Agenda packet — Atherton City Council, January 10, 2024

AGENDA PACKET
Town of Atherton
City Council
JANUARY 10, 2024
SPECIAL MEETING – STUDY SESSION
4:00 PM
Council Chambers
80 Fair Oaks Lane
Atherton, CA 94027
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This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action.

SPECIAL MEETING
REMOTE PARTICIPATION:

TELECONFERENCE NOTICE Pursuant to Government Code Section 54953, Subdivision (b), the following City Council meeting includes teleconference participation by the Mayor Diana HawkinsManuelian
5334 Comanche
Zepherhills, FL 33542
ROLL CALL – Holland, DeGolia, Widmer, Vice Mayor Lewis, Mayor HawkinsManuelian PUBLIC COMMENT – Public Comments can be emailed directly to [email protected]
As a Special Meeting, Public Comment is limited to items that are on the Agenda. Speakers’ time is limited to three minutes. Speakers may also speak when the item comes up on the Agenda during the meeting.

ACTION ITEMS

1. DISCUSSION OF THE CENTER FOR AGEFRIENDLY EXCELLENCE FOCUS GROUP AND TASK FORCE RECCOMENDATIONS AND CONSIDERATION OF AARP APPLICATION PROCESS.

Report: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
Recommendation: It is recommended that the Council review and discuss the Center for AgeFriendly Excellence Standing Committee and Task Force recommendations and provide direction regarding the AARP application process.

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As a Special Meeting, Public Comment is limited to items that are on the Agenda. Speakers’ time is limited to three minutes. Speakers may also speak when the item comes up on the Agenda during the meeting.

ACTION ITEMS

1. DISCUSSION OF THE CENTER FOR AGEFRIENDLY EXCELLENCE FOCUS GROUP AND TASK FORCE RECCOMENDATIONS AND CONSIDERATION OF AARP APPLICATION PROCESS.

Description: This will be a Council discussion and review of the Standing Committee and Task Force recommendations and consideration of applying for certification as an agefriendly city.

STUDY SESSION

2. PROVIDE DIRECTION TO STAFF REGARDING EVENT MANAGEMENT SERVICES AT HOLBROOKPALMER PARK
Report: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
Recommendation: It is recommended that the Council provide direction to staff regarding the the provision of event management services at HolbrookPalmer Park.

Description: This item will be a Council discussion to provide direction to staff regarding the event management services at HolbrookPalmer Park.

COUNCIL REPORTS/COMMENTS

ADJOURN
PLEASE NOTE THE FOLLOWING INFORMATION:

If you challenge a Town zoning, planning, or any other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the Town at, or prior to, the public hearing. Judicial review of any Town administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period.

Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection by 5:00 p.m. the Friday before each regularly scheduled City Council meeting.

Pursuant to the Americans with Disabilities Act, if you need special assistance in this meeting, please contact the City Clerk’s Office at (650) 7520500. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (29 CRF

35.104 ADA Title II)
Public Comments:

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35.104 ADA Title II)
Public Comments:

The Town of Atherton Council and Committee or Commission meetings are a limited public forum, and all public comment must relate to something that is within the subject matter jurisdiction of the Council or Committees. If comments do not relate to the subject matter jurisdiction of the Council or Committee, we will stop the comment and a warning may be provided. If the comment continues to be outside of the subject matter jurisdiction the speaker will be stopped, and we will move on to the next speaker. Speakers found in violation of this rule of procedure may be removed from the meeting.

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Item No. 1
Town of Atherton
CITY COUNCIL STAFF REPORT – ACTION ITEM
TO: HONORABLE MAYOR AND CITY COUNCIL

GEORGE RODERICKS, CITY MANAGER
FROM: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
DATE: JANUARY 10, 2024
SUBJECT: DISCUSSION OF THE CENTER FOR AGE-FRIENDLY

EXCELLENCE FOCUS GROUP AND TASK FORCE

RECCOMENDATIONS AND CONSIDERATION OF AARP
APPLICATION PROCESS.

RECOMMENDATION
It is recommended that the Council review and discuss the Center for Age-Friendly Excellence Standing Committee and Task Force recommendations and provide direction regarding the AARP application process.

BACKGROUND | ANALYSIS
The City Council received a staff report on November 15, 2023, included as Attachment 1. The Standing Committee Members and Task Force Members requested an additional meeting to continue to discuss the focus group results, recommendations to the Council for projects or initiatives, and recommendations to the Council regarding the application to AARP/WHO.

On January 5 the Standing Committee held a meeting to continue the discussion. The Task Force and Standing Committee compiled the following list of recommended projects and/or initiatives for Council consideration:
• Develop a non-Brown Act senior committee that is resident-led, and Town affiliated. This committee would be responsible for providing guidance and volunteer support for senior programs and initiatives. They would prepare an annual report to be presented to the City Council
• Develop an annual senior resource fair to be hosted at Town Center • Consider a senior / adult focused recreation area to be incorporated at Holbrook-Palmer Park near or around the existing playground
• Enhanced communication activities and efforts to engage senior residents. This may include increased information distributed through local media outlets, increased in-person

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Center for Age-Friendly Excellence
JANUARY 10, 2024

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events for senior activities and programs, and the inclusion of a re-occurring senior-focused section in the Athertonian.
• Resource and information center related to senior needs to be displayed at the Atherton library
• Enhanced emergency services activities geared toward senior residents. This may include developing a list of senior residents who are homebound or in need of wellness checks during emergencies. Continue to promote resident use of alert services from the Town and San Mateo County alert systems. Include information on Town channels to promote options for power resources and cooling centers during emergencies/outages • Develop a webpage exclusively for senior specific information and resources o Examples of information to be included: Transportation resources for seniors, San Mateo County Resources - Help At Home (Click Here)
The Standing Committee and Task Force discussed the advantages and disadvantages of moving forward with an AARP/WHO application. Both the Standing Committee and Task Force expressed immense gratitude to the Center for Age-Friendly (CAFE) team including Deputy Director Cynthia Nakayama for their support and guidance throughout the process. The Task Force recommended the Council not apply for certification to become an age-friendly city by completing an AARP application. The Task Force recommended that the City Council draft a letter of support endorsing the efforts and work product produced by CAFE to be presented to San Mateo County Board of Directors and County Manager’s Office.

FISCAL IMPACT
There is no fiscal impact as a result of this report, however if the City Council opts to move forward with specific projects/initiatives and/or AARP/WHO application there may be costs related to contracting with an outside consultant to develop the Action Plan and costs to implement programs or initiatives.

GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area E – Strengthen Community Engagement and Transparency • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned

POLICY FOCUS
As part of normal operations, the Town’s programs and services are naturally inclusive of a diverse community. However, given that the Town does not have the staffing to conduct social service programs on its own, the Town relies on outside agencies and partner organizations for specific programs and services that are directed at specific segments of the community. The Council’s policy focus should be on providing direction to staff for specific programs/initiatives that the Town should undertake directly, indirectly, and/or whether or not the Town should complete the AARP/WHO application to be recognized as an age-friendly community.

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Center for Age-Friendly Excellence
JANUARY 10, 2024

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PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.

COMMISSION/COMMITTEE FEEDBACK/REFERRAL
Center for Age-Friendly Excellence Standing Committee

ATTACHMENTS

1. November 15, 2023 City Council Staff Report – Center for Age-Friendly Excellence

2. April 19, 2023 Center for Age-Friendly Excellence PPT

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Item No. 13
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL

GEORGE RODERICKS, CITY MANAGER
FROM: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
DATE: NOVEMBER 15, 2023
SUBJECT: DISCUSSION OF THE CENTER FOR AGE-FRIENDLY

EXCELLENCE FOCUS GROUP AND TASK FORCE RESULTS
AND CONSIDERATION OF AARP APPLICATION PROCESS.

RECOMMENDATION
It is recommended that the Council review and discuss the Center for Age-Friendly Excellence Standing Committee recommendations, focus group results and provide direction regarding the AARP application process.

BACKGROUND
San Mateo County arranged for the Center for Age-Friendly Excellence (CAFE) to work with select cities in the County providing technical assistance through December 2023. City Council ratified the Age-Friendly Standing Committee at the June 21, 2023, meeting committing to forming a local Age-Friendly Task Force to assist in building collaborative partnerships within the County by sharing resources and coordinating activities. Vice Mayor Hawkins-Manuelian and Councilmember Lewis were assigned as the liaisons.

The Standing Committee, Town staff and CAFE, Deputy Director Cynthia Nakayama developed outreach material to begin to recruit for resident volunteers to participate in one-time focus groups and a fixed term task force that would assist the Standing Committee in analyzing and prioritizing focus group results and recommendations.

The goal of the project was to identify the unmet needs of older adults and recommend programs or initiatives that can be implemented to assist older people in the Town. The focus groups were designed to help uncover the needs of the 55 + community and solicit resident input on potential solutions. A component of the Task Force and focus groups identified the evolving needs that develop for sub-groups within the older adult population. As an example, someone who is aged 55 – 64 will have different needs from an older adult that is 80+.

ATTACHMENT 1

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CAFE Report
NOVEMBER 15, 2023

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Town Obligations
The Town is under no obligation to take any further action once certified through the World Health Organization (WHO) and AARP the United States affiliate of WHO. If Council move forward with an application to AARP. The commitment made at the June Council meeting was to convene the standing committee and should the Council opt not to move forward with an application to become a certified age-friendly city recognized by the World Health Organization (WHO) the Council has full authority to consider any recommendations of the standing committee and task force independent of an age-friendly application.

ANALYSIS
The Standing Committee and Task Force members reviewed the results from the focus groups held that were made up exclusively of residents of the Town’s 55+ community. Atherton Police Department staff and Menlo Park Fire Protection District staff provided commentary identifying needs related to health & safety and emergency preparedness. The focus group results identified 7 major categories within the WHO/AARP eight domains of livability. The focus group comments and outcomes were grouped within these categories. Below is a list of the categories identified and standing committee and task force proposed programs or initiatives that aimed at addressing varying unmet needs. For a complete review of the focus group summary refer to Attachment 1.

Transportation & Mobility
Potential Initiatives / Projects:
▪ Communicate to residents existing services for transportation, such as Ride PVI – www.1pvi.org. The service is available for medical and pharmacy appointments, grocery shopping, senior center visits, and religious centers.

