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HomeMy WebLinkAbout2025-11-19 Policy & Services Committee Summary MinutesPOLICY & SERVICES COMMITTEE SUMMARY MINUTES Page 1 of 10 Special Meeting Wednesday, November 19, 2025 Council Chambers & Hybrid 6:00 p.m. The Policy & Services Committee of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 6:00 p.m. Present In-Person: Veenker (Chair), Lu, Stone Absent: None. Call to Order Chair Veenker called the meeting to order. The clerk called roll. Public Comment There were no requests to speak. Agenda Items 1. Office of the City Auditor Presentation of the Building Permit & Inspection Fees Audit. Kate Murdock, City Auditor, provided a slide presentation including the objective of the audit, background, and finding 1: fee assessment consistency and factors contributing to inconsistent fee assessment. Councilmember Lu had questions about how the fees are established and the fee structure. Ms. Murdock replied project coordinators were interviewed observing how reviews are conducted. The City will evaluate the cost benefit of any system upgrades. Sarah McRee, Senior Operations Manager for Planning and Development Services, added there are schedules within the Accela System that have a list of fees. For each permit, it varies based on the details and the requirements in the permit of which fees apply. The project coordinators determine what does or does not apply. Unknown speaker added there is a series of different types of fee structures a project would look at which makes the fees straightforward. Regarding the fee structure, the fee structure reviewed was more complicated. The fee structure has been restructured to be simpler to apply. Councilmember Stone wanted to know if there is an estimate how much total revenue the City has lost. Ms. Murdock responded the reinspection fees were the most potential for uncollected revenue. Ms. SUMMARY MINUTES Page 2 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 McRee stated for the reinspection fee it was estimated to be about 3070 to 5700. The record retention fee was a legacy fee that is no longer applicable. Chair Veenker inquired if anything is being done about the overcharged fee. Ms. McRee explained the records are being reviewed retroactively and overcharged customers are receiving refunds. Work is being done to put together standard procedures for fee application. The goal is to have more documented guidelines for Staff on how fees are implemented by the end of next year. An RFP for land use permitting system is in process. Other technologies and tools will also be explored. MOTION: Councilmember Stone moved to accept the audit and refer it to the City Council for approval, seconded by Chair Veenker. MOTION PASSED: 3-0 2. Discussion and Recommendation on the City’s 2026 Federal and State Legislative Guidelines and 2026 Utility Policy Guidelines (as Recommended by the Utilities Advisory Commission); and Update on State and Federal Activities. CEQA Status – Not a Project. Christine Prior, Assistant City Clerk, provided a slide presentation including the recommendation; federal and state legislative guidelines. Carly Shelby, Townsend Public Affairs, joined the presentation including the 2025 legislative session: bill overview, state budget, legislative engagement throughout the year, and major issues; discussion of the government shutdown; and the FY26 appropriations process. Lena Perkins joined the presentation including the 2025 utilities legislative policy update: busy year with mixed impacts, Draft 2026 utilities legislative policy guidelines, and UAC proposed amendment to guideline #8. Chantal Cotton Gaines, Assistant to the City Manager, outlined the recommendations. Chair Veenker talked about a background of legislative guidelines and being strategic in how advocacy is done in Sacramento and Washington. Councilmember Stone expressed concerns about removing radio encryption under public safety. Assistant City Clerk Prior responded it was removed at the suggestion of the Police Department. It can be left in if the Committee preferred. Councilmember Stone preferred to leave it in. Councilmember Stone brought up regulation of motorbikes or e-bikes with minors and the safety concerns and other issues that have been raised across the state. Assistant City Clerk Prior indicated that could be added. The Office of Transportation is aware and actively looking at those types of things. Ms. Cotton Gaines added that conversation came up during the Safe Streets for All discussion and that could be added to the guidelines. Councilmember Stone had concern with the tort reform bullet added under the financial section to reduce the City's liability and exposure. Assistant City Clerk Prior stated that was at the request of the Finance Committee. Any edits the Policy and Services Committee have can be included for Council to consider. Molly Stump, City Attorney, added the City's excess liability insurance rates are rising. The claims auditor stressed the City is doing a good job of risk management and reduction practices. A review is being done to improve that. A sharp increase in jury verdicts against public entities is being SUMMARY MINUTES Page 3 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 seen statewide. Any