City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org City Council
REGULAR MEETING MINUTES
Date: 10/11/2022
Time: 6:00 p.m.
Locations: Zoom and City Council Chambers
701 Laurel St., Menlo Park, CA 94025
Regular Session
A. Call To Order
Mayor Nash called the meeting to order at 6:03 p.m.
B. Roll Call
Present: Combs, Mueller (exited the meeting at 6:15 p.m.), Nash, Taylor, Wolosin
Absent: None
Staff: City Manager Justin I. C. Murphy, City Attorney Nira F. Doherty, Assistant to the City Manager/City Clerk Judi A. Herren
C. Agenda Review
None.
D. Public Comment
Jasmine Soria-Delgado spoke on a mural project by MidPen Housing seeking muralists for Gateway Rising at 1345 Willow Road.
E. Presentations and Proclamations
E1. Proclamation: Latino Heritage Month (Attachment)
Mayor Nash read the proclamation (Attachment).
F. Consent Calendar
F1. Accept the City Council meeting minutes for September 13 and 20, 2022 (Attachment) F2. Receive and file the annual inflation protection adjustment of $0.45 per hour for an approved local minimum wage effective January 1, 2023 of $16.20 per hour (Staff Report #22-189-CC) F3. 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 #22-196-CC)
F4. Authorize the Mayor to submit a letter in support of efforts to mitigate community impacts associated with Stanford University’s development (Staff Report #22-194-CC) City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org ACTION: Motion and second (Wolosin/ Taylor), to approved the consent calendar, passed unanimously.
G. Regular Business
G1. Provide input on a request for proposals for an aquatics operator at Burgess Pool and the future Menlo Park Community Campus aquatics center (Staff Report #22-191-CC) Library and Community Services Director Sean Reinhart and Library and Community Services Supervisor Tricia Mullan made the presentation (Attachment).
City Councilmember Mueller was recused and exited the meeting. Lynne Bramlett spoke in support of a policy regulating oversight of public/private partnerships. Janet Davis spoke in support of a City operated pool and to prioritize residents’ needs in the request of proposals (RFP).
The City Council discussed forming a City Council subcommittee to assist in the contract negotiations after RFP award, incentivizing resident programming, seasonal reporting of resident/non-resident and revenues opposed to annual, lane hour allocations, selection criteria to include an explanation of experiences, documentation of emergency calls and issues for the operator, therapeutic classes, a transparent process, and utilizing the Parks and Recreation Commission.
The City Council received clarification on a City operated pool, competitive proposals, baseline hours and days, and incentivizing resident programming.
G2. Award vehicle purchase contracts to Deere & Company, National Auto Fleet Group, Toro Company, Vermeer Manufacturing Company, and Volvo Construction Equipment and Services for the purchase and modification of police vehicles and motorcycles, light-duty trucks, and heavy-duty equipment for the fiscal year 2022-23 vehicle purchase (Staff Report #22-193-CC) Assistant Public Works Director Brian Henry and Public Works Supervisor – Fleet Don Weber made the presentation (Attachment).
The City Council discussed replacing the senior shuttle before 2025.
The City Council received clarification on the total amount of all vehicles, total cost compared to potential recovery through maintenance and fuel, Citywide electric vehicles in fleet, and the senior shuttle replacement schedule.
ACTION: Motion and second (Taylor/ Nash ), to award vehicle purchase contracts to Deere & Company, National Auto Fleet Group, Toro Company, Vermeer Manufacturing Company, and Volvo Construction Equipment and Services for approximately $1.11 million, plus a contingency of $50,000 (held by the City), for the purchase and modification of five electric police vehicles, three lower emission police motorcycles, three electric light-duty public works trucks, one piece of electric equipment, and four pieces of renewable diesel powered equipment, and direct staff to conduct a study to replace senior shuttle sooner than 2025, passed 4-0 (Mueller absent).
City Council Regular Meeting Minutes
October 11, 2022
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org H. Informational Items
H1. City Council agenda topics: October 18 – November 1, 2022 (Staff Report #22-195-CC) H2. Drought update for Menlo Park Municipal Water (Staff Report #22-190-CC) Jenny Michel spoke in support of deterring excess water use for single-family residences.
