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HomeMy WebLinkAboutStaff Report 3878 City of Palo Alto (ID # 3878) City Council Staff Report Report Type: Meeting Date: 6/13/2013 City of Palo Alto Page 1 Summary Title: Discussion of Core Values Title: Discussion of Proposed Core Values and Possible Adoption From: City Manager Lead Department: City Manager Recommendation Staff recommends that Council discuss proposed core values and consider possible adoption. Background On February 2, the City Council held a retreat to discuss the selection of its priorities for 2013. The Council, in a new approach for 2013, defined a priority as an area of work that will "receive particular, unusual and significant attention during the year." The Council's intention is that there would be no more than three priorities per year and that priorities would have a three year time limit. The Council selected these three priorities for 2013: 1. The Future of Downtown and California Avenue: Urban Design, Transportation, Parking, and Livability 2. Infrastructure Strategy and Funding 3. Technology and the Connected City At the retreat, the Council also took three actions related to establishing guiding principles or core values: 1) to schedule a second retreat in the spring for an in depth discussion of guiding principles and core values; 2) have each Council member send three suggestions to the Mayor, and 3) to refer discussion of forming a process to the Policy and Services Committee (P&S). The P & S Committee considered this item at their March 19th Committee meeting. Attachment A provides the staff report and the meeting minutes from the meeting. Attachment B provides a list of the core values/priorities that Council members suggested. Many of the concepts that have been talked about have comprised the majority of what the Council has defined as priorities in recent years such as sustainable city finances, emergency preparedness, environmental sustainability and youth well-being. City of Palo Alto Page 2 At the P&S Committee’s March 19 meeting, the Committee recommended to: 1. Appoint a sub-committee comprised of the Mayor, Committee Chair, and City Manager to organize Guiding Principles/Core Values submitted by Council Members. 2. Prepare drafts of Core Values/Mission Statement/Guiding Principles. 3. Provide recommendations as to which term to use. 4. Prepare clearly focused questions for Council discussion. Discussion In late March 2013, the subcommittee met to organize the guiding principles/cores values submitted by Council members into a consolidated list for Council’s review and potential adoption. The Committee discussed adopting a mission statement. Although the Committee believed that a mission statement could provide a useful framework for values, the Committee also felt that mission statements require lengthy self-examination and time to draft. The Committee concluded that this is an area of potential future work. In an effort to provide some context for the values, the Subcommittee drafted an introduction/prelude to the values. In addition, the Subcommittee discussed which term to use and recommends using the term “core values.” The values that follow represent the Committee’s attempt to summarize and align the different suggestions from Council Members into a logical and clear grouping that express the intent of the Council. The proposed core values are as follows: Draft Core Values In addition to its annual priorities, the perspective of the City Council (both outward facing to the community and as directives to the staff) is expressed through this statement of Core Values. These Core Values are foundational and ongoing (timeless) and should be assumed to inform the Council's decisions and staff actions every day and in every applicable encounter. 1. Quality of Life 2. Safe and Healthy Community 3. Stewardship a. Financial Sustainability b. Environmental Sustainability 4. Open Government and Civic Participation 5. Innovation and Entrepreneurship In order to help focus the Council discussion on the core values at the retreat, staff recommends considering the following questions, as a starting point. City of Palo Alto Page 3 Key Questions 1. Definition/Description of Core Values a. Is the purpose clear and well-articulated? b. Do Council members have a shared sense of the purpose? 2. Core Values a. Are the core values clearly defined? b. Does Council want to add a description of each of the values to further clarify intent? c. Are there any recommended additions or changes? d. Does Council want to adopt the draft core values as proposed or as amended? 