REPORT TO COUNCIL
SUBJECT
Title
Action on How to Present the City Council in City Facilities and on Documents
Report
BACKGROUND
During the City Council Session on Governance held on December 13, 2018, the City Council discussed current protocols and procedures, as well as how the City Council will be presented on City facilities and documents. The City Council unanimously agreed that Council districts should be reflected in a visible way and that the listing will be determined by the City Manager. Given the absence of clear Council direction and the multiple options to select from, staff sought input from the Governance and Ethics Committee to provide a recommendation to the City Council regarding the presentation of the City Council in City facilities and on documents.
DISCUSSION
At the Governance and Ethics Committee meeting held on April 25, 2019, the Committee reviewed options (Attachment 1) on how the City Council would be presented on letterhead, signature blocks for official documents, the City’s website, as well as how the Council’s portraits would be displayed at various City facility locations.
After deliberation by the Governance and Ethics Committee, the Committee recommended the following selections be forwarded to the full City Council for approval:
1. Letterhead - Option 3 (Council District Order)
Mayor, by district order and with the Councilmembers’ districts listed next to their name
2. Signature Block - Option 3
Mayor, Vice Mayor, then by seniority on the City Council
3. Display of Council Portraits - Option 5 (Vice Mayor/Seniority Order)
Mayor, Vice Mayor, then by seniority on the City Council and with the Councilmembers’ districts listed next to their name
4. City’s Website - Option 3 (Council District Order)
Mayor, by district order and with the Councilmembers’ districts listed under their name
As part of the recommendation, the Committee asked that a district map with the Council’s photographs indicating which district each Councilmember serves, be posted on the City’s website.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
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
Adopt the Governance and Ethics Committee’s recommendations.
Staff
Reviewed by: Genevieve Yip, Staff Analyst I
Approved by: Deanna J. Santana
ATTACHMENTS
1. 4-25-19 Report to Governance and Ethics Committee - Action on How to Present the City Council (e.g., sequence of listing Councilmembers and by Council District) in City Facilities and on Documents