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HomeMy WebLinkAboutStaff Report 2512-5779CITY OF PALO ALTO Policy & Services Committee Special Meeting Wednesday, January 14, 2026 6:00 PM     Agenda Item     1.Referral: Consideration of the Frequency for Joint City Council Meetings or Policy & Services Meetings with Boards and Commissions, Youth Council, and Meetings with Boards and Commissions Chairs. CEQA Status – Not a project. Policy & Services Committee Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager Meeting Date: January 14, 2026 Report #:2512-5779 TITLE Referral: Consideration of the Frequency for Joint City Council Meetings or Policy & Services Meetings with Boards and Commissions, Youth Council, and Meetings with Boards and Commissions Chairs. CEQA Status – Not a project. RECOMMENDATION Staff recommends that the Policy and Services Committee discuss this City Council referral related to joint meetings or discussions with City Board and Commission Chairs/Vice Chairs and the City Council, Policy and Services Committee, or other City Council Standing Committees as outlined in the Palo Alto Municipal Code; and to forward any recommendations to the full City Council for approval. The staff recommendation for Committee consideration is to add language to the City’s Boards, Committees, and Commissions (BCC) Handbook to allow each BCC, in coordination with their City Council liaison and staff liaison, to request a discussion agenda item at a City Council or Standing Committee meeting to discuss BCC updates (which could include upcoming work, the BCC workplan, or similar), subject to the City Council agenda setting process. A similar process could be used for the Palo Alto Youth Commission. BACKGROUND AND ANALYSIS The City Council sent the following referral to the Policy and Services Committee in 20241 related to joint City Council and BCC Meetings: Establish a frequency for joint City Council meetings or Policy & Services meetings with Boards and Commissions, Youth Council, and meetings with Boards and Commissions Chairs. 1 March 25, 2024 Special City Council meeting, Item #2 (Council Priority Objectives). Minutes: https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=43138&dbid=0&repo=PaloAlto This referral follows recent changes to the BCC Handbook and also the addition of the BCC workplans. After the initial Handbook updates, some BCCs expressed interest in having a conversation annually with the City Council about their work. The practice has varied over the past few years in terms of BCC discussions with City Council. 3 (adopted by City Council in May 2025) states: The City Council will review the work plans and provide feedback annually at a City Council meeting. The annual report should include the results of the prior year’s plan. When applicable, the City Council would like to see metrics of community involvement and participation in meetings and activities included in the work plan. 3 Boards, Commissions, and Committees Handbook, Update Adopted May 2025: https://www.paloalto.gov/files/assets/public/v/4/city-clerk/board-and-commission-handbook.pdf If the Committee recommends this approach for full City Council approval, staff would work with the staff liaisons for each BCC to determine suggested language for the BCC Handbook that would capture the intent of this referral, reflect the recommendation above and the Committee’s discussion, and also maximize flexibility for each BCC (understanding that the BCCs vary). FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW APPROVED BY: