City of Santa Clara
Council Policy Manual
ADDING AN ITEM TO THE
AGENDA
PURPOSE The purpose of this Policy is to establish a clear, effective, and easily understood process for members of the City Council and the public to have items, within the jurisdiction of the City Council, placed on the City Council agenda for consideration.
POLICY/
PROCESS FOR
CITY COUNCIL
MEMBERS
Referral from Members of the City Council in Advance of a Meeting:
After consultation with the City Manager (and/or City Attorney, as appropriate), the Mayor or any individual Councilmember may submit a written request by using the Council Item Request Form to the City Manager’s Office for inclusion of an item on a future City Council agenda,.
An item may be referred to the City Manager for inclusion on a City Council agenda during a Council meeting by City Council action.
The procedure for written request from the City Council shall be as follows:
1. Members of the City Council shall use the Council Item Request Form to submit a written request for inclusion of an item on a future City Council agenda.
2. Prior to submitting a Council Item Request from, the Member shall discuss the proposed request with the City Manager (And/or City Attorney, as appropriate) to determine if City staff’s response does not satisfy the Member’s request, the Member shall submit the Council Item Request form for placement on a future City Council agenda.
3. Once the City Clerk’s Office receives the Council Item Request form, it should immediately be forwarded to the City Manager for placement on an agenda, is possible, within two (2) Council meetings after receipt of the original request by the City Clerk’s Office. All written material (Council Item Request Form and any support material) will be submitted on the agenda in the form substantially provided by the requestor without any staff analysis, including fiscal review, legal review and policy review, until the City Council has had the opportunity to provide the direction to the City Manager.
Referrals from Members of the Council at the Council Meeting If an issue arises during a Council meeting that may require future City Council action a City Council member may also request, through a referral, that such item be agendized for future Council consideration.
Such a request may be considered by the Council following the
City of
Santa Clara
The Center of What's Possible
Revised 10/24/2023 CP 030
Resolution No. 23-9278
City of Santa Clara
Council Policy Manual
POLICY/
PROCESS FOR
COUNCIL
COMMITTEES
POLICY/
PROCESS
FOR
MEMBERS
OF THE
PUBLIC
“Procedure for Handling Requests at the City Council Meeting” set forth below.
Referral from a Council Committee:
Council Committees may request that an item to be considered for inclusion on a future City Council agenda by formal committee action. Any such request shall be submitted to the City Manager in writing. Provided the request is received two (2) days prior to the public release of the City Council agenda packet the item shall be included for consideration at that City Council meeting in accordance with the “Procedure for Handling Requests at the City Council Meeting” set forth below. .
Requests from Members of the Public:
Members of the public may request that an item be added to a City Council Agenda in any of the following ways:
1. Public Presentations: Any member of the public may address the City Council under the “Public Presentations” section of the agenda to make a request of the City Council to add an item to a future meeting.
If a member of the public wishes to provide a written petition of their request prior to their appearance at a Council Meeting they may be submitted as follows:
a. Email:
City Council: [email protected]
City Manager: [email protected]
b. MySantaClara App:
www.santaclaraca.gov/services/make-a-service-request
Note: Written Petitions will not be listed on the City Council agenda, and the member must be present at the meeting to present their request.
2. Individual City Councilmembers: Members of the public may directly petition individual City Councilmembers to request that an item be added to a future Council meeting. The Councilmember may then choose to submit the request through the Council referral process outlined in this Policy, above.
3. City Manager and City Departments: Members of the public may also petition the City Manager or City staff for specific action. The City Manager and/or staff may respond, as appropriate, directly to this request, or direct the member of the public to the other methods of petitioning the City outlined above.
City of
Santa Clara
The Center of What's Possible
Revised 10/24/2023 CP 030
Resolution No. 23-9278
City of Santa Clara
Council Policy Manual
PROCEDURE
FOR HANDLING
REQUESTS AT
THE CITY
COUNCIL
MEETING
1. At the meeting where the request to add an item to a future agenda is heard, Council discussion is limited to whether the item should be added to an agenda and a date, not the merit of the item. Valid considerations that can be discussed include whether the matter is within the City’s jurisdiction, being addressed in some other way, City resource requirements, legality, timing, and prioritization.
2. Council may take the following actions when a request is made:
a. No Action.
b. Refer the request to City staff for further study and a timely report back to Council.
c. Refer the item to a future annual Council Priority Setting session meeting.
d. Placement on a future Council meeting agenda for further consideration or action.
