City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
SPECIAL AND REGULAR MEETING MINUTES
Date: 6/14/2022
Time: 3:30 p.m.
Location: Zoom
A. Call To Order
Mayor Nash called the meeting to order at 3:38 p.m.
B. Roll Call
Present: Combs, Mueller (exited meeting at 6:26 p.m. and re-entered the meeting at 6:37 p.m.), Nash, Taylor, Wolosin
Absent: None
Staff: Interim City Manager Justin I.C. Murphy, City Attorney Nira F. Doherty, City Clerk Judi A. Herren
C. Agenda Review
None.
D. Closed Session
D1. Closed Session pursuant to Government Code 54957(b)(1): Public Employment Evaluation Title: City Attorney
Drew Combs spoke in favor of increased transparency on this item and in opposition of it being on the closed session agenda.
D2. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: David Fogel et al. v. City of Menlo Park, Case No. 21-CIV-06674 6:00 p.m. Regular Session
Mayor Nash reconvened the meeting at 6:32 p.m.
E. Report from Closed Session
No reportable actions.
F. Presentations and Proclamations
F1. Proclamation: Recognizing Juneteenth Day (Attachment) Mayor Nash read the proclamation (Attachment).
The City Council discussed displaying the Juneteenth flag year-round.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Councilmember Mueller arrived at 6:37 p.m.
F2. Proclamation: Recognizing June 2022 as Pride Month (Attachment) Mayor Nash read the proclamation (Attachment).
LGBTQ Commission Co-Chair Dana Johnson accepted the proclamation.
G. Public Comment
Cheryl Schaff spoke on the Climate Team’s findings following their Earth Day festival. Katie Behroozi spoke on the Chamber of Commerce’s business alliance meeting and concerns on the lack of bicycle parking at the Guild Theater.
H. Consent Calendar
H1. Accept the City Council meeting minutes for May 17 and 24, 2022 (Attachment) H2. Adopt a resolution to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public and to authorize the use of hybrid meetings (Staff Report #22-111-CC)
H3. Adopt a resolution modifying the City Council’s regular meeting schedule to replace November 8, 2022 with November 1, 2022 (Staff Report #22-109-CC)
H4. Adopt a resolution calling and giving notice of holding a General Municipal Election for three City Council seats in districts 1, 2 and 4, requesting that the City Council consolidate the election with the Statewide General Election to be held November 8, 2022, and contracting with the San Mateo County Chief Elections Officer and Assessor-County Clerk-Recorder for election services (Staff Report #22-110-CC)
H5. Adopt a resolution authorizing the city manager to execute an agreement with Bigbreak, LLC (Chefables) in an amount not to exceed $100,000 to continue the delivery of food services at the Belle Haven Child Development Center during fiscal year 2022-23 (Staff Report #22-112-CC) ACTION: Motion and second (Taylor/ Wolosin), to approve the consent calendar, passed unanimously.
I. Public Hearing
I1. Public hearing on proposed fiscal year 2022-23 budget and capital improvement plan (Staff Report #22-113-CC)
Interim Finance Director Marvin Davis, Administrative Services Director Mary Morris-Mayorga and Public Works Director Nikki Nagaya made the presentation (Attachment).
Mayor Nash opened the public hearing.
Adina Levin requested clarification on how programs identified in the housing element would be funded in the proposed or future budgets and the status of the Caltrain grade separation project and in support of traffic safety projects.
Lynne Bramlett spoke on concerns that the spending needs to be for City Council goals and City Council Special and Regular Meeting Minutes
June 14, 2022
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org priorities, services being removed, need for staff program reviews, increasing staff, increased American Rescue Plan (ARPA) funds, and requested a high-level budget document. Pam Jones spoke on concerns related to the use of term “Facebook Beat 4” and requested clarification on Las Pulgas funds, remaining debt, and Excess Educational Revenue Augmentation Fund (ERAF).
Mayor Nash closed the public hearing.
The City Council received clarification on how programs in the housing, environmental justice and safety element programs would be funded in the proposed or future budgets, Caltrain grade separation status, and confirmation that funding from the Meta (formerly Facebook) development agreements is separated into the Bayfront Mitigation fund and is not funding police operations.
The City Council discussed
1) Service level enhancements (Attachment)
City Manager’s Office (CMO) – graphic designer position and contract option – bolstering public engagement services
CMO – management analyst I/II – current and proposed size of the sustainability division – comparison cities with similar departments – use of contract services in-lieu of full-time equivalent (FTE) or as supplemental
Police Department (PD) – community service officers – explanation for the need and restoration of the positions
PD – emergency preparedness coordinator – updating this to a full-time position as a resource exclusively for the City of Menlo Park organization – current position filled by the Menlo Park Fire Protection District (MPFPD) on part time basis – stakeholders involved in the position Library and Community Services Department (LCS) – gymnastics – produces revenue and is its own revenue source
Community Development Department (CDD) – housing support – one position split between two funds (general fund and below market housing) – BMR funding to fund BMR housing and staff – other impact fees that fund other staff positions
Contract services – PD – parking enforcement – description Contract services Public Works Department (PW) – herbicide-free median maintenance – duties The City Council took a recess at 8:15 p.m.
The City Council reconvened at 8:24 p.m.
The City Council discussed
2) ARPA
Use to help residents impacted by the pandemic and City programs to improve the quality of life of residents (positive to the community), process and staff capacity to pursue how to provide funding/programs to those who need it, earmarking funds for future budget cycles, programs for seniors and/or teens and/or young adults, and allocating a percentage to programs for those in need.
3) ERAF
Allocating 100% for fiscal year 2022-23, future updates to 5-year forecast to not include 100% of ERAF, and discontinuing ERAF in the future.
4) Utility Users’ Tax (UUT)
Support and uphold finding and retaining UUT at 1%.
City Council Special and Regular Meeting Minutes
June 14, 2022
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org 5) Capital improvement projects (CIP)
The City Council directed an update to the project description for the Downtown Parking Structure Study in the future to align with the Housing Element and an updated status on the Caltrain grade separation project. The City Council also requested that the use of electric pool heating equipment not impact the temperature of the pool.
J. Regular Business
J1. Adopt a resolution of support for BlocPower LLC to provide building electrification services for building owners (Staff Report #22-114-CC)
Sustainability Manager Rebecca Lucky introduced the item. MenloSpark director spoke in support of the resolution. Nicole Kemeny spoke in support for the resolution.
The City Council discussed the term partnership usage in the staff report.
ACTION: Motion and second (Mueller/ Taylor), to adopt a resolution of support for BlocPower LLC to provide building electrification services for building owners that want to voluntarily electrify their natural gas equipment to electric, passed unanimously.
K. Informational Items
K1. City Council agenda topics: June 28, 2022–July 12, 2022 (Staff Report #22-115-CC) L. City Manager's Report
None.
M. City Councilmember Reports
City Councilmember Mueller reported out on a firework that startled West Menlo Park on June 13.
N. Adjournment
Mayor Nash adjourned the meeting at 9:50 p.m.
Judi A. Herren, City Clerk
These minutes were approved at the City Council meeting of June 28, 2022.
City Council Special and Regular Meeting Minutes
June 14, 2022
AGENDA ITEM F-1 Page F-1.1 City Council Special and Regular Meeting Minutes June 14, 2022
AGENDA ITEM F-2 Page F-2.1 City Council Special and Regular Meeting Minutes June 14, 2022
2022-23 BUDGET HEARING
June 14, 2022
I1-PRESENTATION
City Council Special and Regular Meeting Minutes June 14, 2022 Page 7 of 34 AGENDA
Budget overview Proposed budget Department budget summary General fund 5-Year forecast Next steps Budget team Comments and questions City Council Special and Regular Meeting Minutes June 14, 2022 Page 8 of 34 2023 housing element and related zoning code updates and documents
Climate Action Plan ConnectMenlo community amenities list update Menlo Park Community Campus Caltrain rail corridor quiet zone analysis
CITY COUNCIL PRIORITIES
3 City Council Special and Regular Meeting Minutes June 14, 2022 Page 9 of 34 Baseline budget
– Filling vacancies– Includes $3.9 million transfer to General Capital Program– Includes $2.5 million transfer to General Capital for Chrysler Pump Station Service level enhancements
– Cost $3.5 million
American Rescue Plan Act - ARPA
– Federal stimulus of $8.3 million - must use by December 2024– FY2021-22 budget authorized $2.91 million, $0.85 million used– FY2022-23 budget includes $3.7 million • $2.06 million remaining prior authorization• $1.64 million is the proposed new authorization FISCAL YEAR 2022-23CITY COUNCIL CONSIDERATIONS
4 City Council Special and Regular Meeting Minutes June 14, 2022 Page 10 of 34 Revenues
– Citywide impact of pandemic, FY 2019-20 thru FY 2020-21, $14.3 million loss– General Fund accounts for $7.3 million of loss– Citywide after pandemic, FY 2020-21 thru FY 2021-22, $35.3 million ($8.3 ARPA) – General Fund accounts for $8.3 million of increase– Largest category citywide is Charges for Services, taxes for General Fund Expenses
– Citywide impact of pandemic, expense reduction $4.3 million – The General Fund impact of pandemic, $4.3 million (includes transfers)– FTE reduction of 44
HISTORICAL TREND NOTES
5 City Council Special and Regular Meeting Minutes June 14, 2022 Page 11 of 34
CITYWIDE HISTORICAL TRENDS
6 Excludes: bonds, debt service, transfers, depreciation, unrealized gains/(losses) • ARPA
City Council Special and Regular Meeting Minutes June 14, 2022 Page 12 of 34
CITYWIDE HISTORICAL TRENDS
Excludes: bonds, debt service, transfers, depreciation, unrealized gains/(losses) 7 City Council Special and Regular Meeting Minutes June 14, 2022 Page 13 of 34
GENERAL FUND HISTORICAL TRENDS
Includes: Transfers, Excludes: bonds, debt service, depreciation, unrealized gains/(losses) 8 • Use of ½ ARPA• Internal service fund
rebalance
City Council Special and Regular Meeting Minutes June 14, 2022 Page 14 of 34
GENERAL FUND HISTORICAL TRENDS
Includes: Transfers, Excludes: bonds, debt service, depreciation, unrealized gains/(losses) 9 Service Level Enhancement FTEs
City Council Special and Regular Meeting Minutes June 14, 2022 Page 15 of 34
PROPOSED BUDGET
City Council Special and Regular Meeting Minutes June 14, 2022 Page 16 of 34 Revenue assumptions
– Property taxes $2.8 million over FY 2021-22– Transient occupancy tax $2.0 million over FY 2021-22, includes Citizen M– Includes $3.7 million ARPA funding– Includes one-time $2.3 million internal service fund rebalancing into General Fund Expense assumptions
– 290.75 FTE, including 18.75 SLE– 3% COLA, standard merit increases– 2% CPI across standard benefits, $0 for fully funded OPEB– Additional Unfunded Accrued Liability (UAL), $1 million– Continuation of 5% vacancy factor– Includes $3.8 million transfer to general capital fund– Includes $2.5 million transfer to general capital fund for Chrysler Pump Station Reserve assumption
– Emergency Policy: 15-20%, actual: 15%– Economic Policy: 20-25%, actual 20%– Unassigned: forecast: $9.7 million, budget: $2.6 million FY2022-23 OPERATING BUDGET
11 City Council Special and Regular Meeting Minutes June 14, 2022 Page 17 of 34 Non-departmental assumptions
Revenues:– One-time - $1.3 million Facebook agreements– Bayfront - $2.5 million Facebook city services contribution– In-lieu amenities - $4.8 million Menlo Flats, $16.1 million 1350 Adams Court– Measure T Assessments - $2.4 million (City Council priority)– Water and Solid Waste - $0.75 million internal service fund rebalancing– Internal service fund - $3.5 million, includes rebalancingExpenses:– ARPA - $3.7 million as these funds must be spent by December 2024– Measure T GO Bonds - $2.4 million debt service– Water - $0.05 million internal service fund rebalancing– Internal service funds - $6.2 million, includes rebalancing FY2022-23 OPERATING BUDGET
12 City Council Special and Regular Meeting Minutes June 14, 2022 Page 18 of 34 HISTORICAL LEVELS FY2018-2021
13 Fiscal years 2017-18 thru 2019-20: City service levels remain relatively flat for these three fiscal years Fiscal years 2019-20 thru 2020-21: City service levels take dramatic decline due to pandemic these years – 44 FTEs City Council Special and Regular Meeting Minutes June 14, 2022 Page 19 of 34 GENERAL FUND 5-YEAR FORECAST
14 City Council Special and Regular Meeting Minutes June 14, 2022 Page 20 of 34 GENERAL FUND 5-YEAR FORECAST
15 City Council Special and Regular Meeting Minutes June 14, 2022 Page 21 of 34 GENERAL FUND 5-YEAR FORECAST
16 City Council Special and Regular Meeting Minutes June 14, 2022 Page 22 of 34
DEPARTMENT BUDGETS & FULL TIME STAFF
17 Full‐Time Equivalents
Department Budget % Total Baseline SLEs Total
