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HomeMy WebLinkAboutStaff Report 14237 City of Palo Alto (ID # 14237) City Council Staff Report Meeting Date: 4/11/2022 Report Type: Action Items City of Palo Alto Page 1 Title: Review and Approval of Workplans for City Council Committees in 2022 From: City Manager Lead Department: City Manager Recommendation Staff recommends that the City Council review and approve the list of tentative topics and regularly scheduled work that the City Council Standing Committees of Policy and Services and Finance expect for 2022. Background The Municipal Code provides that the City Council should adopt “a handbook of procedural rules governing any aspect of the conduct of meetings and hearings for the Council and its standing committees, including but not limited to agenda requirements, the order of business, rules of order, rules of evidence, closed session procedures and rules for public participation in meetings” (PAMC section 2.04.100). The City Council adopted the first version of the City Council Procedures and Protocols Handbook in the early 2000s. Discussion As part of the routine processes for consideration of items, standing Committees are one of many forums through which items are reviewed and represent a small subset of the Regulatory and Advisory Boards, Commissions and Committees (full list here). Routinely items are considered not only by these two standing committees but by the full City Council (including both daily business and actions related to the nearly 70 major projects outlined in the 2022 City Council Priorities workplan); through the workplans and routine meetings of the various Boards, Committees, and Commissions such as Architectural Review Board (ARB) and Human Relations Commission (HRC); City Council Adhoc Committees; as well as other meeting groups such as the Housing Element Working Group and Expended Community Advisory Panel (XCAP). Work Plan Calendars for Finance Committee and Policy and Services Committee Standing Committees Per the CPP, Section 2 – Council Meeting & Agenda Guidelines, Subsection 2.4, Letter Y (page 23): The purpose and intent of committee meetings is to provide for more thorough and detailed discussion and study of prospective or current Council agenda items with a full and complete airing of all sentiments and expressions of opinion on city problems by City of Palo Alto Page 2 both the Council and the public, to the end that Council action will be expedited. Actions of the committee shall be advisory recommendations only. Referrals for discussion and action at the committee level are referred to Standing Committees by Council action or City Manager (staff) and are made to only one committee (CPP, page 24). The tentative schedules include regularly scheduled work, such as audit updates and reports, budget-related reports, as well as any items that have already been previously referred, with the date of the referral. These schedules were shared with the new Chairs, as appointed by the Mayor for 2022. The tentative workplans or calendars were created knowing that there will be additional referrals and other topics that arise during the year. This report and these tentative workplans, originally calendared to be reviewed as a component of the City Council Retreat on February 5, 2022, (page 71 of the agenda packet here), have been deferred to this item. These tentative workplans reflect a third step and review of the continuation of the additional items placed for Council review and approval: 1) Study Session regarding community engagement (March 14, 2022), and 2) City Council 2022 Priorities workplans (April 4, 2022). These prior reports transmitted workplans for the four priorities identified by the Council during the February 2022 retreat for the 2022 calendar year (CY). The workplans are designed to both identify the work ahead while also serving as a tool to track progress on those tasks. As noted on March 14, 2022, details provided at the study session on community engagement relate to and connect with the City Council priorities workplan. As priorities evolve and workplans develop, engagement and other activities to implement these workplans will also evolve. To support the tentative workplans for the standing Council committees, major projects discussed in the City Council 2022 Priorities, other high-priority initiatives as outlined previously, and core city services, administrative resources are also required. In this time of constrained resources, the City will continue to focus on services with the greatest community impact, maintaining core city services and managing the vulnerabilities and risks associated with constraints while pursuing the workplans. Timeline, Resource Impact, Policy Implications The current workplans as drafted