HomeMy WebLinkAboutStaff Report 2401-2546
City Council
Supplemental Report
From: Ed Shikada, City Manager
Meeting Date: January 29, 2024
Item Number: 2C
Report #:2401-2546
TITLE
2C. Supplemental Memo: Selection of 2024 Council Priorities & Discussion on Strategies to
Achieve Priorities - Review and Approval of Ad Hoc Committee Purpose Statements
RECOMMENDATION
Council approval of Cubberley, Housing, Legislative, Sustainability & Climate Action Plan,
Stanford, and Retail Ad Hoc Purpose Statements.
BACKGROUND/ANALYSIS
The City Council uses Ad Hoc Committees to explore City business in greater depth than what is
possible in the allotted Council and Standing Committee meetings. The City Council Protocols
and Procedures Handbook outlines a set of procedural rules that address: Definition of Ad Hoc
Committees; Brown Act; Creation and Appointment; Duration; Members; Reporting;
Termination; and Conclusion. Information on each of the topics can be found on page six (6) in
the Handbook linked below:
https://www.cityofpaloalto.org/files/assets/public/v/1/city-clerk/city-charterprocedures/2023-
adopted-council-protocols-and-procedures-manual-5.2023.pdf
The Council has currently has six active ad hoc committees. It is important to ensure a clear
and defined purpose for each existing ad hoc committees in order to facilitate effective Council
engagement and maximize the impact of these committees on the identified 2024 Priorities.
Draft purpose statements from the Cubberley, Housing, Legislative, Sustainability & Climate
Action Plan, Stanford, and Retail Ad Hoc Committees are defined below.
The draft purpose statements have been developed in consultation with the ad hoc committee
members, and reflect anticipated topics for discussion consistent with Brown Act requirements.
In some cases as noted below, the Council may determine that establishing an ad hoc
committee as Brown Act bodies (with publicly noticed and recorded meetings, and other
requirements) may be more conducive to conducting the work involved.
Staff recommends Council discuss and provide direction on the ad hoc committee purpose
statements, including designation of which committees will operate as Brown Act bodies.
For the Legislative Ad Hoc Committee, staff recommends that substantive “legislative matters”
previously referred to the Legislative Ad Hoc Committee instead be handled by the Policy &
Services Committee as was the case prior to 2023. Staff will also present the scope of services
for legislative advocacy to the Policy & Services Committee prior to full Council review.
NEW NAME -- Climate Action Ad Hoc Committee – (potential change to Brown Act format)
Accelerate the implementation of the 3-year Climate Action workplan by supporting completion
of the following items: Full Scale HPWH Program; Commercial HVAC Pilot Program; Single
Family Whole Home Electrification Pilot Program; Multi-family EV Charger Program; EV
Strategic Plan; and S/CAP Funding Study. The Committee will provide periodic updates during
Council Member Questions, Comments and Announcements and will make an oral year-end
report on its work no later than December 2024 (note that if changed to Brown Act format, this
last sentence is not necessary).
Housing Ad Hoc Committee
Provide staff guidance in preparation for full council review on the following initiatives to
address housing affordability, availability, and stability: rental registry and renter protection
policies; housing element programs and implementing objectives; Coordinated Area Plan
processes; and affordable housing funding strategies. The Committee will provide periodic
updates during Council Member Questions, Comments and Announcements and will make an
oral year-end report on its work no later than December 2024.
Retail Ad Hoc Committee – (potential change to Brown Act format)
Accelerate implementation of the Council-approved Economic Development Strategy by:
enhancing Council engagement and personal contacts with business and community
stakeholders; and, providing feedback to staff in preparation for full council review on near-
term improvements to support businesses in University Ave, Cal Ave and Midtown; proposed
University and Cal Avenue design concepts; and citywide retail zoning code changes. The
Committee will provide periodic updates during Council Member Questions, Comments and
Announcements and will make an oral year-end report on its work to Council no later than
December 2024 (note that if changed to Brown Act format, this last sentence is not necessary).
Stanford Ad Hoc Committee
Information sharing on issues of concern to Stanford University and the City in 2024: a
proposed extension of Quarry Road; Climate Action plans; transit improvements; City use of
Stanford lands; and housing development of mutual interest. The Committee will provide
periodic updates during Council Member Questions, Comments and Announcements and will
make an oral year-end report on its work to Council no later than December 2024.
Cubberley Ad Hoc Committee
The Cubberley Ad Hoc will work with staff and negotiate a real estate transaction with PAUSD
for the long-term community use of the Cubberley site. The Cubberley Ad Hoc will report to
the full Council, typically in closed session, and results of the negotiation brought to Council in
public session at appropriate points with expected completion in 2024.
Legislative Ad Hoc Committee
Review the scope of work of the legislative advocates contract and determine if changes are
needed in future years. Develop a scope of services and contract structure for the City’s grant
plan and to address the City’s legislative workplan. The Committee will provide periodic
updates during Council discussions on legislation at full Council or Policy and Services
Committee or during Council Member Questions, Comments and Announcements and will
make an oral year-end report on its work to Council no later than December 2024.
APPROVED BY:
Ed Shikada, City Manager