HomeMy WebLinkAboutStaff Report 2510-5280CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Wednesday, November 19, 2025
6:00 PM
Agenda Item
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
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Clerk
Meeting Date: November 19, 2025
Report #:2510-5280
TITLE
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
RECOMMENDATION
As a follow up to the discussion in September, staff recommends that the Policy and Services
Committee review, provide feedback, and possibly recommend an action to the full City Council
on the information within this report related to the schedule of annually recurring Committee
and City Council agenda items.
BACKGROUND AND ANALYSIS
At the March 25, 2024 City Council meeting,1 City Council referred to the Policy and Services
Committee a review of recurring items that annually appear on Policy and Services, Finance
Committee, and City Council agendas and the approximate month in which they occur.
The Council and its committees discuss many items each year and this information was
requested to help Council to better able to anticipate agenda items that may come forward.
This item is intended for review and discussion.
The Policy and Services Committee discussed this item at the September 9, 2025 meeting.2 The
Committee asked staff to return for a follow up discussion and include the following additional
information:
1.An updated list of recurring items separated by action, consent, or informational items
on the list;
1 March 25, 2024 City Council Action Minutes:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=43138
2 September 9, 2025 Policy and Services Committee, Item #3. Link:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=16216
2. Suggestions and recommendations of items to consolidate or remove from the list; and
3. Additional information on the key questions from the Committee related to:
a. A committee consent agenda,
b. Frequency of Procedures and Protocols Handbook review, and
c. Ability for Council committees to meet in January as needed.
Updated List
Attachment A contains an updated list of Council items separated out by action, consent, or
informational items. It contains the committee listings as well.
Suggestions and Recommendations for Items to Consolidate or Remove from the List
Based on the updated list in Attachment A, staff recommendations for items to consolidate or
remove from the list (redlined in the attachment) are:
-ADU Quarterly Report (May Informational Report) – suggested removal
-Utilities quarterly report, report on demand side management, and the energy risk
management report
-Councilmember Lu suggested a consolidation of financial reports
Staff recommends the Committee recommend these changes to the full Council in addition to
any additional suggestions from the Committee.
Follow up on Committee Questions
Committee Consent Agenda: Staff does not recommend a Consent Agenda for Council
committees. A Consent category for committees would be a new procedure that would raise a
number of issues, including the need for procedures to (a) guide staff on when to place an item
on Consent, (b) determine how items would be removed from Consent, and (c) identify which
committees would use a Consent calendar. Rather than develop a set of new procedures, staff
recommends using the current agenda process to achieve a similar result by acknowledging
that some committee items are straightforward and can be approved with minimal discussion.
For example, audit reports where the staff response accepts all recommendations can often be
approved without additional discussion. This approach empowers committee chairs and
committee members with flexibility to make appropriate decisions on the time spent on items
coming before the committee.
Frequency of Council Procedures and Protocols Handbook Review: The Committee
recommended an every-other-year review cycle of the Procedures and Protocols Handbook
unless there is a time-sensitive referral. This suggestion from the Committee will be included in
the suggested changes to the Handbook memo that will come to the Committee at the
December meeting. No further discussion is needed at this time on this item.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
MONTH TITLE/PURPOSE FREQUENCY DEPARTMENT AGENDA
PLACEMENT
(01) January Review and Accept the City Council Accept the FY 20XX- 20XX Long Range Financial Forecast and FY
20XX Annual Budget Development Guidelines Annual ASD Action
(01) January Reorganization Meeting Annual CLK Action
(01) January Consideration of Council Priorities (Retreat)Annual CMO Action
(01) January Annual Legislative Guidelines Annual CMO Action
(02) February Fiscal Year 20XX Public Improvement Corporation Annual Financial Report (PIC Annual Financial Report)Annual ASD Action
