Menlo Park City Council
March 14, 2023

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council

REGULAR MEETING AGENDA
Date: 3/14/2023
Time: 6:00 p.m.

Locations: Zoom.us/join – ID# 814 7839 7160 and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Members of the public can listen to the meeting and participate using the following methods.

How to participate in the meeting
• Submit a written comment online up to 1-hour before the meeting start time:
[email protected]
Please include the agenda item number you are commenting on. • Access the meeting real-time online at:

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Press *9 to raise hand to speak
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Channel 26
• City Council Chambers
Note: City Council closed sessions are not broadcast online or on television and public participation is limited to the beginning of closed session.

Subject to Change: The format of this meeting may be altered or the meeting may be cancelled. You may check on the status of the meeting by visiting the city website menlopark.gov. The instructions for logging on to the webinar and/or the access code is subject to change. If you have difficulty accessing the webinar, please check the latest online edition of the posted agenda for updated information (menlopark.gov/agendas).

According to City Council policy, all meetings of the City Council are to end by midnight unless there is a super majority vote taken by 11:00 p.m. to extend the meeting and identify the items to be considered after 11:00 p.m.

Regular Session
A. Call To Order
B. Roll Call
C. Agenda Review

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Agenda
March 14, 2023

D. Report from Closed Session
E. Public Comment
Under “Public Comment,” the public may address the City Council on any subject not listed on the agenda. Each speaker may address the City Council once under public comment for a limit of three minutes. You are not required to provide your name or City of residence, but it is helpful. The City Council cannot act on items not listed on the agenda and, therefore, the City Council cannot respond to non-agenda issues brought up under public comment other than to provide general information.

F. Presentations and Proclamations
F1. Proclamation: Women's History Month
Not a California Environmental Quality Act (CEQA) project.

G. Consent Calendar
G1. Accept the City Council meeting minutes for February 14, 23, and 28, 2023 (Attachment) Not a CEQA project.

G2. Adopt a resolution initiating the Menlo Park landscape assessment district proceedings for fiscal year 2023-24
(Staff Report #23-052-CC)
Not a CEQA project.

G3. Consider and adopt a resolution accepting the 2022 Housing Element annual progress report and annual housing successor report (Staff Report #23-053-CC) Not a CEQA project.

G4. Authorize the city manager to execute a third amendment to the professional services agreement with the M-Group for the Housing Element Update project (Staff Report #23-056-CC) Not a CEQA project.

G5. Receive and file the Annual Comprehensive Financial Report for the fiscal year ended June 30, 2022 (Staff Report #23-061-CC)
Not a CEQA project.

G6. Authorize the Mayor to sign a letter of support on behalf of the City Council to State officials requesting their assistance regarding the property tax in-lieu of vehicle license fee shortfall backfill (Staff Report #23-062-CC)
Not a CEQA project.

G7. Authorize the city manager to execute an agreement with Nelson\Nygaard Consulting Associates to conduct a comprehensive shuttle study (Staff Report #23-063-CC) Not a CEQA project.

G8. Adopt a resolution to update City Council Procedure CC-86-0001, “Naming and/or changing the name of facilities” (Staff Report #23-065-CC)
Not a CEQA project.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Agenda
March 14, 2023

H. Public Hearing
H1. Consider the Planning Commission’s recommendation to approve the vesting tentative map extension and adopt a resolution to approve a two-year extension of a vesting tentative map to merge the existing SP-ECR/D (El Camino Real/Downtown Specific Plan) lots, abandon a portion of Alto Lane, and create a two-lot subdivision for condominium purposes, with 12 residential units, one restaurant space and up to three retail spaces on one lot in the SP-ECR/D zoning district, at 201 El Camino Real, and two townhouses on the second lot in the R-3 (Apartment) zoning district, at 612 Cambridge Avenue (Staff Report #23-054-CC) (Presentation) Determine this action is consistent with the previously adopted Mitigated Negative Declaration for the project on October 27, 2020 per City Council Resolution No. 6595 H2. Introduce and waive the reading of an ordinance to amend Title 15 and Title 16 of the Menlo Park Municipal Code to comply with Senate Bill 9 for urban lot splits and two-unit developments (Staff Report #23-055-CC) (Presentation)
Not a CEQA project.

I. Regular Business
I1. Receive an overview of comments on the notice of preparation and confirm the scope and content of the environmental impact report to be prepared for the proposed Parkline master plan development, and authorize the city manager to enter into an environmental leadership act processing agreement (SB 7) with Lane Partners, LLC (Staff Report #23-057-CC) Not a CEQA project.

I2. Amend the fiscal year 2022-23 budget and salary schedule (Staff Report #23-066-CC) Not a CEQA project.

I3. Appropriate funds related to and supporting the Menlo Park Community Campus project (Staff Report #23-067-CC)
Not a CEQA project.

J. Informational Items
J1. City Council agenda topics: March 28 – April 4, 2023 (Staff Report #23-068-CC) Not a CEQA project.

J2. Transmittal of city attorney billing (Staff Report #23-058-CC) Not a CEQA project.

J3. Belle Haven School field redesign update – Ravenswood City School District (Staff Report #23-059-CC)
Not a CEQA project.

J4. Transmittal of background information on the City’s 2023-2027 capital improvement plan (Staff Report #23-060-CC)
Not a CEQA project.
(Presentation)
(Presentation)

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Agenda
March 14, 2023

J5. City Councilmembers various standing and ad hoc subcommittees, and potential disbanding of inactive ad-hoc subcommittees (Staff Report #23-064-CC) Not a CEQA project.

K. City Manager's Report
L. City Councilmember Reports
M. Adjournment
At every regular meeting of the City Council, in addition to the public comment period where the public shall have the right to address the City Council on any matters of public interest not listed on the agenda, members of the public have the right to directly address the City Council on any item listed on the agenda at a time designated by the chair, either before or during the City Council’s consideration of the item.

At every special meeting of the City Council, members of the public have the right to directly address the City Council on any item listed on the agenda at a time designated by the chair, either before or during consideration of the item.

For appeal hearings, appellant and applicant shall each have 10 minutes for presentations.

If you challenge any of the items listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City of Menlo Park at, or before, the public hearing.

Any writing that is distributed to a majority of the City Council by any person in connection with an agenda item is a public record (subject to any exemption under the Public Records Act) and is available by request by emailing the city clerk at [email protected]. Persons with disabilities, who require auxiliary aids or services in attending or participating in City Council meetings, may call the City Clerk’s Office at 650-330-6620.

Agendas are posted in accordance with Cal. Gov. Code §54954.2(a) or §54956. Members of the public can view electronic agendas and staff reports by accessing the City website at menlopark.gov/agendas and can receive email notification of agenda postings by subscribing at menlopark.gov/subscribe. Agendas and staff reports may also be obtained by contacting City Clerk at 650-330-6620. (Posted: 3/10/2023) City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
REGULAR MEETING MINUTES – DRAFT
Date: 2/14/2023
Time: 6:00 p.m.

Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Regular Session
A. Call To Order
Mayor Wolosin called the meeting to order at 6:05 p.m.

B. Roll Call

Present: Combs, Doerr, 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
Staff pulled item G4.

The City Council pulled item G6.

D. Report from Closed Session
No reportable action.

E. Public Comment
• Kristen Gracia introduced themselves as the School District Superintendent. • JT Faraji spoke on concerns related to policing and harassment. • Eduardo Deras-Nava spoke on concerns related to policing and harassment.

F. Presentations and Proclamations
F1. Proclamation: Black History Month
Mayor Wolosin read the proclamation (Attachment).

F2. Presentation: Youth Poster Exhibition: "What Black History Means to Me" Library and Community Services Director Sean Reinhart and Library and Community Services Supervisor Natalia Jones made the presentation (Attachment).

AGENDA ITEM G-1 PageG-1.1

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Minutes – DRAFT
February 14, 2023

G. Consent Calendar
G1. Accept the City Council meeting minutes for January 10 and 24, 2023 (Attachment)

G2. 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 #23-025-CC)
G3. Authorize the city manager to execute the first amendment to the funding agreement with the Bohannon Development Company and adopt a resolution authorizing the city manager to execute deeds and easements for the Chrysler Pump Station (Staff Report #23-026-CC) G4. Adopt a resolution supporting the City’s shuttle program for application for the San Mateo County Shuttle Program fiscal year 2023-24 and 2024-25 and authorize the city manager to enter into funding agreements (Staff Report #23-027-CC)
Vice Mayor Taylor was recused and exited the meeting.

Staff provided an update on the resolution language and continued the item to the February 28 City Council meeting.

Vice Mayor Taylor rejoined the meeting.

G5. Approve the Environmental Quality Commission’s annual work plan (Staff Report #23-034-CC)

G6. Adopt a resolution approving the City Council Community Funding Subcommittee’s recommendations for 2022-23 community funding allocations (Staff Report #23-033-CC)

The City Council requested additional advertising for next year’s community funding grants.

ACTION: Motion and second (Doerr/ Nash), to approve the consent calendar with the exception of item G4., passed unanimously.

H. Public Hearing
H1. Adopt a resolution to abandon two ten-foot wide public utility easements along the northeasterly side (rear) of properties at 1701 Bay Laurel Drive and 1715 Bay Laurel Drive; determine this action is categorically exempt under California Environmental Quality Act Guidelines Section 15305 Class 5 exemption for minor alterations in land use limitations (Staff Report #23-028-CC) Associate Engineer Edress Rangeen made the presentation (Attachment).

Mayor Wolosin opened the public hearing.
• Peter Baltay spoke in support of public utility easements abandonment. • Peter Rottier spoke in support of public utility easements abandonment.

Mayor Wolosin closed the public hearing.

The City Council received clarification on the owner of the easement.

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February 14, 2023

ACTION: Motion and second (Combs/ Taylor), to adopt a resolution to abandon two ten-foot wide public utility easements along the northeasterly side (rear) of the properties at 1701 Bay Laurel Drive and 1715 Bay Laurel Drive and determine this action is categorically exempt under California Environmental Quality Act (CEQA) Guidelines Section 15305 Class 5 exemption for minor alterations in land use limitations, passed unanimously.

I. Regular Business
I1. Provide direction on the preferred bikeway design for Middle Avenue and adopt a resolution to install no parking zones on Middle Avenue; determine this action is statutorily exempt as defined by Public Resource Code Section 21080.25 (Staff Report #23-032-CC) Assistant Public Works Director Hugh Louch made the presentation (Attachment). • Alex and Peter spoke in support of the Option 1 bike lane project. • Corey Binns spoke in support of the Option 1 bike lane project. • Matthew Rascoff spoke in support of the Option 1 bike lane project (Attachment). • Lucy Padrez spoke in support of the Option 1 bike lane project as a pilot. • Sofia and Eloisa Visser spoke in support of the Option 1 bike lane project. • Carmen Visser spoke in support of the Option 1 bike lane project. • Emily and William Bailard spoke in support of the Option 1 bike lane project. • Sam and Kalum Schroeder spoke in support of the Option 1 bike lane project. • Brian McCarthy spoke in opposition of the removal of all parking on Middle Avenue. • Dan Hilberman spoke in support of bike lanes on Middle Avenue. • Bill Kirsch spoke in support of the Option 1 bike lane project as a pilot. • Jacqui Cebrian spoke in support of the Option 1 bike lane project. • Gregory Faris spoke in support of the Option 1 bike lane project. • Jonathan Cloe spoke in support of the Option 1 bike lane project. • Jeanne Marie requested clarification on Middle Avenue current size when adding a bike line and “dooring” related to Option 2.
• Katie Behroozi spoke in support of the Option 1 bike lane project. • Mical Brenzel spoke in opposition of the removal of all parking on Middle Avenue and in support of Options 2 or 3.
• Mel van Londen spoke in support of the Option 1 bike lane project. • Philipp Weitershausen spoke in support of the Option 1 bike lane project. • Burcin Baytekin spoke in support of the Option 1 bike lane project. • Hilary Kushins spoke in support of the Option 1 bike lane project. • Brandan Visser spoke in support of the Option 1 bike lane project. • Jenny Michel spoke in support of a bike lane project pilot. • Aaron Meyers spoke in opposition of the removal of all parking on Middle Avenue. • Sandy Napel spoke in support of a bike lane project.
• Adina Levin spoke in support of the Option 1 bike lane project. • Ross Silverstein spoke in support of the Option 1 bike lane project. • Pamela Sperli spoke in opposition of the removal of all parking on Middle Avenue. • Kealai Lee spoke in support of timed parking on Middle Avenue and in opposition of the removal of all parking on Middle Avenue.
• Sally Cole spoke in support of the Option 1 bike lane project.

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Minutes – DRAFT
February 14, 2023

• Neil Wahls spoke in support of the Option 2 bike lane project with revisions for safety and accessibility.
• Cindy Kin spoke in support of the Option 1 bike lane project. • John Hamilton spoke in opposition of the removal of all parking on Middle Avenue and in support of a bike lane pilot for Options 2 or 3.
• Peter Lee spoke in support of the Option 2 bike lane project. • Peter Olson spoke in opposition of the removal of all parking on Middle Avenue and in support of Option 3.

The City Council took a recess at 8:19 p.m.

The City Council reconvened at 8:29 p.m.

The City Council received clarification on City Council action timeline, other approved projects, parking permits, speed limit reduction timeline, adding a crosswalk at Middle Avenue and Yale Road, cost of a bike lane pilot versus no pilot, enforcement of parking and bike lanes, and protected bike lane options.

The City Council discussed the impacts of the removal of parking to residents on Middle Avenue, Blake Street at Middle Avenue closure and parking access, enforcement, parking and mitigations for the apartments and church on Middle Avenue, timed parking options at the church, combining managing and bidding for projects, Nealon Park zoning, adding a crosswalk across from the Nealon Park tennis court, flashing beacon at Arbor Road, additional bike parking, and prioritizing crosswalks on Willow Road.

The City Council directed staff to explore a crosswalk at Yale Road, 908 Middle Avenue, and tennis courts at Nealon Park, restriping of Nealon Park parking lot in coordination with Little House, explore revisions to the municipal code for overnight parking restrictions in parks, loading zone or timed parking in front of Nealon Park, additional bike parking, parking permit program for Middle Avenue residents, expediting the flashing beacon at Arbor Road, and expediting as much as possible the speed reduction on Middle Avenue.

ACTION: Motion and second (Nash/ Doerr), to adopt a resolution to install no parking zones on Middle Avenue and implement Option 1 as a pilot, passed 3-2 (Combs and Taylor dissenting).

I2. Preliminary considerations for selecting an aquatics operator for the Burgess Pool and the future Menlo Park Community Campus aquatics center (Staff Report #23-036-CC) Library and Community Services Director Sean Reinhart and Library and Community Services Supervisor Tricia Mullan made the presentation (Attachment). • Michael Ross spoke in support of an agreement with Team Sheeper Inc. (Sheeper). • Juliana Morow spoke in support of an agreement with Sheeper. • Jenny Roost spoke in support of an agreement with Sheeper. • Bob Hubbell spoke in support of an agreement with Sheeper. • Stephane Mouradian spoke in support of an agreement with Sheeper. • Tricia Barr spoke in support of an agreement with Sheeper. • Cameron Wessel spoke in support of an agreement with Sheeper. • Adina Levin spoke in support of considering the needs of the communities in Menlo Park when PageG-1.4

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Regular Meeting Minutes – DRAFT
February 14, 2023

considering the pool operator.
• Eric Filseth spoke in support of an agreement with Sheeper. • Janet Davis spoke in support of reduced pricing and more equitable lane availability. • Burcin Baytekin spoke in support of an agreement with Sheeper. • Tom McRae spoke on Solo Aquatics’ experience in Menlo Park and working with Sheeper.

The City Council took a recess at 10:55 p.m.

The City Council reconvened at 10:59 p.m.

ACTION: By acclamation, the City Council continued the meeting beyond 11 p.m.

The City Council received clarification on how proposals were rated/audited, how providers can prioritize resident access, programming structuring/restructuring for residents.

The City Council discussed a City operated aquatics program, survey on resident needs and desired programming, low fees for residents and higher fees for non-residents.

The City Council directed the following for consideration of a pool operator:
• User fees and resident prioritization
• Free swim versus competitive/structured programs
• Lane hours for programs
• Schedule of pool activities
• Ad-hoc subcommittee to assist with negotiations
• Clarity on revenue shares
• Clarification on the disruption that transitioning to a new operator could entail • Reconsideration of items on individual proposals

I3. Direction on Finance and Audit Committee composition (Staff Report #23-029-CC) City Clerk Judi Herren made the presentation (Attachment).

The City Council discussed options for the composition of the Finance and Audit Committee (FAC).

The City Council directed staff to proceed with Option 3 and return to the City Council if unable to fill seven resident member seats to consider a reduction in membership to five.

J. Informational Items
J1. City Council agenda topics: February 28 – March 14, 2023 (Staff Report #23-035-CC)

J2. Proposed cultural and community events grant program (Staff Report #23-030-CC) • Adina Levin spoke in support of a cultural and community events grant program and requested clarification.

The City Council requested this be held and discussed during the budget process.

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February 14, 2023

J3. Transmittal of city attorney billing (Staff Report #23-031-CC)

J4. Police department quarterly update – Q4 September 2022 – December 2022 (Staff Report #23-037-CC)

K. City Manager's Report
City Manager Justin Murphy reported out on the March 18 City Council goal setting meeting and current advisory body recruitment through April 7.

L. City Councilmember Reports
City Councilmember Doerr reported on office hours every Tuesday from 8 a.m. – 9:30 a.m. at the Woodside Bakery.

City Councilmember Combs requested a future agenda item related to Animal Control.

Mayor Wolosin reported out on the Local Policy Maker Group (LPMG) meeting.

Vice Mayor Taylor reported out Menlo Park Community Campus working group, Reimagining Public Safety Subcommittee, San Francisco Airport/Community Roundtable, South Bayside Waste Management Authority (RethinkWaste), and City/County Association of Government meetings (Attachment).

City Councilmember Nash reported out on Mayor Wolosin’s appointment as the LGMP Vice Chair.

M. Adjournment
Mayor Wolosin adjourned the meeting at 11:40 p.m.

Judi A. Herren, Assistant to the City Manager/ City Clerk PageG-1.6

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
EMERGENCY MEETING MINUTES – DRAFT
Date: 2/23/2023
Time: 5:00 p.m.

Locations: Teleconference
Emergency Session
A. Call To Order
Mayor Wolosin called the meeting to order at 5:05 p.m.

B. Roll Call

Present: Combs, Doerr, 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. Emergency Business
C1. Discussion and direction regarding power outages from recent wind storm and associated health, safety and welfare risks
City Manager Justin Murphy introduced the item.
• Ali Ardalan spoke in support of improving communications. • Heather Leitch spoke in support of the City’s relief centers. • James Pistorino requested information on the down tree on Coleman Avenue and in support of undergrounding electrical power.
• Skip Hilton spoke in support of a postmortem report on communication with residents, City, and Pacific Gas and Electric Company (PG&E).
• Martin Rosenblum spoke on concerns with PG&E communications and services. • Anna spoke in support of the removal of dangerous trees to alleviate future outages. • Miyko Harris-Parker spoke in support of stop signs at all disabled traffic lights. • Kathleen Gilles requested clarification on communications to people without power. • David Axelrod spoke in support of organizing residents to communicate and help each other out. • Stephanie Simon requested clarification on communications to people without power. • Margaret Spak spoke in support of utilizing Community Emergency Response Team (CERT) program involvement with future City emergencies.
• Tom Prussing spoke in support of utilizing of MPC Ready involvement with future City emergencies.

The City Council received clarification on current PG&E outages in the City and the cause of outages, how the City is communicating with residents without power, order of power restoration, declaring an emergency, and stop signs outside of City jurisdictions for intersections without power.

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Emergency Meeting Minutes – DRAFT
February 23, 2023

The City Council discussed prioritizing City services to those without power and how to communicate with them, impacts from inconsistent information and updates from PG&E, reverse 9- 1-1 calls for those without internet access and written communications (e.g., flyers) and door-todoor, partnering with citizen organizations to assist with communications, extending open hours at City facilities, and extending the hotel voucher deadline.

The City Council took a recess at 6:32 p.m.

The City Council reconvened at 6:44 p.m.

The City Council directed communications using street feedback signs, keeping warming centers located at the Belle Haven Library and Main Library open until midnight, and a bilingual City flyer with information related to the power outages.

D. Adjournment
Mayor Wolosin adjourned the meeting at 6:57 p.m.

Judi A. Herren, Assistant to the City Manager/City Clerk PageG-1.8

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
SPECIAL AND REGULAR MEETING MINUTES – DRAFT
Date: 2/28/2023
Time: 5:30 p.m.

Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
A. Call To Order
Mayor Wolosin called the meeting to order at 6:06 p.m.

B. Roll Call

Present: Combs, Doerr, 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
The City Council pulled item G5.

D. Public Comment
• Harvey McKeon Nor Cal Carpenters Union representative spoke in support of the recent adoption of the Housing Element with the included labor language.

E. Presentations and Proclamations
E1. Proclamation: Recognizing Fran Dehn
• Ray Mueller spoke on the accomplishments of Fran Dehn. • Mark Flegel spoke on the accomplishments of Fran Dehn. • Kathleen Daly spoke on the accomplishments of Fran Dehn.

Mayor Wolosin read the proclamation (Attachment).

Fran Dehn accepted the proclamation.

F. Study Session
F1. Provide direction on the development of a “Streetaries” outdoor dining program including program elements, design standards, fee schedule and street closures (Staff Report #23-050-CC) Assistant City Manager Stephen Stolte and HdL Companies representative Kirstin Hinds made the presentation (Attachment).

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City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Special and Regular Meeting Minutes – DRAFT February 28, 2023

• Sandra Ferer spoke in support of continuing the Ryans Lane street closure. • Erkan Akkaya spoke in support of continuing the Ryans Lane street closure. • Mark Flegel spoke in support of outdoor dining and the continued street closures. • Cheri Zaslawsky spoke in opposition of the proposed plan to alter the current Downtown street closures.
• James Pistorino spoke in support of the current Downtown street closures and in opposition of permit fees.
• Adina Levin spoke in support of the current Downtown street closures. • Cecile Aurrier spoke in support of revitalizing the Downtown and on the street closures. • Perla Ni spoke in support of the current Downtown street closures and concerns on consultants and costs.
• Adrian Brandt spoke in support of the current Downtown street closures.

The City Council received clarification on options on Santa Cruz Avenue impacts to parking, parking stall limits in front of Walgreens, replacing platforms with ramps for street access, number of businesses required to modify if design standards change, permit fees, number of business closures on Santa Cruz Avenue, updates to the City’s Municipal Code requirements and enforcement, the noise ordinance, impacts to overhead structure compared to base structure through a code adoption process, and neighbor construction impacts to Carpaccio’s outdoor dining on Ryans Lane.

The City Council discussed the permitting process, continuing streetaries, considering other businesses wanting to utilize streetaries, bike lanes and impacts to Bon Marché street market, communications with property owners, fee schedule, and amending the General Plan.

The City Council directed retaining the street closures, pursuing a bike lane, the need for attention on retail as well as restaurants, improving aesthetics, ensuring bike and pedestrian safety, adding revitalization of Downtown on the capital improvement program list, conducting the necessary studies (General Plan Circulation Element and California Environmental Quality Act), and a longterm plan for the picnic tables and seating in front of Walgreens.

F2. Provide direction on whether to pursue fully grade separated alternatives for Caltrain grade separation project (Staff Report #23-048-CC)
Assistant Public Works Director Hugh Louch and AECOM representatives made the presentation (Attachment).
• Adina Levin spoke in opposition of the hybrid with multiple depressed streets and in support of the fully elevated alternative.
• Adrian Brandt spoke in support of full elevation grade separation. • Elliot Krane requested clarification on impacts of re-routing the Caltrain right-of-way (ROW) and flood mitigation efforts.
• Pam Jones spoke in support of full elevation grade separation.

The City Council received clarification on impacts of re-routing Caltrain ROW and temporary tracks, flooding mitigations (e.g., pumps), costs related to elevated structures, and viaducts versus walls for fully elevated option.

The City Council discussed other cities projects, elevated options, aesthetics (e.g., viaducts) cost PageG-1.10

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Special and Regular Meeting Minutes – DRAFT February 28, 2023

options, fully elevated noise, and resident privacy impacts from a fully elevated project.

The City Council directed staff to pursue the previously approved hybrid alternative of partially raising the railroad tracks and partially lowering the cross streets.

The City Council took a recess at 9:12 p.m.

The City Council reconvene at 9:21 p.m.

G. Consent Calendar
G1. Accept the City Council meeting minutes for January 31 and February 7, 2023 (Attachment) G2. Award a construction contract to Anderson Pacific Engineering Construction, Inc. for the Chrysler Stormwater Pump Station Improvement project
(Staff Report #23-038-CC)
• Harvey McKeon Nor Cal Carpenters Union representative requested the City Council continuing this item until more information can be provided on protocols on accepting the lowest bid.

The City Council received clarification on the choice of Anderson Pacific as the second lowest bidder.

G3. Authorize the city manager to enter into a contract with Rincon Consultants Inc. to prepare the environmental analysis for the proposed Life Sciences development project at 980-1030 O’Brien Drive for the amount of $137,459 and future augments as may be necessary to complete the environmental review for the proposed project (Staff Report #23-039-CC) G4. Award a construction contract to Radius Earthwork Inc. for the Ravenswood Avenue Resurfacing project (Staff Report #23-040-CC)
The City Council discussed continuing the pilot to the other side of El Camino Real, advocating for quiet asphalt on all projects (not just City projects), and Caltrans striping.

ACTION: Motion and second (Wolosin/ Nash), award a $802,590 construction contract, with rubberized asphalt per bid alternate A, to Radius Earthwork Inc., approve contingency in the amount of $121,000 (held by the City), approve construction administration fees in the amount of $150,000, passed 4-1 (Combs dissenting).

G5. Adopt a resolution supporting the City’s shuttle program for application for the San Mateo County Shuttle Program fiscal year 2023-24 and 2024-25 and authorize the city manager to enter into funding agreements (Staff Report #23-041-CC)
Vice Mayor Taylor was recused from item G5. and exited the meeting.

ACTION: Motion and second (Combs/ Doerr), to adopt a resolution in support of the Citywide shuttle program, for the San Mateo County Transportation Authority Shuttle Program fiscal years 2023-24 and 2024-25 to continue funding for operations and administration of the program and authorize the city manager to enter into necessary funding agreements and any subsequent amendments within the budgeted amounts with grant agencies, passed 4-0 (Taylor recused).

Vice Mayor Taylor rejoined the meeting.

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G6. Adopt a resolution to accept and appropriate a San Mateo County 2023 Summer Enrichment Grant in the total amount of $13,000 to support and expand summer camp enrichment programs for children at the Belle Haven Youth Center (Staff Report #23-046-CC) ACTION: Motion and second (Combs/ Doerr), to approved the consent calendar with the exception of items G4. and G5., passed unanimously.

H. Regular Business
H1. Identify a preferred aquatics operator and authorize the city manager to negotiate an agreement for an aquatics operator at Burgess Pool and the future Menlo Park Community Campus aquatics center; and form an ad hoc City Council subcommittee to advise the agreement negotiation process (Staff Report #23-047-CC)
Library and Community Services Director Sean Reinhart made the presentation (Attachment). • Eric Kahuen spoke in support of examining a City administered pool. • Juliana Morrow spoke in support of an agreement with Team Sheeper Inc. (Sheeper). • Michael Rothenberg spoke in support of an agreement with Sheeper. • Cindy Akard spoke in support of an agreement with Sheeper. • Janet Davis spoke in support of more elderly and disabled classes. • Stephane Mouradian spoke in support of an agreement with Sheeper. • Michele Santo-Renya spoke in support of an agreement with Sheeper. • Ana Pedros spoke in support of an agreement with Sheeper. • Rafael de la Vega spoke in support of an agreement with Sheeper.

The City Council received clarification on programming at both pools, Menlo Park Community Campus (MPCC) programming timeline, and the negotiating process.

The City Council discussed the received bids/proposals, City administered pools, prioritizing resident’s needs, and two operators; one for Burgess and one for MPCC.

The City Council took a recess at 10:30 p.m.

The City Council reconvene at 10:44 p.m.

ACTION: Motion and second (Combs / Doerr), to identify request for proposals (RFP) respondent, Team Sheeper, Inc., as the preferred aquatics operator for Burgess Pool and the MPCC aquatics center and; authorize the city manager to enter negotiations with Team Sheeper, Inc., for a draft aquatics operator agreement at Burgess Pool and the future MPCC aquatics center, to take effect September 1, at terms in accordance with City Council’s direction regarding desired elements of the aquatics program and as specified in the RFP, passed 3-2 (Taylor and Nash dissenting) .

ACTION: Motion and second (Wolosin/ Combs), to create an ad hoc subcommittee to advise and support City staff during the agreement negotiation process and appointing City Councilmember Nash and Vice Mayor Taylor, passed unanimously.

ACTION: By acclamation, the City Council extended the meeting beyond 11 p.m.

PageG-1.12

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Special and Regular Meeting Minutes – DRAFT February 28, 2023

H2. Appoint a City Council liaison to the Finance and Audit Committee (Staff Report #23-045-CC) City Clerk Judi Herren introduced the item.

ACTION: Motion and second (Taylor/ Wolosin), to appoint City Councilmember Doerr as the Finance and Audit Committee liaison, passed unanimously.

I. City Council Initiated Items
I1. Direction on City Council role in San Mateo County related animal control efforts (Staff Report #23-042-CC)

The City Council discussed the city attorney and City staff providing information on how the City can and cannot engage with animal control matters handled by San Mateo County.

ACTION: Motion and second (Combs/ Wolosin), to direct the city manager to prepare a formal staff report for further City Council consideration as resources are available, passed unanimously.

J. Informational Items
J1. City Council agenda topics: March 14 – 28, 2023 (Staff Report #23-051-CC)

J2. Annual City Council priority setting workshop March 18, 2023 (Staff Report #23-043-CC) J3. Proposed process and timeline to develop a focused addendum to the Parks and Recreation Facilities Master Plan to include pickleball (Staff Report #23-044-CC) J4. Expiration of local emergencies (Staff Report #23-049-CC) K. City Manager's Report
City Manager Justin Murphy reported out on Ravenswood Avenue restriping for the bike lane pilot and the restriping on the Caltrans portion of Willow Road from Highway 101/Newbridge Street to Bayront Expressway.

L. City Councilmember Reports
None.

M. Closed Session
M1. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Paragraph (1) of subdivision (d) of Section 54956.9)
Name of case: Tobias Kunze and Liliana Kunze Briseno v. City of Menlo Park (Case No. 3-CIV00590) N. Adjournment to Closed Session
PageG-1.13

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council Special and Regular Meeting Minutes – DRAFT February 28, 2023

Mayor Wolosin adjourned to closed session at 11:16 p.m.

Mayor Wolosin adjourned the meeting at 11:56 p.m.

Judi A. Herren, Assistant to the City Manager/City Clerk PageG-1.14
Public Works

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-052-CC
Consent Calendar: Adopt a resolution initiating the Menlo Park landscape assessment district proceedings for
fiscal year 2023-24
Recommendation
Staff recommends that the City Council initiate the Menlo Park landscape assessment district proceedings for fiscal year 2023-24 and adopt a resolution (Attachment A) describing the improvements and directing preparation of the engineer's report.

Policy Issues
The recommendation does not represent any change to the existing City policy. Pursuant to the provisions of the Landscaping and Lighting Act of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of California and Proposition 218, the City Council conducted proceedings for the formation of the City of Menlo Park landscape assessment district. The landscape assessment district requires an annual review of the levied assessment.

Background
In 1982, the Menlo Park citizens approved Measure N, an advisory measure for the City to form an assessment district to care for the City’s street tree infrastructure. The Menlo Park landscape assessment district was subsequently formed in 1983.

Before 1990, property owners were responsible for all sidewalk and parking strip repair damaged by City street trees. In some cases, the lump-sum cost of removing and replacing the damaged public infrastructure was a financial burden. Thus, in 1990, an additional assessment was established and combined with the landscape assessment district to fund the repair of sidewalks and parking strips damaged by City trees. Financing through an assessment, to be levied on an annual basis, was determined to be more cost-effective and less burdensome to property owners than a large lump-sum payment.

Sidewalk and parking strip damage that is not caused by City street trees is the responsibility of property owners per Chapter 13.08 of the Municipal Code.

In fiscal year 1998-99, the City reauthorized the landscape assessment district through a mailed ballot, as required by Proposition 218. Each year, the City goes through a process to approve the levying of annual landscape assessment district fees. The attached resolution is the first step in the process to establish assessments for the coming fiscal year.

AGENDA ITEM G-2 Page G-2.1
Staff Report #: 23-052-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Analysis
Landscape assessment district scope of work
The scope of work for the landscape assessment district is not proposed to change from the fiscal year 2022-23 program and includes the following:
• Maintaining and servicing City street trees, including the cost of repair, removal, and/or replacement; • Providing for the life, growth, health and beauty of City landscaping, including cultivation, trimming, spraying, fertilizing, and/or treating for disease or injury; • Removing trimmings, rubbish, debris and other solid waste, and providing water for the irrigation; and • Installing, constructing, and/or maintaining curbs, gutters, sidewalks, and parking strips damaged by City street trees.

Assessment engineer’s report
The first step in the annual landscape assessment district proceedings is the preparation of the engineer’s report. Staff has selected SCI Consulting Group to complete the engineering work for the fiscal year 2023- 24 report. The firm has extensive background and knowledge of the City’s landscape assessment district, a successful track record with the City preparing the engineer’s report since 1998, and experience with Proposition 218 requirements. The scope of services includes identification and verification of parcels within the district, allocation of the estimated cost of improvements and expenses to said parcels, determination of assessment amounts, preparation of assessment rolls, developing the engineer’s report, facilitating assessment proceedings and general project administration.

Table 1 outlines the tentative schedule for the annual levy administration.

Table 1: Schedule for assessment
Date Tasks
March 14 City Council initiates the landscape assessment district proceedings and adopts a resolution describing the improvements and directing preparation of the engineer’s report May 2023 Completion and filing of the engineer’s report May 2023
City Council adopts 1) a resolution giving preliminary approval of the Engineer’s Report, and 2) a resolution of intention to order the levy and collection of the annual assessment and scheduling of the public hearing
June 2023
City Council holds a public hearing to consider adoption of a resolution overruling protests, ordering improvements, confirming the assessment diagram, and ordering the levy and collection of assessments
July 2023 Submittal of assessments to the County Assessor’s Office October 2023 City review and confirmation of final levies to be collected by the County January 2024 Verification of assessment receipts, levies and delinquencies The City maintains a map of sidewalk repair locations and information about how to report a section in need of repair (Attachment B.)
Impact on City Resources
The estimated cost of the assessment engineering services and preparation of the engineer’s report is $12,000. There are sufficient funds in the landscape assessment district budget to fund this expense.

Page G-2.2
Staff Report #: 23-052-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it will not result in any direct or indirect physical change in the environment.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Resolution
B. Hyperlink – sidewalk repair project website: menlopark.gov/Government/Departments/PublicWorks/Maintenance-Division/Sidewalk-repair-program Report prepared by:

Joanna Chen, Management Analyst II
Report reviewed by:

Tanisha Werner, Assistant Public Works Director
Page G-2.3
RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK

DESCRIBING IMPROVEMENTS AND DIRECTING PREPARATION OF THE

ENGINEER'S REPORT FOR THE CITY OF MENLO PARK LANDSCAPE
ASSESSMENT DISTRICT FOR FISCAL YEAR 2023-24
WHEREAS, in 1982, the Menlo Park citizens voted for Measure N, an advisory measure for the City to form an assessment district to care for the City’s street tree infrastructure and the Menlo Park landscape assessment district was subsequently formed in 1983; and WHEREAS, prior to 1990, property owners were responsible for all sidewalk and parking strip repair damaged by City street trees; and
WHEREAS, in fiscal year 1990, an additional assessment was established and combined with the landscape assessment district to fund the repair of sidewalks and parking strips damaged by City trees; and
WHEREAS, in fiscal year 1998-99, City reauthorized the landscape assessment district through a mailed ballot, as required by Proposition 218.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Menlo Park:

1. This City Council did, pursuant to the provisions of the Landscaping and Lighting Act of 1972, Part 2, Division 15 of the Streets and Highways Code of the State of California, conduct proceedings for the formation of the City of Menlo Park Landscaping District and for the levy and collection of assessments for fiscal year 1983-84, and did, on May 10, 1983, pursuant to proceedings duly had, adopt its Resolution No. 3417-F, A Resolution Overruling Protests and Ordering the Formation of an Assessment District and the Improvements and Confirming the Diagram and Assessment.

2. The public interest, convenience, and necessity require, and it is the intention of said City Council to undertake proceedings for, the levy and collection of assessments upon the several lots or parcels of land in said District for the construction or installation of improvements, including the maintenance or servicing, or both, thereof for the fiscal year 2023-24.

3. The improvements to be constructed or installed include the maintenance and servicing of street trees, the cost of repair, removal, or replacement of all or any part thereof, providing for the life, growth, health, and beauty of public landscaping, including cultivation, trimming, spraying, fertilizing, or treating for disease or injury, the removal of trimmings, rubbish, debris, and other solid waste, and water for the irrigation thereof, and the installation or construction, including the maintenance and servicing thereof, of curbs, gutters, sidewalks, and parking strips.

4. The costs and expenses of said improvements, including the maintenance or servicing, or both, thereof, are to be made chargeable upon said District, the exterior boundaries of which District are the composite and consolidated area as more particularly shown on a map (Exhibit A) thereof on file in the office of the Engineering Division of the City of Menlo Park to which reference is hereby made for further particulars. Said map indicates by a boundary line the extent of the territory included in said District and of any zone thereof and shall govern for all details as to the extent of the assessment district.

ATTACHMENT A Page G-2.4

5. The Assessment Engineer is hereby directed to prepare and file with said City Clerk a report, in writing, referring to the assessment district by its distinctive designation, specifying the fiscal year to which the report applies, and with respect to that year, presenting the following:
a. Plans and specifications of the existing improvements and for proposed new improvements, if any, to be made within the assessment district or within any zone thereof; b. An estimate of the costs of said proposed new improvements, if any, to be made, the costs of maintenance or servicing, or both, thereof, and of any existing improvements, together with the incidental expenses in connection therewith;
c. A diagram showing the exterior boundaries of the assessment district and of any zones within said district and the lines and dimensions of each lot or parcel of land within the district as such lot or parcel of land is shown on the County Assessor's map for the fiscal year to which the report applies, each of which lots or parcels of land shall be identified by a distinctive number or letter on said diagram; and
d. A proposed continued assessment of the total amount of the estimated costs and expenses of the proposed new improvements, including the maintenance or servicing, or both, thereof, and of any existing improvements upon the several lots or parcels of land in said district in proportion to the estimated benefits to be received by such lots or parcels of land respectively from said improvements, including the maintenance or servicing, or both, thereof, and of the expenses incidental thereto.

6. The Office of the Public Works Director of said City is hereby, designated as the office to answer inquiries regarding any protest proceedings to be had herein, and may be contacted during regular office hours by calling 650-330-6740.

I, Judi A. Herren, City Clerk of Menlo Park, do hereby certify that the above and foregoing City Council Resolution was duly and regularly passed and adopted at a meeting by said City Council on the fourteenth day of March, 2023, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this __ of March, 2023.

Judi A. Herren, City Clerk
Exhibits:

A. Landscape Assessment District map
Resolution No. XXXX

U

MIDDLEFIELD RD NIVERSITY DR

MARSH RD

SANDHILLRD MENLO AVE

VALPARAISO AVE
BAY RD
EL
CA
MINOR
E
A
L

RAVENSWOOD AVE

ALPINE RD WILLOW RD

SANTA CRUZ AVE
US HIGHWAY 101
US HIGHWAY 101
STATE HIGHWAY 84
STATE
HIGHWAY 84
County of Santa Clara, California State Parks, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Bureau of Land Management, EPA, NPS, USDA m City Limits Landscape Assessment District Parcels
Landscape Assessment District
Reference is hereby made to the maps and deeds recorded in theOffice of The Assessor of the County of San Mateo for a detaileddescription of the lines and dimensions of any parcels shown herein.Those maps shall govern for all details concerning the lines anddimensions of such parcels. Each parcel is identified in said mapsby its distinctive parcel number. 012 0.5
Miles
EXHIBIT A Resolution No. XXXX

Page G-2.6
Community Development
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-053-CC
Consent Calendar: Consider and adopt a resolution accepting the 2022 Housing Element annual progress report and
annual housing successor report
Recommendation
Staff recommends that the City Council adopt a resolution accepting the 2022 Housing Element annual progress report (APR) and the annual housing successor report, and authorize staff to transmit the documents to the California Governor’s Office of Planning and Research (OPR) and the California Department of Housing and Community Development (HCD.) The resolution, including the APR and annual housing successor report, is included as Attachment A.

Policy Issues
California Government Code Section 65400 requires the preparation and submittal of an APR to OPR and HCD by April 1 of each year. The APR documents past housing-related activities and may identify the timing of upcoming activities, but does not authorize the implementation of new or modified programs, or the expenditure of funds.

Background
Every city and county in California is required to prepare an annual report on the status and progress of implementing the jurisdiction’s adopted housing element for the 2015 to 2023 planning period (also referred to as the 5th Cycle) using forms and definitions adopted by HCD (Attachment B.) The APR is due by April 1 each year and documents the status of housing-related activities from the previous calendar year. This year’s report evaluates the progress of implementation programs and housing development applications and production for the period between January 1, 2022 and December 31, 2022, which is the final year of the 5th Cycle.

On February 27, the Planning Commission unanimously approved a resolution recommending the City Council accept the 2022 APR (4-0; Barnes and Harris absent, one vacancy) and indicated satisfaction with the City’s progress in housing permitting and development over the course of the 5th Cycle and expressed appreciation for staff’s work on the residential development projects over the years. The Housing Commission was scheduled to discuss the APR at its March 1, regular meeting, but the meeting was canceled due to lack of a quorum. Staff advised Housing Commissioners that they may provide individual comments during public comment at the Planning Commission and City Council hearings. At this time, no verbal or written comments have been received from Housing Commissioners.

On January 31, the City Council adopted a Housing Element update for the 2023 to 2031 planning period (6th Cycle.) Future APRs will track progress and implementation of the recently-adopted Housing Element.

AGENDA ITEM G-3 Page G-3.1
Staff Report #: 23-053-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Analysis
This staff report highlights key accomplishments from 2022. A broader assessment of the status of implementation programs and housing production from 2022 is provided in the APR (Attachment A, Exhibit A.) The APR is a document that reflects the past year’s housing-related efforts; it is not intended to establish current or future work priorities for staff. Future work on Housing Element implementation programs was recently set with the adoption of the 6th Cycle Housing Element.

Accomplishments and milestones
The following sections outline multiple activities and accomplishments that occurred during the 2022 APR reporting period.

Housing program updates
During the 2022 APR reporting period, preparation of the 6th Cycle Housing Element update and engagement with the community to gather feedback on housing-related goals, policies, and programs was one of the City’s primary efforts. As part of that focus, the City performed an evaluation of the progress of housing programs from the 5th Cycle planning period. Below are several highlighted programs from the 5th Cycle with major updates in 2022:
• Housing Element program H1.H (Utilize the City’s below market rate (BMR) housing fund) requires the City to administer and advertise every two years the availability of funds in the BMR housing fund through a notice of funding availability (NOFA.) The objective of the NOFA is to support the acquisition, rehabilitation, preservation or new construction of housing that will provide long-term affordability. The funding is intended to fill the financing gap between projected total development costs and other available funding sources. The City released a NOFA with an amount of $1.5 million to $2 million in December 2022. The NOFA received three proposals which are being reviewed by City staff and anticipated for Housing Commission review in the first half of 2023. • Housing Element program H1.I (Work with nonprofits on housing) requires the City to maintain a working relationship with nonprofit housing sponsors. In 2022, City staff continued to meet with affordable housing developers, housing service providers, organizations advocating for affordable housing opportunities for people with disabilities, and other organizations, and incorporated feedback and recommendations into the development of the 6th Cycle Housing Element. In addition, the City partnered with Climate Resilient Communities (CRC) to assist in community engagement and outreach efforts in the historically underserved Belle Haven neighborhood and citywide as part of the 6th Cycle Housing Element update process. Simultaneous with the 6th Cycle Housing Element update and throughout 2022, the City has also been coordinating with MidPen Housing to support a 62-unit affordable housing development (60 units for rent and two units for property manager/staff) on approximately two acres of the Menlo Park Veterans Affairs (VA) Medical Center campus at 795 Willow Road. The site is included as Housing Opportunity Site #64 in the 6th Cycle Housing Element and would provide affordable housing for veterans and their families at the extremely low income and very low income levels. • Housing Element program H2.C (Amend the Zoning Ordinance to protect existing housing) requires the City to protect existing rental housing as part of infill implementation and other Zoning Ordinance changes. Recent state laws such as the Housing Crisis Act of 2019 (Senate Bill (SB) 330) and the Housing Accountability Act (HAA) are adhered to by the City to protect and support housing development. Throughout 2022, the City also studied other amendments to the Zoning Ordinance to protect existing housing and address residential displacement impacts, which will be implemented as part of the 6th Cycle Housing Element update (Program H2.B – Amend the Zoning Ordinance to Protect Page G-3.2
Staff Report #: 23-053-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Existing Housing.)
• Housing Element program H4.J (Consider surplus city-owned land for housing) requires the City to identify opportunities for housing as they arise. Throughout 2022, as part of the 6th Cycle Housing Element update, redevelopment of City-owned parking lots for affordable housing in the downtown area was discussed in public meetings facilitated by City staff and ultimately adopted as Program H4.G (prioritize affordable housing on city-owned parking lots downtown) for the 2023 to 2031 planning period.

Program H4.G describes a City-led process to promote housing development on underutilized Cityowned parking lots in downtown. For any surplus City-owned lands, the City will adhere to procedures consistent with the Surplus Lands Act to provide affordable housing developers a first right of refusal (Assembly Bill (AB) 1486.)
Housing production
As part of HCD’s statewide determination summary for SB 35 (the Housing Accountability and Affordability Act), Menlo Park is one of only 38 jurisdictions in California that met its pro-rated lower (very low- and low-) and above moderate-income Regional Housing Needs Allocation (RHNA) for the previous 2021 reporting period, and is one of few jurisdictions that produced sufficient amounts of housing annually to meet its housing targets since SB 35 became effective January 1, 2018. This means that Menlo Park is not currently subject to SB 35, which created a streamlined approval process for housing when a jurisdiction is not meeting its RHNA. This determination will reset with the new Housing Element cycle.

In 2022, the City issued building permits for 837 net new dwelling units, which is a 771.9 percent increase above the 2021 total (96 net new units.) The large increase in unit production can be attributed primarily to the following factors:
• Menlo Portal (110 Constitution Drive) and Menlo Uptown (141 Jefferson Drive), two large mixed-use Bayfront projects, were entitled in 2021 and received building permits in 2022 for a combined 776 units.

The approved building permits for Menlo Portal will result in the construction of an apartment building with 335 new multifamily residential units. The building permits for Menlo Uptown will allow the construction of two apartment buildings with a total of 441 new multifamily residential units. Building permits for an additional 42 attached single-family townhome units associated with the Menlo Uptown project are under review and have not been included in the 2022 APR. Both projects include BMR inclusionary units that contribute to the city’s RHNA for units affordable to very low, low and moderate income households. The Menlo Portal project includes three very low income units, 14 low income units, and 31 moderate income units. The multifamily portion of the Menlo Uptown project includes seven very low income units, 23 low income units, and 31 moderate income units. • The city saw record growth in accessory dwelling unit (ADU) building permits, with 56 ADUs permitted in 2022. This is an increase of 55.6 percent above the 2021 total (36 net new ADUs), which was the previous record. The continued growth in ADUs across the city is likely due to state laws intended to streamline the ADU approval process by relaxing applicable zoning requirements and removing discretionary review requirements in most cases, and the City’s promotion of ADUs as a strategy to provide a variety of housing options in the community.

As a result of the units listed above and building permit issuance for five net new single-family residences, Menlo Park has achieved over 100 percent of its 5th Cycle RHNA allocation for very low, low and above moderate units, as shown in Table 1 below. A record 81 units affordable to moderate income households were permitted in 2022, which brought the city’s housing production to 72 percent of the 5th Cycle RHNA target for moderate income units; in 2021, only 15.4 percent of the 5th Cycle RHNA moderate income target had been completed.

Page G-3.3
Staff Report #: 23-053-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Table 1: 5th Cycle RHNA (2015-2023) Progress (Net New Units) Very low Low Moderate Above
moderate
Total new
housing units
5th Cycle RHNA allocation 233 129 143 150 655
Net new units through 2021 217 91 22 1,182 1,512
2022 Net new units 27 53 81 676 837
Total net new units (2015-2022) 244 144 103 1,858 2,349 Percent complete 104.7% 111.6% 72.0% 1,238.7% n/a
Although building permits are the only metric used for the purposes of determining progress toward RHNA (fields 7, 8 and 9 in APR Table A2), the APR form also includes data on new housing units that have either received entitlements or a certificate of occupancy during the reporting period. In 2022, the City Council and Planning Commission entitled 1,900 net new units. The majority of the units are associated with the Willow Village project (1,730 units) and the Menlo Flats (165 Jefferson Drive) project (158 units.) At this time, building permits have not been issued for the two projects, and they do not appear in Table 1 of this staff report. These units would count toward the city’s RHNA progress during the year(s) in which building permits are issued.

While housing production during the past seven years of the planning period has exceeded the city’s regional housing needs assessment of 655 units, the City continues to seek opportunities to increase housing production and is focused on preparing to meet its requirement of 2,946 units, including 1,490 units of affordable housing across different income categories, for the 6th Cycle (2023 to 2031.) Annual housing successor report
As part of the 2011 Budget Act, the dissolution of California redevelopment agencies (RDAs) took effect February 1, 2012 and eliminated the use of property tax revenues as a funding source for affordable housing. In accordance with SB 341, passed in 2013, housing successor agencies of former RDAs must provide an annual report that details compliance with the expenditure limitations detailed in state law. The report (Attachment A, Exhibit B) is required to be submitted to HCD annually by April 1, which is the same due date as the APR. The City of Menlo Park is identified as the successor agency to the former Menlo Park RDA.

For the fiscal year ending June 30, 2022, the low and moderate income housing asset fund had a cash balance of $1,363,032 and a fund balance of $6,679,365. The fund received $7,043 from housing loans and $78,424 for interest earned on cash in the fund.

The housing successor does not have any interests in real property acquired by the former RDA. The last remaining real property acquired by the former RDA was sold in August 2013 and the proceeds were remitted to the County of San Mateo. The housing successor also does not have any remaining housing replacement or production obligations.

Page G-3.4
Staff Report #: 23-053-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Next steps
In 2023, the City will begin implementation of the programs developed for the 6th Cycle Housing Element.

The City will focus on completing zoning changes associated with providing new or increased housing potential on opportunity sites and across zoning districts identified in the 6th Cycle Housing Element.

Additionally, Program H4.G, which includes a feasibility study of City-owned downtown parking lots for affordable housing development, was identified as a major priority and will begin in 2023.

Impact on City Resources
There are no impacts on City resources aside from staff time spent preparing the APR and housing successor report. Implementation of certain housing programs may have impacts on staffing resources and/or projects and priorities, which would be considered as part of the City’s annual budget process.

