REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Review and Action on the 2025 Governance and Ethics Committee Workplan (DEFERRED FROM MARCH 3, 2025)
Report
BACKGROUND
The Governance and Ethics Committee was established by City Council action on February 5, 2019. The Governance and Ethics Committee focuses on the refinement and establishment of policies and procedures regarding City Council operations, general good government practices, and implementation of the City’s Code of Ethics & Values program. In addition, the Committee also reviews naming recommendations for City facilities and buildings and reviews and recommends amendments, if any, to City Council Policies.
DISCUSSION
On an annual basis, the Governance and Ethics Committee establishes a workplan with items prioritized for the calendar year. Additional items may be recommended by the Committee or staff, which staff will bring forward as appropriate. To prepare and plan for the Committee workload, staff has developed a proposed Governance and Ethics Committee workplan for the 2025 calendar year.
2025 Workplan
City Council Policy and Procedures Manual
As background, the City Council Policy manual sets forth policies and procedures by which the City Council, Boards, Commissions, Standing and Ad Hoc Committees, shall conduct City Council business and activities. The Council Policy manual establishes standard policies to guide several of the various functions of the City Council and procedures by which such functions are to be performed.
Currently, the City Council Policy manual includes 53 separate Council policies, some which are currently active and some which have been rescinded. The current process requires the development of any new policies to be added as an additional separate policy to the current 53 policies.
As a workplan priority for 2025, staff recommends developing a comprehensive City Council Policy and Procedures manual to modernize and provide an efficient and useful tool for the City Council and the public to gather information on City Council policies and procedures. The comprehensive manual would incorporate the existing 53 separate Council policies and provide an opportunity to review and update outdated policies and procedures. In addition, the City Council Policy and Procedures manual would be reviewed periodically by the City Council for approval and be amended by Resolution as needed.
Staff endeavors to begin work to develop a comprehensive City Council Policies and Procedures manual and targets the completion of the first draft in December 2025.
The following agenda items include items requested by the Committee and recommended by staff for the 2025 workplan. It is also important to note, some agenda items may require continuance and will return to the Committee for further discussion and approval. The Committee and staff may amend the workplan and bring forth other pertinent agenda items as needed.
Proposed 2025 Workplan Items
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Committee Meeting Date: |
Agenda Item(s): |
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March 3, 2025 |
1) Informational Report on Ethics Documents 2) Comprehensive City Charter Update Proposal (DEFERRED to MAY 1, 2025) 3) Review and Action on 2025 Workplan (DEFERRED to MAY 1, 2025) 4) Discuss and Provide direction to Staff on a potential Council Policy that provides Guidance on the scheduled start times for City Council meetings (DEFERRED to MAY 1, 2025) |
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May 1, 2025 |
1) Comprehensive City Charter Update Proposal 2) Review and Action on 2025 Workplan 3) Discuss and Provide direction to Staff on a potential Council Policy that provides Guidance on the scheduled start times for City Council meetings |
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June 2, 2025 |
1) Informational Report on Commissions, Boards and Committees Recruitment and Selection Process and Annual Workplan Process 2) Review and Approval on Amendments to Council Policy 035 (“Naming of Facilities”) |
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September 8, 2025 |
1) Review and Approval for New Ticket Distribution Policy for City Officials 2) Review and Approval on Amendments to Council Policy 050 ("Gifts to Elected Officials and Appointed Officials") 3) Review and Approval on Amendments for Council Policy 043 ("Official Travel by Elected Officials") and Council Policy 006 ("Guidelines for Commissioners Attendance at Conferences and Training Events") |
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December 1, 2025 |
1) Review of a Policy Limiting Resolutions on Matters Outside Jurisdiction of the City 2) Review of additional Text Messaging Retention applications (in addition to Smarsh presented in 2024) 3) Review of Comprehensive City Council Policies and Procedure Manual (1st draft) |
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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated by the 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
Approve the 2025 Governance and Ethics Committee Workplan with any additional amendments.
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager