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HomeMy WebLinkAboutStaff Report 2410-3667CITY OF PALO ALTO Policy & Services Committee Special Meeting Tuesday, December 10, 2024 7:00 PM     Agenda Item     2.Referral: Discussion and Recommendation to Council Regarding Potential New Procedure for Councilmembers to Make Referrals to Staff Policy & Services Committee Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: December 10, 2024 Report #:2410-3667 TITLE Referral: Discussion and Recommendation to Council Regarding Potential New Procedure for Councilmembers to Make Referrals to Staff RECOMMENDATION Staff recommends the Policy and Services Committee discuss the City Council referral to consider establishing a mechanism for Councilmembers to make simple referrals to staff, in lieu of requiring a Colleagues Memo. BACKGROUND On May 20, 2024, during discussion of the City Council Procedures and Protocols Handbook, the City Council referred to the Policy and Services Committee the following: Whether there should be a mechanism under Council Comments to be able to refer to staff a simpler request than would be required in a Colleague's Memo (with the boundaries defined). Staff is bringing this item to the Policy and Services Committee for discussion. ANALYSIS By procedure and practice, there are several existing ways that the City Council initiates new projects or assignments. The Council can initiate new work as part of annual planning during the City Council Retreat and Priority-setting. In addition, the City Council acting as body can refer follow-up or related work to staff during a City Council agenda item. For City Council Members acting on their own or in a group of two or three, the Procedures and Protocols Handbook provides that City Council Members may confer with staff on potential new projects or initiatives, generally limited to one hour of initial work (the “one hour rule”). For projects requiring more than one hour, two or three City Council Members may recommend to the whole City Council, through a Colleagues’ Memo, that a new project or assignment be initiated and placed at an appropriate place within the City Council‘s existing priorities and workplan. Attachment A. The full handbook is online at: https://www.cityofpaloalto.org/files/assets/public/v/5/city-clerk/city- charterprocedures/adopted-council-protocols-and-procedures-manual.pdf. Context on the inclusion of these sections is that they represent the current processes related to this discussion topic. •Written requests minimize the likelihood of misunderstandings and differing expectations of proposals and the follow-up required. •There are currently no requirements for the length or time required to prepare a Colleagues Memo. Memos may be as brief or comprehensive as Councilmembers feel necessary to communicate the issues. •Colleague Memos appear on the City Council agenda, enabling public awareness in advance of Council consideration and action. •Colleagues Memos can address a variety of topics, with a wide range of time and resources required to bring the issue to fruition. Some Colleagues Memo issues are straightforward and can be addressed the same night they are raised, with no further resources required. Other Colleagues Memos initiate complex programs or services that may take many months and significant financial and staff resources to realize. The Colleagues Memo process enables staff to identify fiscal and staff resources required to address the issue proposed, so that Council can consider the proposal in balance with the Council’s priorities and the overall workplan. •The City Council recently streamlined the process for handling routine matters such as allocation of Council Contingency funds up to $10,000 so that Colleagues Memos are not required. circumstances, a Colleagues Memo enables thoughtful City Council action that provides the benefits outlined above. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMMENTS APPROVED BY: Excerpts from the City Council Procedures and Protocols Handbook The full handbook is online at: https://www.cityofpaloalto.org/files/assets/public/v/5/city-clerk/city- charterprocedures/adopted-council-protocols-and-procedures-manual.pdf Part I: City Council Procedures 2.4 Colleagues’ Memos Council members may bring forward a colleagues’ memo on any topic to be considered by the entire Council. A minimum of two Council members are required to place such a memo on the agenda, reflective of the Council procedure requiring a motion and a second for consideration of a motion by the Council. Up to three Council members may sign a colleague memo. To comply with the Brown Act, three is the maximum number Council members who may discuss or sign onto a colleagues’ memo. Prior to preparing a colleagues’ memo, Council members should consult with the City Manager to determine whether the City Manager is able to address the issues as part of their operational authority and within current budgeted resources. Colleagues’ memos should include a section drafted by the City Manager that identifies any potential staffing or fiscal impacts of the contemplated action. Council members shall provide a copy of the proposed memo to the City Manager and City Attorney prior to finalization. Completed Council colleagues’ memos should be provided to the City Manager, City Attorney and City Clerk with as much advance notice as possible, to provide time for staff to prepare the resource impact section and prepare the memo for placement on the agenda. The Council will not take action on the night that a colleagues’ memo is introduced if it has any implications for staff resources or current work priorities which are not addressed in the memo. The Council will discuss the colleagues’ memo and refer it to a committee or direct the City Manager to agendize the matter for Council action. Action may be taken immediately by the Council on colleagues’ memos where there are no resource or staffing implications, or where these implications are fully outlined in the colleagues’ memo. The Brown Act requires that the public be fully informed of the potential action by the Council when the agenda is published. In order to satisfy the Brown Act requirements, the Council should consult with the City Attorney to ensure that the proposed title to the colleagues’ memo contains all actions that the Council members want completed on the night of the Council review. Council members nearing the end of their term desiring to submit a colleagues’ memo should consider submittal timing and steps needed in order to ensure Council discussion prior to the end of their term. Staff will make best efforts to agendize such memos prior to the end of the Council term. * * * Part I: City Council Procedures Section 7(b) Annual Council Priorities 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. 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. A Council priority is defined as a topic that will receive particular, unusual and significant attention during the year. This varies from a Council value which is defined as an enduring goal and intention 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 reflect shorter- term projects and goals. Purpose The establishment of Council priorities will assist the Council and staff to better allot and utilize time for discussion and decision making. Process In advance of the annual Council Retreat, staff will solicit input from the Council on the priorities to be reviewed and considered for the following year. 1) Council members may submit up to three priorities. 2) Priorities should be submitted no later than December 1. 3) As applicable, the City Manager will contact newly elected officials for their input by December 1. 4) The City Manager and the City Clerk will solicit for the public to share proposed priorities prior to the Council retreat. The Policy and Services Committee shall recommend to the Council which suggestions if any shall be considered at the Council retreat. 5) Staff will collect and organize the recommended priorities into a list for Council consideration and provide to Council in the packet for the Council retreat. 6) 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. * * * Part II: City Council Protocols 1.8 (b) Respect the “One Hour” Rule for Staff Work Requests for staff support should be made to the appropriate senior staff member, according to the protocol for channeling communications. Any request, which would require more than one hour of staff time to research a problem or prepare a response, will need to be approved by the full council to ensure that staff resources are allocated in accordance with overall council priorities. Once City Council Procedures and Protocols Handbook notified that a request for information or staff support would require more than one hour, the Councilmember may request that the City Manager place the request on an upcoming Council agenda. The 1-hour rule applies to all Councilmembers equally.