Agenda packet — Governance and Ethics Committee, December 2, 2024

City of Santa Clara
Meeting Agenda
Governance and Ethics Committee
City Hall – Council Chambers
1500 Warburton Avenue
Santa Clara, CA 95050
1:00 PMMonday, December 2, 2024
The City of Santa Clara is conducting Governance and Ethics Committee meetings in-person and continues to have methods for the public to participate remotely or in-person. • Via Zoom: https://santaclaraca.zoom.us/j/98559951444
• Webinar ID: 985 5995 1444
• By phone: +1 669 444 9171
To submit written public comment before meeting:

Send email to [email protected] by 9 a.m. the day of the meeting. Those emails will be forwarded to Committee members and will be uploaded as supplemental meeting material.

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

CALL TO ORDER AND ROLL CALL

CONSENT CALENDAR
1A. Approval of the October 4, 2024 Governance and Ethics Committee Special Meeting Minutes
24-863
Approve the minutes of the October 4, 2024
Governance and Ethics Committee Special 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

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Governance and Ethics Committee Meeting Agenda December 2, 2024

2. Presentation by Outside Consultant of the Review of and Recommendations
Regarding Existing City’s Ethics Policies and
Solicitation of Committee Input on Appropriate Next Steps 24-705
Receive Consultant’s Report and Provide Any Input
to the Consultant’s Recommendations
Recommendation:

3. 24-772 Discussion and Direction on District Communication Options Provide Direction on District Communication Options
Recommendations by the Governance and Ethics
Committee and Forward for Consideration and
Approval by the City Council.

Recommendation:

STAFF REPORTS

COMMITTEE MEMBER REPORTS / FUTURE REFERRAL ITEMS FOR CONSIDERATION

ADJOURNMENT

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Governance and Ethics Committee Meeting Agenda December 2, 2024

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.

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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-863 Agenda Date: 12/2/2024

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Approval of the October 4, 2024 Governance and Ethics Committee Special 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 Governance and Ethics 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 protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve the minutes of the October 4, 2024 Governance and Ethics Committee Special Meeting Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. October 4, 2024 Governance and Ethics Committee Meeting Minutes City of Santa Clara Printed on 11/26/2024Page 1 of 1
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City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
Draft
10:00 AM City Hall – Council Chambers
1500 Warburton Avenue
Santa Clara, CA 95050
10/04/2024
Special Meeting
The City of Santa Clara is conducting Governance and Ethics Committee meetings in-person and continues to have methods for the public to participate remotely or in-person. • Via Zoom: https://santaclaraca.zoom.us/j/98559951444
• Webinar ID: 985 5995 1444
• By phone: +1 669 444 9171
To submit written public comment before meeting:

Send email to [email protected] by 8 a.m. the day of the meeting. Those emails will be forwarded to Committee members and will be uploaded as supplemental meeting material.

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

CALL TO ORDER AND ROLL CALL
Chair Chahal called the meeting to order at 10:09 a.m.

Chair Raj Chahal, Member Suds Jain, and Member Kevin ParkPresent 3 -

CONSENT CALENDAR
1A. 24-706 Approval of the July 2, 2024 Governance and Ethics Committee Special Meeting Minutes
Recommendation: Approve the minutes of the July 2, 2024 Governance and Ethics Committee Special Meeting
Committee Member Jain motioned, seconded by Committee
Member Park to approve the meeting minutes for the July 2, 2024 Governance and Ethics Committee meeting.

Aye: Chair Chahal, Member Jain, and Member Park3 -

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10/04/2024Governance and Ethics Committee Meeting Minutes

PUBLIC PRESENTATIONS
None.

GENERAL BUSINESS

2. 24-437 Review and Discussion of Text Message Retention Recommendation: Consider and direct staff to develop possible modifications to Council Policy 046 regarding the City’s text message retention policy, for consideration and approval by the full City Council
Staff presented information on potential options for a text messaging archive platform, Smarsh, for City-issued mobile phones. The Committee discussed various options for maintaining text messages as public records on both City and personal mobile devices for City business matters.

