HomeMy WebLinkAbout10/23/2025 Open Government Commission Regular Agenda Packet
Open Government Commission
Special Meeting Agenda Page 1 of 3 October 23, 2025 | 5:30 PM
CITY OF GILROY
OPEN GOVERNMENT
COMMISSION
SPECIAL MEETING AGENDA
THURSDAY, OCTOBER 23, 2025 | 5:30 PM
CITY CHAMBERS, CITY HALL
7351 ROSANNA STREET, GILROY, CA 95020
Chair: Shayne Somavia Vice Chair: Ann Marie McCauley
Commissioners: Diana Bentz, Janet Krulee & Sharpy Sandhu
Staff Liaison:
All Open Government Commission meeting materials are available online at http://gilroy.city/meetings.
COMMENTS BY THE PUBLIC WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE
Open Government Commission. Public testimony is subject to reasonable regulations, including but
not limited to time restrictions for each individual speaker.
In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to
ensure accessibility to this meeting. If you need special assistance to participate in this meeting,
please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204. A sound
enhancement system is also available for check out in the City Council Chambers.
KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE
Government's duty is to serve the public, reaching its decisions in full view of the
public. Commissions, task forces, councils and other agencies of the City exist to
conduct the people's business. This ordinance assures that deliberations are
conducted before the people and that City operations are open to the people's review.
FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT
ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A
VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT
COMMISSION STAFF AT (408) 846-0204.
If you need assistance with translation and would like to speak during public
comment, please contact the City Clerk a minimum of 72 hours prior to the meeting at
408-846-0204 or e-mail the City Clerk’s Office at cityclerk@cityofgilroy.org.
Si necesita un intérprete durante la junta y gustaría dar un comentario público,
comuníquese con el Secretario de la Ciudad un mínimo de 72 horas antes de la junta
al 408-846-0204 o envíe un correo electrónico a la Oficina del Secretario de la Ciudad
a cityclerk@cityofgilroy.org.
The agenda for this special meeting is as follows:
1. CALL TO ORDER
Page 1 of 10
Open Government Commission
Special Meeting Agenda Page 2 of 3 October 23, 2025 | 5:30 PM
2. ROLL CALL
3. PRESENTATIONS TO THE OPEN GOVERNMENT COMMISSION
4. CONSENT CALENDAR
Items under the Consent Calendar are deemed routine and approved with one motion.
If a commissioner wishes for a separate discussion on an item, it must be requested
for removal before the approval vote. If removed, the item will be discussed in its
original order.
4.1. Approve the minutes of the September 25, 2025 Special Open Government
Commission meeting
5. UNFINISHED BUSINESS
5.1. Reports of the Subcommittees
1. Staff Report:
2. Public Comment
3. Possible Action:
5.2. Open Government Week - November 17-21, 2025
1. Staff Report:
2. Public Comment
3. Possible Action:
1. Commission receives report and issue a recommendation.
2. Approve the draft Letter to the Editor, “Celebrating 17 years of
Open Government in Gilroy”
3. Request Staff transmit to the mayor for consideration and
approval.
5.3. Open Government Ordinance Training
1. Staff Report:
2. Public Comment
3. Possible Action:
Commission receive report and issue a recommendation.
5.4. City Council Translation Services
1. Staff Report:
2. Public Comment
3. Possible Action:
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Open Government Commission
Special Meeting Agenda Page 3 of 3 October 23, 2025 | 5:30 PM
1. Commission approves the draft council correspondence and;
2. Request Staff transmit to City Council for their consideration
and action.
6. FUTURE COMMISSION INITIATED AGENDA ITEMS
7. CITY ADMINISTRATOR'S UPDATE
8. ADJOURNMENT
FUTURE MEETING DATES
November 13, 2025 – City Council Chambers – 6:00 PM
Page 3 of 10
September 25, 2025 | 5:30 PM Page 1 of 3 Open Government Commission
Minutes
1. CALL TO ORDER
City of Gilroy
Open Government Commission
DRAFT
Minutes
Thursday, September 25, 2025 | 5:30 PM
The meeting was called to order at 5:30 PM.
2. ROLL CALL
Attendance Attendee Name
Present Commissioner Diana Bentz
Commissioner Shayne Somavia
Commissioner Janet Krulee
Commissioner Ann Marie McCauley
Absent Commissioner Sharpy Sandhu
Commissioner Janet Krulee arrived at 6:08 p.m.
3. PRESENTATIONS TO THE OPEN GOVERNMENT COMMISSION
1. Public Comments by Members of the Public on Items not on the Agenda but
within the Commission’s Subject Matter Jurisdiction
Chair Somavia opened public comment at 5:31 P.M.
