New Councilmember Onboarding Outline
Section 1. Introduction to the City Organization (20 Minutes) Section 2. Council Specific Information (30 Minutes)
Section 3. Legal Update and Considerations while on Council (50 minutes) Section 4. Council Meeting Protocols (20 Minutes)
Section 5. Policy Role in Land Use Planning (60 Minutes) Section 6. Financial Responsibilities, Budgeting and Performance Measurements (45 Minutes)
Section 7. Community Engagement and Communication (20 Minutes) Section 8. Emergency Preparedness (20 Minutes)
Section 9. Department Topics and Q&A (30 Minutes)
Section 1. Part 1. Introduction to the City Organization (20 Minutes)
1.1. Refreshing overview of the Departmental structure, services and ELT Contacts
1.2. Relationships between City Council and City Staff, Council Appointed Officers (CAOs) and the public
A. Role of the City Councilmember/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
Section 2. Council Specific Information (30 Minutes)
Council‐specific information includes all the items that relate to Councilmembers themselves in their new role.
2.1. Conduct & Expectations
2.2. Overview of Procedures &Protocols Handbook’s and notable norms
2.3. Regulatory Guidelines
2.4. Required trainings
2.5. Council Strategic priorities
2.6. Councilmembers’ roles regarding council subcommittees and service on regional boards, outside agencies and committees
2.7. Travel, Conferences and Training opportunities
2.8. CAO evaluation cycle
2.9. Special Council Events (Reorganization, State of the City, Strategic Planning, etc)
Section 3. Legal Update and Considerations while on Council (50 minutes)
3.1. Basics on City legal structure: Charter City, with a council‐manager form of government. What is an ordinance. What is a resolution. How the City fits within the State and Federal governments.
3.2. Explanation of Council’s primary roles: (a) policymaking/legislative; and (b) quasi‐judicial. A brief introduction to the special obligations of the quasi‐ judicial role.
3.3. Key laws governing Councilmembers’ behavior:
A. Brown Act (including avoiding serial meetings, social media, and maintaining confidentiality of closed sessions)
B. Political Reform Act/conflicts of interest
C. Public Records Act (including personal devices)
3.4. Update on Legal Advice related to 2025 Council Work. Confidential under Attorney/Client Privilege, Private Session to be Scheduled Separately. Legal Update on confidential advice for current issues.
Section 4. Council Meeting Protocols (20 Minutes)
4.1. Logistics: Schedules, seating, attendance, technology, meeting etiquette
4.2. Meeting Prep Best Practices
4.2.4.3. Agenda Structure
4.3.4.4. Rules of Procedure
4.4.4.5. Packet production process and schedules, Staff Report timelines
4.6. How/when to pose questions or add items to an agenda
4.7. Closed session practices
Section 5. Policy Role in Land Use Planning (60 Minutes)
5.1. Review of land use planning terms
5.2. Role of council in land use matters
5.3. Development review/approval process
5.4. Role of planning or zoning commissions/boards
5.5. Schedule of general plan, precise plans, or other policy documents that are coming to the council in the upcoming year
5.6. Housing element; purpose, process, approval and timeline
5.7. Preview of development projects that will appear before the council in the upcoming year
5.8. Economic Development Program
Section 6. Financial Responsibilities, Budgeting and Performance Measurements
Review the basics of the financial structure and condition to help Councilmembers understand their fiduciary responsibilities.
6.1. Fiscal Calendar
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. Community Engagement and Communication (20 Minutes)
7.1. Communications practices with Staff and with the Public, including practices previous Councilmembers have used
7.2. Media relations
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. High‐level briefing
8.2. Council role in the event of a community emergency
8.3. Public Safety organizational structure
Section 9. Department Topics and Q&A (30 Minutes)
9.1. Department‐specific services
9.2. Critical issues and projects for each department
9.3. Department heads and their contact information
Digital Resource Library
1. Local Government Resources
Cal Cities Brown Act Guide
Cal Cities New Mayors & Councilmembers Academy Session Materials (2024) Cal Cities Public Records Act Guide
Cal Cities Rosenberg’s Rules of Order Guide
Institute for Local Government State Ethics Training Requirements for Local Officials: Frequently Asked Questions
Statements of Economic Interest (FPPC Form 700) FAQs & Reference Pamphlet
2. City Administrative Resources
City Charter
City Municipal Code1
City Organizational Chart
City Roster
Records Portal 2
Travel Arrangements and Expense Reimbursement Policy
3. City Council Operations
2024 City Council Priorities 3 & Priority Setting Guidelines 2024 Council Priority Objectives
2025 Meeting Calendar
Boards, Commissions and Committees Handbook
City Council Procedures & Protocols Handbook
Conflict of Interest Resolution
1 Municipal Code: hƩps://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0‐0‐0‐59235 2 Laserfiche Public Portal: hƩps://portal.laserfiche.com/Portal/Welcome.aspx?repo=r‐704298fc 3 City Council PrioriƟes: hƩps://www.cityofpaloalto.org/Departments/City‐Clerk/City‐Council/City‐Council‐PrioriƟes
4. City Financial Resources
FY 2025 Adopted Capital Budget
FY 2025 Adopted Operating Budget
FY 2025 Adopted Municipal Fee Schedule
FY 2025 – FY 2034 Long Range Financial Forecast
FY 2023 Annual Comprehensive Financial Report
Open Budget Web App4
5. Miscellaneous
2030 Comprehensive Plan
2023 – 2031 Housing Element
Infrastructure Plan Projects 5
Open Data Portal 6
Note: URLs are provided for websites; digital copies of other reference materials will be provided
4 Open Budget Web App: hƩps://paloalto.opengov.com/
5 Infrastructure Plan Projects: hƩps://www.infrastructure.cityofpaloalto.org/ 6 Open Data Portal: hƩps://data.cityofpaloalto.org/home