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Home My WebLink About2019-12-10 Policy & Services Committee Agenda PacketPolicy and Services Committee 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Tuesday, December 10, 2019 Special Meeting Community Meeting Room 6:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 12 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items. If you wish to address the Committee on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers/Community Meeting Room, and deliver it to the Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Committee, but it is very helpful. Public comment may be addressed to the full Policy and Services Committee via email at City.Council@cityofpaloalto.org. Call to Order Oral Communications Members of the public may speak to any item NOT on the agenda. Action Items 1.Staff Recommends the Policy and Services Committee Recommend the City Council Accept the Status Updates of the Audits of: 1) City-wide Cash Handling and Travel Expense; 2) Cable Franchise and PEG Fees; 3) Continuous Monitoring: Overtime; and 4) Continuous Monitoring: Payments 2.Discussion and Recommendations Regarding City Council Protocols and Procedures Handbook 3.Discussion and Recommendations for 2020 City Council Priority Setting Process Future Meetings and Agendas Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 24 hours in advance. MEMO City of Palo Alto (ID # 10773) Policy and Services Committee Staff Report Report Type: Action Items Meeting Date: 12/10/2019 City of Palo Alto Page 1 Summary Title: P&S Recommendation to Accept Status Updates of Audits Title: Staff Recommends the Policy and Services Committee Recommend the City Council Accept the Status Updates of the Audits of; 1) Citywide Cash Handling and Travel Expense; 2) Cable Franchise and PEG Fees; 3) Continuous Monitoring: Overtime; 4) Continuous Monitoring: Payments From: City Manager Lead Department: Administrative Services Recommendation Staff Recommends the Policy and Services Committee Recommend the City Council Accept the Status Updates of the Audits of; 1) Citywide Cash Handling and Travel Expense; 2) Cable Franchise and PEG Fees; 3) Continuous Monitoring: Overtime; 4) Continuous Monitoring: Payments Background At its meeting on June 11, 2019, the Policy and Services Committee approved by a vote of 2-1 to recommended that the City Council accept the status reports (status updates as of April 2019). Since the item did not receive a unanimous vote it, per the City’s practice, this item was placed as an action item for City Council discussion. The City Council reviewed the item at its September 9 meeting (CMR: 10177). The Council voted 6-0 to accept the report. Discussion Since the September Council meeting staff has been focused on addressing the outstanding recommendations as summarized below. City of Palo Alto Page 2 Audit Status Citywide Cash Handling and Travel Expense (issued 9/2010) Attachment B Staff has implemented a new meals policy citywide, which is going into effect in December. This final recommendation is considered complete. Cable Franchise and PEG Fee (issued 6/2016) Attachment A The new agreement with the JPA and the Media Center on the use of PEG fees is being reviewed by the JPA agencies and the Media Center. Staff expects to bring the new agreement to the Council for approval in early 2020. Continuous Monitoring: Payments (issued 4/2017) Attachment C Staff is discussing alternative approaches to completing these recommendations with the City Auditor and expects to have these completed in early 2020. Additional updates are provided in the attachment. Continuous Monitoring: Overtime (issued 9/2017) Attachment D Staff is working with departments to develop a process to report overtime citywide and take corrective action as appropriate. Staff expects this recommendation to be closed in early 2020. Additional updates are provided in the attachment. Stakeholder Engagement This report and the updates within have been coordinated with the City Auditor’s Office staffing. The roll out of citywide changes such as the new meals policy included two citywide training offerings to allow staff to be trained and engage with the new policy and provide feedback and areas for clarification prior to finalizing. Resource Impact The implementation of the audit recommendations thus far have been handled with existing resources limiting the pace of implementation as well as the absorption of additional duties and processes as requested in the findings. Policy Implications The implementation of the audit recommendations is consistent with existing city policies. Attachments: • Attachment A: Cable Franchise and PEG Fees • Attachment B: Citywide Cash Handling and Travel Expense • Attachment C: Continuous Monitoring: Payments • Attachment D: Continuous Monitoring: Overtime Attachment A STATUS OF AUDIT RECOMMENDATIONS CABLE FRANCHISE AND PEG FEE AUDIT – ISSUED 6/14/16 PAGE 1 The City Manager has agreed to take the following actions in response to the audit recommendations in this report. The City Manager will report progress on implementation six months after the Council accepts the audit report, and every six months thereafter until all recommendations have been implemented. Recommendation Responsible Department(s) Original Target Date and Response Current Status Implementation Update and Expected Completion Date Finding 1: The Media Center did not restrict its use of $340,000 of annual PEG fees to capital expenditures as required by the federal Cable Act. We recommend that the City Manager’s Office: 1.1 Consult with ASD, IT, the City Attorney’s Office, and Cable Joint Powers members to assess the need to continue collecting PEG fees and adjust the fee based on a demonstrated need for future capital expenses related to PEG access facilities or discontinue collecting the fee. a. If it is determined that the PEG fee should be adjusted or discontinued, submit a staff report to the City Council with a recommendation to amend the Municipal Code to reflect the revised fee or to eliminate the requirement and recommend to the other Cable Joint Powers members that they do the same. b. If it is determined that the PEG fee should continue to be collected: • Amend the agreement with the Media Center to remove the requirement for the City to remit all PEG fees collected to the Media Center. City Manager’s Office, ASD, IT, City Attorney’s Office Concurrence: Agree Target Date: 2017 Action Plan: Staff agrees that it should confirm the ongoing need for the PEG fee and ensure it is set at a level that is consistent with future capital needs. Staff will work with the City Attorney’s Office to develop a “capital cost” definition that eliminates any cost categories that could be construed as operating costs and will restrict the use of PEG fees to expenditures that meet this definition. Staff will also develop and adopt procedures that define the PEG fee distribution and reporting process. Staff will propose the appropriate revisions to the Municipal Code if it is determined that the PEG fee should be modified in any way. In Progress December 2019 Management Update: Council will be presented with a new JPA/Media Center agreement in early 2020 after review by the Media Center and the JPA agencies. Expected Completion Date: Q1 2020 April 2019 Management Update: On 1/28/2019 Council directed staff to negotiate agreements to purchase the Media Center building with PEG fee revenue (CMR 9804). The City is working through development of the transaction terms with the Media Center and the Cable Joint Powers partners, and will return to Council for approvals. Expected Completion Date: 4QTR 2019 September 2018 Management Update: The Cable Joint Powers is evaluating the possible purchase the Media Center building over time using PEG fees, in order to dedicate the building to future PEG use and to maximize the benefit of PEG fee revenue for PEG capital costs. The City is discussing the terms of the building purchase agreement with the Media Center. In the meantime, PEG fees are being placed in a Attachment A STATUS OF AUDIT RECOMMENDATIONS CABLE FRANCHISE AND PEG FEE AUDIT – ISSUED 6/14/16 PAGE 2 Recommendation Responsible Department(s) Original Target Date and Response Current Status Implementation Update and Expected Completion Date • Coordinate with ASD, the City Attorney’s Office, and the Cable Joint Powers to develop and implement criteria for the use of PEG fees to ensure compliance with the federal Cable Act, and that the fees are set at a level appropriate for anticipated and necessary capital expenses. • Place the PEG fees in a restricted account and distribute them based on City- approved capital expenditures that meet federal Cable Act requirements. • Require that semi-annual documentation of expenditures be provided and adopt procedures to review the documentation to ensure that PEG fees are spent only as allowed by the federal Cable Act and take immediate corrective action as necessary. restricted account only to be used for capital expenditures that meet Federal Cable Act requirements. Staff expects to provide an update on the status of the possible purchase of the Media Center building to the City Council before the end of 2018. Expected Completion Date: 1QTR 2019 March 2018 Management Update: Staff is working with the Cable Joint Powers and the Media Center to confirm the ongoing need for PEG fees. It is anticipated that PEG fee revenue will continue to be needed for appropriate capital equipment and building expenses. Effective 2016, PEG fees have been placed in a restricted account only to be used for capital expenditures that meet Federal Cable Act requirements. Procedures that define capital assets, and the PEG fee distribution and reporting process are under development. Expected Completion Date: 3QTR 2018 1.2 Consult with ASD, IT, the City Attorney’s Office, and the Cable Joint Powers on whether to allocate a portion of the unrestricted franchise fees or other funds, instead of restricted-use PEG fees, to subsidize the Media Center’s operations or to discontinue subsidizing the Media City Manager’s Office, ASD, IT, City Attorney’s Office Concurrence: Agree Target Date: 2017 Action Plan: Staff will consult with the Cable Joint Powers to determine if there is any interest in subsidizing the Media Center’s operations. Staff will propose In Progress December 2019 Management Update: Council will be presented with a new JPA/Media Center agreement in early 2020. Expected Completion Date: Q1 2020 April 2019 Management Update: On 1/28/2019 Council directed staff to negotiate Attachment A STATUS OF AUDIT RECOMMENDATIONS CABLE FRANCHISE AND PEG FEE AUDIT – ISSUED 6/14/16 PAGE 3 Recommendation Responsible Department(s) Original Target Date and Response Current Status Implementation Update and Expected Completion Date Center’s operations. Based on the resulting recommendation, the City Manager’s Office should make recommendations to the Council regarding appropriate future funding, if any, for the Media Center. recommendations to the City Council if needed. agreements to purchase the Media Center building with PEG fee revenue (CMR 9804). The City is working through development of the transaction terms with the Media Center and the Cable Joint Powers partners, and will return to Council for approvals. Expected Completion Date: 4QTR 2019 September 2018 Management Update: The Cable Joint Powers prefers not to subsidize the Media Center operations with franchise fees or other funds. Instead, the City is pursuing the option of using PEG fees to purchase the Media Center building, thus providing the Media Center with funds to cover its operating costs. Expected Completion Date: 1QTR 2019 March 2018 Management Update: The City is exploring with the Media Center a proposal for the use of PEG fees to purchase the Media Center’s facility. Under this option, the JPA would use PEG fees for capital, enabling the Media Center to cover operational expenses. (Staff will report back to Council on the merits of this option in the spring/summer 2018 timeframe.) The Cable Joint Powers favors this option over using franchise fees or other funds to subsidize the Media Center’s operations. Expected Completion Date: 4QTR 2018 Attachment A STATUS OF AUDIT RECOMMENDATIONS CABLE FRANCHISE AND PEG FEE AUDIT – ISSUED 6/14/16 PAGE 4 Recommendation Responsible Department(s) Original Target Date and Response Current Status Implementation Update and Expected Completion Date Finding 3: Roles and responsibilities for managing the City’s cable communications program are not clearly defined or assigned. We recommend that the City Clerk and City Manager’s Office: 3.1. Confer and develop a recommendation for the City Council to assign responsibility for the City’s cable communications program and require the assigned department to provide appropriate program oversight to ensure that: a. The City’s cable communications program objectives are aligned with the City’s goals and objectives. b. The assigned department develops performance measures to demonstrate that the program is effective and is meeting the City’s goals and objectives. c. There is effective oversight and management of the cable coordinator’s contract and activities. City Manager’s Office, City Clerk Concurrence: Agree Target Date: 4Q 2016 Action Plan: Staff will determine where to assign responsibility for the City’s cable communications program/activities and propose the appropriate revisions to the Municipal Code. The responsible department will establish performance measures to ensure proper program administration and oversight. In Progress December 2019 Management Update: Staff is in the process of transitioning cable responsibilities to the City Manager’s Office. Expected Completion Date: Q2 2020 April 2019 Management Update: The Administrative Services Department assumed responsibility for the City’s cable communications program on an interim basis. A permanent placement will be identified after the audit findings are fully implemented. Expected Completion Date: TBD September 2018 Management Update: Responsibility for the City’s cable communications program was transferred to the Administrative Service Department on an interim basis. After staff completes the implementation of the audit findings, it will determine where to assign final responsibility for the program. Expected Completion Date: 1QTR 2019 March 2018 Management Update: Staff is evaluating where to assign responsibility for the City’s cable communications program/activities and will propose the appropriate revisions to the Municipal Code. Attachment A STATUS OF AUDIT RECOMMENDATIONS CABLE FRANCHISE AND PEG FEE AUDIT – ISSUED 6/14/16 PAGE 5 Recommendation Responsible Department(s) Original Target Date and Response Current Status Implementation Update and Expected Completion Date Expected Completion Date: 4QTR 2018 3.2. Submit a draft ordinance to the Palo Alto City Council recommending revisions to the Palo Alto Municipal Code based on the revised assignment of roles and responsibilities. Not Started December 2019 Management Update: Staff is in the process of transitioning cable responsibilities to the City Manager’s Office. Expected Completion Date: TBD April 2019 Management Update: Staff plans to propose revisions to the Municipal Code after it determines where final responsibility for the City’s cable communications program will reside. Expected Completion Date: TBD September 2018 Management Update: Staff will propose appropriate revisions to the Municipal Code after it determines where final responsibility for the City’s cable communications program will reside. Expected Completion Date: TBD April 2017 Management Update: Not started. Expected Completion Date: 4QTR 2018 Attachment B STATUS OF AUDIT RECOMMENDATIONS CITYWIDE CASH HANDLING AND TRAVEL EXPENSE – ISSUED 9/15/10 PAGE 1 The City Manager has agreed to take the following actions in response to the audit recommendations in this report. The City Manager will report progress on implementation six months after the Council accepts the audit report, and every six months thereafter until all recommendations have been implemented. Recommendation Responsible Department Original Target Date and Response Current Status Implementation Update and Expected Completion Date Finding 1: Stronger controls are needed for cash handling Finding 2: Increased oversight and coordination can improve the employee travel expense process. 6. ASD should review the nighttime meeting reimbursement policy. If the City decides to maintain this practice, ASD should report the amounts as income on employee Form W-2s to conform to Internal Revenue Service requirements. In addition, ASD should review other types of meal expense to ensure any reportable amounts are included on employee Form W-2s. Auditor’s Note: The City Auditor and Administrative Services Department staff met to discuss using federal per diem rates, which is a best practice, instead of requiring employees to provide meal receipts when traveling. Administrative Services Department Target Date Not Provided ASD has determined that handling such reimbursements through payroll would involve significant staff time. Staff is developing a process that will comply with the IRS regulation in the most economical and efficient fashion. Any change in reimbursements would be subject to meet-and-confer depending on the labor group. Complete December 2019 Management Update: The updated meals policy has been implemented and is going into effect in December 2019. Training of employee and citywide communications are complete, and a firm implementation date no later than December 31, 2019 is expected. Taxable meals per IRS requirements will now be captured on employee paychecks and W-2s. April 2019 Management Update: Staff has developed a form and draft policy for tracking meal expenses on employee W2s. Staff is reviewing the form and policy with departments. Expected Completion Date: 4QTR 2019 September 2018 Management Update: Staff has developed a form and draft policy for tracking meal expenses on employee W2s. Staff is reviewing the form and policy with departments. Expected Completion Date: 1QTR 2019 March 2018 Management Update: Staff has developed a form and draft policy for tracking meal expenses on employee W2s. Staff is reviewing the form and policy with departments. The new expected due date for capturing meals expenses on W2s is 12/31/2018. Attachment B STATUS OF AUDIT RECOMMENDATIONS CITYWIDE CASH HANDLING AND TRAVEL EXPENSE – ISSUED 9/15/10 PAGE 2 Recommendation Responsible Department Original Target Date and Response Current Status Implementation Update and Expected Completion Date April 2017 Management Update: Staff is planning to include taxable meals on employee W2s by the end of 2017. Expected Completion Date: 12/31/2017 October 2015 Management Update: ASD, working with the City Auditor and the City Manager’s Office, and has completed the first phase changes to the meal reimbursement policy. Staff changed the reimbursement for travel meals to the IRS per diem limits, which do not require reporting on an employee’s W2. June 2014 Management Update: ASD staff is reviewing process changes coupled with search and reporting capabilities in the purchase card system that could make it feasible for the Accounts Payable and Payroll processes to sync up so that all taxable meal reimbursements would be included on employee paychecks to ensure proper handling of taxable meal pay to employees. Expected Completion Date: 4/1/15 Prior Years’ Management Updates (summarized): ASD updated the travel policy, petty cash policy, and reimbursement form to ensure proper coding of meals. ASD also established a new general ledger account to capture taxable meals for inclusion on employee W-2 forms as compensation. It takes considerable staff time to track and record these taxable meals such as meals provided during one- day training and meals provided to employees during overtime. Given the small number of incidents and the low dollar amounts, probably in the few thousand dollars citywide in a given year, Attachment B STATUS OF AUDIT RECOMMENDATIONS CITYWIDE CASH HANDLING AND TRAVEL EXPENSE – ISSUED 9/15/10 PAGE 3 Recommendation Responsible Department Original Target Date and Response Current Status Implementation Update and Expected Completion Date staff is looking at phasing out these types of meals. A further complication is that meals are sometimes purchased with a P-card and may be for several staff. There is currently no easy way to assign these charges to the appropriate person receiving the meal. Attachment C STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: PAYMENTS – ISSUED 4/3/17 The City Manager has agreed to take the following actions in response to the audit recommendations in this report. The City Manager will report progress on implementation six months after the Council accepts the audit report, and every six months thereafter until all recommendations have been implemented. Recommendation Responsible Department(s) Original Target Date and Response Current Status Status Finding: 1. Implementing a continuous monitoring process can help the City identify duplicate invoice payments. The City recovered 17 (71 percent) of 24 confirmed duplicate invoice payments. 