The URL can be used to link to this page

Home My WebLink About2024-12-10 Policy & Services Committee Action MinutesPOLICY & SERVICES COMMITTEE ACTION MINUTES Page 1 of 5 Regular Meeting December 10, 2024 The Policy & Services Committee of the City of Palo Alto met on this date in Council Chambers and by virtual teleconference at 7:01 P.M. Present In-Person: Kou (Chair), Lythcott-Haims Councilmember Tanaka arrived at 7:04 P.M. Absent: Call to Order Public Comments Agenda Items 1. 2025 City Council Priority Setting Process Discussion and Recommendations MOTION: Councilmember Lythcott-Haims moved to recommend the City Council Amend the City Council Procedures and Protocol Handbook Section 7(b) titled “Priorities Background and Definition” as follows: Sec 7(b) Annual Council Priorities Background and Definition The Council adopted its first Council priorities in 1986. Each year the Council reviews its priorities at its Annual Council Retreat. On October 1, 2012 the Council formally adopted the definition of a Council priority, and the Council’s process and guidelines for selection of priorities. On January 13, 2025, the Council further amended the definition, process, and guidelines for selecting priorities. There is a goal of no more than three to four priorities per year and priorities generally have a two to three year time limit. Council can identify two to three specific objectives within a priority. ACTION MINUTES Page 2 of 5 Policy & Services Committee Meeting Action Minutes: 12/10/2024 A Council priority is defined as a topic that is strategically significant and warrants substantial attention, effort, and resources from staff, Council, stakeholders, and the community. Under each Council priority is a set of objectives which in the aggregate constitute the staff work plan for the year. As such Council aims to identify no more than three to four priorities per year by balancing an awareness of the prior year’s focus with an appreciation for important emerging concerns. Council may identify a few additional objectives within a priority to be added to the staff work plan, mindful of past progress on existing objectives, as well as resource availability in the year to come. Council priorities differ from Council values which are defined as enduring goals and intentions to guide the work of the Council. The values (shared above) allow the Council to maintain these enduring intentions while also selecting annual priorities that direct the work of the city. MOTION WITHDRAWN BY COUNCILMEMBER LYTHCOTT-HAIMS MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Kou, to recommend the City Council A. Amend the City Council Procedures and Protocol Handbook Procedures Section 7(b) titled “Priorities Background and Definition” as follows: • Remove language limiting priorities to three years • Remove “unusual” from the definition of priorities B. Recommend that the Council forgo substantive review of the City Council Procedures and Protocols Handbook, given that significant edits were made in 2024 C. Recommend the Council Retreat include the following elements: a. Councilmember visioning for 2025 b. Discussion and Approval of 2025 Priorities c. Key Community engagement needed to advance the Council Priorities, including Ad Hoc Committees d. Refer to Policy and Services Committee Consideration of Performance Measures Associated with Priorities e. Resources needed to support ACTION MINUTES Page 3 of 5 Policy & Services Committee Meeting Action Minutes: 12/10/2024 D. To enable the discussion above, recommend the 2025 Mayor not make Councilmember appointments to City Ad Hoc Committees prior to the Annual Retreat MOTION PASSED: 3-0 2. Referral: Discussion and Recommendation to Council Regarding Potential New Procedure for Councilmembers to Make Referrals to Staff MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Kou, to continue to a date uncertain, and direct staff to research mechanisms used by other agencies. MOTION PASSED: 3-0 3. Recommend City Council Approval of Various Task Orders with Baker Tilly for Internal Audit Services to 1) Execute FY 2025 Task 1: Citywide Risk Assessment, Task 2: Preparation of Annual Audit Plan, Task 3: Selection of External Financial Auditor and Annual Audit Coordination; 2) Amend the FY 2025 budget for Task Orders; and 3) Amend the FY 2024 budget for FY 2024 Task 4: Execute the Annual Audit Plan MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Tanaka, to recommend the City Council approve of the following: 1. Execution of the following FY2025 Task Orders with activities to be carried out from January 2025 through June 2025: a. FY2025: Task 1: Citywide Risk Assessment with amendment b. FY2025: Task 2: Preparation of Annual Audit Plan c. FY2025: Task 3: Selection of External Financial Auditor and Annual Audit Coordination 2. Amend FY 2025 Task Orders to realign the authorized budget with a net zero impact overall: a. FY 2025: Task 1: Citywide Risk Assessment reduced by $40,000 b. FY 2025: Task 5: Preparation of Quarterly Reports, Annual Status Reports, Provision of City Hotline and Other Ongoing Office Administrative Functions increased by $40,000 ACTION MINUTES Page 4 of 5 Policy & Services Committee Meeting Action Minutes: 12/10/2024 3. Amend the FY2024 Task 4: Execute the Annual Audit Plan to realign the authorized budget with a net zero impact overall: a. Task 4.22: ADA Compliance Audit reduced by $11,000 b. Task 4.23: Recruitment & Succession Planning Audit increased by $3,500 c. Task 4.25: Emergency Preparedness/Wildfire Audit increased by $2,000 d. Task 4.26: Utility Billing increased by $3,000 e. Task 4.28: Dispatch Center Assessment increased by $2,500 MOTION PASSED: 3-0 4. Office of the City Auditor Presentation of Recruitment & Succession Planning Audit Report MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Tanaka, to recommend the City Council approve the results of the Recruitment and Succession Planning Audit report. MOTION PASSED: 3-0 5. Recommend City Council Approve the Office of the City Auditor Risk Assessment and FY 2025 Audit Plan and Corresponding Task Orders MOTION: Councilmember Kou moved, seconded by Councilmember Tanaka, to recommend the City Council: 1. Approve Fiscal Year 2024 Risk Assessment Report 2. Approve the Fiscal Year 2025 Audit Plan Report and corresponding task orders 3. Refer to the City Auditor consideration of a Procurement Performance Audit and Customer Service Audit as part of the Fiscal Year 2026 Audit Plan Report, to be reviewed by the Policy & Services Committee. MOTION PASSED: 3-0 ACTION MINUTES Page 5 of 5 Policy & Services Committee Meeting Action Minutes: 12/10/2024 Future Meetings and Agendas Adjournment The meeting was adjourned at 9:40 P.M.