CC 01-12-24 Item #1 Council Training_Staff PresentationJanuary 12, 2024
City Council Training
Agenda Presenters
●City Manager
●City Attorney
●City Clerk
●Deputy City Manager
●Executive Assistant to Council and City Manager
●Assistant City Manager
●Director of Innovation & Technology
Meet Cupertino’s Elected Officials
City Manager
●Council-Manager Form of Government
●City Council Staff Relationships
●City Commissions and Committees
●City Manager’s Office Duties and Responsibilities
●Council and Mayor’s Budget
●Councilmember Committee Assignments
●City Work Program
●City Council Agenda Setting
Council-Manager Form of
Government
●City Council sets policy and vision.
●City Manager implements policy and directs
administrative operations and staff.
●City staff has three primary roles:
1.Develop policy alternatives/make
professional recommendations.
2.Implement Council direction.
3.Support day-to-day operations.
City Council Staff Relationships
●CMC Chapter 2.17 states:
●The City Code contains the provisions to
address and clarify the relationship between
the City Council, individual Councilmembers,
and city staff:
●City Council as a body provides direction.
●Individual City Councilmembers have right
to access information.
●City Manager/staff responsible for executing
Council direction and protected from undue
influence.
City Commissions and Committees
●Commissions are Advisory to City Council.
●Council Conducts Annual Recruitment and
Appointments.
●Commissioner’s Responsibilities and Expectations
(City Council Procedures Manual, Section 4)
●Commissioner’s Handbook (to be updated
soon)
City Manager’s Office (CMO)
●City Manager and Assistant City Manager
●Executive Assistant
o Supports City Manager and City Council.
●City Clerk’s Office
●Deputy City Manager
o Economic Development
o Communication
o Emergency Management
o Policy Support, City Work Program, and
Legislative Activity
Council and Mayor’s Budget
●Mayor’s Initiative Fund
●$10,000 per Mayor Term
●Councilmember’s Training and Travel Budget
●~$4,000 / fiscal year & Reimbursement
●Memberships and Dues
●$500 facility rental fee waiver per year
Councilmember Committee
Assignment
●City Council Procedures Manual Section 3
●Appointment
●Primary and Alternate
●Instruction and Expectation
●Reporting
●2024 Assignments
FY 23-25 City Work Program
●24 Projects for Total of Two Years with Annual Review
in March (tentatively scheduled).
●Approved on April 4, 2023, for a Total of 24 Projects:
●FY23-24 - 15 Projects Funded.
●FY24-25 - 9 Projects to be Funded.
●Quarterly Updates (last updated on 11/21).
●Annual Review Tentatively Scheduled in Spring
to review Council’s Goals and Current Work
Program.
●City Work Program Current Progress -
cupertino.org/cityworkprogram
FY 23-25 City Work Program
City Council Agenda Setting
●Type of Meetings:
o Regular Meeting
o Study Session
o Special Meeting
o Closed Session
●Future Agenda Item Setting
●Agenda Item Descriptions
●Mayor and City Manager Set the Final Agenda.
●Staff Reports Format, Preparation and Publication.
●Prep Sessions, Supplemental Materials and Desk Items.
City Attorney
●Rosenberg’s Rules of Order with Q&A
Why Rosenberg’s Rules?
●Developed by Yolo County Superior Court Judge
Dave Rosenberg
●Based on principal that rules should:
●Establish order.
●Be clear.
●Be user-friendly.
●Enforce the will of the majority while protecting
the rights of the minority.
Format for Agenda Items
●Mayor announces agenda item
●Staff report/recommendation(and other
presentations)
●Council questions
●Public comment
●Mayor invites motion/asks for second
●Deliberation
●Vote
Motions
●Three types of motion
●Basic motion
●Motion to amend
●Substitute motion
●Friendly amendments allowed/encouraged
●Up to three motions may be on the floor
Non-Debatable Motions
●Motion to adjourn/fix time to adjourn
●Motion to recess
●Motion to table
●Motion to limit debate (2/3 vote required)
Motion to Reconsider
●Majority vote
●Must be made by member in majority on original
motion
●Can be seconded by any member
●If passed, Council can then debate/vote on matter
originally considered
Courtesy and Decorum
●Chair ensures debate is germane and focused on
policy instead of personalities
●Other members are recognized by the Chair, except
when:
●Asserting point of privilege or point of order
●Appealing a ruling of the chair
●Calling for orders of the day (return to the
agenda)
●Withdrawing a motion
Critiques of Rosenberg’s Rules
●Too simple/not enough detail
●Too much discretion given to Chair
●Reliance on substitute motions and friendly
amendments
●Maker can withdraw motion unilaterally
●Only three motions on floor at the same time
Questions?
