Agenda packet — Governance and Ethics Committee, September 11, 2023

City of Santa Clara
Meeting Agenda
Governance and Ethics Committee
Hybrid Meeting
City Hall
1500 Warburton Avenue
Santa Clara, CA 95050
3:00 PMMonday, September 11, 2023

CALL TO ORDER AND ROLL CALL
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.

CONSENT CALENDAR

1. Approval of the June 5, 2023 Governance and Ethics Committee Meeting Minutes
23-997
Approve the minutes of the June 5, 2023 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. Approve Proposed Amendment to Council Policy 035 (Naming of Facilities)
23-984
Approve amendment to Council Policy 035 (“Naming
of Facilities”) and bring forth to City Council for
Adoption
Recommendation:

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Governance and Ethics Committee Meeting Agenda September 11, 2023

3. 2024 Council Priority Session Framework23-989
Review and provide input on the 2024 Council Priority
Setting Session Framework and forward to the full
Council for consideration
Recommendation:

4. Action on Recommendation to the Governance and Ethics Committee
to Amend Council Policy 030, entitled Adding an Item
on the Agenda and forward to the City Council for Consideration 23-994
In order to enhance and streamline the processing of
both City Council and public petitions for Council
action, staff recommends that the Governance and
Ethics Committee approve the revised 030 Policy,
subject to any further amendments it may agree to,
and recommend to the full Council its consideration
and approval of the amended policy.

Recommendation:

5. Informational Report on Transcription Services for Meeting Recordings (Referred from December 5, 2022 meeting)
23-992
Staff makes no recommendation as this is an
informational report only.

Recommendation:

6. Action to Defer Workplan Items to December 2023 Governance and Ethics Committee Meeting
23-993
Action to Defer Workplan Items to the December 4,
2023 Governance and Ethics Committee meeting.

Recommendation:

STAFF REPORT
AB1234 Open Government and Ethics Update
Update on Email Retention Policy

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION

ADJOURNMENT

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Governance and Ethics Committee Meeting Agenda September 11, 2023

MEETING DISCLOSURES
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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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-997 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Approval of the June 5, 2023 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 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 [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 5, 2023 Governance and Ethics Committee Meeting.

Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jōvan D. Grogan, City Manager, City Manager’s Office

ATTACHMENTS

1. Governance and Ethics Committee Meeting Minutes - June 5, 2023 City of Santa Clara Printed on 9/7/2023Page 1 of 1
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City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
DRAFT
3:00 PM Hybrid Meeting
City Hall - Council Chambers
1500 Warburton Avenue
Santa Clara, CA 95050
06/05/2023

CALL TO ORDER AND ROLL CALL
Chair Jain called the meeting to order at 3:01 p.m.

Member Lisa M. Gillmor, Member Raj Chahal, and Chair Suds JainPresent 3 -

CONSENT CALENDAR

1. 23-640 Approval of the March 13, 2023 Governance and Ethics Committee Meeting Minutes
Recommendation: Approve the minutes of the March 13, 2023 Governance and Ethics Committee meeting
A motion was made by Member Chahal to approve the March 13, 2023 meeting minutes. Committee Member Gillmor abstained due to not being present at the March meeting.

Aye: 2 - Member Chahal, and Chair Jain
Abstained: 1 - Member Gillmor

PUBLIC PRESENTATIONS
Member of the public Kirk Vartan addressed the Committee and requested additional analysis and focus on ethics issues and the Ethics program in the City.

Member of the public Wanda Buck addressed the Committee to discuss ethics in our City.

GENERAL BUSINESS

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06/05/2023Governance and Ethics Committee Meeting Minutes

2. 23-638
Recommendation:

Review and Provide Direction to Staff on an Updated Process for Mayor and Council calling a Special Meeting
Provide staff direction on the proposed process and updated form for calling a special meeting.

CIty Attorney Glen Googins presented on the current process for the Mayor and Council to call a special meeting. Staff presented an updated form for the Committee review and consideration. The proposed process provides for improved Council-Executive staff coordination and scheduling, with the updated form including provisions for prior consultations with the City Manager/City Attorney. The proposed process is meant to streamline and not create additional barriers to set a special meeting. Committee members had a discussion on the use of the existing form.

Member Gillmor motioned to approve staff recommendation for an updated process for the Mayor and Council to call a special meeting, motion seconded by Member Chahal.

Aye: 3 - Member Gillmor, Member Chahal, and Chair Jain

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06/05/2023Governance and Ethics Committee Meeting Minutes

3. 23-653 Review and Discussion of Council Policy 030 Adding an Item on the Agenda
Recommendation: Provide direction to staff on possible updates to the policy.

City Attorney Glen Googins presented on Council Policy 030 and the current process to add an item on the CIty Council meeting agenda. Staff requested input on modifications presented to Council Policy O30 including: prior consultation for the Mayor and Council prior to submitting a written request , provide clarity on how and when Councilmembers may request an item be referred to staff, or for action on a future agenda, and consider moving Council referrals to the end of the Council meeting.

Committee members discussed the intent and use of Council Policy 030 by Councilmembers and the need for ways for the public to address the City Council.

Member of the public Kirk Vartan stated it is important to incorporate public discussion and feedback when the public asks questions during meeings.

City Manager Grogan added a future Council priority and goal setting process would allow for a public process where the public submits ideas for Council goals or strategic initiatives for consideration.

Member Gillmor motioned to refer item to staff to return with modifications to the process which includes options for the public to address the City Council and motion seconded by Member Chahal.

Aye: 3 - Member Gillmor, Member Chahal, and Chair Jain

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06/05/2023Governance and Ethics Committee Meeting Minutes

4. 23-658 Discuss and Consider Proposed Amendments to Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences Recommendation: 1. Approve proposed amendments to Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events

2. Recommend any proposed amendments be brought forward to City Council for consideration and approval
Committee members reviewed and discussed proposed amendments to policy and procedure 006 Guidelines for Commissioners for Attendance and Conferences. Committee members also referenced Council 043- Official Travel by Council policy and stated this should be further reviewed.

Committee member Chahal motioned to approve staff
recommendation to Council Policy 006 Guidelines for
Commissioners for Attendance at Conferences with amended changes including: removal of times of travel, addition of an exception for the City Manager to approve travel not pre-approved by Board or Commission, and bring forth to City Council for final approval. Motion seconded by Member Gillmor.

Aye: 3 - Member Gillmor, Member Chahal, and Chair Jain

5. 23-763 Review and Discussion of Council Policy 020 Proclamations, Commendations and Certificates of Recognition
Recommendation: Deferred to September 11, 2023 Governance and Ethics Committee Meeting
Committee approved to defer the review and discussion of Council Policy 020 Proclamations, Commendations and
Certificates of Recognition.

