City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
REGULAR MEETING MINUTES
Date: 3/26/2024
Time: Regular City Council Meeting
Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Regular Session
A. Call To Order
Mayor Taylor called the meeting to order at 6:02 p.m.
B. Roll Call
Present: Nash, Taylor, Wolosin
Absent: Combs, Doerr
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
None.
D. Public Comment
Jacqui Cebrian spoke in support of the bike lane project on Middle Avenue. Evaine Young introduced themselves as the new San Mateo County LGBTQIA+ Commission representative.
E. Presentations and Proclamations
E1. Certificate of Recognition: 2023 STEM (science, technology, engineering and mathematics) Winner
Mayor Taylor presented the certificate of recognition (Attachment).
Santa Clara Valley Science and Engineering Fair Association (SCVSEFA) Board member Veena Jain accepted the certificate of recognition.
E2. Presentation: Caltrain Electrification + City Partnerships Caltrain Director, Strategy and Policy Sam Sargent made the presentation (Attachment).
The City Council received clarification on train testing schedule availability.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council took a recess at 6:30 p.m.
The City Council reconvene at 6:32 p.m.
F. Consent Calendar
F1. Accept the City Council meeting minutes for February 27, 2024 (Attachment) F2. Authorize the city manager to purchase library books and media from current vendors Ingram Content Group and Baker & Taylor in total amounts not to exceed $130,000 for Ingram Content Group and $100,000 for Baker & Taylor during fiscal year 2023-24 (Staff Report #24-046-CC) F3. Award a construction contract to Casey Construction, Inc. for the 2023-24 Water Main Replacement project (Staff Report #24-048-CC)
F4. Receive and file City Council and advisory body annual attendance report for March 2023 – February 2024 (Staff Report #24-049-CC)
F5. Receive and file the investment portfolio reports for Sept. 30 and Dec. 31, 2023 (Staff Report #24-050-CC)
F6. Consider and adopt a resolution accepting the 2023 Housing Element annual progress report and annual successor report (Staff Report #24-052-CC)
Jenny Michel spoke in support of affordable housing and housing the unhoused.
ACTION: Motion and second (Nash/ Wolosin), to approve the consent calendar, 3-0-2 (Combs and Doerr absent).
G. Regular Business
G1. Approve fiscal year 2024-25 budget principles (Staff Report #24-053-CC) Administrative Services Director Brittany Mello and Assistant Administrative Services Director Jared Hansen made the presentation (Attachment).
Adina Levin spoke in support of aligning budget and budget principles with City Council goals and priorities.
The City Council received clarification on how City Council goals are reflected in the budget.
The City Council discussed aligning the budget to City Council goals and priorities; adding an additional budget principle of “Strategically align and identify financial resources to implement City Council‐identified top goals.” under No. 2, “Provide city services and infrastructure that contribute to quality of life in Menlo Park.”; and adding clarifying language on the tools being used by the City and San Mateo County to No. 2 C, “Strive to balance the resources and requirements of each area of the city in an equitable manner through the use of equitable tools.” City Council Regular Meeting Minutes
March 26, 2024
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov ACTION: Motion and second (Wolosin/ Nash), approve budget principles for fiscal year 2024-25 with the addition of “Strategically identify and align financial resources to implement City Council‐identified top goals.”; updating No. 2 C to include “and ongoing collaboration with the Countywide Equity Working Group;” and include No. 1 “G. Evaluate the long-term structural balance of revenues and expenditures to maintain a sustainable general fund.”; 3-0-2 (Combs and Doerr absent).
H. Informational Items
H1. City Council agenda topics: April 2024 (Staff Report #24-054-CC) H2. Transmittal of city attorney billing (Staff Report #24-047-CC) H3. Annual City Council goal setting workshop update (Staff Report #24-051-CC) I. City Manager Report
City Manager Justin Murphy reported out on Housing Element and General Plan certification, recruitment for advisory bodies open through 5 p.m. March 27, Middle Avenue Complete Streets Project community meeting and upcoming egg hunt.
