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 19, 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 5/19/2021 Joint Meeting for the Rules and Agenda May 19, 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 25, 2021 Final Agenda 21-561 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 June 1, 2021 Draft Agenda - Cancelled 21-562 B. Review of Upcoming Special Meeting Agenda(s) C. Legislative Update 1. State 2. Federal D. Meeting Schedules City of San José Page 2 Printed on 5/19/2021 Joint Meeting for the Rules and Agenda May 19, 2021 Open Government Committee and Committee of the Whole 1. ROGC Council Meeting Schedule and Study Session Schedule for August 2021 21-570 - June 2022. (City Manager) Recommendation: a. Approve the City Council Meeting Schedule for the period August 2021 - June 2022; and b. Approve the Study Session Schedule for the period August 2021 - June 2022. Attachments Memorandum E. The Public Record ROGC The Public Record for May 6, 2021 - May 13, 2021. (City Clerk) 21-564 Receive and file the Public Record for May 6, 2021 - May 13, 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 5/19/2021 Joint Meeting for the Rules and Agenda May 19, 2021 Open Government Committee and Committee of the Whole a. ROGC Approval of Stroke Awareness Month Sponsored by Council District 3 21-565 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 May 2021 as Stroke Awareness Month to be recognized by the City Council scheduled on May 25, 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 25, 2021 Council Agenda for action. Attachments Memorandum from Peralez b. ROGC Approval of a Flag Raising and Lighting for Pride Month Sponsored by 21-566 Council District 6 and Council District 9 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Davis and Foley) Recommendation: 1. Approve a flag raising and lighting for Pride Month to be recognized by the City Council on June 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 June 8, 2021 Council Agenda for action. Attachments Memorandum from Davis and Foley c. ROGC Approval of Shredding Event Sponsored by Council District 9 as a City 21-567 Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Foley) Recommendation: 1. Approve the Shredding Event scheduled on June 12, 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 25, 2021 Council Agenda for action. Attachments Memorandum from Foley City of San José Page 4 Printed on 5/19/2021 Joint Meeting for the Rules and Agenda May 19, 2021 Open Government Committee and Committee of the Whole d. ROGC Approval of the Hellyer/Christopher Neighborhood Dumpster Day 21-568 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. Approve the Hellyer/Christopher Neighborhood Dumpster Day scheduled on May 22, 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 25, 2021 Council Agenda for action. Attachments Memorandum from Jimenez e. ROGC Retroactive Approval of Pop Up Vaccination Site at Foxdale Village 21-569 Apartments Sponsored by Council District 5 as a City Council Sponsored Special Event to Expend City Funds and Accept Donations of Materials and Services for the Event. (Carrasco) Recommendation: 1. Retroactively approve the pop up vaccination site at Foxdale Village Apartments which was scheduled on April 18, 2021 and May 9, 2021 as a City Council sponsored Special Event and approve the expenditure of funds and approve the purchase of food and roses. 2. Approve and accept donations from various individuals, businesses or community groups to support the event. 3. Place the item on the May 25, 2021 Council Agenda for action. Attachments Memorandum from Carrasco END OF CONSENT 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 City of San José Page 5 Printed on 5/19/2021 Joint Meeting for the Rules and Agenda May 19, 2021 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 6 Printed on 5/19/2021