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CITYof BRISBANE
Thursday, September 18, 2025 at 6:30 PM ● Hybrid Meeting 50 Park Place, Brisbane, CA The public may observe/participate in City Council meetings using remote public comment options or attending in person. The City Council may take action on any item listed in the agenda.
TO ADDRESS THE COUNCIL
IN PERSON
Location: Community Meeting Room 50 Park Place, Brisbane, CA 94005 To address the City Council on any item – whether on the posted agenda or not – please fill out a Request to Speak Form located in the Community Meeting Room Lobby and submit it to the City Clerk. Speakers are not required to submit their name or address.
REMOTE PARTICIPATION
Members of the public may participate in the City Council meeting by logging into the Zoom Webinar listed below. City Council meetings may also be viewed live and/or on-demand via the City’s YouTube Channel, youtube.com/brisbaneca, or on Comcast Ch. 27. Archived videos may be replayed on the City’s website, brisbaneca.org/meetings. Please be advised that if there are technological difficulties, the meeting will nevertheless continue if remote participation is available.
The agenda materials may be viewed online at brisbaneca.org at least 72 hours prior to a Regular Meeting, and at least 24 hours prior to a Special Meeting.
Remote Public Comments:
Remote meeting participants may address the City Council via Zoom Webinar. Aside from commenting personally while in the Zoom Webinar, you can also use the call in number. The public comments received will be noted for the record during Oral Communications 1 and 2 or during an agenda item. We encourage you to email comments on or not on agenda items in advance of the meeting to [email protected]. That email address, however, will not be monitored during the meeting and emails received during the meeting will not be responded to or brought to the attention of the City Council during the meeting.
Join Zoom Webinar: zoom.us (please use the latest version: zoom.us/download) brisbaneca.org/cc-zoom
Webinar ID: 991 9362 8666
Call In Number: 1 (669) 900-9128
Note: Callers dial *9 to “raise hand” and dial *6 to mute/unmute.
City Council Meeting Agenda
1 September 18, 2025 - 2 - 6:30 PM
SPECIAL ASSISTANCE
If you need special assistance to participate in this meeting, please contact the City Clerk at (415) 508-2113. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
WRITINGS THAT ARE RECEIVED AFTER THE AGENDA HAS BEEN POSTED Any writings that are received after the agenda has been posted but before 4pm of the day of the meeting will be available for public inspection at the front lobby in City Hall and on the internet (brisbaneca.org/meetings). Any writings that are received after 4pm of the day of the meeting will be distributed to the Council and made available for public inspection at the front lobby and on the internet the day after the meeting (brisbaneca.org/meetings). 6:30 P.M. CALL TO ORDER – PLEDGE OF ALLEGIANCE
ROLL CALL
A. Consider any request of a City Councilmember to attend the meeting remotely under the “Emergency Circumstances” of AB 2449
ADOPTION OF AGENDA
ORAL COMMUNICATIONS NO. 1
CONSENT CALENDAR
B. Proclamation for Hispanic & Latine Heritage Month
C. Proclaiming October as Domestic Violence Awareness Month D. Approve Minutes of the City Council Meeting of September 4, 2025 E. Approve Minutes of the City Council Special Meeting of September 4, 2025 F. Adopt a Resolution Establishing the Business License Tax for Recycling Establishments for Fiscal Year 2025/26
G. Adopt the Revised Public Art Implementation Guidelines to Ensure Consistency with the Recently Adopted Public Art Master Plan and the Art in Public Places Program Ordinance
NEW BUSINESS
H. Discuss the Potential Installation of a Camera at the Community Park I. Consider Providing Feedback on the Draft Artificial Intelligence Mission Statement, and Guidance on Phase 2 of the City’s Artificial Intelligence Workplan 2 September 18, 2025 - 3 - 6:30 PM
STAFF REPORTS
J. City Manager’s Report- City Updates and Upcoming Activities
MAYOR/COUNCIL MATTERS
K. Countywide Assignments and Subcommittee Reports
i. Report Out on Subcommittee Meetings
ii. Upcoming Subcommittee Meetings
L. Written Communications
ORAL COMMUNICATIONS NO. 2
ADJOURNMENT
3 File Attachments for Item:
B. Proclamation for Hispanic & Latine Heritage Month
4 WHEREAS, the City of Brisbane recognizes Hispanic and Latine Heritage Month to celebrate the histories, cultures, and contributions of Americans whose ancestors came from Spain, Mexico, the Caribbean, and Central and South America and includes indigenous people from throughout the Americas; and WHEREAS, the month includes the independence days of
several Latin American countries, including Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua, Mexico, Chile, and Belize; and
WHEREAS, the Latino community comprises the largest racial or ethnic group in the United States, with the largest population living in California, and represents 24 percent of San Mateo County’s total population; and
WHEREAS, HISPANIC AND LATINE people have a profound and enduring connection to their heritage which has left an indelible mark on the economic, political, and social growth of our society and enhanced the traditions, art, music, and cuisine of our communities; and
NOW, THEREFORE BE IT RESOLVED that City Council hereby
proclaims the month of September 15, 2025 to October 15, 2025 as Hispanic and Latine Heritage Month.
DATED this 18th day of September 2025.
City of Brisbane
PROCLAMATION
PROCLAIMING SEPTEMBER 15- OCTOBER 15, 2025 AS
HISPANIC & LATINE HERITAGE MONTH
Cliff Lentz, Mayor
5 B.
File Attachments for Item:
C. Proclaiming October as Domestic Violence Awareness Month 6 WHEREAS, more than one in three women, one in four men, and one in two transgender individuals experience some form of physical or sexual violence and/or stalking by their intimate partner in their lifetime; and
WHEREAS, the marginalization of certain groups in society, including undocumented individuals, transgender individuals, and people living with disabilities, increases their vulnerability to domestic violence; and
WHEREAS, CORA staff provided more than 10,000 critical
services in the past year, ensuring survivors have access to safety, shelter, advocacy, and healing;
WHEREAS, 606 adults and children received therapy to help them with domestic violence-related trauma, and CORA fielded 2,092 requests for legal assistance; and
WHEREAS, intimate partner violence continues to be among the most under-reported crimes.
NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Brisbane, hereby designates the month of October 2025 as Domestic Violence Awareness Month, to raise
awareness about and encourage all community members to do their part to help rid our community of intimate partner violence.
DATED this 18th day of September 2025.
City of Brisbane
PROCLAMATION
PROCLAIMING OCTOBER 2025 AS DOMESTIC
VIOLENCE AWARENESS MONTH
Cliff Lentz, Mayor
7 C.
File Attachments for Item:
D. Approve Minutes of the City Council Meeting of September 4, 2025 8 BRISBANE CITY COUNCIL
ACTION MINUTES
JOINT CITY COUNCIL AND GUADALUPLE VALLEY MUNICIPAL
IMPROVEMENT DISTRICT MEETING AGENDA
THURSDAY, SEPTEMBER 4, 2025
HYBRID MEETING, 50 PARK PLACE, BRISBANE, CA 94005
6:30 P.M. CALL TO ORDER – PLEDGE OF ALLEGIANCE
Mayor Lentz called the meeting to order at 6:33 P.M. and led the Pledge of Allegiance.
ROLL CALL
A. Consider any request of a City Councilmember to attend the meeting remotely under the “Emergency Circumstances” of AB 2449
No requests were made under Roll Call Item A.
Councilmembers Present: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Councilmembers Absent: None
Staff Present: City Manager Dennis, Assistant City Manager Fernandez, City Clerk Padilla, City Attorney McMorrow, Community Development Director Swiecki, Deputy Public Works Director Flanagan, Assistant Engineer Santoyo, Management Analyst Brown, Associate Planner Robbins, Recreation Coordinator Franco, Police Commander Garcia, and Admin Management Analyst Ibarra
ADOPTION OF AGENDA
Councilmember O’Connell made a motion, seconded by Councilmember Kern, to adopt the agenda as it stands. The motion was carried unanimously by all present.