potential would be minor around the edges to address what could be viewed as excessive outcomes or potential abuses of the tort liability system. Chair Veenker wanted to add the word including after goals to the first bullet under climate. On page three under financial, it should read state or federal efforts. The third bullet should read government action that preserves local fiscal autonomy. Chair Veenker asked to have equitable and just transitioned reviewed in the utilities guidelines. Ms. Perkins commented the public utility codes are heavily governed by state laws. There has to be assurance from the public that it cannot preempt state law or the public utility code. Councilmember Lu had interest in being able to enforce traffic laws on red lights and stop signs for autonomous vehicles and whether there are opportunities for taking a position on CEQA in the citywide and state guidelines. Ms. Cotton Gaines agreed to discuss this with the CEQA experts and bring information to Council in January. Councilmember Lu was interested in taking a position on notable homelessness legislation. Ms. Cotton Gaines will work with the team for suggestions on that language. Ms. Cotton Gaines recalled feedback suggested including topics of throttle e-bikes and scooters, retaining the language regarding police encryption, updating the language in the climate and environment section by adding the word including, adding federal not just state in terms of the efforts to preempt or delay in the financial section, having some language in the financial section to clarify preserving local fiscal autonomy, and language regarding transportation enforcement on red lights and stop signs. Ms. Perkins added syncing up the language from the City guidelines speaking to a just climate transition and equitable access with utilities. Ms. Cotton Gaines stated there are two follow ups to see if there is any recommended language regarding CEQA as well as services for the unhoused. MOTION: Chair Veenker moved the staff recommendation with bullet points two and three being consistent with committee feedback. Councilmember Lu seconded the motion. MOTION PASSED: 3-0 3. Nonprofit Partnership Workplan: Direction on Phase I (Grant Funding for Non-Profits Providing Services to the Community) and Discussion on Phase II, as well as recommendation that Council approve Gamble Garden, Winter Lodge, and Lawn Bowls lease extensions within the context of the proposed framework Lupita Alamos, Assistant to the City Manager, provided a slide presentation including an agenda, Policy and Services Committee referral, Nonprofit Workplan major areas of work, and Nonprofit Workplan phase I funding requests – staff recommendation. Chair Veenker wanted to know when to expect the deeper discussion of Phase I. Assistant to the City Manager Alamos replied it would come back either January or February. Chair Veenker was concerned there may be there other people on the Committee at that time and felt it should be done while the current members are there. Assistant to the City Manager Alamos agreed to try to come back with the deeper dive in December if there was capacity to do so. Chair Veenker thought it might be possible to do it in January before the membership turnover. Ms. Cotton Gaines explained it would be brought to a meeting on January 14 with the same three members. Chair Veenker preferred to have it at the January SUMMARY MINUTES Page 4 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 14 meeting. Ed Shikada, City Manager, suggested an immediate recommendation to Council to pose a threshold question so they know time will be spent refining the process in a way to improve on it for the upcoming year. Chair Veenker wanted to see it go forward in the context of clarifying how the different categories will be handled so the nonprofit partners have clearer expectations. Councilmember Stone did not like the process but liked the money being handed out and hoped to maintain that type of funding beyond HSRAP and CDBG. There are challenges related to the Council members relationships with the nonprofits and there was suggestion of letting Staff make decisions or recommendations. Hearing the feedback from the nonprofits will be important. Councilmember Lu thought the Phase I process was well thought out. The most awkward part was the dynamic with the Finance Committee deciding what the total amount would be and how things could be funded. There were parts that were not clear about what were expected contracts to be renewed, what funding would be de facto, and what was discretionary. Councilmember Lu suggested Council needs to vote to say that the Finance Committee picks the total number and P&S can make the recommendations based on that number or find another way to make a norm such that the work and applications nonprofits put in is fully respected and weighed. Chair Veenker concurred. City Manager Shikada suggested it may be worth putting a consent item on the Council with a recommendation from the P&S Committee to continue and work on refinements to the process to address issues Ms. Alamos pointed out as well as the ones mentioned by P&S. Chair Veenker agreed with that suggestion and added to make it clear that the nonprofit multiyear service agreements