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, September 5, 2018 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review September 11, 2018 Final Agenda 18-478 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 CC 9-11 Amended Agenda 2. Review Draft Agenda City of San José Page 1 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole ROGC Review September 18, 2018 Draft Agenda 18-468 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 9-18-18 Agenda B. Review of Upcoming Special Meeting Agenda(s) C. Legislative Update 1. State 2. Federal D. Meeting Schedules 1. ROGC Release Date for Study Session (City Manager) 18-469 Recommendation: Recommend release of date held for a Study Session on Friday, September 7, 2018 from 9:00 a.m. – noon. 2. ROGC 2018-2019/2019-2020 City Budget Calendar and Budget Study Session 18-475 Schedule (City Manager) Recommendation: (a) Approve the proposed 2018-2019/2019-2020 City Budget Calendar as presented in Attachment A and the detailed schedule for City Council Budget Study Sessions for the 2018-2020 Operating Budget, 2019-2020 Capital Budget and 2020-2024 City Capital Improvement Program, and 2019-2020 Fees and Charges Report as presented in Attachment B and explained in this memorandum. (b) Place the item on the September 11, 2018 City Council Agenda for adoption. Attachments Memorandum Attachment A - 2018-2019/2019-2020 City Budget Calendar Attachment B - 2018-2019/2019-2020 City Budget Calendar/Budget Study Session Schedul Attachment C - City of San José Annual Budget Process E. The Public Record City of San José Page 2 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole 1. ROGC The Public Record for August 17-August 23, 2018. 18-470 Attachments Memorandum F. Boards, Commissions and Committees 1. Appointments (a) ROGC VEBA Advisory Committee Appointments (City Manager) 18-476 Recommendation: (a) Approve the appointment of the following individuals to the Voluntary Employees Beneficiary Association (VEBA) Advisory Committee: (1) Patrick Chung, nominated by San José Firefighters, IAFF Local 230, to a term ending May 31, 2021; (2) Ben Lam, nominated by the San José Police Officers’ Association, to a term ending May 31, 2020; (3) Farheen Sultana, nominated by the Federated unions, to a term ending May 31, 2022; (4) Elsa Cordova, nominated by the City Manager, to a term ending May 31, 2019; and (b) Place the item on the September 11, 2018 City Council Agenda for action. 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 City of San José Page 3 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole (a) ROGC Approval of Disability Awareness Day Sponsored By Council District 1 18-464 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Jones) Recommendation: 1. Approve the Disability Awareness day scheduled on October 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. 3. Place the item on the September 11, 2018 Council Agenda for action. Attachments Memorandum (b) ROGC Approval of the 6th Annual July 4th Family Fun Festival and Fireworks 18-462 Show Sponsored By 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 6th Annual July 4th Family Fun Festival & Fireworks Show scheduled on Thursday, July 4, 2019 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 September 11, 2018 Council Agenda for action. Attachments Memorandum (c) ROGC Approval of Bark in the Park Sponsored By Council District 3 as a City 18-465 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Peralez) Recommendation: 1. Approve the Bark in the Park scheduled on September 15, 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 September 11, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 4 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole (d) ROGC Approval of Shred A Thon and E-Waste Collection Day Sponsored By 18-466 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. Approve the Shred-a-thon and E-Waste Collection scheduled on Saturday, September 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 September 11, 2018 Council Agenda for action. Attachments Memorandum (e) ROGC Approval of the Coastal Clean Up Day as a City Council Sponsored 18-471 Special Event, to Expend City Funds and Authorization to Accept Donations of Materials and Services for the Event. (Mayor Liccardo) Recommendation: 1. Approve the Coastal Cleanup Day scheduled on September 15, 2018 as a City Council sponsored 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 September 11, 2018 Council Agenda for action. Attachments Memorandum (f) ROGC Retroactive Approval of Philippine Flag Raising Sponsored By Council 18-474 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. Approve the Philippine Independence Day Flag Raising scheduled on June 12, 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 September 11, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT City of San José Page 5 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole H. Review of additions to Council Committee Agendas/Workplans 1. Community and Economic Development Committee (a) ROGC Update to the Community and Economic Development Committee 18-477 Workplan (City Manager) Recommendation: Approve the following changes to the Community and Economic Development Committee Workplan: (1) Add the following item to the Community and Economic Development Committee September 24, 2018 Agenda. Approve the Human Services Commission FY 2017-2018 annual report and workplan for FY 2018-2019 (City Manager) Attachments Memorandum 2. Neighborhood Services and Education Committee (a) ROGC Neighborhoods Services and Education Committee Workplan. 18-481 (Mayor/Rocha) Recommendation: a. Approval of the Neighborhood Services and Education Committee workplan for the period August through December 2018 and setting its meeting schedule on the second Thursday of each month at 1:30 p.m. in Rooms W118-119. b. Accept the draft Neighborhood Services and Education Committee workplan for the period January through June 2019. Attachments Workplan NSE 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 City of San José Page 6 Printed on 9/5/2018 Joint Meeting for the Rules and Agenda September 5, 2018 Open Government Committee and Committee of the Whole 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 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 7 Printed on 9/5/2018