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 17, 2018 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review October 23, 2018 Final Agenda 18-580 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 23, 2018 Agenda 2. Review Draft Agenda City of San José Page 1 Printed on 10/17/2018 Joint Meeting for the Rules and Agenda October 17, 2018 Open Government Committee and Committee of the Whole ROGC Review October 30, 2018 Draft Agenda 18-581 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 30, 2018 Agenda B. Review of Upcoming Special Meeting Agenda(s) 1. ROGC Review the October 23, 2018 Joint City/County Study Session Agenda 18-575 (City Manager) Attachments Joint City Council/County Board of Supervisors Meeting Agenda C. Legislative Update 1. State 2. Federal D. Meeting Schedules E. The Public Record 1. ROGC The Public Record for October 5, 2018 - October 11, 2018. 18-579 Recommendation: Receive and file the Public Record for October 5 - October 11, 2018. (City Clerk) Attachments The Public Record F. Boards, Commissions and Committees 1. Appointments City of San José Page 2 Printed on 10/17/2018 Joint Meeting for the Rules and Agenda October 17, 2018 Open Government Committee and Committee of the Whole (a) ROGC Appointment of Councilmember Jimenez as City Representative on the 18-569 Caltrain Local Policy Makers Group (Mayor) Recommendation: 1. Appoint Councilmember Sergio Jimenez as the City representative on the Caltrain Local Policy Makers Group. 2. Place the item on the October 23, 2018 Council Agenda for action. Attachments Memorandum (b) ROGC Updated Committee Appointments. (Mayor) 18-578 Recommendation: 1. Appoint Nicole Inamine as an Ex-Officio Board Member to the San Jose Arena Authority Board to replace Dylan Simon. 2. Place the item on the October 23, 2018 Council Agenda for action. (Mayor) 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 Approval of Day on the Bay Sponsored by Council District 4 as a City 18-568 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Diep) Recommendation: 1. Retroactively approve the Day on the Bay scheduled on October 17, 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 23, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT City of San José Page 3 Printed on 10/17/2018 Joint Meeting for the Rules and Agenda October 17, 2018 Open Government Committee and Committee of the Whole 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 (a) ROGC Update the August - December 2018 Public Safety, Finance and 18-576 Strategic Support Committee Work Plan. (Finance) Recommendation: Amend the August - December 2018 the Public Safety, Finance and Strategic Support Committee work plan to drop the following items from the November 15, 2018 agenda and report directly to the City Council on December 11, 2018: 1. 2018 Comprehensive Annual Financial Report. (Finance) Purpose: To provide the Comprehensive Annual Financial Report (CAFR) for the City of San José for Fiscal Year ended June 30, 2018. 2. 2018 External Auditor’s Reports. (Finance) Purpose: To provide the Single Audit Report for the Basic Financial Statements with Federal and Airport Compliance Sections for the Fiscal Year Ended June 30, 2018, and the External Auditor’s Report to Management addressed to the Public Safety, Finance, and Strategic Support Committee for Fiscal Year Ended June 2018. 3. 2018 Comprehensive Annual Debt Report. (Finance) Purpose: To provide the Comprehensive Annual Debt Report (CADR) for the City of San José for Fiscal Year ended June 30, 2018. Attachments Memorandum 5. Joint Meeting of the Rules and Open Government Committee and Committee of the Whole 6. Smart Cities and Service Improvement Committee City of San José Page 4 Printed on 10/17/2018 Joint Meeting for the Rules and Agenda October 17, 2018 Open Government Committee and Committee of the Whole (a) ROGC Update the August - December 2018 Smart Cities and Service 18-577 Improvements Committee Work Plan. (City Manager) Recommendation: Amend the August - December 2018 the Smart Cities and Service Improvements Committee work plan to drop the following items from the November 1, 2018 agenda: 1. Internet of Things Strategy Update (Civic Innovation & Digital Strategy/Information Technology) Purpose: Provide an update on the Internet of Things (IoT) strategy and implementation plan including key partnerships, actions taken, work-streams, timelines, and key next steps. Discussion and feedback to staff. 2. Demonstration Partnership Policy (Civic Innovation & Digital Strategy) Purpose: Present guiding principles for the refresh of Framework for Establishing Demonstration Partnership policy. Discussion and 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 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 5 Printed on 10/17/2018