Menlo Park City Council
March 18, 2023

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

SPECIAL MEETING MINUTES
Date: 3/18/2023
Time: 10:00 a.m.

Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Special Session
A. Call To Order
Mayor Wolosin called the meeting to order at 10:07 a.m.

B. Roll Call

Present: Combs, Doerr, Nash, Taylor, Wolosin

Absent: None
Staff: City Manager Justin I. C. Murphy, Assistant City Manager Stephen Stolte, City Attorney Nira F. Doherty, Assistant to the City Manager/City Clerk Judi A. Herren C. Regular Business
C1. Annual City Council priority and goal setting workshop (Staff Report #23-069-CC)  Lynne Bramlett spoke in support of prioritizing disaster preparedness, discussing the structure of the government, and utilizing residents.
 Karen Grove spoke in support of prioritizing housing and housing protections.  Patti Fry spoke in support of prioritizing more guardrails and guidance for rapid development and additional attention on financial and physical infrastructure that supports a higher quality of life.  Edward Schlesinger spoke in support of prioritizing smoke free multi-unit housing.  Linh Dan Do spoke in support of prioritizing REACH code updates to include electrification.  John McKenna spoke in support of prioritizing all climate action plan (CAP) goals and electrification.
 Gregory Faris spoke in support of prioritizing the annexation of the West Menlo triangle.  Tricia Barr spoke in support of prioritizing smoke free multi-unit housing.  Adina Levin spoke in support of prioritizing the implementation of the housing element and environmental justice element.
 Katherine Dumont spoke in support of prioritizing diverse equitable representation across the Districts on City advisory bodies and a stipend for Planning and Housing Commissioners.  Jenny Michele spoke in support of prioritizing stabilized labor and housing for all income levels.  Angela Evans spoke in support of prioritizing a new ordinance requiring electric pump water heaters and HVAC (heating, ventilation and air conditioning) systems.  Leah Elkins spoke in support of prioritizing a safe storage of firearms ordinance.  Ryan Essenburg spoke in support of prioritizing Nealon Park playground and tennis courts.  Erika D. spoke in support of prioritizing smoke free multi-unit housing.  Alheli spoke in support of prioritizing smoke free multi-unit housing.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov  Thomas Prussing spoke in support of prioritizing disaster preparedness and staffing.  Marcy Abramowitz spoke in support of prioritizing quite zones.  Steve Walter spoke in support of prioritizing quiet zones.  Fran Dehn spoke in support of prioritizing economic development considerations in all City Council decisions.
 Sally Cole spoke in support of prioritizing safe streets.

City Manager Justin Murphy introduced the item.

Facilitator Steve Mermell guided the City Council through the presentation and opened City Council discussion on each section (Attachment).

The City Council discussed the ILG article on “Attributes of Exceptional Councils”:
 Teamwork
 Good foundation for this meeting
The City Council discussed “Typical Council Norms”:
 Struggle with manual and policies conflicts
 Excited about the norms
 Good governance into practice guidance
 Communications between staff, public, and City Council  Norm enforcers
 Adding norms to mission/vision statement or creating a separate policy

The City Council discussed City Council comments
 How to manage priorities when natural disaster, pandemics, etc. occur The City Council discussed accomplishments
 Reestablishing programs and public engagement coming out of the pandemic The City Council discussed the financial outlook
 Sales tax decrease due to retired and transitioning businesses out of Menlo Park  Budgeting role in priorities and work plan
 Considering programs and projects with and without cost recovery The City Council discussed key challenges
 Viewing some challenges as opportunities
 Bifurcating forging a vision for the City and setting priorities  Clarifying the what City Council has “control” compared to what City Council has a “role”  Focusing on what impacts Menlo Park and macro level impacts  Add “meeting fatigue” to the challenge list
 Creating “enabling conditions” through ordinances
 Embracing different ways to view an issue
 City Council and staff’s role in policy initiatives, goals, and objectives

The City Council took a recess at 11:52 a.m.

The City Council reconvened at 11:58 a.m.

City Council Special Meeting Minutes
March 18, 2023

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council discussed
 The status of items not identified as a “priority”
 Priorities setting the tone for the City
 Menlopark.gov/priorities – communication page that is continually updated

The City Council took a recess at 12:08 p.m.