General Administration 5,830,512 $ 4.7% 16.00 3.00 19.00 Administrative Services 8,263,431 6.7% 26.50 ‐ 26.50Police 22,951,641 18.6% 62.50 7.00 69.50 Public Works 39,516,089 32.0% 71.25 2.00 73.25
Library and Community Services 13,746,383 11.1% 60.50 5.75 66.25 Community Development 13,082,074 10.6% 35.00 1.00 36.00 Non departmental 20,082,346 16.3% ‐ ‐ ‐ Total 123,472,477 100.0% 271.75 18.75 290.50
SLE's additional cost: $3.5 million, on‐going labor $2.8 million City Council Special and Regular Meeting Minutes June 14, 2022 Page 23 of 34
CAPITAL IMPROVEMENT
PROGRAM
City Council Special and Regular Meeting Minutes June 14, 2022 Page 24 of 34 62 funded and carryover projects
26 proposed for new funding in FY2022-23 7 categories – Buildings and systems– Environment– Parks and recreation– Stormwater– Streets and sidewalks– Traffic and transportation– Water system 12 programmatic categories: Parks (minor), Sports field renovations, traffic signal modifications, etc.
CAPITAL IMPROVEMENT PROGRAM
19 City Council Special and Regular Meeting Minutes June 14, 2022 Page 25 of 34 General fund: annual transfer of approximately $3 million Other sources:
– Grants– Dedicated sources: water, transportation impact, stormwater, solid waste, etc.– Development agreement community benefits (e.g., downtown amenities fund)– Measure T Prior fiscal years, transfers at the end of the year used to pre-fund CIP projects for the following year:– Santa Cruz Avenue Sidewalks (Phase 1)– Chrysler Pump Station– Nealon Park Playground– Sharon Road Sidewalk
FUNDING THE CAPITAL IMPROVEMENT PROGRAM
20 City Council Special and Regular Meeting Minutes June 14, 2022 Page 26 of 34 Middle Avenue resurfacing
Hydration station installation at city parks and facilities Willow Road (Chester Street to Middlefield Road) resurfacing with rubberized asphalt
Pathway replacement and repairs in Sharon Park Buildings (minor) tasks:
– Burgess pool chemical room renovations– Electrical and equipment upgrades to allow next generation 911 service– Menlo-Atherton Cooperative Nursery School (802 Middle Ave.) roof replacement Urban Water Management Plan Post-Earthquake Water Operations PlanCOMPLETED PROJECTS 21 City Council Special and Regular Meeting Minutes June 14, 2022 Page 27 of 34 City Council priorities/work plan projects
– Electrify Burgess pool heating equipment– Civic Center electrical service upgrade study Previously planned projects
– Burgess pool lobby renovations– Willow Oaks Park improvements– Park playground equipment– San Francisquito Creek upstream flood protection– Willow Road and Newbridge Street pedestrian/bicycle improvements– Chrysler pump station replacement Maintenance and operational needs
– Police radio replacement– Kelly Park turf and track replacement– Storm system funding study– Shuttle system evaluation (grant), local road safety plan – Water system check valves at Burgess and Hill Avenue connections, booster pump station
NEW PROJECTS
22 City Council Special and Regular Meeting Minutes June 14, 2022 Page 28 of 34
NEXT STEPS
City Council Special and Regular Meeting Minutes June 14, 2022 Page 29 of 34 June 28
– Council direction– Budget adoption
NEXT STEPS
24 City Council Special and Regular Meeting Minutes June 14, 2022 Page 30 of 34 Marvin Davis, Interim Finance Director
Rani Singh, Management Analyst II Mary Morris-Mayorga, ASD – Retired Annuitant Nikki Nagaya, Public Works Director Eren Romero, Business ManagerBUDGET TEAM 25 City Council Special and Regular Meeting Minutes June 14, 2022 Page 31 of 34 General Administration
– Nicole Casados, Clay Curtin, Judi Herren, Rebecca Lucky Administrative Services
– Sandy Pimentel, Kristen Strubbe, Ying Chen
Community Development
– Deanna Chow, Charles Andrews, Vanh Malathong
Library and Community Services
– Sean Reinhart, Nick Szegda, Rondell Howard, Natalya Jones Police
– Dave Norris, Tony Dixon, TJ Moffett, Dani O’Connor
Public Works
– Adali Arroyo, Tanisha Werner, Hugh Louch, Brian Henry
BUDGET CONTRIBUTORS
26 City Council Special and Regular Meeting Minutes June 14, 2022 Page 32 of 34
QUESTIONS, COMMENTS
City Council Special and Regular Meeting Minutes June 14, 2022 Page 33 of 34 Fund Department Service level description FTE Labor Yes/No/Maybe 100 General Fund 132 City Clerk
Deputy City Clerk. Position would restore the needed backup for the City Clerk, assist with City Council related duties (e.g., agendas, resolutions, ordinances, minutes, etc.), and assist with Information Technology Master Plan items related to agenda, legislative and multimedia manage ment.