Committee Member Park motioned, seconded by Committee
Member Jain and motioned approved to: 1) Adopt the 2-year retention policy for text messages in Council Policy 046 and forward to full City Council for consideration and approval. 2) The Committee directed staff o return to the Governance and Ethics Committee with additional options for other applications for text message retention, in addition to SMARSH for consideration by the Committee.

Aye: Chair Chahal, Member Jain, and Member Park3 -

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10/04/2024Governance and Ethics Committee Meeting Minutes

3. 24-707 Action on a Council Policy for Meeting Management Procedures and Protocols for Recommendation to the City Council for its Consideration and Approval
Recommendation: Consider proposed new Council Policy 054, entitled Council Meeting Management Procedures and Protocols, and provide direction to staff as the Committee deems appropriate to forward the policy, with any approved modifications, for consideration and approval by the City Council City Attorney Glen Googins preserted on Agenda item #3 - Action on a Policy for Meeting Management protocols. City Attorney Googins presented information on a recommended formal policy and procedure, Council Policy 054 ("City Council Meeting Management Procedures and Protocols") for consideration by the Committee.

City Attorney Googins stated some rules are consistent with current Council practices that had not been formalized, other proposed rules and procedures are taken directly by Rosenberg’s Rules of Order, or are based on “best practice” rules used by other cities. The policy is expressly subject to the requirements of the Brown Act and the terms of the City Charter.

The Committee discussed the draft policy for consideration to be forwarded to the full City Council for its consideration. Committee Member Park commented the policy should not discourage debate or additional rounds of questions.

Committee Member Jain motioned, seconded by Committee
Member Park and motion passed to approve the staff
recommendations as presented for Council Policy 054 for Meeting Management Procedures.

Aye: Chair Chahal, Member Jain, and Member Park3 -

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10/04/2024Governance and Ethics Committee Meeting Minutes

4. 24-704 Review and Discussion of Mayoral Certificates of Recognition and Possible Recommendations to bring forth to the City Council for Consideration
Recommendation: Discuss and provide direction regarding Mayoral Certificates of Recognition
Staff presented background on Item #4 for the Review and Discussion of Mayoral Certificates of Recognition and possible revisions to the policy.

Staff presented background that on the June 10, 2024, the Committee requested further discussion on Mayoral Certificates of Recognition. On September 10, 2024, the City Council approved amendments to Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) which included substantial changes to the policy to include City Council signatures on Proclamations & Commendations, and the addition of a new City Council District Certificates of Recognition which bear the signature of the Mayor and the particular City Councilmember.

The Committee had a discussion on Council Policy 020. Committee members discussed potentially including a process in the policy to change the guidelines specifically for Mayoral Cert to include the signature of a City Councilmember when requested, in addition to the Mayor, on the Mayoral Certificates of Recognition.

Committee Member Jain motioned, seconded by Committee
Member Park to amend Council Policy 020 for Mayoral Certificates of Recognition, if requested by a Councilmember of particular Council district and if Councilmember has interest in the organization, the Mayoral Certificate of Recognition also bear the signature of the Mayor and City Councillmember. The action was to bring this forth to the full City Council for consideration.

Aye: Chair Chahal, and Member Jain2 -
Nay: Member Park1 -

STAFF REPORT
None.

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION None.

ADJOURNMENT
Chair Chahal adjourned the meeting at 2:41 p.m.

Committee Member Jain motioned to adjourn the meeting,
seconded by Committee Member Chahal to adjourn at 2:41 p.m.

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10/04/2024Governance and Ethics Committee Meeting Minutes The next regular Special Governance and Ethics Committee meeting is on December 2, 2024 at 1 p.m.

MEETING DISCLOSURES

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10/04/2024Governance and Ethics Committee Meeting Minutes 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.

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.