1.1. Build a continuous monitoring reporting process into the new ERP system to identify potential duplicate invoices based on information such as vendor, date, invoice number, and amount, and run the report at least monthly. ASD should review the results, seek recovery of duplicate payments, and identify and correct process deficiencies that allowed the duplicate payments to be processed. ASD Concurrence: Agree Target Date: TBD (date of ERP implementation) Action Plan: ASD agrees that a continuous monitoring reporting process should be part of the accounts payable process. ASD and City staff currently detects and recovers duplicate payments through periodic account analysis, contract monitoring and notifications from vendors. Per the auditor’s recommendation, ASD will develop and document an internal control process to identify duplicates for the new ERP system. ASD is in the process of implementing a hard stop in the City’s SAP system if the invoice date, invoice number, and invoice amount are the same. Previously, only a warning was issued and it was possible to still enter a duplicate invoice. This more restrictive configuration should decrease the number of duplicate payments. It is important to note that no system can prevent 100% of duplicate payments. However strong internal controls and entity -wide coordination, can prevent most duplicates. With technological advances and changing requirements we have seen an increase in In process December 2019 Management Update: Staff is developing an alternative approach in light of the revised path for a new ERP system and is working with the City Auditor to implement the new approach. Expected Completion Date: first quarter 2020 April 2019 Management Update: The City will be upgrading the current SAP environment per CMR 9826 rather than implement a new ERP. Duplicate payment detection will be implemented in the upcoming upgrade to the current SAP environment. Target Completion Date: TBD (date of ERP upgrade) September 2018 Management Update: See below, no new update. Expected Completion Date: March 2018 Management Update: Attachment C STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: PAYMENTS – ISSUED 4/3/17 Recommendation Responsible Department(s) Original Target Date and Response Current Status Status duplicate invoices arriving in Accounts Payable. Invoices come in to Accounts Payable from multiple sources, and while previously a best practice, requiring original invoices is no longer practical. Invoices are now emailed by the vendor, sent via DocuSign, by internal departments and sometimes also sent via U.S. mail. As of 12/28/17, SAP is configured to result in a hard stop if a duplicate invoice is entered. Previously only a warning was given. The fields that are configured for a hard stop are a combination of vendor number, invoice date, reference text (invoice number), amount and company code. In the upcoming demonstrations, ASD will seek confirmation that the new ERPs can provide similar duplicate invoice detection. Expected Completion Date: TBD (date of ERP implementation) Finding: 2. Numerous unneeded vendor records increase the risk of inappropriate and erroneous payments and payment records, as well as incorrect tax reporting. 2.1. Build a continuous monitoring process into the new ERP system to: • Review the vendor master file at least annually to identify duplicate, incomplete, or unused vendor records (i.e., vendor records not used during a time frame determined by ASD). • Inactivate duplicate vendor records, enter missing identifying information based on reliable source documents such as a vendor-provided IRS Form W9, and inactivate or archive unused vendor records. ASD Concurrence: Agree Target Date: TBD (date of ERP implementation) Action Plan: ASD agrees that a continuous monitoring process should be built into the new ERP system. When the new ERP is implemented ASD will prepare a plan to review the vendor master file at least annually and inactivate unused, incomplete or inactive vendors. Part of the annual review of the master vendor file will also entail identifying and deleting duplicate vendors. In addition, staff will also In Process December 2019 Management Update: Staff is developing an alternative approach in light of the revised path for a new ERP system and is working with the City Auditor to implement the new approach. Expected Completion Date: first quarter 2020 April 2019 Management Update: The City will be upgrading the current SAP environment per CMR 9826 rather than implement a new ERP. Duplicate payment detection will be implemented in the Attachment C STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: PAYMENTS – ISSUED 4/3/17 Recommendation Responsible Department(s) Original Target Date and Response Current Status Status update the missing vendor record using information from sources mentioned in the recommendation. ASD staff will also work with ERP Team to explore other options to accommodate different “Remit To” addresses without creating a new vendor number. upcoming upgrade to the current SAP environment. Target Completion Date: TBD (date of ERP upgrade) September 2018 Management Update: See below, no new update. Expected Completion Date: March 2018 Management Update: To be implemented with new ERP. Prior to implementation, ASD will prepare a plan to review the vendor master file at least annually and inactivate unused, incomplete or inactive vendors. Expected Completion Date: TBD (date of ERP implementation) 2.2. Clean the City’s vendor master file in accordance with recommendations 2.1 and 2.2 before merging the data into the City’s proposed new ERP system. ASD Concurrence: Agree Target Date: TBD with adoption of new ERP system Action Plan: In order to provide consistency, ASD intends to begin from scratch with the Master Vendor File when the City adopts a new ERP. In Process December 2019 Management Update: Staff is developing an alternative approach in light of the revised path for a new ERP system and is working with the City Auditor to implement the new approach. Expected Completion Date: first quarter 2020 April 2019 Management Update: The City will be upgrading the current SAP environment per CMR 9826 rather than Attachment C STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: PAYMENTS – ISSUED 4/3/17 Recommendation Responsible Department(s) Original Target Date and Response Current Status Status implement a new ERP. The vendor master file will be cleaned as part of the upcoming upgrade to the current SAP environment. Target Completion Date: TBD (date of ERP upgrade) September 2018 Management Update: See below, no new update. Expected Completion Date: March 2018 Management Update: Prior to the conversion to a new ERP, ASD will identify the vendors to input into the new system. ASD will also create a coding standard for data entry to be used by Purchasing and Accounts Payable. Expected Completion Date: Prior to ERP implementation ATTACHMENT D STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: OVERTIME – ISSUED 9/6/17 The City Manager has agreed to take the following actions in response to the audit recommendations in this report. The City Manager will report progress on implementation six months after the Council accepts the audit report, and every six months thereafter until all recommendations have been implemented. Recommendation Responsible Department(s) Original Target Date and Response Current Status Status Finding: Implementing a continuous monitoring process for overtime in the new Enterprise Resource Planning (ERP) environment can help the City improve its resource allocation and utilization. 1. Explore the potential of developing a continuous monitoring process to provide more detailed information on overtime usage so that management can better manage and control overtime costs. A continuous monitoring system could include data analytics to extract data on service demands, absences and vacancies, and elements of city policies and contractual requirement that could be useful in identifying opportunities to reduce overtime costs. ASD Concurrence: Agree Target Date: 4th Quarter 2018 Action Plan: ASD will work with departments to explore the potential of developing a continuous monitoring process for overtime. In Process December 2019 Management Update: Staff is developing an alternative approach in light of the revised path for a new ERP system and is working with the City Auditor to implement the new approach. Both the Police Department and Fire Department have significantly increased their due diligence in monitoring overtime usage and the causes. Expected Completion Date: first quarter 2020 September 2019 Management Update: Staff is working with departments to develop a process to report overtime citywide and take corrective action as appropriate. Staff expects this recommendation to be closed in early 2020. April 2019 Management Update: Staff is working with departments to explore the potential of developing a continuous monitoring process for overtime. ATTACHMENT D STATUS OF AUDIT RECOMMENDATIONS CONTINUOUS MONITORING: OVERTIME – ISSUED 9/6/17 Recommendation Responsible Department(s) Original Target Date and Response Current Status Status Expected Completion Date: 4th Quarter 2019 2. Form a work group consisting of main end users and stakeholders to design shared system capabilities and standardized overtime management processes in the new ERP environment by: • Identifying useful overtime data including their source, and user interface (e.g., dashboard with drilldown and reporting capabilities) that allow users to analyze pertinent overtime factors shown in Appendix 1 in a comprehensive manner. • Identifying manual data collection and auxiliary processes (e.g., billing, reimbursement) that can be automated. • Reviewing applicable ERP system requirements to ensure needed capabilities are included in the City’s ERP contract. ASD Concurrence: Agree Target Date: 4th Quarter 2018 Action Plan: ASD will work with departments to determine shared needs for overtime in the new ERP system. Staff is currently evaluating ERP solutions for payroll and core financials and staff has communicated the important of overtime reporting to the vendors. Once an ERP solution is selected staff will finalize overtime reporting requirements and build those requirements into the new ERP system with the implementation consultants. Not Started December 2019 Management Update: Staff is developing an alternative approach in light of the revised path for a new ERP system and is working with the City Auditor to implement the new approach. Expected Completion Date: first quarter 2020 April 2019 Management Update: The City will be upgrading the current SAP environment per CMR 9826 rather than implement a new ERP. As part of that project ASD will work with departments to determine shared needs for overtime in the upgrade, as new system capabilities allow. Expected Completion Date: TBD City of Palo Alto (ID # 10904) Policy and Services Committee Staff Report Report Type: Action Items Meeting Date: 12/10/2019 City of Palo Alto Page 1 Summary Title: Council Procedures and Protocols Title: Discussion and Recommendations Regarding City Council Protocols and Procedures Handbook From: City Manager Lead Department: City Manager Recommendation Staff recommends that Policy and Services Committee review and discuss the City Council Procedures and Protocols (CPP) Handbook (Attachment A), which has been partially edited to include legally required changes, to delete obsolete provisions, and to update sections to reflect current practices. Staff recommends these changes go to full Council for a January 2020 vote, with the idea that Council may wish to direct staff (or create an ad hoc committee) to work on an overhaul of the CPP that would make the full procedures shorter, more streamlined, and easier to use. Background The Travel Policy (Ch. 7) was discussed at the November 12, 2019 Policy and Services Committee meeting. The review of Section 2.4 – Council Conduct with Palo Alto Boards and Commissions will go directly to City Council for discussion and possible action at the December 9, 2019 meeting (the night before this meeting). The full City Council discussed the CPP at their October 29th, 2018 meeting. At this meeting, Council referred the review of additional discretionary changes to the CPP to the Policy and Services Committee. Policy and Services reviewed the CPP at their November 13, 2018 meeting. No suggested changes were ever recommended to the full Council. The most recent Council-adopted version is dated 2013 and is available on the City Council Webpage: https://www.cityofpaloalto.org/civicax/filebank/documents/8258 Discussion The City Council Procedures and Protocols (CPP) Handbook describes the way the Palo Alto City Council does its business and is a directional guide. It is intended to accomplish two goals: First, the handbook is an informational guide for anyone doing business or appearing before the City Council. Second, the handbook is a compilation of Procedures and Protocols that have been City of Palo Alto Page 2 formally adopted by Council Resolution. Municipal Code 2.04.100 states the following related to the handbook: Municipal Code 2.04.100 - Handbook of procedural rules The council shall adopt by resolution a handbook of procedural rules governing any aspect of the conduct of meetings and hearings for the council and its standing committees, including but not limited to agenda requirements, the order of business, rules of order, rules of evidence, closed session procedures and rules for public participation in meetings. The handbook of procedural rules shall be deemed guidelines and failure to comply with any procedural rule shall not be the basis for challenge to or invalidation of any action of the council, nor shall they be construed to create any independent remedy or right of action of any kind. In addition, the CPP includes a provision for the Policy and Services Committee to annually review the CPP as stated below from Section 5 – Enforcement: Section 5 – Enforcement Council Members have the primary responsibility to assure that these protocols are understood and followed, so that the public can continue to have full confidence in the integrity of government. As an expression of the standards of conduct expected by the City for Council Members, the protocols are intended to be self-enforcing. They therefore become most effective when members are thoroughly familiar with them and embrace their provisions. For this reason, Council Members entering office shall sign a statement affirming they have read and understood the Council protocols. In addition, the protocols shall be annually reviewed by the Policy and Services Committee and updated as necessary. At this time, the full CPP (Attachment A) is to be reviewed with the following intent: • Implementing legally required changes; • Deleting obsolete provisions; and • Updating the procedures to reflect current practice. Based on the November 12, 2019 Policy and Services Committee, a previously edited version of Section 7 is included to replace the 2006 version. This version, dated 2016, was provided by the City’s Administrative Services and was edited to align with the City’s Travel Policy for employees. You may choose to discuss this further and make additional recommendations based on the November report, which included information about other cities’ budgets for travel and meetings, how these funds are allocated, and whether changes should be recommended to the full Council. City of Palo Alto Page 3 The CPP format has been cleaned up to a large degree, though more work is needed and will be completed prior to bringing the revisions to Council in January. Following completion of the full Council review, this could also be a recommendation to improve readability and facilitate ease of use. At that time, additional changes may be proposed regarding Boards and Commissions. Timeline, Resource Impact, Policy Implications If the staff recommendation is approved, City Council will consider the changes at a meeting in January 2020. If recommendations are made regarding travel budget allocations, this would be included during FY 2021 budget review. The current (FY20) City Council budget for Travel & Meetings is $25,000. Stakeholder Engagement Prior to the November 13, 2018 Policy and Services Committee discussion on the CPP, staff asked Council to share their thoughts on how the CPP could be improved. Attachments: • 2019 proposed revisions - Council Protocols & Procedures DRAFT REVISIONS 12/4/19 CITY OF PALO ALTO CITY COUNCIL PROCEDURES AND PROTOCOLS HANDBOOK Procedures and Protocols Approved 2/11/13XX/XX/2020 If you have any questions about this handbook, please feel free to contact the City Clerk by phone at (650) 329-2571 and e-mail at city.clerk@cityofpaloalto.org or the City Attorney by phone at (650) 329-2171 and e-mail at city.attorney@cityofpaloalto.org. TABLE OF CONTENTS CITY COUNCIL PROCEDURES _________________________________________ 1 INTRODUCTION & CONTENTS 1 SECTION 1 - PUBLIC PARTICIPATION IN COUNCIL MEETINGS 2 1.1 - Policy 2 1.2 – Purpose 2 1.3 - Summary of Rules 2 1.4 - General Requirements 2 A. Accessibility 2 B. Presiding Officer's Permission Required 3 C. Recording and Identification 3 D. Specific Requirements and Time Limits 3 SECTION 2 – COUNCIL MEETING & AGENDA GUIDELINES 5 2.1 - Policy 5 2.2 – Purpose 5 2.3 - Summary of Guidelines 5 A. Regular Meetings 5 B. Special Meetings 65 C. Study Sessions 6 D. Closed Sessions 6 2.4 - General Requirements 6 A. Regular Meetings 6 B. Telephonic Attendance Of Council Members At Council Meetings 6 C. Items Considered After 10:30 p.m. 8 D. Late Submittal of Correspondence or Other Information Related to Planning Applications. 8 E. Agenda Order 9 F. Council Comment 9 G. Public Comment 9 H. Council Requests to Remove Item 109 I. Hearing of Removed Items 109 J. Consent Calendar Categories 109 K. Co llea gue s Me mo s Council Matters 1211 L. Council Member Questions, Comments and Announcements 1312 M. Closed Sessions 1312 N. Adjournment 1312 O. Rescheduling Agenda Items 1312 P. Adding New Items to the Agenda 13 Q. Special Meetings 1413 R. Study Sessions 1413 S. Closed Sessions 14 T. Motions, Debate & Voting 15 U. Motions 1615 V. Debate and Voting 2120 W. Quasi-Judicial/Planned Community Hearings _ 2322 X. Standing Committees 2625 Y. Ad Hoc Committees & Committee as a Whole 2726 2.5 - Election of Mayor 2827 CITY COUNCIL PROTOCOLS ________________________________________ 2928 SECTION 1 - CORE RESPONSIBILITIES 3029 SECTION 2 - COUNCIL CONDUCT 3130 2.1 – Public Meetings 3130 2.2 - Private Encounters 3130 2.3 – Council Conduct with City Staff 3231 2.4 - Conduct with Palo Alto Boards and Commissions 3433 2.5 - Staff Conduct with City Council 3534 SECTION 3 - OTHER PROCEDURAL ISSUES 3635 3.1 – Commit to Annual Review of Important Procedural Issues 3635 3.2 – Don’t Politicize Procedural Issues (e.g. Minutes Approval or Agenda 3635 Order) for Strategic Purposes 3635 3.3 – Submit Questions on Council Agenda Items Ahead of the Meeting 3635 3.4 - Submittal of Materials Directly to Council 3635 3.5 - Late Submittal of Correspondence or Other Information Related to 3635 Planning Applications 3635 3.6 – Respect the Work of the Council Standing Committees 3736 3.7 – The Mayor and Vice Mayor Should Work With Staff to Plan the Council 3736 Meetings 3736 SECTION 4 - POLICY & SERVICES COMMITTEE – ROLE, PURPOSE, & WORK PLANNING 3837 SECTION 5 - ENFORCEMENT 3837 SECTION 6 - CITY COUNCIL E-MAILS FOR AGENDA-RELATED ITEMS 3938 6.1 - Policy 3938 6.2 - Procedure 3938 SECTION 7 - CITY COUNCIL AND BOARDS AND COMMISSSIONS POLICY FOR TRAVEL AND MISCELLANEOUS EXPENSE REIMBURSEMENT, March 2006 4140 7.1 - Eligible Activities 4140 7.2 - Out-of-Town Conferences or Meetings 4140 A. Reimbursement 4140 B. Meals and Incidentals 4241 C. Lodging Expense 4241 D. Transportation 4241 7.3 - Local or Bay Area Activities 4342 7.4 - Other Expenses 4342 7.5 - Activities Not Considered Reimbursable 4342 7.6 - Reports to Council 4443 7.7 - Violation of This Policy 4443 7.8 - Mayor and Vice Mayor Additional Compensation 4443 7.10 - Support Services 4443 CITY OF PALO ALTO COUNCIL PROTOCOLS ETHICS ADDENDUM 4544 A. Comply with Law 4544 B. Conduct of Members 4544 C. Respect for Process 4544 D. Decisions Based on Merit 4544 E. Conflict of Interest 4544 F. Gifts and Favors 4544 G. Confidential Information 4746 H. Use of Public Resources 4746 I. Representation of Private Interests 4746 J. Advocacy 4746 K. Positive Work Place Environment 4746 1 CITY COUNCIL PROCEDURES INTRODUCTION & CONTENTS This handbook describes the way the Palo Alto City Council does its business. It is intended to accomplish two goals. First, the handbook is an informational guide for anyone doing business or appearing before the City Council. Second, the handbook is a compilation of Procedures and Protocols that have been formally adopted by Council Resolution. The handbook City Council Procedures is organized into two sections: 1) Public Participation in Council Meetings This section explains the basic rules for speaking to the City Council. It covers things like when to speak, time limits, and how groups of speakers are handled. 