Social Participation & Inclusion, Community Connectivity Potential Initiatives / Projects:
▪ Foster physical spaces where people can naturally gather. ▪ Potential collaboration with the library or local schools to provide programs to assist with online access/resources for seniors, including those with visual impairments and training workshops or programs.
▪ The Town has upgraded its current website to ensure that it is Web Content Accessibility Guidelines (WCAG) compliant. This compliance applies to visual, auditory, speech, cognitive, language, and other disabilities.

General Communication & Information
Potential Initiatives / Projects:
▪ Incorporating localized communication channels such as the local newspapers to a greater degree.
▪ Develop a reoccurring section within the quarterly Athertonian newsletter to share news, information, and resources specifically for older adults. ▪ Develop resource center display at the Atherton Library ATTACHMENT 1

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CAFE Report
NOVEMBER 15, 2023

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o Peninsula Volunteers, Inc (Little House, Rosener House, Meals of Wheels, Ride PVI) | Sequioa Healthcare District – Sequoia Strong: Adults 50+ www.seqhd.org/sequoiastrong-adults-50 (Health Services, Community Support, Fitness & Sport, Social Engagement, and Independent Living)
▪ Develop a quarterly or bi-annual Senior day hosted at Town center to engage residents and connect them with service providers and programs specifically meeting their needs. ▪ Staff has enhanced our use of physical message boards located at Town Center and will increase that presence.

Housing
Current / Ongoing Projects:
▪ The 6th Cycle Housing Element Update process is underway and will include analysis and assessments across varying income levels and within the Housing Needs Data Report includes a section dedicated to assessing the needs of seniors. The Housing Element Update is a working document that is undergoing a variety of revisions. ▪ The Town has prepared a variety of resources related to Accessory Dwelling Units (ADU)and will be revising Town Ordinances related to these structures in late 2023. The Planning and Building Departments have FAQ’s available to discuss the process of planning and building ADU’s.

Infrastructure & Facilities
Current / Ongoing Projects:

There are several capital projects in the works related to pedestrian and bicycle safety including:
▪ Selby Lane Bicycle Lane Improvement Project Bike Lane ▪ Traffic Safety Improvement Project & Maintenance (street striping and signage installation)
▪ El Camino Real Complete Streets Gap Project
▪ Class III Pavement Markings
▪ Watkins Avenue Pedestrian Improvements/ Middlefield
Community Support | Health Services
Potential Initiatives / Projects:
▪ The Atheron Task Force discussed developing bi-annual or quarterly resource workshops hosted at Town Center. This would be a staff lead initiative inviting local service providers to educate the 55 + community and address needs across several categories including enhanced and alternative communication activities, increase in community gatherings, and education related to senior rights. Designing re-occurring events will address the unmet needs that address community-building.
▪ Focus Group results and assessments indicated that partnering with neighboring agencies to collaborate on existing services could aid in addressing needs beyond the Towns resources.
▪ The Task Force concurred with the 55+ community desire for health and wellness access that includes physical activity. The activity could be in individual or group settings furthering the community-building component and enhancing quality of life goals. Task ATTACHMENT 1

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CAFE Report
NOVEMBER 15, 2023

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Force members proposed exercise equipment specifically for seniors at Holbrook-Palmer Park.
▪ Task Force members suggested a resident led committee focused entirely on addressing unmet needs of the 55+ community and identifying the varying needs that exist within each sub age category, ages 55-64, 65-74, 75-79, and 80+.

Emergency Preparedness & Safety
Current / Ongoing Projects:
▪ ADAPT has begun the process of connecting with community members via parties / gatherings and will continue those efforts in the Summer of 2024. ADAPT has been active in connecting with residents during regular meetings and have polled participants on their interest in home checks in case of emergency. That information will be maintained at the assembly points for ADAPT members to conduct those home checks during emergencies.

Potential Initiatives / Projects:
▪ The Atherton Police Department prepares monthly reports related to criminal activity, calls for service, response times for low, medium and high priority calls and other police related activities. APD reports on home/vacation checks, Holbrook-Palmer Park patrols, and School incidents.
▪ MPFPD and APD have discussed collaborative initiatives to gather access to resident homes quickly, such as getting gate codes or access to lock boxes. ▪ The Police Department hosts community meetings to inform and educate residents on things related to car and home protection. The latest meeting took place on November 2, 2023. These community forums are also prime opportunities to educate and inform residents and best practices related to theft deterred measures, cyber-crime awareness, and collaborative conversations with A.D.A.P.T. related to emergency preparedness activities and efforts.
▪ To address the preparedness of older adults in an emergency distributing 72-hour emergency
Next Steps
The Council may consider directing staff to move forward with the WHO/AARP application for inclusion in the WHO Network of Age-friendly Cities or receive the report and recommendations for future discussions related to possible projects and initiatives without applying for certification.

If the Council opts to move forward with the application, the letter of intent prepared in May 2023 will be provided as supportive documentation. By establishing the Age-Friendly Community Task Force the Town committed to:
• Conducting a baseline community assessment on the needs of older adults, which was completed with the focus group results.
• Establish a three-year action plan to address the identified needs, which may be considered for completion following an application; and
• Develop tools to measure the progress of the action plan, which may be considered by the standing committee, task force and staff
ATTACHMENT 1

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CAFE Report
NOVEMBER 15, 2023

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With the submission of the application, the Town will be committing to providing annual progress reports to AARP regarding implementation of the Action Plan. The Town will have the option to contract with an outside consultant to support staff in the efforts to develop an Action Plan or work to develop the plan in-house.

FISCAL IMPACT
There is no fiscal impact as a result of this report, however if the Town moves forward with the AARP application there may be costs related to contracting with an outside consultant to develop the Action Plan and costs to implement any significant programs.

POLICY FOCUS
The creation of the age-friendly standing committee is part of developing a diverse and inclusive community. The information collected can contribute to a variety of priority projects for the Town within each of the Town’s service areas.

COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has been reviewed in part by the Age-Friendly Standing Committee

ATTACHMENTS

1. Focus Group Results

2. Standing Committee Recommendations
ATTACHMENT 1

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1 CAFE: The Center for Age-Friendly Excellence
Advancing Livable Communities for all Generations
Summary and Collated Notes
Focus Groups with Older Adult Residents (55+)
Standing Committee and Task Force
Regarding Unmet Needs of Atherton Older Adult Residents Dates of Zoom Focus Group Discussions: August 21 and 23, September 13, 2023 Total # In-Person Focus Group and 1:1 participants: 27 (17F / 10 M) CAFE Staff Facilitator: Cynthia Nakayama
Video- and Audio-recorded using Altis.io (rough draft summary) Report reviewed and finalized by Pauline DeLange Martinez, Senior Research Associate, CAFE Background
The goal of this project is to identify the unmet needs of older adults and recommend programs that may be implemented to assist older people in the Town of Atherton, California. Older adults often are overlooked during city planning and government programming. We intend to both understand their needs, and to design programs that will enable them to flourish. This will change and evolve depending on their age. For example someone who is age 55 or 65 will have different needs from an older adult who is 85 and older. The Town of Atherton will need to consider these differences at some point. We already know that older adults have different needs and limitations regarding housing, transportation, and the use of outside spaces and buildings. We know they may have different or more need for social interaction and respect. We don’t know how to best reach them, communicate with them, or promote their civic participation. We don’t know what additional community support, information, classes, programs or health services the Town should provide, and are looking to produce insights that will guide our decision making. We’re ultimately looking for ideas for how we might support our older adult residents through governmental programs or community projects.

ATTACHMENT 1

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2 Transportation & Mobility: Unmet Needs
Public Transportation
There is a clear need for a dedicated transportation service tailored to the unique needs of older adults, particularly for those who cannot drive and are not able to afford or access on-demand transportation using technology. Transportation is essential to access healthcare, shopping, social activities, and more.

Currently, Atherton residents rarely use mass transit. They may not be able to use technology such as Uber and have no family to drive them. People who live alone may be particularly isolated.

As people get older, there is a greater mistrust of strangers so there is a need for a trusted service they can call. There is Uber for kids (transportation to school) so parents are confident that it’s a safe driver; we need something similar for older adults.

Finally, there’s a need to communicate information regarding available accessible transportation for those who do not drive. Currently, there is no publicizing of transportation services although we probably have almost all the services we need.

Mobility, Walkability
Participants emphasized a need for sidewalks or protected walking lanes on the main thoroughfares in Atherton. The community has grown substantially, there are many bikers, and it does not feel safe.

Here are some participant quotes regarding traffic safety and walkability:
“It’s a death trap. I’m waiting for accidents to happen there; the sides of the road are very uneven for walking, biking, or stroller. You’re in the middle of the road.” “There are no sidewalks – this may be a need now.”
“Many walk in the middle of the street; one older person uses her walker and walks 5 miles per day. Sometimes she walks close to the middle (of the road).” “Although the walking paths in the park have been widened and people in wheelchairs can also use them, safe walking paths are needed in town.” Safer traffic conditions are necessary to ensure that older adults can comfortably navigate their town, whether it be on foot, by bicycle, or vehicle. Currently, participants noted many drivers go over the speed limit, do not use turn signals, or make complete stops. One participant shared, “I notice that younger people have a tendency to drive faster which increases the risk for walkers and bikers.” In addition, shrubbery and tree overgrowth obscures traffic signs in multiple locations. One participant shared, “I have had many near misses either riding my bike, walking the dog, or even in my car. Need these to be trimmed.”
Some especially unsafe roads are Walsh Road, Fair Oaks, and Park Drive. On Park Drive, the construction and large trucks make it difficult to maneuver.

Finally, participants expressed concern about kids on e-bikes who ride through the stop signs. “They don’t understand the danger.”
ATTACHMENT 1

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3 Transportation & Mobility: Potential Solutions
Public Transportation
It was suggested that an assessment be made to understand how many residents in Atherton can no longer drive and/or have unmet transit needs. These residents could possibly be identified through A.D.A.P.T. (Atherton Disaster and Preparedness Team) program efforts.

There needs to be better promotion of existing transportation options, including those offered by nearby cities that Atherton residents can benefit from. For example, Avenidas Door-to-Door provides transportation services to Atherton, Menlo Park’s shuttle offered through their Parks and Recreation, the Marguerite bus system, Redi-Wheels (SamTrans), and a Palo Alto transportation for seniors that takes them from point A to point B for $1.