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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-705 Agenda Date: 12/2/2024

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Presentation by Outside Consultant of the Review of and Recommendations Regarding Existing City’s Ethics Policies and Solicitation of Committee Input on Appropriate Next Steps

BACKGROUND
In June 2023, the Governance and Ethics Committee discussed the City’s ethics program and referred the matter to the full Council. In July 2023, the City Council heard the item and directed staff to: Conduct a special meeting with the City Council to include AB1234 Ethics annual training with the City Attorney. The AB 1234 training took place on October 26, 2023, and another session is being scheduled for early 2025. The Council also directed staff to explore hiring a consultant for the review of existing City Ethics documents. LCW has been retained to review existing City Ethics documents after a Request for proposal process was completed to solicit qualified firms to review current behavioral standards and existing ethics documents per the City Council direction. Documents identified for review include the City Code of Ethics and Values (Attachment 1), Behavioral Standards for Councilmembers (Attachment 2), the City Council Admonition and Censure Policy (Council Policy 047) (Attachment 3), and the City’s “revolving door” ordinance (Attachment 4).

The City received three proposals and selected Liebert Cassidy Whitmore (LCW), a law firm with a 40+ year history providing employment law services to public sector clients. LCW’s background in the evaluation of ethical conflicts and the provision of ethics training made them a strong candidate to conduct this work in the City of Santa Clara.

LCW is working on this project, and Morin I. Jacob, the San Francisco Office’s Managing Partner, is the lead. Ms. Jacob has an extensive employment law advice and counsel practice wherein she works with clients to develop solutions to challenges and legal issues designed to help prevent litigation. She also advises public agencies on issues involving ethics and the conduct of elected officials. In addition, she is a defense-side employment litigator, with experience ranging from pre-litigation through jury trial and appeal. Her jury trial experience includes defense against claims of harassment, discrimination, retaliation and whistleblower allegations. In addition to trials and arbitrations, she represents clients in administrative proceedings and agencies in binding arbitrations and other disciplinary appeal hearings. She also conducts workplace investigations and holds a certificate from the Association of Workplace Investigators.

Morin Jacob’s will be present at the December 2, 2024 Governance and Ethics Committee meeting for an update on her efforts.

In addition to the above referral, there were two additional findings and recommendations that resulted from the Grand Jury Report titled, “Irreconcilable Differences”. The City Council directed that City of Santa Clara Printed on 11/26/2024Page 1 of 3
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24-705 Agenda Date: 12/2/2024
the scope of work for the Ethics document review effort be expanded to include one of the referrals regarding adopting robust ethics training strategies supported by policy. This referral has been added to LCWs scope of work.

The other recommendation called for establishing an Independent Ethics Commission to oversee the behavior of Councilmembers and to ensure they model positive engagement with the public and reclaim the public’s trust.

In response to this referral, the City has released an RFP to solicit assistance from a qualified consultant to identify options and best practices for the structure, powers and duties for such commissions and/or program. Staff will report out on the RFP at a later date since this procurement process is not yet completed.

DISCUSSION
LCW has conducted a review of the following Ethics documents:

1. City Code of Ethics and Values

2. Behavioral Standards for Councilmembers

3. City Council Admonition and Censure Policy (Council Policy 047)

4. Chapter 2.145, Restrictions on activities of City officials and certain City employees Ms. Jacob will meet with the Governance and Ethics Committee on December 2, 2024 to discuss her review and potential recommendations and efforts pertaining to the aforementioned Ethics documents.

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 to the City other than staff time.

COORDINATION
This report was coordinated with the City Attorney’s Office and the City Manager’s Office.

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 protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Receive Consultant’s Report and Provide Any Input to the Consultant’s Recommendations City of Santa Clara Printed on 11/26/2024Page 2 of 3
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24-705 Agenda Date: 12/2/2024

ATTACHMENTS

1. City Code of Ethics and Values

2. Behavioral Standards for Councilmembers

3. City Council Admonition and Censure Policy (Council Policy 047)

4. Chapter 2.145, Restrictions on activities of City officials and certain City employees City of Santa Clara Printed on 11/26/2024Page 3 of 3
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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

City of Santa Clara
Council Policy Manual

ADMONITION AND CENSURE POLICY
Adopted May 2018 P&P 047 Page 1 of 2
PURPOSE This policy applies only to the Mayor and City Council members for improper conduct that may result in admonition or censure.

