REPORT TO THE CHARTER REVIEW COMMITTEE
SUBJECT
Title
Discussion and Action on Proposed Community Engagement Strategies and Other Resources for the 2023 Charter Review Committee
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
The purpose of this item is to seek approval from the Charter Review Committee (“Committee”) on elements of a proposed community engagement strategy including additional data research that will be provided to the Committee to assist with their deliberations. Specific items for approval include the discussion of a proposed format for public hearings and communications channels to be used for public outreach.
DISCUSSION
In the current proposed schedule, staff has included two public hearings, with one to take place at the Santa Clara Central Park Library and the other at Santa Clara City Hall, Council Chambers.
All meetings of the Committee will be conducted in a hybrid environment so that residents who cannot attend the meeting in person, may do so online. In addition, recordings of the meetings will be posted on the City’s website for those individuals who cannot attend on the day of the scheduled meeting. In order to allow for adequate time to promote the remainder of the Committee meetings, staff is requesting that the Committee members take action to finalize the meeting calendar to accommodate any scheduling conflicts that may exist.
Proposed Outreach Strategies
In addition to establishing a set meeting calendar, staff is proposing the following outreach strategies:
1. Two public hearings
a. Staff is proposing the following format for the two public hearings: 1) Presentation on Best Practice Information and Expert Testimony regarding attributes that distinguish elected from appointed positions. This would allow for presentations both the Santa Clara Police Chief, the City Clerk and outside experts; 2) Questions from the Committee; 3) testimony from the public; 4) Closing remarks. It is recommended that testimony for each position be taken separately - first for the City Clerk and then for the Police Chief. An additional public hearing can be scheduled if needed. The proposed schedule allows for this flexibility if needed.
b. Consistent with Council practice, it is recommended that the Committee allocate two minutes per speaker during the public hearing and that Committee members take public testimony and ask only clarifying questions of each speaker in order to maximize the amount of time available for the public to speak on the dates of the public hearing.
c. The meeting to draft initial recommendations will be an opportunity to review public testimony and any additional best practice information that may have been requested.
2. A dedicated webpage has been created and is enclosed as Attachment 1. Upon approval of the Committee, the webpage will go live and be updated throughout the Charter Review Committee process. It will serve as a central repository of information of the Charter Review Committee.
3. Use of the City’s communications channels including gov.delivery and social media. Staff will continue to push out updates before and after each Committee meeting to keep the public informed of Committee activities and to encourage participation at future meetings.
It is important to keep in mind that the Committee has a limited window within which to complete its work. The goal is to present the Committee’s recommendations at the November 7, 2023 City Council meeting. Consequently, it is important that focused efforts be made to ensure community participation at the public hearings.
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 15478(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
There is no fiscal impact associated with this other with the exception of staff time.
COORDINATION
This report has been coordinated with the City Clerk’s office and the City Attorney.
PUBLIC CONTACT
Public contact was made by posting the Charter Review Committee 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
The Committee:
1. Approve the community engagement strategies as proposed;
2. Provide direction on any additional needs that the Committee may have with respect to best practices, outstanding questions or other resource information to be provided to the Committee in a timely manner in alignment with the goal of a November 7, 2023 City Council presentation.
Staff
Reviewed by: Cynthia Bojorquez, Assistant City Manager
Approved by: Jōvan Grogan, City Manager
ATTACHMENTS
1. Draft of 2023 Charter Review Committee Webpage