Environmental Review
The Housing Element APR and housing successor report are not considered a project under the California Environmental Quality Act (CEQA.) Implementation of individual housing programs may be subject to CEQA, and would be evaluated on a case-by-case basis.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Draft City Council resolution accepting the 2022 Housing Element APR B. Hyperlink – Adopted Housing Element for the 2015-2023 planning period:
menlopark.gov/files/sharedassets/public/community-development/documents/adopted-housing-element2015-2023_201412021857153619.pdf Report prepared by:

Tom Smith, Principal Planner
Calvin Chan, Senior Planner
Report reviewed by:

Deanna Chow, Assistant Community Development Director
Page G-3.5
1 RESOLUTION NO. XXXX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MENLO PARK,

CALIFORNIA, ACCEPTING THE HOUSING ELEMENT ANNUAL PROGRESS REPORT FOR THE CALENDAR YEAR 2022 AND THE ANNUAL HOUSING

SUCCESSOR REPORT, AND AUTHORIZING STAFF TO SUBMIT THE
REPORTS TO THE GOVERNOR’S OFFICE OF PLANNING AND RESEARCH

AND THE CALIFORNIA DEPARTMENT OF HOUSING AND COMMUNITY

DEVELOPMENT
WHEREAS, California Government Code Sections 65400(2) requires the Planning Division to provide an annual report to the City Council, the Governor’s Office of Planning and Research (OPR), and the state Department of Housing and Community Development (HCD) regarding progress toward implementation of the Housing Element of the City’s General Plan; and WHEREAS, Senate Bill 341 requires housing successor agencies of former California redevelopment agencies (RDAs) to provide an annual report that details compliance with the expenditure limitations set forth in state law, and the City of Menlo Park is the successor agency to the former Menlo Park Redevelopment Agency; and
WHEREAS, Planning staff has prepared an annual progress report and annual housing successor report (Exhibits A and B), utilizing the prescribed forms and instructions provided by HCD and state law; and
WHEREAS, the Planning Commission reviewed the Housing Element annual progress report on February 27, 2023 and recommended that the City Council accept the annual progress report; and
WHEREAS, the Housing Commission was to review and provide a recommendation on the Housing Element annual progress report at its March 1, 2023 regular meeting but a quorum could not be obtained, and so commissioners were notified of the opportunity to provide individual public comment at the February 27, 2023 Planning Commission meeting and the March 14, 2023 City Council meeting; and
WHEREAS, the City Council has reviewed all written evidence and oral testimony presented to date.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Menlo Park, based on substantial evidence in the administrative record of proceedings and pursuant to its independent review and consideration, does hereby accept the annual progress report on the Housing Element for the calendar year 2022 and the annual housing successor report, attached and incorporated by reference herein, and authorizes staff to forward the reports to OPR and HCD pursuant to Government Code Section 65400(2) and SB 341.

SEVERABILITY
If any term, provision, or portion of these findings or the application of these findings to a particular situation is held by a court to be invalid, void or unenforceable, the remaining provisions of these findings, or their application to other actions related to the Project, shall continue in full force and effect unless amended or modified by the City.

ATTACHMENT A Page G-3.6
2 I, Judi A. Herren, City Clerk of Menlo Park, do hereby certify that the above and foregoing City Council Resolution was duly and regularly passed and adopted at a meeting by said City Council on the fourteenth day of March, 2023, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Official Seal of said City on this __ day of March, 2023.

Judi A. Herren, City Clerk
Exhibits:

A. 2022 Housing Element annual progress report
B. 2022 annual housing successor report
Resolution No. XXXX

Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2022 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining Application Status Notes
2 34 6 7 8 9 11 12
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Date Application Submitted+ (see instructions) Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low-Income Deed Restricted Low-Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Total PROPOSED Units by Project Total APPROVED Units by project Total DISAPPROVED Units by Project Was APPLICATION SUBMITTED Pursuant to GC 65913.4(b)? (SB 35 Streamlining) Ddi the housing
development
application seek
incentives or
concessions
pursuant to
Government Code
section 65915?
Were incentives
or concessions
reqested
pursuant to
Government
Code section
65915 approved?
Please indicate
the status of the
application.

Notes+
Summary Row: Start Data Entry Below 0 7 0 8 0103 28 0 0 071-202-050 1750 Bay Laurel Drive BLD2022-00009 ADU R 1/3/2022 1 1 No No No Approved062-404-220 411 Waverley Street BLD2022-00020 ADU R 1/4/2022 1 1No No No Approved 071-175-070 725 Evergreen Street BLD2022-00054 ADU R 1/7/2022 1 1No No No Approved 071-301-210 973 Roble Avenue BLD2022-00213 ADU R 1/25/2022 1 1 No No No Approved 071-411-440 450 Blake Street BLD2022-00445 ADU R 2/14/2022 1 1No No No Approved 071-043-040 1221 Cotton Street BLD2022-00555 ADU R 2/23/2022 1 1No No No Approved 063-441-330 277 O'Connor Street BLD2022-00651 ADU R 3/7/2022 1 1No No No Approved 074-112-110 2171 Clayton Drive BLD2022-00675 ADU R 3/8/2022 1 1No No No Approved 071-331-030 671 Live Oak Avenue BLD2022-00709 ADU R 3/10/2022 1 1No No No Approved071-241-030 755 Hermosa Way BLD2022-00856 ADU R 3/24/2022 1 1No No No Approved 071-231-270 740 Olive Street BLD2022-00881 ADU R 3/28/2022 1 1No No No Approved 071-180-730 491 Middle Court BLD2022-00965 ADU R 4/4/2022 1 1No No No Approved 071-113-100 905 Sherman Avenue BLD2022-01023 ADU R 4/11/2022 1 1No No No Approved 062-501-050 40 Gloria Circle BLD2022-01168 ADU R 4/21/2022 1 1No No No Approved 074-260-620 1000 Siskiyou Drive BLD2022-01523 ADU R 6/1/2022 1 1No No No Approved 071-133-010 775 Oak Knoll Drive BLD2022-02079 ADU R 7/28/2022 1 1No No No Approved 062-501-080 275 Gloria Circle BLD2022-00153 ADU R 1/19/2022 1 1No No No Approved071-161-220 2 Wood Lane BLD2022-00268 ADU R 1/31/2022 1 1No No No Approved 071-180-840 1690 Oak Avenue BLD2022-00530 ADU R 2/22/2022 1 1No No No Approved 071-063-210 1360 Garden Lane BLD2022-00541 ADU R 2/23/2022 1 1No No No Approved 063-452-160 1435 Woodland Avenue BLD2022-00715 ADU R 3/10/2022 1 1No No No Approved 113-940-010 1965 Menalto Avenue BLD2022-00920 ADU R 3/31/2022 1 1No No No Approved 071-061-160 1125 San Mateo Drive BLD2022-00956 ADU R 4/4/2022 1 1No No No Approved 071-014-200 1355 Delfino Way BLD2022-00962 ADU R 4/4/2022 1 1No No No Approved 062-352-290 108 Laurel Avenue BLD2022-01306 ADU R 5/5/2022 1 1No No No Approved 071-014-080 1390 Delfino Way BLD2022-01768 ADU R 6/23/2022 1 1No No No Approved 071-221-120 5 Bolton Place BLD2022-01901 ADU R 7/11/2022 1 1No No No Approved 062-272-760 269 Willow Road BLD2022-01003 SFD O 4/7/2022 1 1No No No Approved Table A
Cells in grey contain auto-calculation formulas
1 5
Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Density Bonus Law Applications 10 Housing Development Applications Submitted
EXHIBIT A Resolution No. XXXX

Page G-3.8
Table A2
23 56
Prior APN
+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID
+
4,5+,ADU,MH)
(SFA,SFD,2 to
Unit Category Tenure
O=Owner
R=Renter
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Restricted
Non Deed
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed Restricted
Above
ModerateIncome
Entitlement
Date Approved # of Units issued
Entitlements
Summary Row: Start Data Entry Below 123 0 89 0 122 0 1566 1900 061-422-400 1550 El Camino Real PLN2019-00082 5+R17 1/10/20228 062-272-760 269 Willow Road PLN2021-00024 SFDO1 1/10/20221 062-065-050 811 Bay Road PLN2021-00052 SFDO2 3/30/20222 071-433-140 135 El Camino Real SFAR1 9/12/20221
055-440-010 1350 Willow Road Willow Village PLN2017-00064 5+R 119 76 117 1418 12/6/2022 1730 071-381-130 1205 Middle Avenue BLD2018-01060 ADUR0
074-260-600 1020 Siskiyou Drive BLD2021-00193 ADUR0
071-213-010 1080 Cotton Street BLD2021-00510 ADUR0
062-041-100 1037 Oakland Avenue BLD2021-01909 ADUR0
062-402-140 4 Manor Place BLD2021-01979 ADUR0
071-393-090 263 Princeton Road BLD2021-02218 ADUR0
055-331-180 341 Terminal Avenue BLD2021-02378 ADUR0
074-351-020 2240 Avy Avenue BLD2021-02467 ADUR0
071-051-100 1260 Hermosa Way BLD2021-02551 ADUR0
071-222-040 7 Cheryl Place BLD2021-02612 ADUR0
071-370-260 1 Maywood Lane BLD2021-02643 ADUR0
062-351-170 219 Laurel Avenue BLD2021-02752 ADUR0
071-123-080 1870 Oakdell Drive BLD2021-03464 ADUR0
071-394-110 275 Yale Road BLD2021-03505 ADUR0
071-202-050 1750 Bay Laurel Drive BLD2022-00009 ADUR0
062-404-220 411 Waverley Street BLD2022-00020 ADUR0
071-175-070 725 Evergreen Street BLD2022-00054 ADUR
0 071-301-210 973 Roble Avenue BLD2022-00213 ADUR0
071-411-440 450 Blake Street BLD2022-00445 ADUR0
071-043-040 1221 Cotton Street BLD2022-00555 ADUR0
063-441-330 277 O'Connor Street BLD2022-00651 ADUR0
074-112-110 2171 Clayton Drive BLD2022-00675 ADUR0
071-331-030 671 Live Oak Avenue BLD2022-00709 ADUR0
071-241-030 755 Hermosa Way BLD2022-00856 ADUR0
071-231-270 740 Olive Street BLD2022-00881 ADUR0
071-180-730 491 Middle Court BLD2022-00965 ADUR0
071-113-100 905 Sherman Avenue BLD2022-01023 ADUR0
062-501-050 40 Gloria Circle BLD2022-01168 ADUR0
074-260-620 1000 Siskiyou Drive BLD2022-01523 ADUR0
071-133-010 775 Oak Knoll Drive BLD2022-02079 ADUR0
062-053-190 1020 Berkeley Avenue BLD2019-01165 ADUR
0 071-214-070 916 Hermosa Way BLD2021-00750 ADUR
0 062-271-410 237 Santa Margarita Avenue BLD2021-00791 ADUR 0 062-332-350 675 Woodland Avenue BLD2021-02015 ADUR
0 062-312-130 316 McKendry Drive BLD2021-02377 ADUR
0 062-063-010 703 Bay Road BLD2021-02501 ADUR0
071-211-220 1555 Santa Cruz Avenue BLD2021-02575 ADUR0
071-431-100 836 Harvard Avenue BLD2021-02674 ADUR
0 062-452-110 61 Willow Road BLD2021-02705 ADUR
0 062-384-170 635 Central Avenue BLD2021-02745 ADUR
0 071-223-050 1005 Windsor Drive BLD2021-02748 ADUR
0 061-021-640 923 Theresa Court BLD2021-02897 ADUR
0 071-111-210 1017 Louise Street BLD2021-02948 ADUR
0 071-261-150 1131 Saxon Way BLD2021-03071 ADUR
0 062-332-090 236 Lexington Drive BLD2021-03417 ADUR
0 062-501-080 275 Gloria Circle BLD2022-00153 ADU
R
0 071-161-220 2 Wood Lane BLD2022-00268 ADUR
0 071-180-840 1690 Oak Avenue BLD2022-00530 ADUR
0 071-063-210 1360 Garden Lane BLD2022-00541 ADUR
0 063-452-160 1435 Woodland Avenue BLD2022-00715 ADUR
0 113-940-010 1965 Menalto Avenue BLD2022-00920 ADUR0
071-061-160 1125 San Mateo Drive BLD2022-00956 ADUR0
071-014-200 1355 Delfino Way BLD2022-00962 ADUR0
062-352-290 108 Laurel Avenue BLD2022-01306 ADUR0
071-014-080 1390 Delfino Way BLD2022-01768 ADUR0
071-221-120 5 Bolton Place BLD2022-01901 ADUR0
055-236-020 110 Constitution Drive Menlo Portal BLD2021-02268 5+R0 055-242-140 141 Jefferson Drive Menlo Uptown BLD2021-00890 5+R0 062-073-300 1105 Hollyburne Avenue BLD2019-01079 SFDO0
071-404-160 824 Partridge Avenue BLD2021-02297 SFDO0
062-272-760 269 Willow Road BLD2022-01003 SFDO0
071-413-120 661 Partridge Avenue BLD2020-00710 SFDO0
055-242-090 165 Jefferson Drive Menlo Flats BLD2020-00004 5+O4 125 137 3/28/2022 158 062-215-030 323 Haight Street BLD2019-01640 ADUR
0 062-237-150 104 Haight Street BLD2019-01770 ADUR
0 062-092-040 1110 Madera Avenue BLD2020-00721 ADUR
0 063-441-470 313 O'Connor St BLD2020-00929 ADUR
0 071-214-060 930 Hermosa Way BLD2020-01548 ADUR
0 055-272-250 247 Hedge Road BLD2020-02077 ADUR
0 062-092-080 1120 Madera Avenue BLD2020-02477 ADUR
0 071-222-030 8 Cheryl Place BLD2020-02547 ADUR
0 055-272-180 219 Hedge Road BLD2020-03388 ADUR
0 063-430-740 342 O'Connor Street BLD2021-00026 ADUR
0 071-412-140 641 College Avenue BLD2021-00318 ADUR
0 071-172-150 1745 Stanford Avenue BLD2021-00640 ADUR0
062-354-270 1911 Menalto Avenue BLD2021-00978 ADUR0
062-354-260 1909 Menalto Avenue BLD2021-00979 ADUR0
071-232-170 520 Hobart Street BLD2021-01183 ADUR
0 071-401-040 445 University Drive BLD2021-01353 ADUR
0 061-022-010 943 Timothy Lane BLD2021-01600 ADUR
0 062-341-300 303 Robin Way BLD2021-01689 ADUR
0 071-382-330 1290 Bay Laurel Drive BLD2021-01691 ADUR
0 071-180-360 501 Fanita Way BLD2021-02315 ADUR
0 062-303-160 611 Woodland Ave PLN2019-00020 SFDO
0 071-293-080 1010 Mallet Court PLN2019-00071 SFDO
0 14
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Resolution No. XXXX Page 4 of 33
Page G-3.9
Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 89 Current APN Street Address Project Name
+
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Restricted
Non Deed
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed Restricted
Above
ModerateIncome
Building Permits
Date Issued Building Permits
# of Units Issued
10 17 37 16 63 18 676 837
061-422-400 1550 El Camino Real0
062-272-760 269 Willow Road0
062-065-050 811 Bay Road0
071-433-140 135 El Camino Real0
055-440-010 1350 Willow Road Willow Village0
071-381-130 1205 Middle Avenue1 7/28/20221
074-260-600 1020 Siskiyou Drive1 2/10/20221
071-213-010 1080 Cotton Street1 1/6/20221
062-041-100 1037 Oakland Avenue1 2/1/20221
062-402-140 4 Manor Place1 7/21/20221
071-393-090 263 Princeton Road1 1/6/20221
055-331-180 341 Terminal Avenue1 1/24/20221
074-351-020 2240 Avy Avenue1 3/31/20221
071-051-100 1260 Hermosa Way1 4/7/20221
071-222-040 7 Cheryl Place1 1/21/20221
071-370-260 1 Maywood Lane1 8/24/20221
062-351-170 219 Laurel Avenue1 2/15/20221
071-123-080 1870 Oakdell Drive1 4/13/20221
071-394-110 275 Yale Road1 4/5/20221
071-202-050 1750 Bay Laurel Drive1 7/1/20221
062-404-220 411 Waverley Street1 3/21/20221
071-175-070 725 Evergreen Street1 7/14/20221
071-301-210 973 Roble Avenue1 7/21/20221
071-411-440 450 Blake Street1 7/18/20221
071-043-040 1221 Cotton Street1 8/16/20221
063-441-330 277 O'Connor Street1 9/1/20221
074-112-110 2171 Clayton Drive1 10/5/20221
071-331-030 671 Live Oak Avenue1 6/27/20221
071-241-030 755 Hermosa Way1 12/14/20221
071-231-270 740 Olive Street1 8/31/20221
071-180-730 491 Middle Court1 11/7/20221
071-113-100 905 Sherman Avenue1 10/25/20221
062-501-050 40 Gloria Circle1 12/9/20221
074-260-620 1000 Siskiyou Drive1 10/13/20221
071-133-010 775 Oak Knoll Drive1 11/23/20221
062-053-190 1020 Berkeley Avenue1 2/16/20221
071-214-070 916 Hermosa Way1 9/29/20221
062-271-410 237 Santa Margarita Avenue1 1/7/20221
062-332-350 675 Woodland Avenue1 7/22/20221
062-312-130 316 McKendry Drive1 5/5/20221
062-063-010 703 Bay Road1 1/6/20221
071-211-220 1555 Santa Cruz Avenue1 1/10/20221
071-431-100 836 Harvard Avenue1 1/21/20221
062-452-110 61 Willow Road1 3/14/20221
062-384-170 635 Central Avenue1 3/4/20221
071-223-050 1005 Windsor Drive1 9/27/20221
061-021-640 923 Theresa Court1 1/13/20221
071-111-210 1017 Louise Street1 5/23/20221
071-261-150 1131 Saxon Way1 6/16/20221
062-332-090 236 Lexington Drive1 10/19/2022
1 062-501-080 275 Gloria Circle1 5/25/20221
071-161-220 2 Wood Lane1 7/5/20221
071-180-840 1690 Oak Avenue1 8/30/20221
071-063-210 1360 Garden Lane1 6/13/20221
063-452-160 1435 Woodland Avenue1 8/17/20221
113-940-010 1965 Menalto Avenue1 9/6/20221
071-061-160 1125 San Mateo Drive1 5/27/20221
071-014-200 1355 Delfino Way1 5/23/20221
062-352-290 108 Laurel Avenue1 11/30/20221
071-014-080 1390 Delfino Way1 11/16/20221
071-221-120 5 Bolton Place1 11/14/20221
055-236-020 110 Constitution Drive Menlo Portal3 14 31 287 3/18/2022 335 055-242-140 141 Jefferson Drive Menlo Uptown7 23 31 380 4/4/2022 441 062-073-300 1105 Hollyburne Avenue1 3/8/20221
071-404-160 824 Partridge Avenue1 3/16/20221
062-272-760 269 Willow Road1 8/22/20221
071-413-120 661 Partridge Avenue11 5/5/20222
055-242-090 165 Jefferson Drive Menlo Flats0
062-215-030 323 Haight Street0
062-237-150 104 Haight Street0
062-092-040 1110 Madera Avenue0
063-441-470 313 O'Connor St0
071-214-060 930 Hermosa Way0
055-272-250 247 Hedge Road0
062-092-080 1120 Madera Avenue0
071-222-030 8 Cheryl Place0
055-272-180 219 Hedge Road0
063-430-740 342 O'Connor Street0
071-412-140 641 College Avenue0
071-172-150 1745 Stanford Avenue0
062-354-270 1911 Menalto Avenue0
062-354-260 1909 Menalto Avenue0
071-232-170 520 Hobart Street0
071-401-040 445 University Drive0
061-022-010 943 Timothy Lane0
062-341-300 303 Robin Way0
071-382-330 1290 Bay Laurel Drive0
071-180-360 501 Fanita Way0
062-303-160 611 Woodland Ave0
071-293-080 1010 Mallet Court0
7 Project Identifier Affordability by Household Incomes - Building Permits Resolution No. XXXX Page 5 of 33
Page G-3.10
Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 11 12
Current APN Street Address Project Name+
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Restricted
Non Deed
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed Restricted
Above
ModerateIncome
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
other forms of
Occupancy or
Certificates of
readiness
0 9090 7 4 29
061-422-400 1550 El Camino Real 0
062-272-760 269 Willow Road 0
062-065-050 811 Bay Road 0
071-433-140 135 El Camino Real 0
055-440-010 1350 Willow Road Willow Village 0
071-381-130 1205 Middle Avenue 0
074-260-600 1020 Siskiyou Drive 0
071-213-010 1080 Cotton Street 0
062-041-100 1037 Oakland Avenue 0
062-402-140 4 Manor Place 0
071-393-090 263 Princeton Road 0
055-331-180 341 Terminal Avenue 0
074-351-020 2240 Avy Avenue 0
071-051-100 1260 Hermosa Way 0
071-222-040 7 Cheryl Place 0
071-370-260 1 Maywood Lane 0
062-351-170 219 Laurel Avenue 0
071-123-080 1870 Oakdell Drive 1 10/28/2022 1
071-394-110 275 Yale Road 1 9/28/2022 1
071-202-050 1750 Bay Laurel Drive 0
062-404-220 411 Waverley Street 0
071-175-070 725 Evergreen Street 0
071-301-210 973 Roble Avenue 0
071-411-440 450 Blake Street 0
071-043-040 1221 Cotton Street 0
063-441-330 277 O'Connor Street 0
074-112-110 2171 Clayton Drive 0
071-331-030 671 Live Oak Avenue 0
071-241-030 755 Hermosa Way 0
071-231-270 740 Olive Street 0
071-180-730 491 Middle Court 0
071-113-100 905 Sherman Avenue 0
062-501-050 40 Gloria Circle 0
074-260-620 1000 Siskiyou Drive 0
071-133-010 775 Oak Knoll Drive 0
062-053-190 1020 Berkeley Avenue 1 3/3/2022 1
071-214-070 916 Hermosa Way 0
062-271-410 237 Santa Margarita Avenue 0
062-332-350 675 Woodland Avenue 0
062-312-130 316 McKendry Drive 0
062-063-010 703 Bay Road 1 12/6/2022 1
071-211-220 1555 Santa Cruz Avenue 1 9/13/2022 1
071-431-100 836 Harvard Avenue 0
062-452-110 61 Willow Road 1 11/14/2022 1
062-384-170 635 Central Avenue 0
071-223-050 1005 Windsor Drive 0
061-021-640 923 Theresa Court 0
071-111-210 1017 Louise Street 0
071-261-150 1131 Saxon Way 0
062-332-090 236 Lexington Drive 0
062-501-080 275 Gloria Circle 0
071-161-220 2 Wood Lane 0
071-180-840 1690 Oak Avenue 0
071-063-210 1360 Garden Lane 0
063-452-160 1435 Woodland Avenue 0
113-940-010 1965 Menalto Avenue 1 12/12/2022 1
071-061-160 1125 San Mateo Drive 0
071-014-200 1355 Delfino Way 0
062-352-290 108 Laurel Avenue 0
071-014-080 1390 Delfino Way 0
071-221-120 5 Bolton Place 0
055-236-020 110 Constitution Drive Menlo Portal 0
055-242-140 141 Jefferson Drive Menlo Uptown 0
062-073-300 1105 Hollyburne Avenue 0
071-404-160 824 Partridge Avenue 0
062-272-760 269 Willow Road 0
071-413-120 661 Partridge Avenue 0
055-242-090 165 Jefferson Drive Menlo Flats 0
062-215-030 323 Haight Street 1 10/4/2022 1
062-237-150 104 Haight Street 1 8/4/2022 1
062-092-040 1110 Madera Avenue 1 3/20/2022 1
063-441-470 313 O'Connor St 1 10/17/2022 1
071-214-060 930 Hermosa Way 1 7/11/2022 1
055-272-250 247 Hedge Road 1 6/15/2022 1
062-092-080 1120 Madera Avenue 1 4/26/2022 1
071-222-030 8 Cheryl Place 1 1/13/2022 1
055-272-180 219 Hedge Road 1 6/9/2022 1
063-430-740 342 O'Connor Street 1 6/28/2022 1
071-412-140 641 College Avenue 1 3/31/2022 1
071-172-150 1745 Stanford Avenue 1 4/19/2022 1
062-354-270 1911 Menalto Avenue 1 6/2/2022 1
062-354-260 1909 Menalto Avenue 1 5/10/2022 1
071-232-170 520 Hobart Street 1 10/6/2022 1
071-401-040 445 University Drive 1 1/12/2022 1
061-022-010 943 Timothy Lane 1 3/23/2022 1
062-341-300 303 Robin Way 1 6/24/2022 1
071-382-330 1290 Bay Laurel Drive 1 6/24/2022 1
071-180-360 501 Fanita Way 1 3/1/2022 1
062-303-160 611 Woodland Ave 1 8/4/2022 1
071-293-080 1010 Mallet Court 1 2/14/2022 1
Affordability by Household Incomes - Certificates of Occupancy 10 Project Identifier
Resolution No. XXXX Page 6 of 33
Page G-3.11
Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction
13 14 15 16 17 18 19 20 21 22 23 24
Current APN Street Address Project Name
+
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N
+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
locality determined the units
restrictions, explain how the
financial assistance or deed
For units affordable without
were affordable
(see instructions)
(if affordable in perpetuity
Deed Restriction (years)
Term of Affordability or
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
or Other Modifications
Concessions, Waivers,
Given to the Project
Waivers or Parking
(Excluding Parking
Reductions)
List the incentives,
modifications
waivers, and
concessions,
Waivers or Parking
(Excluding Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
82 0 00
071-381-130 1205 Middle Avenue 0 N
055-440-010 1350 Willow Road Willow Village 82 N INC 55 071-433-140 135 El Camino Real N
062-065-050 811 Bay Road N
062-272-760 269 Willow Road N
061-422-400 1550 El Camino Real N INC 55
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
074-260-600 1020 Siskiyou Drive 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-213-010 1080 Cotton Street 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-041-100 1037 Oakland Avenue 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-402-140 4 Manor Place 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-393-090 263 Princeton Road 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
055-331-180 341 Terminal Avenue 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
074-351-020 2240 Avy Avenue 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-051-100 1260 Hermosa Way 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-222-040 7 Cheryl Place 0 N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-370-260 1 Maywood Lane 0 N
Second Unit (SU) affordability is
consistent with the Housing
El
ement assumptions and based
on a survey of San Mateo County
jurisdictions.
062-351-170 219 Laurel Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-123-080 1870 Oakdell Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-394-110 275 Yale Road0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-202-050 1750 Bay Laurel Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-404-220 411 Waverley Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-175-070 725 Evergreen Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-301-210 973 Roble Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-411-440 450 Blake Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-043-040 1221 Cotton Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
063-441-330 277 O'Connor Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
074-112-110 2171 Clayton Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-331-030 671 Live Oak Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-241-030 755 Hermosa Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-231-270 740 Olive Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-180-730 491 Middle Court0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-113-100 905 Sherman Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-501-050 40 Gloria Circle0N
Second Unit (SU) affordability is consistent with the Housing on a survey of San Mateo County
Element assumptions and based
jurisdictions.
074-260-620 1000 Siskiyou Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-133-010 775 Oak Knoll Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-053-190 1020 Berkeley Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-214-070 916 Hermosa Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-271-410 237 Santa Margarita Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-332-350 675 Woodland Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-312-130 316 McKendry Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-063-010 703 Bay Road0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-211-220 1555 Santa Cruz Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-431-100 836 Harvard Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-452-110 61 Willow Road0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-384-170 635 Central Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-223-050 1005 Windsor Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.

Housing with Financial Assistance
and/or Deed Restrictions Demolished/Destroyed Units Density Bonus Project Identifier Resolution No. XXXX Page 7 of 33
Page G-3.12
061-021-640 923 Theresa Court
0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-111-210 1017 Louise Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-261-150 1131 Saxon Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-332-090 236 Lexington Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-501-080 275 Gloria Circle0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-161-220 2 Wood Lane0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-180-840 1690 Oak Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-063-210 1360 Garden Lane0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
063-452-160 1435 Woodland Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
113-940-010 1965 Menalto Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-061-160 1125 San Mateo Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-014-200 1355 Delfino Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-352-290 108 Laurel Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-014-080 1390 Delfino Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-221-120 5 Bolton Place0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
055-236-020 110 Constitution Drive Menlo Portal0N INC 55 4.7%1 Modification
Standards
Development
Yes
055-242-140 141 Jefferson Drive Menlo Uptown0N INC 55
062-073-300 1105 Hollyburne Avenue0N
071-404-160 824 Partridge Avenue0N
062-272-760 269 Willow Road0N
071-413-120 661 Partridge Avenue0N INC 1000
055-242-090 165 Jefferson Drive Menlo Flats0N INC 55
062-215-030 323 Haight Street0N
Second Unit (SU) affordability is
consistent with the Housing
El
ement assumptions and based
on a survey of San Mateo County
jurisdictions.
062-237-150 104 Haight Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-092-040 1110 Madera Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
063-441-470 313 O'Connor St0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-214-060 930 Hermosa Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
055-272-250 247 Hedge Road0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-092-080 1120 Madera Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-222-030 8 Cheryl Place0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
055-272-180 219 Hedge Road0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
063-430-740 342 O'Connor Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-412-140 641 College Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-172-150 1745 Stanford Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-354-270 1911 Menalto Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-354-260 1909 Menalto Avenue0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-232-170 520 Hobart Street0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-401-040 445 University Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
061-022-010 943 Timothy Lane0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-341-300 303 Robin Way0N
Second Unit (SU) affordability is consistent with the Housing on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-382-330 1290 Bay Laurel Drive0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
071-180-360 501 Fanita Way0N
Second Unit (SU) affordability is
consistent with the Housing
on a survey of San Mateo County
Element assumptions and based
jurisdictions.
062-303-160 611 Woodland Ave0N
071-293-080 1010 Mallet Court0N
Resolution No. XXXX Page 8 of 33
Page G-3.13
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2022 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 1 Projection Period 34
RHNA Allocation by
Income Level 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Units to Date (all years) Total Remaining RHNA by Income Level Deed Restricted - 84 42 - - - - 58 10 -
Non-Deed Restricted - 1 3 8 9 1 - 11 17 -
Deed Restricted - 20 - 2 1 14 13 - 37 -
Non-Deed Restricted - 2 4 4 5 2 13 11 16 -
Deed Restricted - - - - 2 6 - - 63 -
Non-Deed Restricted - - - 1 1 1 - 11 18 -
Above Moderate 150 - 712 17 20 26 172 230 5 676 - 1,858 - 655
- 819 66 35 44 196 256 96 837 - 2,349 40
5 67
Extremely low-Income
Need 2015 2016 2017 2018 2019 2020 2021 2022 2023 Total Units to Date Total Units Remaining 117 7 - - - - - - - - 7 110
40 244
This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. 103
Moderate
233 129 143
Please contact HCD if your data is different than the material supplied here 144
2 Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
-
-
Total RHNA
Total Units
Income Level
Very LowLowExtremely Low-Income Units*
Progress toward extremely low-income housing need, as determined pursuant to Government Code 65583(a)(1).

Resolution No. XXXX Page 9 of 33
Page G-3.14
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Year 2022 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Date of Rezone Rezone Type
2 4 5 6 7 9 10 11
APN Street Address Project Name+
Local
Jurisdiction
Tracking ID+
Date of Rezone Very Low- Income Low-Income Moderate-Income Above Moderate- Income Rezone Type Parcel Size (Acres) General Plan Designation Zoning Minimum Density Allowed Maximum Density Allowed Realistic Capacity Vacant/Nonvacant Description of Existing Uses Note: "+" indicates an optional fieldCells in grey contain auto-calculation formulas Summary Row: Start Data Entry Below
3 8
Project Identifier RHNA Shortfall by Household Income Category Sites Description 1 Sites Identified or Rezoned to Accommodate Shortfall Housing Need and No Net-Loss Law Table C
Resolution No. XXXX Page 10 of 33
Page G-3.15
Jurisdiction Menlo Park
Reporting Year 2022 (Jan. 1 - Dec. 31)
123 4
Name of Program Objective Timeframe in H.E Status of Program Implementation H1.A Establish City Staff Work Priorities for Implementing Housing Element Programs Establish staff priorities for implementing Housing Element Programs Annually This was completed annually as part of the City Council's work plan process, taking into consideration the yearly Housing Element review.

H1.B Review the Housing Element Annually
Review and monitor Housing Element implementation; conduct public review with the Housing Commission, Planning Commission and City Council, and submit Annual Report to HCD Annually
Annual review for the 2021 calendar year was accepted by the City Council on March 22, 2022 and submitted to HCD. Using forms provided by HCD, the 2022 annual review was completed by staff between January and February 2023, and public reviews were conducted by the Housing Commission, Planning Commission, and City Council in February and March 2023.

H1.C Publicize Fair Housing Laws and Respond to Discrimination Complaints Obtain and distribute materials (see Program H1.D) Ongoing Materials are available at Menlo Park City Hall and on the City's website. In 2022, fair housing and legal services referrals were provided by phone, email, and through in-person appointments to Project Sentinel, Community Legal Services of East Palo Alto, Legal Aid Society of San Mateo County, and the San Mateo County Department of Housing. Fair housing and legal services information was updated and available on the City website. A total of six complaints were filed and resolved in Menlo Park between 2013 and 2020, which is the time range of information available from the federal Office of Fair Housing and Equal Opportunity. A total of two complaints were filed and resolved in Menlo Park through the California Department of Fair Employment and Housing between 2018 and 2022.

Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.

Table D
Program Implementation Status pursuant to GC Section 65583

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Resolution No. XXXX Page 11 of 33
Page G-3.16
H1.D Provide Information
on Housing Programs
Obtain and distribute materials at public locations; conduct staff training Annually In addition to the materials hosted on the City's website, staff provided assistance to community members via phone, email, and in person as requested. Materials were available at Menlo Park City Hall. In 2022, the Housing Commission conducted nine public meetings virtually as a result of the COVID-19 pandemic and transitioned to a hybrid meeting format to provide additional formats for public engagement for the final two meetings of 2022. In 2022, as part of the 2023-2031 Housing Element Update, City staff generated and distributed flyers with housing resources in both English and Spanish. The flyers were made available at Housing Element Update events, City Hall, and the Project Galleries for the Housing Element Update at the Main Library and the Belle Haven Branch Library.

H1.E Undertake Community Outreach When Implementing Housing Element Programs Conduct community outreach and distribute materials (see Programs H1.C and 1H.D) Consistent with program timelines
In 2022, housing-related materials and information were primarily available on the City's website and by request at City Hall. Agendas and notices are also posted on the City's website and at City Hall. The public may opt-in to an email subscription to receive Housing Commission agendas and general updates. Housing Commission meetings are conducted monthly. In 2022, the Housing Commission conducted nine public meetings. Additional public outreach is conducted based on program type. The Housing Commission’s most recent annual work plan was approved by City Council on January 24, 2023.In 2022, as part of the 2023-2031 Housing Element Update, the City continued to conduct extensive community outreach in the development of Housing Element policies and programs (e.g., public meetings, pop-up events, focus groups, interviews, citywide mailers and surveys, and door-to-door outreach). The City partnered with local non-profits to extend outreach and engagement, particularly to groups that traditionally have been less involved and represented in local planning.

Resolution No. XXXX Page 12 of 33
Page G-3.17
H1.F Work with the San
Mateo County Department of Housing
Coordinate with County efforts to maintain and support affordable housing Ongoing
Continued participation and coordination has occurred as part of the countywide 21 Elements organization. Working with the County Department of Housing and other jurisdictions on housing-related topics, such as accessory dwelling units, and coordination in implementing Housing Element programs and developing the updated 6th Cycle Housing Element.

H1.G Adopt an AntiDiscrimination Ordinance
Undertake Municipal Code amendment and ensure effective implementation of anti-discrimination policies and enforcement as needed 2016 Complete. On August 6, 2018, the City Council approved an anti-discrimination ordinance.

H1.H Utilize the City’s Below Market Rate (BMR) Housing Fund Accumulate and distribute funds for housing affordable to extremely low, very low, low and moderate income households Ongoing
In May 2021, the City Council authorized $1.2 million from the BMR housing fund to support Habitat for Humanity Greater San Francisco’s proposal to create a Homeownership Preservation Program. The program will assist low income homeowners in Menlo Park with major repairs and rehabs that address acute safety issues and enable homeowners to age in place and remain in the community they have been a part of for many years. In December 2022, staff released a NOFA with an amount of $1.5 million to $2 million and received three proposals, which are being reviewed by City staff and anticipated for Housing Commission review in the first half of 2023.

Resolution No. XXXX Page 13 of 33
Page G-3.18
H1.I Work with Non-Profits
on Housing
Maintain a working relationship with nonprofit housing sponsors Ongoing The Council approved the establishment of a community housing fund in 2019, originally known as the Tenant Assistance Program (TAP), administered by a local nonprofit, Samaritan House San Mateo. Samaritan House, with support from the City, has continued to offer financial assistance to lower income tenants experiencing hardships and/or potential displacement. In October 2021, the City Council approved $250,000 in American Rescue Plan funds to increase funding for the program, which was renamed from TAP to the Housing Assistance Program. In March 2022, the City disbursed $250,000 in additional funding for the program. In addition to the remaining $4,000 of the $100,000 of initial funding, Samaritan House distributed a total of approximately $25,237 of the program’s additional $250,000 funding allocation in 2022, which assisted 8 households comprised of 19 individuals in remaining stably housed while experiencing financial hardship and economic instability.Separately, during the development of the 2023-2031 6th Cycle Housing Element update, City staff met with affordable housing developers, housing service providers, organizations advocating for affordable housing opportunities for people with disabilities, and other organizations, and incorporated feedback and recommendations into the development of the 2023-2031 6th Cycle Housing Element. In addition, the City partnered with Climate Resilient Communities (CRC) to assist in community engagement and outreach efforts in the historically underserved Belle Haven neighborhood and citywide as part of the 6th Cycle Housing Element update process.Simultaneous with the 6th Cycle Housing Element update and throughout 2022, the City has been coordinating with MidPen Housing to support a 62-unit affordable housing development on approximately two acres of the Menlo Park Veterans Affairs (VA) Medical Center campus at 795 Willow Road. The site is included as Housing Opportunity Site #64 in the 6th Cycle Housing Element.

Resolution No. XXXX Page 14 of 33
Page G-3.19
H1.J Update the Housing
Element
Assure consistency with SB 375 and Housing Element law 2023 Completed. The City Council adopted the 2015-2023 5th Cycle Housing Element on April 1, 2014, and it was certified by HCD on April 16, 2014. More recently, after approximately 19 months of outreach efforts, public meetings, and communications with HCD staff, the City Council adopted the 2023-2031 6th Cycle Housing Element on January 31, 2023, and it was submitted to HCD for certification on February 8, 2023.

H1.K Address Rent Conflicts Resolve rent conflicts as they arise Ongoing In November 2019, the City Council passed an urgency ordinance to enact state law AB 1482 locally prior to the January 1, 2020 effective date, enacting rent increase and just cause protections. In 2022, the City has continued to be an informational resource for local tenants unfamiliar with new state laws. Informative material is available on the City's website, including contact information for free legal services.

H1.L Update Priority Procedures for Providing Water Service to Affordable Housing Developments Comply with Government Code Section 65589.7
2015 and 2020 (as part of Urban Water Management Plan updates) Complete. This program was finalized in February 2014 through City Council resolution number 6187, which grants priority for water service allocations to proposed housing developments with units affordable to lower income households in the Menlo Park Municipal Water District service area. In the first half of 2023, the City anticipates adoption of an updated resolution for priority water service for affordable housing developments.

H1.M Lobby for Changes to State Housing Element Requirements Work with other San Mateo County jurisdictions and lobby for modifications to Housing Element law (coordinate with Program H1.B) Ongoing
The City continues to participate in the 21 Elements organization to review, discuss, analyze, collaborate, and provide comment on various housing and planning-related legislation for San Mateo County jursidictions.

H2.A Adopt Ordinance for “At Risk” Units Protect existing affordable housing 2016 There are no "at risk" subsidized affordable units in Menlo Park at the current time. "At risk" units are those that appear to be in danger of conversion from subsidized housing units to market rents. In 2021, the City did exercise its right to purchase two BMR ownership units. The City's purchase preserves the units and allows the City to identify and sell the unit to a new BMR buyer. Throughout 2022, the City progressed the purchase and made initial steps towards an upcoming sale in 2023.

Resolution No. XXXX Page 15 of 33
Page G-3.20
H2.B Promote Energy
Efficient/Renewable Programs
50 or more homes and businesses participating in a program Establish policy and programs by 2017; Participation rate by 2022 An estimated 98% of residents and businesses are served by Peninsula Clean Energy (PCE) that provides greenhouse gas free (fossil fuel free) electricity to homes and businesses in Menlo Park. Menlo Park continues to participate and promote regional energy efficiency/renewable energy regional programs, such as the Bay Area Regional Energy Network (BayREN). The city also requires all new buildings to be all-electric with no to little natural gas (fossil fuel) usage to capitalize on PCE’s clean electricity offerings and support the City in meeting its 2030 Climate Action Plan goal to be carbon neutral by 2030.

H2.C Amend the Zoning Ordinance to Protect Existing Housing Protect existing rental housing as part of infill implementation and other Zoning Ordinance changes Consider as part of the City’s General Plan Update (2014-2017) The zoning ordinance efforts during the ConnectMenlo general plan update process focused on the creation of new housing in an area that previously did not allow residential uses. Staff recognizes that potential ordinance changes to limit the loss of residential units or the conversion of units can be strategies to maintain the City's housing stock. This is an ongoing item staff will evaluate along with other housing priorities.Recent State laws such as the Housing Crisis Act of 2019 (SB 330) and the Housing Accountability Act are adhered to by the City to protect and support housing development. Throughout 2022, the City also studied as part of the 6th Cycle Housing Element Update other amendments to the Zoning Ordinance to protect existing housing and address residential displacement impacts (Program H2.B).

H2.D Assist in Implementing Housing Rehabilitation Programs Apply to the County for CDBG funds to provide loans to rehabilitate very low and low income housing (20 loans from 2015-2023) 2015-2023
The County has temporarily stopped administering the CDBG rehabilitation loan program, except in emergency situations. The City continues to service existing loans in the portfolio.

H3.A Zone for Emergency Shelter for the Homeless Amend the Zoning Ordinance 2014; concurrent with RHNA 5 Housing Element Update
Complete. An ordinance was adopted in April 2014 that identifies the location of an overlay to allow an emergency shelter for the homeless as a use by right and includes standards consistent with State law as established in SB2.

H3.B Zone for Transitional and Supportive Housing Amend the Zoning Ordinance 2014; concurrent with RHNA 5 Housing Element Update
Complete. An ordinance was adopted in April 2014 to update the definitions of transitional and supportive housing to be consistent with State law and adds transitional, supportive housing and small (6 or fewer) residential care facilities as part of the definition of a “dwelling” in the Zoning Ordinance so these uses are treated the same way as other residential uses as required by State law under SB2.

Resolution No. XXXX Page 16 of 33
Page G-3.21
H3.C Adopt Procedures for
Reasonable Accommodation
Amend the Zoning Ordinance and/or modify administrative procedures; create public handout 2014; concurrent with RHNA 5 Housing Element Update
Complete. An ordinance was adopted in April 2014 to establish procedures, criteria and findings for enabling individuals with disabilities to make improvements and overcome barriers to housing.

H3.D Encourage Rental Housing Assistance Programs
Provide assistance at current Section 8 funding levels to assist 220 extremely low and very low-income households per year (assumes continued funding of program) 2015-2023
There were approximately 240 housing vouchers issued for incorporated Menlo Park in 2022, which assist a total of 406 individuals. Of the total, 192 households include elderly or disabled persons and 49 are households with children. This information is supplied to the City by the County of San Mateo's Department of Housing.

H3.E Investigate Possible Multi-Jurisdictional Emergency Shelter Coordinate in the construction of homeless facility (if determined feasible) Longer term program as the opportunity arises
There are no plans for a specific facility in Menlo Park at this time, however, in 2022, San Mateo County initiated the Working Together to End Homelessness initiative. In 2022, the County broke ground on a new 240-bed navigation center in nearby Redwood City. The project will offer temporary housing as well as services for the unhoused. The City continues to collaborate with other jurisdictions to house people experiencing homelessness, including the Project Homekey program and multi-jurisdictional navigational centers.

H3.F Assist in Providing Housing for Persons Living with Disabilities Provide housing and services for disabled persons Ongoing Continued participation and coordination has occurred as part of the countywide 21 Elements organization and with the County Department of Housing and other jurisdictions on housing-related topics such as reasonable accommodation, visitability, and other relevant topics. Participation in the County's Home For All initiative has continued and aims to identify housing needs for all sectors of the community. The City also supports the activities of local non-profit housing providers, such as HIP Housing, whom provide services for disabled persons.

H3.G Develop Incentives for Special Needs Housing
Amend the Zoning Ordinance to provide opportunities for housing and adequate support services for seniors and people living with disabilities Consider as part of the City’s General Plan Update (2014-2017) Complete. The City's Affordable Housing Overlay (AHO), which was established in 2013, was applied to a 90-unit affordable, senior housing development. Along with financial incentives, the AHO provides density bonuses and a parking reduction for senior housing.

Resolution No. XXXX Page 17 of 33
Page G-3.22
H3.H Continue Support for
Countywide Homeless Programs
Support housing and services for the homeless and at-risk persons and families Ongoing
In 2022, the City focused on identifying policies and programs to meet the needs of people who are experiencing homelessness. New programs prepared as part of the 6th Cycle Housing Element include H3.G, which includes a range of revisions to the City's code such as explicitly allowing transitional and supportive housing in all residential zones, allowing group homes in all residential zones, allowing for low barrier navigation centers in mixed use and non-residential districts, and providing multilingual information on housing programs to extend the reach of helpful information to assist in securing housing.City staff participate in monthly meetings with LifeMoves Homeless Outreach Team, where various city officials meet with outreach services to discuss cases of housed individuals and joint-response strategies. City staff work closely with community based organizations and the San Mateo County Human Services Agency to coordinate outreach and referral services, with the goal of ending homelessness in Menlo Park.

H3.I Work with the Department of Veterans Affairs on Homeless Issues Coordination in addressing the needs of the homeless 2014; ongoing thereafter The Veteran Affairs Medical Center in Menlo Park awarded a project proposal to local non-profit housing developer, MidPen Housing. On November 15, 2022 MidPen Housing submitted a study session application for a 62-unit development designed for veterans who are homeless or at risk of immiment homelessness. The project is being reviewed by City staff and is anticipated to be discussed by the Planning Commission in the first quarter of 2023.

H4.A Modify R-2 Zoning to Maximize Unit Potential
Amend the Zoning Ordinance to minimize underutilization of R-2 development potential Consider as part of the City’s General Plan Update (2014-2017) Staff plan to revisit modifications to the R-2 in the future and assess the utilization of the allowed density for this zoning district.

H4.B Implement Inclusionary Housing Regulations
Implement requirements to assist in providing housing affordable to extremely low, very low, low and moderate income households in Menlo Park Ongoing
In March 2022, the City adopted updates to the Below Market Rate housing Program Guidelines, including changes to the purchase and rental interest list eligibility criteria and general programming-related descriptions. The updates support increasing the housing supply for households that have extremely low, very low, low and moderate incomes compared to the median income for San Mateo County.

H4.C Modify BMR Guidelines
Amend the Zoning Ordinance to require affordable units in market rate developments 2015
As described above, In March 2022, the City adopted updates to the Below Market Rate housing Program Guidelines, including changes to the purchase and rental interest list eligibility criteria and general programming-related descriptions. The updates support increasing the housing supply for households that have extremely low, very low, low and moderate incomes compared to the median income for San Mateo County.

Resolution No. XXXX Page 18 of 33
Page G-3.23
H4.D Update the BMR Fee
Nexus Study
Update to fees consistent with the nexus of potential impacts on affordable housing need 2015
The City participated in the 21 Elements BMR nexus fee study in 2016 and 2017. There were no changes made to housing impacts fees as a result of the study. In 2020, BAE Urban Economics, Inc. completed its study known as the Inclusionary Housing Feasibility Analysis. As a result of the COVID-19 pandemic and changing economic conditions, staff will be re-evaluating recommended updates from both the nexus fee study and inclusionary housing feasibility analysis. Throughout 2022, as part of the 2023-2031 Housing Element Update, the City continued to assess the BMR Fee Nexus Study. The City will continue to assess this Study as part of the 6th Cycle Housing Element.

H4.E Modify Second Dwelling Unit Development Standards and Permit Process Achieve Housing Element target for new second units (40 new secondary dwelling units between 2015-2023, with 5 per year) — 18 very low, 18 low and 4 moderate income second units. 2014; ongoing thereafter
In 2022, 56 building permits were issued for new accessory dwelling units (ADUs).The number of new ADUs for the 2022 calendar year exceeded the total target of 40 units for the 2015-2023 planning period.

H4.F Establish a Process and Standards to Allow the Conversion of Accessory Buildings and Structures to a Secondary Dwelling Unit Adopt procedures and requirements to allow conversion of accessory structures and buildings (15 new secondary dwelling units — 6 very low income, 6 low income and 3 moderate income units) 2014; review the effectiveness of the ordinance in 2015 Given changes in state law effective January 1, 2020, an urgency ordinance was passed by City Council on February 25, 2020 to ensure the City's ordinance complies with state law. As permitted by the City's zoning ordinance, conversion may include complete demolition of the existing accessory building and reconstruction of an ADU in the same footprint.

H4.G Implement First-Time Homebuyer Program Provide referrals 2015-2023 The City is referring first time homebuyers to HEART of San Mateo County for down payment assistance since BMR funds are no longer available for this program. Information is available on the City's Housing webpage per Housing Programs H1.C and H1.D. The City continues to maintain a BMR ownership interest list for other potential BMR unit sale and resale opportunities as they occur.

H4.H Work with NonProfits and Property Owners on Housing Opportunity Sites Identify incentives and procedures to facilitate development of housing affordable to extremely low, very low, low and moderate income households on higher density housing sites Ongoing
Throughout 2022, the City has been coordinating with MidPen Housing to support a 62-unit affordable housing development on approximately two acres of the Menlo Park Veterans Affairs (VA) Medical Center campus at 795 Willow Road. The site is included as Housing Opportunity Site #64 in the 6th Cycle Housing Element.The City will continue to identify partnership opportunities that further the development of affordable units in Menlo Park.

Resolution No. XXXX Page 19 of 33
Page G-3.24
H4.I Create Multi-Family
and Residential Mixed Use Design Guidelines
Adopt design guidelines for multi-family and mixed use housing developments Consider as part of the City’s General Plan Update (2014-2017) As part of the General Plan and M-2 Area Zoning Update in 2016, the City Council adopted the new R-MU (Residential Mixed Use) zoning district. The zoning district includes design standards, which include a number of provisions addressing building modulation, height variation, site design, and open space requirements.

H4.J Consider Surplus CityOwned Land for Housing Identify opportunities for housing as they arise Consider as part of the City’s General Plan Update (2014-2017) Throughout 2022, as part of the 2023-2031 Housing Element Update, redevelopment of City-owned parking lots for affordable housing in the downtown area was discussed in public meetings facilitated by City staff and ultimately adopted as Program H4.G for the 2023-2031 planning period. Program H4.G describes a City-led process to promote housing development on underutilized City-owned parking lots in downtown. For any City-owned surplus lands identified, the City will adhere to procedures consistent with the Surplus Lands Act to provide affordable housing developers a first right of refusal (AB 1486).

H4.K Work with the Fire District
Undertake local amendments to the State Fire Code and approve City Council Resolution ratifying the Fire District’s local amendments 2014 (in progress)
The Menlo Park Fire Protection District (MPFPD) adopted an ordinance amending the 2022 California Fire Code on November 15, 2022. The ordinance includes greater requirements for built-in automatic fire sprinkler protection systems in buildings, adds fire alarm maintenance requirements, and sets minimum fire-flow requirements for buildings, among other amendments. The City Council approved a resolution ratifying the MPFPD amendments on December 6, 2022.

H4.L Coordinate with School Districts to Link Housing with School District Planning Activities Coordinate and consider school districts long-range planning, resources and capacity in planning for housing Ongoing with Housing Element program implementation.Consider as part of the City's General Plan Update (2014-2017) Throughout 2022, as part of the 2023-2031 Housing Element Update, the City engaged with school districts in outreach efforts (e.g., focus groups) to collect feedback on how to improve linkages between housing and school district planning activities. A fiscal impact analysis was commissoned by the City to provide analysis and findings related to the fiscal impacts that construction of units in the Housing Element would have on the school districts that serve Menlo Park. Further, Housing Opportunity Site #38 (former Flood School Site) is a vacant site in Menlo Park that the City included in the Housing Element to acknowledge a potential future affordable housing development.

H4.M Review the Subdivision Ordinance
Modify the Subdivision Ordinance as needed
Consider as part of the City's General Plan Update (2014-2017) No activity to date.

