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 Mackenzie Mossing, Mayor's Office Louis Osemwegie, City Clerk's Office Wednesday, October 10, 2018 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review October 16, 2018 Final Agenda 18-566 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 October 16, 2018 Agenda Add Sheet, 10/16/2018 2. Review Draft Agenda City of San José Page 1 Printed on 10/10/2018 Joint Meeting for the Rules and Agenda October 10, 2018 Open Government Committee and Committee of the Whole ROGC Review October 23, 2018 Draft Agenda 18-567 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 October 23, 2018 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) 18-563 Recommendation: Recommend release of date held for a Study Session on Friday, October 26, 2018 from 9:00 a.m. - noon. E. The Public Record 1. ROGC The Public Record for September 24, 2018 - October 4, 2018 18-547 Recommendation: Receive and file the Public Record for September 24 - October 4, 2018. (City Clerk) Attachments The Public Record F. Boards, Commissions and Committees 1. Appointments 2. Work Plans & Annual Reports City of San José Page 2 Printed on 10/10/2018 Joint Meeting for the Rules and Agenda October 10, 2018 Open Government Committee and Committee of the Whole 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 Approval of Office Hours with the Councilmember Sponsored by 18-554 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 Office Hours with the Councilmember event scheduled on October 20, 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 October 16, 2018 Council Agenda for action. Attachments Memorandum (b) ROGC Approval of Coffee Hours Sponsored by Council District 8 as a City 18-555 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Arenas) Recommendation: 1. Approve the Coffee Hours scheduled on October 18, 2018, November 1, 2018, November 15, 2018 and November 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 October 16, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 3 Printed on 10/10/2018 Joint Meeting for the Rules and Agenda October 10, 2018 Open Government Committee and Committee of the Whole (c) ROGC Approval of Community Events Sponsored by Council District 7 as a 18-556 City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Nguyen) Recommendation: 1. Approve the following District 7 events as City Council sponsored Special Events and approve the expenditure of funds: a. Meet and Greet at Paseo Senter on Wednesday, October 17, 2018 at the Paseo Senter at Coyote Creek Community Room. b. Clean Up with Tam at Midfield and Havana on Saturday, October 20, 2018 at corner of Midfield and Havana. c. VaroWeen on Saturday, October 27, 2018 at Vietnamese American Cultural Center at the George Shirakawa Center. d. Halloween Safety Night on Saturday, October 27, 2018 at the Alma Community Center. e. Hunger at Home: Roundtable on Homelessness & Hunger on Tuesday, October 30, 2018 at City Hall Rotunda. f. Halloween Celebration on Wednesday, October 31, 2018 at the Tully Branch Library. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the October 16, 2018 Council Agenda for action. Attachments Memorandum (d) ROGC Retroactive Approval Trash Talks Sponsored by Council District 6 as a 18-565 City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Davis) Recommendation: 1. Approve the Trash Talks scheduled on October 19, 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 October 16, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT City of San José Page 4 Printed on 10/10/2018 Joint Meeting for the Rules and Agenda October 10, 2018 Open Government Committee and Committee of the Whole 2. ROGC Monthly Report of Activities for September 2018. (City Auditor) 18-553 Recommendation: Approve the City Auditor's Office Monthly Report of Activities for the month of September 2018. Attachments Memorandum 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 ROGC Update the August - December 2018 Public Safety, Finance and 18-564 Strategic Support Committee Work Plan. (Fire) Recommendation: Amend the August - December 2018 Public Safety, Finance and Strategic Support Committee work plan to drop the following item from the October 18, 2018 Agenda: Fire Department 48/96 Work Schedule Pilot Program Quarterly Report. (Fire) Purpose: To provide a quarterly report on the Fire Department 48/96 Work Schedule Pilot Program metrics to determine favorable and/or unfavorable changes that may be attributed to the Pilot Program. Attachments Memorandum 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. City of San José Page 5 Printed on 10/10/2018 Joint Meeting for the Rules and Agenda October 10, 2018 Open Government Committee and Committee of the Whole 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 6 Printed on 10/10/2018