are separate and interaction with other funding programs will be reviewed. For Phase II of the Nonprofit Workplan, staff recommended the Committee look at nonprofit long-term lease agreements. Several organizations' long-term leases were coming due or will need Council action. The framework for evaluating nonprofit long-term lease agreements included 3 main components: the public benefits of the partnership, the financial relationship, and the stability of the partnership. The staff report noted the crossover between the nonprofit guidelines and nonprofit best practice recommendations for each evaluation category. The financial relationship component should include non-monetary contributions measured through performance metrics. The lease for Gamble Garden will expire in 2037. The organization was seeking a new 50-year lease with the intent to leverage the new lease for fundraising efforts to build a new horticulture classroom. Gamble Garden did not pay rent but fully maintained the property, including the historic garden and structures. Staff wanted the new lease to reflect the performance metrics, including the qualitative measures, community access, and inclusivity. The lease for Palo Alto Lawn Bowls will expire in December 2025 but there was a hold-over clause to ensure continuity of operations. Palo Alto Lawn Bowls offered the sport to all ages, which promoted health, wellness, and social connection. Palo Alto Lawn Bowls paid an annual rent of $13,839 and paid for all utilities except water. The City paid an annual amount toward the clubhouse and landscape maintenance repairs, which included irrigation and 2 yearly turf renovations. Palo Alto Lawn Bowls integrated participation with youth, adults, seniors, and veterans; facilitated community building through leagues, tournaments, and social events; offered facilities to nonprofit organizations; and allowed schools to use the equipment. SUMMARY MINUTES Page 5 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 Winter Lodge offered year-round recreational access for ice skating and tennis. Winter Lodge wanted to combine the separate tennis and ice skating leases, which had different expiration dates. The tennis lease will expire in 2026. Winter Lodge did not pay rent but fully maintained the facility. The organization offered access to schools and nonprofits and provided affordable options to groups. Staff recommended the lease include performance metrics around community access and programming. Staff requested the Committee's feedback on the proposed framework and criteria for evaluating long- term lease agreements. Staff recommended the Committee recommend to Council approval of lease renewals with Gamble Garden, Winter Lodge, and Palo Alto Lawn Bowls with the leases reflecting the Committee's discussion. Public Comment: 1. Mica P. was the Executive Director of Gamble Garden. Mica P. explained that Gamble Garden was a volunteer-run, community-funded organization which kept 2.5 acres of public garden open and free year-round. Gamble Garden and the City had partnered for 40 years. Gamble Garden welcomed an estimated 40,000 visitors and engaged about 500 volunteers annually. The school programs reached 10 schools and nearly 600 students. Gamble Garden partnered with groups such as Youth Community Service, Avenidas, the Palo Alto Museum, the Food Closet, and more. Mica P. supported the City's proposed framework and encouraged the Committee to move forward with the initiative. Council Member Stone questioned whether the Committee was only discussing the 3 long-term lease agreements or a long-term strategy of how to address other nonprofit leases. Council Member Stone asked if the Committee will see short-term leases at a different time. Council Member Stone queried if the public had access to the Winter Lodge tennis courts and if the tennis classes were free. Council Member Stone anticipated a discussion around replacing the tennis courts with pickleball courts and the need to find additional tennis courts that were open to the public. Council Member Stone opined the Committee should have a deeper discussion about combining the tennis and ice skating leases. Council Member Stone did not support combining the leases. Council Member Stone asked why Palo Alto Lawn Bowls paid almost $14,000 in rent. Council Member Stone was willing to approve the proposal for Palo Alto Lawn Bowls, Gamble Garden, and the Winter Lodge portion of the lease but withheld an opinion on tennis courts. Regarding the service alignment consideration on the guiding principles, Council Member Stone agreed to the alignment with community needs but was concerned about including alignment with Council priorities because they change frequently. Council Member Stone believed it was not appropriate to include Council priorities for long-term leases. Assistant to the City Manager Lupita Alamos explained staff wanted feedback on the framework as it related to long-term leases, which would apply to any new leases or revisions to the 8 or 10 long-term leases. The staff report defined long-term leases as being about 10 years or more. Anything less than that would fall under the umbrella of "lease agreements." The tennis courts were run by the school. Winter Lodge contracted out lessons to a