8/27/2024 Item #7
Council & Authorities
Concurrent Meeting
Item # 7 - RTC 24-664
Action on Recommendations
from the Governance and
- Ethics Committee to Amend
Council Policy 009 ("City
1852
Representation at Meetings,
THE MISSION CITY Ceremonies and Special
Events")
August 27, 2024
City of
Santa Clara
The Center of sars Poskille
Background
• City Council referred the review and discussion of a policy for speaking at events to the Governance and Ethics Committee • Council Policy 009 ("City Representation at Meetings, Ceremonies and Special Events") addresses how the City will be represented at meetings, ceremonies, or special events by the Mayor and /or City Council
March 4, 2024: Staff provided benchmarking on neighboring cities' standard practices for speaking at events. The Committee recommended exploring options for City Councilmembers to speak at City events.
• June 3, 2024: Staff presented a recommended approach with two speakers for City hosted events (Mayor and Councilmember) =
POST MEETING MATERIAL
1 8/27/2024 Item # 7
City of
Santa Clara
The Center of Whats Possible
City Events
City of
Santa Clara
Staff Recommendation
Goal: Focus on Audience-Driven Approach and
Appropriate Length of Time for Events
Primary Speaker (Mayor) and Secondary speaker (based on following options):
1. Councilmember representing the District (geographic
location)
2. Councilmember Rotation of speakers since many events often occur in the same Council district
3. Special Interest/Expertise
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City of
Santa Clara
The Centerof Whats Ranite
Committee Action
• The Committee instead directed staff to bring forward the following recommendation for Council consideration:
• The policy to allow all City Councilmembers the
opportunity to speak at City hosted events, alongside
the Mayor, with time limits determined by City staff
based on the event.
City of
Santa Clara
The Conserot woey Fustile:
Proposed Amendments to Council Policy 009
City Hosted Events
Primary Speaker:
• The Mayor, as presiding officer and the official head of the City for all ceremonial purposes (If unable to attend as a speaker, option goes Vice Mayor)
Secondary Speaker(s):
• All members of the City Council would be given an option to speak • City staff may provide specific time limits
• Staff not required to provide scripted remarks for additional Councilmembers, however, may offer suggestions
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City of
Santa Clara
The Centarof When Soughle
Proposed Amendments to Council Policy 009
External Events:
• The outside entity/agency determines the planning of the event and may request representation (speaker) from the City of Santa Clara. • If the Mayor is unable to attend, the invitation would be referred to the Vice Mayor, at the discretion of the outside entity.
• If the Vice Mayor is unable to attend, the invitation would be referred to City Councilmembers in order of seniority, at the discretion of the outside entity.
City of
Santa Clara
The Conter of Wars Passibile
Discussion & Action
Adopt a Resolution approving the amendments to Council
Policy 009 ("City Representation at Meetings, Ceremonies & Special Events") based on recommendations from the
Governance and Ethics Committee
8 4
8/27/2024 Item # 7
Council & Authorities
Concurrent Meeting
Item # 7 - RTC 24-664
Action on Recommendations
from the Governance and
CIT Ethics Committee to Amend
Council Policy 009 ("'City
1852
Representation at Meetings,
THE MISSION CIT Ceremonies and Special
Events")
August 27, 2024