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HomeMy WebLinkAboutStaff Report 2410-3673CITY OF PALO ALTO Policy & Services Committee Special Meeting Tuesday, December 10, 2024 7:00 PM     Agenda Item     1.2025 City Council Priority Setting Process Discussion and Recommendations Supplemental Report, Staff Presentation Policy & Services Committee Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: December 10, 2024 Report #:2410-3673 TITLE 2025 City Council Priority Setting Process Discussion and Recommendations RECOMMENDATION Staff recommends the Policy and Services Committee make recommendations to the City Council regarding the 2025 priority-setting process and annual retreat in January. This includes recommending Council forgo a substantive review of the City Council Procedures and Protocols Handbook, given that significant edits were made in 2024. BACKGROUND The City Council Procedures and Protocols Handbook (Handbook), Section 7(b) Annual Council Priorities, defines a Priority as topic that will receive particular, unusual and significant attention during the year1. Council Priorities should reflect shorter-term projects and goals and should be limited to no more than three to four per year, with an up to three-year time limit to be set at its annual retreat. Within each Priority, Council may identify up to three specific objectives. The 2024 Priorities, as selected at the City Council’s Annual Retreat on January 29, 20242 are: Economic Development and Transition Climate Change and the Natural Environment: Protection and Adaptation Housing for Social and Economic Balance Community Health, Safety, Wellness & Belonging The Council Handbook also refers to the Council Values, which are defined as enduring goals and intention to guide the work of the Council. These values help guide decisions that: 1. Balance revenues and expenses, now and in the future. 2. Are environmentally sustainable. 1 City Council Procedures and Protocols Handbook: https://www.cityofpaloalto.org/files/assets/public/v/6/city- clerk/city-charterprocedures/2024-adopted-council-protocols-and-procedures-manual-10.2024.pdf 2 City Council Retreat 1/29/2024: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13339 3. Integrate equity into our decisions, considering how decisions affect people differently based on their identity or circumstances. 4. Make decisions that create a healthy, safe and welcoming community for all. 5. Safeguard public trust through transparent practices and open communication. 6. Embrace innovation. The Handbook also states that if needed, the Policy and Services Committee make recommendations to the Council about the process that will be used at the Annual Retreat, paying particular attention to the number of priorities suggested by Councilmembers. This report outlines recommendations for the Policy & Services to discuss and consider. ANALYSIS Focused Priorities and Resources Council Priorities The purpose of establishing priorities is to assist the Council and staff to better allot and utilize time for discussion and decision making. Adhering to our established policy of focusing on a maximum of four priorities each year supports our effectiveness and meaningful progress on key issues. At the 2024 Annual Retreat, Council elected to continue the prior year’s priorities, shifting discussion toward longer- term strategic approach to issues and initiatives. A 2024 Council Priorities and Objectives update on Q4 activity (October-December), is expected to be shared in January prior to the Annual Retreat. With two new councilmembers, the 2025 Annual Retreat is the time to revisit priorities to ensure alignment with both fresh perspectives and emerging issues. Staff recommends that the Council again, take a longer-term strategic approach, focusing on issues and initiatives over a two-year period to allow for sustained progress and meaningful impact on priorities. Per the Handbook process, the Policy & Services Committee recommends to the Council, which suggestions if any, should be considered at the Annual Retreat. Attachment A includes responses to date from the survey on Council Priority recommendations. Standing and Ad Hoc Committees as resources to advance Council Priorities At its 2024 Annual Retreat, the Council took a strategic approach to advancing its identified priorities, engaging in a thoughtful discussion on its envisioned role in each priority area. This approach included the identification of ad hoc committees to advance specific goals. In 2024, there were seven Ad Hoc committees in addition to the Council’s standing committees (Finance, Policy & Services, Council Appointed Officers, and City/Schools Liaison): Retail, Stanford, Housing, Climate Action, Rail, Cubberley and El Camino Real. According to the Council Handbook 1.2(f) Ad Hoc Committees- the Council may create Ad Hoc Committees on a limited time basis where necessary to study City business in greater depth than is possible in the time allotted for Council and Standing Committee meetings. Ad Hocs are intended to be temporary, and therefore should be concluded or at least reconsidered each year. Most Ad Hocs will complete their work within one year or less, though in some cases the need for an Ad Hoc may extend for several years. For Ad Hocs that have a single or limited purpose and are dissolved in a short period of time--one year or less--the Ad Hoc may meet without observing Brown Act procedures. Ad Hocs that have continuing subject matter jurisdiction over a matter or group of related matters, or that continue their work for more than one year, should observe Brown Act procedures. 