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06/05/2023Governance and Ethics Committee Meeting Minutes

6. 23-770 Discuss and Consider Modification to the Work Plan or an Alternative Process to Evaluate the Creation of an Independent Ethics Commission Committee members discussed the City's Ethics program and options to consider forming an Ethics Committee and considering bringing on an Ethics consultant.

Member of the public Kirk Vartan stated the need to address the public trust issue and the need for an Ethics consultant.

Member of the public Wanda Buck stated the need for a separate Ethics Committee to provide guidance.

Member Gillmor motioned to discuss and consider an Independent Ethics Commission and seconded by Chair Jain.

Aye: 3 - Member Gillmor, Member Chahal, and Chair Jain

STAFF REPORT
City Attorney Update on AB 1234 Training Program
CIty Attorney Glen Googins provided an update on the upcoming AB1234 training for the City Council, boards and commissions with an opportunity for the public to also observe or potentially participate in the training.

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION Committee Member Gilmor stated she would reach out to Chair on bringing back other areas of the Grand Jury Report that deal with City ethics and other operations, since some of the City responses to the report were referred to this Committee.

Chair Jain stated he would like to refer the review of the Ethics and Values document on a future agenda.

Chair Jain also suggested additional meetings to be added to Governance and Ethics Committee schedule as four meetings a year does not allow enough time.

ADJOURNMENT
The meeting was adjourned at 5:02 p.m.

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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-984 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Approve Proposed Amendment to Council Policy 035 (Naming of Facilities)

BACKGROUND
At the March 13, 2023 Governance and Ethics Committee (Committee) meeting, the Committee approved the amendments brought forth for Council Policy 035 (“Naming of Facilities”). These recommendations to the policy were brought forward with input from the Task Force on Diversity, Equity, and Inclusion to bring greater diversity to the naming of buildings and facilities in the City of Santa Clara.

As background, at the March 13, 2023 meeting, the Committee approved the following amendments to Council Policy 035 to expand on current criteria and procedures which included:
a) 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. b) 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.
c) 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”).

At this September 11, 2023 Committee meeting, staff seeks Committee review and approval for the addition of the proposed language to Council Policy 035 which further addresses naming rights of City facilities and buildings. The proposed amendment (Attachment 1) includes the following:
a) Naming Rights Agreement: Agreements may provide a financial benefit to the City with sponsorships or naming rights agreements for City-owned facilities which aligns with the City’s mission and values.

If the additional amendment is approved, staff will forward the revised policy and a resolution to the full City Council for their consideration and approval.

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23-984 Agenda Date: 9/11/2023

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

COORDINATION
This report was coordinated by the City Manager’s Office.

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 [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve amendment to Council Policy 035 (“Naming of Facilities”) and bring forth to City Council for Adoption
Reviewed by: Maria Le, Assistant to the City Manager, Mayor and Council Office Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Council Policy 035 Proposed Amendment
City of Santa Clara Printed on 9/7/2023Page 2 of 2
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City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2023
Council Policy 035 Page 1 of 3
Reso. No. _________
PURPOSE To establish the 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 rec ognition 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 the 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 Rights Agreement: Agreements may provide a financial benefit to the City with sponsorships or naming rights agreements for City-owned facilities which aligns with the City ’s mission and values.

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 under extraordinary circumstances, after thorough study. The process of renaming may be done only after undertaking thorough and comprehensive research and deliberation.

Individuals after whom buildings are named, and who later are found to violate the City’s Co de of Ethics and Values or Mission Statement City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2023
Council Policy 035 Page 2 of 3
Reso. No. _________
may have their names removed from the buildings that bear their names.

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

2. Upon receipt of a naming or renaming proposal of a City 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 contributions of local, state, national, or worldwide significance
c. Honors the most 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 reflect and connect with the City’s diverse community
e. Geographic location and demographic information of the area that the building or facility is located
f. P rominent geographic or environmental feature(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 that it is not duplicative of previously approved proposals.

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

If the naming or renaming proposal is not reflective of at least one of City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES

Revised //2023
Council Policy 035 Page 3 of 3
Reso. No. _________
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 proposal, the City Board, Commission, or Committee, shall review all naming proposals at a publicly noticed meeting and make a recommendation to the, Governance and Ethics Committee which shall consist of three City Councilmembers appointed by vote of t he Council, and the City Manager.

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

5. The City Council shall consider the naming recomm endation(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 Faci lities 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 include any and all research supporting the claim that there has been a violation of the City’s Code of Ethics and Values or Mission Statement.

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
23-989 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
2024 Council Priority Session Framework

BACKGROUND
On an annual basis, the City Council meets for the Council Priority Setting Session. The goal of the Council Priority Session is to formulate and provide clear direction to staff on the City Council’s priorities and initiatives for the upcoming year. As demonstrated during past sessions, the City Council, with input from staff, the public and within budgetary guidelines, identifies important and critical priorities for the City organization. These priorities set the policy framework for budget decisions and how City resources are aligned to support these objectives.

During the 2021 Council Priority Setting Session held on February 1 and 2, 2021, the Council established specific priority areas, which historically have received significant attention, action, and budget support during each year. The Council affirmed the following pillars which remain our current Council priority areas:

1. Deliver and Enhance High-Quality Efficient Services and Infrastructure

2. Manage Strategically Our Workforce Capacity and Resources

3. Promote and Enhance Economic, Housing and Transportation Development

4. Enhance Community Sports, Recreational and Arts Assets

5. Ensure Compliance with Measure J and Manage Levi’s Stadium

6. Enhance Community Engagement and Transparency

7. Promote Sustainability and Environmental Protection
The City Council met last for the annual Council Priority Setting Session on February 8, 2022. Due to the transition in City management, the 2023 Council Priority Setting session was not scheduled.

Since the last session, progress has been made on some existing Council priorities and through the Council referral process.

The 2024 Council Priority Setting Session is scheduled to take place in mid to late February 2024 over three days.

DISCUSSION
The attached draft agenda (Attachment 1) outlines the proposed priority setting framework. Below is a summary of the components:

Public Engagement Process
The 2024 Council Priority Setting Session framework includes a robust public engagement process City of Santa Clara Printed on 9/7/2023Page 1 of 4
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23-989 Agenda Date: 9/11/2023
to gather community feedback on goals through citywide community survey targeting residents, businesses, local community groups for community feedback on current City priorities. The survey will include a series of questions to assist staff on identifying overall priorities from the Santa Clara community.

In addition, staff will solicit input from City Boards and Commissions to provide current priorities.

