March 2022
City of East Palo Alto
City Council Workshop Report
Held January 8, 2022
Workshop Report
1 Table of Contents
Introduction .................................................................................................. 2 Opening Comments..................................................................................... 5 Workshop Overview ................................................................................... 5 Celebrating Recent Accomplishments ...................................................... 6 Public Comment........................................................................................... 7 Review Each Priority Area and Associated Goals................................... 7 Review Workload and Funding Constraints and Possible Solutions. 13 Wrap-up and Next Steps........................................................................... 14 Attachment A: 2022-23 Priority Areas and Goals.......................................... 15 City Council Workshop Report
2 Workshop Report
The City of East Palo Alto held a City Council workshop on Saturday, January 8, 2022, from 8:30 a.m. to 12:30 p.m. via Zoom. The workshop provided an opportunity for the Councilmembers and executive staff to review and discuss top priorities and workplans for this year, discuss priorities for next year, celebrate recent accomplishments, and strengthen teamwork between Council and staff. This report contains a summary of the results of the retreat.
Greg Larson facilitated the workshop.
Introduction
Objectives
• Strengthen the Council and staff collaborative relationship • Celebrate recent accomplishments
• Review existing City priorities and workplan
• Provide direction on priorities for the next two years Discussion Outline
A. Opening Comments
B. Workshop Overview
C. Celebrate Recent Accomplishments
D. Public Comment
E. Consider Each of the Seven Priority Areas and Goals
F. Review Workload and Funding Constraints and Possible Solutions G. Next Steps and Wrap-up
Workshop Report
3 Workshop Ground Rules
At the start of the workshop, the facilitator suggested several ground rules to help the group have a successful workshop.
• Seek consensus
• Everyone listens to each other
• Everyone participates
• Disagree agreeably
• Focus on issues, not the person
• Seek to gain understanding
Bike Rack
The facilitator explained that items that were brought up but not resolved or prioritized during the workshop would be added to a “bike rack.” The following ___ are included in the bike rack:
1. Planning a community engagement initiative for development of the City’s budget.
2. Providing monthly updates on the University Overpass project.
3. Provide a status report on the Addison Street improvement project.
4. Provide an update on implementation of the Mobility Plan.
5. Table creation of a Police parking enforcement division until after a new Chief is hired.
6. Table the City Hall tenant improvement project for the time being.
7. Table development of an information technology master plan.
8. What is the city doing to help small businesses and retail centers recover from COVID?
9. Complete the City’s Housing Element update as required by State law.
City Council Workshop Report
4 Participants
City Council
Mayor
Ruben
Abrica
Vice Mayor
Lisa
Gauthier
Council Member
Regina
Wallace-Jones
Council Member
Antonio
López
Council Member
Carlos
Romero
Staff
• Jaime Fontes, City Manager
• Patrick Heisinger, Assistant City Manager
• Rafael E. Alvarado Jr., City Attorney
• James Colin, Executive Assistant, Acting City Clerk
• Amy Chen, Community and Economic Development Director • Kamal Fallaha, Public Works Director
• Jeff Liu, Acting Chief of Police
• Marie McKenzie, Administrative Services Director
• Tomo Oku, Finance Director
• Azalea Renfield, Community Services Manager
Workshop Report
5 Opening Comments
After the Council meeting was called to order, the Council first heard, discussed, and adopted a proclamation Commemorating the Contributions of the Reverend Dr. Martin Luther King, Jr., in the Fight for Equality.
At the start of the Priority Setting workshop, Mayor Abrica thanked the public, Council, and staff for attending. The Mayor discussed the importance of reaching consensus on the future direction of the City given the ongoing pandemic, significant projects, and challenging economic times.
City Manager Jaime Fontes also offered some opening comments. He explained the importance of the day’s retreat and the value of staff staying focused on Council’s top priorities.
Workshop Overview
Following the opening comments, facilitator Greg Larson introduced himself and provided an overview of the workshop, including a review of the objectives, discussion outline, ground rules and bike rack, as discussed previously.
City Council Workshop Report
6 Celebrating Recent Accomplishments
The City Council reviewed a list of recent accomplishments that Councilmembers identified during their interviews and others raised by staff, as shown on the following slides
The Council was asked what factors made these accomplishments possible, and the Council member responses included:
• Strong staff work and responsiveness
• Clear goals and detailed work plan
• Council’s focus and collaboration
• Available financial resources
• Strong community engagement and partnerships
Workshop Report
7 Public Comment
The Mayor invited members of the public participating in the Zoom meeting to provide their comments related to the City’s priorities for the years ahead. Only one member of the public spoke and her comments included appreciation of the hard work of the Council and staff and a request to always consider the needs of those who may be facing financial or housing-related challenges.
Review Each Priority Area and Associated Goals
Following a brief break, the Council received a presentation on the top priorities for the next year or two as identified during the Council member interviews prior to the workshop, as well as listings of additional potential priorities previously identified by Council or City staff over the past year, as summarized on the following slides.
City Council Workshop Report
8 The City Council then proceeded to the substantive review and discussion of the existing and potential Goals within each of the seven Priority Areas identified in prior years. Please note that during the course of the Council interviews, the Council had ranked the Priority Areas for presentation purposes, as follows:
1. Housing & Economic/Workforce Development
2. Establish/Implement a Transportation Mobility Plan
3. Ensure Health & Public Safety
4. Develop Comprehensive Strategy to Address City’s Structural Deficit
5. Improve the City’s Water Infrastructure
6. Develop and Implement a Comprehensive Facilities Master Plan
7. Enhance Community Services and Parks for Residents
For each of the Priority Areas, the Council reviewed a slide with the prior and potential Goals listed and heard any additional comments from staff.