Resolution No. XXXX Page 20 of 33
Page G-3.25
H4.N Create Opportunities
for Mixed Use Development
Conduct study and establish regulations to allow housing in commercial zones Consider as part of the City's General Plan Update (2014-2017) As part of the General Plan and M-2 Area Update approval in December 2016, the Council adopted zoning amendments to the C-2-B zoning district to allow residential uses to create mixed-use opportunities in key areas along the Willow Road Corridor and created the R-MU zoning district. A number of properties that were previously zoned for commercial and industrial uses were rezoned with the new zoning district to create opportunities for higher density housing and mixed use developments. Consideration of the amended C-2-B and the new R-MU zoning districts will continue on an as-needed basis.

H4.O Review Transportation Impact Analysis Guidelines
Modify Transportation Impact Analysis (TIA) guidelines
Consider as part of the City's General Plan Update (2014-2017) In December 2016, the City Council adopted a new Circulation Element, recognizing that work on the Transportation Master Plan (TMP) was a high priority. A consultant team was hired in 2017 to lead the TMP effort and an 11-member Cityled Oversight and Outreach Committee (OOC) was formed to help guide the process. In 2019, the City Council added an update of the Transportation Impact Analysis (TIA) Guidelines to their work plan. In early 2020, the City Council provided feedback on the approach to modify the TIA guidelines. An updated version of the TIA Guidelines was adopted by City Council on June 16, 2020. On January 11, 2022, the City Council updated the TIA Guidelines to reflect the latest vehicle miles traveled thresholds.

H4.P Update Parking Stall and Driveway Design Guidelines Modify Parking Stall and Driveway Design Guidelines 2014 In 2017, the City began a preliminary review of the parking stall and driveway design guidelines. Review of these guidelines is still underway.

H4.Q Achieve Long-Term Viability of Affordable Housing
Establish project management and other ongoing project coordination needs As developments are proposed and ongoing thereafter
HouseKeys is the program administrator for Menlo Park's BMR housing program.

HouseKeys, a registered non-profit organization, provides home ownership, rental and finance programs on behalf of multiple Bay Area municipalities. As the BMR housing administrator for Menlo Park, HouseKeys assists in providing housing opportunities to income eligible households. HouseKeys provides a web-based software platform created to help eligible households manage program guidelines, find housing opportunities, and navigate the application process.

Resolution No. XXXX Page 21 of 33
Page G-3.26
H4.R Modify Overnight
Parking Requirements to include the R-4-S Zoning District Modify Section 11.24.050 [Night Parking Prohibited] of the Municipal Code as needed 2014
In October 2015, the City Council approved the removal of on-street parking along the north side of Haven Avenue as part of the Haven Avenue Streetscape Project. Two parcels along Haven Avenue that were identified as housing opportunity sites in the Housing Element were redeveloped with 540 multi-family residential units. The objective of the Haven Avenue Streetscape Project is to provide a direct connection for bicyclists and pedestrians between the Bay Trail and the City of Redwood City's bikeway and sidewalk network by constructing sidewalks and bicycle facilities along Haven Avenue. The removal of on-street parking is helping facilitate the enhanced multi-modal improvements along this corridor. Bike lanes along a portion of Haven Avenue have been installed. The City is working with Caltrans to complete the remaining portion by 2023.

H4.S Explore Creation of a Transportation Management Association Explore creation of a Transportation Management Association Consider as part of the City's General Plan Update (2014-2017) In April 2019, the City released a joint request for proposals (RFP) with the City of Foster City to solicit bids from prospective firms to assist with Transportation Management Association (TMA) feasibility studies. Two independent contracts were awarded to Steer Group to conduct the studies, with the City of Menlo Park awarding Steer Group’s contract in July 2019. The initial phase of work included data collection and analysis, along with stakeholder outreach and surveying. A progress report was presented to the City Council on February 25, 2020. On July 16, 2020, an options analysis was presented to the City Council and direction was given to further investigate the citywide and sub-regional TMA options. Although the original completion date of the feasibility study was July 2020, it was extended to account for the COVID-19 pandemic changing commute patterns, along with the operational start of a sub-regional TMA, Manzanita Transit, in November 2020. Due to the unknowns from the COVID-19 pandemic and the start of Manzanita Transit, the study pivoted from pursuing the creation of a new TMA to leveraging existing resources and organizations such as Commute.org and Manzanita Transit. Accounting for these latest regional updates, Steer Group conducted a detailed analysis on the two options to identify how to structure a potential TMA. A draft Final Report was shared with the City Council and the Complete Streets Commission in April 2021 to garner feedback. The Final Report and recommendation was approved by City Council in October 2021, with the goal of accomplishing short and long term report recommendations over the next few years. One of the short-term recommendations was achieved in January 2022, when the City Council approved a resolution formalizing the City’s membership into Commute.org.

Resolution No. XXXX Page 22 of 33
Page G-3.27
H4.T Explore Pedestrian
and Bicycle Improvements
Coordinate with Redwood City on potential pedestrian and bicycle improvements Consider as part of the City's General Plan Update (2014-2017) In November 2020, the City adopted the Transportation Master Plan that now serves as an update to the City’s previous Sidewalk Master Plan and Comprehensive Bicycle Development Plan. In 2022, the City completed new pedestrian facilities on Sharon Road as part of the plan implementation.

Resolution No. XXXX Page 23 of 33
Page G-3.28
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Period 2022 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Description of Commercial
Development Bonus
Commercial Development Bonus
Date Approved
34 APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Very Low Income Low Income Moderate Income Above Moderate Income Description of Commercial Development Bonus Commercial Development Bonus Date Approved Summary Row: Start Data Entry Below
Units Constructed as Part of Agreement
Commercial Development Bonus Approved pursuant to GC Section 65915.7 Table E
Note: "+" indicates an optional field
Project Identifier
1 2
Cells in grey contain auto-calculation formulas
(CCR Title 25 §6202)
Resolution No. XXXX Page 24 of 33
Page G-3.29
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Period 2022 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 01/31/2015 - 01/31/2023
The description should adequately document how each unit complies with subsection (c) of Government Code Section 65583.1+.

For detailed reporting requirements, see the chcklist here:

Extremely LowIncome+ Very Low-Income+ Low-Income+ TOTAL UNITS+ Extremely Low- Income+ Very Low- Income+ Low-Income+ TOTAL UNITS+ https://www.hcd.ca.gov/community- development/docs/adequate-sites-checklist.pdf Rehabilitation ActivityPreservation of Units At-RiskAcquisition of UnitsMobilehome Park PreservationTotal Units by Income Table F
Please note this table is optional: The jurisdiction can use this table to report units that have been substantially rehabilitated, converted from non-affordable to affordable by acquisition, and preserved, including mobilehome park preservation, consistent with the standards set forth in Government Code section 65583.1, subdivision (c). Please note, motel, hotel, hostel rooms or other structures that are converted from non-residential to residential units pursuant to Government Code section 65583.1(c)(1)(D) are considered net-new housing units and must be reported in Table A2 and not reported in Table F.

Activity Type
Units that Do Not Count Towards RHNA+
Listed for Informational Purposes Only
Units that Count Towards RHNA +
Note - Because the statutory requirements severely limit what can be counted, please contact HCD to receive the password that will enable you to populate these fields.

Units Rehabilitated, Preserved and Acquired for Alternative Adequate Sites pursuant to Government Code section 65583.1(c) Resolution No. XXXX Page 25 of 33
Page G-3.30
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT an optional field Note: "+" indicates
Reporting Period 2022 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Notes
23 6
Prior APN+ Current APN Street Address Project Name+
Local
Tracking ID
Jurisdiction +
Unit
(2 to 4,5+)
Category
Tenure
R=Renter
Very LowIncome Deed
Restricted
Very LowIncome
Restricted
Non Deed
Low- Income
Deed Restricted
Low- Income
Restricted
Non Deed
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed Restricted
Above
ModerateIncome
Total Moderate Income
Units Converted from Above
Moderate
Date Converted Notes
Summary Row: Start Data Entry Below
Table F2
Above Moderate Income Units Converted to Moderate Income Pursuant to Government Code section 65400.2 For up to 25 percent of a jurisdiction’s moderate-income regional housing need allocation, the planning agency may include the number of units in an existing multifamily building that were converted to deed-restricted rental housing for moderate-income households by the imposition of affordability covenants and restrictions for the unit. Before adding information to this table, please ensure housing developments meet the requirements described in Government Code 65400.2(b). 5 Project Identifier Unit Types
1 4
Affordability by Household Incomes After Conversion Units credited toward Above Moderate RHNA
Resolution No. XXXX Page 26 of 33
Page G-3.31
Jurisdiction Menlo Park
Reporting Period 2022 (Jan. 1 - Dec. 31)
Planning Period 5th Cycle 01/31/2015 - 01/31/2023 ANNUAL ELEMENT PROGRESS REPORT Housing Element Implementation
23 4
APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Realistic Capacity Identified in the Housing Element Entity to whom the site transferred Intended Use for Site 1 Summary Row: Start Data Entry Below
Note: "+" indicates an optional fieldCells in grey contain auto-calculation formulas Table G
Locally Owned Lands Included in the Housing Element Sites Inventory that have been sold, leased, or otherwise disposed of Project Identifier
NOTE: This table must only be filled out if the housing element sites inventory contains a site which is or was owned by the reporting jurisdiction, and has been sold, leased, or otherwise disposed of during the reporting year.

Resolution No. XXXX Page 27 of 33
Page G-3.32
Jurisdiction Menlo Park Note: "+" indicates an optional field Reporting Period 2022
(Jan. 1 - Dec.
31) formulas
Cells in grey contain auto-calculation
Designation Size Notes
1 23 4 5 6 7
APN Street Address/Intersection Existing Use Number of
Units
Surplus
Designation
Parcel Size (in
acres) Notes
ALL surplus/excess lands the reporting jurisdiction
NOTE: This table is meant to contain an invenory of
owns
Summary Row: Start Data Entry Below
Parcel Identifier

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Table H
Locally Owned Surplus Sites
For San Mateo County jurisdictions, please format the APN's as follows:999-999-999 Resolution No. XXXX Page 28 of 33
Page G-3.33
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Note: + indicates an
optional field
Reporting Period 2022 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas
Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Project Type Date Notes
23 APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Activity Date Very Low Income Low Income Moderate Income Above Moderate Income Notes 074-573-090 2300 Tioga Drive SUB2022-0004 Application for Parcel Map for Lot Split
5/23/2022 Request to split one lot into
two lots
Table I
Units Constructed Pursuant to Government Code 65852.21 and Applications for Lot Splits Pursuant to Government Code 66411.7 (SB9) NOTE: SB 9 PROJECTS ONLY. This table only needs to be completed if there were lot splits applied for pursuant to Government Code 66411.7 OR units constructed pursuant to 65852.21. Units entitled/permitted/constructed must also be reported in Table A2. Applications for these units must be reported in Table A.

Summary Row: Start Data Entry Below
Project Identifier Unit Constructed
1 4
Resolution No. XXXX Page 29 of 33
Page G-3.34
Jurisdiction Menlo Park ANNUAL ELEMENT PROGRESS REPORT
Reporting Period 2022 (Jan. 1 - Dec. 31) Housing Element ImplementationPlanning Period 5th Cycle 01/31/2015 - 01/31/2023 Project Type Date
Units (Beds/Student
Capacity) Granted
Density Bonus
Notes
23 5 6
APN Street Address Project Name+ Local Jurisdiction Tracking ID+ Unit Category (SH - Student Housing) Date Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Total Additional Beds Created Due to Density Bonus Notes Summary Row: Start Data Entry Below
Note: "+" indicates an optional field
Cells in grey contain auto-calculation formulas
Table J
Student housing development for lower income students for which was granted a density bonus pursuant to subparagraph (F) of paragraph (1) of subdivision (b) of Section 65915 Project Identifier Units (Beds/Student Capacity) Approved 1 4
NOTE: STUDENT HOUSING WITH DENSITY BONUS ONLY. This
table only needs to be completed if there were student housing projects WITH a density bonus approved pursuant to
Government Code65915(b)(1)(F)
Resolution No. XXXX Page 30 of 33
Page G-3.35
Jurisdiction Menlo Park
Reporting Year 2022 (Jan. 1 - Dec. 31)
Planning Period 5th Cycle 01/31/2015 - 01/31/2023
Current Year
Deed Restricted 10
Non-Deed Restricted 17
Deed Restricted 37
Non-Deed Restricted 16
Deed Restricted 63
Non-Deed Restricted
837
676
18 Units by Structure Type Entitled Permitted Completed SFA 1 0 0
SFD 3 5 2
2 to 4 0 0 0
5+ 1896 776 0
ADU 0 56 27
MH 0 0 0
Total 1900 837 29
0 0
0 0
0 0
28 28
Income Rental Ownership Total
Very Low 0 00
Low 0 00
Moderate 0 00
Above Moderate 0 00
Total 0 00
Cells in grey contain auto-calculation formulas
Above Moderate
Units Constructed - SB 35 Streamlining Permits
Total Units Constructed with Streamlining
Total Developments Approved with Streamlining
Number of Streamlining Applications Approved
Number of Applications for Streamlining
Use of SB 35 Streamlining Provisions
Total Housing Units Disapproved:

Total Housing Units Approved:

Number of Proposed Units in All Applications Received:

Total Housing Applications Submitted:

Housing Applications Summary
Note: Units serving extremely low-income households are included in the very low-income permitted units totals Total Units
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Resolution No. XXXX Page 31 of 33
Page G-3.36
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov April 1, 2023
City of Menlo Park, Housing Successor for the
former City of Menlo Park Redevelopment Agency
701 Laurel Street, Menlo Park, CA 94025
650-330-6640
menlopark.gov
Empty
Senate Bill 341 Annual Housing Successor Report
for the Fiscal Year Ending June 30, 2022
Empty
During the fiscal year, the Low and Moderate Income Housing Asset Fund received $86,067 in amounts deposited. It received $7,043 from housing loans and $78,424 for interest earned on cash in the fund. There are no amounts deposited for items listed on the Recognized Obligation Payment Schedule.

On June 30, 2022, the Low and Moderate Income Housing Asset Fund had a cash balance of $1,363,032 and a fund balance of $6,679,365. There are no amounts held for items listed on the Recognized Obligation Payment Schedule.

During the fiscal year, the fund spent $2,250 in combined expenditures to administer housing loans for preserving the long-term affordability of housing units.

Values as of June 30, 2022:

Real property $0
Loans receivable $5,681,927
Total $5,681,927
There were no funds transferred during the fiscal year. The Low and Moderate Income Housing Asset Fund does not have any projects on the Recognized Obligation Payment Schedule and will not have any transfers into or out of the fund in the foreseeable future.

The Low and Moderate Income Housing Asset Fund does not have any projects for which the housing successor holds or receives property tax revenue pursuant to the Recognized Obligation Payment Schedule.

As of June 30, 2022, the Housing Successor does not have interests in real property acquired by the former redevelopment agency. The last remaining real property acquired by the former redevelopment agency was sold in August 2013 and the proceeds were remitted to the County of San Mateo.

Resolution No. XXXX

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov 2 As of June 30, 2022, the Housing Successor does not have any remaining obligations.

With the limited funds, the Housing Successor is only providing maintenance on low and moderate income housing loans.

As of June 30, 2022, the Low and Moderate Income Housing Fund does not foresee any loan repayments.

The former redevelopment agency area does not contain any deed-restricted senior rental housing.

As of June 30, 2022, the Low and Moderate Income Housing Fund does not have any excess surplus.

As of June 30, 2022, the Low and Moderate Income Housing Fund has no inventory of homeownership units.

Resolution No. XXXX

Community Development
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-056-CC
Consent Calendar: Authorize the city manager to execute a third amendment to the professional services agreement
with the M-Group for the Housing Element Update
project
Recommendation
Staff recommends the City Council authorize the city manager to execute an amendment to the professional services agreement with the M-Group for the Housing Element update (Attachment A), in the amount of $75,414 for a total contract amount of $1,547,466 and extend the contract for an additional period of one year, ending June 30, 2024. The city manager’s authorization is subject to approval of a budget appropriation.

Policy Issues
Under California law, every jurisdiction in the State is required to update its housing element every eight years and have it certified by the California Department of Housing and Community Development (HCD.) On January 31, the City Council adopted the City’s 2023-2031 Housing Element, which was updated for compliance with State law and includes goals, policies and implementing programs to facilitate the construction of new housing and preservation of existing housing to meet the needs across all income levels in the City. Similarly, the City has obligations to meet State law requirements to update the City’s Safety Element for compliance with SB 379 and the preparation of an Environmental Justice Element per SB 1000.

Background
The Housing Element for the 2023-2031 planning period, the preparation of the City’s first Environmental Justice Element, and the Safety Element update, collectively known as the Housing Element update project, is one of the City Council’s top five project priorities. The project has been a multiyear effort led in combination by staff and a team of consultants managed by the M-Group, who was selected following a request for qualification (RFQ) and request for proposals (RFP) process. On March 23, 2021, the City Council authorized the city manager to negotiate a scope of work and fee not to exceed $982,000, and execute a professional services contract agreement with the M-Group. Given the complex, technical, and fast pace of the project, the project is supported by a variety of specialized subconsultants. Table 1 below identifies the consultant team members and their primary role for the project.

AGENDA ITEM G-4 Page G-4.1
Staff Report #: 23-xxx-xx
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Table 1: Consultant team
Consultant Project component
M-Group Lead consultant; Housing Element, Environmental Justice Element and Safety Element
ESA Environmental impact report and water supply assessment Hexagon Transportation analysis for environmental review BAE Fiscal impact analysis, Affirmatively Furthering Fair Housing (AFFH) analysis and school construction cost estimates
ChangeLab Solutions Environmental Justice policy and engagement advisor Climate Resilient Communities Lead public engagement and outreach for the Environmental Justice and Safety Elements
Karen Warner Associates* Technical advisory on Housing Element *Proposed subconsultant as part of contract amendment
On March 22, 2022, the City Council authorized the city manager to execute an amendment to the agreement and appropriated funds for a total contract amount of $1,472,052. The amended scope and fee provided the following: 1) strengthened community outreach and engagement by adding Climate Resilient Communities, a community-based organization with an established relationship in the Belle Haven community, as a partner to lead outreach and engagement on the Environmental Justice and Safety Elements, 2) augmented data and technical review, and 3) additional project coordination. The city manager administratively approved a second amendment, which extended the contract period by six months to the end of the fiscal year 2022-2023 in recognition that the work on the Housing Element update would continue past the end of 2022.

Analysis
The project team has continued to diligently work on the Housing Element update and reached a number of key milestones this past year, including submitting the draft Housing Element to HCD for initial review and comment, circulating the subsequent environmental impact report (EIR), conducting additional outreach and engagement, including an Environmental Justice and Safety Element survey, and releasing the draft Environmental Justice Element and Safety Element update documents for review and comment. Most recently, the City Council adopted the Housing Element and certified the EIR January 31. In early February, two community meetings, one in English and one in Spanish, were held to engage in dialogue with the community in small group discussions to receive feedback on the draft Environmental Justice and Safety Elements. The project team continues to work on these efforts and the zoning implementation for the Housing Element. These components of the project were bifurcated from the Housing Element to focus on finalizing the Housing Element to meet the state-mandated deadline while allowing additional time and attention for further zoning discussions and review of the draft Environmental Justice and Safety Elements documents.

Consultant services scope and fee
Staff is requesting a scope and fee amendment for the Housing Element update in the amount of $75,414 for a total contract amount of $1,547,466 and to extend the agreement for an additional year through the end of fiscal year 2023-24. The amount of preparation, additional information, revisions, and anticipated work have required the consultant team to seek additional resources to perform tasks beyond the original scope to meet deadlines and regulatory compliance in three primary areas: 1) environmental review, 2) environmental justice and 3) Housing Element adoption. Specifically, the proposed contract amendment Page G-4.2
Staff Report #: 23-xxx-xx

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov would support the augmented work that was performed by ESA to coordinate the completion of the water supply assessment (WSA) with outside agencies and the additional work on the EIR and Final EIR. To assist with responding to HCD’s comment letter and finalization of the Housing Element, the M-Group brought on a new subconsultant, Karen Warner, to the team. She is a housing consultant who has expertise in Housing Elements and success with certification of the 6th cycle Housing Elements in Southern California.

Ms. Warner will also assist with coordination with HCD during the certification process. The proposed amendment also includes additional support from ChangeLab Solutions who has been valuable in advising on the preparation of the draft Environmental Justice Element and presenting at community meetings. The proposed scope and budget also includes an optional task/contingency budget of $5,000 for ESA to provide a limited amount of environmental review technical assistance as part of future zoning discussions, if needed. The proposed scope and fees by consultant are provided in more detail in Attachment A and summarized below in Table 2 below.

Table 2: Proposed scope and budget amendments
Consultant Original budget
+ amendment
Proposed
budget augment
Optional
tasks
Total budget with
optional tasks
Prime consultant
M-Group $711,037 No change $711,037
Subconsultants
ESA $318,060 $19,600 $5,000 $342,660
Hexagon $97,250 No change $97,250
BAE $56,395 No change $56,395
ChangeLab Solutions $41,070 $20,000 $61,070
Climate Resilient Communities (CRC) $186,318 No change $186,318 Karen Warner N/A $25,000 $25,000
M-Group 9% contract management fee $61,922 $5,814 $67,736 $1,472,052 $70,414 $5,000 $1,547,466
Budget appropriation
The proposed contract amendment would also require the City Council to approve a budget amendment for the requested amount of $75,414 through the mid-year 2022-23 budget review. This review is also being considered by the City Council at its March 14, meeting under a separate agenda item. Should the City Council approve the scope and fee amendment to the contract, it would be contingent upon the City Council appropriating money from the unassigned fund balance (fund 100) through the mid-year budget for the project.

Impact on City Resources
As part of the fiscal year 2020-21 budget, the City Council appropriated $1.5 million from the general fund to support the Housing Element update, which is a City Council priority. Staff is proposing to use the full $1.5 million budget, in addition to the proposed augmentation. The total M-Group contract amount would be $1,547,466.

Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§15378 and 15061(b)(3) as it will not result in any direct or indirect physical change in the environment. The City Council adopted Resolution No. 6808 and certified the EIR for the Housing Element Page G-4.3
Staff Report #: 23-xxx-xx
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov update January 31.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Third amendment to the contract with M-Group for Housing Element update Report prepared by:

Deanna Chow, Assistant Community Development Director
Report reviewed by:

Justin Murphy, City Manager
Page G-4.4
CC Rev 20210301

AGREEMENT AMENDMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Amendment #: 3223.3

AGREEMENT FOR SERVICES BETWEEN

THE CITY OF MENLO PARK AND METROPOLITAN PLANNING GROUP (M-GROUP) THIS THIRD AMENDMENT is made and entered into this __________________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as “CITY,” and METROPOLITAN PLANNING GROUP (M-GROUP), hereinafter referred to as “FIRST PARTY.”

1. Pursuant to Section 4 Compensation and Payment of Agreement No. 3223, (“Agreement”), Section 4A Compensation and Payment [amendment to section] to read as follows” “CITY shall pay FIRST PARTY an all-inclusive fee that shall not exceed $1,547,466 (an amendment of $75,414 [982,000 + 490,052 + 75,414]) as described in Exhibit "A," Scope of Services. All payments shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the City determines that the quantity or quality of the work performed is unacceptable.”

2. Pursuant to Section 24 Term of Agreement of Agreement No. 3223, (“Agreement”), Section 24 Term of Agreement [amendment to section] to read as follows” “This agreement shall remain in effect for the period of May 10, 2021 through June 30, 2024, unless extended, amended, or terminated in writing by City.” Except as modified by this Amendment, all other terms and conditions of Agreement No. 3223, 3223.1 and 3223.2 remain the same.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first above written.

SIGNATURE PAGE TO FOLLOW
Page G-4.5

ATTACHMENT A
2 CC Rev 20200301
FOR FIRST PARTY:

Signature Date
Printed name Title
Tax ID#
APPROVED AS TO FORM:

Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:

Justin I.C. Murphy, City Manager Date
ATTEST:

Judi A. Herren, City Clerk Date
Page G-4.6
NHSPVQ a new design on urban planning
policy planning  urban design  environmental review  historic preservation  community engagement  staffing solutions m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642

MEMORANDUM
Date: March 9, 2023
To: Deanna M. Chow, Assistant Community Development Director, City of Menlo Park From: Geoff I. Bradley, AICP, Principal, M-Group

Subject: Housing Element Update – Budget Amendment
This is an updated budget amendment request, addressing the Housing Element Update. It covers the Water Supply Assessment, Draft EIR, Environmental Justice Element, and HCD Adoption.

Water Supply Assessment & Draft EIR – 100% Complete
The WSA is fully complete and has been approved by both relevant agencies. Our sub-consultant, ESA, requested a budget augment to cover the Water Supply Assessment (WSA) and the Draft EIR.

Based on the completed work, ESA will require additional budget to cover an existing overrun and to complete the WSA task. In addition to the $7,360 in additional costs already expended, ESA estimates that up to 80 additional labor hours may be required.

The cost for this additional effort would be $12,300. When combined with the amount already expended, the total augment request for this task would be $19,600.

Environmental Justice Element – In Progress
ChangeLab Solutions will also assist by participating in public meetings to give presentations and address questions about grounding the General Plan update in the most current and effective approaches to building healthy and equitable communities as well as by providing support for revising the draft Environmental Justice Element.

In collaboration with M-Group and City Staff, ChangeLab Solutions will prepare and present slides on environmental justice at a Community Meeting on 2/9/23. The content of the slides will be focused on the definition of environmental justice, CA state requirements for addressing environmental justice in General Plans, environmental justice conditions present in Menlo Park, and potential strategies to address those environmental justice conditions.

M-Group will be responsible for setting deadlines and coordinating City Staff’s review of slide deck material as required. ChangeLab Solutions will attend, present, and be available to answer questions about these topics at the Community Meeting on 2/9/23. ChangeLab Solutions will provide consultation and support to help M-Group revise the draft Environmental Justice Element in response to community feedback.

Page G-4.7
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 This may include 1) reviewing an M-Group-prepared written summary of community feedback 2) providing suggestions for how to organize and integrate that feedback into the draft Environmental Justice Element and 3) suggesting new or revised goals and policy concepts for M-Group’s consideration.

ChangeLab Solutions will participate in virtual meetings with M-Group and City staff to prepare for up to two Planning Commission, City Council, or Joint Study Sessions. ChangeLab Solutions will review and comment on Study Session packet materials produced by M-Group and/or City staff.

ChangeLab will attend study sessions with enough advance notice. ChangeLab’s participation will be focused on listening and learning. ChangeLab will not be responsible for leading or facilitating study sessions. ChangeLab requests that study session dates are shared at least 3 weeks in advance of the meeting to ensure our staff is available to attend.

ChangeLab Solutions will participate in virtual meetings with M-Group and City staff to prepare for up to two Planning Commission and/or City Council Adoption Hearings. ChangeLab Solutions will review and comment on Adoption Hearing packet materials produced by M-Group and/or City staff.

ChangeLab will attend adoption hearings with enough advance notice. ChangeLab’s participation will be focused on listening and learning. ChangeLab will not be responsible for leading or facilitating adoption hearings. ChangeLab requests that adoption hearing dates are shared at least 3 weeks in advance of the meeting to ensure our staff is available to attend.

HCD Adoption – In Progress
M-Group recommended adding a sub-consultant to help finalize the HEU and secure HCD certification. Based on her recent experience in gaining HCD compliance on seven 6th cycle housing elements in the SCAG region, Karen Warner will consult with M-Group staff in responding to HCD’s October 21, 2022, comment letter on Menlo Park’s draft Housing Element, and:
 Participate in meetings with staff to discuss recommended revisions.  Review the revised Housing Element prior to resubmittal to HCD.

To the extent the City receives a second review letter from HCD identifying outstanding compliance issues, Karen will support M-Group staff in working informally with HCD to develop acceptable responses to gain compliance. Karen’s agreement is not to exceed 125 hours at a rate of $200 per hour.

Karen is approximately 75% done with the Adoption phase, has billed $4,400, has $14,000 pending to be billed, and expects to be engaged with the HCD to finalize the adoption of the housing element. We anticipate approximately 30 hours remaining to assist with the additional HCD review and revision process for the Housing Element certification. This is reflected in Task 10.1 in the below chart.

Page G-4.8
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Budget Amendment: Housing & EJ Elements
Status Task Description Amendment
Sub: ChangeLab Solutions New / Ongoing Environmental Justice Element $20,000 Sub-Consultant: ESA 100% Complete Task 9.2: WSA by ESA $19,600 Sub-Consultant: KW 75% Progress Task 10: Adoption (KW) $18,400 Sub-Consultant: KW Ongoing Task 10.1: HE Certification (KW) $6,600 Nine percent Sub Fee Admin Fee Sub-Consultant Admin Fee $5,814 Amendment $70,414
Contingency: ESA City Discretion CEQA / Rezoning Discussion $5,000 We have factored in a contingency for ESA’s input on CEQA related to potential zoning changes.

Please contact me with any questions or concerns.

Sincerely,
GEOFF I. BRADLEY, AICP
Principal + President
Page G-4.9
CC Rev 20210301

AGREEMENT AMENDMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Amendment #:

AGREEMENT FOR SERVICES BETWEEN

THE CITY OF MENLO PARK AND METROPOLITAN PLANNING GROUP (M-GROUP) THIS SECOND AMENDMENT is made and entered into this __________________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as “CITY,” and METROPOLITAN PLANNING GROUP (M-GROUP), hereinafter referred to as “FIRST PARTY.”

1. Pursuant to Section 24 Term of Agreement of Agreement No. 3223, (“Agreement”), Section 24 Term of Agreement [amendment to section] to read as follows” “This agreement shall remain in effect for the period of May 10, 2021 through June 30, 2023 unless extended, amended, or terminated in writing by CITY.”
Except as modified by this Amendment, all other terms and conditions of Agreement No. 3223 and 3223.1 remain the same.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first above written.

SIGNATURE PAGE TO FOLLOW


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Page G-4.10
2 CC Rev 20200301
FOR FIRST PARTY:

Signature Date
Printed name Title
Tax ID#
APPROVED AS TO FORM:

Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:

Justin I.C. Murphy, City Manager Date
ATTEST:

Judi A. Herren, City Clerk Date
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Page G-4.11
CC Rev 20210301

AGREEMENT AMENDMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Amendment #: 3223.1

AGREEMENT FOR SERVICES BETWEEN

THE CITY OF MENLO PARK AND METROPOLITAN PLANNING GROUP (M-GROUP) THIS FIRST AMENDMENT is made and entered into this __________________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as “CITY,” and METROPOLITAN PLANNING GROUP (M-GROUP), hereinafter referred to as “FIRST PARTY.”

1. Pursuant to Section 4 Compensation and Payment of Agreement No. 3223, (“Agreement”), Section 4A Compensation and Payment [amendment to section] to read as follows” “CITY shall pay FIRST PARTY an all-inclusive fee that shall not exceed $1,472,052 (an amendment of $490,052) as described in Exhibit "A," Scope of Services. All payments shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the City determines that the quantity or quality of the work performed is unacceptable.”
Except as modified by this Amendment, all other terms and conditions of Agreement No. 3223 remain the same.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first above written.

SIGNATURE PAGE TO FOLLOW
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Page G-4.12
2 CC Rev 20200301
FOR FIRST PARTY:

Signature Date

Printed name Title

Tax ID#
APPROVED AS TO FORM:

Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:

Justin I.C. Murphy, Interim City Manager Date
ATTEST:

Judi A. Herren, City Clerk Date
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Page G-4.13
m-group a new design on urban planning
policy planning y urban design y environmental review y historic preservation y community engagement y staffing solutions m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642

MEMORANDUM
Date: March 17, 2022
To: Deanna Chow, Assistant Community Development Director From: Geoff I. Bradley, AICP, Principal, M-Group
Subject: Menlo Park Housing Element Update – Budget Augment Request This memo is updated and supersedes the previous budget request memos dated August 10, 2021, September 17, 2021, and December 6, 2021.

As M-Group moves forward with this multi-faceted project, we are seeing where task budgets are being exceeded due to unanticipated levels of effort required and out of scope tasks and meetings.

As indicated in the prior budget memos the following efforts have occurred outside the original scope of work or involved significantly more effort than planned for:
1) City Council Kick-off Meeting on May 25, 2021
2) Additional CEOC & Subcommittee meetings
3) Multiple reviews of documents including the city-wide housing survey 4) Additional Focus Groups and Pop-up events
5) Weekly project management meetings (every 2 weeks anticipated in scope) 6) Policy focused Housing Commission meeting (November 17, 2021) 7) Anticipated additional Commission and Council meetings as needed 8) Addition of a Community Based Organization to the project team 9) City request for Level of Service traffic analysis not required by CEQA As a result, we find the need to request additional budget in the following tasks:

M-Group Budget Augment
Task 1.1 – Project Kick off meeting. This task was envisioned for a traditional kick off meeting with city staff but was used to cover a meeting with the City Council as well as the city staff meeting. We request an additional budget to cover this overage. Request: $5,856 Task 1.2 – Updates to HC & PC. This task has exceeded the budgeted amount in an effort to cover a policy focused meeting with the Housing Commission, we request additional budget to cover the overage for the report, presentation and meeting time. Request: $2,626.

Task 1.4 – Project Management & Coordination. This task has exceeded the budgeted amount only part way through the project. We request this budget be increased to account for the numerous weekly meetings on a variety of topics (scope assumed one meeting every two weeks) as well as higher than expected project management time required.
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Page G-4.14
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 We have also provided a variety of Spanish translations, including presentations, flashing solar signs and survey handouts. Additionally, M-Group staff is helping to record the Spanish version of meetings. This task budget increase would be to cover both the overages and an additional anticipated work through the project’s completion. Request: $49,000
Task 2.1 – CEOC Meetings (4) meetings and (2) CEOC subcommittee meetings. The time required for staff reports, presentations and meeting attendance has greatly exceeded what we expected for a committee of this type. M-Group has worked closely with staff for seven planned meetings and six attended due to a last minute cancellation due to lack of quorum. We request a budget increase to account for the expanded effort. Request: $18,000.

Task 2.3 – Community Engagement Plan. This task has exceeded the budgeted amount to address needed updates based on staff and CEOC input. Request: $3,269
Task 2.4 – Update Master Contact List. In response to expanded outreach efforts management of the Master Contact list has exceeded the budgeted amount. This task budget increase is to cover current overages and an anticipated additional work to maintain the list. Request: $2,249 Task 2.9 – General Survey. This task is over budget by which we request as a budget increase. The survey required numerous revisions and. We also assigned one of our Spanish speaking planners to support us in this effort including other on-going outreach efforts. Request: $6,915 Task 2.11 – Focus Groups. This task has expanded from five (5) focus groups to seven (7). We request a task budget increase consistent with the original budget’s cost per meeting. Request: $7,320 Task 2.12 – Interviews and Small Group Meetings. This task shifted from up to twenty-four (24) phone and/or video conference interviews to 14 small group interviews with additional outreach and coordination. We request a task budget increase to cover current overages. Request: $5,658 Task 2.13 – Community Meetings. Originally this task covered five (5) general outreach meetings, one for each council district. However, this task shifted to providing (6) city-wide meetings organized by topic and project process. Request: $16,888
Task 2.14 – Project Gallery. This task increase would cover budget overages and an additional anticipated work required for coordination at the two gallery locations. Request: $2,700 Task 2.15 – Farmers’ Market Pop-ups. This task has expanded from four (4) to eight (8) separate pop-up events and are requiring more staff people than anticipated due to the multiple simultaneous locations.

We request an additional budget for this task to cover existing overages and an additional budget for additional events. Request: $9,296
Task 2.18 – Coordination with Community Based Organization. In anticipation of a Community Based Organization (Climate Resilient Communities or CRC) partnering with the City to lead additional outreach efforts, this increase would cover M-Group services relating to those efforts. This includes document preparation and review, as well as staff attendance at outreach events. Request: $9,500 Tasks 3.3 & Task 3.4 – Planning Commission and City Council Meetings. Extensive work for the preparation of staff reports and presentations was required for the October 4, 2021, joint meeting with the Planning Commission and Housing Commission, as well as the October 26, 2021, and December 8, 2021, City Council meeting. Request: $18,768 and $8,348 for Tasks 3.3 and 3.4, respectively. "'
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Page G-4.15
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Task 3.5 – Planning Commission Preferred Land Use Concept. This task exceeded the budget due to revisions to the Planning Commission Land Use Concepts in preparation of the October 26 City Council meeting. Request: $3,855
Tasks 4.6 & 4.7 – Compile and use GIS for Site Selection & AFFH. These tasks required more hours than planned due to the new requirements for fair housing as it affects the location of new housing. Here are some of the recent examples of GIS work required: Mapping all access maps (transit, employment, food, healthcare, park, school), AFFH data maps (median income, race demographics, TCAC Opportunity Areas), and Safety Element Maps (Earthquake Hazard, Evac Routes, FEMA Flood Hazard, Fire Hazard, Hazardous Waste, Sea Level Rise). Request: $1,258 and $10,119 to Tasks 4.6 and 4.7, respectively.

Task 4.14 – General GIS Mapping Services. This is a new task that addresses the general GIS Mapping Services that M-Group will provide in completing the project documents. The requested amount reflects time to prepare, edit and finalize additional maps. Request: $2,900 Tasks 7.1 & 7.2 – Draft plans to Planning Commission and Joint HC & PC Meeting. Based on the experience of preparing for prior meetings and resulting budget overages; an increase in budget is proposed for Tasks 7.1 and 7.2, respectively. Request: $2,000 per task.

Task 8 – Hexagon Transportation Services. Per the request of City staff, Hexagon Transportation Services is including a Level of Service (LOS) analysis. Request: $33,000 (plus 9% contract management fee).

Tasks 9.12, 9.13, 10.2, & 10.4 – NOP/Scoping Meeting, Draft EIR at Planning Commission, PC Adoption Hearing, Council Adoption Hearings (2). Collectively these tasks reflect the remaining formal meetings anticipated in the approved budget. Based on the experience of preparation and attendance efforts for prior meetings the budget augment includes the following additional increases: $1,000 for Task 9.12, $3,000 for Task 9.13, $1,000 for Task 10.2, and $4,000 for Task 10.4 Optional Augments. In the event that the City anticipates additional meetings with the community, Housing Commission, Planning Commission, and City Council an optional augment of included in the proposed budget. This amount would cover the cost of two of each meeting type. Cost per meeting type is as follows: Community Meeting ($4,200), Housing Commission ($5,000), Planning Commission ($6,000), and City Council ($6,000). Request: $42,400
In summary, M-Group is requesting $197,525 base budget increase. This will provide for past budget overages as well as future work to project completion. This budget proposal has been prepared in anticipation of future efforts and to accommodate changes to the previously approved project scope.

Should the City desire to provide greater flexibility for additional public meetings, an additional $42,400 optional budget is included. This would be a total budget augment for M-Group of $239,925.

Subconsultants - Additional Work
In addition to M-Group’s work several subconsultant scope additions are proposed:

ChangeLab Solutions. (Task 2.17) This task increase for $8,610 which includes participation of ChangeLab Solutions in Community Workshop #6, focused on Environmental Justice and Safety policies, and up to two study sessions with the Planning Commission or City Council. An additional augment of $2,460 noted in the ‘Optional’ increases category below would cover ChangeLab Solutions’ participation in an additional two (2) public meetings, either with the Planning Commission or City Council. Please see attached scope of work. (No Contract Management Fee).

Climate Resilient Communities (CRC) (Task 2.18)
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Page G-4.16
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 CRC will lead outreach efforts on Safety and Environmental Justice. CRC’s budget request is $186,318 (plus 9% Contract Management Fee). Please see attached scope of work for more details.

Hexagon Transportation Services. (Task 8)
Per the request of City staff, Hexagon Transportation Services is including a Level of Service (LOS) analysis in addition to the VMT analysis included in the current budget. The additional LOS analysis would increase the budget for this task by $33,000 (plus 9% Contract Management Fee). Please attached scope of work.

Total Contract Augment
Total Contract amendment $490,052.

Please see below for the summary of this request:

Task No. Task Budget Augment
Request

1.1 Project Kick off meeting $5,856

1.2 Updates to HC & PC $2,626

1.4 Project Management & Coordination $49,000

2.1 CEOC Meetings $18,000

2.3 Community Engagement Plan $3,269

2.4 Update Master Contact List $2,249

2.9 General Survey $6,915

2.11 Focus Groups $7,320

2.12 Interviews/Small Group Meetings $5,658

2.13 Community Meetings $16,888

2.14 Project Gallery $2,700

2.15 Farmers’ Market Pop-ups $9,296

2.18 Partner with Community Based Org. $9,500

3.3 Planning Commission $18,768

3.4 City Council $8,348

3.5 PC Preferred Land Use Concept $3,855

4.6 Compile GIS Shapefiles for Analysis $1,258

4.7 Use of GIS for Site Selection & AFFH $10,119

4.14 General GIS Mapping Services $2,900

7.1 Draft plans to PC $2,000

7.2 Joint HC & PC Meeting $2,000

9.12 NOP/Scoping Meeting $1,000

9.13 Draft EIR at Planning Commission $3,000

10.2 PC Adoption Hearing $1,000

10.4 Council Adoption Hearings (2) $4,000
SUB-TOTAL $197,525
*Optional As Needed Public Meetings (2 of each type) $42,400 M-Group TOTAL $239,925

2.17 ChangeLab Solutions (CLS) $8,610
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Page G-4.17
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 *Optional As Needed Public Meetings (2 w/CLS) $2,460

2.18 Climate Resilient Communities (CRC) $186,318

8.0 Hexagon – Transportation Analysis $33,000
9% contract management fee $19,739
Subconsultant Subtotal $250,127
Total Budget Augment $490,052
Thank you for your consideration and please do not hesitate to contact me with any questions or concerns.

Attachment A: Budget Augment No. 1
Attachment B: Overall Budget
Attachment C: ChangeLab Solutions scope of work
Attachment D: Hexagon scope of work
Attachment E: CRC scope of work
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Page G-4.18
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 ATTACHMENT A – Budget Augment No. 1
Task No. Task Budget Augment Request

1.1 Project Kick off meeting $5,856

1.2 Updates to HC & PC $2,626

1.4 Project Management & Coordination $49,000

2.1 CEOC Meetings $18,000

2.3 Community Engagement Plan $3,269

2.4 Update Master Contact List $2,249

2.9 General Survey $6,915

2.11 Focus Groups $7,320

2.12 Interviews/Small Group Meetings $5,658

2.13 Community Meetings $16,888

2.14 Project Gallery $2,700

2.15 Farmers’ Market Pop-ups $9,296

2.18 Partner with Community Based Org. $9,500

3.3 Planning Commission $18,768

3.4 City Council $8,348

3.5 PC Preferred Land Use Concept $3,855

4.6 Compile GIS Shapefiles for Analysis $1,258

4.7 Use of GIS for Site Selection & AFFH $10,119

4.14 General GIS Mapping Services $2,900

7.1 Draft plans to PC $2,000

7.2 Joint HC & PC Meeting $2,000

9.12 NOP/Scoping Meeting $1,000

9.13 Draft EIR at Planning Commission $3,000

10.2 PC Adoption Hearing $1,000

10.4 Council Adoption Hearings (2) $4,000
Subtotal $197,525
*Optional Optional Public Meetings (2 of each) $42,400
M-Group Subtotal $239,925

2.17 ChangeLab Solutions (CLS) $8,610
*Optional Optional Public Meeting (2 w/CLS) $2,460

2.18 Climate Reslient Communities (CRC) $186,318

8.0 Hexagon – Transportation Analysis $33,000
9% Subconsultant Fee $19,739
Subconsultant Subtotal $250,127
TOTAL BUDGET AUGMENT REQUEST $490,052
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Page G-4.19
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 ATTACHMENT B – Overall Budget
Consultant
Original Budget
(sub fees incl. in M-Group) 4.16.22 Budget Augment Total New Budget M-Group $ 513,295 $ 239,925 $ 753,220
ESA $ 318,060 $ 0 $ 318,060
Hexagon $ 64,250 $ 33,000 $ 97,250
9% sub fee - $ 2,970 $ 2,970
BAE $ 56,395 - $ 56,395
9% sub fee - - -
ChangeLabs $ 30,000 $ 11,070 $ 41,070
9% sub fee - - -
Climate Resilient Comm. - $ 186,318 $ 186,318
9% sub fee - $ 16,769 $ 16,769
$ 982,000 $ 490,052 $ 1,472,052
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Page G-4.20
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Oakland, CA 94612
510.302.3380
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 ‡‡–‹‰• –‘ ‰‹˜‡ ’”‡•‡–ƒ–‹‘• ƒ† ƒ††”‡•• “—‡•–‹‘• ƒ„‘—– ‰”‘—†‹‰–Š‡
‡‡”ƒŽŽƒ—’†ƒ–‡‹–Š‡‘•–
—””‡–ƒ†‡ˆˆ‡
–‹˜‡ƒ’’”‘ƒ
Š‡•–‘„—‹Ž†‹‰
Š‡ƒŽ–Š›ƒ†‡“—‹–ƒ„Ž‡
‘—‹–‹‡•Ǥ

ABOUT CHANGELAB SOLUTIONS
Šƒ‰‡ƒ„‘Ž—–‹‘•‹•ƒ‘’”‘ˆ‹–„ƒ•‡†‹ƒŽƒ†ǡƒŽ‹ˆ‘”‹ƒ–Šƒ–™‘”•ƒ ”‘••–Š‡•–ƒ–‡
ƒ†ƒ–‹‘–‘ƒ†˜ƒ
‡‡“—‹–ƒ„Ž‡Žƒ™•ƒ†’‘Ž‹
‹‡•–Šƒ–‡•—”‡Š‡ƒŽ–Š›
‘—‹–‹‡•ˆ‘”ƒŽŽǤ
Š‡ˆ‹”ǯ•—Ž–‹†‹•
‹’Ž‹ƒ”›–‡ƒ‘ˆ‘˜‡”ͷͲŽƒ™›‡”•ǡ’Žƒ‡”•ǡ’‘Ž‹
›ƒƒŽ›•–•ǡƒ†‘–Š‡”
’”‘ˆ‡••‹‘ƒŽ•™‘”•™‹–Š
‘—‹–›Ǧ„ƒ•‡†‘”‰ƒ‹œƒ–‹‘•ǡƒ†˜‘
ƒ
›‰”‘—’•ǡ•–ƒ–‡ǡŽ‘
ƒŽǡ
ƒ†–”‹„ƒŽ‰‘˜‡”‡–•ǡƒ†ƒ
Š‘”‹•–‹–—–‹‘•–‘
”‡ƒ–‡–Š”‹˜‹‰
‘—‹–‹‡•ǤŠƒ‰‡ƒ„
‘Ž—–‹‘•Š‘Ž†•ƒ•–”‘‰”‡
‘”†‘ˆ‡ƒ”Ž›ʹͷ›‡ƒ”•‘ˆ‡š’‡”‹‡
‡‹„—‹Ž†‹‰–Š‡
ƒ’ƒ
‹–›‘ˆ
†‹˜‡”•‡•–ƒ‡Š‘Ž†‡”•–‘‡‰ƒ‰‡‹’‘Ž‹
›ƒ†’Žƒ‹‰’”‘
‡••‡•–‘
”‡ƒ–‡Žƒ•–‹‰•›•–‡‹


Šƒ‰‡Ǥ
Šƒ‰‡ƒ„‘Ž—–‹‘•™‘”•ƒ––Š‡‹–‡”•‡
–‹‘‘ˆ
‘—‹–›‡‰ƒ‰‡‡–ǡ‡“—‹–›Ǧˆ‘”™ƒ”†
ƒ†
‘–‡š–Ǧ•‡•‹–‹˜‡’‘Ž‹
›ƒ†’Žƒ‹‰•‘Ž—–‹‘•ǡƒ†‹‘˜ƒ–‹˜‡•–ƒ–‡ƒ†Ž‘
ƒŽŽ‡‰ƒŽ
‹–‡”˜‡–‹‘•ǤŠ‡‹”•‡”˜‹
‡•‹
Ž—†‡
‘˜‡‹‰†‹˜‡”•‡•–ƒ‡Š‘Ž†‡”•ƒ†
‘—‹–›
‡„‡”•ǡ—†‡”–ƒ‹‰‹Ǧ†‡’–ŠŽ‡‰ƒŽ”‡•‡ƒ”
Šǡ†‡˜‡Ž‘’‹‰‘†‡Ž’‘Ž‹
‹‡•ƒ†’Žƒ‹‰
†‘
—‡–•ǡ’”‘˜‹†‹‰–‡
Š‹
ƒŽƒ••‹•–ƒ
‡ǡƒ††‡Ž‹˜‡”‹‰–”ƒ‹‹‰•ǤŠƒ‰‡ƒ„‘Ž—–‹‘•
Š‘Ž†•Ž‘‰•–ƒ†‹‰”‡Žƒ–‹‘•Š‹’•™‹–Š•–ƒ‡Š‘Ž†‡”•ƒ† ‘—‹–‹‡•ƒ
”‘••ƒŽ‹ˆ‘”‹ƒƒ†
‹•–”—•–‡†ˆ‘”–Š‡‹”‡˜‹†‡
‡Ǧ„ƒ•‡†ǡ
‘—‹–›Ǧ
‡–‡”‡†•‘Ž—–‹‘•ƒ†˜ƒ•–ƒ””ƒ›‘ˆ
‡š’‡”–‹•‡ƒ
”‘••ƒ”ƒ‰‡‘ˆ–‘’‹
ƒ”‡ƒ•‹
Ž—†‹‰Žƒ†—•‡ǡ•—•–ƒ‹ƒ„‹Ž‹–›ǡŠ‘—•‹‰ǡ
–”ƒ•’‘”–ƒ–‹‘ǡˆ‘‘†•›•–‡•ǡ‰‘‘†‰‘˜‡”ƒ
‡ǡ–‘„ƒ

‘
‘–”‘Žǡ
Š‹Ž†
ƒ”‡ƒ†•
Š‘‘Ž•ǡƒ†
‘”‡Ǥ

PROJECT UNDERSTANDING AND OBJECTIVE
Šƒ‰‡ƒ„‘Ž—–‹‘•—†‡”•–ƒ†•–Šƒ–Ǧ
”‘—’‹•ƒ••‹•–‹‰–Š‡‹–› ‘ˆ‡Ž‘ƒ”–‘
—’†ƒ–‡–Š‡
‘—•‹‰Ž‡‡–‘ˆ–Š‡‹–›ǯ•
‡‡”ƒŽŽƒǤ•’ƒ”–‘ˆ–Š‹•—’†ƒ–‡ǡ–Š‡
‹–›‹•ƒŽ•‘
’”‡’ƒ”‹‰ƒ˜‹”‘‡–ƒŽ
—•–‹
‡Ž‡‡–’—”•—ƒ––‘–Š‡”‡“—‹”‡‡–•‘ˆ‡ƒ–‡‹ŽŽ ‘ǤͳͲͲͲȋͳͲͲͲȌǤ Šƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽ’”‘˜‹†‡–‡
Š‹
ƒŽƒ••‹•–ƒ
‡–‘–Š‹•’”‘
॥
–‘Š‡Ž’‡•—”‡–Š‡—’†ƒ–‡†
‘—•‹‰Ž‡‡–ƒ†˜‹”‘‡–ƒŽ
—•–‹
‡Ž‡‡–‡‡––Š‡
ˆ‘ŽŽ‘™‹‰‘„Œ‡
–‹˜‡••–ƒ–‡†‹ͳͲͲͲǣ
ATTACHMENT C – ChangeLab Solutions Scope of Work "'
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Page G-4.21
changelabsolutions.org
2 DzȋŠȌȋͳȌ‡˜‹”‘‡–ƒŽŒ—•–‹
‡‡Ž‡‡–ǡ‘””‡Žƒ–‡†‰‘ƒŽ•ǡ’‘Ž‹
‹‡•ǡƒ†‘„Œ‡
–‹˜‡•
‹–‡‰”ƒ–‡†‹‘–Š‡” ‡Ž‡‡–•ǡ–Šƒ–‹†‡–‹ˆ‹‡•†‹•ƒ†˜ƒ–ƒ‰‡† ‘—‹–‹‡•™‹–Š‹–Š‡
ƒ”‡ƒ
‘˜‡”‡†„›–Š‡‰‡‡”ƒŽ’Žƒ‘ˆ–Š‡
‹–›ǡ
‘—–›ǡ‘”
‹–›ƒ†
‘—–›ǡ‹ˆ–Š‡
‹–›ǡ