are within current available resources. Depending on the nature and extent of revisions sought, or adding standing committee topics could involve substantial staff resources. Stakeholder Engagement Stakeholder engagement is planned across workplan elements both internally and externally. Major community engagement plans were outlined in a Study Session with the City Council on March 14, 2022 at which time staff received Council input. The staff report outlining engagement can be found here on page 181: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas- City of Palo Alto Page 3 minutes/city-council-agendas-minutes/2022/20220314/20220314pccsm-amended-final- revised-ppt.pdf Environmental Review This is not considered a project and no environmental review is required. Attachments: • Attachment A: Policy & Services Tentative Topics Calendar 2022 (Updated) • Attachment B: Finance Committee Annual Calendar 2022 (Updated) City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – March 2022 Update Attachment A POLICY & SERVICES TENTATIVE TOPICS CALENDAR 2022 Updated on March 30, 2022 January • Mayor appoints Committee and designates Chair; usually no P&S meeting February • Update: Summary of Recent Race and Equity Work since September 2021 including update on RMS Contract for Police Data Collection March • Legislative Update • Auditor: Risk Assessment and Audit Plan • Auditor: Quarterly Report – December 31, 2021 • Auditor: Economic Recovery Advisory April • Update on the National Community Survey Plans • Council Referral from Feb. 5, 2022: Discussion of Council Values, Strategic Priorities, etc. May • Referral from 2021: Council Referral – Affordable Housing Funding (from August 16, 2021 Council Meeting) • Update: Summary of Recent Race and Equity Work since February including update on RMS Police Data Collection (short update or informational) • Quarterly Audit Status Report (Jan-March) • Auditor: Non-profit Agreement Management • Auditor: SAP Report • Informational Report: Legislative Update June • Council Referral from Nov. 29, 2021: Renter Protections: Staff to go to P&S with updated language in ordinance for a renter survey and estimates on effort to enforce it for P&S discussion • Audit Report – TBD • Continued Item from November 2021: City Council Referral: Policy and Services Committee to City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – March 2022 Update Recommend Strategies to Support and Strengthen Neighborhood Programs, Identify Gaps in Existing Neighborhood-based Services, and Evaluate new Strategies as Proposed in the Colleagues' Memo Regarding a Proposed Program for Neighbor Connection • Procedures & Protocols Handbook Discussion July No meeting; Council break August • Quarterly Audit Status Report (April-June) • Quarterly Race and Equity Update: Summary of Recent Race and Equity Work including update on RMS Police Data Collection September • Legislative Recap (what passed/didn’t pass) October • Quarterly Audit Status Report (July-Sept) • Audit Report – TBD • Council Referral from Nov. 29, 2021: Renter Protections: Bring back to P&S [a] proposal and discussion on expanding anti-gouging measure to address loopholes • Council Referral from Nov. 29, 2021: Renter Protections: Fair chance ordinance to be reviewed by P&S for analysis on consequences/unintended consequences November • Legislative Agenda and Guidelines (can also go in December) • Informational: Report out on Status of Committee Referrals December • Quarterly Race and Equity Update: Summary of Recent Race and Equity Work including update on RMS Police Data Collection • 2023 City Council Priorities Discussion Completed Referrals (status and date of referral): 1. COMPLETED: Review sworn versus non-sworn staffing for cost savings/enhanced services/increased revenues. Finance Committee reviewed Fire services on November 2, 2021. Policy & Services have reviewed and continue to implement new alternative service delivery models, including creation of the PERT Program, grant to the Federal Government (earmark process) for a CAHOOTS-type program, and staff working with Santa Clara County to implement the new TRUST community mobile response program. City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – March 2022 Update 2. COMPLETED: Police reform legislative priority thoughts and input to the Policy and Services Committee who will be discussing the City’s legislative priorities in December 2020 (Nov. 16, 2020): 3. COMPLETED: Refer all race and equity work to the Policy and Services Committee for citywide diversity and inclusion practice areas and policing practice areas (Nov. 16, 2020) 4. COMPLETED: Policy and Services CEDAW recommendation: Direct Staff to proceed with a community summit on gender equity issues and next steps in Palo Alto (Nov. 