(02) February Review of Annual Council Procedures and Protocols Annual CMO Action
(02) February Public Hearing to Approve Commencement Report Re: Weed Abatement Annual Fire Action
(03) March Independent Police Auditor's Report Biannual CMO Study Session
(04) April Boards and Commissions Spring Recruitments (ARB, HRB, PTC, UAC)Semi-Annual CLK Action
(06) June Community Development Bloack Grant (CDBG) Annual Action Plan (AAP)Annual PDS Action
(04) April Earth Day Report and S/CAP Progress Study Session Annual PW Study Session
(05) May FY XXXX Proposed Captial & Operating Budgets, Municipal Fee Schedule Annual ASD Action
(05) May FY XXXX Proposed Budget Study Sessions with Council Annual ASD Study Session
(05) May FY XXXX Budget Wrap-up and recommended FY XXXX Budget including FY XXXX Municipal Fee
Schedule Annual ASD Action
(06) June
Adoption of Budget Ordinance for Fiscal Year XXXX Including Adoption of Operating and Capital
Budgets and Municipal Fee Schedule/Adoption of a Resolution Proposing the Appropriations Limit for
Fiscal Year XXXX
Annual ASD Action
(06) June Board and Commissions Workplans (HRC, PAC, PRC, SWMOC)Annual CLK Action
(06) June Utility Rates and Financial Plan Annual UTL Action
(08) August City of Palo Alto's General Obligation Bond Indebtedness (Measure N)Annual ASD Action
(08) August Approval of Invoices for Abatement Work Performed by County Annual Fire Action
(09) September Cal Cities Annual Conference Delegate Annual CLK Action
(09) September CAO Performance Evaluations Annual HR Closed Session
(09) September Board and Commissions Workplans (ARB, HRB, PTC, UAC)Semi-Annual CLK Action
(09) September Independent Police Auditor's Report Biannual CMO Study Session
(10) October Accept California Public Employees’ Retirement System (CalPERS) Pension Annual Valuation Reports as
of June 30, 20XX Annual ASD Action
(10) October Boards and Commissions Fall Recruitment (HRC, PAC, PRC, SWMOC)Semi-Annual CLK Action
(11) November Retiree Benefit Policy Quadrennial ASD Action
(11) November Council Meeting and Break Schedule Annual CLK Action
(12) December Review and Recommend the City Council Accept the FY 20XX- 20XX Long Range Financial Forecast and
FY 20XX Annual Budget Development Guidelines Annual ASD Action
Recurring Items for City Council - Action and Study Session
MONTH TITLE/PURPOSE FREQUENCY DEPARTMENT AGENDA
PLACEMENT
(01) January Approval of Annual Financial Statements and Budget Amendments Annual ASD Consent
(02) February FY XXXX Q2 Financial Status Report, Mid-Year Budget Review & Budget Amendments Quarterly ASD Consent
(02) February Appointments to the Emergency Standby Council (2nd January meeting)Annual CLK Consent
(03) March Comprehensive Plan and Housing Element Annual Progress Reports (APRs)Annual PDS Consent
(03) March Stanford University Medical Center (SUMC) DA Annual PDS Consent
(04) April Adoption of a Resolution Approving Revisions to the City of Palo Alto Energy Risk Management Policy Tri Annual ASD Consent
(05) May Other Post Employment Benefits (OPEB) Bi-Annual Report Biannual ASD Consent
(05) May Adoption of City’s Investment Policy (FC if there are changes; if not direct to CC on consent) Annual ASD Consent
(06) June Q3 Financial Status Reports (January - March)Quarterly ASD Consent
(06) June Call for Election Election Years CLK Consent
(06) June Annual SB1 Street Resurfacing List Annual PW Consent
(06) June Drought Shortage Assessment Annual UTL Consent
(06) June Stormwater Management Oversight Committee Review of Annual SMFud Expenditures and SMP Annual PW Consent
(08) August Quarterly Financial Repots Quarterly ASD Consent
(10) October Approval of Reappropriation Requests Annual ASD Consent
(10) October Approval of Williamson Act Contract Renewals within Palo Alto City Limits Annual PDS Consent
(10) October
Approval of the Acceptance of State of California Citizens Options for Public Safety (COPS) Funds of
$###,### and a Budget Amendment in the Supplemental Law Enforcement Services Fund (2/3 vote
required) for front-line law enforcement expenses
Annual POL Consent
(11) November FY XXXX Q4 Financial Status Repots Quarterly ASD Consent
(11) November Adoption of an Ordinance Renewing the Police Department's Military Equipment Use Policy Under AB
481 Annual POL Consent
(12) December Annual Development Impact Fees Annual ASD Consent
(12) December Approval of Annual Comprehensive Financial Report (ACFR) Ordinance Closing FY, ACFR, Single Audit,
etc.Annual ASD Consent
(12) December Conflict of Interest Code (biennial)Biennial CLK Consent
(12) December Certification of Election Election Years CLK Consent
(12) December P&S Recommendation for City Auditors Risk Assessment Report Annual Audit Annual AUD Consent
(12) December Declaring Weeds as a Public Nuisance Annual Fire Consent
Recurring Items for City Council - Consent
