Joint Meeting for the Rules and Open Government Committee and Committee of the Whole

City of San José 200 E. Santa Clara St. Wing Building, Rooms 118, 119, 120 San Jose, CA 95113 Agenda Joint Meeting for the Rules and Open Government Committee and Committee of the Whole COMMITTEE MEMBERS Sam Liccardo, Chair Magdalena Carrasco, Vice Chair Dev Davis, Member Chappie Jones, Member Johnny Khamis, Member Wednesday, February 14, 2018 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review February 20, 2018 Agenda 18-088 None - Cancelled 2. Review Draft Agenda ROGC Review February 27, 2018 Draft Agenda 18-089 (a) Add New Items to Draft Agenda (b) Assign "Time Certain" to Agenda Items (if needed) (c) Review of Notice of Waiver Requirements for Agenda Items or Documents (if needed) Attachments Agenda B. Review of Upcoming Special Meeting Agenda(s) C. Legislative Update 1. State 2. Federal D. Meeting Schedules City of San José Page 1 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole 1. ROGC Cancel the February 28, 2018 Rules and Open Government Committee 18-100 Meeting. (City Clerk) Recommendation: Hold a Rules In-Lieu Meeting in place of the Council Assistants Rules and the Rules and Open Government Committee meetings. 2. ROGC Release of Date for Study Session. (City Manager) 18-087 Recommendation: Recommend release of date held for a Study Session on Tuesday, February 20, 2018 from 1:30 p.m. to 4:30 p.m. 3. ROGC Set a City Council Study Session entitled Orientation and Current Status 18-095 of the Federated City Employees' Retirement System and the Police and Fire Department Retirement Plan. (City Manager) Recommendation: Set a City Council Study Session entitled Orientation and Current Status of the Federated City Employees’ Retirement System and the Police and Fire Department Retirement Plan for Friday, March 2, 2018 from 9:30 a.m. to 12:00 p.m., in City Council Chambers and approve the draft study session agenda. Attachments Memorandum 4. ROGC Set a City Council Special Meeting entitled the Citywide Education 18-099 and Digital Literacy Strategy. (Mayor) Recommendation: Set a City Council Special Meeting for Monday, April 16, 2018 from 1:00 p.m. - 4:00 p.m. in City Council Chambers to focus on City programs and investment in education success and career pathways to cover the topics outlined in the memo. Attachments Memorandum E. The Public Record ROGC The Public Record for February 2-8, 2018. 18-090 Attachments Memorandum F. Boards, Commissions and Committees 1. Appointments City of San José Page 2 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole ROGC Deferred Compensation Committee Appointments. (Human 18-096 Resources) Recommendation: Approve Roberto Peña, as the representative nominated by the group of employees designated as “Management Employees” for a four-year term starting March 2, 2018 and ending on March 1, 2022 to the Deferred Compensation Advisory Committee. Attachments Memorandum 2. Work Plans & Annual Reports G. Rules Committee Reviews, Recommendations and Approvals Notice to the public: There will be no separate discussion of Consent Calendar items as they are considered to be routine and will be adopted by one motion. If a member of the Committee, staff, or public requests discussion on a particular item, that item may be removed from the Consent Calendar and considered separately. 1. Consent Calendar a. ROGC Retroactively Approve the District 4 Office Hours Event Sponsored By 18-091 Council District 4 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Diep) Recommendation: 1. Retroactively approve the District 4 Office Hours event scheduled on February 22, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 3 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole b. ROGC Retroactive Approval of Traffic Safety Meeting Sponsored By Council 18-092 District 8 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Arenas) Recommendation: 1. Retroactively approve the Traffic Safety Meeting scheduled on January 29, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum c. ROGC Approval of Dumpster Day Sponsored By Council District 9 as a City 18-093 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Rocha) Recommendation: 1. Approve the Dumpster Day scheduled on March 10, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum d. ROGC Approval of the San Jose Earthquakes Flag Raising Sponsored By 18-101 Council District 3 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Peralez) Recommendation: 1. Approve the San Jose Earthquakes Flag Raising scheduled on February 28, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 4 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole e. ROGC Approval of the Cesar Chavez Day Flag Raising Sponsored By Council 18-102 District 3 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Peralez) Recommendation: 1. Approve the Cesar Chavez Day Flag Raising Ceremony scheduled on