POLICY It is the policy of the City Council that all of its members shall abide by federal and state law, City ordinance s, and City policies, including the Code of Ethics and Values. Violations of such law or policy tends to injure the good name of the City and to undermine the effectiveness of the City Council as a whole.

Depending on the circumstances of alleged violation s of law or policy, the Council may initiate an investigation of the allegations prior to the filing of a request for any of the actions described in this policy.

Nothing in this policy shall preclude individual Council Members from making public statements regarding such alleged conduct.

At any point during any of the processes described in this policy, the Council may refer the matter, as appropriate, to the Santa Clara County District Attorney for investigation. Following such a referral, the Council may proceed with any actions it chooses to undertake under the provisions of this policy. While the Council has broad discretion in deciding actions it may choose to take in response to violations of law or policy, this policy provides definitions and proce dures related to two types of action: admonition and censure.

Admonition
An admonition may typically be directed to all members of the City Council, reminding them that a particular type of behavior is in violation of law or City policy, and that, if it oc curs or is found to have occurred, could make a member subject to censure. An admonition may be issued in response to a particular alleged action or actions, although it would not necessarily have to be triggered by such allegations. An admonition may be issued by the City Council prior to any findings of fact regarding allegations, and because it is a warning or reminder, would not necessary require an investigation or separate hearings to determine whether the allegation is true. An admonition may also be treated as taking action to criticize a council member’s conduct. The right to criticize is protected by the First Amendment, and may be done individually, or as a whole by motion.

Censure
Censure is an official reprimand or condemnation made by City Cou ncil in response to specified conduct by one of its own member. Censure is disciplinary in nature, and requires the formal adoption of a resolution setting forth the council member’s alleged violations of law and/or City of
, Santa Clara
The Center of What's Possible
ADMONITION AND CENSURE POLICY (cont.)
Adopted May 2018 P&P 047 Page 2 of 2
policies. Censure may require an investigation, and must protect the due process rights of the council member. Censure carries no fine or suspension of the rights of the council member as an e lected official but a censure is a punitive action that serves as a punishment for wrongdoing.

PROCEDURE Informal Admonition
An individual Council Member can make an admonition at any Council meeting during the Public Presentations or Reports of Members and Special Committees portion of the meeting.

Censure
The Council may request a formal censure actio n be placed on a Council agenda. The City Clerk shall provide notice of the possible censure to the Councilmember who is the subject of the action. The notice shall contain the specific charges on which the proposed censure is based and the date and time t hat the matter will be heard . Upon hearing the testimony, the Council may take action by resolution setting forth its findings and stating the terms of the censure.

Reference: City Council-approved policy dated 5/15/2018

Sections:

2.145.010 Purpose.

2.145.020 Definitions.

Chapter 2.145

RESTRICTIONS ON ACTIVITIES

OF CITY OFFICIALS AND

CERTAIN CITY EMPLOYEES

2.145.030 Prohibitions - Post service activities for compensation.

2.145.040 Exceptions.

2.145.050 Applicability.

2.145.060 Waiver.

2.145.070 Sanctions.

I 2.145.010 Purpose.

The purposes of this chapter are:
(a) To prevent former City officials and designated City employees from using their influence with the City or agency for personal gain.
(b) To prevent private for-profit business entities from obtaining a real or perceived unfair advantage in dealing with the City or agencies by hiring former City or agency officials and/or designated City employees.
(c) To comply with the City "Code of Ethics and Values." (d) To attempt to assure the independence, impartiality and integrity of City and agency officials and designated City employees in making governmental actions and decisions. (Ord. 1755 § 2, 7-18-00).