To meet remaining needs, Atherson could offer our own dedicated senior-specific transportation service. Shared rides could be used where both people have the same destination. This could be offered in collaboration with nearby cities. For example, currently, Sam Trans is doing a pilot program – a specialty door-to-door service at a reasonable price with 3 cities (E. Palo Alto, City of Palo Alto, and one other). It would be great to see if this can be expanded to Atherton.

One final idea was to offer tech training for older adults to use Uber and Lyft.

Mobility, Walkability
The safety challenges around Fair Oaks are currently being addressed. Public Works has developed a project plan and funding has been approved. They will be adding school speed bumps, beautifying the intersection, and adding a walking trail at the corner.

Suggestions to improve mobility and walkability included: encouraging residents to report safety concerns to the Police Department; requiring trucks to make noises signifying their approach (similar to an ice cream truck or lunch truck); potentially adding sidewalks; and/or encouraging residents to walk in areas outside of Atherton, for example, organizing an intergenerational walk-a-thon event to get people out of the house and moving.

Social Participation: Unmet Needs
Participants expressed a significant need for more inclusive and regular community activities that cater to all age groups. Building a sense of community is important. As one participant said, “We need a way to get to know neighbors so we/they can count on them if there’s a problem or emergency.” Participants also noted that isolated older residents, especially those who cannot drive, may need extra community support.

Several contributors to social isolation were identified, including changing area dynamics, large distances between homes, empty homes (“ghost residents”), and working adults and families being too busy. Participants shared, “It is tough to meet people here and develop close relationships or create a neighborhood due to the dynamic we have here,” and, “(We should) look at how to change the cycle, structure, and challenge of meeting other people in this town so that the upcoming cohort does not have the same experience as us.”
It was noted that Atherton does not have a Parks and Rec department, which helps to organize social events in other cities. Additionally, Atherton lacks an official downtown and a Senior Center.

While there is a library, it was noted that many of their activities are geared towards children and youth.

ATTACHMENT 1

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4 Also, participants felt that community-wide events seem to be more catered towards families than older adults, such as Atherton’s National Night Out.

Social Participation: Potential Solutions
Participants brought up a variety of ideas to increase social participation among older Atherton residents. First, social connections can be fostered through physical places. Participants suggested to find ways to make the Town Center area feel more like a ‘downtown’ by offering activities and events that get residents to gather there. (One participant noted that Mademoiselle Collette will be opening a shop in front of the library soon and their intent is to somewhat replicate a downtown.) Other ideas were to install an outdoor chessboard or Bocce ball courts.

A variety of programs and events could be offered and advertised to older residents. They could be held at the Town Center, new library, Heritage Room, Holbrook Palmer Park facilities, Old House, Atherton Arts Foundation for art classes, or a variety of outdoor spaces. For example, we could offer:
• Yoga, stretching classes, exercise classes, dancing
• Tae Kwon Do
• Bingo
• Bridge groups (mentioned several times) or lessons
• Mahjong
• Photography classes
• Book reviews/ Book clubs at Library
• Educational classes on environmental and potential emergency issues (wildfires, emergency preparedness). Classes could highlight ways to volunteer or support relief efforts. • Speaker series (similar to Menlo Park) - topics include culture, travel, safety ▪ Movies or organize a film festival and invite renowned directors /speakers • Small local environmental program
• Music-related events or Concerts
• Monthly food truck event
• Small tours to a historical or other museums, or to hear speakers at places like Cantor Arts Several participants mentioned interest in Computer classes/clinics. A weekly ‘tech support’ day could be offered where residents could bring their devices to receive help. This could be offered at the Old Heritage Council Room. An IT support person could be funded a few hours per week. This also provides the opportunity for a social network and new friendships to form since people will talk together about their technology challenges.

Other participants mentioned tech support resources are in-the-works or already exist. Friends of the Library is planning to launch an initiative to provide tech help for older people, using excess funds from the Atherton library. AnewVista.org (or anvcs.org) is another tech program offered through Sacred Heart (Eric Gee is the instructor). This program is open to older adults; you can participate online or in person. Perhaps these could be better advertised.

The Town could consider organizing intergenerational activities and events. One participant shared, “The older I get, the more I enjoy being around younger people.” The library was noted as a great place to connect generations and Friends of the Library was noted as a resource to organize intergenerational programs.

One participant suggested cooking- and food-related events be organized. As residents age, they may have transitioned from cooking for a family, to only cooking for themselves. There is a need to ATTACHMENT 1

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5 ensure meals are still nutritious and easily made. Eating is also a social activity – and older residents may enjoy cooking and eating together.

Another idea was to organize a local Farmer’s Market, for example, at the Town Center or Holbrook Palmer Park.

One person suggested we get the Atherton Dames back together. They were a great group that sponsored Easter and Christmas events and contributed a lot to all ages of the community.

We could partner with Palo Alto Medical Foundation to organize educational classes or a resource fair. They do outreach to seniors and provide classes and may know of topics of interest. They may also be interested in sponsoring an event and have a table with their logo.

Menlo Park has a pancake breakfast through the Fire Department – it is a community event; we can do the same, with pancakes, Belgium waffles or crepes; since we have the same Fire department, we can ask them.

Approximately seven to eight existing Town committees and groups have within their charter some activity that would help in social connection. These groups could help brainstorm opportunities to increase engagement among older residents. Many of these committees already include older members. A separate senior-focused committee could also be formed. They could help plan and manage a calendar of events and programs geared towards older residents.

To get a better understanding of what types of social engagement opportunities are of greatest interest to older Atherton residents, a survey could be collected.

We could also learn from what other communities are doing. For example, we could sit in on one or more meetings to hear ideas from the Los Altos and Los Altos Hills senior committee. The two cities formed a combined senior committee where they each share ideas on what their city’s/town’s older adult residents are doing. We could also look at small towns that are similar to ours, such as Hillsborough, to see what they offer to engage older residents.

Existing social opportunities should be better promoted. For example, A.D.A.P.T. meetings were noted as a good way to get to know neighbors. Also, morning Tai Chi is offered at the Town Center.

When advertising programs and events, promotion should be accessible for those with low vision or limited internet access. Ensure that programs and events are accessible and attractive to older residents, not just young families. As noted, currently, many community events feel as though they are more geared towards youth or young families. The Town could market events with photos and language that is more inclusive of older residents. To ensure events are accessible for all ages and abilities, there should be accessible parking, restrooms, shade, and seating.

Social opportunities from neighboring cities could also be better advertised to Atherton residents. For example, Menlo Park provides community programs and services that are used by Athertonians; their activities guide comes out quarterly and is mailed and available at the library.

Finally, for residents who are particularly isolated, it was noted that the A.D.A.P.T. team visits residents door-to-door. They check on people and describe services; this is a form of social connection.

The Scouts/ Boy Scouts can also visit older residents or provide volunteer assistance to those who need it. (Lee Kenna was noted as a key contact.) Scouts get merit badges for serving seniors. Scouts may be able to walk door to door for A.D.A.P.T. to gather data on isolated adults and also learn who needs help.

If someone arrives in a Scout uniform, a person is more likely to open their door. Finally, participants felt that High School students could be engaged in supporting isolated older residents.

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6 Communication and Information: Unmet Needs
There is a need to improve and enhance communication methods to keep older Atherton residents informed about community events, resources, and services. Communications could highlight information about social activities, how to sign up for emergency alerts and local crime alerts (e.g., through San Mateo County or the Newsflash), key community contacts (e.g., who to contact if a tree goes down in your neighborhood, non-emergency policy number), healthcare resources, trusted and vetted resources for home maintenance and repairs / handymen, and resources related to technology and appliances. We could also communicate information about programs, activities, and resources from local communities such as Menlo Park and Redwood City.

It was recognized that communication channels exist, such as the Athertonian, Atherton Living, and the library. Additionally, the Town currently distributes quarterly newsletters to every resident mailbox, which is a valuable communication piece, though there is a desire to receive more regular communication about ongoing programs, activities, and events. Participants shared that there is no obvious focal point for communication; the town used to have bulletin boards in the neighborhoods that were helpful.

One participant described feeling overwhelmed with receiving too much communication via email and mail; they said it was challenging to prioritize and differentiate what’s important and worth their while.

Another barrier to accessing information is limited technology skills among some older residents. Some may need education and training on how to use their electronic devices.

One participant mentioned that he was becoming increasingly visually impaired and that he knew others who were the same. He expressed the need for ways to communicate to the visually and hearing impaired.

Finally, a challenge related to communication is scams and fraud. It is important that residents know who/what they can trust for information. At the same time, we can offer education on how to prevent scams, e.g., offer training and a document (to be posted on/near your front door) on steps to take if for example, someone comes to your door or calls and you don’t know what to do. Participants felt that most people won’t remember what to do unless they have an actual list of steps to take; they can keep copies on/near their door, phone, etc.

Communication and Information: Potential Solutions
Participants brought up a variety of existing communication resources in Atherton that could be better promoted. For example, we could increase resident awareness that they can enroll in Atherton online - a weekly email blast from the City Manager’s office that provides new and recurring topics, meetings, etc. (contact Anthony Suber with your email address to receive these).

Existing, local communication channels could incorporate a regular section geared towards older residents. For example, the Athertonian could highlight articles of interest to older residents and advertise trusted resources and services.

For residents with accessibility needs, we should communicate that the Town website and Atherton’s Agenda Management System are both ADA compliant. The information on the website can be accessed using a screen reader and it will read everything to you. There are free versions available.

Another resource that should be better advertised is the Simplicity app. Residents need to set up an account to receive information in the categories you select, and specific to your area (Atherton, ATTACHMENT 1

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7 San Mateo County). It is one-way communication so there is no noise. One participant learned of the focus group this way and is happy with the app. Simplicity goes out and scrapes information from the town’s website; for example, a news flash about the burglaries that happened, or about an upcoming meeting.

Participants expressed the importance of communicating in a wide variety of ways and then let people know how we will continue to communicate. This can be achieved through traditional methods such as mailing, distributing flyers door to door (A.D.A.P.T. leaves handouts in residents’ mailboxes), large-print newsletters, or phone-based notifications about town events and activities.