A summary of the feedback will be presented to the City Council at the 2024 Council Priority Setting Session on Day 1. Additionally, the proposed framework provides several opportunities for public comment during public presentations to further engage public participation and gather feedback on community priorities for the Council to consider.

Priority Session Agenda
The proposed session will take place over a three-day timeframe. The sessions will be led by a facilitator. The proposed framework of the sessions are as follows:

Day 1 Session:

The agenda of the first session will include the following agenda items:
a) Overview of the Priority Setting Process: An overview of the process and goals of the session. b) Public Engagement Survey: A summary of the survey results will be presented including input received by the public.
c) Current Priorities and Referrals: An overview of the current Council priority list, completed items and a review of current Council staff referral items will be presented and discussed. d) Staff Recommendations on Council Priorities: Staff will present recommendations for Priorities for Council consideration.

Day 2 Session:

The agenda for the second session will be a continuation of the first session and include the following items:
a) Ballot Initiatives: Review and discuss potential 2024 Ballot measures and timelines b) Presentation and discussion of recommended Council priorities from Staff c) Process for Selecting and Voting on Council Priorities: Discuss and confirm prioritization process and voting procedures
d) Initial Council Priority Suggestions: Councilmembers will provide individual selection of their preferred priorities, selecting among the following categories:
a. Current priorities
b. Current referrals
c. Public input suggestions
d. Staff recommendations
e. New idea(s) from Councilmember
e) Summary of Initial Council Priorities Suggestions: Discussion and reconcile Council priority suggestions
Day 3 Session:

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23-989 Agenda Date: 9/11/2023
The third and final session will focus on the discussion and approval of Council Priorities based on budget allocation, estimates and timelines for completion and include the following items:
a) Review of initial Council Priority suggestions
b) Voting Procedures: Review and confirm voting procedures c) Staff Analysis: Review and discuss Staffs’ analysis of Initial Council Priority Suggestions, including budget allocations needed and timeline estimates d) Council Deliberations and Adoption: Discussion and deliberation on final FY 2024 Council Priorities and Council to vote on final priorities
Staff presents this proposed framework to the Committee for review and consideration as we plan for the upcoming 2024 City Council Priority Setting Session.

Following the adoption of the Annual City Council Priorities, staff proposes that the City Council undertake a process to develop (or confirm) the Annual Workplans for each of its advisory Boards, Commissions, and Committees. The process for City Council review, deliberation and adoption of Annual Workplans for Boards, Commissions, and Committees, is proposed to include the following steps:

1. Submission of potential workplan items from each advisory Board, Commission, and Committee by members and staff.

2. High-level staff analysis of submitted workplan items, including budget allocations needed and timeline estimates.

3. City Council review, deliberation and adoption of Annual Workplans.

FISCAL IMPACT
As a reminder, the Council approved a $250,000 allocation for priority setting items in December 2022. Those funds were unspent and will be recommended to be carried over as part of the close out of FY 2022/23. This report will be brought forward to Council in December 2023 along with any additional funding recommendations for this allocation.

COORDINATION
This report was coordinated by the City Manager’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
Review and provide input on the 2024 Council Priority Setting Session Framework and forward to the full Council for consideration
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23-989 Agenda Date: 9/11/2023
Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Council Priority Setting Session Draft Agenda
City of Santa Clara Printed on 9/7/2023Page 4 of 4
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Council Priority Setting Session Framework
February 2024
DRAFT

DAY 1 AGENDA
Welcome Facilitator Opening and Ice Breaker
Overview of Priority Setting
Process
Review process and goals
Public Engagement Survey Review summary of community input received related to priorities Current Priorities & Referrals

a. Review Current Council Priority List and Completed Items b. Review Current Council Staff Referrals

Recommendations of Council
Priorities
Staff will present recommended Council Priorities for Council consideration

Wrap-Up/ Adjournment Conclude session until Day 2

DAY 2 AGENDA
Welcome Opening and Recap
Ballot Initiatives Review potential 2024 Ballot measures and timelines

Selecting & Voting on Council
Priorities
Discuss and confirm prioritization process and voting procedures

Initial Council Priority
Suggestions
Individual Councilmember Selection of Priorities
• Each Councilmember to present their selection of 5
potential priorities among the following:
o Current priorities
o Current referrals
o Public input suggestions
o Staff recommendations
o New idea(s) from Councilmember

Summary of Initial Council
Priorities Suggestions
Discussion and reconcile Council priority suggestions
Wrap-Up / Adjournment Conclude session until Day 3

City of
Santa Clara
The Center of What's Possible

DAY 3

AGENDA
Welcome Facilitator Opening
Initial Council Priorities
Suggestions
Review Initial Council Priority Suggestions
Voting Procedures Review and confirm voting procedures
Staff Analysis Review and discuss Staffs’ analysis of Initial Council Priority Suggestions, including:
• Budget allocations needed
• Timeline estimates

Council Deliberations &
Adoption
Discussion and deliberation on final Council Priorities • Council to vote on final priorities
Adjournment Conclude Council Priority Session

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
23-994 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Action on Recommendation to the Governance and Ethics Committee to Amend Council Policy 030, entitled Adding an Item on the Agenda and forward to the City Council for Consideration

BACKGROUND
Council Policy 030, entitled "Adding an Item on the Agenda" (030 Policy) was amended and adopted on October 27, 2020 with a Council Item Request form. The policy was most recently updated by the City Council on October 22, 2022. The stated purpose of the 030 Policy is to establish a straightforward and effective process for members of the City Council and the public to have items within the jurisdiction of the City Council placed on the City Council agenda for consideration.

At the June 5, 2023, Governance and Ethics Committee meeting, Committee members requested a review of the 030 Policy and its intended use to add items to the City Council agenda. At the June 5th meeting, staff shared a few proposed changes to the policy that staff believes could help streamline the referral process and help meetings run more efficiently. The Committee provided direction to staff on the policy, which included drafting the policy in a way that preserved the public's ability to participate in meetings and petition the Council.

DISCUSSION
The proposed amendments to the 030 Policy were drafted with the intention of streamlining the public meeting process while maintaining opportunities for both the public and the Council to request topics to be addressed by the City and the City Council at future meetings.

1. Council Member Referrals
The most significant proposed modification to the City Council referral part of the existing 030 Policy is to formalize the process for Councilmembers consultations with the City Manager (and/or City Attorney, as appropriate) before submitting a written request to agendize an item. These consultations will allow consideration of whether the City is currently addressing the issue or topic or will soon address the topic in some other manner. The consultations will also enable staff to evaluate and provide feedback on resource requirements, legality, timing and prioritization for any proposed 030 action.

After consultations, Councilmembers will reserve the right to proceed with their 030 request. Staff will assist the Councilmember in phrasing a description of the proposal to be listed on the agenda for Council consideration.