2.145.020 Definitions.

For purposes of this chapter, the terms below shall have the following meaning :
(a) "Agency official" shall mean, respectively , the Chairperson and agency members of (1) the Redevelopment Agency of the City of Santa Clara ("RDA"), (2) the Sports and Open Space Authority of the City of Santa Clara ("SOSA"), (3) the City of Santa Clara Housing Authority ("HA") and (4) the Santa Clara Stadium Authority ("SA"). The RDA, SOSA, HA and SA may be referred to individually or collectively as "agency'' as the context indicates.
(b) "City official" shall mean the Mayor and City Council members. (c) "Commission" shall mean any body (commission, board, etc.) created by the City Charter, City Code or action of the City Council whose members are required to file statements of econom ic interest pursuant to the State Political Reform Act of 1974 (Government Code Section 81000 et seq.) (d) "Commission official" shall mean any member of a City commission . (e) "Designated City employee" shall be those City employees designated from time to time by the City Manager as subject to the provisions of this chapter . Annually, the City Manager will provide the City Council with a list of designated City employees .
(f} "Nonprofit organization" shall mean an entity which would qualify as such under the Federal Internal Revenue Code and has engaged in programs or projects which have received financial or other formal support from the City Council or agency board within the past five years. (g) ''Transitional services" shall mean services involving technical or specialized knowledge required to complete a project or to provide temporary consulting services to the City or agency. (h) "Work" shall mean any activity, for which compensation is received from any source, including compensation received as an independent contractor . Work includes the supervision or direction of others performing work, except as provided in SCCC 2.145.050. Work for the City or an agency also includes any action of any sort whatsoever taken in one's official capacity. Service by a City or an agency official or designated City employee on any type of board, committee, subcommittee or similar body as a representative of the City or agency is deemed to be work for the City or an agency. (Ord. 1755 § 2, 7-18- 00; Ord. 1884 § 1, 4-19-11).

2.145.030 Prohibitions - Post service activities for compensation.

Except as provided otherwise in this chapter, for one year immediately following the termination of City, agency or commission office or employment, former City officials, agency officials, commission officials (collectively referred to as "affected City official(s)") and designated City employees shall not, for compensation :
(a) Work on any matter which the affected City official or designated City employee previously worked on for the City.
(b) Represent anyone else before the City Council, a City agency, a City commission or staff of the City. (c) Receive any gift or payment in excess of the amount determined from time to time by the Fair Political Practices Commission from any person who was, in any way, involved in or affected by the work of the affected City official or designated City employee . (Ord. 1755 § 2, 7-18-00).

I 2.145.040 Exceptions.

The following work shall not be subject to the prohibitions of SCCC 2.145.030:
(a) As an employee or volunteer of a nonprofit organization, as defined in SCCC 2.145.020(f}. (b) As an employee of a governmental entity.
(c) As an employee pursuant to City Charter Section 802 which, subject to the civil service provisions of the City Charter, grants authority to the City Manager to make personnel appointments. (d) As an independent contractor of the City or agency where it has been determined that it is in the best interest of the City or agency to retain the former affected City official or City employee to provide transitional services. Such determination shall be made by the person or body authorized to enter into such a contract. In the independent contractor situation, the City or agency shall contract directly with the former affected City official or City employee . The rate of compensation for such services shall not exceed the former official or employee's rate of pay, including benefits, at the time City or agency service terminated. (Ord. 1755 § 2, 7-18-00).

I 2.145.050 Applicability.
(a) The provisions of this chapter shall not apply to prevent a former affected City official or designated City employee from testifying as a percipient witness in any legal proceeding . (b) The provisions of this chapter shall not apply to prevent a former affected City official or designated City employee from working as a supervisor of a person or persons performing work that would be prohibited by this chapter, so long as the supervisor is screened from any personal participation in the work and receives no part of the fee therefrom. (Ord. 1755 § 2, 7-18-00).

I 2.145.060 Waiver.

The City Council, RDA, SOSA, HA or SA may waive the prohibitions of SCCC 2.145.030, upon full disclosure of the facts surround ing the proposed activity, if the City Council, RDA, SOSA, HA or SA finds that such waiver is in the best interest of the City or agency and that such waiver is not inconsistent with the purposes of this chapter as set forth i n SCCC 2.145.010. (Ord. 1755 § 2, 7-18-00; Ord. 1884 § 2, 4-19- 11 ).

