HomeMy WebLinkAboutStaff Report 14897
City of Palo Alto (ID # 14897)
Policy and Services Committee Staff Report
Meeting Date: 12/13/2022 Report Type: Action Items
City of Palo Alto Page 1
Title: Policy and Services Discussion and Recommendations for the 2023 City
Council Priority Setting Process
From: City Manager
Lead Department: City Manager
Recommendation
Staff recommends that the Policy and Services Committee discuss and forward for Council
consideration recommendations on the 2023 priority-setting session tentatively scheduled for
January 28, 2023.
Background
In October 2012, the City Council approved Priority Setting Guidelines (CMR #3156) and
outlined the role for the Policy & Services Committee in this activity. Per the Guidelines
(Attachment A), a priority is defined as a topic that will receive unusual and significant
attention during the year. Additionally, there is a goal of no more than three priorities per year,
generally with a three-year time limit.
The 2022 Priorities, as selected at the City Council’s Annual Retreat on February 5, 20221 are:
- Economic Recovery and Transition
- Climate Change – Protection and Adaptation
- Housing for Social and Economic Balance
- Community Health and Safety
Prior years’ priorities are found in Attachment B.
Also at the February 5, 2022 City Council retreat, the City Council referred to the Policy and
Services Committee development of a set of values for City Council consideration to aid in
future retreats and priority setting processes. The Committee made a recommendation on City
1 CMR #13997: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/city-council-agendas-minutes/2022/20220205/20220205pccsm-retreat.pdf; Minutes:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council-
agendas-minutes/2022/20220205/20220205amccs.pdf
City of Palo Alto Page 2
Council values at their September meeting2 and the City Council adopted a values statement in
November:3
The Palo Alto City Council has universally shared values that help guide our decisions
and the work we do. These values include:
1. We will make decisions that balance revenues and expenses, now and in the future.
2. We will make decisions that are environmentally sustainable, now and in the future.
3. We will integrate equity into our decisions, considering how decisions affect people
differently based on their identity or circumstances.
4. We will make decisions that create a healthy, safe and welcoming community for all.
5. We will safeguard public trust through transparent practices and open
communication.
6. We embrace innovation.
Discussion
As set forth in the Priority Setting Guidelines: The Policy and Services Committee, each year at
its December meeting, shall make recommendations about the process that will be used at the
Annual Retreat paying particular attention to the number of priorities suggested by Council
members. The recommended process is to be forwarded to Council for adoption in advance of
the Council retreat.
Staff emailed current City Council members and City Council member-elects requesting their
suggestions for priority topics to be included. Recognizing the volume and nature of ongoing
work on the current (2022) priorities, staff also suggested that if the 2022 priorities might be
retained with limited refinement, a portion of the retreat could be allocated to deeper
discussion of the projects being advanced for each priority.
The initial City Councilmember priority suggestions received as of the date of report
preparation are listed below in alphabetical order:
1. Cormack: For a new priority, add "Redevelop Cubberley Community Center"; for a
retained priority, "Climate action mitigation and adaptation"
2. Lauing: Maintain current priorities
3. Lythcott-Haims:
a. Avoid Triggering Builders Remedy
2 CMR #14731: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/policy-and-services-committee/2022/20220913/20220913ppsr.pdf; Minutes:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/policy-and-
services-committee/2022/20220913/20220913ampsr.pdf
3 CMR 14912: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-
council-agendas-minutes/2022/20221107/20221107pccsm-amended-linked-q.a-2.pdf
Minutes: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-
council-agendas-minutes/2022/20221107/20221107amccsm.pdf
City of Palo Alto Page 3
b. Develop Area Plans for regions slated to get bulk of housing
c. Determine Grade Separation Designs
Suggestions and comments from community members are also being solicited. It will remain
open and available to the community for inclusion at the Council retreat in January. At the
retreat, the community can also attend and share their input on Council priorities at the
meeting. The purpose of this engagement is to help inform the City Council on priorities for the
upcoming year.
Based on the feedback received to date, staff recommends that a portion of the retreat be
allocated to deeper discussion of the projects being advanced for each of the 2022 priorities.
Time permitting, this will facilitate prioritization of projects not yet underway within each
priority. We also recommend that the City once again secure the services of Mary Egan with
MRG to facilitate priority setting.
Timeline, Resource Impact, Policy Implications
No additional resource impact is expected at this time. This discussion will inform the annual
City Council retreat, which is tentatively scheduled for January 28, 2023.
Stakeholder Engagement
Staff sought input from City Council members and City Council member-Elects. Staff will also
seek input from the community on the Council’s priorities via the Open Town Hall survey which
will be released in December. At the retreat, the public can also attend and share feedback at
the meeting or directly email the Council.
Environmental Review
This is not considered a project as defined by CEQA and no review is required.
Attachments:
• Attachment A-Priority Setting Guidelines
• Attachment B-Past Council Priorities
City of Palo Alto
City Council Priority Setting Guidelines
Approved by City Council: October 1, 2012
Last revised: October 1, 2012
Background
The City Council adopted its first Council priorities in 1986. Each year the City Council reviews
it’s priorities at its Annual Council Retreat. On October 1, 2012 the City Council formally
adopted the definition of a council priority, and the Council’s process and guidelines for
selection of priorities.
Definition
A Council priority is defined as a topic that will receive particular, unusual and significant
attention during the year.
Purpose
The establishment of Council priorities will assist the Council and staff to better allot and utilize
time for discussion and decision making.
Process
1. Three months in advance of the annual Council Retreat, staff will solicit input from the City
Council on the priorities to be reviewed and considered for the following year.
a. Council members may submit up to three priorities.
b. Priorities should be submitted no later than December 1.
c. As applicable, the City Manager will contact newly elected officials for their input by
December 1.
d. The City Clerk will provide timely notice to the public to submit proposed priorities by
December 1. The Policy and Services Committee shall recommend to the Council
which suggestions if any shall be considered at the City Council retreat.
2. Staff will collect and organize the recommended priorities into a list for Council
consideration, and provide to Council no less than two weeks in advance of the retreat.
3. The Policy and Services Committee, each year at its December meeting, shall make
recommendations about the process that will be used at the Annual Retreat paying
particular attention to the number of priorities suggested by Council members. The
recommended process is to be forwarded to Council for adoption in advance of the Council
retreat.
Guidelines for Selection of Priorities
1. There is a goal of no more than three priorities per year.
2. Priorities generally have a three year time limit.
Attachment A
ATTACHMENT B
Past Palo Alto City Council Priorities, By Year for the last six years:
2022
• Economic Recovery and Transition
• Climate Change – Protection and Adaptation
• Housing for Social and Economic Balance
• Community Health and Safety
2021
• Economic Recovery
• Housing for Social and Economic Balance
• Social Justice
• Climate Change – Protection and Adaptation
2020
• Housing, with special emphasis on affordability
• Sustainability, in the context of the changing climate
• Improving mobility for all
2019
• Climate Change
• Grade Separation (choose preferred alternative by end of the year)
• Traffic and Transportation
• Fiscal Sustainability
2018
• Transportation
• Housing
• Budget and Finance (create an infrastructure funding plan)
• Grade Separation (choose preferred alternative by end of year)
2017
• Transportation
• Housing
• Infrastructure
• Healthy City, Healthy Community
• Budget and Finance