To prioritize already agendized City business, a further recommendation is to move City Council 030 Policy proposals from their current placement at the beginning of the agenda (under Written City of Santa Clara Printed on 9/7/2023Page 1 of 3
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23-994 Agenda Date: 9/11/2023
Petitions) to the end of the agenda under City Council Comments. The updated policy also adds guidance on the limited extent to which any 030 item can be presented and discussed, and provides a summary of the range of options for City Council actions with respect to any 030 proposal. Options include: no action, referral to staff for analysis and a report at a future meeting, referral to a future Council priority setting meeting, or agendization for action at a future Council meeting.

2. Request from the Public:

Under the current 030 Policy, members of the public can also submit a written request for Council action. Once received, the request must be placed on a Council agenda within the next two Council meetings. Once agendized, the request is heard under the "Written Petition" section of the City Council's regular agenda. A majority vote of the City Council is required to add the item to a future council meeting for action. As an alternative, the policy also provides that a member of the public may address the Council during the Public Presentations section of the agenda, and a request for Council action can be made at that time. In either case, no action can be taken on the substance of the item.

Instead, the item can only be referred to staff or for possible action by the Council at a future meeting.

Staff recommends revisions to the policy to add a summary of the various ways the public can petition the City for action. Options include: (1) verbal or written communications with City staff, (2) verbal or written communications with one or more elected officials (the Mayor, their District Council representative, or any other member(s) of the City Council), (3) appearing live (or by zoom) at a City Council meeting, and (4) during the public engagement portion of the Annual City Council Priority Setting Process. For those choosing to come to a City Council meeting, staff is recommending that the opportunities to petition the City Council for action be consolidated into the Public Presentations portion of the meeting. During Public Presentations any member of the public may request that the City Council refer an item to City staff or place an item for discussion on a future City Council agenda. The Mayor, as presiding officer, will manage these inquiries, interacting with City staff as appropriate. Because any such item is not on the agenda, only a City Council referral to staff, or, if the item is urgent, a proposal to agendize the item for consideration at a future Council meeting, would be in order.

If, upon hearing a petition for action by a member of the public, one or more City Council member desires to sponsor this request, such Council Member(s) would also have the option to follow the 030 Policy referral process described above and submit their own petition in support of the public petition.

Staff has researched and surveyed other cities and has yet to find a City with a formal public written petition process like the process currently provided in the City’s existing 030 Policy. The public typically addresses its council/decision making body through the agenda's public comment or presentation portion. Staff’s proposed revisions to the existing 030 Policy go beyond what most jurisdictions provide but also prevents any member of the public from unilaterally requiring City Council consideration or action on a proposed item that may not be appropriate for such consideration or vote.

The Annual City Council Priority Setting Process is envisioned to have various forms of public engagement. Staff is proposing a framework for the Process that will include robust community feedback on goals via a citywide community survey targeting residents, businesses, local community groups for community feedback on current City priorities. The survey will include a series of City of Santa Clara Printed on 9/7/2023Page 2 of 3
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23-994 Agenda Date: 9/11/2023
questions to assist staff on identifying overall priorities from the Santa Clara community. In addition, staff will solicit input from City Boards and Commissions to provide current priorities.

A summary of the feedback will be presented to the City Council at its Annual City Council Priority Setting Process. Additionally, the proposed framework provides several opportunities for public comment during public presentations to further engage public participation and gather feedback on community priorities for the Council to consider.

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

COORDINATION
This report was coordinated with the City Attorney and City Manager’s Offices.

RECOMMENDATION
In order to enhance and streamline the processing of both City Council and public petitions for Council action, staff recommends that the Governance and Ethics Committee approve the revised 030 Policy, subject to any further amendments it may agree to, and recommend to the full Council its consideration and approval of the amended policy.

Reviewed by: Elizabeth Klotz, Assistant City Attorney
Approved by: Glen Googins, City Attorney and Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Council Policy 030 Adding an Item on the Agenda (Current)

2. Council Policy 030 Adding an Item on the Agenda (Proposed)

3. Written Petition Form (Existing, last update September 21, 2020) City of Santa Clara Printed on 9/7/2023Page 3 of 3
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City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA
Revised 10/27/2020 CP 030 Page 1 of 3
Resolution No. 20-8895
PURPOSE To establish a clear, effectiv e, and easily understood process for members of the City Council and the public to have items , within the jurisdiction of the City Council , placed on the City Council agenda for consideration.

POLICY Members of the City Council:

The Mayor or any individual Council member may submit a written request by using the Council Item Request Form to the City Manager’s Office for inclusion of an item on a City Council agenda, provided the request is received two (2) days prior to the public release of the agenda packet. At the meeting where the request is heard, discussion should be limited to whether the item should be added to an agenda and a date, not the merit of the item.

Referral from a Council Committee:

Council Committees may submit a written request to the City Manager’s Office for inclusion of an item on a City Council agenda, provided the request is received two (2) days prior to the public release of the ag enda packet.

Council Committees may bring forward a recommendation to the full City Council by way of the Committee minutes, which are typically prepared within three weeks following the Committee meeting.

Items Referred During a Council Meeting:

By Council action, an item may be referred to the City Manager f or inclusion on a City Council agenda. If the request requires further study of the item from staff, a full analysis shall be prepared at the direction of the Cit y Manager with at le ast thirty (30) cale ndar days prior to the meeting, unless otherwise direc ted by the City Council. If the request requires more than thirty (30) calendar days to prepare, status updates will be provided to the City Council every sixty (60) d ays as an informational memo.

CURRENT
City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA

Revised 10/27/2020 CP 030 Page 2 of 3
Resolution No. 20-8895
Written Petitions and Public Presentations:

Any member of the public may submit a written request raising any issue or item within the subject matter jurisdiction of the City Council to be heard under the “Written Petition” section of the City C ouncil’s regular agenda within two (2) Council meetings after receiv ed. A fter the initial Written Petition is placed on the agenda, a majority vote of the City Council may add the item to a future Council meeting for action . Any member of the public m ay address the City Council un der the “Public Presentations” section of t he ag enda. If the presentation includes a request of the Council, a majority vote of the City Council may refer the item to the City Manager t o be properly added to a future meeting, in compliance with the Brown Act.

PROCEDURE

FOR WRITTEN

PETITIONS

1. All requests to address the City Council shall be submitted in writing.

Written Petition forms are available for the petitioner’s convenience on the City’s website and in the City Manager’s Office, Ci ty Clerk’s Office, and the Mayor and Council Offi ces. Alt ernatively, a n email may be submitted to [email protected].

