Agenda packet — Governance and Ethics Committee, March 13, 2023

City of Santa Clara
Meeting Agenda
Governance and Ethics Committee
Hybrid Meeting
City Manager's Conference Rm./Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
3:00 PMMonday, March 13, 2023
The City of Santa Clara is conducting Governance and Ethics Committee meetings in a hybrid manner (in-person and 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
How to Submit Written Public Comment before meeting:
• By email
to [email protected] by 12 p.m. the day of the meeting. Those emails will be forwarded to Committee members and will be uploaded as supplemental meeting material.

Note: Emails received as public comment will not be read aloud during the meeting.

CALL TO ORDER AND ROLL CALL

CONSENT CALENDAR
1 Approval of the December 5, 2022 Governance and Ethics Committee Meeting Minutes
23-233
Approve the minutes of the December 5, 2022
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
2 Action on the 2023 Governance and Ethics Committee
Workplan
23-236
Approve the Proposed 2023 Governance and Ethics
Committee Workplan.

Recommendation:

Page 1 of 3 ends

Governance and Ethics Committee Meeting Agenda March 13, 2023 3 Discussion and Direction regarding the City Council Letterhead and Correspondence Policy
23-237
Staff makes no recommendation.Recommendation:
4 Review the Task Force on Diversity, Equity, and Inclusion’s Recommended
Amendments to Council Policy 035 - Naming of
Facilities (Deferred from June 7, 2021)
23-234
Approve the Task Force on Diversity, Equity, and
Inclusion’s recommended amendments to Council
Policy 035.

Recommendation:
5 Discussion of Protocol for Adding New Items to the Governance and Ethics Committee Agenda
23-336
Staff makes no recommendation.Recommendation:

STAFF REPORT

COMMISSIONERS REPORT

ADJOURNMENT

Page 2 of 3 ends

Governance and Ethics Committee Meeting Agenda March 13, 2023 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.

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MEETING DISCLOSURES
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-233 Agenda Date: 3/13/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Approval of the December 5, 2022 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 December 5, 2022 Governance and Ethics Committee Meeting.

Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Nadine Nader, Chief Operating Officer, City Manager’s Office

ATTACHMENTS

1. Governance and Ethics Committee Meeting Minutes - December 5, 2022 City of Santa Clara Printed on 3/10/2023Page 1 of 1
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City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
Draft
3:00 PM Special Meeting - Virtual Meeting12/05/2022

CALL TO ORDER AND ROLL CALL
Chair Jain called the meeting to order at 3 p.m. Member Gillmor was absent and Alternate Member Park attended.

Present 3 - Member Raj Chahal, Chair Sudhanshu Jain, and Alternate Member Kevin Park
Absent 1 - Member Lisa M. Gillmor

CONSENT CALENDAR

1.A 22-1395 Approval of the June 7, 2021 Governance and Ethics Committee Meeting Minutes
Recommendation: Approve the minutes of the June 7, 2021 Governance and Ethics Committee Meeting.

Chair Jain pulled this item to discuss after Public Presentations.

Chair Jain noted items listed from the June 7, 2021 minutes to return to future agenda included the: Formalization of the Citizens Advisory Committee, Lobbying activities and calendaring of certain City officials, and recommendations from the Task Force on Diversity, Equity and Inclusion on the naming of facilities.

A motion was made by Alternate Member Park, seconded by Member Chahal, to approve staff recommendation.

Aye: 3 - Member Chahal, Chair Jain, and Alternate Member Park

Page 1 ends

12/05/2022Governance and Ethics Committee Meeting Minutes

PUBLIC PRESENTATIONS
Kirk Vartan suggested that participants attending the Committee remotely should be on camera. He also made a few comments regarding ethics, campaign activities, and suggested a policy on acknowledging emails received by Council.

Wanda Buck requested the Committee to consider focusing on ethics and suggested resources to learn more about non-violent communications.

GENERAL BUSINESS

2. 22-1396 Discussion and Direction regarding the City Council Letterhead and Correspondence Policy
Recommendation: Staff makes no recommendations.

The Committee members discussed options for individual City Councilmember letterheads in addition to the Mayor and Council letterhead.

Alternate Member Park asked about current policies in regards to use of the City Letterhead. Chief Operating Officer Nader stated the City is in compliance with the Legislative Advocacy Policy (LAP) by providing a quarterly report on the correspondence. Interim Assistant City Attorney Ngo added the letter regarding Related was not part of the LAP and therefore not provided to Council. Staff will return with a report on options and current uses.

