Berkeley City Council
October 27, 2026

2. Trustee Appointment Process Report of October 7 meeting

3. Board of Library Trustees Resolution No.: 26-055

4. Charles “Court” Jackson BOLT application

5. Board of Library Trustees Vacancies Policy

6. BOLT Selection Criteria Summary

RESOLUTION NO. ##,###-N.S.

APPOINTMENT OF CHARLES “COURT” JACKSONTO THE BOARD OF LIBRARY

TRUSTEES
WHEREAS, the Board of Library Trustees consists of five members appointed by the City Council to serve four-year terms; and
WHEREAS, the Board of Library Trustees currently has two open positions to be filled by the City Council; and
WHEREAS, the Board of Library Trustees undertook a robust recruitment effort to identify candidates to recommend for appointment by the City Council to fill two current openings on the Board; and
WHEREAS, Trustee Roth’s second four-year term ended on January 3, 2026; and WHEREAS, during the February 4, 2026, meeting of the Board of Library Trustees (BOLT), the Board instructed staff to begin solicitation for applications to fill two vacancies; and
WHEREAS, the Board of Library Trustees directed staff to widely publicize the vacancies; and
WHEREAS, the City Clerk’s Office of the City of Berkeley received 21 applications from interested parties; and
WHEREAS, the Board of Library Trustees interviewed 4 of the applicants during a regular BOLT meeting on September 2, 2026; and
WHEREAS, the Board of Library Trustees held discussions, shared nominations, and voted on the nominees during a regular BOLT meeting on October 7, 2026; and WHEREAS, the Board recommends Council set the conditions for this appointment as a 4-year term with the effective date of November 4, 2026; and NOW, THEREFORE, BE IT RESOLVED that the preferred candidate Charles “Court” Jackson be appointed to the Board of Library Trustees beginning November 4, 2026.

ADOPTED by the City Council of the City of Berkeley during a regular meeting held on October 27, 2026.

ACTION CALENDAR
October 7, 2026

To: Board
of Library Trustees
From: Rebecca Alcalá-Veraflor, Di
rector of Library Services
Subject: Recommendation to the City Council regarding the appointment of two trustees to serve a four-year term each, to fill the vacancy resulting from Trustee Villanueva’s resignation and the vacancy created by Trustee Roth's expired term.

INTRODUCTION
Trustee Priscilla Villanueva announced her resignation in December 2025 and participated in her last Board of Library Trustees meeting on December 3, 2026. Additionally, Trustee Amy Roth’s second term was scheduled to expire on January 3, 2026. The Board initiated the process to fill both vacancies in February 2026. Trustee Roth kindly consented to extend her term and serve as a member of the ad hoc nominating committee, which was established by President Greene per the revised Board of Library Trustees Vacancies Policy to assist in the search for her and Trustee Villanueva’s successor during the library's transitional period. This process has continued, and candidate interviews were conducted on September 2, 2026.

FISCAL IMPACT
None.

BACKG
ROUND
The City Council reserves the right to appoint and remove library trustees by a vote of five council members. The Board of Library Trustees (BOLT) contributes to the process by recommending a candidate(s) to the City Council for approval. The Board of Trustees Vacancies Policy, most recently modified in December 2023, outlines the process for selecting candidate(s) for appointments.

CURR

ENT SITUATION AND ITS EFFECTS
President Beverly Greene appointed the ad hoc nominating subcommittee at the February 4, 2026, regular BOLT meeting. Recruitment opened from February 25 to March 31, and a total of twenty-one people applied.

After review of the applicant pool, committee members President Greene & Trustee Roth selected seven candidates to meet virtually and prescreen before making a recommendation to the Board of five candidates to interview, per the Board of Library Trustees Vacancies Policy.

Candidate interviews were held at the September 2, regular BOLT meeting. Five people were invited to
participate in the public interview, but only 4 were interviewed. At the October 7, regular BOLT meeting,
the trustees will vote on two candidates they recommend for nomination to the City Council, following discussion.

The voting will proceed as follows, as enumerated in the Board of Library Trustees Vacancies Policy:
1) The President calls for nominations for the Trustee vacancy. Every Board member has the opportunity to share their nomination for the vacancy at this time, in the beginning of the process. No one is required to make a nomination.
2) A random voting order for each name is established.
3) Each Trustee receives one vote per round.
4) When each name is called, Trustees may vote yes, no, or abstain. 5) Any candidate that receives three votes will be the nominee for the BOLT vacancy that will be submitted to City Council.
6) The candidates that follow the candidate having received three votes will not be the nominee. 7) If no one receives a majority of the votes, the President will call for nominations for a second round.
8) A random voting order for each name will be established again. 9) The process will continue until a candidate receives a majority (three) of the votes.

The term for the new Trustees is anticipated to begin November 4, 2026.

FURTHER ACTION
BOLT’s recommendation will be referred to City Council. A majority vote of all the members of the City Council is required to appoint a member to the board.

CONTACT PERSON
Rebecca Alcalá-Veraflor, Director of Library Services, 510-981-6195

Attachments:

1. Resolution – T rustee Vacancy 1

2. Resolution – Trustee Vacancy 2

3. Candidate list

4. BOLT Selection Criteria Summary

5. Board of Library Trustees Vacancies Policy updated 12/06/23

055

1. Describe your interest in serving as a Library Trustee.

2. What qualities do you consider necessary for an effective Trustee, and how do you demonstrate those qualities?

3. Provide examples of current or previous community service and leadership roles.

4. What do you see as the Library’s role in the community now and in the future?

BERKELEY PUBLIC LIBRARY

POLICIES

SUBJECT:

Board of Library Trustees Vacancies
Policy

ORIGINAL DATE: 05/04/2022
BOLT
Resolution #: R22-025
REVISED DATE: 12/06/2023
BOLT Resolution #: R23-056
PAGE: 1 of 3

I. PURPOSE
Pursuant to Section 30 of the Charter of the City of Berkeley (the “Charter”), “five Library Trustees shall be appointed and may be removed by a vote of five members of the Council and one of such trustees must be appointed by the Council from its own members.”

When a Board of Library Trustees (“BOLT”) vacancy has occurred or is planned to occur, the Board of Library Trustees can assist the City Council by facilitating a nomination process. This policy enumerates that process.

II. POLICY
A. Ad-hoc Trustee Nominating Sub-committee - When a BOLT vacancy has occurred or is planned to occur, the President of BOLT will appoint an ad hoc trustee nominating sub- committee to identify candidates. The Library Director as Secretary to BOLT will assist the sub-committee.

B. Candidate Search Objectives - The sub-committee’s purpose will be to ensure that nominations are inclusive and broadly represents the diverse perspectives of the community. The sub-committee will seek candidates with varied backgrounds, knowledge, abilities, expertise, and networks that can advance the Mission and Vision of the Library. The search objectives include finding candidates able to carry out the trustee role, functions, and duties, as described in the BOLT Bylaws.

C. Search Process - The sub-committee will convene to take account of current BOLT needs and to schedule the process for its purposes. The process will include the creation and posting of a vacancy announcement, the application period, the review of candidates, the recommendation to BOLT, and action taken by BOLT.

D. Vacancy Announcement - The sub-committee will write an announcement that BOLT is seeking interested parties, including the requirements thereof, the manner and form of applying, and the due date for submission of applications; the sub-committee, working with the Library Director and the City, and with the approval of BOLT, will advertise the call for interest.

E. Application Procedure - For consideration, any applicant must be a resident of the City of Berkeley, California. Applicants must submit a resume and a supplemental statement of interest that addresses questions or topics enumerated by the ad hoc trustee nominating sub-committee.

Board of Library Trustees Vacancies Policy Page 2

F. Review of Candidates - The sub-committee will review each application based on the applicant’s submitted information. The purpose of the review is to identify nominees that meet the search objectives, will be able to carry out the duties and functions of the Trustee as stated in the Bylaws, will advance the Vision and Mission of the Library, and will be a resource for collaboration and partnerships on behalf of the Library.

G. Nominations – The sub-committee will provide a summary of its process, evaluation, and recommendation of no more than five candidates to be interviewed by BOLT for action and furtherance to the Council. The vote on candidates for nomination will take place at the meeting following the meeting during which the candidates are interviewed. A recommendation from the ad hoc trustee nominating sub-committee or the full Board is not binding.

In the event that BOLT votes on multiple candidates, the voting will proceed as follows:

1. The President calls for nominations for the Trustee vacancy. Every Board member has the opportunity to share their nomination for the vacancy at this time, in the beginning of the process. No one is required to make a nomination.

2. A random voting order for each name is established.

3. Each Trustee receives one vote per round.

4. When each name is called, Trustees may vote yes, no, or abstain.

5. Any candidate that receives three votes will be the nominee for the BOLT vacancy that will be submitted to City Council.

6. The candidates that follow the candidate having received three votes will not be the nominee.

7. If no one receives a majority of the votes, the President will call for nominations for a second round.

8. A random voting order for each name will be established again.

9. The process will continue until a candidate receives a majority (three) of the votes.

If BOLT is voting on a motion to nominate a single candidate, the standard procedures to vote on a motion will be followed.