‘—–›ǡ‘”
‹–›ƒ†
‘—–›Šƒ•ƒ†‹•ƒ†˜ƒ–ƒ‰‡†
‘—‹–›ǤŠ‡‡˜‹”‘‡–ƒŽ
Œ—•–‹
‡‡Ž‡‡–ǡ‘””‡Žƒ–‡†‡˜‹”‘‡–ƒŽŒ—•–‹
‡‰‘ƒŽ•ǡ’‘Ž‹
‹‡•ǡƒ†‘„Œ‡
–‹˜‡•
‹–‡‰”ƒ–‡†‹‘–Š‡”‡Ž‡‡–•ǡ•ŠƒŽŽ†‘ƒŽŽ‘ˆ–Š‡ˆ‘ŽŽ‘™‹‰ǣ ȋȌ
†‡–‹ˆ›‘„Œ‡
–‹˜‡•ƒ†’‘Ž‹
‹‡•–‘”‡†—
‡–Š‡—‹“—‡‘”
‘’‘—†‡†
Š‡ƒŽ–Š”‹••‹†‹•ƒ†˜ƒ–ƒ‰‡†
‘—‹–‹‡•„›‡ƒ•–Šƒ–‹
Ž—†‡ǡ„—–ƒ”‡‘–
Ž‹‹–‡†–‘ǡ–Š‡”‡†—
–‹‘‘ˆ’‘ŽŽ—–‹‘‡š’‘•—”‡ǡ‹
Ž—†‹‰–Š‡‹’”‘˜‡‡–‘ˆ
ƒ‹”“—ƒŽ‹–›ǡƒ†–Š‡’”‘‘–‹‘‘ˆ’—„Ž‹
ˆƒ
‹Ž‹–‹‡•ǡˆ‘‘†ƒ

‡••ǡ•ƒˆ‡ƒ†
•ƒ‹–ƒ”›Š‘‡•ǡƒ†’Š›•‹
ƒŽƒ
–‹˜‹–›Ǥ
ȋȌ
†‡–‹ˆ›‘„Œ‡
–‹˜‡•ƒ†’‘Ž‹
‹‡•–‘’”‘‘–‡
‹˜‹
‡‰ƒ‰‡‡–‹–Š‡’—„Ž‹

†‡
‹•‹‘ƒ‹‰’”‘
‡••Ǥ
ȋȌ
†‡–‹ˆ›‘„Œ‡
–‹˜‡•ƒ†’‘Ž‹
‹‡•–Šƒ–’”‹‘”‹–‹œ‡‹’”‘˜‡‡–•ƒ†
’”‘‰”ƒ•–Šƒ–ƒ††”‡••–Š‡‡‡†•‘ˆ†‹•ƒ†˜ƒ–ƒ‰‡†
‘—‹–‹‡•Ǥdz
SCOPE OF WORK:

Additional Task 1: Environmental Justice Support for Community Meeting #6


‘ŽŽƒ„‘”ƒ–‹‘™‹–ŠǦ
”‘—’ƒ†‹–›–ƒˆˆǡŠƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽ’”‡’ƒ”‡ƒ†’”‡•‡– •Ž‹†‡•‘‡˜‹”‘‡–ƒŽŒ—•–‹
‡ƒ–‘—‹–›‡‡–‹‰͓͸ǤŠ‡
‘–‡–‘ˆ–Š‡•Ž‹†‡•™‹ŽŽ„‡
ˆ‘
—•‡†‘–Š‡†‡ˆ‹‹–‹‘‘ˆ‡˜‹”‘‡–ƒŽŒ—•–‹
‡ǡ•–ƒ–‡”‡“—‹”‡‡–•ˆ‘”ƒ††”‡••‹‰
‡˜‹”‘‡–ƒŽŒ—•–‹
‡‹
‡‡”ƒŽŽƒ•ǡ‡˜‹”‘‡–ƒŽŒ—•–‹
‡
‘†‹–‹‘•’”‡•‡–‹‡Ž‘
ƒ”ǡƒ†’‘–‡–‹ƒŽ•–”ƒ–‡‰‹‡•–‘ƒ††”‡••–Š‘•‡‡˜‹”‘‡–ƒŽŒ—•–‹ ‡
‘†‹–‹‘•ǤǦ
”‘—’
™‹ŽŽ„‡”‡•’‘•‹„Ž‡ˆ‘”•‡––‹‰†‡ƒ†Ž‹‡•ƒ†
‘‘”†‹ƒ–‹‰‹–›–ƒˆˆǯ•”‡˜‹‡™‘ˆ•Ž‹†‡†‡

ƒ–‡”‹ƒŽƒ•”‡“—‹”‡†ǤŠƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽƒ––‡†ǡ’”‡•‡–ǡƒ†„‡ƒ˜ƒ‹Žƒ„Ž‡–‘ƒ•™‡” “—‡•–‹‘•ƒ„‘—––Š‡•‡–‘’‹
•ƒ–‘—‹–›‘”•Š‘’͓͸Ǥ
TASK 1BUDGET
˜‹”‘‡–ƒŽ
—•–‹
‡—’’‘”–ˆ‘”‘—‹–›‡‡–‹‰͓͸ $6,150
"'
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Page G-4.22
changelabsolutions.org
3 Additional Task 2: Planning Commission and/or City Council Study Sessions Šƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽ”‡˜‹‡™ •–—†›•‡••‹‘’ƒ
‡–ƒ–‡”‹ƒŽ•’”‘†—
‡†„›Ǧ
”‘—’
ƒ†Ȁ‘”‹–›•–ƒˆˆ–‘Š‡Ž’’”‡’ƒ”‡ˆ‘”—’–‘–™‘Žƒ‹‰‘‹••‹‘ƒ†Ȁ‘”‹–›‘— ‹Ž
–—†›‡••‹‘•Ǥ††‹–‹‘ƒŽŽ›ǡŠƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽƒ––‡†—’–‘–™‘Žƒ‹‰ ‘‹••‹‘ǡ‹–›‘—
‹Žǡ‘”
‘‹––—†›‡••‹‘•Ǥ––Š‡•‡‡‡–‹‰•ǡŠƒ‰‡ƒ„‘Ž—–‹‘• ™‹ŽŽ „‡ƒ˜ƒ‹Žƒ„Ž‡–‘ƒ•™‡”“—‡•–‹‘•ƒ„‘—– ‰‘ƒŽ•ƒ†’‘Ž‹ ‹‡•‹–Š‡’—„Ž‹
”‡˜‹‡™†”ƒˆ–
‰‡‡”ƒŽ’Žƒ–Šƒ–ƒ†˜ƒ
‡
‘—‹–›Š‡ƒŽ–Š ƒ†‡“—‹–›ǡ ƒ•™‡ŽŽƒ•“—‡•–‹‘•ƒ„‘—–Š‘™ –Š‡ ’—„Ž‹
”‡˜‹‡™†”ƒˆ–‰‡‡”ƒŽ’Žƒ‡‡–•–Š‡”‡“—‹”‡‡–•‘ˆͳͲͲͲǤ Ž‡ƒ•‡•Šƒ”‡•–—†› •‡••‹‘†ƒ–‡•™‹–ŠŠƒ‰‡ƒ„ ‘Ž—–‹‘• ƒ–Ž‡ƒ•–͵™‡‡• ‹ƒ†˜ƒ ‡ ‘ˆ–Š‡‡‡–‹‰ –‘
‡•—”‡‘—”•–ƒˆˆ‹•ƒ˜ƒ‹Žƒ„Ž‡–‘ƒ––‡†Ǥ
TASK 2BUDGET
ȋʹȌ š–—†›‡••‹‘• $2,460
Optional Additional Task 3: Planning Commission and/or City Council Adoption Hearings
Šƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽ”‡˜‹‡™ƒ†‘’–‹‘Š‡ƒ”‹‰’ƒ
‡–ƒ–‡”‹ƒŽ•’”‘†—
‡†„›Ǧ
”‘—’
ƒ†Ȁ‘”‹–›•–ƒˆˆ–‘Š‡Ž’’”‡’ƒ”‡ˆ‘”—’–‘–™‘Žƒ‹‰‘‹••‹‘ƒ†Ȁ‘”‹–›‘— ‹Ž
†‘’–‹‘
‡ƒ”‹‰•Ǥ††‹–‹‘ƒŽŽ›ǡŠƒ‰‡ƒ„‘Ž—–‹‘•™‹ŽŽƒ––‡†—’–‘–™‘Žƒ‹‰ ‘‹••‹‘ƒ†Ȁ‘”‹–›‘—
‹Žƒ†‘’–‹‘Š‡ƒ”‹‰•Ǥ––Š‡•‡Š‡ƒ”‹‰•ǡŠƒ‰‡ƒ„‘Ž—–‹‘• ™‹ŽŽ „‡ƒ˜ƒ‹Žƒ„Ž‡–‘ƒ•™‡”“—‡•–‹‘•ƒ„‘—–‰‘ƒŽ•ƒ†’‘Ž‹ ‹‡•‹–Š‡’—„Ž‹
”‡˜‹‡™†”ƒˆ–
‰‡‡”ƒŽ’Žƒ–Šƒ–ƒ†˜ƒ
‡
‘—‹–›Š‡ƒŽ–Šƒ†‡“—‹–›ǡƒ•™‡ŽŽƒ•“—‡•–‹‘• ƒ„‘—–Š‘™ –Š‡ ’—„Ž‹
”‡˜‹‡™†”ƒˆ–‰‡‡”ƒŽ’Žƒ‡‡–•–Š‡”‡“—‹”‡‡–•‘ˆͳͲͲͲǤ Ž‡ƒ•‡•Šƒ”‡•–—†› •‡••‹‘†ƒ–‡•™‹–ŠŠƒ‰‡ƒ„‘Ž—–‹‘•ƒ–Ž‡ƒ•–͵™‡‡•‹ƒ†˜ƒ ‡‘ˆ–Š‡‡‡–‹‰–‘
‡•—”‡‘—”•–ƒˆˆ‹•ƒ˜ƒ‹Žƒ„Ž‡–‘ƒ––‡†Ǥ
TASK 3BUDGET
ȋʹȌ š†‘’–‹‘
‡ƒ”‹‰• $2,460

TOTAL ADDITIONAL SERVICES BUDGET
Š‡–‘–ƒŽ
‘•–ˆ‘”
‘’Ž‡–‹‘‘ˆ††‹–‹‘ƒŽƒ•• ͳǦʹ ‹•̈́ͺǡ͸ͳͲǤŠ‡–‘–ƒŽ ‘•–ˆ‘”

‘’Ž‡–‹‘‘ˆ††‹–‹‘ƒŽƒ•• ͳǡʹǡƒ†‘’–‹‘ƒŽƒ• ͵‹•̈́ͳͳǡͲ͹ͲǤŠƒ‰‡ƒ„‘Ž—–‹‘• •–”‘‰Ž›’”‡ˆ‡”•–‘„‡
‘’‡•ƒ–‡†—’‘
‘’Ž‡–‹‘‘ˆ–Š‡†‡Ž‹˜‡”ƒ„Ž‡•ǡ˜‡”•—•‘ƒ
Š‘—”Ž›„ƒ•‹•Ǥ

TIMELINE
Š‡–‹‡Ž‹‡ǡ•
‘’‡‘ˆ•‡”˜‹
‡•ǡƒ†„—†‰‡–ˆ‘”–Š‹•’”‘Œ‡
–‹••—„Œ‡
––‘—–—ƒŽƒ‰”‡‡‡–
„‡–™‡‡Šƒ‰‡ƒ„‘Ž—–‹‘•ƒ†Ǧ
”‘—’Ǥ
"'
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Page G-4.23
March 2, 2022
Mr. Sung Kwon
M-Group
51 E. Campbell Avenue #1247
Campbell, Ca 95009
Re: Additional Service #1 for the Menlo Park Housing Element Update.

Dear Mr. Kwon:

Hexagon Transportation Consultants, Inc. is pleased to submit this additional service proposal to conduct a level of service analysis for the Menlo Park Housing Element Update. Although level of service is no longer used in determining environmental impacts related to transportation, the analysis is still needed to ensure conformance with City’s performance policies. The level of service analysis will supplement the EIR analysis in determining adverse effects to key intersections in Menlo Park. The following tasks would be needed to complete the analysis:

1. Identification of Study Intersections. Hexagon will work with City staff to identify a list of key intersections to study based on the proposed sites and development intensities. This scope assumes 30 study intersections. Additional study intersections would require additional budget and will be analyze upon authorization.

2. Data Collection. It is assumed that the City’s 2019 data collection effort included AM (7:00 – 9:00 AM) and PM (4:00 – 6:00 PM) peak-hour traffic volumes for all study intersections. This scope does not include collection of new intersection turning movement data.

3. Evaluation of Existing Conditions. Existing traffic conditions will be evaluated based on existing AM and PM peak-hour traffic volumes at the study intersections. The existing traffic conditions will be analyzed using the Highway Capacity Manual 6th Edition methodology, implemented in the Vistro software. Hexagon will utilize the citywide Vistro file to conduct the study. It is assumed that signal timing data for all study intersections contained in the Vistro file is correct. This scope does not include conducting field work to ascertain signal timing and phasing details.

4. Evaluation of Near-Term Conditions. Hexagon will utilize the City of Menlo Park travel demand model to forecast intersection traffic volumes under near-term (year 2031) conditions without the additional Housing Element development. The Vistro model will be used to evaluate AM and PM peak hour intersection levels of service under cumulative conditions.

5. Evaluation of Cumulative Conditions. Hexagon will utilize the City of Menlo Park travel demand model to forecast intersection traffic volumes under cumulative (year 2040) conditions without the additional Housing Element development. The Vistro model will be used to evaluate AM and PM peak hour intersection levels of service under cumulative conditions.

ATTACHMENT D – Hexagon Scope of Work "'
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Page G-4.24
Mr. Sung Kwon
March 2, 2022

6. Trip Generation, Distribution, and Assignment. Hexagon will group the potential HEU sites into up to 8 subareas and estimate trip generation for each subarea individually using trip rates from the Institute of Transportation Engineers’ Trip Generation, 11th Edition.

Hexagon will utilize the travel demand model to inform the distributions for each subarea’s trips on roadways immediately adjacent to the subareas. Hexagon will assign traffic to the study intersections based on the trip generation and distribution assumptions. The trip generation, distribution and assignment results will be provided to City staff for review and authorization before conducting the tasks below.

7. Evaluation of with Project Conditions. Trips generated by each subarea in Task 6 above will be added onto the near-term and cumulative volumes derived in Task 4 and Task 5 to generate with-project conditions traffic volumes under near-term and cumulative conditions. The Vistro model will be used to evaluate AM and PM peak hour intersection levels of service under the with-project conditions. The LOS results will be compared to the relative no-project conditions to determine intersection non-compliance based on City’s TIA guidelines.

8. Description of Deficiencies and Recommendations. Based on the results of the level of service calculations, intersection non-compliance resulting from the Housing Element Update will be identified and described. Recommendations will be formulated that identify the locations and types of improvements or modifications that might be feasible to address deficiencies.

9. Report. Our findings and recommendations will be added to our traffic study report for this project. Hexagon will respond to editorial comments on the draft and prepare a final report.

This additional work will require $33,000 of additional budget. Including our current budget of $64,250, this additional service proposal would bring the total budget to $97,250. All other provisions of our existing contract remain in effect. Please authorize the additional services by sending Hexagon a signed copy of this letter. We look forward to continuing work with you on this project.

Sincerely,
HEXAGON TRANSPORTATION CONSULTANTS, INC. Approved by:

Gary Black, AICP
President __________________________
M-Group
Authorized Signature
__________________________
Printed Name
__________________________
Date
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Page G-4.25
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 ATTACHMENT E – CRC Scope of Work
Climate Resilient Communities (CRC) Proposal
Climate Resilient Communities (CRC) is a community-based organization working hand-in-hand with the Peninsula’s underrepresented communities by empowering community voices to implement climate solutions that bring about unity, resilience, and justice. Recognizing that in the Bay Area, as throughout the world, under-resourced communities are disproportionately vulnerable to the impacts of climate change, we work to support the frontline communities of East Palo Alto, North Fair Oaks, and Belle Haven through community action and engagement.

We emphasize community-based approaches to organizing and advocacy in relation to environmental justice. Through education and advocacy, CRC engages community members to encourage community action around climate change in the hopes of building resilience in the face of widespread changes and disasters, many of which will disproportionately affect those who CRC engages with.

Through the leadership of the City and the Climate Change Community Team, CRC will implement a robust, multifaceted community outreach and engagement program to evaluate community values and priorities for EJ and Safety Element strategies and policies. The information gained through this community outreach and engagement will be utilized to inform technical and environmental analysis, and to inform the final EIR recommendations.

A key feature of the community engagement will include the Belle Haven Climate Change Community Team (CCCT) that is currently being established. Modeled off of similar groups that CRC has helped to establish and manage in North Fair Oaks and East Palo Alto, the CCCT is comprised of motivated residents, community service providers, faith-based leaders, business owners, community-based organization and city affiliates. Together, this group aims to identify local vulnerabilities and learn how the community can be better prepared to face the impacts of climate change. While CRC facilitates the group, the team remains at its core, community-driven and community-led.

In East Palo Alto, the CCCT voices the climate and sea level related concerns of the EPA community and coordinates efforts to meet those needs, such as conducting a Climate Change Community Survey, exploring residents’ attitudes about climate change and its impacts; and the development of a Community Vulnerability Assessment pilot project, the findings of which the CCCT presented to the City Council to advocate for climate change priorities and to showcase practical, community-developed solutions to flooding, water security, and food security. The North Fair Oaks Climate Ready Team advocated and received funding to support a tree planting project to combat the urban heat island effect. The development of the Belle Haven team is already in progress, and team members thus far identified include representatives of the Neighborhood Association, Belle Haven Community Development Fund, Boys and Girls Club, Ravenswood School District, MPC Ready, Belle Haven Action, Boys and Sequoia Union High District, Menlo Spark, Sharper Image, Fit to Core Training, Community Gardens, and Menlo Together.

Through this work as well as other projects, CRC has extensive experience building information distribution channels through local CBOs and community events. We are adept at conducting surveys and focus groups, specializing in outreach to historically excluded communities. Just last year, CRC worked with the County of San Mateo to conduct community outreach and convene workshops to inform their local hazard mitigation plan. We convened more than 60 hard-to-reach residents from three communities (East Palo Alto, Belle Haven, and North Fair Oaks). In collaboration with the County’s "'
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Page G-4.26
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Office of Sustainability, we facilitated a workshop and held focus group discussions in Spanish and English in the summer of 2021. Although many workshops often try to offer simultaneous translation for workshops, we have found that non-native English speakers are far more likely to participate when immersed in a workshop hosted solely in their language. In this kind of culturally appropriate setting, residents are more comfortable expressing themselves. We took rigorous notes throughout the process and documented points of discussion in order to return a report on the findings of the focus group, identifying specific community priorities, to the County. We compensated attendees for their time and expertise.

Focus groups were also a critical part of the Vulnerability Assessment project in East Palo Alto with CalTrans and the County of San Mateo. We were able to convene four separate focus groups composed of people from our communities. As with all of our projects, we ensured that these groups were culturally and linguistically appropriate, convening a group of youth, a group of Pacific Islanders who had access to Samoan and Tongan translation, a group of Black residents, and a group of Latino residents.

CRC conducted the outreach to assemble these groups, facilitated the conversation, noted important themes, and summarized the content for the County. In doing so, we had an opportunity to educate these community members about some of the threats climate change can pose to them and built their confidence and capacity to participate in these conversations.

In partnership with the City of Menlo Park and M-Group, Climate Resilient Communities’ proposed engagement plan will capture the interconnected and interdependent nature of people, transportation, housing, and ecology in Menlo Park concentrating on the communities of concern. In particular, CRC will gather the lived experiences of historically marginalized people to develop a comprehensive set of goals and policies aimed to reduce exposure to environmental and health hazards as instructed by SB1000.

Given the need and requirements to fully engage the community, CRC proposes a plan as follows:

Phase 1: Community Outreach and Engagement before the release of the draft Environmental Justice and Safety Elements.

Climate Resilient Communities (CRC) will lead and manage all outreach and communication to achieve deliverables in collaboration with the City and M-Group.

Task A. Collaborate with the CCCT and other Community Based Organizations (CBOs) to refine the proposed outreach approach and methodology.

To engage with communities effectively, CRC will work with the CCCT to co-develop outreach activities and strategies that will ensure community buy-in and commitment to the project.

These activities will include the Community Kick-Off Workshop, focus groups, and a survey specific to the drafting of policies for Menlo Park’s Environmental Justice and Safety Elements.

CRC will also subcontract with three CBOs within the Belle Haven community to assist with the proposed focus groups and surveys. The Belle Haven CCCT will assist in this effort by recommending CBOs for consideration by CRC who will manage their work and provide a Memorandum of Understanding between the CBOs and CRC for the services. The CRC will work with CBO partners to leverage their expertise in culturally and linguistically competent community outreach and relationships of trust with the communities they serve to ensure they engage with the EJ and Safety Element process. Proposed community-based organization (CBO) partners include Boys and Girls Club, Belle Haven Action and Community Gardens. This approach was successfully implemented by CRC in East Palo Alto to build community participation and "'
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Page G-4.27
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 trust during a Community Vulnerability Assessment pilot project funded by the County of San Mateo Office of Sustainability and Caltrans in 2019.

Deliverables: CRC will provide a community outreach and engagement plan developed with feedback from the Belle Haven CCCT. Activities will include but not be limited to: a community workshop and focus group meetings (both online and in-person depending on health conditions related to Covid-19) that are targeted to critical key stakeholders and demographics; survey questions and input collection methods (both online and in-person) and a detailed timeline and/or event sequence that is tied to specific project deliverables. To achieve this, CRC will coordinate directly with the CCCT and facilitate CCCT monthly meetings. CRC will provide a summary of any CCCT feedback from their monthly meetings to M-Group within one week of the meeting. In consultation with CCCT, CRC will refine the identification of focus group participants, as well as identify three Community Based Organizations (CBOs) that will further assist in outreach efforts. CRC will prepare and submit an MOU to the City for each selected CBO.

Total costs for CCCT Coordination and Outreach Plan: $12,250. This covers personnel costs, including attendance, preparation of any materials, MOU efforts/coordination with CBOs, and creating meeting summaries for M-Group.

Task B. Conduct a Community Workshop focused on the Environmental Justice and Safety Element
The goal of this workshop is to convene community residents and leaders to build understanding and advocacy capacity around environmental justice and safety issues within the community. The subjects will be explained within the context of the Environmental Justice and Safety elements and the General Plan updating process. Residents will be shown what actions they can take in the planning process and on other fronts to advocate for amelioration of their environmental justice concerns. Secondly, the workshop will offer an opportunity to confirm the existing environmental justice and safety issues identified by CalEnviroScreen data analysis (as summarized in the neighborhood profiles), identify gaps, ground-truth the observations, and determine some immediate community priorities.

Deliverables: M-Group to provide draft presentation materials. CRC will compile presentation materials and finalize for the workshop. CRC will provide final materials to M-Group and the City for review in advance of the workshop. CRC will lead the workshop, obtain sign in/participation records, and provide an outcome summary.

Total Cost of Meeting: $15,565. This covers personnel costs (prep, attendance, summary), food costs and gift card costs.

Task C. Conduct 3 Focus Groups
CRC will develop and implement 3 focus groups to engage with community residents and leaders on environmental justice issues to further identify priorities and to receive extensive guidance on potential policies, programs, and investment solutions to include in the Environmental Justice and Safety elements. Rooted in an understanding that those closest to the problems are often closest to the solutions, CRC will develop and implement three focus groups, as recommended by the CCCT, to address multicultural and language barriers to meet residents where they are. In collaboration with the CBOs, CRC will lead distinct focus groups for the LatinX community in Spanish, an English-speaking group and either a youth group or a group "'
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Page G-4.28
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 for elderly residents. CRC will seek guidance from the CCCT to finalize the selection of focus groups for this process.

Deliverables: CRC and CBO partners will facilitate the focus group meetings and outreach. Prior to meetings or notification of meetings, CRC will provide draft outreach materials for review to M-Group and the City. CRC will provide a summary of findings in a report to M-Group.

Cost per Meeting: $14,793.33. This covers personnel costs, CBO costs, translation costs, printing, food costs and gift card costs.

Total Cost of all 3 Meetings: $44,380. This covers personnel costs, CBO costs, translation costs, printing, food costs and gift card costs.

Task D. Prepare and Distribute Survey
This task will augment, acknowledge, and respond to community feedback from the previous city-wide survey. CRC will conduct an Environmental Justice/Safety Elements survey to more deeply engage and solicit input from our residents suffering environmental injustices. The survey will seek to get community wide input on Environmental Justice and Safety element issues and affirm priorities and policies that emerged from the Environmental Justice Community Workshop and community focus groups. CRC will lead the development and implementation of the survey with guidance from the CCCT and support as needed from the City and M-Group. CRC will work directly with the Belle Haven CCCT to finalize survey questions and survey methodology. The survey will include comprehensive qualitative and quantitative elements and robust demographic and socioeconomic profiles of respondents. Responses will be analyzed with statistical rigor. Building off our previous collaboration with the Climate Change survey in East Palo Alto, CRC will subcontract to bring City Systems onboard to assist with the EJ and Safety Element Survey.

City Systems will assist CRC in facilitation of meetings with the Belle Haven CCCT and other community stakeholders to co-design the survey questionnaire, based on stakeholder-identified gaps in understanding of community awareness, concerns, and priorities regarding environmental justice and hazards. Second, City Systems will assist in preparing digital and paper-based survey forms, collaborating with other partners to provide all necessary translation of materials. Third, City Systems will prepare an online performance tracking tool that will enable volunteer surveyors to be assigned specific census blocks in which to conduct door-todoor outreach and log real-time progress. Using 2020 Decennial Census data, the tool will enable targeting of outreach efforts in specific blocks so as to align the demographic distribution of responses as much as possible with the population distribution. Fourth, City Systems will lead data cleaning and analysis, including the tabulation of responses by demographic and socioeconomic characteristics. These anonymized results will be disseminated in the form of static graphics as well as an interactive web dashboard. Fifth, City Systems will be available to assist CRC to give presentations about the survey results with community stakeholders, as needed.

Deliverables: CRC, in coordination with City Systems, the CBOs, and CCCT will craft and administer the survey questions. Prior to administering the survey CRC will provide a draft for review to M-Group and the City. CRC will also coordinate with City Systems to provide a final Survey report to M-Group and City of Menlo Park. CRC will also provide a signed MOU by City Systems for their services to the City for approval.

Total Cost: $53,650. Covers personnel costs, City Systems costs, CBO costs, translation, printing and mail costs, and gift card costs for survey completion and lottery. "'
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Page G-4.29
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Task E. Provide a final summary report of outreach efforts to M-Group and the City.

CRC will prepare a final summary of the community outreach and engagement efforts with key outcomes collected and shared in summary form in a final report delivered to M-Group and the City.

Deliverables: CRC will provide a summary report of the outreach efforts (workshop, focus groups, and survey outreach efforts) to the City and M-Group for the purpose of drafting the Environmental Justice and Safety Elements.

Total Cost: $7,433. Covers personnel costs.

Phase 2: Outreach after the release of the draft EIR and EJ and Safety Elements Task A. Coordinate with CCCT on messaging for the delivery of draft EIR and Environmental Justice & Safety Elements
CRC will present findings and the draft EIR and Elements to the CCCT in collaboration with the City and M-Group.

Deliverables: CRC to provide a memo with recommendations on how to share documents with the community based on feedback and conversations with the CCCT.

Total Costs: $15,075. Covers personnel costs, including attendance, preparation of materials, and summaries for M-Group.

Task B. Get feedback from Community through outreach events CRC will coordinate with M-Group and the City to present the draft EIR and Environmental and Safety Elements to the community over three community meetings or workshops. CBOs will support the outreach with culturally and linguistically appropriate messaging for the population they serve.

Deliverables: CRC will conduct three meetings or workshops with the community on various documents related to the drafts EJ and Safety Elements. CRC will provide final materials to MGroup and the City for review in advance of the events. CRC will then provide summary reports of the community outreach and engagement efforts to M-Group and the City.

Cost per Meeting: $7,048.33. This covers personnel costs (preparation, attendance, and creation of summaries for M-Group), translation costs, printing, food costs and gift card costs.

Total Cost of all 3 Meetings: $21,145. This covers personnel costs (preparation, attendance, and creation of summaries for M-Group), translation costs, printing, food costs and gift card costs.

Work Plan and Preliminary Timeline
Task Description Projected Time (2022)
1) CCCT Meetings Monthly meetings from March-December
2) EJ Community Workshop Week of March 28th (Potential Date: March 31st) 3) Focus Groups Mid-April, Submit report of findings in late-April "'
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Page G-4.30
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 4) EJ/Safety Elements Survey Begins following Mid-May focus groups and will continue through the end of June.

Preliminary findings of survey at the end of May.

Survey Final Report submission at the end of
June.
5) Community Engagement to respond to
Draft EJ/Safety Elements in advance of
adoption hearings
June - October
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Page G-4.31
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Proposed Budget for EJ and Safety Element Community Engagement Item Description Cost
Phase 1
Task A: Outreach Strategy and CCCT Coordination
Executive Director Execution of Deliverables, 100 hrs @ $63/hr $6,300 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 50 hrs @ $47/hr $2,350 Subtotal Task A $12,250
Task B: Community Workshop
Executive Director Execution of Deliverables, 80 hrs @ $63/hr $5,040 Outreach Coordinator Execution of Deliverables, 100 hrs @ $30/hr $3,000 Program Manager Execution of Deliverables, 75 hrs @ $47/hr $3,525 Translation of Materials 3 hours X $80/hr (4 languages) $320 Interpreter at Meeting 3 hours X $80/hr $480
Gift Cards for Workshop attendees 40 attendees X $50 $2,000 Food 40 attendees X $20 $800
Notification Materials Printing $400
Subtotal Task B $15,565
Task C: Focus Groups
Executive Director Execution of Deliverables, 50 hrs @ $63/hr $3,150 Outreach Coordinator Execution of Deliverables, 150 hrs @ $30/hr $4,500 Program Manager Execution of Deliverables, 90 hrs @ $47/hr $4,230 CBO partnerships Personnel time for outreach and consultation, $7,500 each X 3
$22,500
Translation of Materials 3 hours X $80/hr (4 languages) $240 Interpreter at Meeting 12 hours X $80/hr $960
Gift Cards for (3) Focus Groups 40 attendees X $50 X 3 groups $6,000 Food for (3) Focus Groups 40 attendees X $20 X 3 groups $2,400 Notification Materials Printing $400
Subtotal Task C $44,380
Task D: Survey
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Page G-4.32
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Executive Director Execution of Deliverables, 100 hrs @ $63/hr $6,300 Outreach Coordinator Execution of Deliverables, 100 hrs @ $30/hr $3,000 Program Manager Execution of Deliverables, 100 hrs @ $47/hr $4,700 CBO partnerships Personnel time for outreach and consultation, $7,500 each X 3
$22,500
Translation of Materials 3 hours X $80/hr (4 languages) $240 Interpreter at Meeting 2 hours X $80/hr $160
Consultant (City Systems) For
survey
110 hours X $125/hr $13,750
Mailing of Postcards for Survey Mailing Post $500
Lottery associated with Survey 10 X $100 gift Card $1,000 Survey Gift Cards 300 surveys X $5 $1,500
Subtotal Task D $53,650
Task E: Final Summary
Executive Director Execution of Deliverables, 61 hrs @ $63/hr $3,843 Outreach Coordinator Execution of Deliverables, 10 hrs @ $30/hr $300 Program Manager Execution of Deliverables, 70 hrs @ $47/hr $3,290 Subtotal Task E $7,433
Subtotal Phase 1 $133,278
Phase 2
Task A: Outreach Strategy and CCCT Coordination
Executive Director Execution of Deliverables, 115 hrs @ $63/hr $7,245 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 90 hrs @ $47/hr $4,230 Subtotal Task A $15,075
Task B: Community Workshops/Meetings x3
Executive Director Execution of Deliverables, 50 hrs @ $63/hr $3,150 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 85 hrs @ $47/hr $3,995 Translation of Materials 10 hours (for 4 languages) X $80/hr $800 Interpreter at Meeting 10 hours X $80/hr $800
Gift Cards for Workshop attendees 40 people X $50 X 3 meetings $6,000 Food 40 people X $20 X 3 meetings $2,400
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Page G-4.33
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Notification Materials Printing $400
Subtotal Task B $21,145
Subtotal Phase 2 $36,220
Indirect Cost
Overhead 10% Overhead Cost $16,820
Total $186,318
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Page G-4.34
CC Rev 20210301

CONSULTANT AGREEMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Agreement #:

AGREEMENT FOR SERVICES BETWEEN

THE CITY OF MENLO PARK AND METROPOLITAN PLANNING GROUP (M-GROUP) THIS AGREEMENT made and entered into at Menlo Park, California, this _____________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as "CITY," and METROPOLITAN PLANNING GROUP (M-GROUP), hereinafter referred to as “FIRST PARTY.”
WITNESSETH:

WHEREAS, CITY desires to retain FIRST PARTY to provide certain professional services for CITY in connection with that certain project called: Housing element update WHEREAS, FIRST PARTY is licensed to perform said services and desires to and does hereby undertake to perform said services.

NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS, PROMISES AND CONDITIONS of each of the parties hereto, it is hereby agreed as follows:

1. SCOPE OF WORK
In consideration of the payment by CITY to FIRST PARTY, as hereinafter provided, FIRST PARTY agrees to perform all the services as set forth in Exhibit "A," Scope of Services.

2. SCHEDULE FOR WORK
FIRST PARTY's proposed schedule for the various services required pursuant to this agreement will be as set forth in Exhibit "A," Scope of Services. CITY will be kept informed as to the progress of work by written reports, to be submitted monthly or as otherwise required in Exhibit "A.” Neither party shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents or other events beyond the control of the other, or the other's employees and agents.

FIRST PARTY shall commence work immediately upon receipt of a "Notice to Proceed" from CITY.

The "Notice to Proceed" date shall be considered the "effective date" of the agreement, as used herein, except as otherwise specifically defined. FIRST PARTY shall complete all the work and deliver to CITY all project related files, records, and materials within one month after completion of all of FIRST PARTY's activities required under this agreement.

3. PROSECUTION OF WORK
FIRST PARTY will employ a sufficient staff to prosecute the work diligently and continuously and will complete the work in accordance with the schedule of work approved by the CITY. (See Exhibit "A," Scope of Services).

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Page G-4.35
2 CC Rev 20210301

4. COMPENSATION AND PAYMENT
A. CITY shall pay FIRST PARTY an all-inclusive fee that shall not exceed $982,000 as described in Exhibit "A," Scope of Services. All payments shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the City determines that the quantity or quality of the work performed is unacceptable.

B. FIRST PARTY's fee for the services as set forth herein shall be considered as full compensation for all indirect and direct personnel, materials, supplies and equipment, and services incurred by FIRST PARTY and used in carrying out or completing the work.

C. Payments shall be monthly for the invoice amount or such other amount as approved by CITY. As each payment is due, the FIRST PARTY shall submit a statement describing the services performed to CITY.

This statement shall include, at a minimum, the project title, agreement number, the title(s) of personnel performing work, hours spent, payment rate, and a listing of all reimbursable costs. CITY shall have the discretion to approve the invoice and the work completed statement. Payment shall be for the invoice amount or such other amount as approved by CITY.

D. Payments are due upon receipt of written invoices. CITY shall have the right to receive, upon request, documentation substantiating charges billed to CITY. CITY shall have the right to perform an audit of the FIRST PARTY's relevant records pertaining to the charges.

5. EQUAL EMPLOYMENT OPPORTUNITY
A. FIRST PARTY, with regard to the work performed by it under this agreement shall not discriminate on the grounds of race, religion, color, national origin, sex, handicap, marital status or age in the retention of sub-consultants, including procurement of materials and leases of equipment.

B. FIRST PARTY shall take affirmative action to insure that employees and applicants for employment are treated without regard to their race, color, religion, sex, national origin, marital status or handicap.

Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation and selection for training including apprenticeship.

C. FIRST PARTY shall post in prominent places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

D. FIRST PARTY shall state that all qualified applications will receive consideration for employment without regard to race, color, religion, sex, national origin, marital status or handicap.

E. FIRST PARTY shall comply with Title VI of the Civil Rights Act of 1964 and shall provide such reports as may be required to carry out the intent of this section.

F. FIRST PARTY shall incorporate the foregoing requirements of this section in FIRST PARTY’s agreement with all sub-consultants.

6. ASSIGNMENT OF AGREEMENT AND TRANSFER OF INTEREST
A. FIRST PARTY shall not assign this agreement, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the CITY thereto, provided, however, that claims for money due or to become due to the FIRST PARTY from the CITY under this agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of an intended assignment or transfer shall be furnished promptly to the CITY.

B. In the event there is a change of more than 30 percent of the stock ownership or ownership in FIRST PARTY from the date of this agreement is executed, then CITY shall be notified before the date of said change of stock ownership or interest and CITY shall have the right, in event of such change in stock ownership or interest, to terminate this agreement upon notice to FIRST PARTY. In the event CITY is not notified of any such change in stock ownership or interest, then upon knowledge of same, it shall be deemed that CITY has terminated this agreement.
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Page G-4.36
3 CC Rev 20210301

7. INDEPENDENT WORK CONTROL
It is expressly agreed that in the performance of the service necessary for compliance with this agreement, FIRST PARTY shall be and is an independent contractor and is not an agent or employee of CITY. FIRST PARTY has and shall retain the right to exercise full control and supervision of the services and full control over the employment, direction, compensation and discharge of all persons assisting FIRST PARTY in the performance of FIRST PARTY's services hereunder. FIRST PARTY shall be solely responsible for its own acts and those of its subordinates and employees.

8. CONSULTANT QUALIFICATIONS
It is expressly understood that FIRST PARTY is licensed and skilled in the professional calling necessary to perform the work agreed to be done by it under this agreement and CITY relies upon the skill of FIRST PARTY to do and perform said work in a skillful manner usual to the profession. The acceptance of FIRST PARTY's work by CITY does not operate as a release of FIRST PARTY from said understanding.

9. NOTICES
All notices hereby required under this agreement shall be in writing and delivered in person or sent by certified mail, postage prepaid or by overnight courier service. Notices required to be given to CITY shall be addressed as follows:

Deanna Chow
Community Development
City of Menlo Park
701 Laurel St.

Menlo Park, CA 94025
650-330-6733
[email protected]
Notices required to be given to FIRST PARTY shall be addressed as follows:

Geoff Bradley
Metropolitan Planning Group (M-Group)
307 Orchard City Drive, Suite 10
Campbell, CA 9500
408-340-5642
[email protected]
Provided that any party may change such address by notice, in writing, to the other party and thereafter notices shall be addressed and transmitted to the new address.

10. HOLD HARMLESS
The FIRST PARTY shall defend, indemnify and hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants from all claims, suits or actions that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the FIRST PARTY brought for, or on account of, injuries to or death of any person or damage to property resulting from the performance of any work required by this agreement by FIRST PARTY, its officers, agents, employees and servants.

Nothing herein shall be construed to require the FIRST PARTY to defend, indemnify or hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants against any responsibility to liability in contravention of Section 2782.8 of the California Civil Code.

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Page G-4.37
4 CC Rev 20210301

11. INSURANCE
A. FIRST PARTY shall not commence work under this agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City, with certificates of insurance evidencing the required coverage.

B. There shall be a contractual liability endorsement extending the FIRST PARTY's coverage to include the contractual liability assumed by the FIRST PARTY pursuant to this agreement. These certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in writing, to the CITY, at the address shown in Section 9, of any pending cancellation of the policy. FIRST PARTY shall notify CITY of any pending change to the policy. All certificates shall be filed with the City.

1. Workers' compensation and employer's liability insurance:

The FIRST PARTY shall have in effect during the entire life of this agreement workers' compensation and Employer's Liability Insurance providing full statutory coverage. In signing this agreement, the FIRST PARTY makes the following certification, required by Section 18161 of the California Labor Code: "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this agreement" (not required if the FIRST PARTY is a Sole Proprietor).

2. Liability insurance:

The FIRST PARTY shall take out and maintain during the life of this agreement such Bodily Injury Liability and Property Damage Liability Insurance (Commercial General Liability Insurance) on an occurrence basis as shall protect it while performing work covered by this agreement from any and all claims for damages for bodily injury, including accidental death, as well as claims for property damage which may arise from the FIRST PARTY's operations under this agreement, whether such operations be by FIRST PARTY or by any sub-consultant or by anyone directly or indirectly employed by either of them. The amounts of such insurance shall be not less than one million dollars ($1,000,000) per occurrence and one million dollars ($1,000,000) in aggregate, or one million dollars ($1,000,000) combined single limit bodily injury and property damage for each occurrence. FIRST PARTY shall provide the CITY with acceptable evidence of coverage, including a copy of all declarations of coverage exclusions. FIRST PARTY shall maintain Automobile Liability Insurance pursuant to this agreement in an amount of not less than one million dollars ($1,000,000) for each accident combined single limit or not less than one million dollars ($1,000,000) for any one (1) person, and one million dollars ($1,000,000) for any one (1) accident, and Three Hundred Thousand Dollars, ($300,000) property damage.

3. Professional liability insurance:

FIRST PARTY shall maintain a policy of professional liability insurance, protecting it against claims arising out of the negligent acts, errors, or omissions of FIRST PARTY pursuant to this agreement, in the amount of not less than one million dollars ($1,000,000) per claim and in the aggregate. Said professional liability insurance is to be kept in force for not less than one (1) year after completion of services described herein.

C. CITY and its subsidiary agencies, and their officers, agents, employees and servants shall be named as additional insured on any such policies of Commercial General Liability and Automobile Liability Insurance, (but not for the Professional Liability and workers' compensation), which shall also contain a provision that the insurance afforded thereby to the CITY, its subsidiary agencies, and their officers, agents, employees, and servants shall be primary insurance to the full limits of liability of the policy, and that if the CITY, its subsidiary agencies and their officers and employees have other insurance against a loss covered by a policy, such other insurance shall be excess insurance only.

D. In the event of the breach of any provision of this Section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, CITY, at its option, may, notwithstanding any other provision of this agreement to the contrary, immediately declare a material breach of this agreement and suspend all further work pursuant to this agreement.

E. Before the execution of this agreement, any deductibles or self-insured retentions must be declared to and approved by CITY.
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Page G-4.38
5 CC Rev 20210301

12. PAYMENT OF PERMITS/LICENSES
Contractor shall obtain any license, permit, or approval if necessary from any agency whatsoever for the work/services to be performed, at his/her own expense, before commencement of said work/services or forfeit any right to compensation under this agreement.

13. RESPONSIBILITY AND LIABILITY FOR SUB-CONSULTANTS AND/OR SUBCONTRACTORS Approval of or by CITY shall not constitute nor be deemed a release of responsibility and liability of FIRST PARTY or its sub-consultants and/or subcontractors for the accuracy and competency of the designs, working drawings, specifications or other documents and work, nor shall its approval be deemed to be an assumption of such responsibility by CITY for any defect in the designs, working drawings, specifications or other documents prepared by FIRST PARTY or its sub-consultants and/or subcontractors.

14. OWNERSHIP OF WORK PRODUCT
Work products of FIRST PARTY for this project, which are delivered under this agreement or which are developed, produced and paid for under this agreement, shall become the property of CITY. The reuse of FIRST PARTY’s work products by City for purposes other than intended by this agreement shall be at no risk to FIRST PARTY.

15. REPRESENTATION OF WORK
Any and all representations of FIRST PARTY, in connection with the work performed or the information supplied, shall not apply to any other project or site, except the project described in Exhibit "A" or as otherwise specified in Exhibit "A."

16. TERMINATION OF AGREEMENT
A. CITY may give thirty (30) days written notice to FIRST PARTY, terminating this agreement in whole or in part at any time, either for CITY's convenience or because of the failure of FIRST PARTY to fulfill its contractual obligations or because of FIRST PARTY's change of its assigned personnel on the project without prior CITY approval. Upon receipt of such notice, FIRST PARTY shall:

1. Immediately discontinue all services affected (unless the notice directs otherwise); and

2. Deliver to the CITY all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated or produced by FIRST PARTY in performing work under this agreement, whether completed or in process.

B. If termination is for the convenience of CITY, an equitable adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on unperformed services.

C. If the termination is due to the failure of FIRST PARTY to fulfill its agreement, CITY may take over the work and prosecute the same to completion by agreement or otherwise. In such case, FIRST PARTY shall be liable to CITY for any reasonable additional cost occasioned to the CITY thereby.

D. If, after notice of termination for failure to fulfill agreement obligations, it is determined that FIRST PARTY had not so failed, the termination shall be deemed to have been effected for the convenience of the CITY. In such event, adjustment in the contract price shall be made as provided in Paragraph B of this Section.

E. The rights and remedies of the CITY provided in this Section are in addition to any other rights and remedies provided by law or under this agreement.

F. Subject to the foregoing provisions, the CITY shall pay FIRST PARTY for services performed and expenses incurred through the termination date.
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Page G-4.39
6 CC Rev 20210301

17. INSPECTION OF WORK
It is FIRST PARTY's obligation to make the work product available for CITY's inspections and periodic reviews upon request by CITY.

18. COMPLIANCE WITH LAWS
It shall be the responsibility of FIRST PARTY to comply with all State and Federal Laws applicable to the work and services provided pursuant to this agreement, including but not limited to compliance with prevailing wage laws, if applicable.

19. BREACH OF AGREEMENT
A. This agreement is governed by applicable federal and state statutes and regulations. Any material deviation by FIRST PARTY for any reason from the requirements thereof, or from any other provision of this agreement, shall constitute a breach of this agreement and may be cause for termination at the election of the CITY.

B. The CITY reserves the right to waive any and all breaches of this agreement, and any such waiver shall not be deemed a waiver of any previous or subsequent breaches. In the event the CITY chooses to waive a particular breach of this agreement, it may condition same on payment by FIRST PARTY of actual damages occasioned by such breach of agreement.

20. SEVERABILITY
The provisions of this agreement are severable. If any portion of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by the mutual consent of the parties.

21. CAPTIONS
The captions of this agreement are for convenience and reference only and shall not define, explain, modify, limit, exemplify, or aid in the interpretation, construction, or meaning of any provisions of this agreement.

22. LITIGATION OR ARBITRATION
In the event that suit or arbitration is brought to enforce the terms of this agreement, the prevailing party shall be entitled to litigation costs and reasonable attorneys' fees. The Dispute Resolution provisions are set forth on Exhibit "B," ‘Dispute Resolution’ attached hereto and by this reference incorporated herein.

23. RETENTION OF RECORDS
Contractor shall maintain all required records for three years after the City makes final payment and all other pending matters are closed, and shall be subject to the examination and /or audit of the City, a federal agency, and the state of California.

24. TERM OF AGREEMENT
This agreement shall remain in effect for the period of May 10, 2021 through January 31, 2023 unless extended, amended, or terminated in writing by CITY.
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Page G-4.40
7 CC Rev 20210301

25. ENTIRE AGREEMENT
This document constitutes the sole agreement of the parties hereto relating to said project and states the rights, duties, and obligations of each party as of the document's date. Any prior agreement, promises, negotiations, or representations between parties not expressly stated in this document are not binding.

All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties to this agreement.

26. STATEMENT OF ECONOMIC INTEREST
Consultants, as defined by Section 18701 of the Regulations of the Fair Political Practices Commission, Title 2, Division 6 of the California Code of Regulations, are required to file a Statement of Economic Interests with 30 days of approval of a contract services agreement with the City of its subdivisions, on an annual basis thereafter during the term of the contract, and within 30 days of completion of the contract.

Based upon review of the Consultant’s Scope of Work and determination by the City Manager, it is determined that Consultant IS NOT required to file a Statement of Economic Interest. A statement of Economic Interest shall be filed with the City Clerk’s office no later than 30 days after the execution of the agreement.

IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day and year first above written.

FOR FIRST PARTY:

Signature Date

Printed name Title

Tax ID#
APPROVED AS TO FORM:

Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:

Starla Jerome-Robinson, City Manager Date
ATTEST:

Judi A. Herren, City Clerk Date
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Page G-4.41
8 CC Rev 20210301
EXHIBIT “A” – SCOPE OF SERVICES
A1. SCOPE OF WORK
FIRST PARTY agrees to provide consultant services for CITY’s Community Development Department. In the event of any discrepancy between any of the terms of the FIRST PARTY’s proposal and those of this agreement, the version most favorable to the CITY shall prevail. FIRST PARTY shall provide the following services:

Provide general consultant services for projects as determined by the CITY. The detailed scope of work for each task the CITY assigns the consultant shall be referred to as Exhibit A -1, which will become part of this agreement. A notice to proceed will be issued separately for each separate scope of work agreed to between the CITY and FIRST PARTY.

FIRST PARTY agrees to perform these services as directed by the CITY in accordance with the standards of its profession and CITY’s satisfaction.

A2. COMPENSATION
CITY shall pay FIRST PARTY an all-inclusive fee not-to-exceed $982,000 as described in Exhibit A-1, Scope of Services – “Menlo Park Housing & Environmental Justice Elements Budget”. All payments, shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the CITY determines that the quantity or quality of the work performed is unacceptable.

FIRST PARTY’s fee for the services as set forth herein shall be considered as full compensation for all indirect and direct personnel, materials, supplies and equipment, and serviced incurred by FIRST PARTY and used in carrying out or completing the work.

FIRST PARTY shall be paid within thirty (30) days after approval of billing for work completed and approved by the CITY. Invoices shall be submitted containing all information contained in Section A5 below. In no event shall FIRST PARTY be entitled to compensation for extra work unless an approved change order, or other written authorization describing the extra work and payment terms, has been executed by CITY before the commencement of the work.

A3. SCHEDULE OF WORK
FIRST PARTY’S proposed schedule for the various services required will be set forth in Exhibit A-1.

A4. CHANGES IN WORK -- EXTRA WORK
In addition to services described in Section A1, the parties may from time to time agree in writing that FIRST PARTY, for additional compensation, shall perform additional services including but not limited to:
x Change in the services because of changes in scope of the work. x Additional tasks not specified herein as required by the CITY.

The CITY and FIRST PARTY shall agree in writing to any changes in compensation and/or changes in FIRST PARTY’s services before the commencement of any work. If FIRST PARTY deems work he/she has been directed to perform is beyond the scope of this agreement and constitutes extra work, FIRST PARTY shall immediately inform the CITY in writing of the fact. The CITY shall make a determination as to whether such work is in fact beyond the scope of this agreement and constitutes extra work. In the event that the CITY determines that such work does constitute extra work, it shall provide compensation to the FIRST PARTY in accordance with an agreed cost that is fair and equitable. This cost will be mutually agreed upon by the CITY and FIRST PARTY. A supplemental agreement providing for such compensation for extra work shall be negotiated between the CITY and the FIRST PARTY. Such !&

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Page G-4.42
9 CC Rev 20210301
supplemental agreement shall be executed by the FIRST PARTY and may be approved by the City Manager upon recommendation of the Assistant Community Development Director.

A5. BILLINGS
FIRST PARTY’s bills shall include the following information: A brief description of services performed, project title and the agreement number; the date the services were performed; the number of hours spent and by whom; the current contract amount; the current invoice amount; Except as specifically authorized by CITY, FIRST PARTY shall not bill CITY for duplicate services performed by more than one person. In no event shall FIRST PARTY submit any billing for an amount in excess of the maximum amount of compensation provided in Section A2.

The expenses of any office, including furniture and equipment rental, supplies, salaries of employees, telephone calls, postage, advertising, and all other expenses incurred by FIRST PARTY in the performances of this agreement shall be incurred at the FIRST PARTY’s discretion. Such expenses shall be FIRST PARTY’s sole financial responsibility.

