Agenda packet — Governance and Ethics Committee, December 4, 2023

City of Santa Clara
Meeting Agenda
Governance and Ethics Committee
City Hall Council Chambers /
Hybrid Meeting
1500 Warburton Avenue
Santa Clara, CA 95050
3:00 PMMonday, December 4, 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 post meeting material.

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

CONSENT CALENDAR

1. Approval of the September 11, 2023 Governance and Ethics Committee Meeting Minutes
23-1441
Approve the minutes of the September 11, 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. Action on the Santa Clara Police Department’s
Recommendation
to Name the Police Building’s Motorcycle
Garage the “Pete Malae Traffic Unit Motorcycle Garage”
23-1290
Recommend to the City Council that it Approve the
naming of the Police Building’s Motorcycle Garage
the “Pete Malae Traffic Unit Motorcycle Garage.”
Recommendation:

Page 1 of 3 ends

Governance and Ethics Committee Meeting Agenda December 4, 2023

3. Review Council Policy and Procedure 007 (“Citizen Complaints Addressed to the City Council”) and Approve Amended Policy (“Constituent Complaints Addressed to the City Council”) 23-1263
Approve amendments to Policy and Procedure 007
(“Citizen Complaints Addressed to the City Council”)
and bring forth to City Council for Consideration and
Adoption as Council Policy 007 (“Constituent
Complaints Addressed to the City Council”)
Recommendation:

4. Review Council Policy and Procedure 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) 23-1265
Approve amendments to Policy and Procedure 041
(“Public Submittal of Written and Audiovisual
Materials for Council Meetings”) and bring forth to City Council for Consideration and Adoption as Council
Policy 041 (“Public Submittal of Written and
Audiovisual Materials for Council Meetings”)
Recommendation:

5. Review Meeting Management Procedures23-1264
Review Meeting Management Procedures and
Information Provided in Report and Provide Feedback
for any further Amendments
Recommendation:

STAFF REPORTS
Adding Standing Item on Consent Calendar for Excusal Memos (City Attorney Glen Googins) Council Policy 020 Proclamations, Commendations, Certificates of Recognition - Item to be part of discussion on Written Petition submission from Councilmember Becker at Dec. 12, 2023 meeting
2024 Items: Email Retention Policy & Review of SCSC Chapter 2.155 ("Regulation of Lobbying Activities") and SCSC Chapter 2.160 ("Calendars of Certain City Officials")

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION

ADJOURNMENT

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Governance and Ethics Committee Meeting Agenda December 4, 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.

Page 3 of 3 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1441 Agenda Date: 12/4/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Approval of the September 11, 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 September 11, 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 Draft - September 11, 2023 City of Santa Clara Printed on 11/30/2023Page 1 of 1
powered by Legistar™
City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
Draft
3:00 PM Hybrid Meeting
City Hall
1500 Warburton Avenue
Santa Clara, CA 95050
09/11/2023

CALL TO ORDER AND ROLL CALL
Chair Jain called the meeting to order at 3:07 p.m.

Present 3 - Member Lisa M. Gillmor, Member Raj Chahal, and Chair Sudhanshu Jain

CONSENT CALENDAR

1. 23-997 Approval of the June 5, 2023 Governance and Ethics Committee Meeting Minutes
Recommendation:

Approve the minutes of the June 5, 2023 Governance and Ethics Committee Meeting.

Member Chahal made a comment the Council Policy 020 was included in the minutes to return to this September 11, 2023 meeting, however, he understood the staff report indicates it will be deferred to the December 4, 2023 Governance and Ethics Committee meeting.

A motion was made by Member Chahal, seconded by Member
Gillmor to approve June 5, 2023 minutes.

Aye: Member Gillmor, Member Chahal, and Chair Jain3 -

Page 1 ends

09/11/2023Governance and Ethics Committee Meeting Minutes

PUBLIC PRESENTATIONS
Member of the public Kirk Vartan stated he sent an email to Governance and Ethics Committee, City Manager and City Attorney as to why the Grand Jury Report is not on the agenda and not been discussed at the Governance and Ethics Committee and provided comments on ethics.

Member of the public Tom Shanks provided comments about the July 11, 2023 City Council meeting and the discussion on the Independent Ethics Commission.

Member of the public Wanda Buck provided comments on ethics.

GENERAL BUSINESS

2. 23-984 Approve Proposed Amendment to Council Policy 035 (Naming of Facilities)
Recommendation: Approve amendment to Council Policy 035 (“Naming of Facilities”) and bring forth to City Council for Adoption
City Manager Grogan presented an update on Council Policy 035 Policy for Naming of Facilities and a proposed addition to the policy to include Naming Rights Agreements which may provide a financial benefit to the City. Members asked questions about naming rights and time limits for naming, if facilities include street names, and renaming existing facilities .

Staff responded proper processes would be implemented to award naming rights agreements and would need to research further on changing existing facilities.

Member Gillmor motioned and was seconded by Member Chahal to approve amendment to Council Policy 035 and bring forth to Council for adoption. Motion was approved.

Aye: Member Gillmor, Member Chahal, and Chair Jain3 -

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09/11/2023Governance and Ethics Committee Meeting Minutes

3. 23-989
Recommendation:
2024 Council Priority Session Framework
Review and provide input on the 2024 Council Priority Setting Session Framework and forward to the full Council for consideration City Manager Grogan updated the Committee on the 2024 Council Priority session framework and an update on the Boards, Commissions and Committees Workplan development.

Committee members had a discussion to include opportunities for public comment, the timeline for identifying priorities near the annual budget process, and Boards, Commissions, and Committees work plans should allow additional feedback from members.

Staff responded the goal of the Council Priority session is to determine the overall high level priorities Council goals and not focused on budgetary allocations. Member of the public Kirk Vartan stated we should ensure ethics is topic at the Council Priority sessions.

A motion was made by Member Chahal and seconded by Member Gillmor to approve the staff recommendation and ensure
opportunities for public participation during the sessions and forward to full Council for consideration. The motion was approved.

Aye: Member Gillmor, Member Chahal, and Chair Jain3 -

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09/11/2023Governance and Ethics Committee Meeting Minutes

4. 23-994 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
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.

City Manager Grogan presented on proposed changes to Council Policy 030. Member of the public Kirk Vartan stated whether the policy would remove written petitions. Staff responded members of the public may still submit written petitions during Public Presentations of the agenda.

A motion was made by Member Gillmor and seconded by Member Chahal to approve the staff recommendation to bring forth Council Policy 030 to the full Council for consideration and approval of the amended policy.

Aye: Member Gillmor, Member Chahal, and Chair Jain3 -

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

City Manager Grogan presented an informational report on transcription services for meeting recordings. Committee members had comments on archiving audio and discussions time periods, the use of action minutes and ability to search for transcripts. Assistant City Clerk Nora Pimentel stated the current retention policy includes videos as permanent records and not transcripts, she added action minutes does include the motion and recommendation.

Member Gillmor motioned, seconded by Member Chahal to note and file the report and to include user friendly search for transcripts.

Aye: Member Gillmor, Member Chahal, and Chair Jain3 -

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09/11/2023Governance and Ethics Committee Meeting Minutes

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

Chair Jain requested a possible special meeting for Governance and Ethics Committee to address items. City Manager Grogan stated we would have to review staff scheduling and current work load.

Member of the public Kirk Vartan added if Committee would additional ethics and public issues, in addition to AB1234 training, for future item.

Member of the public Wanda Buck suggested we have an Ethics Committee.

A motion was made by Member Chahal and seconded by Chair Jain to approve staff recommendation to defer items to December 2023 meeting.

Aye: 2 - Member Chahal, and Chair Jain

Absent: 1 - Member Gillmor

STAFF REPORT
AB1234 Open Government and Ethics Update
City Attorney Glen Googins provided an update on the upcoming AB1234 training for the City Council, Boards and Commissions and City employees on October 26, 2023. The upcoming training includes an opportunity for the public to also observe or potentially participate in the training.

Update on Email Retention Policy
City Attorney Glen Googins provided an update on the Email Retention Policy and stated staff will review and bring forth any recommendations to a future Committee meeting.

Page 5 ends

09/11/2023Governance and Ethics Committee Meeting Minutes

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION Chair Jain stated during Council meetings Public Presentations are heard after the Consent Calendar. He requested staff consider Public Presentations at the beginning of the meeting for 30 minutes and the remainder of Public Presentations at the end of the agenda. Staff said they would review the request for consideration for the 2024 Governance and Ethics work plan.

ADJOURNMENT
Chair Jain adjourned the meeting at 5:35 p.m.

Page 6 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1290 Agenda Date: 12/4/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Action on the Santa Clara Police Department’s Recommendation to Name the Police Building’s Motorcycle Garage the “Pete Malae Traffic Unit Motorcycle Garage”

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The Police Building complex on El Camino Real includes an ancillary building that houses Records Unit retention, a Bicycle Unit garage, the Traffic Unit’s Motorcycle Garage, Special Response Team equipment, and employee fitness facilities.

The Traffic Unit (Motorcycle Unit) is part of the Field Operations Division. The primary goal of the Traffic Unit is to reduce injury collisions through engineering, education, and enforcement. This is achieved by enforcing traffic laws, responding to collisions, and investigating major injury accidents and fatalities. Community Services Officers in this Unit are responsible for the enforcement of parking violations. This team works closely with the City's Department of Public Works’ Traffic Engineering Division to solve traffic issues in the City.

Retired Police Officer Peter “Pete” Malae Sr. worked for the City from January 1977 through August 2003 and was instrumental in the development of the Department’s Traffic Unit and was the inaugural motorcycle officer in 1979. Pete was the lead trainer for new riders for the majority of his career and spent 25 unprecedented years as a motorcycle officer. He also utilized his military training to create the framework for the Department’s SWAT team (currently referred to as the Special Response Team) and was the first “E-1” (Entry leader). Many of his officer safety teachings continue to be utilized in both units.