Ayes: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Noes: None
Absent: None
Abstain: None
9 D.
City Council Meeting Minutes
September 4, 2025
AWARDS AND PRESENTATIONS
B. National Preparedness Month
Mayor Lentz proclaimed September 2025 as “NATIONAL PREPAREDNESS MONTH” and encouraged all Brisbane residents to increase their knowledge and awareness of proper safety measures to follow before, during, and after a disaster. Safety Inspector Jeff Higgins from North County Fire received the proclamation and thanked the council for their recognition and support.
ORAL COMMUNICATIONS NO. 1
Michele Salmon thanked the City for clearing the underbrush behind the pool on Humboldt.
Chris Florkowski shared that September is Transit Month and highlighted the importance of Brisbane Shuttles.
CONSENT CALENDAR
C. Approve Minutes of City Council Joint Meeting of July 17, 2025 D. Approve Minutes of City Council Closed Session Meeting of July 17, 2025 E. Accept Investment Report as of June 2025
F. Accept Investment Report as of July 2025
G. Approve the Brisbane Dance Workshop Holiday Craft Fair Application for Event Co-sponsorship H. Approve the Lions Club Fun Run & Pumpkin Patch Application for Event Co-sponsorship I. Approve the Lions Club Senior Holiday Luncheon & Worldwide Candle Lighting Applications for Event Co-sponsorships
J. Approve the Chamber of Commerce “The Showbroads” Application for Event Co-sponsorship K. Approve the Agreement Between the City of Brisbane and the San Mateo Pre-Hospital Emergency Medical Services Group for Personnel Services and Office Space Mayor Lentz announced that Councilmember Davis will be recused for Chamber of Commer Item—Item J.
Councilmember O’Connell made a motion, seconded by Councilmember Davis, to approve Consent Calendar Item C through I and K. The motion was carried unanimously by all present.
Ayes: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Noes: None
Absent: None
Abstain: None
10 D.
City Council Meeting Minutes
September 4, 2025
Councilmember Davis stepped out of the room. Councilmember O’Connell made a motion, seconded by Councilmember Kern, to approve Consent Calendar Item J. The motion was carried unanimously by all present.
Ayes: Councilmembers Kern, Mackin, O’Connell and Mayor Lentz Noes: None
Absent: None
Abstain: None
Recused: Councilmember Davis
Councilmember O’Connell reminded staff that Council needed an update on Co-sponsorships for the year.
PUBLIC HEARING
L. Consider Introduction of an Ordinance Amending Brisbane Municipal Code Chapters 15.10, 17.02,
17.12, 17.16, 17.32, 17.34, And 17.43 to Amend Regulations Pertaining to Accessory Dwelling Units and Junior Accessory Dwelling Units
(This item is for a Zoning Text Amendment 2025-RZ-02; Citywide; Zoning Text Amendments to update the City’s existing Accessory Dwelling Unit regulations to comply with current State law; and finding that this project is statutorily exempt from environment review under CEQA Guidelines Section 15282(h) because it involves adoption of an ordinance regarding second units in single-family and multifamily residential zones; City of Brisbane, applicant.)
Community Development Director Swiecki reported that this draft Ordinance is being introduced to comply with state regulations pertaining to accessory dwelling units and junior accessory dwelling units. State law establishes a minimum height limit of 18 feet for detached ADUs within a half mile radius of “major transit stops” as defined by the state, which is 2–feet taller than the otherwise state–established height minimum of 16 feet. However, the Planning Commission recommended the adoption of a singular maximum height limitation of 18 feet for detached ADUs citywide. It was the Commission’s belief that a uniform standard would be more equitable than utilizing the State’s language which would allow some detached ADUs to be two feet taller than other ADUs, even within the same zoning district or on the same street.
After council questions, Mayor Lentz opened the public hearing.
Michele Salmon commented she is not in support of a singular maximum height limitation of 18 feet for detached ADUs citywide because this will mean two-story ADUs.
Councilmember O’Connell made a motion, seconded by Councilmember Davis, to close the public hearing. The motion was carried unanimously by all present.
Ayes: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Noes: None
Absent: None
Abstain: None
11 D.
City Council Meeting Minutes
September 4, 2025
After Council discussion, Councilmember O’Connell made a motion, seconded by Councilmember Mackin, to introduce an Ordinance Amending Brisbane Municipal Code Chapters 15.10, 17.02, 17.12, 17.16, 17.32, 17.34, And 17.43 to Amend Regulations Pertaining to Accessory Dwelling Units and Junior Accessory Dwelling Unit.
The motion was carried unanimously by all present.
Ayes: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Noes: None
Absent: None
Abstain: None
Prior to the Ordinance’s adoption, Councilmembers requested more information from staff about the definition of a major transit stop and to confirm the data provided in the submitted map.
NEW BUSINESS
M. Review and Consider Approval of the Complete Streets Safety Committee’s Recommendation to Implement Full Street Closures in the Downtown Area on the Evening of Halloween, October 31, 2025
(The fiscal impact of this item will depend on Council’s direction.) Police Commander Garcia reported that this pilot program was recommended by the Complete Streets Safety Committee (CSSC). The CSSC recommends that the City Council approve a full hard closure of Mariposa, Monterey, and Mendocino Streets, which would also close San Bruno Avenue between San Francisco Avenue and Mendocino Streets as well as San Francisco Avenue from San Bruno Avenue to Mariposa Street, from 5PM to 9 PM on Halloween. The CSSC further recommends that no community surveys or voting be required before implementation and that immediate and robust public messaging be initiated to notify residents and visitors well in advance
After council questions, the following members of the public made comments in support of the full street closures: Sarah Mills, Chris Flowkowski, Michele Salmon, Emily Wirowek, Jessica Aloft, Shalena, Paul Bouscal, and an Anonymous speaker.
Council had a discussion and directed staff to do full road closures from San Bruno Avenue and the “web” streets from Mariposa to Klamath between Alvarado and Visitacion Avenue from 6-8 P.M. on Halloween, October 31, 2025, with an emphasis on safety, volunteer outreach, signage, communications plan and more parking options.
N. Consider Adoption of City of Brisbane and GVMID Resolutions Approving Tier 2 Drought Response Implementation Plan Pursuant to Section 3.11C of the Amended and Restated Water Supply Agreement and Approving an Amendment to the Amended and Restated Water Supply Agreement between the City and County of San Francisco and Wholesale Customers in Alameda County, San Mateo County, and Santa Clara County
(The cost increase of the Amendment to all Regional Water System customers would result in an increase of no more than $0.04 per hundred cubic feet of water. There is no anticipated cost impact as a result of 12 D.
City Council Meeting Minutes
September 4, 2025
adopting the Tier 2 Drought Response Implementation Plan.) Deputy Public Works Director Flanagan introduced Danielle McPherson from Bay Area Water Supply and Conservation Agency (BAWSCA). Ms. McPherson reported that there are two identical actions are being proposed for the City and Guadalupe Valley Municipal Improvement District (GVMID); first, the adoption of a new Tier 2 Drought Response Implementation Plan (DRIP), and the revision of requirements in the WSA that impose Minimum Purchase Quantities (MPQ) on certain members of BAWSCA.
After Council questions, Paul Bouscal asked whether the flushing program is included in the allocation of water usage.
After Council discussion, Councilmember/GVMID Boardmember O’Connell made a motion, seconded by Councilmember Davis, to approve the following actions and the motion was carried unanimously by all present:
WSA Amendment Action:
1. Approve the revisions included in the attached Exhibit A, to be incorporated into a revised Water Supply Agreement titled the "2025 Amended and Restated Water Supply Agreement Between the City and County of San Francisco Wholesale Customers in Alameda County, San Mateo County, and Santa Clara County" dated as of 2025 (2025 Amended and Restated Water Supply Agreement).
2. The Chair of the Board is authorized and directed to execute the 2025 Amended and Restated Water Supply Agreement, when final execution copies are prepared and distributed by BAWSCA.
Tier 2 Plan Action:
1. Approve the Tier 2 Drought Response Implementation Plan, as attached as Exhibit A (Tier 2 Plan).
2.This approval is conditioned upon all of the other twenty-five Wholesale Customers approving the Tier 2 Plan, such approvals being evidenced through adoption of similar resolutions or, in the case of private-sector organizations, by other equivalently binding written commitments signed by an executive officer acting with in the scope of delegated authority, and all such approvals occurring on or before December 31, 2025.
