REPORT TO COUNCIL
SUBJECT
Title
Review, Discussion, and Potential Action to Amend Policies Within the Council Policy Manual Chapter 7 - Planning and Management
Report
BACKGROUND
As operational needs warrant, staff periodically reviews Council Policies and recommend updates. When proposed edits are minor clarifications and do not alter the original intent of the policy but instead serve to clarify Council’s intent or to memorialize existing practice rather than introduce new procedures these clarifications are typically approved by the City Manager and shared with Council but processed without formal Council action.
However, when proposed edits represent a substantive change in Council’s original intent or introduce a new policy direction, such revisions are brought forward for formal Council consideration.
While many of the changes proposed in this report primarily clarify existing policy and memorialize current Council practices, staff is presenting them to Council due to the volume of proposed updates.
EXISTING POLICY
Council Strategic Goal - Responsive Government
Council Policy 7.3.1, Legislative Management - Goals and Policies
• Goal 7.3B Assure that City policy is established, documented and enacted according to established procedures and legal principles.
• Policy 7.3B.2 Maintain official records of City action and policy in a retrievable manner, according to legal convention.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental, organizational or administrative activity that will not result in direct or indirect changes in the environment.
DISCUSSION
Over the years, the City of Sunnyvale has accumulated many Council policies, many of which overlap, contradict, or become outdated. Regularly reviewing, updating, and consolidating policies creates a more user-friendly, accessible framework for staff, Council, and the public. Outdated, duplicative, or superfluous policies can lead to inconsistent decision-making. A consolidated Council policy framework that references and defers to relevant federal, state, and local laws supports better governance and compliance with legislation, and public transparency and clarity.
With that in mind, staff is currently undertaking an effort to incrementally review Council Policies that have not been updated in the last five years. Some may be reviewed and found to be current; others will be updated. This report is the first phase of that review and includes recommended changes to 19 Council policies within Chapter 7 - Planning and Management. The goal of the review was to clarify, reduce duplication, and simplify where appropriate. To guide Council through the proposed changes, staff has developed the Council Policy Amendment Table (Attachment 1) which shows the current policy and summary of proposed changes.
Staff determined that 16 Council policies - specifically those governing staff and administrative support for Council, staff-Council communications, Council travel and conferences, and Council appointments to Intergovernmental agencies were found not reflective of current Council practice or had duplicative language found in other Council policies. The remaining three (3) of 19 presented here include proposed updates to memorialize, clarify, or align policy language.
Among the 16 Council policies governing staff and administrative support for Council, staff-Council communications, Council travel and conferences, and Council appointments to Intergovernmental agencies, staff proposes amendments to consolidate language within six (6) policies and delete the remaining ten (10) policies, as follows:
• Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications - Clean Version (Attachment 2) and Redline Version (Attachment 3)
o Proposed Revision: Update policy title and incorporate policy language from 7.3.20, 7.4.1, 7.4.4, 7.4.10, 7.4.12, 7.4.12. Remove duplicative language found in 7.4.14, 7.4.15, and 7.4.16.
• Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events - Clean Version (Attachment 4) and Redline Version (Attachment 5)
o Proposed Revision: Update policy title and incorporate policy language from policy 7.3.21.
• Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries - Clean Version (Attachment 6) and Redline Version (Attachment 7)
o Proposed Revision: Update policy title, remove policy language that was moved to policy 7.3.20 and update current practice regarding outgoing Mayor and Councilmembers.
• Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers - Clean Version (Attachment 8) and Redline Version (Attachment 9)
o Proposed Revision: Incorporate and update policy language from 7.4.2, 7.4.3, 7.4.5, 7.4.6, 7.4.7, 7.4.8, and 7.4.9.
• Council Policy 7.4.4 Council Travel and Conferences - Clean Version (Attachment 10) and Redline Version (Attachment 11)
o Proposed Revision: Updated policy language with current practice.
• Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies - Clean Version (Attachment 12) and Redline Version (Attachment 13)
o Proposed Revision: Updated policy title and incorporate policy language from 7.4.13
Staff proposes the following ten (10) policies for deletion (Attachment 14). Where noted, policy language has been incorporated in existing policies and/or policy language has been removed where no longer applicable.