2) Council Meeting & Agenda Guidelines This section explains the different kinds of meetings the City Council holds, what they are for, and how the meeting agenda is prepared. 2 SECTION 1 - PUBLIC PARTICIPATION IN COUNCIL MEETINGS 1.1 - Policy It is the policy of the City Council to assure that members of the public have the opportunity to speak to any regular or special meeting agenda item before final action. These rules establish the rights and obligations of persons who wish to speak during City Council meetings. 1.2 – Purpose These rules are intended to enhance public participation and Council debate so that the best possible decisions can be made for Palo Alto. Palo Alto has a long and proud tradition of open government and civil, intelligent public discourse. Open government meetings must allow everyone to be heard without fear of cheers or jeers. For these reasons, the City Council takes these rules seriously. Disruptive or unruly behavior in violation of the law can result in removal from the Council meeting and/or arrest and prosecution. 1.3 - Summary of Rules Every regular City Council agenda has two different kinds of opportunities for the public to speak. The first is during Oral Communications. This part of the meeting is provided so that the public can speak to anything that is in the City’s jurisdiction, even ifwhen there is no action item listed on the agenda. The Council allows up to three minutes per speaker, but limits the total time to 30 minutes per meeting. State law does not permit the Council to respond toact on or discuss an item raised in oral communications, but City staff may be asked to follow up on any concerns that are raised. The second opportunity to speak is during the public comment or public hearing portion of Each Agenda Item. Public comments or testimony must be related to the matter under consideration. The Council allows up to three minutes per speaker for most matters. During “quasi-judicial” hearings (where the City Council is legally required to take evidence and make impartial decisions based upon that evidence), the applicant or appellant may have up to ten minutes at the outset and three minutes for rebuttal at the end. These hearings are specially marked on the Council agenda. A person who wants to speak to the Council must should fill out a speaker card and hand it in to the City Clerk. Speakers are not required to provide a name or address. The Clerk will give the cards to the Mayor or Vice Mayor so that the speakers can be identified and organized in an orderly way. 1.4 - General Requirements A. Accessibility Palo Alto makes every reasonable effort to accommodate the needs of the disabled, consistent with law. Any provision of these rules may be modified if needed to provide reasonable accommodation. Persons needing assistance should contact: Larry Perlin, ADA Director, City of Palo Alto, 650/329-2496 (voice) or 650/328- 1199 (TDD). *For all purposes, applicant also refers to applicant agent. 3 B. Presiding Officer's Permission Required The presiding officer at Council meetings (usually the Mayor or Vice-Mayor) is legally authorized and required to “preserve strict order and decorum.”i This is important in order to assure a fair opportunity for everyone to participate in an open and civil setting. • Any person desiring to address the Council must first get the permission of the presiding Presiding officer Officer by completing a speaker card and handing the card to the City Clerk. • The presiding Presiding officer Officer shall recognize any person who has given a completed card to the City Clerk, subject to limitations on the time for public participation described in these Procedures. • No person, other than a Council Member and the person having the floor, shall be permitted to enter into any discussion without the permission of the presiding Presiding officerOfficer. • No person shall enter the staff area of the Council dais without the permission of the Presiding Officer or appropriate Council Appointed Officer. C. Recording and Identification Persons wishing to address the Council shall comply with the following: • Use the microphone provided for the public and speak in a recordable tone, either personally or with assistance, if necessary. • State their name and address if presenting evidence in a hearing required by law. • Other sSpeakers are requested to should state their name and address, but cannot be compelled to d o s o register their name or other information as a condition to attendance at the meetingof addressing the Council. D. Specific Requirements and Time Limits 1) Oral Communications Oral communications shall be limited to up to three minutes per speaker and will be limited to a total of thirty minutes for all speakers combined. • Oral communications may be used only to address items that are within the Council’s subject matter jurisdiction, but not listed on the agenda. • Oral communications may not be used to address matters where the receipt of new information would threaten the due process rights of any person. • All remarks shall be addressed to the Council as a body and not to any individual member. Formatted: Indent: Left: 0" Formatted: Strikethrough 4 • Council members shall not enter into debate or discussion with speakers during oral communications. • The presiding Presiding officer Officer may direct that the City Manager will respond to the person speaking and/or the Council at a later date. 2) Other Agenda Items Public comments or testimony on agenda items other than Oral Communications shall be limited to a maximum of three minutes per speaker unless additional time is granted by the presiding Presiding officerOfficer. The presiding Presiding officer Officer may reduce the allowed time to less than two minutes if necessary to accommodate a larger number of speakers. 3) Spokesperson for a Group When any a group of people wishes to address the Council on the same subject matter, the presiding Presiding officer Officer will request thatthey may designate a spokesperson be chosen by the group to address the Council. Spokespersons are subject to the same time limits as other speakers, except that spokespersons who are representing a group of five or more people who are present in the Council chambers will be allowed ten minutes and will to the extent practical be called upon ahead of individual speakers. 4) Quasi-Judicial/ Planned Community Hearings In the case of a quasi-judicial/planned community hearing, single applicants and appellants shall be given ten minutes for their opening presentation and three minutes for rebuttal before the hearing is closed. In the case of a quasi-judicial/planned community hearing for which there are two or more appellants, the time allowed for presentation and rebuttal shall be divided among all appellants, and the total time allowed for all appellants shall be a total of twenty minutes for the opening presentation and six minutes for rebuttal before the hearing is closed; however, under no circumstances shall an individual appellant be given less than five minutes for presentation and three minutes for rebuttal. In the event a request is made and the need for additional time is clearly established, the presiding Presiding officer Officer shall independently, or may upon advice of the city attorney, grant sufficient additional time to allow an adequate presentation by the applicant or appellant in a hearing required by law. 5) Addressing the Council after a Motion Following the time for public input and once the matter is returned to the Council no person shall address the Council without first securing the permission of the Council Presiding Officer so to doto do so, subject to approval of the City Attorney with respect to any hearing required by law. 5 *For all purposes, applicant also refers to applicant agent. 6) Decorum The Palo Alto Municipal Code makes it unlawful for any person to: • Disrupt the conduct of a meeting • Make threats against any person or against public order and security while in the Council chamber. • Use the Council Chambers during meetings for any purpose other than participation in or observation of City Council Meetings. Any Council Member may appeal the presiding Presiding off icer’s Off icer’s decision on a decorum violation to the full Council. Decorum violations are punishable as a misdemeanor and may lead to a person being removed from the Council meeting.ii SECTION 2 – COUNCIL MEETING & AGENDA GUIDELINES 2.1 - Policy It is the policy of the Council to establish and follow a regular format for meeting agendas. 2.2 – Purpose The purpose of these guidelines is to facilitate the orderly and efficient conduct of Council business. This purpose recognizes the value of establishing a community understanding of meeting procedures so that broad public participation is encouraged. This purpose also recognizes that Council Members must have a common approach to the discussion and debate of City business so that meetings are both streamlined and thorough. 2.3 - Summary of Guidelines The City Council generally conducts four two different kinds of meetings. These are Regular Meetings, and Special Meetings, Study Sessions, and Closed Sessions. A. Regular Meetings are conducted at City Hall on the first three Monday nights of each month, except during the Council’s annual vacationsummer and winter recesses. The meetings will are scheduled to begin at 76:00 p.m. Regular Under the Brown Act, regular meeting agendas must be posted in the City Plaza by the elevators no later than 7:00 p.m. onno later than the preceding Friday immediately preceding the meeting on the preceding Fridayng as required by the Brown Act. It is City policy to make every effort to complete and distributepost the agenda and related reports by the preceding Wednesday on Thursday, eleven days prior to the meeting. For major complex projects and policies, the City will make every effort to distribute these reports two weeks prior to the meeting when the item will be considered. Agendas are posted in King Plaza by the elevators and are Once the agenda is posted, it shall also be uploaded to the City Council web page for use by the public. It is City policy to make every effort to complete and distribute the Commented [SM1]: Regular and Special meetings are different types of meetings. Study sessions and closed sessions are types of agenda items. Recommend moving the descriptions of Study Sessions and Closed Sessions to the part of these Procedures that discusses the types of agenda items. 6 agenda and related reports by the preceding WednesdayThursday, eleven days prior to the meeting. For major, complex projects and policies, the 7 City will make every effort to distribute these reports two weeks prior to the meeting when the item will be considered. It is City policy to make every effort to provide supporting reports and materials at the time the agenda is posted. Typically, this will occur eleven days before the meeting. Materials that are not available at the time of agenda posting will be distributed as soon as feasible before the meeting. Materials that are distributed to a majority of Council will be made available to the public at the same time, as required by law. Some materials, such as presentation materials or “at places” memoranda may be distributed to Council Members and the public at the meeting. B. Special Meetings are “special” because the mayor Mayor or Council can call them on a minimum of 24 hours notice, or are held on a different day of the week, at a different time or different location. Special meetings need not be held at City Hall, as long as the alternate location is within the City. The Council makes every effort to provide notice well in advance of 24 hours, especially when the special meeting is for the purpose of conducting a Study Session. C. Study Sessions are meetings during which the Council receives information about City business in an informal setting. The informal study session setting is intended to encourage in-depth discussion and detailed questioning and brainstorming by Council on issues of significant interest, including City policy matters, zoning applications, and major public works projects. The Council may discuss the material freely without following formal rules of parliamentary procedure. Staff may be directed to bring matters back for future Council consideration as no action can be taken at a study session. Public comments on study session items may be received together with oral communications immediately following the session or may be heard during discussion of the item as determined by the Mayor. The Decorum rules still apply to the behavior of the Council and public. D. Closed Sessions can be part of regular or special meetings. Closed sessions are the only kind of Council meeting that the public cannot attend. State law allows closed sessions to discuss pending litigation, employment issues, real estate negotiations and certain other matters. Members of the public are permitted to make public comments on closed session matters prior to the start of the closed session. The Council must make a public report after the session when certain kinds of actions are taken. These are guidelines, not rules. The Council intends that City staff and Council Members will follow these guidelines. However, these guidelines should not be used in a way that leads to inefficiency, unfairness, or the promotion of form over substance. State law establishes a variety of mandatory meeting rules the City must follow in order to assure open and public government, regardless of unusual situations and consequences. 2.4 - General Requirements A. Regular Meetings Attendance Required. Council Members, the City Clerk, City Attorney, and City Manager, along with any other city officers and department heads that have been requested to be present, shall take their regular stations in the Council chamber at 8 76:00 p.m. on the first, second and third Mondays of each month, except during the established Council vacation.iii The Mayor will ensure that during each regular meeting there will be one 5 minute break. The Council expects its members to attend regularly and notify the City Clerk of any planned absences. The Council may levy fines of up to $250.00 against Council members who willfully or negligently fail to attend meetings.iv B. Telephonic Attendance Of Council Members At Council Meetings 9 The City Council Procedures provisions concerning Telephonic Attendance shall apply to all Boards and Commissions as well as the City Council members. Requests by Council Members to attend a Council meeting via telephonic appearance are actively discouraged. Telephonic attendance shall only be permitted not more than 3 times a year in in the event of extraordinary events such as a medical, family or similar event emergency requiring a Council Member’s absence. In addition, at least a quorum of the Council must participate from a location within the City (Government Code Section 54953(b)(3)). If these two threshold requirements are met, the Council Member who will be appearing telephonically must ensure that: • The meeting agenda identifies the teleconference location and is posted at that location in an area that is accessible and visible 24 hours a day for at least 5 days 72 hours prior to the meeting. • The teleconference location is open and fully accessible to the public, and fully accessible under the Americans with Disabilities Act, throughout the entire meeting. These requirements apply to private residences, hotel rooms, and similar facilities, all of which must remain fully open and accessible throughout the meeting, without requiring identification or registration. • The teleconference technology used is open and fully accessible to all members of the public, including those with disabilities. • Members of the public who attend the meeting at the teleconference location have the same opportunity to address the Council from the remote location that they would if they were present in Council Chambers. • The teleconference location must not require an admission fee or any payment for attendance. • If the meeting will include a closed session, the Council Member must also ensure that there is a private location available for that portion of the meeting. If the Council Member determines that any or all of these requirements cannot be met, he or she shall not participate in the meeting via teleconference. Approved Teleconference Guidelines for Council Members: • One week advance 5 days written notice must be given by the Council Member to the City Clerk’s office; the notice must include the address at which the teleconferenced meeting will occur, the address the Council packet should be mailed to, who is to initiate the phone call to establish the teleconference connection, and the phone number of the teleconference location. If Ccellular telephones shall not beare used to participate in teleconferenced meetings then Council members needs to ensure speaker phone option is functioning. • The Council Member is responsible for posting the Council agenda in Formatted: Font: Font color: Text 1, (Intl) Arial, Not Expanded by / Condensed by Formatted: List Paragraph, Left, Right: 0", Linespacing: single, No bullets or numbering, Tab stops: Not at 1.21" 10 the remote location, or having the agenda posted by somebody at the location and confirming that posting has occurred. The City Clerk will assist, if necessary, by emailing, faxing or mailing the agenda to 11 whatever address or fax number the Council Member requests; however, it is the Council Member’s responsibility to ensure that the agenda arrives and is posted. If the Council Member will need the assistance of the City Clerk in delivery of the agenda, the fax number or address must be included in the one-weekfive-day advance written notice above. • The Council Member must ensure that the location will be publicly accessible while the meeting is in progress. • The Council Member must state at the beginning of the Council meeting that the 72-hour posting requirement was met at the location and that the location is publicly accessible, and must describe the location. Furthermore, the City Clerk will provide Council with a quarterly report detailing the telephone charges associated with teleconferenced meetings. C. Items Considered After 10:30 p.m. The City Council makes every effort to end its meetings before 11:00 p.m. The Council also generally does not take up new matters after 10:30 p.m. Before 10:00 p.m. the Council will decide and announce whether it will begin consideration of any agenda items after 10:30 and, if so, which specific items will be taken up. D. Late Submittal of Correspondence or Other Information Related to Planning Applications. In order to allow for adequate Staff review and analysis, and to ensure public access to information, all plans, correspondence, and other documents supporting planning applications being heard by the City Council must be submitted to staff not later than noon five working days prior to the release of the Council Agenda Packet. If any correspondence or other information is submitted after this deadline to Council Members or staff, and Staff determines additional review is needed Staff will reschedule the item for a future Council meeting. If a Council member receives planning application materials from a project applicant he or she shall notify the City Clerk and the City Manager as soon as possible. There are no restrictions on the rights of applicants or others to comment or respond to information contained within the Staff Report. At the meeting the City Council may determine whether to continue or refer the item to the appropriate Board and/or Commission if significant changes to a project or significant new information become known. Nothing in this statement is intended to restrict the rights of applicants or other interested parties to respond to information contained in or attached to a Staff Report.. 