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HomeMy WebLinkAboutStaff Report 2401-25273 8 6 0 City Council Staff Report Report Type: 2024 ANNUAL COUNCIL RETREAT PROGRAM Lead Department: City Manager Meeting Date: January 29, 2024 Report #:2401-2527 TITLE 2C. Selection of 2024 Council Priorities & Discussion on Strategies to Achieve Priorities RECOMMENDATION In alignment with Council Protocols and Procedures, and Council direction, staff recommends that Council 1) Select the 2024 City Council Priorities; and 2) Discuss strategic vision and identify the goal(s) to be accomplished within each priority area. BACKGROUND In accordance with the City Council Protocols and Procedures Handbook1, a priority is defined as a topic that will receive particular, unusual and significant attention during the year. The Protocols and Procedures also set a goal of no more than three priorities per year, generally with a three-year time limit. The process states that "If needed, 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." To aid future retreats and priority setting processes, the Council Protocols and Procedures Handbook also articulates a set of value statements that represent long-term goals and vision for the community. 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. 1 City Council Meeting October 1, 2012 ￿ https://www.cityofpaloalto.org/files/assets/public/v/1/city-clerk/city- charterprocedures/2023-adopted-council-protocols-and-procedures-manual-5.2023.pdf 3 8 6 0 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. Acknowledging that no individual issue area is more important than another, the set of values recognizes a balanced and wholistic approach to Council policy setting. ANALYSIS Selection of 2024 City Council Priorities At its December 12, 2023 meeting2, the Policy and Services (P&S) Committee discussed the 2023 Council Priorities and proposed 2024 priority setting process for reviewing and selecting Council priorities and the Council affirmed this recommendation at its January 16, 2024 meeting3. The P&S Committee recommended that the Council reselect the 2023 Priorities and have a deeper discussion on the strategies required to advance each priority area. The P&S Committee also recommended that the Council consider the retreat focus on a two-year cycle, with progress indicators, which would allow more time to achieve Council goals. The existing four Council Priorities are: •Economic Recovery and Transition •Climate Change and Natural Environment: Protection and Adaptation •Housing for Social and Economic Balance •Community Health and Safety The P&S Committee also directed staff to share the key questions Council should focus on discussing to ensure that the City is appropriately organized and focused to advance the Priorities. If the Council chooses to formalize a two-year cycle for Priorities, a referral to amendment to the City Council Procedures and Protocols Guidelines will be brought forward post retreat. The P&S Committee recommends the Priorities be set in years in which new Councilmembers are elected. 2 Policy & Services Committee meeting December 12, 2023: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=12186 3 Council Meeting January 16, 2024: https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=9abf0ff0-a6b0-4bb3-956c-591fc8f3f03e 3 8 6 0 Discussion of Strategies to Advance Council Priorities As was implemented in 2023, based on the priorities selected by the Council, staff anticipates returning with a list of specific projects (objectives) and timelines for completion throughout the year. Prior to this detailed step, however, the retreat provides an opportunity for Council to engage in a discussion of the “big picture” vision of what the Council would like to achieve over the year, and how the City’s decision-making structure should be used to this end. The overarching question Council will be focused on answering is: what is the Council’s strategic vision of the goal(s) to accomplish within each of the Priority areas? To facilitate that discussion, Council should be prepared to discuss with their colleagues and engage in responses to the three outlined questions mentioned previously: 1. How does the Council envision its engagement in advancing each Priority area? If involving ad hoc committees, are there specific goals to be assigned to each committee? The Council has six ad hoc committees currently active. Councilmembers should be prepared to discuss under the first question the role of these committees and goals for them. To aid in this, draft purpose statements will be provided for each ad hoc for Council discussion. 2. What are the key community engagement needs to support and enhance the City’s progress toward these goals? The Council has identified a number of significant initiatives of interest. In addition to its own ad hoc and standing committees, the Council may wish to consider the efficacy of using other tools for community engagement that can help build consensus toward major actions needed. This is particularly true when going to the voters for approval of major policy changes or funding. These tools include, among others: •Citizen advisory committees – Council has recently expressed an interest in establishing a committee to advise on councilmember compensation. This has been referred to the Policy & Services Committee to develop next steps. •Community-wide informational campaigns – A citywide campaign is currently under way to promote the City’s advanced heat pump water heater program. •Establishment of new boards or commissions – While not explicitly directed by Council at this point, the City’s Economic Development Strategy calls for the City to convene new or reinvigorated business organizations in Downtown, California Avenue, and Midtown business districts. Staff is currently working with the Chamber of Commerce and business 3 8 6 0 stakeholders to establish regular meetings in a format that will foster sustained engagement. •Ballot measures – The November 2024 election represents the biennial opportunity for voter consideration for most City-related issues. If the Council is interested in advancing issues for voter consideration, proposals must be largely finalized by June. Each of the approaches above requires resource allocation and significant time for preparation. At the same time, these are valuable tools for advancing major priorities. 3. What resources (staff and Council time, financial, partner, other) are needed to achieve Council’s vision for each priority? Depending on the major strategies Council is interested in pursuing, there may be the need for staff to develop new workplans and for Council to prioritize new strategies among existing work. Subject to Council decisions on priorities and major strategies, staff will follow up accordingly. Next Steps Following the selection and feedback received during this meeting, Council Objectives and Committee Workplans will be brought for Council review and approval at a later meeting, tentatively scheduled for March. Any Objectives not completed in 2023 will be brought back for Council consideration as well as any others that support Council strategies outlined in the retreat. STAKEHOLDER ENGAGEMENT The community and the City Council have been solicited for their input and suggestions regarding the priorities. The community was engaged through the Open City Hall survey platform as well as email communication to City Council directly through city.council@cityofpaloalto.org. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because the Council Retreat and discussion on the 2024 Priorities is a continuing administrative or maintenance activity (general policy and procedure making. CEQA Guidelines section 15378 (b)(2). APPROVED BY: Ed Shikada