Communication can also be shared electronically, for example, through a shared electronic or downloadable calendar, local alert systems, and a website or online platform that lists activities and events in and around Atherton. Participants liked the idea of an accessible living calendar that people can just tap into at any time, and it is continually evolving; we would just need to publicize the calendar itself. However, it’s important to keep in mind that some older adults are not comfortable navigating online apps and email. To bridge this need, we should offer technology classes that can help older adults stay connected, informed, and engaged with the community. Attendees could have questions answered such as, “How do we share events via our e-calendars,” “How do I get this email to work,” or, “How do I get rid of my landline?”
For any printed or digital communication geared towards older adults, an idea was to create/ use a logo designated specifically for ‘senior support’ so that older adult residents are more likely to pay attention to it as information they can use. This could address the challenge of ‘too much information’ and help older residents prioritize what is targeted specifically to them.

Another idea would be to communicate key information at an event, for example, a senior health fair, or a farmers’ market in Atherton; a booth could offer information geared towards older residents. We could also organize a booth at the Menlo Park farmers market to communicate about activities in Atherton.

San Mateo County created a Community Information Handbook about resources that our older adult residents might find helpful. This could be distributed to Atherton residents, e.g., via mail, dropping them off door-to-door, or distributing them at local events.

Finally, it is important to conduct extra outreach to older adult residents that are isolated. (A.D.A.P.T. is working on this.) In addition to communicating information, we may need to offer transportation to programs and events. A surprisingly large number of Atherton residents are housebound, living alone, and their family members only visit once or twice a week. Meals on Wheels is a resource that can be tapped into for this information.

Housing: Unmet Needs
The Atherton Housing Element provide a comprehensive overview of unmet needs and potential solutions related to local housing. We should ensure the Housing Element includes a focus on older residents, including availability of affordable and accessible housing, and support for residents to maintain their homes.

Participants noted community resistance to building more dense housing options. However, offering a variety of housing options can cater to those with different incomes and accessibility needs.

For example, a senior housing complex could include universal design elements and be located in ATTACHMENT 1

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8 walking distance to healthcare, groceries, social activities, and services. ADUs were noted as a resource to allow family members or caregivers to live nearby older residents.

Some participants described meeting with Habitat for Humanity as they may be building housing in Atherton that is not older adult focused but 20% low income. Part of the conversation included discussing housing needs related to older adults.

Besides building new housing, there’s a need to help residents maintain and renovate their existing homes as they age. Participants expressed a need to communicate information about trusted, vetted, and affordable contractors and handymen.

Housing: Potential Solutions
The Town could provide leadership at a planning and policy level by reviewing the current Housing Element to ensure the needs of older adults are addressed and included.

Older adult residents could benefit from information about reliable services for home repair, maintenance, and other practical needs. Resources should be broadly shared (via communication strategies listed in the previous section), for example, Ace Hardware has tech people you can hire to do things in your home, and the Scouts offers minor home assistance (Scout hotline).

Participants also suggested offering a conference or educational session about accessory dwelling units (ADUs), or an issue of the Athertonian dedicated to ADUs along with resources and information. ADU builders could provide education about various ADU designs. Potential use cases could be presented, for example, various family scenarios, or the option to move out of the large home into the ADU, then rent the larger home to gain an income.

Respect and Social Inclusion: Unmet Needs
Atherton has a high percentage of older adults, at 24%, and overall, participants feel that older residents are respected. As described in the ‘social participation’ section, participants were interested in more intergenerational and age-inclusive programs, activities, and events. Bridging generations builds a sense of community and provides benefits to all.

Participants expressed concerns about safety. In particular, scams and fraud are a huge and growing issue. Neglect (including self-neglect) and isolation are challenges that are often invisible as they occur inside the home. Again, participants noted a high volume of Meals on Wheels clients in Atherton. Also, participants expressed concerns about recent robberies and fear of walking alone – whether it be daytime or nighttime. Older residents with mobility challenges may be particularly vulnerable to physical abuse or assault.

Respect and Social Inclusion: Potential Solutions
(see also Social Participation and Community Support and Health Services) Older adults would benefit from activities that offer intergenerational interaction and accessible transportation. Also, it’s important to offer activities that are not age specific but rather age inclusive.

Menlo Park’s community events were highlighted as a model, e.g., ‘Tour de Menlo.’ Several other potential solutions are described under the ‘Social Participation’ and ‘Transportation’ sections.

For those who need mobility assistance or are isolated, there is a need to provide education on how to maintain safety in a variety of environments. Elder rights education necessary and important for ATTACHMENT 1

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9 all of us; for information and to avoid potential situations of elder abuse. A final idea in this section was to use Newsflash to alert residents on the latest scam that has occurred nearby.

Outdoor Spaces and Buildings: Unmet Needs
Holbrook Palmer Park was described as a 22-acre jewel. Anyone can go and walk, use the facilities, or attend dog training activities. However, some participants felt that public spaces like Holbrook Palmer Park need better maintenance and upgrades to facilitate community gatherings.

Specifically, the bathrooms and water fountains were described as ‘unusable,’ and need maintenance.

One participant also suggested increasing the landscaping around new venues such as the Town Center and Library. Finally, the lack of sidewalks in Atherton also suggests a potential need for infrastructure improvements for older adults, particularly those with mobility issues.

Outdoor Spaces and Buildings: Potential Solutions
Repair and upgrade of Holbrook Palmer Park is currently underway and will make it more welcoming, clean, and accessible. Now that the community center is done, the strategic plan is to focus on the park over the next few years and will include playground equipment, new bathrooms, and wayfinding signs.

Civic Participation and Employment: Unmet Needs
Participants felt there are plenty of volunteer opportunities for older adults in Atherton including 7 – 8 committees that are predominantly made up of older residents. New committees are often initiated by older adults when they see a need.

Civic Participation and Employment: Potential Solutions Existing volunteer opportunities could be better advertised to older residents. Also, residents should be encouraged to start their own age-related volunteer initiatives. They could receive mentorship/ camaraderie via an ‘Initiative Lab’ or ‘Entrepreneurial Lab.’ Participants shared, “There are a lot of great ideas in this town and there is definitely an opportunity to develop an age-related initiative at the end of this project.” “If you call it a lab, people will get the idea that it doesn’t need to be perfect.” Community Support/ Health Services: Unmet Needs
Participants noted that the term ‘older adult’ covers a range of abilities, ages, and needs. Some older adults are higher functioning, and their needs may range from a desire for more social engagement and/or support to maintain their own home, while less mobile older adults may need greater support with things like transportation.

One participant said, “There’s an endless list of tasks older adults can feel overwhelmed by.” Maybe they need:
• Home evaluation for safety: e.g. grab bars in the shower or a security system in their home • Caregiver services or help getting the Medicare services they’re entitled to • Landscaping services e.g. help cutting their lawn or getting their gutters cleaned • Assistance to clean things up or throw things out
• Meals on Wheels services
• Resources on who can help them; they have the money available to hire someone • Information on where they can move if they want to move ATTACHMENT 1

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10 Community Support and Health Services: Potential Solutions The ‘hidden’ seniors (homebound) might benefit from outreach; personal visits from people who can determine if they’re eating well, having regular wellness checks, and getting the help they need with home repairs and home safety assessment, or maybe even medical care and assistance. We’re a small town that can identify the very elderly and possibly arrange visits with these people, maybe on a recurring basis to ensure their safety and even provide some companionship on an ongoing basis. Maybe the town can help these residents, or maybe the residents of Atherton would be happy to contribute their time and money to assist their neighbors with some minor repairs.

The Fire Department was highlighted as a resource with ‘lift assist’ for adults who fall, if a caregiver needs emergency support, or if smoke alarms need replacing.

Emergency Preparedness: Unmet Needs
More resources and education on emergency preparedness could enhance the safety, security, and resilience of older adults during emergencies. There’s a need for more education on what to do in an emergency, particularly for those who do not have family close by to support them. Where do they go for help with the internet, or for power, if their phone is dead? One participant said, “If there is an emergency, I need to know what to do if I’m here alone, or if my husband’s traveling.” Public safety is top priority in this town. However, with extreme climate events and electricity power outages, we need to ensure there’s a system of support. Some older residents may be reliant on power for life sustaining equipment. Others are reliant on electricity for communication.

Potential Solutions: Emergency Preparedness
A.D.A.P.T. offers many critical services related to emergency preparedness and response, but many are not aware of what they offer. One project could be to better advertise their services and also recruit more volunteers to participate. A.D.A.P.T. is recruiting more volunteers to help to knock on doors in neighborhoods. At some point would be nice to be able to ask, as was done in the past, “Do you know how to turn off your gas? Let me show you.”
A.D.A.P.T. is currently launching a new initiative to identify isolated seniors. A database is being developed to include their names, how to contact them, what to do, and what steps to be followed.

They are doing an outreach into neighborhoods and having parties in each of the areas. This way people meet each other, and also sign up at tables; if you are physically able to help others, you can sign up.

You can also sign up if you are an older person and will need help in an emergency - you can request a home check. These will be held at assembly points in each neighborhood and information will be shared with the Area Coordinator in charge.

We could periodically offer classes on how to prepare for electrical outages, including the cost and types of generators, or option to run in a natural gas line. The Town Center is a key resource in Town during power outages, as they have a generator. Another resource for emergency preparedness is the Police Department non-emergency line.

ATTACHMENT 1

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Atherton CAFE Outcomes

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Town of Atherton
Center for Age-Friendly Excellence Standing Committee
Standing Committee & Task Force Recommendations
Focus Group Summary:

The following list is representative of the summary of major categories discussed during the Town of Atherton Task Force and Standing Committee related to the Center for Age-Friendly Excellence (CAFE) focus groups facilitated by Cynthia Nakayama, Deputy Director Center for Age-Friendly Excellence. The goal of the project was to identify the unmet needs of older adults within the Town and recommend programs or initiatives to assist them.

Major Topic Areas Included:

Below is a list of the major categories uncovered in the focus groups. Within each of these is a brief explanation of what the focus group discussed and reasonable projects or initiatives the Task Force identified for reccomendation to the City Council.

Transportation & Mobility
Results identified that transportation services for Seniors / Older Adults unable to drive themselves was a desire. These services enable elderly residents to attend community events, activities, and access essential services. Task Force Members identified a variety of existing ridesharing and community transportation services that are available for residents. The Town can consider including this information on a Town webpage designated for Senior / Older Adult and partner with the Atherton Library to install an information area for Senior / Older Adults. The Task Force also suggested that Town staff could consider hosting bi-annual or quarterly in-person information sessions hosted at Town Center with resources, programs, and service-providers related to Senior / Older Adults.