The City Council reconvened at 12:40 p.m.

The City Council discussed community input on priorities  Ways to direct staff to work on items not listed as a “priority”  Communicating to the public about item statuses
The City Council discussed priority issues
 EMERGENCY PREPAREDNESS
 Leveraging the San Mateo County Office of Emergency Preparedness  Best practices
 Including volunteer groups already in existence
 Scale of resident impacts from local emergencies
 Incorporating in the local hazard mitigation plan
 Number of disasters in Menlo Park
 The City Council added ECONOMIC DEVELOPMENT to ACTIVATING DOWNTOWN  Investing in Downtown
 Revitalizing businesses in all Districts
 Updating Downtown aesthetics
 Need of an economic development director
 Assisting businesses city-wide with a focus on Downtown  Look at storefront vacancy rates and how to incentivize rental of vacant businesses  Revisiting the downtown specific plan zoning
 SAFE STREETS
 Need to update the transportation master plan
 ADVANCING EQUITY
 Seek additional funds through grants, etc. for additional resources city-wide  A tool to be utilized in all priorities
 ORGANIZATIONAL EFFECTIVENESS
 A tool to be utilized in all priorities
 COMMUNITY ENGAGEMENT
 A tool to be utilized in all priorities
 Improve how to communicate with residents and the dissemination of information, especially to those without internet/phone/cell service
The City Council discussed
 Items not listed as a top priority
 Agenda management
 Setting public expectations for public priority requests The City Council engaged in the selection of priorities exercise selecting the top five priorities:
 Emergency Preparedness
 Climate Action
City Council Special Meeting Minutes
March 18, 2023

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov  Activating Downtown and Economic Development
 Safe Streets
 Housing

The City Council took a recess at 2:02 p.m.

The City Council reconvened at 2:06 p.m.

City Manager Justin Murphy provided information on next steps.

The City Council provided closing statements.

D. Adjournment
Mayor Wolosin adjourned the meeting at 2:19 p.m.

Judi A. Herren, Assistant to the City Manager/ City Clerk These minutes were approved at the City Council meeting of April 4, 2023.

City Council Special Meeting Minutes
March 18, 2023

C1-PUBLIC COMMENT
City Council Special Meeting Minutes March 18, 2023 Page 5 of 42 City Hall Council Chambers
March 18, 2023 10:00 a.m. to 2:00 p.m.

Steve Mermell | Facilitator
City of Menlo Park
City Council Workshop
C1-PRESENTATION City Council Special Meeting Minutes
March 18, 2023

Welcome from Mayor Wolosin
2 Councilmember
Maria Doerr
Councilmember
Betsy Nash
Vice Mayor
Cecilia Taylor
Councilmember
Drew Combs
Mayor
Jen Wolosin
City Council Special Meeting Minutes
March 18, 2023

3 Public
Comment
City Council Special Meeting Minutes
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4 Opening
Comments
from the City
Manager
Consensus direction from Council on
priorities is needed
Build a foundation for Strategic
Planning
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Today’s
Objectives
Understand major projects and initiatives
underway that will continue through the end
of FY 2023-24
Review community input on Council priorities
Establish Council priorities through the end of
FY 2023-24
Strengthen teamwork
5 City Council Special Meeting Minutes
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Agenda
6 Discuss governance and norms
Discuss the context for priority setting
Discuss major projects and initatives underway
Establish Council’s priorities through FY2023-24
Review follow-up steps from staff
Wrap up
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March 18, 2023

Listen to
understand
each other’s
point of view
Seek
consensus
Assume good
intent
Speak up if we
need course
correction
Stay focused
7 Workshop
Ground Rules
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Time
management tool
Bike Rack Bike Rack
Items to discuss at a
later time
8 City Council Special Meeting Minutes
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The What
Goals Teamwork
The How
Being in Alignment with These
9 Serving the
Community
Requires
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Institute for Local Government
All Four of These Are Needed
Unity of
Purpose
Clear Roles and
Responsibilities
Positive
Governance
Culture
Norms,
Protocols, and
Policies
10 Effective
Councils
City Council Special Meeting Minutes
March 18, 2023