J. City Councilmember Reports
None.
K. Adjournment
Mayor Taylor adjourned the meeting at 7:06 p.m.
Assistant to the City Manager/ City Clerk Judi Herren
These minutes were approved at the City Council meeting of May 7, 2024.
City Council Regular Meeting Minutes
March 26, 2024
E1-PRESENTATION City Council Regular Meeting Minutes
March 26, 2024
Menlo Park City Council
March 26, 2024
Caltrain Electrification + City Partnerships
E2-PRESENTATION
City Council Regular Meeting Minutes March 26, 2024 Page 5 of 49 INSTRUCT IONS Key Milestones
Complete:
• Foundations (3,000+)
• Poles (2,500+)• Traction Power Facilities (10)• Overhead Wire (2.5 million feet)• Upgraded the Signal System San Francisco to San Jose (31 at grade crossings)
• Energized: San Mateo to San Jose (15 miles)• 8 trainsets on Caltrain property (1,000 mile passed by 5 trains)
• Over 1,000 First Responders Trained
Upcoming:
• Full Corridor Energized (Spring 2024)
• Additional trainsets on property and testing (Throughout 2024)• Soft Launch (Summer 2024)• Passenger Service: September 2024 2 City Council Regular Meeting Minutes March 26, 2024 Page 6 of 49 Electric Train Public Tours – Over 8,000 People Attended San Jose – August 2023San Francisco – September 2023
City Council Regular Meeting Minutes March 26, 2024 Page 7 of 49 Electric Train Tour + 160 Anniversary Event
4 • Event Details
í May 11, 2024 (National Train Day)í Time: 10:30a-2:30pí Location: San Carlos Station • Activities
í Electric Train Tourí 160 Years of Passenger Railí Community Boothsí Food Trucks City Council Regular Meeting Minutes March 26, 2024 Page 8 of 49 5 Electrified Service Plan Benefits
Express from SF to SJ in under an hourQuicker local service, 75 minutes instead of 100Save nearly 30 minutes on trips from Southern Santa Clara County to SF Ride More, Wait Less First Class for Everyone Clean and Green Improved service for all riders
5 GHG emissions reduced by 250K MTCO2 annually –equivalent to taking 55,000 cars off the road each yearImproves local air quality Quieter trains, both onboard and off Free Wi-Fi Smoother, quieter experienceOutlets at every seatDigital trip information onboardSpacious, accessible bathrooms 20% more train service26% more train service at equity priority stationsHalf-hourly service during weekends and off-peak Get There Faster
City Council Regular Meeting Minutes March 26, 2024 Page 9 of 49 City Fact Sheets
www.caltrain.com/servicebenefits
City Council Regular Meeting Minutes March 26, 2024 Page 10 of 49 7 Electrified Service Plan Benefits
Menlo Park
www.caltrain.com/servicebenefits
City Council Regular Meeting Minutes March 26, 2024 Page 11 of 49 Electric Train Testing
8 Testing Location Start DateMountain View to San Jose (13 miles) September 2023San Mateo to San Jose (31 miles) March 9, 2024San Francisco to San Jose (51 miles) April 2024 Note: Testing will continue until trains enter revenue service in Fall 2024 • Each of the 23 trainsets need to be tested for 1,000 miles• Four trainsets have completed 1,000 mile tests• Train testing between 10p-4a most weeknights; 1-2 test trains every hour• Residents may hear additional noise from horns, bells, and crossing gates during train movements
City Council Regular Meeting Minutes March 26, 2024 Page 12 of 49 Public Outreach Safety Campaign
• Community Meetings• Residential Mailers• Onboard Outreach• School Campaign• Public Service Announcements• Right-of-way outreach Safety Video at
caltrain.com/safety
Right-of-Way Flyer Residential Mailer
9 City Council Regular Meeting Minutes March 26, 2024 Page 13 of 49 Connect with Caltrain Electrification
10 • Learn more at caltrain.com/electrification • Sign-up for Project Updates: caltrain.com/get-involved • Share Caltrain Electrification Benefits and News• Additional Celebration Events í Soft Launch in Summerí Project Completion in September - City & Station Block Parties City Council Regular Meeting Minutes March 26, 2024 Page 14 of 49 City Partnership/Toolkit
City Council Regular Meeting Minutes March 26, 2024 Page 15 of 49 Vital Role of
Caltrain-City Partnerships
The ability of Caltrain to sustain and expand service will depend in large part on cities actively supporting expansion of ridership to groups beyond Caltrain’s traditional core riders.
