Resolution/Amending Council Policy 009 Page 1 of 2
Rev: 7/27/2023
RESOLUTION NO. 24-9360
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA,
AMENDING COUN CIL POLICY 009 ENTITLED “ CITY
REPRESENTATION AT MEETINGS, CEREMONIES AND
EVENTS”
WHEREAS, the City of Santa Clara Council Policy Manual includes policies and procedu res by which the City Council, Boards, Commissions, Standing and Ad Hoc Committees, shall conduct City business and activities;
WHEREAS, the purpose of Council Policy 009 is to outline the procedures for City representation at meetings, ceremonies, and eve nts hosted by the City and invitations to events hosted by outside individuals or groups; and
WHEREAS, The City shall be officially represented at meetings, ceremonies, and special events by the Mayor and/or City Council based on guidelines amended in Council Policy 009. //
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NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That the amended Council Policy 009 ("City Representation at Meetings, Ceremonies and Events"), attached hereto as Attachment 1, is hereby approved and adopted by the City Council of the City of Santa Clara.
2. 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 27TH DAY OF AUGUST, 2024, BY THE FOLLOWING VOTE:
AYES: COUNCILORS:
NOES: COUNCILORS :
ABSENT: COUNCILORS:
ABSTAINED: COUNCILORS:
Attachments incorporated by reference:
Becker, Chahal, Hardy, Jain, and Park
Watanabe and Mayor Gillmor
None
None
ATTEST :~
NORA PIMENTEL, MMC
ASSISTANT CITY CLERK
CITY OF SANTA CLARA
1. Council Policy 009 ("City Representation at Meetings, Ceremonies and Events") Resolution/Amending Council Policy 009
Rev: 7/27/2023
City of Santa Clara
Council Policy 009
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Revised 08/27/2024 Council Policy 009 Page 1 of 2 Resolution No. 24-9360
PURPOSE The purpose of this policy is to outline the procedures for City representation at meetings, ceremonies, and events hosted by the City and invitations to events hosted by outside/external individuals or groups.
POLICY The City shall be officially represent ed at meetings, ceremonies, and events by the Mayor and/or City Council. If the Mayor and/or C ity Councilmembers are unavailable, then the City Manager (or a designee ) will be requested to represent the City. City Board and Commission members may r epresent the City on certain occasions, provided they have obtained the prior authorization of the City Council.
If an invitation to an event includes a guest, a City Councilmember may bring along an individual who is not an elected or appointed official or City staff member.
This policy does not apply to i nformal events where attendance is not related to official City representation.
PROCEDURE All invitations for meetings, ceremonies and events received to the Mayor and Council office shall be distributed to the full City Council by staff. In some instances, the invitation may be solely for the Mayor or specific City Councilmembers, in which they will not be forwarded to the full City Council.
Based on the event program, which may include multiple speakers from partner agencies or community groups, City staff will work to ensure that programs do not surpass the length appropriate for the intended audience.
City Hosted Events
Primary Speaker:
1. The Mayor, as presiding officer and the official head of the City for all ceremonial purposes, will be the primary speaker for all City hosted events.
2. If the Mayor is unable to attend as a speaker, the option goes to the Vice Mayor to preside and speak as the City’s ceremonial head.
3. As the presiding officer and the official ceremonial head, the Mayor will be allotted more time to speak.
City of Santa Clara
Council Policy 009
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Revised 08/27/2024 Council Policy 009 Page 2 of 2 Resolution No. 24-9360
Secondary Speakers:
1. All members of the City Council will be given an option to speak at a City-hosted event.
2. Time Limits: Based on the event, City staff may provide specific time limits to ensure that programs do not surpass the length appropriate for the intended audience.
3. City staff determines the event program and the schedule of speakers, which may occur throughout various times during the event.
4. City staff would not be required to provide any scripted remarks for additional City Councilmembers that may speak. However, staff may offer suggested remarks.
External Events
If staff receives a request for representation for an external event for a speaker, the following protocol shall be observed:
a. The outside entity/agency determines the planning of the event and may request who represents or speaks on
behalf of the City of Santa Clara.
b. If not specified, the invitation would be referred to the Mayor first.
c. If the Mayor is unable to attend, the invitation would be referred to the Vice Mayor, at the discretion of the entity. d. If the Vice Mayor is unable to attend, the invitation would be referred to Councilmembers in order of seniority, at the discretion of the entity.
e. The City Manager (or a designee) may also be requested to represent the City.
f. The City Council may officially request a City Board or Commission member to represent the City on certain
occasions.
Reference:
Amends November 1995, Council Approved Policy 009