HomeMy WebLinkAboutStaff Report 2303-121612.Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from
February 13, 2023)
City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: April 10, 2023
Report #:2303-1216
TITLE
Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from February
13, 2023)
RECOMMENDATION
Staff recommends that the City Council discuss and accept 2023 Standing Committee Topics.
BACKGROUND/ANALYSIS
This item originally was heard during the Council Annual Retreat on January 28, 2023. The item
was agendized for further discussion on February 13th and February 27th but was continued
each time. The full staff report can be accessed here:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82247
The attachments have been updated since the February reports to reflect Council actions since
that time. The updated workplans are included here as Attachments A and B.
ATTACHMENTS
Attachment A: Policy and Services Tentative Topics Calendar 2023 [revised 3.29.23]
Attachment B: Finance Committee Tentative Calendar Topics 2023 [revised 3.29.23]
APPROVED BY:
Ed Shikada, City Manager
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 March 29, 2023
January
• Mayor appoints Committee and designates Chair; no Policy & Services Committee meeting
February
• Auditor Reports
March – Meeting Cancelled
• Auditor Report – Electronic Payment Process and Controls
• Auditor Report – Remote and Flexible Work
April
• Auditor Report – Electronic Payment Process and Controls
• Auditor Report – Remote and Flexible Work
• Update: Summary of Recent Race and Equity Work since late 2022
• Procedures and Protocols: International Travel (March 20 Council Referral)
May
• Auditor Report [tentative]
• Report: Legislative Update [pending Council April 3 discussion]
• Procedures and Protocols: Censure (January 30 Council Referral)
June
• Quarterly Audit Status Report
• Audit Report [tentative]
• MOVED FROM MARCH: 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]
• Procedures and Protocols: (Council Referral from March 20) establishment of appropriate parameters
for Council Discretionary Expenditures (Protocols Section 4, X.1 (consider modifying Section 4, X.1 to
allocate $2,000 annually from the contingency fund for each Council Member to decide its purpose)
July
No meeting; Council break
August
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org – February 2023
• Quarterly Audit Status Report (April-June) [tentative]
• Update: Summary of Recent Race and Equity Work since March
• Procedures & Protocols Handbook Discussion (Annual Discussion)
• Procedures & Protocols: Role of the Council Liaison (March 20 Council Referral)
September
• Council Referral from Nov. 29, 2021: Renter Protections: Fair chance ordinance to be reviewed by
P&S for analysis on consequences/unintended consequences
• 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 to P&S [a] proposal & 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. Review and discussion of Use of Force (UOF) reports to evaluate current policies and
effectiveness of the UOF reports and recommend modifications if necessary (referral from Apr.
2022; have included some updates in Race and Equity reports)
4. COMPLETED: Council Referral from 2/5/22: Discussion of Council Values, Strategic Priorities, etc.
5. COMPLETED (Committee work; now at City Council): Revise to the City Council Procedures and
Protocols Handbook
6. 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 March 29, 2023
January
• Mayor appoints Committee and designates Chair; usually no FC meeting
February
None
March
• Utilities Advisory Commission Rate Forecasts and Financial Plans: Gas, Electric, Water,
Wastewater
• Rate Schedule Storm Water Management Fee
• Council Referral: Electric Utility 2023 Residential Rebate
• Specific utility contracts regarding electric utility
April
• Council Referral: Electric Utility 2023 Residential Rebate
• Discussion on electric utility commodity contract
May
• Annual Budget Review: Operating + Capital Five Year Plan
• Daytime meetings, tentative schedule 5/5, 5/9, 5/30
• 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 [In 2023, this was completed in March and April]
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
City of Palo Alto I 250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org
ATTACHMENT B
August
• 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