3. Process for Reviewing (if adopted) a. What process will Council use to review and update the core values? b. With what frequency will Council review the core values? c. How will Council report to and/or update the community and staff on the core values? Attachments:  Attachment A. 3-19-2013 P&S Staff Report (PDF)  Attachment B. Council Members Proposed Guiding Principles (PDF) City of Palo Alto (ID # 3632) Policy and Services Committee Staff Report Report Type: Meeting Date: 3/19/2013 City of Palo Alto Page 1 Summary Title: Guiding Principles/Core Values Discussion Title: Discussion and Recommendation on the Process to be Used to Establish Guiding Principles/Core Values From: City Manager Lead Department: City Manager Recommendation Draft motion: The Committee recommends the following process to be used to establish the City’s Guiding Principles and/or Core Values: Background At the Annual Priorities Retreat in February 2013, the Council briefly discussed establishing guiding principles or values. In addition to having a second Council Retreat in the spring with a more focused discussion on guiding principles/values and action items under priorities, in a flurry of motions at the end of the Retreat, Council approved each Council member sending three suggestions to the Mayor and referred the discussion of forming a process to the Policy and Services Committee. Discussion Consistent with this direction, staff requested Council Members submit suggestions for guiding principles/values to the Mayor by Friday, March 15th. While the Council took the action to limit the number of suggestions each Council member may submit to three, staff suggested more flexibility with that number in this early stage of input. That approach worked well for priorities but they were designed to be limiting and focused. The Council’s suggestions for guiding principles/values will be consolidated and provided to the Committee prior to the March 19th meeting so that the Committee can see the range and depth of the suggestions. Some of the concepts that have been talked about have comprised the majority of what the Council has defined as priorities in recent years such as sustainable city finances, emergency preparedness, environmental sustainability and youth well-being. Attachment A 3-19-2013 Policy & Services Committee Staff Report and Meeting Minutes City of Palo Alto Page 2 Two key process questions that the Committee may want to consider are: 1) what process is to be used to organize and form the initial recommended principles into a list for Council consideration, and 2) what process is to be used at the second Council Retreat to prioritize and select guiding principles/core values. Given the Council referral on the process to the Policy and Services Committee was done quickly at the end of the February Council Retreat, and the referral did not specify any parameters, staff recommends the Committee consider a similar process used this year to establish the Council priorities. The Council established a two member Committee to work with the City Manager’s Office to group the Council priority suggestions into categories for use at the retreat, including information on items potentially actionable in 2013 in each category. With Council members submitting suggestions directly to the Mayor, the most expeditious action would be to have the Chair of the Policy and Services Committee and the Mayor work with the City Manager to organize the suggestions. The Committee may also want to discuss and make recommendations about the process to be used at the retreat or refer this to the Committee as well. Attachment A 3-19-2013 Policy & Services Committee Staff Report and Meeting Minutes MINUTES Page 6 of 17 Policy and Services Committee Regular Meeting Minutes 3/19/2013 2. Discussion and Recommendation on the Process to be Used to Establish Guiding Principles/Core Values. James Keene, City Manager recalled that the full Council referred this item to the Policy and Services Committee (Committee) at the end of the Retreat. A second Retreat was scheduled to discuss Guiding Principles and Core Values. Council directed the Committee to propose a process for the Retreat, and directed Council Members to submit three Core Values to the Mayor. Staff received Council Members' proposed Core Values, and forwarded them to the Mayor. Staff proposed the Committee Chair and the Mayor work with Staff to organize the proposed Core Values to present to the Council at the next Retreat. Staff welcomed Committee recommendations regarding a process for use at the Retreat. Chair Kniss noted the Mayor would be involved in the process. She inquired when a Retreat could be held. Mr. Keene indicated Council Members requested a Retreat be scheduled for a weekday, which required facilitating scheduling for a Retreat in May. Chair Kniss believed Guiding Principles and Core Values concerned long-term goals and were easily understood by the public. Council Member Klein expressed concerns about defining a Core Value, the number of Core Values, and having topics that distinguished Palo Alto from other communities. Having too many Core Values was the same as having none, but he thought there should be more Core Values than Priorities. He preferred avoiding feel-good phrases. He requested Council Members reconsider Youth Well Being, which was a Priority which omitted other aspects of the population. Chair Kniss believed Healthy Communities Healthy Cities would include Youth Well Being. Council Member Klein noted mental health issues affected the entire population, not just youth. Council Member Holman recalled a comment at the Retreat that Healthy Communities Healthy Cities was a Core Value rather than a Priority. She was unclear about the purpose of the exercise, and was unsure about the number of Core Values that was needed. Many Core Values were included in the Comprehensive Plan. She questioned whether the list of Core Values should be the same as or different from Core Values contained within the Comprehensive Plan. MINUTES Page 7 of 17 Policy and Services Committee Regular Meeting Minutes 3/19/2013 Mr. Keene noted a material difference among Guiding Principles, Core Values, and other terms. Values were internally direct. They were agreements or commitments among a group of people regarding the conduct of the group. He mentioned that the Council could use Core values to communicate the foundations of the City to the wider world. Chair Kniss explained the Council needed a docking place for topics not considered Priorities. Priorities were different from Guiding Principles or Core Values. Council Member Price agreed with comments regarding group conduct. She inquired whether the Council reviewed Core Values yearly. Mr. Keene believed Core Values would be ongoing, given the fact that a new set of Council members could revisit any of these topics. Council Member Price suggested the Sub-Committee review Vision Statements in each chapter of the Comprehensive Plan in order to refine values. Having a Mission Statement provided a framework for values and related to the Comprehensive Plan. At the Retreat, a time limit for Council discussion prevented lengthy self-examination. Chair Kniss agreed with the suggestion to review Vision Statements in the Comprehensive Plan, but was uneasy with Mission Statements because they required a great deal of time to draft. The Sub-Committee organized information in order to hold a Retreat. She inquired whether the Committee would agree to the Sub-Committee being comprised of the Mayor, Committee Chair, and City Manager. Council Member Klein favored that general policy, and asked if the Mayor was interested in being part of the Sub-Committee. Chair Kniss stated he was. Council Member Klein viewed the process as a series of questions. The Committee needed to draft a series of questions for Council consideration and some proposed language. Chair Kniss agreed, and suggested limiting the number of Core Values to four to six. She inquired whether Council Member Klein meant for the item to return to the Committee prior to holding a Retreat. MINUTES Page 8 of 17 Policy and Services Committee Regular Meeting Minutes 3/19/2013 Council Member Klein did not believe further Committee discussion was necessary. Council Member Holman had difficulty with setting a finite number of Core Values because a Mission Statement was helpful in reaching fewer Core Values. The Committee had to know what it was doing in order to establish a process. Chair Kniss believed the discussion indicated Priorities were not Core Values or Guiding Principles; Core Values and Guiding Principles were considered by some interchangeable. She thought it might be good to include a Mission Statement. Council Member Price suggested the number of Core Values be a guideline. She agreed with Council Member's Klein suggestion of drafting options for Mission Statements and providing a simplified list of Core Values. Vision Statements in the Comprehensive Plan provided some perfect phrases for Core Values or Mission Statements. Chair Kniss felt the Committee had to limit the number of Priorities/Core Values. MOTION: Council Member Klein moved, seconded by Chair Kniss to recommend the City Council: 1) appoint the Mayor, Committee Chair, and City Manager as a Sub-Committee to organize Guiding Principles/Core Values submitted by Council Members; 2) prepare drafts of Core Values/Mission Statement/Guiding Principles; 3) provide recommendations as to which term to use; and, 4) prepare clearly focused questions for Council discussion. Chair Kniss inquired whether the Motion stated a specific number of Core Values. Council Member Klein answered no because he thought the Sub-Committee should recommend a number. Chair Kniss suggested that number be five to seven. Council Member Price suggested the Sub-Committee review examples from other cities and Vision Statements in the Comprehensive Plan as part of the process. MINUTES Page 9 of 17 Policy and Services Committee Regular Meeting Minutes 3/19/2013 Council Member Holman was not comfortable with a specific number, and suggested checking the City Charter because it might contain a Mission Statement. Chair Kniss reported the Mission Statement was no longer relevant. Council Member Holman opposed a specific number of Core Values. Chair Kniss explained the number was a guide or way to prevent having far too many Core Values Council Member Klein agreed with not having a specific number in the Motion. MOTION PASSED: 4-0 Council Member Holman noted not all Council Members submitted proposed Core Values and asked if there was a time limit. Chair Kniss requested Staff send a final request for submissions. 