12 *For all purposes, applicant also refers to applicant agent. E. Agenda Order City Council agendas will be prepared by the City Clerk and presented to the City Council in the order described below. It is the Council’s policy to hear the major items of business first at each meeting, to the extent possible. The City Manager, with prior approval of the Mayor, is authorized to designate upon the agenda of the Council, and the City Clerk shall publish in the agenda digest, items that shall be taken up first or at a specific time during the course of the meeting.v The City Council may take matters up out of order upon approval by a majority vote of those present: 1) Roll Call 2) Study Session/Closed Session 2)3) Special orders of the day 3)4) City Manager Comments 4)5) Oral communications, including oral communications related to any study session that began immediately before the regular meeting 5)6) Approval of minutes 7) Agenda Changes, Additions and Deletions 6)8) Consent calendar Items may be placed upon the consent calendar by any council-appointed officer whenever, in such officer's judgment, such items are expected to be routinely approved without discussion or debate. The consent calendar shall be voted upon as one item. 9) Action Items 7)10) Inter-Governmental Legislative Affairs 11) Council Member Questions, Comments and Announcements F. Council Questions & Comment F. Consent Calendar: No discussion or debate shall be permitted upon items upon the consent calendar; however, any Council Member may request that his or her vote be recorded as a "no" or "not participating" due to a specified conflict of interest on any individual item. Council Members may also explain their "no" votes at the end of the Consent Calendar, with a 3 minute time limit for non-appeal items and 5 minutes for appeal item for each Council Member. Council Members may also submit statements in writing to the City Clerk before action is taken. The City Clerk shall preserve and make available such written statements in a manner consistent with the Brown Act and shall assure that the minutes of the meeting make reference to the existence and location of such written statements. G. Public Comment Formattd: Font: Arial, 11 pt Formatted: Font color: Text 1, Strikethrough Formatted: Indent: Left: 0.38", Line spacing: At least 1 pt Formatted: Font color: Text 1, Strikethrough Formatted: Indent: Left: 0.38", Hanging: 0.21", Outlinenumbered + Level: 3 + Numbering Style: A, B, C, … + Start at: 1 + Alignment: Left + Aligned at: 0.38" + Indent at: 0.59", Tab stops: 0.59", Left 13 If members Members of the public wishing to speak to items on the Consent Calendar, the Mayor will have the option of allowing the testimonyshall be permitted to speak prior to Council Member requests to remove an item or the vote to adoption of the Consent Calendar., or removing the item from the consent calendar and hearing the public comment at a later time, prior to the vote on the item. H. Council Requests to Remove Item Three Council Members may request that an item be removed from the consent calendar following public comment on the consent agenda. The City Manager’s office should be advised whenever possible, in writing, of a request for removal no later than noon the day of the meetingSunday before the meeting. I. Hearing of Removed Items Removed items will be heard e i t h e r l a t e r in the meeting or agendized for a subsequent meeting, depending upon the number of speakers and, the anticipated length of the items that have been officially scheduled for discussion on a particular evening, the availability of staff required to support the discussion, and legally-required noticing procedures. The Mayor, in consultation with the City Manager, will decide when during the meeting any removed items will be heard. J. Consent Calendar Categories The consent calendar portion is the section where administrative and non- controversial shall be presented. Mayor and City Manager should be sensitive to high dollar value items and consider placing those items in the action agenda section. The consent section is presented in 5 categories in the following ordermay include: 1) Ordinances and Resolutions The following ordinances and resolutions may appear on a consent calendar: • Second Reading (passage and adoption) of Ordinances. • a resolutions which are ceremonial in nature. • Ordinances or resolutions that implement a prior Council policy direction in the manner contemplated by the Council's previous actions, in the Adopted Budget (including the Capital Improvement Program and especially in the department key plans); the Council Priorities, and the Council Top Priority Workplan, among other similar sources.. • Budget amendment ordinances that accept funding such as grants or gifts, provided Council has previously approved the activity or program. • Resolutions approving funding applications, such as grants or loans, provided that the program or activity has been previously approved by Council. 2) Administrative Matters Including Contracts, Appointments, Approval of Applications, and Any Other Matter. The titles of administrative matters need not be read. An administrative matter may be placed on the consent calendar if it is: • An action that is merely the administrative execution of previous Council direction. The Council direction and vote will be quoted in 14 the staff report accompanying the item. 15 • Contracts for which the subject or scope of work has been previously reviewed by the City Council. • A contract for goods, general services, professional services, public works projects, dark fiber licensing contracts or wholesale commodities, purchases, as outlined in the Purchasing Ordinance, provided such contracts represent the customary and usual business of the department as included in the Adopted Budget. Examples include: routine maintenance contracts, annual audit agreement; software and hardware support agreements, janitorial services, copier agreements or postage machine agreements. • Rejection of bids. • Designation of heritage trees. • Designation of historic building at the request of the property owner if there are no unusual policy ramifications. • Approval of funding applications, such as grants or loans, provided that Council has previously approved the general program or activity. • Formal initiation, for consideration at a later date, of a zoning code amendment or review process, such as preliminary review. • Status report required by law for fee administration. • Cancellation of meetings or scheduling of special meeting. • Other similar matters as determined by the City Manager, in consultation with the Mayor. 3) Request to Refer Items to Any Council Standing Committee, Committee, Board, Commission or Council Appointed Officer. The consent calendar includes matters for which staff is merely seeking Council approval of a referral to a Council standing committee or other City official, advisory board or commission. This does not preclude staff from making referrals to the standing committees. Staff uses such referrals in order to expedite the business of the full Council, since its agenda is so full. Discussion of a complex issue by another body, provides an opportunity for public input and extended discussion by the members of the body. The full Council is then able to benefit from the minutes of that discussion when the item comes back to the Council for final approval. This practice also allows the City/School Liaison Committee to consider items of interest to both agencies without having to go through the formality of a Council agenda referral. 4) Items Unanimously Recommended for Approval by a Council Committee if the Committee Unanimously Recommends Placement on the Consent Calendar, Unless Otherwise Recommended by the Committee, Mayor, City Attorney or City Manager. or Staff. Formatted: Font: Font color: Text 1, (Intl) Arial, NotExpanded by / Condensed by Formatted: List Paragraph, No bullets or numbering, Tab stops: Not at 1.42" 16 5) Items Recommended for Approval, and for Placement on the Consent Calendar, by any Council-Appointed Boards and Commissions, Provided that Other Public Hearing Requirements are Not in Effect or Otherwise Recommended by the Board or Commission, Mayor, City Manager or City Attorney. 6) Agenda Changes, Additions, and Deletions 7) Action Items: • Unfinished Business • Public Hearings • Reports of committees/commissions • Ordinances and Resolutions • Reports of officials K. Council MattersColleagues Memo’s Any two two Council Members may bring forward a colleague memo on any topic to be considered by the entire Council. Two Three Two Council Members are required to place such a memo on the agenda, reflective of the Council procedure requiring a motion and a second for consideration of a motion by the Council. Up to four three Council Members may sign a colleague memo. The City Attorney recommends that the colleague memo be limited to three Council Members in order to avoid the potential of a Brown Act issue. Prior to preparing a colleague memo, Council Members will consult with the City Manager to determine whether he/shethe City Manager is or is not willing and able to address the issues as part of his/her his/her operational authority and within current budgeted resources. Colleague’s memos should have a section that identifies any potential staffing or fiscal impacts of the contemplated action. This section will be drafted by the City Manager. Council Members shall provide a copy of the proposed memo with to the City Manager or appropriate senior staff a n d C i t y A t t o r n e y prior to finalization. Completed Council colleagues memos shall be provided to the City Clerk’s staff by noon on the Tuesday 11 days prior to the Council meeting that the memo is intended to be agendized, to provide time for the City Clerk to process for the Council packet. The City Council will not take action on the night that a colleague memo is introduced if it has any implications for staff resources or current work priorities which are not addressed in the memo. The Council will discuss the colleague memo and refer it to a committee or then direct the City Manager to agendize the matter for Council action within two meetings, allowing City staff time to prepare a summary of staffing and resource impacts. Action may be taken immediately by the Council on colleague memos where there are no resource or staffing implications or where these are fully outlined in the colleagues memo. The Brown Act requires that the public be fully informed of the potential action by the Council via the Agenda 72 hours before a scheduled Council meeting. In order to satisfy Formatted: Indent: Left: 0.5" Formatted: Indent: Left: 0" 17 the Brown Act requirements, the Council should consult with the City Attorney to ensure that the 18 proposed title to the colleague memo contains all actions that the Council Members want completed on the night of the Council review. L. Council Member Questions, Comments and Announcements The purpose of this agenda item is to allow Council to question staff briefly on matters upon which Council has taken action or given direction, make general comments as a reference to staff on factual matters of community concern, or make brief announcements in a manner consistent with Government Code section 54952.2. New assignments will not be given nor will major policy issues be discussed or considered. To the extent possible, Council will confer with staff before raising matters of nature under this agenda item. This agenda item will generally be limited to 15 minutes in length and the public may not speak to matters discussed; M. Closed Sessions Special closed sessions will be scheduled before or after regular or special Council meetings to the extent possible and appropriate. Closed sessions may be scheduled during a regular or special Council meeting, but this is discouraged by Council; N. Adjournment O. Rescheduling Agenda Items When the Council is unable to complete its agenda the remaining business will generally be rescheduled as follows. Nothing in this section shall be deemed to supersede or conflict with state law. 1) Meeting Adjourned Sine DieItems Rescheduled to a Date Uncertain When a regular meeting is adjourned sine die (without a day), all unfinished items will be listed under unfinished business on the next regular Council meeting agenda; except, that where deemed necessary, the City Clerk, with the City Manager's concurrence, may place those business items in a different order on the agenda.When Council reschedules an item to a date uncertain, the City Manager, Clerk and Mayor shall confer on an appropriate date to reschedule the item. 2) Items Rescheduled to a Date Certain. Council may reschedule an item to a specific future Council meeting. 2) Continued Items When an item on the agenda is continued to a subsequent meeting, such item will be listed under unfinished business on such agenda unless the Council by majority vote chooses to place such item in a different location on such agenda or unless the City Clerk, with the City Manager's concurrence, deems it necessary to place such item at a different location on such agenda. P. Adding New Items to the Agenda No matters other than those on the agenda shall be finally acted upon by the Council. However, emergency actions (as defined in Government Code section 54956.5) and matters upon which there is a lawful need to take immediate action (as defined in Government Code section 54954.2) may, with the consent of two- Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.8" + Indent at: 1.01" Formatted: Font: (Default) Arial, 9 pt, Font color: Text 1 19 thirds, or all members present if less than two-thirds are present, be considered and acted upon by the Council. Q. Special Meetings Special meetings may be called by the Mayor or City Council by providing a minimum of 24-hours posted notice in the manner required by state law. To the greatest extent possible, special meetings called for other than regular meeting days should be scheduled by a majority of the Council present and voting at a regular meeting.vi Unlike regular meetings, there are no circumstances that permit the City Council to add new items to a special meeting agenda or notice. R. Study Sessions Study sessions are meetings or agenda items during which the Council receives information about City business in an informal setting. 1) Time Special study sessions will be held as needed. 2) No Formal Rules Study sessions are intended to be conducive to in-depth factual presentations by City staff and detailed questioning and brainstorming by Council. The Council may discuss the material freely without following formal rules of parliamentary procedure, and the Mayor shall have discretion to determine the appropriate process for conducting the study session, including when public comment and oral communications will be heard. 3) Public Participation. The general rules of decorum apply. 4) No Final Action Staff may be directed to bring matters back for Council consideration at future meetings, as no action can be taken. S. Closed Sessions Closed sessions are the only kind of Council meeting agenda item that the public cannot observe. State law allows closed sessions to discuss pending litigation, employment issues, real estate negotiations and certain other matters. To the greatest extent possible, the City Attorney and City Clerk shall use standardized agenda descriptions that are consistent with Government Code section 54954.5. Special clClosed sessions will be scheduled at the beginning or end before or after regular or specialof Council meetings to the extent possible and appropriate. Closed sessions may be scheduled during in the middle of a regular or special Council meeting, but this is discouraged by Council; The City Council will take a vote to go into Closed Session prior to closed session beginning. 1) Announcements Before Closed Sessions The mayorMayor/City Clerk shall announce the item or items to be considered in closed session by reference to the appropriate agenda number or letter, or in an alternate form that shall be provided by the City Attorney. 20 2) Public Comments Members of the public are permitted to make public comments on closed session matters. The City Clerk shall be present in the open session to record Council attendance and any statements made during oral communications or by the Council. 3) Vote to Go Into Closed Session. The Council shall vote to go into closed session. 3) Attendance The City Manager and City Attorney, or their designees, shall attend closed sessions unless it is necessary to excuse them. Only such additional staff shall attend as are necessary and then only if the legal privileges of confidentiality obtained in an executive session are not waived. 4) Public Reports State Law and a Palo Alto initiative require the Council to make a public report after a closed session when certain kinds of actions are taken.vii Reports from closed sessions shall be made by the Mayor, the Vice Mayor in the Mayor's absence, or such other City representative as designated by the Council or its committees. Such designated person is the only individual authorized to make public statements concerning the closed session. It is the policy of the City Council to inform the public of action taken in closed session to the greatest extent possible. It is recognized, however, that the need for confidentiality is inherent in closed sessions and that certain matters if revealed may be a detriment to the results desired. The Council shall publicly report: (a) any decision to appoint, employ, or dismiss a public employee and the roll call vote thereon at its next public meeting, (b) actions related to litigation and the roll call vote on such actions, unless the report would, in the written opinion of the City Attorney for specifically stated reasons, clearly jeopardize the city’s ability to effectuate service of process on one or more unserved parties or impair the city’s ability to resolve the matter through negotiation, mediation or other form of settlement. Notwithstanding the City Attorney's written opinion, the Council may under any circumstance, by majority vote, determine that it is in the City's best interests to disclose actions taken in closed session related to litigation. The public report shall be given as soon as possible, but no later than the next regular meeting, and shall include the vote or abstention of every member present. The City Attorney’s written opinion shall be made public, along with any action taken and any vote thereon, as soon as any litigation is concluded. The City Attorney shall record any action and vote upon such forms as the City Attorney may deem desirable. 5) No Minutes No minutes of closed sessions shall be kept. The City Attorney shall record the information necessary to comply with state law and the Palo Alto initiative. 6) Confidentiality No person in attendance at a closed session may disclose the substance or effect of any matter discussed during the session.viii 21 T. Motions, Debate & Voting 22 1) Policy It is the policy of the Council to follow simplified rules of parliamentary procedure for motions, debate and voting. These rules focus on the types of motions the Council can debate and when those motions are properly used. 2) Purpose The purpose of these rules to facilitate orderly and thorough discussion and debate of Council business. These rules shall not be applied or used to create strategic advantage or unjust results. 