Prior to joining the Police Department, Pete enlisted in the Army in 1965 and was assigned to Company C, 1st Battalion (Airborne), 503d Infantry Regiment, 173rd Airborne Brigade, a Special Warfare Unit. From 1966 through 1968, Specialist Malae served in Vietnam. His courageous actions and heroism earned him a Silver Star with Valor, two Bronze Stars with Valor, and a third Bronze Star.

Following his service, he played football for Westfield College in Coalinga before being recruited by Bill McPherson to play football for Santa Clara University.

DISCUSSION
In accordance with Council Policy 035 (“Naming of Facilities”) (Attachment 1), the Governance and Ethics Committee is being asked to consider naming the Police Building’s Motorcycle Garage in honor of retired Police Officer, Peter “Pete” Malae Sr. Pete spent his career serving the Police City of Santa Clara Printed on 11/30/2023Page 1 of 2
powered by Legistar™
23-1290 Agenda Date: 12/4/2023
Department and had a tremendous impact on the development and implementation of the Traffic Unit.

With a recommendation from the Governance and Ethics Committee, the full Council will consider this item in the near future. Should it be approved, the family will be notified, and a sign will be ordered. The Department will conduct an unveiling ceremony with the family and current and former employees, at a future date.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There is no fiscal impact for the current action.

If the Council subsequently approves naming of the Motorcycle Garage in Pete Malae’s honor, the Police Department would utilize federal Asset Forfeiture Funds to purchase one sign for the entrance of the Motorcycle Garage. A pending Report to the City Council will further highlight the equitable sharing amount the Police Department intends to receive via Asset Forfeiture Funds as well as the intended uses of the funds.

COORDINATION
This report was coordinated with the City Manager’s Office and the Mayor and Council Offices.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Recommend to the City Council that it Approve the naming of the Police Building’s Motorcycle Garage the “Pete Malae Traffic Unit Motorcycle Garage.” Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Council Policy 035 - Naming of Facilities
City of Santa Clara Printed on 11/30/2023Page 2 of 2
powered by Legistar™
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES
Revised 10/10/23 Council Policy 035 Page 1 of 3
Reso. No.23-9270
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 Code of Ethics and Values or Mission Statement may have their names removed from the buildings that bear their names.

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

NAMING OF FACILITIES
Revised 10/10/23 Council Policy 035 Page 2 of 3
Reso. No.23-9270
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 L ist 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 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 t he proposal, the City Board, Commission, or Committee, shall review all naming proposals at a City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

NAMING OF FACILITIES
Revised 10/10/23 Council Policy 035 Page 3 of 3
Reso. No.23-9270
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.

References
8/2003 City Council approved Policy & Procedure 035 Naming of Facilities 1/2010 Amended Policy & Procedure 035 Naming of Facilities 6/10/2019 Amended and Adopted Resolution 19-8752
10/10/23 Amended and Adopted Resolution 23-9270

City of
Santa Clara
The Center of What's Possible
Resolution/Amending Council Policy 035 Naming of Facilities Page 1 of 3 Rev: 07/25/2023
RESOLUTION NO. 23-9270

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA,
AMENDING COUNCIL POLICY 035 ENTITLE D “NAMING OF
FACILITIES”

WHEREAS, the Naming of Facilities policy details the process for the naming of municipal buildings and facilities, and includes the procedure to ensure that it meets the policy requirements;
WHEREAS, the amended Naming of Facilities policy details the process for the naming of municipal buildings and facilities, and updates the procedure to expand on criteria and procedures;
WHEREAS, the amended policy expands 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;
WHEREAS, the amended policy expands the criteria for naming proposals to honor the important contributions and accomplishments of individuals from underrepresented communities;
WHEREAS, the amended policy 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;
WHEREAS, the amended policy includes 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”); and
WHEREAS, amending the policy on naming of facilities and standardized procedure for naming City buildings and facilities, and would bring greater diversity to the naming criteria of buildings and facilities.
//
Resolution/Amending Council Policy 035 Naming of Facilities Page 2 of 3 Rev: 07/25/2023
WHEREAS, amending the policy on naming of facilities and standardized procedure for naming City buildings and facilities, would bring greater diversity to the naming criteria of buildings and facilities.

WHEREAS, 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.

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

1. That Resolution No. 19-8752 adopting amended Council Policy 035 (“Naming of

Facilities”), attached here as Attachment 1, is hereby repealed in its entirety.

2. That Council Policy 035 entitled "Naming of Facilities ," attached here as Attachment 2, is hereby approved and adopted.

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 10TH DAY OF OCTOBER, 2023 , BY THE FOLLOWING VOTE :

AYES: COUNCILORS :

NOES: COUNCILORS :

ABSENT : COUNCILORS :

ABSTAINED: COUNCILORS :

Attachments incorporated by reference:

1. Resolution No. 19-8752
Becker, Chahal, Hardy, Jain, Park, and Watanabe ,
and Mayor Gillmor
None
None
None
ATTEST:..,~-R-A""'P .... 1""'M-E~N-T"""':e><L,~ '-M-C _____ _

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

2. Council Policy 035 entitled "Naming of Facilities"
Resolution/Amending Council Policy 035 Naming of Facilities Rev: 07/25/2023

Page 3 of 3 ends

RESOLUTION NO. 19-8752

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
AMENDING COUNCIL POLICY 035 ENTITLED "NAMING OF
FACILITIES"
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, amending the policy on naming of facilities will establish one standardized procedure for naming City buildings and facilities, and will clarify the naming criteria; WHEREAS, the amended Naming of Facilities policy details the process for the naming of municipal buildings and facilities, and updates the procedure to ensure that it meets the policy requirements; and
WHEREAS, the amended Naming of Facilities policy, attached hereto as Attachment 1, provides guidance for the naming of municipal buildings and facilities, establishes a clear and consistent process for evaluating naming criteria, as well as streamlines the procedure for naming facilities.

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

1. That the current Council Policy 035 entitled "Naming of Facilities" is hereby rescinded in its entirety.

2. That Council Policy 035 entitled "Naming of Facilities," 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
II
II
II
Resolution/Amendment of Naming of Facilities Policy
Rev: 6/10/19

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 4TH DAY OF SEPTEMBER, 2019, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED : COUNCILORS :

Attachments incorporated by reference:

Chahal, Davis, Mahan, O'Neill, and
Watanabe and Mayor Gillmor
None
Hardy
None
ATTEST: _.J,t.~~~2:u:~t/::::.t=:: ::::__ __

NORA PIMENTEL, MM

ASSISTANT CITY CLERK CITY OF

SANTA CLARA

1. Council Policy 035 entitled "Naming of Facilities"
Resolution/Amendment of Naming of Facilities Policy
Rev: 6/10/19

Page 2 of 2 ends

, City of
Santa Clara
City of Santa Clara
Council Policy Manual
The Cente r of What's Possible

PURPOSE
POLICY

PROCEDURE
Revised 9/4/2019
Resolution No. 19-8752

NAMING OF FACILITIES
To establish the criteria and procedures for the naming of City of Santa Clara buildings and facilities.

The City Council shall name municipal buildings/facilities in recognition of the following:
• Individuals, living or deceased, who have made outstanding contributions to the City of Santa Clara or Santa Clara community • Individuals , living or deceased, who have made contributions of local, state, national, or worldwide significance
• Geographic location, prominent environmental feature(s) , or historical significance , of the area that the building/facility is located For the purpose of this Policy, the term "facility" shall mean property, other than streets, owned by the City of Santa Clara, portions thereof, and amenities or appurtenances thereto. Examples of a "facility" include: a City park, a meeting room within a City building, a trail, or a park bench.

The renaming of existing municipal buildings/facilities shall be discouraged and shall occur only under extraordinary circumstances , after thorough study. A proposal for the renaming of an existing building or facility shall be subject to the same procedure as set forth below for the original naming of the building or facility .

1. Proposals for naming of municipal buildings or facilities shall be referred to the responsible Department Head for the facility , detailing consistency with the policy criteria for naming of facilities.

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 in accordance with at least one of the criteria as outlined in this policy:
a. An individual, living or deceased, who has made outstanding contributions to the City of Santa Clara or Santa Clara community
b. An individual , living or deceased, who has made contributions of local, state, national, or worldwide significance
c. Geographic location, prominent environmental feature(s), or historical significance, of the area that the building/facility is located
Council Policy 035 Page 1 of 2
City of
Santa Clara
City of Santa Clara
Council Policy Manual
Th e Center of Wha t's Possible
Revised 9/4/2019
Resolution No. 19-8752

NAMING OF FACILITIES
If the naming or renaming proposal is reflective of at least one of the criteria, the Department Head will refer the proposal to the City Board, Commission, or Committee responsible for acting in an advisory capacity to the City Council for the building or facility at issue (e.g., a naming proposal for a park facility shall be referred by the Director of Parks and Recreation to the Parks and Recreation Commission) .

If the naming or renaming proposal is not reflective of at least one of the criteria, after conferring with the City Manager's Office, the Department Head will express appreciation regarding the naming proposal to the proposer and explain the City's policy and the City's decision to decline the proposal.

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.

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

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

In the event the City Council denies a naming proposal, the City Manager 's Office will express appreciation regarding the naming proposal to the proposer and explain the City's policy, and the City's decision to decline the proposal.

6. The City Council shall have the sole discretion to decide the naming of a facility.

Council Policy 035 Page 2 of 2
City of Santa Clara
Council Policy Manual

POLICY

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.

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

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.

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.

References
08/19/2003 City Council approved Policy & Procedure 035 Naming of Facilities 09/04/2019 Amended and Adopted Resolution 19-8752
10/10/2023 Amended and Adopted Resolution 23-9270
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
23-1263 Agenda Date: 12/4/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Review Council Policy and Procedure 007 (“Citizen Complaints Addressed to the City Council”) and Approve Amended Policy (“Constituent Complaints Addressed to the City Council”)

BACKGROUND
At the March 13, 2023 Governance and Ethics Committee, the Committee approved as part of the workplan to review and update the Policy and Procedure 007 (“Citizen Complaints Addressed to the City Council”) (Attachment 1). As background, the Policy and Procedure 007 was last revised in April 1992 and set forth a procedure on handling citizen complaints addressed to the City Council.

