City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
SPECIAL AND REGULAR MEETING MINUTES
Date: 3/12/2024
Time: Special City Council Meeting 5:00 p.m.
Regular City Council Meeting 6:00 p.m.
Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Special Session
A. Call To Order
Mayor Taylor called the meeting to order at 5:07 p.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. Agenda Review
The City Council pulled item Consent Calendar G1. and Informational Item H4.
D. Special Business
D1. Annual City Council goal setting workshop (Staff Report #24-038-CC) 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 City Council Procedures Manual section “Placing Items on the City Council Agenda”:
Non-agendized items
Members of the public making request
City Councilmember support to agendize an item
Creation of a City Councilmember form for adding items (including how it relates to priorities and/or regular business needs)
Creation of a City Councilmember form for City Councilmember Reports items The City Council discussed challenges:
Inability to allocate resources to every need
Climate resilience/impacts to climate changes that are out of the cities control but impacts residents
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council discussed:
How the public can advance their specific projects
Status updates on projects that are not a top goal
The City Council took a recess at 6:14 p.m.
The City Council reconvened at 6:25 p.m.
Lynne Bramlett spoke in support of retaining and combining current goals, directing goals to advisory bodies and include disaster preparedness as a top goal. Marcy Abramowitz with donated time from Joanne Goldberg spoke in support of prioritizing quiet zones.
Executive Director of Menlo Spark Brian Schmidt spoke in support of retaining climate action as a goal.
Janet Benson spoke in support of retaining the Reactivation of Downtown as a goal. Gregory Faris spoke in support of prioritizing the West Menlo triangle annexation. Maya Sewald spoke in support of prioritizing public safety and automated license plate readers (ALPRs).
Dorothy Dickey spoke in support of prioritizing public safety, ALPRs and decreasing police response times.
Katherine Dumont spoke in support of prioritizing the implementation of the Housing Element, additional affordable housing and renter’s protections. Menlo Together representative Adina Levin spoke in support of prioritizing the implementation of the Housing Element, Transportation Master Plan (TMP) and Environmental Justice Element. Canopy Director JP Renaud spoke in support of retaining climate action as a goal. Jeff Schmidt spoke in support of retaining climate action as a goal. Dashiell Leeds spoke in support of retaining climate action as a goal. Susan Hinton spoke in support of prioritizing the banning of artificial turf and toxic plastics citywide.
Jeremy Levine spoke in support of affordable housing and climate resiliency. Andrew Barnes spoke in support of retaining safe streets as a goal and prioritizing support for child and youth and infrastructure needs.
Jenny Michel spoke in support of retaining climate action as a goal and provided suggestions of adding projects to the current goals.
Naomi Goodman spoke in support of retaining climate action as a goal and including resiliency. Amar spoke in support of retaining safe streets as a goal. Tonia Lutch spoke in support of prioritizing public safety and ALPRs. Christy Peetz spoke in support of prioritizing quality of life issues when implementing the Housing Element, specifically recreation centers and safe streets. Katie Behroozi spoke in support of retaining climate action as a goal and prioritizing actions to minimize rental displacement.
Pam Jones spoke in support of prioritizing an anti-displacement policy, a bi-annual report of apartment vacancy rates, funding items for the Environmental Justice and Safety Elements and additional infrastructure needs with the implementation of the Housing Element. Randy Avalos spoke in support of prioritizing parks and natural spaces and public safety and in opposition of ALPRs.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council discussed goals mentioned by the City Councilmembers:
Public safety
Emphasis on climate action/resilience
Recreation/quality of life/amenities
Support for children and youth
The City Council engaged in the selection of priorities exercise selecting the top four priorities:
Climate Action
Emergency Preparedness
Safe Streets
Housing
The City Council discussed:
What the city has exclusive/total control over to impact the residents of Menlo Park Refining the top goal labels
The City Council discussed planning-related project priorities:
Single-family residential use permit requirements review Re-prioritizing planning-related project:
– Single-family residential use permit requirements
– Encourage/require community-serving, non-office ground floor uses in R-MU zoning district – Encourage/require community-serving, non-office ground floor uses along El Camino Real and Santa Cruz Ave
– Park preservation ordinance
Combining objective residential design standards Housing Element program and single-family residential use permit requirements
Retail needs in the Bayfront area
Addressing the zoning changes to non-office, ground floor uses along El Camino Real and Santa Cruz Avenue
The City Council engaged in the selection of the mission statement exercise selecting:
The City of Menlo Park services the community by addressing current and future needs in alignment with residents' values and priorities.