H. Inability to Serve - Should the recommended nominee be unable to serve, BOLT will follow the following procedure:

1. The President appoints a new nomination subcommittee

2. Staff sends a letter to all current applicants (or a specific subset) and asks if they would like to be considered again, due to the change in the original recommendation

3. The new Subcommittee reviews the applicants still in the pool, and either:
a. Recommends up to five for consideration by the full board - OR - b. Recommends that a new process be initiated, that would allow both past applicants, and new applicants, to participate

BERKELEY PUBLIC LIBRARY Board of Library Trustees Vacancies Policy Page 3

4. On the basis of the recommendation by the subcommittee, the staff either coordinates interviews for the next possible BOLT meeting, schedules a special meeting to conduct interviews, or reinitiates the recruitment process from the beginning.

Board of Library Trustees,
Selection Criteria Summary
Desired Qualifications:
• Candidates should be public library champions, passionate about lifelong learning and community engagement.
• A demonstrated commitment to equity, diversity and inclusion is essential. • Candidates with executive leadership, technology, business, financial management and/or administrative skills are encouraged to apply.
• Candidates with leadership experiences in community-based, non-profit, or government agencies
General Qualifications
• Demonstrated interest in and enthusiasm for the library • Read
iness to devote time and effort
• An open mind coupled with respect for the opinion of others and, a steadfast belief in intellectual freedom and privacy.
• Ability to plan creatively.
• Courage to withstand pressures and resist influences based on prejudice • Ability to analyze the business and administrative procedures, and to be part of the accountability process to the public and provide oversight. • Possession of common sense
• Reflects the diversity of the Berkeley community, including a diversity of experiences working in different sectors of the community as well as age, ethnicity, religion, gender identities, abilities, and sexual orientation
• Willing and able to work with management, staff and the union.

Practical background and/or direct experience in one or more of these areas is desirable:
• Involvement in community organizations
• An u
nderstanding of local government operations, of public boards, and commissions; previous experience highly valued
• An interest in long-range
planning
• Personal experience in one or more of these areas:
o Education
o Architecture/Construction Accounting/Finance Business o Personnel management Technology Law/Government
o Humanities
o The Arts
• Availability and openness to the public

2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7150 ● TDD: (510) 981-6903 E-Mail: [email protected]

CONSENT CALENDAR
October 27,2026
To: Honorable Mayor and Members of the City Council
From: Councilmember Shoshana O’Keefe
Submitted by: Rebecca Alcalá-Veraflor, Director of Library Services SUBJECT: Appointment of Hong-Sze Yu to the Board of Library Trustees

RECOMMENDATION
Adopt a Resolution appointing Hong-Sze Yu to the Board of Library Trustees (“BOLT”) for a term of four years beginning November 4, 2026.

FISCAL IMPACTS OF RECOMMENDATION
No fiscal impacts.

CURRENT SITUATION AND ITS EFFECTS
At the October 7, 2026, regular meeting of the Board of Library Trustees, Trustees voted to recommend that the City Council appoint Hong-Sze Yu for a 4-year term on the Board.

BACKGROUND
Pursuant to Section 30 of the Charter of the City of Berkeley, “[f]ive Library Trustees shall be appointed and may be removed by a vote of five members of the Council.” BMC Section 3.04.010 further provides that “[t]he term of office of the members of the board shall be four (4) years.” In addition, it is traditional that BOLT formally recommends to the City Council a preferred candidate for appointment.

The process BOLT undertakes to identify and recommend a candidate is to broadly promote the Board vacancy to the general public, review questionnaire responses, interview all candidates at a public meeting or meetings, and vote to recommend an applicant to the City Council for appointment. The Board of Trustees Vacancies Policy most recently updated in December 2023 outlines the process for selecting a nominee for appointment.

Trustee Priscilla Villanueva announced her resignation in December 2025 and participated in her last Board of Library Trustees meeting on December 3, 2026.

President Beverly Greene appointed the ad hoc nominating subcommittee at the February 4, 2026, regular BOLT meeting. Recruitment opened from February 25 to March 31, and a total of twenty-one people applied.

After review of the applicant pool, committee members President Greene & Trustee Roth selected seven candidates to meet virtually and prescreen before making a recommendation to the Board of five candidates to interview, per the Board of Library Trustees Vacancies Policy.

CURRENT SITUATION AND ITS EFFECTS
Candidate interviews were held at the September 2, regular BOLT meeting. Five people were invited to participate in the public interview, but only 4 were interviewed.

On October 7, BOLT engaged in an informal discussion of the candidates, followed by a vote.

BOLT’s recommendation will be referred to City Council. A majority vote of all the members of the City Council is required to appoint a member to the board.

The new Trustee’s term is anticipated to begin November 4, 2026.

After thoughtful consideration, BOLT voted to approve Resolution No.: 26-054. (Attachment 2), recommending that the City Council appoint the preferred candidate, Hong-Sze Yu, to the Board of Library Trustees.

Vote: Ayes: Trustees O’Keefe, Roth, Greene and Ami. Noes: None. Abstentions: None.

ENVIRONMENTAL SUSTAINABILITY
Not applicable.

RATIONALE FOR RECOMMENDATION
The City Council needs to appoint a new Trustee for a 4-year term to fill the current vacancy, fulfilling the Charter requirement that the Board consist of five members.

Hong-Sze Yu has been recommended by the BOLT and exceeds the stated qualifications and experience desired in a Trustee, including (1) a demonstrated commitment to equity, diversity and inclusion, (2) executive leadership, business, financial and administrative skills, (3) leadership experience in community-based, non- profit, or government agencies, and (4) strong public library advocacy and a passion for lifelong learning and community engagement.

ALTERNATIVE ACTIONS CONSIDERED
None.

CONTACT PERSON
Rebecca Alcalá-Veraflor, Director of Library Services and Secretary to the Board of Library Trustees, 510-981-6195
Attachments:

1. Resolution

2. Trustee Appointment Process Report of October 7 meeting

3. Board of Library Trustees Resolution No.: 26-054

4. Hong-Sze Yu BOLT application

5. Board of Library Trustees Vacancies Policy

6. BOLT Selection Criteria Summary

RESOLUTION NO. ##,###-N.S.

APPOINTMENT OF HONG-SZE YU TO THE BOARD OF LIBRARY TRUSTEES WHEREAS, the Board of Library Trustees consists of five members appointed by the City Council to serve four-year terms; and
WHEREAS, the Board of Library Trustees currently has two open positions to be filled by the City Council; and
WHEREAS, the Board of Library Trustees undertook a robust recruitment effort to identify candidates to recommend for appointment by the City Council to fill two current openings on the Board; and
WHEREAS, Trustee Villanueva resigned her service to the Board of Library Trustees (BOLT) on December 3, 2026; and
WHEREAS, during the February 4, 2026, meeting of the Board of Library Trustees (BOLT), the Board instructed staff to begin solicitation for applications to fill two vacancies; and
WHEREAS, the Board of Library Trustees directed staff to widely publicize the vacancies; and
WHEREAS, the City Clerk’s Office of the City of Berkeley received 21 applications from interested parties; and
WHEREAS, the Board of Library Trustees interviewed 4 of the applicants during a regular BOLT meeting on September 2, 2026; and
WHEREAS, the Board of Library Trustees held discussions, shared nominations, and voted on the nominees during a regular BOLT meeting on October 7, 2026; and WHEREAS, the Board recommends Council set the conditions for this appointment as a 4-year term with the effective date of November 4, 2026; and NOW, THEREFORE, BE IT RESOLVED that the preferred candidate Hong-Sze Yu be appointed to the Board of Library Trustees beginning November 4, 2026.

ADOPTED by the City Council of the City of Berkeley during a regular meeting held on October 17, 2026.

ACTION CALENDAR
October 7, 2026

To: Board
of Library Trustees
From: Rebecca Alcalá-Veraflor, Di
rector of Library Services
Subject: Recommendation to the City Council regarding the appointment of two trustees to serve a four-year term each, to fill the vacancy resulting from Trustee Villanueva’s resignation and the vacancy created by Trustee Roth's expired term.

INTRODUCTION
Trustee Priscilla Villanueva announced her resignation in December 2025 and participated in her last Board of Library Trustees meeting on December 3, 2026. Additionally, Trustee Amy Roth’s second term was scheduled to expire on January 3, 2026. The Board initiated the process to fill both vacancies in February 2026. Trustee Roth kindly consented to extend her term and serve as a member of the ad hoc nominating committee, which was established by President Greene per the revised Board of Library Trustees Vacancies Policy to assist in the search for her and Trustee Villanueva’s successor during the library's transitional period. This process has continued, and candidate interviews were conducted on September 2, 2026.

FISCAL IMPACT
None.

BACKG
ROUND
The City Council reserves the right to appoint and remove library trustees by a vote of five council members. The Board of Library Trustees (BOLT) contributes to the process by recommending a candidate(s) to the City Council for approval. The Board of Trustees Vacancies Policy, most recently modified in December 2023, outlines the process for selecting candidate(s) for appointments.

CURR

ENT SITUATION AND ITS EFFECTS
President Beverly Greene appointed the ad hoc nominating subcommittee at the February 4, 2026, regular BOLT meeting. Recruitment opened from February 25 to March 31, and a total of twenty-one people applied.

After review of the applicant pool, committee members President Greene & Trustee Roth selected seven candidates to meet virtually and prescreen before making a recommendation to the Board of five candidates to interview, per the Board of Library Trustees Vacancies Policy.

Candidate interviews were held at the September 2, regular BOLT meeting. Five people were invited to
participate in the public interview, but only 4 were interviewed. At the October 7, regular BOLT meeting,
the trustees will vote on two candidates they recommend for nomination to the City Council, following discussion.

The voting will proceed as follows, as enumerated in the Board of Library Trustees Vacancies Policy:
1) The President calls for nominations for the Trustee vacancy. Every Board member has the opportunity to share their nomination for the vacancy at this time, in the beginning of the process. No one is required to make a nomination.
2) A random voting order for each name is established.
3) Each Trustee receives one vote per round.
4) When each name is called, Trustees may vote yes, no, or abstain. 5) Any candidate that receives three votes will be the nominee for the BOLT vacancy that will be submitted to City Council.
6) The candidates that follow the candidate having received three votes will not be the nominee. 7) If no one receives a majority of the votes, the President will call for nominations for a second round.
8) A random voting order for each name will be established again. 9) The process will continue until a candidate receives a majority (three) of the votes.

The term for the new Trustees is anticipated to begin November 4, 2026.

FURTHER ACTION
BOLT’s recommendation will be referred to City Council. A majority vote of all the members of the City Council is required to appoint a member to the board.

CONTACT PERSON
Rebecca Alcalá-Veraflor, Director of Library Services, 510-981-6195

Attachments:

1. Resolution – T rustee Vacancy 1

2. Resolution – Trustee Vacancy 2

3. Candidate list

4. BOLT Selection Criteria Summary

5. Board of Library Trustees Vacancies Policy updated 12/06/23

Ϭϱϰ

BERKELEY PUBLIC LIBRARY

POLICIES

SUBJECT:

Board of Library Trustees Vacancies
Policy

ORIGINAL DATE: 05/04/2022
BOLT
Resolution #: R22-025
REVISED DATE: 12/06/2023
BOLT Resolution #: R23-056
PAGE: 1 of 3

I. PURPOSE
Pursuant to Section 30 of the Charter of the City of Berkeley (the “Charter”), “five Library Trustees shall be appointed and may be removed by a vote of five members of the Council and one of such trustees must be appointed by the Council from its own members.”

When a Board of Library Trustees (“BOLT”) vacancy has occurred or is planned to occur, the Board of Library Trustees can assist the City Council by facilitating a nomination process. This policy enumerates that process.

II. POLICY
A. Ad-hoc Trustee Nominating Sub-committee - When a BOLT vacancy has occurred or is planned to occur, the President of BOLT will appoint an ad hoc trustee nominating sub- committee to identify candidates. The Library Director as Secretary to BOLT will assist the sub-committee.

B. Candidate Search Objectives - The sub-committee’s purpose will be to ensure that nominations are inclusive and broadly represents the diverse perspectives of the community. The sub-committee will seek candidates with varied backgrounds, knowledge, abilities, expertise, and networks that can advance the Mission and Vision of the Library. The search objectives include finding candidates able to carry out the trustee role, functions, and duties, as described in the BOLT Bylaws.

C. Search Process - The sub-committee will convene to take account of current BOLT needs and to schedule the process for its purposes. The process will include the creation and posting of a vacancy announcement, the application period, the review of candidates, the recommendation to BOLT, and action taken by BOLT.

D. Vacancy Announcement - The sub-committee will write an announcement that BOLT is seeking interested parties, including the requirements thereof, the manner and form of applying, and the due date for submission of applications; the sub-committee, working with the Library Director and the City, and with the approval of BOLT, will advertise the call for interest.

E. Application Procedure - For consideration, any applicant must be a resident of the City of Berkeley, California. Applicants must submit a resume and a supplemental statement of interest that addresses questions or topics enumerated by the ad hoc trustee nominating sub-committee.

Board of Library Trustees Vacancies Policy Page 2

F. Review of Candidates - The sub-committee will review each application based on the applicant’s submitted information. The purpose of the review is to identify nominees that meet the search objectives, will be able to carry out the duties and functions of the Trustee as stated in the Bylaws, will advance the Vision and Mission of the Library, and will be a resource for collaboration and partnerships on behalf of the Library.

G. Nominations – The sub-committee will provide a summary of its process, evaluation, and recommendation of no more than five candidates to be interviewed by BOLT for action and furtherance to the Council. The vote on candidates for nomination will take place at the meeting following the meeting during which the candidates are interviewed. A recommendation from the ad hoc trustee nominating sub-committee or the full Board is not binding.

In the event that BOLT votes on multiple candidates, the voting will proceed as follows:

1. The President calls for nominations for the Trustee vacancy. Every Board member has the opportunity to share their nomination for the vacancy at this time, in the beginning of the process. No one is required to make a nomination.

2. A random voting order for each name is established.

3. Each Trustee receives one vote per round.

4. When each name is called, Trustees may vote yes, no, or abstain.

5. Any candidate that receives three votes will be the nominee for the BOLT vacancy that will be submitted to City Council.

6. The candidates that follow the candidate having received three votes will not be the nominee.

7. If no one receives a majority of the votes, the President will call for nominations for a second round.

8. A random voting order for each name will be established again.

9. The process will continue until a candidate receives a majority (three) of the votes.

If BOLT is voting on a motion to nominate a single candidate, the standard procedures to vote on a motion will be followed.

H. Inability to Serve - Should the recommended nominee be unable to serve, BOLT will follow the following procedure:

1. The President appoints a new nomination subcommittee

2. Staff sends a letter to all current applicants (or a specific subset) and asks if they would like to be considered again, due to the change in the original recommendation

3. The new Subcommittee reviews the applicants still in the pool, and either:
a. Recommends up to five for consideration by the full board - OR - b. Recommends that a new process be initiated, that would allow both past applicants, and new applicants, to participate

BERKELEY PUBLIC LIBRARY Board of Library Trustees Vacancies Policy Page 3

4. On the basis of the recommendation by the subcommittee, the staff either coordinates interviews for the next possible BOLT meeting, schedules a special meeting to conduct interviews, or reinitiates the recruitment process from the beginning.

Board of Library Trustees,
Selection Criteria Summary
Desired Qualifications:
• Candidates should be public library champions, passionate about lifelong learning and community engagement.
• A demonstrated commitment to equity, diversity and inclusion is essential. • Candidates with executive leadership, technology, business, financial management and/or administrative skills are encouraged to apply.
• Candidates with leadership experiences in community-based, non-profit, or government agencies
General Qualifications
• Demonstrated interest in and enthusiasm for the library • Read
iness to devote time and effort
• An open mind coupled with respect for the opinion of others and, a steadfast belief in intellectual freedom and privacy.
• Ability to plan creatively.
• Courage to withstand pressures and resist influences based on prejudice • Ability to analyze the business and administrative procedures, and to be part of the accountability process to the public and provide oversight. • Possession of common sense
• Reflects the diversity of the Berkeley community, including a diversity of experiences working in different sectors of the community as well as age, ethnicity, religion, gender identities, abilities, and sexual orientation
• Willing and able to work with management, staff and the union.

Practical background and/or direct experience in one or more of these areas is desirable:
• Involvement in community organizations
• An u
nderstanding of local government operations, of public boards, and commissions; previous experience highly valued
• An interest in long-range
planning
• Personal experience in one or more of these areas:
o Education
o Architecture/Construction Accounting/Finance Business o Personnel management Technology Law/Government
o Humanities
o The Arts
• Availability and openness to the public

Office of the City Manager
2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7000 ● Fax: (510) 981-7099 E-Mail: [email protected] Website: https://berkeleyca.gov/

ACTION CALENDAR
October 27, 2026
To: Honorable Mayor and Members of the City Council
From: Paul Buddenhagen, City Manager
Submitted by: Scott Gilman, Director, Health, Housing, and Community Services Subject: Ashby BART East Lot Developer Selection for Exclusive Negotiation and Reservation of Predevelopment Funding

RECOMMENDATION
Adopt two Resolutions that enable the City to move forward into negotiation and predevelopment with a selected development team for the Ashby East Lot Transit Oriented Development (TOD) project, located at the intersection of Woolsey St. and Tremont St., directly east of the Ed Roberts Campus, by:

1. Authorizing the City Manager or designee to negotiate and enter into an Exclusive Negotiating Rights Agreement (ENRA) and any required amendments with Satellite Affordable Housing Associates (SAHA), Habitat for Humanity East Bay/Silicon Valley, and Deborah D. Matthews Consulting (collectively, “the SAHA Team”).

2. Authorizing the City Manager or designee to negotiate and enter into an ENRA and any required amendments with the alternative developer, Related California and the Kelsey (collectively, “the Related Team”), in the event that the ENRA with the SAHA Team is terminated or if the City does not enter into a ENRA with the SAHA Team.

3. Approving the reservation of $1 million of Affordable Housing Mitigation Fees (Fund 120) to the SAHA Team or their affiliate(s) to support master planning and predevelopment activities related to the development of affordable housing at the Ashby East Lot BART site.

4. Affirming that the City's Housing Trust Fund Guidelines will apply to the use of funds to support master planning and predevelopment activities related to the development of affordable housing at the Ashby East Lot BART site.

5. Authorizing the City Manager or designee to execute all original or amended documents or agreements in accordance with the intent of this Resolution.

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

SUMMARY
Council approved the release of a Request for Proposals (RFP) and Notice of Funding Availability (NOFA) by Resolution No. 72,152-N.S. on March 10, 2026. The goal of the RFP was to identify the best qualified team to enter into an ENRA with the City to proceed with predevelopment work on a project at the Ashby East Lot, which is currently owned by the San Francisco Bay Area Rapid Transit District (BART). Priorities for the site are outlined in the Joint Vision and Priorities document, along with the Exchange Agreement that were adopted by the City Council (Ordinance 7,939-N.S.) The City received six responses to the RFP, and a panel composed of seven reviewers unanimously identified the SAHA Team as the best qualified to proceed. Approving the attached resolution would allow the City Manager to negotiate and execute an ENRA but does not obligate the City to any further development activities.

FISCAL IMPACTS OF RECOMMENDATION
Negotiating and administering the ENRA will require staff time. The SAHA Team will be required to pay an exclusivity fee of $100,000 and additional fees estimated at $445,000 to reimburse City staff time and work carried out under consultant contracts. The SAHA Team submitted an initial deposit of $25,000 with their East Lot proposal, and the ENRA includes a payment schedule for the remaining funds.

As part of the RFP, the Department of Health, Housing, and Community Services (HHCS) offered a NOFA to consider a request for a related predevelopment loan of up to $1,000,000, consistent with the Housing Trust Fund Guidelines. The approved Team may also be eligible for an additional $7,000,000 to be used as development funds at a later date, consistent with Resolution No. 69,833-N.S. that reserved City housing funds for the Ashby East Lot.

CURRENT SITUATION AND ITS EFFECTS
On April 9, 2026, HHCS released an RFP1 for the Ashby East Lot. The RFP required applicants to respond with a proposal to develop housing that included, at a minimum, the following:
 35% of units affordable to households earning an average of 60% of the Area Median Income or below;
 300 bedrooms;
 A minimum threshold of developer experience; and
 A team member with demonstrated Universal Design experience.

Each team had to provide a detailed proposal that outlined the design, concept, narrative, and financial assumptions for their envisioned project. The narrative had to 1 https://cityofberkeley.app.box.com/s/yuimxtkhca5d3xt3qrjwsz6riqqk9oof/file/2193170915488

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

include the proposal’s alignment with community and City priorities, such as providing a vision for a reparative framework, meeting City design guidelines for the site, and a creative approach to Universal Design. The seven areas and their maximum possible scores in the panel review were Preliminary Development Concept and Proposed Project (25 points), Development Team Experience (15 points), Development Team Fit (10 points), Roles and Responsibilities (10 points), Financial Offer (20 points), Team Interview (12 points), and Public Presentation (8 points).

By the RFP deadline of Tuesday, July 7, 2026, the City received six responses from development teams. All six proposals demonstrated a clear grasp of the objectives of the RFP. The teams were:
 Satellite Affordable Housing Associates, Habitat for Humanity, and Deborah D.

Matthews Consulting
 Related California, and the Kelsey
 Eden Housing and Sunflower Hill
 EAH Housing and Habitat for Humanity
 Michael’s Development Company and Adeline Alliance East  Coalition for Responsible Community Development, Creative Development Partners, and Landspire Group
Between August 13th, 2026, and October 7th, 2026, the evaluation panel met six times to review and deliberated over the applications. The panel consisted of seven members, including two City staff from HHCS, one staff member from the Planning and Development Department, one from the City Manager’s Office, one BART staff, and two South Berkeley community members appointed by the City Manager.

On August 20th, 2026, based on detailed scoring rubric the panel unanimously recommended to shortlist the following applicant teams:
 Satellite Affordable Housing Associates, Habitat for Humanity, and Deborah Matthews
 Related California and the Kelsey
On September 22nd, 2026, the panel conducted interviews of the shortlisted teams, and on October 1, 2026, the shortlisted teams presented their team qualifications to the public at the South Berkeley Senior Center. The event was attended by over 100 attendees, and a survey was given to the attendees, and received 61 responses. In the survey, SAHA received stronger and more consistent positive feedback, particularly around being a locally based non-profit, community connection, mission alignment, and black equity displacement repair.

On October 5, 2026, the evaluation panel unanimously recommended that the City enter into an ENRA with the SAHA Team. Strengths of the SAHA team include a high-

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

quality development team, a strong community engagement proposal and development team fit, non-profit community-based leadership, acceptance of the City’s ENRA terms, a feasible project that exceeds affordability requirements, commitment to 25% of units for people with disabilities, affordable homeownership opportunity, and a robust reparative framework.

Further, the panel unanimously recommended the Related Team as the alternate development team. In a scenario in which the ENRA with the SAHA team is terminated, the City Manager would be authorized to enter into an ENRA with the team led by Related. The panel scored the team highly. Strengths of the Related Team include a high-quality development team, a high-density development proposal, a feasible project that exceeds affordability requirements, commits 25% of units for people with disabilities, and a well-developed reparative framework.

The table below summarizes the Evaluation Panel’s review of the top two scoring development team proposals, organized by the scoring categories. The italicized text includes some details about the preliminary development concept and proposed project.

Please note that the selected developer will further refine the proposed project through a community process and more detailed planning and financial modeling.

SAHA Team Related Team
Preliminary
Development Concept
and Proposed Project
Maximize housing
Goal of 35% affordability
Prioritize low income,
homeownership, 25% for
households with
disabilities, and reparative
framework.

High scoring
Meets the minimum density
requirements.

Exceeds affordability
requirements.

Offers homeownership.

Provides 25% of units for
households with disabilities.

Strong reparative
framework.

High scoring
Proposes a higher
density,
Exceeds affordability
requirements.

Provides 25% of units for
households with
disabilities.

Includes a reparative
framework.

Density 174 Units, 341 Bedrooms 250 Units, 353 Bedrooms Phases, Types of
construction
2 Phases, Multifamily
affordable building,
homeownership with 12 for-
sale townhomes
1 phase – two buildings,
one senior rental and one
multifamily rental
Affordability 100% affordable, with 48
units at 30% Area Median
Income (AMI), 51 at 50%
AMI, 62 at 60% AMI and 12
for- sale homes at 70% AMI
100% affordable, with 63
units at 30% Area Median
Income (AMI), 83 at 50%
AMI, and 102 at 60% AMI
Accessibility 25% Set aside for Residents
with Disabilities, Universal
25% Set aside for
Residents with

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

SAHA Team Related Team
design incorporated
throughout the design
Disabilities, Universal
design incorporated
throughout the design
Reparative Framework Homeownership, economic
and programmatic
components
Economic components
Quality of Development
Team Experience
Master Planning, Public
Private Partnerships,
Design and community
engagement.

High-quality team High-quality team
Development Team Fit
Financial Capability of
Team, Nonprofit
Community Based
Organization, Acceptance
of City’s ENRA terms
Best Fit for the City.

Nonprofit led and
Accepted City’s ENRA
terms.

Good fit for the City.

Roles and
Responsibilities.

Overall qualifications,
Project Management, and
relationship between
parties.

Strong team structure. Strong team structure.

Financial Offer and
Project Feasibility.

Very feasible project. feasible project.

Anticipated deliverables of the ENRA include:

1. Schematic architectural design documents;

2. Full financial projections;

3. A preliminary services plan and budget;

4. An analysis of parking demand and a corresponding public parking plan; and

5. A community engagement/outreach plan.

Staff will work to negotiate the ENRA and then proceed to work with the selected team as they fulfill the deliverables. The term of the ENRA is anticipated to be one year with certain extensions possible at the City’s discretion.

BACKGROUND
Beginning in 2018, the City and BART collaborated to plan transit-oriented development at the Ashby and North Berkeley BART sites. In 2024, the City and BART agreed that the City would relinquish its air rights over the Ashby West Lot in exchange for sole

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

ownership of the East Lot. This agreement outlines specific requirements for the East Lot's future use and establishes how the City will select its development partners.

HHCS staff developed a draft framework for soliciting development proposals for the East Lot which served as the basis for the RFP and NOFA. The Ashby East Lot Framework served as an outline that informed the contents of the RFP, the selection process, proposal requirements (or thresholds), as well as City goals for the site.

Proposals were evaluated relative to the criteria detailed in the East Lot Framework.

