HomeMy WebLinkAboutStaff Report 2604-62242.Special Presentation and Discussion on partnering norms between staff and
Commissioners for maximum effectiveness. CEQA – Not a Project (DISCUSSION: 7:30PM
– 8:15PM) Staff Presentation
Item No. 2 Page 1 of 2
Utilities Advisory Commission
Staff Report
From: Alan Kurotori, Director Utilities
Lead Department: City Manager’s Office
Meeting Date: June 3, 2026
Report #: 2604-6224
TITLE
Special Presentation and Discussion on partnering norms between staff and Commissioners for
maximum effectiveness. CEQA – Not a Project
RECOMMENDATION
Discuss partnering norms between staff and Commissioners for maximum effectiveness.
BACKGROUND
On a citywide basis, the Boards, Commissions, and Committees (BCC) Handbook1 provides
comprehensive guidance for the operation of the City’s BCCs. City departments that provide
staff to BCCs periodically discuss opportunities to enhance effectiveness in providing support to
the work and BCCs, and one recently identified area for exploration is establishment of norms
for interactions between BCCs and staff.
In addition to addressing issues of importance to the Palo Alto community, the City’s Boards
and Commissions provide an important role in staff development as well as potentially in the
development of community volunteers. As such it is important that the City provide all
participants an environment that is welcoming and conducive to professional and personal
development, while also effectively and efficiently conducting the work entrusted to each body.
On an ongoing basis, staff work with individual commissioners on concerns with staff
interactions as they arise. This report and discussion represent an effort to proactively address
issues before they become concerns, for the benefit of all. Staff hope to discuss this topic
citywide, with all BCCs. This was discussed the Human Relations Commission on October 16,
and Parks and Recreation Commission on December 16, 2025.
1 City Boards, Commissions, and Committees Handbook;
https://www.paloalto.gov/files/assets/public/v/4/cityclerk/board-and-commission-handbook.pdf
Item No. 2 Page 2 of 2
ANALYSIS
Recognizing the broad range of topic areas and procedures involved with the City’s advisory
bodies, staff is not recommending that each Commission adopt of a uniform set of norms. At
the same time, in order to provide a starting point for each discussion, staff has developed an
initial draft of topic areas for discussion.
This initial draft is provided in Attachment A. This draft is simply provided as a starting point,
with the expectation that Commissioners may have differing views on the topic areas as well as
additional topic areas to suggest. The points provided should serve as a reference point if/when
issues arise in the future.
Depending on the Commission’s interest level, next steps could vary. This could simply be a
one-time discussion, not requiring any follow-up. Otherwise, it could be included as a topic for
further discussion at a future Commission meeting. Additional follow-up may also be suggested.
In any case, staff appreciate the opportunity to discuss this important issue with the
Commission.
FISCAL/RESOURCE IMPACT
No resource impact is anticipated from this report and associated discussion.
ATTACHMENTS
Attachment A: Partnering Norms for Commission / Staff Effectiveness DRAFT
AUTHOR/TITLE:
Ed Shikada, City Manager
June 3, 2026 www.PaloAlto.gov
PARTNERING NORMS FOR
COMMISSION/STAFF EFFECTIVENESS
Utilities Advisory Commission
Context for Discussion of Norms
2
•The City’s Board, Commissions, and Committees (BCC) Handbook
provides overall guidance on the operations of Commissions
•As Commissions also provide a developmental role, staff have
raised an interest in reviewing opportunities to enhance
effectiveness
•Staff-generated norms reflect a conversation starter, recognizing
each Commission has unique circumstances
• If useful, staff would periodically bring this topic back for
discussion (possibly annually)
June 3, 2026
City Staff Generated Norms
3
1.Commission Scope
2.Clarity on Commission Role
3.Professional and Respectful
Conduct and Communication
4.Time Management
5.Staff Presentations
6.Transparency and Legal
Compliance
7.Feedback on Staff Work
8.Upholding City Values and Public
Trust
June 3, 2026
Ed Shikada, City Manager
ed.shikada@paloalto.gov