REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Discuss and Provide direction to Staff on a potential Council Policy that provides Guidance on the scheduled start times for City Council meetings (DEFERRED FROM MARCH 3, 2025)
Report
BACKGROUND
The purpose of this item is for the Governance and Ethics Committee to discuss and provide direction to staff on a potential Council Policy that provides guidance for the start time for City Council meetings.
DISCUSSION
Section 707 of the City Charter requires two regular City Council meetings a month but does not specify the date or times for such meetings. Instead, it provides that the times for such meetings be set by Council ordinance or resolution. Currently, the dates for regular Council meetings are set by Council resolution adopted prior to the start of each calendar year.
Regular meeting start times have traditionally been set at 7:00 p.m. and the City strives to have closed sessions and study sessions occur on the same day as regular meetings between the hours of 5:00 p.m. and 7:00 p.m. Occasionally, it is necessary to schedule a closed session and/or study session on a date that does not coincide with a regular meeting and, in such cases, a date and time are set by staff after reviewing calendars and polling availability of City Councilmembers.
City staff in the City Clerk’s Office poll City Councilmembers availability by contacting each member via phone, email or text. Staff seeks information on the Councilmembers’ availability and desired adjustment to the proposed days and time for special meetings, closed sessions, and other non-regular City Council or Stadium Authority meetings.
Occasionally, it is not possible to find a time when all members of the City Council are available for a City Council meeting, study session, closed session or special meeting. In such cases, albeit rare, it can be necessary for staff to schedule a meeting at a time when one or more City Councilmembers have stated that they cannot attend, but a quorum of the members can attend.
At the Special Governance and Ethics Committee meeting on May 1, 2025, staff requests the Committee discuss and provide feedback and direction on a potential Council Policy to address the scheduling and start times of legislative meetings which include City Council meetings, closed sessions, special meetings and study sessions.
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 other than City administrative staff time.
COORDINATION
This report has been coordinated with the City Attorney’s Office, City Clerk’s Office, and City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the 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
Discuss and Provide direction to Staff on a potential Council Policy that Provides Guidance on the scheduled Start times for City Council meetings, if any, for consideration by the City Council.
Staff
Approved by: Jovan D. Grogan, City Manager