2. Once the Written Petition is received by the City Clerk’s Office, it should immediately be forwarded to the City Manager for placem ent on a n agenda within two (2) Council meetings after receipt of the original request from the City Clerk’s Office. All written material (request and any support material) will be submitted on the agenda in the form substantially p rovided by the requester wit hout any staff analysis, including fiscal review, legal review and policy review, until the City Council has had the opportunity to provide direction to the City Manager.

3. At the meeting where the item is first considered, if a majority of the City Counci l suppor ts fu rther study of the item, then a full staff analysis shall be prepared within thirty (30) days, unless otherwise directed by the City Council. Discussion should be limited to whether an item should be added to an agenda and a date, not the merit of the item.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA
Revised 10/27/2020 CP 030 Page 3 of 3
Resolution No. 20-8895

PROCEDURE

FOR WRITTEN

REQUESTS

FROM CITY

COUNCIL

1. Members of the City Council s hall use the Council Item Request Form to submit a written request for inclusion of an item on a future City Council agenda.

2. Once the Council Item Request Form is received b y the City Clerk’s Office, it should immediately be forwarded to the City Manager for placement on a n agenda with in two (2) Council meetings after receipt of the original request from the City Clerk’s Office. All written material (Council Item Request Form and any support material) will be submitted on the agenda in the form substantially p rovided by the requester wit hout any staff analys is, including fiscal review, legal review and policy review, until the City Council has had the opportunity to provide direction to the City Manager.

Attachments: Council Item Request Form
City of
Santa Clara
The Center of What's Possible

COUNCIL ITEM REQUEST FORM
The Council Item Request F orm is for members of the City Council to submit written requests to the City Manager’s Office for inclusion of an item on a future City Council meeting agenda. At the meeting where th e initial written request is heard, discussion should be limited to whether the item should be added to an agenda and a date, not the merit of the it em. A majority vote of the City Council is required for the item to be added to future Council meeting agenda for action.

CONTACT INFORMATION
Requesting Member of City Council
Contact E-mail
Contact Phone
Today’s Date

WRITTEN REQUEST
I, , hereby request that the following item
be placed on the City of Santa Clara Council and Authorities Concurrent meeting agenda:

Reference: Council Policy 030 – Adding an Item on the Agenda Resolution No. 20-8895
City of
Santa Clara
The Center of What's Possible
RESOLUTION NO. 20-8895

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
TO REPEAL RESOLUTION NO. 20-8890, AMEND COUNCIL
POLICY 030 ENTITLED "ADDING AN ITEM ON THE AGENDA,"

AND APPROVE THE COUNCIL ITEM REQUEST FORM
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, amending the policy on adding an item on the agenda to establish a clear, effective and easily understood process for members of the City Council and the public to have items within the jurisdiction of the City Council placed on a meeting agenda; WHEREAS, the amended version of the Adding an Item on the Agenda policy expands on the current policy language by clearly stating that, when a written request is first considered, discussion should be limited to whether an item should be added to an agenda and a date, not the merit of the item; and,
WHEREAS, the amended Adding an Item on the Agenda policy, attached hereto as Attachment 1, includes a Council Item Request Form for the City Council's use when requesting an item for inclusion on a Council meeting agenda and adds the procedure for written requests from members of the City Council.

NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That Resolution No. 20-8890 is hereby rescinded in its entirety.

2. That amended Council Policy 030 entitled "Adding an Item on the Agenda" with the Council Item Request Form, 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.

II
II
II
Resolution/Amending Adding an Item on the Agenda Policy and Approving Council Item Request Form Page 1 of 2 Rev: 11 /22/17

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 27rH DAY OF OCTOBER, 2020, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

Attachments incorporated by reference:

Chahal, Davis, Hardy, O'Neill, and Watanabe,
and Mayor Gillmor
None
None
None

ORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

1. Council Policy 030 entitled "Adding an Item on the Agenda" Resolution/Amending Adding an Item on the Agenda Policy and Approving Council Item Request Form Page 2 of 2 Rev: 11 /22/17
City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA
CP 030 Page 1 of 3 Revised
Resolution No. 23-

PURPOSE
POLICY
To establish a clear, effective, and easily understood process for members of the City Council and the public to have items, within the jurisdiction of the City Council, placed on the City Council agenda for consideration.

Referral from Members of the City Council:

After consultation with the City Manager (and/or City Attorney, as appropriate), the Mayor or any individual Councilmember may submit a written request by using the Council Item Request Form to the City Manager’s Office for inclusion of an item on a City Council agenda, provided the request is received two (2) days prior to the public release of the agenda packet.

An item may be referred to the City Manager for inclusion on a City Council agenda during a Council Meeting by City Council action.

Referral from a
Council Committee:

Council by way of the Committee minutes, which are typically prepared within three weeks following the Committee meeting.

Items Referred During a Council Meeting:

By Council action, an item may be referred to the City Manager for inclusion on a City Council agenda. If the request requires further study of the item from staff, a full analysis shall be prepared at the direction of the City Manager with at least thirty (30) calendar days prior to the meeting, unless otherwise directed by the City Council. If the request requires more than thirty (30) calendar days to prepare, status updates will be provided to the City Council every sixty (60) days as an informational memo.

PROPOSED
City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA
CP 030 Page 2 of 3
Revised
Resolution No. 23-
Requests from Members of the Public:

1. Public Presentations: Any member of the public may address the City Council under the “Public Presentations” section of the agenda to make a request of the City Council to
add an item to a future meeting.

2. Individual City Council Members: Members of the public may directly petition individual City Council members to request that an item be
added to a future Council meeting. The council member may then choose to submit the request through the Council referral process outlined in this policy.

3. City Manager and City Departments: Members of the public may also petition the City Manager or City Staff for specific action. The City Manager and/or staff may respond, as appropriate, or direct the member of the public to the other methods of petitioning the City outlined above.

PROCEDURE

FOR HANDLING

REQUESTS

DURING CITY

COUNCIL

MEETING

1. At the meeting where the request is heard, Council discussion is limited to whether the item should be added to an agenda and a date, not the merit of the item. Valid considerations that can be discussed include whether the matter is being addressed in some other way, resource requirements, legality, timing, and prioritization.

2. Council may take the following actions when a request is made:
a. No action
b. Refer the request to City Staff for further study and a timely report back to Council. If the request requires more than thirty (30) calendar days to prepare, status updates will be provided to the City Council every sixty (60) days as an informational memo. c. Refer the item to a future Priority Setting meeting
d. Placement on a future Council Meeting agenda for further consideration or action
City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

ADDING AN ITEM ON THE AGENDA
CP 030 Page 3 of 3 Revised
Resolution No. 23-

PROCEDURE

FOR WRITTEN

REQUESTS

FROM CITY

COUNCIL

1. Members of the City Council shall use the Council Item Request Form to submit a written request for referral of an item to be placed on a future City Council agenda.

