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 Chappie Jones, Chair Raul Peralez, Vice Chair Sylvia Arenas, Member David Cohen, Member Dev Davis, Member Committee Staff Lee Wilcox, Deputy City Manager Toni Taber, City Clerk Nora Frimann, City Attorney Gloria Schmanek, City Manager's Office Henry Smith, Mayor's Office Wednesday, May 5, 2021 2:00 PM Virtual Meeting https://sanjoseca.zoom.us/j/93828586066 * COVID-19 NOTICE * Consistent with the California Governor’s Executive Order No. N-29-20, Resolution No. 79485 from the City of San José and the Santa Clara County Health Officer’s March 16, 2020 Shelter in Place Order, the City Council Committee meeting will not be physically open to the public and the Committee Members will be teleconferencing from remote locations. How to observe the Meeting (no public comment): 1) Cable Channel 26, 2) https://www.sanjoseca.gov/news-stories/watch-a-meeting, or 3) https://www.youtube.com/CityofSanJoseCalifornia How to submit written Public Comment: 1) By email to city.clerk@sanjoseca.gov by 9:00 a.m. the day of the meeting. How to provide spoken Public Comment during the City Council Meeting: City of San José Page 1 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole 1) By phone 888 475 4499. 938 2858 6066 Click *9 to raise a hand to speak. Press *6 to unmute. Alternative phone numbers are: US: +1 (213) 338-8477 or +1 (408) 638-0968 or (877) 853-5257 (Toll Free) 2) By online https://sanjoseca.zoom.us/j/93828586066 a. Use a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers including Internet Explorer. Mute all other audio before speaking. Using multiple devices can cause an audio feedback. b. Enter an email address and name. The name will be visible online and will be used to notify you that it is your turn to speak. c. When the Committee Chair calls for the item on which you wish to speak, click on “raise hand.” Speakers will be notified shortly before they are called to speak. d. When called, please limit your remarks to the time limit allotted. A. City Council (City Clerk) 1. Review Final Agenda ROGC Review May 11, 2021 Final Agenda 21-506 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 Agenda Add Sheet 2. Review Draft Agenda ROGC Review May 18, 2021 Draft Agenda 21-507 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 Agenda B. Review of Upcoming Special Meeting Agenda(s) C. Legislative Update City of San José Page 2 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole 1. State 2. Federal D. Meeting Schedules E. The Public Record ROGC The Public Record for April 22, 2021 - April 29, 2021. (City Clerk) 21-513 Receive and file the Public Record for April 22, 2021 - April 29, 2021. 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. 1. Consent Calendar City of San José Page 3 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole a. ROGC Approval of the Philippine Independence Day Community Event, City 21-529 Hall Tower and Rotunda Lighting, and Flag Raising 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 recognition of Philippine Independence Day and Flag Raising on Saturday, June 12, 2021, and City Hall Tower and Rotunda Lighting from June 12 - 19, 2021 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 June 8, 2021 Council Agenda for action. Attachments Memorandum from Arenas b. ROGC Approval of India Independence Day Community Event, City Hall 21-533 Tower and Rotunda Lighting, and Flag Raising 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 recognition of India Independence Day and Flag Raising on Thursday, August 12, 2021, and City Hall Tower and Rotunda Lighting from August 12 - 19, 2021 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 10, 2021 Council Agenda for action. Attachments Memorandum from Arenas City of San José Page 4 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole c. ROGC Approval of the Sound the Alarm Day of Action Sponsored by Council 21-517 District 4 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Cohen) Recommendation: 1. Approve the Sound the Alarm Day of Action Event scheduled on May 8, 2021 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 11, 2021 Council Agenda for action. Attachments Memorandum from Cohen d. ROGC Retroactive Approval of Multiple Special Events Sponsored by Council 21-525 District 7 as City Council Sponsored Special Events to Expend City Funds and Accept Donations of Materials and Services for the Events. (Esparza) Recommendation: 1. Retroactively approve the Dumpster Day held at Dove Hill Park scheduled on April 24, 2021 as a City Council sponsored Special Event and approve the expenditure of funds. 2. Retroactively approve the Stonegate Elementary Paint Night scheduled on April 21, 2021 as a City Council sponsored Special Event and approve the expenditure of funds. 3. Retroactively approve the Black April Remembrance at the Viet Museum scheduled on April 30, 2021 as a City Council sponsored Special Event and approve the expenditure of funds. 4. Approve and accept donations from various individuals, businesses or community groups to support the events. 5. Place the item on the May 11, 2021 Council Agenda for action. Attachments Memorandum from Esparza City of San José Page 5 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole e. ROGC Approval of the Keep Coyote Creek Beautiful Commendation 21-508 Sponsored by Council District 3 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Peralez) Recommendation: 1. Approve the Keep Coyote Creek Beautiful Commendation scheduled on May 11, 2021 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 11, 2021 Council Agenda for action. Attachments Memorandum from Peralez f. ROGC Approval of Recognizing the Natalia Smüt Lopez Lighting Ceremony 21-521 and Proclamation Sponsored by Council Districts 5 and 9 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Carrasco and Foley) Recommendation: 1. Approve the Natalia Smüt Lopez Lighting Ceremony scheduled from May 7, 2021 to May 13, 2021 and Proclamation event scheduled on May 11, 2021 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 11, 2021 Council Agenda for action. Attachments Memorandum from Carrasco and Foley END OF CONSENT 2. ROGC Approval of District 10 SAP Grant for Almaden Valley Women's 21-509 Club. (Mahan) Recommendation: Approve a request to agendize for City Council deliberation on May 11, 2021, a $2,500 SAP grant from Council District 10 to support the efforts of the Almaden Valley Women’s Club to provide recreational and cultural opportunities to the community. Attachments Memorandum from Mahan H. Review of additions to Council Committee Agendas/Workplans City of San José Page 6 Printed on 5/5/2021 Joint Meeting for the Rules and Agenda May 5, 2021 Open Government Committee and Committee of the Whole 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. 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 5/5/2021