3. At the meeting where the item is first considered, if a majority of the City Council supports further study of the item, then a full staff analysis
shall be prepared within thirty (30) days, unless otherwise directed by the City Council. If the request requires more than thirty (30) calendar days to prepare, status updates will be provided to the City Council every sixty (60) days as an informational memo.
References
10/27/2020 Revised, Resolution No. 20-8895
Attachments: Council Item Request Form
City of
Santa Clara
The Center of What's Possible
COUNCIL ITEM REQUEST FORM
The Council Item Request F orm is for members of the City Council to submit written requests to the City Manager’s Office for inclusion of an item on a future City Council meeting agenda. At the meeting where th e initial written request is heard, discussion should be limited to whether the item should be added to an agenda and a date, not the merit of the it em. A majority vote of the City Council is required for the item to be added to future Council meeting agenda for action.
CONTACT INFORMATION
Requesting Member of City Council
Contact E-mail
Contact Phone
Today’s Date
WRITTEN REQUEST
I, , hereby request that the following item
be placed on the City of Santa Clara Council and Authorities Concurrent meeting agenda:
Reference: Council Policy 030 – Adding an Item on the Agenda Resolution No. 23-9278
City of
Santa Clara
The Center of What's Possible
Resolution/Council Policy 030 Page 1 of 2
Rev: 7/27/2023
RESOLUTION NO. 23-9278
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA,
AMENDING COUNCIL POLICY 030 ENTITLED “ADDING AN ITEM
ON THE AGENDA”
WHEREAS, amending the policy on adding an item on the agenda will establish a clear, effective and easily understood process for members of the City Council and the public to have items, within the jurisdiction of the City Council ; WHEREAS, the amended “Adding an Item on the Agenda” policy updates the process for referral from the Members of the City Council and updates the procedure to include consultation with the City Manager and/or City Attorney as part of the procedures ; and, WHEREAS, the amended policy also updates the process in which members of the public have options to include items for consideration to the City Council by participating in public presentations, by petition to individual City Councilmembers or by petition to the City Manager and City Departments for specific action; and
WHEREAS, the amended policy further clarifies the procedures to handle requests during City Council meetings where the request is heard and Council discussion is limited but actions may be made to the request; and
WHEREAS, the policy has been amended with the intention of streamlining the public meeting process while maintaining opportunities for both the public and the Council to request topics to be addressed by the City and the City Council at future meetings.
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That Resolution No. 20-8895 adopting amended Council Policy 030 (“Adding an Item on the Agenda”), attached here as Attachment 1, is hereby repealed in its entirety. //
//
//
2. That Council Policy 030 entitled "Adding an Item on the Agenda," 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 24rH DAY OF OCTOBER, 2023, BY THE FOLLOWING VOTE:
AYES: COUNCILORS:
NOES: COUNCILORS:
ABSENT: COUNCILORS :
ABSTAINED: COUNCILORS:
Attachments incorporated by reference:
1. Resolution No. 20-8895
Chahal, Hardy, Jain, and Watanabe, and Mayor
Gillmor
Becker and Park
None
None
ATTEST: ~
NORA PIMENTEL, MMC
ASSISTANT CITY CLERK
CITY OF SANTA CLARA
2. Council Policy 030 entitled "Adding an Item on the Agenda" Resolution/Council Policy 030
Rev: 7/27/2023
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WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
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every day, more than 20 million dedicated public servants in cities across our Nation go to work to make sure that America works for everyone; and
since 1985, the first full week of May has been set aside as Public Recognition Week to honor those who serve their community through public service ; and
many public servants , including police officers, firefighters, public works staff, water and sewer utilities crews , and electric utilities workers that provide essential services to ensure our residents receive the services they need and keep our community safe; and when we recognize our public servants and give them the resources they need, they will provide high-quality services and build a strong foundation for our community to flourish.
NOW, THEREFORE, I, LISA M. GILLMOR, by virtue of the authority vested in me as Mayor, and on behalf of the entire City Council, do hereby proclaim Public Service Recognition Week
in the City of Santa Clara and encourage all residents to recogni ze the accomplishments and contributions of government employees.