H3. Menlo Park local hazard mitigation plan annex to the San Mateo County multijurisdictional local hazard mitigation plan update (Staff Report #22-192-CC) Pam Jones spoke in support of addressing comprehensive communications outside of electronic communications.
Lynne Bramlett spoke in support of the annual progress report and on concerns on policy issues, emergency coordinator position, and the lack of a disaster preparedness plan.
The City Council received clarification on the City’s mechanisms to mitigate ornamental water usage, water regulations throughout multiple water districts within Menlo Park, and the “Lawn Be Gone” incentive program.
I. City Manager's Report
City Manager Justin Murphy reported out on environmental documents released for the proposed Hotel Moxy and Willow Village projects, current advisory body recruitments, hybrid advisory body meeting schedule, and the Halloween Hoopla and parade downtown on October 29.
J. City Councilmember Reports
City Councilmember Combs expressed condolences to family and co-works of the landscaper who passed away today, reported out on a walking tour Flood Triangle for transportation improvements, and requested a left turn lane from Bay Road onto Willow Road return to the City Council.
Vice Mayor Wolosin reported out on attending the Palo Alto Community Fund Advisory Board and the Community Trust meetings and requested City Council liaisons be appointed in December.
Mayor Nash reported out on Peninsula Clean Energy 2021 Community Benefits Summary (Attachment).
K. Adjournment
Mayor Nash adjourned the meeting at 7:41 p.m.
Judi A. Herren, Assistant to the City Manager/City Clerk These minutes were approved at the City Council meeting of November 1, 2022.
City Council Regular Meeting Minutes
October 11, 2022
AGENDA ITEM E-1 Page E-1.1 City Council Regular Meeting Minutes October 11, 2022
REQUEST FOR PROPOSALS FOR AN AQUATICS
OPERATORCity Council – October 11, 2022
G1-PRESENTATION
City Council Regular Meeting Minutes October 11, 2022
Background
• February 8, 2022. City Council directed staff to prepare a Request for Proposals (RFP) to be issued in Autumn 2022 – to which currentoperator Team Sheeper, Inc. would be invited and encouraged torespond – for an aquatics operator at Burgess Pool and the futureMPCC aquatics center. • August 23, 2002. City Council reviewed an aquatics program analysis, which included a citywide community survey, and provided direction tostaff regarding desired elements of the RFP 2 City Council Regular Meeting Minutes October 11, 2022 Page 6 of 29 Proposed RFP timeline
• October
1 1 – City Council review and provide input on the draft RFP • October 24 – RFP issued• November 30 – Proposals due• December to January – Staff review proposals• January 2023 – City Council identify preferred Provider; authorize city manager to negotiate agreement
• February 2023 – City Council authorize city manager to execute agreement.
3 City Council Regular Meeting Minutes October 11, 2022 Page 7 of 29 4 City Council Regular Meeting Minutes October 11, 2022 Page 8 of 29 Key City priorities
• The RFP is structured to offer some flexibility to RFP respondents to develop proposals that balance the City’s key priorities with respondents’ operational needs. • Proposals from qualified aquatics operators that demonstrate a high degree of responsiveness to most or all of the key priorities in addition tothe basic capabilities and competencies that are required to operatequality aquatics programs will be deemed more competitive for selection. 5 City Council Regular Meeting Minutes October 11, 2022 Page 9 of 29 Draft RFP – key City priorities
1. Operate the Burgess Pool and the future MPCC aquatics center for public access year-round, 7 days per week, no fewer than 63 hours perweek at each location as calculated by average applied over the courseof a full calendar year—with exceptions for closures to observe majorholidays or to complete necessary maintenance or repair work.
