REPORT TO COUNCIL
SUBJECT
Title
Action on Recommendations from the Governance and Ethics Committee to Amend Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events")
Report
BACKGROUND
The City Council referred the review and discussion of a policy for speaking at events to the Governance and Ethics Committee. Council Policy 009 (“City Representation at Meetings, Ceremonies & Events”) (Attachment 1) addresses how the City will be officially represented at meetings, ceremonies, or special events by the Mayor and/or City Council.
At the March 4, 2024 Governance and Ethics Committee meeting, staff presented background and information on Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events") for review and discussion by the Committee. As part of the Report to the Committee (Attachment 2), staff provided a benchmark and summary of policies and procedures for ceremonial recognition and event speaking roles across neighboring cities. The benchmark showed standard practices for nearby cities, with Council districts, including the Cities of Campbell, Fremont, San Jose, and Sunnyvale. For all the cities benchmarked, the Mayor is the ceremonial head of the City and the designated speaker. In some instances, the City Councilmember who represents the district of the event location is also invited to speak and district representatives are always recognized.
The Committee discussed its desire to provide options for City Councilmembers to speak at city events, in addition to the Mayor for City-hosted events. Based on this feedback, staff was directed to return to the Committee with options for further review and discussion on amending Council Policy 009 to include more speaking options for City Councilmembers.
At the June 3, 2024, Governance and Ethics Committee meeting, staff (Attachment 3) presented a recommended approach based on the Committee’s previous guidance.
As part of the recommendations for City hosted events, staff presented options that consisted of two speaking roles including the Mayor as the primary speaker and the addition of a secondary speaker to be determined based on one or more of the following recommended criteria:
1. Councilmember representing the district (geographic location) could be offered the opportunity to speak;
2. Councilmember Rotation of speakers since many events often occur in the same Council district; and/or
3. Special Interest/Expertise - If a City Councilmember serves on a City Committee or Outside Agency Committee or Board which is related to the focus event.
The recommendations were based on various factors that were taken into consideration including:
• Length of Event: With an audience-driven approach, staff aimed to provide opportunities to plan an engaging event. The development of the event program and speaker run of show should not exceed the length appropriate for the intended audience or the environmental conditions/time of year.
• Speaker(s): Additionally, the goal was to develop a run of show that allows the event program to include partner and community voices in the program as appropriate to the event.
Committee Action
The Committee did not approve the staff recommendation pertaining to the options for two maximum speakers at City events and instead directed staff to forward the below amendments for full Council consideration.
In summary, the alternative option discussed by the Committee would allow all City Councilmembers to be given the opportunity to speak alongside the Mayor at City hosted events, with speaking times determined by staff based on the event program.
More details related to the discussion and the Committee’s recommended action are below.
DISCUSSION
Based on the final direction and recommendations from the Governance and Ethics Committee, staff has prepared an amended draft of Council Policy 009 ("City Representation at Meetings, Ceremonies, and Events") (Attachment 4) with the following proposed revisions for full Council consideration.
Proposed Amendments to Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
1. City Hosted Events: Based on the Committee’s recommendations, the policy will include an option for City Councilmembers to speak at the event.
• Primary Speaker:
a. 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.
b. 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.
c. As the presiding officer and the official ceremonial head, the Mayor will be allotted more time to speak.
• Secondary Speaker(s):
a. All members of the City Council will be given an option to speak at a City-hosted event.
b. 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.
c. Staff would not be required to provide any scripted remarks for additional City Councilmembers that may speak.
2. 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 shall request who represents or speaks from the City of Santa Clara.
b. If not specified, the invitation shall be referred to the Mayor first.
c. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor.
d. If the Vice Mayor is unable to attend, the invitation shall be referred to City Councilmembers in order of seniority.
e. The City Manager (or a designee) may also be requested to represent the City at an event.
f. The City Council may officially request a City Board or Commission member to represent the City on certain occasions.
At the August 27, 2024 City Council meeting, staff has brought forth recommendations from the Governance and Ethics Committee to amend Council Policy 009 (“City Representation at Meetings, Ceremonies, and Events”) for review and consideration by the full City Council.
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Manager’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the City Council 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 clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Adopt a resolution approving the amendments to Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) based on recommendations from the Governance and Ethics Committee.
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”)
2. RTC 24-24 - March 4, 2024 Report to Governance and Ethics Committee
3. RTC 24-439 - June 3, 2024 Report to Governance and Ethics Committee
4. Proposed Amended Council Policy 009 (“City Representation at Meetings, Ceremonies & Special Events”) Draft
5. Draft Resolution