tennis school, which managed the registration. The lease term for Palo Alto Lawn Bowls was the City was responsible for any maintenance on the clubhouse or landscaping, which included irrigation and turf renovation 2 times a year, which costed the City over $60,000 per year. Rent for Palo Alto Lawn Bowls is a form of cost recovery. City Manager Ed Shikada explained staff was seeking feedback on the framework/criteria and wanted to show the application of that criteria to the 3 specific examples given. The review was coordinated with SUMMARY MINUTES Page 6 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 the Community Services Department, whose recommendation was to proceed as recommended by staff. Winter Lodge Executive Director Linda Jensen stated all tennis classes were open to the public but there was no open court time. All days and times were fully booked with child and adult classes, which cost money. Council Member Lu opined the City needed a structured approach that set standard terms for length and costs. Council Member Lu looked at how other cities, like San Francisco, managed similar leases. San Francisco required free admission for residents and asked organizations to do zero waste, compost, and offer public restrooms. San Francisco charged no rent to organizations like the Botanical Society but required revenue sharing, which helped the organizations pay for the long-term capital costs. San Francisco asked organizations to be active partners in fundraising. Council Member Lu believed those topics should be in a broader framework. Council Member Lu wanted organizations to offer resident- targeted benefits, such as discounted programs for Palo Alto residents. Council Member Lu was concerned about the annual rent for Palo Alto Lawn Bowls. Council Member Lu asked if there was any governance or asks for nonprofits in terms of labor standards, staff benefits, executive compensation, etc. Council Member Lu assumed there were best practices in municipal services about managing and ensuring that things like nonprofit executive compensation were reasonable. Council Member Lu wanted more discussion about policies and asked how to revisit the tennis court and Winter Lodge agreement. Council Member Stone asked if there was a hold-over provision for the Winter Lodge lease in case an agreement could not be reached by time it expired. Assistant to the City Manager Alamos explained that the financial soundness of an organization was considered during the Phase I process and evaluation of Form 990s when reviewing applications. City Manager Shikada stated the City had not been involved in organizational issues, with the exception of the Downtown Streets Team. To set a standard of involvement in organizational issues would be a precedent. City Manager Shikada said there was a distinction between transparency, such as the awareness of things like compensation, and the extent to which that factored into decision-making. City Manager Shikada noted it would vary depending on the size of the financial relationship. To revisit the Winter Lodge tennis agreement, staff would look to the Committee's guidance on general decision- making and the specific lease agreement. Staff may speak with the Community Services Department about whether to take the topic through the PRC and back to the Policy and Services Committee before bringing it to Council. There was a hold-over provision for the Winter Lodge lease. Vice Mayor Veenker opined having the 3-part framework as the criteria made sense. Vice Mayor Veenker believed providing as much clarity around the performance measures as possible would be helpful. Vice Mayor Veenker asked what would happen if the performance metrics were negotiated, agreed upon, and put into a lease but were not achieved. Vice Mayor Veenker thought the City needed recourse to ensure the organizations were still providing public benefit. The audit recommendation mentioned the organizations being periodically evaluated. Vice Mayor Veenker assumed that would be written into the contracts. Vice Mayor Veenker asked how Palo Alto Lawn Bowls worked, if there was a membership, what the cost of the membership was, and if other clubs had reciprocal access. Vice Mayor Veenker struggled with the lack of free public access for Palo Alto Lawn Bowls given the cost to the City but acknowledged the volunteer upkeep. Vice Mayor Veenker questioned if the Committee needed SUMMARY MINUTES Page 7 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 more discussion on the topic. Vice Mayor Veenker asked if the City did any maintenance on Gamble Garden and Winter Lodge. Vice Mayor Veenker clarified that staff would come back with more information on the 2 leases with the understanding that the Committee was interested in continuing the partnership. Council Member Lu clarified that only those with a key could access the Lawn Bowls green at any time. Council Member Lu opined the green was unused a high percentage of the time. Council Member Lu asked if Palo Alto Lawn Bowls would be open to allowing nonmembers access to use the green. Council Member Lu was concerned about the ack of access and suggested an agreement with Palo Alto Lawn Bowls where the green was unlocked by default. Assistant to the City Manager Alamos