3. 22-1400
Discussion on the Workplan for Governance and Ethics Committee Recommendation: Staff makes no recommendation.

The Committee discussed several items to be addressed as part of the Governance and Ethics Committee Work Plan.

City Manager Batra stated staff will schedule a follow up meeting with the Chair to review items discussed and identify items to return to the Committee for the work plan or referred to a future Priority Setting Session.

STAFF REPORT
None.

COMMITTEE MEMBERS REPORT
None.

Page 2 ends

12/05/2022Governance and Ethics Committee Meeting Minutes

ADJOURNMENT
The meeting was adjourned at 4:55 p.m.

Member Park motioned to adjourn, seconded by Member Chahal and approved.

A motion was made by Alternate Member Park, seconded by Member Chahal, to adjourn the meeting at 4:55 p.m.

Aye: 3 - Member Chahal, Chair Jain, and Alternate Member Park

Page 3 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-236 Agenda Date: 3/13/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Action on the 2023 Governance and Ethics Committee Workplan

BACKGROUND
The Governance and Ethics Committee (Committee) was established by Council action on February 5, 2019 and focuses on the refinement or establishment of policies and procedures regarding City Council operations, general good government practices, and implementation of the City’s Code of Ethics & Values program. The Committee is also responsible for reviewing requests for City facility naming and honorary recognitions.

DISCUSSION
At the December 5, 2022 Governance and Ethics Committee meeting, the Committee members discussed several items for consideration for the Committee’s workplan and directed staff to meet with the Chair to discuss which items would be appropriate for committee discussion. To prepare and plan for the Committee workload, staff has developed a proposed Governance and Ethics Committee workplan (Attachment 1) for the 2023 calendar year.

The following items from the Committee discussion of December 5, 2022 are included in the 2023 workplan for consideration:
· City Council Letterhead Use and Correspondence Policy · Discussion and Action on the Task Force on Diversity, Equity, and Inclusion Recommended Amendments to Council Policy 035 - Naming of Facilities · Discussion for Request for protocol to add item(s) to the Committee agenda to be considered · Discussion and Action on the Formalization of the Citizens Advisory Committee · Review Council Policy 020 Proclamations, Commendations and Certificates · Email Retention Policy
· Informational Report on additional transcription services for meeting recordings · Review of SCSC Chapter 2.155 (“Regulation of Lobbying Activities”) and SCSC Chapter 2.160 (“Calendars of Certain City Officials”) (Refer to City Attorney’s Office) · Community Benefits Policy
There were several other items discussed at the December 5, 2022 Committee meeting. These other items have either been completed, are in progress, or will be referred for Council discussion at a Council meeting or a future priority setting session:
· Review, and provide direction to staff regarding proposed Purchasing Code Reforms for possible recommendation to City Council (Completed)
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23-236 Agenda Date: 3/13/2023
· Meeting Minutes to include summary versus only action minutes (Closed-Update provided by Assistant City Clerk with a benchmark among 62 cities which all take action minutes to record final decision of Council. Meeting streaming capability allows playback, Zoom and Granicus transcripts available for certain minutes) · City Boards and Commissions Custom Applications (In Progress) · Council Districts Protocols including District email subscriptions, Zoom accounts, City funding based on Districts (District email subscription In-Progress, and other items will need to be referred to future Priority Session)
· Meeting Management Protocols (Refer to Priority Setting Session) · Ballot measure on appointed City Clerk and an appointed Police Chief for the City of Santa Clara (Already referred to the City Council by a past 030; needs to be discussed at the Council level)
· Policy on Operational Tours for Elected Officials (Refer to City Attorney’s Office) · Review of Political Action Committees and policy that level of public services does not change due to endorsements (Case-by-Case; City made a statement related to an issue during the last election cycle. No more follow-up)

FISCAL IMPACT
There is no fiscal impact to the City other than administrative staff time.

PUBLIC CONTACT
Public contact was made by posting the Governance and Ethics Committee 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 protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve the Proposed 2023 Governance and Ethics Committee Workplan.

Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Nadine Nader, Chief Operating Officer, City Manager’s Office

ATTACHMENTS

1. Proposed 2023 Governance and Ethics Committee Workplan City of Santa Clara Printed on 3/10/2023Page 2 of 2
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Governance and Ethics Committee
2023 Quarterly Workplan
(DRAFT)

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 13, 2023
2nd Quarter Meeting
June 5, 2023
3rd Quarter Meeting
September 11, 2023*
4th Quarter Meeting
December 4, 2023

• Discuss and approve
2023 Governance and
Ethics Work Plan

• Discussion of City
Council Letterhead Use
and Correspondence
Policy (Referred from
Dec. 5, 2022 meeting)

• Discussion and Action on
the Task Force on
Diversity, Equity, and
Inclusion’s
Recommended
Amendments to Council
Policy 035 - Naming of
Facilities (Referred from
June 7, 2021 Meeting)

• Discussion for request for
protocol to add item(s) to
Committee agenda to be
considered (Referred
from Dec. 5, 2022
meeting)

• Discussion and Action on
the Formalization of
Citizens Advisory
Committee (Deferred
from June 7, 2021
meeting)

• Review Council Policy
020 – Proclamations,
Commendations and
Certificates of
Recognition and uses by
Council District (Referred
from Dec. 5, 2022
meeting)

• Review Council Policy
006 - Guidelines for
Commissioners for
Attendance and
Conferences and
Training Events

• Review Council Policy
007 - Citizen Complaints
Addressed to the City
Council

• Email Retention Policy
(Referred from Dec. 5,
2022 meeting)

• Informational Report on
additional transcription
services or meeting
recordings (Referred
from Dec. 5, 2022
meeting)

*Rescheduled from September 4,
2023 due to observed City
holiday.

• Review Council Policy
038 - Honorary Titles

• Review Council Policy
041 - Public Submittal of
Written and Audiovisual
Materials for Council
Meetings

• Community Benefits
Policy (Referred from
Priority Setting Session)

• Review of SCSC Chapter

2.155 (“Regulation of
Lobbying Activities”) and
SCSC Chapter 2.160
(“Calendars of Certain
City Officials”)
(Referred from June 7,
2021 meeting)

NOTE: Other Council Policy items may be brought forward as needed. This Committee also reviews naming recommendations for City facilities/buildings and staff will bring these forward as appropriate.

City of
Santa Clara
The Center of What 's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-237 Agenda Date: 3/13/2023

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.

At the December 5, 2022 Governance and Ethics Committee (Committee) meeting, the Committee led a discussion regarding the use of official letterheads for the Mayor and Council Office. In addition, a member of the Committee inquired about the current policy and practices in place for correspondence.

DISCUSSION
As a standard practice, the Mayor and Council Office currently uses the Mayor and City Council letterhead (Attachment 1) for all forms of correspondence from members of the City Council.

Mayor and City Council Letterhead
The letterhead is used for formal correspondence 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 the 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 Letters
Councilmember Letterhead
At the December 5, 2022 Governance and Ethics Committee meeting, the Committee members discussed the option to develop individualized letterheads for the Mayor and each Councilmember.

The Committee may wish to consider adding this correspondence option, in addition to the general Mayor and Council letterhead. If this option is considered, staff will review current Council Policies where correspondence is mentioned and update as appropriate for Committee consideration.

It will be important to ensure that all correspondence on official City letterheads used by the Mayor City of Santa Clara Printed on 3/10/2023Page 1 of 3
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23-237 Agenda Date: 3/13/2023
and City Councilmembers not be used for campaign related or political activity and will be a public record subject to public disclosure and subject to the California Public Records Act.

Legislative Advocacy Position Letters
The City’s Legislative Advocacy Position Policy (Attachment 4) states that letters expressing the City’s position on legislation will 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. To keep the Council informed of City communications on legislation, copies of the letter or summary of actions are provided as an attachment to the Legislative Advocacy Position report on a quarterly basis.

Review and Distribution
All correspondence letters are prepared and reviewed by the Executive Assistant in the Mayor and Council Offices. In some cases, dependent on the subject matter, the content of the letters is additionally reviewed by the City Manager’s Office and the City Attorney’s Office prior to its release to determine statements on behalf of the City are factually correct and accurate. A copy of all transmitted letters issued are scanned, printed, and stored to the City’s software application Laserfiche, in accordance with the City’s record retention policy.

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.

ALTERNATIVES

1. Official Letterhead listing the Mayor and City Councilmembers used for correspondence from the Council

2. Official City Councilmember Letterhead customized for correspondence from individual Councilmember

RECOMMENDATION
Staff makes no recommendation.