3) Summary of Rules Palo Alto does not follow Roberts Rules of Order. See the Summary Table below. U. Motions A motion is a formal proposal by a Council Member asking that the Council take a specified action. A motion must receive a second before the Council can consider a matter. Matters returning to the Council with unanimous approval from a standing committee will be introduced without a motion if directed by the committee. Motions may be provided to the City Clerk in advance of the City Council meeting so that the Clerk can post the motion on the screen for community and Council members thus saving transcription time. 1) Types of Motions There are two kinds of motions. These are the “main” motion and any secondary motions. Only one main motion can be considered at a time. 2) Procedure: • Get the Floor A Council Member must receive the permission of the Mayor (or other presiding officer) before making a motion. • State the Motion A motion is made by a Council Member (the “maker”) stating his or her proposal. Longer proposals can be written and may be in the form of a resolution. • Second Required Any other Council Member (including the presiding officer) who supports the proposal (or who simply wishes it to be considered) may “second” the motion without first being recognized. A motion to raise a question of personal privilege does not require a second. • Motion Restated The Mayor should restate the motion for the record, particularly if it is long or complex. • Lack of a Second 23 If there is no second stated immediately, the Mayor should ask whether there is a second. If no Council Member seconds the motion the matter will not be considered. • Discussion The maker shall be the first Council Member recognized to speak on the motion if it receives a second. Generally Council Members will speak only once with respect to a motion. If the Mayor or Council permits any Council Member to speak more than once on a motion, all Council Members shall receive the same privilege. • Secondary Motions Secondary motions may be made by a Council Member upon getting the floor. • Action After discussion is complete the Council will vote on the motion under consideration. 3) Precedence of Motions When a motion is before the Council, no new main motion shall be entertained. The Council recognizes the following secondary motions which may be considered while a main motion is pending. These motions shall have precedence in the order listed below. This means that a secondary motion that is higher on the list will be considered ahead of a pending secondary motion that is lower on the list: • Fix the time to which to adjourn; • Adjourn; • Take a recess; • Raise a question of privilege; • Lay on the table; • Previous question (close debate); • Limit or extend limits of debate; • Motion to continue to a certain time; • Refer to committee; • Amend or substitute; 4) Secondary Motions Defined The purpose of the allowed secondary motions is summarized in the following text and table. • Fix the time to which to adjourn This motion sets a time for continuation of the meeting. It requires a second, is amendable and is debatable only as to the time to which the meeting is adjourned. • Adjourn This motion ends the meeting or adjourns it to another time. It requires a second and is not debatable except to set the time to which the meeting is adjourned, if applicable. A motion to adjourn shall be in order at any time, except as follows: (a) when repeated 24 without intervening business or discussion; (b) when made as an interruption of a member while speaking; (c) when the previous question has been ordered; and (d) while a vote is being taken. • Take a recess This motion interrupts the meeting temporarily. It is amendable, but is not debatable. • Raise a question of personal privilege This motion allows a Council Member to address the Council on a question of personal privilege and shall be limited to cases in which the Council Member's integrity, character or motives are questioned, or when the welfare of the Council is concerned. The maker of the motion may interrupt another speaker if the presiding officer recognizes the "privilege." The motion does not require a second, is not amendable and is not debatable. • Lay on the table This motion is used to interrupt business for more urgent business. A motion to lay on the table requires a second, is not amendable and is not debatable. It shall preclude all amendments or debate of the subject under consideration. If the motion prevails, and the subject is tabled, the matter must be reagendized in the future if further consideration is to be given to the matter. • Previous question This motion “calls the question” by closing debate on the pending motion. A motion for previous question requires a second, is not debatable and is not amendable. It applies to all previous motions on the subject unless otherwise specified by the maker of the motion. If motion for previous question fails, debate is reopened; if motion for previous question passes, then vote on the pending motion. A motion for previous question requires a two-thirds vote of those Council Members present and voting. • Limit or extend debate This motion limits or extends the time for the Council or any Council Member to debate a motion. It requires a second, is amendable and is not debatable. The motion requires a two-thirds vote of those Council Members present and voting. • Continue to a certain time This motion continues a matter to another, specified time. It requires a second, is amendable and is debatable as to propriety of postponement and time set. • Refer to a city agency, body, committee, board, commission or officer This motion sends a subject to another city agency, body, committee, board, commission or officer for further study and report back to Council, at which time subject is fully debated. It requires a second, is amendable, and is debatable only as to the propriety of 25 referring. The substance of the subject being referred shall not be discussed at the time the motion to refer is made. • Amend or substitute This motion changes or reverses the main motion. It requires a second, is amendable, and is debatable only when the motion to which it applies is debatable. A motion to amend an amendment is in order, but one to amend an amendment to an amendment is not. An amendment modifying a motion is in order but an amendment raising an independent question or one that is not germane to the main motion shall not be in order. Amendments take precedence over the main motion and the motion to postpone indefinitely. Motion Description 2nd Required Debatable Amendable 2/3 Vote Fix the time to which to adjourn Sets a next date and time for continuation of the meeting X Only as to time to which the meeting is adjourned X Adjourn Sets time to adjourn. Not in order if (a) repeated without intervening business (b) made as an interruption of a member while speaking; (c) the previous question has been ordered; and (d) while a vote is being taken X Only to set the time to which the meeting is adjourned Take a recess Purpose is to interrupt the meeting X X Raise a question of privilege Lay on the table Interrupts business for more urgent business X Previous question (close debate or “call the question”) Closes debate on pending motion X X Limit or extend limits of debate Purpose is to limit or extend debate X X X Motion to continue to a certain time Continues the matter to another, specified time X X X Refer to committee Sends subject to another city agency, body, committee, board, commission or officer for further study and report back to council, at which time subject is fully debated X Only as to propriety of referring, not substance of referral X Amend or substitute Modifies (or reverses course of) proposed action. Cannot raise independent question. Can amend an amendment, but no further X Only if underlying motion is debatable X 20 21 V. Debate and Voting 1) Presiding officer to state motion The presiding officer shall assure that all motions are clearly stated before allowing debate to begin. The presiding officer may restate the motion or may direct the City Clerk to restate the motion before allowing debate to begin. The presiding officer shall restate the motion or direct the City Clerk to restate the motion prior to voting. 2) Presiding officer may debate and vote The presiding officer may move, second and debate from the chair, subject only to such limitations of debate as are by these rules imposed on all Council Members. The presiding officer shall not be deprived of any of the rights and privileges of a Council Member. 3) Division of question If the question contains two or more divisible propositions, each of which is capable of standing as a complete proposition if the others are removed, the presiding officer may, and upon request of a member shall, divide the same. The presiding officer's determination shall be appealable by any Council Member. 4) Withdrawal of motion A motion may not be withdrawn by the maker without the consent of the Council Member seconding it. 5) Change of vote Council Members may change their votes before the next item on the agenda is called. 6) Voting On the passage of every motion, the vote shall be taken by voice or roll call or electronic voting device and entered in full upon the record. 7) Silence constitutes affirmative vote Council Members who are silent during a voice vote shall have their vote recorded as an affirmative vote, except when individual Council Members have stated in advance that they will not be voting. 8) Failure to vote It is the responsibility of every Council Member to vote unless disqualified for cause accepted by the Council or by opinion of the City Attorney. No Council Member can be compelled to vote. 9) Abstaining from vote Council Members should only abstain if they are not sufficiently informed about an item, e.g. when there was a prior hearing and they were unable to view the prior meeting before the current meeting. In the event of an abstention the abstainer in effect, "consents" that a majority of the quorum of the Council Members present may act for him or her. 22 _______ City Council Protocols and Procedures Handbook 10) Not participating A Council Member who disqualifies him or herself pursuant to the Political Reform Act of 1974 because of any financial interest shall disclose the nature of the conflict and may not participate in the discussion or the vote. A Council Member may otherwise disqualify him or herself due to personal bias or the appearance of impropriety. 11) Tie votes Tie votes may be reconsidered during the time permitted by these rules on motion by any member of the Council voting aye or nay during the original vote. Before a motion is made on the next item on the agenda, any member of the Council may make a motion to continue the matter to another date. Any continuance hereunder shall suspend the running of any time in which action of the City Council is required by law. Nothing herein shall be construed to prevent any Council Member from agendizing a matter that resulted in a tie vote for a subsequent meeting. 12) Motion to reconsider A motion to reconsider any action taken by the Council may be made only during the meeting or adjourned meeting thereof when the action was taken. A motion to reconsider requires a second, is debatable and is not amendable. The motion must be made by one of the prevailing side, but may be seconded by any Council Member. A motion to reconsider may be made at any time and shall have precedence over all other motions, or while a Council Member has the floor, providing that no vested rights are impaired. The purpose of reconsideration is to bring back the matter for review. If a motion to reconsider fails, it may not itself be reconsidered. Reconsideration may not be moved more than once on the same motion. Nothing herein shall be construed to prevent any Council Member from making a motion to rescind such action at a subsequent meeting of the Council. 13) Appeal from the decision of presiding officer When the rules are silent, the presiding officer shall decide all questions of order, subject to appeal by a Council Member. When in doubt, the presiding officer may submit the question to the Council, in which case a majority vote shall prevail. Any decision or ruling of the presiding officer may be appealed by request of any member. The presiding officer shall call for a roll call or electronic voting device vote to determine if the presiding officer's ruling shall be upheld. If said vote passes or results in a tie vote, the presiding officer's ruling shall stand. If said vote fails, the decision or ruling of the presiding officer is reversed. 14) Getting the floor; improper references to be avoided Every Council Member desiring to speak shall address the chair and, upon recognition by the presiding officer, every Council Member shall be confined to the question under debate, avoiding all indecorous language and personal attacks. 23 _______ City Council Protocols and Procedures Handbook 15) Interruptions Except for being called to order, a Council Member once recognized, shall not be interrupted when speaking, except as otherwise provided for in these rules. A Council Member called to order while speaking shall cease speaking until the question or order is determined, and, if in order, said Council Member shall be permitted to proceed. W. Quasi-Judicial/Planned Community Hearings Policy It is the policy of the Council to assure that the due process rights of all persons are protected during City hearings. A “quasi-judicial” hearing is a hearing that requires a higher level of procedural due process because of the potential impact on life, liberty or property. Usually, quasi-judicial/planned community hearings involve a single parcel of land and apply facts and evidence in the context of existing law. Findings must be stated to explain the evidentiary basis for the Council’s decision. Purpose These rules are intended to assure that City Council decision making on quasi- judicial/planned community matters is based upon facts and evidence known to all parties and to support the role of Boards and Commissions in making independent recommendations to Council. General Requirements For purposes of this Section IV, a Quasi-Judicial or Planned Community Development Project subject to these rules is a formulated plan to go forward with a particular project or development. 1) Quasi-Judicial/Planned Community Proceedings Defined Quasi-judicial/planned community proceedings subject to these procedural rules include hearings involving the following matters: • Conditional Use Permits • Variances • Home Improvement Exceptions • Design Enhancement Exceptions • Subdivisions, other than final map approvals • Architectural Review • Assessment protest hearings • Other matters as determined by the City Attorney • Appeals related to any of the above • Environmental Review relating to any of the above 24 _______ City Council Protocols and Procedures Handbook 2) Restrictions on Council Communications Outside of Quasi-Judicial and Planned Community Zone Hearings It is the policy of the Council to discourage the gathering and submission of information by Council Members outside of any noticed public meeting, prior to final recommendations by the Architectural Review Board or Planning & Transportation Commission. The following procedural guidelines are intended to implement this policy, but shall not be construed to create any remedy or right of action. 3) Identification of Quasi-Judicial/Planned Community Matters The City Attorney, in conjunction with the City Clerk and City Manager, will identify agenda items involving quasi-judicial/planned community decisions on both the tentative and regular Council agendas. This identification is intended to inform the Council, interested parties, and the public that this policy will apply to the item. 4) Council to Track Contacts Council Members will use their best efforts to track contacts pertaining to such identified quasi-judicial/planned community decision items. Contacts include conversations, meetings, site visits, mailings, or presentations during which substantial factual information about the item is gathered by or submitted to the Council Member. 5) Disclosure When the item is presented to the Council for hearing, Council Members will disclose any contacts which have significantly influenced their preliminary views or opinions about the item. The disclosure may be oral or written, and should explain the substance of the contact so that other Council Members, interested parties, and the public will have an opportunity to become apprised of the factors influencing the Council's decision and to attempt to controvert or rebut any such factor during the hearing. Disclosure alone will not be deemed sufficient basis for a request to continue the item. A contact or the disclosure of a contact shall not be deemed grounds for disqualification of a Council Member from participation in a quasi-judicial/planned community decision unless the Council Member determines that the nature of the contact is such that it is not possible for the Council Member to reach an impartial decision on the item. 6) No Contacts after Hearings Following closure of the hearing, and prior to a final decision, Council Members will refrain from any contacts pertaining to the item, other than clarifying questions directed to City staff. 7) Written Findings Required On any matter for which state law or City ordinance requires the preparation of written findings, the staff report and other materials submitted on the matter will contain findings proposed for adoption by the Council. Any motion directly or impliedly rejecting the proposed findings must include a statement of alternative or modified findings or a direction that the matter under 25 _______ City Council Protocols and Procedures Handbook consideration be continued for a reasonable period of time in order for staff to prepare a new set of proposed findings consistent with the evidence which has been presented and the decision which is anticipated. 8) Rules of Evidence Council hearings need not be conducted according to formal rules of evidence. Any relevant evidence may be considered if it is the sort of evidence upon which responsible persons rely in the conduct of serious affairs. The presiding officer may exclude irrelevant or redundant testimony and may make such other rulings as may be necessary for the orderly conduct of the proceedings while ensuring basic fairness and full consideration of the issues involved. Evidentiary objections shall be deemed waived unless made in a timely fashion before the Council. 9) Burden of Proof The applicant and appellant shall bear the burden of proof on all aspects of the action or relief they seek. The person with the burden of proof must offer evidence to the Council to support his or her position. 10) Council Members Who are Absent During Part of a Hearing A Council Member who is absent from any portion of a hearing conducted by the Council may vote on the matter provided that he or she has watched or listened to a video or radio broadcast, or video or audio recording, of the entire portion of the hearing from which he or she was absent and if she or he has examined all of the exhibits presented during the portion of the hearing from which he or she was absent and states for the record before voting that the Council Member deems himself or herself to be as familiar with the record and with the evidence presented at the hearing as he or she would have been had he or she personally attended the entire hearing. 11) Appeals Appeals to the Council shall be conducted de novo, meaning that new evidence and arguments may be presented and considered. All matters in the record before any other City board, commission or official shall be part of the record before the Council. *For all purposes, applicant also refers to applicant agent. 