2025 Council Priority Discussion: Council Ad Hoc Committees: Staff is currently in discussion with MRG to determine their ability to facilitate the Annual Retreat. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS Attachment A: Council and Council-elect Survey Responses on 2025 Priorities APPROVED BY: Ed Shikada, City Manager ATTACHMENT A 6 2 8 2 Council and Council-elect Survey Responses on 2025 Priorities Per the City Council Procedures and Protocols Handbook process, the Policy & Services Committee recommends to the Council, which suggestions if any, should be considered at the Annual Retreat. The Council and Council-elect were surveyed November 15 - November 27 on recommended 2025 Priorities for the Policy & Services Committee to consider, below are the responses received at the publishing of this report: Councilmember Veenker I suggest: •Climate and Sustainability Action and Adaptation (our goal is not Climate Change, it is Climate Action) •Community Health, Safety, Wellness & Belonging •Economic Development •Housing for Social & Economic Balance It would be good if we could also share any ideas for the "placemat" at a time that allows staff to consider them during development of the more detailed plan. That way, staff can have thought through our more specific suggestions in the context of other demands, instead of as an afterthought. Staff may still recommend against these suggestions, but it allows for greater reflection than our throwing out ideas during a public meeting and asking for your first impression. I have a couple ideas that I thought I'd mention at the retreat, but I'm not sure if that's the right timing. Councilmember-elect Lu I realize the final priorities will probably evolve incrementally, so I'm taking some refinements / prioritization with existing priorities. My hope is to have the clearest possible milestones (or finish) projects that make it into our final list. My top 3 (unranked): 1. Housing for Economic Balance o Clear milestones for the San Antonio + Downtown plans o Finalize plans + restart Buena Vista redevelopment o Implementation of Housing Element Goals 2. Economic Development o Clear milestones for Cal Ave / University streetscapes (i.e. designs and funding?) o Implement another round of retail streamlining ordinances, focused on a more complex set of zoning issues (including parking) o Permanent parklet ordinance (with as much simplicity + documentation for 3. Community Safety and Wellness o Taking a Vision Zero goal (with a deadline and plan to fund improvements) coming out of our Safe Systems / Bike and Pedestrian planning processes o TBD milestones for mental health resources (with a focus on youth)” Item No. 1. Page 1 of 2 6 0 4 7 Policy & Services Committee Supplemental Report From: Ed Shikada, City Manager Meeting Date: December 10, 2024 Item Number: 1 Report #:2412-3849 TITLE 2025 City Council Priority Setting Process Discussion and Recommendations COUNCIL UPDATES Per the Handbook process, the Policy & Services Committee recommends to the Council, which suggestions if any, should be considered at the Annual Retreat. The Council and Council-elect were surveyed November 15 - November 27 on recommended 2025 Priorities for the Policy & Services Committee to consider. Since the publication of the staff report, the following additional responses have been received: Councilmember Lauing- Each of this year’s objectives is massive and requires a multi-year approach. As I have reflected on this, I don’t see any objective more crucial than what we already have. And we don’t want to change key objectives just for the novelty of it. If anything, I could see dropping the word “transition” this year on the economic recovery objective as we are far from the pandemic. This could help emphasize that this objective is not just about retail. Councilmember Lythcott-Haims- Keep same priorities. Councilmember Kou- 1. Preservation & Expansion of the Natural Environment including Palo Alto’s tree canopy and open spaces. 