City Council Strategic
Planning Work Session Part I
March 8, 2025
Agenda
I. Welcome Mayor Mark Salinas
II. Public Comments Mayor Mark Salinas
III. Work Session Introduction City Manager Dr. Ana M. Alvarez IV. FY 2024-25 Strategic
Roadmap Midyear Review
Asst. to the City Manager Mary
Thomas
V. City Operations by
Department
Respective Department Directors
VI. Wrap up and Next Steps City Manager Dr. Ana M. Alvarez Work Session Goals – Part I and Part II
1. Review the City’s operational highlights from this fiscal year and discuss pressing issues that will inform priority setting in a time of uncertainty
2. Receive City Council feedback on new reporting out structure for Strategic Roadmap objectives
3. Conduct a Midyear review of the City’s FY 2024-25 Strategic Roadmap
4. Explore City Council’s priorities in alignment with the Strategic Roadmap to inform the development of proposed FY 2025-2026 City budget
5. Review Strategic Roadmap metrics to ensure relevant data and metrics reflect impact, as intended from the objectives
FY 2024-25 Strategic Roadmap Midyear Review
Complete, 23%
(18)
In progress - On
track to
complete by
June, 24% (19)In progress -
multi-year
effort, 35% (28)
Not on work
plan for this
year, 5% (4)
On Hold, 13% (10)
Dashboard - Sneak Peak
Public Works & Utilities
Director Alex Ameri
Mid-year Accomplishments
FP2. Completed 90% construction of Mission Boulevard Phase 3 FP5. Completed 30% construction of Main Street Complete Street FP6. Completed Phase I construction of the STACK Center and continue design of Phase II
FP7. Completed design and advertised for the construction of La Vista Park FP9. Received Proposals for Selection of Consultant for Public Safety Center site assessment and conceptual design
FP10. Received Proposals for Selection of Consultant for a Preliminary Feasibility Report on a new Corporation Yard
Engineering
Mid-year Accomplishments
Transportation
FM1. Installed traffic calming in five new locations
FM1. Designed and implemented a pilot traffic calming project on Orchard Ave FM2. Installed 10 miles of new bike lanes as part of the repaving program FP4. Installed 12 simme seats as part of ‘A Bench for Every Stop’ pilot, with 12 more coming this Spring
FP3. Advertised and awarded a consultant contract to support the evaluation of safety enhancements for the Downtown Loop
CP5. Developed a City bike distribution program, including robust community outreach and partnership with community organizations, with bike distribution to begin in Spring 2025
Mid-year Accomplishments
Environmental Services
CP1. Implement Year 1 Programs from the adopted GHG Roadmap (Climate Action Plan) resulting in 35% reduction from baseline year 2005 CP2. Collaborated with Ava Community Energy resulting in public charging station for Muni Lot #4
CM2. Diverted 72% waste from the landfill
NP2. Expand litter collection services (like the Downtown Streets Team) to pick up litter through the City. Released RFP , responses are due 3/11.