• Council Policy 7.4.2 Council Equipment, Materials, and Supplies - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.3 Meetings: Scheduling and Use of City Facilities - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.5 Ceremonial Events - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.6 Council Announcements and Speeches - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.7 Council Correspondence - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.8 Mayor and Council Mail, Answer Point Email, and Meeting Packets - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.9 Receiving and Responding to Community Member Inquiries and Concerns - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.10 Council Inquiries and Requests for Information and Records - Redline Version
o Language incorporated in 7.3.13
• Council Policy 7.4.11 Council Files - Redline Version
o Language incorporated in 7.4.1
• Council Policy 7.4.13 Council Subcommittees and Council or Mayor-Created Advisory Task Forces - Redline Version
o Language incorporated in 7.4.12
Staff also reviewed Council policies where proposed updates would memorialize, clarify, or align policy language.
• Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships -
Clean Version (Attachment 15) and Redline Version (Attachment 16)
o Proposed Revision: Increase City Manager grants, donations, contributions, and sponsorships authority from $100K to $250K to align with current City Manager contract authority. Lead Dept: Finance Department
• Council Policy 7.2.19 Boards and Commissions - Clean Version (Attachment 17) and Redline Version (Attachment 18)
o Proposed Revision: Update Q. Council Subcommittee to expand the role of a Council committee beyond consideration of bylaw amendments and replace a Standing Committee with an Ad Hoc Advisory Committee. This change aligns with the City’s recent use of this body, which is only convened on an as-needed basis and does not meet routinely or regularly. Any changes proposed by the Ad Hoc Committee would be referred to the full City Council for action.
• Council Policy 7.3.19 Council Meetings - Clean Version (Attachment 19) and Redline Version (Attachment 20)
o Proposed Revision: Add new language regarding Council Document/Presentation Submittals to follow the same submittal protocols and deadlines that apply to the public, maintain meeting decorum, and prevent the perception of bias.
As of October 1, 2025, the Council Policy Manual included 123 policies. Council acted on October 21, 2025, to delete Council Policy 7.1.7 Budget Proposal Process; therefore, the Council Policy Manual includes 122 policies, encompassing the Code of Ethics and Conduct as well as Legislative Advocacy Policies (LAPs). Over the past five (5) years, including the 19 policies reviewed in this report, staff from nine (9) departments have reviewed approximately 32% (or 39) of these policies and 68% (or 84) still require review.
Staff will continue the internal review of Council Policies every five (5) years to determine whether an update is needed. Depending on the extent and nature of proposed revisions, updates will be brought forward for Council consideration at a public meeting. For clarity revisions, staff will update policies under the City Manager’s authority and notify Council.
FISCAL IMPACT
There is no fiscal impact associated with this report.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
ALTERNATIVES
1. Approve the Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships - Clean Version (Attachment 15)
2. Approve the Council Policy 7.2.19 Boards and Commissions - Clean Version (Attachment 17)
3. Approve the Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications - Clean Version (Attachment 2)
4. Approve the Council Policy 7.3.19 Council Meetings - Clean Version (Attachment 19)
5. Approve the Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events - Clean Version (Attachment 4)
6. Approve the Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries - Clean Version (Attachment 6)
7. Approve the Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers - Clean Version (Attachment 8)
8. Approve the Council Policy 7.4.4 Council Travel and Conferences - Clean Version (Attachment 10)
9. Approve the Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies - Clean Version (Attachment 12)
10. Approve the Proposed Deleted Council Policies (Attachment 14)
11. Other direction as provided by Council.
STAFF RECOMMENDATION
Recommendation
Alternatives 1 through 10, as noted in the report.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
_X_ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: Michelle Zahraie, Senior Management Analyst
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Council Policy Amendment Table
2. Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications - Clean Version
3. Council Policy 7.3.13 Support for Councilmembers; Staff-Council Communications - Redline Version
4. Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events - Clean Version
5. Council Policy 7.3.20 Council Recognition of Individuals, Organizations and/or Events -Redline Version
6. Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries - Clean Version
7. Council Policy 7.3.21 Recognition of Elected and Appointed Officials and Visiting Dignitaries - Redline Version
8. Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers - Clean Version
9. Council Policy 7.4.1 Provision of Staff & Administrative Support for Councilmembers -Redline Version
10. Council Policy 7.4.4 Council Travel and Conferences - Clean Version
11. Council Policy 7.4.4 Council Travel and Conferences - Redline Version
12. Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies - Clean Version
13. Council Policy 7.4.12 Council Appointments to Intergovernmental Agencies -
Redline Version
14. Proposed Deleted Council Policies - Redline Version
15.Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships - Clean Version
16. Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships - Redline Version
17. Council Policy 7.2.19 Boards and Commissions - Clean Version
18. Council Policy 7.2.19 Boards and Commissions -Redline Version
19. Council Policy 7.3.19 Council Meetings - Clean Version
20. Council Policy 7.3.19 Council Meetings - Redline Version