7/11/23 Item# 7
City Council
Meeting
AT CLARA CANTO
RTC 23-841
Approve Updated Process for
CITY Mayor and Council Calling a
Special Meeting
1852
THE MISSION CIT
July 11, 2023
City of
Santa Clara
The Center of What's Possible
General Authority for Calling a Special
Meeting
Section 708 of the Charter of the City of Santa Clara
("City Charter") provides that "special meetings may
be called at any time by the Mayor or by four
members of the City Council in accordance with the
Ralph M. Brown Act, specifically Government Code
Section 54956."
POST MEETING MATERIAL
City of
Santa Clara
Local Implementing Procedures
• Not legally required, but can be adopted to facilitate the process • In Santa Clara, in 2021, a special meeting form was developed to assist in the scheduling of meetings when proposed by City Council members • Review of the process was added to the Governance and Ethics Committee Workplan
• Staff reviewed the form and presented an updated version to the Governance and Ethics Committee at their June 5th meeting • Proposed improvements added more explicit coordination with the City Manager/City Attorney, and mitigated Brown Act compliance concerns 3 City of
Santa Clara
The Center of What's Possible
Proposed Request a Special Meeting Process
Mayor/Councilmember will first consult with the City Manager and City Attorney to review the proposed subject and timing of the meeting prior to requesting a special meeting.
If the Mayor/Councilmember desires to proceed with their request, they will complete and submits the special meeting request form to City Manager and City Attorney.
3. Councilmember Requests:
• City Manager, or their designee, will then poll the rest of the City Council to determine if there is interest and availability for the proposed special meeting.
If three or more additional councilmembers indicate their approval to schedule the meeting, City Manager will direct staff to schedule and publicly notice the special meeting.
4. Mayor Requests: Once form is submitted, City Manager will direct staff to schedule and publicly notice the special meeting.
4 City of
Santa Clara
The Center of Vihats Possibie
Additional Updates to the Form:
• Conflicts of Interest: The form also provides for a slightly modified process where the special meeting involves issues directly affecting the City Manager or the City Attorney in order to avoid conflicts of interest. • Brown Act: The proposed updated form also includes admonitions for Councilmembers not to discuss the subject matter of any proposed special meeting among themselves in violation of the Brown Act.
City of
Santa Clara
The Center of What's Possible
Recommendation
• Approve the proposed process and updated form
for calling a special meeting.
City Council
Meeting
ATTA CLARA CATA
RTC 23-841
CITY OF Approve Updated Process for
Mayor and Council Calling a
Special Meeting
1852
THE MISSION CITY
July 11, 2023