Amendments to Council Policy Manual
Chapter 7 – Planning & Management
Sarah Johnson-Rios, Assistant City Manager
December 9, 2025
2City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 • Staff periodically reviews Council Policies as operational needs warrant. • Minor clarifications handled administratively; substantive changes brought to Council.
• 19 policies reviewed in first phase
Chapter 7 – Planning and Management
Policies outdated, duplicative, or contradictory
Goal to clarify, reduce duplication, and simplify where appropriate Background
3City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 • 16 policies consolidated into 6 updated policies.
• Addresses staff support, Council communications, travel, recognition, intergovernmental appointments.
• Policies consolidated include:
Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers Council Policy 7.4.4 Council Travel and Conferences
Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies Consolidated & Amended Policies
4City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 • Council Policy 7.4.2 Council Equipment, Materials, and Supplies • Council Policy 7.4.3 Meetings: Scheduling and Use of City Facilities • Council Policy 7.4.5 Ceremonial Events
• Council Policy 7.4.6 Council Announcements and Speeches • Council Policy 7.4.7 Council Correspondence
• Council Policy 7.4.8 Mayor and Council Mail, Answer Point Email, and Meeting Packets
• Council Policy 7.4.9 Receiving and Responding to Community Member Inquiries and Concerns
• Council Policy 7.4.10 Council Inquiries and Requests for Information and Records • Council Policy 7.4.11 Council Files
• Council Policy 7.4.13 Council Subcommittees and Council or Mayor-Created Advisory Task Forces
Proposed Policy Deletions (10)
5City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 • Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships Proposed Revision: City Manager authority updated to $250K. • Council Policy 7.2.19 Boards and Commissions
Proposed Revision: Standing Committee replaced with Ad Hoc Committee.
• Council Policy 7.3.19 Council Meetings
Proposed Revision: New protocols for document/presentation submittals.
Other Updated Policies (3)
6City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 Current Council Policy Project Status
Next Steps
Review ~20 Policies
in 2026
7City of Sunnyvale – Council Policy Amendments to Chapter 7 – Dec 2025 Approve Alternatives 1 through 10:
1. Approve the Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships
2. Approve the Council Policy 7.2.19 Boards and Commissions
3. Approve the Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications
4. Approve the Council Policy 7.3.19 Council Meetings
5. Approve the Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events
6. Approve the Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries
7. Approve the Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers
8. Approve the Council Policy 7.4.4 Council Travel and Conferences
9. Approve the Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies
10. Approve the Proposed Deleted Council Policies
Council Direction
Thank you
Questions?