The City Council discussed the mission statement and considered:
The City of Menlo Park provides outstanding municipal services to the community by addressing current and future needs in alignment with residents' values and priorities.
The City Council engaged in the selection of the vision statement exercise selecting:
Menlo Park is a healthy, and safe place to live, learn, work, play, exercise, socialize, and thrive.
The City Council discussed the vision statement and considered:
Menlo Park is a healthy, vibrant and safe place to live, learn, work, play, exercise, socialize, and thrive.
Menlo Park is a welcoming and vibrant city where the community can thrive.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council engaged in the selection of the values exercise selecting the following:
Integrity
Inclusion
Service
Diversity
Accessibility
Transparency
The City Council received clarification that the mission statement, vision statement and values would be returned at a future City Council meeting for further discussion and consideration.
The City Council took a recess at 8:43 p.m.
The City Council reconvened at 8:55 p.m.
Regular Business
E. Public Comment
Executive Director of Menlo Spark Brian Schmidt spoke in support of the electrification grant opportunity.
David Yoshida spoke in support of permanent pickleball courts at Burgess Park and pickleball noise mitigations at Nealon Park.
F. Presentations and Proclamations
F1. Proclamation: Women's History month
Mayor Taylor read the proclamation (Attachment).
G. Consent Calendar
G1. Accept the City Council meeting minutes for February 13, 2024 (Attachment) G2. Adopt a resolution initiating the Menlo Park Landscaping Assessment District proceedings for fiscal year 2024-25 (Staff Report #24-039-CC)
ACTION: Motion and second (Nash/ Wolosin), to approve the consent calendar, passed unanimously.
H. Informational Items
H1. City Council agenda topics: March – April 2, 2024 (Staff Report #24-043-CC) The City Council requested a community event item to return to the City Council.
H2. Transmittal of city attorney billing (Staff Report #24-040-CC)
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov H3. Informational report regarding regulation of wireless facilities in the public right-of-way (Staff Report #24-041-CC)
H4. City Council compensation (Staff Report #24-042-CC)
The City Council discussed the historical monthly City Council compensation.
I. City Council Initiated Items
I1. Direction on automated license plate readers (Staff Report #24-044-CC) Randy Avalos spoke in opposition of pursuing of ALPRs.
City Councilmember Doerr introduced the item.
The City Council discussed addressing the increase in crime across the city, consideration of the outcome, but not necessarily the tool, privacy concerns, costs and effectiveness of ALPRs.
The City Council directed
Direct the city manager to prioritize staff resources to prepare a formal staff report for further City Council consideration and/or action for the 2024-25 budget conversation.
The City Council received clarification on resource needs and ALPRs alternatives.
ACTION: Motion and second (Doerr/ Combs), to direct the city manager to prioritize staff resources to prepare a formal staff report for further City Council consideration and/or action before the 2024-25 budget conversation, 4-1 (Nash dissenting).
I2. Direction on building electrification approaches (Staff Report #24-045-CC) Executive Director of Menlo Spark Brian Schmidt spoke in support of exploring building electrification approach.
City Councilmembers Doerr and Nash introduced the item.
The City Council received clarification on staff time allocation and resources.
The City Council discussed adding to Environmental Quality Commission work plan.