Potential Initiatives / Projects:
▪ Communicate to residents existing services for transportation, such as Ride PVI – www.1pvi.org. The service is available for medical and pharmacy appointments, grocery shopping, senior center visits, and religious centers.

Social Participation & Inclusion, Community Connectivity There is a need to develop programming and activities that cater to the interests and abilities for Senior / Older adults. In addition, developing programs and activities that are intergenerational is a desire to broaden the sense of community engagement. Additional outcomes from the focus groups suggested there is a need for technological assistance and resources as well as increased opportunities to meet and connect in person.

ATTACHMENT 1

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Atherton CAFE Outcomes

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Potential Initiatives / Projects:
▪ Foster physical spaces where people can naturally gather. ▪ Potential collaboration with the library or local schools to provide programs to assist with online access/resources for seniors, including those with visual impairments and training workshops or programs.
▪ The Town has upgraded its current website to ensure that it is Web Content Accessibility Guidelines (WCAG) compliant. This compliance applies to visual, auditory, speech, cognitive, language, and other disabilities.

General Communication & Information [Lead by the Town]
The Task Force noted that current communication methods used by the Town may miss a portion of Senior / Older Adult population that don’t utilize the current channels used by the Town. The Task Force expressed a need to incorporate communication methods that will accommodate intergeneration groups is essential.

Potential Initiatives / Projects:
▪ Incorporating localized communication channels such as the local newspapers to a greater degree.
▪ Develop a reoccurring section within the quarterly Athertonian newsletter to share news, information, and resources specifically for older adults. ▪ Develop resource center display at the Atherton Library ▪ Peninsula Volunteers, Inc (Little House, Rosener House, Meals of Wheels, Ride PVI) | Sequioa Healthcare District – Sequoia Strong: Adults 50+ www.seqhd.org/sequoiastrong-adults-50 (Health Services, Community Support, Fitness & Sport, Social Engagement, and Independent Living)
▪ Develop a quarterly or bi-annual Senior day hosted at Town center to engage residents and connect them with service providers and programs specifically meeting their needs. ▪ Staff has enhanced our use of physical message boards located at Town Center and will increase that presence.

Housing
Focus Group participants noted a community resistance to building more dense housing options.

Participants acknowledged that alternative housing options would allow for more accessibility and noted that the ongoing Housing Element Update process should include a focus on older residents, including availability of affordable and accessible housing, and support for residents to maintain their homes.

Current / Ongoing Projects:
▪ The 6th Cycle Housing Element Update process is underway and will include analysis and assessments across varying income levels and within the Housing Needs Data Report ATTACHMENT 1

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Atherton CAFE Outcomes

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includes a section dedicated to assessing the needs of seniors. The Housing Element Update is a working document that is undergoing a variety of revisions. ▪ The Town has prepared a variety of resources related to Accessory Dwelling Units (ADU)and will be revising Town Ordinances related to these structures in late 2023. The Planning and Building Departments have FAQ’s available to discuss the process of planning and building ADU’s.
▪ Infrastructure & Facilities
Outcomes of the focus group indicated a desire for improvements to social gathering locations including facilities at Holbrook-Palmer Park. There was commentary on a desire to see improvements for bicyclists and pedestrians. This would include sidewalk infrastructure, walking and biking pathways that are essential for senior/older adults to safely navigate through Town.

Potential Initiatives / Projects:

There are several capital projects in the works related to pedestrian and bicycle safety including; ▪ Selby Lane Bicycle Lane Improvement Project Bike Lane ▪ Traffic Safety Improvement Project & Maintenance (street striping and signage installation)
▪ El Camino Real Complete Streets Gap Project
▪ Class III Pavement Markings
▪ Watkins Avenue Pedestrian Improvements/ Middlefield
Community Support | Health Services
Focus groups identified unmet needs related to technical resources and training needs. These needs align with general information related to support programs available for the 55+ community. Focus groups results indicated a general concern for resources related to health and wellness.

Potential Initiatives / Projects:
▪ The Atheron Task Force discussed developing bi-annual or quarterly resource workshops hosted at Town Center. This would be a staff lead initiative invited local service providers to educate the 55 + community and address needs across several categories including enhanced and alternative communication activities, increase in community gatherings, and education related to senior rights. Designing re-occurring events will address the unmet needs that address community-building.
▪ Focus Group results and assessments indicated that partnering with neighboring agencies to collaborate on existing services could aid in addressing needs beyond the Towns resources.
▪ The Task Force concurred with the 55+ community desire for health and wellness access that includes physical activity. The activity could be in individual or group settings furthering the community-building component and enhancing quality of life goals. Task Force members proposed exercise equipment specifically for seniors at Holbrook-Palmer Park.

ATTACHMENT 1

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Atherton CAFE Outcomes

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▪ Task Force members suggested a resident led committee focused entirely on addressing unmet needs of the 55+ community and identifying the varying needs that exist within each sub age category, ages 55-64, 65-74, 75-79, and 80+.

Emergency Preparedness & Safety
Outcomes of the focus group addressed concerns over burglaries within Town. Atheron Police Department (APD) personnel expressed concern for the physical safety and preparedness of the 55 + community and their susceptibility to being targets for cyber-crimes. The Menlo Park Fire Protection District (MPFPD) provided commentary noting first responders have three primary concerns facing Atherton residents. The first is gaining access to Atherton properties timely without causing damage to doors, windows etc. The next two concerns were for residents having available social support services and the proper support in the event of an emergency or natural disaster.

Current / Ongoing Projects:
▪ ADAPT has begun the process of connecting with community members via parties / gatherings and will continue those efforts in the Summer of 2024. ADAPT has been active in connecting with residents during regular meetings and have polled participants on their interest in home checks in case of emergency. That information will be maintained at the assembly points for ADAPT members to conduct those home checks during emergencies.

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From: john haven
To: Council
Subject: Atherton Council Meeting 11/15 - Re: Playground Date: Wednesday, November 15, 2023 1:20:25 PM
[The e-mail below is from an external source. Please do not open attachments or click links from an unknown or suspicious origin.]
Good Afternoon,
My name is John Haven. I have been involved in the fitness industry for over 35 years. I've been training residents of Atherton full time since 1997. I currently work with over a dozen seniors that live in your town. They, as well as myself, can attest to the benefits of regular exercise. All told, I've trained hundreds of people of all ages and all walks of life. So, basically, I've seen that everyone's life is better with activity.

If you look at any region in the world, the people that live the longest, healthiest and happiest lives are the people that stay active mentally, physically and socially. That's the common denominator. I see it first hand on a daily basis. Now, not everyone can afford my services, so the more free options available, the better. One such group is seniors. They may not have the space or motivation at home. Also, unfortunately, people become more isolated as they age.

I'm excited to hear about the plans for a new playground. This dedicated space can easily serve both populations (old and young). This is a great opportunity to get more people outside and involved in the community. Thus, improving the quality of life for the greatest number.

Thanks for your time.

Kind regards,
John
ATTACHMENT 1

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From: Kenneth Frederick
To: Council
Subject: Comments on & Recommendations in Ref, to Item 13 on the 11/15/23 Town Council Agenda Date: Wednesday, November 15, 2023 4:52:35 PM
[The e-mail below is from an external source. Please do not open attachments or click links from an unknown or suspicious origin.]
Atherton Town Council: (Please note that I’m sending this via e-maIL to all of you because my return flight to SFO has been delayed & I may miss tonights’s meeting)
This note is in reference to your discussion tonight on Item 13: Discussion of the Center for Age-Friendly Excellence Focus Groups and Task Force.

This is my personal expression of what I believe to be the consensus of the Senior Residents that are involved in, or know of the process. Although I have been an active member of the Town’s Senior Task Force, I really can only assert that these are my personal views because the Task Force never drafted and voted on their “official” recommendations. If there is any confusion, suggest that the Task Force should meet again to create and approve their “official” recommendations.

In my numerous conversations in the Task Force, with Focus Group members and with many “Atherton Residents at Large”, I have found overwhelming support and appreciation for the leadership provided by the Town Council and the process run by CFAFE. Without such forward thinking, the Town may not have understood that the large group of Seniors in Atherton have somewhat unique needs that may not be met currently. Those needs are both different from the younger generations & also differ greatly within the Senior population. We all owe the Town Council our gratitude for launching this effort and CFAFE for running this initial process.

That said, my recommendations are:

ATTACHMENT 1

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1) Establish a new Senior Committee that will operate similar to the current “Tree Committee .
- The Committee would be independent from the Town but
work in partnership with the Town on Senior-Focused projects. - This allows the Senior resident volunteers to follow-up on the initial, but tentative findings, and move quickly to better document and quantify the true issues and needs of Seniors in Atherton
- The first task is may be to gather, document and distribute the wide range of information & support agencies that are already locally to our Seniors
Note: The independent committee will continue to understand the true needs in Atherton and refine the potential solutions; It will be a continuing process
2) Thank CFAFE (& the County for funding this effort) for their incredible support & direction in helping us to understand the situation - However, do not continue any effort to gain an “Official Designation” of Atherton as a AARP & WHO “Designated Age Friendly City” - Any effort to do so will will divert much needed Town funds and Staff time
- The Town & the new committee will be best at determining next steps - Perhaps, more importantly, every Senior that I have talked to strongly felt that they did not want any demographic or other town data shared with outside agencies such as AARP and WHO
- They saw no value is such a designation nor having outside agencies have our town’s details
- Further, IF at a later date the independent Senior committee sees great value in such a designation, we could always apply later 3) Cooperate with the Library:
- Establishing a “Senior Information” area within the library could be a quick & low cost/effort to test the interests of our Seniors - A small cubical, or another area that highlights the many programs and resources available in our community could be a very good way to begin a dialog with our Seniors
4) Consider a “Senior Focused Balance/Exercise/Strength” area in the ATTACHMENT 1

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concept phase of the new Playground in Holbrook Palmer Park - There is a growing awareness of the tremendous physical and mental health benefit of Seniors maintaining balance and strength as they age - Many newer municipal playgrounds have designated areas or seniors to maintain balance and strength
- They need not be large areas, but are filled with “age-appropiate” equipment
- Note that a key advantage that many municiplalites have seen is the growing relationships that are created when residents “Exercise & Play” together
- The recommendation is that the Park & Rec committee consider the needs of seniors and other groups of residents in a new Playground as well as those of our children
In summary:

1. Thanks again for the Council’s leadership in identifying the need and starting the process

2. An independent volunteer committee of Senior residents is the best way to move forward
If further clarification is appropriate I suggest that we have a follow-up Task Force meeting.

