AGENDA PACKET
Town of Atherton
City Council
SEPTEMBER 03, 2025
SPECIAL MEETING – STUDY SESSION
4:00 PM
Council Chambers
80 Fair Oaks Lane
Atherton, CA 94027
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Email: [email protected]
This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action.
SPECIAL MEETING STUDY SESSION
REMOTE PARTICIPATION:
TELECONFERENCE NOTICE Pursuant to Government Code Section 54953, Subdivision (b), the following City Council meeting includes teleconference participation by Council Member
Council Member Rick DeGolia
RitzCarlton Residence Club 75 Prospector Road Aspen, CO 81611 ROLL CALL – HawkinsManuelian, DeGolia, Widmer, Vice Mayor Holland, Mayor Lewis PUBLIC COMMENT – Public Comments can be emailed directly to [email protected]
As a Special Meeting, this portion of the meeting is reserved for persons wishing to address the Council on any matter on the Agenda. Speakers’ time is limited to three minutes. Speakers may also speak when the item appears on the Agenda during the meeting. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. The Mayor may, at the Mayor’s discretion, restrict or grant additional speaker time based on such considerations as agenda length, number of speakers, complexity of the item, or looming threat of loss of quorum. Please refer to the footnote at the end of the posted agenda for additional notice regarding public comments.
ACTION ITEMS
1CITYCOUNCILVACANCYAPPOINTMENTPROCESSORELECTIONPROCESS
Meeting Agenda Packet – September 03, 2025
[email protected]
As a Special Meeting, this portion of the meeting is reserved for persons wishing to address the Council on any matter on the Agenda. Speakers’ time is limited to three minutes. Speakers may also speak when the item appears on the Agenda during the meeting. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. The Mayor may, at the Mayor’s discretion, restrict or grant additional speaker time based on such considerations as agenda length, number of speakers, complexity of the item, or looming threat of loss of quorum. Please refer to the footnote at the end of the posted agenda for additional notice regarding public comments.
ACTION ITEMS
1. CITY COUNCIL VACANCY APPOINTMENT PROCESS OR ELECTION PROCESS FOR THE CURRENT CITY COUNCIL VACANCY INCLUDING THE POSSIBILITY OF IMMEDIATE APPOINTMENT
Report: ANTHONY SUBER, DEPUTY CITY MANAGER/ CITY CLERK
Recommendation: It is recommended that the Council provide direction with respect to the current City Council vacancy in accordance Atherton Municipal Code Section 2.32.030 addressing options to fill the Council seat vacancy effected by September 1, 2025, resignation of former Council Member Diana HawkinsManuelian The Council may appoint immediately to fill the vacancy; outline a process to solicit interest and consider appointment to fill the vacancy; or outline a process to call a Special Election to fill the vacancy.
Description: This will be a council discussion to provide direction with respect to the current City Council vacancy in accordance Atherton Municipal Code Section 2.32.030 addressing options to fill the Council seat vacancy effected by September 1, 2025, resignation of former Council Member Diana HawkinsManuelian
STUDY SESSION
2. DISCUSSION OF CAMPUS HOUSING DEVELOPMENT
Report: BRITTANY BENDIX, CONSULTING TOWN PLANNER
Recommendation: It is recommended that the Council review and discuss the challenges to oncampus housing development and provide direction to staff on next steps to support future housing.
Description: This will be a discussion to review and discuss the challenges to oncampus housing development and provide direction to staff on next steps to support future housing.
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 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.
Meeting Agenda Packet – September 03, 2025
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 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 before 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:
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.
Rules of Decorum:
No person participating in a public meeting shall engage in disorderly or boisterous conduct — including but not limited to applause, whistling, feet stamping, booing or making any loud, threatening, profane, abusive, personal, impertinent or slanderous uttering or comments. No person is allowed to disturb, disrupt, or otherwise impede the orderly conduct of the meeting. If any person continues to breach the Rules of Decorum in a manner that disturbs, disrupts or otherwise impedes the orderly conduct of the meeting following an order from the Mayor, or Presiding Officer, to cease the offending conduct, the Mayor, or Presiding Officer, may order that person to leave the meeting.
