HomeMy WebLinkAbout14-23RESOLUTION 14-23
RESOLUTION APPROVING CITY COUNCIL WORK PLAN FOR 2023
WHEREAS, at the beginning of each year the City Council engages in a priority setting session
to create a work plan for the year ahead; and
WHEREAS, staff assembles a proposed work plan taking into consideration projects that
Councilmembers, Committees, and Staff would like to accomplish each year; and
WHEREAS, the Work Plan consists of both mandated projects that are required to be completed
by the County, State, and Federal governments, as well as other highly desired projects; and
WHEREAS, on January 25, 2023 staff presented a proposed work plan for 2023; and
WHEREAS, through deliberation the City Council and staff amended the work plan to
accommodate the views of the Council and the bandwidth of staff.
NOW THEREFORE, the City Council of the Town of Los Altos Hills hereby approves of the
attached Council Work Plan for 2023.
The above and foregoing Resolution was passed and adopted by the City Council of the Town of
Los Altos Hills at a regular meeting held on 16th of February 2023 by the following vote:
AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
eborah L. Padovan, City Clerk
By
Linda G. Swan, Mayor
Resolution 14-23
Page I
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2023 Priority Setting Session
Final Report
Introduction
The City Council of Los Altos Hills conducts an Annual Priority Setting to provide direction to staff
on priorities for the coming year and beyond, and to hear from the public on their interests and
concerns related to priorities for the Town and its residents. The Priority Setting process ensures that
Council, Committees and staff are all aligned on where time and resources should be focused. The
2023 Priority Setting Session was held on January 25 in the Council Chamber, with Mayor Swan
presiding over the public meeting.
City Manager Peter Pirnejad and members of the executive team were also present at the meeting,
which was facilitated by Dan Rich and Nelson Fialho from the Renne Public Management Group
(RPMG). Ultimately, a work plan with 47 projects and 92 milestones, including two projects added
at the session, was endorsed by the Council and is attached as Exhibit A to this report. Details about
the session follow.
Background
Planning for the session began long before January 25. The effort started in early September with the
help of Frank Benest, ICMA Executive Leader, who worked with staff to build a process to collect
and consider all the priorities from the various stakeholders. This effort was followed by the City
Manager meeting with the Planning Commission and all the City's standing committees to discuss the
process and ask them to develop a list of desired priority projects for 2023. Subsequently, Dan Rich
held one-on-one meetings with each member of the Council to discuss their priorities for the year.
Staff went through an organized process to determine the proposed priorities for the year, including
two half day work sessions. In doing so, they considered mandates and carryover items from 2022,
as well as new items identified by Council, committees and staff. From all those data points, staff
developed a proposed work plan.
1
Resolution 14-23 Page 3
On January 11, the City Council held a special meeting to hear from the Planning Commission and
standing committees on their 2022 accomplishments and proposed 2023 priorities. Then at the
January 25th session, staff presented a work plan with 47 recommended projects, categorized in the
following four Value areas (same as in 2022):
• Maintain Quality of Life and Community Character
• Promote Public Safety
• Increase Effective Service Delivery and Governance
• Protect and Maintain Infrastructure
The recommended work plan incorporated 23 of the 36 items proposed by standing committees (and
four others can be worked on without staff time or funding from the Town). The presentation also
included 21 "Parking Lot" items — projects that were desired but there were not sufficient resources
to undertake.
Agenda
The agenda for the priority setting session was as follows:
■ Introductory Comments
■ Agenda Review and Context
■ Recommended 2023 Work Plan and How
Developed
■ BREAK
■ Council Questions and Initial Discussion
■ PUBLIC COMMENT
■ Identify Possible Changes to the Work Plan
■ LUNCII
Discussion of Critical Items NOT on the Work
Plan
■ PUBLIC COMMENT
■ Discuss and Vote on Changes to the 2023 Priorities
■ Staff Huddle to review added majority vote items and
resource implications
■ Recap and Next Steps
2
Resolution 14-23
Page 4
Ground Rules
After introductory comments by the City Manager, Dan Rich reviewed the agenda and reintroduced
the following ground rules which were used in 2022 and endorsed by the Council for this year as well:
■ Listen with intention
• Be constructive when providing feedback or asking questions
■ Seek consensus
■ Recognize common interests
■ All voices matter
■ Respect differences
■ Recognize this discussion is about high-level activities in the community, not the day-to-day
operations that take the majority of staff time and attention
• Enjoy the day and the conversation
Foundational Principles
Last year, staff created and presented the following foundational principles to the Council and public.