2.145.070 Sanctions.

In addition to any other remedy provided in this Code, the following sanctions shall also apply to any violations of this chapter where appropriate :
(a) Upon the petition of any person, a court or the presiding officer of any proceeding shall, after providing notice and an opportunity for hearing, exclude any person found to be in violation of this chapter from further participation, or from assisting or counseling any other participant, in the matter then pending before such court or body.
(b) The City or agency shall be entitled to recover from any former City or agency official or designated City employee the monetary value of any compensation or thing of value provided to such person in violation of the provisions of this chapter. (Ord. 1755 § 2, 7-18-00).

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-772 Agenda Date: 12/2/2024

REPORT TO GOVERNANCE AND ETHICS COMMITTEE

SUBJECT
Discussion and Direction on District Communication Options

BACKGROUND
City Hall News started in 2019 as a monthly digital publication featuring City news, initiatives, events, and a message from the City Manager. In 2021, City Councilmembers expressed an interest in sending regular communications to their District constituents. To that end, the publication was rebranded to include a message from the Mayor instead of the City Manager, and Councilmembers were given the option of including a message with the same City Hall News monthly content. On any given month, if the Councilmember submitted a City Hall News message, the digital publication was made available to the public during that month.

City Hall News is distributed via the GovDelivery platform to approximately 50,000 eNews subscribers each month and is archived on the City website where it is viewable in both Flipbook and PDF formats. Currently, each version of City Hall News with councilmember messages are also promoted on the City’s social media channels.

DISCUSSION
As background, the Governance and Ethics Committee included the topic of District Communication options as part of their 2024 work plan. Through the review of our current communication options, staff proposes decoupling City Hall News from Mayor and District Councilmember messages to the community, and provide each District Councilmember the ability to send newsletters to subscribers in their districts. The Mayor, as the ceremonial head of the City, would continue to utilize the citywide distribution list to send her/his message to the community.

Mayor and Council Distribution Lists
The City uses GovDelivery as its email distribution platform. Staff is proposing to develop distribution lists for each council district on the City’s eNews platform. Since the Mayor is not assigned a district and is considered the ceremonial head of the City, she/he would be able to send her message citywide which is already the current practice Councilmembers will be able to communicate directly with their District news subscribers. This will allow councilmembers to provide specific information about their district that is relevant to those who live in that district.

Newsletter Guidelines
To manage workload due to citywide communication efforts, city staff proposes the following for Mayor and Council:

City of Santa Clara Printed on 11/26/2024Page 1 of 2
powered by Legistar™
24-772 Agenda Date: 12/2/2024
· Submit a message up to 500-700 words
· Submit up to three to five images
· Message sent to eNews subscribers on a monthly basis
· Content submissions due the second the week of each month Content and images should be sent via email to the Communications Team. After staff review, the messages will be formatted in Gov Delivery and sent out to the distribution lists.

The City Communications team will promote the eNews subscription lists via social media and other City publications. Prior to implementation, City Communications will promote to the public that they can subscribe to the District distribution lists via social media and City publications.

By decoupling City Hall News from Council District newsletters, City Halls News would stand on its own as the official source of monthly news for the City. Communications staff would launch a campaign to rebrand City Hall News to generate more subscribers and unveil a new look.

FISCAL IMPACT
There is no fiscal impact associated with the approval of the recommendation other than staff time.

COORDINATION
This report was coordinated by the City Manager’s Office

RECOMMENDATION
Provide Direction on District Communication Options Recommendations by the Governance and Ethics Committee and Forward for Consideration and Approval by the City Council.

Reviewed by: Janine De la Vega, Director of Communications/PIO, City Manager’s Office Approved by: Jovan Grogan, City Manager
City of Santa Clara Printed on 11/26/2024Page 2 of 2
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Governance and Ethics CommitteeDecember 2, 2024

Governance and Ethics Committee
December 2, 2024