2. Prior to submitting a Council Item Request form, the Member shall discuss the proposed request with the City Manager (and/or City Attorney, as appropriate) to determine if City Staff is currently addressing the topic of the request, resource requirements, legality, timing and prioritization. If the City Staff's response does not satisfy the Member's request, the Member may submit the Council Item Request form for placement on a future City Council Agenda.

3. Once the City Clerk's Office receives the Council Item Request Form, it should immediately be forwarded to the City Manager for placement on an agenda, if possible, within two (2) Council meetings after receipt of the original request from the City Clerk's Office. All written material (Council Item Request Form and any support material) will be submitted on the agenda in the form substantially provided by the requester without any staff analysis, including fiscal review, legal review and policy review, until the City Council has had the opportunity to provide direction to the City Manager.

Attachments: Council Item Request Form
City of
Santa Clara
The Center of What's Possible

CONTACT INFORMATION
Requesting Member of City Council
Contact E-mail
Contact Phone
Today’s Date

WRITTEN REQUEST
I, , hereby request that the following item
be placed on the City of Santa Clara Council and Authorities Concurrent meeting agenda:

Reference: Council Policy 030 – Adding an Item on the Agenda Resolution No. 23-
City of
Santa Clara
The Center of What's Possible

S:\CityClerk\FORMS AND INFORMATION FOR STAFF USE\Written Petition Form - 2016.doc

CITY COUNCIL WRITTEN PETITION

Please provide the information requested below. When complete , please submit to the City Clerk’s Office, 1500 Warburton Avenue, Santa Clara, CA 95050.

Date:______________________
I, ________________________________________, am hereby requesting to be placed on the Santa Clara City Council Agenda for the following purpose:
___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ I understand that it is important that I attend the meeting in the event there are any questions the Council wishes to ask me.

Signed:

NAME: ________________________________________

ADDRESS: ____________________________________
Street

______________________________________________
City Zip Code

TELEPHONE:* _________________________________
Optional

DATE: ________________________________________

*NOTE: This is a public document. If your telephone number is unlisted or if you do not want it to be public, please provide an alternate number where you can be reached.

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
23-992 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Informational Report on Transcription Services for Meeting Recordings (Referred from December 5, 2022 meeting)

BACKGROUND
At the December 5, 2022 Governance and Ethics Committee, Committee members discussed options for the City to explore transcription services for Boards and Commission meetings. At the March 13, 2023 Governance and Ethics Committee meeting, the Committee approved the workplan for staff to return with an informational report on transcription services for meeting recordings at the September 11, 2023 Committee meeting.

DISCUSSION
The City currently contracts with Granicus for its meeting management software which includes providing meeting transcription services on the Granicus live stream. This service is available for certain public meetings that include the following: Council and Authorities Concurrent meetings, Stadium Authority meetings, and Planning Commission meetings. As a standard practice, City staff liaisons for Boards, Commissions and Committees develop meeting minutes which include action minutes to form the public record. In addition, staff may use hybrid options including recording video via Zoom and an audio recording for meeting participation.

During the COVID-19 pandemic, the City quickly shifted to utilize applications such as Zoom to provide virtual meetings for the City governing bodies. Currently, all meetings conducted in a hybrid manner include options for public participation in-person and by Zoom. The Zoom application provides an auto-generated transcript available in real time during the meeting. The Zoom transcript is available to download in auto-generated text and has capability to be uploaded to other applications such as the City’s YouTube channel with the video for playback. In addition, while watching a livestream meeting on the City’s Facebook channel, auto-generated closed captioning is available.

It is important to note that over 200 public meetings are conducted annually which creates a critical workload. Most legislative bodies have transitioned to a hybrid model, offering in-person and virtual participation by Zoom. However, some legislative bodies have returned to an in-person only model.

Table 1 below indicates what type of meeting capabilities are currently in place. It is important to note that Zoom transcripts are auto generated and accuracy is not guaranteed. With limited staff capacity, the transcripts may be provided upon request in their auto-generated format and will not form the official public record. Meeting minutes are the official public record which capture action minutes from City of Santa Clara Printed on 9/7/2023Page 1 of 3
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23-992 Agenda Date: 9/11/2023
the governing bodies, Boards, Commissions, and Committees. In addition, video and audio recordings are available to the public for playback of various meetings on the City’s YouTube channel and Granicus provider.

Table 1 - City Legislative Meeting Bodies
Meeting Body Meeting Capabilities
Council & Authorities
Concurrent /Stadium Authority
Meetings
Granicus transcripts and Auto-Generated Zoom
transcripts available. Hybrid Zoom Audio/Video + TV
Broadcast + Livestream
Audit Committee Auto-Generated Zoom transcripts available. Hybrid Zoom Audio/Video.

Bicycle and Pedestrian
Advisory Committee
Auto-Generated Zoom transcripts available. Hybrid Zoom
Audio Only.

Board of Library Trustees Auto-Generated Zoom transcripts available. Hybrid Zoom Audio/Video
Civil Service Commission Auto-Generated Zoom transcripts available. Hybrid Zoom Audio Only
Cultural Commission Auto-Generated Zoom transcripts available. Hybrid Zoom Audio/Video
Development Review Hearing Auto-Generated Zoom Transcripts available. Hybrid Zoom Audio/Video
Downtown Community Task
Force
Auto-Generated Zoom Transcripts available. Hybrid
Zoom Audio/Video + TV Broadcast + Livestream
Governance & Ethics
Committee
Auto-Generated Zoom Transcripts available. Hybrid Zoom
Audio/Video
Historical and Landmarks
Commission
Auto-Generated Zoom transcripts available. Hybrid Zoom
Audio/Video
Neighborhood Stadium
Relations Committee
Auto-Generated Zoom transcripts available. Hybrid Zoom
Audio/Video
Neighborhood-University
Relations Committee
Auto-Generated Zoom transcripts available. Hybrid Zoom
Audio/Video
Parks and Recreation
Commission
Auto-Generated Zoom transcripts available. Hybrid Zoom
Audio/Video
Planning Commission Granicus transcripts and Auto-Generated Zoom transcripts available. Hybrid Zoom Audio/Video + TV
Broadcast + Livestream
Salary Setting Commission Auto-Generated Zoom transcripts available. Hybrid Zoom Audio Only
Senior Advisory Commission Auto-Generated Zoom transcripts available. Hybrid Zoom Audio/Video (Rally Bar)
Station Area Task Force TBD
Youth Commission In-Person only, audio recording available.

