HomeMy WebLinkAboutStaff Report 2410-3589CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Tuesday, November 12, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
5.Approval of the New Councilmember Onboarding Outline as recommended by the Policy
and Services Committee; CEQA – Not a Project
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: November 12, 2024
Report #:2410-3589
TITLE
Approval of the New Councilmember Onboarding Outline as recommended by the Policy and
Services Committee; CEQA – Not a Project
RECOMMENDATION
The Policy and Services Committee recommends the Council approve the New Councilmember
Onboarding outline as updated by the Committee.
BACKGROUND
In November 2022, the Council adopted the New Councilmember Onboarding outline. The
outline was used with the most recent Councilmember onboarding after the November 2022
election. The Council reviewed and approved it with the understanding that it would be the basic
outline of the process going forward because each election will have candidates of different
backgrounds and experiences, and it provides members with consistent basic orientation
information.
Based on prior Council action, staff created the New Councilmember Onboarding outline with
the goal of effectively onboarding new Councilmembers. The outline is intended to share
necessary and useful information about operating as a Councilmember. This includes things such
as information about City operations and procedures, the legal obligations of serving on Council,
and an overview of upcoming policy topics that will come before the Council in the near future.
This outline includes a combination of a digital resource library as well as a one- or two-day
workshop, depending on the preferences of the newly elected Councilmembers. The workshop
outline and digital resources library index are included as Attachment A. The outline includes the
following nine discussion sections:
1. Introduction to the City Organization
2. Councilmember Specific Information
3. Legal Update and Considerations while on Council
4. Council Meeting Procedures and Protocols
5.Policy Role in Land Use Planning
6.Financial Responsibilities, Budgeting and Performance Measurements
7.Communications and Community Engagement
8.Emergency Preparedness
9.Major Projects and Upcoming Items
In addition to this Onboarding outline and workshop, Councilmembers are subject to mandatory
trainings including AB 1234 ethics training, anti-harassment training, and cybersecurity training.
The League of California Cities also annually hosts a Mayors and Councilmembers Academy that
covers the legal, financial, and practical fundamentals of serving as an elected official in
California. The next such training is January 22-24, 2025 in Sacramento. New Councilmembers
may request to attend and the City will cover related expenses and assist with arrangements.
ANALYSIS
The Policy and Services Committee reviewed the previously approved onboarding outline at its
October 8, 2024 meeting1 and recommended several updates. The Committee recommended
that this year’s onboarding include:
•The opportunity for a budget deep dive for any interested new Councilmember
•A summary of some practices Councilmembers have used for meeting preparation
•A summary of some practices Councilmembers have used to receive public input (e.g.,
office hours)
•Process for adding items to an agenda
On the second and third bullets, following Council approval of this recommendation, staff will
ask current Councilmembers for their input on what they would like to share on these topics.
The Committee also recommended that staff more strongly emphasize certain topics included
in the adopted outline, including the:
•Virtual library of key City documents and reference material
•Procedures and Protocols Handbook sections on the role/responsibility of a
Councilmember when assigned to regional boards/outside agencies, as well as
information on parliamentary procedures, especially relating to motions
•Roles of Council Appointed Officers (CAOs) and how the CAOs interact with Council and
each other
FISCAL/RESOURCE IMPACT
Implementation of this activity is accomplished within existing resources.
1 Policy & Services Committee, October 8, 2024, Agenda Item # 1, Staff Report #: 2409-3502
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52922
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
New Councilmember Onboarding Outline
Section 1. Introduction to the City Organization (20 Minutes)
Section 2. Council Specific Information (30 Minutes)
Section 3. Legal Update and Considerations while on Council (50 minutes)
Section 4. Council Meeting Protocols (20 Minutes)
Section 5. Policy Role in Land Use Planning (60 Minutes)
Section 6. Financial Responsibilities, Budgeting and Performance Measurements (45
Minutes)
Section 7. Community Engagement and Communication (20 Minutes)
Section 8. Emergency Preparedness (20 Minutes)
Section 9. Department Topics and Q&A (30 Minutes)
Section 1. Part 1. Introduction to the City Organization (20 Minutes)
1.1. Refreshing overview of the Departmental structure, services and ELT
Contacts
1.2. Relationships between City Council and City Staff, Council Appointed
Officers (CAOs) and the public
A. Role of the City Councilmember/Local Elected Official
B. Role of the City Manager
C. Role of the City Attorney
D. Role of the City Clerk
E. Role of the City Auditor
Section 2. Council Specific Information (30 Minutes)
Council‐specific information includes all the items that relate to Councilmembers
themselves in their new role.
2.1. Conduct & Expectations
2.2. Overview of Procedures &Protocols Handbook’s and notable norms
2.3. Regulatory Guidelines
2.4. Required trainings
2.5. Council Strategic priorities
2.6. Councilmembers’ roles regarding council subcommittees and service on
regional boards, outside agencies and committees
2.7. Travel, Conferences and Training opportunities
2.8. CAO evaluation cycle
2.9. Special Council Events (Reorganization, State of the City, Strategic Planning,
etc)
Section 3. Legal Update and Considerations while on Council (50 minutes)
3.1. Basics on City legal structure: Charter City, with a council‐manager form of
government. What is an ordinance. What is a resolution. How the City fits
within the State and Federal governments.