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Page G-4.43
10 CC Rev 20210301
EXHIBIT “B” - DISPUTE RESOLUTION
B1.0 All claims, disputes and other matters in question between the FIRST PARTY and CITY arising out of, or relating to, the contract documents or the breach thereof, shall be resolved as follows:

B2.0 Mediation
B2.1 The parties shall attempt in good faith first to mediate such dispute and use their best efforts to reach agreement on the matters in dispute. After a written demand for non-binding mediation, which shall specify in detail the facts of the dispute, and within ten (10) days from the date of delivery of the demand, the matter shall be submitted to a mutually agreeable mediator. The Mediator shall hear the matter and provide an informal opinion and advice, none of which shall be binding upon the parties, but is expected by the parties to help resolve the dispute. Said informal opinion and advice shall be submitted to the parties within twenty (20) days following written demand for mediation. The Mediator’s fee shall be shared equally by the parties. If the dispute has not been resolved, the matter shall be submitted to arbitration in accordance with Paragraph B3.1.

B3.0 Arbitration
B3.1 Any dispute between the parties that is to be resolved by arbitration as provided in Paragraph B2.1 shall be settled and decided by arbitration conducted by the American Arbitration Association in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association, as then in effect, except as provided below. Any such arbitration shall be held before three arbitrators who shall be selected by mutual agreement of the parties; if agreement is not reached on the selection of the arbitrators within fifteen (15) days, then such arbitrator(s) shall be appointed by the presiding Judge of the court of jurisdiction of the agreement.

B3.2 The provisions of the Construction Industry Arbitration Rules of the American Arbitration Association shall apply and govern such arbitration, subject, however to the following:

B3.3 Any demand for arbitration shall be writing and must be made within a reasonable time after the claim, dispute or other matter in question as arisen. In no event shall the demand for arbitration be made after the date that institution of legal or equitable proceedings based on such claim, dispute or other matter would be barred by the applicable statute of limitations.

B3.4 The arbitrator or arbitrators appointed must be former or retired judges, or attorneys at law with last ten (10) years’ experience in construction litigation.

B3.5 All proceedings involving the parties shall be reported by a certified shorthand court reporter, and written transcripts of the proceedings shall be prepared and made available to the parties.

B3.6 The arbitrator or arbitrators must be made within and provide to the parties factual findings and the reasons on which the decisions of the arbitrator or arbitrators is based.

B3.7 Final decision by the arbitrator or arbitrators must be made within ninety (90) days from the date of the arbitration proceedings are initiated.

B3.8 The prevailing party shall be awarded reasonable attorneys’ fees, expert and non-expert witness costs and expenses, and other costs and expenses incurred in connection with the arbitration, unless the arbitrator or arbitrators for good cause determine otherwise.

B3.9 Costs and fees of the arbitrator or arbitrators shall be borne by the non-prevailing party, unless the arbitrator or arbitrators for good cause determine otherwise.

B3.10 The award or decision of the arbitrator or arbitrators, which may include equitable relief, shall be final, and judgment may be entered on it in accordance with applicable law in any court having jurisdiction over the matter.
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Page G-4.44
1 TASK 1 - Project Administration
TASK 2 - Community Outreach & Engagement
TASK 3 - Housing Element and Related Work
TASK 4 - Environmental Justice and Safety Element
TASK 5 - Environmental, VMT and Fiscal Reviews
TASK 6 – Fiscal Analysis
TASK 7 – Public Review of Documents
TASK 8 – Transportation Analysis
TASK 9 – Environmental Analysis
TASK 10 – Adoption & Certifications
TASK 1 | PROJECT ADMINISTRATION
Task 1.1. Project Kick-off Meeting with City Council
M-Group will present a kick-off meeting with the City Council to over the approach to the Housing Element. MGroup will present the draft community outreach plan, schedule, and roles & expectations for the decision-making bodies.

Deliverable(s): Kick-off meeting presentation
Task 1.2. Housing Element Update to Housing Commission and Planning Commission After the kick-off meeting with the City Council, M-Group with City staff will provide an update to the Housing Commission and the Planning Commission on the Housing Element project. It is anticipated the community outreach will commence after the establishment of the Community Engagement and Outreach Committee.

Deliverable(s): One (1) Housing Commission Update Presentation One (1) Planning Commission Update Presentation
Task 1.3. Finalize and Update Schedule
M-Group will prepare a detailed schedule with milestones and dates for completion of tasks. Monthly updates will also be provided in the schedule. In the event of project delays, we will advise the City’s project manager on the strategies to correct and mitigate. The schedule will reflect tasks and milestones for City Council adoption of the Housing Element by December 15, 2022, and related project components.

Deliverable(s): One (1) final Schedule in MS Excel
Task 1.4. Project Management and Coordination
M-Group will communicate with City staff via telephone, video conferencing, and email throughout the project to ensure objectives and milestones are being achieved. It is assumed that there will be regular meetings (approximately every two weeks) with Planning staff, including staff with other departments and organizations.

M-Group will provide regular email progress reports to the City project manager. M-Group and City staff will maintain an online file transfer folder on Box (or other agreed-to platform) for all project materials, which will be accessible to City staff and consultants. We will coordinate with 21 Elements to ensure a cohesive product.

Deliverable(s): Bi-weekly meetings or phone calls with City staff (1 hour) Other scheduled calls/meetings
Agendas for calls/meetings with City staff (electronic copies in PDF) Call summaries with follow up items (electronic copies in PDF), M-Group staff will type notes during meetings
Set up document sharing folder
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WORK PLAN OVERVIEW
The process to develop the Housing and Environmental Justice Elements update is comprised of ten major task items which are further detailed by subtasks, optional tasks, and deliverables. The Scope, Budget and Schedule are all structured on the following 10 major tasks:
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Page G-4.45
2 Task 1.5. Coordination with HCD
M-Group will coordinate with HCD for the adoption of the housing element throughout the project. M-Group will utilize any HCD consultation work completed by 21 Elements.

Deliverable(s): Written call summaries or correspondence with HCD (electronic copies in PDF) TASK 2 | COMMUNITY OUTREACH & ENGAGEMENT
M-Group is dedicated to effective community outreach and engagement. We use proven methods and are always developing new tools for engagement, including online tools, videos and physical exercises to broadcast and elicit ideas. We are assuming that initial outreach for this plan will be conducted virtually due to the Covid-19 pandemic.

Our outreach approach draws from experience leading and facilitating complex planning processes as well as serving as City staff. Visual tools for envisioning changes to the City will be developed graphically for understanding by everyone. The core team are seasoned facilitators of public meetings who will tailor the approach to speak to a range of audiences through multiple media.

Focused and meaningful community engagement is an integral part of the Housing Element Update process both because it leads to a higher-quality, implementable plan, and because it’s required by the State. Government Code 65583(c)(7) requires: “The local government shall make a diligent effort to achieve public participation of all economic segments of the community in the development of the housing element, and the program shall describe this effort.” This is a crucial component towards developing inclusive and equitable housing strategies.

M-Group will develop a tailored community outreach program designed to reach all segments of the community, including disadvantaged people and others who find it challenging to engage with local government. Our comprehensive outreach approach could include but is not limited to community-wide and focus group meetings, website materials, online surveys, and other techniques to ensure broad participation of the affected public, including language interpretation and translated materials.

The following table summarizes the plan to ensure various groups are engaged in the process.

Outreach strategies
Group Strategy
Monolingual
speakers
x Flyers, Survey, and Website provided in Spanish
x Individual Phone calls with translation services
x Website with translation to a variety of languages
x Partner with local advocacy groups on translation services Lower income
groups
x Flyers and outreach materials provided to Social Service Providers and advocacy groups.
x Partner with Religious Organizations as many of these organizations represent a diverse group of people
People of
color
x Have community outreach meetings in all neighborhoods/Council Districts x Partner with specific local advocacy groups to spread message x Involve local advocacy groups in the public outreach process. This allows for a higher level of trust when the advocacy groups are part of the outreach effort. x Partner with local advocacy groups for translation services Renters x Obtain multifamily building addresses from the San Mateo County Assessors office to provide outreach to renters.
x Obtain single family home addresses which are not owner occupied. This will list will provide house rentals.
x Develop a list of ADU addresses to also add to the renters list. x City Staff can mail bilingual flyers to these addresses !&

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Page G-4.46
3 Students x Flyers will be provided to local schools to assist with reaching families with young children.
x Flyers will be distributed to the local libraries
x Flyers will be distributed to local universities and community colleges.

Families with
young
children
x Flyers will be provided to local schools to assist with reaching families with young children.
x Flyers provided to daycare facilities
x Flyers will be distributed at the local Farmers’ Markets Seniors x Flyers will be distributed to senior centers, senior living facilities, and local community colleges with adult learning classes.
x Flyers will be distributed to the local libraries
Veterans x Provide information to the local US Department of Veteran Affairs Physically
disabled
x Ensure that all in person meetings are handicap accessible and have handicap parking.

Hearing
Impaired
x Provide closed captioning for virtual meetings and sign language translator onrequest at in-person meetings Visually
impaired
x Encourage the use of “Be My Eyes” app
Task 2.1. Housing Element Community Engagement and Outreach Committee (CEOC) Meetings Introduction/Training
M-Group and City staff will begin Community Engagement and Outreach (CEOC) meetings by conducting an online training session with the CEOC. There will be time for introductions so that the group will be able to meet each other, City staff, and M-Group consultants.

We will go over expectations for this group and provide guidance on meeting and communication protocols outlined in the Brown Act, as necessary. We will also explain how community outreach and their role as an advisory group will fit into the overall project.

Tour of Menlo Park Neighborhoods
City staff and M-Group will provide a tour of various neighborhoods in Menlo Park. The purpose of this tour is to ensure that all members have an awareness of issues in each of the various neighborhoods throughout Menlo Park. This tour is also intended for all members to meet in person to further build the relationship prior to providing feedback to City staff and project consultants. This will also help the group get to know each other better before delving into the meetings and discussions.

Due to Covid-19, it is expected that everyone will drive individual cars to each tour location. Everyone will also be required to wear masks and maintain proper social distancing from each other.

Monthly Meetings
It is anticipated that the group will meet monthly from approximately June 2021 to November 2021 or as necessary to cover the period of active community engagement for the project. The purpose of the monthly meetings is for the advisory group to discuss outreach events and provide feedback, course corrections and suggestions. As a body subject to the Brown Act, these meetings will be open to the public; and a public comment period will be provided.

At these meetings, the project consultant will provide a status update on the community engagement program and an outline of the planned outreach events for the month. The advisory group can provide feedback and suggestions on the planned events.

Project consultants will provide summary notes for each monthly meeting.

Community Engagement Plan Review
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Page G-4.47
4 The advisory group will review and provide comments on the community engagement plan. Affirmatively Furthering Fair Housing will be a strong focus of the draft community engagement plan. Members of the public who attend this meeting will also be given the opportunity to provide suggestions on the plan.

Deliverable(s): One (1) Training Session
One (1) Walking Tour
Monthly reports to the Community Outreach Advisory Group Meeting Notes
Task 2.2. City Council Housing Subcommittee Updates
M-Group along with City staff will provide periodic updates the City Council Housing Subcommittee. We anticipate three (3) update meetings with the City Council Housing Subcommittee. The first meeting will mostly consist of M-Group and City staff asking the subcommittee about priorities for the Housing Element Update.

Deliverable(s): Five (5) update meetings to the City Council Housing Subcommittee Meeting Notes
Task 2.3. Community Engagement Plan
In collaboration with City staff, M-Group will draft an innovative and inclusive community engagement plan that emphasizes contacting groups that are traditionally under-represented in a public outreach process, such as nonEnglish language speakers, disadvantaged communities, evening-time workers, people of color, renters, students, small businesses, seniors, families with young children, and other groups. The outreach will address affirmatively furthering fair housing (AFFH) opportunities and environmental justice. M-Group will use web-based tools to supplement outreach as part of community engagement. M-Group will work with the City to provide outreach and community engagement that accommodates traditionally hard-to-reach populations within the community.

For all community engagement and public meetings, M-Group will facilitate meetings, as needed, and produce relevant display materials and handouts for the public meetings in English and Spanish. M-Group will also create detailed written meeting notes for distribution. City staff will be responsible for scheduling, coordinating, noticing, facilities, and set-up for the public meetings. The Community Engagement Plan will include a list and all planned outcomes of all expected meetings, events, and activities.

Deliverable(s): One (1) electronic copy (MS Word) of the Community Engagement Plan One (1) electronic copy (PDF) general fact sheets
Attend at One (1) Joint Housing Commission/Planning Commission Meeting Task 2.4. Master Contact List
M-Group will develop and maintain a master contact list for the distribution of materials, meeting notices and announcements. As part of the Master Contact List, we anticipate providing information to various organizations and request that they further distribute information to their individual contact lists. The list will include the Housing Authority of the County of San Mateo, Housing Advocates, Schools, Libraries, Recreation Center, Religious Organizations (in and near Menlo Park), Community Groups, Major Employers, Senior Centers, and Survey respondents.

Deliverable(s): One (1) master contact list in MS excel format Task 2.5. Partner with Local Non-Profit Community Groups As part of the overall outreach approach, M-Group will partner with local non-profit community groups and involve them in the outreach program. We would also ask for their assistance with translation services.

Deliverable(s): Involve non-profit community groups in the outreach process Task 2.6. Social Media
M-Group will create and maintain a Facebook Page in English and Spanish for this project. M-Group will also maintain a Twitter account in English and Spanish for this project. We will periodically provide updates on these social media platforms regarding outreach and project milestones. !&

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Page G-4.48
5 Deliverable(s): Two (2) Facebook page (English and Spanish) Two (2) Twitter accounts (English and Spanish)
Task 2.7. Electronic Media
M-Group will develop email blasts and social media blurbs to provide consistent communication with individuals on the master contact list.

Deliverable(s): Various email blasts and social media blurbs Task 2.8. Print Media/ PDF Utilization
M-Group will utilize flyers prepared by 21 Elements. M-Group assumes 21 Elements will provide flyers in English and Spanish. M-Group assumes that the City will mail out the Flyers or print out hard copies to be distributed to various organizations. Flyers will be used in the following ways:
x M-Group will work with City staff to obtain multifamily building addresses from the San Mateo County Assessor’s office to provide outreach to renters. City staff can mail flyers to these renters. x M-Group will work with City staff to obtain single-family home addresses which are not owner occupied.

This will list will show addresses house rentals. City staff can mail flyers to these renters. x M-Group will work with City staff to get a list of known ADU address to also add to the renters list. City staff can mail flyers to these renters.
x Provided to local schools to assist with reaching families with young children. x Distributed to senior centers, senior living facilities, and local community colleges with adult learning classes.
x Distributed to the local libraries to be provided to their mailing lists. x Provided to all religious organizations, as religious organizations can have a spectrum of economic classes. x Provided to the local US Department of Veteran Affairs x Provided to Major Employers
x Provided to Daycare Facilities
x Provided to Park and Recreation List
x Provided to Social Service Providers
x Distributed to all individuals and organizational contacts in our Master Contact List. x Provided to all City facilities including the Belle Haven Neighborhood Service Center x Boys and Girls Club of the Peninsula (Belle Haven)
M-Group will utilize Posters (in English and Spanish) provided by 21 Elements. We assume City staff can print posters and assist with distributing posters to the following places: Grocery Stores, Goodwill, Walgreens, Menlo Park Library, Post Office, Local Hospitals and Clinics.

Deliverable(s): Assist City staff with various tasks regarding the distribution of print material Task 2.9. General Survey
M-Group will develop a survey in conjunction with City staff to gain information about the community, housing needs, housing related concerns, and issues that may not be readily evident. This survey will be provided in English and Spanish (with other languages upon request). Results of the survey will be available on the website.

Deliverable(s): One (1) electronic survey (In English and Spanish) Task 2.10. Housing Introduction Seminar
M-Group will provide a Housing Introduction Seminar online for people who want to understand Housing Issues in Menlo Park. This would be done in conjunction with 21 Elements. This seminar would also outline the major themes of the housing element update.

Deliverable(s): One (1) virtual housing introduction seminar Task 2.11. Focus Groups
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Page G-4.49
6 M-Group will work with City staff to identify appropriate community groups or other interest groups to engage as focus groups early in the planning process. We will conduct up to five (5) focus groups for groups up to ten participants as part of the Community Engagement at the beginning of the outreach program. One of the focus groups will include the San Mateo County Housing Authority and housing advocates. Meetings will be visually recorded and facilitated in Miro, an online whiteboarding tool. Real-time polling can be used in these stakeholder meetings.

Deliverable(s): Five (5) Focus Groups
Notes for each stakeholder meeting
Task 2.12. Individual Interviews (and/ or small group meetings) M-Group will conduct up to twenty-four (24) phone and/or video conference interviews as part of the community outreach. Individual interviews provides for communication with people who may have a difficulty speaking English, and translation services can be provided. Individual phone calls can provide flexibility when contacting people with disabilities. In addition, individuals without reliable internet access may be able to provide comment over the phone.

Deliverable(s): Up to twenty-four (24) individual interviews, with translation services One (1) electronic copy (MS Word) of the notes for each interview Task 2.13. General Outreach Meetings by Council District M-Group will conduct up to five (5) general outreach meetings, one for each council district. Possible locations for outdoor outreach meetings could include: Government centers, farmers’ markets, parks/outdoor public spaces, schools, community centers, and libraries.

Deliverable(s): Up to five (5) general outreach meetings, with translation services One (1) electronic copy (MS Word) of the notes for each meeting interview Task 2.14. Project Gallery (Main Library & Belle Haven Library) M-Group will work with City staff to prepare a gallery in a large conference room in the Library or other publicly accessible space (that is handicap accessible) or large room for the project. This would allow people to come and understand the project without internet access. This Gallery will have maps, a project website kiosk, a survey kiosk, comment box, posters, and project schedule. In addition, educational videos from the housing symposium can be provided. People would be able to come as go as is convenient for them during the hours of operation.

Deliverable(s): Assist City staff with setting up and maintaining two project gallery spaces, one in the main library and one in the Belle Haven neighborhood.

Task 2.15. Farmers’ Market Pop-up Booth
M-Group will host four (4) Downtown Farmers’ Market Pop-up booths. The pop-up booths will provide flyers, posters and other information about the housing element update and the outreach program. As an option (not included in this scope), additional pop-ups can be coordinated with the Menlo Park Chamber of Commerce events.

To the extent the Belle Haven Market has transitioned to a drive-thru mobile farmers’ market, we would collaborate an appropriate method to participate with them.

Deliverable(s): Host four (4) pop-up booths at the farmers’ markets Task 2.16. Webpage (optional)
M-Group will create and maintain a project web page that collects all comments, GIS resources, project documents, current activities/calendars, surveys, and links to related agencies and non-profits. The webpage will be designed to receive comments from the public throughout the Housing Element Update process, including the Public Review Draft of the Housing Element and Environmental Documents. M-Group will also create and maintain an email distribution list (master contact list) for providing project updates as outlined in Task 2.3.

Deliverable(s): One (1) webpage (in English and Spanish) !&

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Page G-4.50
7 Task 2.17. Non-Profit Policy and Engagement Technical Support (optional) M-Group will partner with a Bay Area based non-profit (i.e., ChangeLab Solutions) to provide technical support and recommendations on community engagement and policy issues. This additional member of the consulting team will assist in making recommendations to ensure that the policy making, and community engagement has a strong grounding in the most current and effective strategies for healthy and equitable community building.

Deliverable(s): Technical support, on-going as needed.

TASK 3 | LAND USE STRATEGY
Task 3.1. Preliminary Land Use Strategies Descriptions with Housing Commission M-Group in conjunction with 21 Elements, will provide an overview of site selection and specific strategies to implement the RHNA allocation. We will outline different type of site selection options could including:
x Analyze ConnectMenlo Zoning Changes
x 5th Cycle site Reuse
x Accessory Dwelling Units
x Consider Downtown Parking Lots
x Increased housing opportunities in the El Camino Real/Downtown Specific Plan Area x Housing opportunities at Religious Facilities per AB 1851 (new state law) x Convert Commercial Zoning to Mixed-Use
x Consider micro units on sites less than 0.5 acre
x Increase housing opportunities in single family residential areas We anticipate that the Housing Commission and the public will provide comment and feedback on the strategies presented.

Deliverable(s): Presentation at a special Housing Commission meeting for Land Use Strategies Task 3.2. Housing Workshop
M-Group will develop and lead a housing meeting that would allow people to provide input on where housing should go. This meeting will not be about what the options are, rather this meeting will give people the opportunity to place housing units on the various sites with the strategies outlined at the Housing Commission meeting. We will use online tools such as “Maptionnaire Community Engagement Platform” to gain location-based feedback.

We will summarize the comments at the end of the public workshop.

Deliverable(s): One (1) Community Workshop via video conference call, electronic agenda (pdf), and notes (MS Word) from the workshop
Task 3.3. Land Use Meeting with Planning Commission
M-Group present findings of the housing workshop to the Planning Commission. Comments from the Planning Commission would help form the three land use alternatives.

Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word) from the workshop
Task 3.4. Preliminary Land Use Alternatives: City Council Based on the comments from the Housing Workshop and Planning Commission meeting, M-Group will prepare three (3) Draft Land Use Alternatives. These three (3) land use alternatives will be developed in conjunction with the Community Outreach and information provided by 21 Elements. Each land use alternative will have pros and cons for each alternative, a summary of total units achieved, zoning changes, and land use changes that would be required. This meeting would allow the City Council and the Public to provide feedback on the three alternatives. These alternatives would be adjusted appropriately for the Planning Commission Decision on the preferred land use alternative.
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Page G-4.51
8 Deliverable(s): One (1) City Council Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 3.5. Preferred Land Use Concept: Planning Commission Meeting Based feedback on form the City Council Meeting, M-Group will provide three (3) land use alternatives for the Planning Commission. Each land use alternative will have pros and cons for each alternative, a summary of total units achieved, zoning changes, and land use changes that would be required. In addition, our team will provide fiscal and VMT considerations for each alternative to assist with the decision making.

Deliverable(s): M-Group will assist in the facilitation of a PC workshop to decide on which land use concept to move forward on as the project description
Task 3.6. Objective Design Standards (Optional)
M-Group will prepare Objective Design Standards as needed for sites that are designated for by-right development. These Objective Design Standards could also potentially be weaved into an update for the Menlo Park El Camino Real/Downtown Specific Plan. Updating the Menlo Park El Camino Real/Downtown Specific Plan would require additional budget.

Subtask 3.6.1 Document Review
M-Group will review the General Plan and Zoning Regulations, as well as any other documents identified by City staff. This task will also include field visits and a physical survey of existing housing developments, following all relevant San Mateo County Covid-19 related safety requirements, as well as a review of recent developments in Menlo Park and neighboring communities. Based on a review of these documents and a survey debriefing, MGroup will develop a list of existing design guidance for which objective standards need to be developed. Where necessary, M-Group will develop potential solutions, illustrated by graphic representation and/or recommended development metrics.

Subtask 3.6.2 Staff Meetings
After the land use alternative is chosen, M-Group will work with City staff during a series of up to three (3) meetings to review and discuss how objective development standards would be developed.

Subtask 3.6.3 Stakeholder Meetings
M-Group will hold up to five (5) outreach stakeholder meetings on the objective design standards.

Subtask 3.6.4 Public Review Draft of Objective Design Standards After receiving comments from City staff, M-Group will provide a public review draft of the Objective Design Standards for review at a joint Housing Commission/Planning Commission meeting.

Subtask 3.6.5 Final Draft of Objective Design Standards Based on comments and direction from this meeting, M-Group will provide revisions for adoption of Objective Design Standards for City Council Review. M-Group anticipates that the Objective Design Standards will move forward after the adoption of the Housing Element.

Deliverable(s): Three (3) meetings with City staff
Five (5) stakeholder meetings
Attendance at One (1) joint Housing Commission/Planning Commission Meeting Draft Objective Design Standards
Final Objective Design Standards
TASK 4 | HOUSING ELEMENT
Task 4.1. Document Review
M-Group will review all applicable City, regional, and State documents pertaining to the Housing Element update, including but not limited to the City’s Comprehensive Plan, Coordinated Area Plans, Zoning Ordinance, building codes, State Memos regarding Housing Element Requirements/Affirmative Furthering Fair Housing (AFFH), and !&

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Page G-4.52
9 any other City of Menlo Park and State housing policies and programs. We will provide a memo of documents that will need to be updated.

Deliverable(s): One (1) electronic Memo (PDF) outlining documents that need to be updated Task 4.2. List of Current General Plan Policies and Programs M-Group will develop a word document of all current General Plan (Connect Menlo) policies and programs by chapter. We will refer to this list for internal consistency with the General Plan and to note if any current General Plan policies needs changes or revisions. The 2015-2023 Housing Element Policies and Programs will be part of this General Plan Policies and Programs list and will be analyzed as part of the 6th Cycle Housing Element Update.

Deliverable(s): One (1) word document of the current General Plan (Connect Menlo) policies and programs
Task 4.3. Review and Evaluation of Current Housing Element M-Group will work closely with the City staff and 21 Elements to determine the status, effectiveness, and appropriateness of the 2015–2023 Housing Element and the entire General Plan. M-Group will review and evaluate the current 2015-2023 Housing Element and Housing Work Plan to:
x Evaluate the status, effectiveness, and appropriateness of the current housing policies and programs and identify any barriers to implementation
x Evaluate the existing Housing Element in relation to current State housing laws and identify any omissions or deficiencies
x Preliminary analysis on General Plan policies to combat housing discrimination in compliance with the recently adopted affirmatively furthering fair housing state law Deliverable(s): One (1) electronic copy (PDF) Baseline Report that summarizes the findings and identifies missing information, revisions needed, and critical issues requiring further analysis.

Task 4.4. Review the City’s RHNA Allocation
M-Group will review the City of Menlo Park’s RHNA allocation. This will include an analysis of previous RHNA construction, existing goals and policies, housing needs and projected needs, and an opportunities and constraints analysis. This will also include preliminary analysis on General Plan policies to combat housing discrimination in compliance with the recently adopted AFFH state law. M-Group will integrate 21 Elements templates and information as a starting point for this review.

Deliverable(s): One (1) Baseline Review report in MS Word and PDF Task 4.5. Review City’s Vacant and Underutilized Land Inventory M-Group will review the City’s vacant and underutilized land inventory based on the 21 Elements inventory. We will augment this information as necessary. The zoning designations, land use designations, and development capacity will be also be assessed.

Deliverable(s): One (1) Electronic table of the vacant and underutilized sites in MS Excel. This table will note Assessor’s Parcel Number (APN), address, size of the parcel, address, Zoning Designation, Land Use Designation, description of existing use, availability of utilities, whether the site is publicly owned or leased, number of units that can currently be accommodated, income category anticipated to accommodate, and whether the site was identified in a previous planning period
One (1) Digital shapefile (ArcGIS) showing each vacant and underutilized site Task 4.6. Compile GIS Shapefiles for Analysis
M-Group will compile various GIS shapefiles for analysis. Shapefiles will include the 5th Cycle Reuse sites, Infrastructure, Zoning, Creeks, Roads, and Fire Hazard areas. These shapefiles will be provided on the City GIS portal. M-Group will keep a local copy of these shapefiles for our internal processes including site selection and land use alternative development.
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Page G-4.53
10 Deliverable(s): No specific deliverable
Task 4.7. Use of GIS for Site Selection in the context of AFFH M-Group will use GIS to ensure lower-income housing sites are not concentrated in low-resourced areas (lack of access to high performing schools, proximity to jobs, location disproportionately exposed to pollution or other health impacts) or areas of segregation and concentrations of poverty. We will also assess:
x Proximity to transit.
x Access to high performing schools and jobs.
x Access to amenities, such as parks and services.
x Access to health care facilities and grocery stores.
x Available locational scoring criteria for Low-income Housing Tax Credit (TCAC) Program funding x Proximity to available infrastructure and utilities.

Deliverable(s): No specific deliverable
Task 4.8. Prepare Land Use Options in GIS
M-Group will provide the three (3) land use options and the preferred land use option in GIS link so that interested persons can see the options. The preferred land use option will also be provided. These shapefiles will be made available for the City GIS portal.

Deliverable(s): Three (3) land use option shapefiles
One (1) chosen land use option shapefile
Task 4.9. Site Inventory and Regional Housing Needs Allocation (RHNA) M-Group, in conjunction with information provided by 21 Elements, will prepare a site inventory, map, and analysis clearly illustrating the City’s capacity to accommodate the new RHNA. The inventory will identify appropriately zoned sites with necessary infrastructure and services. In keeping with state law, we will document each parcel’s realistic capacity and prepare a map showing all identified sites. M-Group will compare the inventory of available land to the RHNA and draft the adequate sites analysis to clearly describe how the City will accommodate the needs of households at all income levels. The Housing Element Land Inventory and Identification of Sites shall be prepared through the lens of affirmatively furthering fair housing.

M-Group will, as needed, incorporate RHNA figures and data calculations as provided by the Association of Bay Area Governments (ABAG) and current demographic data. We will provide the Adequate Sites table and analysis for the Housing Element Update, which will include: analysis of housing opportunities, along with an “adequate sites analysis” showing the relationship between the City’s RHNA allocation and the City’s dwelling unit capacity, availability of potential housing sites based on zoning, infrastructure, and General Plan policies, requirements, and limitations. M-Group will also work with City staff and 21 Elements to identify potential zoning strategies to address need for additional housing unit capacity.

We will work with the City to determine viable sites based on new State Law requirements, requiring additional analysis for sites smaller than one-half acre, larger than 10 acres, and underutilized sites. We will also identify sites included in the past two housing element cycles that per AB 1397 are now required to allow affordable housing “by-right” in order to continue to count these sites in the inventory. No annexations will be analyzed as part of the site inventory and RHNA allocation.

If sites under one-half acre need to be utilized to meet the RHNA allocation, we can review the potential for micro units allow for an adequate density on a particular site. We will prepare a conceptual design to determine minimum lot widths. We will review parking standards and the potential need for tiny home building code allowances (such as the use of ship ladders and lower ceiling heights) to provide flexibility in the design. In addition, we will use walking score ranking to further determine suitability of individual sites for micro units. Additional options can be reviewed as needed.

In terms of affirmatively furthering fair housing, the identified sites will be assessed for the ability to replace segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity. Site selection will ensure that sites zoned to accommodate !&

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Page G-4.54
11 housing for lower-income households are not concentrated in lower resource areas and segregated, concentrated areas of poverty, but rather dispersed throughout the community, including in areas with access to greater resources, amenities, and opportunity.

Where sites zoned to accommodate housing for lower-income households are located in lower resource areas and segregated concentrated areas of poverty, incorporating policies and programs in the housing element that are designed to remediate those conditions, including place-based strategies that create opportunity in areas of disinvestment (such as investments in enhanced infrastructure, services, schools, jobs, and other community needs).

Opportunity Sites
x Listing of properties will be identified by:
9 Address
9 Assessor Parcel Number
9 Size of Parcel
9 General plan land use designation
9 Zoning designation
9 For non-vacant sites, a description of the existing use of each parcel 9 Whether the site is publicly owned or leased
9 Number of dwelling units that the site can realistically accommodate. (including detailing number of units by income category)
9 Whether the parcel has available or planned and accessible infrastructure 9 The RHNA income category the parcel is anticipated to accommodate 9 If the parcel was identified in a previous planning period site inventory x The site inventory will be prepared using the standards, form, and definitions adopted by HCD. x If a site included in the inventory is owned by the city or county, the housing element will include a description of whether there are any plans to sell the property during the planning period and how the jurisdiction will comply with the Surplus Land Act
x Vacant sites zoned for nonresidential use that allow residential development, residentially zoned sites that are capable of being developed at a higher density (non-vacant sites, including underutilized sites), Sites owned or leased by a city, county, or city and county, Sites zoned for nonresidential use that can be redeveloped for residential use and a program is included to rezone the site to permit residential use. x General description of environmental constraints to the development of housing. x General description of infrastructure (planned/available) including water, sewer, and other dry utilities, including availability and access to distribution facilities. x For non-vacant sites, specify the additional development potential for each site within the planning period and explain the methodology to determine development potential. If Menlo Park relies on non-vacant sites to accommodate 50% or more of its housing need for lower-income households, the “existing use shall be presumed to impede additional residential development, absent findings based on substantial evidence that the use is likely to be discontinued during the planning period.” x Sites identified for housing development that currently or within the last five years contained residential units occupied by lower-income households, or were subject to an affordability requirement or local rent control policy, must be replaced one-for-one with units affordable to the same or lower income levels. x Demonstration of zoning to accommodate the housing need for lower-income households. x Determination of the consistency with affirmatively furthering fair housing (AB 686) x Map of sites will be included in the inventory.

RHNA Considerations
x Number of units built (i.e., building permits issued) between the start of the projection period (June 30, 2022) and the deadline for adopting the housing element (January 15, 2023) - (optional). x Number of units proposed using alternative provisions such as rehabilitation, conversion, preservation, or accessory dwelling units (optional).
x Analysis of whether inventory provides for a variety of housing types (Multifamily rental housing, Factory-built housing, Mobile homes, Housing for agricultural employees, Emergency Shelters, Transitional and supportive housing).
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Page G-4.55
12 x Replacing segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity. x Determination of Adequate Sites.
x Site suitability for lower-income RHNA based HCD best practices x No Net Loss will be addressed as part of the analysis.

Junior ADUs/ADU’s (in conjunction with 21 Elements)
x Analysis of JADU/ADU to meet RHNA numbers, including a description of zoning available to permit ADU/JADUs, development standards and analysis of potential constraints on the development of ADUs. This analysis will also include a plan that incentivizes and promotes the creation of ADUs that can offer affordable rents for very low, low-, or moderate-income households and potential for state grants and financial incentives connected with the planning, construction and operation of affordable ADUs. (Gov. Code § 65583 and Health and Safety Code § 50504.5.)
x The ADU calculation will include a three-part approach: 1) development trends, 2) anticipated affordability (provided by 21 Elements) and 3) resources and incentives. Development trends will consider ADUs permitted in the prior planning period and may also consider more recent trends. M-Group will utilize a rent survey in assessing the potential for ADU/JADUs and affordability. M-group will also describe resources, incentives, policies, programs to encourage ADU/JADUs. (Common approaches include rent surveys of ADUs, using rent surveys and square footage assumptions and data available through the APR pursuant to Government Code section 65400. Resources and incentives include policies and programs to encourage ADUs, such as prototype plans, fee waivers, expedited procedures and affordability monitoring programs.) x The housing element will include a description of zoning available to permit ADUs, including development standards and analysis of potential constraints on the development of ADUs. M-Group will include programs as appropriate to address identified constraints. In addition, we will include a plan that incentivizes and promotes the creation of ADUs that can offer affordable rents for very low, low-, or moderate-income households and requires the California Department of Housing and Community Development to develop a list of state grants and financial incentives in connection with the planning, construction.

Deliverable(s): Site Inventory Analysis will be included in the Administrative Draft Housing Element Map of sites will be included in the Administrative Draft Housing Element Task 4.10. Housing Needs Assessment
M-Group will review the Housing Needs Assessment (including special needs) analysis provided by 21 Elements.

M-Group will provide a memo with the noting the results of the review and if applicable noting any informational gaps that may need to be filled, particularly in the realm of affirmatively furthering fair housing (AFFH). Specific AFFH components include:
x An analysis of available federal, state, and local data and knowledge to identify integration and segregation patterns and trends, racially or ethnically concentrated areas of poverty, disparities in access to opportunity, and disproportionate housing needs within the jurisdiction, including displacement risk. x An assessment of the contributing factors for the fair housing issues x An identification of the jurisdiction’s fair housing priorities and goals, giving highest priority to those factors identified in clause (iii) that limit or deny fair housing choice or access to opportunity, or negatively impact fair housing or civil rights compliance, and identifying the metrics and milestones for determining what fair housing results will be achieved.
x Strategies and actions to implement those priorities and goals, which may include, but are not limited to, enhancing mobility strategies and encouraging development of new affordable housing in areas of opportunity, as well as place-based strategies to encourage community revitalization, including preservation of existing affordable housing, and protecting existing residents from displacement. x A summary of fair housing issues in the jurisdiction and an assessment of the jurisdiction’s fair housing enforcement and outreach capacity.
x An assessment of the contributing factors for the fair housing issues: Recommended Housing Element Sections.
x An identification of the jurisdiction’s fair housing priorities and goals, with priority to those factors identified that limit or deny fair housing choice or access to opportunity, or negatively impact fair housing or civil rights !&

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Page G-4.56
13 compliance. This requirement includes identification of metrics and milestones for determining what fair housing results will be achieved.

Deliverable(s): One (1) electronic memo in MS Word or PDF format reviewing the housing needs assessment
Task 4.11. Potential Governmental and Non-Governmental Constraints M-Group will review the Governmental and Non-Governmental Constraints provided by 21 Elements as an extension of City staff. M-Group will provide a memo noting any informational gaps that may need to be filled.

Deliverable(s): One (1) electronic memo in MS Word or PDF format reviewing the Governmental and Non-Governmental Constraints
Task 4.12. At-Risk Units
M-Group will provide an inventory and analysis of existing affordable units at risk of converting to market-rate during the planning period. This will include:
x At-risk Units: Inventory of at-risk units (10 years from the housing element due date) x Estimate of replacement versus preservation costs
x Identification of qualified entities and assess risk of loss x Identification of potential funding
BAE will provide replacement construction cost estimates of at-risk housing as part of Task 5.24.

Deliverable(s): This analysis will be included in the administrative draft housing element Task 4.13. Housing Objectives, Policies, and Programs
M-Group will work with City staff (and 21 Elements) to prepare the 2023–2031 Housing Implementation Program.

This will involve updating goals, policies, programs, and quantified objectives (pursuant to Government Code Sections 65583 et seq.) to address identified housing needs and constraints based on the effectiveness and continued appropriateness of existing programs, information received through public outreach, the analysis of constraints, and findings from the needs assessment. A statement of the community’s goals, quantified objectives, and policies relative to the maintenance, preservation, improvement, and development of housing will be provided. In addition, M-Group will work with 21 Elements on the Missing Middle Analysis.

Programs will describe specific steps for implementation and will identify a time frame and responsible department. Programs will include, but not be limited to, a schedule of actions during the planning period; quantifiable objectives and programs to address housing needs for all income levels, the elderly, veterans, and populations with disabilities, special needs, or experiencing homelessness; and meaningful actions to affirmatively further fair housing. Objectives, Programs, and Policies will reflect community values and needs. Strategies and actions to implement those priorities and goals identified in the housing needs assessment may include, but are not limited to:
x Enhancing mobility strategies and promoting inclusion for protected classes x Encouraging development of new affordable housing in high-resource areas x Place-based strategies to encourage community revitalization, including preservation of existing affordable housing
x Protecting existing residents from displacement
M-Group will address significant disparities in housing needs and in access to opportunity, replacing segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity, fostering and maintaining compliance with civil rights, and must affirmatively further fair housing.

General Housing Issues
x All new state requirements since the adoption of the existing Housing Element x Consistency and compliance with the rest of the City General Plan elements and community goals x Development controls and regulatory incentives
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Page G-4.57
14 x Working to provide housing opportunities for all county residents, including the elderly, veterans, those with disabilities, the homeless, and other special needs groups. x Fair housing programs
x Facilitating development of adequate housing and infrastructure to meet the needs of low- and moderateincome households in keeping with the regional fair share allocation x Mitigating any governmental constraints to providing and improving housing x Programs to rezone and any other programs needed to address a shortfall of sites to accommodate the regional housing need, if applicable, and any programs included pursuant to Section 65583.2(h) and (i) or carryover obligation pursuant to Section 65584.09.
x Quantified Objectives and Housing Programs: Provide statement of quantified objectives; Maximum number of units, by income group, including extremely low-income of: New construction; Rehabilitation; and Conservation.
x Programs to rezone and any other programs needed to address a shortfall of capacity for housing for farmworkers that could not be accommodated on sites identified in the inventory, if applicable. x If applicable, programs to facilitate a variety of housing types, including multifamily rental, factory-built housing, mobile homes, housing for agricultural employees, supportive housing, single room occupancy, emergency shelters and transitional and supportive housing. x Program(s) to promote housing opportunities for all persons. M-Group will update financial and programmatic resources available for affordable housing programs and removal of identified constraints, including local and state funding programs, as well as private sector resources. M-Group will assess current and potential housing programs to recommend future programs that will support the City’s housing objectives. x Program(s) to preserve at-risk units.
x A program that promotes and affirmatively furthers fair housing opportunities and fair choice throughout the community for all persons regardless of race, religion, sex, marital status, ancestry, national origin, color, familial status, or disability, and other characteristics protected by the California Fair Employment and Housing Act (FEHA), Government Code Section 65008, and any other state and federal fair housing and planning law.

Affordable housing
x Sources of affordable housing funding
x Preserving and improving existing affordable housing
x Transitional/Supportive Housing
x Inclusionary Housing (Menlo Park’s Affordable Impact fee and Inclusionary Ordinance) x Schedule of specific actions
x Timeline for implementation with a beneficial impact in the planning period; and Identification of agencies and officials responsible for implementing each program. x Programs to assist in the development of housing for extremely low, very low, low and moderate-income households.
x Programs to address governmental constraints and, where appropriate and legally possible, to remove constraints to the maintenance, improvement and development of housing including JADU/ADUs. This will also include an analysis of Menlo Park’s JADU/ADU compliance. x Program(s) to conserve and improve the condition of the existing affordable housing stock.

Other Requirements
In addition to the program analysis, M-Group will provide the following analysis as required by State Law:
x Description of general plan consistency and zoning consistency. x Analysis of construction, demolition, and conversion of housing for lower-income households. x Water and Sewer Priority Analysis.
x An assessment of how Menlo Park will comply with the Housing accountability act. x An inventory and analysis of opportunities to encourage the incorporation of energy-saving features, energysaving materials, and energy-efficient systems and design for residential development.

Deliverable(s): This analysis will be included in the Administrative Draft Housing Element TASK 5 | ADMINISTRATIVE DRAFT DOCUMENTS
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Page G-4.58
15 M-Group will prepare an Administrative Draft Housing Element (2023-2031) with an implementation program that includes, but not limited to, a schedule of actions during the planning period; quantifiable objectives and programs to address housing needs for all income levels, the elderly, veterans, and populations with disabilities, special needs, or experiencing homelessness; and meaningful actions to affirmatively further fair housing. In addition, M-Group will update the Safety Element, create an Environmental Justice Element, and update the Land Use Element. These updates will follow the timeline of the housing element update. Staff will provide the existing documents in electronic format so amendments and new sections will match the format of the General Plan.

Task 5.1. Administrative Draft Housing Element
M-Group will update the Goals, Policies, and Implementing Programs in the current Housing Element along with the housing need, opportunities, and constraints analysis. The Housing Element shall contain programs specific to the unique needs and challenges facing the City of Menlo Park, and shall satisfy the applicable requirement of the State Housing Law.

Deliverable(s): One (1) electronic copy (PDF and MS Word) of the Administrative Draft Housing Element Task 5.2. Administrative Draft Land Use Element
Based on the RHNA allocation and the results of the public outreach program, a change to the land use map and changes to the land use densities may be required. M-Group will make those changes, as necessary for one (1) land use concept. M-Group will update Land Use Policies as necessary.

Deliverable(s): One (1) electronic copy (PDF and MS Word) of the Administrative Draft Land Use and Circulation Element (Connect Menlo)
One (1) electronic copy (pdf) of the new land use map, as necessary Task 5.3. Administrative Draft Zoning Ordinance and Zoning Map M-Group will provide one administrative draft of the changes to the zoning map and zoning text for the chosen land use plan. M-Group will revise the Zoning Text and Map per City staff comments. M-Group staff will attend one Planning Commission Hearing and one City Council Hearing for the adoption of the revised Zoning Code and Zoning Map.

Deliverable(s): One (1) electronic Copy (MS Word) of draft ordinance language and map Task 5.4. Administrative Draft Environmental Justice Element (SB 1000) As of January 1, 2018, cities and counties are required to either adopt an Environmental Justice Element in their General Plan or integrate environmental justice policies and goals into the elements of the General Plan “upon the adoption or next revision of two or more elements concurrently” (Government Code Section 65302[h][2]).

With the update to the Safety Element and Housing Element, an Environmental Justice Element or environmental justice policies integrated into the General Plan is required. The City has elected to prepare a stand-alone element.

The environmental justice element will be reviewed with the General Plan for internal consistency.

There are disadvantaged communities adjacent to Menlo Park. In addition, we are aware of the investment and disinvestment study done for the areas near the Facebook campus, in particular in the Belle Haven neighborhood.

Subtask 5.4.1. Existing Conditions Memo
As part of this document review task, we will use available online resources to research the underlying issues of pollution exposure, chronic health problems, and other factors leading to the identification of local disadvantaged communities.

As part of preparing the Environmental Justice Element, M-Group will conduct a comprehensive analysis regarding environmental pollution exposure. Using CalEnviroScreen and other available resources. We will research the social, economic, and pollution data sets. We will review other environmental and health databases and resources to identify indicators measuring city-wide inclusivity and equity, as well as underlying socio-economic variables including home purchasing power, unemployment rate, educational attainment, and poverty levels.

This memo will also note Environmental Justice element requirements. The background information will be consolidated into a memorandum with a text summary and map information. The memorandum will be submitted !&

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Page G-4.59
16 electronically to the City for staff review. The City will be responsible for collecting all staff comments into a single document using Microsoft Word’s track changes function. This scope and budget assume two rounds of comments and revisions with City staff. M-Group will incorporate these comments into the Environmental Justice Element.

Subtask 5.4.2. Environmental Justice Element
M-Group will prepare an Environmental Justice Element. We anticipate that policy will focus on strategies to reduce pollution exposure and environmental burdens affecting low-income and minority populations, together with improving air quality and minimizing impacts on sensitive population groups. We will also look at collaborative policies (e.g., coordination and funding agreements with other public agencies) to encourage greater access to education and job skills training at all age levels. Goals and polices will address the full range of environmental justice issues of relevance to Menlo Park, cross referencing as appropriate environmental justice concerns that may already be addressed in other General Plan elements. We anticipate Environmental Justice Element topics will encompass:
x Pollution exposure
x Food access
x Access to public parks and other community facilities x Physical activity and residents’ health
x Public transit access
x Reduced impacts of climate change
x Education
x Adequate housing (to parallel policies in the updated Housing Element being prepared during the same time period)
x Civic engagement in decision making
As part of our outreach strategy, M-Group will include the following for Environmental Justice:
x Hold a synchronous community meeting/open house (virtual or in parson) focused on EJ issues if in person- encourage local folks to attend, but make it open to the community at large and publicize it well (with Spanish Translation)
x Create an online, asynchronous open house that mirrors the “live” community event (with Spanish Translation)
x Information about how to engage in the GP process and the EJ element will be in the flyer Task 2.7 (with Spanish translation)
x The survey will include questions for specific neighborhoods, that covers EJ questions focused on direct experience and challenges/vision for the future for these specific neighborhoods. (with Spanish translation)
x Include a QR code to the survey in the mailer
x Post posters around the neighborhoods with the QR code and information about the planning process trying to get folks to participate ((with Spanish translation) x Offer a gift card drawing (i.e. 5-10 $25 gift cards) to encourage people to participate The farmers’ market pop-up will have Environmental Justice related material.

M-Group will prepare an administrative draft Environmental Justice Element, submitted electronically to the City for staff review. The City will be responsible for collecting all City staff comments into a single document using Microsoft Word’s track changes function, from which M-Group will revise the administrative draft.

Deliverable(s): One (1) electronic copy (PDF and MS Word) Existing Conditions /Environmental Justice Element requirements Memo (electronic)
One (1) electronic copy (PDF and MS Word) Administrative Draft Environmental Justice Element
Task 5.5. Administrative Draft Safety Element (SB 379)
M-Group will update the City’s Safety Element to bring it into compliance with recent changes in California General Plan law and to be consistent with SB 379. The safety element will be reviewed with the General Plan for internal consistency. In addition to the safety element, M-Group will provide a memo of safety element requirements. !&

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Page G-4.60
17 Residential Development Evacuation Routes
SB 99 now requires jurisdictions to review the Safety Element upon the next update of the Housing Element on or after January 1, 2020 and update as necessary to identify residential developments in any hazard area identified in the safety element that do not have at least two emergency evacuation routes. M-Group will work with City staff and local emergency service providers to identify any such developments and create a map of residential developments that do not have at least two evacuation routes. This map will be included in the Safety Element, along with policies and actions to direct future efforts and funding to provide the necessary evacuation routes for the identified communities.

Climate Adaptation and Resiliency
As required by SB 379, M-Group will address climate adaptation in the Safety Element. M-Group will create a short, easily digestible “state of the science” about historic and future climate hazards, such as flooding and drought, extreme heat events, and wildfires in Menlo Park. Using this climate-related hazard data, M-Group will first prepare a vulnerability assessment describing the potential impacts of climate change on vulnerable physical assets and populations.

The vulnerability analysis will seek to uncover a broad range of direct and indirect climate impacts across key sectors, including infrastructure, buildings, natural systems, economic assets, and populations. The analysis will identify key sectors and their assets exposed to climate hazards, assess the sensitivity and adaptive capacity of each sector, and evaluate the vulnerability of each consistent with the California Adaptation Planning Guide and in alignment with SB 379.

The vulnerability assessment will combine qualitative and quantitative analysis. M-Group will map Menlo Park’s critical infrastructure (e.g., roads and highways, railways, water systems), sensitive population groups and disadvantaged communities (none in Menlo Park), parks and open space areas, and other key assets to better understand exposure to each climate hazard. This spatial/quantitative analysis will be combined with an assessment of existing plans and efforts underway to minimize the impacts of climate change to ascertain vulnerability. Where possible, the relative vulnerability will be mapped for each asset category, using maps in combination with text and tables that provide insight into the vulnerabilities.

The vulnerability assessment will help Menlo Park develop a strong basis for understanding the implications for adaptation planning and will help identify goals, objectives, and actions to include in the General Plan’s Safety Element, among others.

Adaptation and Resilience Strategy
M-Group will develop a set of policies and actions guided by the Vulnerability Assessment that will improve resiliency and reduce or eliminate risks from natural hazards in Menlo Park. M-Group will work closely with City staff to ensure resilience policies and strategies are effective and implementable.

The Adaptation and Resilience Strategy will include suggested projects, programs, and funding sources for natural hazard mitigation and response. The strategy will be developed in coordination with City staff, including the Public Works and Community Development Department, local emergency response providers, State Board of Forestry and Fire Protection, and elected officials.

The Administrative Draft Safety Element will be provided to the California Geological Survey of the Department of Conservation and the State Board of Forestry and Fire Protection for review and comment.

Outreach & Engagement
M-Group will host up to five (5) meetings regarding safety element topics including sea level rise & adaption.

These meetings will focus on providing information and obtaining feedback from the community.

Deliverable(s): One (1) electronic memo noting safety element requirements One (1) electronic copy (MS Word) of the Administrative Draft Safety Element One (1) complete PDF copy of the Administrative Draft Safety Element Up to Five (5) meetings for various safety element topics !&

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Page G-4.61
18 Up to Five (5) PowerPoint presentations, one for each meeting TASK 6 | FISCAL ANALYSIS
Task 6.1. BAE: Kick-off Meeting
BAE will attend a kick-off meeting with City staff and the rest of the consultant team to discuss project expectations regarding coordination, reporting, deliverables, community engagement, and relevant information. As a part of this task, BAE will review relevant documents and other background information pertaining to the Housing Element Update and the related fiscal impact analysis.

Deliverable(s): Attendance at one (1) kick-off meeting
Task 6.2. BAE: Public Study Sessions and/ or Hearings
BAE will attend up to six public study sessions and hearings (e.g., Housing Commission, Planning Commission, and City Council meetings) related to the Housing Element Update. BAE will present findings, respond to questions, and receive comments related to the fiscal impact analysis and affirmatively furthering fair housing analysis, and will prepare presentation materials as needed.