2. Operate Burgess Pool and MPCC aquatics center with comparable or equivalent operating schedules and programs at both locations, withallowance for some variances to respond to hyperlocal needs and otherunique considerations of each site and the neighborhoods in which theyare located. 6 City Council Regular Meeting Minutes October 11, 2022 Page 10 of 29 Draft RFP – key City priorities
3. Seek City approval for new aquatics user fees or modifications to existing aquatics user fees, with the mutual understanding by City andoperator that:
a. User fees are the primary source of revenue necessary for operator to deliver and sustain safe, quality aquatics operations for the community b. User fees can and do present barriers to entry for some residents, especially residents who are most vulnerable, and barriers can persist even with theavailability of scholarship or subsidy programs. 7 City Council Regular Meeting Minutes October 11, 2022 Page 11 of 29 Draft RFP – key City priorities
4. Revenue sharing agreement with the City to offset a portion of the City’s facility maintenance costs at Burgess Pool and the MPCCaquatics center, preferably at a “medium” cost recovery rate to the Cityof 30-70%. The City’s total costs to maintain the Burgess Pool facility were approximately $645,000 in FY2021-2022.
5. Dedicate operating hours and pool space to open swim/community swim for play and social time during times that are deemed convenientand accessible to Menlo Park resident children and families, asmeasured in part by community satisfaction surveys to be jointlyadministered by operator and the City. 8 City Council Regular Meeting Minutes October 11, 2022 Page 12 of 29 Draft RFP – key City priorities
6. Offer aqua wellness and/or therapeutic classes in formats and at times that are deemed convenient and accessible to Menlo Park for seniorsand others who benefit from such programs, as measured in part bycommunity satisfaction surveys to be jointly administered by operatorand the City.
7. Provide meaningful access to effective water safety instruction at City aquatics centers for every Menlo Park resident child regardless of theirfamily’s ability to pay user fees. 9 City Council Regular Meeting Minutes October 11, 2022 Page 13 of 29 Draft RFP – key City priorities
10 8. Diversity, equity, inclusion, belonging
a. Provide meaningful employment opportunities in City aquatics facilities to qualified Menlo Park residents, especially residents who live in the immediatevicinity of City aquatics centers. b. Foster an organizational culture that is based on foundations of equity, inclusion, belonging and justice to create a safe and welcoming environment in Cityaquatics facilities for all Menlo Park residents regardless of background, income,race, religion, sexual orientation, gender identity, and other lived experiences thatcontribute to a vibrant and accepting community. c. Reduce and/or remove barriers to entry for City residents who are most vulnerable, including children and families who reside in low-income households,seniors and people with disabilities.
City Council Regular Meeting Minutes October 11, 2022 Page 14 of 29 11 City Council Regular Meeting Minutes October 11, 2022
Proposed requirements and terms
Per City Council’s feedback and direction, various requirements and terms are incorporated into the draft RFP and/or will be included in the resulting operator agreement with the selected Provider. 12 City Council Regular Meeting Minutes October 11, 2022 Page 16 of 29 Proposed requirements and terms*
1. Provider to prepare and submit a detailed annual performance report to City staff no later than January 30 of each yea
r, including:
• Total program hours by program area• Participation statistics including resident and non-resident percentages• Community satisfaction survey results and user group feedback by program area• Pool schedule and allocation including projections to the upcoming year• Fees by program area and a fee comparison to other public pools in the region• Annual audits and reviews demonstrating standards of care are met• Risk management documentation and training certifications by staff membe r. 2. Present report to City Council no later than March 31 of each yea r.
13 * Partial list. Requirements and terms are incorporated into the draft RFP and/or will be included in the resulting agreement with the selected Provider.
City Council Regular Meeting Minutes October 11, 2022 Page 17 of 29 Proposed requirements and terms*
3. Provider submit to City staff quarterly financial statements no later than 45 days after the end of each fiscal quarte
r, and annual financial
statements no later than 45 days after the close of the fiscal yea r.
Financial statements submitted to the City shall be considered publicrecords subject to applicable government transparency la w.
4. Provider to consult with City staff before altering the operating hours, launching new aquatics programs, making significant changes toexisting programs, or significantly altering any other substantiveaspects of Provide r’s operations and programs at City aquatics centers.
14 City Council Regular Meeting Minutes October 11, 2022 Page 18 of 29 Proposed requirements and terms*
5. Provider to seek City approval before engaging the services of subcontractors or other parties not directly employed by Provider todeliver aquatics programs and/or services in City aquatics facilities.
6. Provider to assign sufficient qualified staffing to maintain safe and effective operations at City aquatics facilities. Provide r’s staff will have
the required qualifications and certifications for each position.
