HomeMy WebLinkAbout2024-10-08 Policy & Services Committee Agenda PacketPOLICY AND SERVICES COMMITTEE
Regular Meeting
Tuesday, October 08, 2024
Council Chambers & Hybrid
7:00 PM
Policy and Services Committee meetings will be held as “hybrid” meetings with the option to
attend by teleconference/video conference or in person. Information on how the public may
observe and participate in the meeting is located at the end of the agenda. The meeting will be
broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,
and streamed to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)
Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833
PUBLIC COMMENTS
Public comments will be accepted both in person and via Zoom for up to three minutes or an
amount of time determined by the Chair. All requests to speak will be taken until 5 minutes
after the staff’s presentation. Written public comments can be submitted in advance to
city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection
on the City’s website. Please clearly indicate which agenda item you are referencing in your
subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.Review of the New Council Member Orientation / Onboarding Outline for Discussion and
Possible Recommended Action by Council
2.Presentation of the Office of the City Auditor Quarterly Report for the Period of July ‐
September 2024
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
1 Regular Meeting October 08, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, October 08, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak to any item NOT on the agenda.
ACTION ITEMS
1.Review of the New Council Member Orientation / Onboarding Outline for Discussion and
Possible Recommended Action by Council
2.Presentation of the Office of the City Auditor Quarterly Report for the Period of July ‐
September 2024
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
2 Regular Meeting October 08, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, October 08, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. ACTION ITEMS1.Review of the New Council Member Orientation / Onboarding Outline for Discussion andPossible Recommended Action by Council2.Presentation of the Office of the City Auditor Quarterly Report for the Period of July ‐September 2024FUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments using a computer or smart phone will be accepted through
the teleconference meeting. To address the Council, click on the link below to access a
Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
3 Regular Meeting October 08, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
POLICY AND SERVICES COMMITTEERegular MeetingTuesday, October 08, 2024Council Chambers & Hybrid7:00 PMPolicy and Services Committee meetings will be held as “hybrid” meetings with the option toattend by teleconference/video conference or in person. Information on how the public mayobserve and participate in the meeting is located at the end of the agenda. The meeting will bebroadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,and streamed to Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621)Meeting ID: 946 1874 4621 Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. ACTION ITEMS1.Review of the New Council Member Orientation / Onboarding Outline for Discussion andPossible Recommended Action by Council2.Presentation of the Office of the City Auditor Quarterly Report for the Period of July ‐September 2024FUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)ADJOURNMENTPUBLIC COMMENT INSTRUCTIONSMembers of the Public may provide public comments to teleconference meetings via email,teleconference, or by phone.1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.2. For in person public comments please complete a speaker request card located on thetable at the entrance to the Council Chambers and deliver it to the Clerk prior todiscussion of the item.3. Spoken public comments using a computer or smart phone will be accepted throughthe teleconference meeting. To address the Council, click on the link below to access aZoom‐based meeting. Please read the following instructions carefully.You may download the Zoom client or connect to the meeting in‐ browser. If usingyour browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled inolder browsers including Internet Explorer. Or download the Zoom application ontoyour smart phone from the Apple App Store or Google Play Store and enter in theMeeting ID below.You may be asked to enter an email address and name. We request that youidentify yourself by name as this will be visible online and will be used to notify youthat it is your turn to speak.When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk willactivate and unmute speakers in turn. Speakers will be notified shortly before theyare called to speak.When called, please limit your remarks to the time limit allotted. A timer will beshown on the computer to help keep track of your comments.4. Spoken public comments using a phone use the telephone number listed below. Whenyou wish to speak on an agenda item hit *9 on your phone so we know that you wish tospeak. You will be asked to provide your first and last name before addressing theCouncil. You will be advised how long you have to speak. When called please limit yourremarks to the agenda item and time limit allotted.CLICK HERE TO JOIN Meeting ID: 946‐1874‐4621 Phone: 1‐669‐900‐6833Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its publicprograms, services and meetings in a manner that is readily accessible to all. Persons withdisabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
4 Regular Meeting October 08, 2024
Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are
available for public inspection at www.CityofPaloAlto.org/agendas.
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: October 8, 2024
Report #:2409-3502
TITLE
Review of the New Council Member Orientation / Onboarding Outline for Discussion and Possible
Recommended Action by Council
RECOMMENDATION
Staff recommends that the Policy and Services Committee review the previously adopted outline
for a New Council Member Orientation / Onboarding program and recommend to Council any
suggested modifications.