Ayes: Councilmembers/GVMID Boardmembers Davis, Kern, Mackin, O’Connell and Mayor/Chair Lentz Noes: None
Absent: None
Abstain: None
O. Receive Report on City of Brisbane Volunteer Initiatives and Provide Direction to Staff Assistant City Manager Fernandez reported that Staff recommends that the City Council discuss the types of volunteer activities it wishes to include in a comprehensive volunteer program that includes both outward and internal facing tools such as volunteer intake forms, a volunteer repository, volunteer waivers to ensure a robust volunteer base in Brisbane.
After council questions, Michele Salmon commented that volunteers need waivers to help maintain trees in private properties. And she also reminded Council that San Bruno Mountain Watch hosts businesses for volunteer opportunities all across San Bruno Mountain.
13 D.
City Council Meeting Minutes
September 4, 2025
Councilmembers suggested volunteer opportunities such as plogging Crocker Park Trail, sports fields maintenance, red curb painting, sidewalk/street adoption program, and incorporating business volunteer programs and older adults into this initiative.
STAFF REPORTS
P. City Manager’s Report- City Updates and Upcoming Activities City Manager Dennis reported on upcoming city events.
MAYOR/COUNCIL MATTERS
Q. Countywide Assignments and Subcommittee Reports
i. Report Out on Subcommittee Meetings
ii. Upcoming Subcommittee Meetings
Councilmembers reported on their countywide assignments and subcommittee activities. Councilmember Kern made a request to agendize installing cameras at the community park and trail improvements on Humboldt and Lehning Way at a future City Council Meeting. Councilmember Mackin also wanted the Council to discuss the follow up to the Parkside Specific Plan.
R. Written Communications
Council received the following written correspondence between July 17, 2025 through September 4, 2025:
Gould (07-19-2025) Quarry
Shanahan (07-15-2025) Quarry
Kerekes (07-22-2025) Dangerous Tree on San Francisco St.
Rogers (07-21-2025) Quarry Sub Committee Meeting on Wednesday Cherbowsky (07-23-2025) Effects of Quarry Development Proposal Hoen (07-27-2025) Data Center Ordinances for Quarry Redevelopment Project Mills (08-03-2025) Baylands Specific Plan Project Draft EIR Zadik (08-09-2025) Quarry
Shifrin (08-09-2025) Quarry
Levine (08-13-2025) Public Comment on Baylands DEIR
Seekins (08-21-2025) Crocker Trail
Latham (08-20-2025) Crocker Trail
Straw (08-15-2025) No E-bikes on Crocker Trail
Goethals (08-17-2025) Meet Linda Patterson
Smith (08-18-2025) Baylands Development Project
Mohammed (07-15-2025) Indian Justice Coalition Resolution Supporting Muwekma Ohlone Tribe Reyes (08-26-2025) Proclamation Prostate Cancer Awareness Month Sept 2025 Weiner (08-24-2025) Interested in Information Regarding Cooling Centers in Brisbane Johnston (8-29-2025) Quarry
Grimes (9-2-2025) Greenbelt Alliance Comment on Brisbane Baylands Draft EIR Johnson (9-2-2025) EIR Comments Revised Specific Plan Baylands Hopper (9-1-2025) In Support of Complete Streets Safety Committees Rec to Implement Full Street 14 D.
City Council Meeting Minutes
September 4, 2025
Closures in Downtown During Halloween
Mills (9-1-2025) Support of Complete Streets Safety Committees Rec To Implement Full Street Closures in Downtown During Halloween
Frisk (09-04-2025) Support of Complete Streets Safety Committees Rec to Implement Full Street Closures in Downtown During Halloween
Harding (09-04-2025) Complete Streets Safety Committee Halloween Street Closure Rec Repke (09-04-2025) Letter in Support of Proposed Halloween Street Closure Paves (09-03-2025) Support of Complete Streets Safety Committees Rec to Implement Full Street Closures in Downtwon During Halloween
Viray (9-03-2025) Street Closure
Crossley (09-04-2025) Halloween Street Closure Support
Kallapur (09-04-2025) Halloween Street Closure
Wirowek (09-04-2025) Brisbane Resident Trick or Treater Support for the CSSC Proposed Street Closures ORAL COMMUNICATIONS NO. 2
No members of the public wished to speak.
ADJOURNMENT
Mayor Lentz adjourned the meeting at 9:46 P.M.
Ingrid Padilla
City Clerk
15 D.
File Attachments for Item:
E. Approve Minutes of the City Council Special Meeting of September 4, 2025 16 BRISBANE CITY COUNCIL
ACTION MINUTES
CITY COUNCIL SPECIAL MEETING AGENDA
THURSDAY, SEPTEMBER 4, 2025
HYBRID MEETING, 50 PARK PLACE LARGE CONFERENCE ROOM,
BRISBANE, CA 94005
CALL TO ORDER – (To Be Held in the Large Conference Room Immediately following the Adjournment of the Brisbane City Council Meeting at 6:30 P.M.)
Mayor Lentz called the meeting to order at 9:53 P.M.
ROLL CALL
A. Consider any request of a City Councilmember to attend the meeting remotely under the “Emergency Circumstances” of AB 2449
No members made a request regarding roll call item A.
Councilmembers Present: Councilmembers Davis, Kern, Mackin, O’Connell and Mayor Lentz Staff Present: City Manager Dennis and City Clerk Padilla
PUBLIC COMMENT
No members of the public wished to make public comment.
WORKSHOP
B. Volunteer of the Year 2025 Discussion
After a brief report from City Manager Dennis, council questions and council discussion, Council selected the Volunteer of the Year 2025 and the Youth Volunteer of the Year 2025.
ADJOURNMENT
Mayor Lentz adjourned the meeting at 10:15 P.M.
_______________________
Ingrid Padilla
City Clerk
17 E.
File Attachments for Item:
F. Adopt a Resolution Establishing the Business License Tax for Recycling Establishments for Fiscal Year 2025/26
18 CITY COUNCIL AGENDA REPORT
Meeting Date:
From:
Subject:
September 18, 2025
Carolina Yuen
Resolution Establishing the Business License Tax on Recycling Establishments for Fiscal Year 2025/26
Recommendation
Staff recommends that the City Council adopt a Resolution to establish the Business License Tax on Recycling Establishments for Fiscal Year 2025/26.
Background
In 2011, the voters of the City passed an ordinance which imposed a business license tax on companies which carry out recycling operations within the City limits. For recycling establishments that recycle 100,000 tons or more, the tax authorized by that ordinance established a maximum tax of $3,000,000 per year. In 2017, voters increased the maximum amount of the tax allowed by the ordinance to $4,000,000, phased in over a period of time, with inflationary increases after the business license tax reached $4,000,000.
Council sets the tax each year by resolution and the tax for recycling operations that recycled 100,000 or more tons was set as follows:
Fiscal Year Amount of Tax
2019/20 $3,206,000
2020/21 $3,700,000
2021/22 $4,000,000
2022/23 $4,272,000
2023/24 $4,400,160
2024/25 $4,536,000
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F.
Discussion
Since the maximum tax for FY2021/22 was $4 million, starting in FY2022/23 and thereafter, the City Council is to set the tax annually as provided by the voter-approved ordinance that permits an increase to the $4 million dollar tax by an inflation factor each year.
Per the ordinance, the business license tax payable shall be the greater of (1) the tax charged the previous year plus three percent (3%) of such tax , or (2) four million dollars plus an amount determined by a fraction, represented by the numerator of which shall be the Consumer Price Index published by the US Department of Labor Statistics, for Urban Wage Earners and Clerical Workers, All Items, for the San Francisco-Oakland-Hayward Statistical Area (CPI) published nearest to the adjustment date, and the denominator of which shall be the CPI published nearest to the date the business license tax was set at four million dollars per year.