They were designed to acknowledge the importance of prioritizing, ensure clarity of roles, and to focus
staff work with the Council's priorities. The Council supported these again for 2023. They include:
■ If everything is a priority, nothing is a priority
■ At the department level, most of the day-to-day operations take up 85-90% of organizational
capacity
■ Upcoming budget allocations need to be aligned with the Council's Priority Policies and the
related key projects
■ The City Council is accountable for providing strategic direction and policy guidance,
approving budget and staffing resources, and not adding new priorities without eliminating
other priorities
■ Top management is accountable for committing to a few in -progress and new projects for
each of the Council's Priority Policies, recommending resources needed, identifying
reasonable timelines, achieving key milestones, and recommending adjustment along the way.
This is achieved by the Council directing the City Manager on the priorities to advance a
consensus of the Council. The City Manager then works with staff to accomplish Council
priorities.
Following endorsement of the Foundational Principles, Nelson Fialho briefly discussed some of the
trends being seen across the local government landscape, such as adjusting to the Covid/post Covid
world, dealing with financial and infrastructure strains, and recruitment and retention issues. The
context of this overview was to provide an awareness and understanding of the City's ongoing
challenges within the greater landscape of new and emerging issues impacting all local government in
2023. Additionally, these new and emerging policy issues could impact City's ability to implement the
work plan in a timely manner.
3
Resolution 14-23 Page 5
Review of the 2023 Work Plan
The City Manager provided a recap of the 2022 Council priorities and achievements and then went
through a detailed presentation of the proposed 2023 work plan, walking through the recommended
items, the parking lot, and the committee projects. The City Manager also reviewed the committee
goals. The City Manager noted that 43% of the projects on the work plan came from the committees
and that 75% of what they prioritized was included in the proposed 2023 work plan.
During the discussion of this section, it was acknowledged that two of the Emergency Preparedness
and Response Committee's items (Develop a public speaker series on Emergency Preparedness topics
and Assist LAH neighborhood groups with emergency preparedness) could start on their own without
staff support. It was also noted that one of the History Committee items, that wasn't listed was
understood to be included in the "New Community Events" item.
Staff also clarified that they would add "Water Heaters" to the conversion of the Town Gas Powered
HVAC System to Heat Pumps.
Council Dialogue and Public Comments
After initial questions and discussion of the proposed work plan, public comments were solicited.
The consultants then facilitated a mull -step process for the Council to consider possible additions to
the work plan, including a review of the "parking lot" and committee items not proposed to be worked
on.
The following nine items were identified and discussed by
Council, with another opportunity for public input before the
Council went through a "dot" voting exercise:
• Reach Code
• Pathways
• Fence Ordinance
• Green Sheets
• Sewer Rates
• ADU Incentives
• Broadband
• Legacy Giving
• Gas Shut Off Valves
• Emergency Preparedness Outreach
Resolution 14-23
It was noted that if the Council majority
directed staff, the Town could promote
voluntary installation of gas shut off valves
through public information. In response to a
public comment, it was suggested that the
Town write a letter to the League of
California Cities to express concerns with the
erosion of local control and their efforts to
Protect it.
Page 6
Changes made to the 2023 Work Plan
Council votes led to two items receiving majority support for addition to the work plan. Had
Councilmember Tankha been able to attend, it might have impacted the list of items getting majority
support. She was given an opportunity to share her views at the February 16 Council meeting before
final adoption of the work plan.
Following the January 25'h Goal Setting meeting, City Manager Pirnejad met Councilmember Tankha
and it was determined that she would prefer to have a study session on the goals described as "Green
Sheets" and "Legacy Giving." She agreed with the other priorities but felt she needed more
information prior to advancing any additional projects. She agreed to agendize these in future Council
meetings through "Council Initiated Items" process.
Staff huddled after the Council voting to assess what tradeoffs would need to be made to incorporate
the items Council wished to add, looking at the workload, and what was a mandate, for the staff
cted by the new items. Atter staff discussion, the following changes were recommended:
• Reach Code. —
o Conduct outreach
o Draft an ordinance
o Recruit for a Building Official to enable enforcement
• Pathways —
o Initiate a study to develop a multi-year plan for building out the entire pathway
network
o Begin construction on the next phase (3-3.6 miles)
• Adobe Creek improvements was removed from the Sewer CIP project that will remain.
• Addressing Fire Code in Town for Development (ANIMR) — it was noted that residents can
still go directly to the Fire consultant, Shane Lawederdale, for consultation on their own if
they choose.
Exhibit A includes the updated 2023 Work Plan with these changes.
Staff will begin worldrig on the plan and will seek budgetary funding for specific projects on the plan
during the 2023/24 Budget Process. The staff will also update the City Council on the status of each
project within the plan at the regularly scheduled City Council meeting in approximately 6 months. It
was also noted that there is a process for new items to be added during the year, through Council -
initiated items, and if there was support for something new, staff would come back to Council with
the implications of the addition. The Council priority setting session concluded at approximately 3:00
after a recap and discussion of next steps by the City Manager.
M
Resolution 14-23 Page 7
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