With no speakers, Chair Somavia closed public comment.
4. CONSENT CALENDAR
Chair Somavia opened public comment at 5:32 P.M.
With no speakers, Chair Somavia closed public comment.
Motion
Approve the consent calendar.
RESULT: Passed
MOVER: Commissioner Diana Bentz
SECONDER: Commissioner Ann Marie McCauley
AYES: Commissioner Diana Bentz, Commissioner Shayne Somavia,
Commissioner Ann Marie McCauley
NAYS: None
ABSENT: Commissioner Janet Krulee
1. Approval of the Minutes of the August 14, 2025 Open Government
Commission Regular Meeting
5. UNFINISHED BUSINESS
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September 25, 2025 | 5:30 PM Page 2 of 3 Open Government Commission
Minutes
1. Reports of the Subcommittee
Chair Somavia provided a report.
2. Open Government Week - November 17-21, 2025
Chair Somavia provided a report.
Chair Somavia opened public comment at 5:53 P.M.
With no speakers, Chair Somavia closed public comment.
Motion
Approve the draft council correspondence with the recommended amendments and
submit to City Council.
RESULT: Passed
MOVER: Commissioner Shayne Somavia
SECONDER: Commissioner Diana Bentz
AYES: Commissioner Diana Bentz, Commissioner Shayne Somavia,
Commissioner Ann Marie McCauley
NAYS: None
ABSENT: Commissioner Janet Krulee
3. Open Government Ordinance Training
Chair Somavia provided a report.
Chair Somavia opened public comment at 6:03 P.M.
With no speakers, Chair Somavia closed public comment.
Report received.
4. City Council Translation Services
Commissioner McCauley and Commissioner Bentz provided a report.
Chair Somavia opened public comment at 618 P.M.
With no speakers, Chair Somavia closed public comment.
Motion
Approve to approve the Translation Services council correspondence and transmit
to City Council.
RESULT: Passed
MOVER: Commissioner Ann Marie McCauley
SECONDER: Commissioner Janet Krulee
AYES: Commissioner Diana Bentz, Commissioner Shayne Somavia,
Commissioner Janet Krulee, Commissioner Ann Marie McCauley
NAYS: None
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September 25, 2025 | 5:30 PM Page 3 of 3 Open Government Commission
Minutes
6. FUTURE COMMISSION INITIATED AGENDA ITEMS
None.
7. CITY ADMINISTRATOR'S UPDATE
No report.
8. ADJOURNMENT
With no additional business, the meeting was adjourned at 6:23 P.M.
The next meeting is a special meeting scheduled for October 23, 2025 at 5:30 P.M.
Page 6 of 10
16 Oct 2025 Page 1 of 3
GILROY OPEN GOVERNMENT COMMISSION
Updated 16 Oct 2025
2026-2027 WORK PLAN: Open Government Week Proclamation & Activities
SPONSOR: Commissioner Shayne Somavia, shayne.somavia@cityofgilroy.org
STATUS: Open – In Progress
PURPOSE: To provide a roadmap with potential public activities and events to promote Gilroy’s first
Open Government Week, showcasing the City’s (Council, boards, committees and commissions)
steadfast commitment to the highest principles of openness and transparency.
TIMELINE:
✓ 8 May 2025 Open Government Commission Regular Meeting
Provided Commission drafts of the Open Government Week proclamation, council
correspondence, and proposed activities for review and markup.
✓ 14 Aug 2025 Open Government Commission Regular Meeting
Review the previous changes. Seek public and commissioner input.
✓ 25 Sep 2025 Open Government Commission Special Meeting
Review changes and vote on final draft, which will be submitted as a council correspondence
package for their review and approval. Preview the calendar of events for commissioner
consideration and to identify activities commissioners wish to participate.
• 23 Oct 2025 Open Government Commission Special Meeting
Continue to refine activities associated with Open Government Week. Obtain status updates
from Staff regarding Council’s input and preliminary approval. Provide the commission a draft
Letter to the Editor for their review and approval prior to submitting to the Gilroy Dispatch for
publication.
• 13 Nov 2025 Open Government Commission Regular Meeting
Finalize preparations and activities for Open Government Week.