The project requirements were established through past Council actions, such as approval of the Exchange Agreement with BART. Key proposal thresholds include:
 At least 35% affordable, of which 20% shall be affordable to Extremely Low Income (ELI) households
 At least 300 bedrooms
 Project must fund the South Berkeley Community Benefits Fund, as described in the Exchange Agreement, to be used at the City’s discretion, to benefit the South Berkeley Community
 Project teams must include a team member with demonstrated Universal Design experience and expertise
Project goals were identified in past Council actions, recent community planning efforts, and through a stakeholder meeting HHCS held in the summer of 2025. Key goals include:
 50% of housing is permanently affordable
 Maximize housing density on the site
 Housing for seniors, families, people with physical or mental disabilities, and/or formerly homeless people.
 Creating homeownership opportunities for households in South Berkeley  25% of units for persons with disabilities, who are likely to benefit from proximity to Ed Roberts Campus
Council previously reserved $26.5 million in Measure O bond funds and Affordable Housing Mitigation Fees to achieve its affordable housing goals at the Ashby BART sites, of which $8 Million will be available for affordable housing on the East Lot.

The Planning and Development Department developed the Design Standards for the East Lot which were also incorporated into the RFP. The design standards function as the site-specific Objective Design Standards, addressing project design, including requirements for open space, access drives, ADA loading zones, upper-story setbacks, and high-quality building materials. Panelists and consultants evaluated proposals, providing maximum flexibility on the many requirements and goals as possible to encourage creative, financially feasible proposals.

Ashby BART East Lot Developer Selection ACTION CALENDAR October 27, 2026

ENVIRONMENTAL SUSTAINABILITY AND CLIMATE IMPACTS
The proposals put forward by prospective teams anticipate building energy-efficient, sustainable developments. It also advances the City’s strategic plan goal of creating affordable housing.

Additionally, creating new infill affordable housing in Berkeley that allows lower income individuals and families to live close to transit will advance the goal of making the City more economically and racially equitable, and reduces greenhouse gas emissions by reducing vehicle-miles-traveled and decreasing reliance on personal vehicles.

RATIONALE FOR RECOMMENDATION
The SAHA Team was unanimously recommended by the evaluation panel that carefully reviewed and discussed the sets of qualifications provided by the shortlisted applicants.

Entering into the ENRA with this team will engage their expertise in identifying a feasible project that meets the City’s goals while working with stakeholders. An ENRA does not obligate the City to pursue any project, or to proceed with development at all.

ALTERNATIVE ACTIONS CONSIDERED
Council could choose not to pursue an ENRA with the recommended team and instead choose the runner-up team, which was the Related Team. Council could also choose to issue a new, differently structured RFP, or an RFQ.

CONTACT PERSON
Kelly deWolfe, Community Development Project Coordinator, HHCS, (510) 981-5424 Attachments:
1: Resolution – Approving a Development Team and Authorizing the City Manager to Enter into an Exclusive Negotiating Rights Agreement with the Satellite Affordable Housing Associates (SAHA) Team
2: Resolution – Reserving Affordable Housing Mitigation Fees(Fund 120) for the Satellite Affordable Housing Associates (SAHA) Team for Predevelopment at the Ashby East BART Site

RESOLUTION NO. ##,###-N.S.

APPROVING A DEVELOPMENT TEAM AND AUTHORIZING THE CITY MANAGER

TO ENTER INTO AN EXCLUSIVE NEGOTIATING RIGHTS AGREEMENT WITH THE

SATELLITE AFFORDABLE HOUSING ASSOCIATES (SAHA) TEAM
WHEREAS, on December 3, 2024, by Ordinance No. 7,939 - N.S, City Council authorized the exchange and future acquisition of the Ashby East Lot located at the intersection of Tremont Street and Woolsey Street, east of the Ed Roberts Campus at the Ashby BART station; and
WHEREAS, Ordinance 7,939-N.S. states in its purpose that the City acquire property at the site of the Ashby BART station, and to further the development of the property in a manner that will, among other objectives that serve the interests of the people of Berkeley, increase the number of affordable housing units in the City of Berkeley in accordance with applicable City-adopted housing plans; and
WHEREAS, on October 28, 2025, Council referred to the City Manager and the Department of Health, Housing, and Community Services (HHCS) the development of a Request for Proposals (RFP) framework for the Ashby East Lot to inform the Request for Proposals, and to select a developer proposing a housing development that met the negotiated requirements according to Ordinance 7,939-N.S., including:
 A minimum of 300 bedrooms
 A minimum of 35% of new housing units, inclusive of density bonus units, must be affordable to households earning an average of 60% of Area Median Income. And at least 20% of those 35% be affordable to Extremely Low-Income Households.
 Contribution to the South Berkeley Fund
 Minimum Developer Team Expertise
WHEREAS, on March 10, 2026, with Resolution No. 72,152-N.S., Council authorized issuance of an RFP for a developer, anticipating working with the selected developer under an Exclusive Negotiating Rights Agreement (ENRA) to identify and evaluate feasible options for development of the site, while obtaining input about community priorities from the Planning and Development Department and other stakeholders; and WHEREAS, on April 9, 2026, the City issued a Request for Proposals (RFP) and received responses on July 7, 2026; and
WHEREAS, the RFP evaluation panel identified the team led by Satellite Affordable Housing Associates (SAHA) consisting additionally of Habitat for Humanity East Bay/Silicon Valley as co-developer, and Deborah D. Matthews Consulting, as the selected team to proceed to an ENRA for the Ashby East Lot; and WHEREAS, the RFP evaluation panel identified the team led by Related California consisting additionally of the Kelsey as co-developer, as a strongly qualified fit to develop

on the East Lot and recommended this team as an alternative developer for the Ashby East Lot.

NOW THEREFORE, BE IT RESOLVED that the City Manager or designee is authorized to negotiate and enter into an ENRA and any required amendments with the SAHA Team, consisting of Satellite Affordable Housing Associates, Habitat for Humanity East Bay/Silicon Valley, and Deborah D. Matthews Consulting.

BE IT FURTHER RESOLVED that the City Manager or designee is authorized to negotiate and enter into an ENRA and any required amendments with the alternative developer, Related California and the Kelsey, in the event that the ENRA with the SAHA Team is terminated or if the City is unable to enter into an ENRA with the SAHA Team.

RESOLUTION NO. ##,###-N.S.

RESERVING AFFORDABLE HOUSING MITIGATION FEES (FUND 120) FOR THE

SATELLITE AFFORDABLE HOUSING ASSOCIATES (SAHA) TEAM FOR

PREDEVELOPMENT AT THE ASHBY EAST BART SITE
WHEREAS, the City Council established a Housing Trust Fund Program (HTF) to guide the City's work to assist in the development and expansion of housing affordable to low- and moderate-income persons who either work or reside within the City of Berkeley (City), and authorized the City Manager to implement the Program; and WHEREAS, there is a great need for affordable and special needs housing in the City of Berkeley as stated in the General Plan Housing Element and the City of Berkeley's Consolidated plan; and
WHEREAS, the City and BART are collaborating on the development of the Ashby BART East Lot Site, and articulated shared goals in a Memorandum of Understanding, Memorandum of Agreement, Joint Vision and Priorities for Transit-Oriented Development, and Exchange Agreement for Ashby and North Berkeley Stations; and WHEREAS, the City and BART are committed to achieving a minimum of 35% affordable housing at each BART site; and
WHEREAS, on April 27, 2021, by Resolution No. 69,833-N.S., the City Council reserved $53 million, to be divided between the two BART sites, as the subsidy needed to achieve 35% affordability, and allowed for a portion of that funding to be considered for predevelopment costs associated with affordable housing; and WHEREAS, the $53 million includes $40 million in Measure O funds, and $13 million in Affordable Housing Mitigation Fees; and
WHEREAS, in April 2026, the City issued a Request for Proposals (RFP) to select a team to develop new housing at the Ashby East Lot BART site and created an RFP selection panel with representation from the City, community and BART; and WHEREAS, the RFP included a Notice of Funding Availability for $1 million available to a nonprofit developer from the selected developer team, to support the development of affordable housing at the Ashby East Lot site; and
WHEREAS, six teams responded to the RFP, including SAHA Team, a team made up of Satellite Affordable Housing Associates (SAHA) Habitat for Humanity East Bay/Silicon Valley and Deborah D. Matthews Consulting]; and
WHEREAS, after a competitive process during which the RFP selection panel scored teams on their qualifications, an interview, and a public presentation, the RFP selection panel recommended the SAHA Team; and
WHEREAS, the City Council approved the SAHA Team on October 27, 2026; and

WHEREAS, the SAHA Team requested $1 million in predevelopment funding from the City's set-aside of Affordable Housing Mitigation Fee funds.

NOW THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that it approves the reservation of $1 million of Affordable Housing Mitigation Fees (Fund 120) to the SAHA Team or their affiliate(s) to support master planning and predevelopment activities related to the development of affordable housing at the Ashby East Lot BART site.

BE IT FURTHER RESOLVED that the City's Housing Trust Fund Guidelines will apply to the use of these funds.

BE IT FURTHER RESOLVED that the City Manager, or designee, is hereby authorized to execute all original or amended documents or agreements in accordance with the intent of this Resolution; a signed copy of said documents, agreements, and any amendments will be kept on file in the Office of the City Clerk.