Mid-year Accomplishments
Utilities
FP12. Completed design for WRRF Administration Building and Laboratory project, advertised for bidding and received competitive bids
FP12. Completed environmental (CEQA) document for WRRF Phase II Improvements FP12. Completed 60% design of WRRF Phase II Improvements FP12. Prepared and released Request for Proposals for Nature Based Solutions Project at WRRF FP13. On-boarded consultant for preparation of recycled water master plan FM7. Completed 30% Design for FY 24 Sanitary Sewer Project (5.7 miles) FM7. Completed 65% Design for FY 24 Water Line Replacement Project (4.8 miles) FM7. Completed construction of multi-year FY21 Water (5 miles) and Sewer Main (4.1 miles) Replacement Project
FM8. Maintained water and wastewater quality standards at 100% of the time Mid-year Accomplishments
Airport
EM6. Conducts community outreach for school-age children through airport open house, tours, and youth programs
Invest in Infrastructure, Objective 1, Invest in multi-model transportation Airport is home to 38 companies providing transportation support services to the public, including flight training, aircraft maintenance, and aircraft storage
Invest in Infrastructure, Objective 2, Invest in City-owned facilities & properties Airport owned property leases contributing to growing the economy, including the recent construction of a new hotel
Other
key
items
on our
plate
Transportation
• East Bay Greenway Project - Partnered with Alameda CTC to conduct outreach for the project, with the draft concept plan to follow • Launched a Speed Management Plan that will identify target speeds for all City streets and strategies to achieve speed reductions to enhance safety. • Launched the Community Based Transportation Plan with funding from MTC for Equity Priority Communities
• Conducted outreach for transportation safety projects on D St, Santa Clara Ave, Hayward Blvd, and Ruus Rd
Engineering
• Completed construction of Jackson Street Traffic Signal Improvement • Completed construction of Municipal Parking Lot No. 11 Improvement • Completed construction of FY24 Pavement Improvement Project – 15 miles of roadway (36.4 lane-miles of paving), increasing citywide Pavement Condition Index (PCI) to 76
Other
key
items
on our
plate
Airport
• Completed a comprehensive revision to the Airport Pavement Maintenance Plan
• Currently working on the rehabilitation of two taxiways Environmental Services
• Installed 35 new Big Belly trash/recycling receptacles • Installed two large trash capture devices at Tennyson & 880, which are treating over 400 acres
• Helping community members to convert gas water heater to electric water heaters
Utilities
• Prepared wastewater rates and connection fees for FY 2026 to FY 2030 and received City Council approval
• At final stages of securing WIFIA loan ($244M) and revenue bonds ($135M) for the WRRF Phase II Project, including obtaining credit rating for the Wastewater Enterprise Fund
• Prepared and City Council adopted the Water and Wastewater Enterprise Revenue Bond Law to Muni Code
Q & A
Human Resources
Exceptional HR: Creating the
space where employees thrive! Director Brittney Frye
Designed & Implemented 1st COH
Leadership Development Training
Program
Mid-year Accomplishments
Protecting, Supporting, and Strengthening Our Workforce Implemented New Hire & Exit
Survey Program
Software Implementation
Creating Streamlined
Preboarding Experience
Designed & Implemented
HR Strategic Plan
Implemented Employee
Engagement Focus Groups
Other
key
items
on our
plate
Creation of Citywide Training Plan 01.
02. Implementation of Extensive Onboarding
Program
03. Citywide Compensation Philosophy
04. Streamlining Process Improvements
05. Implementation of Citywide LMS
HR in Action
• 46 Recruitments
• 83 New Hires
• 49 Promotions
• 19 Meet & Confers
• 776 Training Participants
• 60 Focus Group Meetings
• 193 Leave/Accommodation
Q & A
Hayward Police Department
Chief Bryan Matthews
Mid-Year Accomplishments
CALEA Accreditation: On-Site Assessment (Dec 2024) and
scheduled testimony before the Commission (March 2025)01.
02. Wellness Program: Recruited Mental Health Specialist and bringing services to staff (clinical, app based, coaching, etc.)
03. RTCC: Building foundation and culture around effective use of data/technology (Peregrine, Flock, CAD integration, etc.)
04. Organizational Assessment: Completed in late 2024 and building an implementation plan (to be shared at PSC)
Other
key
items
on our
plate
Staffing/Retention: Most vacancies in
the City and need to continually recruit 01.
02. Regional Partnerships: Strategy,
collaboration, and information sharing
03. Communications Center: Expanding
capacity and leadership development
04. Facilities: Undersized and dilapidated –
planning efforts for new PSC
05. Financial Constraints: Sustaining
operations and meeting community
expectations with limited funding
Moving Forward
• Focus on employee development and succession planning (sworn and professional staff eligible to retire – need to prepare) • Continue developing community relationships
• Continual analysis of resource deployment (shift schedule, beat structure, focused efforts to address community issues, etc.) • Continue reputation of solid investigative work (10 out of 14 homicides solved in 2024 – develop a solid partnership with the DA’s Office to bring justice for victims and families)
• Share employee successes (several potential life saving awards pending committee review, recognition for outstanding work) • Ongoing culture change (empathy/compassion in our work, ABLE Project, internal culture that is supportive, inclusive, safe) Sample text
explaining this step
Sample text
explaining this step
Sample text
explaining this step
Q & A
5 Min Break
Maintenance
Services
Department
Director Todd Rullman
Strategic Roadmap Update
Completed Jackson Corridor landscape beautification, monument gateway sign on Jackson/Silva is underway (NP6)
-Gateway project from an initial $1M bid to $200K in-house
01. 02.
