HomeMy WebLinkAboutStaff Report 2301-0771CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, January 23, 2023
Council Chambers & Hybrid
5:00 PM
AGENDA ITEM COVER PAGE
12.Approval of Recommendations on Process for 2023 Council Priority Setting Retreat
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CITY COUNCIL
STAFF REPORT
From: City Manager
Report Type: CONSENT REPORT
Lead Department: City Manager
Meeting Date: January 23, 2023
TITLE
Approval of Recommendations on Process for 2023 Council Priority Setting Retreat
RECOMMENDATION
Staff recommends that the Council approve the recommended process for the Council 2023
Priority Setting retreat.
BACKGROUND
In October 2012, the City Council approved Priority Setting Guidelines (CMR #3156)1 and
outlined the role of the Policy & Services Committee in this activity. Item 3, listed int he
Process section of the Guidelines states:
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.
This report outlines the recommended process.
ANALYSIS
At its December 13, 2022 meeting, the Policy & Services (P&S) Committee reviewed the 2022
Priorities and proposed 2023 Priority Setting process for reviewing and selecting Council
priorities. Staff presented a general outline of the process, including community engagement
opportunities and program for the annual retreat.
1 City Council October 1, 2012; CMR #3156: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/reports/city-manager-
reports-cmrs/year-archive/2012/mini-packet-3156.pdf
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Through its discussion, P&S members expressed interest in discussing meeting efficiency as well
as committee workplans as part of the retreat. Review of committee workplans has therefore
been added to the recommended program below. Discussion of meeting efficiency is not
explicitly identified, since subsequent to the P&S meeting the Council continued discussion of
Council’s Procedures and Protocols Handbook. The Council will have the opportunity to discuss
meeting efficiency as part of the Procedures and Protocols Handbook review planned for
January 30th.
Also discussed at the Policy & Services Committee, was the importance of reiterating and being
mindful of the Council adopted values (CMR #14731)2 and value statement (CMR #14912)3 in
advance of the Council retreat, the statement and core values state:
The Palo Alto City Council has universally shared values that help guide our decisions
and the work we do. These values include:
1. We will make decisions that balance revenues and expenses, now and in the future.
2. We will make decisions that are environmentally sustainable, now and in the future.
3. We will integrate equity into our decisions, considering how decisions affect people
differently based on their identity or circumstances.
4. We will make decisions that create a healthy, safe and welcoming community for all.
5. We will safeguard public trust through transparent practices and open
communication.
6. We embrace innovation.
Recommended Annual Retreat Program:
1. Roll Call & Welcome from Mayor, Council Retreat Overview and Discussion
2 Policy & Services Committee September 13, 2022; CMR #14731: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-
reports/agendasminutes/policy-and-services-committee/2022/20220913/20220913ppsr.pdf ; Minutes:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/policy-andservices-
committee/2022/20220913/20220913ampsr.pdf
3 City Council November 7, 2022; CMR 14912: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-
minutes/citycouncil-agendas-minutes/2022/20221107/20221107pccsm-amended-linked-q.a-2.pdf; Minutes:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/citycouncil-agendas-
minutes/2022/20221107/20221107amccsm.pdf
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2. Overview of Community Survey Results
3. Staff presentation on the Status of 2022 Council Priorities
4. Public Comments
5. Reflections on 2023 City Council Priorities
6. 2023 Standing Committee Topics
7. Retreat Debrief, Take Away and Next Steps
8. Adjournment
The City Council 2023 Priority Setting retreat is scheduled for Saturday, January 28, 2023 at the
Mitchell Park Library El Palo Alto Room.
FISCAL/RESOURCE IMPACT
The Council’s annual priority setting process is included within the City’s annual work program.
STAKEHOLDER ENGAGEMENT
The Policy & Services Committee discussed the 2023 Council Priority Setting retreat process at
its December 13, 2022 meeting, there was no public comment pertaining to the
process. Further community engagement and feedback on Council Priorities will be
summarized in the January 28, 2023 retreat report to Council.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the process for the
Council Priority Setting retreat is a continuing administrative or maintenance activity. CEQA
Guidelines section 15378(b)(2).
ATTACHMENTS
None
APPROVED BY:
Ed Shikada, City Manager
Report #: 2301-0771