ACTION: Motion and second (Doerr/ Nash), to direct the city manager to prepare a formal study session staff report for further City Council consideration, 4-1 (Combs dissenting) J. City Manager Report
City Manager Justin Murphy reported out on the Middle Avenue Complete Streets Project virtual meeting, upcoming Youth Advisory Committee flea market and current city recruitments for
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov advisory bodies.
K. City Councilmember Reports
None.
L. Adjournment
Mayor Taylor adjourned the meeting at 9:51 p.m.
Assistant to the City Manager/ City Clerk Judi Herren
These minutes were approved at the City Council meeting of April 2, 2024.
Steve Mermell, Special Advisor
Mary Locey, Consulting Manager
City of Menlo Park
City Council Workshop
City Hall Council Chambers
March 12, 2024
D1-PRESENTATION
Welcome from Mayor Taylor
2 City Councilmember
Maria Doerr
City Councilmember
Betsy Nash
Mayor
Cecilia Taylor
Vice Mayor
Drew Combs
City Councilmember
Jen Wolosin
Opening Comments from the City Manager
3 City Manager
Justin Murphy
Today’s Agenda
4 Review best practices in governanceReceive City Council input on procedures manual updateReview City Council goals for FY 2024‐25Prioritize community development projectsDiscuss and create consensus on mission, vision and valuesStrengthen teamworkReview next stepsWrap up This Photo by Unknown Author is licensed under CC BY‐SA Workshop Ground
Rules
Listen to
understand
each other’s
point of view
Seek
consensus
Assume good
intent
Speak up if we
need course
correction
Stay focused
Bike Rack
6 Time
management tool
Items to discuss at a
later time
7 Icebreaker
What was your first job?
What did you learn or take
away from the
experience?
8 Icebreaker Exercise
Why is Effective Governance Important?
9 City Council
teamwork
affects how
the City is
perceived
Strategic Direction
Achieving
Results
Recruitment and
Retention
Economic
Development
Regional
Influence
• Respect City Manager’s role as chief executive
• Give the City Manager a heads up; practice the
“no surprise” rule
• Focus on policy and not get into the weeds• Refrain from directing staff, even informally• Help create a “no blame” culture; do not criticize staff. If City Councilmembers have concerns, bring
them to City Manager privately.
• Ask questions in advance of City Council meetings
to get as many answered as possible
Effective City Manager – City Council Teamwork
Makes for Good Policy and Solid Organizations
10 • Be clear and direct with City Council
• Translate City Council policy into action and
budgets
• Provide heads up and practice the “no surprise”
rule
• Communicate with all members of City Council
equally
• Ensure that staff provides options, clear analysis,
and recommendations to City Council
• Work to help City Council see the “big picture”
including impacts of policy positions
City Council City Manager
Best practices based on Institute for Local Government, League of California Cities, International City/County Management Association 11 Attributes of Effective
City Councils
Effective City Councils• Develop a sense of team –a partnership with the city manager to govern the city.
• Have a clear roles and responsibilities that
are understood and adhered to.
• Honor the relationship with staff and each
other.
• RouƟnely conduct effecƟve meeƟngs.• Hold themselves and the city accountable.• Have members who practice continuous personal learning and development.
Attributes of Effective City Councils
Doing your part as a
Councilmember
• Do your homework – read the agenda packet and
send questions to the City Manager ahead of the
Council meeting.
• Don't grandstand or pack the City Council
Chambers.
• Be willing to compromise, understand it takes a
majority to take an action.
• Be nice, be patient, be kind.• Be respectful of city staff, they are professionals who seek to do good work. Understand they may
not understand the political dimension as you do.
• Respect the role of the City Manager and work
through them.
12 Characteristics of Ineffective City Councils
• Don’t regularly meet with the City Manager.• Don't read the agenda packet before the City Council meeting.
• Don't seek consensus with their City Council
colleagues.
• Grandstand.• Attack staff publicly.• Fail to transition from campaigning to governing.• Pack the City Council Chambers with advocates for their position.
