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HomeMy WebLinkAbout2022-12-13 Policy & Services Committee Summary MinutesPOLICY AND SERVICES COMMITTEE SUMMARY MINUTES Page 1 of 7 Regular Meeting December 13, 2022 The Policy and Services Committee of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 7:00 P.M. Present In-Person: Stone (Chair), Cormack, Tanaka (7:04 PM) Absent: None Oral Communications 1) Ken Horowitz felt the public got cheated of the opportunity to make comments the previous night. He stated the public depends upon the web posting of approximate times for items covered in meetings. He commented on Item #6 regarding the Palo Alto History Museum. He pointed out that the Women’s Club, the Museum of American Heritage, the downtown library, and Avenidas are within a couple of blocks and he questioned the purpose of the museum. He urged the City Council to revisit the purpose of the City Museum. Agenda Items 1. Policy and Services Discussion and Recommendations for the 2023 City Council Priority Setting Process City Manager Ed Shikada stated the retreat is scheduled for January 28. Guidelines established by the City Council guide the priority-setting process. The National Community survey along with an open town hall platform will be used to inform the Council’s discussion. The 2022 priorities consist of economic recovery and transition, climate change protection and adaptation, housing for social and economic balance, and community health and safety. Initial feedback was received from Council members and Council member elects. Departments will provide updates on the status of current projects relating to existing priorities. City Manager Shikada presented a potential SUMMARY MINUTES Page 2 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 retreat program based on the possibility of doing a deeper dive on the potential next steps for existing priorities. Public Comment 1) Ken Horowitz voiced support for the suggestion to redevelop Cubberley Community Center. Preparation should be made for when the lease agreement with the School Board expires in 2024. Mr. Horowitz noted that the National Community survey was really long and wondered how many people would fill it out as they may get frustrated. Council Member Alison Cormack supported the idea of the breakout groups said the science fair concept would be a way for the public to engage with topics. Staff can remind Council this should be a focus of Council’s time and not assignments for staff. Council Member Cormack felt there should be 3 listed priorities as opposed to 4. Council Member Greer Stone asked Staff about the difficulty with staffing and workload and the impacts if Council were to take a dramatic shift in Council priorities. City Manager Shikada said each of the housing and sustainability priorities involve initiatives that take years to come to fruition. Chair Stone asked what would happen if the 3-year limit was removed from priorities. City Manager Shikada said there were no specific negative repercussions. The limit was meant for guidance for future councils and was established in 2012. Chair Stone asked if there was a mechanism for Council members to make referrals in priority setting where if there was a majority of support, that referral could go automatically to a work plan with the possibility of reducing work load. City Attorney Molly Stump stated the Council needs to be careful about taking any definitive action at the retreat on an item that is not specifically noticed to the public citing the Brown Act. If specific action is contemplated, Staff can put it on the agenda. Setting priorities and allocating work could be done at the retreat. City Manager Shikada said Committee feedback will help guide what Staff proposed to the Council. An action could be taken providing definitive direction if desired. SUMMARY MINUTES Page 3 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 Council Member Greg Tanaka agreed long surveys cause fatigue and suggested having shorter, more frequent surveys. He would like to talk about Council meeting efficiency at the retreat. Council Member Tanaka agreed with having fewer goals. He asked what action if any has happened as a result of the current goals and if it would have been done differently. City Manager Shikada said setting priorities assist Staff in ensuring they are paying close attention and bring to Council steps to further the priorities. Council Member Tanaka agreed with having more control over the agenda. He asked how long the retreat would be. City Manager Shikada said it runs from 9 a.m. to 3 or 4 p.m. Council Member Tanaka said ice breakers should be kept short. He would like to know the impact of the 2022 priorities. Once priorities are set, people need to remember what they are. City Manager Shikada said review of committee work plans could be put on the retreat agenda but if time runs out, then it could return to the Council meeting agenda. NO MOTION 2. Review and Provide a Recommendation to the City Council on the Proposed Council Procedures and Protocols Handbook Deputy City Manager Chantal Cotton Gaines explained which changes were tracked and which were not and presented the new or replacement language topics. Public Comment 1) Ken Horowitz asked that the definition for the City Schools Liaison Committee be refined. He asked for stronger, more definitive language so Cubberley could be included. He felt the public got cheated Monday night as they did not get a chance to speak. He said the language on packet page 45 needs to reflect that public comment is always available at meetings. SUMMARY MINUTES Page 4 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 MOTION: Council Member Tanaka moved, seconded by Council Member