Best, Ken
Kenneth C. Frederick
ATTACHMENT 1

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Age-Friendly
San Mateo Cities and
County

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Center for Age-Friendly Excellence
Advancing, vibrant, healthy, inclusive
communities for all, and…
…“Tap the potential that older people
represent for humanity” - WHO

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Age-Friendly Network founded in 2005 and
today there are over 1400 cities worldwide
Cities of Brisbane, East Palo Alto, and Atherton
are next!
Eleven cities in SMC are now certified.

Center for Age-Friendly Excellence

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Center for Age-Friendly Excellence
What does it mean to be age-friendly?
“ Membership … reflects cities’ commitment to listen to the needs of their ageing population, assess and monitor their age-friendliness and work collaboratively with older people and across sectors to create agefriendly physical and social environments.

Membership is also a commitment to share experience, achievements and lessons learnt with other cities and communities.”
~ World Health Organization

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10,000 US adults turn 65 daily and this will
continue until 2029-2030
By 2050, at least 22% of the world’s humans
will be older persons and most will live
within cities
Center for Age-Friendly Excellence

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• Outdoor spaces and buildings
• Transportation
• Housing
• Social participation
• Respect and social inclusion
• Civic participation and employment
• Communication and information
• Community support/health service
Eight Domains of Livability:

Center for Age-Friendly Excellence

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 Housing Element, alternate
- Senior Housing
 Capital Projects
- ECR/Selby Intersection Improvement Alternatives
 Neighborhood Traffic Management
 Bike Pedestrian Master Plan
- Middlefield Bicycle Lane Improvement
 Community Resources
- Crime Prevention, Emergency and Evaluation
Town of Atherton
Center for Age-Friendly Excellence

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AF Process Model in San Mateo County
✔ County-wide core team
✔ Organize age-friendly taskforces in each city
✔ Community involvement and assessment
▪ Focus groups
▪ Existing quantitative data surveys
▪ Develop project ideas to meet needs
✔ Mayor signs Letter of Support
✔ Submit application to AARP
Center for Age-Friendly Excellence

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A simple five year commitment:
✔ Planning and AARP Application Submission (During Year 1) ✔ Action Plan (2 Years after certified)
✔ Implementation (Years 1-5)
✔ Evaluation (End of Year 5)
✔ Continual Improvement
Network membership
Cities who are age friendly certified commit to a cycle of continually assessing/improving their age-friendliness
Center for Age-Friendly Excellence

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An Age-friendly city generates:
✔ Economic Benefits
✔ Social Capital
✔ Infrastructure Innovations
✔ Healthy Communities
Leadership, vision and courage in San Mateo
County is exceptional. Excellent partners!
Center for Age-Friendly Excellence

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Age-Friendly Summit
April 17th at 1:30 pm in Half Moon Bay

Opportunities to:
✔ Network and meet others
✔ Share successes and challenges
✔ Learn from each other
✔ Collaborate
Center for Age-Friendly Excellence

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We respectfully request the support of the City:
✔ Publicize the age-friendly efforts
✔ Recommend members for the focus groups
(diverse/inclusive in ethnicity/thought/culture)
✔ Once CAFE has completed our process, your city’s
and community’s support and leadership is needed to
move forward.

Can you commit to supporting this?
Center for Age-Friendly Excellence

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An Age-friendly city is an inclusive and accessible
urban/rural environment that promotes active
aging
CAFE’s (cfafe.org) mission is to advance
transformational change to create vibrant,
sustainable, supportive and inclusive communities
for all generations
Thank you for joining us in creating community!
Center for Age-Friendly Excellence

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Thank you
Center for Age-Friendly Excellence

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Item No. 2
Town of Atherton
CITY COUNCIL STAFF REPORT – STUDY SESSION
TO: HONORABLE MAYOR AND CITY COUNCIL

GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: JANUARY 10, 2024
SUBJECT: PROVIDE DIRECTION TO STAFF REGARDING EVENT

MANAGEMENT SERVICES AT HOLBROOK-PALMER PARK

RECOMMENDATION
It is recommended that the Council provide direction to staff regarding the provision of event management services at Holbrook-Palmer Park.

BACKGROUND
Catered Too, Inc. had been providing event management services for the Town since September 2021. The services contract was for an initial term of three (3) years, with a 30-day termination clause. Catered Too’s compensation was based on revenue generated through catering services associated with events at the park. On November 1, 2023, Catered Too advised the Town that they would stop providing event management services starting December 31, 2013. They stated in their letter that since COVID-19, they have not seen the volume of business at the park needed for profitability.

Prior to the contract with Catered Too, Catering by Dana (CBD) had successfully provided event management services for the Town from 2014 until September 2020, when they closed permanently. CBD’s compensation was based on a percentage of facility rental fees associated with events at the park.

Following receipt of Catered Too’s notice, staff attempted to retain Catered Too by suggesting alternative compensation options including sharing of rental revenues (similar to CBD’s contract) a percentage of revenue or extending the termination date by paying for staff time. Catered Too advised that with limited rentals, a share of facility fees would not generate enough revenue for support and that they could provide up to 3 months of support at a cost of $6,000 per month for up to three months but that they had other priorities for the staff that were managing park events. Due to cost, staff did not accept the offer for interim staff support from Catered Too.

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7 2
8 ANALYSIS
To maintain the availability of rental facilities and services at Holbrook-Palmer Park, the Town requires the services of an event manager to be responsible for the marketing of the park facilities, cleaning of event facilities, and management of the events in accordance with Town requirements.

The following options are presented for Council consideration:

1. Closing. The Council may elect to stop the marketing of Holbrook-Palmer Park and close the facilities to outside reservations. The cleaning services provided by the contract would need to be picked up by the Town. The Town could do this for a temporary period to focus on facility renovations; and/or the Town could choose to do so permanently and provide only limited rental opportunities as a venue (such as renting only the North Meadow or renting only picnic areas).

2. Request for Proposal. The Town could seek to enter into an agreement with an event management company or provider. Staff would release a Request for Proposals (RFP) for event management services to solicit proposals from interested parties. In 2014, when the Town issued its RFP for event management services, one response was received. In 2020, when the Town issued its RFP for event management services, we were in the midst of the COVID-19 pandemic, significantly restricting public gatherings and events. One proposal was received at that time. Though the pandemic is over, it is unclear what type or level of responses the Town may receive at this time.

3. Interjurisdictional Agreement. The Town could explore a partnership with a neighboring jurisdiction for management of event facilities. Redwood City and Menlo Park both provide facility rentals and there may be an opportunity to partner with them for management of rentals at Holbrook-Palmer Park. It is unclear if neighboring jurisdictions will be willing to partner and provide the level of service that the Town desires with regards to facility rentals and event management. Nor is it clear that this option would provide the same level of financial benefit to the Town.

4. Town Staff. The Town could hire permanent staff, either full-time or part-time to manage events at Holbrook-Palmer Park. A new Event Manager position could be created to manage tours, bookings, payments, coordination, and oversight of events.

Under this scenario, the Town would be fully responsible for marketing and managing events. The individual hired could also take on additional duties as assigned (such as responsibility for the Park and Recreation Committee, Pickleball Management, and/or provide general admin support in Public Works, etc.).

Previously, maintaining Holbrook-Palmer Park and its facilities as a premium location for events has been a priority for the Council. Active marketing and management are important in that effort.

Issuance of an RFP and evaluation of proposals will require time as would discussion and negotiation with a potential interjurisdictional partner. Similarly, the option of creating and staffing a new position could also take several months. In the interim, it is recommended that new reservations be closed until a permanent Event Management company is selected or staff hired.

An alternate interim option would be to hire a temporary employee to manage events until a

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7 2
8 permanent solution is in place.

RFP
A draft Request for Proposals is included as an attachment to this staff report for Council input should such a solicitation be desired. Staff would return at a future meeting for approval of the RFP and authorization to release.

The initial contract term proposed in the RFP is three (3) years with two (2) optional two (2) year terms. The total term of the proposed contract, including extensions, is seven (7) years.

The recommended scoring criteria outlined in the RFP are as follows:

CRITERION MAXIMUM

NUMBER OF POINTS
Information/Background 10
Key Personnel/Staff Qualifications 10
Experience/Reference 10
Quality of Work Plan Submitted 30
Cost Share Proposal 40
Total 100
The tentative milestone dates for the RFP are as follows:

February 1, 2024 RFP available on Town of Atherton website March 5, 2024, 2:00 pm Pre-proposal site walkthrough
April 9, 2024, 2:00 pm Proposals due
May 15, 2024 Recommendation to City Council

FISCAL IMPACT
Facility rental revenue for the current fiscal year have been limited and it is unclear the extent to which rentals would improve without marketing support. The costs related to preparation and distribution of an RFP are limited.

Historical Park revenue against Park expenses are as follows (not including tennis):

Fiscal Year Park Revenues Park Expenses Net
FY 2017/18 $303,188 $529,015 ($225,827)
FY 2018/19 $298,366 $570,012 ($271,646)
FY 2019/20 $255,861 $713,726 ($457,865)
FY 2020/21 $97,271 $683,200 ($589,294)
FY 2021/22 $231,545 $820,838 ($589,293)
FY 2022/23 $229,742 $846,478 ($616,735)

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7 2
8 GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned

POLICY FOCUS
Policy focus should be on the intent of maintaining facility rentals and event management services for facilities at Holbrook-Palmer Park and means by which the Council would like to provide such services.

COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission

ATTACHMENTS

1. Catered Too, Inc. Termination Letter

2. Draft Request for Proposals

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Novembr 1, 203 Georg Rodericks City Manger Town of Atheron 80 Fair Oaks Lane Atheron, CA 94027 RE: Holbrk-Pame Park Event Mangemt Dear Georg: We’v enjoyd and aprecitd our partneship with the Town of Atheron, but at this time we are givn our 30- Day Notice as the Hoibrk-Palmer Park Event Mangemt provide. Our iast day wil be Decmbr 31, 203. When we orignaly tok over the park manget, we aceptd tha it wouid take some time to becom profitable. We had hoped tha by being the in-house catering company, we wouid make up the lost revnu from evnts tha we caterd. For the past two years we have advertis in Weding Wire, Tie the Knot and have atempd to drive loca busine to the park, but unfortaely, since Covid we have not sen the volume of busine at the park tha is ned to make this endavor profitabe. In the inters of maintg the strong partneship tha has ben estabihd, we wilI do whatevr we can to make this a seami transio for both the Holbrk staf and our curent cients. We wil contiue to work with and honr ali prosal tha are curentiy in proces. We hope tha you wil consider keping us on your prefd list of catering companies as we wouid stil be intersd in catering special evnts at the park in the futre. Eric Barnche Presidnt / CEO Caterd To, Inc. Caterd To, Inc. 650/24-3 325 Demtr Stre - E Paio Alto, CA 9430

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TOWN OF ATHERTON

REQUEST FOR PROPOSAL
Event Management Services
At
Holbrook-Palmer Park
Site Address:
150 Watkins Avenue Atherton, CA 94027
Issued:

February1, 2024

Proposals Due:

April 9, 2024, 2:00 pm
Town of Atherton
Office of the City Clerk
80 Fair Oaks Lane
Atherton Ca 94027

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2024 Holbrook-Palmer Park Event Services RFP Page 2 of 18

Overview
The Town of Atherton (“Town”) is seeking proposals from qualified companies or individuals that have demonstrated expertise in the management, marketing, leasing, scheduling, operation and administration of event facilities.

The selected firm will be required to have qualified individuals that have demonstrated experience in managing events such as weddings, wedding receptions, birthday and/or anniversary celebrations, municipal, corporate, social and philanthropic meetings and social events. The total amount of work available will be determined by reservations and use of the facilities, subject to the fees and limitations established by the Town.

Background
The Town of Atherton, incorporated in 1923, is a small residential community, with approximately 7,000 residents. The Town extends from slightly west of the Bayshore Freeway (US 101) up to I280 and is approximately 4.5 miles long and 1.5 miles wide. Its municipal neighbors include Menlo Park to the south, Woodside to the west and Redwood City to the north.

Holbrook-Palmer Park, the Town’s only recreation site, is a lovely, municipally-owned 22 acre garden setting with indoor and outdoor facilities, including a ballfield, tennis courts, playground, gardens and walking paths. Significant structures available for rental include the Main House, Jennings Pavilion, and Carriage House, as shown on Exhibits 1 and 2. The Park is located between Middlefield Road and El Camino Real at 150 Watkins Avenue. It is accessed from Highway 101 via the Marsh Road-Atherton Exit.

The Main House is a classically designed home which consists of a 700 square foot meeting room with a fireplace, two smaller rooms for breakout sessions or small conferences, and a fully equipped kitchen. The Main House can accommodate 70 in the living room for a ceremony and approximately 50 when set up with round tables for dinner. Approximately 25 people can be accommodated at classroom style tables and chairs. A large porch, wide brick steps and an oak covered patio area are suitable for refreshments or outdoor luncheons.

In 1977 the Jennings Pavilion was constructed at the Park to accommodate larger groups for weddings, receptions, dinners, meetings and lectures. Large windows on all sides create relaxing vistas of the stately trees and rolling green lawns. The room comfortably seats up to 150-theatre style and 80-100-classroom style. Dinner for 120-130 is served at round tables. A large kitchen with a commercial sized refrigerator, two home-size ovens, and commercial gas range enables caterers to serve quickly and efficiently. The large adjoining patio is often used for barbecues and cocktail receptions and a walkway connects the building to the Main House and its patio area.

Exhibit 2 shows the event facilities to be managed pursuant to this RFP.

The Carriage House provides a point of interest for Park visitors. The Carriage House was built to replace the original barn that was destroyed by fire in 1896. The sturdy wood floors, windowpanes, moldings, and iron grills in the horse stalls have remained the same for over 100

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2024 Holbrook-Palmer Park Event Services RFP Page 3 of 18

years. The Carriage House is available for classes, dances, meetings, bridge and workshops. It seats 80 for lunch or dinner and 90 for meetings. The Meadow and Patio areas can be reserved with the building for outdoor events.

The Town is completing a major renovation of the entry area to the park which includes new pedestrian facilities at the entry and exit of the park, new circulation pathways, added landscaping and parking area improvements. Upcoming projects include renovation of the playgrounds and other facility enhancements.

The successful proposer will be responsible for the day-to-day management, marketing leasing, scheduling, set up, and cleanup of the rental facilities, as well as other event management and coordination services.

Part A – Background Information and Service Requirements I. Background
Prior to September 2011, Town staff managed facility rentals and support including showing of facilities, bookings, processing payments (including deposits and returns), deliveries, set ups, oversight and tear downs of events. Starting September 2011, the Town contracted with private vendors for event management services for event management services including showing of facilities, bookings, deliveries, set ups, oversight and tear downs of events. Some of the vendors also operated catering businesses and were able to offer this service to events clients.

In August 2020, after approximately 6 ½ years of managing event services at Holbrook-Palmer Park, the Town’s vendor provided their notice that they were closing permanently and would no longer be able to provide Event Management Services to the Town. Following the notice, the Town has contracted with a former employee of the Town’s vendor to schedule tours, bookings of event facilities, and to manage events as the Town sought a new vendor.

In July 2021 the Town Awarded a contract to Catered Too, Inc., for event management services at Holbrook-Palmer Park. Catered Too had an onsite presence of two (2) days per week, was responsible for marketing, scheduling tours (within no more than 48 hours of request), booking, confirming and managing reservations of park facilities, staffing events including set up and cleanup of all events. Catered Too provided notice to the Town that they would not be able to support event management services at Holbrook Palmer Park beyond December 2023.

Payment for event management services had typically been based on a percentage of facility rental revenues. Most recently, event management services were paid via catering services – exclusive catering for large events (>50).

Exhibit 3 lists example events from past bookings. A table of recent revenues is shown below.

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FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23
Social $93,275 $85,073 $14,581 $89,025 $85,487
Meetings $21,677 $7,830 $478
Weddings $29,487 $30,500 $19,573 $19,499 $22,186
Classes $19,995 $20,166 $7,260 $8,278
Total $164,434 $143,569 $34,632 $115,783 $115,951
Various rules, regulations and policies have been established and additional rules may be developed to regulate events services. Fees for service are shown on Exhibit 4. Contractors will be permitted to suggest additional rules, regulations, and procedures, which shall be subject to approval or rejection by the City Manager or his designee. Among the rules approved by City Council are the following:

1. A rental application stating event type, size and duration must be submitted in order to reserve facilities and will require approval by the City Manager or designee.

2. Only one wedding will be permitted per day, and the number of guests shall be limited to two hundred.

3. The City Manager may approve event size in excess of 200 persons.*

4. Insurance coverage as recommended to the Town by JPA Plan shall be required.

5. The Park will be available every day of the year.

6. Renters shall agree to provide other services, such as private security, valet parking, etc. as required.

II. Scope of Services
The successful proposer will enter into a services agreement with the Town of Atherton to manage events and event facilities at Holbrook-Palmer Park
The selected firm will be required to provide the Town with all labor, vehicles and equipment, and materials as necessary to satisfactorily perform the entire events management functions under this agreement. The Town of Atherton desires that the provision of Event Services is performed to generate revenue for the operations, maintenance and improvement of the Park without negatively impacting other Park users and Park neighbors. The Town desires that its contractor operate effectively and efficiently while performing services. The contractor is encouraged to provide exemplary services to the Town and to its Park users.

The selected firm must have the resources and abilities to market, advertise, plan, schedule, manage, operate, and conduct events, including unpaid events approved by Town staff, in Holbrook-Palmer Park. The scope of services may include, but will not be limited to the following:
a. Development of administration and coordination policies, procedures, calendars and materials to demonstrate competence in managing and operating Event Services, within 20 days of Notice to Proceed;

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b. Preparing scheduling, operations and financial records and reports that conform to requirements under Section III, Records and Reports;
c. Developing and distributing promotional material for the facilities; d. Developing and placing advertisements in appropriate print and on line media; e. Presence by the Project Manager in the Park office at least 4 days per week for a minimum of 2 hours per day and a total of at least 20 hours per week between the hours of 9 am and 5 pm;
f. Responding to clients within no more than 24 hours of contact; g. Showing facilities to prospective clients within no more than 48 hours of request; h. Booking, scheduling and staffing events, including existing Town-sponsored non-revenue generating (no-fee) meetings and events up to fifteen (15) hours per month; i. Completing & submitting the Town’s facility rental permit application with all corresponding documentation and fees in a timely manner;
j. Follow the Town’s master fee schedule for all fees;
k. Adhere to the Town’s guidelines and procedures for accepting and processing payments for event rentals;
l. Maintaining the Events Facilities and equipment (see Exhibit 5) in a safe, clean and attractive condition in accord with high standards expected by the Town and by Event Facility users;
m. Setting up Events Facilities for events;
n. Cleaning up Events Facilities following events;
o. Promptly informing Town’s Contract Manager of maintenance and repair needs; p. Recommending capital improvements to Town’s Contract Manager of Events Facilities to maintain them and to enhance their ability to enhance revenues; q. Coordinating provision of goods and services such as rentals, flowers, catering, music, photography and/or videography, security, clean-up and disposal; and r. The Contractor may provide catering and/or other services but will not be permitted to be the exclusive provider of these services.

III. Records and Reports
Scheduling Records
(a) Contractor shall record all bookings and tentative reservations in the Town’s electronic calendar so they can be viewed by Town Staff and coordinate with other planned Town activities.
(b) Contractor shall maintain a calendar showing all events scheduled at Park during the term of this contract and for at least 24 months beyond the end of the term. The scheduling record shall be maintained in a complete and accurate manner and shall be made available to Town at all times. A copy in print, or in an electronic format acceptable to Town, shall be provided within 5 business days of the end of each month. Records and reports must be submitted with the Contractor’s monthly invoice.

Monthly Activity Report
A monthly activity report in print, or in an electronic format acceptable to Town, shall be provided within 5 business days of the end of each month. The report shall include the following:
a) list of all events managed by the Contractor at the Park (a list of typical events is shown in Exhibit 3);

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b) list of employees and subcontractors providing services pursuant to this agreement c) an income statement for Park events management services; d) a log of any warnings, citations, violations received from any governmental agency pursuant to services provided in this agreement;
e) a log of written complaints received from clients and all other stakeholders, i.e. neighbors, vendors, employees and subcontractors.