City Council Regular Meeting Minutes March 26, 2024 Page 16 of 49 Caltrain Ridership / Fiscal Cliff
Operating Deficit, Subject to Change
* Current MTC recommendation $25M, reduce deficit to $8M in FY26 70,000 (2020)
21,000
(2023)
Notes: • Farebox Recovery 74% (2020); 30% (2023)• 20+ closures in 2023 for electrification construction
• Average weekday ridership increased by 14%
compared to the same month in prior year
Average Daily Riders
*
$8 6
13 City Council Regular Meeting Minutes March 26, 2024 Page 17 of 49 Ridership Growth Actions
• Board Adopted Equity, Growth, and Recovery Policy• Revised schedule: standard schedule, highest level service - focused on more midday, evening and weekend service (diversify ridership) • Regional Coordination: timed transfer, better signage Millbrae; GM group• Pass Forward Program: Bringing in new riders by providing passes for lowincome and historically disadvantaged riders • Fare promotions: 50% off ticket sales, Offering low-income riders half off their fare through Clipper START program
• Customer Experience: 300 new bicycle eLockers, new ticket options (mobile/in-person)
• Taskforce Created: Cross functional, dedicated to ridership growth• Electrification Planned 2024 City Council Regular Meeting Minutes March 26, 2024 Page 18 of 49 Caltrain-City Partnership Toolkit
In partnership we can increase transit ridership and:
Ɣ Reduce traffic and parking demandƔ Support downtown recovery (vibrancy and tax revenues)Ɣ Improve employee recruitment and retention Ɣ Incentivize workers to return to the office
Ɣ Reduce Greenhouse Gas Emissions
Creating vibrant, diverse, people-centered communities where people gather, work and connect 15 City Council Regular Meeting Minutes March 26, 2024 Page 19 of 49 Ɣ City Worker Go Passes
Ɣ Transportation Demand ManagementƔ Development AgreementsƔ Local OrdinancesƔ Transportation Management Association
Ɣ Station AccessƔ Parking ManagementƔ Transit Oriented Development Partnership Models
16 City Council Regular Meeting Minutes March 26, 2024 Page 20 of 49 City Implementation
Ɣ Local governments hold significant power in
transforming commuting habits.
Ɣ Each city has distinct characteristics and
needs, thus requiring a tailored approach (cities can “pick and choose” from different models) Ɣ Implementation can be tailored to ensure
manageability and sustainability for each city
Through cities adopting Toolkit policies and programs, we can create a future where residents and workers enjoy a higher quality of life, and cities and Caltrain thrive. 17 City Council Regular Meeting Minutes March 26, 2024 Page 21 of 49 Major Projects / Initiatives
18 City Council Regular Meeting Minutes March 26, 2024 Page 22 of 49 Major Projects /
Initiatives
Ɣ Corridor Crossing StrategyƔ Battery Electric Multiple Unit Train Ɣ Transit Oriented DevelopmentƔ Portal (SF Downtown Extension)Ɣ Diridon Business Case 19 City Council Regular Meeting Minutes March 26, 2024 Page 23 of 49 Corridor Crossings Strategy
Note: Active grade separation projects will continue in parallel. 20 City Council Regular Meeting Minutes March 26, 2024 Page 24 of 49 Our success will mean that we make everyday life
easier for the people who live and work in our communities.