26 _______ X. Standing Committees City Council Protocols and Procedures Handbook Policy It is the policy of the Council to use standing committees in open and public meetings to study City business in greater depth than what is possible in the time allotted for Council meetings. Purpose These rules are intended to enhance public participation and committee meetings so that the best possible decisions can be made for Palo Alto. General Requirements Council standing committees shall be subject to the following procedural rules: 1) Quorum A majority of the committee membership shall constitute a quorum. 2) Referrals Only the Council or City Manager shall make referrals to the standing committees. Referrals will generally be directed to only one of the standing committees. Items may be withdrawn from the committee and taken up for consideration by the Council at any Council meeting with the consent of a majority of the Council, and subject to any applicable noticing or agenda posting requirements. Council members who submit matters to the Council which are referred to a standing committee may appear before the standing committee to which the referral has been made in order to speak as proponents of the matter. Standing committee meetings during which such referrals may be considered shall be noticed as Council meetings for the purpose of enabling the standing committee to discuss and consider the matter with a quorum of the Council present. 3) Function of committees The purpose and intent of committee meetings is to provide for more thorough and detailed discussion and study of prospective or current Council agenda items with a full and complete airing of all sentiments and expressions of opinion on city problems by both the Council and the public, to the end that Council action will be expedited. Actions of the committee shall be advisory recommendations only. 4) Minutes The City Clerk shall be responsible for the preparation and distribution to the Council of the minutes of standing committee meetings. The minutes for these meetings shall be sense Action minutes which reflect the motions made during these meetings. The minutes shall be delivered to all Council Members before the Council meeting at which the committee's recommendations are to be discussed. 27 _______ City Council Protocols and Procedures Handbook 5) Report of committee The minutes of each committee meeting shall serve as the report to the Council. Any member may write a separate report. 6) Agenda The chairperson of each standing committee shall work with staff to prepare the agenda for committee meetings, the sequence of study being, within reasonable limits of practicality, the same as the sequence of referral. 7) Public Participation Public comment on agenda items will be limited to a maximum of five minutes per speaker, or any alternate time limit specified by the presiding officer. 8) Conduct of standing committee meetings The chairperson of each committee may conduct meetings with as much informality as is consistent with Council procedural rules, which shall also be in effect during committee meetings. The views of interested private citizens may be heard in committee meetings, but in no case shall a committee meeting be used as a substitute for public hearings required by law. 9) Oral Communications Opportunities for oral communications shall be provided in the same manner as Council meetings. Y. Ad Hoc Committees and Committee as a Whole Policy The Council may use Ad Hoc Committees or the Committee as a Whole on a limited basis where necessary to study City business in greater depth than what is possible in the time allotted for Council and Standing Committee meetings. Purpose These rules are intended to clarify the distinctions between Standing, and Ad Hoc Committees, and the Committee as a Whole and to set up guidelines for creation of Ad Hoc Committees and the Committee as a Whole.. General Requirements Council Ad Hoc Committees and the Committee as a Whole shall be subject to the following procedural rules: 1) Definition of Ad Hoc Committee An Ad Hoc Committee is an advisory committee composed solely of less than a quorum of members of the Council. The work of an Ad Hoc Committee is limited to a single finite purpose. By contrast, a Standing Committee has continuing subject matter jurisdiction extending for a lengthy time period and/or a meeting schedule fixed by charter, ordinance, resolution, or formal action of the Council. 28 _______ City Council Protocols and Procedures Handbook 2) Definition of Committee as a Whole A Committee as a Whole is a committee composed of the entire City Council. The work of the Committee as a Whole is limited to a single finite purpose. 2)3) Brown Act Ad Hoc Committees do not constitute legislative bodies and are not subject to the requirements of the Brown Act. The Committee as a Whole is subject to the Brown Act. 3)4) Appointment The Mayor or the City Council may appoint four or less members of the Council to serve on an Ad Hoc Committee. In contrast, only the Council and not the Mayor alone can create a Standing Committee. The Mayor will publicly announce any Ad Hoc Committee created by him or her, its membership and stated purpose and posted on the City Council website. The City Manager shall prepare a report to Council about the anticipated time commitment required for staff to assist the Ad Hoc Committee. 4)5) Duration Ad Hoc Committees are created for a finite period of time. If an Ad Hoc Committee does not complete its task by the end of the calendar year, it shall not continue unless reappointed by the new Mayor in the following year. 5)6) Members Ad Hoc Committees shall consist of less than a quorum of Council members only, and shall not include any other persons such as members of other legislative bodies. 6)7) Reporting Ad Hoc Committees shall report their recommendations to the Council no less than once per quarter in writing or orally. Any Council Member may during the COUNCIL MEMBER QUESTIONS, COMMENTS AND ANNOUNCEMENTS request that an updated Ad Hoc Committee report be placed on the next meeting’s agenda. 7)8) Termination of Ad Hoc Committee by Majority of Council A majority of the Council may vote to terminate any Ad Hoc Committee following placement of the issue on an agenda. 8)9) Conclusion A public announcement shall be made any time the Ad Hoc Committee has concluded its work and/or upon dissolution. 2.5 - Election of Mayor Formatted: Indent: Left: 0.88", No bullets or numbering 29 _______ City Council Protocols and Procedures Handbook Palo Alto Municipal Code Section 2.04.060 governs the election of the Mayor. Nominations for Mayor may be made by any individual Council Member and do not require a second. CITY COUNCIL PROTOCOLS The handbook is organized into eight sections to serve as guidelines: 1) Core Responsibilities 2) Council Conduct 3) Other Procedural Issues 4) Policy & Services Committee – Role, Purpose & Work Planning 5) Enforcement 6) City Council Emails for Agenda-Related Items 7) City Council and Board and Commissions Policy for Travel and Miscellaneous Expense Reimbursement, March 2006 City of Palo Alto Council Protocols Ethics Addendum 30 _______ City Council Protocols and Procedures Handbook SECTION 1 - CORE RESPONSIBILITIES All members of the City Council, including those serving as Mayor and Vice Mayor, have equal votes. No Council Member has more power than any other Council Member, and all should be treated with equal respect. All Council Members: A. Demonstrate honesty and integrity in every action and statement B. Comply with both the letter and spirit of the laws and policies affecting the operation operations of government. C. Serve as a model of leadership and civility to the community D. Inspire public confidence in Palo Alto government E. Work for the common good, not personal interest F. Prepare in advance of Council meetings and be familiar with issues on the agenda G. Fully participate in City Council meetings and other public forums while demonstrating respect, kindness, consideration, and courtesy to others H. Participate in scheduled activities to increase Council effectiveness I. Review Council procedures, such as these Council Protocols, at least annually J. Represent the City at ceremonial functions at the request of the Mayor K. Be responsible for the highest standards of respect, civility and honesty in ensuring the effective maintenance of intergovernmental relations L. Respect the proper roles of elected officials and City staff in ensuring open and effective government M. Provide contact information to the City Clerk in case an emergency or urgent situation arises while the Council Member is out of town 31 _______ City Council Protocols and Procedures Handbook SECTION 2 - COUNCIL CONDUCT Councils are composed of individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to improve the quality of life in the community. In all cases, this common goal should be acknowledged even as Council may "agree to disagree" on contentious issues. 2.1 – Public Meetings A. Use Formal Titles The Council should refer to one another formally during Council meetings as Mayor, Vice Mayor or Council Member followed by the individual’s last name. B. Practice Civility and Decorum in Discussions and Debate. Difficult questions, tough challenges to a particular point of view, and criticism of ideas and information are legitimate elements of a free democracy in action. Be respectful of diverse opinions. C. Honor the Role of the Presiding Officer in Maintaining Order and Equity. Respect the Chair's efforts to focus discussion on current agenda items. Objections to the Chair's actions should be voiced politely and with reason, following the parliamentary procedures outlined in the City Council Procedural Rules. D. Demonstrate Effective Problem-Solving Approaches. Council Members have a public stage to show how individuals with disparate points of view can find common ground and seek a compromise that benefits the community as a whole. Council Members are role models for residents, business people and other stakeholders involved in public debate. E. Be Respectful of Other People's Time. Stay focused and act efficiently during public meetings. 2.2 - Private Encounters A. Treat Others as You Would Like to be Treated. Ask yourself how you would like to be treated in similar circumstances, and then treat the other person that way. 32 _______ City Council Protocols and Procedures Handbook 2.3 – Council Conduct with City Staff The key provisions on Council-staff relations found in section 2.04.170 of the Palo Alto Municipal Code: “Neither the council nor any of its committees or members shall direct, request or attempt to influence, either directly or indirectly, the appointment of any person to office or employment by the city manager or in any manner interfere with the city manager or prevent the city manager from exercising individual judgment in the appointment of officers and employees in the administrative service. Except for the purpose of inquiry, the council and its members shall deal with the administrative service solely through the city manager, and neither the council nor any member thereof shall give orders to any of the subordinates of the city manager, either publicly or privately.” Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City Staff, which analyze problems and issues, make recommendations, and implement and administer the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. A. Treat All Staff as Professionals. Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. As with your Council colleagues, practice civility and decorum in all interactions with City staff. B. Channel Communications through the Appropriate Senior City Staff. Questions of City staff should be directed only to the City Manager, Assistant City Manager, City Attorney, City Clerk, Assistant City Clerk, City Auditor, Senior Assistant City Attorneys, or Department Heads. The Office of the City Manager should be copied on any request to Department Heads. Council Members should not set up meetings with department staff directly, but work through Department Heads, who will attend any meetings with Council Members. When in doubt about what staff contact is appropriate, Council Members should ask the City Manager for direction. However, nothing in these protocols is intended to hinder the access Council-appointed liaisons (e.g. to the San Francisquito JPA or NCPA) may require in order to fulfill their unique responsibilities. C. In Order to Facilitate Open Government, All Council Members Should Make Decisions with the Same Information from Staff On Agendized or Soon-To-Be Agendized Items (i.e. Items on The Tentative Agenda or in a Council Committee). D. Never Publicly Criticize an Individual Employee, Including Council-Appointed Officers. Criticism is Differentiated From Questioning Facts or the Opinion of Staff. All critical comments about staff performance should only be made to the City Manager through private correspondence or conversation. Comments about staff in the office of the City Attorney, City Auditor or City Clerk should be 33 _______ City Council Protocols and Procedures Handbook made directly to these CAOs through private correspondence or conversation. E. Do Not Get Involved in Administrative Functions. Avoid any staff interactions that may be construed as trying to shape staff recommendations. Council Members shall refrain from coercing staff in making recommendations to the Council as a whole. F. Be Cautious in Representing City Positions on Issues. Before sending correspondence related to a legislative position, check with City staff to see if a position has already been determined. When corresponding with representatives of other governments or constituents remember to indicate if appropriate that the views you state are your own and may not represent those of the full Council. G. Do Not Attend Staff Meetings Unless Requested by Staff. Even if the Council Member does not say anything, the Council Member’s presence may imply support, show partiality, intimidate staff, or hampers staff’s ability to do its job objectively. H. Respect the “One Hou r” Rule f or Staff W ork . Requests for staff support should be made to the appropriate senior staff member, according to the protocol for channeling communications. Any request, which would require more than one hour of staff time to research a problem or prepare a response, will need to be approved by the full council to ensure that staff resources are allocated in accordance with overall council priorities. Once notified that a request for information or staff support would require more than one hour, the Council Member may request that the City Manager place the request on an upcoming Council agenda. I. Depend upon the Staff to Respond to Citizen Concerns and Complaints. It is the role of Council Members to pass on concerns and complaints on behalf of their constituents. It is not, however, appropriate to pressure staff to solve a problem in a particular way. Refer citizen complaints to the appropriate senior staff member, according to the protocol on channeling communications. The senior staff member should respond according to the Policy and Procedure for Responding to Customer Complaints. Senior staff is responsible for making sure the Council Member knows how the complaint was resolved. J. Do Not Solicit Political Support from Staff. The City Charter states that “Neither the city manager or any other person in the employ of the city shall take part in securing or shall contribute any money toward the nomination or election of any candidate for a municipal office.” In addition, some professionals (e.g., City Manager and the Assistant City Manager) have professional codes of ethics, which preclude politically partisan activities or activities that give the appearance of political partisanship. 34 _______ City Council Protocols and Procedures Handbook 2.4 - Conduct with Palo Alto Boards and Commissions The City has established several Boards and Commissions as a means of gathering more community input. Citizens who serve on Boards and Commissions become more involved in government and serve as advisors to the City Council. They are a valuable resource to the City’s leadership and should be treated with appreciation and respect. Council Members serve as liaisons to Boards and Commissions, according to appointments made by the Mayor, and in this role are expected to represent the full Council in providing guidance on Council processes or actions to the Board or Commission. Refrain from speaking for the full Council on matters for which the full council has not yet taken a policy position. In other instances, Council Members may attend Board or Commission meetings as individuals, and should follow these protocols: A. If Attending a Board or Commission Meeting, Identify Your Comments as Personal Views or Opinions. Council Members may attend any Board or Commission meeting, which are always open to any member of the public. Any public comments by a Council Member at a Board or Commission meeting, when that Council Member is not the liaison to the Board or Commission should make a point to clearly state it is an individual opinion and not a representation of the feelings of the entire City Council. B. Refrain from Lobbying Board and Commission Members. It is inappropriate for a Council Member to contact a Board or Commission member to lobby on behalf of an individual, business, or developer, or to advocate a particular policy perspective. It is acceptable for Council Members to contact Board or Commission members in order to clarify a position taken by the Board or Commission. C. Remember that Boards and Commissions are Advisory to the Council as a Whole, not as Individual Council Members. The City Council appoints individuals to serve on Boards and Commissions, and it is the responsibility of Boards and Commissions to follow policy established by the Council. Council Members should not feel they have the power or right to unduly influence Board and Commission members. A Board and Commission appointment should not be used as a political reward. D. Concerns about an Individual Board or Commission Member Should be Pursued with Tact. If a Council Member has concerns with a particular Board or Commission member fulfilling his or her roles and responsibilities and is comfortable in talking with that individual privately, the Council Member should do so. Alternatively, or if the problem is not resolved, the Council Member should consult with the Mayor, who may address the issue to the Council as appropriate. E. Be Respectful of Diverse Opinions. A primary role of Boards and Commissions is to represent many points of view in the community and to provide the Council with advice based on a full spectrum of concerns and perspectives. Council Members may have a closer 35 _______ City Council Protocols and Procedures Handbook working relationship with some individuals serving on Boards and Commissions, but must be fair to and respectful of all citizens serving on Boards and Commissions. F. Keep Political Support Away from Public Forums. Board and Commission members may offer political support to a Council Member, but not in a public forum while conducting official duties. Conversely, Council Members may support Board and Commission members who are running for office, but not in an official forum in their capacity as a Council Member. G. Maintain an Active Liaison Relationship. Appointed Council liaisons or alternates are encouraged to attend all regularly scheduled meetings of their assigned Board or Commission. 2.5 - Staff Conduct with City Council A. Respond to Council Questions as Fully and as Expeditiously as is Practical. The protocol for staff time devoted to research and response is in application here. If a Council Member forwards a complaint or service request to a department head or a Council Appointed Officer, there will be follow-through with the Council Member as to the outcome. B. Respect the Role of Council Members as Policy Makers for the City. Staff is expected to provide its best professional recommendations on issues. Staff should not try to determine Council support for particular positions or recommendations in order to craft recommendations. The Council must be able to depend upon the staff to make independent recommendations. Staff should provide information about alternatives to staff recommendations as appropriate, as well as pros and cons for staff recommendations and alternatives C. Demonstrate Professionalism and Non-Partisanship in all Interactions with the Community and in Public Meetings. D. It is Important for the Staff to Demonstrate Respect for the Council at all Times. All Council Members Should be Treated Equally. 