2. Defend Palo Alto’s Charter against State mandates 3. Fiscal Frugality Councilmember Burt- I don’t have recommendations for changes to the priorities, but I listed below in [bullets] some areas that I would like to prioritized to advance these priorities. Item No. 1. Page 2 of 2 6 0 4 7 Climate Change & Natural Environment - Protection & Adaptation A summary and communication program on recent and planned permitting and inspection streamlining related to solar, energy storage, and electrification appliances. Identification of expanded or enhanced special events to date and those projected for 2025 resulting from additions made to special events staffing. A plan with milestones for Cal Ave and University Ave downtowns nearer term improvements, including a permanent parklet program for Cal Ave early in Q1 2025. A summary and communication program of recent and planned retail related permit streamlining. APPROVED BY: December 10, 2024 www.cityofpaloalto.org 2025 City Council Priority-Setting Process December 10, 2024 Lupita Alamos, Assistant to the City Manager 1 •Establishing Council priorities will assist Council and Staff to better allot and utilize time for discussion and decision making. •City Council priorities are reviewed and set annually at its Annual Council Retreat. •A priority is defined by a topic that will receive particular, unusual and significant attention during the year. •There is a goal of no more than 3-4 priorities/year, with 3-year time limit. •Survey Council and community on recommended priorities. •Policy & Services Committee to make recommendations about the process to Council Council Priority Setting Process 2 The Palo Alto City Council holds these values to help guide decisions that: •Balance revenues and expenses, now and in the future. •Are environmentally sustainable. •Integrate equity into our decisions, considering how decisions affect people differently •based on their identity or circumstances. •Make decisions that create a healthy, safe and welcoming community for all. •Safeguard public trust through transparent practices and open communication. •Embrace innovation. Council Values 3 Councilmember Lauing- Each of this year’s objectives is massive and requires a multi-year approach. As I have reflected on this, I don’t see any objective more crucial than what we already have. And we don’t want to change key objectives just for the novelty of it. If anything, I could see dropping the word “transition” this year on the economic recovery objective as we are far from the pandemic. This could help emphasize that this objective is not just about retail. Councilmember Kou- •Preservation & Expansion of the Natural Environment including Palo Alto’s tree canopy and open spaces. •Defend Palo Alto’s Charter against State mandates. •Fiscal Frugality. Councilmember Veenker- I suggest: •Climate and Sustainability Action and Adaptation (our goal is not Climate Change, it is Climate Action) •Community Health, Safety, Wellness & Belonging •Economic Development •Housing for Social & Economic Balance Councilmember Lythcott-Haims- keep same priorities. Council Feedback on Priority Recommendations 4 George Lu (Councilmember-elect)- •Housing for Economic Balance •Clear milestones for the San Antonio + Downtown plans •Finalize plans + restart Buena Vista redevelopment •Implementation of Housing Element Goals •Economic Development •Clear milestones for Cal Ave / University streetscapes (i.e. designs and funding?) •Implement another round of retail streamlining ordinances, focused on a more complex set of zoning issues (including parking) •Permanent parklet ordinance (with as much simplicity + documentation for •Community Safety and Wellness •Taking a Vision Zero goal (with a deadline and plan to fund improvements) coming out of our Safe Systems / Bike and Pedestrian planning processes •TBD milestones for mental health resources (with a focus on youth) Council Feedback on Priority Recommendations 5 Councilmember Burt- •Climate Change & Natural Environment - Protection & Adaptation •A summary and communication program on recent and planned permitting and inspection streamlining related to solar, energy storage, and electrification appliances. •Community Health, Safety, Wellness & Belonging •Identification of expanded or enhanced special events to date and those projected for 2025 resulting from additions made to special events staffing. •Economic Development & Transition •A plan with milestones for Cal Ave and University Ave downtowns nearer term improvements, including a permanent parklet program for Cal Ave early in Q1 2025. •A summary and communication program of recent and planned retail related permit streamlining. •No comments received from Councilmember Tanaka and Mayor Stone. Council Feedback on Priority Recommendations 6 A.Recommend that the Council forgo substantive review of the City Council Procedures and Protocols Handbook, given that significant edits were made in 2024 B.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.Resources needed to support C.To enable the discussion above, recommend the 2025 Mayor not make Councilmember appointments beyond the Standing Committees prior to the Annual Retreat Staff Recommendation Questions?