Deliverable(s): Attendance at six (6) public study sessions/hearings Task 6.3. BAE: Affirmatively Furthering Fair Housing (AFFH) Data and Analysis BAE will assist with the preparation of the Housing Element by conducting analysis to address the new requirements under AB 686 to affirmatively furthering fair housing. This will include analysis of available federal, state, and local data and knowledge to identify integration and segregation patterns and trends, racially or ethnically concentrated areas of poverty, disparities in access to opportunity, and disproportionate housing needs within the jurisdiction, including displacement risk.

BAE will also request information on fair housing complaints from the HUD Office of Fair Housing and Equal Opportunity and the California Department of Fair Employment and Housing, as well as any information available from local fair housing service providers. BAE will also request information regarding hate crimes from the Federal Bureau of Investigations and the Menlo Park Police Department. BAE will also request information from the City of Menlo Park regarding the availability of fair housing services, education, and outreach, and will review the most recent Assessment of Fair Housing for the City.

Based on the findings from this analysis, BAE will provide input on the Housing Element sites inventory and policies and programs to address affirmatively furthering fair housing requirements. This analysis will also inform the Environmental Justice Element of the General Plan.

Deliverable(s): Meetings and memo to convey input
Task 6.4. BAE: Cost to Replace At-Risk Units
BAE will estimate the total cost of producing new rental housing to replace any assisted units that are identified as being at risk of conversion from low-income use during the next ten years, as well as the cost to preserve these units. BAE will review applications submitted to the California Tax Credit Allocation Committee (TCAC) to identify new construction and rehabilitation projects in or near Menlo Park that are comparable in size and rent levels to any units that are at risk of conversion. BAE will review the construction cost information provided in the TCAC applications for these projects to identify the typical cost associated with replacing or preserving units similar to those that are at risk of conversion.

Deliverable(s): Provided as part of the administrative draft housing element Task 6.5. BAE: Fiscal Impact Analysis
BAE will conduct a fiscal impact analysis that will provide a detailed estimate of the net fiscal impacts that each land use strategy will have on the City of Menlo Park as well as key special districts that serve the areas that would be affected by each strategy. This analysis will evaluate the revenue and cost implications of up to three (3) land use strategy alternatives for the City, the Menlo Park Fire Protection District, the school districts that !&

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Page G-4.62
19 serve Menlo Park, the San Mateo Community College District, the San Mateo County Office of Education, the Midpeninsula Regional Open Space District, and the Sequoia Healthcare District.

BAE will estimate the General Fund revenues that each land use strategy will generate for the City of Menlo Park on an annual basis, including property tax, sales tax, business license fees, utility user tax, franchise fees, and any other applicable revenues. In addition, BAE will estimate one-time revenue from the impact fees that would apply to the development associated with each land use strategy. BAE will also estimate the annual City of Menlo Park General Fund operating expenditures associated with providing City services under each land use strategy, including police, public works, recreation and library services, and general government services. The analysis of operating costs will identify fixed and variable City service costs to determine the portion of City service costs that would need to increase to maintain current service levels as the City’s population grows. Fiscal impacts will be presented in current dollars on a net annual and cumulative basis over a 20-year period.

BAE will also estimate the property tax revenue and other revenue sources that each land use strategy will generate for the special districts that serve Menlo Park, as well as General fund operating expenditures for special districts that provide services to the City. This analysis will focus on annual operating revenues and expenditures rather than one-time capital costs. For the school districts, BAE will estimate the cost to serve new elementary, middle, and high school students resulting from each strategy based on each school district’s estimated student generation rates. If requested by City staff, BAE will conduct phone interviews or prepare questionnaires to contact representatives from the Menlo Park Fire Protection District and the school districts that serve Menlo Park to assess existing capacity, potential facility and equipment needs, and the potential impact of each land use strategy.

BAE will prepare and submit a Draft Fiscal Impact Analysis report that will include a concise and highly accessible executive summary. Following receipt of a single set of consolidated comments on the draft report, BAE will make modifications to the draft report as needed and prepare a draft for public review.

Deliverable(s): One (1) administrative draft electronic Fiscal Impact Analysis Report in MS Word One (1) final electronic Fiscal Impact Analysis Report in MS Word Task 6.6. BAE: Estimate School Construction Costs
BAE will provide a high-level estimate of the cost to construct any new public school facilities that would be needed to serve the public school students that each land use strategy alternative will generate. BAE will rely on the DEIR to determine the total number of public school students that each land use strategy will generate and the extent to which any increase in students would necessitate construction of new public school facilities, based upon information to be requested from the school district regarding existing school facilities capacity, facility needs, and estimated costs. If necessary, BAE will collect and analyze information on recently-constructed public schools and public school expansion projects in the region to develop an estimate of the approximate range of construction costs per student served. Based on these data, BAE will provide a total estimated range of the incremental cost associated with constructing the school facilities that would be needed for each land use strategy alternative. This analysis will focus on the range of typical per-student costs, rather than determining the specific types and locations of school facilities needed (e.g., school expansion or construction of a new school site) or the total cost to construct any specific facility.

Deliverable(s): This will be integrated into the Fiscal Analysis TASK 7 | PUBLIC REVIEW OF DOCUMENTS
Task 7.1. Draft Environmental Justice and Safety Elements to Planning Commission M-Group will present the preliminary draft Environmental Justice Element, Safety Element to the Planning Commission for review and comment.

Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
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20 Task 7.2. Draft Housing Element, Land Use Element, and Municipal Code Update M-Group will present the preliminary draft Housing Element, Land Use Element, and Municipal Code Update to the Planning Commission for review and comment.

Deliverable(s): One (1) Joint Housing Commission/Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 7.3. Public Review Draft Housing Element, Safety Element, Environmental Justice Element, Land Use Element, and Municipal Code Update (Joint Housing Commission/ Planning Commission)
City staff will provide M-Group with comments on the Administrative Draft within 21 calendar days for preparation of the Public Review Draft. M-Group will provide two (2) rounds of edits based on City staff review of the Public Review Draft Housing Element, Safety Element, Environmental Justice Policies, Land Use and Community Design Element, and Municipal Code Update based on City staff comments and Housing Commission/Planning Commission.

Deliverable(s): One (1) electronic copy of the Draft Housing Element (PDF and MS Word) provided to City staff and HCD. City staff will provide copies to the City Council, Planning Commission for review and comment
Task 7.4. Final Draft Housing Element, Environmental Justice Element, Safety Element, Land Use Element, and Municipal Code Update
In response to comments from public review and HCD, M-Group will amend the Public Review Draft Documents and provide the Final Draft Documents (Housing Element, Environmental Justice Element, Safety Element, Land Use Element, and Zoning Code/Map changes). This will be used as the project description for the CEQA Analysis.

Deliverable(s): One (1) electronic copy of the Final Documents (PDF and MS Word) TASK 8 | TRANSPORTATION ANALYSIS
Task 8.1. Hexagon: Travel Demand Model
Pursuant to SB 743, Vehicle-Miles Traveled (VMT) replaces intersection LOS as the transportation impact criteria for CEQA purposes. VMT is calculated by the multiplication of the project trip generation and the average trip length. Hexagon proposes to utilize the Connect Menlo Travel Demand Model to conduct the VMT analysis. The model uses socioeconomic inputs and various mathematical models to estimate project trip generation and average trip length.

Deliverable(s): No specific deliverable
Task 8.2. Hexagon: With-Project Land Use and Roadway Network Hexagon will rely on City staff to provide input on the locations and numbers of households as well as any potential roadway network improvements to be analyzed under the “with-project” scenario. Hexagon will convert this information into model-ready inputs for evaluation.

Deliverable(s): Memo documenting decisions
Task 8.3. Hexagon: Evaluation of 3 Preliminary Alternatives Hexagon will evaluate 3 preliminary HEU alternatives. Hexagon will set up the model inputs (land use, roadway network) specific for the 3 alternatives based on City staff input. VMT analysis will be run for existing and cumulative scenarios with and without the project, separately for all 3 alternatives. Hexagon will document our findings in a memorandum.

Deliverable(s): One (1) electronic memo outlining analysis of the three preliminary land use alternatives !&

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21 Task 8.4. Hexagon: VMT Analysis
Existing VMT and Existing plus project VMT will be evaluated. A VMT impact discussion will be provided based on City’s VMT impact criteria. Cumulative no project and Cumulative plus project VMT will also be evaluated. A Cumulative VMT impact discussion will also be provided as necessary.

Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.5. Hexagon: Bicycle, Pedestrian and Transit Facilities Hexagon will qualitatively evaluate the proposed Housing Element Update’s potential impacts on City’s existing and planned bicycle, pedestrian, and transit facilities. Hexagon will also identify any potential conflicts with City’s adopted policies on bicycle, pedestrian, and transit facilities. Potential mitigation strategies would be identified in coordination with City staff.

Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.6. Hexagon: Potential Mitigation Strategies
If the analysis identifies potential VMT impacts, Hexagon will coordinate with City staff to determine the appropriate mitigation strategies to eliminate the potential VMT impacts.

Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.7. Hexagon: Meetings
The fee estimate includes Hexagon staff attendance at five staff meetings in connection with the project.

Attendance at public hearings is not part of the main scope.

Deliverable(s): Attendance at five (5) meetings with City staff and M-Group Task 8.8. Hexagon: Traffic Impact Assessment
Hexagon will summarize findings and a write-up of the existing multimodal transportation conditions will also be included. Hexagon Transportation Consultants will respond to editorial comments on the draft and prepare a final TIA report.

Deliverable(s): One (1) electronic draft traffic impact analysis report One (1) electronic final traffic impact analysis report Task 8.9. Hexagon: Data Provisions for Other EIR Analysis Hexagon staff will provide any requested transportation data to other EIR consultants.

Deliverable(s): No specific deliverable
Task 8.10. Hexagon: Response to EIR Comments
Hexagon will respond to transportation-related comments on the Draft EIR.

Deliverable(s): Assistance to response to comments regarding transportation TASK 9 | ENVIRONMENTAL ANALYSIS
ESA’s proposed scope of work for the environmental review component of the Housing Element Update (HEU), which expands on the scope of work outlined in the RFP. In addition, this section summarizes the general approach to the EIR, as well as the interrelatedness of the various HEU components. The EIR will also need to make note of several streamlined processes that have derived from changes to state law since the last cycle.

The City is fortunate in that it has a recently certified EIR for its 2016 General Plan. The General Plan EIR and its supporting studies will form the basis for much of the HEU EIR’s environmental setting, so it therefore seems reasonable to present the HEU EIR as a Subsequent EIR to the 2016 General Plan EIR. Where necessary, the !&

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Page G-4.65
22 information in the General Plan EIR would need to be updated to consider changed conditions and revised regulatory requirements.

Task 9.1. ESA: Project Initiation and Data Collection
We recognize that a number of scenarios are likely to be developed as part of the HEU process. The development of those scenarios will be undertaken as part of the various tasks outlined elsewhere in this proposal. For purposes of the EIR, we assume that the EIR process will not formally commence until those scenarios have been defined and vetted with City decision-makers and the Menlo Park community. We would assume that the following component of the HEU to be essentially settled prior to commencement of work on the project description and the EIR in general:
x Identification of housing opportunity sites;
x Identification of distribution scenarios (alternatives) for additional housing; and x Identification of amendments to the General Plan’s Housing Element, as well as amendments to other elements within the General Plan (Safety, Land Use, new Environmental Justice Element).

To begin the process, ESA will attend the project kickoff meeting with City staff and the rest of the project team.

It is expected that all meetings would occur via teleconference. With respect to the EIR, subjects for discussion at the meeting will include, but not be limited to:
x Identify any prior environmental documentation that may be relevant to the HEU, most notably the 2016 General Plan EIR;
x Identify project databases, sources of information, and key contacts; x Establish and confirm the scope of work, level of analysis, structure of the EIR, budget, schedule, and communication protocols; and
x Identify key issues known to be of concern to agencies, interest groups, and the public.

We assume that the City will provide any site-specific studies prepared to date, exhibits, project description details, and materials for development of the environmental document at the kick-off meeting. If additional data is required, ESA will submit a memo detailing data needs to the City with recommendations on how best to fill them.

Deliverable(s): Attendance at One (1) kick-off meeting
One (1) electronic memo (MS Word) detailing data needs
Task 9.2. ESA: Prepare Project Description and Alternatives At the conclusion of the scenario vetting process, and in concert with City staff and the project team, ESA will prepare a draft project description technical memorandum for City review, which will include: relevant maps; a description of the regional and local setting; the housing element history; project objectives; planning context; population and housing characteristics and trends; opportunity sites; General Plan and/or zoning text/map revisions; potential alternative scenarios; and other information important to provide an understanding the proposed project. The project description will be used as the basis for preparing the Draft Program EIR. Upon receipt of the City’s consolidated comments, ESA will make necessary changes to the project description and submit it for the City’s final review and approval. ESA assumes that two iterations of the project description will be required and that required technical analyses will begin immediately after receipt of the City’s comments on the draft.

Deliverable(s): One (1) electronic copy of the technical memorandum outlining planning and growth assumptions, detailed project description, and alternatives to be analyzed in the Program EIR
Task 9.3. ESA: Prepare Notice of Preparation
ESA will prepare a Notice of Preparation (NOP) that will build from the project description developed as part of Task 5.2 to describe the proposed HEU and the scope of the Program EIR. The NOP will be supported by maps and figures, as appropriate. The NOP will include:
x A description of the HEU and the environmental setting; x Applicable maps and figures;
x An overview of the topics that will be evaluated in the EIR; and !&

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Page G-4.66
23 x An overview of the environmental review and approval processes, including announcement of a public scoping meeting.

ESA will submit an electronic version of the NOP for City review. Upon receipt of the City’s consolidated comments, ESA will make necessary changes to the NOP and submit for the City’s final review and approval. We assume that the City will be responsibility for circulation of the NOP to area stakeholders, though ESA can submit the NOP to the State Clearinghouse through our Sacramento office.

Deliverable(s): One (1) electronic copy of the Administrative Draft NOP package One (1) electronic copy of the NOP package for 30-day public review; and Submittal of NOP package to the State Clearinghouse, if requested by the City Task 9.4. ESA: Conduct Scoping Meeting
ESA will attend an NOP scoping meeting held before the Planning Commission. ESA staff will assist in the preparation of a presentation that will provide an overview of the HEU and the CEQA process. Upon completion of the NOP comment period, we will prepare and submit a scoping report that summarizes the comments and identifies substantive issues warranting additional evaluation in the EIR.

Deliverable(s): Assistance with preparation of meeting presentation One (1) electronic copy of a scoping report that summarizes comments and responses Task 9.5. ESA: Conduct Agency Consultation
ESA will informally consult with agencies that provided substantive comments on the NOP. Much of this work would already occur as part of the EIR’s preparation, but this task will provide the opportunity to receive more detailed guidance from relevant agencies. Of particular interest will be likely input received from neighboring jurisdictions, utility and service providers, Caltrans, and transit providers.

Deliverable(s): One (1) electronic copy of summarized meeting notes from each meeting/call Task 9.6. ESA: Prepare Administrative Draft Program EIR ESA will prepare an Administrative Draft Program EIR in compliance with local requirements, CEQA requirements (Public Resources Code 21000 et. seq), and the State CEQA Guidelines (California Code of Regulations, Section 15000 et. seq).

The scope of the environmental impact analyses in the Draft EIR will utilize the standard list of environmental topics and checklist questions contained within Appendix G of the CEQA Guidelines. Thresholds of significance will be discussed and confirmed with the City prior to the commencement of work. Topics Aesthetics
ESA will discuss the visual character of the City and the potential visual and aesthetics impacts to surrounding land uses as a result of implementation of the HEU.

Agricultural and Forestry Resources
There are currently no agricultural or forestry resources in the City. Thus, we anticipate that there would be no impact.

Air Quality
ESA will assess the criteria air pollutant emissions likely to derive from implementation of the HEU. The section will include a description of the existing air quality setting for the area. We will present relevant regulatory background information, addressing the federal Clean Air Act, the California Clean Air Act, and BAAQMD regulations, and policies that could affect the HEU or the air quality analysis presented in the EIR. The air quality assessment will meet the CEQA requirements of the Bay Area Air Quality Management District (BAAQMD) and will be evaluated for consistency with the Bay Area Clean Air Plan: Spare the Air, Cool the Climate (2017 Clean Air Plan).

To the extent required and practicable in a program-level analysis, we will estimate criteria air pollutant emissions from mobile, stationary, and area sources. Emissions will be compared to BAAQMD thresholds for criteria air pollutants. ESA will evaluate local carbon monoxide emissions first based on BAAQMD traffic volume screening !&

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Page G-4.67
24 criteria and, if necessary, based on modeling to compare to the 1- and 8-hour California standards of 20 ppm and 9 ppm, respectively. We will also evaluate potential odor emissions qualitatively by considering the screening level distances and typical odor sources. However, in general, the uses proposed as part of the HEU are not anticipated to generate substantial odors. If potentially significant impacts are identified related to criteria pollutants or odors, we will develop programmatic mitigation measures to address and reduce the significant impacts.

Pursuant to the recent Friant Ranch decision, the EIR will qualitatively discuss health consequences of ozone precursor emissions that would be associated with the proposed HEU. The explanation will discuss the level of detail needed to provide a meaningful analysis, and contrast that to the programmatic nature of the EIR and the available information and assumptions being used in the analysis.

Because of the location and potential future land uses for the HEU, in terms of residences and other sensitive receptors, a project-level and cumulative assessment of health risks associated with emissions of toxic air contaminants (TAC) will be completed to compare the risks resulting from the project to BAAQMD thresholds, as described below.

Health Risk Assessment
ESA will conduct a refined health risk assessment (HRA) to determine health risks and hazards resulting from TAC emissions from construction and operation of (stationary and mobile sources) of new development under the HEU at full buildout. We will estimate health risks from Diesel Particulate Matter (DPM), and annual average exhaust and dust particulate matter (PM2.5) concentrations at off-site sensitive receptor locations within 1,000 feet of potential HEU opportunity site boundaries. TAC sources are anticipated to include off-road construction equipment, on-road diesel haul trucks, operational vehicle traffic, and operational heavy-duty diesel truck traffic.

The HRA will be conducted following methods in BAAQMD’s Health Risk Screening Analysis Guidelines and in the Office of Environmental Health Hazard Assessment (OEHHA) Air Toxics Hot Spots Program Guidance. The AERMOD model requires numerous inputs, such as general meteorological data, source parameters, topographical data, and receptor characteristics. Where project-specific information is not available, ESA will use default parameter sets that are designed to produce conservative (i.e., overestimates of) air concentrations. If necessary, ESA will identify mitigation measures to reduce off-site and on-site health risks.

Cumulative Health Risk Assessment
ESA will also prepare a cumulative HRA for the project. For the cumulative HRA, ESA will conduct a survey of the land uses and other TAC emission sources surrounding the potential development areas to determine the potential nearby sources of PM2.5 and TACs, such as Highway 24 and other major roadways, and any reasonable and foreseeable future developments in the area. ESA will use internet sources including Google Earth, Google Maps, and data from the BAAQMD to survey major sources of PM2.5 and TACs within 1,000 feet of the potential development sites. ESA will rely primarily on the BAAQMD screening tools for permitted stationary sources and highways within the project area to identify nearby sources of TACs and their associated health risks.

Consistent with the BAAQMD Guidelines, ESA will calculate the cumulative lifetime excess cancer risks and annual average PM2.5 concentrations from the project (construction and operation). We will also assess the background cumulative sources in the surrounding area that are within a 1,000-foot radius of the potential development areas.

Health risks will be calculated at the Maximally Exposed Individual Sensitive Receptor (MEISR) location for existing off-site receptors. The MEISR will be determined in the project-level HRA described above. If necessary, ESA will identify mitigation measures to reduce cumulative health risks at onsite and offsite receptors.

Biological Resources
The City is generally already developed and is surrounded by areas of existing development. As a result, the HEU is expected to have a minimal effect on local biological resources. Areas of sensitivity within the City limits, such as the wetlands of San Francisco Bay, are assumed to be unavailable for development, and are thus unlikely to be impacted by implementation of the HEU. Key issues that are anticipated, which are common to many urban build projects, include potential effects to nesting birds during construction, the potential effects to wetlands and other waters of the U.S. for parcels near drainages, and consistency with the City’s Heritage Tree Ordinance. As part of the analysis in the Program EIR, we will:
x Verify existing biological studies relating to the project area and determine the applicability of the biological analysis in other planning and site-specific CEQA documents for the region. !&

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Page G-4.68
25 x Consult with the California Department of Fish and Wildlife California Natural Diversity Database, as well as California Native Plant Society publications.
x Obtain additional information on special-status species, natural communities of concern, and permit requirements through the U.S. Fish and Wildlife Service “Information for Planning and Consultation” (IPaC) online system.
x Summarize and evaluate federal, state, and local policies and regulations as they pertain to biological resources in the area.
x Identify any potentially significant impacts to biological resources, and recommend measures that would reduce impacts to less-than-significant.

Cultural Resources
Portions of the City are located in an area known for a high sensitivity for prehistoric archaeological resources; numerous burials and occupation sites have been identified in Menlo Park. The City also contains numerous local historic built-environment resources, some of which have been listed on national and state registers. Therefore, consistent with General Plan Goal OSC-3: Protect and Enhance Historic Resources, and Policy LU-7.8: Cultural Resource Preservation, the Program EIR will characterize potential impacts to archeological resources, historic architectural resources, human remains, and tribal resources.

ESA will provide measures to avoid, minimize, or mitigate potential impacts to these types of resources. Mitigation measures could include project planning requirements to avoid areas of high archaeological sensitivity; requirements for subsurface investigations in known sensitive areas to identify resources prior to project construction; monitoring during construction; and data recovery efforts through scientific research and/or consultation with Native American tribes. For historic resources, in addition to compliance with the Secretary of the Interior’s Standards, mitigations may include additional resource surveys and evaluations, documentation and interpretation plans, and building relocation. As part of the Program EIR’s preparation, ESA will:
x Review City documents and conduct a records search at the Northwest Information Center of the California Historical Resources Information System to identify known cultural resources in the planning area; x Identify areas of archaeological and historic sensitivity utilizing existing planning documents, geologic maps, soil studies, historic maps, and previous archaeological and historic studies; x For historic architectural resources, the effort above will be augmented with a reconnaissance-level survey to assess the architectural character of the area and relative potential for additional historic resources; no formal survey (“DPR” forms) will be prepared.
x Contact the Native American Heritage Commission to request information on any known sacred sites within the vicinity of the planning area and to request a list of contacts for Native American tribes who may have an interest in the planning area. In compliance with Assembly Bill 52 and Senate Bill 18, on behalf of the City, ESA can prepare a certified letter to each of the NAHC-listed contacts, requesting information/comments regarding any Native American cultural resources that may be of concern. x Identify any potentially significant impacts to cultural resources, and recommend measures that would reduce impacts to less-than-significant.

Energy
ESA will consider the increase in energy resources associated with the implementation of the HEU. This analysis will consider the potential for any significant direct, indirect, and cumulative energy impacts, and associated mitigation measures. The section will be closely coordinated with the project description and GHG analysis to ensure the project and associated environmental effects are consistently characterized.

Geology, Paleontology, and Mineral Resources
The key geology issues of concern in the region are the presence of nearby active and potentially active faults.

The San Andreas Fault, located just west of the City, has had destructive earthquakes in historic time, as have other nearby regional faults. In addition, areas of high liquefaction potential are present in areas of the City near San Francisco Bay and San Francisquito Creek. As part of the Program EIR’s preparation, ESA will:
x Review reports, maps, and data published by the USGS, CGS, Natural Resources Conservation Service, and other sources to identify and summarize geologic, seismic, and soil conditions, and paleontological resources within the program area and develop a comprehensive understanding of the potential risks from seismic events, unstable soils, and other CEQA Appendix G criteria. !&

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Page G-4.69
26 x Identify the relevant regulations and codes that would apply to construction and operation of projects within the program, and determine the manner and extent to which compliance would address potential impacts. x Describe methods to manage stormwater to prevent erosion; and determine if, where, and to what extent geologic hazards to structures would remain after compliance with building codes and geotechnical recommendations.
x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable significance thresholds.

Greenhouse Gas Emissions
The Greenhouse Gas Emissions (GHG) section will include the current setting, regulatory background, impact analyses, consistency with applicable GHG significance thresholds and guidance, and mitigation. Short-term emissions due to construction and long-term operational emissions will be evaluated using CalEEMod and other tools. The information contained in the project transportation and traffic analysis will be used to estimate transportation-related GHG emissions. The evaluation will also consider other aspects of construction and operation of likely new housing, including energy consumption, water consumption, and solid waste generation, that would contribute to emissions.

The project’s GHG emissions will be compared to applicable GHG significance thresholds and BAAQMD CEQA guidance for assessing emissions from land development and stationary sources. Additionally, the project will be assessed for consistency with the state’s 2017 Climate Change Scoping Plan Update for achieving the statewide GHG target mandated by SB 32, the San Francisco Bay Area’s Sustainable Communities Strategy/Regional Transportation Plan (Plan Bay Area 2040), the San Mateo County Climate Action Plan, and the City’s Climate Action Plan. If applicable, ESA will identify measures to mitigate any adverse impacts.

Hazards and Hazardous Materials
The primary hazards and hazardous materials issues would be previous uses of the properties where development could occur under the HEU, as well as nearby properties, and whether any residual contamination may be present that would affect the construction or operation of projects within the program. Numerous sites within the City have undergone cleanup treatments, several are currently undergoing treatment, and several others have had restrictions placed on them which may limit the types of future development that can occur. These types of occurrences are not unusual in an urban area, but they can interfere with future development opportunities.

Portions of the City’s southern perimeter are also adjacent to fire hazard severity zones.

ESA will discuss the potential for amendments of the City’s Safety Element pursuant to Government Code Section 65302.15(b) with City staff and will address the potential hazards and hazardous materials-related impacts of the proposed HEU and any concurrent general plan amendments in accordance with CEQA requirements. As part of this effort, ESA will:
x Describe the setting of environmental conditions using available information, with a focus on the housing opportunity sites.
x Identify the relevant regulations and codes that would apply to construction and operation of the program, and determine the manner and extent to which compliance would address potential impacts. x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable thresholds.

Hydrology and Water Quality
The key hydrology and water quality issues of concern for the HEU would be water quality impacts during construction, and the presence of 100- and 500-year FEMA flood hazard zones within the City. As part of this effort, ESA will:
x Review reports, maps, and data published by the state, county, FEMA, and other sources to identify and summarize hydrologic and water quality conditions in the program area, with a focus on the housing opportunity sites.
x Identify the relevant regulations and codes that would apply to construction and operation of projects within the program, and determine the manner and extent to which compliance would address potential impacts.

This will include discussing how the state Construction General Permit, local MS4 permit, and low impact development (LID) requirements would address erosion and runoff issues. The degree to which such requirements will reduce potential effects and any additional actions that might be required will receive careful consideration.
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Page G-4.70
27 x Describe program methods to manage stormwater, and determine if, where, and to what extent impacts would remain after compliance with standard codes and geotechnical recommendations. x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable thresholds.

Land Use and Planning
The analysis of land use impacts will evaluate the HEU’s consistency with existing land use plans and zoning. This section will discuss the existing land use and planning setting and the potential for environmental impacts associated with the HEU and identify mitigation measures, where appropriate. It will also discuss the General Plan Amendment associated with implementation of the HEU and identify any potential environmental issues.

Noise and Vibration
The analysis will focus on noise and vibration levels generated by construction activities as well as from increases in traffic volumes due to potential build-out under the HEU. Noise and vibration levels will be determined relative to the City’s applicable noise level criteria in Chapter 8.06 of the City’s Municipal Code and General Plan Noise Element.

ESA will prepare a noise analysis that will describe the noise impacts resulting from construction and on-site noise levels associated with existing and future traffic on local roadways, as well as noise from Caltrain operations. ESA will compile an inventory of existing long-term noise data from the 2016 General Plan EIR and other recent CEQA documents for developments within the City to the extent possible. Traffic noise on local streets generated by vehicles will be quantitatively assessed using algorithms of the federal Transportation Noise Model. The noise analysis will identify nearby sensitive receptors—primarily residences—and assess impacts on these receptors.

The analysis will also provide estimations of potential exposure to noise and vibration levels at various distances from construction and transportation sources; any findings of impact; and the need for any mitigation measures, if necessary.

Population and Housing
The HEU will include programs to increase housing within the City and, as a result, it is anticipated that population would increase. ESA will evaluate the potential for the HEU to directly or indirectly induce population, housing, and employment growth within the City. The evaluation will rely on information within the General Plan, other City sources, Census data, and projections provided by ABAG, and will evaluate the HEU’s effects, particularly those that would translate to significant physical impacts on the environment.

Public Services and Recreation
The HEU would include programs that could increase population growth and demand for public services, including fire protection, police protection, schools, parks, and other public facilities such as libraries. ESA will evaluate whether the expansion of these services under the HEU would result in any direct or indirect physical changes to the environment.

Transportation and Circulation
Using the vehicle miles traveled (VMT) and transportation impact analysis prepared by Hexagon Transportation Consultants, ESA will prepare the Transportation/Traffic section of the EIR. The analysis of transportation impacts will be conducted consistent with the City’s adopted VMT methodology and thresholds. As an optional task, Hexagon can provide an intersection LOS analysis in a stand-alone report, separate from the environmental impact analysis, that could be used to evaluate conformance with the City’s performance policies.

The analysis of Transportation/Traffic Impacts will include the following analysis topics:
x Impacts attributable to vehicle miles traveled (VMT) generated by the project, consistent with the City’s adopted VMT methodology and thresholds. Hexagon will conduct the VMT analysis based on the ConnectMenlo Travel Demand Model.
x Impacts to bicycling, walking and transit.
x Comparison of transportation impacts for up to three scenarios.

Where potentially significant transportation impacts are identified, the Transportation/Traffic section will identify feasible mitigations which could include transportation demand management (TDM) measures to reduce VMT.

Tribal Cultural Resources
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Page G-4.71
28 As stated previously under Cultural Resources, ESA will assist the City in preparing AB 52 letters. ESA assumes that the City will conduct consultation with tribal representatives who have requested notification of projects within the City. Effects of the HEU on identified resources will be evaluated.

Utilities and Service Systems
The HEU would include proposed programs that could increase population growth and demand for utilities and services systems, including water, wastewater, stormwater drainage, electric power, natural gas, telecommunication systems, and solid waste. ESA will evaluate whether any direct or indirect physical changes to the environment would result as to utilities and service systems. No Water Supply Assessment (WSA) will be prepared, however ESA will consult with several service providers regarding water and wastewater services to the City.

Wildfire
According to the City 2016 General Plan EIR, portions of the City’s southern perimeter are also to moderate and high fire hazard severity zones in a State Responsibility Area. ESA will evaluate whether the implementation of the HEU would result in any direct or indirect physical changes to the environment. (Also see Hazards and Hazardous Materials section above.)
Alternatives
In addition to the No Project Alternative, the EIR will evaluate up to three additional alternative development scenarios. The analysis will be qualitative for most issues, but will be quantified for issues where it is reasonable to do so (i.e., air quality, transportation). The selection of alternatives for inclusions in the EIR will occur in coordination with the City, and will be primarily directed towards alternatives that anticipate potential policy options that could lessen identified significant impacts associated with the HEU.

Deliverable(s): One (1) electronic copy of the Administrative Draft EIR Task 9.7. ESA: Prepare Public Draft Program EIR
ESA will revise the Administrative Draft Program EIR to reflect the City’s recommended changes, and will prepare a Final Screencheck EIR for final review by the City prior to public circulation. After any minor changes, this version of the document will constitute the Public Draft Program EIR and will be distributed for a 45-day public review period.

ESA will prepare the Notice of Completion (NOC) and Notice of Availability (NOA), and will assist the City in distributing the Draft Program EIR to the public. Per the requirements of the RFP, ESA staff will participate in a public hearing during the Draft EIR’s circulation period.

Deliverable(s): Fifteen (15) hard copies of the Draft Program EIR One (1) electronic copy of the Draft Program EIR
Task 9.8. ESA: Prepare Responses to Comments
We assume that a moderate number of comments will be received, and that the draft responses will be able to be prepared per the schedule and budget provided. ESA will review the comments and coordinate with the City to discuss issues raised and establish an approach for responding to comments. If the number or complexity of comments cannot be responded to with the time and budget provided, we will share this information with the City and discuss additional schedule and budget requirements, if needed. ESA will then prepare a draft response to comments document and submit it to the City for review.

Deliverable(s): One (1) electronic copy of the draft response to comments Task 9.9. ESA: Prepare Final Program EIR, Findings, and Mitigation Monitoring and Reporting Plan
ESA will prepare a Final Program EIR and Mitigation Monitoring and Reporting Plan (MMRP)The Final EIR will consist of:
x Comment letters received during the public review period, with responses. !&

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Page G-4.72
29 x Any changes, corrections, or modifications to the Draft Program EIR resulting from the comments received (one round of City review assumed).

The draft MMRP will contain a list of mitigation measures to be adopted as part of project implementation, identify responsible parties for mitigation implementation, as well as those responsible for monitoring and enforcement (one round of City review assumed).
x A summary of findings, as required by CEQA (one round of City review assumed). It is assumed that the City will prepare any accompanying resolutions to the findings and the adoption of the HEU. x ESA will also prepare a Notice of Determination (NOD), for delivery to the County Clerk and the State Clearinghouse.
x The ESA project director and project manager will attend one public hearing as part of the EIR’s certification process.

Deliverable(s): Five (5) hard copies of the draft Final Program EIR, Findings, and MMRP Notice of Determination
One (1) electronic copy of the draft Final Program EIR, Findings, and MMRP Notice of Determination
Task 9.10. ESA: Project Coordination Meetings and Project Management ESA’s Project Manager will be the task leader for all tasks identified in this scope of work, and will oversee preparation of each component of the environmental analysis, coordinating interaction between the City and ESA staff. ESA’s Project Director and Project Manager will be available to work with the City on the strategy and design of the CEQA process and documents, and will provide internal quality control for the environmental document.

For purposes of budgeting for this task, we have considered the overall project duration (12 months) and have assumed a set number of meetings during that period, together with a monthly hourly average for project management purposes. We have assumed that all of the project team meetings will occur via video or teleconference. We have assumed that meetings will occur on a monthly basis (12 months), though we recognize that during certain periods more frequent meetings may be required. To that end, we have provided budget for up to 16 meetings with up to 4 hours allotted for each to account for preparation, meeting, and coordination time.

We have also provided time to account for occasional attendance by ESA’s project director and technical specialists as the need arises. For purposes of general project management duties, we have allotted 6 hours monthly for this purpose.

Deliverable(s): Attendance at sixteen (16) meetings including a kick-off meeting Task 9.11. ESA: Water Supply Assessment
Water supply planning requires reviewing and identifying adequate available water supplies necessary to meet the demand generated by the changes associated with the Housing Element Update, as well as the cumulative demand over the next 20 years, under a range of water year conditions. Tasks within this effort include: 1) Analysis of past, current, and projected water demand; 2) Past, current, and projected water supply; 3) Consideration of variability in demand and supply based upon hydrologic conditions; and 4) Identification of potential water shortages. If it is determined that are insufficient supplies to meet demand over the next 20 years, the City will need to identify where those water supplies will come from.

Finally, according to Section 10910 (f) of the Water Code, if groundwater is identified as a possible source, a description of the groundwater basin or basins from which the proposed Project will be supplied must be included in the WSA. This includes an analysis of the amount and location of past and current groundwater pumping, as well as the amount and location of groundwater projected to be pumped to meet the future water demand associated with the Housing Element Update, as well as the projected cumulative demand, based on “information that is reasonably available, including, but not limited to, historic use records, groundwater adjudications, groundwater management plans, etc.”
The water demand associated with Housing Element Update will be calculated and added to existing water !&

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Page G-4.73
30 demands and the demands that were projected in the 2015 UWMP. In addition, since the UWMP is currently being updated, to the extent feasible and available, updated water supply and demand projections that will be included in the 2020 UWMP will be reviewed and used in this WSA.

Task 9.11.1. Prepare Administrative Draft WSA
The WSA will be prepared consistent with the requirements of the Water Code. ESA will review existing information including MPMWD’s 2015 UWMP, data from the other water purveyors for the City, if applicable and available data/information from the current version of the 2020 UWMP. This task includes the following sub-tasks:
x Determine available water supplies for the region and service areas, then summarize this information according to the source of the supply.
x Determine what the future demand will be in the service area in terms of number and types of connections, as well as the expected demand per class of connection. Develop an analysis of projected water supplies over the next 20 years based on projections contained within MPMWD’s 2015 UWMP and the other water purveyors. This analysis will include consideration of water source reliability in terms of water supply and water quality, as well as availability during wet, normal and dry years, as well as multiple dry years. This analysis will include a discussion of water supplies that meet the requirements these under the guidelines of SB 610.
x Identify reasonable alternative sources of water (if available) to meet any recognized shortfalls between projected supply and demand, as well as a description of recommended future studies or actions needed to identify and/ or acquire additional water.
x Determine the number and types of water service connections associated with the proposed Project, as well as the additional demand generated within the City’s local service area, and allocate water demand to various types of service connections.
x Carry the demand analysis out for a projected twenty-year period in 5-year increments beginning in 2020 through 2040, and present this information in a tables for easy comparison purposes. x Conduct an assessment of the potential demand versus the available supplies as identified in the above tasks and present this information in a technical report, the WSA.

Task 9.11.2. Prepare Draft and Final Water Supply Assessment The draft version of the WSA will be prepared based on task 1 and its subtasks as presented above. Tables and figures will be developed based on existing information as gathered, reviewed and compiled based on task 5.27.1 above. Following preparation of the Admin Draft WSA, ESA will prepare the draft and final WSA which will include the following:
x Based on one consolidated set of comments from reviewers, ESA will incorporate any corrections or revisions and prepare a Draft version of the WSA. It is assumed that any comments on the Draft version will be editorial and no new analysis will be required. x Based on one consolidated set of comments from City staff on the Draft WSA, ESA will incorporate any corrections/revisions and prepare a Final WSA for review prior to publication. It is assumed that any comments on the Final WSA will be editorial and no new analysis will be required.

The Final WSA will be provided to the City for adoption. It is expected that the information contained in the WSA will also be available for use in the CEQA review process and the Final WSA will be appended to the EIR.

Deliverable(s): One (1) electronic copy of the Administrative Draft WSA One (1) electronic copy (PDF) of the Draft and Final WSA and findings Task 9.12. M-Group: NOP/ Scoping Meeting at Planning Commission !&

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Page G-4.74
31 M-Group will attend one Planning Commission meeting for the Notice of Preparation.

Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 9.13. M-Group: Draft EIR at Planning Commission
M-Group will attend one Planning Commission meeting for the Draft EIR.

Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
TASK 10 | ADOPTION & CERTIFICATION
Task 10.1. Housing Commission Meeting (Final Adoption Review) M-Group will attend one (1) Housing Commission meeting for the recommendation of adoption of the Housing Element and General Plan Amendments. M-Group staff members will be available for each meeting. M-Group will prepare a presentation for the meeting. M-Group will make minor changes to the documents as necessary for this meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meeting.

Deliverable(s): One (1) Housing Commission meeting attendance by M-Group staff members One (1) PowerPoint presentation
Task 10.2. Planning Commission Meeting (Final Adoption Recommendation) M-Group will attend one (1) Planning Commission meetings for the recommendation of adoption of the Housing Element and General Plan Amendments. M-Group staff members will be available for each meeting. M-Group will prepare a presentation for the meeting. M-Group will make minor changes to the documents as necessary for this meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meeting.

Deliverable(s): One (1) Planning Commission meetings attended by M-Group staff members One (1) PowerPoint presentation
Task 10.3. City Council Meetings (Final Adoption)
M-Group will attend two (2) City Council meetings for the adoption of the Housing Element, General Plan Elements, and Zoning Changes. M-Group staff members will be available for each meeting. M-Group will make minor changes to the documents as necessary for this meeting. M-Group will prepare a presentation for each meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meetings.

Deliverable(s): Two (2) City Council meetings attendance by three (3) M-Group staff members Two (2) PowerPoint presentations
Task 10.4. HCD Certification
M-Group shall follow through with assisting the City (in coordination with 21 Elements) in obtaining HCD certification of the Housing Element following its adoption by the City. M-Group will work closely with the City and HCD to ensure the City meets State requirements and will recommend any modifications to the Housing Element, if required, to obtain certification.

Deliverable(s): One (1) Cover letter summarizing changes and final Housing Element for certification !&

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Page G-4.75
Geoff
Bradley,
PIC/Proj.

Manager
Sung Kwon,
Dep. Project
Manager
Christina
Paul, Comm.

Engage. Lead
Payal Bhagat,
Principal
Planner
Justin Shiu,
Senior Planner
Associate
Planner
Assistant
Planner
Hourly Billing Rate $250 $165 $165 $165 $145 $125 $95
TASK 1 | PROJECT ADMINISTRATION

1.1 Project Kick-off meeting 4 4 4 0 0 10 0 22 $3,570

1.2 Updates to the Housing Commission and Planning Commission 8 8 8 0 0 8 0 32 $5,640

1.3 Finalize and Update Schedule 4 8 4 0 0 10 0 26 $4,230

1.4 Project Management and Coordination 80 70 30 0 0 32 0 212 $40,500

1.5 Coordination with HCD 20 24 0 0 0 8 0 52 $9,960
Task 1 Subtotal: 116 114 46 0 0 68 0 344 $63,900
TASK 2 | COMMUNITY OUTREACH & ENGAGEMENT

2.1 CEOC Meetings 40 40 12 0 0 28 0 120 $22,080

2.2 City Council Subcommittee Updates 6 6 0 0 0 20 0 32 $4,990

2.3 Community Engagement Plan 2 8 42 0 10 0 0 62 $10,200

2.4 Provide updates to the Master Contact List 0 0 0 0 0 0 8 8 $760

2.5 Partner with Local Non-Profit Community Groups 2 12 4 0 0 18 18 54 $7,100

2.6 Social Media 0 4 8 0 0 24 32 68 $8,020

2.7 Electronic Media (email content) 2 6 2 0 0 16 28 54 $6,480

2.8 Print Media/ PDF Utilization 0 6 4 0 0 16 24 50 $5,930

2.9 General Survey 2 8 2 0 16 10 24 62 $8,000

2.10 Housing Introduction Seminar 2 4 16 0 0 20 30 72 $9,150

2.11 Focus Groups 4 8 4 0 24 24 12 76 $10,600

2.12 Individual Interviews (or small group meetings) 2 4 0 0 0 4 24 34 $3,940

2.13 General Outreach Meetings by Council District 8 20 0 0 0 20 20 68 $9,700

2.14 Project Gallery 2 4 12 0 0 14 0 32 $4,890

2.15 Farmers' Market Pop-Up Booth 4 8 0 0 0 12 12 36 $4,960

2.16 Standalone Project Website (Optional - See Below for Cost)

2.17 Non-Profit Policy & Engagement Advisor (See Below for Cost) Task 2 Subtotal: 76 138 106 0 50 226 232 828 $116,800
TASK 3 | LAND USE STRATEGY

3.1 Preliminary Land Use Strategies: Housing Commission 8 20 0 12 0 32 0 72 $11,280

3.2 Housing Workshop 4 8 20 0 12 12 4 60 $9,240

3.3 Land Use Meeting: Planning Commission 8 24 0 0 0 52 0 84 $12,460

3.4 Preliminary Land Use Alternatives: City Council 8 24 0 0 0 40 0 72 $10,960

3.5 Preferred Land Use Concept: Planning Commission 4 16 0 0 0 24 0 44 $6,640

3.6 Objective Design Standards (Optional - See Below for Cost) Task 3 Subtotal: 32 92 20 12 12 160 4 332 $50,580
TASK 4 | HOUSING ELEMENT

4.1 Document Review 0 12 0 0 0 8 8 28 $3,740

4.2 List of Current General Plan Policies and Programs 0 2 0 0 0 8 0 10 $1,330

4.3 Review and Evaluation of Current Housing Element 4 12 0 8 0 16 0 40 $6,300

4.4 Review City's RHNA Allocation 2 4 0 0 0 8 0 14 $2,160

4.5 Review City's Vacant and Underutilized Land Inventory 0 8 0 2 20 32 0 62 $8,550

4.6 Compile GIS Shapefiles for Analysis 0 2 0 0 0 24 0 26 $3,330

4.7 Use of GIS for Site Selection & AFFH 0 16 0 0 0 40 0 56 $7,640

4.8 Prepare Land Use Options in GIS 8 32 0 0 0 46 16 102 $14,550

4.9 Site Inventory and RHNA 8 16 0 6 16 44 0 90 $13,450

4.10 Housing Needs Assessment 2 24 0 0 16 42 12 96 $13,170

4.11 Potential Governmental and Non-Governmenal Constraints 2 16 0 0 20 24 0 62 $9,040

4.12 At-Risk Units 2 16 0 0 0 16 0 34 $5,140

4.13 Housing Objectives, Policies, and Programs 18 22 0 10 24 40 32 146 $21,300 Task 4 Subtotal: 46 182 0 26 96 348 68 766 $109,700
TASK 5 | ADMINISTRATIVE DRAFT DOCUMENTS

5.1 Admin. Draft Housing Element 10 30 0 12 26 40 0 118 $18,200

5.2 Admin. Draft Land Use Element 8 14 0 12 20 40 0 94 $14,190

5.3 Admin. Zoning Ordinance and Zoning Map 6 20 0 16 18 40 0 100 $15,050

5.4 Admin. Draft Environmental Justice Element 12 22 0 0 16 40 0 90 $13,950

5.5 Admin. Draft Safety Element 8 12 0 0 24 32 0 76 $11,460 Task 5 Subtotal: 44 98 0 40 104 192 0 478 $72,850
TASK 6 | FISCAL ANALYSIS
See Below (Subconsultant Technical Studies) for detail
TASK 7 | PUBLIC REVIEW OF DOCUMENTS

7.1 Draft EJ & Safety Element to Planning Commission 4 8 0 0 0 12 0 24 $3,820

7.2 Joint HC & PC Meeting on Admin. Draft Housing, Land Use Elements + Zoning Code and Map 4 800 012 0 24 $3,820

7.3 Public Review Draft Housing, Safety, Environmental Justice, Land Use Elements + Zoning Code and Map 8240 0 0 400 72 $10,960

7.4 Final Draft Housing, Safety, Environmental Justice, Land Use Elements + Zoning Code and Map 2800 032 16 58 $7,340
Task 7 Subtotal: 18 48 0 0 0 96 16 178 $25,940
TASK 8 |TRANSPORTATION ANALYSIS
See Below (Subconsultant Technical Studies) for detail
TASK 9 |ENVIRONMENTAL ANALYSIS

9.12 NOP/Scoping Meeting at Planning Commission (M-Group) 4 4 0 0 0 0 0 8 $1,660

9.13 Draft EIR at Planning Commission (M-Group) 4400 0 00 8 $1,660 Task 9 Subtotal: 8 8 0 0 0 0 016 $3,320
TASK 10 | ADOPTION

10.1 Housing Commission Adoption Meeting 8 8 0 0 0 4 4 24 $4,200

10.2 Planning Commission Adoption Meeting 8 8 0 0 0 4 4 24 $4,200

10.3 City Council Adoption Meetings (2) 16 16 0 0 0 4 8 44 $7,900

10.4 HCD Certification 10 40 0 0 0 0 0 50 $9,100
Task 10 Subtotal: 42 72 0 0 0 12 16 142 $25,400
Project Subtotal (hours + budget) 382 752 172 78 262 1,102 336 3,084 $468,490 Direct Costs (extra printing, postage, fees) $2,622
M-Group Subtotal $471,112
Total Cost

SUBCONSULTANTS
Task 2.17 ChangeLab Solutions - Non-Profit Policy & Engagement Advisor $30,000 Task 6 BAE - AFFH support and Fiscal Impact Analysis $49,920 Task 6 BAE - Estimate School Construction Costs $6,475
Task 8 Hexagon - Transportation (VMT) Analysis $64,250
Task 9 ESA - Environmental Impact Report $295,990
Task 9 Water Supply Assessment (if needed) $22,070
$468,705
$42,183

MENLO PARK HOUSING & ENVIRONMENTAL JUSTICE ELEMENTS BUDGET Updated May 7, 2021 M-GROUP
Task Number / Description
M-Group
Hours
(without
optional
items)
Subtotal
(without
optional items)
Subtotal all Subconsultants
9% Contract Management Fee
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Page G-4.76
$510,888
Project Total (without Optional Items) $982,000

OPTIONAL TASKS
Task 2.16 Standalone Project Website $10,000
Task 3.6 Objective Design Standards $90,000
$100,000
Project Total (with all Optional Items) $1,082,000
NOTES
1 2
3 4 Unexpected issues out of scope or extended timeline out of the control of M-Group may necessitate the need for additional budget.

Cost Proposal is for a Fixed-Fee Contract with monthly invoicing based on percentage task completion.

Travel time and expenses have been factored into the budget.

Subtotal all Subconsultants Including 9% Contract Mgmt. Fee Subtotal for all Optional Items
M-Group reserves the right to re-allocate hours and include assistance from other planners within M-Group to complete the tasks, as necessary, but within the total budget. !&

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Page G-4.77
Community Development
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org

STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 20-055-CC
Regular Business: Authorize the city manager to execute an amendment to the professional services agreement with the M-Group
for the Housing Element Update project and appropriate
funds
Recommendation
Staff recommends the City Council authorize the city manager to execute an amendment to the professional services agreement with the M-Group for the Housing Element Update (Attachment A), in the amount of $ $490,052 for a total contract amount of $1,472,052 and appropriate $1,423,785 from unassigned fund balance in the general fund.

Policy Issues
Under California law every jurisdiction in the State is required to update its housing element every eight years and have it certified by the California Department of Housing and Community development (HCD.) The Housing Element must be consistent with the City’s General Plan and updated for compliance with State law and include goals, policies and implementing programs to facilitate the construction of new housing and preservation of existing housing to meet the needs across all income levels in the City.

Similarly, the City has obligations to meet State law requirements to update the City’s Safety Element for compliance with SB 379 and the preparation of an Environmental Justice Element per SB 1000. The proposed contract amendment would support the work needed to prepare the documents necessary to meet the requirements and the technical studies to help inform members of the public and decision-makers about the potential environmental and fiscal impacts associated with the project.

Background
In recognition of the state-mandated timeline, the complexity and the importance of the Housing Element process and its related work, the City Council unanimously identified the Housing Element Update as one of its top five project priorities in August 2020 for fiscal year 2020-21. Subsequently, the City Council amended the fiscal year 2020-21 budget by $1.69 million, including $1.5 million for the project components and the remaining funds for partial-year funding for 2.0 full-time equivalent personnel. The City was able to successfully recruit a senior planner to assist with the project, but the Community Development Director position has remained vacant. The City Council has continued to express support for the Housing Element Update as a top City priority.

In December 2020, staff issued an initial request for qualifications (RFQ) to seek a “prime consultant” to work with the City to assemble and manage a team of qualified consultants to accomplish the project. The RFQ was followed by a request for proposals (RFP) from two qualified firms and on March 23, 2021, after recommendation from two Housing Element interview panels, the City Council authorized the city manager to negotiate a scope of work and fee not to exceed $982,000, and execute a professional services agreement with the M-Group for the Housing Element update. The executed contract is included as #( "
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Staff Report #: 21-055-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Attachment B. Table 1 below identifies the consultant team members and their primary role for the project.

Table 1: Consultant team
Consultant Project component
M-Group Lead consultant; Housing Element, Environmental Justice Element and Safety Element
ESA Environmental impact report and water supply assessment Hexagon Transportation analysis for environmental review BAE Fiscal impact analysis, Affirmatively Furthering Fair Housing (AFFH) analysis and school construction cost estimates
ChangeLab Solutions Environmental Justice policy and engagement advisor Climate Resilient Communities* Lead public engagement and outreach for the Environmental Justice and Safety Elements
*Proposed subconsultant as part of contract amendment
In addition to the contract with the M-Group, the City has also engaged the services of other vendors to support the Housing Element Update. These services include printing and mailing citywide newsletters and simulcast Spanish interpretation at many of our virtual community meetings. The City works directly with these vendors and the fees for services are within the city manager’s contracting authority.