City Council Regular Meeting Minutes March 26, 2024 Page 25 of 49 Contact Information
Caltrain Website: www.caltrain.comCity Partnerships: caltrain.com/citypartnership Electrification Project: caltrain.com/electrification
Email:
[email protected]
22 City Council Regular Meeting Minutes March 26, 2024 Page 26 of 49
FOR MORE INFORMATION
WWW.CALTRAIN.COM
City Council Regular Meeting Minutes March 26, 2024 Page 27 of 49 24 Electrified Service Plan Benefits
Express from SF to SJ in under an hourQuicker local service, 75 minutes instead of 100Save up to 28 minutes on trips from Southern Santa Clara County to SF Ride More, Wait Less First Class for Everyone Clean and Green Improved service for all riders
24 GHG emissions reduced by 250K MTCO2 annually –equivalent to taking 55,000 cars off the road each yearImproves local air quality Quieter trains, both onboard and off Free Wi-Fi Smoother, quieter experienceOutlets at every seatDigital trip information onboardSpacious, accessible bathrooms 20% more train service26% more train service at equity priority stationsHalf-hourly service during weekends and off-peak Get There Faster
City Council Regular Meeting Minutes March 26, 2024 Page 28 of 49 25 Electrified Service Plan Benefits
Express from SF to SJ in under an hourQuicker local service, 75 minutes instead of 100Save up to 28 minutes on trips from Southern Santa Clara County to SF Ride More, Wait Less First Class for Everyone Clean and Green Improved service for all riders
25 GHG emissions reduced by 250K MTCO2 annually –equivalent to taking 55,000 cars off the road each yearImproves local air quality Quieter trains, both onboard and off Free Wi-Fi Smoother, quieter experienceOutlets at every seatDigital trip information onboardSpacious, accessible bathrooms 20% more train service26% more train service at equity priority stationsHalf-hourly service during weekends and off-peak Get There Faster
City Council Regular Meeting Minutes March 26, 2024 Page 29 of 49 City Worker Go Passes
Ɣ Annual unlimited ride passes for city staffƔ Stress-free commute across all Caltrain zones, seven days a week City Council Regular Meeting Minutes March 26, 2024 Page 30 of 49 Transportation
Demand Management (TDM)
TDM measures can include:
Ɣ Free / subsidized public transit passes
(Caltrain’s Go Pass) for employees / residents of a new development Ɣ Charge for parking / no parking at the
development
Ɣ Public private partnership connecting
transit (Caltrain) to employment / residential hubs via micromobilty, bus and shuttle routes Example: The City of San Francisco’s TDM measures
include fewer parking spaces relative to surrounding neighborhoods, more bicycle parking and amenities, subsidized transit passes, and delivery services facilities.
Encouraging transit use reduces congestion, parking needs, VMT and emissions generated by a new development City Council Regular Meeting Minutes March 26, 2024 Page 31 of 49 Development
Agreements (DA’s)
Indirect DA’s can restrict vehicles and/or trips associated with a project; allows project developer latitude in SOV trip reduction.Example: Starting in 2000, Stanford University was required to have “no net new trips” resulting from their added on-campus development. The result has been an award-winning expansion of their TDM program; Caltrain serves as a key backbone.
Direct DA’s can mandate a TDM program, including
a Go Pass / transit pass requirement for those in the development; can include station access improvements.
Applicable to commercial and residential developments. Early consultation with Caltrain encouraged to explore most effective approaches.
Example: Stanford University Medical Center Renewal & Replacement Project’s 51 year requirement to provide annual Caltrain Go Passes to all center employees.
City Council Regular Meeting Minutes March 26, 2024 Page 32 of 49 Local Ordinances
Reducing SOV trips, congestion and GHG emissions
Municipalities can create legislation requiring employers to provide commuter benefits supporting public transit use, biking or carpooling to work.Example: The City of San Francisco Commuter Benefits Ordinance requires employers with 20 or more employees to offer pre-tax benefits, employer-paid benefits for transit or vanpool, provide transportation for their employees, or offer some combination of those benefits.