Meeting Agenda Packet – September 03, 2025
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: SEPTEMBER 3, 2025
SUBJECT: CITY COUNCIL VACANCY APPOINTMENT PROCESS OR
ELECTION PROCESS FOR THE CURRENT CITY COUNCIL
VACANCY INCLUDING THE POSSIBILITY OF IMMEDIATE
APPOINTMENT
RECOMMENDATION
It is recommended that the Council provide direction with respect to the current City Council vacancy in accordance Atherton Municipal Code Section 2.32.030 addressing options to fill the Council seat vacancy effected by September 1, 2025, resignation of former Council Member Diana Hawkins-Manuelian
The Council may appoint immediately to fill the vacancy; outline a process to solicit interest and consider appointment to fill the vacancy; or outline a process to call a Special Election to fill the vacancy.
BACKGROUND | ANALYSIS
Council Member Diana Hawkins-Manuelian submitted a letter of resignation from Council effective September 1, 2025. In 2014 Council was also faced with a similar situation due to former Council Member Jim Dobbie’s resignation. As a response to that resignation, the Council adopted Ordinance No. 603, adding a new section to the Atherton Municipal Code. The adoption of Ordinance No. 603 gave the Council some flexibility with respect to appointing a replacement candidate to fill the unexpired term left by the resignation, with an interim member until a special election could be held. In 2021, the City Council was faced with a vacancy due to former Council Member Michael Lempres' relocation out of Town, at that time, the Council had the option to appoint a replacement in accordance with Municipal Code Section 2.32.030 (amended by Ordinance No. 603). With the resignation of former Council Member Diana Hawkins-Manuelian, the Council has a few options to consider. Council Member Hawkins-Manuelian was appointed to serve a four-year term in November 2024. The term expires in November 2028.
City Council Vacancy
SEPTEMBER 3, 2025
Vacancy Ordinance No. 603
With respect to appointment options, this Ordinance gives the Council the option to appoint to fill the vacancy until the date of a special election. Council can appoint an interim member until a special election is held either in June 2026 or November 2026. Due to the timing of this vacancy, the Council does not have the option to appoint to fill the term through November 2028. To appoint through the remainder of the term, the vacancy generally must have occurred in the second half of the term. The law requires that an election be held on the next regularly established election date, which is not less than one hundred fourteen (114) days from the call of the special election. This requires that the election be held during either the June 2026 statewide primary election (a Special Election) or the November 2026 general municipal election.
Options to Fill Vacancy
If a vacancy occurs in an elective office, the Council shall, within 60 days from commencement of the vacancy, either fill the vacancy by appointment or call a special election to fill the vacancy. (Gov. Code § 36512(b)(1).) Sixty days after September 1, 2025, the date of the resignation, is October 29, 2025 (the end of the 60-day window). The Council must decide how to fill the vacancy created by former Council Member Hawkins-Manuelian resignation before then. The Council has two options for filling the vacancy:
1. Leave the seat vacant and call a special election for the June 2026 statewide primary.
2. Appoint a replacement councilmember and either:
a. Call a special election for the June 2026 statewide primary; or b. Call an election for the November 2026 general municipal election.
Option #1: Special Election Only – Make No Appointment
The Council may choose to call a special election for the next established election date—the June 2026 statewide primary election) and leave the former Council Member Hawkins-Manuelian’s vacant until the election is decided.
This option leaves the Council with only four members until July 2026, when the replacement is sworn in. The replacement councilmember will serve the remainder of former Council Member Hawkins-Manuelian’s term until November 2028.
Option #2: Appoint a Replacement Councilmember at the September 3, 2025, Study Session or Conduct a Process for Candidate Application and Selection Tonight, the Council can discuss and agree on a candidate to appoint to serve until either a special election is held during the June 2026 statewide primary election or the November 2026 general municipal election.
Alternatively, the Council can invite candidates to apply (defining a time frame), conduct interviews, and agree to appoint a candidate after completing this application process to fill the unexpired term until a June 2026 or November 2026 election is held.
City Council Vacancy
SEPTEMBER 3, 2025
Should the Council direct a process for selection of a candidate, staff proposes the following schedule:
Notice to go out – Friday, September 5, 2025.
Application cut-off date: Friday, September 26, 2025, by 5:00 PM. Interview/Selection of candidate: Interview Potential Candidates, Study Session, October 1, 2025
Appointment/Swearing in: October 15, 2025
Calling an Election – June or November 2026
If Council chooses Option #2 to appoint and call for an election, the Council could choose to call the special election for the June 2026 statewide primary election [Option #2(a)] or opt to appoint through the next general municipal election in November 2026 [Option #2(b)]. Due to the other three seats expiring in November 2026, the Town is already scheduled to have a General Municipal Election in November 2026. The additional Special Election in June 2026 would be at an additional cost of approximately $28,000 to $34,000.