Reviewed by: Maria Le, Assistant to the City Manager
Approved by: City Manager’s Office
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23-237 Agenda Date: 3/13/2023

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
City of Santa Clara Printed on 3/10/2023Page 3 of 3
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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

•
: >
: 1-
. -:o •
• • • • • • • • • •
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
City of
Santa Clara
The Center of What's Possible
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

RELATED ISSUES
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, 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,
WHEREAS, 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, WHEREAS, 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:

1. 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.

II
II
II
II
II
II
II
Resolution/Adoption of Legislative Advocacy Position Policy Rev: 11 /22/17

Page 1 of 2 ends

3. Effective date . This resolution shall become effective immediately.

I 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:

NOES: COUNCILORS:

ABSENT: COUNCILORS :

ABSTAINED : COUNCILORS :

Attachments incorporated by reference:

1. Legislative Advocacy Position Policy
Davis, Kolstad, Mahan, O'Neill, and Watanabe and
Mayor Gillmor
None
None
None

JENNIFER YAMAGUMA

ACTING CITY CLERK

CITY OF SANTA CLARA
Resolution/Adoption of Legislative Advocacy Position Policy Rev: 11 /22/17

Page 2 of 2 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-234 Agenda Date: 3/13/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Review the Task Force on Diversity, Equity, and Inclusion’s Recommended Amendments to Council Policy 035 - Naming of Facilities (Deferred from June 7, 2021)

BACKGROUND
At the December 7, 2020 Governance and Ethics Committee (Committee) meeting, the Committee directed staff to refer the review of Council Policy 035 (“Naming of Facilities”) to the Task Force on Diversity, Equity, and Inclusion (Task Force) for input on possible amendments to the policy that would bring greater diversity to the naming of buildings and facilities in the City of Santa Clara. The Task Force accepted the Committee’s referral at their February 25, 2021 special meeting.

At the April 12, 2021 Task Force meeting, the Task Force voted to refer the review of Council Policy 035 to the Considerations of Historical Recognitions Subcommittee to work with staff on developing a recommendation for the Task Force’s consideration.

At the May 10, 2021 Task Force meeting, staff brought forward a redline version of Council Policy 035 (Attachment 1) with the Considerations of Historical Recognitions Subcommittee’s input incorporated. The Task Force approved the Considerations of Historical Recognitions Subcommittee’s suggested amendments to Council Policy 035 and voted to forward the amended policy to the Governance and Ethics Committee for their consideration. An informational report was provided to the Parks and Recreation Commission at their May 18, 2021 meeting, clarifying that the Parks and Recreation Commission will maintain its responsibility of proposing naming recommendations for Parks and Recreation facilities. If approved, the amended procedure will require the Parks and Recreation Commission to review any naming proposal against the proposed Named City Facilities List to confirm that it is not duplicative of previously approved proposals.

DISCUSSION
The Task Force on Diversity, Inclusion and Equity has provided proposed amendments to Council Policy 035 to expand on current criteria and procedures:
· Expanding the purpose of the policy to clearly state that naming actions maintain current and future alignment with the City’s Mission Statement and Code of Ethics and Values. · Expanding the criteria for naming proposals to honor the important contributions and accomplishments of individuals from underrepresented communities, present an opportunity to foster a more welcoming, equitable, and inclusive environment, as well as to reflect and connect with the City’s diverse community.
· Maintaining an inventory list of all Santa Clara facilities and buildings that have been named, including any available background of why the name was selected (“Named City Facilities List”).

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23-234 Agenda Date: 3/13/2023
Staff seeks input from the Committee on the recommended amendments. If the recommended amendments are approved, staff will forward the amended policy with considerations for staff resources regarding the implementation of the revised policy and a resolution to the full City Council for their consideration.

FISCAL IMPACT
There is no fiscal impact other than administrative staff time.

COORDINATION
This report was coordinated with the City Attorney’s Office and the Parks and Recreation Department.

RECOMMENDATION
Approve the Task Force on Diversity, Equity, and Inclusion’s recommended amendments to Council Policy 035.

Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Nadine Nader, Chief Operating Officer, City Manager’s Office

ATTACHMENTS

1. Council Policy 035 (Redline)

2. Council Policy 035 (Clean)
City of Santa Clara Printed on 3/10/2023Page 2 of 2
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City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2021 Council Policy 035 Page 1 of 3 Reso. No.

