HomeMy WebLinkAboutStaff Report 2301-08049.Discussion and Possible Revision to 2023 Standing Committee Topics
Item No. 9. Staff Report Page 1 of 2
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CITY COUNCIL
STAFF REPORT
From: City Manager
Report Type: ACTION ITEM
Lead Department: City Manager
Meeting Date: February 13, 2023
TITLE
Discussion and Possible Direction on 2023 Standing Committee Topics and Prospective Referrals
(Continued item 2C Discussion and Possible Revision to 2023 Standing Committee Topics on
January 28, 2023)
RECOMMENDATION
Staff recommends that the City Council discuss and receive the 2023 Standing Committee
Topics.
BACKGROUND/ANALYSIS
At the January 23, 2023 City Council Retreat, the Council unanimously made the following
motion:
MOTION: Motion by Council Member Burt and Seconded by Vice Mayor Stone to
agendize a discussion of prospective referrals to the Policy and Services, Finance
Committee and Boards and Commissions.
Note: Staff updated the Policy and Services Tentative Topics to correct an inadvertent omission
identified at the retreat.
This item is a continuation of item 2C. Discussion and Possible Revision to 2023 Standing
Committee Topics considered at the January 28, 2023 retreat. A separate item may be brought
forward for prospective referrals to Boards and Commissions or addressed through the annual
review of Boards and Commission workplans by the City Council.
The tentative topics and regularly scheduled work that the City Council Standing Committees of
Policy and Services and Finance expect for 2023 are included in attachments A and B. The
tentative workplans or calendars were created knowing that there will be referrals and other
topics that arise.
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 (of the existing CPP Handbook, not the proposed revised Handbook):
Item No. 9. Staff Report Page 2 of 2
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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
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 budget
related reports, as well as any items that have been previously referred, with the date of the
referral.
These schedules were shared with the new Chairs, as appointed by the Mayor for 2023 for
information purposes given the timing of publishing.
FISCAL/RESOURCE IMPACT
Depending on the nature and extent of revisions sought, direction to revise standing committee
topics could involve substantial staff resources.
STAKEHOLDER ENGAGEMENT
These workplans may be amended as schedules adjust and or new issues arise. The newly
appointed Committee Chair’s Chair Burt (Finance Committee) and Chair Tanaka (Policy and
Services Committee) will be coordinated with on committee agenda planning moving forward.
ENVIRONMENTAL REVIEW
This is not considered a project and no environmental review is required.
ATTACHMENTS
Attachment A: Policy and Services Tentative Topics Calendar 2023 [revised 2.2.23]
Attachment B: Finance Committee Tentative Calendar Topics 2023
APPROVED BY:
Ed Shikada, City Manager
Report #: 2301-0804
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2023
POLICY & SERVICES TENTATIVE TOPICS
CALENDAR 2023
As of February 1, 2023
January
• Mayor appoints Committee and designates Chair; no Policy & Services Committee meeting
February
• Auditor Report [tentative]
March
• Update: Summary of Recent Race and Equity Work since late 2022
• Rental Registry Update (linked to 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) [tentative]
April
• Auditor Report [tentative]
• Brief Update on the National Community Survey Plans
May
• Auditor Report [tentative]
• Report: Legislative Update
June
• Quarterly Audit Status Report
• Audit Report [tentative]
• Update: Summary of Recent Race and Equity Work since March
July
No meeting; Council break
August
• Quarterly Audit Status Report (April-June) [tentative]
• Procedures & Protocols Handbook Discussion (Annual Discussion)
• Council Referral from Nov. 29, 2021: Renter Protections: Fair chance ordinance to be reviewed by
P&S for analysis on consequences/unintended consequences
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2023
September
• Legislative Recap (what passed/didn’t pass)
• Referral from 2021: Council Referral – Affordable Housing Funding (from August 16, 2021 Council
Meeting)
October
• Quarterly Audit Status Report (July-Sept) [tentative]
• Audit Report [tentative]
• Quarterly Race and Equity Update: Summary of Recent Race and Equity Work
November
• Legislative Agenda and Guidelines (can also go in December)
• 2024 City Council Priorities Discussion (includes discussion on process)
December
• Informational: Report out on Status of Committee Referrals
Completed or Pending Referrals (status and date of referral):
1. Will follow Housing Element timing: 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
2. Review City Council Colleagues’ Memo Referring Policy Changes on Short Term Rentals (referral
from 2022)
3. COMPLETED: Council Referral from Feb. 5, 2022: Discussion of Council Values, Strategic
Priorities, etc.
4. COMPLETED (Committee work; now at City Council): Revise to the City Council Procedures and
Protocols Handbook
5. COMPLETED: Review of National Community Survey Questions with Policy and Services Chair
Item Pending Further City Council Direction:
• Continued Item from November 2021: City Council Referral: Policy and Services Committee to
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
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org
ATTACHMENT B
FINANCE COMMITTEE TENTATIVE TOPICS
CALENDAR 2023
Updated on January 13, 2023
January
•Mayor appoints Committee and designates Chair; usually no FC meeting
February
March
•Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater
April
•Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater
•Rate Schedule Storm Water Management Fee
•Rate Schedule Refuse Fees
May
•Annual Budget Review: Operating + Capital Five Year Plan
•daytime meetings, typically 5/9, 5/10, 5/15, 5/23
•Fiscal Year 2023 Municipal Fee Schedule
•Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC)- Biannual
report, last done May 2022 (FY2022 and 2023 contributions), next scheduled May 2024
•Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater
June
•Third Quarter Fiscal Year 2023 Financial Report
•Adoption of Fiscal Year 2023 Investment Policy (to be done by June 30 per code)
July
No meeting; Council Break
August
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org
ATTACHMENT B
•Evaluation of Printing & Mailing Services levels and service delivery. Referred May 2019.
[tentative]
September/October
•Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation
Reports as of June 30, 2022
•Every 3-4-year review/decision on pension funding policy assumptions next review
scheduled for FY 2026.
•JMZ ticket pricing analysis to understand interactions between changes to $18 ticket,
attendance, and cost recovery. Referred September 2022; procurement process underway for
consultant, review expected calendar year 2023. [tentative]
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, 2023 and Management
Letter
•Discussion and Recommendation to Approve the Fiscal Year (FY) 2023 Comprehensive
Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in
Various Funds
December
•Review and Forward the FY 2024 - FY 2032 Long Range Financial Forecast
•First Quarter Fiscal Year 2024 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 here1,
Item 1 on the December 5, 2022 agenda.
1)COMPLETED: FY 2021 Budget: A report or item on the Junior Museum and Zoo six months
after it opens and what it would look like to eliminate the General Fund Subsidy through a
fully cost recoverable program. Referred in June 2021, Reviewed September 2022.
2)PENDING: Planning and Development Services Fee Study. Staff initiated, study is on hold while
the Fire Prevention Program organizational study is completed.
3) PENDING: Parking Permits Pricing and Parking Permit Funds Financial Status. Staff initiated,
review is on hold while post pandemic trends are collected.
1 Finance Committee, December 6, 2022, Item #1, CMR #14906:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/finance-
committee/2022/20221206/20221206pfcsm-late-packet.pdf