IV. Maintenance of Facilities and Equipment
The contractor shall be responsible for set-up, operations and event clean-up of the interior of the Main House, Carriage House and Jennings Pavilion, and for janitorial service of Jennings Pavilion. The contractor will also be responsible for set-up, takedown, cleaning and storage of tables, chairs, furniture, and all other equipment provided by the Town (see Exhibit 5). The contractor will also be responsible for cleaning outdoor areas used during events, returning them to their pre-event status. A drawing showing areas of contractor responsibility is contained in Exhibit 2. The Contractor shall be responsible for maintaining the building interiors in a neat, clean and presentable condition.

The Town of Atherton will be responsible for making interior repairs and improvements and for maintaining, repairing and improving building exteriors and grounds, excluding set-up, operating and cleaning of premises used for events activities. The Town’s janitorial contractor will perform scheduled service for the Main and Carriage Houses.

The contractor may choose to offer enhanced outdoor garden areas surrounding the facilities and patios including sculptures, potted plants, annual flower gardens or other high maintenance features. These features will be kept up by the contractor and returned to their original look upon ending of this contract if requested by the Town.

V. Contract Term
The Town intends to award a services contract with an initial term of three (3) years, renewable at the option of the Town for up to three additional one (1) year terms. The total term of the proposed contract may extend for six (6) years from award by the Town. The exercise of any additional extension of term shall be at the sole discretion of the Town.

VI. Compensation
The Town will compensate the event services contractor with a percentage of the rental fee, not including the Town’s administrative charges. The Town will pay the Contractor invoice monthly.

In recognition of the investment and operations by the Contractor, as well as services for no-fee groups, the Town will guarantee a minimum monthly payment to Contractor of $3,000 for the first three (3) months of the contract. Contractor shall provide set-up, take-down and clean-up services for no-fee groups as shown in Exhibit 4 for up to fifteen (15) hours per month, without charge to the Town or groups.

The Town reserves the right to negotiate with the selected firm on the rates and fees as submitted in the Bid to be effective for each renewal period.

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PART B - Proposal Content
The proposal should describe the methodology to be used to accomplish each of the tasks and services expected as defined in the Scope of Work. The proposal should also describe the work that shall be necessary to satisfactorily complete the tasks and service requirements.

Please note that this Request for Proposals cannot identify each specific, individual task required to successfully and completely implement this service. The Town of Atherton relies on the professionalism and competence of the bidder to be knowledgeable of the general areas identified in the Scope of Work and of adequate competence to include in its proposal all required tasks and subtasks, personnel commitments, man hours, direct and indirect costs, etc. The Town of Atherton will not approve addenda to the selected contractor's agreement which do not involve a substantial change from the general Scope of Work identified in this Request for Proposals.

The proposal should include the following:

1. TRANSMITTAL LETTER AND EXPERIENCE: Introduce your organization, its size, background and provide information to demonstrate your organization’s skill and experience in the performance of event services and venue management. Proposer must currently operate or have a minimum of 3+ years of experience providing event management services and venue operations and management. The cover letter shall be signed by an officer of the organization who is authorized to negotiate a contract with the Town.

The experience shall be set forth and submitted, as follows:
a. Ownership; if incorporated, the state in which the selected firm is incorporated and the date of incorporation;
b. Location of contractor’s office;
c. Number of employees at location which will provide services to the Park, and total of all employees;
d. Name, address, email address, and telephone number of the contractor's point of contact;
e. Contractor background/history;
f. Contractor qualifications to provide the services described in this RFP; g. Length of time the contractor has been providing services described in this RFP; h. A complete disclosure of any alleged significant prior or on-going contract failure, any civil or criminal litigation or investigation pending which involves the contractor and/or contractor employees proposed or assigned to this contract or in which the contractor has been judged guilty or liable within the last 5 years. If there is no negative history to disclose, state that in the Bid.

2. KEY PERSONNEL AND QUALIFICATIONS: Identify the Principal-in-Charge and provide a brief resume for each of the key persons proposed to work on this project. Any key subconsultants proposed should be identified, and information on their respective role in the project shall be included. The prospective Contractor shall designate, by name, the project manager to be employed for this project. Substitution of the project manager by the selected contractor will not be allowed without prior approval by the Town of Atherton.

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3. PAST EXPERIENCE/REFERENCES: Provide at least three references from other government agencies or private parties including the following information:
a. Client name, client Manager, address, telephone number, and email address; b. Contract Term (starting date and ending date);
c. Contract value;
d. Staff assigned to that project.

4. UNDERSTANDING OF SCOPE OF WORK AND WORK PLAN: In this section, proposers are requested to demonstrate their understanding of the tasks and services requested in the Scope of Work and provide their Work Proposal/Approach to accomplish the services described in this RFP. Describe your business plan for marketing the event facilities and ensuring successful operations of the facilities and hosted events. In addition, in this section demonstrate an understanding of and approach toward excellent customer service, flexibility in meeting needs, coordination of other service providers and maintenance of facilities and equipment.

5. REVENUE SHARE PROPOSAL: Indicate the proposed compensation for providing allinclusive event services, expressed as a percentage of rental fees collected, on the form provided.

6. DISCLOSURE: of any past, ongoing, or potential conflicts of interest that the firm or person may have as a result of performing the anticipated work.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

PART C – Submittal Process

1. Submittal Deadline: Wednesday, April 9, 2024, at 2:00 p.m. Late submittals will not be accepted. Format and Delivery: Submit three (3) letter-sized copies of the proposal to:

Robert Ovadia
Director of Public Works Town
of Atherton
80 Fair Oaks Lane
Atherton Ca 94027
and e-mail a PDF copy to Robert Ovadia at [email protected].

Submittals will not be returned.

Proposals submitted after the deadline will not be accepted for consideration.

Note that the Proposal, including all fees and compensation shall remain firm for a minimum of 90 days from the proposal submission deadline.

The Town reserves the right to accept or reject any or all proposals, or to alter the selection process in any lawful way, to postpone the selection process for its own convenience at any time, and to waive any non-substantive defects in this RFP or the proposals.

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The Town is seeking to engage the most qualified person or firm. The Town reserves the right to negotiate with other qualified persons or firms, or to solicit additional statements of qualifications at any point in the project should it fail to negotiate a reasonable rate with the initially selected person or firm.

2. Questions: Interested parties, their representatives, agents or anyone else acting on their behalf, are specifically directed NOT to contact any Town employee, commission member, committee member, council member, or other Town employee or associate for any purpose related to this RFB other than as directed below. Contact with anyone other than as directed below may be cause for rejection of a bid.

ANY questions, technical or otherwise, pertaining to this Request for Proposals must be submitted IN WRITING and directed ONLY to:

Robert Ovadia
Director of Public Works Town
of Atherton
80 Fair Oaks Lane
Atherton Ca 94027
[email protected]
Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFB. Questions received after the date and time in the schedule will not be answered. Only questions that have been resolved by formal written Addenda via the Director of Public Works will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

PART D – Selection Process
At the time proposals are opened, each proposal will be checked for the presence or absence of the required proposal contents.

The Town will evaluate the proposals on a 100-point scale using criteria set forth in the table below. Award if made, will be to the highest scored proposal.

CRITERION MAXIMUM NUMBER OF
POINTS
Firm Information/Background 10
Key Personnel/Staff Qualifications 10
Experience/References 10
Quality of Work Plan Submitted 30

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Cost Share Proposal 40
Total 100
PART E - Proposed Timeline
February1, 2024 RFP available on Town of Atherton website March 5, 2024, 2:00 pm Pre-proposal site walkthrough
March 19, 2024, 5:00 pm Submission deadline for written questions April 9, 2024, 2:00 pm Proposals Due
June 16, 2021, May 15, 2024 Recommendation to City Council

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PART F – Contract Terms and Conditions
The selected vendor will be required to sign a Professional Services Agreement with the Town of Atherton and will be required to provide to the Town of Atherton the appropriate certificates of general liability insurance, vehicle insurance and workers compensation insurance. The contract may contain service performance requirements and penalties for non-compliance.

For additional information, contact Robert Ovadia, Director of Public Works, at (650) 752- 0541.

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Exhibit 1
Map of Holbrook-Palmer Park

HOLBROOK-PALMER PARK
150 WATKINS AVENUE
ATHERTON, CA 94027

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Exhibit 2
Location of Event Facilities

HOLBROOK-PALMER PARK
150 WATKINS AVENUE
ATHERTON, CA 94027
Carriage House
Main House
Jennings Pavilion
Event Garden
North Meadow

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2024 Holbrook-Palmer Park Event Services RFP Page 14 of 18 Exhibit 3
Examples of Park Facilities
Weddings Social Events Meetings/Classes
Parties/Gatherings Corporate Events
Birthdays
Bar/Bat Mitzvahs
Memorial Services
Bridal Showers
Meetings
Seminars
Retreats
Picnics
Holiday Parties
Group Activities/Fundraisers Local Group Meetings
School Picnics
Graduation Ceremonies
Art Expositions
Ice Cream Socials
Family Picnics/BBQ
Community Discussions
Park Foundation
Atherton Disaster and
Preparedness Team
Large Activities/Fundraisers Classes
Easter Egg Hunt
Swing in the Park
Jazz in the Park
Movies in the Park
Yoga
Folk Dancing
Music for Families
Dog Training
Country Dancing

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Exhibit 4
Fees

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Exhibit 5
Park Inventory
Main House Pavilion Carriage House Corp Yard Total
Chairs
Chivari 1 203 174 378
Padded 63 149 222
Folding 146 53 199
Tables
a6’
Rectangle
1 12 13
8’ Rectangle 10 14 4 28
Tall Round
Glass Top
3 3
48” Round 4 4
60” Round 6 20 4 30
Umbrellas 6 6
AV Projector
Screen
1 1
Mobile
AV/Computer
Screen
1 1
Podium 1 1
PA System 1 1
Appliances
Gas Range 1 1
Electric Cooktop 1
Electric Oven 2 1
Refrigerator 1 1 1
Misc.

Vacuum 1 1
Floor
Cleaner
1 Janitor Closet 1 1 1
Supply Room 1 2 1
Office 1

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Atherton City CouncilJanuary 10, 2024

Atherton City Council
January 10, 2024