mentioned that in the audit, the City was responsible to assign a manager to oversee significant lease contracts. There would be an annual conversation with the City and nonprofits in terms of performance. The audit mentioned ensuring there was a defined process on how to escalate issues if the performance metrics were not being met. The opportunity for a periodic evaluation would be annually with the report. Palo Alto Lawn Bowls had classes available to the public, including free public classes once a week. Assistant to the City Manager Alamos confirmed staff was seeking approval of the 3 leases this evening. The City provided no maintenance for Gamble Garden or the Winter Lodge. City Manager Shikada opined if there were unanswered questions, the topic needed to come back to the Policy and Services Committee. City Manager Shikada said the discussion was beneficial because it illuminated things that should be reflected in the framework, including more detailed information on costs for users, public accessibility, other issues associated with the timing of availability, and alternative uses. Palo Alto Lawn Bowls Club President and City Liaison John Yee explained the Palo Alto Lawn Bowls club existed since 1933 and included a clubhouse and lawn bowling green. Palo Alto Lawn Bowls rented the clubhouse in order to pay the City rent. The Club was run entirely by volunteers and had 100 members, half of which were Palo Alto residents. The Club offered free classes to the public once a week. Memberships were offered for residents and nonresidents and cost $160 per year plus $20 for a key and towel. Members received a key to open the gates and a combination to open the bowl lockers to use the equipment. Members were allowed access at any time. Other lawn bowl clubs would welcome Palo Alto Lawn Bowls members. The Palo Alto Lawn Bowls Club was open 4 days a week. Any members of the public without a key could not walk onto the premises. MOTION: Council Member Stone moved, seconded by Vice Mayor Veenker, to recommend: a. The City Council approve negotiation of a lease renewal with Gamble Garden, with staff to advance the details consistent with the staff recommendation; and b. Refer to back to staff for additional refinement on the leases for Palo Alto Lawn Bowl Club and the Winter Lodge. MOTION PASSED: 3-0 The Committee took a 7-minute break. SUMMARY MINUTES Page 8 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 4. 2026 City Council Priority Setting Process Discussion and Recommendations to City Council Assistant to the City Manager Lupita Alamos said the Council Handbook outlined the process by which Council organized and held the annual retreat to set the priorities for the year. A priority was defined as being a topic that will receive particular and significant attention during the year. Priorities should span a 2-year cycle to allow more time to achieve Council goals. Council and community would be surveyed on the recommended priorities. The Policy and Services Committee makes recommendations about the process to Council. The 2025 Council priorities were: implementing housing strategies for social and economic balance; climate action and adaptation, and natural environment protection; economic development and retail vibrancy; and public safety, wellness, and belonging. Council values help guide decisions. There were 4 priority-setting focus questions: what does the City Council want to get out of its prioritization process? What does Council want to walk away with at the end of the retreat? Are the objectives appropriately focused and are any changes needed? Should key performance indicators be added? Staff recommended the Policy and Services Committee discuss and make recommendations to Council regarding the 2026 priority-setting process and the annual retreat on January 24, 2026. Public Comment: There were no requests to speak. Vice Mayor Veenker wanted to see Council provide feedback on developing mid-level goals that bridge Council priorities and objectives. Vice Mayor Veenker opined the high-level priorities were clear but the objectives were like a task list. Vice Mayor Veenker believed there was a middle ground to give staff more direction in developing objectives. For example, under the priority "Climate Action and Adaptation, and Natural Environment Protection," there would be a mid-level goal of "bring greenhouse gas emissions in line with the City's 80-30 goals." Another example would be a focus on having an integrated schedule or united vision for area plans. Council Member Stone liked the idea of moving toward a 2-year plan so Council could be more strategic and intentional at the retreat. Council Member Stone agreed with the process Vice Mayor Veenker described. Council Member Stone encouraged staff to have more dialogue where staff could provide feedback on the current workplan and objectives and push back on what needed to be limited. Council Member Stone wanted an outside facilitator. Vice Mayor Veenker agreed with having an outside facilitator. Council Member Lu emphasized the need to create clarity, especially around how many projects could be reasonably accomplished in a given year. Council Member Lu proposed reducing the number of objectives so as to end up with a manageable number. Council