City Clerk
●Reminders
o Ethics Training (AB 1234)
o Harassment Prevention Training (AB 1661)
o Statement of Economic Interests (Form 700)
●City Council Meeting Agenda
●Participation in Political Activities
City Council Agenda
●Council Minutes
o Action format
o Amendment requests
●Councilmember Activity Reports
o Due Monday of publication week
Supplemental Reports, Desk
Items, and Council Questions
Report Type Purpose Received Provided
Supplemental
Report
For updates or
Councilmember
questions
before 10:00
AM on Monday
Monday
5:00 PM
Desk Item For updates or
Councilmember
questions
Between 10:01
AM Monday to
10:00 AM
Tuesday
Tuesday
4:00 PM
Verbal Report For Councilmember
questions
after 10:00 AM
Tuesday
During
Meeting
City Council Meeting Data
33 44 48 47 59 64
37
24 24 24 24 24 24 24
0
20
40
60
80
2017 2018 2019 2020 2021 2022 2023
# Meetings per year
Scheduled Actual
Public Records Request Data
78
116 127 120
253 264
221
0
50
100
150
200
250
300
2017 2018 2019 2020 2021 2022 2023
# Requests per year
Participation in Political
Activities – Fundamental Rule
Don’t use public funds, such as official City time,
City facilities or other City resources to support or
oppose a candidate and/or ballot measure.
Participation in Political
Activities – The Don’ts
●Don’t send campaign materials through City email
accounts
●Don’t send/receive campaign emails on City computers
●Don’t place campaign materials on City premises
●Don’t use City telephones, copy/fax machines,
computers, letterhead, etc. for campaign purposes
●Don’t direct City staff to carry out campaign-related tasks
during City employee work time
Participation in Political
Activities – The Don’ts
●Don’t urge City employees to vote for a candidate or
ballot measure (Ethics Policy)
●Don’t use City funds to attend a political fundraiser
●Don’t directly or indirectly solicit campaign contributions
from other local officials or employees, unless the
solicitation is part of a general effort that incidentally
includes local officials and employees (Gov. Code 3205)
Participation in Political
Activities – The Do’s
●You may request staff work on the campaign during their
personal time
●You may make a campaign contribution or attend a
campaign fundraiser using personal funds
●You may participate in campaign activities at City
facilities that are open and available for expression of all
political viewpoints, such as sidewalks, parks and areas in
front of City Hall during personal time
●You may adopt a resolution that officially endorses
a ballot measure and confirms the prohibition on
using government funds for political purposes at a
public meeting
Participation in Political
Activities – The Do’s
●You may use public funds to develop a measure for the
ballot
●You may use public funds to prepare and disseminate an
accurate, fair and impartial analysis of a ballot measure
●You may use your official title in campaign
communications when no City resources are used to do
so and it is clear from the tenor and nature of the
communications that you are making the
communications in your personal capacity and using the
title for identification purposes only
Political Reform Act Update
Section 84308 Generally
●Prohibits councilmembers from taking part in an
entitlement for use proceeding if the official has
received a contribution exceeding $250 from a
party or participant in the proceeding within the
preceding 12 months.
●Officials are prohibited from accepting, soliciting,
or directing a contribution exceeding $250 from a
party or participant for 12 months after the final
decision of a proceeding.
Deputy City Manager
●Special Recognition Requests
●State of the City Address
●Media Inquiries
●Mayor as the ceremonial
spokesperson,and Vice Mayor as the
designated alternate
Executive Assistant to Council
and City Manager
EA’s Administrative Support:
●Scheduling Meetings
o Mayor’s Meeting with Commissioners
o Council meeting agenda review
o City Manager and Councilmember one-
on-one meetings
●Registration of events and training
●Miscellaneous (business cards, name badges,
responding to emails and voicemails, etc.)
Assistant City Manager
Department Activities:
●Administrative Services (Human Resources
and Finance)
●Public Works
●Community Development
●Parks and Recreation
●City Manager's Office
●Information & Technology
Director of Information &
Technology
Technology Reminders:
●Cyber security Training
●City issued equipment: laptop/cell phone
●Use of City email and personal emails
●Laptop/Cell Phone Inventory
●International Travel