HomeMy WebLinkAboutStaff Report 2311-22729.Adopt a Resolution Establishing the Council Annual Calendar of Meetings, Breaks and
Council Events for the Calendar Year 2024.
City Council
Staff Report
Report Type: ACTION ITEMS
Lead Department: City Clerk
Meeting Date: December 11, 2023
Report #:2311-2272
TITLE
Adopt a Resolution Establishing the Council Annual Calendar of Meetings, Breaks and Council
Events for the Calendar Year 2024.
RECOMMENDATION
Adopt a resolution establishing the Annual Summer and Winter Breaks, Council Regular and
alternate meeting dates and Council event schedule from January to December 2024.
BACKGROUND
Staff is requesting consideration of adopting a Council schedule for 2024 to allow the Council to
more efficiently conduct the City’s business and offer the Council, staff, and community
stakeholders the opportunity to better plan for meetings as well as other obligations. Under
Municipal Code Section 2.04.010(b), each year, no later than the third meeting in February, the
Council shall, by Resolution, schedule its vacation for that year. During the vacation period, the
Code states that there shall be no regular meetings of the Council or its standing committees.
Under the Code, the Mayor or a majority of the Council may call a special meeting during the
scheduled vacation, if necessary.
This calendar-setting process occurs annually. Municipal Code Section 2.04.010(a) sets regular
City Council meetings on the first three Mondays of each month. However, the Council has
significant business to conduct, and at times there is a need for additional meetings to finish that
business. Additionally, regular meeting dates may land on a holiday or other day of significance,
thus announcing in advance which meeting dates may be modified maximizes public participation
in the public process and creates operational efficiencies.
ANALYSIS
Attachment A outlines the proposed 2024 Council calendar. The attachment also includes a list
of holidays and heritage, awareness, and recognition months. As this is an iterative process, this
list is not exhaustive and will continue to evolve over time. The goal of sharing holidays and
heritage and awareness months in Attachment A is to increase awareness as part of the City’s
diversity, equity, and inclusion efforts.
The Attachment A calendar includes Council and Committee regular and alternate meeting dates,
the proposed summer and winter vacation schedules and Council annual events for calendar year
2024. The proposed summer break is Tuesday, June 25 through Sunday, August 4, which allows
for an optional additional City Council meeting on Monday, June 24. If the Council wishes not to
allow for a meeting on that additional date, the break could start on Friday, June 21st.
Modifications proposed to regular meeting dates are based on the following:
1. Federal or City Holidays which may fall on a date of what would be a regularly scheduled
meeting.
2. Local election days which fall on the first Tuesday of the month in November in even
number years (past practice has included the rescheduling of Committee meetings that
fall on Palo Alto election night).
3. Shifting of a Council meeting in order to respect a religious or cultural date of significance
per Council direction and the Human Relations Commission-recommended process.
4. Establishment of alternate meeting dates should they be necessary for conducting
Council business.
Dates of Significance
During the March 7, 2022 Council meeting the Council addressed a colleagues memo recognizing
key dates as part of continuing to prioritize diversity, equity, and inclusion, building upon the
equity goals adopted in November 2020. Council took action to “formally recognize and celebrate
significant multicultural dates and months to promote equality, honor diversity and oppose
racism.”
Of note, in the 2024 calendar year, there are not many instances of the identified events of
cultural or religious significance falling on a regularly scheduled meeting date.
FISCAL/RESOURCE IMPACT
There are no fiscal impacts associated with this action.
STAKEHOLDER ENGAGEMENT
Staff in the City Clerk’s Office, the City Manager’s Office, and Community Services Department
collaborated on the draft of the calendar. The Human Relations Commission also held discussions
to determine how to honor dates of cultural and religious significance in the City, per Council
direction. As mentioned above, the list of holidays and heritage and awareness months are a first
attempt to expand awareness and will continue to evolve over time based on continued
feedback.
ENVIRONMENTAL REVIEW
This is not a project.