• Go around the City Manager to direct staff.• Seek to relitigate issues that have been decided.• Have a win‐lose mindset.• Don’t see themselves as part of the municipal organization.
13 Discussion of the
City Council
Procedures Manual
Suggested Process for Placing Items on the
City Council Agenda
• City Councilmembers make request:
Via email to CCIN or to City Manager with Cc to Mayor no later than two business days before publication of the meeting agenda
Via verbal request during City Council reports at a City Council meeting Item will appear under “City Council initiated items” for further discussion City Council can direct City Manager to prepare staff report, direct item to advisory body, defer action to workshop
• Members of the public make request:
Via email to CCIN
• Non‐agendized items:
City Council must make appropriate findings Requires four‐fifths vote • Emergency items:
Item must affect public health or safety, like work stoppages, disasters, severe emergencies Requires majority vote 15 16
Discussion of Goals
Goal Setting
17 We can’t
do
everything
But we can do
some things very
well if we are
focused
Successful City Governments
• Have a collaborative, trusting relationship
between the City Council and staff
• Select a few key goals, with staff to achieve them
• Respect the ongoing work of City departments as
the day‐to‐day operations must be well managed;
that takes time
“Big Rocks”
18 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
Stephen Covey"First Things First"
Accomplishments cited by City Councilmembers
• Approval of the Housing Element• Filling key vacancies• Completion of park projects• Completion of protected bike lane
• Zero emissions landscape
equipment ordinance
• Return of community events that
were on hold due to COVID‐19
pandemic
19 Challenges mentioned by City Councilmembers
20 Loss of revenue and increased operating costsStaff vacancies, turn‐over and in some cases lack of experienceCourt ruling limiting the City's ability to take action on climate changeElections by district promote parochialism and loss of citywide focusAddressing loss of affordable rental units; illegal evictions and housing discriminationEffectively managing development both large and small Financial Outlook
21 General Fund revenues recovery• Sales taxes show the first year of growth since the pandemic• Hotel occupancy taxes have recoveredEconomic uncertainty• Inflation, higher interest rates, lower investment returns, lingering supply chain disruptions, staffing challenges Long‐term financial planning• Evaluate the overall structural balance of the General Fund • Plan for future capital improvements
Financial
Outlook
22 Monitoring and Forecasting Revenues:
Property Taxes
• Most significant revenue source
for the City
• Property tax revenue continues to
grow, but the overall share of
property tax revenue in theGeneral Fund has declined since 2020
• The City only receives $0.12 for
every $1.00 of property tax paid.
Financial
Outlook
23 Monitoring and Forecasting Revenues:
Vehicle License Fee (VLF)
• Significant impacts to VLF revenue in recent years
• Current CA State deficit of $76 billion could reduce VLF contributions • Current shortfalls:
• Fiscal year 2023‐23 shortfall is $1.8 million
(amount due = $6.3 million)
• Fiscal year 2023‐24 shortfall is $2.8 million
(amount due = $6.6 million)
• Uncertainty and fluctuations due to lag time for payments: in fiscal year 2022‐23, the City received partial backfill for fiscal years 2020‐21 and 2021‐22.
How Staff Allocate
Their Time
24 85%
5%
5%
5%
Average Allocation of Staff’s Time
Day‐to‐day delivery of municipal servicesUnforeseen challengesNew initiativesStrategic improvements and training Staff Numbers
at a Glance
Staff available to work on special
projects or City Council initiatives
include the Executive Team,
Managers, and Management Analysts.
All have ongoing responsibilities in
their roles and assignments.
