The URL can be used to link to this page

Home My WebLink AboutStaff Report 2311-22803 6 0 1 Policy & Services Committee Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: December 12, 2023 Report #:2311-2280 TITLE 2024 City Council Priority Setting Process Discussion and Recommendations RECOMMENDATION Staff recommends that the Policy and Services Committee discuss and forward for Council approval of a modified priority setting session as outlined in Option 3 for the 2024 Annual Retreat, tentatively scheduled for January 29, 2024 and suspension of the Council Protocols and procedures for the annual retreat to support this. BACKGROUND In October 20121, the City Council approved Priority Setting Guidelines and outlined the role for the Policy & Services Committee in this process. Per the Guidelines (Attachment A), a priority is defined as a topic that will receive particular, 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 term. The 2023 Priorities, as selected at the City Council’s Annual Retreat on January 28, 20232 are: •Economic Recovery and Transition •Climate Change and the Natural Environment: Protection and Adaptation •Housing for Social and Economic Balance •Community Health and Safety Additionally, in November 20223, the Council adopted value statements to aid in future retreats and priority setting processes: 1 City Council Meeting 10/1/2012 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2012/mini-packet-3156.pdf 2 City Council Retreat 1/28/2023 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1492 3 City Council Meeting Minutes 11/07/2022 https://www.cityofpaloalto.org/files/assets/public/v/2/agendas- minutes-reports/agendas-minutes/city-council-agendas-minutes/2022/20221107/20221107amccsm.pdf 3 6 0 1 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. As set forth in the Priority Setting Guidelines, “If needed, 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.” This report outlines various retreat process options for the Policy & Services Committee to discuss and consider. ANALYSIS The Priority Setting Guidelines define the meaning of a Council priority and lay out the purpose, process, and general parameters for the Council’s annual priority-setting process. Consistent with these guidelines, staff has reached out to the Council to identify their recommendations for 2024 priorities to be considered by the Council. That information is due back to the Council in mid-January for consideration prior to the retreat. In response to feedback from the 2023 goal-setting process and subsequent discussions, staff is recommending the Policy & Services Committee consider modifications to the 2024 Council Annual Retreat to shift discussion towards longer-term strategic issues and initiatives. 2024 represents a unique year for discussion of Council priorities and strategies to advance them, given no Council turnover from the prior year and extensive ongoing efforts on several priorities. Staff has outlined three options for consideration: Option 1 Continue with the Council-adopted, traditional process for establishing annual Priorities, which includes a) community survey feedback, b) suggestions from individual council members, c) public comment, and the generation of new 2024 Priorities. The retreat would use the current four Priorities as a baseline discussion at the January retreat and explore additional Priorities not contemplated among the Priorities as codified. Option 2 Engage in a traditional strategic planning process that includes inputs from a variety of stakeholders that provides for the development of a mission and vision statement, development of a list of strategic priorities (similar to the current goal-setting process), 3 6 0 1 development of a dashboard of measurable initiatives (similar to the current City goals dashboard) linked to the city work plan. Typical strategic plans take a longer horizon (5-20 years). These work sessions are typically spread over two or more meetings and include extensive public outreach and engagement activities. Should the Council choose to recommend this option, staff recommends rescheduling the planned January retreat to allow for a longer planning period and a more extended work session for the Council. Option 3 Combine Option 1 and 2 as a hybrid model, following the typical process but allowing the Council to enable a deeper discussion of the strategies required to advance each Priority area. The retreat would use the current four Priorities as a baseline, poll the Council for edits or additions, and discuss key strategic questions that can help ensure that the City is appropriately organized and focused to advance the priorities, such as: 1. How does the Council envision its engagement in advancing each Priority area? If involving ad hoc committees, are there specific goals to be assigned to each committee? 2. What are the key community engagement needs to support and enhance the City‘s progress toward these goals? 3. What resources (staff and council time, financial, partners, or other) are needed to achieve Council’s vision for each priority? In either Options 1 or 3, staff will be available to give a high-level overview of the 72 objectives in each category currently underway and answer Council questions concerning priorities, resource requirements, and ideal timing of initiatives. Staff would also provide support to a complete strategic planning process. Staff will forward the Policy & Services Committee’s recommendation to the City Council for their January 16, 2024 meeting as necessary, should a process change be recommended. The facilitator team will use today’s input to generate a retreat plan and detailed agenda. Assuming this committee does not recommend a traditional strategic planning process (Option 2) and chooses to follow the Guidelines, the Council Annual Retreat will occur Monday evening, January 29th. FISCAL/RESOURCE IMPACT No additional resource impact is expected at this time. This discussion will inform the annual City Council retreat, which is tentatively scheduled for January 29, 2024. STAKEHOLDER ENGAGEMENT Staff sought input from City Council members on priority area recommendations and will seek input from the community via Open Town Hall survey in December. A supplemental report will 3 6 0 1 be provided with individual Councilmember suggestions for annual priorities received by December 1st. The public will also have an opportunity to provide feedback during the Council retreat, as well as send direct emails to Council. ENVIRONMENTAL REVIEW This is not considered a project as defined by CEQA and no review is required. ATTACHMENTS Attachment A: Priority Setting Guidelines APPROVED BY: Ed Shikada, City Manager