Deleted: 09
Deleted: 04
Deleted: 19
Deleted: 19-8752
PURPOSE To establish th e criteria and procedures for the naming of City of Santa Clara (City) buildings and facilities. The policy’s overarching objectives are to establish and maintain a system to ensure that decisions on naming opportunities are made in an equitable and consistent manner and that the naming actions maintain current and future alignment with the City’s Mission Statement and Code of Ethics and Values.

POLICY The City Council shall name municipal buildings/facilities in recognition and consideration of the following:
• Individuals, living or deceased, who have made outstanding contributions to the City or Santa Clara community
• Individuals, living or deceased, who have made contributions of local, state, national or worldwide significance
• Honoring t he important contributions and accomplishments of individuals from underrepresented communities
• Opportunities to foster a more welcoming, equitable, and inclusive environment as well as to reflect and connect with the City’s diverse community
• Geographic location , demographic information, or prominent environmental feature(s) of the area that the building/facility is located
Naming proposals will require thorough research to ensure alignment with this policy and with the City’s Mission Statement and Code of Ethics and Values.

The renaming of existing municipal buildings/facilities shall be discouraged and shall occur only un der extraordinary circumstances, after thorough study. The process of renaming may be done only after undertaking thorough and compreh ensive research and deliberatio n.

Individuals after whom buildings are named, and who later are found to violate the City’s Code of Ethics and Values or Mission Statement may have their names removed from the buildings that bear their names.

PROCEDURE Naming Proposals
Deleted: of Santa Clara
Formatted: procedure numbered, Left, Indent: Left: 0.11", Space Before: 0 pt, After: 0 pt, Hyphenate
The Center of What 's Possible
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City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2021 Council Policy 035 Page 2 of 3 Reso. No.

Deleted: 09
Deleted: 04
Deleted: 19
Deleted: 19-8752

1. Proposals for naming of municipal bui ldings or facilities shall be referred to the responsible Department.

2. Upon receipt of a naming or renami ng proposal of a Cit y building or facility, the Department Head will review if the proposed name is reflective of at least one of the following criteria:
a. An individual, living or deceased, who has made outstanding contributions to the City or Santa Clara community
b. An individual, living or deceased, who has made contri butions of local, state, national, or worldwide significance
c. Honors the important contributions and accomplishments of individuals from communities underrepresented in the Named City Facilities List.
d. Presents an opportunity to foster a more welcoming, eq uitable, and inclusive environment as well as to r eflect and connect with the City’s diverse community
e. Geographic l ocation and demographic information of the area that the building or facility is located
f. Prominent geographic or environmental featu re(s) of the area that the building or facility is located
The City will maintain an inventory list of all Santa Clara facilities and buildings that have been named, including any available background of why the name was selected (“Named City Facilities List”). Any naming proposal will be reviewed against the Named City Facilities List to confirm t hat it is not duplicative of previously approved proposals.

If the naming or renaming proposal is refle ctive of at least one of the criteria, the Depart ment Head will refe r the proposal to the appropriate City Board, Commission, or Committee.

If the naming or renaming proposal is not reflective of at least one of the criteria, the Department Head will extend appreciation of input to the proposer and explain City’s policy regarding naming of facilities.

3. After the Department Head forwards the proposa l, the City B oard, Commission, or Committee, shall review all naming proposals at a publicly noticed me eting and make a recommendation to the Governance and Ethics Commit tee which shall consist of three City Councilmembers appointed by vote of the Counc il, and the C ity Deleted: of Santa Clara
Deleted: explain
Deleted: ,
Deleted: M
The Center of What 's Possible
----------
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City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2021 Council Policy 035 Page 3 of 3 Reso. No.

Deleted: 09
Deleted: 04
Deleted: 19
Deleted: 19-8752
Manager.

4. The Governance and Ethics Committee shall review all naming recommendations a t a publicly noticed meeting and make a recommendation to the City Council for final approval.

5. The City Council shall consider the na ming recommendation(s) at a publicly noticed meeting and will have final approval of all naming recommendations.

6. Upon Council approval, the approved naming recommendation shall be added to th e Named City Faciliti es List with all associated information.

Renaming Proposals
The process for renaming existing municipal buildings/facilities will follow the same steps as outlined in this procedure. In addition, it will require the proposer to includ e any and all researc h supporting the claim that there has been a violation of the Ci ty’s Code of Ethics and Values or Mission Statement.