DISCUSSION
The City team continues our commitment to provide excellent constituent service to members of the public. At this time, constituent requests received by City Councilmembers are submitted in various channels to staff in the City Manager’s Office and the Mayor and Council Offices.

To streamline communication protocols in place, Council Policy 007 provides a general framework on the handling of constituent requests. The primary goal of this policy is to provide exceptional service to constituents and provide support to the City Council on issues that may arise in Councilmembers’ interactions with the public.

In the effort to align the policy with the City Charter that provides for the City Manager to guide and direct staff, revisions to the Policy provide general guidance on the process for addressing: (1) Constituent Requests for Service, (2) Constituent Operational and Policy Interpretation Questions, and (3) Constituent Legal Inquiries.

Additionally, a reference copy of the current memorandum from the City Manager on City Council Inquiries and Requests to Staff is attached to this report (Attachment 2). The memorandum offers guidance on how members of the City Council should submit requests and constituent inquiries to City staff. As noted in the document, the memorandum will be periodically reissued when staff members or assignments change.

At the December 4, 2023 Governance and Ethics Committee, Committee members may bring forward additional feedback and discussion on the current policy. Given the substantive changes to the revised policy, staff has included the current policy (Attachment 1) and the proposed amended policy (Attachment 3). If the amendments are approved by the Governance and Ethics Committee, staff will forward the revised policy and a resolution to the full City Council for their consideration and approval at a future Council meeting.

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23-1263 Agenda Date: 12/4/2023

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.

RECOMMENDATION
Approve amendments to Policy and Procedure 007 (“Citizen Complaints Addressed to the City Council”) and bring forth to City Council for Consideration and Adoption as Council Policy 007 (“Constituent Complaints Addressed to the City Council”) Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Policy and Procedure 007 Citizen Complaints Addressed to the City Council (Current)

2. Reference Copy: November 2023 City Manager’s City Council Inquiries and Requests to Staff Memorandum

3. Council Policy 007 Constituent Complaints Addressed to the City Council (Proposed) City of Santa Clara Printed on 11/30/2023Page 2 of 2
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City of Santa Clara
Policy and Procedure Manual
P&P 007 Rev. April 1992 Page 1 of 2

CITIZEN COMPLAINTS ADDRESSED TO CITY COUNCIL

POLICY

PROCEDURE
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 resolution of the complaint. If the caller has tried unsuccessfully to resolve the matter with the appropriate department or does not wish to deal with the department directly, the Executive Assistant will type the complaint information in memo form and refer the memo to the City Manager for investigation and response to the citizen. If the citizen has requested 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 re lay 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.

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 complai nt 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 concern has been referred to the City Manager and that the City 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 response 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
P&P 007 Rev. April 1992 Page 2 of 2

CITIZEN COMPLAINTS ADDRESSED TO CITY COUNCIL (cont.)

Reference:

4. Copies of response letters to written complaints, or verbal complaints of which Council was informed, will be distributed to Council.

City Manager’s Directive No. 12

City Manager’s Office
Memorandum
Date: November 2023
To: Mayor and Council
From: Jōvan D. Grogan, City Manager
Subject: City Council Inquiries and Requests to Staff

The cornerstone of a strong Council-Manager relationship is effective communication and cooperative efforts of both staff and elected officials. To that end, it is important to provide clear lines of communication between the City Council and the City organization. This memorandum is being provided as guidance for the City Council to consider when needing follow-up on inquiries and information from City staff.

My overall goal is to provide exceptional service to our constituents and support the City Council on issues that may arise during the course of your duties. To streamline communication and further solidify the communication framework, below are types of requests and methods for the City Council to reach City staff for specific issues.

Types of Requests Communication
Channel
Contact Info
Constituent Inquiries and
Constituent Complaints
Mayor & Council Staff [email protected] City Operational Questions
(from Councilmembers, not
constituents)
Manager Inbox [email protected]

Councilmember Agenda
Questions
Manager Inbox [email protected]

Scheduling Inquiries, Travel
arrangements, and Other
Administrative Requests
Mayor & Council
Executive Assistant
Designated Staff Member
Legislative Advocacy Policy
(requests for consideration)
Mayor & Council Staff Designated Staff Member
Media Inquiries and Interview
Requests
Communications General Matters:

[email protected]

Direct Support Needs:

Designated Staff Member
City of
Santa Clara
The Center of What 's Possible
City Council Inquiries and Requests to Staff
November 29, 2023

Page 2 ends

City Clerk Operational Matters
(Council meeting
scheduling/polling, meeting
attendance items, and filing
requirements)
City Clerk’s Office General Matters:

[email protected];

Direct Support Needs:

Designated Staff Member
Council Committees and
Outside Agency Committees
Information
Board/Committee
Liaisons
[email protected]
and/or assigned staff liaisons
Critical or Elevated City
Matters
City Manager Jōvan Grogan, City Manager

Critical or Elevated Police
Matters
Police Chief Pat Nikolai, Chief
Legal Matters City Attorney Glen Googins, City Attorney

Elected City Clerk Information
(elections and lobbying
information)
City Clerk Hosam Haggag, City Clerk

Many of the above email addresses are general distribution accounts because multiple staff monitor inquiries and the use of distribution accounts ensures that support is provided when specific employees are on vacation and during routine absences. Additionally, staff uses an internal software system to track Councilmember requests/inquiries. This allows staff and management to ensure that responses are provided, and follow-up is conducted for complex requests when a response cannot be immediately provided.

Further, Councilmembers can and should refer constituents to the MySantaClara application, where they can submit their City service requests directly. Often, a direct submission by a resident or business through the MySantaClara application is received by the staff member in charge of the service faster than if a Councilmember submits it. A general service request submitted by a Councilmember on behalf of a constituent adds additional steps and can involve follow-up communications with the Councilmember to clarify the request.

Response to Constituent Matters Submitted by Councilmembers Staff will strive to acknowledge all emailed inquiries within 48 hours or sooner (business days).

Staff will also send a confirmation to the requesting Councilmember when a constituent inquiry has been completed. When it is appropriate to provide the Councilmember with a summary of the response that will be done. However, please know that in some cases it may not be appropriate to communicate the specific details of a constituent response to Councilmembers.

For example, when a member of the public contacts a Councilmember on any given topic such as a code enforcement issue (e.g. fence issues, tree issues, signage), traffic sign safety issues, RV parking, utility billing, etc., and the Councilmember forwards the request to staff, staff will confirm receipt with the Councilmember and add the issue to our internal tracking system. Staff will then work directly with the constituent to resolve the issue without a copy to the City Council Inquiries and Requests to Staff
November 29, 2023

Page 3 ends

Councilmember. However, staff will acknowledge the Councilmember's request and inform the Councilmember when the matter has been addressed.

Councilmember Inquiries to the City Manager and Executive Staff It is the role of the City Manager to ensure that the organization’s resources are aligned to the workload. To that end, it is important that City Council inquiries or policy matters which may entail a greater amount of staff resources be directed to the City Manager, usually via Council Meetings or Priority Setting Sessions. There are however cases where Councilmembers may have questions or inquiries that can be addressed quickly. While some City Managers request that Councilmembers do not contact Department Directors and other executive staff, I understand that occasionally these types of brief requests for information are needed and, at times, I may not be immediately available. In those instances, I am comfortable with Councilmembers e-mailing Department Directors or other executive staff (Chief Operating Officer and Assistant City Managers). I ask that you be mindful of what I have referred to as a “10-minute Rule”. This means that if a Councilmember request is brief in nature and will not require staff resources beyond ≈10 minutes, it is appropriate for the Councilmember to contact an executive staff person (by e-mail). I ask that you also please copy me directly on such requests. To the extent that the workload of such requests does not interfere with the regular duties of executive staff, I intend to maintain this practice.

Request/Inquiries of Other Staff
Please refrain from contacting staff not listed in this memorandum on City or Stadium Authority business items. The guidelines detailed in this memorandum will not only assist me to ensure proper resource allocation but they will also help prevent any perception of councilmanic interference, as referenced in the City of Santa Clara Charter §807.

I would be remiss if I also did not mention that our staff that sit in the Mayor and Council Division of the City Manager’s Office are always there to assist and serve the City Council. They do their best to balance their assigned workload while also trying to be responsive to Councilmembers who may be in the office and have questions.

In closing, thank you in advance for your efforts to ensure streamlined and effective City Council communication with staff. Feel free to reach out to me with any questions or feedback.

This memorandum will be periodically reissued when staff members or assignments change. A copy of the latest version will also be available upon request or by emailing [email protected].

cc: City Attorney’s Office
City Clerk’s Office
Police Chief
Senior Leadership Team
City Manager’s Office

City of Santa Clara
Council Policy Manual

CONSTITUENT REQUESTS ADDRESSED TO CITY COUNCIL

Adopted <DATE> CP 007 Page 1 of 2
Resolution No.____________
PURPOSE The purpose of this poli cy is to establish sta ndard operating procedures to handle constituent requests and concerns received by the Mayor and Council offices and by members of the City Council.

POLICY The Mayor and Council may receive requests or complaints from constituents directly by phone, in person, by email, or in writing. This policy aims to streamline communication and ensure excellent constituent service to residents, businesses, and other stakeholders.

This policy is intended to cover requests and inquiries from City labor unions and entities (for profit and nonprofit) that conduct or seek to conduct business with the City and entities that receive/seek support from the City in the form of grants or other contributions. Under this policy, requests and inquiries from these entities shall be considered constituent matters.