Office of the City Manager
2180 Milvia Street, Berkeley, CA 94704 ● Tel: (510) 981-7000 ● TDD: (510) 981-6903 ● Fax: (510) 981-7099 E-Mail: [email protected] Website: https://berkeleyca.gov/

INFORMATION CALENDAR
October 27, 2026
To: Honorable Mayor and Members of the City Council
From: Paul Buddenhagen, City Manager
Submitted by: Jamie Parks, Director, Public Works
Subject: Audit Status Report: 2009 Leases Audit Follow-Up

INTRODUCTION
On January 24, 2025, the City Auditor released, 2009 Lease Audit Follow-Up – Berkeley Faces the Same Risks 16 Years Later1 to City Council with recommendations to improve the City’s lease oversight and management. The first status report was submitted to Council on October 28, 2025. This information item provides Council with an update on the implementation status of the report’s recommendations. This is the second status report regarding this audit.

CURRENT SITUATION AND ITS EFFECTS
The audit included eight recommendations. As of October 2026, staff have started implementation for six recommendations, one is partially implemented, and one has not started because it requires completion of the other seven before it can commence.

While work on seven recommendations is ongoing, the only change of status since the last status report on October 28, 2025 is associated with recommendation 8.2.2 Please see Attachment 1 for a detailed table of audit report recommendations, corrective action plans, and implementation progress. The next status report to Council is expected in Fall 2027.

The partially implemented recommendation, 8.2, states, “Public Works and Finance should determine if the existing systems can be used to finalize a comprehensive list of City leases.” The Auditor’s finding provided further direction to assess existing, planned, and other software systems to, “enable more effective oversight of leases.” Public Works and Finance concluded the current system is insufficient for the City’s needs. A new software system capable of including information for all City owned properties and the ability to manage leases, license agreements, insurance documents, and creating 1 Audit: 2009 Leases Audit Follow-Up: Berkeley Faces the Same Risks 16 Years Later 2 Recommendation 1.2 is started, not partly implemented as incorrectly described in the 2025 status report.

Audit Report: 2009 Lease Audit Follow-Up INFORMATION CALENDAR October 27, 2026

reports for internal use and regulatory reporting would best serve the City and its real property needs.

Staff conducted a thorough review of available options and determined that a cloud- based software system integrated with ERMA (i.e., the City’s Tyler Munis financial management system) is needed. A software needs checklist was developed in coordination with the Parks, Recreation & Waterfront; Health, Housing and Community Services; Finance; and IT Departments (“Lease Management Ad Hoc Team”).

Attachment 2 identifies the Real Property Software Needs Checklist used to solicit informal bids from four vendors. Staff identified a preferred vendor, and purchase order processing is in progress.

All recommendations require the formation of an interdepartmental team of staff involved in lease and license agreement tracking and management. A Lease Management Ad Hoc Team was formed and completed the following since the last update:

1. Built an interdepartmental shared lease list and presented it to the City Budget and Finance Committee on April 9, 2026. Please see Attachment 3 for copies of the list and presentation.

2. Documented inconsistencies in data collected by different departments and used the information to create the software needs checklist.

3. Recommended an affordable and proven lease and property management software provider for City Management consideration. Software has been selected and implementation will begin no later than December 2026.

BACKGROUND
On February 11, 2025, the City Auditor presented 2009 Leases Audit Follow-Up - Berkeley Faces the Same Risks 16 Years Later, to City Council. The new report assessed the implementation of recommendations from the 2009 audit and concluded that the City still faces the same issues and lacks a clear approach to lease management, a relevant policy to guide leasing and licensing decisions, and a complete central inventory of leases and license agreements. The report asserts that these factors continue to compromise the City’s ability to strategically manage City-owned property and reopened eight prior recommendations that require collaboration across departments to better ensure sound management of City-owned and occupied properties.

Public Works and the City Manager’s Office accepted the Auditor’s findings and guidance for implementation. The recommendations were re-opened and all parties agreed to provide annual updates on implementation until fully completed.

Audit Report: 2009 Lease Audit Follow-Up INFORMATION CALENDAR October 27, 2026

ENVIRONMENTAL SUSTAINABILITY AND CLIMATE IMPACTS
There are no identifiable environmental effects or opportunities associated with this report.

POSSIBLE FUTURE ACTION
Public Works will continue to work with all City Departments to create a shared list of revenue leases, expenditure leases and license agreements using the newly procured software system. Additionally, Public Works will lead interdepartmental work to submit a draft property management plan with data and recommendations for the City Manager’s Office’s consideration in early 2027.

FISCAL IMPACTS OF POSSIBLE FUTURE ACTION
None at this time.

CONTACT PERSON
Dionne Early, Real Property Administrator, Public Works, (510) 981-6453 Attachments:
1: Audit Findings, Recommendations, and Status Updates
2: Real Property Software Needs Checklist
3: Budget & Finance Committee April 9, 2026 Presentation/Handouts

Finding Department Status Last
Period
Current Status Update
The City’s 2002 plan to centralize property and
facility lease management has not been
implemented. 1.1
The City Manager should formalize and
approve the division of responsibilities
between the Public Works department
and other departments regarding lease
management.

Public Works Started
Started. No change since the last update. The Real
Property Administrator is still in the process of soliciting input from relevant departments about the benefits of
centralized, decentralized or hybrid lease management.

Public Works anticipates delivering a draft proposal for City Manager comment and input in early 2027.

The City’s 2002 plan to centralize property and
facility lease management has not been
implemented. 1.2
The Public Works department should
determine and formally define the role of
the real property administration staff
given available resources. Public Works Started
Started. Public Works is still assessing the Real Property Administrator’s job duties. According to Public Works, the department identified a new lease management software
which is expected to be implemented within 3 months.

The department reported they will assess whether
additional staff resources are needed once the new
software is live.

The City’s 2002 plan to centralize property and
facility lease management has not been
implemented. 1.5
The City Manager should formally
communicate a property management
plan with all affected City departments. Public Works Started Started. The Real Property Administrator last met with
the interdepartmental team responsible for lease
management in April 2026. According to Public Works, a
final draft of the property management plan will be
submitted to the City Manager in early 2027.

City staff did not comply with City rules and
regulations because the City lacks clear
guidelines and simple tools for effective lease
negotiations, reviews, approval, and oversight. 2.1
Public Works and Finance should update
Administrative Regulation 6.6 and
Contracts Online to give clear direction to
City staff regarding administration and
execution of lease agreements. Public Works Not Started Not started. No change since the last update. Updates to AR 6.6 will be initiated after the City has formally defined its lease management structure. This work will require the Real Property Administrator to edit the current AR before submitting to the appropriate leadership teams for
review.

A complete inventory of City facility leases with
key information is not available; it is not known
whether all current leases are properly
authorized by executed contracts. 4.1
Public Works should determine what
information is needed in a centralized
repository of lease information. Staff in
the operating departments responsible
for leases should be consulted to identify
information that they need for monitoring
leases. This information should be
included in the centralized repository of
lease information. Public Works Started
Started. The Real Property Administrator collaborated
with the interdepartmental team responsible for
managing leases and licenses to update the list of City leases and licenses for an April 2026 presentation to the Budget and Finance Committee. Public Works has not yet
provided an overview of the information needed in a
centralized repository of lease information.

Recommendation
Report Title: 2009 Leases Audit Follow-Up: Berkeley Faces the Same Risks 16 Years Later Issue Date: January 24, 2025
ATTACHMENT 1 Page 4 of 34

A complete inventory of City facility leases with
key information is not available; it is not known
whether all current leases are properly
authorized by executed contracts. 4.3
Public Works should ensure that relevant
detailed information such as contract
numbers, annual
cost of living adjustments, and other
lease terms, fees, covenants, and
locations are included in the complete
lease inventory detail. Public Works Started
Started. No change since the last update. The Real
Property Administrator is still in the process of updating lease and license forms.

A complete inventory of City facility leases with
key information is not available; it is not known
whether all current leases are properly
authorized by executed contracts. 4.4
Public Works should make the lease
inventory detail available to City staff so
they can utilize the
information to make informed decisions.

If possible, this information should be
available online in a format that allows
controlled updates of information. Public Works Started Started. According to Public Works, the department
continues to update a shared drive with lease data,
however we were not able to verify the contents of the
shared drive. The department stated that it plans to begin managing lease and license agreements in the new lease
management software once it is implemented. According
to Public Works, the software will allow the Real Property Administrator to assign special permissions to staff for editing and updating information.

Opportunities to use existing and planned
software and other systems to enable more
effective oversight of leases and other contracts
are being overlooked. 8.2
Public Works and Finance should
determine if the existing systems can be
used to finalize a
comprehensive list of City leases. Public Works Started Partly Implemented. According to Public Works, the
department has determined the existing systems are not
sufficient to finalize a comprehensive list of City leases and licenses. The department has identified a new
property management software which will be used to
track all City owned properties and associated lease and license agreements.

C I T Y O F B E R K E L E Y

REAL PROPERTY SOFTWARE NEEDS
The City of Berkeley needs software that simplifies managing a small but complex lease portfolio by centralizing data, automating financial compliance, and providing proactive management tools. The software should act as a "single source of truth, " allowing teams in Finance, PW real estate, PRW, HHCs and CAO to collaborate using the same up-to-date information.