Given under my hand and the Seal of the City of Santa Clara, California , this 7th day of May 2024. /U6 fr4/-
ANTHONY BECKER
VICE MAYOR, DISTRICT 6
~~
COUNCILMEMBER, DISTRICT 3
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LISA M. GILLMOR
MAYOR, CITY OF SANTA CLARA
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KATHY WATANABE
COUNCILMEMBER, DISTRICT 1
KEVIN PARK
COUNCILMEMBER, DISTRICT 4
COUNCILMEMBER, DISTRICT 2
~
SUDS JAIN
COUNCILMEMBER, DISTRICT 5
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WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
the Santa Clara Woman's Club was founded as a community improvement society; and the club campaigned for women's suffrage in California and the nation, and celebrated the one hundredth anniversary of the California women 's voting rights act with a display at the Central Library and a play; and the club continues to contribute to those in need in our community by donating food, meals, toys & gift cards, hygiene bags, care boxes, coats & blankets, greeting cards, cell phones, eyeglasses , and a nursing scholarship; and the club preserves and maintains the California State Landmark The Adobe as their clubhouse.
NOW, THEREFORE, I, LISA M. GILLMOR, by virtue of the authority vested in me as Mayor , and on behalf of the entire City Council, do hereby recognize The Santa Clara Woman's Club
and commend the organization for its service to the City of Santa Clara.
Given unde, my hand and the Seal of the Ci~ C:~day of April, 2024.
LISA M. GILLMOR
ANTHONY BECKER
VICE MAYOR, DISTRICT 6
~~
COUNCILMEMBER, DISTRICT 3
MAYOR, CITY OF SANTA CLARA
~~
KATHY WATANABE
COUNCILMEMBER, DISTRICT 1
KEVIN PARK
COUNCILMEMBER, DISTRICT 4
fZtJ~
COUNCILMEMBER, DISTRICT 2
SUDS JAIN
COUNCILMEMBER, DISTRICT 5
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On beh:J!f qftk.Santa Clara Ci(:11 Caox ~ this~ is~ to
John 1Smith
in ra::og!'1ifirm qfautston:ong~ and.suppm to District 1 qfihe Cq ojSan!.aCh.ra em this 2<Pcey qf}&:Ij 2024 .
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LESA 1\,f. G:mLLVOR
l\.iAYOR, CIIY OF SANIA CLARA
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RAJ CHAHAL
COUNCil,M EM BER, DISI RICT 2
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On behal,f of the Santa Clara City COW?Cil, this certificate is presented to Emil Chaia
Silicon Valley Power Sustainable Futures Program
Santa Clara University Fellow
for dedication to anal.ysis of emtingfinandal securities supporting Northern California '.s decarbonization initiatives on this 28th day a/May 2024.
~M~~
MAYOR
CITY OF SANTA CLARA
;am q
Resolution/*insert general purpose Page 1 of 2
Rev: 7/27/2023
RESOLUTION NO. _____
A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
AMENDING COUN CIL POLICY 020 ENTITLED
“PROCLAMATIONS, COMM ENDATIONS AND CERTIFICATES
OF RECOGNITION”
WHEREAS, the City of Santa Clara Council Policy Manual includes policies and proc edures by which the City Council, Boards, Commissions, Standing and Ad Hoc Committees, shall conduct City business and activities; and;
WHEREAS, the purpose of Council Policy 020 is to outline the procedures to identify the authority, criteria, and procedure for the recognition of individuals, groups, organizations, businesses, special periods of observance, or special occasions through the issuance of proclamations, commendations, or certificates of recognition; and WHEREAS, the amended policy includes a revised definition for Proclamations stating, “Proclamations are issued to give City recognition of special periods of observance (e.g. days, weeks, or months), civic celebrations, or local, community, regi onal, state or national occasions or programs with significance to the City of Santa Clara,” and WHEREAS, the amended policy includes the addition of “City Council District Certificates of Recognition” to acknowledge individuals or group achievement, contributions to the community within the City Council district; and
WHEREAS, the amended policy includes the addition of signatures of the Mayor and City Councilmembers on all proclamations and commendations .
NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:
1. That the amended Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”), attached hereto as Attachment 1, is hereby approved and adopted by the City Council of the City of Santa Clara.
3. Effective date. This resolution shall become effective immediately .
I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED Resolution/*insert general purpose Page 2 of 2
Rev: 7/27/2023
AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 10th DAY OF SEPTEMBER, 2024, 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. Council Policy )20 (“Proclamations, Commendations and Certificates of Recognition”)