The Council then provided direction on the Goals for the next two years and the relative priority of those Goals compared to each other.
Workshop Report
9 Following Council discussion, the revised Priority Area and Goals are:
1 - Promote Housing, Economic and Workforce Development 1 A Implement Measure HH Employment and First Source Hiring Programs 1 B Finalize the Ravenswood Business District direction 1 C Pursue November tax measure and other revenues for housing support 1 D Create an Economic Development Plan with support for small and micro businesses
1 E Identify the City's next potential affordable housing project Following Council discussion, the revised Priority Area and Goals are:
2 - Implement the Comprehensive Transportation and Mobility Plan 2 A Begin construction of the University Overpass project by December 2022 2 B Analyze funding strategies for public infrastructure including streets, parks and utilities
2 C Implement a parking and enforcement program
City Council Workshop Report
10 Following Council discussion, the revised Priority Area and Goals are:
3 - Promote Public Health and Safety
3 A Continue the City's strong response to COVID impacts and community needs 3 B Resolve the Sanitation District incorporation matter 3 C Enhance flood protection for residents, businesses, and property owners Following Council discussion, the revised Priority Area and Goals are:
4 - Ensure Our Financial and Organizational Health
A Focus on staff morale, retention, recruitment, and succession planning B Implement an Enterprise Resource Planning (ERP) System C Continue fiscal resiliency efforts with ten-year financial forecasts
Workshop Report
11 Following Council discussion, the revised Priority Area and Goals are:
5 - Improve the City's Water Infrastructure
5 A Prioritize the University 12' water main project
5 B Finalize the Veolia lease negotiations
5 C Complete the design of the next key water infrastructure projects 5 D Update the Water Master and Management Plans
Following Council discussion, the revised Priority Area and Goals are:
6 - Develop and Implement a Facilities Master Plan
6 A Explore the Tanklage site for a future or temporary Police headquarters 6 B Engage in discussions with County regarding University and Beech Street properties 6 C Support continued progress by the Library District for a new library
City Council Workshop Report
12 Following Council discussion, the revised Priority Area and Goals are:
7 - Enhance Community Services and Parks
7 A Complete the design of the MLK Jr. and Bell Street park projects 7 B Engage with community partners to improve educational resources and outcomes
7 C Pursue enhanced youth and multi-generational engagement and perspectives A summary of all of the revised Priority Areas and Goals is provided as Attachment A
Workshop Report
13 Review Workload and Funding Constraints and Possible Solutions The last substantive item for the workshop was to review workload and funding constraints that were discussed in the staff report for the workshop, as well as additional research conducted by the facilitator.
Most City resources, including financial and staffing, are targeted for the day-to-day delivery of services in every department. For most cities, only 15% of capacity is available for new projects or initiatives, as depicted in these two slides.
City Council Workshop Report
14 The facilitator then shared the final Council interview results highlighting Council member suggestions for better managing organizational workload constraints, including for the City Council itself. The two bolded items at top were being pursued by the Mayor and Vice Mayor for implementation as part of the agenda-setting process.
Wrap-up and Next Steps
The facilitator explained that he would prepare this summary report. The City Manager noted that staff will incorporate direction on the priorities in the budget. He will also direct staff to develop work plans pertaining to each priority area for Council approval in May or June.
Workshop Report
15 G
1 - Promote Housing, Economic and Workforce Development 1 A Implement Measure HH Employment and First Source Hiring Programs 1 B Finalize the Ravenswood Business District direction 1 C Pursue November tax measure and other revenues for housing support 1 D Create an Economic Development Plan with support for small and micro businesses 1 E Identify the City's next potential affordable housing project 2 - Implement the Comprehensive Transportation and Mobility Plan 2 A Begin construction of the University Overpass project by December 2022 2 B Analyze funding strategies for public infrastructure including streets, parks and utilities 2 C Implement a parking and enforcement program
3 - Promote Public Health and Safety
3 A Continue the City's strong response to COVID impacts and community needs 3 B Resolve the Sanitation District incorporation matter 3 C Enhance flood protection for residents, businesses, and property owners 4 - Ensure Our Financial and Organizational Health
A Focus on staff morale, retention, recruitment, and succession planning B Implement an Enterprise Resource Planning (ERP) System C Continue fiscal resiliency efforts with ten-year financial forecasts 5 - Improve the City's Water Infrastructure
5 A Prioritize the University 12' water main project
5 B Finalize the Veolia lease negotiations
5 C Complete the design of the next key water infrastructure projects 5 D Update the Water Master and Management Plans
6 - Develop and Implement a Facilities Master Plan
6 A Explore the Tanklage site for a future or temporary Police headquarters 6 B Engage in discussions with County regarding University and Beech Street properties 6 C Support continued progress by the Library District for a new library 7 - Enhance Community Services and Parks
7 A Complete the design of the MLK Jr. and Bell Street park projects 7 B Engage with community partners to improve educational resources and outcomes 7 C Pursue enhanced youth and multi-generational engagement and perspectives