BACKGROUND AND ANALYSIS
In November 2022, the Council adopted the New Council Member Onboarding Program. The
program was used with the most recent Council Member onboarding after the November 2022
election. The Council reviewed it and approved it with the understanding that it would be the
basic outline of the process going forward because each election will have candidates of different
backgrounds and experiences, and it ensures that all members have the same basic orientation
information. The outline is intended to balance critical information about operating as a Council
Member including legal obligations of serving in this capacity, data about City operational
structures and procedures with policy decisions that will come before the Council in the near
future.
Staff requests the Policy and Services Committee to review the previously approved outline with
the intention of updating the outline if there are any recommended updates.
For context, on November 5, 2024, Palo Alto voters will select 4 candidates to serve as Council
Members for the next four years. There are four seats up for election this cycle which includes
two seats currently occupied by Council Members who have reached their two-consecutive terms
limit. There are nine total qualified Council candidates in this election.
Based on prior Council action, staff created the New Council Member Onboarding Program with
the goal of effectively onboarding any new Council Members. This program includes a
combination of a digital resource library as well as a one- or two-day workshop, depending on
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 5 of 12
the preferences of the newly elected Council Members. The workshop outline is included as
Attachment A and includes the following nine different discussion sections:
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 2 Packet Pg. 6 of 12
Page 1
New City Council Member Onboarding Program
Section 1. Introduction to the City Organization (20 Minutes)
1.1. Overview of the organization structure, services and Executive Leadership
Team (per City Charter and Muni Code, with commentary)
A. Role of the City Council Member/Local Elected Official
B. Role of the City Manager
C. Role of the City Attorney
D. Role of the City Clerk
E. Role of the City Auditor
1.2. Relationships between City Council, Council Appointed Officers (CAO), City
Staff, and the public (per City Charter and Muni Code, with commentary)
Section 2. Council Member Specific Information (30 Minutes)
Council-specific information includes all the items that relate to councilmembers
themselves in their new role.
2.1. Overview of Procedures and Protocols Handbook and notable norms
2.2. Regulatory Guidelines & Required trainings
2.3. Council Priority-Setting
2.4. Council members’ roles regarding Council subcommittees and service on
regional boards, outside agencies and committees
2.5. Travel, Conferences and Training opportunities
2.6. Special Annual Council Events, Meetings & Cycles (Reorganization, State of
the City, Strategic Planning, CAO Evaluations, Budget Adoption,
Summer/Winter Recess, Annual City Sponsored Events)
Section 3. Legal Update and Considerations while on Council (45 minutes)
3.1. Overview of City’s legal structure
3.2. Council roles:
A. Policymaking/legislating
B. Quasi-judicial decision making
3.3. Key laws:
A. Open Meetings (Brown Act)
B. Conflicts of Interest (Political Reform Act, etc.)
C. Public Records Act
Item 1
Attachment A - New
Council Member
Onboarding Outline,
Adopted 2022
Item 1: Staff Report Pg. 3 Packet Pg. 7 of 12
Page 2
Section 4. Council Meeting Protocols (20 Minutes)
4.1. Logistics: Schedules, seating, attendance, technology, meeting etiquette
4.2. Agenda Structure & Rules of Procedure
4.3. Packet production process and schedules, Staff Report timelines
4.4. How/when to pose questions before, and during a meeting
4.5. Closed Session practices
Section 5. Policy Role in Land Use Planning (45 Minutes)
5.1. Review of land use planning terms
5.2. Development review/approval process
5.3. Role of Council in land use matters
5.4. Role of planning or zoning commissions/boards
5.5. Schedule of general plan, Housing Element, development projects or other
policy documents that are coming to the council in the upcoming year
Section 6. Financial Responsibilities, Budgeting and Performance Measurements (30
Minutes)
Review the basics of the financial structure and condition to help
councilmembers understand their fiduciary responsibilities.
6.1. Fiscal Calendar & Budget Approval Schedule
6.2. Financial position of the City
6.3. Explanation of fund structure
6.4. Overview of the most recent comprehensive audit and financial report
(CAFR)
6.5. Operating and capital budget cycle
6.6. Investment and treasury policies
6.7. Schedule for financial reporting to the council
6.8. Unfunded liabilities (e.g., post-employment benefits)
6.9. Pension and OPEB Trusts
6.10. Performance Tracking
Section 7. Communications and Community Engagement (30 Minutes)
7.1. City Communications Overview
7.2. Social Media Use
7.3. Community Engagement Activities Planned to Implement the City’s
Workplans
Item 1
Attachment A - New
Council Member
Onboarding Outline,
Adopted 2022
Item 1: Staff Report Pg. 4 Packet Pg. 8 of 12
Page 3
Section 8. Emergency Preparedness (20 Minutes)
Due to the unique and critical role local governments play regarding emergency preparedness,
a briefing on this topic is key.