03. 95% of the 5,300 Access Hayward requests related to illegal dumping, graffiti, unhoused abatement, and landscaping requests responded within 48 hours (NM1)
965 Households participated in bi-monthly Disposal Days (NM2) -Successfully removed 4,825 cubic yards of debris
04. On track to exceed 1,500 tree planting goal (CM4)
Other
key
items
on our
plate
USDA Tree Software/Planting Grant - On
Hold01.
02. Old City Hall Security & Restoration – In
Progress
03. New security cameras at City Hall Plaza
– In Progress
04. Repairs and restoration on both City Hall
fountains – In Progress
05. Preliminary feasibility report on new Corp
Yard (FP10) – In Progress
Recognizing MSD Staff
• Streets: Initiated a public art crosswalk project designed to enhance urban beautification and promote pedestrian safety
• Landscape: USDA Urban Forest Expansion Project – Staff planted 172 trees across 6 disadvantaged census tracts within 6 months of available funding • Landscape: Construction of new playgrounds at Twin Bridges Park and Gordon E. Oliver Eden Shores Park underway
• Facilities: Preparing the OBF PG&E agreement for citywide energy efficiency updates and cost-savings for City Council adoption • Fleet: Continued to meet vehicle availability baseline - HPD/HFD Looking Ahead to FY 25-26
• Streets/Fleet: Will put the City’s first fully electric compact bike lane sweeper in service
• Landscape: Complete citywide tree inventory and canopy assessment and implement the first stage of tree management software integration, pending USDA grant
• Facilities: Implementation of energy conservation project via OBF • Fleet: Integrate additional EV/Hybrid to meet 20% goal Q & A
Development
Services
Department
Director Sara Buizer
Completed 70% of
Strategic Roadmap
projects
Mid-Year Accomplishments
Streamlined applicant
process with customer
service in mind
Proactively working with
business owners Met or exceeded
performance metrics
Awarded $600,000 grant
toward shoreline adaptation
implementation
Increased public
outreach
Other
key
items
on our
plate
(By Division)
Code Enforcement: Residential Rental
Inspections; Illegal Construction; Fireworks,
Sidewalk Vendors; Cannabis; General Property
Conditions; fire season support
01. 02.
Planning: Planning Entitlement Review; ADU
Streamlining; Annual Reporting to State;
General Plan Implementation
03. Building: Review Plans, Issue Permits and
Inspect Construction; Update Codes
04. Housing: Negotiate Affordable Housing
Agreements with Developers; Maintain and
monitor City’s portfolio of affordable housing;
administer rent review and HOME Programs
FY25-26 Work Plan & Pressing Issues
PROPOSED WORKPLAN
Complete work on Strategic Roadmap projects
Rental housing workshops for tenants and landlords
MTC Transit Oriented Communities implementation including potential updates to Muni Code
Downtown Specific Plan implementation
Housing Element Implementation related to redevelopment of BART owned/city owned sites
Update building codes
CHALLENGES
Investments in affordable housing and RHNA goals
Resources to address priorities/needs/legal requirements Balancing low impact/high-cost endeavors with core services Q & A
5 Min Break
FinanceDepartment
Assistant City Manager
Regina Youngblood
Finance Department Mission
The City's Finance Department is committed to providing accurate, transparent, complete and timely financial
information to support City operations and the members of the community at large – while working to ensure
Hayward’s long-term fiscal stability.