Training and Expansion
While the software will initially be used by Public Works to meet its requirement to maintain citywide property and lease lists, assurance is needed that, if desired, expanding use and access to other departments is possible without increasing the cost to the City.  Include unlimited users and the ability to control each user’s access to diƯerent aspects of the system.
 Include comprehensive training for current and future users; trainers should be experienced with the software but also have lease expertise and accounting expertise.  Include the ability to track and manage all City owned properties, not just those occupied by third-party tenants.

Key Capabilities Needed
 Centralized Data Repository: To consolidate all lease documents, contracts, and utility bills into one platform, breaking down data silos between departments.  Automated Accounting & Compliance: To automate calculations GASB 87 and other required reporting to stated standards, generate journal entries, and produce disclosure reports to ensure audit readiness.
 Proactive Alerts & Date Management: Ability to set custom notifications for critical dates such as renewals, expirations, rent increases, and insurance deadlines to avoid penalties or missed opportunities.
 AI-Powered Data Extraction (not a must but a nice to have): AI automated extraction of key data points from complex lease agreements, reducing manual entry errors.  Seamless Integrations: It connects with major ERP and financial systems (like ERMA) to sync lease information with broader business processes. Flat files are preferred to start to ensure seamless future integration without compromising ERMA.

ATTACHMENT 2Page 6 of 34

C I T Y O F B E R K E L E Y

REAL PROPERTY SOFTWARE NEEDS
 Sustainability & ESG Reporting: A platform that can track environmental data—such as energy, waste, and water usage—to help the City have metrics for environmental, social, and governance reporting.

The following checklist aligns with typical municipal real property duties, such as managing lease agreements, tracking critical dates, and ensuring financial transparency.

Essential Management Tasks
 Centralize Lease Inventory: Locate and consolidate all city leases from various departments into a single "source of truth" .
 Monitor Critical Dates: Set automated alerts for lease renewals, expirations, rent increases, and insurance deadlines to prevent penalties.  Manage Clause & Obligation Tracking: Track specific city requirements, such as ADA compliance, maintenance responsibilities, and use restrictions directly within lease records.
 Automate Appropriation-Based Options: Use system workflows to manage annual rollovers for leases tied to specific funding cycles.

Standard & Custom Reporting
 GASB 87 & GASB 96 Compliance Reports: Generate audit-ready disclosure reports, including roll-forward reports and amortization schedules for both real estate and software subscriptions (GASB 96 Subscription-Based Information Technology Arrangements (SBITAs), requires government entities to recognize a right-to-use intangible asset and a corresponding subscription liability for cloud computing and software contracts, similar to lease accounting under GASB 87. It applies to contracts over 12 months, eƯective for fiscal years starting after June 15, 2022.).  Sustainability & ESG Reports: Track energy and emissions data to align with municipal climate action plans and meet potential net-zero reporting goals.  Portfolio Health Dashboards: Visualize lease locations and costs through interactive maps and high-level summaries for presentation to the City Council.  Budget & Forecasting Models: Model lease cost impacts within constrained appropriation cycles to assist in annual city budget planning.

C I T Y O F B E R K E L E Y

REAL PROPERTY SOFTWARE NEEDS
System Integrations
 Financial & ERP Systems: Integrate with city financial software (like ERMA) to sync journal entries and lease payments with the broader general ledger.  Accounts Receivable: Streamline the collection of rent from third-party tenants leasing city-owned property.
 EPA Portfolio Manager: Export facility data directly to the EPA's benchmarking tool to simplify public-sector transparency requirements.
 GIS Integration: Connect lease records with the city’s GIS (Geographic Information System) for spatial analysis of city-owned and leased land parcels.

Communication Needs
It is more important that real property software act as an internal collaboration and data centralization resource rather than acting as a direct two-way messaging app for tenants. City of Berkeley needs a system of record for finance, legal, and real estate teams across multiple departments. It is more important that the software can be set up to send standard and programmable alerts and reminders to the tenants AND to the assigned manager of the lease in each department to ensure they communicate with the tenant by phone or email.

Software must support communication in the following ways:
 Internal Collaboration: Multiple departments (Finance, Real Estate, Legal) can access the same lease data and leave notes or track approvals within a controlled environment to ensure everyone is aligned.
 Contact Management: Store and track all contact details for every lease, including tenants, property managers, and attorneys, to quickly find who you need to reach via traditional channels.
 External Integration for Alerts: The platform can integrate with communication tools like Outlook. This allows the system to push critical alerts (like renewal deadlines or rent changes) to the appropriate team members who can then reach out to tenants.  Operational Transparency: By tracking performance and building occupancy, the software provides data that helps the City in its role as property owners "improve

C I T Y O F B E R K E L E Y

REAL PROPERTY SOFTWARE NEEDS
communication" by giving them the facts needed to convey building updates or renegotiate terms eƯectively.
 Visual and GIS-Friendly: Highly visual and user-friendly, with interactive maps and a focus on administration.
 Lease Life Focus: must be designed to handle the entire life of the lease after compliance is met, such as tracking CAM (Common Area Maintenance) reconciliations and legal disputes.
 Fiscal Communication: Allows allocation of leases across diƯerent municipal funds and prepares modified accrual journal entries easily.

Desire Operational Impact of the Software
 Cost Savings: Will identify overpayments and non-conforming charges through automated audits, the software helps control expenses and optimize space utilization.

Specifically need to address late payment, nonpayment, and underpayment of rent.  Enhanced Visibility: City leadership can use real-time dashboards and interactive maps to visualize the entire portfolio of properties and make data-driven decisions regarding acquisitions and/or sale of property and space planning.  Risk Mitigation: Robust internal controls and a complete audit trail for all lease modifications help maintain data integrity and reduce the risk of non-compliance particularly with regard to third-party insurance requirements.

Dionne Early, Real Property Administrator
City of Berkeley
Department of Public Works – Real Property
[email protected]
510-981-6453

Budget & Finance Committee
April 9, 2026
Public Works: Dionne Early, Real Property Administrator Parks, Recreation and the Waterfront: Director Scott Ferris

PRESENTED BY

PRESENTED FOR
City Real Property:

Leases and license Agreements
ATTACHMENT 3

General
Property
Categories
• City Administration
• City Programs
• City Operations
• City Property
Leased/Licensed to Non-
City Tenants
• Leases Related to Low-
Income Housing
• Successor Agency
Properties

Department
Responsibilities
• Use and Occupancy
• Fisc
al Management and Oversight
• Operation and Maintenance

Department
Responsibilities
(cont. ’d)
• Berkeley Public Library is
administratively independent and
governed by the City’s only
appointed board.
• PRW manages leases and licenses
in parks, camps and the
waterfront.
• PW manages maintenance, repair,
and capital improvement of city
infrastructure, including streets,
sidewalks, utilities, all Civic Center
buildings, City garages,
Corporation Yard, and Transfer
Station, and Fire Stations.

PRW Leases and Licenses
April 9, 2026

Overview
• PRW has 33 lease and license agreements / 41 facilities • 23 active agreements
• 12 holdover – Curren tly working on renewing 9 agreements • 1 pre-lease – 199 Seawall Drive (former Hs. Lordships) • Waterfront: 15 agreements
• Parks: 11 agreements / 15 facilities
• Non-Park: 3 agreements
• Leased Facilities (City is tenant): 4 agreements / 8 facilities

Waterfront – 15 Agreements
• 9 Building Leases:
• Berkeley Yacht Club, Cal Adventures,Cal Sailing Club, Berkeley Sportsman Center (Bait Shop), Hana Japan, International Child Resource Institute (ICRI), Patpatia & Associates, Third Plateau, CoB/BPD
Traffic Bureau
• 3 Ground Leases:
• Doubletree Hotel, Berkeley Marine Center, Skates on the Bay • 2 Licenses:
• Highline Kites, Roaming Bean Coffee
• 1 Option Agreement for potential Ground
Lease:
• TSA Holdings at 199 Seawall Drive (Former Hs. Lordships) 125-127 University Ave. (Office suites & BPD Traffic Bureau) Berkeley Yacht Club