MONTH TITLE/PURPOSE FREQUENCY DEPARTMENT AGENDA
PLACEMENT
(01) January Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other
Designated Employees Semi Annual ASD Info
(01) January Surplus Property Donated to Nonprofit Organizations Annual ASD Info
(01) January December Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(01) January Quarterly Update on S/CAP Implementation Quarterly PW Info
(02) February Quarterly Investment Activity Report (November to December)Quarterly ASD Info
(02) February Sales Tax Digest Summary Calendar 20XX Q3 (Jul-Sept)Quarterly ASD Info
(02) February January Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(02) February Standing Committee Topics Annual CMO
(02) February Local Hazard Mitigation Plan Annual Report Annual OES
(02) February Semiannual Update on Status of Capital Improvement Projects Biannual PW Info
(03) March Energy Risk Management (July to December)Semi Annual ASD Info
(03) March February Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(04) April March Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(04) April Fire Department Semi Annual Performance Report Semi-Annual Fire Info
(04) April Proclamation Honoring National Animal Control Officer Appreciation Week Annual POL Special Orders
(04) April Proclamation Honoring Public Safety Telecommunicator's Week Annual POL Special Orders
(05) May Quarterly Investment Activity Report (Jan - March)Quarterly ASD Info
(05) May Sales Tax Digest Summary Calendar 20XX Q4 (Oct-Dec)Quarterly ASD Info
(05) May April Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(05) May ADU Quarterly Report Quarterly PDS Info
(05) May Proclamation Recognizing National Police Week and National Peace Officer Day Annual POL Special Orders
(05) May Palo Alto Airport Annual Noise Report Annual PW Info
(06) June May Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(06) June Evaluation Report SC County Multi-jurisdictional Program for Public Information Flood Preparation and
Awareness Annual OES Info
(06) June Condo Conversion Report Biannual PDS Info
(05) May Affordable Housing Month Proclamation Annual PDS Special Orders
(06) June PA Transportation Management Association Report, Commute Survey and Strategic Plan Summary Annual OOT
(08) August June Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(08) August Quarterly Investment Activity Report (April to June)Quarterly ASD Info
(08) August Sales Tax Digest Summary Calendar 20XX Quarterly ASD Info
(08) August Semi-annual Reports of Contracts Awarded by the City Manager, Procurement Officer or Other
Designated Employees Semi Annual ASD Info
(08) August July Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(08) August Council Recess Summary Reports Biannual CMO Info
Recurring Items for City Council - Special Orders and Informational Reports
MONTH TITLE/PURPOSE FREQUENCY DEPARTMENT AGENDA
PLACEMENT
(08) August Jobs/Housing Balance Quadrennial Report Quadrennial PDS Info
(08) August Semiannual Update on Status of Capital Improvement Projects Biannual PW Info
(08) August Annual Report for Community Rating System Flood Insurance Discounts Annual PW Info
(08) August Quarterly Update on S/CAP Implementation Quarterly PW Info
(09) September Energy Risk Management (January to June)Quarterly ASD Info
(09) September August Monthly Investment Report (No Workflow)Monthly ASD Info
(09) September FY 20XX Significant Gifts and Donations to the City Annual ASD Info
(06) June Rental Registry Program Annual PDS Info
(10) October September Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(10) October Quarterly Update on S/CAP Implementation Quarterly PW Info
(11) November October Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(11) November Quarterly Investment Activity Report (July to September)Quarterly ASD Info
(11) November Sales Tax Digest Summary Calendar 20XX Quarterly ASD Info
(12) December CDBG Consolidated Annual Performance and Evaluation (CAPER) Annual PDS Info
(11) November Proclamation Recognizing National Police Records and Support Staff Week Annual POL Special Orders
(12) December November Monthly Investment Report (No Workflow); approved via DocuSign Monthly ASD Info
(12) December FY XXXX Q1 Financial Status Report Annual ASD Info
(12) December Property Agreements Entered into by City Manager Under Palo Alto Municipal Code Section
2.30.210(h) and Reported Per Section Code 2.30.710(b) for Fiscal Year 2023 Annual ASD Info
(12) December ADU Quarterly Report Quarterly PDS Info
(12) December Condo Conversion Report Biannual PDS Info
(12) December Safe Routes to School Report Annual OOT Info
(12) December Surveillance Technology Report Annual IT Info
International Shipments of Palo Alto Recyclable Materials Annual PW Info
Utilities Quarterly Report Quarterly UTIL
Report on Demand Side Management Annual UTL
Energy Risk Management Report Annual UTL