36 _______ City Council Protocols and Procedures Handbook SECTION 3 - OTHER PROCEDURAL ISSUES 3.1 – Commit to Annual Review of Important Procedural Issues At the beginning of each legislative year, the Council will hold a special meeting to review the Council protocols, adopted procedures for meetings, the Brown Act, conflict of interest, and other important procedural issues. 3.2 – Don’t Politicize Procedural Issues (e.g. Minutes Approval or Agenda Order) for Strategic Purposes 3.3 – Submit Questions on Council Agenda Items Ahead of the Meeting In order to focus the Council meetings on consideration of policy issues and to maintain an open forum for public discussion, questions which focus on the policy aspects of agenda items should be discussed at the Council meeting rather than in one-on-one communications with staff prior to the meetings. Any clarifications or technical questions that can be readily answered can be handled before the meeting. Council Members are encouraged to submit their questions on agenda items to the appropriate Council Appointed Officer or City Manager by 5:00 p.m. the Wednesday prior to the meeting. as far in advance of the meeting as possible so that staff can be prepared to respond before or at the Council meeting. More detailed procedures relating to agenda questions can be found in the addendum to these protocols titled “Policy and Procedures for Council E- mails for Agenda Related Items.” 3.4 - Submittal of Materials Directly to Council If Council receives planning application materials related to agenda item matters they will notify the City Clerk and the City Manager as soon as possible. 3.5 - Late Submittal of Correspondence or Other Information Related to Planning Applications In order to allow for adequate Staff review and analysis, and to ensure public access to information, all plans, correspondence, and other documents supporting planning applications being heard by the City Council must be submitted to staff not later than noon five working days prior to the release of the Council Agenda Packet. If any correspondence or other information is submitted after this deadline to Council Members or staff, and Staff determines additional review is needed Staff will reschedule the item for a future Council meeting. If a Council member receives planning application materials from a project applicant he or she shall notify the City Clerk and the City Manager as soon as possible. There are no restrictions on the rights of applicants or others to comment or respond to information contained within the Staff Report. At the meeting the City Council may determine whether to continue or refer the item to the appropriate Board and/or Commission if significant changes to a project or significant new information become known. Nothing in this statement is intended to restrict the rights of applicants or other interested parties to respond to information contained in or attached to a Staff Report. 37 _______ City Council Protocols and Procedures Handbook *For all purposes, applicant also refers to applicant agent. 3.6 – Respect the Work of the Council Standing Committees The purpose of the Council standing committees is to provide focused, in-depth discussion of issues. Council should respect the work of the committees. If a matter is taken forward to the full Council for approval and it receives a unanimous vote at Committee, the item will be placed on the Consent Calendar unless otherwise recommended by the Committee, Mayor or staffCity Attorney or City Manager if any of these entities believe the item is of significant public interest.. discuss future meetings. Consideration in building the agenda should be given to the potential length of the meeting and at what point items of significant public concern may be heard. The purpose of the meeting is not to work on policy issues. Normally, only the Mayor and Vice Mayor are expected to attend the pre-Council meetings with the City Manager and other CAOs, and Department Managers. The Mayor and Vice Ma yor’s role is to represent the interest of the entire Council. Consideration in building the agenda should be given to the potential length of the meeting and at what point items of significant public concern may be heard. Comment [AK4]: Section needs further revision.Due to early publication date and staff work load,staff will provide Committee members with revision at places. As mentioned in staff report, revisions willbe made, real time, during the meeting andCommittee members can comment on changes. 3.7 – The Mayor and Vice Mayor Should Work With Staff to Plan the Council Meetings There are three purposes to the pre-Council planning meeting: 1) to plan how the meeting will be conducted; including review of approximate time allocation of staff report presentations and to ensure adequate time for large complex items 2) to identify anyissues or questions that may need greater staff preparation for the meeting; and 3) to 38 _______ City Council Protocols and Procedures Handbook SECTION 4 - POLICY & SERVICES COMMITTEE – ROLE, PURPOSE, & WORK PLANNING The Municipal Code states that the role of the Council Policy & Services Committee is to: …consider and make recommendations on matters referred to it by the council relating to parliamentary and administrative procedures and policy matters pertaining to intergovernmental relations, personnel policies, planning and zoning, traffic and parking, public work, and community and human services. (§2.04.220) In 2009 and 2010, the Council reviewed the purpose and structure of the Committee and adopted recommendations on several items related to this. This section documents these agreements related to the Committee. Purpose Statement: The purpose of the Policy & Services Committee is to review and identify important community issues and City policies and practices to ensure good public policy. The Committee shall consider and make recommendations to Council on matters relating to parliamentary, and administrative protocols, procedures and policy matters. SECTION 5 - ENFORCEMENT Council Members have the primary responsibility to assure that these protocols are understood and followed, so that the public can continue to have full confidence in the integrity of government. As an expression of the standards of conduct expected by the City for Council Members, the protocols are intended to be self-enforcing. They therefore become most effective when members are thoroughly familiar with them and embrace their provisions. For this reason, Council Members entering office shall sign a statement affirming they have read and understood the Council protocols. In addition, the protocols shall be annually reviewed by the Policy and Services Committee and updated as necessary. 39 _______ City Council Protocols and Procedures Handbook SECTION 6 - CITY COUNCIL E-MAILS FOR AGENDA-RELATED ITEMS 6.1 - Policy The Council adopted protocols provide a framework for the policy on e-mail communications between Council Members and Staff on agenda-related items, including the following: A. In order to facilitate open government, all Council Members should make decisions with the same information from Staff on agendized or soon-to-be agendized items (i.e. items on the tentative agenda or in a Council Committee) B. Submit questions on Council agenda items ahead of the meeting, In order to focus the Council meetings on consideration of policy issues and to maintain an open forum for public discussion, questions which focus on the policy aspects of agenda items should be discussed at the Council meeting rather than in one-on-one communications with Staff prior to the meetings. Any clarifications or technical questions that can be readily answered can be handled before the meeting. Council Members are encouraged to submit their questions on agenda items to the appropriate Council Appointed Officer or City Manager as far in advance of the meeting as possible so that Staff can be prepared to respond at the Council meeting. In its settlement agreement with the San Jose Mercury News of February 2003, the City Council agreed to consider a policy under which the Council would waive any deliberative or other privilege, other than attorney-client privilege, that it might assert with regards to e-mails on agendized items. This policy and procedure implements that agreement. The Council, in adopting this policy, does not waive attorney-client-privilege or any other privilege associated with a closed session authorized under the Brown Act. 6.2 - Procedure A. Council Members should direct any questions on staff reports to the City Manager or designee. Questions on reports from the City Auditor, City Attorney, or City Clerk should be directed to the appropriate Council Appointed Officer. Council Members should not direct any questions on agenda items to other members of the City Manager’s Staff or the Staff of the other Council Appointed Officers. B. Council Members will should submit questions on agenda items no later than 9 a.m5:00 p.m. . on the Monday Wednesday prior to of the Council meeting at which the item will be discussed. Staff will make best reasonable efforts to post written responses to timely-submitted questions by Thursday 5:00pm. Any questions received after that time5:00pm on the Wednesday before the meeting may be responded to via e-mail, or alternatively, will be responded to at the Council meeting. 40 _______ City Council Protocols and Procedures Handbook C. Staff will not engage in “dialogues” with individual Council Members regarding questions, i.e. follow-up questions to initial questions will be responded to at the Council Meeting. D. Staff will give highest priority to responding prior to the Council meeting via e- mail only on items on the Consent Calendar. Questions which address the policy aspects of the item on the Council agenda will not be responded to prior to the meeting, although Staff welcomes such questions in advance of the meeting in order to prepare for the Council and public discussion. Technical and clarifying questions on non-Consent Calendar items will be responded to as time permits. E. If the Staff will be responding to a Council Members Consent Calendar question at the meeting rather responding to the question via e-mail, Staff will inform the Council Member as early as possible after receipt of the question(s). F. Questions and all Staff-prepared responses will be forwarded to all Council Members as well as put up on the special web page created for public review of Council agenda questions and Staff responses. Staff will include the name of the Council Member posing the questions in the “subject” field of the e-mail response. G. Written copies of all Council Member agenda questions and Staff responses will be at Council places at the meeting; additionally copies will be made available in the Council Chambers for members of the public. 41 _______ City Council Protocols and Procedures Handbook SECTION 7 - CITY COUNCIL AND BOARDS AND COMMISSSIONS POLICY FOR TRAVEL AND MISCELLANEOUS EXPENSE REIMBURSEMENT, March 2006 GENERAL CONSIDERATIONS This policy is set by the City Council and applies to Council Members and to Board and Commissions members, who will be referred to as “Officials” in the policy. In reimbursing travel and miscellaneous expenses, a municipal purpose requiring the expenditure of public funds must be in evidence; also, in accord with the Charter and Municipal Code, such expenditures must be from authorized appropriations. 7.1 - Eligible Activities The following activities (“Eligible Activities”) are recognized by the Council as advancing municipal purposes and are eligible for expense reimbursement, subject to limitations on activities and specific and total expenditures described elsewhere in this policy: A. Communicating with representatives of regional, state and national government on adopted city policy positions; B. Attending educational seminars designed to improve officials’ skill and information levels; C. Participating in regional, state and national organizations whose activities affect the city’s City’s interest; D. In collaboration with city City staff, implementing a city-approved strategy for attracting or retaining businesses to the cityCity. All other expenditures require prior approval by the City Council at a regular or special meeting. 7.2 - Out-of-Town Conferences or Meetings A. Reimbursement All payments for travel and meetings shall be on the basis of either reimbursement of expenses advanced by the Council Member/Official or payments made directly to travel agencies/websites, hotels, airlines or the organization sponsoring the meeting. All requests for payments or reimbursements must be accompanied by supporting vouchers, invoices or paid detailed receipts and a copy of descriptive literature about the conference or meeting. The City Clerk, Mayor or Chair for Officials must approve, in advance, individual travel requests for out-of-town meetings and conferences, e.g., Annual League of California Cities Conference, National League of Cities Conference, Commented [MlZ2]: This section has been updated in 2019 by the Administrative Services Department so that the text reflects legally-required changes and aligns with the City’s Travel Policy for employees. 42 etc., including Eligible Activates.[Beth has been approving travel] Allowable expenses for local or Bay Area Eligible Activates do not require prior approval by the Mayor or Chair. The total reimbursement shall not exceed the budget adopted by the Council for this purpose. All reimbursements shall comply with the limits of Policy and Procedures 1-02 (Citywide Travel Policy). Expense reports should be submitted within 30 days of end of trip. Inability to provide such documentation in a timely fashion may result in expense being borne by the Council Member or Official. B. Meals and Incidentals Notwithstanding the preceding general policy regarding reimbursement, a Council Member or Official may submit a payment request (supported by conference literature) for advance payment of meals and incidentals allowance according to the Internal Revenue Service authorized mileage reimbursement rate and payment for meals and incidentals consistent with City Policy and Procedures 1-02. If the amount advanced is exceeded, additional reimbursement may be requested upon return from the meeting. Requests for additional reimbursement must be supported by a detailed report and receipts for all meals and incidentals. The Mayor shall pre-approve additional reimbursements, and if the expenses are determined to be excessive, they may not be approved. The City will provide a per diem (“per day’) allowance for meals and incidentals to Council Members or Officials who are approved to travel overnight for official City business. Council Members or Officials will receive a flat rate for meals and will not be required to submit receipts. The per diem rate varies and is dependent on the destination of travel. The rates for the various travel destinations are available on the U.S. General Services Administration website (http://www.gsa.gov/portal/content/104877). When meals are provided at an event, the value of that meal will be deducted from the daily per diem rate. Travelers will receive 75% of the daily per diem amount on days requiring transportation to and from the location (i.e., departure day and return day) regardless of departure and arrival times. Meals provided on days of travel shall be deducted at full-value. Incidental Expenses Incidental expenses related to City business shall be reimbursed at cost as supported by submitted receipts. Incidental expenses may include hotel parking charges, Internet conection services, and telephone charges. The actual costs for parking will be reimbursed when approval to use a personal vehicle or rental car is obtained in advance. Council Members or Officials should use the lowest cost alternative for parking within a reasonable area from the destination. Internet connection services purchased to conduct City business are reimbursable. Other Field Code Changed Formatted: Font: 11 pt Formatted: Indent: First line: 0.5" Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial 43 charges on the hotel bill, such as pay-TV movies, cleaning, laundry, room service charges or charges for additional guests are not reimbursable. C. Lodging Expense Council Members or Officials shall select single occupancy, standard, non-deluxe accommodations and should stay at hotels offering economical lodging rates. When possible, travelers attending a conference or seminar should stay at conference hotels, which offer a negotiated rate. The City will not reimburse any cost related to the extension of a hotel stay beyond the time necessary to complete the event. An out-of-state trip involving cross-county travel may require hotel accommodations both before and after the conference or training. Within California and adjoining states, an extra night’s hotel stay should not be necessary if flight arrangements can be made the same day. The use of hotels is restricted to cities located beyond 50 miles (one-way) from the City of Palo Alto or the traveler’s residence (whichever is shortest). For example, if the destination is Sacramento and you live in Palo Alto (118 miles) or Oakland (81 miles), you would qualify for a hotel (and per diem for meals). However, if you live in Vacaville (35 miles) or Lodi (36 miles) you would not qualify for a hotel. Reimbursements or payment of hotel bills will be limited to the highest group or governmental rate available and will cover room charges, applicable taxes and any other item listed in this policy for the Council Member or Official. Telephone calls to Palo Alto City Hall may be made collect. Other charges on the bill such as Expenses incurred for extra guests of the traveler and the like are not reimbursable. D. Transportation • Air Transportation Reimbursement or payment will be limited to economy class commercial air carrier, or an available group travel rate if lower. Council Members or Officials shall fly economy class on the lowest flight available for the most direct route to the final destination, which could reasonably include scheduled layovers. Council Members or Officials are encouraged to make air reservations as early as feasible to obtain the greatest discount and to consider the use of alternate but nearby airports to take advantage of the lowest fares. Extension of the trip to cover a weekend stay to obtain a lower airfare does not entitle the Council Member or Official to be reimbursed for the extra day’s hotel costs or meal expenses. Council Members or Officials may use City travel to qualify for frequent flyer credits, but the selection of an airline for a given trip shall not be made for the purpose of accumulating such credits. Council Members or Officials that choose to use their personal frequent flyer miles for City business shall not be reimbursed for the value of the tickets. If the airline charges for all checked baggage, the City will cover the cost for one checked bag only. Excess baggage charges are not reimbursable. 