Option 1 would be $4,672,080 (i.e., $4,536,000 + 3% = $4,536,000 + 136,080 = $4,672,080) Option 2 would be:
numerator = CPI from 6/25 (nearest to adj date of 7/1/25) =
356.460
=
denominator = CPI from 6/21 (nearest to adj date when set at $4M) 309.497 1.152 $4,000,000 + ($4,000,000 x .152) = $4,608,000
The greater is $4,672,080.
Fiscal Impact
The City will invoice and collect from Recology the amount of $4,672,080.
Attachments
1. Resolution No. 2025-___
___________________________________ ___________________________________ Carolina Yuen, Finance Director Jeremy Dennis, City Manager 2 20
F.
RESOLUTION NO. 2025-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRISBANE
ESTABLISHING THE BUSINESS LICENSE TAX FOR RECYCLING
ESTABLISHMENTS FOR FISCAL YEAR 2025/26
WHEREAS, Section 5.20.100 of the Brisbane Municipal Code imposes a business license fee on “recycling establishments,” which are defined as establishments engaged in the business of collecting, sorting, cleansing, treating, processing, or reconstituting waste or other discarded materials for the purpose of reuse in altered form; and WHEREAS, the business license tax for recycling establishments in the City that recycle 100,000 tons or more of material during any single calendar year, as set forth in Section 5.20.100, beginning January 1, 2018 and each subsequent year may be increased to any amount within the authorized ceiling of four million dollars per year plus an inflation factor, in such a manner as established by resolution of the City Council; and WHEREAS, the City Council has been presented with the calculation of the inflation factor, and has examined and approved same to be set as the business license tax for recycling establishments;
NOW, THEREFORE, BE IT RESOLOVED, by the City Council of the City of Brisbane as follows:
1. The annual business tax for recycling establishments recycling more than 100,000 tons of material in the City during any single calendar year is established at Four Million Six Hundred Seventy-Two Thousand Eighty Dollars ($4,672,080) for fiscal year 2025/26. Such amount shall be payable as follows:
(a) A payment of $2,336,040 shall be made on or by December 31, 2025. (b) A payment of $2,336,040 shall be made on or by June 30, 2026.
2. This Resolution shall become effective immediately upon its adoption. ________________________________
CLIFF LENTZ,
Mayor
3 21
F.
I hereby certify that the foregoing Resolution No. 2025-___ was duly and regularly adopted at a regular meeting of the Brisbane City Council on September 18, 2025 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________________ ___________________________________
INGRID PADILLA,
City Clerk
CITY ATTORNEY
4 22
F.
File Attachments for Item:
G. Adopt the Revised Public Art Implementation Guidelines to Ensure Consistency with the Recently Adopted Public Art Master Plan and the Art in Public Places Program Ordinance 23 Amendments to the Public Art Implementation Guidelines
CITY COUNCIL AGENDA REPORT
Meeting Date: September 18, 2025
From: Noreen Leek, Parks & Recreation Director
Subject: Amend the Public Art Implementation Guidelines Recommendation
Review and adopt the revised public art implementation guidelines to ensure consistency with the recently adopted Public Art Master Plan and the Art in Public Places Program Ordinance.
Background
City Council adopted Brisbane’s Art in Public Places Program Ordinance (“Public Art Ordinance”) in 2014 to increase citizens’ appreciation of art, to improve quality of life, and to enhance Brisbane’s identity as a unique community within the greater Bay Area. Shortly after, the City Council adopted the Public Art Implementation Guidelines to ensure community involvement, provide for a diverse art collection, create a sense of place, and engage artists. The Guidelines set forth general policies and procedures for the procurement of public art in Brisbane as well as the use of funds contributed for public art. The Guidelines were last amended in 2021.
Discussion
In 2023, the City of Brisbane staff (with support from art consultants, NINEdotARTS) began working to establish the City’s first Public Art Master Plan, intended to integrate public art into the fabric of the City. The Master Plan, formally adopted by City Council in March 2025, provides long-term guidance and direction to the Public Art Advisory Committee and the City Council on the planning and processes necessary to administer and maintain a successful public art program.
In order to ensure that the Master Plan aligns with the City’s Public Art Ordinance and Implementation Guidelines, the Public Art Advisory Committee reviewed the Guidelines and have proposed amendments. The redlined version of the Guidelines highlighting proposed amendments is included as Attachment 1. Legal Counsel has reviewed the amendments, and the Public Art Advisory Committee unanimously recommends Council’s adoption.
Fiscal Impact
There is no direct fiscal impact as a result of amending the Public Art Implementation Guidelines.
Attachments
1. Redlined version of the Public Art Implementation Guidelines 24 G.
Amendments to the Public Art Implementation Guidelines
___________________________________ ___________________________________ Noreen Leek, Parks & Recreation Director Jeremy Dennis, City Manager 25 G.
Public Arts Implementation Guidelines
City of Brisbane
Approved by Council 06.17.21
Purpose
The City of Brisbane adopted a Public Arts Ordinance in 2014 in order to increase citizens’ appreciation of art, to improve quality of life, and to enhance Brisbane’s identity as a unique community within the greater Bay Area. Additionally, public art should stimulate creativity, imagination, induce creative conflict, and add a unique human quality to the community environment and enrich public spaces. A city rich in art becomes an outdoor cultural museum accessible to everyone. Public art can and should be an integral part of the design and the planning process of all development.
Mission
The mission for public art in the City of Brisbane is to support community identity, unity, and pride through diverse artwork that grabs attention and distinguishes a unique sense of place.
Goals
1. Community Involvement – A community develops a specific identity and character over time.
Residents are uniquely qualified to provide insight into the types of public artwork that are best suited for the community depending on the size of the project. Those who reside in the community are encouraged to participate in the selection process of public art pieces by participating at public meetings.
2. Diversity of Art – The collection should be diverse in its representation of artists and artistic styles and be reflective of the ethnic and cultural diversity of the community.
3. Creation of Sense of Place – Art is important to our common experience because it brings focus, importance, and cohesion to public spaces. Public art develops images and provides experiences that reflect the historical and cultural essence of a community. Public art transforms public spaces by giving them a context and relevance and making them places of community interest and pride.
Public art has the potential to improve the appearance of an entire business block; to heighten the ethnic, historical or cultural aspects of the community and to attract foot traffic to an area that formerly had little or none.
4. Artist Participation – By encouraging collaboration between artist, architects, and engineers, we can provide an aesthetic dimension that expands possibilities for creating public spaces for the community.
Definitions
• Artist: An individual or team of individual artists whose body of work and professional activities demonstrate serious ongoing commitment to the fine arts. Members of architectural, engineering, design or landscaping firms retained for the design and construction of a 26 G.
2 development project covered by these Guidelines shall not be considered artists for the purpose of meeting the requirement to provide public art.
• Arts professional: An individual who works in the fine arts field (such as arts consultant, fine arts curators, fine arts collectors, art critics, or art educators). • Artwork or work of art: All forms of original creations of visual arts, including but not limited to:
1) sculpture in any material or combination of materials; 2) painting- all media including portable and permanently affixed works, such as murals and frescoes; 3) graphic arts, print making and drawing; 4) mosaics; 5) photography; 6) crafts in clay, fiber and textiles, wood, metal, plastics and other materials; 7) calligraphy; 8) stained glass; and 9) mixed media – any combination of forms or media, including collage.
• Artwork cost: Artwork cost is the total amount budgeted by the City for a public artwork project. • Building valuation: The total dollar amount of all construction permits for the same development project using the latest building valuation data as set forth by the International Conference of Building Officials (ICBO) building valuation.
• Conceptual design plan: The initial phase of the approval of public artwork that includes review of the artist’s or artist team’s qualifications, conceptual artwork design, and artwork location. • Deaccession: Refers to the permanent removal of a work of art from a collection. • Design: Artwork detailing project design, including scale drawings within site context, sealed by an engineer, if required.
• Ephemeral Art: Temporary artistic creations that exist for a limited time and are often made with natural materials that are at hand.
• Fabrication: A detailed description of the methods of fabrication as well as any uncommon or unusual details regarding the approach to creating an artwork piece. • Final design plan: The final phase of the approval of public artwork that involves consideration of a highly defined proposal that conforms to the concept previously considered and approved by the Committee.