8.1. Council role in the event of a community emergency
8.2. Public Safety organizational structure
8.3. Emergency Communications
Section 9. Department Topics & Q&A (45 Minutes)
1.1. Major Projects Overview
1.2. Summary of the Tentative Agenda of Upcoming Council Agenda Items
1.3. Open Floor
Item 1
Attachment A - New
Council Member
Onboarding Outline,
Adopted 2022
Item 1: Staff Report Pg. 5 Packet Pg. 9 of 12
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Policy & Services Committee
Staff Report
From: City Auditor
Report Type: ACTION ITEMS
Lead Department: City Auditor
Meeting Date: October 8, 2024
Report #:2409-3519
TITLE
Presentation of the Office of the City Auditor Quarterly Report for the Period of July -
September 2024
RECOMMENDATION
The City Auditor recommends that the Policy and Services Committee review and recommend
the City Council accept the Office of the City Auditor’s Quarterly Status Report covering July -
September 2024.
BACKGROUND
Task 5 of the six required internal audit tasks in the agreement between the City of Palo Alto
(City) and Baker Tilly Advisory Group, LP (Baker Tilly) is to provide a quarterly report of the
status and progress toward audit completion as information reports to the City Council.
ANALYSIS
The internal audit activities from July – September 2024 are listed below by task as set forth in
Baker Tilly’s agreement with the City:
•Task 1 – Citywide Risk Assessment
Work is ongoing as the City Auditor conducts interviews with City Council members and
the City’s Executive Leadership Team. The assessment is scheduled for presentation to
the Policy & Services Committee in November 2024.
•Task 2 – Preparation of the Annual Audit Plan
FY2025 Audit Plan is scheduled for presentation to the Policy & Services Committee in
November 2024.
•Task 3 – Selection of External Financial Auditor and Annual Audit Coordination
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Baker Tilly has coordinated and collaborated with the City’s external audit, MGO, who
are working on the FY2024 Audited Financial Statements providing assistance and
oversight as needed.
•Task 4 – Execute Annual Audit Plan
Presented four audit reports to the Policy & Services Committee
o Public Safety Construction Audit on June 11, 2024 (Report #2405-31071)
o Parking Permit Technology Contracts Management Audit on August 13, 2024
(Report #2405-30832)
o Procurement Process Review Audit on August 13, 2024 (Report #2406-31323)
o Technology Applications Disaster Recovery Preparedness Assessment on
September 10, 2024 (Report # 2406-31334)
•Work is currently underway on seven audits from the FY2024 Audit Plan5
o ADA Compliance Audit (Task Order 4.22)
o Recruitment and Succession Planning Audit (Task Order 4.23)
o Grant Management Audit (Task Order 4.24)
o Emergency Preparedness Audit (Task Order 4.25)
o Utility Billing Audit (Task Order 4.26)
o Payment Card Industry Data Security Standards Audit (Task Order 4.27)
o Dispatch Center Program Assessment (Task Order 4.286)
1 Policy & Services Committee, June 11, 2024; Agenda Item # 4; Staff Report #2405-3107
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52890
2 Policy & Services Committee, August 13, 2024; Agenda Item #3; Staff Report #2405-3083
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52897
3 Policy & Services Committee, August 13, 2024; Agenda Item#1; Staff Report #2406-3132
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=8585
4 Policy & Services Committee, September 10, 2024; Agenda Item #1; Staff Report #2406-3133
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52913
5 Policy & Services Committee, December 12, 2023; Agenda Item #3; Staff Report #2310-2174
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=52531
6 Policy & Services Committee, August 13, 2024; Agenda Item #2; Staff Report #2407-3304
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=52908
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•Task 5 – Periodic Reporting, Hotline Monitoring, and Other Administrative Functions
Two Hotline reports were received during this period and are being followed up on.
Baker Tilly participated in various meetings including City Council, Executive Leadership,
Agenda Planning, and Committee Meetings
•Task 6 – Evaluation and Benchmarking
No activity to report in this quarter
FISCAL/RESOURCE IMPACT
This quarterly report does not have a resource impact.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the audit activities do
not involve any commitment to any specific project which may result in a potentially significant
physical impact on the environment. CEQA Guidelines section 15378(b)(4). Council action on
this item is not a project as defined by CEQA because the audit activities do not involve any
commitment to any specific project which may result in a potentially significant physical impact
on the environment. CEQA Guidelines section 15378(b)(4).
APPROVED BY:
Kate Murdock, City Auditor
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