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, August 7, 2019 2:00 PM Wing Rooms W118-120 A. City Council (City Clerk) 1. Review Final Agenda ROGC Review August 13, 2019 Final Agenda 19-231 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 August 13, 2019 Agenda Add Sheet 2. Review Draft Agenda City of San José Page 1 Printed on 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 Open Government Committee and Committee of the Whole ROGC Review August 20, 2019 Draft Agenda 19-232 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 August 20, 2019 Agenda B. Review of Upcoming Special Meeting Agenda(s) C. Legislative Update 1. State 2. Federal D. Meeting Schedules ROGC Release Date for Study Session. (City Manager) 19-245 Recommendation: Recommend release of date held for a Study Session on Monday, August 19, 2019 from 1:30 p.m. to 4:30 p.m. E. The Public Record ROGC The Public Record for July 26 - August 1, 2019. 19-240 Recommendation: Receive and file the Public Record for July 26 - August 1, 2019. (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 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 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 Retroactive Approval of Plata Arroyo Beautification/Dumpster Day 19-209 Sponsored by the Mayor's Office as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Mayor) Recommendation: 1. Retroactively approve the Mayor's Office Plata Arroyo Beautification/Dumpster Day scheduled on June 29, 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 August 20, 2019 Council Agenda for action. Attachments Memorandum (b) ROGC Approval of Mescalero Drive Beautification Day Sponsored by Council 19-247 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 Mescalero Drive Beautification Day scheduled on August 10, 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 August 13, 2019 Council Agenda for action. Attachments Memorandum City of San José Page 3 Printed on 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 Open Government Committee and Committee of the Whole (c) ROGC Retroactive Approval of Garden at the Flea Sponsored by Council 19-239 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. Retroactively approve the Garden at the Flea scheduled on April 25, 2019 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Approve use of District 4 office funds in the amount of $3,000 to help Public Space Authority cover the costs of organizing this free even for San José residents on April 25, 2019. 3. Place the item on the August 13, 2019 Council Agenda for action. Attachments Memorandum (d) ROGC Retroactive Approval of Berryessa Creek Park Dumpster Day 19-246 Sponsored by 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. Retroactively approve the Berryessa Creek Park Dumpster Day event scheduled on June 29, 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 August 13, 2019 Council Agenda for action. Attachments Memorandum (e) ROGC Retroactive Approval of Project Hope Neighborhood Association 19-242 Retreat Sponsored by Council District 2 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Jimenez) Recommendation: 1. Retroactively approve the Project Hope Neighborhood Association Retreat scheduled on July 20, 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 August 13, 2019 Council Agenda for action. Attachments Memorandum City of San José Page 4 Printed on 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 Open Government Committee and Committee of the Whole (f) ROGC Approval of the Village Fest Sponsored by Council District 2 as a City 19-243 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Jimenez) Recommendation: 1. Approve the District 2 Village Fest scheduled on September 7, 2019 as a City Council sponsored Special Event. Approve the expenditure of funds and approve the purchase of gift cards, and other items as raffle prizes. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the August 13, 2019 Council Agenda for action. Attachments Memorandum END OF CONSENT 2. ROGC Monthly Report of Activities for June and July 2019. (City Auditor) 19-207 Recommendation: Approve the City Auditor's Office Monthly Report of Activites for the months of June and July 2019. Attachments Memorandum 3. ROGC City Auditor’s FY 2019-20 Work Plan. (City Auditor) 19-208 Recommendation: The City Auditor's Office recommends that the Rules and Open Government Committee review and approve of the City Auditor’s Fiscal Year 2019-20 Work Plan. Attachments Memorandum H. Review of additions to Council Committee Agendas/Workplans 1. Community and Economic Development Committee City of San José Page 5 Printed on 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 Open Government Committee and Committee of the Whole ROGC Community and Economic Development Committee Workplan. (Mayor 19-244 and Khamis) Recommendation: 1. Approval of the Community and Economic Development Committee workplan for the period August through December 2019 setting its meeting schedule on the fourth Monday of each month at 1:30 p.m. in Rooms W118-119, with the exception of the month of November that is set on the third Monday of that month. 2. Accept the draft Community and Economic Development Committee workplan for the period January through June 2020. Attachments Memorandum 2. Neighborhood Services and Education Committee 3. Transportation and Environment Committee ROGC Transportation and Environment Committee Workplan. (Mayor 19-238 Liccardo and Davis) Recommendation: 1. Approval of the Transportation and Environment Committee workplan for the period from August through December 2019 and setting its meeting schedule on the first Monday of each month at 1:30 p.m. in the Wing Rooms W118-120, with the exception of the month of September that is set to be held on the second Monday of the month in the City Council Chambers. 2. Accept the draft Transportation and Environment Committee workplan for the period January through June 2020. Attachments Memorandum 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 City of San José Page 6 Printed on 8/7/2019 Joint Meeting for the Rules and Agenda August 7, 2019 Open Government Committee and Committee of the Whole ROGC Smart Cities and Service Improvements Committee Workplan. (Mayor 19-241 Liccardo and Diep) Recommendation: 1. Approval of the Smart Cities and Service Improvements Committee workplan for the period August through December 2019 and setting its meeting schedule on the first Thursday of each month at 1:30 p.m. in the Council Chambers. 2. Accept the draft Smart Cities and Service Improvements Committee workplan for the period January through June 2020. 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 7 Printed on 8/7/2019