Additional consideration for the Council is that the June 2026 special election would be for one Council seat with a term running from June 2026 through November 2028. If the Council opted for a November 2026 General Municipal Election, there would be three seats up for four-year terms and one seat up for a two-year term (November 2026 through November 2028).
If Council chooses to appoint a temporary applicant until either a June special election or November general election, that election will be specified in the appointing Resolution. Council would then adopt the Call for Special Election Resolution in 2026 for either the June or November options in accordance with Election Code sections 12101 and 12111.
Appointment Consideration
If the Council elects to conduct a formal recruitment and screening process to solicit candidates, staff suggests preparing a notice for the public to be advertised widely, requesting applications, letters of interest and resumes for consideration. During the screening process, to be held at a special or regularly noticed meeting, candidates would be invited to attend and provided an opportunity to address Council. Council may choose to ask candidates a series of questions, that should be asked consistently.
After each candidate for consideration has been provided that opportunity the Mayor would open the floor for discussion and Council could entertain motions for any candidate’s considered appointment. Motions for considered appointments would require a second prior to voting on any particular candidate. Staff suggests that the Council consider putting all candidates on the floor for consideration through a nomination and second process. Once all candidates to be considered are put up through a nomination and second process, the Council would vote on candidates in the order nominated.
City Council Vacancy
SEPTEMBER 3, 2025
Once a candidate receives a majority vote by the Council, that candidate is appointed and no other candidates are considered.
FISCAL IMPACT
There is no cost at this time. If Council opts for a June 2026 Special Election the cost could range from an estimated $28,000 to $34,000. If Council opts for a November 2026 Special Election the estimated costs are between $23,000 and $28,000. The difference at the low end is approximately $5,000 and on the high end is approximately $6,000.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal D - Be Forward Thinking
• Goal F - Build Community & Promote Civic Engagement
POLICY FOCUS
The recommendations in this report are consistent with Atherton Municipal Code Section
2.32.030.
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
This item has not been before a Town Committee or Commission
ATTACHMENTS
NONE
Item No. 2
Town of Atherton
CITY COUNCIL STAFF REPORT – STUDY SESSION
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: BRITTANY BENDIX, CONSULTING TOWN PLANNER
DATE: SEPTEMBER 3, 2025
SUBJECT: DISCUSSION OF CAMPUS HOUSING DEVELOPMENT
RECOMMENDATION
It is recommended that the Council review and discuss the challenges to on-campus housing development and provide direction to staff on next steps to support future housing.
BACKGROUND
On June 23, 2025, the Town of Atherton held a joint study session with the City Council and Planning Commission to discuss recommendations for the Town’s inclusionary housing program and provide feedback to staff. During this discussion the Council considered the Town’s production of lower income housing based on the 2024 Annual Progress Report (APR) to the California Department Housing and Community Development (HCD). Between 2025 and 2031, the Town must produce an additional 162 housing units at the very low-, low- and moderateincome levels to satisfy the Regional Housing Needs Allocation (RHNA) for Atherton. Although the Town is on pace to meet most of its lower income housing needs through the production of Accessory Dwelling Units (ADUs), the Council recognized the need to continue the pursuit of campus housing development at Menlo College and Menlo School. The sites identified in the 2025-2031 Housing Element on these two campuses can accommodate up to 138 affordable housing units.
At the direction of Council; the Mayor, Vice Mayor, City Manager and Consulting Town Planner met with the leadership of Menlo College on July 15, 2025, and Menlo School on August 13, 2025 to discuss housing needs on each respective campus. The following report addresses feedback from each institution and identifies recommended steps the Town can take to support potential housing development.
September 3, 2025, City Council Staff Report
SEPTEMBER 3, 2025
ANALYSIS
Menlo College
In 2023 Menlo College provided a supplemental letter to the Town for inclusion with its housing element submission to HCD. The letter indicates that “local donors would contribute the funds necessary to prepare the conceptual design of a four story 40-60 unit multifamily complex and associated parking garage on what is currently a parking lot.” Menlo College includes three identified sites in the Town’s Housing Element, the O’Brien parking lot, the existing faculty housing apartments and the Administration parking lot. Collectively these sites could accommodate up to 98 affordable housing units per the RM-20 and RM-40 zoning overlays. This represents the largest amount of housing possible under single ownership and current zoning within the Town.
