EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: December 6, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: James Colin, City Clerk
Bo-Kyoung Kim, Financial Services Manager
SUBJECT: City Council’s Proposed Schedule for 2023
Recommendation
By motion:
1. Accept the staff report on the City Council’s proposed meeting schedule for 2023;
2. Deliberate on the City Council’s proposed schedule for 2023;
3. Adopt the 2023 City Council meeting schedule; and
4. Adopt the 2023-24 Budget Calendar.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 5: Improve Communication and Enhance Community Engagement Background
The City Council will consider the adoption of a schedule for City Council meetings for the calendar year of 2023. Council is being asked to review the schedule on Attachment 1 and to consider the adoption of the proposed schedule. Council may also be able to propose any desired changes.
The City Council will also consider the adoption of 2023-24 Budget schedule per City Ordinance Title 3, Chapter 3.08 “Budget Planning and Fiscal Procedures” providing rules and procedures for preparing and administering annual City budgets. Each annual period, the Council adopts an operating budget and typically updates the ten-year Capital Improvement Plan.
Regular Meetings
Regular meetings are held the first and third Tuesday’s of the month with the following exceptions:
• First Tuesday in January (3) – Due to the proximity of this meeting to the holiday break, City staff recommends cancellation of this meeting. • August Meetings (1 & 15) – August is the traditional recess for City Council and staff recommends we follow this tradition.
In December, the third Tuesday of the month is very close to the Christmas Holiday and staff is recommending a slight change to the Regular Schedule to provide staff and the City Council with additional time to enjoy the holidays. Therefore, staff recommends the second regular City Council meeting in December be held on Thursday, December 14, 2023 at 6:30 p.m..
Special Study Sessions
Special Study Sessions were designed so that Council can have ample to discuss specific topics that deal with future development, infrastructure, and City finances amongst other items.
In 2022, the City Council reserved six dates for Study Sessions and therefore was able to advance several key City initiatives.
As a result, staff is recommending that the City Council again schedule six dates for study sessions/Special Meetings, and one meeting for the City Council Reorganization, those dates being:
• January 23 @ 6:00 p.m.
• March 30 @ 6:00 p.m.
• April 25 @ 6:00 p.m.
• July 25 @ 6:00 p.m.
• September 26 @ 6:00 p.m.
• November 14 @ 6:00 p.m.
• December 12 @ 6:00 p.m. (Council Reorganization)
Special Budget Meetings
Similarly, to special Study Sessions, Budget Meetings are designed specifically so that City Council has ample time to review the City’s budget, which needs to be adopted by the June 20, 2023, Regular City Council meeting. Scheduling two meetings solely for the budget allows the City to adopt a budget before the end of the fiscal year. The special budget meetings are set for:
• Thursday, May 25 @ 6:00 p.m.
• Thursday, June 1 @ 6:00 p.m.
Furthermore, the publication dates of the Notice of public hearing are tentatively determined according to Ordinance 3.08.070 for the interested persons to be given an opportunity to be heard.
Strategic Planning Retreat
The Strategic Planning Retreat is a half-day event that in the past, was held on a Saturday in February. This year the Strategic Planning Retreat is proposed to be scheduled on Saturday, January 21, 2023 from 9:00 a.m. to 1:00 p.m.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo County Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
A. Proposed 2023 City Council Calendar
B. Proposed 2023-24 Budget Calendar