PROCEDURE

1. Constituent Requests for Service
a) Councilmembers should strive to refer constituents to the City’s official service request system, where they can submit their City service requests directly.
b) Councilmembers may also refer constituent inquiries and requests to the City Manager or other staff as designated by the City Manager.

2. Constituent Operational and Policy Interpretation Questions a) Councilmembers shall refer operational and policy
interpretation questions on specific matters to the City Manager or the appropriate staff member as designated by the City Manager.
b) Councilmembers shall refrain from interpreting City policy and suggesting soluti ons to operational mat ters to
constituents or City staff (with the exception of the City Manager, City Attorney, or other City elected officials). c) Councilmembers should not at tempt to ser ve as a proxy for policy or operational matters raised by a constituent. This includes requesting generic information from City staff and/or City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

CONSTITUENT REQUESTS ADDRESSED TO CITY COUNCIL

Adopted <DATE> CP 007 Page 2 of 2
Resolution No.____________

conducting research independent of City staff and attempting to answer or resolve o perational or p olicy matters ra ised by constituents.

3. Constituent Legal Inquiries
a) Councilmembers shall legal matters received fro m
constituents to the City Attorney, or the appropriate staff member as designated by the City Attorney.
b) Councilmembers should refrain fro m interpreting legal matters.

Reference:

Policy and Procedure 007 (April 1992)

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
23-1265 Agenda Date: 12/4/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Review Council Policy and Procedure 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”)

BACKGROUND
At the March 13, 2023 Governance and Ethics Committee meeting, the Committee approved as part of the annual workplan to review and modernize Policy and Procedure 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) (Attachment 1).

As background, Policy and Procedure 041 was established on January 24, 2006 to provide guidance on the public submittal of written and audiovisual materials for City Council meetings.

DISCUSSION
The purpose of this policy is to establish a clear outline for the procedures regarding the public submittal of written and digital audiovisual materials for City Council meetings. The policy outlines a procedure for members of the public to submit materials for City Council meetings.

In an effort to update and modernize the policy, staff recommends the following amendments for consideration by the Committee. The amended policy includes the following proposed amendments:
(a) Adds a purpose to the policy to establish a clear outline for the procedures regarding the public submittal of written and digital audiovisual materials for City Council meetings by members of the public.
(b) Includes revised deadlines for the submittal of written materials from 12 p.m. on Wednesday, one week prior to the City Council meeting, to be amended to be due by 10 a.m. on Wednesday, one week prior to the City Council meeting.
(c) Updates deadlines for the submittal of written materials after the posting of the City Council meeting agenda which changed from 5 p.m. the day of the meeting to be amended to be due 12 p.m. the day of the meeting.
(d) Adds language to include the submission of written comments through eComment in Legistar, with options for eComments to be submitted up to 72 hours before the Council meeting at agenda posting and closed 15 minutes before start of City Council meetings. (e) Includes the process for submission of digital audiovisual materials (e.g., videos, audio, PowerPoint presentations) before a City Council meeting by email or by uploading to a secure digital electronic file program and removes the ability to submit flash drives, VHS, SVHS, DVD or CDs. (Note: The prior submission of digital audiovisual materials aligns with the City’s cybersecurity protocols, which preclude foreign devices from being connected or uploaded to City of Santa Clara Printed on 11/30/2023Page 1 of 2
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the City’s networks and equipment without proper screening.) The Governance and Ethics Committee shall review and discuss the current policy and procedure. If the additional amendments are approved, staff will forward the revised policy and a resolution to the full City Council for their consideration and approval.

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, City Clerk’s Office, and Information Technology Department.

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] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve amendments to Policy and Procedure 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) and bring forth to City Council for Consideration and Adoption as Council Policy 041 (“Public Submittal of Written and Audiovisual Materials for Council Meetings”) Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Policy and Procedure 041 Public Submittal of Written and Audiovisual Materials for Council Meetings (Current)

2. Policy and Procedure 041 Public Submittal of Written and Audiovisual Materials for Council Meetings (Redline)

3. Council Policy 041 Public Submittal of Written and Audiovisual Materials for Council Meetings (Proposed)
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City of Santa Clara
Council Policy Manual
Revised January 2006 CP 041 Page 1 of 4

PUBLIC SUBMITTAL OF WRITTEN AND AUDIOVISUAL DIGITAL MATERIALS

FOR CITY COUNCIL MEETINGS

PURPOSE The purpose of this policy is to establish a clear outline for the procedures regarding the public submittal of written and digita l audiovisual materials for City Council meetings. The policy outlines a procedure for members of the public to submit materials for City Council meetings.

POLICY

The members of the public may submit written materials as public comment to be considered in the discussion during of scheduled City Council agenda items.

The members of the public may submit digital audiovisual materials (e.g., PowerPoint presentations, graphics, audi o files, videos) to be displayed during public presentations of the Council meeting agenda or during public comment of the associated agenda item. The presenter must be present in- person or online for the meeting in or der for the digital materials to be displayed during the meeting.

Written materials and eComments received as public comment for agenda items will not be read al oud during the meeting by City staff. Members o f the public may attend in-person or th rough hybrid options to speak during Public Presentations or during an agenda item.

The information will be copied and included in the Agenda packets commencing on the Friday afternoon pr eceding the Tuesday City Council meeting.

If materials are not available until after 5 p.m. on the day of the Council meeting, the submitting individual should make at least fifteen copies of the materials and provide those to the City Clerk at the meeting for distribution.

Written or digital audiovisual materials should be directly related to a specific item listed on the City C ouncil agenda. Materials should adhere to generally accepted broadcast standards.

This policy does not supersede the Mayor or meeting Chair suspending or further limiting a presentation based on specific meeting length, needs or other criteria at the Chair’s discretion.

Time limits for public testimony are set by Council Policy 029 (Time Limits for Speakers at Council meetings) and may be modified during the meeting City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual
Revised January 2006 CP 041 Page 2 of 4

at Council’s discretion. Time utiliz ed by a member of the public would include both their public testimony as well as time to show digital audiovisual material(s), if any. Time guidelines for public testimony are to ensure fairness to all parties, on all sides of an issue, and to help ensure the efficiency of meetings. For current guidelines on time limits, check with the City Clerk’s Office.

A schedule of public meetings can be obtained from the City Clerk’s Office or viewed on the City’s website.

PROCEDURE

How to Submit Written Public Comment

1. Written Materials Submitted Prior to Agenda Posting: Members of the public may deliver submit written materials (lette r, petition or other materials) to have it included as part of an agenda packet to the City Clerk’s Office by 10 am. 2 noon p.m. on the Wednesday (the week prior to the City Council meeting), by email to [email protected] or in- person at the City Clerk’s Office at 1500 Warburton Ave., Santa Clara. a. Submitted written materials, and the information will be copied by normal means (black and white copies, generally 8 ½” x 11”) and included in the aAgenda packets that are distributed to the City Council and City staff, made available at the City Clerk’s Office and both City libraries for public review, and are scanned for agenda posting online, are available usually late on the Friday preceding72 hours before the public the following Tuesday City Council meeting.

1.2. Written Materials Submitte d After Agenda posting: If written materials are not available submitted until afterby Wednesday at 12 noon10 a.m. (the week pr ior to the meeting) , members of the public may still bring submit materials to the City Clerk’s Office until 125 p.m. on the day of the Council meeting by email to [email protected] or in-person at the City Clerk’ s Office, 1500 Warburton Ave. Santa Clara or by eComment on Legistar (See #4). Submitted written, and those materials will be e copied and distributed to the City Council and City staff for the meeting. The written submissions will form part of the public record as “Post Meeting Material” and posted online.

2.3. Written Materials Submitted at the Cit y Council
City of
Santa Clara
The Center of W at's Possible
City of Santa Clara
Council Policy Manual
Revised January 2006 CP 041 Page 3 of 4

Meeting: After 125 p.m. onOn the day of the meeting, members of the public may still submit written materials for consideration at the meeting in-person during public comment and pr ovide these to the City Clerk office staff to form part of the public record as “Post Meeting Material,”.

The submitting individual should make at least fifteen (15) copies of their materials, and provide those to the City Clerk as soon as they arrive at the meeting, so that copies can be distributed to Council and staff.

4. eComment: Members of the public ma y submit an eComment online through the Legistar application at SantaClaraCA.gov/meetings. The eComment function becomes avai lable on the date the agenda is posted online (72 hours before meeting) and closes 15 minutes prior to the start of the m eeting. eComments are di rectly sent to the iLegislate application viewable by t he City Council and City staff as public comment.

How to Submit Digital Audiovisual Materials

1. As an alternative to the submission of written materials, or inIn addition, members of the public may submit digital materials (e.g. , PowerPoint presentation, video, audio file, graphics) who wish to utilize a PowerPoint presentation, videot ape, DVD, audio tape, or other audiovisual materials as part of to be displayed during their Public pPresentations or during public comment associated with an agenda item at a Council meeting.

2. , should present send Submit those digital materials by email to the City Clerk’s Office at [email protected] no later than 10 a.m. on the day of the meeting, along with a contact telephone number where they may be reached for the remainder of the day, up to the start of the meeting at which the materials will be shown.

1.3. If the file is too large to send via email, the public may submit via the City’s electronic file transfer protocol. Please contact the City Clerk’s Office for a link to the electronic file upload.

2.4. City of
Santa Clara
The Center of W at's Possible
---------
City of Santa Clara
Council Policy Manual
Revised January 2006 CP 041 Page 4 of 4

If the audiovisual materials cannot be viewed through the City’s system, or if questions cannot be resolved by 53 p. m. on the day of the meeting the submitting individual will be notified as soon as possible at the telephone number they have provided, and the ma terials will not be shown.Digital materials should be compatible with Microsoft Office software, and should be provided in one of the following preferred formats: Adobe PDF, Microsoft Office suite, MP3, MP4. Staff will notify submitter by 2 p.m. of the meeting day if the materials are not compatible.