March 22, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum f. ROGC Retroactive Approval of Coffee with the Chief Sponsored By Council 18-103 District 2 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Jimenez) Recommendation: 1. Retroactively approve the Coffee with the Chief scheduled on February 10, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum g. ROGC Approval of the District 4 Spring Cleaning Event Sponsored By 18-104 Council District 4 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Diep) Recommendation: 1. Approve the District 4 Spring Cleaning Event scheduled on April 21, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 5 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole h. ROGC Approval of the 13th Annual Santos Family Car Show Sponsored By 18-105 Council District 4 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Diep) Recommendation: 1. Approve the 13th Annual Santos Family Car Show scheduled on September 1, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the February 27, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT 2. ROGC Autumn, Montgomery and Bird Corridor Study. (Peralez/Davis) 18-094 Recommendation: Direct City staff to explore the feasibility of the following request: "A public process through which the city performs a study of traffic patterns along, and evaluates the constraints upon, the Autumn-Montgomery-Bird corridor between Coe and Coleman Avenues as well as evaluates the options to promote and protect mode-equality and cyclist and pedestrian safety, with particular consideration for the children who must cross the treacherous I-280 ramps to reach Gardner Elementary School," and report back to the appropriate public hearing body with recommendations. Attachments Memorandum - Updated as of 2/12/18 Letter from the Public Memorandum from the City Clerk H. Review of additions to Council Committee Agendas/Workplans 1. Community and Economic Development Committee 2. Neighborhood Services and Education Committee 3. Transportation and Environment Committee 4. Public Safety, Finance and Strategic Support Committee City of San José Page 6 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole ROGC January - June 2018 Public Safety, Finance, and Strategic Support 18-097 Committee Work Plan Revision. (City Manager) Recommendation: Approve the following change to the January - June 2018 Public Safety, Finance, and Strategic Support (PSFSS) Committee Work Plan: 1. Drop the following item from the February 15, 2018 meeting and direct the Administration to instead place the item on the July-December 2018 PSFSS Committee Work Plan that will be subject to Rules and Open Government Committee final approval at a later date: Mayor’s Gang Prevention Task Force Strategic Work Plan 2018-2020 (Parks, Recreation and Neighborhood Services) Purpose: To provide the Mayor's Gang Prevention Task Force Strategic Work Plan 2018-2020. Attachments Memorandum 5. Joint Meeting of the Rules and Open Government Committee and Committee of the Whole 6. Smart Cities and Service Improvement Committee ROGC January - June 2018 Smart Cities and Services Improvements 18-098 Committee Work Plan Revision. (City Manager) Recommendation: 1. Add the following items to the Smart Cities and Service Improvements Committee FY 17-18 Workplan and to the March 1, 2018 agenda: Information Technology Strategic Plan Update (Information Technology) Purpose: Accept update report from staff detailing progress on the City’s 2017-2019 IT Strategic Plan and related initiatives. Discuss and provide feedback to staff. Attachments Memorandum I. Open Government J. Open Forum Members of the Public are invited to speak on any item that does not appear on today’s Agenda and that is within the subject matter jurisdiction of the City Council. K. Adjournment City of San José Page 7 Printed on 2/14/2018 Joint Meeting for the Rules and Agenda February 14, 2018 Open Government Committee and Committee of the Whole The City of San José is committed to open and honest government and strives to consistently meet the community's expectations by providing excellent services, in a positive and timely manner, and in the full view of the public. The City Code of Ethcis may be viewed online. All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be availble for public inspectoin at San José City Hall, Office of the City Clerk, 200 E. Santa Clara Street, 14th Floor, San José, CA 95113 at the same time that the public records are distributed or made available to the legislative body. To request an accommodation or alternative format for City-sponsored meetings, events or printed materials, please call the Office of the City Clerk 408-535-1260 as soon as possible, but at least three business days before the meeting/event. Access the video, the agenda and related reports for this meeting by visiting the City's website. City of San José Page 8 Printed on 2/14/2018