REPORT TO CHARTER REVIEW COMMITTEE
SUBJECT
Title
Action to Form and Appoint Charter Review Committee Members to Ad Hoc Subcommittee Working Groups
Report
BACKGROUND
On September 16, 2025, the City Council took action to form a Charter Review Committee (“CRC”) to assist with a comprehensive review and update of the City Charter (the “Charter Project”). At that time, Council also approved the CRC Bylaws. Among other things, the Bylaws contemplated the formation of Ad Hoc Subcommittees to serve as “working groups” to facilitate the implementation of the Charter Project.
DISCUSSION
The nature and proposed use of Ad Hoc Subcommittees for the Charter Project was presented to the CRC at its first meeting on October 1, 2025. The idea was for the creation of multiple subcommittees with each subcommittee assigned a portion of the Charter to review. Consistent with this, staff reviewed the City Charter and divided it into six parts based on subject matter. Staff is now proposing the creation of six (6) corresponding ad hoc subcommittees of the CRC, with each subcommittee assigned one of these six parts of the Charter as its focus area.
The six proposed subcommittees are as follows:
• Subcommittee One:
Powers and Structure of City Government: Rules/Process for Action
• Subcommittee Two:
City Council: Elections, Powers and Conduct of Meetings
• Subcommittee Three:
Senior Officials: Duties and Qualifications
• Subcommittee Four:
Boards and Commissions: Composition, Powers and Duties
• Subcommittee Five:
Civil Service: General Rules for Classified and Unclassified Employees; Commission Composition and Duties
• Subcommittee Six:
Fiscal Administration and Procurement
In order to solicit input from the CRC membership on which subcommittees most appeal to them, on October 16th staff sent an email to all members. The email included general information about each of the six subcommittees and attached a “color coded” version of the Charter indicating which sections of the Charter were proposed to be assigned to each subcommittee. The email also included an imbedded link to a document that allowed CRC members to rank their interest in each subcommittee and to indicate how many of the six subcommittees each member would be prepared to staff (from 1 to 3). All CRC members were strongly encouraged to participate in at least one subcommittee. It was requested that responses be provided by no later than 5:00 p.m. on Monday, October 20th so that staff would be able to process the input received and develop proposed rosters for each subcommittee.
This item presents the proposed subcommittees for CRC Board consideration and action. In addition to approving the formation of the subcommittees, CRC Board action should also include decisions on which of its members will be appointed to which subcommittees. Staff will develop and present proposed rosters for each subcommittee at your October 22nd meeting. The proposed rosters will be based on a number of factors including (1) each members responses to staff’s solicitation of subcommittee preferences, (2) the applicable Bylaw requirement that each subcommittee be comprised of 3 to 5 members, (3) a desire to allocate subcommittee responsibilities equally among the group.
ENVIRONMENTAL REVIEW
This item does not constitute a “project” under the California Environmental Quality Act and therefore no environmental review is required.
FISCAL IMPACT
There is no fiscal impact to the City for this item other than staff time.
PUBLIC CONTACT
Public contact was made by posting the 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Take action to form and appoint members to the following Ad Hoc Subcommittees
• Subcommittee One:
Powers and Structure of City Government: Rules/Process for Action
• Subcommittee Two:
City Council: Elections, Powers and Conduct of Meetings
• Subcommittee Three:
Senior Officials: Duties and Qualifications
• Subcommittee Four:
Boards and Commissions: Composition, Powers and Duties
• Subcommittee Five:
Civil Service: General Rules for Classified and Unclassified Employees; Commission Composition and Duties
• Subcommittee Six:
Fiscal Administration and Procurement
Staff
Approved by: Glen R. Googins, City Attorney