5. Please ensure the digital files and presentations use a minimum font size of 14 point for display.

Audiovisual materials should be compatible with Microsoft software, and should be provided in one of the following formats:
- VHS, SVHS or DVD on CD with any media format. No HDTV - Items including three-dimensional objects can be displayed on the master display system’s document camera overhead projection system; landscape format is preferred; a minimum letter font size of one half inch should be utilized for handwritten materials to optimize readability. - Individual slides can be shown.
- For PowerPoint presentations, the individual should bring a diskette or CD containing the PPT file that has been saved in Windows compatible format, with a 24-point font or better to optimize readability. - Personal laptops, comput ers or other equipment may not be linked to the Council Chambers master display system.

6. Personal laptops, computers, USB drives or other personal equipment may not be directly connected to the City Council Chambers master display system for Council meeti ngs. Digital materials must be submitted by the procedures mentioned above.

Reference: Council Approved Policy 1/24/06
City Manager’s Directive No. 23
Time Limits for Speakers at Council Meetings Policy
and Procedure dated July 2003

City of
Santa Clara
The Center of W at's Possible
City of Santa Clara
Council Policy Manual
Revised DATE
Resolution No.

CP 041 Page 1 of 4

PUBLIC SUBMITTAL OF WRITTEN AND DIGITAL MATERIALS FOR CITY

COUNCIL MEETINGS

PURPOSE The purpose of this policy is to establish a clear outline for the procedures regarding the public submittal of written and digital audiovisual materials for City Council meetings. The policy outlines a procedure for members of the public to submit materials for City Council meetings.

POLICY

The members of the public may submit written materials as public comment to be considered in the discussion during scheduled City Council meeting agenda items.

The members of the public may submit digital audiovisual materials (e.g., PowerPoint presentations, graphics, audio files, videos) to be displayed during public presentations of the Council meeting agenda or during public comment of the associated agenda item. The presenter must be present in- person or online for the meeting in order for digital materials to be displayed during the meeting.

Written materials and eComments received as public comment for agenda items will not be read aloud during the meeting by City staff. Members of the public may attend in -person or through hybrid options to speak during Public Presentations or during an agenda item.

Written or digital audiovisual materials should be directly related to a specific item listed on the City Co uncil agenda. Materials should adhere to generally accepted broadcast standards.

This policy does not supersede the Mayor or meeting Chair suspending or further limiting a presentation based on specific meeting length, needs or other criteria at the Chair’s discretion.

Time limits for public testimony are set by Council Policy 029 (Time Limits for Speakers at Council meetings) and may be modified during the meeting at Council’s discretion. Time utilized by a member of the public would include both their public testimony as well as time to show digital audiovisual material(s), if any. Time guidelines for public testimony are to ensure fairness to all parties, on all sides of an issue, and to help ensure the efficiency of meetings. For current guidelines on time limits, check with the City Clerk’s Office.

A schedule of public meetings can be obtained from the City Clerk’s Office or viewed on the City’s website.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual
Revised DATE
Resolution No.

CP 041 Page 2 of 4

PROCEDURE

How to Submit Written Public Comment

1. Written Materials Submitted Prior to Agenda Posting: Members of the public may submit written materials (letter, petition or other materials) to have it included as part of an agenda packet to the City Clerk’s Office by 10 a.m. on the Wednesday, one week prior to the City Council meeting by email to [email protected] or in - person at the City Clerk’s Office at 1500 Warburton Ave., Santa Clara.
a. Submitted written materials will be included in the agenda packets distributed to the City Council and City staff, made available at the City Clerk’s Office and City libraries for public review, and scanned for agenda posting online 72 hours before the City Council meeting.

2. Written Materials Submitted After Agenda posting: If written materials are not submitted by Wednesday at 10 a.m. (the week prior to the meeting), members of the public may submit materials to the City Clerk’s Office until 12 p.m. on the day of the Council meeting by email to [email protected] or in -person at the Cit y Clerk’s Office, 1500 Warbur ton Ave. Santa Clara or by eComment on Legistar (See #4). Submitted written materials will be distributed to the City Council and City staff for the meeting. The written submissions will form part of the public record as “Post Meeting Material” and posted online.

3. Written Materials Submitted at the City Council Meeting: On the day of the meeting, members of the public may still submit written materials for cons ideration at the meeting in-person during public comment and provide these to the City Clerk office staff to form part of the public record as “Post Meeting Material,”.

4. eComment: Members of the public may submit an eComment online through the Legistar application at
SantaClaraCA.gov/meetings. The eComment function becomes available on the date the agenda is posted online (72 hours before meeting) and closes 15 minutes prior to the start of the meeting. eComments are directly sent to the iLegislate application viewable by the City Council and City staff as public comment.

How to Submit Digital Audiovisual Materials

1. In addition, members of the public may submit digital materials (e.g., PowerPoint presentation, video, audio file, graphics) to be displayed City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual
Revised DATE
Resolution No.

CP 041 Page 3 of 4

during Public P resentations or during public comment associated with an agenda item at a Council meeting.

2. Submit digital materials by email to the City Clerk’s Office at [email protected] no later than 10 a.m. on the day of the meeting, along with a contact phone number

3. If the file is too large to send via email, the public may submit via the City’s electronic file transfer protocol. Please contact the City Clerk’s Office for a link to the electronic file upload.

4. Digital materials should be compatible with Microsoft Office software, and should be provided in one of the following preferred formats:

Adobe PDF, Microsoft Office suite, MP3, MP4. Staff will notify submitter by 2 p.m. of the meeting day if the materials are not compatible.

5. Please ensure the digital files and presentations use a minimum font size of 14 point for display.

6. Personal laptops, computers, USB drives or other personal equipment may not be directly connected to the City Council Chambers master display system for Council meetings. Digital materials must be submitted by the procedures mentioned above.

Reference: Council Approved Policy 1/24/06
City Manager’s Directive No. 23
Time Limits for Speakers at Council Meetings Policy
and Procedure dated July 2003

City of
Santa Clara
The Center of hat's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-1264 Agenda Date: 12/4/2023

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Review Meeting Management Procedures

BACKGROUND
At the August 17, 2021 mid-year check-in on City Council Priorities session, the City Council developed procedures for meeting management. The session facilitator introduced a segment on meeting management procedures and norms, including a review of Robert’s Rules of Order. The Council determined that it was in the best interest 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.

At this session, the City Attorney’s Office was to return to Council with a resolution on the meeting management procedure. The City Council also agreed to use this process for a period of approximately six months, and to revisit the topic at the 2022 Council Priority Setting session. Due to staff departures and transitions, the draft resolution (Attachment 1) did not return to a Council meeting and the item was not heard at the 2022 Council Priority Setting session held on February 8, 2022.

As a result, the City Council has been using these procedures in practice since the 2021 Priority Setting Session. During the March 13, 2023 Governance and Ethics Committee meeting, the Committee approved, as part of the workplan, to bring forth the current meeting management protocols for review and discussion.

At this December 4, 2023 meeting, the Governance and Ethics Committee shall review and discuss the current meeting management procedures, subject to any further amendments it may agree to, and recommend to the full Council for consideration and approval of a resolution formalizing the procedure.

DISCUSSION
As noted above, since the establishment of the meeting management procedures, the City has continued to use the established procedures as set forth below when discussing agenda items. At the August 17, 2021, City Council Priority Session check-in session, a motion was passed by the City Council to utilize the following procedure for a period of approximately six months, which has extended to the present day.

Current Procedure
Each item on a Council and/or Authorities agenda shall be heard and discussed in accordance with City of Santa Clara Printed on 11/30/2023Page 1 of 6
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23-1264 Agenda Date: 12/4/2023
the following procedure:

1. City staff provides a report on the item, if warranted;

2. Each Councilmember shall have the opportunity to ask their questions;

3. City staff shall, to the extent possible, provide a response to all Councilmember questions;

4. The public shall have the opportunity to provide public comment on the item;

5. At the Mayor’s request, City staff shall, to the extent possible, provide responses to the comments or questions from the public;

6. A Councilmember shall then make a motion and the motion should be seconded by another Councilmember;

7. Each Councilmember who wishes to speak to the motion (during the deliberation portion of the meeting) shall then have the opportunity to make statements regarding the motion; and

8. A vote shall then be taken.

Options to Consider
Option 1:

The Committee may consider continuing the use of the current procedure in place and direct staff to formalize the procedures with a formal Resolution for Meeting Management and bring forth to the City Council for approval.

Option 2:

The Committee may consider revising the current procedure in one or more ways. Below are some areas for possible further consideration by the Committee. Some of these rules are consistent with current Council practices, but have not been formalized.

1. Establishing Time Limits and/or Limits on the Number of Times each Councilmember speaks on Items: This could help focus remarks and ensure all have an equal opportunity to speak.
· On the other hand, specific time limits and/or limits on the number of times a member is allowed to speak may negatively impact Council deliberations and information/idea sharing on important policy matters. Continuing to rely on the powers of the meeting’s Chair to guide the City Council’s discussions in a timely manner is an effective strategy that is used in many (if not most) jurisdictions.

2. Consent for Extended Comments: Councilmembers seeking to make extended comments may request consent from the Chair or the Council to allow extended speaking time. This can be utilized if the City Council elects to set time limits (as outlined in Option 1) or without time limits and requested if the Chair seeks to limit discussion/questions.

3. Add a Provision for Discussions Prior to the Making of a Motion: Council could consider the formal addition of a Council “discussions” step prior to the making of a motion. This is generally consistent with existing practices and can, particularly for more significant matters, facilitate the making of constructive motions that take into account the collective thoughts of the Council. As per standards, the Presiding Officer would manage this process with all Councilmembers given an opportunity to speak.

City of Santa Clara Printed on 11/30/2023Page 2 of 6
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23-1264 Agenda Date: 12/4/2023

4. Addressing the Chair: Councilmembers should address comments to the Chair (as the Presiding Officer), not directly to other members to assist with maintaining order and civility.

5. Minimize Repeating Points: Councilmembers should avoid extended restatements of points already made by others to keep discussions efficient. The Chair will preside over these matters and may minimize repeated remarks.

6. Respectful Language: Maintain a professional and respectful tone during discussions and avoid personal attacks or disrespectful language based on the City Code of Ethics and Values Behavioral Standards for Councilmembers (Attachment 2).

7. Focus on Agenda Items: Comments should relate directly to the agenda items being discussed and off-topic discussions may be redirected by the Chair.

8. No Interruptions: Allow each member to speak without interruption.

9. Enforcement: As the Chair of the meeting, the Presiding Officer may raise points of order to address violations of meeting rules, with a right for an appeal from the majority of the Council.

Questions regarding applicable rules or questions of interpretation may be presented to the City Attorney for advice.

Option 3:

In addition, the Committee may consider directing staff to consider the options to replace the current Robert’s Rules of Order with Rosenberg’s Rules of Order. Rosenberg’s Rules of Order is a simplified set of parliamentary rules used in several cities throughout California. Many institutions have adopted Rosenberg’s Rules in lieu of Robert’s Rules, by finding them practical, logical, simple, easy to learn and user-friendly, while retaining the basic tenets of order.

If the Committee is interested in this option, the staff will prepare to present a comparison of Robert’s Rules of Order vs. Rosenberg’s Rules of Order at a future Governance and Ethics Committee meeting.

Benchmarking:

As background, below are excerpts from procedures being utilized by neighboring cities in relation to meeting management.

City Procedure
Cupertino City Council meetings are governed by Rosenberg’ s Rules of Order.

Council Questions and Deliberations: Councilmembers may obtain the floor by seeking recognition from the Mayor. Following presentations on an agenda item, Councilmembers are given five minutes to ask questions of any presenter. The Mayor may allow additional time for questions where appropriate. Following public comment, the Mayor may request that a motion be made and seconded. After the motion has been stated to the Council and seconded, any member of the Council has a right to discuss the motion after obtaining the floor. A member who has been recognized shall limit their time to five minutes.

The Mayor may allow additional time for deliberations where appropriate. This rule shall displace any conflicting rule in the City’ s adopted rules of procedure. Opportunity for Equal Participation: The policy encourages the full, fair participation of all members of the Council in discussions and deliberations. The Mayor may impose reasonable limits on the time any Councilmember is permitted to speak to advance this policy. In addition, all Councilmembers wishing to be recognized should be given an opportunity to speak before any member is allowed to speak a second time.

Milpitas City Council meetings are governed by Robert’s Rules of Order. The presiding officer conducts the meetings of the City Council to: … d. In presiding over matters where the public has provided testimony and/or raised questions, the presiding officer should: (i) Restate every question coming before the Council. (ii) Direct questions or comments requiring a response to staff for a response. (iii) Ensure that staff and members and the public direct their comments to the presiding officer. (iv) If necessary, help keep Councilmember questions relevant to the matter being considered by the Council. (v) If necessary, consider calling for a brief recess if orderly conduct of the meeting is being disrupted. (vi) Announce the decision of the Council on all subjects.

Ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:

See that Councilmembers ask to be recognized by the Mayor before speaking and ensure that each Councilmember is given the opportunity to fully express their views
Palo Alto City Council meetings are governed by Robert’s Rules of Order.

Council Member Speaking Time Limits: The presiding officer shall give each Councilmember up to five (5) minutes to speak in each round of discussion during discussions on Council items where discussion takes place. The Council shall be guided by the speaking times set by the presiding officer and shall conclude comments at the direction of the presiding officer. The presiding officer shall endeavor to treat all members equitably. Discussion on motions: The maker shall be the first Councilmember recognized to speak on the motion if it receives a second. The seconder shall be the second Councilmember to speak on the motion. Generally, Councilmembers will speak only once with respect to a motion. If the presiding officer or Council permits any Councilmember to speak more than once on a motion, all
Councilmembers shall receive the same privilege.

San Bruno City Council meetings are governed by Robert’s Rules of Order. To encourage full participation of all members of the Council, no member or members shall be permitted to monopolize the discussion of the question or agenda item. If a councilmember has already spoken and other members wish to speak, the latter members should be recognized in preference to the member who has already spoken.

However, if no other members seek recognition, the Mayor may recognize the member who has already spoken or make a motion on the item. The Mayor has the responsibility of controlling and expediting any debate or item. It is the duty of the Mayor to keep the subject clearly before the members, to rule out irrelevant discussion, and to restate the question whenever necessary.

San Jose City Council meetings are governed by Robert’s Rules of Order.

Members of the Council who wish to ask questions of the speakers or of each other, or who wish to discuss the agenda item during the course of the discussion on the agenda item, may do so, but only after being recognized by the Chair. The Chair may set time limits as he/she finds reasonable under the circumstances. When a motion is made and seconded, it may be debated by the Council. Members of the Council may speak in debate of a motion only when addressing the Chair and being recognized by the Chair. Whenever the subject of the motion has been discussed and considered, no further discussion or debate may take place except that members of the Council may explain their vote or propose supplemental motions.

Santa Rosa City Council meetings are governed by Rosenberg’s Rules of Order.

Councilmembers wishing to speak during Council meetings shall raise their hand and gain recognition by the Presiding Officer.

Councilmembers shall confine himself/herself to the question under debate. Every Councilmember desiring to question the City staff shall, after recognition by the Presiding Officer, address his/her questions to the presenter of an agenda item, the City Manager or to the City Attorney. The City Manager or City Attorney shall be entitled either to answer the inquiry himself/herself, or to designate a member of his/her staff for that purpose.

City of Santa Clara Printed on 11/30/2023Page 3 of 6
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23-1264 Agenda Date: 12/4/2023
City Procedure
Cupertino City Council meetings are governed by Rosenberg’ s Rules of Order.

Ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:

San Jose City Council meetings are governed by Robert’s Rules of Order.

Santa Rosa City Council meetings are governed by Rosenberg’s Rules of Order.

Councilmembers wishing to speak during Council meetings shall raise their hand and gain recognition by the Presiding Officer.

City of Santa Clara Printed on 11/30/2023Page 4 of 6
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23-1264 Agenda Date: 12/4/2023
City Procedure
Cupertino City Council meetings are governed by Rosenberg’ s Rules of Order.

Ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:

San Jose City Council meetings are governed by Robert’s Rules of Order.

Santa Rosa City Council meetings are governed by Rosenberg’s Rules of Order.

Councilmembers wishing to speak during Council meetings shall raise their hand and gain recognition by the Presiding Officer.

City of Santa Clara Printed on 11/30/2023Page 5 of 6
powered by Legistar™
23-1264 Agenda Date: 12/4/2023
City Procedure
Cupertino City Council meetings are governed by Rosenberg’ s Rules of Order.

Ensure that each member of the Council is provided an opportunity to completely express their views on items of business, the Mayor should:

San Jose City Council meetings are governed by Robert’s Rules of Order.

Santa Rosa City Council meetings are governed by Rosenberg’s Rules of Order.

Councilmembers wishing to speak during Council meetings shall raise their hand and gain recognition by the Presiding Officer.

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
Review Meeting Management Procedures and Information Provided in Report and Provide Feedback for any further Amendments
Reviewed by: Maria Le, Assistant to City Manager
Approved by: Glen Googins, City Attorney and Jōvan D. Grogan, City Manager

ATTACHMENTS

1. Draft Proposed Resolution from August 17, 2021 Priority Setting Check-in Session

2. City Code of Ethics and Values Behavioral Standards for Councilmembers City of Santa Clara Printed on 11/30/2023Page 6 of 6
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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

1 City of Santa Clara
PROGRAM IN ETHICS & VALUES

BEHAVIORAL STANDARDS FOR CITY COUNCIL MEMBERS 1

INTRODUCTION

Ten years ago, the City of Santa Clara began its ethics and values program to foster public trust by promoting and maintaining the highest standards of personal and professional conduct. Since the adoption of the Code of Ethics & Values in 2000, the City Council has promised the people of Santa Clara that Council Members, all elected and appointed officials, candidates for public office, and City Staff will meet the most demanding ethical standards and demonstrate the highest levels of achievement in practicing eight core values identified in the Code.

Those values, which are fundamental to public trust, were adopted to guide the decisions and actions of individual Council Members and the Council as a whole.

City Council and City Staff have worked hard to integrate these values into the everyday operating culture of City Hall. The City has conducted extensive outreach to residents encouraging them to hold public officials accountable at the ballot box for being credible role models for these values, in word and in deed, in public or in private.

To help the Council make these values real in their regular work with the City, the Code describes for each value a basic set of character traits and actions residents can expect to see Council Members meet and exceed.

This document translates these traits and actions into concrete behavioral standards for the City Council. These standards describe what impeccable leadership ethics looks like in the everyday work of the Council. They reflect commonly accepted “best practices,” rather than specific issues or problems the Council has faced. The list seeks to include enough positive behaviors to practice (and negative behaviors to avoid) that a reasonable person can assess how credible he or she is as a role model and ethical leader.

This information is presented in four columns. Columns 1 and 2 reproduce the approved Code of Ethics. Columns 3 and 4 list the behavioral standards.

1 This document is based on the Behavioral Standards for Commissioners, Boards, and Other Appointed Officials, developed during 2000-2002, and approved by the City Council in February 2003. A representative committee of Board Members and Commissioners, working with the City’s initial Ethics Ordinance Committee, drafted that document. It was then revised based on extensive feedback from all Board Members, Commissioners, and Staff Liaisons. In a working session in April, 2008, the Council used that docume t to develop the fi rst draft of its own standards. The City’s Ethics Consultant, Dr. Tom Shanks, and City Staff drafted the final version for City Council review on May 6. 2008. n
Approved by City Council on May 20, 2008.