Exceptional City Councils

1. Have a sense of team; a partnership with the
city manager to govern and manage the city

2. Have clear roles and responsibilities that are
understood and adhered

3. Honor the relationship with staff and each
other

4. Routinely conduct effective meetings

5. Hold themselves and the city accountable

6. Have members who practice continuous
improvement
Institute for Local Government
11 City Council Special Meeting Minutes
March 18, 2023

Council
Discussion
About Norms
Norms are agreed
upon standards of
behavior and
practices
Many Councils have a
set of adopted norms
for governance
12 City Council Special Meeting Minutes
March 18, 2023

Typical Council Norms
For Effective Governance
1) Maintain a citywide perspective, while
being mindful of our districts.
2) Move from I to we, and from campaigning
to governing.
3) Work together as a body, modeling
teamwork and civility for our community.
4) Assume good intent.
5) Disagree agreeably and professionally.
6) Utilize long range plans to provide big
picture context that is realistic and
achievable.
7) Stay focused on the topic at hand.

Ensure each member of Council has an
opportunity to speak.
8) Demonstrate respect, consideration
and courtesy to all.
9) Share information and avoid surprises.
10) Keep confidential things confidential.
11) Respect the council/manager form of
government and the roles of each
party.
12) Communicate concerns about staff to
the City Manager; do not criticize staff
in public..
13 City Council Special Meeting Minutes
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Consensus
on Norms
Do you
concur with
these typical
norms?
What
would
you
change?
14 City Council Special Meeting Minutes
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Councilmembers’
Comments
About Setting
Priorities
15 Desire to be more
strategic
Consider a two-year
budget process
Keep focused on
what we've already
started
Keep a
citywide
focus
Ensure we are
inclusive of all
segments of the
community
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March 18, 2023

Priority
Setting
16 We can’t
do
everything
But we can do
some things very
well if we are
focused
Successful City Governments
• Respect the ongoing work of City departments as the
day-to-day operations must be well managed; that takes
time
• Have a collaborative, trusting relationship between the City Council and staff
• Set a few priorities, with a staff work plan to achieve them
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March 18, 2023

17 Don’t fill up the bucket
with so many small
rocks that there isn’t
room for the big ones
Put the big
rocks in first
Then add the small
ones where there is
room
“Big Rocks”
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Today’s Process:

Council
Discussion and
Consensus on
Top Priorities
18 Review accomplishments and
context for setting priorities
Discuss items of interest to
Council
Understand what is already
planned
Use dot voting to determine top
priorities
Staff will incorporate into budget
and work plans
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Some Key
Accomplishments
Cited by
Councilmembers
19 • New executive leadership
• Completing the redistricting process
• Greater participation and diversity on City
commissions
• Development of the Climate Action Plan
• Covid-19 response
• Approval of the Housing Element
• Approval of Willow Village development
project
• Beginning to address historical inequities
within the City
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Financial
Outlook
20 General Fund revenues have
started to recover from
pandemic impacts
Economic uncertainty
• Bank collapses, significant layoffs in
tech sector
Development of updated fiveyearGeneral Fund financial
forecast
• To better inform decision-making
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How
Management
Staff Allocate
Their Time
21 85%
5%
5%
5%
Management’s Time
Day-to-day management of
municipal services
Unforseen challenges
New initiatives
Strategic improvements
and training
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Key Challenges
Forging a vision for the
City and setting
priorities
Planning for
emergencies Housing
Addressing impacts of
racial inequality
Staff vacancies and
capacity
Managing the pace of
development
Creating a vibrant
downtown Climate change
Improving
communication and
engagement
22 City Council Special Meeting Minutes
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Former
Council
Priorities
Adopted April 2021
23  Redistricting
 Reimagining Public Safety
 Conversion of buildings to all-electric (CAP #1)
 Housing Element and Zoning Code updates
 ConnectMenlo update
 Menlo Park Community Campus building
 Reimagining downtown
 Caltrain rail corridor quiet zone analysis
 Middle Avenue rail crossing and complete streets
City Council Special Meeting Minutes
March 18, 2023