• In-lieu contribution: In place of an approved artwork on the site, a developer may elect to pay to the City an amount equal to the program allocation set forth in the Public Arts Ordinance. In-lieu fees shall be submitted to the City and deposited into the Public Art Fund before the issuance of a building permit for the development project except when a different time period is approved by the Community Development Director and Parks and Recreation Director. • Installation: A detailed description of the installation procedure if the artwork will not be fabricated directly on the selected site. Installation would include the construction of any required footings or foundation.
• Public art: Any permanent display of a work of visual art that was specifically designed to be located on a site where it would be easily accessible to the public, either on private or public property within the City of Brisbane.
• Public Aart Aadvisory Ccommittee: A committee made of 2 Parks and Recreation Commissioners as designated by the Parks and Recreation Commission, 2 Council Members (the Council’s Parks and Recreation Commission Liaisons), and 3 Brisbane Community members, appointed by City Council. The Community members shall serve two-year terms and one of whom will be 27 G.
3 professionally engaged in the art community, one of whom will be an employee or owner of a business located in Brisbane, and the other member may be either a resident of Brisbane or an owner or employee of a business located in Brisbane. Members of the Public Art Advisory Committee will be ineligible to propose public art projects while they serve on the Committee and for 1 year after they leave the Committee.
• Public art fund: An interest-bearing account that is managed by the City Manager, or designee, into which public art funds, including donated funds, in-lieu funds and/or public art grant funds are deposited.
• Public Art Master Plan: The Public Art Master Plan is a strategic guide for developing and managing the city's public art program. It outlines the vision, goals, and policies for incorporating art into public spaces, ensuring its integration with the community, and defining processes for art selection, acquisition, maintenance, and deaccession.
• Public place: An interior or exterior area on public or private property that is easily accessible by and highly visible to the general public.
• Request for Proposals (RFP): A formal document published by the City to solicit bids or proposals from prospective artists for projects over $75,000.
• Request for Qualifications (RFQ): A formal document published by the City to solicit bids or proposals from prospective artists for projects under $75,000.
General Procedure
Public artwork is limited to permanent, or semi-permanent (i.e. loaned art on rotation), visual works of art, as opposed to performing, written, or temporary art. Visual art includes but is not limited to, murals, sculptures, artist-designed landscape features, streetscape features, earthworks, environmental installations, and water and digital displays.
Any money donated to or collected through the Building Permit process will be deposited in the Public Art Fund. The City Manager, or designee, shall administer the funds and establish accounting records according to Generally Accepted Accounting Principles (GAAP). The City Manager or designee will authorize all disbursements from the Public Art Fund. The account shall not be added to the City’s General Fund.
The process for selecting the public piece to be installed will depend on whether or not the artwork is commissioned by the City of Brisbane or by a private person or entity.
All privately installed Public Art will be reviewed by a Public Art Advisory Committee. The Public Art Advisory Committee is responsible for reviewing and making decisions on conceptual design plans submitted by a developer of a project subject to the public art requirement.
Additionally, on an annual basis the Public Art Advisory Committee will meet to review the balance of funds in the Public Art Fund to determine if they should propose any projects be initiated and commissioned by the City.
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4 The Public Art Advisory Committee shall ensure all public art projects meet the programpublic art selection criteria as outlined in the Public Art Master Plan criteria and guidelines for selection of an artist or artist team, artwork, and artwork location established in this procedure, before submittal of the Final Design Plan to the City Council.
The following procedure will be used to review and approve public art projects:
Privately Installed Public Art Selection process for private developers A process map within the Public Art Master Plan outlines the procedure for public art initiated by private developers. Options for private developers include:
1) contributing the required amount to the city’s Public Art Fund; 2) procuring public art themselves with support from the Public Art Advisory Committee; or 3) executing a public art project independently.
In options 2 and 3, the private developer must submit detailed design plans to the Public Art Advisory Committee for review, including artist qualifications and budget details. The Public Art Advisory Committee then recommends approved projects to the City Council for final approval. Of options 2 and 3, it is in the best interest of the private developer to follow option 2 in order to include the community in the public art process and thereby build goodwill, as well as to increase the likelihood of receiving City Council approval.
For option 2:
1. The project contact will meet with the designated staff from the City prior to submitting concept design plans.
2. The Public Art Advisory Committee assesses project goals and internal capacity and makes a determination whether to guide the developer’s art procurement process. If the Public Art Advisory Committee elects to take on the project, they would follow the City’s Public Art selection process for City-initiated projects as outlined in the Public Art Master Plan. Alternatively, the Public Art Advisory Committee could refer the developer to a public art partner (i.e. an independent firm) to support the developer’s process of art procurement.
2. The developer must contract the services of an artist for any public art project. The developer will provide the work vitae of the art consultant or artist.
For options 2 and 3:
3. Once artwork is selected, the developer submits the required documentation to appropriate City staff for review. Proposals must include preliminary sketches, photographs, or other documentation of sufficient descriptive clarity to indicate the nature of the proposed work.
4. An appraisal or other evidence of the value of the proposed artwork, including acquisition and installation costs. If the value of a proposed artwork (by past records of comparable work sold, 29 G.
5 etc.) cannot be verified, City staff may choose to have the artist’s proposal and or/other completed works appraised by a qualified art appraiser selected by the City. The developer will pay up-front for any art appraisal service fees. This expense will be deducted from the total artwork allocation cost.
5. Preliminary plans must contain such detailed information as may be required by the Public Art Advisory Committee to adequately evaluate the location of the artwork in relation to the proposed development, including compatibility with the character of adjacent conforming developed parcels and existing neighborhood if necessary.
6. A preliminary budget must show the proposed public art project is consistent with the public art ordinance requirements.
7. Within 30 days of receiving a completed application, the Public Art Advisory Committee will hold an open meeting to discuss the proposed project. The meeting will be noticed to all properties within 1,000 feet of the property and posted as required by law. With the agreement of the developer, the meeting may take place more than 30 days from receiving the completed application.
The proposed artwork project will be reviewed using the following criteria as applied to the supporting documentation and past projects:
Artistic quality (vision, originality, and craftsmanship); Context (architectural, historical, geographical, and socio-cultural context of the site); quality and permanency of materials; maintenance; safety; diversity of artists; representation in the existing collection of publicly-accessible artworks; and diversity of artworks (media, scale, style, intention) in the existing collection of publicly accessible artworks.
8. The Public Art Advisory Committee will make a recommendation on the proposed artwork to the City Council.
9. The City Council will have the final approval for any public artwork project. If the Council does not approve the proposed project, it can refer the item back to the Advisory Committee for reconsideration.
10. All costs of maintaining a privately installed Public Art work will be the expense of the private entity unless the City accepts the Public Art piece as a donation. Refer to the art donation policy in the Public Art Master Plan.
Public Installed Public Art selection process for the City of Brisbane A process map within the Public Art Master Plan outlines the procedure for public art initiated by the city.
1. The Public Art Advisory Committee will recommend to the City Council the amount of money from the Public Art Fund to be used on any publicly installed public art pieces and the breakout between Administrative and Maintenance costs of the project. The Public Art Advisory Committee will also recommend a location for the art project, type of artwork when appropriate, process for involving the community in the process, and method of calling for artists. 30 G.
6 2. The Council will approve available funds for the artwork and solicit members to be part of an Art Selection Committee, if needed.
3. The Public Art Advisory Committee shall select an artist, or group of artists, through a public process using one of the following methods:
a. Request for Qqualifications (RFQ), for projects under $75,000 b. Request for Pproposals (RFP), for projects over $75,000 c. Invitational competition.
4. The Public Art Advisory Committee will rank various artist proposals during open public meetings at which the community can participate, and then will make a formal recommendation to the City Council for the award of the artist contract.
4.5.The City Council shall make a decision on the Public Art Advisory Committee’s recommendations on the artist or artist group.
5.6.The Public Art Advisory Committee, any outside professional hired by the City for assisting with the selection of the artwork, and the appropriate City staff (as needed for the particular project) shall meet regularly with the selected artist, or group of artists, in developing the Conceptual Design Plan that meets the artwork and location criteria.