2 City of Santa Clara
PROGRAM IN ETHICS & VALUES

BEHAVIORAL STANDARDS FOR CITY COUNCIL MEMBERS

The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
As a Santa Clara representative, I will be:

Ethical I am trustworthy,
acting with the
utmost integrity
and moral courage
• Making careful decisions,
advancing the best long ‐
term interests of the
City, after considering all
available facts, City Staff
recommendations, and
public comment
• Making hasty, ill ‐
informed decisions based
on politics, bias, faulty
assumptions, prejudice,
self ‐interest, gossip, and
half ‐truths
• Voting my honest
conviction, explaining my
ethical reasoning,
respecting the minority,
and upholding the
majority as the decision
of the Council
• Promising my vote before
facts are known in order
to gain favor with a
crony, endorser, lobbyist,
or special interest
• Vigorously debating an
issue, listening carefully
to all sides, making my
best judgment call, even
if it’s not popular, and
taking responsibility for
my actions
• Saying whatever the vocal
public wants to hear,
dodging criticism of an
unpopular vote, shifting
the blame to the
majority, other members,
or City Staff
• Preparing to vote by
assessing how various
options advance or harm
the best interests of the
City as well as the City’s
Mission and Core Values,
working to minimize any
harm
• Always taking the short ‐
term view, representing
few stakeholders,
believing ethics and City
values have no bearing on
decisions
• Finding an imaginative
solution that is in the
best interests of the
City, is fair, respects
individual rights and the
Council’s duties, and
advances City values
• Saying and doing
whatever it takes, no
holds barred, to advance
one’s personal position,
power, influence or
political career

3 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Ethical
(continued)
I am truthful, do
what I say I will
do, and am
dependable
• Giving complete, factual,
unbiased information to
colleagues, public, and
the press
• Concealing, fabricating,
overstating, under ‐
stating, or denying the
truth; spinning the truth;
leaving out context
• Making promises to the
public, City Staff, and
Council members which
can be kept and do not
exceed the authority of
any individual Council
Member
• Promising more than can
be delivered, over ‐
extending oneself, or
taking sole credit for the
work of the Council and
others
I make impartial
decisions, free of
bribes, unlawful
gifts, narrow
political interests,
and financial and
other personal
interests that
impair my
independence of
judgment or action
• Seeking advice from the
City Attorney and City
Manager when
confronting a real or
potential conflict of
interest, and making a
full public disclosure
when the Council
considers the agenda
item
• Helping a friend get a
project through the
Council in return for a
donation to a campaign
fund, school or charity, or
the gift of tickets or
another perk
• Having declared a
conflict, leaving the dais
and Council Chambers,
so other Council
members are free of any
undue influence
• Talking to fellow Council
Members prior to
declaring a conflict, and
asking them to take care
of the item in a way that
advances personal
interests
I am fair,
distributing
benefits and
burdens according
to consistent and
equitable criteria
• Listening attentively to
all sides, keeping an
open mind and avoiding
even the appearance of
bias, following
precedents consistently,
treating equals equally
• Paying more attention to
friends’ and supporters’
projects
• Making “back room”
deals and decisions
• Giving preferential
treatment to special
interests, consultants,
and former Council
Members
4 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Ethical
(continued)
I extend equal
opportunities and
due process to all
parties in matters
under
consideration. If I
engage in
unilateral meetings
and discussions, I
do so without
making voting
decisions
• Being available to
anyone who wants to
discuss an issue, keeping
an open mind and not
committing to vote for or
against an item until
after hearing the full
public discussion
• Promoting the interests
of the business
community without first
considering the interests
of all stakeholders
• Giving special treatment
to the companies that pay
the most in taxes and to
my largest campaign
donors
I show respect for
persons,
confidences, and
information
designated as
“confidential”
• Referring media
questions on Closed
Session or other
confidential matters to
the City Manager’s
Office, rather than
saying “No Comment”
• Telling others about
Closed Session
proceedings, especially
when it is an important
issue and I want input on
how to decide
• Confirming a rumor,
remaining silent,
communicating non ‐
verbally, or in other ways
providing information
that is confidential or
that the Council Member
has promised not to
reveal
• Treating the public and
City Staff, at all times,
the way I treat highly
regarded colleagues in
businesses or
professions
• Acting based on
stereotypes, rumors,
“ancient history,” and
prior negative
experiences with an
individual or groups

• Bringing to the attention
of the City Manager any
concern about the
actions or work of City
Staff, or any complaint
from the public

• Criticizing or
embarrassing the City
Manager or other City
Staff in public
• Failing to publicly
recognize extraordinary
City Staff work

5 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Ethical
(continued)
• Showing courtesy and
interest in word and
action to City Staff,
public, and elected and
appointed officials
• Complimenting the work
of a single City Staff
member when a staff
team actually did the
work
• Speaking and acting out
of the belief that City
Staff and all members of
the Council are on the
same team and
committed to doing their
best to serve residents
• Engaging publicly or
privately in personal
verbal attacks against
Council colleagues or City
Staff; interrupting while
they are speaking, rolling
eyes, demeaning them, or
in other ways treating
them inappropriately
Professional I use my title(s) only
when conducting
official City
business, for
information
purposes, or as an
indication of
background and
expertise, carefully
considering whether
I am exceeding or
appearing to exceed
my authority
• Using City titles for
identification at League
meetings or when on
other official City
business, or when
seeking information
directly related to a
Council matter from
appropriate sources
• Using a City title when
making dinner
reservations or making
purchases
• Referring friends to City
businesses and suggesting
they mention the name of
a Council Member to get
the best prices
I apply my know‐
ledge and expertise
to my assigned
activities and to the
interpersonal
relationships that
are part of my job in
a consistent,
confident,
competent, and
productive manner

• Preparing by reading the
agenda packet before
meetings
• Asking the City Manager
informational questions
ahead of time to assist in
being prepared
• Arriving on ‐time to
meetings, paying
attention and listening
actively
• Rushing into meetings
late and being obvious
about opening the
agenda packet for the
first time or speed‐
reading the packet while
City Staff or the public
are presenting
information
6 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Professional
(continued)
• Asking questions that
will advance the
discussion, contribute to
decision ‐making, and
have not been covered in
the agenda packet
• Taking no notes,
remembering little, if
any, of the information
in the agenda packet,
asking to have
information repeated
constantly
• Listening attentively to
the public, City Staff,
and other Council
members who may
speak at meetings
• Making little or no eye
contact with any speaker
during the meeting
• Leaving during public
comment and returning
only after it is over
• Making comments to
someone else while the
public is speaking
I approach my job
and work ‐related
relationships with a
positive attitude
• Approaching Council
work informed of issues,
enthusiastic, energized,
interested, ready to
participate, and focused
• Approaching Council
work half ‐heartedly,
coming to meetings eager
to leave
• Short ‐circuiting a
discussion; being
perceived as rude by
other Council Members,
City Staff, or the public
• Making guests feel
welcomed at meetings
• Treating new Council
Members as colleagues,
encouraging them to
express their opinions,
and offering them
positive feedback
• Acting in a superior
manner with newly
elected Council members
• Never making time to be
responsive to residents
who want to discuss
issues
I keep professional
knowledge and
skills current and
growing
• Making it a priority to
attend League meetings,
Electric Joint Powers
Agency meetings, and
committees
• Assuming there is nothing
new to learn
• Going to League meetings
and conferences to be
seen, but never attending
any training
7 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Professional
(continued)
• Reading background
materials for general
preparation including
professional journals,
books, and articles
• Skipping meetings with
the City Manager,
assuming you know as
much, if not more, than
she does on this issue
Service ‐Oriented

I provide friendly,
receptive,
courteous service
to everyone
• Not just answering
questions, but sharing
helpful knowledge of
Council or government
functions, even if the
person asking isn’t sure
what they need to know
• Acting like it’s a bother
anytime a resident asks a
question or when they
make inquiries about
Council/government
business
• Seeking the opinions of
those who are hesitant
or unwilling to come
forward with their ideas,
but trying not to force
anyone to speak in a
public forum if they are
uncomfortable or
unprepared
• Making guests or others
feel stupid, intimidated,
dismissed, manipulated,
or demeaned by reading
the newspaper, falling
asleep, laughing at a
private joke with another
Council Member, or
repeatedly leaving the
room during discussions
I am attuned to,
and care about,
the needs and
issues of
residents, public
officials, and city
workers
• Talking with residents
and actively listening at
City gatherings to be
aware of what is going
on in this community and
other communities
• Being arrogant or
uninterested when
responding to residents
outside of City Hall about
their concerns and
debating with them to
prove them wrong or
misinformed
• Attending City events
and interacting
effectively with the
public, aware that others
expect Council Members
to be role ‐models
• Showing up late to City
events, leaving early, and
spending most of the time
talking only to one or two
friends
8 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Service ‐Oriented
(continued)
• Relaying things heard or
provided to the Council
or the City Manager or
other appropriate parties
for follow‐ up
• Withholding important
information to use it for
narrow personal purposes
at a later time
In my interactions
with constituents, I
am interested,
engaged, and
responsive
• Acting in a pleasant and
friendly manner and
encouraging people to
speak their mind;
welcoming constructive
criticism as well as
compliments
• Through word and action,
discouraging people from
proposing what they
believe are solutions or
expressing their concerns
• Focusing on the speaker
and trying to see the
world as they do in order
to understand their
needs
• While seeming to be
engaged in one
conversation, scanning
the environment for
someone more interesting
or important to speak
with; abruptly stopping
the previous conversation
to speak with the more
important person
FiscallyResponsible I make decisions
after prudent
consideration of
their financial
impact, taking into
account the long ‐
term financial
needs of the City,
especially its
financial stability
• Before deciding how to
vote, reviewing
cost/benefit analysis and
all related studies, along
with City Staff
recommendations
• Allowing other Council
members who have more
expertise in budgeting to
take the lead in budget
discussions, trusting that
they know better, and
never improving personal
expertise
• Consider the City’s short
and long term financial
condition prior to
proposing new or
expanded City projects
• Ignoring the constraints
of the City budget when
making decisions
• Citing “budget
constraints” as the reason
for not supporting a
motion, when the real
reason is how it will look
in the next election
9 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Fiscally Responsible
(continued)
I demonstrate
concern for the
proper use of City
assets (e.g.,
personnel, time,
property,
equipment, funds)
and follow
established
procedures
• Allocating resources
according to the City’s
plan and in compliance
with the law and the
City’s goals to provide
residents with a better
environment in which to
live
• Taking advantage of any
opportunity to get
something “free” from
the City
• Seeking discounts from
the City’s vendors solely
because of my position
• Using City equipment
only for Council work,
not for personal use or
for my business
• Coming to City Hall
regularly and asking City
Staff to make just a few
copies for personal use
• Respecting City Staff
time and being especially
careful to ask the City
Manager to take on
special research or other
projects only if
convinced that this work
is critical and necessary
for the Council to better
serve the needs of
residents
• Asking a lot of questions
that focus on non
substantive details, being
unable to separate what’s
important from what’s
not
• Representing the public’s
interests to the best of
my ability
• Balancing long ‐term
impacts and short ‐term
goals
• Acting as if I “own” the
City or my seat on the
Council