ATTACHMENTS
Attachment A: 2024 City Council Calendar & Alt Format
Attachment B: Resolution setting 2024 Council Summer and Winter Breaks and Calendar of
Meetings
APPROVED BY:
Mahealani Ah Yun, Interim City Clerk
2024 City Council & Committee Calendar
City Council Finance Policy & Services Rail City School Liaison Holidays
January 8, 2024 ** No Council Committee Meetings in January 1.1 New Year
January 16, 2024 1.15 MLK Jr. Day
January 22, 2024
January 29, 2024
(Annual Priority
Setting Meeting)
February 5, 2024 February 6,
2024
February 13,
2024
February 20,
2024
February 15, 2024 2.19 President's Day
February 12, 2024 February 20,
2024
February 26, 2024
March 4, 2024 March 5, 2024 March 12, 2024 March 19, 2024 March 21, 2024
March 11, 2024 March 19, 2024
March 18, 2024
March 25, 2024
April 1, 2024 April 2, 2024 April 9, 2024 April 16, 2024 April 18, 2024
April 8, 2024 April 16, 2024
April 15, 2024
April 22, 2024
May 6, 2024 May 7, 2024 May 14, 2024 May 21, 2024 May 16, 2024 5.27 Memorial Day
May 13, 2024 May 21, 2024
May 20, 2024
June 3, 2024 June 4, 2024 June 11, 2024 June 18, 2024 June 20, 2024
June 10, 2024 June 18, 2024
June 17, 2024
June 24, 2024 June 25 - Aug 4 Summer
Break
August 5, 2024 August 6, 2024 August 13, 2024 August 20, 2024 August 15, 2024
August 12, 2024 August 20, 2024
August 19, 2024
August 26, 2024
September 9,
2024
September 3,
2024
September 10,
2024
September 17,
2024
September 19,
2024
9.2 Labor Day
September 16,
2024
September 17,
2024
September 23,
2024
October 7, 2024 October 1, 2024 October 8, 2024 October 15,
2024
October 17, 2024 10.14 Indigenous
People's Day
October 21, 2024 October 15,
2024
October 28, 2024
November 4, 2024 November 12,
2024
November 19,
2024
November 21,
2024
11.5 Election Day
11.11 Veterans Day
11.28 Thanksgiving
November 18,
2024
November 19,
2024
November 25,
2024
December 2, 2024 December 3,
2024
December 10,
2024
December 17,
2024
December 19,
2024
December 9, 2024 December 17,
2024
December 16,
2024
December 20 - January 5,
2025 Winter Break
** ** Meetings in italics are alternative meeting dates
Summer & Winter Break Schedule 2024
Tuesday June 25 – Sunday August 4 Summer Break
Friday December 20 – Sunday January 5, 2025 Winter Break
City Council Events 2024
Monday, January 8, 2024 Council Reorganization Event
Monday, January 29, 2024 Annual Priority Setting Meeting
TBD State of the City
Thursday, September 26, 2024 BCC Recognition Event
Heritage, Awareness, & Recognition Months by Month
(This is not intended to be an exhaustive list. As an iterative process, this list will continue to evolve over time as needed).
January
January 27 - Holocaust Remembrance Day
January 11 - Orthodox Christmas Day
January 14 - Orthodox New Year
February
Black History Month
February 10 – March 1 Lunar New Year
February 20 - World Day of Social Justice
March
National Women’s History Month
Irish American Heritage Month
March 8 - International Women’s Day
March 30 – April 9 Ramadan
March 31 Cesar Chavez Day
April
National Arab American Heritage Month
April 9 – 10 Eid al-Fitr
April 10 - Dolores Huerta Day
April 24 - Armenian Remembrance Day
April 22 - Earth Day
April 22 – April 30 Passover
May
Asian American Pacific Islander Native Hawaiian Heritage Month
Mental Health Awareness Month
Affordable Housing Month
Older Americans Month
Jewish American Heritage Month
Public Service Recognition Week
May 5 - Cinco de Mayo
June
LGBTQ+ Pride Month
Immigrant Heritage Month
Caribbean American Heritage Month
June 16 - Juneteenth
June 16 – 17 Eid al-Adha
August
August 9 - International Day of the World’s Indigenous Peoples
August 12 - International Youth Day
August 26 – Women’s Equality Day
September
Hispanic Heritage Month
September 27 California Native American Heritage Day
October
National Italian American Heritage Month
Filipino American Heritage Month
Breast Cancer Awareness Month
October 2 – 4 Rosh Hashanah
October 11 – 12 Yom Kippur
October 31 – November 4 Diwali
November
National Native American Heritage Month
November 1 – Diwali
November 2 - Dia de los Muertos (Day of the Dead)
November 20 - Transgender Day of Remembrance
November 25 - International Day for the Elimination of Violence against Women
December
December 3 - International Day of Persons with Disabilities
December 16 – 24 Las Posada
December 25 - Hanukkah
December 26 - Kwanza
3
1
1
4
JAN 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
31 1 2 3 4 5 6
New Year's
Day Finance
7 8 9 10 11 12 13
CC (Reorg)Policy &
Services
14 15 16 17 18 19 20
MLK Day
Finance
Rail
CC (alternate)
City/Schools
21 22 23 24 25 26 27
CC (alternate)
28 29 30 31 1 2 3
Annual Priority
Setting Meeting
3
1
1
4
FEB 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
28 29 30 31 1 2 3