25 288179
5447
• The City has 288.5 authorized staff
positions for FY 2023‐24
Total Staff
• 179 of these position are filled by
specialty trained operations staff
Operations Staff
• 54 of these positions are vacant
Vacancies
• 47 of these positions are filled by
sworn public safety personnel
Public Safety
This leaves 8 staff positions available to
assist with special projects
8 Status of Current
Goals
HousingEmergency preparednessClimate actionActivating downtown/economic developmentSafe streets Goals Mentioned by City Councilmembers
27 Financial
sustainability
Emergency
preparedness Climate action
Activating
downtown/Economic
development
Safe streets Housing Advancing equity Support for children and youth Addressing
infrastructure needs
Community Input
Main themes of 53 online submissions:• Overall, strong support for existing goals• Climate action (63%)• Safe streets (52%)• Housing (41%)• Emergency preparedness (25%)• Activating downtown / economic development (21%)• Other theme: quiet zone 28 City service priorities – community survey
Identified in community survey in Nov. 2023 by Godbe Research• Maintain street and pothole repair (28.3% much support/42.6% somewhat support)
• Maintain parks, open space, sports fields and children & play structures at City parks (33% much support/37.1% somewhat support)
• Keep public areas healthy, safe and clean (26.4% much support/44.1% somewhat support)
• Maintain police 9‐1‐1 emergency response and preparedness (30% much support likely/34.7% somewhat support)
• Enhance emergency preparedness for storms, flooding and wildfires (28.5% much support/39.8% somewhat support)
• Provide safe sidewalks and bike paths (32.3% much support/36.7% somewhat support)
29 Public Comment
31 Goals Dot Voting
Select your top 4
Discussion
32 33
Discussion of Community Development Project Priorities
34 Housing Element – major projects
Currently underway:• Development of affordable housing on downtown parking lots Comprehensive approach recommended:
• Anti‐displacement strategy• Update to Below Market Rate (BMR) Guidelines City Council direction needed at future meeting:
• Accessory Dwelling Unit (ADU) amnesty program• Objective residential design standards 35 Planning‐related projects
Undertake as staff capacity allows:• Encourage/require community‐serving, non‐office ground floor uses along El Camino Real and Santa Cruz Ave
• Encourage/require community‐serving, non‐office ground floor uses in R‐MU zoning district
• Park preservation ordinance• Single‐family residential use permit requirements review 36 Discussion of Community Development Project Priorities Mission, Vision and Values
37 MISSION VISION VALUES
38 Mission Statement
A mission statement tells the purpose of the City of Menlo Park Clearly states the purpose of the organization – the reason for the organization’s existence Short enough to be remembered
Does not repeat what is in the vision statement
Is written in the present tense because it is what we do now Key words/phrases mentioned in City Council interviews
Quality of life
Meeting
community
needs
Providing
services to the
community
Vibrant Sustainable Welcoming Play/Playful
39 Current
Mission
Statement
It is the mission of the City government to ensure that Menlo Park is a desirable and vibrant community in which to live and do business, and to respond to the values and priorities of the residents so as to provide for the community’s current and future needs.
Explicitly, the City fulfills its function by:
• Addressing the needs of the residents through the City Council, the appointed commissions and the City staff.
• Providing easy and open access to information and encouraging dialogue, enabling residents to actively engage in civic life.
• Providing for the safety of its residents, businesses and visitors.• Providing timely and responsive service.• Providing special assistance to those in need.• Functioning effectively, efficiently and with accountability.• Creating a positive and desirable workplace environment for City employees.• Managing change for the betterment of the City.• Creating and maintaining a viable revenue stream and providing for the unpredictable nature of our economy.
• Implementing and maintaining City infrastructure, facilities and programs.• Formulating sound environmental policies.• Recognizing and supporting the City’s diverse neighborhoods and population.• Acting as a responsible member of the greater region. 40 Mission – Draft Options
1.1. The City of Menlo Park services the community by addressing current and future needs in alignment with residents' values and priorities
2. The City of Menlo Park provides outstanding municipal services, safeguarding and improving the quality of life for all its residents.
3. Through the provision of exceptional municipal services, the City of Menlo Park supports its residents and business community to thrive and achieve success.