Core Services
Administration
Accounting
Purchasing
Revenue
Voter Approved
Passage of Measure
K-1/C
Mid-year Accomplishments
Completed Procurement
Assessment
City Council Work
Session on General
Fund Long Range
Model and Budget
Strategies
FY 2025-26 Budget
Adoption and
Strategies to Reduce
Future General Fund
Reserve Usage
Key Priorities
Process Improvement and
Automation
Increase Citywide
Financial Transparency,
Reporting, &
Communication
Q & A
Hayward Fire Department
Chief Eric Vollmer
Key
Priorities
Leadership Transition and Succession Planning01.
02. Expansion of Emergency Management Division
03. Paramedic School Implementation04.
Standards of Cover Study
05. Rapidly Aging Fleet
Pressing Issue: Standards of Cover
with Increasing Population
Increasing wildfire risk, including recent
updates to CalFire hazard ratings
Evaluating the department’s expanded scope
from the past five years
Pressing Issues:
Q & A
InformationTechnology
Director Adam Kostrzak
51 INFORMATION TECHNOLOGY
Implemented
Several Security
Improvements
Recent Accomplishments
FY24 - 25 Completed Projects: 18 as of 3/4/25
Cybersecurity Data-Driven
Digital Transformation
Hybrid-World
High Performance Modernize
• 911 System Data Pull for Fire
• 911 Data Integration for Data
Lake Analytics
• Fire Apparatus Placement Data
• GIS Multi Occupancy Data
GIS to Cloud
Assessment
• SAN Expansion
• Fire Station 6
Network
• IT Work Order
Replacement
• Fire Station Alerting
• Firewall Upgrades
• Airport Planning
Management
• Homeless
Encampment
Tracking
• Upgrade of all
Network
Infrastructure
• MISAC Excellence
Award
52 INFORMATION TECHNOLOGY
In Flight Projects
Other key items we are working on
53 INFORMATION TECHNOLOGY
Online Permitting
Upgrade
ERP/Finance Upgrade
IT Asset Management
Online Permitting Report
Migration
Phone System
Replacement x4
Security Enhancements
x5
Hazmat System
Replacement
Fire Staffing to Cloud
IT Governance
Looking Forward
What we will work on
54 INFORMATION TECHNOLOGY
Looking Forward
Other notable items
55 INFORMATION TECHNOLOGY
Q & A
Hayward
Public
Library
Director Jayanti Addleman
Accomplishments
Library Use: Exceeded goals in all target areas - e.g., library visits (+22%), program attendance (+48%), & use of eResources (+18%) Outreach & Mobile services: Increased outreach through our bookmobile Curbie, and completed the design and ordering of the techmobile, Mobie (Delivery expected by April 2025)
Strategic Plan: Completed a comprehensive & in-depth plan covering the 2025-2029 period - approved and accepted by the City Council in January 2025
Weekes Branch: Completed plans, obtained funding, and started work on the Weekes branch interim improvements
Safety & Security: Protection of the public, staff, & library facilities continue to be a major concern01.
02. Resources: Per capita staffing levels and per capita materials budget remain well below neighboring libraries, making it hard to respond to growing demands for service
03. Expanding Hours: Will require considerable investment of resources to expand hours to Sunday and weekday evenings
04. Social Services: Building partnerships to serve the community and fill this expanding need
05. Meeting & Programming Spaces: Both program attendance and demand for community meeting spaces continue to grow
beyond capacity
Pressing Issues
Outstanding
Service to the
Community
The rapidly increasing usage
statistics reflect the high patron
satisfaction with the Library as
well as the Library staff’s ability to
efficiently respond to patron
needs.
Among the many thank-you
comment cards we receive was
this one expressing high praise
indeed!
HPL =
Thank you from
all of us
for your support
and
encouragement!
Q & A
Office of the City Manager
City Manager Dr. Ana M Alvarez
Mid-year Accomplishments
Passaged Measure
K1 at 83% support01.
02. Opened Hayward Retail
Center
03. Provided over 400 “Learn
to Earn” workforce grants
04. Opened Scattered Site
supportive housing project
Completed Stack Center
Phase I 05.
06. Restructured special
events funding program07.