In the meeting with Menlo College President Steven Weiner on July 13, 2025, the assertion in the letter still holds; however, there is currently no identified donor and no funding to support initiating a conceptual design. Menlo College remains interested in pursuing housing on-campus and would appreciate assistance from the Town.
Menlo School
The Town’s certified housing element identifies two sites for housing on the Menlo School campus that can accommodate up to 40 units total per the RM-20 zoning overlay. These sites are the two parking lots that flank the entrance onto the campus from Valparaiso.
The Administration continues to assert that faculty housing for the school is highly desired.
However, while on-campus housing development could be possible, the resulting housing typology does not meet the school’s current needs. Specifically, housing for households or varying sizes and that are off-campus, but within walking distance. This need is better aligned with the Town’s RM-10 zoning overlay, especially those sites situated on Ravenswood Avenue. Further, with the added expense of under-grounding the parking provided at each lot, the costs of development under-compete market values of multifamily housing that is already available or entitled in neighboring jurisdictions.
Town Participation and Support
The Town has provided a more favorable regulatory environment for housing development on all of the Town’s privately-owned school sites. This includes streamlining the permitting process, adopting higher-densities in the Public Facilities and Schools (PFS) zoning district, and completing the required environmental analysis for development at the intensities identified in the adopted housing element. However, each campus still has challenges. Menlo College needs support financially and potentially with staffing to initiate development efforts. Menlo School appears to need greater flexibility with off-site housing options.
September 3, 2025, City Council Staff Report
SEPTEMBER 3, 2025
The following list provides some approaches that the Council may consider when providing staff direction on next steps.
Provide staffing and/or financial support to seek grants and loans that support housing development for educational uses. While many grants and loans are designed for public institutions and are highly competitive, it is possible that the private schools may be eligible for certain programs specific to lower income households. The Town could assist by dedicating staff resources to research potential programs and assist in compiling application materials.
Foster public-private partnerships (P3s) between universities and developers. Similar to support with grants and loans, there is a growing field of developers focused on work with educational institutions. These partnerships structure the project financing to build privatized student or faculty housing. The benefits to the developer can be tax, bond, or revenue related. To help foster this relationship, the Town could dedicate staff resources to assisting Menlo College with issuing a competitive solicitation for P3 partners. Pursuing a P3 partner for Menlo College could alleviate competitive pressure on the college’s other fundraising efforts. However, it is possible that the Town will receive feedback from prospective developers that they desire greater zoning changes to maximize profit.
Donor-driven developments are also a prevalent method in producing housing on private school campuses. These efforts are frequently driven by a single private or corporate donation and may require additional programming beyond housing. For example, a donor could bequeath an art collection or require a specific facility to be integrated into the development to receive the gift. While the financing and gift are greatly appreciated, they can come with additional development that requires Planning Commission approval or rezoning. The Town could facilitate this effort by tasking a committee of residents to contact potential donors and solicit donations.
Timing and Next Steps
The Council should indicate how it would like to use the Town’s resources to continue to pursue campus housing and indicate a reporting timeline and method so that staff can continue to keep the Council informed on any updates.
Housing Element Program 3.811(C) indicates that the Town is required to demonstrate progress towards its campus housing goal during the review of the 2027 APR, in March of 2028. If there is no progress, then the Town must act to develop new incentives and work closely with property owners with potential rezoning adopted by the end of September 2029 and effective in January 2030. “Progress” is not defined in the program language, but it should be considered in tandem with the Town’s RHNA performance and the tabulation of issued housing permits for affordable units. Staff recommends that the Town consider “progress” to mean an identified development team, financing mechanism and conceptual site plans with elevations. Collectively this information would be sufficient to identify any regulatory challenges to development that the Town could address.
September 3, 2025, City Council Staff Report
SEPTEMBER 3, 2025
FISCAL IMPACT
None at this time.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal D - Be Forward Thinking
Land Use & Planning Priorities – Objective 8 – Work with multi-family project developers to address the Town’s affordable housing targets with specific emphasis on Menlo College.
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
This item has not been before a Town Committee or Commission
ATTACHMENTS
NONE