Waterfront Agreements
Tenant Address Lease St atus Initial Term Duration Current Annual Base Rent Ground Leases
Berkeley Marine Center 1 Spinnaker Way Active 51 years, 1978-2029 $24,480.00 + % rent
Doubletree Hotel 200 Marina Blvd Active 61 years, 2020-2080 $985,379.64 + % rent Skates on the Bay 100 Seawall Dr Active 10 years, 2022-2032 $288,000.00 + % rent TSA Holding Group 199 Seawall Dr Option Agreement 2 years, 2026-2028 $0 Building Leases
Berkeley Yacht Club 1 Seawall Dr Active 30 years, 2016-2045 $19,696.44 + CIP Cal Adventures (UC Berkeley) 124 University Ave Holdover, In Negotiations 5 years, 2004-2008 $19,350.00 Cal Sailing Club 124 University Ave Holdover, In Negotiations 5 years, 2015-2019 $12,762.72 Int’l Child Resource Institute 125-127 University Holdover, In Negotiations 3 years, 2014-2017 $36,708.00 Third Plateau 125-127 University Holdover, In Negotiations 3 years, 2017-2017 $40,866.00 Patpatia and Associates 125-127 University Active, In Negotiations 5 years, 2021-2026 $42,172.32 CoB/BPD Traffic Bureau 125-127 University Active 5 years, 2022-2026 $196,056.00 Berkeley Sportsman Center
(Bait Shop) 225 University Ave Holdover, In Negotiations 3 years, 2020-2023 $44,516.16 Hana Japan 235 University Ave Active 6 years, 2020-2026 $94,416.00 + CIP Licenses
Highline Kites Cesar Chavez Park Holdover 5 years, 2004-2008 $2,205.00 Roaming Bean Coffee South Cove Active, In Negotiations 1 year, 2024-2025 $3,831.60

Parks – 11 Agreements / 14 Facilities
• 9 Leases
• 5 at Aquatic Park: Bay Area Outreach Recreation Program (BORP), Waterside Workshops, Korsa Musi
cal Theater, Berkeley Rowing Club,
Berkeley Water Ski Club
• 2 at Live Oak Park: Berkeley Art Center,
Korsa Musical Theater
• 1 at Cedar Rose Park: Ala Costa Center
• 1 at James Kenney Park: Bay Area Hispano Institute for Advancement (BAHIA)
• Of these, 6 non-profit tenants pay rent + make CIP improvements • 2 Licenses
• Aquatic Park: Bay Area Air Quality Management District (BAAQMD) • Virginia-McGee Totland: Jon’s School of Music
BAHIA at James Kenney Park
Berkeley Rowing Club at Aquatic Park

Park Agreements
Tenant Address Park Lea se Status Initial Term Duration Current Annual Base Rent LEASES
Bay Area Outreach
Recreation Program
(BORP)
80 Bolivar Dr Aquatic Park Holdover, In
Negotiations 4 years, 2009-2013 $1,680.00 +
CIP
Waterside Workshops 80, 82, 84, 90
Bolivar Dr Aquatic Park Active 10 years, 2022-2032 $2,400.00 + CIP Korsa Musical Theater
(Aquatic Park)
2925, 2945
Bolivar Dr Aquatic Park Active 10 years, 2024-2034 $1,200.00 + CIP Berkeley Rowing Club 2851 W Bolivar Dr Aquatic Park Active 15 years, 2016-2030 $1,300.00 + CIP Berkeley Water Ski Club 2821 W Bolivar Drive Aquatic Park Holdover 2 years, 2008-2010 $4,900.00 Berkeley Art Center 1275 Walnut Street Live Oak Park Active 10 years, 2018-2028 $1.00 + CIP Korsa Musical Theater
(Live Oak Theater) 1301 Shattuck Ave Live Oak Park Active 3 years, 2024-2027 $6,000.00 Ala Costa Center 1300 Rose Street Cedar Rose Park Holdover 1 year, 1998-1999 $1.00 Bay Area Hispano
Institute for
Advancement (BAHIA)
1718 Eighth Street James Kenney Park Active 15 years, 2023-2038 $6,556.36 + CIP

LICENSES
Bay Area Air Quality
Mgmt District
(BAAQMD)
80 Bolivar Dr Aquatic Park Active 15 years, 2013-2028 $9,803.40 Jon’s School of Music 1644 Virginia St Virginia-McGee
Totland Park
Holdover, In
Negotiations 1 year, 2018 $9,744.00

Non-Park – 3 Lease Agreements
Tenant Address Lease Status Initial Term
Duration Current Annual Base Rent
Berkeley Lawn Bowling Club 2270 Acton Street, 94702 Holdover 15 years, 1994-2009 $1,200.00 Big O
aks Learning Center
(Ephesians) 1907 Harmon Street, 94703 Holdover 5 years, 1992-1997 $1.00 Cazadero Performing Arts
Camp
5385 Cazadero Highway,
Cazadero, CA 95421 Active 25 years, 2021-2045 $52,167.33 + CIP Cazadero Performing Arts Camp
Big Oaks Learning Center (adjacent to Greg Brown Park)

City is Tenant: 4 Agreements / 8 Facilities
• 2 with US Forest Service (Special Use
Permit):
• Echo Lake, Tuolumne
• 1 with BUSD (Joint Use Agreement):
• Martin Luther King, Jr. Youth Services Center/Young Adult Project (YAP)
• Pools: King, West Campus
• Parks: King, Thousand Oaks
• 1 with East Bay Regional Park District
(Ground Lease):
• Tom Bates Regional Sports Complex
Echo Lake Camp
MLK Jr. Youth Services Center (under construction)

Leased Facilities (City is tenant)
Facility Address Lease St atus Initial Term Duration Current Annual Base Rent/Fee US Forest Service Special Use Permits
Echo Lake Camp 7 Echo Lakes Road,
Echo Lakes, CA 95721 Active 20 years, 2011-2030 $500-$2, 500
Tuolumne Camp 31585 Hardin Flat Road,
Groveland, CA 95321 Active 30 years, 2020-2049 $25,000-$75,000 BUSD Joint Use Agreement
MLK Youth
Services Center/YAP 1730 Oregon St Active 30 years, 2021-2051 $0 King Pool 1700 Hopkins St Active 30 years, 2021-2051 $0 West Campus Pool 2100 Browning St Active 10 years, 2021-2031 $0 King Park 1700 Hopkins St Active 25 years, 2021-2046 $0 Thousand Oaks Park 1700-1780 Tacoma Ave Active 25 years, 2021-2046 $0 East Bay Regional Parks District (Ground Lease)
Tom Bates Regional Sports
Complex 400 Gilman St Active 46 years, 2007-2053 $1,000

Public Works Leases
and Licenses
April 9, 2026

Overview
• PW has 16 active leases, 2 cooperative agreements, and 2 vacancies at 4 locations
• 11 holdover – Telegr aph-Channing Mall and Garage
• 6 active – BHA’s Lease in 1947 will terminate before the end of fiscal year • 1 cooperative agreement has a lease associated with it – BART at CSG • 1 cooperative agreement is tied to Zero Waste – CCC/B erkeley Recycling • 1 land lease
• PW Lease Support Only Facilities (City is Tenant): 2 agreements/ 7 facilities
• PW Co-Managed: 7 leases and 8 license agreements at 11 buildings

Garages – PW Leases
• Telegraph-Channing Mall: 14 Retail Space
Leases, 1 Vacancy, all Market Rate
• Nonprofits – Doro thy’s Closet, We Wield The Hammer,
Friends of the Library
• Food – Plentea (2), Cheese n Stuff, SoDoI
• Othe
rs – Framers, Revolution Books, Postal Annex, Moe’s
Flo
wers, M&M Threading
• 11 leases in holdover; 3 active; 1 vacancy
• Center Street Garage: 2 Lease, 1
Cooperative Agreement
• Lexi’s Frozen Custard, BART
Telegraph-Cha
nning Mall and Garage
Center Street Garage

PW Lease Support Only
• Police Accountability Board
• Return to their previous offices
• Built to PW design at no cost to City
• 10-year lease with option for additional 10
years
• New Fire Headquarters
• 6 Buildings
• Remodel to include new EOC, training
facility, admin
• Lease with Option to Purchase
1250 Ninth Street – New Fire HQ
1900 Addison – Police Accountability

Co-Managed Sites
• Co-Manages Agreements with CMO and/or HHCS:
• Old City Hall and Annex Office Building
• Veterans Building
• 1947 Center Street
• Ann Chandler Clinic
• University Avenue Center (aka Premier Cru)
• Land Lease – County Courthouse
• Cultural Arts Center and Theater (BRG)
• Animal Shelter Cell Antenna
• 6 Leases between $1 and $100 per year
• 2 Leases for $24,000 per year maintenance fee
• 8 License Agreements between $1 and $100 per year
• 1 Lease for $25,885 per year for cell tower
Old City Hall
University Avenue Center

Please note: 100% of funds collected for Ann Chandler Public Health Center are for PW’s structural maintenance of the building. No rent is collected.

Lease Analysis Summary:

Identify Needed
Investments
• Comprehensive Analysis of
Building Envelopes and Energy
Use Data
• Updating Retail Spaces and
Exploring Option
• Identify New Locations for
Current Old City Hall & Vets
Building Tenants

Real Property
Work Plan
• Select and Implement Property Management Software
• Build an
Interactive Map of City Owned Property
• Prepare RFP for Broker and Appraisal Services
• Renegotiate Agreements in Holdover or Over 15 Years Old • Collect Unpaid Rent
• Update and Expand Administrative Regulations for Real Property

Interactive
Map of City
Owned
Property +
More
https://experience.arcgis.com/experience/6
e91337674b646a7b5a4c937a1853539

Public Works
Dionne Early
Real Property Administrator
510.981.6453
[email protected]
Parks, Recreation & Waterfront
Scott Ferris
Director
510.981.6711
[email protected]
Thank You!
Any Questions or Comments?

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