Analysis
The Housing Element Update is a complex, technical, and fast-moving project in order to meet statemandated requirements and deadlines. The original scope of work and budget includes a considerable amount of work for the consultant team and the team has accomplished a number of milestones in the past 10 months, including robust outreach, identification of potential housing opportunity sites, land use strategies, and policy themes to meet the City’s RHNA, and completion of the notice of preparation (NOP) to initiate the environmental review process. M-Group, the prime consultant, and the subconsultant team have remained committed to the project and responsive to meeting the project needs. As identified previously, this has required the consultants to perform tasks outside of the original scope and budget, and additional consultant resources to meet the demand and timeline of the project. The continued pace and expectations for the project would also require adjustments to the contract to complete the project by the State-mandated deadline. Staff is requesting a scope and budget amendment to M-Group’s professional service agreement for the Housing Element Update in the amount of $490,052 for a total contract amount of $1,472,052. Of this proposed budget augment, $44,860 would be for optional tasks for additional meetings, if needed. Staff is recommending the optional tasks at this time to provide flexibility and be timely in responding to meeting needs. The proposed scope and fees by consultant are provided in more detail in Attachment A and summarized below in Table 2 below.
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Page G-4.79
Staff Report #: 21-055-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Table 2: Proposed scope and budget amendments
Consultant Original budget Proposed
budget augment
Optional
tasks
Total budget with
optional tasks
Prime consultant
M-Group $471,112 $197,525 $42,400 $711,037
Subconsultants
ESA $318,060 No change $318,060
Hexagon $64,250 $33,000 $97,250
BAE $56,395 No change $56,395
ChangeLab Solutions $30,000 $8,610 $2,460 $41,070
Climate Resilient Communities (CRC) N/A $186,318 $186,318 M-Group 9% contract management fee $42,183 $19,739* $61,922 $982,000 $445,192 $44,860 $1,472,052
*Applied to Hexagon and CRC
Consultant services scope and budget
The proposed amendments are generally categorized into three areas: 1) community outreach and engagement, 2) data and technical review and 3) project administration.

Community engagement
A key component of the Housing Element Update is community engagement and outreach. Over the past 10 months, the project team has conducted extensive outreach and engaged with the community members and other stakeholders across multiple touchpoints, including community, Commission and City Council meetings, smaller focus group discussions, pop up events and both print and digital media. These opportunities offered interested persons ways to learn about the project and/or provide their input. The requested budget includes tasks that have been performed to support these efforts. The proposed budget also includes work expected to occur during the remainder of the project and would strengthen the engagement and outreach efforts.

At the February 8, 2022 meeting, the City Council provided direction to staff to collaborate with a community based organization (CBO) to lead the outreach and engagement for the Environmental Justice and Safety Elements. In response, the project team is proposing to partner with Climate Resilient Communities (CRC.) CRC is a CBO focused on serving the underrepresented and empowering communities to implement climate solutions that bring unity and resilience. CRC was identified for their work in nearby communities of East Palo Alto and North Fair Oaks and more importantly, for their established relationships with the Belle Haven community, which is the primary area for the focus of the Environmental Justice element. CRC would be a new subconsultant to the M-Group and their proposed scope of work would be conducted in two primary phases: 1) community outreach and engagement before the release of the draft Environmental Justice and Safety Elements, 2) outreach after the release of the draft environmental impact report (EIR) and Environmental Justice and Safety Elements. Their scope includes an intense series workshops, focus groups, and a survey to further engage and solicit input from residents suffering from environmental injustices.

A key feature of the community engagement will include the Belle Haven Climate Change Community Team (CCCT), which is currently being established and would be comprised of residents, community service providers, faith-based leaders, business owners, community-based organizations and city affiliates. The CCCT conducted its first meeting on March 16 and is expected to have monthly meetings from March to December to support the work effort. While CRC facilitates the group, the CCCT would be community- #( "
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Page G-4.80
Staff Report #: 21-055-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org driven and community-led. CRC will also partner with additional CBOs through the engagement process and a consultant (City Systems) to conduct a survey. CRC’s proposal is $186,318, which is a considerable portion of the proposed budget amendment, and would include personnel and subconsultants, translation of materials and interpretation at meetings, printing and mailing, as well as funding for food at meetings, gift cards for workshop and focus groups attendees, survey participants, and overhead costs. CRC would be the lead for all outreach and engagement related to the Environmental Justice and Safety Elements with MGroup and staff having limited roles, although some support and coordination will be needed. M-Group anticipates an additional $10,000 would be needed to support the CBO efforts. CRC has been collaborating with M-Group and staff on the preparations for an upcoming community meeting regarding the Environmental Justice and Safety Elements planned for April 5.

Data and technical review
The Housing Element Update has new technical and site inventory requirements. Given the complexity of the analysis and various considerations based upon feedback at City Council, Commission and community meetings, additional geographic information system (GIS) analysis for the land use inventory and mapping were performed and is anticipated to be needed to finalize maps for the final documents.

Staff is also requesting additional funding to support the preparation of a level of service (LOS) traffic analysis from Hexagon. While LOS is no longer an environmental threshold as part of the California Environmental Quality Act (CEQA), the City’s Transportation Impact Analysis (TIA) Guidelines requires an LOS analysis, unless exempt. Given the programmatic analysis of the Housing Element and the lack of any specific residential development project details, the LOS analysis would be at a higher level than typical, but still would be helpful as another point of information. The cost of the LOS analysis is $30,000.

ChangeLab solutions was brought on as part of the initial consultant team as a policy advisor for the preparation of the Environmental Justice Element. The proposed budget augmentation is to support the preparation and attendance at the upcoming community meeting planned for April 5 on the topic of Environmental Justice and two subsequent Planning Commission and/or City Council study sessions. There is an optional task for two additional Planning Commission and/or City Council meetings to support the adoption of the Environmental Justice element, and staff recommends that the optional tasks for a total of $11,070 be approved as part of the proposed budget.

Project Administration
A project of this scale requires close collaboration and coordination. The project team meets routinely once a week, in addition to topic-specific calls to discuss various work products and/or tasks. These meetings are important to keep the project advancing on the aggressive timeline, and an $49,000 is requested. In addition, the M-Group has assisted with a variety of Spanish translations, including presentations and proofreading newsletters, as well as and anticipates that additional time beyond what was originally budgeted will be needed for the remainder of Commission and City Council meetings. The proposed scope also includes an optional task for additional community, Commission, and City Council meetings in the event that the meetings are needed to support or review the project beyond what is already planned. The cost associated with this optional item is $42,400. Staff would recommend that the additional $42,400 be used as a contingency budget to support any unforeseen tasks rather than solely for additional meetings.

Staff believes that providing for this flexibility now would be helpful to prevent delays in the work. The MGroup as the prime consultant is also the project manager and responsible for coordinating all of the subconsultant work. A nine percent management fee is applied to the proposed subconsultant work, for a total of approximately $20,000. M-Group did not apply the management fee to ChangeLab Solution’s proposed scope.
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Page G-4.81
Staff Report #: 21-055-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Budget appropriation
As part of the fiscal year 2020-21 budget, the City Council appropriated $1.5 million from the General Fund to support the Housing Element Update. The original M-Group professional services agreement amount was $982,000, which was encumbered that fiscal year. The remaining budget was anticipated to be left unassigned, but available for work on the Housing Element Update. With the proposed augmentations, the total contract amount would be $1,472,052, which would be within the allocated $1.5 budget.

As part of the fiscal year 2021-22 budget, any remaining contract amount and budgeted amount would typically be carried forward if a project is still active. In this case, the carryover would have been $905,785, for the contract and $518,000 as part of the unassigned $1.5 million budget. However, staff has determined that these funds were inadvertently not transferred, resulting in the Housing Element without a formal budget. The team has continuously worked to not delay the project while the budget was reviewed in more detail. To help with payments of invoices, funds from the General Capital Fund have been temporarily assigned to this project. An appropriation is now needed to support the Housing Element work that has been performed and to complete the contract. Staff is requesting the City Council appropriate funding from the unassigned fund balance (fund 100) to the general fund CIP (fund 501) to account for paid invoices and for future work associated with the proposed budget augmentation. The total appropriation would be $1,423,785 to restore the original $1.5 million budget from fiscal year 2020-21.

The City has been awarded two grants (Local Early Action Planning (LEAP) and Regional Early Action Planning (REAP)) totaling $190,491 for qualifying work on the Housing Element. In addition, the City was awarded a SB 2 grant for $160,000, which approximately $75,000 of the funds could be used to support zoning regulation amendments that reduce barriers to maximizing density and development. As part of the Housing Element, consideration will be given to potential zoning amendments in the El Camino Real/Downtown Specific Plan area that would help foster the production of housing. These grant funds totaling $265,491 could help offset the $1.5 million budget allocated to the Housing Element.

Impact on City Resources
As part of the fiscal year 2020-21 budget, the City Council appropriated $1.5 million from the general fund to support the Housing Element Update, which is a City Council priority. Staff is seeking use of the full $1.5 million budget to support work for the completion of the Housing Element Update. The total M-Group contract amount would be $1,472,052. The remainder of the $1.5 million would be used to support services such as the newsletter production and mailing, court reporter for the EIR public hearing and other support services. The budget appropriation would need to amend the fiscal year 2021-22 budget by $1,423,785.

Environmental Review
This action is not a project within the meaning of the CEQA Guidelines §§15378 and 15061(b)(3) as it will not result in any direct or indirect physical change in the environment. An EIR is being prepared to evaluate the Housing Element Update.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.
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Page G-4.82
Staff Report #: 21-055-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Attachments
A. First amendment to contract with M-Group for Housing Element Update B. Executed contract with M-Group for Housing Element Update Report prepared by:

Deanna Chow, Assistant Community Development Director
Report reviewed by:

Justin Murphy, Interim City Manager
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Page G-4.83
Administrative Services
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-061-CC
Consent Calendar: Receive and file the Annual Comprehensive Financial Report for the fiscal year ended June 30,
2022
Recommendation
The Finance and Audit Committee (FAC) and staff recommend City Council receive and file the Annual Comprehensive Financial Report (ACFR) for the fiscal year ended June 30, 2022.

Policy Issues
The City is required to issue audited financial statements by independent auditors on an annual basis.

Management is responsible for preparing the annual financial statements, which are subsequently audited by an independent auditor that reports to the City Council. This package of reports fully transmits the documents required by California State law, bond covenants, granting agencies and generally accepted accounting principles.

Background
The City contracted with the firm Lance, Soll & Lungard, LLP (“LSL,” Certified Public Accountants) in 2019 to perform an audit of our financial records and render an opinion in accordance with auditing standards generally accepted in the United States. The LSL contract covers a three-year engagement with this being their final year. The goal of a financial statement audit is to provide reasonable assurance from an independent source that the information presented in the statements is reliable. Last year’s ACFR received the distinguished Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA) program, and staff feels confident this year’s report will meet these standards. To receive this award, a government must publish an easily readable and efficiently organized ACFR that satisfies both Governmental Accounting Standards Board (GASB) 34 and applicable legal requirements.

Analysis
Considering the lasting impacts of the novel coronavirus during the fiscal year 2021-22, the City of Menlo Park presents in good financial position. As of June 30, 2022, the City’s net position, an indicator of its overall financial state, increased by $28.18 million to $529.93 million. The General Fund’s unrestricted fund balance decreased by $4.0 million down to $34.2 million, compared to a final adopted budget deficit of $7.9 million (see Required Supplementary Information on page 81, Attachment A.) Detailed analysis of the City’s financial position is included in the ACFR (Attachment A); specifically, in the management discussion and analysis (MD&A) beginning on Page 8.

Based on their annual independent audit, the auditor rendered an unmodified “clean” opinion on the City’s AGENDA ITEM G-5 Page G-5.1
Staff Report #: 23-061-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov financial statements for the fiscal year ended June 30, 2022. In their opinion, “the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City.” The auditors are also required to issue a report on internal controls for the City. In their report on internal controls, beginning on Page 1 of the Independent auditor’s report (Attachment B), the auditor found that the City has one material weakness and one significant deficiency in internal controls that could have a material impact on the accuracy of the financial statements.

A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected on a timely basis.

A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

These deficiencies were mainly caused by challenges implementing new accounting standards coupled with turnover of key staff resources. Management provided a response to the findings in this report and are taking corrective action to tighten internal controls in these areas. The report on internal control is included in the Independent auditor’s report (Attachment B), along with Measure A Transportation Fund, Measure W Transportation Fund, and Belle Haven Child Development Center reports (Attachments C-E, respectively.) In addition to the ACFR, an agency is required to have a single audit when it expends $750,000 or more in Federal grants. During the fiscal year ended June 30, 2022, the City expended approximately $1.37 million in federal funds. The separate Single Audit Report is anticipated to be presented to the FAC and City Council in April 2023.

Finance and Audit Committee review
The FAC held a special meeting March 6, 2023, to review the final draft ACFR. Based on this review, the FAC voted to recommend receipt of the final approved ACFR by City Council.

Impact on City Resources
The independent auditing services is a covered expense within the City’s fiscal year 2022-23 approved budget.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Hyperlink – City of Menlo Park, California, ACFR for the fiscal year ended June 30, 2022:
menlopark.gov/ACFR
B. Independent auditor’s report on internal controls for the year ended June 30, 2022 C. Measure A Transportation Fund report for the year ended June 30, 2022 D. Measure W Transportation Fund report for the year ended June 30, 2022 E. Belle Haven Child Development Center report for the year ended June 30, 2022 Report prepared by:

Adrian Patino, Management Analyst II
Page G-5.2
Staff Report #: 23-061-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Report reviewed by:

Ying Chen, Senior Accountant
Rani Singh, Interim Finance and Budget Manager
Marvin Davis, Interim Finance Director
Brittany Mello, Administrative Services Director
Page G-5.3
1611 E. Fourth Street, Suite 200
Santa Ana, CA 92701
(714) 569-1000
203 N. Brea Blvd, Suite 203
Brea, CA 92821
(714) 672-0022
21 Waterway Avenue, Suite 30089
The Woodlands, TX 77380
(936) 828-4587
2151 River Plaza Dr., Suite 150
Sacramento, CA 95833
(916) 503-9691
24422 Avenida de la Carlota, Suite 275
Laguna Hills, CA 92653
(949) 829-8299
www.lslcpas.com
INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL

OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS

BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE

WITH GOVERNMENT AUDITING STANDARDS
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Menlo Park, California (the “City”), as of and for the year ended June 30, 2022, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements, and have issued our report thereon dated March 6, 2023.

Report on Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control.

A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements, on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected, on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.

Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. We identified certain deficiencies in internal control, described in the accompanying schedule of findings and responses as item 2022-001 that we consider to be material weaknesses. We consider the following deficiencies, described on the accompanying schedule of findings and questioned costs, to be significant deficiencies: 2022-002.

Report on Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. These items are described as findings 2022-001 and 2022-002 on the accompanying schedule of findings and responses.

ATTACHMENT B Page G-5.4
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
City of Menlo Park, California’s Response to Findings
Government Auditing Standards requires the auditor to perform limited procedures on the City’s response to the findings identified in our audit and described in the accompanying schedule of findings and responses. The City’s response was not subjected to the other auditing procedures applied in the audit of the financial statements and, accordingly, we express no opinion on the response.

Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.

Brea, California
March 6, 2023
Page G-5.5
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California

SCHEDULE OF FINDINGS AND RESPONSES
Reference No.: 2022-001 – Final Reconciliation Process
Evaluation of Finding:

Material weakness.

Criteria:

Management is responsible for the preparation and fair presentation, as well as the accuracy of its financial statements, including disclosures in accordance with accounting principles generally accepted in the United States of America. This includes the design, implementation, and maintenance of internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to error or fraud.

Condition:

During the audit, we found the following conditions that resulted in significant audit adjustments to the financial statements:

Accuracy in External Financial Reporting
The year-end closing process did not ensure that account balances were reconciled and accurate in advance of the audit requiring adjusting journal entries to correct the final financial statements. It appears these errors were primarily caused by the trial balance being prepared from data that was not always complete. The more significant entries identified include:
 Adjustments to record assets not properly capitalized.  Adjustments to record cash appropriately.

Effect or Potential Effect of Condition:

Cash would have been understated as of June 30, 2022.

Capital Assets would have been understated for fiscal year 2022 and expenses would have been overstated.

Recommendation:

The City should include in their year-end close process a review of capital assets not being depreciated to ensure they have not been placed in service. The City should also consider using a software solution for the tracking of all capital assets. The City should perform regular bank reconciliations to ensure proper accounting of cash.

Client Response:

The City experienced turnover of key accounting staff which caused difficulty in reconciling cash and recording fixed assets. Also, the City struggled with implementation of the new GASB 87 accounting standard for leases. The City is purchasing GASB 87 software to assist with its lease accounting. The City is meeting on a monthly basis to ensure cash is reconciled timely and accurately.

Page G-5.6
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
Reference Number: 2022-002 – Correcting Journal Entries Evaluation of Finding:

Significant Deficiency
Condition:

During the course of the audit, the City of Menlo Park provided numerous correcting journal entries. These ranged from closing entries that were improperly not included in the financial records provided for the audit to corrections of material errors.

Criteria:

The City of Menlo Park should ensure that the general ledger and other financial records are complete, accurate and reviewed in a timely manner.

Cause of Condition:

Due to staffing changes at the City of Menlo Park, there are areas which are not being properly reviewed for completeness and accuracy.

Effect or Potential Effect of Condition:

The potential effect of the City of Menlo Park not posting journal entries varies by journal entry, but the management of the City should strive to ensure the accuracy and completeness of the financial information.

Recommendation:

The City of Menlo Park should review the year-end close process and update with improved procedures that will help ensure the accuracy and completeness of the information under audit.

Management’s Response and Corrective Action:

The City experienced turnover of key accounting staff which caused difficulty in adjusting its accounts in a timely manner. The City is aware that adjusting entries after a completed trial balance frustrates the audit process and delays the completed ACFR. The City is implementing an end of year audit timeline to ensure all adjustments are entered before providing a trial balance ready for audit.

Page G-5.7

CITY OF MENLO PARK, CALFORNIA

MEASURE A TRANSPORTATION FUND
FOR THE YEAR ENDED JUNE 30, 2022
INDEPENDENT ACCOUNTANTS’

REPORT ON SCHEDULE OF RECEIPTS

AND DISBURSEMENTS
ATTACHMENT C Page G-5.8
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CITY OF MENLO PARK

MEASURE A TRANSPORTATION FUND

INDEPENDENT ACCOUNTANTS'

REPORT ON SCHEDULE OF

RECEIPTS AND DISBURSEMENTS
FOR FISCAL YEAR ENDED JUNE 30, 2022

TABLE OF CONTENTS
Page
Independent Accountants’ Report ........................................................................................................... 1 Schedule of Receipts and Disbursements .............................................................................................. 4 Management Report on Compliance with the Agreement for Distribution of San Mateo County Measure A Funds for Local Transportation Purposes ...................................................................... 5 Page G-5.10
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To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
the City’s compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. Misstatements are considered material if, there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements.

In performing an audit in accordance with GAAS, Government Auditing Standards, and the Agreement, we:
 Exercise professional judgment and maintain professional skepticism throughout the audit.  Identify and assess the risks of material noncompliance, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the City’s compliance with the compliance requirements referred to above and performing such other procedures as we considered necessary in the circumstances.  Obtain an understanding of the City’s internal control over compliance relevant to the audit in order to design audit procedures that are appropriate in the circumstances and to test and report on internal control over compliance in accordance with the Agreement, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control over compliance.

Accordingly, no such opinion is expressed.

We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit, and any significant deficiencies and material weaknesses in internal control over compliance that we identified during the audit.

Report on Internal Control Over Compliance
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a compliance requirement will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance.

Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies in internal control over compliance. Given these limitations, during our audit we did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above. However, material weaknesses or significant deficiencies in internal control over compliance may exist that have not been identified.

Our audit was not designed for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, no such opinion is expressed. 2 Page G-5.12
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
Purpose of this Report
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of internal control over compliance and the results of that testing based on the requirements of the Agreement for Distribution of San Mateo County Measure A Funds for Local Transportation Purposes.

Accordingly, this communication is not suitable for any other purpose Sacramento, California
January 31, 2023
3 Page G-5.13

CITY OF MENLO PARK MEASURE A TRANSPORTATION FUND

SCHEDULE OF RECEIPTS AND DISBURSEMENTS
FOR THE YEAR ENDED JUNE 30, 2022
Receipts:

Sales and Use Taxes $ 1,169,105
Interest Income (21,529)
Total receipts $ 1,147,576
Disbursements:

Multi-modal management $ 278
Streets 276,415
Transportation demand management program 526,684
Total disbursements $ 803,377
Receipts over disbursements $ 344,199
4 Page G-5.14
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Administrative Services
January 31, 2023
San Mateo County Transportation Authority
1250 San Carlos Avenue
San Carlos, CA 94070
Empty
RE: Management’s Report on Compliance with the Agreement for Distribution of San Mateo County Measure A
Empty
To whom it may concern,
The City of Menlo Park (the “City”) is responsible for complying with the Agreement for Distribution of San Mateo County Measure A Funds for Local Transportation Purposes (the “Agreement”) between the City and the San Mateo County Transportation Authority entered into on August 18, 1989, and amended on June 17, 2009. The Agreement states that in return for receiving an annual allocation of a specified portion of the retail transaction and use tax approved by Measure A – San Mateo County Expenditure Plan (the “Measure”), the City, in use of these funds, shall “refrain from substituting funds provided to it pursuant to this Agreement for property tax funds which are currently being used to fund existing local transportation programs and limit the use of said funds to the improvement of local transportation, including streets and road improvements.”
With respect to compliance with the Agreement, management attests to the following for the year ended June 30, 2022:
 Management is responsible for establishing and maintaining effective internal controls with respect to compliance with the Agreement;  Management is responsible for complying with the Agreement;  Management has evaluated the City’s compliance with requirements of the Agreement; and
 All transactions, as summarized in the attached Schedule of Receipts and Distributions for the fiscal year ended June 30, 2022, are in compliance with the Agreement.

DocuSign Envelope ID: 4F810432-AD99-47F9-B8AE-36EA0C4A405C 5 Page G-5.15
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Sincerely,
Justin I. C. Murphy
City Manager
DocuSign Envelope ID: 4F810432-AD99-47F9-B8AE-36EA0C4A405C 6 Page G-5.16

CITY OF MENLO PARK, CALFORNIA

MEASURE W TRANSPORTATION FUND
FOR THE YEAR ENDED JUNE 30, 2022
INDEPENDENT ACCOUNTANTS’

REPORT ON SCHEDULE OF RECEIPTS

AND DISBURSEMENTS
ATTACHMENT D Page G-5.17

CITY OF MENLO PARK

MEASURE W TRANSPORTATION FUND

INDEPENDENT ACCOUNTANTS'

REPORT ON SCHEDULE OF

RECEIPTS AND DISBURSEMENTS
FOR FISCAL YEAR ENDED JUNE 30, 2022

TABLE OF CONTENTS
Page
Independent Accountants’ Report ........................................................................................................... 1 Schedule of Receipts and Disbursements .............................................................................................. 4 Management Report on Compliance with the Agreement for Distribution of San Mateo County Measure W Funds for Local Transportation Purposes ..................................................................... 5 Page G-5.18

Lance, Soll & Lunghard, LLP 203N. BreaBlvd.,Suite 203 Brea,CA92821 Phone: 714.672.0022 ,1'(3(1'(17$&&2817$176
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WKH VWDQGDUGV DSSOLFDEOHWRILQDQFLDO DXGLWV FRQWDLQHG LQWKH Government Auditing Standards, LVVXHG E\ WKH &RPSWUROOHU *HQHUDO RI WKH 8QLWHG 6WDWHV 7KRVH VWDQGDUGVDQGWKH$JUHHPHQWUHTXLUHWKDWZHSODQDQGSHUIRUPWKHDXGLWWRREWDLQUHDVRQDEOHDVVXUDQFH DERXWZKHWKHUQRQFRPSOLDQFHZLWKWKHW\SHVRIFRPSOLDQFHUHTXLUHPHQWVUHIHUUHGWRDERYHWKDWFRXOGKDYH DPDWHULDOHIIHFWRQWKH&LW\¶VORFDOSURJUDP$QDXGLWLQFOXGHVH[DPLQLQJRQDWHVWEDVLVHYLGHQFHDERXW 1 Page G-5.19
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
the City’s compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. Misstatements are considered material if, there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment made by a reasonable user based on the financial statements.

In performing an audit in accordance with GAAS, Government Auditing Standards, and the Agreement, we:
 Exercise professional judgment and maintain professional skepticism throughout the audit.  Identify and assess the risks of material noncompliance, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the City’s compliance with the compliance requirements referred to above and performing such other procedures as we considered necessary in the circumstances.  Obtain an understanding of the City’s internal control over compliance relevant to the audit in order to design audit procedures that are appropriate in the circumstances and to test and report on internal control over compliance in accordance with the Agreement, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control over compliance.

Accordingly, no such opinion is expressed.

We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit, and any significant deficiencies and material weaknesses in internal control over compliance that we identified during the audit.

Report on Internal Control Over Compliance
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a compliance requirement will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance.

Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies in internal control over compliance. Given these limitations, during our audit we did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above. However, material weaknesses or significant deficiencies in internal control over compliance may exist that have not been identified.

Our audit was not designed for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, no such opinion is expressed. 2 Page G-5.20
To the Honorable Mayor and Members of the City Council
City of Menlo Park, California
Purpose of this Report
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of internal control over compliance and the results of that testing based on the requirements of the Agreement for Distribution of San Mateo County Measure W Funds for Local Transportation Purposes.

Accordingly, this communication is not suitable for any other purpose Sacramento, California
January 31, 2023
3 Page G-5.21

CITY OF MENLO PARK MEASURE W TRANSPORTATION FUND

SCHEDULE OF RECEIPTS AND DISBURSEMENTS
FOR THE YEAR ENDED JUNE 30, 2022
Receipts:

Other Governmental $ 618,718
Interest Income (26,730)
Total receipts $ 591,988
Disbursements:

Streets $ 72,500
Total disbursements $ 72,500
Receipts over disbursements $ 519,488
4 Page G-5.22
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Administrative Services
January 31, 2023
San Mateo County Transportation Authority
1250 San Carlos Avenue
San Carlos, CA 94070
Empty
RE: Management’s Report on Compliance with the Agreement for Distribution of San Mateo County Measure W
Empty
To whom it may concern,
The City of Menlo Park (the “City”) is responsible for complying with the Agreement for Distribution of San Mateo County Measure W Funds for Local Transportation Purposes (the “Agreement”) between the City and the San Mateo County Transportation Authority entered into on October 7, 2019. The Agreement states that in return for receiving an annual allocation of a specified portion of the retail transactions and use tax approved by Measure W (the “Measure”), the City will use Measure W funds to supplement current public transportation investments and will invest W funds with guidance from the Congestion Relief Plan (Core Principles).

With respect to compliance with the Agreement, management attests to the following for the year ended June 30, 2022:
 Management is responsible for establishing and maintaining effective internal controls with respect to compliance with the Agreement;  Management is responsible for complying with the Agreement;  Management has evaluated the City’s compliance with requirements of the Agreement; and
 All transactions, as summarized in the attached Schedule of Receipts and Distributions for the fiscal year ended June 30, 2022, are in compliance with the Agreement.

DocuSign Envelope ID: 4F810432-AD99-47F9-B8AE-36EA0C4A405C 5 Page G-5.23
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Sincerely,
Justin I. C. Murphy
City Manager
DocuSign Envelope ID: 4F810432-AD99-47F9-B8AE-36EA0C4A405C 6 Page G-5.24
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ATTACHMENT E Page G-5.25
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Page G-5.26

CITY OF MENLO PARK, CALIFORNIA

BELLE HAVEN CHILD DEVELOPMENT CENTER

FINANCIAL STATEMENTS
FOR FISCAL YEAR ENDED JUNE 30, 2022

TABLE OF CONTENTS
Page(s)
General Information .................................................................................................................................... i Independent Auditors’ Report .................................................................................................................... 1

FINANCIAL STATEMENTS
Balance Sheet ..................................................................................................................................... 4 Statement of Revenues, Expenditures and Changes in Fund Balance .............................................. 5 Notes to Basic Financial Statements ......................................................................................................... 6 SUPPLEMENTARY INFORMATION:

Schedule of Expenditures by State Category ...................................................................................... 9 Audited Final Attendance and Fiscal Report for Child Development Programs ............................... 10 Schedule of Reimbursable Administrative Costs .............................................................................. 16 Schedule of Renovation and Repair Expenditures Utilizing Contract Funds .................................... 17 Schedule of Equipment Expenditures Utilizing Contract Funds ........................................................ 18 Summary of Meals Reported ............................................................................................................. 19 Independent Auditors’ Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards .................................................... 22 Independent Auditors’ Report on Compliance .................................................................................. 24 Schedule of Findings and Questioned Costs .................................................................................... 27 Schedule of Prior Year Findings and Questioned Costs .................................................................. 28 Page G-5.27
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3 Page G-5.31

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

BALANCE SHEET
JUNE 30, 2022
ASSETS
Cash $ 79,113
Federal support receivable - food service 9,114
State support receivable - child development 130,658
Total Assets $ 218,885

LIABILITIES, DEFERRED INFLOWS OF RESOURCES,

AND FUND BALANCES
Liabilities:

Accounts Payable $ 10,883
Accrued Payroll 46,542
Due to the City 471,223
Total Liabilities 528,648
Fund Balance:

Unassigned (309,763)
Total Fund Balance (309,763)
Total Liabilities, Deferred Inflows of
Resources, and Fund Balances $ 218,885
See Notes to Financial Statements.
4 Page G-5.32

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCE
FOR THE YEAR ENDED JUNE 30, 2022
Revenues:

Federal Support
Food service $ 61,367
State Support
Child development 1,250,561
Parent fees
Non Certified 39,470
Other Revenue- CRRSA 30,000
Other Revenue- QRIS 14,256
Reimbursement Revenue 1,148
Total Revenues 1,396,802
Expenditures:

Salaries
Certified teachers 432,970
Institutional aides 510,581
Employee benefits 434,296
Food services 67,063
Instructional materials and supplies 21,060
Utilities 18,531
Miscellaneous operating expense 106
Professional services 850
Total Expenditures 1,485,457
Revenues Over/(Under) Expenditures (88,655)
Fund Balance:

Beginning of Year (221,108)
End of Year $ (309,763)
See Notes to Financial Statements.
5 Page G-5.33
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CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

STATEMENT OF EXPENDITURES BY STATE CATEGORIES
FOR THE YEAR ENDED JUNE 30, 2022
Reimbursable Non-Reimbursable
Expenditure Codes
Certified Salaries:
1000 Teacher's salaries $ 432,970 $ -
Classified Salaries:
2000 Salaries of instructional aides for direct teaching assistance 510,581 - Employee Benefits:
3000 Old age, survivors, disability and health insurance 434,296 - Books, Supplies, and Equipment Repayment:
4200 Instructional materials and supplies 6,107 14,953
4710 Food services 66,969 94
Contracted Services and Other Operating Expenses:
5500 Utilities 18,531 -
5100 Audit and miscellaneous services - 850
5800 Miscellaneous 106 -
Total Expenditures $ 15,897 1,469,560 $
9 Page G-5.37
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15 Page G-5.43

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SCHEDULE OF REIMBURSABLE ADMINISTRATIVE COSTS
FOR THE YEAR ENDED JUNE 30, 2022
Reimbursable
Administrative Costs CSPP-1519
Salaries $ -
Services and other operating expenses -
Total $ -
16 Page G-5.44

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SCHEDULE OF RENOVATION AND REPAIR EXPENDITURES UTILIZING CONTRACT FUNDS FOR THE YEAR ENDED JUNE 30, 2022
Cost Item Cost Item Cost Item
$ - None $ - None $ - None
$10,000 Unit Cost
Without CCD Approval
Expenditures Over
Expenditures Under
$10,000 Unit Cost
Expenditures Over
With CCD Approval
$10,000 Unit Cost
17 Page G-5.45

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SCHEDULE OF EQUIPMENT EXPENDITURES UTILIZING CONTRACT FUNDS FOR THE YEAR ENDED JUNE 30, 2022
Cost Item Cost Item Cost Item
$ None - - $ None - $ None
Expenditures Over Expenditures Over
Expenditures Under $7,500 Unit Cost $7,500 Unit Cost
$7,500 Unit Cost With CCD Approval Without CCD Approval 18 Page G-5.46

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SUMMARY OF MEALS REPORTED
FOR THE YEAR ENDED JUNE 30, 2022
Statutory Meal Statutory Meal Cash In Meal
Reported Adjustments * Allowed Rate Reimbursement Rate Reimbursement Lieu Reimbursement July 2021
Breakfast
Full price/base rate 150 - 150 0.3300 $ 49 0.0000 $ - 0.0000 $ - Reduced price 80 - 80 1.6700 134 0.0000 - 0.0000 -
Free 344 - 344 1.9700 678 0.0000 - 0.0000 -
Lunch
Full price/base rate 153 - 153 0.3500 54 0.0000 - 0.2600 40 Reduced price 83 - 83 3.2600 271 0.0000 - 0.2600 22
Free 354 - 354 3.6600 1,296 0.0000 - 0.2600 92
Supplement
Full price/base rate 119 - 119 0.0900 11 0.0000 - 0.0000 - Reduced price 64 - 64 0.5000 32 0.0000 - 0.0000 -
Free 274 - 274 1.0000 274 0.0000 - 0.0000 -
$ - 2,799 $ $ 154
August 2021
Breakfast
Full price/base rate 184 - 184 0.3300 $ 61 0.0000 $ - 0.0000 $ - Reduced price 99 - 99 1.6700 165 0.0000 - 0.0000 -
Free 424 - 424 1.9700 835 0.0000 - 0.0000 -
Lunch
Full price/base rate 187 - 187 0.3500 65 0.0000 - 0.2600 49 Reduced price 101 - 101 3.2600 329 0.0000 - 0.2600 26
Free 431 - 431 3.6600 1,577 0.0000 - 0.2600 112
Supplement
Full price/base rate 149 - 149 0.0900 13 0.0000 - 0.0000 - Reduced price 81 - 81 0.5000 41 0.0000 - 0.0000 -
Free 345 - 345 1.0000 345 0.0000 - 0.0000 -
$ - 3,431 $ $ 187
September 2021
Breakfast
Full price/base rate 213 - 213 0.3300 $ 70 0.0000 $ - 0.0000 $ - Reduced price 114 - 114 1.6700 190 0.0000 - 0.0000 -
Free 490 - 490 1.9700 965 0.0000 - 0.0000 -
Lunch
Full price/base rate 211 - 211 0.3500 74 0.0000 - 0.2600 55 Reduced price 113 - 113 3.2600 368 0.0000 - 0.2600 29
Free 486 - 486 3.6600 1,779 0.0000 - 0.2600 126
Supplement
Full price/base rate 162 - 162 0.0900 15 0.0000 - 0.0000 - Reduced price 87 - 87 0.5000 44 0.0000 - 0.0000 -
Free 373 - 373 1.0000 373 0.0000 - 0.0000 -
$ - 3,878 $ $ 210
October 2021
Breakfast
Full price/base rate 281 - 281 0.3300 $ 92 0.0000 $ - 0.0000 $ - Reduced price 140 - 140 1.6700 234 0.0000 - 0.0000 -
Free 439 - 439 1.9700 865 0.0000 - 0.0000 -
Lunch
Full price/base rate 281 - 281 0.3500 98 0.0000 - 0.2600 73 Reduced price 140 - 140 3.2600 456 0.0000 - 0.2600 36
Free 438 - 438 3.6600 1,603 0.0000 - 0.2600 114
Supplement
Full price/base rate 191 - 191 0.0900 17 0.0000 - 0.0000 - Reduced price 95 - 95 0.5000 48 0.0000 - 0.0000 -
Free 297 - 297 1.0000 297 0.0000 - 0.0000 -
$ - 3,710 $ $ 223
November 2021
Breakfast
Full price/base rate 230 - 230 0.3300 $ 76 0.0000 $ - 0.0000 $ - Reduced price 115 - 115 1.6700 192 0.0000 - 0.0000 -
Free 360 - 360 1.9700 709 0.0000 - 0.0000 -
Lunch
Full price/base rate 230 - 230 0.3500 81 0.0000 - 0.2600 60 Reduced price 115 - 115 3.2600 375 0.0000 - 0.2600 30
Free 359 - 359 3.6600 1,314 0.0000 - 0.2600 93
Supplement
Full price/base rate 175 - 175 0.0900 16 0.0000 - 0.0000 - Reduced price 88 - 88 0.5000 44 0.0000 - 0.0000 -
Free 274 - 274 1.0000 274 0.0000 - 0.0000 -
$ - 3,081 $ $ 183
Federal State
Meals
19 Page G-5.47

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SUMMARY OF MEALS REPORTED
FOR THE YEAR ENDED JUNE 30, 2022
Statutory Meal Statutory Meal Cash In Meal
Reported Adjustments * Allowed Rate Reimbursement Rate Reimbursement Lieu Reimbursement Federal State
Meals

CITY OF MENLO PARK

GENERAL CHILD DEVELOPMENT PROGRAM

CENTER BASED PROGRAMS - SUMMARY OF MEALS REPORTED
YEAR ENDED JUNE 30, 2006
Statutory Meal Statutory Meal Cash In Meal
Reported Adjustments Allowed Rate Reimbursement Rate Reimbursement Lieu Reimbursement December 2021
Breakfast
Full price/base rate 189 - 189 0.3300 $ 0. 63 0000 $ 0. - 0000 $ - Reduced price 95 - 95 1.6700 159 0.0000 - 0.0000 -
Free 295 - 295 1.9700 581 0.0000 - 0.0000 -
Lunch
Full price/base rate 189 - 189 0.3500 66 0.0000 - 0.2600 49 Reduced price 94 - 94 3.2600 306 0.0000 - 0.2600 24
Free 295 - 295 3.6600 1,080 0.0000 - 0.2600 77
Supplement
Full price/base rate 139 - 139 0.0900 13 0.0000 - 0.0000 - Reduced price 69 - 69 0.5000 35 0.0000 - 0.0000 -
Free 217 - 217 1.0000 217 0.0000 - 0.0000 -
$ - 2,520 $ 150 $
January 2022
Breakfast
Full price/base rate 143 - 143 0.3300 $ 0. 47 0000 $ 0. - 0000 $ - Reduced price 71 - 71 1.6700 119 0.0000 - 0.0000 -
Free 223 - 223 1.9700 439 0.0000 - 0.0000 -
Lunch
Full price/base rate 142 - 142 0.3500 50 0.0000 - 0.2600 37 Reduced price 71 - 71 3.2600 231 0.0000 - 0.2600 18
Free 221 - 221 3.6600 809 0.0000 - 0.2600 57
Supplement
Full price/base rate 107 - 107 0.0900 10 0.0000 - 0.0000 - Reduced price 54 - 54 0.5000 27 0.0000 - 0.0000 -
Free 167 - 167 1.0000 167 0.0000 - 0.0000 -
$ - 1,899 $ 112 $
February 2022
Breakfast
Full price/base rate 244 - 244 0.3300 $ 0. 81 0000 $ 0. - 0000 $ - Reduced price 122 - 122 1.6700 204 0.0000 - 0.0000 -
Free 382 - 382 1.9700 753 0.0000 - 0.0000 -
Lunch
Full price/base rate 244 - 244 0.3500 85 0.0000 - 0.2600 63 Reduced price 122 - 122 3.2600 398 0.0000 - 0.2600 32
Free 381 - 381 3.6600 1,394 0.0000 - 0.2600 99
Supplement
Full price/base rate 181 - 181 0.0900 16 0.0000 - 0.0000 - Reduced price 91 - 91 0.5000 46 0.0000 - 0.0000 -
Free 284 - 284 1.0000 284 0.0000 - 0.0000 -
$ - 3,261 $ 194 $
March 2022
Breakfast
Full price/base rate 339 - 339 0.3300 $ 0. 112 0000 $ 0. - 0000 $ - Reduced price 170 - 170 1.6700 284 0.0000 - 0.0000 -
Free 530 - 530 1.9700 1,044 0.0000 - 0.0000 -
Lunch
Full price/base rate 338 - 338 0.3500 118 0.0000 - 0.2600 88 Reduced price 170 - 170 3.2600 554 0.0000 - 0.2600 44
Free 530 - 530 3.6600 1,940 0.0000 - 0.2600 138
Supplement
Full price/base rate 251 - 251 0.0900 23 0.0000 - 0.0000 - Reduced price 126 - 126 0.5000 63 0.0000 - 0.0000 -
Free 392 - 392 1.0000 392 0.0000 - 0.0000 -
$ - 4,530 $ 270 $
April 2022
Breakfast
Full price/base rate 372 - 372 0.3300 $ 0. 123 0000 $ 0. - 0000 $ - Reduced price 153 - 153 1.6700 256 0.0000 - 0.0000 -
Free 492 - 492 1.9700 969 0.0000 - 0.0000 -
Lunch
Full price/base rate 372 - 372 0.3500 130 0.0000 - 0.2600 97 Reduced price 152 - 152 3.2600 496 0.0000 - 0.2600 40
Free 490 - 490 3.6600 1,793 0.0000 - 0.2600 127
Supplement
Full price/base rate 257 - 257 0.0900 23 0.0000 - 0.0000 - Reduced price 105 - 105 0.5000 53 0.0000 - 0.0000 -
Free 338 - 338 1.0000 338 0.0000 - 0.0000 -
$ - 4,181 $ 264 $
Federal State
Meals
20 Page G-5.48

CITY OF MENLO PARK

BELLE HAVEN CHILD DEVELOPMENT CENTER

SUMMARY OF MEALS REPORTED
FOR THE YEAR ENDED JUNE 30, 2022
Statutory Meal Statutory Meal Cash In Meal
Reported Adjustments * Allowed Rate Reimbursement Rate Reimbursement Lieu Reimbursement Federal State
Meals

CITY OF MENLO PARK

GENERAL CHILD DEVELOPMENT PROGRAM

CENTER BASED PROGRAMS - SUMMARY OF MEALS REPORTED
YEAR ENDED JUNE 30, 2006
Statutory Meal Statutory Meal Cash In Meal
Reported Adjustments Allowed Rate Reimbursement Rate Reimbursement Lieu Reimbursement May 2022
Breakfast
Full price/base rate 418 - 418 0.3300 $ 138 0.0000 $ - 0.0000 $ - Reduced price 171 - 171 1.6700 286 0.0000 - 0.0000 -
Free 551 - 551 1.9700 1,085 0.0000 - 0.0000 -
Lunch
Full price/base rate 418 - 418 0.3500 146 0.0000 - 0.2600 109 Reduced price 171 - 171 3.2600 557 0.0000 - 0.2600 44
Free 550 - 550 3.6600 2,013 0.0000 - 0.2600 143
Supplement
Full price/base rate 303 - 303 0.0900 27 0.0000 - 0.0000 - Reduced price 124 - 124 0.5000 62 0.0000 - 0.0000 -
Free 400 - 400 1.0000 400 0.0000 - 0.0000 -
$ - 4,714 $ $ 296
June 2022
Breakfast
Full price/base rate 303 - 303 0.3300 $ 100 0.0000 $ - 0.0000 $ - Reduced price 124 - 124 1.6700 207 0.0000 - 0.0000 -
Free 400 - 400 1.9700 788 0.0000 - 0.0000 -
Lunch
Full price/base rate 302 - 302 0.3500 106 0.0000 - 0.2600 79 Reduced price 124 - 124 3.2600 404 0.0000 - 0.2600 32
Free 398 - 398 3.6600 1,457 0.0000 - 0.2600 103
Supplement
Full price/base rate 226 - 226 0.0900 20 0.0000 - 0.0000 - Reduced price 93 - 93 0.5000 47 0.0000 - 0.0000 -
Free 299 - 299 1.0000 299 0.0000 - 0.0000 -
$ - 3,428 $ $ 214
Adjustments -- -
GRAND TOTAL 25,903 41,432 $ - $ $ 2,457
Federal State
* The adjustments are due to the resubmitted claims for reimbursement that were changed as a result of the recalculation of the fixed percentage enrollment subsequent to the end of the fiscal year.

Meals
21 Page G-5.49
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Administrative Services
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-062-CC
Consent Calendar: Authorize the Mayor to sign a letter of support on behalf of the City Council to State officials
requesting their assistance regarding the property
tax in-lieu of vehicle license fee shortfall backfill
Recommendation
Staff recommends the City Council authorize the Mayor to sign a letter of support on behalf of the City Council to State officials requesting their assistance in getting the property tax in-lieu of vehicle license fee shortfall backfill included in the Governor’s May revise budget.

Policy Issues
There are no policy issues related to this item.

Background
The vehicle license fee (VLF) "Swap" was an integral part of the 2004 State Budget Compromise (SB 1096.) Under the terms of this compromise, the State permanently reduced VLF revenues to cities and counties by 67.5 percent, and also shifted $1.3 billion in local property taxes to pay the State's school funding obligation for two fiscal years. Through these actions, counties and cities gave up significant revenues to address the State's budget deficit. In exchange, the State guaranteed counties and cities an inlieu VLF payment that is adjusted annually by the growth in property tax. The VLF Swap legislation identified two sources of funding to pay the State's in-lieu VLF obligation: (1) Educational Revenue Augmentation Fund (ERAF) distributions to non-basic aid schools, and (2) property tax revenues of nonbasic aid schools. The State would then backfill those losses by the schools to ensure minimum funding obligations were met. In recent years, as more school districts within San Mateo County have moved into basic aid status (i.e., when local property taxes meet or exceed its revenue limit), there has not been funding available to fulfill the State's in-lieu VLF obligation, which has resulted in a shortfall. For fiscal year 2021-22, the Countywide shortfall was approximately $32.9 million, which resulted in an $830,070 shortfall for the City. When these shortfalls have occurred in the past, the State has made the County and its cities whole by reimbursing the shortfalls 14 months after the fiscal year in which the shortfall occurred through special appropriations in the State budget.

Analysis
The backfill for the 2021-22 VLF shortfall was not included in the initial release of the 2023-24 State budget.

As such, San Mateo County and its cities are initiating efforts to advocate for this funding to be included in the Governor’s May revise budget. One of the initial steps in this process is to send letters to State officials requesting their assistance in getting the VLF shortfall backfill included in the May revise. The draft letter to be signed by Mayor Wolosin and sent on behalf of the City is included as Attachment A. Staff is also AGENDA ITEM G-6 Page G-6.1
Staff Report #: 23-062-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov requesting authorization from the City Council to send any additional letters from the Mayor on behalf of the City to the State delegation or other stakeholders, as requested by the County on this issue.

Impact on City Resources
There is no direct budget impact for authorizing the Mayor to sign this letter of support. However, should the State not include backfill funding to address the fiscal year 2021-22 VLF shortfall, the City would not receive $830,070 in revenues.

Environmental Review
This administrative action is not a project subject to California Environmental Quality Act (CEQA), because it is an organization or administrative activity that will not result in direct or indirect physical changes in the environment (CEQA Guidelines Section 15378(b)(5.))
Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Letter to State delegation

Report prepared by:

Rani Singh, Interim Finance and Budget Manager
Report reviewed by:

Marvin Davis, Interim Finance Director
Brittany Mello, Administrative Services Director
Page G-6.2
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
March 15, 2023
The Honorable Josh Becker
California State Senate
1021 0 Street, Suite 7250
Sacramento, CA 95814-4900
The Honorable Marc Berman
California State Assembly
1021 0 Street, Suite 6130
Sacramento, CA 95814
The Honorable Diane Papan
California State Assembly
1021 0 Street, Suite 4220
Sacramento, CA 95814
Empty
RE: Property Tax in-lieu of Vehicle License Fee
Empty
Dear Senator Becker, Assemblymember Berman, and Assemblymember Papan:

On behalf of the City of Menlo Park, we respectfully request your assistance securing $32,898,051 in in-lieu Vehicle License Fee (VLF) shortfall funding due to the County of San Mateo and its cities for fiscal year (FY) 2021-22 through the state budget process. Of the total, the City of Menlo Park is due $830,070.

Historically, the State has made counties and cities whole by reimbursing in-lieu VLF shortfalls through a special appropriation in the State budget. This appropriation ensures that all counties and cities receive their full in-lieu VLF payment required by law. Unfortunately, an appropriation to cover San Mateo County's shortfall for the fiscal year 2021-22 was not included in the Governor's January Budget this year.

As background, the State's in-lieu VLF payment obligation arises from the VLF "Swap," which was an integral part of the 2004 Budget Compromise. Under the terms of that compromise, the State permanently reduced the annual VLF rate, which significantly decreased counties' and cities' revenues and, for two fiscal years, shifted an additional $1.3 billion in property taxes away from counties, cities, and special districts to pay the State's school funding obligations and address the State's budget deficit. In exchange, the State guaranteed counties and cities an "in-lieu" VLF Page G-6.3 ATTACHMENT A

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov 2 payment for the lost revenues. This ongoing in-lieu VLF obligation is adjusted annually based on growth in the assessed value of property within local agency boundaries (Rev. & Tax. Code§ 97.70).

In San Mateo County, the direct funding sources identified in the statute are insufficient to cover the full amount of the in-lieu VLF payment, causing a funding shortfall. The shortfall specifically arises because there are insufficient funds from Educational Revenue Augmentation Fund (ERAF) and property taxes of the relatively few non-basic aid schools in San Mateo County to cover the State's total payment obligation. (The State backfills the school districts, so they do not suffer any loss from the in-lieu VLF payment.) As a result, these shortfalls are beyond the counties' and cities' control and cause cash flow issues and significant fiscal harm until reimbursed by the State.

Failure to make the full in-lieu VLF payment will cause significant financial harm to San Mateo County and cities such as Menlo Park, which rely on these revenues to fund core services such as police, libraries, parks, streets, traffic and transportation.

It would also be contrary to the 2004 Budget Compromise in which these payments were guaranteed in exchange for substantial financial contributions by local governments. Failure to provide the total payment would severely impact local budgets and services that depend on these funds.

For these reasons, the City of Menlo Park requests your assistance in ensuring that the $32,898,051 in FY 2021-22 VLF in-lieu shortfall due to the County of San Mateo and its 20 cities is included in this year's budget to ensure there is no adverse fiscal impact on our local governments.

We appreciate your consideration of this critical request.

Sincerely,
Jen Wolosin
Mayor
Page G-6.4
Public Works
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-063-CC
Consent Calendar: Authorize the city manager to execute an agreement with Nelson\Nygaard Consulting Associates to
conduct a comprehensive shuttle study
Recommendation
Staff recommends that the City Council authorize the city manager to execute an agreement with Nelson\Nygaard Consulting Associates to conduct a comprehensive shuttle study (Attachment A.) Policy Issues
This project is consistent with the General Plan policies CIRC-5.1, 5.2 and programs CIRC-5.A, 5.B to support local and regional transit that is efficient, frequent, convenient and safe. These policies seek to promote the use of public transit and to promote the use of alternatives to the single-occupant automobile.

Background
The City of Menlo Park shuttle program includes two community shuttles – the M1-Crosstown and Shoppers’ shuttles – and two commuter shuttles, the M3-Marsh Road and M4-Willow Road shuttles. While the names and routes have changed over the years, these shuttles have provided free service to residents and visitors for over 20 years. The Marsh and Willow shuttles began operating in 1989 to connect Caltrain with business parks east of US Highway 101. The M1-Crosstown shuttle (and its precursor the Midday shuttle) began connecting Belle Haven and downtown in 1998, while the Shoppers’ shuttle began offering door-to-door service in 2001.

Over the last few years, ridership on shuttles has declined due to several factors, including changing demographics and travel patterns, the rise of technology companies offering private shuttles, increased use of rideshare services, and especially the COVID-19 pandemic and new work-from-home policies.

This study was initiated based on these factors, and the need to evaluate the City’s shuttle program to best serve riders along with being cost-efficient. In addition, recently approved residential developments in the Bayfront area will create new transit demand. The COVID-19 pandemic demonstrated two challenges for transit usage. First, it underscored the critical need for shuttles and transit for anyone who must travel for work, or for essential tasks such as grocery shopping and medical appointments. Conversely, many workers are now able to work from home, reducing ridership on the commuter shuttles and other transit systems. The comprehensive shuttle study will help to address these issues and look at ways to reduce reliance on single occupant vehicles.