ENVIRONMENTAL REVIEW
City of Santa Clara Printed on 9/7/2023Page 2 of 3
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23-992 Agenda Date: 9/11/2023
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.

COORDINATION
This report was coordinated by the City Manager’s Office, Information Technology Department and City Clerk’s Office.

RECOMMENDATION
Staff makes no recommendation as this is an informational report only.

Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jovan D. Grogan, City Manager, City Manager’s Office

ATTACHMENTS
None.

City of Santa Clara Printed on 9/7/2023Page 3 of 3
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-993 Agenda Date: 9/11/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Action to Defer Workplan Items to December 2023 Governance and Ethics Committee Meeting

BACKGROUND
The Governance and Ethics Committee approved the 2023 Governance and Ethics Committee Workplan on March 13, 2023, which includes updating Council Policies as needed. The below items were slated to be heard on September 11, however, given other priorities and workload of the Governance and Ethics Committee, staff recommends deferring the following items to future dates based on the priorities of the Committee:
(a) Defer to December 4, 2023 Governance and Ethics Committee Meeting · Review of Council Policy 007 Citizen Complaints Addressed to the City Council (Attachment 1): This policy was taken in sequential order as part of the process to update and modernize the Council Policy manual. At this time, staff continues to respond and address any constituent requests, concerns and complaints in a timely manner and provide a resolution. These requests are currently being handled and documented in the MySantaClara platform, which is not reflected in the current policy.

Staff will schedule updates to this policy in 2024 with the Governance & Ethics Committee.
· Management Protocols: At the December 5, 2022 Governance and Ethics Committee meeting, Committee members requested the City review the current meeting management protocols. As background, the meeting management protocols were established at the August 8, 2021 Council Priority Setting session. The Council agreed to use this process for a period of approximately six months and to revisit the topic at the February 2022 Council Priority Setting session. Due to staff changes and transition, the draft Resolution (Attachment 2) for meeting management protocols was never formalized. To date, the Council has been utilizing these procedures in practice without any formal adoption of the policy.
· Review of Council Policy 020 Proclamations, Commendations and Certificates of Recognition (Attachment 3): At the June 5, 2023 Committee meeting, the item was deferred to the September 11, 2023 Committee meeting. Committee members had included this on the workplan for further review of the policy.

ENVIRONMENTAL REVIEW
City of Santa Clara Printed on 9/7/2023Page 1 of 2
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23-993 Agenda Date: 9/11/2023
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.

COORDINATION
This report was coordinated by the City Manager’s Office.

RECOMMENDATION
Action to Defer Workplan Items to the December 4, 2023 Governance and Ethics Committee meeting.

Reviewed by: Maria Le, Assistant to the City Manager, Mayor and Council Offices Approved by: City Manager’s Office

ATTACHMENTS

1. Council Policy 007 Citizen Complaints Addressed to the City Council

2. Draft Proclamation Meeting Management Protocols

3. Council Policy 020 Proclamations, Commendations and Certificates of Recognition City of Santa Clara Printed on 9/7/2023Page 2 of 2
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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

Resolution/Meeting Procedures Page 1 of 2
Rev: 11/22/17
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

ADOPTING PROCEDURAL PRACTICES FOR THE CONDUCT OF

BUSINESS AT MEETINGS OF THE CITY COUNCIL AND ITS

AUTHORITIES TO IMPROVE MEETING EFFICIENCY

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

WHEREAS, at the City Council meeting of August 8, 2021, the City Council determined that it was in the best interests of the City to promote Council meeting efficiency by adopting a set of meeting procedures governing the process by which Council would conduct its discussion of agenda items;
WHEREAS, the City Council agreed to use this process for a period of approximately six months, and to revisit the topic at the February priority setting meeting ; and, WHEREAS, the City Council hereby approves the continued use of the meeting procedures, which shall be adopted as a Council Policy Manual section as set forth below .

NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That each item on a Council and/or Authorities agenda shall be heard and discussed in the following procedure:

A. City staff provides a report on the item (if a staff report is applicable); B. Each Councilmember who wishes to ask questions, shall then have the opportunity to ask their questions;
C. City staff shall, to the extent possible, then provide a response to all Councilmember questions;
D. The public shall then have the opportunity to provide comment or ask questions; E. City staff shall, to the extent possible, then provide responses to the comments or questions from the public;
F. A Councilmember shall then make a motion;
Resolution/Meeting Procedures Page 2 of 2
Rev: 11/22/17
G. Each Councilmember who wishes to speak to the m otion shall then have the opportunity to make a statement regarding the motion;
H. A vote shall then be taken.

2. That the City Manager is authorized to update the Council Policy Manual, and number the policy as necessary, to reflect this Resolution without further action by the City Council.

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 ___ DAY OF _________, 202 2, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

1. None

City of Santa Clara
Council Policy Manual

PROCLAMATIONS, COMMENDATIONS, AND

CERTIFICATES OF RECOGNITION
Rev. January 2021 CP 020 Page 1 of 5
Resolution No. 21-8932
PURPOSE The purpose of this policy is to identify the authority, criteria, and procedure for the recognition of individuals , groups, organizations, businesses, special periods of observance, or special occasions through the issuance of proclamations , comm endations, or certificates of recognition. All p roclamations, commendations, and certi ficates of recognition are ceremonial documents.

POLICY

It is the policy of the City of Santa Clara (City) that requests for proclamations, commendati ons, or certificates of recognition shall be prepared in accordance with the adopted guidelines of this policy. In accordance with the City Charter, the Mayor shall be the official head of the City for all ceremonial purposes.

PROCLAMATIONS
It is the pol icy of the City that proclamations may be issued to honor or highlight a special period of observance ( e.g., days, weeks, months) , civic celebration, or recognition of a community, regional, state, or national occasion, and shall be made at the sole discretion of the May or in accordance with the criteria specified below:

1. The primary purpose of a proclamation is to give special recognition to issues, actions, and/or programs of significance to the citizens of Santa Clara.

2. Proclamations are issued to honor of special periods of obser vance (e.g., days, weeks, or mon ths), civic celebrations , or community, regional, state, or national occasions to cover issues that have widespread community interest with a primary emphasis on re quests in support of City Council’s goals and obj ectives. Citizens may call or petition to have a proclamat ion prepared, or the City Council may request one.

