HomeMy WebLinkAboutStaff Report 2409-3502CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Tuesday, October 08, 2024
7:00 PM
Agenda Item
1.Review of the New Council Member Orientation / Onboarding Outline for Discussion and
Possible Recommended Action by Council
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: October 8, 2024
Report #:2409-3502
TITLE
Review of the New Council Member Orientation / Onboarding Outline for Discussion and Possible
Recommended Action by Council
RECOMMENDATION
Staff recommends that the Policy and Services Committee review the previously adopted outline
for a New Council Member Orientation / Onboarding program and recommend to Council any
suggested modifications.
BACKGROUND AND ANALYSIS
In November 2022, the Council adopted the New Council Member Onboarding Program. The
program was used with the most recent Council Member onboarding after the November 2022
election. The Council reviewed it and approved it with the understanding that it would be the
basic outline of the process going forward because each election will have candidates of different
backgrounds and experiences, and it ensures that all members have the same basic orientation
information. The outline is intended to balance critical information about operating as a Council
Member including legal obligations of serving in this capacity, data about City operational
structures and procedures with policy decisions that will come before the Council in the near
future.
Staff requests the Policy and Services Committee to review the previously approved outline with
the intention of updating the outline if there are any recommended updates.
For context, on November 5, 2024, Palo Alto voters will select 4 candidates to serve as Council
Members for the next four years. There are four seats up for election this cycle which includes
two seats currently occupied by Council Members who have reached their two-consecutive terms
limit. There are nine total qualified Council candidates in this election.
Based on prior Council action, staff created the New Council Member Onboarding Program with
the goal of effectively onboarding any new Council Members. This program includes a
combination of a digital resource library as well as a one- or two-day workshop, depending on
the preferences of the newly elected Council Members. The workshop outline is included as
Attachment A and includes the following nine different discussion sections:
1. Introduction to the City Organization
2. Council Member Specific Information
3. Legal Update and Considerations while on Council
4. Council Meeting Procedures and Protocols
5. Policy Role in Land Use Planning
6. Financial Responsibilities, Budgeting and Performance Measurements
7. Communications and Community Engagement
8. Emergency Preparedness
9. Major Projects and Upcoming Items
In addition to this Onboarding Program, Council Members are subject to mandatory trainings
including, but not limited to, AB 1234 ethics training, anti-harassment training, and cybersecurity
training. The League of California Cities also annually provides a Mayors and Council Members
Academy that covers the legal, financial, and practical fundamentals of serving as an elected
official. The next such training is January 22-24, 2025 in Sacramento. New Council Members may
request to attend and the City will cover related expenses and assist with arrangements. Council
Members are also welcome to attend other optional trainings on various topics offered by the
City.
FISCAL/RESOURCE IMPACT
There is no cost associated with this project other than staff time. This process will create
efficiencies in sharing information in the attached outline to all Council Member-elects.
STAKEHOLDER ENGAGEMENT
The Council previously engaged on this in 2022 and approved the existing outline through a public
process.
ENVIRONMENTAL REVIEW
Not a project.
ATTACHMENTS
Attachment A: New City Council Member Onboarding Program, Adopted 2022
APPROVED BY:
Ed Shikada, City Manager
Page 1
New City Council Member Onboarding Program
Section 1. Introduction to the City Organization (20 Minutes)
1.1. Overview of the organization structure, services and Executive Leadership
Team (per City Charter and Muni Code, with commentary)
A. Role of the City Council Member/Local Elected Official
B. Role of the City Manager
C. Role of the City Attorney
D. Role of the City Clerk
E. Role of the City Auditor
1.2. Relationships between City Council, Council Appointed Officers (CAO), City
Staff, and the public (per City Charter and Muni Code, with commentary)
Section 2. Council Member Specific Information (30 Minutes)
Council-specific information includes all the items that relate to councilmembers
themselves in their new role.
2.1. Overview of Procedures and Protocols Handbook and notable norms
2.2. Regulatory Guidelines & Required trainings
2.3. Council Priority-Setting
2.4. Council members’ roles regarding Council subcommittees and service on
regional boards, outside agencies and committees
2.5. Travel, Conferences and Training opportunities
2.6. Special Annual Council Events, Meetings & Cycles (Reorganization, State of
the City, Strategic Planning, CAO Evaluations, Budget Adoption,
Summer/Winter Recess, Annual City Sponsored Events)
Section 3. Legal Update and Considerations while on Council (45 minutes)
3.1. Overview of City’s legal structure
3.2. Council roles:
A. Policymaking/legislating
B. Quasi-judicial decision making
3.3. Key laws:
A. Open Meetings (Brown Act)
B. Conflicts of Interest (Political Reform Act, etc.)
C. Public Records Act
Page 2
Section 4. Council Meeting Protocols (20 Minutes)
4.1. Logistics: Schedules, seating, attendance, technology, meeting etiquette
4.2. Agenda Structure & Rules of Procedure
4.3. Packet production process and schedules, Staff Report timelines
4.4. How/when to pose questions before, and during a meeting
4.5. Closed Session practices
Section 5. Policy Role in Land Use Planning (45 Minutes)
5.1. Review of land use planning terms
5.2. Development review/approval process
5.3. Role of Council in land use matters
5.4. Role of planning or zoning commissions/boards
5.5. Schedule of general plan, Housing Element, development projects or other
policy documents that are coming to the council in the upcoming year
Section 6. Financial Responsibilities, Budgeting and Performance Measurements (30
Minutes)
Review the basics of the financial structure and condition to help
councilmembers understand their fiduciary responsibilities.
6.1. Fiscal Calendar & Budget Approval Schedule
6.2. Financial position of the City
6.3. Explanation of fund structure
6.4. Overview of the most recent comprehensive audit and financial report
(CAFR)
6.5. Operating and capital budget cycle
6.6. Investment and treasury policies
6.7. Schedule for financial reporting to the council
6.8. Unfunded liabilities (e.g., post-employment benefits)
6.9. Pension and OPEB Trusts
6.10. Performance Tracking
Section 7. Communications and Community Engagement (30 Minutes)
7.1. City Communications Overview
7.2. Social Media Use
7.3. Community Engagement Activities Planned to Implement the City’s
Workplans
Page 3
Section 8. Emergency Preparedness (20 Minutes)
Due to the unique and critical role local governments play regarding emergency preparedness,
a briefing on this topic is key.
8.1. Council role in the event of a community emergency
8.2. Public Safety organizational structure
8.3. Emergency Communications
Section 9. Department Topics & Q&A (45 Minutes)
1.1. Major Projects Overview
1.2. Summary of the Tentative Agenda of Upcoming Council Agenda Items
1.3. Open Floor