The City successfully applied and was awarded a grant from the California Department of Transportation’s (Caltrans) Sustainable Transportation Planning Grant Program that offers funding for transportation plans and studies that support objectives such as sustainability, accessibility, safety, economy, health and social equity. The City’s shuttle program delivers on these objectives for both residents and visitors, enabling AGENDA ITEM G-7 Page G-7.1
Staff Report #: 23-063-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov accessibility, independence and quality of life.

A call for projects was released by Caltrans in fall 2021, with a deadline of October 27, 2021. On October 12, 2021, the City Council adopted Resolution No. 6672 to authorize the City to pursue a Sustainable Transportation Planning Grant and execute a grant agreement with Caltrans. In spring 2022, the City was notified that our grant request was successful.

Following the successful award, the City entered into a Restricted Grant Agreement (RGA) with Caltrans, which was executed in November 2022. The agreement allowed the City to proceed to release a request for proposals (RFP) from prospective consultants to conduct the comprehensive shuttle study. The funding from Caltrans allows for program cost reimbursements through February 2025.

Analysis
Staff issued a RFP for the comprehensive shuttle study in November 2022 and received five proposals from the following consultants:
• CHS Consulting Group
• Fehr & Peers
• Kittelson & Associates
• Nelson\Nygaard Consulting Associates
• Via Mobility, LLC
All five firms had some previous experience with shuttle planning studies for cities in California. Each proposal was evaluated based on the criteria in the RFP, including:
• Direct experience leading evaluations or proposing service improvements of shuttles or transit; • Experience conducting demographic and travel analyses; • Capability leading equitable outreach with diverse community members; • Ability to perform the specific tasks;
• Qualifications of the specific individuals who will work on the project; • Appropriateness of the proposed methods or techniques to be used in the study; • Reasonableness of the schedule to complete each task element; and • Overall cost of the proposal.

Based on this evaluation, the top two firms (Nelson\Nygaard Consulting Associates and Fehr & Peers) were invited to interview for the project with a panel from the City’s Public Works and Library and Community Services departments. Each firm provided a short presentation about their approach and responded to a fixed set of questions from the panel. At the conclusion of the process, the panel reviewed the interviews and recommended Nelson\Nygaard Consulting Associates as the preferred firm to complete the comprehensive shuttle study. Nelson\Nygaard Consulting Associates was chosen because their proposal provided the best combination of staff qualifications, team experience, and schedule and budget. The Nelson\Nygaard team has conducted shuttle improvement plans and implementation of fixed-route and ondemand shuttle services in similar communities.

The following schedule and milestones are anticipated for the comprehensive shuttle study:
• April 2023: Notice to proceed
• Spring 2023: Analysis of current travel, service patterns • Summer 2023: Develop shuttle service alternatives
• Late fall 2023: Draft report released
Page G-7.2
Staff Report #: 23-063-CC

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov • Spring 2024: Conclude study, adoption of final report The study includes community outreach throughout the process, focused on engaging with the key residents, business, and visitors that the shuttle system serves or could serve better, including: (1) residents of underserved communities, (2) employers and employees in the Bayfront area, and (3) the general public.

The engagement process will include co-creation meetings that enable members of the public to actively participate in the design of the study, surveys and a technical advisory committee. Materials will be prepared and meetings will be conducted in English and Spanish to ensure that we are reaching a wide range of City residents.

Impact on City Resources
The total budget for this project is $179,000, with $153,000 in grant funding from Caltrans and $26,000 as the local City match drawn from Measure A funds. The proposed Nelson\Nygaard Consulting Associates agreement is for $154,276. The remaining $24,724 will cover City staff time for project administration and participation in project activities.

Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it will not result in any direct or indirect physical change in the environment.

Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.

Attachments
A. Agreement with Nelson\Nygaard Consulting Associates
Report prepared by:

Nicholas Yee, Associate Transportation Planner
Report reviewed by:

Hugh Louch, Assistant Public Works Director – Transportation Page G-7.3
CC Rev 20210301

PROFESSIONAL SERVICES AGREEMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Agreement #:

AGREEMENT FOR SERVICES BETWEEN
THE CITY OF MENLO PARK AND NELSON\NYGAARD CONSULTING ASSOCIATES, INC.

THIS AGREEMENT made and entered into at Menlo Park, California, this _____________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as "CITY," and NELSON\NYGAARD CONSULTING ASSOCIATES, INC., hereinafter referred to as “FIRST PARTY.”
WITNESSETH:

WHEREAS, CITY desires to retain FIRST PARTY to provide certain professional services for CITY in connection with that certain project called: Comprehensive study/evaluation of the City-owned shuttle program
WHEREAS, FIRST PARTY is licensed to perform said services and desires to and does hereby undertake to perform said services.

NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS, PROMISES AND CONDITIONS of each of the parties hereto, it is hereby agreed as follows:

1. SCOPE OF WORK
In consideration of the payment by CITY to FIRST PARTY, as hereinafter provided, FIRST PARTY agrees to perform all the services as set forth in Exhibit "A," Scope of Services.

2. SCHEDULE FOR WORK
FIRST PARTY's proposed schedule for the various services required pursuant to this agreement will be as set forth in Exhibit "A," Scope of Services. CITY will be kept informed as to the progress of work by written reports, to be submitted monthly or as otherwise required in Exhibit "A.” Neither party shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents or other events beyond the control of the other, or the other's employees and agents.

FIRST PARTY shall commence work immediately upon receipt of a "Notice to Proceed" from CITY.

The "Notice to Proceed" date shall be considered the "effective date" of the agreement, as used herein, except as otherwise specifically defined. FIRST PARTY shall complete all the work and deliver to CITY all project related files, records, and materials within one month after completion of all of FIRST PARTY's activities required under this agreement.

3. PROSECUTION OF WORK
FIRST PARTY will employ a sufficient staff to prosecute the work diligently and continuously and will complete the work in accordance with the schedule of work approved by the CITY. (See Exhibit "A," Scope of Services).

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4. COMPENSATION AND PAYMENT
A. CITY shall pay FIRST PARTY an all-inclusive fee that shall not exceed $154,276 as described in Exhibit "A," Scope of Services. All payments shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the City determines that the quantity or quality of the work performed is unacceptable.

B. FIRST PARTY's fee for the services as set forth herein shall be considered as full compensation for all indirect and direct personnel, materials, supplies and equipment, and services incurred by FIRST PARTY and used in carrying out or completing the work.

C. Payments shall be monthly for the invoice amount or such other amount as approved by CITY. As each payment is due, the FIRST PARTY shall submit a statement describing the services performed to CITY.

This statement shall include, at a minimum, the project title, agreement number, the title(s) of personnel performing work, hours spent, payment rate, and a listing of all reimbursable costs. CITY shall have the discretion to approve the invoice and the work completed statement. Payment shall be for the invoice amount or such other amount as approved by CITY.

D. Payments are due upon receipt of written invoices. CITY shall have the right to receive, upon request, documentation substantiating charges billed to CITY. CITY shall have the right to perform an audit of the FIRST PARTY's relevant records pertaining to the charges.

5. EQUAL EMPLOYMENT OPPORTUNITY
A. FIRST PARTY, with regard to the work performed by it under this agreement shall not discriminate on the grounds of race, religion, color, national origin, sex, handicap, marital status or age in the retention of sub-consultants, including procurement of materials and leases of equipment.

B. FIRST PARTY shall take affirmative action to insure that employees and applicants for employment are treated without regard to their race, color, religion, sex, national origin, marital status or handicap.

Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation and selection for training including apprenticeship.

C. FIRST PARTY shall post in prominent places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

D. FIRST PARTY shall state that all qualified applications will receive consideration for employment without regard to race, color, religion, sex, national origin, marital status or handicap.

E. FIRST PARTY shall comply with Title VI of the Civil Rights Act of 1964 and shall provide such reports as may be required to carry out the intent of this section.

F. FIRST PARTY shall incorporate the foregoing requirements of this section in FIRST PARTY’s agreement with all sub-consultants.

6. ASSIGNMENT OF AGREEMENT AND TRANSFER OF INTEREST
A. FIRST PARTY shall not assign this agreement, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the CITY thereto, provided, however, that claims for money due or to become due to the FIRST PARTY from the CITY under this agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of an intended assignment or transfer shall be furnished promptly to the CITY.

B. In the event there is a change of more than 30 percent of the stock ownership or ownership in FIRST PARTY from the date of this agreement is executed, then CITY shall be notified before the date of said change of stock ownership or interest and CITY shall have the right, in event of such change in stock ownership or interest, to terminate this agreement upon notice to FIRST PARTY. In the event CITY is not notified of any such change in stock ownership or interest, then upon knowledge of same, it shall be deemed that CITY has terminated this agreement.

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7. INDEPENDENT WORK CONTROL
It is expressly agreed that in the performance of the service necessary for compliance with this agreement, FIRST PARTY shall be and is an independent contractor and is not an agent or employee of CITY. FIRST PARTY has and shall retain the right to exercise full control and supervision of the services and full control over the employment, direction, compensation and discharge of all persons assisting FIRST PARTY in the performance of FIRST PARTY's services hereunder. FIRST PARTY shall be solely responsible for its own acts and those of its subordinates and employees.

8. CONSULTANT QUALIFICATIONS
It is expressly understood that FIRST PARTY is licensed and skilled in the professional calling necessary to perform the work agreed to be done by it under this agreement and CITY relies upon the skill of FIRST PARTY to do and perform said work in a with the professional skill and care usual to the profession practicing in the same or similar locality under the same or similar circumstances (the “Standard of Care”). Notwithstanding any clause in this Agreement or its exhibits to the contrary, the FIRST PARTY disclaims all express or implied warranties and guarantees with respect to the performance of professional services, and it is agreed that the quality of such services shall be judged solely as to whether the FIRST PARTY performed its services consistent with the Standard of Care.

The acceptance of FIRST PARTY's work by CITY does not operate as a release of FIRST PARTY from said understanding.

9. NOTICES
All notices hereby required under this agreement shall be in writing and delivered in person or sent by certified mail, postage prepaid or by overnight courier service. Notices required to be given to CITY shall be addressed as follows:

Nicole H. Nagaya
Public Works
City of Menlo Park
701 Laurel St.

Menlo Park, CA 94025
650-330-6740
[email protected]
Notices required to be given to FIRST PARTY shall be addressed as follows:

Jon Watts
Nelson\Nygaard Consulting Associates, Inc.
1222 22nd Street NW, Suite 200
Washington, DC 20037
[email protected]
Provided that any party may change such address by notice, in writing, to the other party and thereafter notices shall be addressed and transmitted to the new address.

10. HOLD HARMLESS
The FIRST PARTY shall defend, indemnify and hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants from all claims, suits or actions that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the FIRST PARTY brought for, or on account of, injuries to or death of any person or damage to property resulting from the performance of any work required by this agreement by FIRST PARTY, its officers, agents, employees and servants.

Nothing herein shall be construed to require the FIRST PARTY to defend, indemnify or hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants against any responsibility to liability in contravention of Section 2782.8 of the California Civil Code. The foregoing indemnity obligation and any indemnity in the attached exhibits shall not require FIRST PARTY to Page G-7.6
4 CC Rev 20210301
provide an upfront defense against claims involving its professional services, but the FIRST PARTY shall reimburse reasonable defense costs and the CITY’s damages only to the extent those costs are caused by the FIRST PARTY’s professional negligence

11. INSURANCE
A. FIRST PARTY shall not commence work under this agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City, with certificates of insurance evidencing the required coverage.

B. These certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in writing, to the CITY, at the address shown in Section 9, of any pending cancellation of the policy.

FIRST PARTY shall notify CITY of any change to insurance or limits required by this Agreement. All certificates shall be filed with the City.

1. Workers' compensation and employer's liability insurance:

The FIRST PARTY shall have in effect during the entire life of this agreement workers' compensation and Employer's Liability Insurance providing full statutory coverage. In signing this agreement, the FIRST PARTY makes the following certification, required by Section 18161 of the California Labor Code: "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this agreement" (not required if the FIRST PARTY is a Sole Proprietor).

2. Liability insurance:

The FIRST PARTY shall take out and maintain during the life of this agreement such Bodily Injury Liability and Property Damage Liability Insurance (Commercial General Liability Insurance) on an occurrence basis as shall protect it while performing work covered by this agreement from claims for damages for bodily injury, including accidental death, as well as claims for property damage which may arise from the FIRST PARTY's operations under this agreement, whether such operations be by FIRST PARTY or by any sub-consultant or by anyone directly or indirectly employed by either of them. The amounts of such insurance shall be not less than one million dollars ($1,000,000) combined single limit per occurrence for bodily injury and property damage, one million dollars ($1,000,000) in general aggregate and one million dollars products/completed operations aggregate. FIRST PARTY shall provide the CITY with acceptable evidence of coverage.

FIRST PARTY shall maintain Automobile Liability Insurance pursuant to this agreement in an amount of not less than one million dollars ($1,000,000) for each accident combined single limit.

3. Professional liability insurance:

FIRST PARTY shall maintain a policy of professional liability insurance, protecting it against damages to the extent caused by the negligent acts, errors, or omissions of FIRST PARTY pursuant to this agreement, in the amount of not less than one million dollars ($1,000,000) per claim and in the aggregate. Said professional liability insurance is to be kept in force for not less than one (1) year after completion of services described herein.

C. CITY and its subsidiary agencies, and their officers, agents, employees and servants shall be named as additional insured on any such policies of Commercial General Liability and Automobile Liability Insurance, (but not for the Professional Liability and workers' compensation/employer’s liability), which shall also contain a provision that the insurance afforded thereby to the CITY, its subsidiary agencies, and their officers, agents, employees, and servants shall be primary insurance to the full limits of liability of the policy, and that if the CITY, its subsidiary agencies and their officers and employees have other insurance against a loss covered by a policy, such other insurance shall be excess insurance only.

D. In the event of the breach of any provision of this Section, or in the event any notice is received which indicates any required insurance coverage will be diminished below the required limits or canceled, CITY, at its option, may, notwithstanding any other provision of this agreement to the contrary, immediately declare a material breach of this agreement and suspend all further work pursuant to this agreement.

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5 CC Rev 20210301

12. PAYMENT OF PERMITS/LICENSES
Contractor shall obtain any license, permit, or approval if necessary from any agency whatsoever for the work/services to be performed, at his/her own expense, before commencement of said work/services or forfeit any right to compensation under this agreement.

13. RESPONSIBILITY AND LIABILITY FOR SUB-CONSULTANTS AND/OR SUBCONTRACTORS Approval of or by CITY shall not constitute nor be deemed a release of responsibility and liability of FIRST PARTY or its sub-consultants and/or subcontractors for the accuracy and competency of the designs, working drawings, specifications or other documents and work, nor shall its approval be deemed to be an assumption of such responsibility by CITY for any defect in the designs, working drawings, specifications or other documents prepared by FIRST PARTY or its sub-consultants and/or subcontractors.

14. OWNERSHIP OF WORK PRODUCT
Work products of FIRST PARTY for this project, which are delivered under this agreement or which are developed, produced and paid for under this agreement, shall become the property of CITY. The reuse of FIRST PARTY’s work products by City for purposes other than intended by this agreement shall be at no risk to FIRST PARTY.

15. REPRESENTATION OF WORK
Any and all representations of FIRST PARTY, in connection with the work performed or the information supplied, shall not apply to any other project or site, except the project described in Exhibit "A" or as otherwise specified in Exhibit "A."

16. TERMINATION OF AGREEMENT
A. CITY may give thirty (30) days written notice to FIRST PARTY, terminating this agreement in whole or in part at any time, either for CITY's convenience or because of the failure of FIRST PARTY to fulfill its contractual obligations or because of FIRST PARTY's change of its assigned personnel on the project without prior CITY approval. Upon receipt of such notice, FIRST PARTY shall:

1. Immediately discontinue all services affected (unless the notice directs otherwise); and

2. Deliver to the CITY all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated or produced by FIRST PARTY in performing work under this agreement, whether completed or in process.

B. If termination is for the convenience of CITY, an equitable adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on unperformed services.

C. If the termination is due to the failure of FIRST PARTY to materially fulfill its agreement, CITY may take over the work and prosecute the same to completion by agreement or otherwise. In such case, FIRST PARTY shall be liable to CITY for any reasonable additional cost occasioned to the CITY thereby caused by the FIRST PARTY’s professional negligence and material breach.

D. If, after notice of termination for failure to fulfill agreement obligations, it is determined that FIRST PARTY had not so failed, the termination shall be deemed to have been effected for the convenience of the CITY. In such event, adjustment in the contract price shall be made as provided in Paragraph B of this Section.

E. The rights and remedies of the CITY provided in this Section are in addition to any other rights and remedies provided by law or under this agreement.

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6 CC Rev 20210301
F. Subject to the foregoing provisions, the CITY shall pay FIRST PARTY for services performed and expenses incurred through the termination date.

17. INSPECTION OF WORK
It is FIRST PARTY's obligation to make the work product available for CITY's inspections and periodic reviews upon request by CITY.

18. COMPLIANCE WITH LAWS
It shall be the responsibility of FIRST PARTY to comply with all State and Federal Laws applicable to the work and services provided pursuant to this agreement, including but not limited to compliance with prevailing wage laws, if applicable.

19. BREACH OF AGREEMENT
A. This agreement is governed by applicable federal and state statutes and regulations. Any material deviation by FIRST PARTY for any reason from the requirements thereof, or from any other provision of this agreement, shall constitute a breach of this agreement and may be cause for termination at the election of the CITY.

B. The CITY reserves the right to waive any and all breaches of this agreement, and any such waiver shall not be deemed a waiver of any previous or subsequent breaches. In the event the CITY chooses to waive a particular breach of this agreement, it may condition same on payment by FIRST PARTY of actual damages occasioned by such breach of agreement.

20. SEVERABILITY
The provisions of this agreement are severable. If any portion of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by the mutual consent of the parties.

21. CAPTIONS
The captions of this agreement are for convenience and reference only and shall not define, explain, modify, limit, exemplify, or aid in the interpretation, construction, or meaning of any provisions of this agreement.

22. LITIGATION OR ARBITRATION
The Dispute Resolution provisions are set forth on Exhibit "B," ‘Dispute Resolution’ attached hereto and by this reference incorporated herein.

23. RETENTION OF RECORDS
Contractor shall maintain all required records for three years after the City makes final payment and all other pending matters are closed, and shall be subject to the examination and /or audit of the City, a federal agency, and the state of California.

24. TERM OF AGREEMENT
This agreement shall remain in effect for the period of March 14, 2023 through June 30, 2024 unless extended, amended, or terminated in writing by CITY.

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25. ENTIRE AGREEMENT
This document constitutes the sole agreement of the parties hereto relating to said project and states the rights, duties, and obligations of each party as of the document's date. Any prior agreement, promises, negotiations, or representations between parties not expressly stated in this document are not binding.

All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties to this agreement.

26. STATEMENT OF ECONOMIC INTEREST
Consultants, as defined by Section 18701 of the Regulations of the Fair Political Practices Commission, Title 2, Division 6 of the California Code of Regulations, are required to file a Statement of Economic Interests with 30 days of approval of a contract services agreement with the City of its subdivisions, on an annual basis thereafter during the term of the contract, and within 30 days of completion of the contract.

Based upon review of the Consultant’s Scope of Work and determination by the City Manager, it is determined that Consultant IS NOT required to file a Statement of Economic Interest. A statement of Economic Interest shall be filed with the City Clerk’s office no later than 30 days after the execution of the agreement.

IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day and year first above written.

FOR FIRST PARTY:

Signature Date
Printed name Title
Tax ID#
APPROVED AS TO FORM:

Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:

Justin I.C. Murphy, City Manager Date
ATTEST:

Judi A. Herren, City Clerk Date
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EXHIBIT “A” – SCOPE OF SERVICES
A1.SCOPE OF WORK
FIRST PARTY agrees to provide consultant services for CITY’s Public Works department. In the event of any discrepancy between any of the terms of the FIRST PARTY’s proposal and those of this agreement, the version most favorable to the CITY shall prevail. FIRST PARTY shall provide the following services:

Provide general consultant services for projects as determined by the CITY. The detailed scope of work for each task the CITY assigns the consultant shall be referred to as Exhibit A -1, which will become part of this agreement. A notice to proceed will be issued separately for each separate scope of work agreed to between the CITY and FIRST PARTY.

FIRST PARTY agrees to perform these services as directed by the CITY in accordance with the standards of its profession and CITY’s satisfaction.

A2.COMPENSATION
CITY hereby agrees to pay FIRST PARTY at the rates to be negotiated between FIRST PARTY and CITY as detailed in Exhibit A-1. The actual charges shall be based upon (a) FIRST PARTY’s standard hourly rate for various classifications of personnel; (b) all fees, salaries and expenses to be paid to engineers, consultants, independent contractors, or agents employed by FIRST PARTY; and shall (c) include reimbursement for mileage, courier and plan reproduction. The total fee for each separate Scope of Work agreed to between the CITY and FIRST PARTY shall not exceed the amount shown in Exhibit A-1.

FIRST PARTY shall be paid within thirty (30) days after approval of billing for work completed and approved by the CITY. Invoices shall be submitted containing all information contained in Section A5 below. In no event shall FIRST PARTY be entitled to compensation for extra work unless an approved change order, or other written authorization describing the extra work and payment terms, has been executed by CITY before the commencement of the work.

A3.SCHEDULE OF WORK
FIRST PARTY’S proposed schedule for the various services required will be set forth in Exhibit A-1.

A4.CHANGES IN WORK -- EXTRA WORK
In addition to services described in Section A1, the parties may from time to time agree in writing that FIRST PARTY, for additional compensation, shall perform additional services including but not limited to:
• Change in the services because of changes in scope of the work. • Additional tasks not specified herein as required by the CITY.

The CITY and FIRST PARTY shall agree in writing to any changes in compensation and/or changes in FIRST PARTY’s services before the commencement of any work. If FIRST PARTY deems work he/she has been directed to perform is beyond the scope of this agreement and constitutes extra work, FIRST PARTY shall immediately inform the CITY in writing of the fact. The CITY shall make a determination as to whether such work is in fact beyond the scope of this agreement and constitutes extra work. In the event that the CITY determines that such work does constitute extra work, it shall provide compensation to the FIRST PARTY in accordance with an agreed cost that is fair and equitable. This cost will be mutually agreed upon by the CITY and FIRST PARTY. A supplemental agreement providing for such compensation for extra work shall be negotiated between the CITY and the FIRST PARTY. Such supplemental agreement shall be executed by the FIRST PARTY and may be approved by the City Manager upon recommendation of the Transportation Demand Management Coordinator.

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A5.BILLINGS
FIRST PARTY’s bills shall include the following information: A brief description of services performed, project title and the agreement number; the date the services were performed; the number of hours spent and by whom; the current contract amount; the current invoice amount; Except as specifically authorized by CITY, FIRST PARTY shall not bill CITY for duplicate services performed by more than one person. In no event shall FIRST PARTY submit any billing for an amount in excess of the maximum amount of compensation provided in Section A2.

The expenses of any office, including furniture and equipment rental, supplies, salaries of employees, telephone calls, postage, advertising, and all other expenses incurred by FIRST PARTY in the performances of this agreement shall be incurred at the FIRST PARTY’s discretion. Such expenses shall be FIRST PARTY’s sole financial responsibility.

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EXHIBIT “B” - DISPUTE RESOLUTION
B1.0 All claims, disputes and other matters in question between the FIRST PARTY and CITY arising out of, or relating to, the contract documents or the breach thereof, shall be resolved as follows:

B2.0 Mediation
B2.1 The parties shall attempt in good faith first to mediate such dispute and use their best efforts to reach agreement on the matters in dispute. After a written demand for non-binding mediation, which shall specify in detail the facts of the dispute, and within ten (10) days from the date of delivery of the demand, the matter shall be submitted to a mutually agreeable mediator. The Mediator shall hear the matter and provide an informal opinion and advice, none of which shall be binding upon the parties, but is expected by the parties to help resolve the dispute. Said informal opinion and advice shall be submitted to the parties within twenty (20) days following written demand for mediation. The Mediator’s fee shall be shared equally by the parties. If the dispute has not been resolved, the matter shall be submitted to arbitration in accordance with Paragraph B3.1.

B3.0 Arbitration
B3.1 Any dispute between the parties that is to be resolved by arbitration as provided in Paragraph B2.1 shall be settled and decided by arbitration conducted by the American Arbitration Association in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association, as then in effect, except as provided below. Any such arbitration shall be held before three arbitrators who shall be selected by mutual agreement of the parties; if agreement is not reached on the selection of the arbitrators within fifteen (15) days, then such arbitrator(s) shall be appointed by the presiding Judge of the court of jurisdiction of the agreement.

B3.2 The provisions of the Construction Industry Arbitration Rules of the American Arbitration Association shall apply and govern such arbitration, subject, however to the following:

B3.3 Any demand for arbitration shall be writing and must be made within a reasonable time after the claim, dispute or other matter in question as arisen. In no event shall the demand for arbitration be made after the date that institution of legal or equitable proceedings based on such claim, dispute or other matter would be barred by the applicable statute of limitations.

B3.4 The arbitrator or arbitrators appointed must be former or retired judges, or attorneys at law with last ten (10) years’ experience in construction litigation.

B3.5 All proceedings involving the parties shall be reported by a certified shorthand court reporter, and written transcripts of the proceedings shall be prepared and made available to the parties.

B3.6 The arbitrator or arbitrators must be made within and provide to the parties factual findings and the reasons on which the decisions of the arbitrator or arbitrators is based.

B3.7 Final decision by the arbitrator or arbitrators must be made within ninety (90) days from the date of the arbitration proceedings are initiated.

B3.8 The prevailing party shall be awarded reasonable attorneys’ fees, expert and non-expert witness costs and expenses, and other costs and expenses incurred in connection with the arbitration, unless the arbitrator or arbitrators for good cause determine otherwise.

B3.9 Costs and fees of the arbitrator or arbitrators shall be borne by the non-prevailing party, unless the arbitrator or arbitrators for good cause determine otherwise.

B3.10 The award or decision of the arbitrator or arbitrators, which may include equitable relief, shall be final, and judgment may be entered on it in accordance with applicable law in any court having jurisdiction over the matter.

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Comprehensive Evaluation of the Menlo Park Shuttle Program City of Menlo Park
Nelson\Nygaard Consulting Associates, Inc. | 16

PROJECT WORK PLAN/APPROACH
Project Understanding
The Menlo Park shuttle system is unique due to the types of service it provides—including community, commuter, and paratransit service that serves diverse community needs—and the demographics of the City. The complexity of service is paralleled by a complex funding environment for shuttle service in the region as the pandemic ends and we enter a new normal for riders. The challenge we see in this project is how to meet the needs of the community— which includes businesses large and small, older, disabled, and low-income residents, and current and future users of the system—within a constrained funding environment.

The project approach is based on a 12-month project schedule beginning with a formal kickoff meeting with City staff in March, and then continuing through February of 2024. The project cadence is based on three (3) phases of public engagement. Phase 1, scheduled for late spring, will introduce the project to the community and gather feedback on what the public wants to see in their shuttle system. Phase 2 begins in late summer and will introduce the community to potential shuttle alternatives and gather their input on those options. In early 2024, in Phase 3, our team will introduce the public to the recommended alternative forthe Menlo Park Shuttle and acceptfeedback to inform the final recommendation to the City.

The project team will focus on providing technical analysis on the current system operations, funding, and demographics to identify challenges and opportunities. In addition to shuttle service recommendations, we will also explore the suitability of non-traditional transit options such as microtransit and ride-hailing partnerships. We will develop a plan that supports Menlo Park’s mobility and sustainability goals, while being mindful of the funding environment, to ensure the long-term financial sustainability of the shuttle system.

One of Nelson\Nygaard’s core strengths is our ability to clearly communicate a vision for transit operations, as well as who the shuttle system serves. We understand that as the study progresses, it will be necessary to be clear about who the intended market(s) are for the service and demonstrate the reasoning behind changes to the system in terms of benefits, costs, and projected ridership. Our in-house visual communications team is skilled at developing readerfriendly, graphically rich materials, including detailed guides to service changes, so that changes are clear and intuitive for riders.

It is both an uncertain and critical time for transit planning, due to the lasting effects of the COVID-19 pandemic. While we do not know what the long-term impacts of COVID-19 will be, some of those impacts will become clearer over the course of this project. We will be watchful and adaptive, leveraging our knowledge of national best practices and solutions that we monitor and develop with other clients in cities across the country.

EXHIBIT A Page G-7.14
Comprehensive Evaluation of the Menlo Park Shuttle Program City of Menlo Park
Nelson\Nygaard Consulting Associates, Inc. | 17
Work Plan
Task 0. Kickoff Meeting and Final Scope/Schedule

0.1 Work Plan
In preparation for the project kickoff meeting, we will develop a draft work plan to guide and manage the project. This document will include a plan for accomplishing goals and objectives and consist of the following elements:
 Detailed description of each task and deliverable
 Organization chart with roles/responsibilities and contact information  Project timeline with durations for tasks and dates for meetings and deliverables  Initial data request
A draft work plan will be submitted prior to the kickoff meeting. We will discuss the work plan at the kickoff meeting and submit a final work plan after the kickoff meeting.

0.2 Kickoff Meeting
Nelson\Nygaard will convene a kickoff meeting to bring together City staff and key members of the consultant team. This meeting serves several purposes:
 Discuss project objectives, priorities, and expectations  Discuss local issues and sensitivities, as well as challenges and opportunities  Discuss community engagement activities and audiences  Refine elements of the draft work plan
Nelson\Nygaard will submit a draft agenda to Citystaff for review prior to the meeting and provide a meeting summary after the meeting.

0.3 Biweekly Meetings and Monthly Progress Reports
One of our tried-and-true project management strategies for all projects is to schedule biweekly conference calls between the client and our team’s project manager. Biweekly meetings provide an opportunity to check in and make sure the project is progressing as anticipated. Nelson\Nygaard will submit biweekly meeting agendas in advance of each call and deliver meeting notes within five days of each meeting. We will also submit monthly progress reports along with invoices to formally document project activities.

Task 0 Deliverables:
 Work Plan and Schedule
 Kickoff Agenda and Summary
 Biweekly Meeting Agendas and Notes
 Monthly Progress Reports
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Task 1: Study Area Demographics, Activity Centers, and
Travel Analysis

1.1 Summary of Existing Transportation Ecosystem
Nelson Nygaard will inventory the existing transportation options in Menlo Park and identify key transportation nodes, trip generators, and service providers including SamTrans bus routes, Caltrain service, and shuttles operated by private employers, such as Facebook, that serve the City. The goal of this process is to create a snapshot of the transportation ecosystem in Menlo Park to help in our analysis of existing shuttle services.

This analysis will include identifying major trip generators from existing land uses, entitled developments, and planned developments, including:
 Major employers
 Transportation Analysis Zones with high concentrations of disadvantaged communities  Educational institutions, libraries, schools, and colleges  Medical facilities
 Major shopping destinations
 Senior centers and recreation centers
 Major housing areas

Sample Zero-Vehicle Household and Low-Income Household Maps

1.2 Analysis of Community and Commuter Shuttle Service
Our work in Task 1.2 will be oriented toward developing a comprehensive understanding of Menlo Park’s shuttle services. As a starting point in our evaluation, we will analyze a wide range of characteristics at the system level, including but not limited to:
 Historical ridership trends
 Service availability (days, span, headways)
 Regional connectivity
 Service hours
 Peak vehicles
 Supporting capital facilities
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 Service change and implementation history
 A timeline of COVID-19 actions and policy changes
These data and information will be summarized in a concise narrative with intuitive and visually appealing graphics.

Nelson\Nygaard will then develop detailed profiles for each shuttle route. Route profiles will cover a number of topics, including but not limited to:
 A description of the route alignment
 Major markets and destinations served
 A stop-spacing assessment
 Ridership maps using automatic passenger counter (APC) data  Ridership productivity by service level
 Charts depicting ridership by direction and trip
 On-time performance
 Average running times by segment
 An overall assessment of the strengths and weaknesses  An initial list with descriptions of potential improvements The major purpose of the individual route evaluations is to develop an in-depth understanding of strengths and weaknesses and potential improvements. An understanding of strengths and weaknesses is important to maintaining strengths and fixing weaknesses. The initial list and descriptions of potential improvements will address the weaknesses and be used as “building blocks” to develop the improvement scenarios.

In addition, we will collaborate with City staff to design an on-board survey (as part of Task 2.2) specifically for shuttle riders.

The consultant team will also review the information amenities available to residents, employees, and visitors of the shuttle system. This review will include:
 Marketing materials and methods (brochures, website, digital brochures, and maps)  Realtime information (online shuttle tracker, text alert system, email/telephone to respond to questions and feedback)
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Sample Route Profile

1.3 Travel Demand Analysis
The project team will work with the City to document travel patterns to and from major trip generators in the city to develop the travel demand model that will be used to inform future service alternatives. Nelson\Nygaard will use travel data from Streetlight, the city’s travel demand model, and our own internal transit propensity algorithm to create a comprehensive picture of where people are going and how improved transportation options could help.

Understanding existing and future markets for transit is a fundamental part of identifying service gaps. Using the most recent American Community Survey Census data, Nelson\Nygaard will develop maps depicting population and employment densities, as well as the spatial distribution of various demographic and socio-economic groups to highlight areas of high transit propensity.

Through the use of existing documents and the collective knowledge of staff, Nelson\Nygaard will identify and map destinations such as employment centers, shopping centers, major grocery stores, social services, medical facilities, and educational institutions.

Nelson\Nygaard will also analyze and map data from the U.S. Census Longitudinal EmployerHousehold Dynamics (LEHD) to better understand employment travel patterns and the origins and destinations of low-income employees. Nelson\Nygaard will also use travel data to examine travel flows from the study area to the rest of the region.

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Nelson\Nygaard will overlay existing routes over these maps to compare existing services with respect to transit demand. From these comparisons, Nelson\Nygaard will assess where transit market opportunities exist, particularly those which are unserved or underserved.

Sample Fixed-Route and Paratransit Ridership Activity Maps Task 1 Deliverables:
 Technical Memo: Summary of Existing Transportation Ecosystem  Technical Memo: Analysis of Community and Commuter Shuttle Service  Technical Memo: Travel Demand Analysis
Task 2: Community Outreach
Task 2 will be led by Circlepoint. Circlepoint will build upon recent public and stakeholder engagement for Reimagine SamTrans (SamTrans Comprehensive Operational Analysis), the Dumbarton Rail Corridor Project Alternatives Analysis, and other relevant transit and microtransit projects, to create and implement a robust, inclusive, and equitable public engagement program for the Comprehensive Evaluation of the Menlo Park Shuttle.

Although we will further define the City’s goals and objectives for public engagement and “how to measure success,” especially as it pertains to the engagement of Equity Priority Communities, we understand that the overall purpose of the project and of public engagement regarding shuttle service is ultimately to enable the shuttle to better serve the current needs of various ridership and community groups. In addition to seeking community and commuter input on potential shuttle improvements, we envision an opportunity to educate new and potential shuttle riders about the service in support of rebuilding ridership.

The subtasks below are subject to improvement and refinement upon further collaboration with the City.

2.1 Draft and Final Public Engagement Plan
The Public Engagement Plan will further confirm and define the City’s objectives for public engagement and identify specific barriers and best practices for engaging Equity Priority Communities (building upon our previous outreach in Menlo Park for the Dumbarton Rail Page G-7.19
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Corridor Project)to identify the most effective
communications tools and engagement forums
for reaching members of transitdependent/disadvantaged communities, as well as commuters who rely on Shuttle service to
access employers in the burgeoning Bayfront
neighborhood.

Key elements of the Public Engagement Plan will
include:
 Goals/objectives and metrics
 Project messaging tailored to specific
audiences through a simple, relatable
messaging that underlines the value of
participation in the planning process to
community members
 Recommendations for effective
communications tools and existing
employer and community engagement
forums that can be strategically
leveraged to reach wide audiences
through their preferred communications
channels (“reaching people where they
are”: at shuttle stops, on board, and at
employment and community centers, as
well by making the project accessible
based on language, cultural, and socio-economic realities)  An actionable public engagement implementation plan that outlines the communications methods, forums, and timelines for public engagement, as well as roles and responsibilities
To be determined:
 Phone interviews with community representatives and key stakeholders to help inform messaging and communications strategies and specific language needs  A CBO engagement plan that would outline the key responsibilities of a CBO partner(s) to serve in a meaningful role in developing and implementing the Public Engagement Plan, and in a co-creation process

2.2 On-Board Rider Survey
For rider surveys in normal times, we would randomly sample runs and assign staff to work onboard buses, speaking with riders, asking them to complete a survey, providing pens, and retrieving completed surveys. This method involves a great deal of face-to-face interaction and is very effective in collecting statistically sound data. If we are unable to conduct an on-board survey using this method due to the ongoing pandemic, we propose conducting surveys on select routes and at key bus stops.

We recently conducted an on-board survey in Commerce with appropriate personal protective equipment (PPE) and limited handling of paper. Passengers boarding buses were asked to Example On-Board Survey
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complete the survey and drop it in a collection box upon exiting the bus. Passengers waiting at bus stops were asked to hand the survey back upon completion.

The on board survey will be available in English, Spanish and Chinese. A chance to win a drawing for multiple gift cards will provide an incentive to participate. The survey will also be made available online and accessible by a simple URL or a QR code.

A second online survey will seek feedback from riders and non-riders on initial service alternatives. We will also coordinate with City staff to promote the project website/webpage and online surveys through existing social media accounts.

2.3 Technical Advisory Committee
Nelson\Nygaard will collaborate with Menlo Park staff to identify stakeholder representatives that will provide technical insight into the transit needs. Each round of stakeholder outreach will consist of one (1) meeting during each phase of the project, to inform, educate, and listen, and to guide future phases of the evaluation.

The first round of meetings will include a presentation summarizing project goals and initial findings, followed by a group discussion. Topics to be covered include:
 Perceptions about strengths/weaknesses of existing transit services  Transit needs and/or opportunities
 Benefits of expanding and/or enhancing local and regional transit services  Highest priorities for improving transit services
The second round of stakeholder discussions will include a presentation of initial service alternatives, followed by a group discussion. The third round of stakeholder outreach will focus on service recommendations and potential partnership opportunities.

2.4 Virtual workshops (3), Pop-ups/tabling (6)
Circlepoint will build upon the approved recommendations in the Public Engagement Plan, as well as input from our CBO partner(s) and other stakeholders, to plan and implement three rounds of public outreach. As we did for the Suisun City Community-Based Transportation Plan, we envision a combination of online, in-person and hybrid engagement methods, as outlined in the Table below.

Outreach activities may include pop-up events at shuttle stops, employment centers, shopping centers, schools, and other places where commuters/community members/and Bayfront residents currently access shuttle service.

We will also identify opportunities for conducting community-wide online engagement events, such as telephone and virtual town halls, focus groups/small group meetings, phone interviews, and other forums of outreach that will serve as opportunities to educate the community about Shuttle Transit Plan, as well as to seek their input during the three rounds of public outreach.

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2.5 Co-Creation Sessions
In cooperation with community-based
organizations identified by the City,
Nelson\Nygaard will facilitate two (2)
co-creation sessions during the
Alternatives development process.

These workshops will engage the
community on the challenges,
opportunities, and tradeoffs inherent
to transit planning.
 Inform current and potential
riders of the study and service
analysis findings
 Obtain feedback regarding
existing transit services
 Identify potential
transportation service needs
or opportunities

2.6 Marketing Materials
Based on the approved recommendations in the Public Engagement Plan, we will develop a simple creative briefthat will define a consistent look and feel for all marketing and communications materials based on the City’s design guidelines.

We also develop a communications tool kit, which will include “plug and play” materials that can be broadly distributed by the City, employers, CBOs, the shuttle service, elected officials, and other stakeholders to inform community members, commuters, and other target audiences about opportunities to provide input on how to improve future shuttle service.

Tool kits may include website content, e-newsletter and eblast content, three NextDoor postings, a flyer template and content, and social media content. The tool kit may also include a list of venues/events for pop-up tabling, facilitation guidelines, and other tools that would enable the CBO(s) and other outreach partners to conduct in-person outreach in collaboration with the project team and/or door-to-door.

Task 2 Deliverables:
 Public Engagement Plan
 On-Board Survey and Summary
 Online Survey and Summary
 Public Meeting Materials and Summaries
 Co-Creation Session Materials and Summaries
 Technical Advisory Committee Presentations and Summaries Route Planning WorkshopToledo
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Task 3: Assessment of Shuttle Service Improvements

3.1 Service Alternatives
To determine the best way to improve
individual routes and overall connectivity,
Nelson\Nygaard will develop and vet different
service alternatives that will represent different
approaches with each alternative, including
changes, such as:
 Route realignments to provide more
effective, efficient, and attractive
service
 Changes to frequencies to match
service with demand and facilitate
connections
 Revised service spans to maximize
access to employment, education, and
basic needs
 Potential service to new areas
identified as transit-supportive in the
travel demand analysis
 Improved service coordination to facilitate transfers and reduce wait times  Impacts on greenhouse gas emissions and potential reduction of auto trips Nelson\Nygaard will package service alternatives in formats that are easy to understand using maps and written descriptions, while at the same time describing the critical elements of each alternative, including specific improvements, community benefits, and potential negative impacts.

Service alternatives should be developed to represent different combinations of approaches, rather than entire packages that would need to be selected as a whole. Instead, the purpose would be to determine which individual projects or combinations of projects in each scenario will generate the highest levels of support, and then subsequently combine the best elements of each scenario into the final recommendations. Initial service alternatives will be presented to City staff and refined, prior to being shared with stakeholders and the public.

3.2 Service Recommendations
Following public outreach and input on the initial alternatives, Nelson\Nygaard will develop service enhancement and expansion recommendations in close collaboration with community stakeholders. Nelson\Nygaard will also detail the following characteristics of each service recommendation:
 Route alignment or service zone
 Days of operation
 Service span
 Headways or anticipated wait time
 Vehicle and driver requirements
ExampleService Alternatives
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 Market(s) served
 Associated infrastructure needs
 Service impacts on communities of concern
After finalizing financial assumptions, Nelson\Nygaard will develop short- and long-range service recommendations. Service recommendations will include a five-year service implementation plan that will identify actions, service details, and phasing. A simplified version of the implementation plan will also be developed in a graphic format that is easy for the public to comprehend.

Task 3 Deliverables:
 Technical Memorandum summarizing data research, community feedback, proposed alternatives, and a roadmap for planning/operating recommended shuttle system alternatives Task 4: Shuttle Fee Assessment
The Nelson Nygaard project team will leverage experience with other Bay Area cities to research peer city development fees assessed for commuter shuttles. The goal of this analysis would be to better understand how other cities have adjusted fees in light of the pandemic and the resulting reduction in riders commuting to offices. A key part of this analysis would be how effective services funded by these fees have been in encouraging shuttle ridership and reducing automotive trips. Another area of the analysis is how fees fitinto comprehensive travel demand management policies for those cities.

Task 4 Deliverables:
 Memorandum summarizing research on other Bay Area shuttle development fees, with recommendations on changes if beneficial
Task 5: Funding Opportunities and Partnerships
Building upon our experience working with cities, counties, and transit agencies in California and around the country, Nelson\Nygaard will provide a summary of federal, state, local, and regional grant programs that can support investments in shuttle service, infrastructure,and vehicles. We understand that public-private partnerships between governments and businesses are key components of successful shuttle services. The pandemic has changed the funding landscape and created uncertainty for the future of shuttle and transit services. We will provide examples of public-private partnerships that have been successful around the country and compare them with the current funding model for the shuttle system. We will leverage our experience working with public funders—such as the Metropolitan Transportation Commission (MTC), the Bay Area Air Quality Management District (BAAQMD), the San Mateo County Transportation Authority (TA), and our work developing shuttle and TDM plans with major employers—to draft a sustainable path forward for the shuttle system, including best- and worst-case funding scenarios, that can inform implementation.

Task 5 Deliverables:
 Memorandum summarizing the financing opportunities for maintaining and expanding the public shuttle system
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Task 6: Draft and Final Report
The draft report will compile analysis, findings, and recommendations developed in previous tasks. The report will likely consist of the following chapters:
 Executive Summary
 Existing Conditions
 Current and Future Travel Analysis
 Service Alternatives
 Community Outreach and Input Summary
 Service Recommendations
 Shuttle Fee Assessment
 Funding Opportunities and Partnerships
An electronic copy of the draft report will be submitted to City staff for review and comment.

Based upon one set of non-conflicting comments from staff, Nelson\Nygaard will revise the draft report and produce a final report. Nelson\Nygaard will deliver the final report in electronic format along with all supporting analysis and graphic files.

Nelson\Nygaard will provide all data collected to the City in a usable and formatted table for the City’s future use. We will also provide all maps, graphics, and charts used in the report and presentations for the City’s future use. All items provided will be named and/or labeled for easy identification.

Task 6 Deliverables:
 Draft Report and Final Report
Task 7: Board Review/Approval (Complete Streets
Commission and City Council)
The project team will work with the City to present the final report to the Complete Streets Commission and City Council. The presentation to the Complete Streets Commission will gather final feedback before presentation to the City Council for adoption of the final report.

Task 7 Deliverables:
 Presentation materials
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PROJECT SCHEDULE
We anticipate that this work will begin in March 2023 and conclude in March 2024. We are also able to accelerate or decelerate the timeline to accommodate the City’s schedule.

Our proposed project schedule is detailed below in Figure 1.

Figure 1 Project Schedule
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COST PROPOSAL
The total fee for this project is $154,276 including all tasks in the expanded scope presented in this proposal. The budget below shows a detailed breakdown of costs by task and hours by staff.

We prefer to work on a time and materials basis. We will provide monthly written progress reports that describe the work accomplished, as well as any issues or exceptions to our contracted schedule. Progress payments to be made monthly will not exceed the maximum budgeted amount. Additional work not included in our scope of services will only be undertaken with prior written notice, at additional cost.

Figure 2 Cost Proposal
Associate
Principal
Associate 2 Associate 1 Associate
Principal
Associate 1 Senior
Designer 1
Principal Project
Manager
Associate Assistant/
Coordinator
Art Director Sr. Web/
Graphics
Project
Accounting
Mgr.

Base Rate 185.00 135.00 115.00 185.00 115.00 155.00
Total Billing Rate $185.00 $135.00 $115.00 $185.00 $115.00 $155.00 Hours Cost $271.37 $161.55 $115.34 $101.77 $173.00 $161.00 $157.73 Hours Cost Task Description
0 Kickoff meeting and Final Scope/Schedule

0.1 Work Plan 4 8 12 2 8 34 $4,490 0 $0 34 $4,490 $4,490

0.2 Kickoff meeting 4 4 4 4 16 $2,200 1 2 3 $594 19 $2,794 $2,794

0.3 Bi-Weekly Meetings and Monthly Progress Reports 12 20 30 8 20 90 $12,150 3 6 - - - - 6 15 $2,730 105 $14,880 $14,880 Task Total 20 32 46 10 32 0 140 $18,840 4 8 0 0 0 0 6 18 $3,324 158 $22,164 $0 $0 $22,164 1 Study Area Demographics, Activity Centers, and Travel Analysis

1.1 Summary of Existing Transportation Ecosystem 4 12 12 4 12 6 50 $6,790 0 $0 50 $6,790 $6,790

1.2 Analysis of Community and Commuter Shuttle Service 4 12 10 12 3 2 43 $6,385 0 $0 43 $6,385 $6,385

1.3 Travel Demand Analysis 4 24 12 40 $5,360 0 $0 40 $5,360 $5,360 Task Total 12 48 22 16 27 8 133 $18,535 0 0 0 0 0 0 0 0 $0 133 $18,535 $0 $0 $0 $18,535 2 Community Outreach

2.1 Draft and Final Public Engagement Plan 2 2 2 2 8 $1,240 4 8 40 - - - 52 $6,991 60 $8,231 $8,231

2.2 Draft On-Board Rider Survey 2 2 8 2 14 $1,930 - - - - - - 0 $0 14 $1,930 $1,930

2.3 Technical Advisory Committee (virtual) 8 8 8 6 10 40 $5,740 0 $0 40 $5,740 $5,740

2.4 Virtual workshops (3), Pop-ups/tabling (6) 4 8 12 16 40 $5,040 6 20 55 51 0 0 0 132 $16,393 172 $21,433 $21,433

2.5 Co-Creation Sessions (2) 6 16 12 12 12 58 $8,250 0 $0 58 $8,250 $8,250

2.6 Development of Marketing Materials 2 6 8 $1,200 2 11 28 0 4 12 0 56 $8,035 64 $9,235 $9,235 Task Total 22 38 42 22 38 6 168 $23,400 12 39 123 51 4 12 0 240 $31,420 408 $54,820 $5,800 $3,100 $8,900 $63,720 3 Assessment of Shuttle Service Improvements

3.1 Development of Service Alternatives 4 16 8 16 20 4 68 $9,700 0 $0 68 $9,700 $9,700

3.2 Service Recommendations 4 12 6 12 16 50 $7,110 0 $0 50 $7,110 $7,110 Task Total 8 28 14 28 36 4 118 $16,810 0 0 0 0 0 0 0 0 $0 118 $16,810 $0 $0 $0 $16,810 4 Shuttle Fee Assessment

4.1 Shuttle Fee Assessment 6 18 12 2 12 50 $6,670 0 $0 50 $6,670 $6,670 Task Total 6 18 12 2 12 0 50 $6,670 0 0 0 0 0 0 0 0 $0 50 $6,670 $0 $0 $0 $6,670 5 Funding Opportunities and Partnerships

5.1 Funding Opportunities and Partnerships 12 18 8 4 12 54 $7,690 0 $0 54 $7,690 $7,690 Task Total 12 18 8 4 12 0 54 $7,690 0 0 0 0 0 0 0 0 $0 54 $7,690 $0 $0 $0 $7,690 6 Draft and Final Report

6.1 Draft Report 6 6 6 6 10 2 36 $5,180 0 $0 36 $5,180 $5,180

6.2 Final Report 4 8 8 4 8 32 $4,400 0 $0 32 $4,400 $4,400 Task Total 10 14 14 10 18 2 68 $9,580 0 0 0 0 0 0 0 0 $0 68 $9,580 $0 $0 $0 $9,580 7 Board Review/Approval

7.1 Presentation for Board review 2 4 6 2 14 $1,970 0 $0 14 $1,970 $1,970

7.2 Board presentations 4 12 8 8 32 $4,200 0 $0 32 $4,200 $4,200 Task Total 6 16 14 2 8 0 46 $6,170 0 0 0 0 0 0 0 0 $0 46 $6,170 $1,200 $0 $1,200 $7,370 TOTAL HOURS 96 212 172 94 183 20 777 107,695 16 47 123 51 4 12 6 258 1,035 142,439 TOTAL LABOR COST $17,760 $28,620 $19,780 $17,390 $21,045 $3,100 $107,695 $4,342 $7,512 $14,129 $5,190 $692 $1,932 $946 $34,744 $142,439 $7,000 $3,100 $10,100 $152,539 SUBCONSULTANT MARKUP $1,737 $1,737 $1,737
TOTAL COSTS $34,744 $154,276
Total Travel
Expenses
Total Misc.

Expenses
Total
Labor Costs
Total
Costs
Total
Direct
Expenses
Nelson\Nygaard Labor Costs Subconsultant Costs
Total
Labor Hours
Naomi
Armenta
NN Labor
Marvin Circlepoint
Ranaldson
Alejo
Alvarado
Jessica
Cignarella
Sneh Salot Jungwha
Yuh Circlepoint
Labor
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Library and Community Services

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov

STAFF REPORT
City Council
Meeting Date: 3/14/2023
Staff Report Number: 23-065-CC
Consent Calendar: Adopt a resolution to update City Council Procedure CC-86-0001, “Naming and/or changing
the name of facilities”
Recommendation
City staff recommends that City Council adopt a resolution (Attachment A) updating City Council Procedure CC-86-0001, “Naming and/or changing the name of facilities” (Attachments B and C.) Policy Issues
City Council Procedure #CC-86-0001, “Naming and/or changing the name of facilities” (Naming Policy) was adopted February 25, 1986, and provides guidance on the naming of City-owned facilities.