SUBJECT
Title
Selection of Committee Chair and Vice Chair
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 (referred to here as the “Charter Project”). The formal action that established the CRC was the adoption of the City of Santa Clara Charter Review Committee Bylaws [Charter Project] (“CRC Bylaws”). Among other things, the adopted CRC Bylaws called for the CRC to appoint a Chair and Vice Chair to preside over CRC meetings and perform other designated functions. Such action was to occur at the first or second scheduled meeting of the CRC.
DISCUSSION
Section 3.1 of the CRC Bylaws provides as follows:
3.1 Appointment of Chair and Vice Chair. At its first or second meeting, the CRC, by majority vote, shall appoint a Chair and a Vice Chair from among its members. The Chair shall (a) act as the Presiding Officer of the CRC in accordance with the terms of City Council Policy 055 (Council Meeting Procedures and Protocols), (b) coordinate CRC meeting agendas with City staff, and (c) unless otherwise directed by a majority of the CRC, serve as the spokesperson for the CRC. If the Chair is absent or unavailable, the Vice-Chair shall perform these duties. The Chair and Vice-Chair shall serve in these roles throughout the term of the CRC.
The City has no formal written process for selection of a Chair and Vice Chair for its committees. Based on past/best practices, staff recommends the CRC conduct its selection process in the following manner:
1. Taking turns, CRC members interested in serving as Chair shall state their interest. Such statement may (but need not) include a brief explanation of why they are interested and the qualifications/qualities they possess that make them well-suited to serve in such capacity.
2. At this time, any CRC members who might not be interested themselves in serving as Chair, may nominate a fellow CRC member to serve in this capacity. Such nomination may (but need not) include a brief explanation of why they think the nominated member has qualifications/qualities that make them well-suited to serve in such capacity. In this case, the nominated member must “accept” the nomination.
3. Once all interested/willing parties have been identified (each an “Applicant” and collectively, the “Applicant Pool”), each CRC members will be invited to communicate whom they support and why.
4. The CRC will then vote on each member of the Applicant Pool. The Applicant receiving the most votes will be selected. If there is a tie among the top vote getters, there will be another round of voting on those members alone, and so on until there is one top vote getter.
5. After the Chair is selected in this manner, the process shall be repeated for the Vice Chair.
Additional Rules:
a. Applicants are allowed to vote for themselves.
b. Members may (but need not) vote for more than one Applicant.
c. At any time in the process an Applicant may withdraw their name from consideration
d. Both non-selected applicants and non-applicants for the Chair position may be considered for the position of Vice Chair.
As an alternative, instead of choosing a Chair and Vice Chair at this meeting, by majority vote the CRC may table this matter until the second CRC meeting.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” under CEQA and so no environmental review or action is required.
FISCAL IMPACT
There is no fiscal impact as a result of this decision.
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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Follow staff’s recommended process, or a similar process that provides a reasonable opportunity for all interested parties to fully participate, and select a Chair and Vice Chair of the Charter Review Committee.
Staff
Approved by: Glen R. Googins, City Attorney
ATTACHMENTS
1. City of Santa Clara Charter Review Committee Bylaws [Charter Project]