6.7.Once the Conceptual Design Plan has been approved by the Public Art Advisory Committee, the artist or artist’s team shall refine the project objectives and the Conceptual Design Plan according to the direction of the Public Art Advisory Committee.
7.8.The fFinal dDesign will be approved by the City Council.
Use of Funds
All funds appropriated for public art will be deposited in the Public Art Fund. The City Council shall authorize projects for funding as prescribed in the public art implementation guidelines. In circumstances where it is not feasible to incorporate artistic features into a particular project, such money will be pooled and used for art in other projects. Disbursements shall be made in connection with projects approved by City Council. Nothing herein prohibits the City from soliciting or receiving grants, donations, bequests or gifts from private or public sources.
For individual pieces of art, the Public Art Advisory Committee will recommend to the City Council what percentage of the funds will be set aside for the Public Art, Maintenance and Administration, and Education based on the guidelines below and those established in the Public Art Master Plan:
1. Public Art Funds
No less than sixty-five percent (65%) of the fees collected shall be directed for Public Art Acquisition and may be spent for the following purposes:
a) Artists’ services and fees.
b) Acquisition of art.
c) Artist selection processes, including jury selection costs and model or design fees.
No more than fifteen percent (15%) of the money collected may be directed for maintenance and curatorial services:
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b) Repair, maintenance, surveys, curatorial services, and other conservation work necessary to keep all artworks in the City collection in standard condition.
No more than twenty percent (20%) of the fee may be directed for Public Art Administration and may be spent for the following purposes:
a) Project administration.
b) Community education programs, publicity, dedications, ephemeral projects, and other purposes as recommended by the Public Art Advisory Committee and approved by the City Council.
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H. Discuss Potential Installation of a Camera at the Community Park 33 CITY COUNCIL AGENDA REPORT
Meeting Date: September 18, 2025
From: Jeremy Dennis, City Manager
Subject: Discussion – Installation of a Camera at the Community Park Recommendation
Per the request of Councilmember Kern, Staff recommends discussion on the potential installation of cameras at Community Park.
Background
At the September 4, 2025 City Council meeting, Councilmember Kern requested the City Council agendize a discussion regarding the potential installation of cameras at Community Park. Below is a summary of the potential uses of a camera, how other local communities have utilized cameras in their public spaces. And costs associated with such installations.
Examples of Use
Municipalities install cameras for a variety of reasons:
• Increasing the visibility of a public area (such as a webcam that overlooks a park, building or street
• Enhancing public safety/increasing the number of investigative tools in the event of a crime or incident
o Providing deterrence from future criminal activity or incidents • Increasing the visibility of a public infrastructure project’s construction progress • Providing real-time traffic/outdoor facility use updates • Coordinating emergency response coordination/increasing visibility in high-fire areas The City of Brisbane has installed cameras at the following locations:
• City Hall and Annex
• Corpyard
• Community Pool
• Marina
• Right of way location at Main Street and Bayshore Blvd to deter/monitor/investigate illegal dumping
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Case Uses from Local Municipalities
To learn more about the usage of cameras in public spaces, staff surveyed neighboring cities to learn more about their experiences with cameras in community parks. The following information was received:
• Burlingame: Installed four cameras at Washington Park four years ago in response to ongoing concerns regarding graffiti. Staff selected Arlo Pro cameras, as it was a cost effective and simple solution. The camera footage is not accessed publicly, and the Parks Department and Police Department have access to the footage. Burlingame has been able to apprehend individuals who have vandalized the park. The biggest issue was difficulty with Wi-Fi connectivity.
• Millbrae: Installed the Verkada camera system both inside and outside of recreation center along with visibility into Central Park. The cameras are smart cameras that track movement. The Parks and Recreation Department have access to the footage and review footage on an as-needed basis. If needed, clips may be sent to the police department. • Redwood City: Installed different types of cameras throughout the city. Some high end Verkada cameras, and a few simple webcams based on the location. The footage is not publicly accessible.
• South San Francisco: Installed the Verkada camera system along with an Avigilion system.
While the system is not actively monitored, footage is pulled on an as-needed basis. The city does have a Verkada livecam for the aquatic center construction project. You can view it at www.ssf.net/newpool.
• San Carlos: Installed cameras at their parks and public facilities. The city upgraded their cameras to 360 cameras in 2017 for select facilities. The Sherriff’s office is able to review camera footage as necessary and IT staff have permission to review only to determine if the cameras are functioning property. The footage is not publicly accessible. The total project cost was $450,000.
Costs of Various Camera Systems
The use of a public-facing camera system has a direct relationship to the cost of purchase, installation, and subscriptions. In the case of a system intended to bring visibility to an amenity, construction project, or other similar use, a standard webcam system, Webcams are typically consumer grade and used for personal video communication. Many webcams are plug-and-play by utilizing a USB, they have a fixed lens without the ability to zoom or pan. Webcams also are lower resolution (720p to 1080p) with a limited field of view and no built-in streaming protocols. Common webcams include Arlo Pro, Logitech C920, Razer Kiyo, and Microsoft LifeCam. Data may be stored in the cloud and remote access is available. The cost of webcams may range from $50 to over $250 per camera. The City’s webcam purchased to curb illegal Discussion – Installation of a Camera at the Community Park 2 35
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dumping cost $250 per camera plus a $25 per month subscription fee.
As noted above, some cities utilizing camera systems which have the capability to provide realtime camera feeds. Designated staff may monitor the camera with remote access and view from their smartphones, tablets, or desktops. These systems also allow for centralized control of multiple locations including city halls, police stations, and public parks. The automation feature triggers alerts based on motion, door access, or license plate recognition. While Verkada is widely used, other systems include PTZOptics, Sony SRG series, and Panasonic AW series to name a few.
In gathering cost information, Staff received quotes for two types of cameras provided by Qovo Solutions, Inc. The Artificial Intelligence (AI) Camera has the ability to analyze audio and dispatch law enforcement. Audio triggers may include screaming or a car crash. The camera pans and has the ability to zoom. It is cloud based and costs approximately $9,000 per camera plus $10,000 for installation and an annual licensing fee of $400. The second camera is a traditional dome, fixed camera. While also cloud based, it does not have the ability to zoom or pan and does not have audio. The cost per camera is approximately $16,000 plus $10,000 for installation and a $500 licensing fee.
Best Practice
Best practices when implementing public facing cameras include creation of transparent policies, limiting data retention, restricting access to footage, and complying with any privacy laws.
Should Council wish to proceed, Staff anticipates creating a camera policy based on best practices that also incorporate an auditing component, similar to the audit requirements provided by the Automated License Plate Reader (ALPR) policies. The audit allows the Police Commander or the Chief of Police to conduct an audit of ALPR browsing inquiries at least monthly each calendar year. The audit is documented and reviewed by the Chief of Police and retained in a secure location.
Discussion
Staff recommends the City Council weigh the costs and benefits of the various types of camera systems and provide staff direction on whether to continue to explore installation of a camera at Community Park.
Discussion – Installation of a Camera at the Community Park Fiscal Impact
The fiscal impact to the City is dependent on the camera system selected.
Attachments
___________________________________
Jeremy Dennis, City Manager
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File Attachments for Item:
I. Consider Providing Feedback on the Draft Artificial Intelligence Mission Statement, and Guidance on Phase 2 of the City’s Artificial Intelligence Workplan 37 CITY COUNCIL AGENDA REPORT
Meeting Date: September 18, 2025
From: Christina Fernandez, Assistant City Manager
Mollie Brown, Management Analyst
Subject: Artificial Intelligence (AI) Workplan
Recommendation
Staff requests that the City Council provide feedback on the draft Artificial Intelligence (AI) Mission Statement, and guidance on Phase 2 of the City’s AI Workplan.
Background
Artificial intelligence, or AI, refers to computer systems that are designed to perform tasks that typically require human intelligence like understanding language, recognizing patterns, or making decisions. Generative AI is a specific type of AI that can create new content such as text or images based on patterns it has learned from large amounts of data (e.g. Microsoft Copilot, Gemini, or ChatGPT). Although AI has been a topic for those in the technology and science fields since the 1950s, AI became a household topic in the 2010s with the release of voice assistants like Siri or Alexa, smart home devices, or chat bots. The release of ChatGPT in late 2022 marked a turning point in individual access to and use of Generative AI.
In 2023, the Innovation Team, a group compromised of staff from various departments, started the AI Subgroup, which focused on AI-specific topics. The City’s first Artificial Intelligence Appropriate Use Policy (Attachment 1) was drafted and provided to staff for reference at this time. In December of 2024, with Innovation Team’s support and funding, Mollie Brown, Caroline Cheung, and Jeannete Maldonado attended the City of San José GovAI Coalition’s first annual summit. From their website: “The GovAI Coalition is composed of government members from local, state, and federal agencies united in the mission to promote responsible and purposeful AI in the public sector.” Here, staff networked with local and national government employees who were interested in and actively using AI in their organizations. The main takeaways from this summit, in addition to monthly GovAI coalition-wide meetings, and ongoing education, helped develop the Mission Statement and AI Workplan, which consists of 3 Phases: Copilot Working Group, Rollout, and Ongoing Education & Training.
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Staff brings this item forward to Council as the adoption of AI tools may result in a fundamental change on how the City prepares a broad range of deliverables.
Discussion
The goal of this discussion is to determine thoughtfully introduce generative AI tools, such as Microsoft Copilot, into the City’s daily work in a way that helps staff be more efficient, informed, and supported. At this stage, staff is seeking Council’s input on the proposed AI Mission Statement, and how staff should approach the broader rollout of Copilot access and what kind of training and support will ensure all employees feel confident using these tools.
Proposed AI Mission Statement:
The City of Brisbane is committed to serving its residents with integrity, transparency, and care. As artificial intelligence becomes increasingly integrated into daily life, we recognize its potential to enhance how we deliver services and make decisions. We are dedicated to using AI responsibly and intentionally, guided by our community’s values and priorities. This includes being transparent about how AI is used, protecting our environment, and ensuring our staff and leadership remain informed and educated about emerging technologies.
AI Workplan:
The AI workplan consists of 3 phases: Copilot Working Group, Rollout, and Ongoing Education & Training.
Phase 1: Copilot Working Group (completed Friday, August 29th) Inspired by the State of Colorado’s Gemini Case Study, the working group was a 3-month testing period of Microsoft Copilot for 6 staff members. The goal was to explore how Copilot worked for City staff on a day-to-day basis, calculate if staff saved time on tasks, and evaluate whether Copilot would be a valuable tool. The testing period consisted of several steps:
1. Choose Generative AI Tool: Microsoft Copilot
a. Copilot was the natural choice as it is already integrated into the Microsoft 365 environment
2. Recruit Interested Staff to Copilot Working Group
a. 6 staff members from various departments were given access to Copilot
3. Communications
a. Hosted bi-weekly Teams meetings to discuss successes and questions, share experiences using the tool
b. Utilized Teams chat group for discussions outside of meetings
4. Collect Data
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a. Created “Copilot Weekly Survey” which working group members were to take after each interaction with Copilot, or at least once a week, to track their experiences using Copilot
5. Analyze Data: Results of Copilot Weekly survey
a. The Copilot Weekly survey was open to the working group from Wednesday, May 28th to Friday, August 29th. Staff asked members of the working group to take this survey ideally after every interaction with Copilot, or at least once per week. The survey had 18 questions and on average took about 12 minutes to complete and resulted in 44 responses. Complete survey results can be found in the Attachments section.
b. Key points from the survey:
i. Tasks Performed: Users performed a variety of tasks using Microsoft CoPilot, including creating captions, proofreading emails, summarizing email chains, finding attachments, summarizing Teams meetings, rewriting emails, and more.
ii. Ease of Use: Most users found Microsoft CoPilot very easy to use, with ratings often being 4 or 5 on a scale of 1 to 5.
iii. Time Saved: Many users reported that using Microsoft CoPilot saved them time, ranging from a few minutes to over an hour, depending on 3 40
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the task.
iv. Effort Required: Users generally found that using Microsoft CoPilot required less effort compared to traditional methods.
v. Accuracy and Consistency: Most users rated the accuracy and consistency of the results generated by Microsoft CoPilot as mostly or completely accurate and consistent.
vi. Security and Bias: Most users did not notice any security risks or biases while using Microsoft CoPilot.
Phase 2: Rollout
It is important to note that before any rollout occurs, staff recommends that each employee who would like access to Microsoft Copilot on their accounts should, as a prerequisite, complete Innovate US’s online, free, self-paced course Using Generative AI at Work:
Responsible AI for Public Professionals.
It is also important to note that, as nearly 60% of staff is already using AI in their day-to-day work (refer to “AI in the Workplace Survey”), providing a safe and approved tool (Microsoft Copilot) and/or guidelines as to how to use other tools (ChatGPT, Gemini) is a timely and necessary decision.
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There are various options for rolling out Copilot access on a wider scale, if the Council approves.
Options for rollout could include: activating Copilot on every employee’s account, having Department Heads decide which of their employees may benefit from having Copilot, or a payas-you-go plan (so only those who are using Copilot would pay).
Staff plans to create a new page on the website dedicated to AI, which would feature the Mission Statement, a link to the AI Policy, the results of the Copilot Working Group, and a section where staff discloses what AI tools are currently being used, and how.
Regarding procurement of software that uses AI, staff recommend the City considers GovAI’s AI Registry before purchasing, which is a list of approved vendors who have been vetted by the GovAI Coalition.
Per the City’s AI Appropriate Use Policy, any content extracted using AI will have a disclaimer identifying the use of AI. As AI continues to evolve staff will rereview the policy, and make revisions as needed, during implementation of the workplan. Phase 3: Ongoing Education and TrainingEnsuring ongoing training for City employees is imperative. Some possible ideas include:
• Provide bi-weekly AI “Office Hours”, one hour every other week hosted by a staff member, accessible to all staff who have questions about how to use Copilot or AI in general.
• Encourage registration as an active member with the GovAI Coalition. • Continue developing and adding to the City’s internal resources and living documents, such as our Prompt Library and AI Policy.
• Have new employees review and sign an AI Policy and complete an AI course as a part of the onboarding process.
• Start a Regional AI Group to maintain County-wide discussions and relationships specific to AI in the workplace.
Results of AI in the Workplace survey
Apart from the Copilot Working Group, and to understand how staff was feeling about AI use and adoption, the Copilot Working Group published an “AI in the Workplace” survey, which was open from Thursday, July 31 to Wednesday, August 14. Staff collected 46 responses from employees in all departments. Complete results of the survey are attached, and some key points are below:
• General Sentiment
Many employees are excited about the potential of AI, while others are curious and still learning about it. Some employees express concerns about potential problems AI might cause.
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• Current Use of AI Tools
Nearly 60% of employees are already using AI tools such as Microsoft Copilot, Chat GPT, Grammarly, and Canva/Adobe Express' AI features.
The AI tools are primarily used for tasks like research information and gathering, writing and composition, and scheduling or prioritizing tasks. 6 43
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• Time Savings
72% of employees report saving time on their tasks, ranging from 5 minutes to 1hr+. • Barriers to AI Adoption
13% of employees haven’t used AI tools because they haven’t had time to explore them, and 10% don’t feel comfortable or trained to use them. • Awareness and Training
The majority of respondents request support such as basic trainings, examples of how coworkers are using AI, clear direction from the City, and help identifying safe and approved tools.
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Conclusion
The City’s AI Workplan is an intentional, phased approach to responsibly integrate generative AI tools into the City’s day-to-day operations with the goal of making staff more efficient. By prioritizing transparency and staff training, the initiative aims to encourage access to AI tools while safeguarding the City’s data. Staff requests that the City Council review and provide feedback on the draft AI Mission Statement and offer guidance on Phases 2 and 3 of the Workplan, particularly regarding the preferred approach for rolling out Microsoft Copilot access and ensuring equitable, ongoing training opportunities for all employees. Staff will update Council with data, metrics, and analysis collected during the implementation of Phases 2 and 3.