Stone to update the language on packet page 24 to be “This is 5 per legislative body (5 for full council meetings; and 5 for committees)” MOTION PASSED: 2-1, Cormack no Deputy City Manager Gaines described the proposed new language for timing of colleagues’ memos. MOTION: Council Member Cormack moved, seconded by Council Member Tanaka to add to packet page 28: instead of the language there, use the following language: “non urgent colleague’s memos that will not result in actions completed by the end of the year will not be accepted between the date of Council election and the swearing in of a new Council.” MOTION PASSED: 2-1, Stone no Deputy City Manager Gaines described the proposed language for Council member speaking time. There were no motions. It will be discussed at the retreat. Deputy City Manager Gaines described the proposed language for reducing individuals’ speaking times. MOTION: Council Member Cormack moved, seconded by Council Member Stone on packet page 45, update the existing language to add: “for example, if there are fewer than 10 speakers, then speakers would usually get 3 minutes to speak. If there are more than 10 speakers, then the presiding officer may choose to reduce the time for each speaker.” MOTION PASSED: 3-0 Deputy City Manager Gaines described the proposed language for group speaking times. No motion was proposed. Deputy City Manager Gaines stated Staff recommended removing the language regarding City Council emails for agenda-related items. Chair Stone agreed. Deputy City Manager Gaines described the proposed language for the Council priority setting process. Council Member Cormack said it should the values. Chair Stone agreed. SUMMARY MINUTES Page 5 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 Deputy City Manager Gaines described the proposed language regarding censure. MOTION: Council Member Cormack moved, seconded by Council Member Stone to accept proposed language on packet page 50 and ask staff to come up with something between this censure language and self-enforcement. MOTION PASSED: 3-0 Deputy City Manager Gaines described the proposed language for the voting delegate for the League of California Cities Conference. Staff were asked to broaden the language to apply to conferences in these situations. Deputy City Manager Gaines described the proposed language for representing the City. Staff will look into clarifying that. Deputy City Manager Gaines described the proposed language for use of City letterhead. Deputy City Manager Gaines described the proposed language for the 1-hour rule. Council Member Cormack asked the word equally be included. Deputy City Manager Gaines described the proposed language for the role of the liaison. MOTION: Council Member Cormack moved, seconded by Council Member Stone, on packet page 57, staff will update the proposed language in section 2.8 to reflect P&S discussion today and the Committee recommends that the City Council refer back to the Policy and Services Committee to have a thorough discussion of the Boards and Commissions Liaison roles and include the BCC chairs. MOTION PASSED: 3-0 Deputy City Manager Gaines described the proposed language for reports to the Council. The City Clerk will provide reports for events attended at the City’s expense. A discussion on travel will occur another time. Deputy City Manager Gaines and City Manager Shikada described the proposed language for miscellaneous expenses. Council Member Tanaka disagreed on expenditures. MOTION: Council Member Stone moved, seconded by Council Member Cormack to move forward with the language on packet page 63 with the SUMMARY MINUTES Page 6 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 formatting changes to include "must" instead of "may" and in X.2 change "City" to "City Manager". MOTION PASSED: 2-1, Tanaka no Chair Stone announced a 5-minute break. Council Member Cormack suggested replacing the word expected with invited in Section 2.2. In Section 3.a, it still says UAC meeting. Referencing 3.b.iii, she asked if they were required to accept an emergency circumstance. City Attorney Stump stated may often means must and they will try to clarify that. Referencing 4.3.1, Presiding officer to review motion, Council Member Cormack questioned the value of the second sentence. She suggested using the word should. Referencing 5.1.E.b, Council Member Cormack asked about the mechanism of enforcement. City Attorney Stump stated it was a statement of aspiration. Council Member Cormack suggested this be reworded. Referencing the fourth paragraph on packet page 48, she suggested rewording it to posted online as opposed to put up online. Referencing Section 1.4 on packet page 52, she suggested putting a period after public office. Chair Stone disagreed. MOTION: Council Member Cormack moved, seconded by Council Member Tanaka to amend Section 1.1 to say: “the Mayor shall rotate based on consecutive years served and ranked by votes received in the general election.” MOTION PASSED: 2-1, Stone no Council Member Cormack suggested removing the section regarding minutes as well as the report of committee section on packet page 17. Deputy City Manager Gaines said minutes are collected and available online. Council Member Cormack suggested rewording of the sections. Council Member Cormack mused about if continuation for the handbook item was warranted. Future Meetings and Agendas Deputy City Manager Gaines stated there are no meetings until February 2023. There will be new committee assignments in January and items not SUMMARY MINUTES Page 7 of 7 Policy & Services Meeting Summary Minutes: 12/13/2022 completed in 2022 will be included in the work plan going to the Committee at the retreat. Adjournment: The meeting was adjourned at 10:05 p.m.