44 • Rental Cars Rental cars shall be approved if other ground transportation, such as shuttles or taxis, is more expensive during the stay at the destination. Only economy or compact car models may be rented unless an upgrade is provided by the rental agency at no additional cost. Because the City is self-insured, Council Members or Officials should decline any additional insurance offered by the rental company. Council Members or Officials must also decline the Fuel Purchase Options (which allows for prepayment of a gas tank refill) and shall refuel prior to returning the rental car. Rental car options such as GPS devices and any other extra optional charges are not reimbursable. The use of a rental car, in lieu of a private auto, to travel to and from an out of town event will be reimbursed either at the current IRS mileage rate or the car rental cost apportioned for the number of days used for City business, whichever is less. • Private Automobiles Private automobiles may be used for personal or group transportation on extended trips. Reimbursement shall be made at the current IRS mileage rate. The distance to be reimbursed shall be measured from the place of work and from the employee’s home, and the calculated mileage reimbursement shall be based upon which of the two distances is shorter. established by the Internal Revenue Service authorized mileage reimbursement rate consistent with the City Policy and Procedures 1-02. Mileage reimbursement for private automobiles shall not exceed the cost of round trip air transportation (economy class) for a reservation made at least seven days in advance of the trip.and rental car, if applicable, or an available group travel rate if lower. i. Rental Car Economy level only when Council Member or Official has traveled by airplane out of the Bay Area. 1. Shuttle/Taxi When traveling out of the area. 7.3 - Local or Bay Area Activities Council Members or Officials who have been requested or designated to represent the City may receive the actual cost of: A. Meals, if they are a scheduled feature of the activity, e.g., SCCCA dinner meetings. B. Registration fees where applicable. C. Mileage if activity is outside the City (mileage claims should be submitted monthly, with details: date and type of meeting, number of miles traveled to be indicated), consistent with City Policy and Procedures 1-02. 45 D. Council Members and Officials may be reimbursed by the City for use of a private bicycle to attend local or Bay Area activities outside the City of Palo Alto consistent with City Policy and Procedures 2-9. 7.4 - Other Expenses 3 Airport parking fees, but Council Members and Officials must use long-term parking for travel exceeding 24 hours. 4 Meal expenses and associated gratuities must be within the limits set in City Policy and Procedures 1-02. 5 Telephone/Fax/Cellular expenses will be reimbursed for actual expense incurred on City business. 6 Internet Fee up to $15 per day, if a Council Member or Official is traveling on official business and needs access for City-related business. 7 Baggage Handling Fee up to $3 per bag will be reimbursed. A. Ethics Training Expenses – AB1234 requires ethics training every two years and such fee and related expenses are eligible for reimbursement. 7.5 - Activities Not Considered Reimbursable A. Voluntary attendance at any conference or meeting, not representing the City. B. Meetings of social or service organizations. C. Meetings of voter groups or with individual citizens concerned with agenda items. D. Election campaign activities. E. Alcohol and entertainment expenses. F. Personal portion of the trip and other non-mileage automobile expenses. 7.6 - Reports to Council Council Members and Officials shall provide brief verbal reports on meetings attended at the City’s expense at the next regular Council/Board/Commission meeting. If multiple Officials attended, a joint report may be made. All related documents are subject to the Public Records Act and can be periodically reviewed by auditors. 46 _______ City Council Protocols and Procedures Handbook CITY OF PALO ALTO COUNCIL PROTOCOLS ETHICS ADDENDUM The citizens, businesses and organizations of the city are entitled to have fair, ethical and accountable local government, which has earned the public’s full confidence for integrity. To this end, the City Council has adopted Council Protocols and this Code of Ethics for members of the City Council to assure public confidence in the integrity of local government and its effective and fair operation. A. Comply with Law Members shall comply with the laws of the nation, the State of California and the City in the performance of their public duties. These laws include but are not limited to: the United States and California constitutions, the city Charter, laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities and open processes of governments and City ordinances and policies. B. Conduct of Members The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other members of the Council, boards and commissions, the staff or the public. C. Respect for Process Members shall perform their duties in accordance with the processes and rules of order established by the City Council governing the deliberation of public policy issues, meaningful involvement of the public and implementation of policy decisions of the City Council by City staff. D. Decisions Based on Merit Members shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. E. Conflict of Interest In order to assure their independence and impartiality on behalf of the common good, members shall not use their official positions to influence decisions in which they have a material financial interest or where they have an organizational responsibility or personal relationship, which may give the appearance of a conflict of interest. F. Gifts and Favors It is contrary to the city of Palo Alto’s ethical standards for any council member to accept gifts or gratuities from an individual, business, or organization doing business, or seeking to do business, with the City or who is seeking permits or other entitlements from the City. Commented [HT3]: The City Attorney comments that this section should be reviewed and amended as needed to conform with current state law requirements. Staff will provide proposed versions at places. 47 _______ City Council Protocols and Procedures Handbook The acceptance of gifts can convey an appearance of favoritism and conflict of interest. Gifts can be perceived as attempts to influence City operations or as compensation for services rendered and can erode the public confidence in the impartiality of decisions made by Council Members. Council Members exercise good faith in carrying out this Protocol. It is impossible to list every situation and fact pattern, so it anticipates that Council Members will exercise their good judgment in determining whether the item is a gift or not. This policy is supplemental to the gift limitations of the Fair Political Practices Commission’s Limitations and Restrictions on Gifts, Honoraria, Travel and Loans. The following are not considered gifts under this Protocol: • Gifts which the Council member returns (unused) to the donor, or for which the Council Member reimburses the donor, within 30 days of receipt. • Gifts from a Council Member’s spouse, child, parent, grandparent, grandchild, brother, sister, parent-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, or first cousin or the spouse of any such person, unless he or she is acting as an agent or intermediary for another person who is the true source of the gift. • Minor gifts of hospitality involving food or drink, that the Council Member receives in an individual’s home or at another location of business. • Gifts approximately equal in value exchanged between the Council Member and another individual on holidays, birthdays, or similar occasions. • Informational material provided to assist the Council member in the performance of their official duties, including books, reports, pamphlets, calendars, periodicals, videotapes, or free or discounted admission to informational conferences or seminars. • A bequest or inheritance. • Campaign contributions. • Personalized plaques and trophies with an individual value of less than $250. • Tickets to attend fundraisers for campaign committees or other candidates, and tickets to fundraisers for organizations exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. 48 _______ City Council Protocols and Procedures Handbook • Free admission, refreshments, and similar non-cash nominal benefits provided to the Council Member at an event at which the Council Member gives a speech, participates in a panel or seminar, or provides a similar service. Transportation within California, and any necessary lodging and subsistence provided directly in connection with the speech, panel, seminar, or similar service, are also not considered gifts. • Passes or Tickets which provide admission or access to facilities, goods, services, or other benefits (either on onetime or repeat basis) that the Council Member does not use and does not give to another person. • Wedding gifts • A prize or award received in a bona fide competition not related to official status. (These exceptions are paraphrased from FPPC publications.) • Gifts from Sister Cities or other entities, other municipalities, if forwarded to the City. G. Confidential Information Members shall respect the confidentiality of information concerning the property, personnel or affairs of the City. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial or other private interests. H. Use of Public Resources Members shall not use public resources, such as City staff time, equipment, supplies or facilities, for private gain or personal purposes. I. Representation of Private Interests In keeping with their role as stewards of the public interest, members of Council shall not appear on behalf of the private interests of third parties before the Council or any other board, commission or proceeding of the City, nor shall members of boards and commissions appear before their own bodies or before the Council on behalf of the private interests of third parties on matters related to the areas of service of their bodies. J. Advocacy Members shall represent the official policies or positions of the City Council, board or commission to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, members shall explicitly state they do not represent their body or the City, nor will they allow the inference that they do. K. Positive Work Place Environment Members shall support the maintenance of a positive and constructive work place environment for City employees and for citizens and businesses dealing 49 _______ City Council Protocols and Procedures Handbook with the City. Members shall recognize their special role in dealings with City employees to in no way create the perception of inappropriate direction to staff. i Palo Alto Municipal Code, § 2.04.080(b). ii Palo Alto Municipal Code, § 2.04.120(c); 2.04.150(b) iii Palo Alto Municipal Code, § 2.04.010(b). iv Palo Alto Municipal Code, § 2.04.050(a). v Palo Alto Municipal Code, § 2.04.070(c) vi Palo Alto Municipal Code, § 2.04.020. vii Palo Alto Municipal Code, § 2.04.030. viii Palo Alto Municipal Code, § 2.04.040 City of Palo Alto (ID # 10905) Policy and Services Committee Staff Report Report Type: Action Items Meeting Date: 12/10/2019 City of Palo Alto Page 1 Summary Title: Council Priorities for 2020 Title: Discussion and Recommendations for 2020 City Council Priority Setting Process From: City Manager Lead Department: City Manager Recommendation Policy and Services Committee should discuss and consider making recommendations to the City Council regarding 2020 priorities and, potentially, format and facilitation for the Council’s annual retreat in January or February. Background In October 2012, Council approved Priority Setting Guidelines (CMR: 3156) and outlined the role for the Policy & Services Committee in this activity. Per the Guidelines (Attachment A), a priority is defined as a topic that will receive particular, unusual and significant attention during the year. Additionally, there is a goal of no more than three priorities per year, generally with a three-year time limit. The 2019 priorities are: • Climate Change • Grade Separation (choose preferred alternative by end of the year) • Traffic and Transportation • Fiscal Sustainability These four priorities were chosen from a list of eleven submitted by Council members and discussed at their annual retreat on February 2, 2019. Other topics included pursuing a business tax and reconstructing Cubberley Community Center. Grade separation and transportation are both carry-overs from the 2018 Council Priorities, while climate change and fiscal sustainability are new priorities in 2019. Among the Council ideas proposed to address transportation and traffic issues were expanding the City’s shuttle program and promoting alternatives to solo driving. Discussion City of Palo Alto Page 2 Staff e-mailed Council members requesting their suggestions for priority topics to be included, to be received by December 6, 2019. These suggestions will be available At Places for the Policy & Services Committee’s December 10, 2019, meeting. The community has been solicited for suggestions via Open City Hall. This will remain open and available to the community through mid-January 2020, for inclusion at the Council retreat, date TBD. The City Manager’s Office will follow with short social media surveys in January, just prior to the retreat. Past annual citizen surveys have also allowed for an open-ended responses on topics of interest or concern. Attachment B highlights the section of Executive Summary: The 2018 National Citizen Survey which discusses the data from the open-ended question that could inform priorities, from 2018, 2017 and 2014. The Committee may make recommendations regarding the priorities as well as regarding the retreat format and process for selecting a facilitator. Stakeholder Engagement Council members and the community have been solicited for their thoughts and topic suggestions. At the retreat itself we also invite citizens to attend and express their views in person. Attachments: • Attachment A: City Council Priority Setting Guidelines • Attachment B: Open-Ended Questions, 2018 Citizen Survey City of Palo Alto City Council Priority Setting Guidelines Approved by City Council: October 1, 2012 Last revised: October 1, 2012 Background The City Council adopted its first Council priorities in 1986. Each year the City Council reviews it’s priorities at its Annual Council Retreat. On October 1, 2012 the City Council formally adopted the definition of a council priority, and the Council’s process and guidelines for selection of priorities. Definition A Council priority is defined as a topic that will receive particular, unusual and significant attention during the year. Purpose The establishment of Council priorities will assist the Council and staff to better allot and utilize time for discussion and decision making. Process 1. Three months in advance of the annual Council Retreat, staff will solicit input from the City Council on the priorities to be reviewed and considered for the following year. a. Council members may submit up to three priorities. b. Priorities should be submitted no later than December 1. c. As applicable, the City Manager will contact newly elected officials for their input by December 1. d. The City Clerk will provide timely notice to the public to submit proposed priorities by December 1. The Policy and Services Committee shall recommend to the Council which suggestions if any shall be considered at the City Council retreat. 2. Staff will collect and organize the recommended priorities into a list for Council consideration, and provide to Council no less than two weeks in advance of the retreat. 3. 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. Guidelines for Selection of Priorities 1. There is a goal of no more than three priorities per year. 2. Priorities generally have a three year time limit. Attachment A City of Palo Alto City Council Priority Setting Schedule Last Updated: 8/17/2012 Attachment A Executive Summary: The 2018 National Citizen Survey™ xiv In 2018, rideshare services (83 percent) became the most convenient choice of transportation if respondents did not have access to a car, followed by biking (77 percent) and walking (69 percent). The increase in rideshare services for convenience is significant. In previous years, rideshare services rated much lower on the convenience scale, with only 52 percent of respondents in 2015, 62 percent in 2016, and 66 percent in 2017 saying that rideshare services were “very” or “somewhat convenient.” In contrast, walking, or riding the bus, train, or free shuttle all declined significantly as convenient modes of transportation when not having access to a car: 23 percent (walking), 19 percent (bus or train), and 28 percent (shuttle) fewer respondents cited these modes as “very” or “somewhat convenient” in 2018 compared to 2017. Biking as an alternate mode of transportation remained similar, in the 76 to 77 percent range each year from 2015 through 2018. For details, see tables 74-76 in the report. For the third year, we asked residents who planned to purchase a new car within the next two years, what the likelihood would be of it being a gas vs. nongas-fueled vehicle. The most common response (71 percent) was that it would be a hybrid vehicle. The percentage is consistent with prior years, but for the first time, was a higher percentage than gas-fueled vehicles. Electric vehicles (67 percent) ranked second and gas-fueled (66 percent) ranked third. For details, see tables 77-80 in the report. Open-ended Questions We asked two open-ended questions. Although we asked respondents to provide one item for each question, many respondents cited more than one issue. We separated those comments into the individual issues to better categorize them. The complete list of comments is available in the report, The National Citizen Survey™ Open- ended Responses. The first question was, “As a resident of Palo Alto, what one change could the City make that would make you happier? This was a repeat question from 2017 and 2014. As in previous years, traffic, housing, and development (other than housing) topped respondents’ list of concerns, but traffic and housing reversed places as the number one and number two concerns. The second open-ended question was, “As a resident of Palo Alto, what one thing the City does well and would want to maintain?” There is some overlap between what some respondents identified as concerns that should be addressed and others identified as things the City does well, but the positive comments generally outnumbered the needs- improvement comments for the same issue. For example, 14 (2 percent) and 8 (1 percent) of respondents who provided comments listed issues related to safety and sense of community, respectively, as areas needing improvement, but 75 (12 percent) and 66 (10 percent) other respondents identified those as areas where the City performs well. The tables below summarize the main topics identified in the responses to each question. The first table compares concerns that respondents cited this year with those from previous years in which we asked the same question. Executive Summary: The 2018 National Citizen Survey™ xv “As a resident of Palo Alto, what one change could the City make that would make you happier?” Response Category 2018 2017 2014 Percent of Comments Number of Comments Percent of Comments Number of Comments Percent of Comments Number of Comments Traffic concerns 23% 148 15% 224 14% 76 Housing (amount, affordability/cost of living) 21% 138 25% 369 21% 113 Development (other than housing) 10% 62 12% 183 17% 93 General government operations 8% 54 7% 99 6% 34 Improvements for walking and biking 5% 34 2% 32 4% 24 Public transportation 5% 32 5% 77 3% 17 Parking concerns 4% 28 5% 79 7% 41 Other/Nothing 4% 28 8% 115 7% 40 Lower taxes and/or utility costs 4% 25 2% 23 3% 17 Reduce noise 3% 18 2% 23 2% 9 Safety 2% 14 2% 33 4% 21 Parks and recreation amenities/services 2% 11 2% 26 2% 13 Electric utilities and amenities 2% 11 N/A* N/A* N/A* N/A* Address homelessness 1% 9 1% 15 1% 6 Retail/shopping options 1% 9 3% 39 2% 10 Sense of community/community activities 1% 8 4% 56 1% 8 Downtown improvements 1% 8 1% 16 1% 6 Code enforcement 1% 5 1% 15 1% 3 Schools 1% 5 2% 27 1% 7 Beautification N/A N/A 2% 26 2% 9 Total 100% 647 100% 1,477 100% 547 * N/A means the category was not separately tracked in those years. The second open-ended question was, “As a resident of Palo Alto, what one thing the City does well and would want to maintain?” “As a resident of Palo Alto, what one thing do you believe the City does well and would want to maintain?” Response Category Percent of Comments Number of Comments Parks, open space, and natural environment 23% 142 Safety services 12% 75 Library 11% 68 Sense of community, community activities, and recreation 10% 66 Utilities 10% 60 Schools and education 8% 53 Don’t know/nothing, negative comments, additional improvements 4% 28 Balancing residential and commercial growth 4% 25 Cleanliness of community 3% 18 Ability to give input and communication with government 3% 16 Ease of bicycle travel 2% 14 General City services 2% 13 Street maintenance 2% 13 Government/leadership 2% 12 Everything/great place to live 2% 12 Public transportation 1% 8 Other 1% 7 Total 100% 630