Former
Council
Work Plan
Adopted April 2021
24  Racial equity – NLC REAL program and baseline project  Set citywide goal for increasing electric vehicles (EVs) and decreasing gasoline sales (CAP #2)
 Expand EV charging access for multifamily and commercial properties (CAP #3)
 Reduce vehicle miles traveled by 25% or an amount recommended by the Complete Streets Commission (CAP #4)
 Transportation management association formation (CAP #4a)  Eliminate the use of fossil fuels from municipal operations (CAP #5)  Develop a climate adaptation plan (CAP #6)
 Implement Menlo Park SAFER bay (CAP #6a)
 Public health advocacy (Covid-19, mental health)
 Caltrain grade separation
 Willow Road traffic calming
 Coleman and Ringwood avenues transportation study
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Examples of
Significant
Council
Directed Projects
or Items
Requiring
Allocation of
Staff Time
25 Implement new technology to improve operations and customer service
Evaluate and improve public engagement strategies and emergency preparedness communications
Maintain a productive workforce and continue to fill key vacancies and retain talent; complete negotiations with labor groups Advance Climate Action Plan goals: Reach Code 2.0, public education, fossil fuel use elimination at City facilities Implement Housing Element including Environmental Justice and Safety Elements
Advance transportation projects that enhance safety and quality of life
Coordinate development projects
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Priorities Mentioned by Councilmembers
26 Emergency
preparedness Climate action Activating downtown Safe streets Housing Advancing
equity
Organizational
effectiveness
Community
engagement
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27 Community
Input on
Priorities
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Community Input on Priorities
28 Main themes of 392 online submissions:
 Quiet zone for train noise (41%)
 Expand pickleball opportunities (25%)
 Preserve/improve tennis opportunities (17%)
 Safe streets for bicycles and traffic (14%)
 Sustainability, mainly electrification and climate action (10%)  Other themes: Emergency preparedness/response, recreation opportunities/improvements and park preservation, housing, downtown vibrancy
City Council Special Meeting Minutes
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Discussion of Priority Issues
29  Emergency preparedness
• The changing nature of threats
• Response plans
• Communication to residents and
businesses
Climate action
• Advancing plans for climate adaptation
• Reducing vehicle miles travelled (VMT)
• Reducing/eliminating use of fossil fuels
• Electrifying buildings and vehicles
 Activating Downtown
• Creating vibrancy
• Attracting diners and shoppers
• Developing downtown parking lots
 Safe Streets
• Multimodal: walking, biking, cars
• Traffic enforcement
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Discussion of Priority Issues (continued)
30  Housing
• Creating workforce housing
• Meeting state requirements (RHNA)
• Managing the pace of development
Advancing Equity
• Through the priority of City expenditures
• Addressing the geographic determinants
of health
• Addressing impacts of red-lining
 Organizational Effectiveness
• Strategic planning
• Better use of advisory bodies
• Review of policies and processes
• Enhancing the City's website to offer
more online services
 Community Engagement
• Improving communication with those not
"plugged-in" to city hall, e.g., seniors,
low-income residents, community-based
organizations
• Hosting events that build community
City Council Special Meeting Minutes
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Dot Voting
Priorities to be set
through FY 2023-24
31 Dot voting exercise
for priorities
• Place your dot next to
your four top priorities
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Commitments
from Staff
32 Align programs, projects and activities
to advance Council priorities consistent
with budget, staffing, and workloads
Build Council direction into the
budget
City Council Special Meeting Minutes
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Staying on
Track with
Priorities
33 Regular
progress
reporting
Hold off on new
Council initiatives
until next priority
setting
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Best Practice
Criteria for
Adding
Initiatives and
Projects
Mid Cycle
34 Emergency (natural
disaster, pandemic,
civil unrest)
New outside
funding opportunity
that is time
sensitive
New multi-agency
opportunity that
cannot be delayed
Community safety
issue that must be
addressed in near
term
Changes in laws or
Otherwise wait until mandates
next priority-setting
process
What comes off
the plate if
something goes
on?
What are the
consequences of
shifting direction
mid way?
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35 Workshop
report
City
Manager’s
next steps
Next
Steps
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Closing
Comments
36 Please share a comment about what was
useful about today’s discussions.

City Council Special Meeting Minutes
March 18, 2023

Steve Mermell | [email protected]
Thank you!
City Council Special Meeting Minutes
March 18, 2023