Fiscal Impact
To provide Microsoft 365 Copilot licenses to all full-time staff, the City estimates the cost to be approximately $34,440 per year. This cost would be absorbed by individual departments’ operating budgets.
Another option is to identify those most likely to use, and benefit from, a Microsoft 365 Co-Pilot license and to provide licenses just for those employees.
Attachments
1. Artificial Intelligence Appropriate Use Policy
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___________________________________ ___________________________________ Christina Fernandez, Assistant City Manager Jeremy Dennis, City Manager 9 46
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City of Brisbane Artificial Intelligence Appropriate Use Policy Purpose: The purpose of this policy is to establish City of Brisbane employee practices for the responsible and secure use of generative artificial intelligence (AI). The City is committed to encouraging the use of emerging technologies that promote progress and innovation, increase organizational performance and quality service delivery, and serve the public good. This AI Appropriate Use Policy provides simple, user-centric guidance for all employees, regardless of technical expertise.
AI tools are developing at an exponential rate. The City will periodically review and update this policy to keep it aligned with ethical and legal standards and technological advancements in generative AI as frequently as needed.
Scope: This policy applies to all employees, contractors, and any other third-party individuals or entities who have access to generative AI technologies or are involved in using generative AI tools or platforms on behalf of our organization.
1. Defining Artificial Intelligence (AI): For the purposes of this policy, Artificial Intelligence, also known as machine intelligence, is the simulation of human intelligence processes, such as problem-solving by machines.
2. Defining Generative AI Tools: Generative AI tools are computer programs capable of many activities, including but not limited to completing general administrative office tasks, data analysis, and translating text into different languages. While these tools can improve productivity, it is crucial to use them responsibly to maintain data privacy and security. Common generative AI applications include ChatGPT (Open AI), Gemini (Google), Copilot (Microsoft).
I. Principles for Responsible Generative AI Tools Use: Staff should be open to responsibly incorporating Generative AI into their work where it can be beneficial for making services better, more just, and more efficient. Each employee is responsible for using Generative AI tools in a manner that ensures the security of sensitive information and aligns with City policies. Here are key principles to follow:
a. Data Privacy and Security: Comply with all data privacy and security standards such as Health Insurance Portability and Accountability Act (HIPAA), Criminal Justice Information Systems (CJIS), Internal Revenue Service (IRS), and the California Consumer Privacy Act (CPPA) to protect Personally Identifiable Information (PII), Protected Health Information (PHI), or any sensitive data in Generative AI prompts. Treat AI prompts as if they were publicly visible online to anyone. Treat AI prompts, data inputs, and outputs as if they are subject to the Freedom of Information Act (FOIA) and Public Records Act (PRA). b. Avoiding Bias: AI tools can create biased outputs, When using AI tools, develop AI usage practices that minimize bias and regularly review outputs to ensure fairness and accuracy, as you do for all content.
c. Accuracy: AI tools can generate inaccurate and false information. Take time to review and verify AI-generated content to ensure quality, accuracy, and compliance with City guidelines and policies.
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d. Transparency: To ensure transparency when using this rapidly evolving technology, indicate when Generative AI contributed substantially to the development of a work product.
e. Accountability: Employees are solely responsible for ensuring the quality, accuracy, and regulatory compliance of all AI-generated content utilized in the scope of employment.
II. Benefits and Risks of Using Generative AI in Local Government Benefits (not an exhaustive list)
a. Ability to analyze large amounts of information and then identify patterns, answer questions, make recommendations, and summarize findings.
b. Reduce time spent on regular tasks, including the creation of documents such as memos, emails, job descriptions, and reports, and assist with rapid knowledge acquisition. c. Improved decision-making by discovering and exploring scenarios, evaluating options, and analyzing relevant data.
d. Translates text into different languages.
Risks (not an exhaustive list)
a. May create output that uses inappropriate, generic, and irrelevant language, bias, and tone.
Translations may also not be of an acceptable level of quality. b. Information produced may not be accurate, including dates, places, names, events, etc. c. All input and output content may be subject to relevant public record laws. d. Content produced may be subject to copyright laws and use could result in legal challenges.
III. Requirements for Using Generative AI:
a. Assume that all use of generative AI tools and content are subject to relevant public records requests.
b. Conduct a fact check on all content that is produced. c. Provide attribution whenever generated content is published including images.
IV. a. Watch this video from Innovate.US about how to get started with generative AI in government: https://bit.ly/InnovateUS-AI
b. Khan Academy provides free online training. Access khanacademy.com and search for “generative AI”.
c. For developing prompt engineering skills – the ability to provide good input for great generative AI output – the following site provides free, high-quality training: learnprompting.org V. Conclusion: Generative AI is rapidly developing and presents users with an opportunity to work better, faster, and smarter. However, because the technology and the laws surrounding it are evolving and present unknown risks, its adoption comes with ethical considerations.
Remember the fundamental rules when using any Generative AI:
• always review and fact-check AI-generated content before using it 11 48
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• be transparent when content was drafted using Generative AI • never submit personal or confidential information into a Generative AI application. The information you enter can by viewed by the companies that make the tools and, in some cases, members of the public
Glossary:
Algorithms: are a set of rules that a machine follows to generate an outcome or a decision.
Artificial Intelligence (AI): refers to a group of technologies that can perform complex cognitive tasks like recognizing and classifying images or powering autonomous vehicles. Many AI systems are built using machine learning models. For a task like image recognition, the model learns pixel patterns from a large dataset of existing images and uses these patterns to recognize and classify new images.
Auditability for AI: AI where the outputs are explainable, monitored, and validated on a regular basis.
Bias: systematic errors or prejudices in generative AI models that result in unfair or discriminatory outcomes, often reflecting the biases present in the training data.
Black box models: are those where you cannot effectively determine how or why a model produced a specific result.
Chatbots: are computer programs that simulate conversations. Chatbots have been around for a few decades. Basic chatbots (without Gen AI) use ML to understand human prompts and provide more-orless scripted answers that can guide users through a process. Gen AI chatbots can provide more humanlike, conversational answers.
ChatGPT: is a conversational Gen AI chatbot built by OpenAI DALL-E: is a Gen AI application that can generate images based on text prompts Discriminative AI: In contrast to Gen AI, Discriminative AI models do not generate new content but can be used to predict quantities (for example, predicting home prices) or to assign group membership (for example, classifying images).
Ethical AI: is the practice of designing, deploying, and using artificial intelligence systems in a manner that is consistent with ethical principles, values, and norms, including fairness, transparency, accountability, and respect for human rights.
Gemini: is a conversational Gen AI chatbot built by Google Generative AI (Gen AI): refers to a group of technologies that can generate new content based on a userprovided prompt. Many are powered by LLMs.
Large language models (LLMs): are a type of machine learning model trained using large amounts of text data. These models learn nuanced patterns and structure of language. This allows the model to understand a user-generated prompt and provide a text response that is coherent. The responses are based on predicting the most likely word in a sequence of words and as a result, the answers are not always contextually correct. The training datasets used to build these models can contain gender, racial, 12 49
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political, and other biases. Since the models have learned from biased data, their outputs can reflect these biases. Generative AI applications are built using these LLMs.
Machine Learning (ML): is a method for learning the rules of an algorithm based on existing data.
Machine learning model: is an algorithm that is built by learning patterns in existing data. For example, a machine learning model to predict house prices is constructed by learning from historical data on home prices. The model may learn that price increases with square footage, changes by neighborhood, and depends on the year of construction.
Model validation: methods to determine whether the outputs generated by a machine learning model are unbiased and accurate.
Training data: The dataset that is used by a machine learning model to learn the rules. ***
This policy serves as a framework to guide the responsible and ethical use of generative AI tools within the City of Brisbane, CA, promoting innovation while safeguarding the rights, interests, and well-being of its residents and stakeholders. The Innovation Team of the City of Brisbane would like to acknowledge the following in the development of this AI Appropriate Use Policy: the City of Boston, the City and County of San Francisco, the City of San Jose, the City of Seattle, the County of Santa Cruz, the Town of Los Altos Hills, and ChatGPT 3.5.
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