3. Review and Consider Recommendations to the City Council on Potential Changes to the Conduct of the Annual Reorganization Meeting. Council Member Klein reported a Council Member's term of office expired at midnight on December 31, and a new Council Member was sworn-in on the first Monday of the new year. Therefore, on January 1 it was possible to have a Council with only four, five, or six Council Members. Use of an emergency Council was not feasible. He suggested Council Members be sworn-in on January 1 or 2. Chair Kniss inquired whether it was necessary for a Council Member to be sworn-in in person. Molly Stump, City Attorney reported Council Members had to be sworn-in in person, but not in public. She mentioned that the ceremony could be held in private, and other people could be deputized to swear-in the Council Member’s. Council Member Klein noted a problem arose when emergencies occurred in late December or early January, and the Council did not have a quorum to conduct business. Typically, the Mayor continued in office until his successor was elected; however, the Mayor's term ended on December 31 and was no Attachment B. Council Members Proposed Guiding Principles/Core Values    1 of 2 6/5/2013    Council Member Berman  Guiding Principles and Core Values:  1. Community Collaboration for Youth Well Being  2. Emergency Preparedness  3. Environmental Sustainability  4. Long Term Financial Sustainability  5. Public Safety   Council Member Burt  1. Sustainable City Finances  2. Emergency Preparedness  3. Environmental Sustainability  4. Youth Well Being  5. Valued Quality of Life  Council Member Holman    Guiding Principles:  1. Fiscal accountability  2. Excellent municipal services that enhance the quality of life  3. Protection of the natural environment  4. Enhanced open space and parkland   5. An environment consistent with Healthy Community principles  6. Quality in all endeavors that foster pride in results  7. A safe community well prepared for emergencies   8. Adherence to highest ethical standards in service to the community  9. Transparency in all governmental activities   10. An environment that encourages positive change respectful of community heritage and  values  11. Open environment that fosters fair and respectful treatment of all employees and the  community we serve    12. Vibrant and diverse economy   13. Commitment to public participation and community‐based decisions  Council Member Kniss                    1. Sustainability, with all its ramifications‐‐‐whether carbon neutrality, open spaces, or  other environmental issues.  2. Open, and transparent governance and government.   3. Encourage alternatives to auto transportation –bike routes, bus service, trains, etc.    Council Member Price                    Values:  1. Innovation and creativity  2. Responsiveness and democratic participation   3. Open, clear, and frequent communication   4. Supporting "green", well‐designed and appropriate development   5. Environmental sustainability and climate change adaptation   6. Support collaboration and partnerships with Stanford University, Santa Clara County  and community‐based organizations   Attachment B. Council Members Proposed Guiding Principles/Core Values    2 of 2 6/5/2013    Council Member Price, con’t  7. Active participation in regional issues   8. Culturally aware and inclusive   9. Vibrant and diverse economy   10. Integrity and compassion   11. Seeking alternative funding models to support quality services and programs.  12. Embracing artistic sensibilities and expression  Mayor Scharff  1. Sustainable Finances and Infrastructure  2. Civic Engagement   3. Youth Well Being   4. Emergency Preparedness   5. Environmental Sustainability  6. High Quality City Services that Enhance the Quality of Life  7. A City that Fosters Innovation and Entrepreneurship  Vice Mayor Shepherd                     Core Values:  1. Civic engagement: as a former PTA Council President I know first hand the value, impact  and force of the volunteer energy in our community.  It is what will propel us forward.  2. Education and Life Long Learning: we are the "it spot" for private schools, public schools  and extended/adult learning, and people are attracted to this.  3. Environmental sustainability   4. Youth and family well being: our service programs cater to families, children, seniors.  5. Innovative and research entrepreneurship economy: we are identified as a global city,  the "inside of the inside" of innovation and research, we need to balance the acres of  both multinational corporations and innovative start‐ups located in Palo Alto with our  residences and neighborhoods.   Core value is defined as that which we hire a workforce for, and a priority as that which  defines our work plan.