City Council Regular Meeting Minutes March 26, 2024 Page 33 of 49 Transportation
Management Association
Ɣ Non-profit, public private partnerships that
provide information and resources to commuters
Ɣ Offer benefits such as free rides on public transit
(e.g. Go Pass and cash incentives for bicycling)
Ɣ Funded by cities, private sector, and grants.
Examples:
Ɣ Palo Alto TMA offers a Clipper Card loaded with their choice of a monthly pass (e.g. Caltrain)
Ɣ City of Mountain View’s TMA provides free / low-cost
transportation alternatives, including a free shuttle connecting Caltrain to various locations around the city.
Ɣ Stanford Research Park (SRP)’s comprehensive TMA
includes transit passes, a Transit Hub facility, and assistance to employees to determine the best commute option.
Established by stakeholders with a shared interest in improving commute conditions within a geographic area.
City Council Regular Meeting Minutes March 26, 2024 Page 34 of 49 Station Access
An Essential Point of Collaboration
Ɣ Access improvements may be coordinated through a city’s station area plans or DA’s.
Municipalities should consider engaging Caltrain when developing and updating station area plans and pedestrian and bicycle plans.
Ɣ Customers hoping to access a Caltrain station by bike often encounter compromised or intimidating routes that discourage them from riding a bike.
Ɣ Cities that install continuous, high-quality facilities that are designed for all ages and abilities are those that see the most bike access to Caltrain stations.
Example: Redwood City on Arguello Street made a quality bike facility improvement to the station by converting angled parking into a curbside bike lane protected from traffic by parallel parking.
City Council Regular Meeting Minutes March 26, 2024 Page 35 of 49 Parking Management
Managing parking is a way to increase transit use. Programs can include:
Ɣ Reduce parking minimums or implement parking maximums in city regulations Ɣ Paid (market rate) on-street parking, and residential parking programs (for example, requiring parking permits)
Ɣ Using revenue from paid parking to fund public services, like transit pass programs and pedestrian safety improvements.
Example: SFMTA implemented parking demand management as part of their TDM measures to ensure optimal usage and availability. Revenue from parking is invested into the sustainable transportation network (like transit). SFpark, the demand-responsive parking pricing program, periodically adjusts meter and garage pricing to match the level of demand, encouraging drivers to park in underutilized areas and garages, reducing d di d
City Council Regular Meeting Minutes March 26, 2024 Page 36 of 49 Transit Oriented Development (TOD)
Ɣ Housing or mixed-use developments located near transit stations that are designed to be pedestrian-friendly neighborhoods with easy access to transit.
Ɣ Creates higher density of housing, jobs, services, and shopping around public transit stations to reduce greenhouse gas emissions.
Ɣ Caltrain is supportive of TOD near our stations and encourages cities to engage with us throughout the development process.
Example: City of San Mateo’s Rail Corridor Transit Oriented Development Plan provides guidance for the creation of TOD within a half-mile of Hillsdale and Hayward Park Caltrain stations, and includes transit supportive policies, land uses, development densities, height standards, and design guidelines.
City Council Regular Meeting Minutes March 26, 2024 Page 37 of 49 FISCAL YEAR 2024-25 BUDGET PRINCIPLES
March 26, 2024
G1-PRESENTATION City Council Regular Meeting Minutes
March 26, 2024
AGENDA
Budget principles
Budget development calendar
City Council approval and direction
City Council Regular Meeting Minutes
March 26, 2024
Staff presents the below budget principles for fiscal year 2024-25 to ensure the city manager’s proposed budget
reflects the City Council’s foundational budget values.
1. Promote the City’s long-term fiscal sustainability
2. Provide city services and infrastructure that contribute to quality of life in Menlo Park
3. Revenue sources and grant accounting
PROPOSED BUDGET PRINCIPLES
3 City Council Regular Meeting Minutes
March 26, 2024
A. Implement the annual payment necessary in the budget to achieve amortization of the CalPERS Net Pension Liability in accordance with the actuarial 15-year amortization schedule. This is consistent with the City Council’s previously adopted budget principle to plan for an accelerated reduction of the unfunded accrued liability (UAL).
