1/28/2025 Item # 9
RTC 25-1222
City Council
Meeting
Item 9 - Recommendation
from Governance & Ethics
Committee on City Council
District Communication
1852
Options
THE MISSION CITY
January 28, 2025
City of
Santa Clara
the Concer of When Possible
Background
City Hall News
• In 2019, City Hall News started as a monthly
Now See Cr, Manian Deannal Santase
digital publication
- Included City news, initiatives, events,
and City Manager message
• In 2021, Councilmembers expressed interest in
sending out regular communications to District
constituents
• City Hall News rebranded to include Mayor
message and Councilmembers given the option
to include message
She cur
2 POST MEETING MATERIAL
1 1/28/2025 Item # 9
City of
Santa Clara
The Corter of Whor Possible
Background
City Hall News
From Majur Lies M. Gilleser
• City Hall News is distributed via
GovDelivery
- Reaches 50,000 eNews subscribers
each month
- Archived on website
Job
- Promoted monthly on City's social
media platforms
City of
Santa Clara
The Cefter of Whits Possible
Background
• As part of the 2024 workplan,
the Governance and Ethics
Committee explored possible
modifications to the citywide
digital newsletter program.
Reviewing how the
communications are
prepared, circulated and
distributed for each separate
District representative.
• The Committee
recommended the creation of
a new City Council Policy
1/28/2025 Item #9
City of
Santa Clara
The Center of Whan Fostlli:
Committee Recommendation
• City Hall News would continue to be issued as City's monthly newsletter
• Mayor and Councilmembers have option to submit monthly message which would be linked following City news section. • City would use existing subscriber list for City newsletter. *Subscribers would need to unsubscribe to no longer receive specific Mayor or district news.
5 City of
Santa Clara
Tre Coffet of Whats Fossile
Committee Recommendation Cont.
• Councilmembers have option to send
District 5 News
separate additional communications to their
respective District subscribers. May 2023
• Such messages would be sent using citywide
subscriber list, including option to unsubscribe.
• Councilmembers develop their own content.
*Best practices should be adhered to. Massage froes Councilmember Sudhanshu "Sude? Jain Councilmembers should refer to Guidelines for
Council Communications Using City Platforms.
Support Our Schocis!
Draft Mock-Up
3 1/28/2025 Item # 9
City of
Santa Clara
The Center of Whats fossible
Committee Recommendation Cont.
Committee Recommendation
News from the Mayor
From Mayer Lisa Ml. Gilmor
• Councilmember messages would not be limited
on length, images submitted and frequency.
• Disclaimer would be added to Councilmember ENERGY STAR certified room aie cleasers (or purifiers) ar nearly 60% more energy afloat than standard
messages that their views do not necessarily model. You can purchase up so thive room aie cleaners tor a retal of $225 in retates from Silcon Valey Pome
represent the official views of the City. Dreyou know but an old, reticent religerate could be erving in your electe? Second retriperators or
• City staff would continue to revisit process and treater garage are viceciaty wassfu of electioty. A great way to save money is to replace t with a more
workload. If necessary, staff would return to old tigerator of teezer at to cost through our program and receive a 350 rebate! Lt 2.102.302
Committee if any modifications were needed.
Sample Message
7 City of
Santa Clara
Tha Coffee of Whats Prasitle
Council Policy 054
Outlines process for implementing Mayor and District Communications Monthly Messages
• Councilmembers must submit to staff by the third week of the month or by deadlines established by staff.
• Staff will review the content and format in a template. • Staff's review is limited to typos/grammar corrections and compliance with Guidelines.
• Staff will attach a link to the monthly City Newsletter from Councilmembers who submitted content.
4 1/28/2025 Item #9
City of
Santa Clara
The Center of Wiwe Possible
Council Policy 054 cont.
Separate City Councilmember Messages
• Councilmembers submit content to staff with indication of their desired publication date. The proposed date should be no sooner than three business days after the submittal date.
• Staff will review the content and format in a template. • Staff's review is limited to typos/grammar corrections and compliance with Guidelines.
• If workload creates negative impacts to staff, the City Manager will go back to Council with recommended adjustments.
City of
Santa Clara
Council Policy 054 cont.
District Subscriber Lists
• The City utilizes an eNews subscription service to send email notifications to currently over 50,000 subscribers.
• Subscribers are part of the Citywide distribution list. • Subscribers will have the option to unsubscribe or remain on the subscriber list indicated by the "unsubscribe" hyperlink in the footer of each District message. 10 5
1/28/2025 Item # 9
City of
Santa Clara
The Copter of What Posses
Alternative
Amend Recommendation and reconsider
distribution list approach.
City ot ta Clare
• Provide each Councilmember the option to
grow their own list organically rather than
automatically sending to all 50,000 SIGN UP FOR
DISTRICT 2 NEWS
subscribers.
from Counclimember Ra] Chanel
• Staff will promote eNews District
subscription lists via social media and other
City publications
Sample Graphic
11 City of
Santa Clara
The Celetes of Whath Postite
Alternatives cont.
Distribution List Best Practices
• Best practice is to not automatically opt people in without their consent to receive messages they did not sign up for.
• This approach may frustrate subscribers, lead to complaints, and may prompt them to unsubscribe to all including City Hall News.
• Growing lists organically helps each councilmember target an audience that wants to receive news from that district or that particular councilmember. 12 6
1/28/2025 Item #9
City of
Santa Clara
The Center of Whats Rotalle
Recommendation:
• Adopt a resolution approving Council Policy 054
("City Councilmember District Communications")
based in the recommendation from the
Governance and Ethics Committee, with
amendments if any, provided by the City Council.
13 City of
Santa Clara
Virtual Meetings for Councilmembers
• Not addressed in the proposed Council Policy 054
• Would require some study and development of policy to create the parameters that a City zoom meeting link can be utilized by councilmembers for meetings with the public.
If desired by the Council, Staff recommendation is that the Council direct that this be referred to the Governance and Ethics Committee workplan to study.
14 7