Attachments: Named City Facilities List
The Center of What 's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES
Revised __/___/2021 Council Policy 035 Page 1 of 3
Reso. No. _________
PURPOSE To establish th e criteria and procedures for the naming of City of Santa Clara (City) buildings and facilities. The policy’s overarching objectives are to establish and maintain a system to ensure that decisions on naming opportunities are made in an equitable and consistent manner and that the naming actions maintain current and future alignment with the City’ s Mission Statement and Code of Ethics and Value s.

POLICY The City Council shall name municipal buildings/facilities in recognition and consideration of the following:
 Individuals, living or deceased, who have made outstanding contributions to the City or Santa Clara community
 Individuals, living or deceased, who have made contributions of local, state, national or worldwide significance
 Honoring t he important contributions and accomplishments of individuals from underrepresented communities
 Opportunities to foster a more welcoming, equitable, and inclusive environment as well as to reflect and connect with the City’s diverse community
 Geographic location , demographic information, or prominent environmental feature(s) of the area that the building/facility is located
Naming proposals will require thorough research to ensure alignment with this policy and with the City’s Mission Statement and Code of Ethics and Values.

PROCEDURE Naming Proposals

1. Proposals for naming of municipal bui ldings or facilities shall be City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES
Revised __/___/2021 Council Policy 035 Page 2 of 3
Reso. No. _________
referred to the responsible Department.

2. Upon receipt of a naming or renami ng proposal of a Cit y building or facility, the Department Head will review if the proposed na me is reflective of at least one of the following criteria:
a. An individual, living or deceased, who has made outstanding contributions to the City or Santa Clara community
b. An individual, living or deceased, who has made contributions of local, state, national, or worldwide significance
c. Honors the important contributions and accomplishments of individuals from communities underrepresented in the Named City Facilities List.
d. Presents an opportunity to foster a more welcoming, equitable, and inclusive environment as well as to r eflect and connect with the City’s diverse community
e. Geographic l ocation and demographic information of the area that the building or facility is located
f. Prominent geographic or environmental featu re(s) of the area that the building or facility is located
The City will maintain an inventory list of all Santa Clara facilities and buildings that have been named, including any available background of why the name was selected (“Named City Facilities List”). Any naming proposal will be reviewed against the Named City Facilities List to confirm t hat it is not duplicative of previously approved proposals.

If the naming or renaming proposal is refle ctive of at least one of the criteria, the Depart ment Head will refer the proposal to the appropriate City Board, Commission, or Committee.

3. After the Department Head forwards the proposa l, the City B oard, Commission, or Committee, shall review all naming proposals at a publicly noticed me eting and make a recommendation to the Governance and Ethics Committee which shall consist of three City Councilmembers appointed by vote of the Counc il, and the C ity City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES
Revised __/___/2021 Council Policy 035 Page 3 of 3
Reso. No. _________
Manager.

4. The Governance and Ethics Committee shall review all naming recommendations a t a publicly noticed meeting and make a recommendation to the City Council for final approval.

5. The City Counc il shall consider the na ming recommendation(s) at a publicly noticed meeting and will have final approval of all naming recommendations.

6. Upon Council approval, the approved naming recommendation shall be added to the Named City Faciliti es List with all ass ociated information.

Renaming Proposals
The process for renaming existing municipal buildings/facilities will follow the same steps as outlined in this procedure. In addition, it will require the proposer to include any and all researc h supporting the cla im that there has been a violation of the Ci ty’s Code of Ethics and Values or Mission Statement.

Attachments: Named City Facilities List
City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-336 Agenda Date: 3/13/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Discussion of Protocol for Adding New Items to the Governance and Ethics Committee Agenda

BACKGROUND
At the December 5, 2023 Governance and Ethics Committee (Committee), members of the Committee discussed the suggestion to provide a process to add additional items to the Governance and Ethics Committee agenda.

DISCUSSION
The Governance and Ethics Committee shall discuss options for protocol to add new items to the Governance and Ethic Committee. Any additional items will be reviewed and considered with existing workplan items and staff capacity.

ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.

FISCAL IMPACT
There is no fiscal impact to the City other than staff time.

RECOMMENDATION
Staff makes no recommendation.

Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: City Manager’s Office
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Governance and Ethics CommitteeMarch 13, 2023

Governance and Ethics Committee
March 13, 2023