1 $159,892
Yes
100 General Fund 133 Public Engagement
Graphic Designer. Would work with all departments to design and produce a variety of print and digital materials, both routine and complex; including publications, notices, social media and digital graphics for web and video.
1 $158,979
Maybe
100 General Fund 170 Sustainability
Management Analyst I/II. To support climate adaption and resiliency projects and plans (e.g. local hazard mitigation plan, safety, environmental justice elements) to increase resiliency to negative impacts of climate change. The position would assist in coordinating across all departments, informing the organization and the community on climate adaptation, and providing ongoing long range planning and strategy support.
1 $214,284
Maybe
100 General Fund 210 Patrol
Community Service Officers. Request to restore two and add one (total 3.0) full-time Community Service Officers (CSOs) - two assigned to Patrol Division, and one added to the Training and Public Relations Unit. 3 $363,032
Yes
100 General Fund 210 Patrol
Traffic Unit and Staffing Support. Request to restore three full time sworn officer positions to support increased need for traffic support, management, and the return of workforce commuters and special events. The movement of three officer positions to Traffic from our current reduced staffing has made the permanent assignment of a dedicated traffic team unsustainable at current levels. 3 $588,186
Yes
100 General Fund 240 Administration
Emergency Preparedness Coordinator. Request to establish a dedicated and expert resource that is steadfastly committed to the City's interests and capable of connecting and coordinating with all available partner resources. Although the position would reside within the police department, the focus would be on the entire organization.
Position equivalent to Management Analyst I or Project Manager. 1 $169,896
Yes
100 General Fund 541 Gymnastics
Gymnastics. Request to add 5.75 FTE (2 Program assistants, 2.75 Instructors, 1 Recreation Coordinator) to reactivate the gymnastics program, consistent with staffing levels for the gymnastics program prior to the pandemic. Personnel costs would be partially offset by program revenues.
5.75 $646,864
Yes
100 General Fund 630 Housing
Housing support. Request to add .5 FTE equivalent to a Management Analyst I/II to support the current and increased demand for administration and implementation of the City’s below market rate (BMR) program and other housing programs.
0.5 $86,535
Yes
Total General Fund 16.25 $2,387,668
222 Below Market Housing 630 Housing
Housing support. Request to add .5 FTE equivalent to a Management Analyst I/II to support the current and increased demand for administration and implementation of the City’s below market rate (BMR) program and other housing programs.
0.5 $86,535
Yes
501 General Capital Improvement 310 Facility/Capital
SAFER Bay staffing support. Request to add a provisional full-time Associate Engineer position to coordinate work on SAFER Bay, sea level rise adaptation plan implementation. Position would be funded by general capital funds partially reimbursed through anticipated FEMA Building Resilient Communities and Infrastructure grant. 1 $199,918
Yes
601 Water Operations 370 Water
Drought coordination and support. Request to add one full time Sustainability Specialist position to support increased drought coordination. Position would be funded by enterprise revenue funds (water operations fund).
1 $146,274
Yes
Total Citywide 18.75 $2,820,395
Contract Services
100 General Fund 210 Patrol Parking Enforcement 0 $500,000 Yes100 General Fund 334 Streets Herbicide-Free Median Maintenance 0 $230,000 Yes $730,000
Attachment C: Service level enhancement request
I1-DISCUSSION ATTACHMENT
City Council Special and Regular Meeting Minutes June 14, 2022 Page 34 of 34