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 Chappie Jones, Vice Chair Sylvia Arenas, Member Dev Davis, 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, April 24, 2019 2:00 PM Wing W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review April 30, 2019 Final Agenda 19-101 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 April 30, 2019 Agenda Add Sheet 2. Review Draft Agenda City of San José Page 1 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole ROGC Review May 7, 2019 Draft Agenda 19-102 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 May 7, 2019 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 5 - April 18, 2019. 19-104 Recommendation: Receive and file the Public Record for April 5 - April 18, 2019. (City Clerk) Attachments The Public Record 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. City of San José Page 2 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole 1. Consent Calendar (a) ROGC Approval of District 8 Volunteer Appreciation Event Sponsored by 19-103 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. Approve the District 8 Volunteer Appreciation Event scheduled on May 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 April 30, 2019 Council Agenda for action. Attachments Memorandum (b) ROGC Approval of Annual Senior and Older Adults Health Fair & Walk 19-105 Sponsored by 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. Approve the Annual Senior and Older Adults Health Fair & Walk scheduled on June 28, 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 May 7, 2019 Council Agenda for action. Attachments Memorandum END OF CONSENT City of San José Page 3 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole 2. ROGC Planning Commission. (Liccardo, Jones, Esparza, Carrasco) 19-100 City of San José Page 4 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole Recommendation: 1. Amend Chapter 2 of the Municipal Code to: a. Prohibit any new or renewing applicants for Planning Commission where two sitting commissioners come from the same Council District. i. Specify that if a sitting Commissioner moves into a Council district with two members then that Commissioner must notify the City Clerk, but may complete their current term. b. Provide that Commissioners may be reappointed no more than once. 2. Direct the City Attorney to draft, and return to Council with, a Charter amendment for the November 2020 ballot that would align the Planning Commission to the structure of other Council nominated commissions to include 11 members with one from each Council District and one at-large member. a. Direct the City Manager and City Attorney to look for other necessary Charter changes or clean-up actions to reduce election costs that could be included with this amendment. 3. Amend the Lobbyist Ordinance (Chapter 12.12) to prohibit an individual who has been a registered lobbyist within the previous two years from appointment to the Planning Commission. 4. Extend the Revolving Door Ordinance (Chapter 12.10) provisions that currently apply to former Councilmembers and City staff to apply to former Planning Commissioners. 5. Direct the Office of the City Clerk, in collaboration with the City Manager/Department of Planning, Building, & Code Enforcement to: a. Convene interested community leaders and external stakeholders to seek input on improving outreach and training for future Planning Commissioners. b. Create a recruitment plan for the Planning Commission that helps to educate potential candidates on the subject matter, encourages a demographically and geographically diverse pool of candidates, and facilitates robust outreach to qualified candidates. c. Consider partnerships with knowledgeable organizations such as SPUR, Urban Land Institute, or the San José State University Urban Planning Department to assist or take on any part of these City of San José Page 5 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole efforts. 6. Direct the Office of the City Clerk in collaboration with the City Attorney's Office to consider the following and return with recommendations: a. Improve the clarity of online applications and the format in which the Councilmembers receive these applications. b. Reevaluate the prohibition on communication with applicants prior to the public interview to better allow Councilmembers to evaluate applicants. Attachments Memorandum Letters 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 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. City of San José Page 6 Printed on 4/24/2019 Joint Meeting for the Rules and Agenda April 24, 2019 Open Government Committee and Committee of the Whole 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 4/24/2019