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

City of San José City of San José 200 East Santa Clara Street 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 Committee Staff Dave Sykes, City Manager Toni Taber, City Clerk Richard Doyle, City Attorney Gloria Schmanek, City Manager's Office Nicole Inamine, Mayor's Office Louis Osemwegie, City Clerk's Office Wednesday, May 9, 2018 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review May 15, 2018 Final Agenda 18-275 a) Add New Items to Final 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 Add Sheet 2. Review Draft Agenda City of San José Page 1 Printed on 5/9/2018 Joint Meeting for the Rules and Agenda May 9, 2018 Open Government Committee and Committee of the Whole ROGC Review May 22, 2018 Draft Agenda 18-276 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 E. The Public Record ROGC The Public Record for April 27-May 3, 2018. 18-274 Attachments Memorandum F. Boards, Commissions and Committees 1. Appointments 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 City of San José Page 2 Printed on 5/9/2018 Joint Meeting for the Rules and Agenda May 9, 2018 Open Government Committee and Committee of the Whole a. ROGC Approval of Oak Hill Memorial Day Observance Sponsored By 18-278 Council District 10 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Khamis) Recommendation: 1. Approve the Oak Hill Memorial Day scheduled on May 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 May 22, 2018 Council Agenda for action. Attachments Memorandum b. ROGC Retroactive Approval of Evergreen Business Walk Sponsored By 18-279 Council District 8 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. Recommendation: As recommended by the Rules and Open Government Committee on May 9, 2018: 1. Retroactively approve the Evergreen Business Walk scheduled on May 4, 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. CEQA: Not a Project, File No. PP17-011, Temporary Special Events resulting in no changes to the physical environment. (Arenas) [Rules Committee referral 5/9/18 - Item G.1.b] Attachments Memorandum City of San José Page 3 Printed on 5/9/2018 Joint Meeting for the Rules and Agenda May 9, 2018 Open Government Committee and Committee of the Whole c. ROGC Retroactive Approval of D1 Decides Participatory Budgeting Voting 18-280 Day Sponsored By Council District 1 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Jones) Recommendation: 1. Retroactively approve the D1 Decides Voting Day scheduled on May 14, 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 May 15, 2018 Council Agenda for action. Attachments Memorandum d. ROGC Retroactive Approval of Silver Leaf Neighborhood Dumpster Day and 18-281 Approval of Additional Events Sponsored By Council District 2 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Events. (Jimenez) Recommendation: 1. Retroactively approve the Silver Lead Neighborhood Dumpster Day scheduled on May 5, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve the Roundtable Neighborhood Dumpster Day scheduled on May 19, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 3. Approval of the District 2 Spring Fling Resource Fair scheduled for June 2, 2018 as a City Council sponsored Special Event and approve the expenditure of funds. 4. Approve the District 2 Village Fest scheduled on June 23, 2018 as a City Council sponsored Special Event, approve the expenditure of funds and approve the purchase of gift cards and other items as raffle prizes. 5. Approve and accept donations from various individuals, businesses or community groups to support the event. 6. Place the item on the May 15, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT City of San José Page 4 Printed on 5/9/2018 Joint Meeting for the Rules and Agenda May 9, 2018 Open Government Committee and Committee of the Whole 2. ROGC Monthly Report of Activities for April 2018. (City Auditor) 18-277 Recommendation: Approve the City Auditor's Office Monthly Report of Activities for the month of April 2018. Attachments Memorandum 3. ROGC Memorandum of Understanding Between the City of San Jose and 18-282 Union Pacific. (Liccardo/Jimenez/Peralez/Nguyen) Recommendation: Direct the City Manager and City Attorney to work with Union Pacific to implement the objectives of the initiatives articulated in the attached letter to Union Pacific Railroad Corporation. Attachments Memorandum Letter(s) from the Public 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 5. Joint Meeting of the Rules and Open Government Committee and Committee of the Whole 6. Smart Cities and Service Improvement Committee 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 5 Printed on 5/9/2018 Joint Meeting for the Rules and Agenda May 9, 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 Ethics 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 available for public inspection 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 6 Printed on 5/9/2018