4. The City of Menlo Park exists to provide municipal services to the community it serves and to allocate limited resources for the benefit of all. 41 Vision Statement
A vision statement is about the desired future of the City of Menlo Park • Should be short enough to be easily remembered
• Does not repeat what is in the mission statement
• Is written in the present tense, as if the City is already there in the future Key words suggested most frequently for Menlo Park’s vision statement from the City Council interviews Good governance Vibrant Transparency Welcoming
Model
community/
leader/Center of
Silicon Valley
Healthy and safe Innovation Quality neighborhoods
42 Vision – Draft Options
1. Menlo Park is a healthy, and safe place to live, learn, work, play, exercise, socialize, and thrive.
2. Menlo Park is a desirable and vibrant community in which to live and do business.
3. Menlo Park is a model of innovation and good governance at Silicon Valley's heart, fostering transparency, vibrancy, and quality living. 43 Values
• Values drives the behaviors of all members of the
organization
• Should be clear enough for people to understand
their meaning
• Ideally limited to three to five so they can be easily remembered
44 Suggested Values
Accessibility Inclusion Equity Fairness
Diversity Integrity Efficiency Transparency
Service Neighborliness
45 Dot Voting on Mission, Vision and Values
Mission(1) Choose between one of the alternative draft mission statements (2) Place ONE dot by the mission statement you think best represents the purpose of the agency
Vision(1) Choose between one of the alternative draft vision statements (2) Place ONE dot by the vision statement you think best represents the future of the agency
ValuesSelect the top three values you think are most important for Menlo Park to embrace and place one dot on each of them.
46 Dot Voting Results!
Staying on Track with Priorities
47 Regular
progress
reporting
Hold off on new City
Council initiatives until
next goal setting cycle
Best Practice Criteria for
Adding Initiatives and Projects Mid Cycle
48 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
mandates Otherwise wait until
next priority‐setting
process
What comes
off the plate if
something
goes on?
What are the
consequences
of shifting
direction mid
way?
Next Steps
49 Workshop
report
City
Manager’s
next steps
City
Manager’s
next steps
Closing Comments
Please share acomment about whatwas useful abouttoday’s discussions. 50 Thank you!
Steve Mermell|[email protected]
Mary Locey|[email protected]
Thank you!
Proclamation
WOMEN’S HISTORY MONTH MARCH 2024
WHEREAS, every March, Women’s History Month provides an opportunity to honor the generations of trailblazing women and girls who have built our Nation, shaped our progress, and strengthened our character as a people; and
WHEREAS, throughout history, despite hardship, exclusion, and discrimination, women have strived and sacrificed for equal access and inclusion in communities across the country, fighting for and securing equal rights and opportunity throughout history as advocates for voting rights, reproductive freedom, abolitionists, civil rights leaders, suffragists, and labor activists; and WHEREAS, these women have opened the doors of opportunity for subsequent generations of dreamers and doers, community leaders, elected leaders, educators, first responders, service members, doctors, scientists, child care providers, innovators, entrepreneurs, and essential workers in every industry, representing the very best of America; and
WHEREAS, despite significant progress, women and girls continue to face systemic barriers to full and equal participation in our economy and society, including disparities in economic security, health care, and caregiving responsibilities, especially for those who perform critical work, including those who care for our children and our families, who are too often overlooked, underpaid, and undervalued; and WHEREAS, the full participation of women is a foundational tenet of democracy and the strength of our community rests on whether we make it possible for every person to contribute to our growth and prosperity; and
WHEREAS, as a community, we must join our voices with the chorus of history and push forward with unyielding faith to forge a more equal society for all our daughters, granddaughters, and great granddaughters – one where a woman's power is limited only by the size of her dreams and the boldness of her imagination, and where she does not need permission to pursue her fullest potential; and NOW, THEREFORE, BE IT PROCLAIMED, that I, Cecilia
Taylor, Mayor of the City of Menlo Park, on behalf of the City Council and City, do hereby proclaim and celebrate March 2024 as Women’s History Month in Menlo Park.
Cecilia Taylor, Mayor
March 12, 2024
AGENDA ITEM F-1