4 5 6 7 8 9 10
CC Finance
11 12 13 14 15 16 17
CC Policy &
Services City/Schools
18 19 20 21 22 23 24
Presidents'
Day
Finance
Rail
25 26 27 28 29 1 2
CC (alternate)
3
1
1
4
MAR 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
25 26 27 28 29 1 2
3 4 5 6 7 8 9
CC Finance
10 11 12 13 14 15 16
CC Policy &
Services
17 18 19 20 21 22 23
CC Finance
Rail City/Schools
24 25 26 27 28 29 30
CC (optional
additional date)
31 1 2 3 4 5 6
3
1
1
4
APRIL 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
31 1 2 3 4 5 6
CC Finance
7 8 9 10 11 12 13
CC Policy &
Services
14 15 16 17 18 19 20
CC Finance
Rail City/Schools
21 22 23 24 25 26 27
CC (optional
additional date)
28 29 30 1 2 3 4
3
1
1
4
MAY 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
28 29 30 1 2 3 4
5 6 7 8 9 10 11
CC Finance
12 13 14 15 16 17 18
CC Policy &
Services City/Schools
19 20 21 22 23 24 25
CC Finance
Rail
26 27 28 29 30 31 1
Memorial
Day
3
1
1
4
JUNE 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
26 27 28 29 30 31 1
2 3 4 5 6 7 8
CC Finance
9 10 11 12 13 14 15
CC Policy &
Services
16 17 18 19 20 21 22
CC Finance
Rail Juneteenth City/Schools
23 24 25 26 27 28 29
CC (optional
additional date)
Start of Summer
Break
30 1 2 3 4 5 6
3
1
1
4
JULY 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
30 1 2 3 4 5 6
Independence
Day
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31 1 2 3
3
1
1
4
AUG 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
28 29 30 31 1 2 3
4 5
CC
6 7 8 9 10
End of Summer
Break CC Finance
11 12 13 14 15 16 17
CC Policy &
Services City/Schools
18 19 20 21 22 23 24
CC Finance
Rail
25 26 27 28 29 30 31
CC (optional
additional date)
3
1
1
4
SEPT 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6 7
Labor Day Finance
8 9 10 11 12 13 14
CC Policy &
Services
15 16 17 18 19 20 21
CC Finance
Rail City/Schools
22 23 24 25 26 27 28
CC (alternate)
BCC
Recognition
Event
29 30 1 2 3 4 5
3
1
1
4
OCT 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
29 30 1 2 3 4 5
Finance
6 7 8 9 10 11 12
CC Policy &
Services
13 14 15 16 17 18 19
Indigenous Peoples
Day
Finance
Rail City/Schools
20 21 22 23 24 25 26
CC
27 28 29 30 31 1 2
CC (alternate)
3
1
1
4
NOV 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
27 28 29 30 31 1 2
3 4 5 Election 6 7 8 9
CC Finance
10 11 12 13 14 15 16
Veterans Day Policy &
Services
17 18 19 20 21 22 23
CC Finance
Rail City/Schools
24 25 26 27 28 29 30
CC (alternate) Thanksgiving
Day
3
1
1
4
DEC 2024
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6 7
CC Finance
8 9 10 11 12 13 14
CC Policy &
Services
15 16 17 18 19 20 21
CC Finance
Rail City/Schools Start of Winter
Break
22 23 24 25 26 27 28
Christmas
29 30 31 1 2 3 4
NOT YET APPROVED
20231115 th 0140223
Resolution No. ________
Resolution of the Council of the City of Palo Alto Establishing the
Council Calendar of Meetings, Summer and Winter Breaks, and
Schedule of Events for Calendar Year 2024
R E C I T A L S
A. Pursuant to Section 2.04.010 of the Municipal Code, the City Council must schedule
its annual summer and winter breaks for each calendar year no later than the third meeting in
February.
B. The Council also wishes to establish a calendar of meetings and schedule of events
for 2024.
NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. The City Council’s summer break for calendar year 2024 is scheduled
for Tuesday, June 25, 2024 through Sunday, August 4, 2024 and its winter break is scheduled for
Friday, December 20, 2024 through Sunday, January 5, 2025.
SECTION 2. The City Council adopts a regular calendar of meetings of the Council, the
Finance Committee, the Policy & Services Committee, and the Rail Committee (including holidays
and days of significance); a schedule of Council events; and a calendar of Heritage and Awareness
Months, as set forth in Attachment A, which is incorporated into the resolution by reference.
Council and committee meetings dates are subject to change as directed by the Mayor or
committee chair in consultation with the City Manager or designee.
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NOT YET APPROVED
20231115 th 0140223
SECTION 3. The Council finds that the adoption of this resolution not a project under
the California Environmental Quality Act (CEQA) Guidelines 15378(b)(5) because it is an
organizational or administrative activity that will not result in direct or indirect physical changes in
the environment and thus, an environmental assessment under CEQA is not required.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST: APPROVED:
___________________________________ ____________________________________
City Clerk Mayor
APPROVED AS TO FORM:
______________________________ ____________________________________
City Attorney City Manager