HomeMy WebLinkAboutStaff Report 14970
City of Palo Alto (ID # 14970)
Office of the City Clerk
City Council CAO Report
Meeting Date: 11/28/2022 Report Type: Consent Calendar
Title: Policy And Services Recommendation Regarding New Council Member
Orientation & Onboarding Program
From: Lesley Milton, City Clerk
Recommendation
The Policy and Services Committee recommends that the City Council approve the proposed
outline for a New Council Member Orientation and Onboarding program.
Background
On November 8, 2022 the voters of the City of Palo Alto selected three candidates to serve as
Council Members for the next four years. Council Members Filseth and Dubois have reached
their two consecutive-term limit, and Council Member Cormack has chosen not to seek
reelection.
There are no experience requirements to run for elected office. Of the three selected
candidates, none have served as a Council Member in Palo Alto previously. For the 2022
election, staff conducted a Candidate Information Session that provided a basis of
understanding of the City’s operating structure, purpose and major projects that received great
feedback. Staff has now prepared a New Council Member Orientation program that expands on
that basis with the goal of effectively onboarding new Council Members. This program is
proposed to include a combination of a digital resource library, a checklist of required
personnel and administrative paperwork, as well as a one or two-day workshop, depending on
Council Member-elect scheduling preferences. The workshop outline is included as Attachment
A and includes the following nine 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
Page 2
9. Major Projects and Upcoming Items
The outline is intended to balance critical information about operating as a Council Member
including legal obligations of serving in this capacity, more in-depth data about city operational
structures and procedures with policy decisions that will come before the Council in the near
future.
This outline is a basis of structure to be used for future new Council Member Onboarding as
well, with the understanding that each election will have candidates of different backgrounds
and experiences therefore this program will need to be adapted each election cycle.
Timeline, Resource Impact, Policy Implications
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.
Environmental Review
This is not a project.
ATTACHMENTS:
• Draft New Council Member Orientation Outline (DOCX)
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
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
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)
9.1. Major Projects Overview
9.2. Summary of the Tentative Agenda of Upcoming Council Agenda Items
9.3. Open Floor