City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: January 16, 2024
Report #:2312-2398
TITLE
Approval of Recommendations on Process for 2024 Council Priority Setting Retreat as Recommended by Policy & Services Committee (CEQA Status – Not a Project)
RECOMMENDATION
Policy Services Committee and Staff recommends that the Council approve the recommended process for the Council 2024 priority setting retreat.
BACKGROUND
In October 2012, the City Council approved the Priority Setting Guidelines1 and outlined the role of the Policy and Services Committee in this activity. The Guidelines state:
If needed, 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.
This report outlines the recommended process at a general level. The current Council Priorities are:
•Economic Recovery and Transition
•Climate Change and the Natural Environment: Protection and Adaptation •Housing for Social and Economic Balance
•Community Health and Safety
1 City Council Meeting October 2012: https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2012/mini-packet-3156.pdf
ANALYSIS
At its December 12, 20232 meeting, the Policy and Services Committee (P&S) reviewed the 2023 Council Priorities and proposed 2024 priority setting process for reviewing and selecting Council priorities. In response to Council comments at its previous retreat regarding retreat format and length of Priorities, staff presented three options for consideration: 1. Follow the traditional process of selecting priorities; 2. Explore a strategic planning process; or 3. Add a strategic element to the traditional process of selecting priorities. The P&S Committee selected Option 3.
In the recommended Option 3, staff continues to solicit from the community, the priorities that Council should focus on for the coming year. However, this option allows the Council to enable a deeper discussion of the strategies required to advance each priority area. The retreat would use the current four Priorities as a baseline, poll the Council for edits or additions, and discuss key strategic questions that can help ensure that the City is appropriately organized and focused to advance the priorities, such as:
1. How does the Council envision its engagement in advancing each Priority area? If involving ad hoc committees, are there specific goals to be assigned to each committee?
2. What are the key community engagement needs to support and enhance the City’s progress toward these goals?
3. What resources (staff and Council time, financial, partner, other) are needed to achieve Council’s vision for each priority?
The P&S Committee supported the recommended option and requested that the Council be provided with the above questions in advance of the retreat to prepare for thoughtful discussion.
Further, the P&S Committee discussed extending the priorities and strategies to a two-year cycle with progress indicators, which would allow more time to achieve Council goals. If the Council focuses on a two-year strategy during the retreat, then appropriate edits to the Council’s Procedures and Protocols Handbook would be recommended in February 2024.
The Council Objectives would also be part of the retreat process, with 2023 highlights of the 72 projects presented during the retreat. The proposed 2024 Objectives discussion will be presented at a subsequent meeting once the Priorities and strategies are confirmed based on the retreat discussion. Committee workplans could be considered at this time as well.
The City Council 2024 priority setting retreat is scheduled for Monday, January 29, 2024, location to be finalized.
FISCAL/RESOURCE IMPACT
The Council’s annual priority setting process is included within the City’s annual work program. 2 Policy & Services Committee, December 12, 2023, Item #2, 2024 City Council Priority Setting Process Discussion and Recommendations, https://portal.laserfiche.com/Portal/DocView.aspx?id=69276&repo=r- 704298fc&searchid=9f04319a-66b9-4540-8d13-de0f40b38b1c
STAKEHOLDER ENGAGEMENT
The Policy and Services Committee discussed the 2024 priority setting retreat process at its December 12, 2023, meeting, there was no public comment pertaining to the process.
Councilmembers were solicited feedback on desired priorities in advance of the December P&S conversation for consideration by the Committee. Further community engagement and feedback on Council Priorities, solicited through the City’s portal ( https://www.cityofpaloalto.org/News- Articles/City-Manager/What-Would-You-Like-to-See-the-City-Council-Prioritize-in-2024), will be summarized in the January 29, 2024, retreat report to Council.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the process for the Council Priority Setting retreat is a continuing administrative or maintenance activity. CEQA Guidelines section 15378 (b)(2).
ATTACHMENTS
None
APPROVED BY:
Ed Shikada, City Manager
Lead Staff: Lupita Alamos, Assistant to the City Manager