3. Only proclamations dealing with local, count y, or stat e issues that have a connection to the City will be processed. Proclamations must be consistent with the United States Constitution, the California State Constitution, the Santa Clara Municipal Code, and the various laws passed pursuant to those instruments.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

PROCLAMATIONS, COMMENDATIONS, AND

CERTIFICATES OF RECOGNITION
Rev. January 2021 CP 020 Page 2 of 5
Resolution No. 21-8932

COMMENDATIONS
It is the po licy of the City that commendations may be iss ued to individuals, g roups, organizations, o r businesses with a conn ection to the City for milestones or major achievements that have community - wide significance, and shall be issued at the sole discretion of the Mayor in accordance with the criteria specified below:

1. Commendations are issued t o h onor individuals, groups, organizations, or businesses with a connection to the City for milestones or major achievements that have significant importance to the Santa Clara community, such as:
a. Local sports teams or individual athletes for winning regional, state, and/or national titles;
b. Local schools or students for winning competitions,
exhibitions, or championships at the state , national , and/or international level, or educators for receiving recognition at the regional, state, national, and/or international levels. c. Santa C lara businesses or organizations upon the
commemoration of a milestone anniversary;
d. Community groups or organizations, upon the
commemoration of a milestone anniversary, whose work has benefited the City and/or Santa Clara residents; or
e. Recognition of Santa Clara residents on the occasion of their 100
th birthday.

2. Upon request, commendations shall be issued to retiring City or Santa Clara Unified School District employees who have served for twenty years or more.

CERTIFICATES OF RECOGNITION
It is the policy of the City that certificates of recognition may be issued to individuals, groups, organizations, or businesses with a connection to the City for individual or group achievement, exceptional c ontributions to the Santa Cl ara community, or commemorative events or occasions , and shall be issued at the sol e discretion of the Mayor in accord ance

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

PROCLAMATIONS, COMMENDATIONS, AND

CERTIFICATES OF RECOGNITION
Rev. January 2021 CP 020 Page 3 of 5
Resolution No. 21-8932
with the criteria specified below:

1. Certificates of recognition are used to acknowledge individual or group achievement, contributions to the community, or to recognize a commemorative event or occasion, such as:
a. Individuals, community groups, or organizations whose volunteer efforts and/or philanthropi c works have benefitted the Santa Clara community and/or Santa Clara residents; b. S anta Clara students for academic achievement at the local or regional level (e.g., school valedictorian, placement at regional competitions or exhibitions);
c. Individuals, community groups, or org anizations for winn ing City competitions (e.g., Hal loween Holiday Decorating
Contest, Home Decorating Contest, etc.); or
d. Local organizations or businesses for commemorative events or occasions in Santa Clara (e.g., ribbon cutting ceremonies, grand opening ceremonies, etc.).

PROCEDURE PROCLAMATIONS

1. Proclamation requests should be addressed to th e Office of Mayor and City Council and submitted at least fifteen (15) business d ays prior to the beginning of the proclaimed time period of observance for which the requester seeks such recognition, and may be faxed, mailed, emailed, or hand-delivered. Proclamation requests should include either a sample proclamation that can be used as a guide or provide sufficient information to assist the Executive Assi stant to the Mayor and City Council in preparing the proclamation.

2. Proclamation requests should include:
a. Information and/or example(s) of how the request meets the proclamation criteria outlined in this policy;
b. Any background or historical information that w ill assist the Mayor in arriving at a decision;
c. An estimate of the number of residents of Santa C lara that belong to the group(s) whic h would b e honored by such a proclamation;
City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

PROCLAMATIONS, COMMENDATIONS, AND

CERTIFICATES OF RECOGNITION
Rev. January 2021 CP 020 Page 4 of 5
Resolution No. 21-8932
d. Notable qualities or characteristics of the group(s) which would be honored by such a proclamation; and
e. Other information pertinent to the proclamation request.

3. All proclamations require approval of the Mayor; however, i f the proclamation has been previously approved, it is likely considered as routine and will be prepared for the Mayor’s signature. All first- time proclamati on requests r equire t he Mayor’s approval before processing.

4. If the request meets the above- mentioned criteria and is approved by the Mayor, the Executive Assistant to the Mayor and City Council will prepare the proclamation for the Mayor’s signature. If th e proclamation is not being presented at a Council meeting or at an event by the Mayor or a Councilmember, the requester will be able to pick up the c ompleted proclamation a t Santa Clara City Hall or may request that the proclamation be mailed.

5. A report to Council (RTC) will be prepared annually by the Executive Assistant to the Mayor and City C ouncil, listing all proclamations prepared during the calendar y ear. A co py of the RTC and proclamation attac hments will be fo rwarded to the Local History Librarian.

COMMENDATIONS

1. C ommendation requests should be addressed to the Office of Mayor and City Council and submitted at least f ifteen (15) business days in advance of the date the c ommendation is requested for, and may be faxed, mailed, emailed, or hand-delivered.

2. Commendation requests should include:
a. Information and/or example(s) of how the request meets the commendation criteria outlined in this policy;
b. Any background or historical i nformation that will assis t the Mayor in arriving at a decision; and
c. Other information pertinent to the commendation request.

3. I f the request meets the above-mentioned criteria and is approved by the Mayor, the Executive Assistant to the Mayor and City Council will prepare the commendation for the Mayor’s signature.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

PROCLAMATIONS, COMMENDATIONS, AND

CERTIFICATES OF RECOGNITION
Rev. January 2021 CP 020 Page 5 of 5
Resolution No. 21-8932

4. If the commendation is not being presented at a Council meetin g or at an event by the Mayor or a Councilmember, the r equester will be able to pick up the completed commendation at Santa Clara City Hall or may request that the commendation be mailed.

5. A RTC will be prepared annually by the Executive Assistant to the Mayor and City Council, listing all retirement commendations issued to 20+ year City and/or Santa Clara Unified School District retirees during the calendar year and with copies of the retirement commendations attached. A copy of the RTC and commendation attachments will be forwarded to the Local History Librarian.

CERTIFICATES OF RECOGNITION

1. C ertificate of recognition requests should be addressed to the Office of the Mayor and City Council and submitted at least fifteen (15) business days in advance of the date the certificate is requested for, and may be faxed, mailed, emailed, or hand-delivered.

2. Certificate of recognition requests should include:
a. Information and/ or example(s) of how the request meets th e certificates of recognition criteria outlined in this policy; b. Any background or historical information that will assist the Mayor in arriving at a decision; and
c. Other information pertinent to the certificate of recognition request.

3. I f the request meets the above-mentioned criteria and is approved by the Mayor, the Executive Assistant to the Mayor and City Council will prepare the certificate of recognition for the Mayor’s signature.

4. If the certificate or recognition is not being presented at a Council meeting or at an event by the Mayor or a Councilmember, the requester will be able to pick up the completed certificate of recognition at Santa Clara City Hall or may request that the certificate of recognition be mailed.

City of
Santa Clara
The Center of What's Possible

Governance and Ethics CommitteeSeptember 11, 2023

Governance and Ethics Committee
September 11, 2023