7. Provider to maintain appropriate and safe ratios of lifeguards to pool users at all times, consistent with industry best practices and applicableregulations. 15 City Council Regular Meeting Minutes October 11, 2022 Page 19 of 29 Proposed requirements and terms*
8. Provider to maintain reasonable evidence and documentation of its hiring practices, background checks, certifications and training,including documentation of pre-service/employment orientation, on-thejob training, regular in-service training, and certification training for eachemployee. Provider will furnish these records to the City for inspectionon request.
9. Provider to demonstrate adequate risk management planning and practices by conducting annual audits and reviews by qualified externalexperts in coordination and with oversight by City staff. 16 * Partial list. Requirements and terms are incorporated into the draft RFP and/or will be included in the resulting agreement with the selected Provider.
City Council Regular Meeting Minutes October 11, 2022 Page 20 of 29 17 City Council Regular Meeting Minutes October 11, 2022
VEHICLE AND EQUIPMENT PURCHASE
PROPOSALFor fiscal year 2022-23
G2-PRESENTATION
City Council Regular Meeting Minutes October 11, 2022 Page 22 of 29 Replacement based on mileage, age, downtime for repairs, and mandated emission regulations
Adhere to the City’s Climate Action Plan No. 5 goal to eliminate fossil fuels from city operations by 2030
Adhere to the Sustainable Fleet Policy to reduce greenhouse gas emissions by increasing the number of zero-emission fleet vehicles
BACKGROUND ON VEHICLE/EQUIPMENT PURCHASES
2 City Council Regular Meeting Minutes October 11, 2022
Police began its commitment to reduce GHG emission in 2008 – 5 EVs were purchased from the FY20-21 vehicle purchase– Major milestone for a small-sized police department– 15 bicycles for street patrol when possible Public Works began its commitment in 2021
– Large equipment uses renewable diesel, which reduces GHG emissions by up to 90 percent– 1 hybrid aerial lift truck 3 SUSTAINABLE FLEET
City Council Regular Meeting Minutes October 11, 2022 Page 24 of 29
ENVIRONMENTAL QUALITY
COMMISSION FEEDBACK
On August 31, staff presented the proposed fleet purchase to the Environmental Quality Commission (EQC) and they voted 6-0 (one commissioner absent) to recommend and advise the City Council the following actions:– To accept the proposed police department vehicle purchases– To request that staff consider the following feedback for the proposed public works purchases:
• Timing purchases in relation to air quality requirements and end of life of combustion fired equipment
• Looking into further alternatives for public works combustion fired equipment to present to City Council
• Checking with agencies that are providing electric incentives to inform about available technologies
4 City Council Regular Meeting Minutes October 11, 2022
PROPOSED VEHICLE PURCHASE
FOR POLICE
One electric Ford Mustang Mach-E pool vehicle One electric Ford F-150 Lightning community service truck Three electric detective vehicles (two Mustang Mach-Es, and one F-150 Lightning)
Three lower emission BMW 1250 RT-P gasoline powered motorcycles If approved, the department would have 14 electric vehicles and 18 hybrids – More than 60 percent of the police fleet operates at significantly reduce or zero emissions 5 City Council Regular Meeting Minutes October 11, 2022 Page 26 of 29
PROPOSED VEHICLE/EQUIPMENT
PURCHASE FOR PUBLIC WORKS
Staff contacted multiple municipalities and located an electric reel mower being used in South Pasadena.
Three electric Ford F-150 Lightning light-duty trucks One electric reel mower Four renewable diesel powered maintenance equipment 6 City Council Regular Meeting Minutes October 11, 2022
Staff recommends the City Council award vehicle purchase contracts for approximately $1.11 million, plus a contingency of $50,000 (held by the City),for the purchase and modification of:– Five electric police vehicles– Three lower emission police motorcycles– Three electric light-duty public works trucks– One piece of electric equipment– Four pieces of renewable diesel powered equipment 7 RECOMMENDATION
City Council Regular Meeting Minutes October 11, 2022 Page 28 of 29
THANK YOU
City Council Regular Meeting Minutes October 11, 2022