17 – 21 Nov 2025 Open Government Week
• 17 Nov, City Council Meeting
o Receive Proclamation
o Open Government Commission Annual Report to Council
o Translation Services at City Council Meetings
PROPOSED ACTIVITIES
Page 7 of 10
16 Oct 2025 Page 2 of 3
1. Civic Engagement Education – Provide presentation/information desk at institutions for education
to interact with students, provide Questions and Answers (Q&A) to highlight the features and
importance of the Open Government Ordinance. (Reference: Open Government Week Talking
Paper)
2. Public Engagement Assistance – Setup and staff a table in front of the council chambers on Mon,
17 Nov 2025 for City Council Meeting. Help members of the public attending the council meeting
with public speaker cards, agenda packets, and respond to any questions they may have.
3. Ask a Commissioner – Setup and staff table at the Gilroy Library to engage with the public,
demonstrate how to access public records, Council meeting recordings, identify ways they can
submit their input to the council (in person, via email).
4. Mercury News Article | Letter to the Editor – Contact Mercury News to offer a news story. Provide
letter to the Editor.
5. Debut new OGO Training – With the revamping of OGO Training (2026-2027 Workplan Item 2),
significant progress is being made to provide a bilingual (English and Spanish) presentation that
empowers users to read, listen, navigate through the training material at their pace and that
supports their method for learning. The training completion timeline is being synchronized so that
the training “go live” coincides with Open Government Week.
ATTACHMENT
1. Open Government Week Calendar of Events
Page 8 of 10
16 Oct 2025 Page 3 of 3
Open Government Week
November 17 – 21, 2025
Calendar of Events
Provide an overview of activities scheduled for Open Government Week and to aid commissioners with determining their
availability and preference for each event.
Day Event(s) | Venue Commissioner(s)
Monday, November 17, 2025 5:00 pm – Public Engagement Assistance
City Council Chambers Foyer
1.
2.
6:00 pm – Open Government Week Proclamation
City Council Chambers
1.
2.
3.
4.
5.
6:00+ pm – Open Government Commission Annual Report
City Council Chamber
Somavia
6:00+ pm – Translation Services Presentation (If agendized)
City Council Chambers
1.
2.
Tuesday, November 18, 2025 3:00 – 5:00 pm – Ask a Commissioner
Gilroy Library
1. Anne Marie McCauley
2.
5:00 – 7:00 pm – Ask a Commissioner
Gilroy Library
3.
4.
Wednesday, November 19, 2025 10:00 am – 12:00pm – Civic Engagement Education
Gavilan College
1.
2.
4:00 pm – 6:00pm – Civic Engagement Education
Student Gavilan College
3.
4.
Thursday, November 20, 2025
Friday, November 21, 2025 Letter to the Editor: Open Government Week
Page 9 of 10
Open Government Commission 10/16/2025
TARGET: The Gilroy Dispatch
FEATURE: Letter to the Editor
RELEASE: Friday, 21 November 2025
Celebrating 17 years of Open Government in Gilroy
Gilroy has a long history of self-governing as evidenced by its establishment as a charter city. It continues
to bolster ways for residents to access their government and participate in the decision-making process.
An example of this is with the City’s Open Government Ordinance, which marks its 17th anniversary this
year. As the city’s sunshine law, it encourages government transparency by requiring operations,
meetings, and records to be open and accessible to the public. Gilroy’s Open Government Ordinance was
adopted by the City Council on November 17, 2008, and it was incorporated into Gilroy City Code as
Chapter 17A, Public Meetings and Public Records. It provides three distinct capabilities: 1) The public’s
right to meetings, 2) The public’s right to access information and records, and 3) A commission overseeing
public records requests and to recommend improvements to the City Council.
Among the resources available to residents wishing to access their open government are the Gilroy Agenda
Portal and the Open Gilroy website.
Gilroy Agenda Portal (https://ca-gilroy.civicplus.com/965/Agendas-Minutes) offers easy access to all
agendas and meeting minutes for the City Council and various policy bodies. By subscribing, residents
can receive notifications when agendas are posted, review meeting topics, and communicate directly with
policy body members through email or in-person public comment.
Additionally, the Open Gilroy website (https://ca-gilroy.civicplus.com/898/Open-Gilroy) serves as a
centralized hub for accessing public information and records. This platform provides self-service access
to frequently requested documents like agreements, ordinances, and financial disclosures. It also
provides more specific, catered records via the Public Records Portal. These detailed requests are
reviewed quarterly by the Open Government Commission to ensure comprehensive and responsive city
action.
The week of November 17-21 recognizes Gilroy’s history as well as its role and commitment to the
principles of openness and transparency with the week being proclaimed Open Government Week. The
week allows stakeholders (residents, electeds, appointeds, and staff) to reflect on the principles of an
open and accessible government as a way of maintaining the people’s trust and confidence in their
government.
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