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, November 28, 2018 2:00 PM Council Chambers A. City Council (City Clerk) 1. Review Final Agenda ROGC Review December 4, 2018 Final Agenda 18-645 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 December 4, 2018 Add Sheet 2. Review Draft Agenda City of San José Page 1 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole ROGC Review December 11, 2018 Draft Agenda 18-646 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 December 11, 2018 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 November 9, 2018 - November 21, 2018. 18-647 Recommendation: Receive and file the Public Record for November 9, 2018 - November 21, 2018. (City Clerk) Attachments The Public Record F. Boards, Commissions and Committees 1. Appointments (a) ROGC VEBA Advisory Committee Appointment. (City Manager) 18-651 Recommendation: (1) Approve the appointment of Catherine (“CJ”) Ryan, nominated by the Federated Unions, to the Voluntary Employees Beneficiary Association (VEBA) Advisory Committee to fill a vacancy for the unexpired portion of a term ending May 31, 2022; and (2) Place the item on the December 4, 2018 City Council Agenda for action. Attachments Memorandum City of San José Page 2 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole 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 Retroactive Approval of Nieman Community Pick Up Sponsored by 18-643 Council 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) Retroactive approval of the Nieman Community Clean Up scheduled on November 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 December 11, 2018 Council Agenda for action. Attachments Memorandum City of San José Page 3 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole (b) ROGC Approval of Community Events Sponsored by Council District 7 as a 18-644 City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Nguyen) Recommendation: (1) Retroactive approval of the following District 7 events as City Council sponsored Special Events and approve the expenditure of funds: (a) Community Thanksgiving Celebration on Saturday, November 17, 2018 at the Tully Library; (b) Iola Williams Holiday Celebration on Saturday, December 1, 2018 at the SevenTrees Community Center. (2) Approve the following District 7 events as City Council sponsored Special Events and approve the expenditure of funds: (a) Tully Santa program on Saturday, December 8, 2018 at the Tully Library; (b) Volunteer Appreciation Celebration on Saturday, December 15, 2018 at the Vietnamese American Community Center; (c) SevenTrees Santa Holiday Program on Saturday, December 15, 2018 at the SevenTrees Library; (d) West Evergreen Neighborhood Association Holiday Celebration on Wednesday, December 19, 2018 at OB Whaley Elementary School. (3) Approve and accept donations from various individuals, businesses or community groups to support the event. (4) Place the item on the December 4, 2018 Council Agenda for action. Attachments Memorandum END OF CONSENT 2. ROGC Actions Related to the 2020 U.S. Census. (Khamis) 18-642 Recommendation: Direct the City Manager, via the San José Office of Immigrant Affairs, to (1) Translate the 2020 U.S. Census forms into the Vietnamese and Mandarin languages. (2) Make the translated forms available on the City website and do outreach to Vietnamese and Mandarin-language press outlets to publicize the availability of U.S. Census forms in these languages. Attachments Memorandum City of San José Page 4 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole 3. ROGC Actions Related to Municipal Solid Waste Clean Incineration to 18-648 Generate Energy. (Khamis) Recommendation: (A) Direct the City Manager to have staff: (1) Explore the possibility of using clean incineration technology to reduce the volume of materials that are not being recycled or consumed in the anaerobic digester that are sent to landfills and to recover energy from this waste. (2) Research California laws or regulations that help or hinder the implementation of clean incineration. (3) Return to the Rules Committee with preliminary findings for consideration of placing item on the Transportation & Environment Committee workplan. (B) Add the pursuit of clean incineration to our Legislative Priorities. (C) Direct the City Manager to have Government Relations staff and City lobbyists reach out to our State legislative delegation to pursue clean incineration of municipal waste that would otherwise be sent to a landfill. Attachments Memorandum H. Review of additions to Council Committee Agendas/Workplans 1. Community and Economic Development Committee (a) ROGC Update to the August - December 2018 Community and Economic 18-649 Development Committee Work Plan. (Economic Development) Recommendation: Retroactive approval of the following change to the workplan for the Community and Economic Development (CED) Committee: Drop the following item from the November 26, 2018 CED Committee workplan: Economic Strategy Update (OED) Purpose: Provide a report on the status of the Economic Strategy. Attachments Memorandum City of San José Page 5 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole (b) ROGC Update to the August - December 2018 Community and Economic 18-650 Development Committee Work Plan. (Public Works) Recommendation: Retroactive approval of the following change to the workplan for the Community and Economic Development (CED) Committee: Drop the following item from the November 26, 2018, CED Committee workplan: City Council Policy Priority #2: Local Hire Construction Industry Local Hire Study (Public Works) Purpose: Share results of the Local Hire Study including information, best practices, and considerations. Attachments Memorandum 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 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. City of San José Page 6 Printed on 11/28/2018 Joint Meeting for the Rules and Agenda November 28, 2018 Open Government Committee and Committee of the Whole 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 11/28/2018