I make good
financial decisions
that seek to
preserve programs
and services for City
residents
• Being fully aware of and
understanding the
approved City budget,
having solicited
explanations from the
City Manager, if
necessary
• Taking as many trips as
possible at the City’s
expense because of a
personal feeling that the
compensation is not
sufficient and some
reward for City work is
deserved
10 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Organized I act in an efficient
manner, making
decisions and
recommendations
based upon research
and facts, taking
into consideration
short and long ‐term
goals
• Being cognizant of the
importance of scarce
meeting time and
preparing accordingly,
with the result that the
Council spends time on
the important issues and
deals efficiently with
other issues
• Relying solely on prior
knowledge and spending a
great deal of the
Council’s time proving to
everyone how much I
know on all issues, large
and small
I follow through in a
responsible way,
keeping others
informed, and
responding in a
timely fashion
• Sharing my research and
experience with others
on the Council, making
worthwhile
contributions and
welcoming alternative
viewpoints
• Using hear ‐say from a
third party as the sole
basis for making a
decision
• Returning phone calls
and email promptly, if at
all possible; if unable,
letting the person know
when to expect a
response
• Failing to acknowledge
receipt of requests for
information
• Responding only to
people who can help with
personal political goals
• Eventually getting around
to sending information,
but never in a timely
manner
I am respectful of
established City
processes and
guidelines
• Participating fully in
orientation sessions and
other sessions in order
to understand how the
City’s policies and
procedures impact the
effectiveness of the
Council
• Criticizing City policies in
public without first
expressing concerns to
City Staff or gaining
knowledge necessary in
order to offer
constructive criticism
• Helping to establish
reasonable timetables
and then following them
• Being flexible in setting
meeting dates and times
• Ignoring deadlines, not
keeping people informed,
and making excuses which
damage public trust
11 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Organized
(continued)
• Being able to explain to
residents, businesses,
and visitors how the
City’s policies and
procedures are examples
of the City’s Core Values
in practice
• Being cynical about
policies and cavalier
about following
procedures because of a
failure to see how these
are related to fairness
and the common good
Communicative I convey the City’s
care for and
commitment to its
residents
• Being able to explain the
City’s goals to anyone
and describe personal
commitment to them
• Supporting superb,
affordable City services
and conveying that
commitment effectively
to residents
• Plotting and scheming to
accomplish personal
agendas
• Deciding how you will
vote and writing out
those reasons prior to any
public comment
• Becoming angry at a
resident who is critical of
the Council
I communicate in
various ways that I
am approachable,
open ‐minded and
willing to
participate in dialog
• Being available to the
public in person, at
events, and through
telephone and written
correspondence to
provide both answers to
questions and
dissemination of
important information
• Confusing residents,
spreading rumors and
gossip, or slandering
elected or appointed
officials, City Staff, or
anyone
• Interrupting someone
who has the floor
• Listening attentively,
being open to multiple
perspectives, and
allowing the possibility
of changing opinions and
points of view
• Listening solely to find
flaws, to spot differences,
and to counter arguments
• Going out of my way
during meetings to show
why I am always right and
others are not
• Making it a practice to
communicate equally
well to all stakeholders,
regardless of their
influence, power, or
campaign donations
• Dominating meetings and
asking many more
questions than time
allows, effectively
excluding the input of
others
12 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Communicative
(continued)
I engage in effective
two ‐way
communication, by
listening carefully,
asking questions,
and determining an
appropriate
response which adds
value to
conversations
• During meetings, giving
residents and others the
benefit of the doubt and
listening to identify
needs and interests
• Asking questions to
clarify, to understand,
and to augment, in order
to hear the truth as the
resident sees it
• Making the best decision
to advance the
community’s values and
goals
• Considering people on the
other side of issues as
enemies, rather than as
colleagues or fellow
residents
• Weakening public debate
by belittling or mocking
someone’s viewpoint
• Demonizing anyone who
disagrees with a personal
conviction or viewpoint
Collaborative I act in a
cooperative manner
with groups and
other individuals,
working together in
a spirit of tolerance
and understanding
• Submitting one’s best
thinking, respecting all
other participants and
inviting their thoughts in
order to develop better
solutions
• Seeing value in working
with other agencies to
develop consistent
policies, where
appropriate
• Describing people who
hold different viewpoints
as “them”
• Failing to recognize
personal biases,
prejudices, stereotypes,
and their influence on
language and attitudes
toward residents and
others
I work towards
consensus building
and gain value
from diverse
opinions
• Approaching meetings
and discussions assuming
that many people have
pieces of answers and
that cooperation will
lead to workable
solutions for the most
difficult problems
• Approaching discussions
as if there’s already a
single right answer that
needs to be defended
against opposing
viewpoints

I accomplish the
goals and
responsibilities of
my individual
position, while
respecting my role
as a member of a
team
• Understanding that what
I do speaks more loudly
than what I say
• Showing respect for
Council Members, Staff,
and residents by giving
priority to my City
commitment, doing my
homework

• Focusing first on
satisfying a personal or
hidden agenda
• Actively weakening the
team that the Council and
City Staff have devoted
efforts to build

13 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Collaborative
(continued)
• Understanding that each
Council decision either
builds public trust or
detracts from it
• Dismissing any idea
proposed by a Council
colleague who supported
someone else in the last
election
• Working hard to develop
among Council Members,
other officials, City Staff,
and the public a kindred
spirit of cooperation
when working toward
implementing City values
• Reaching conclusions
based on satisfying
personal or special
interests and refusing to
change one’s position
despite good reasons to
reconsider
• Holding grudges and
considering some people
as permanent enemies
I consider the
broader regional
and State ‐wide
implications of the
City’s decisions and
issues
• While serving on County ‐
wide committees, acting
in a professional manner
and approaching the
tasks responsibly
• Making derogatory
remarks about other
cities, feeling that Santa
Clara is superior
• Serving on County or
State‐ wide panels, freely
sharing information and
resources so everyone
may benefit from the
City’s experience
• Having tunnel vision and
ignoring anything beyond
the City, depriving the
City of the benefit of a
broader, regional
perspective
14 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Progressive

I exhibit a
proactive,
innovative approach
to setting goals and
conducting the
City’s business
• Contributing personal
experiences and
expertise to advance the
goals of the Council and
the City as a whole
• Anticipating future
problems or
opportunities, raising
the issues at the
appropriate time for City
Staff to investigate and
for Council to consider
• Being dogmatic in
approaching decision ‐
making and only doing
things the way they’ve
always been done
• Never taking a forward
looking, principled or
values ‐centered stand,
but preferring to solve
issues in an ad hoc
manner
• Focusing on the short
term, being concerned
only about meeting
minimum requirements of
law, politics, or efficiency
I display a style
that maintains
consistent
standards, but is
also sensitive to
the need for
compromise,
“thinking outside
the box,” and
improving existing
paradigms when
necessary

• Being able to explain
how a decision is
consistent with ethical
standards and the City’s
Core Values
• Committing to ongoing
improvement,
progressive government,
and moral imagination in
solving problems
• Lying about personal
mistakes and downplaying
their importance
• Manipulating discussions
and decisions to advance
personal, political
aspirations
• Speaking and listening
only to one’s friends on
the Council

• Taking responsibility for
actions, making
appropriate apologies or
restitution when a
mistake is made, and
implementing a plan to
develop practical skills
to avoid such mistakes in
the future
• Actively listening, asking
clarifying questions, and
giving careful
consideration to all
• Holding on to opinions
and viewpoints so
stubbornly that mistakes
are made, impacting
public trust
• Letting personal
limitations impede
progress or the work of
the Council
• Playing the role of
pessimist whenever a new
idea is presented, trying
to bulldoze personal ideas
15 The Code of Ethics & Values Behavioral Standards 1 City
Core Value
2 Basic Actions and
Character Traits
3 Council Members Engage
in Positive Behaviors Like

4 Council Members Avoid
Negative Behaviors Like
Progressive
(continued)
comments and
viewpoints, even if they
are expressed by people
who think differently,
have different beliefs,
and have different
groups of supporters
despite budget
limitations, prior
agreement, or consensus,
and undermining new
ideas by gossiping with
others before the idea
has a chance to be
explored

I promote
intelligent and
thoughtful
innovation in order
to forward the
City’s policy
agenda and City
services
• Encouraging talented
and diverse individuals
to become involved in
City service, as well as
recognizing and
celebrating talent and
new ideas that help the
City reach its goals,
improve City services,
and implement City Core
Values in best practice
• Pushing change in the
City without ample
thought, and causing
change only for the sake
of change, or only to
fulfill a campaign promise

Governance and Ethics CommitteeDecember 4, 2023

Governance and Ethics Committee
December 4, 2023