City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: December 1, 2025
Report #:2511-5395
TITLE
Policy & Services Committee Recommendation to Adopt Updates to the Advocacy Process Manual; CEQA Status - Not a Project
RECOMMENDATION
The Policy & Services Committee recommends the City Council adopt updates to the Advocacy Process Manual as discussed at the October 29, 2025 Policy & Services Committee meeting.
BACKGROUND
The City’s legislative program is guided by the Council-approved Legislative Guidelines 1, the Advocacy Process Manual, and prior Council direction to strategically weigh in on legislative issues.2 The City Council last updated the Advocacy Process Manual in 2020 and in 2021, gave its direction regarding strategically weighing in.
At its April 8, 2025 meeting, the Policy & Services Committee expressed an interest in updating the City’s Advocacy Process Manual. The City Council subsequently referred to the Committee a review of the Manual and directed the Committee to forward any recommended changes to the full City Council for final consideration and adoption.
ANALYSIS
The Policy & Services Committee recommended the following changes to the manual at its October 29, 2025 meeting:3
1 City of Palo Alto’s 2025 Federal and State Legislative Guidelines:
https://www.paloalto.gov/files/assets/public/v/1/city-manager/legislation/2025-legislative-guidelines.pdf 2 June 22, 2021 City Council Action Minutes
https://portal.laserfiche.com/Portal/DocView.aspx?id=2574&repo=r-704298fc 3 October 29, 2025 Policy & Services Committee Action Minutes https://portal.laserfiche.com/Portal/Browse.aspx?id=135434&repo=r-704298fc
Update #2 in the Purpose section to read: “Ensure potentially impactful state and federal legislation is identified, analyzed, tracked, and possibly, the subject of City advocacy.” Update the Legislative Guidelines section to align with current practice Incorporate the “strategic weighing in” language
Add language in the Role of the City Council section regarding coordinating with the City Manager’s Office when advocating on behalf of the City
Incorporate role of the City Clerk’s Office
Clarify language in City Advisory Commissions and Committees section regarding speaking in personal capacity vs. speaking on behalf of the City Specify that when the City Council votes to take a position on a bill, the advocacy letters should note if/when the vote is not unanimous
Specify that draft advocacy letters will be shared with the Mayor and Chair of the Policy & Services Committee for review and input
Set the threshold to at least two Councilmembers for City bill sponsorship consideration If the general ideal timeline for City-sponsored state legislation is not followed, the reason why will be shared with the City Council
Edits to the Manual are noted in redline in Attachment A. Staff also made minor formatting adjustments.
FISCAL/RESOURCE IMPACT
None
STAKEHOLDER ENGAGEMENT
Staff from the City Manager’s and City Clerk’s Offices and the City’s legislative advocates collaborated on this item in addition to the feedback from the Policy and Services Committee.
ENVIRONMENTAL REVIEW
The proposed Council action is not a project under the California Environmental Quality Act (CEQA), as it involves organizational and administrative activities. (CEQA Guidelines, Section 15378(b)(2)).
ATTACHMENTS
Attachment A: Advocacy Process Manual - Redline
APPROVED BY:
Mahealani Ah Yun, City Clerk
Ed Shikada, City Manager