B. Invest in technologies that minimize low value-add processes, increase transparency in communications and most efficiently utilize our talented staff.
C. Strive to achieve City Council cost recovery goals for fee-based services.
D. Continue to evaluate the most cost-effective method to provide services at a specified level that provides the City with flexibility in all economic conditions, including the use of contracted services, shared services, and regular and limited-term employees.
1. PROMOTE THE CITY’S LONG-TERM
FISCAL SUSTAINABILITY
4 City Council Regular Meeting Minutes
March 26, 2024
E. Proactively manage the loss of institutional knowledge by documenting procedures, practices and processes and succession planning efforts, including the ability to provide for overlap in critical positions at the discretion of the city manager.
F. Incorporate programs and initiatives that strengthen Menlo Park’s standing as an employer of choice to retain highly qualified personnel.
Staff is proposing the following addition related to the structural balance in the general fund:
G. Evaluate the long-term structural balance of revenues and expenditures to maintain a sustainable general fund.
1. PROMOTE THE CITY’S LONG-TERM
FISCAL SUSTAINABILITY
5 City Council Regular Meeting Minutes
March 26, 2024
A. Implement ordinances and City Council adopted initiatives and strategies to contribute to the quality of life in Menlo Park now and in the future.
B. Proactively maintain and improve existing infrastructure to minimize maintenance costs, decrease the City’s greenhouse gas emissions, and increase the City’s long-term disaster and climate resilience.
C. Strive to balance the resources and requirements of each area of the city in an equitable manner through the use of equitable tools.
D. Evaluate one-time revenues for highest and best investment recognizing the benefit of leveraging near term investments for long-term gains in financial sustainability and/or quality of life.
E. Commit to continuous improvement in the communication of City financial information through a variety of media acknowledging that the City’s professional staff and consultants are obligated to conform to accounting and reporting standards in order to provide balanced financial information that informs policymakers.
2. PROVIDE CITY SERVICES AND
INFRASTRUCTURE THAT CONTRIBUTE TO
QUALITY OF LIFE IN MENLO PARK
6 City Council Regular Meeting Minutes
March 26, 2024
A. State the fund’s surplus/(deficit) balance to show annual results and use of fund balance.
B. Identify revenue sources for the initial year of all capital projects.
C. Ensure a fund's fiscal year-end balance estimate is positive.
3. REVENUE SOURCES AND GRANT
ACCOUNTING
7 City Council Regular Meeting Minutes
March 26, 2024
Staff recommends the addition of one new budget
principle related to the structural balance in the general fund:
1G. Evaluate the long-term structural balance of
revenues and expenditures to maintain a sustainable
general fund.
The remaining budget principles are identical to the prior fiscal year.
NEW BUDGET PRINCIPLE
8 City Council Regular Meeting Minutes
March 26, 2024
BUDGET DEVELOPMENT CALENDAR
9 Date Description
March 26 City Council reviews and approves budget
principles
April 16 Update on capital improvement plan
May 8 City Council workshop final report review
TBD General fund five-year forecast review
May 21 Budget portal open to public
May 23 Public budget workshop
June 11 Budget public hearing
June 25 Budget adoption
City Council Regular Meeting Minutes
March 26, 2024
Approve the fiscal year 2024-25 budget principles
Review the budget development calendar
CITY COUNCIL APPROVAL AND DIRECTION
10 City Council Regular Meeting Minutes
March 26, 2024
THANK YOU
City Council Regular Meeting Minutes
March 26, 2024
Under 2. Provide city services and infrastructure that contribute to quality of life in Menlo Park Add:
B. Strategically align and identify financial resources to implement City Council‐identified top goals.
G1-CITY COUNCILMEMBER WOLOSIN PRESENTATION City Council Regular Meeting Minutes March 26, 2024