3.2. Explanation of Council’s primary roles: (a) policymaking/legislative; and (b)
quasi‐judicial. A brief introduction to the special obligations of the quasi‐
judicial role.
3.3. Key laws governing Councilmembers’ behavior:
A. Brown Act (including avoiding serial meetings, social media, and
maintaining confidentiality of closed sessions)
B. Political Reform Act/conflicts of interest
C. Public Records Act (including personal devices)
3.4. Update on Legal Advice related to 2025 Council Work. Confidential under
Attorney/Client Privilege, Private Session to be Scheduled Separately. Legal
Update on confidential advice for current issues.
Section 4. Council Meeting Protocols (20 Minutes)
4.1. Logistics: Schedules, seating, attendance, technology, meeting etiquette
4.2. Meeting Prep Best Practices
4.2.4.3. Agenda Structure
4.3.4.4. Rules of Procedure
4.4.4.5. Packet production process and schedules, Staff Report timelines
4.6. How/when to pose questions or add items to an agenda
4.7. Closed session practices
Section 5. Policy Role in Land Use Planning (60 Minutes)
5.1. Review of land use planning terms
5.2. Role of council in land use matters
5.3. Development review/approval process
5.4. Role of planning or zoning commissions/boards
5.5. Schedule of general plan, precise plans, or other policy documents that are
coming to the council in the upcoming year
5.6. Housing element; purpose, process, approval and timeline
5.7. Preview of development projects that will appear before the council in the
upcoming year
5.8. Economic Development Program
Section 6. Financial Responsibilities, Budgeting and Performance Measurements
Review the basics of the financial structure and condition to help
Councilmembers understand their fiduciary responsibilities.
6.1. Fiscal Calendar
6.2. Financial position of the City
6.3. Explanation of fund structure
6.4. Overview of the most recent comprehensive audit and financial report
(CAFR)
6.5. Operating and capital budget cycle
6.6. Investment and treasury policies
6.7. Schedule for financial reporting to the council
6.8. Unfunded liabilities (e.g., post‐employment benefits)
6.9. Pension and OPEB Trusts
6.10. Performance Tracking
Section 7. Community Engagement and Communication (20 Minutes)
7.1. Communications practices with Staff and with the Public, including practices
previous Councilmembers have used
7.2. Media relations
Section 8. Emergency Preparedness (20 Minutes)
Due to the unique and critical role local governments play regarding emergency
preparedness, a briefing on this topic is key.
8.1. High‐level briefing
8.2. Council role in the event of a community emergency
8.3. Public Safety organizational structure
Section 9. Department Topics and Q&A (30 Minutes)
9.1. Department‐specific services
9.2. Critical issues and projects for each department
9.3. Department heads and their contact information
Digital Resource Library
1. Local Government Resources
Cal Cities Brown Act Guide
Cal Cities New Mayors & Councilmembers Academy Session Materials (2024)
Cal Cities Public Records Act Guide
Cal Cities Rosenberg’s Rules of Order Guide
Institute for Local Government State Ethics Training Requirements for Local
Officials: Frequently Asked Questions
Statements of Economic Interest (FPPC Form 700) FAQs & Reference Pamphlet
2. City Administrative Resources
City Charter
City Municipal Code1
City Organizational Chart
City Roster
Records Portal2
Travel Arrangements and Expense Reimbursement Policy
3. City Council Operations
2024 City Council Priorities3 & Priority Setting Guidelines
2024 Council Priority Objectives
2025 Meeting Calendar
Boards, Commissions and Committees Handbook
City Council Procedures & Protocols Handbook
Conflict of Interest Resolution
1 Municipal Code: h ps://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0‐0‐0‐59235
2 Laserfiche Public Portal: h ps://portal.laserfiche.com/Portal/Welcome.aspx?repo=r‐704298fc
3 City Council Priori es: h ps://www.cityofpaloalto.org/Departments/City‐Clerk/City‐Council/City‐Council‐Priori es
4. City Financial Resources
FY 2025 Adopted Capital Budget
FY 2025 Adopted Operating Budget
FY 2025 Adopted Municipal Fee Schedule
FY 2025 – FY 2034 Long Range Financial Forecast
FY 2023 Annual Comprehensive Financial Report
Open Budget Web App 4
5. Miscellaneous
2030 Comprehensive Plan
2023 – 2031 Housing Element
Infrastructure Plan Projects5
Open Data Portal6
Note: URLs are provided for websites; digital copies of other reference materials will be
provided
4 Open Budget Web App: h ps://paloalto.opengov.com/
5 Infrastructure Plan Projects: h ps://www.infrastructure.cityofpaloalto.org/
6 Open Data Portal: h ps://data.cityofpaloalto.org/home