16, 2020) 5. COMPLETED: If the County does not assign a resource to Palo Alto in the next six months, refer to Policy and Services Committee the exploration of the feasibility of a CAHOOTS-type program (Nov. 16, 2020; no action needed unless County does not assign a resource by May 16, 2021) 6. COMPLETED: Refer to the Policy and Services Committee consideration of the Independent Police Auditor (IPA) oversight of internal complaints regarding misconduct related to harassment, discrimination, or retaliation resulting in city investigation of uniformed officers (Nov. 16, 2020) 7. COMPLETED: City Council Referral Re Mid-Year Budget: Direct the Policy and Services Committee to review a rent forgiveness program for qualified City tenants with program costs not-to-exceed the $744,000 COVID-19 Council reserve (March 1, 2021 referral) 8. All referrals from the January 2021 retreat have been fulfilled as well. City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT B FINANCE COMMITTEE TENTATIVE TOPICS CALENDAR 2022 Updated on March 30, 2022 January • Mayor appoints Committee and designates Chair; usually no FC meeting • Review Potential Local Ballot Measures (special meeting, 1/18) February • Preliminary Utility Rate Forecasts (2/1) March • Downtown Business Improvement District & Business Registry Certificate Review (3/1) • Committee Report and Feedback on Potential Local Ballot Measures (stakeholder engagement, analysis, and polling) (3/28) April • Utilities Advisory Commission Rate Forecasts and Financial Plan: o Gas (4/19) o Electric (4/19) o Water (4/19) o Wastewater (4/19) • Rate Schedule Storm Water Management Fee (4/19) May • Impact Fee Updated calculations: Parks and Libraries [tentative,5/3] • Planning & Development Services Fee Study [tentative,5/3] • Annual Budget Review: Operating + Capital Five Year Plan (5/10, 5/11, 5/24; daytime meetings) • Fiscal Year XXXX Municipal Fee Schedule (5/11) • Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC)- Biannual report, last done May 2020 (FY2021 and 2022 contributions), next scheduled May 2022 [tentative, 5/17] June • Third Quarter Fiscal Year XXXX Financial Report (6/7) • Adoption of Fiscal Year XXXX Investment Policy (to be done by June 30 per code) (6/7) City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT B • Report or item on the JMZ six months after it opens and what it would look like to eliminate the General Fund Subsidy through a fully cost recoverable program. Referred June 2020. [tentative, 6/7] July No meeting; Council Break August September/October • Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation Reports as of June 30, 20XX • Every 3-year review/decision on pension funding policy assumptions next review scheduled for FY 2024. November • Discussion and Recommendation to the City Council to Accept the Macias Gini & O'Connell's Audit of the City of Palo Alto's Financial Statements as of June 30, XXXX and Management Letter • Discussion and Recommendation to Approve the Fiscal Year (FY) XXXX Comprehensive Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in Various Funds • Evaluation of Printing & Mailing Services levels and service delivery. Referred May 2019. December • Review and Forward the FY 20XX - FY 20XX Long Range Financial Forecast • First Quarter Fiscal Year XXXX Financial Report • Informational: Report out on Status of Committee Referrals Completed Referred Topics: A full report on the status of Finance Committee referrals and the status can be found here, Item 3 on the November 30, 2021 agenda. 1) COMPLETED: FY 2021 Budget: Direct Staff to return by the end of October with preliminary Q1 financial results so that the Council can consider budget amendments. Referred in June 2021, Reviewed October 25, 2021. 2) COMPLETED: FY2021 Direct the Finance Committee to have an additional review of Public Safety long-term financial trends, beginning with the Fire Department, and concurrent with the September review of pensions. Referred on February 2, 2021, Reviewed on November 2, 2021. City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org ATTACHMENT B 3) COMPLETED: CY2019 Fiscal Sustainability Workplan: Improvement of code enforcement, 311 system, and customer relationship management activities. Referred April 2019, system redundancies eradicated March 2020. 4) COMPLETED: Refer to the Finance Committee, a proposal to consider affordable housing funding. Referred February 2020, revised January 2021 (Council), June 2021 (Committee), and September 2021 (Council). Referred to Policy & Services. 5) COMPLETED: Stanford University Medical Fund. Referred January 30, 2021, Reviewed May 4, 2021. 6) COMPLETED: Review sworn versus non-sworn staffing for cost savings/enhanced services/increased revenues. Referred May 2016. Referred to Policy & Services.