Member Lu opined the goals were vague. Council Member Lu suggested having the understanding in advance of the retreat that the goal was to keep the list focused and have a mechanism in place to advocate for which issues should be on the top priority list. Council Member Lu wanted a quick, low-pressure way, such as by a hand or voice vote, to take items off the table without needing an extensive discussion. Vice Mayor Veenker opined prioritizing more would create clarity. SUMMARY MINUTES Page 9 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 City Manager Ed Shikada suggested ranking objectives by tier depending on the level of priority. For example, classifying no more than 30 of the 70 objectives as tier 1 or 2 importance. Vice Mayor Veenker liked the idea of ranking objectives by tier and opined it was worth trying. Vice Mayor Veenker wanted to make the list more uniform and asked if it had both general directions and to- do list tasks. Council Member Lu agreed with prioritizing certain objectives by tiers but still wanted to limit the number of goals and have time at the retreat to focus on tier 1 objectives. Council Member Lu opined certain objectives were vaguely worded and wanted to give specifics. Council Member Lu wanted to improve the quality of the objectives. Assistant City Manager Alamos explained that after reviewing objectives and hearing Council feedback, staff tried to give more organization to the list. Assistant City Manager Alamos summarized the Committee's discussion as wanting an outside facilitator; having some way to prioritize the objectives list, such as with the tiered approach; and being intentional about mid-level goals. Assistant City Manager Alamos asked for feedback about adding key performance indicators (KPIs). Council Member Lu opined KPIs should be included, particularly for tier 1 goals. Vice Mayor Veenker was concerned the conversation around KPIs could get complicated. Vice Mayor Veenker suggested after the retreat, staff bring back proposed KPIs for the objectives in order to have a more focused discussion. NO ACTION TAKEN 5. Follow up Discussion and Possible Action on the City Council Referral to Review a Schedule of Repeat Items that Occur Annually on Agendas for Policy & Services, Finance Committee, and City Council, Along with the Approximate Month They Occur; CEQA Status: Not a Project Deputy City Manager Chantal Cotton-Gaines referenced packet page 79. The Committee had asked for an updated list of recurring items to be separated out by action, consent, or informational items. The updated list was included in the agenda packet. The Committee asked for suggestions and recommendations on items to consolidate or remove from the list. Staff suggested 3 items be removed, which was reflected in the attachment. The Committee had asked about having a consent agenda for the Committee. Staff recommended against having a Committee consent agenda because some items could be discussed quickly and Council assigned items to the Committee so that some concentrated attention would be given to a matter and having a consent agenda would complicate that. The Committee had recommended the frequency of the Procedures and Protocols Handbook Review be changed to every other year. An email was sent to Council soliciting suggested changes to handbook. The suggestion to do the handbook item every other year was reflected and could be implemented almost immediately. The Committee had asked if there was the ability for committees to meet in January. There was a Policy and Services Committee meeting planned for January. Staff suggested the Committee recommend to Council that January meetings be at the discretion of the chair. Public Comment: There were no requests to speak. SUMMARY MINUTES Page 10 of 10 Sp. Policy & Services Committee Meeting Summary Minutes: 11/19/2025 Council Member Stone agreed with the staff recommendation about the committee consent agenda and changing the procedures and protocols item to every other year. Council Member Stone proposed doing the handbook item on odd years. Council Member Stone was disappointed that the workload, being heavier at certain times of the year and lighter at others, was still not balanced. Council Member Lu acknowledged consent items still took a lot of time and work for staff. Vice Mayor Veenker was surprised by the amount of recurring items and asked if staff had ideas on how to move certain items around to better balance the workload. City Manager Ed Shikada opined that what drove the workload imbalance was not the recurring items but rather the one-off items. City Manager Shikada acknowledged the level of reporting Palo Alto did exceeded that of other agencies. Deputy City Manager Cotton-Gaines noted the objectives were not on the list, therefore 70 other items could be included for Council discussion throughout the year. MOTION: Vice Mayor Veenker moved, seconded by Council Member Stone, to recommend the City Council: a. Review the Procedures and Protocols Handbook every other year, during the odd years b. Allow Council Committees to meet in January if needed, with the prior year’s roster, at the discretion of the Chair MOTION PASSED: 3-0 Future Meetings and Agendas None. Adjournment: The meeting was adjourned at 9:16 p.m.