10/24/2023 item 8
City of Santa Clara
ity Counc
ctober 24, 202
Item #8: 23-1160 Action on
CITY OF Recommendation of the
Governance and Ethics
Committee to Amend Council
1852
Pom not and doing in and
THE MISSION CITY
Clarify Terms for City Council and
Public Requests
Jovan Grogan, City Manager
Glen Googins, City Attorney
1 City of
Santa Clara
The Center of What's Possible
Council Policy 030
Background
• First Adopted as a Council Policy in 1999
• Purpose: 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. • Last amended on October 27, 2020 to describe what can be considered at the meeting where request is made and added the Council Item Request Form
• Added to the Governance and Ethics Committee Workplan and considered at the July 11 and September 11th Committee Meetings • Version presented based on Committee recommendations with some clean-up and reorganization of the sections
2 POST MEETING MATERIAL 1
10/24/2023 item 8
City of
Santa Clara
The Center of What's Possible
Council Policy 030
Proposed Changes --
Council Member Referrals
Consultations with Staff Formalized:
• Formalize the process for Councilmembers consultations with the City Manager/City Attorney before submitting a written request to agendize an item.
• Enables 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 for consideration at a Council Meeting.
3 City of
Santa Clara
The Center of What's Possible
City Council Policy 030
Proposed Changes -
Request from the Public cont.
Public "Petitions" Proposed Presented During Public Presentations:
• The written petition process is proposed to be consolidated with the Public Presentations portion of the City Council meeting. Advanced written petitions will no longer be listed on the agenda.
• During Public Presentations, the public may request that the Council refer an item to City staff or place an item for discussion on a future agenda. 4 2
10/24/2023 item 8
City of
Santa Clara
The Center of What's Possible
Council Policy 030
Proposed Changes -
Requests from the Public
• Various forms of public "petition" requesting City action summarized to include the following options:
1. Verbal or written communications with City staff
2. Verbal or written communications with one or more elected officials
3. Appearing live (or by zoom) at a City Council meeting, and
4. During the public engagement portion of the Annual Priority Setting Process.
5 City of
Santa Clara
The Conterof What" Possibl
Council Policy 030
Proposed Changes -
Council Member Referrals (cont'd)
• Limited Discussions and Actions Outlined. 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 which 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
6 3
10/24/2023 item 8
City of
Santa Clara
The Center of What's Possible
Council Policy 030
Proposed Changes -
Council Member Referrals (cont'd)
• New Location on Agenda. City Council 030 Policy items to be considered at the end of the meeting under "Reports of members and Special Committees" - assist with prioritizing City Business items. 7 City of
Santa Clara
The Center of What's Possible
City Council Policy 030
Proposed Changes -
Request from the Public cont.
Possible City Council Actions Specified but Still Limited:
• Because any such item is not on the agenda, only a Council referral to staff, or, if the item is urgent, a proposal to agendize the item for consideration at a future City Council meeting, would be in order.
• If, upon hearing a petition for action by a member of the public, one or more Council member desires to sponsor this request, such Council Members) would also have the option to follow the 030 Policy referral and submit their own petition in support of the public petition.
8 4
item 8
10/24/2023
ity o
anta Clai
The Center of What's Possible
City Council Policy 030
Changes from Governance Committee
Version
• Improved headings and organization to facilitate use
/ Removed duplicative provisions
/ Provide the methods in which the public may make request of the City Council
9 City of
Santa Clara
The Center of What's Possible
Recommendation
Adopt a resolution amending Council Policy 030,
entitled Adding an Item on the Agenda, on the terms
presented.
10 5