400 Agenda Date: 12/5/2022
REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Discussion on the Workplan for Governance and Ethics Committee
BACKGROUND
On October 18, 2022, the City Council requested that the Governance Committee meet to discuss the schedule and the Committee Workplan for 2023.
As background, the review and approval of committee workplans usually follows the City Council’s committee appointment process, which occurs in January of each calendar year. Staff plans on bringing forward consideration of committee workplans at the January 31, 2023 Council Meeting.
DISCUSSION
As noted above, the 2023 Governance and Ethics Committee Work Plan would generally be approved at the first quarterly meeting which occurs on the first Monday of March according to the quarterly meeting committee schedules.
Governance and Ethics Committee Quarterly Work Plan
Due to the temporary hold on all Committees in 2022, the 2022 Work Plan was never finalized. The 2021 Work Plan (Attachment 1) was approved at the March 29, 2021 Governance and Ethics Committee meeting. The Work Plan includes items brought forward by Committee members, items referred to by the Council, and Council policy updates.
In planning for the 2023 Quarterly Work Plan for the Governance and Ethics Committee, Chairperson Jain provided additional topics for discussion and consideration:
• Email and document retention times
• Reform of Council 030 process
• Lobbyist Ordinance,
• Rules for minutes from Council and Commissions (action versus narrative) • Transcripts for council and commission meetings.
2023 Governance and Ethics Committee Schedule
Based on the Governance and Ethics Committee meeting schedule, the Committee meets on the first Monday of the months of March, June, September, and December. The 2023 Governance and Ethics Committee proposed schedule, which will be brought forward on January 31, 2023 with Committee appointments, is on the following tentative dates with a start time at 3 p.m. on:
· March 6, 2023
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22-1400 Agenda Date: 12/5/2022
· June 5, 2023
· September 11, 2023 (Shifted due to Labor Day on September 5, 2023) · December 4, 2023
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment.
FISCAL IMPACT
There is no fiscal impact to the City other than administrative staff time.
COORDINATION
This report has been coordinated with the City Manager’s and City Attorney’s Offices.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Staff makes no recommendation.
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. 2021 Governance and Ethics Committee Quarterly Workplan City of Santa Clara Printed on 12/1/2022Page 2 of 2
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Governance and Ethics Committee
2021 Quarterly Workplan
Please Note: Ability to address workplan items will be dependent on staff capacity due to ongoing workload, Council directives, or compe ting priorities. 1st Quarter Meeting
March 29, 2021*
2nd Quarter Meeting
June 7, 2021
3rd Quarter Meeting
September 20, 2021*
4th Quarter Meeting
December 6, 2021
• Review 2021 Governance
and Ethics Committee
Workplan
• Review Priority Setting
Session Agenda
• Review formalization of
Bicycle and Pedestrian
Advisory Committee
(BPAC)
*Rescheduled from March 1, 2021 regular
meeting.
• Review the Task Force on
Diversity, Equity, and
Inclusion’s Recommended
Amendments to Council
Policy 035 - Naming of
Facilities
• Discussion on Purchasing
Code Reforms
• Review Council Policy 015
- Gifts for City Visitors and
Special Events
• Discussion on
Formalization of Citizen’s
Advisory Committee
• Review of Ordinance No.
1950 (“Calendars of
Certain City Officials”) and
Ordinance No. 1949
(“Regulation of Lobbying
Activities”)
_________________________
The item below was referred by City
Council and will either be added on the
June agenda or brought forward to City
Council prior.
_________________________
• Times for Council,
Stadium Authority, and
Closed Session Meetings
• Review Council Policy 007
- Citizen Complaints
Addressed to the City
Council (Tentative)
• Review Council Policy 038
- Honorary Titles
*Rescheduled from September 6, 2021
due to observed City holiday.
• Review Council Policy 006
- Guidelines for
Commissioners for
Attendance and
Conferences and Training
Events
• Review Council Policy 041
- Public Submittal of
Written and Audiovisual
Materials for Council
Meetings
NOTE: This Committee reviews naming recommendations for City facilities/buildings and staff will bring these forward as appropriate.
Approved at the March 29, 2021 Committee meeting.