Tripled paratransit
ridership08.
Developed a preventative
maintenance program for
City murals
09. Updated Council Handbook
for Commissions
Adopted voting districts
10. Key
Priorities
Leadership transition 01.
02. 03.
2025 Resident Satisfaction Survey
04. Transitioning to district elections, including
creating district profiles of City operations
05. Growing local economy
06. Building infrastructure for internal
communications
Enhancing responsiveness
Partnership pathways
Activating corner retail unit at Cinema
Place
07. 08.
Pressing Issues Framing FY 2025-26
• Fiscal solvency pathway
• Integration of City Council priorities on City’s operations work plans • Maintaining sustainable service delivery
• Continuing the impact of ARPA-funded Economic Development programs
• Pathway to integrate HEART Program from pilot to permanent (refining and financing)
• Enhance a culture of continuous improvement at the final recovery trajectory from the COVID-19 pandemic
Q & A
City Clerk’sOffice
City Clerk Miriam Lens
MID-YEAR
ACCOMPLISHMENTS
PUBLIC RECORDS ACT REQUESTS PERSONNEL
2024 MUNICIPAL & DISTRICT ELECTIONS
CLAIMS AGAINST THE CITY
AGREEMENTS COMMISSIONS
331 3 Vacancies Filled
4 Council Seats
1 Ballot Measure
144 FPPC Filings
1, 6 - 2026
2, 3, 4, 5 - 2028
77 250 93
ORDINANCES & RESOLUTIONS
PUBLIC PORTAL
145 1403 Files
CITY COUNCIL ITEMS RECORDS MANAGEMENT SYSTEMS
364 4
Mid-Year Accomplishments
District Elections: Assisted demographer with in-person and virtual workshops and sending information to
community groups
01. 02.
Municipal Election: Managed the November 2024
Municipal election of four members, including a Ballot
Measure, from nomination period to certification of
election results
03. Records Management: Continued to ensure the
proper maintenance of official records, enhancing
accessibility for the community
Looking Ahead
• Continue to develop employees through ongoing trainings • Collaborate with the Communications Division to design and launch a user-friendly webpage offering comprehensive
information on district-based elections
• Launch a campaign to educate the community on district elections
• Continue to ensure the effective management of California Public Records requests, maintaining full compliance with state regulations
Q & A
City Attorney’s Office
City Attorney Michael Lawson
Mid-year Accomplishments
Conversion to Council
districts in 2026, 202801.
02. Resolution of Alameda
County assessment
center dispute
03. Settlement of UPRR
lawsuit generating
$350,000 to City
04. Brown Act, Public Records Act,
ethics orientation of all
commissions/task force
05. Advising on update to Commission
handbook and Clean and Green
Commission
06. Negotiating Southland Mall
substation lease for HPD
Mid-year Accomplishments
Bringing closure to cyber
attack affecting 40,000
persons07.
08. Dismissal of fatal OIS lawsuit
(off 580 in Castro Valley)
without paying any money
09. Advancing the Russell City
legacy project
10. Settlement of multiple personal
injury lawsuits at mediation or
judicial conferences
11. Successfully confiscating weapons
in domestic violence criminal
cases
12. Defending against legal attacks on
flavored tobacco regulations
5 Year
Trends and
Ongoing
Challenges
01. 02.
03. Between 2019-2024, lawsuits have increased
by over 15%
04. Between 2019-2024, the aggregate value of
lawsuits has increased by 36.8% ($1.9M to
$2.6M)
05. Overall increase in costs of litigation, whether
defending in-house or using outside special
counsel
Between 2019-2024, the aggregate value of
non-litigated claims between 2019-2024 has
increased from $24K to $89K
Between 2019-2024, non-litigated claims
(personal injuries/dangerous conditions) have
increased by 30%
Cost of Coverage
• 38% in FY26, 6X increase over 10 years for excess insurance coverage ($1.5M to $9.1M)
• 95% of cases resolved under the excess coverage limits which add another $2M to $3M annually
Still the best city to work for…
Q & A
Wrap Up and
Next Steps