REPORT TO COUNCIL
SUBJECT
Title
Action on a Council Written Request (Council Policy 030) Submitted by Mayor Gillmor and Councilmember Watanabe Requesting to Place on the Agenda at a Future Council Meeting the Santa Clara County Civil Grand Jury Report Titled “Irreconcilable Differences: Santa Clara City Council” for a Public Discussion, the Findings, and possible Council Action
Report
BOARD PILLARS
Enhance Community Engagement and Transparency
BACKGROUND
Council Policy 030 - Adding an Item on the Agenda (Attachment 1) sets forth the procedure for written petitions. After consultation with the City Manager (and/or City Attorney, as appropriate), the Mayor or any individual Councilmember may submit a written request by using the Council Item Request Form to the City Manager’s Office for inclusion of an item on a future City Council agenda. An item may be referred to the City Manager for inclusion on a City Council agenda during a Council meeting by City Council action.
The procedure for written request from the City Council shall be as follows:
1. Members of the City Council shall use the Council Item Request Form to submit a written request for inclusion of an item on a future City Council agenda.
2. Prior to submitting a Council Item Request from, the Member shall discuss the proposed request with the City Manager (And/or City Attorney, as appropriate) to determine if City staff’s response does not satisfy the Member’s request, the Member shall submit the Council Item Request form for placement on a future City Council agenda.
3. Once the City Clerk’s Office receives the Council Item Request form, it should immediately be forwarded to the City Manager for placement on an agenda, if possible, within two (2) Council meetings after receipt of the original request by the City Clerk’s Office. All written material (Council Item Request Form and any support material) will be submitted on the agenda in the form substantially provided by the requestor without any staff analysis, including fiscal review, legal review and policy review, until the City Council has had the opportunity to provide the direction to the City Manager.
The procedure for handling requests at the City Council meeting shall be as follows:
1. At the meeting where the request to add an item to a future agenda is heard, Council discussion is limited to whether the item should be added to an agenda and a date, not the merit of the item. Valid considerations that can be discussed include whether the matter is within the City’s jurisdiction, being addressed in some other way, City resource requirements, legality, timing, and prioritization.
2. Council may take the following actions when a request is made:
a. No Action.
b. Refer the request to City staff for further study and a timely report back to Council.
c. Refer the item to a future annual Council Priority Setting session meeting.
d. Placement on a future Council meeting agenda for further consideration or action.
3. At the meeting where the item is first considered, if a majority of the City Council supports further study of the item, then a full staff analysis shall be prepared within thirty (30) days, unless otherwise directed by the City Council. If the request requires more than thirty (30) calendar days to prepare, status updates will be provided to the City Council every sixty (60) days as an informational memo.
DISCUSSION
The City Clerk’s Office received a Council Written Request on June 18, 2024 from Mayor Gillmor and Councilmember Watanabe requesting to place an agenda item at a future council meeting regarding the Santa Clara County Civil Grand Jury Report Titled “Irreconcilable Differences: Santa Clara City Council” for a Public Discussion, the Findings, and possible Council Action. (Attachment 2). The request is for an item to be added to the July 9th City Council agenda “for a public discussion on the Grand Jury report, the findings, and possible council actions.” The Grand Jury report itself is attached to this report as Attachment 3.
Per Council Policy 030, Council discussion at the June 25th Council meeting is limited to whether the item should be added to a future agenda and a date, not the merit of the item. Valid considerations that can be discussed include whether the matter is within the City’s jurisdiction, being addressed in some other way, City resource requirements, legality, timing and prioritization.
FISCAL IMPACT
There is no fiscal impact other than administrative staff time.
COORDINATION
This report was coordinated with the City Attorney’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
Staff makes no recommendation.
Staff
Prepared by: Nora Pimentel, Assistant City Clerk
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Policy and Procedure 030-Adding an item on the Agenda
2. Council Written Request submitted by Mayor Gillmor and Councilmember Watanabe dated June 18, 2024
3. Grand Jury Report “Irreconcilable Differences: Santa Clara City Council”