City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov City Council
SPECIAL MEETING MINUTES
Date: 5/14/2024
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 Taylor called the meeting to order at 6:02 p.m.
B. Roll Call
Present: Doerr, Nash, Taylor, Wolosin
Absent: Combs
Staff: City Manager Justin I. C. Murphy, Assistant City Manager Stephen Stolte, Assistant City Attorney Denise Bazzano, Assistant to the City Manager/City Clerk Judi A.
Herren
C. Agenda Review
None.
D. Study Session
D1. Provide direction on the five-year capital improvement plan (Staff Report #24-082-CC)
Public Works Director Azalea Mitch made the presentation (Attachment). Julie Shanson spoke in support of priorities that will come out of the Environmental Justice Element and prioritizing the Belle Haven neighborhood.
Katherine Dumont spoke in support of active transportation, climate resilience and housing and requested bike lanes and additional safety measures on El Camino Real be included. Karen Grove spoke in support of priorities that will come out of the Environmental Justice Element and affordable housing especially on parking lots. Pam Jones requested redirecting a percentage of capital improvement plan (CIP) projects funding to fund the Environmental Justice and Safety Elements.
The City Council received clarification on adding the Housing Element, Environmental Justice and Safety Elements, projects not included on the CIP, Caltrain roadway El Camino Real paving schedule, projects requiring reimbursement, Building Resilient Infrastructure and Communities (BRIC) grant program and future funding opportunities, sports field at La Entrada funding, number and level of electric vehicle (EV) chargers included in proposal, police radio replacement timeline, the extension of Middle Avenue sidewalks project and grants for Environmental Justice and Safety Elements.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov
The City Council discussed Belle Haven elementary construction funding, parking plaza development prioritization, a future Downtown study session, funding the Downtown redevelopment and minor repairs to the current parking lots, high-voltage circuit streetlights replacement, bike lanes on El Camino Real, Safe Routes to School program and engagement with school districts and charter schools, allocating funds from CIP for Housing Element, Environmental Justice and Safety Elements, stormwater funding, staffing projects utilizing grant funding and the purpose of identifying the impacted Districts.
The City Council directed staff to review the need for bike parking/racks master plan for the Complete Streets Commission consideration, connecting CIP projects to Housing, Environmental Justice and Safety Elements and prioritizing projects that already have funding.
E. Regular Business
E1. Introduce and waive the first reading amending Municipal Code Section 2.04.160 Salaries – Established to modify City Council compensation (Staff Report #24-070-CC) – continued from May 7
City Clerk Judi Herren made the presentation (Attachment).
The City Council discussed City Council compensation.
ACTION: Motion and second (Doerr/ Wolosin), to introduce and waive the first reading amending Municipal Code (Code) Section 2.04.160 Salaries – Established to modify City Council compensation and amending Sections 2.04.100 and 2.04.120 to replace "Mayor Pro Tempore" with "Vice Mayor", 4-0 (Combs absent).
The City Council took a recess at 7:46 p.m.
The City Council reconvened at 7:58 p.m.
F. Study Session
F1. Provide direction on updating the City Council Procedures Manual (Staff Report #24-078-CC) (Presentation) – continued from May 7
City Clerk Judi Herren made the presentation (Attachment).
1. Placing an item on the agenda
The City Council received clarification on the proposed City Councilmember request form.
The City Council discussed simplifying how an item is placed on an agenda procedure and the proposed form fillable fields.
The City Council directed staff to update the four City Council actions after adding an item to an agenda, adding language in the staff report of the item related to staff effort and time and urgency and include days of the week to the time a form is due.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov
2. Public comment
The City Council discussed public comment limits and providing certainty, time donation and a second public comment opportunity.
The City Council directed staff to retain 3-minute per speaker unless there is more than 10 speakers, then reduce to 2-minutes per speaker, remove the donation of time and add public comment timing to agendas.
3. Voting procedures
The City Council directed staff to proceed with staff recommendations.
4. City Manager and City Councilmember Reports
Staff provided an update to retain each report out as separate agenda items.
The City Council discussed the option of attaching the form to an agenda.
The City Council directed staff to include the option for attaching documents and hyperlinks to the form and include days of the week to the time a form is due.
5. Proclamation and certificates of recognition
The City Council directed staff to update “business” to “entity or organization”.
6. City Council subcommittees
The City Council directed staff to update the ad hoc subcommittee Section B. to require the creation of an ad hoc subcommittee at a meeting.
The City Council directed staff to include citywide governance with the implementation of District elections to an appropriate document (Attachment).
G. Adjournment
Mayor Taylor adjourned the meeting at 9:25 p.m.
Assistant to the City Manager/ City Clerk Judi Herren
These minutes were approved at the City Council meeting June 11, 2024.
CAPITAL IMPROVEMENT PLAN 2024-29
May 14, 2024
D1-PRESENTATION
Capital Improvement Plan overview
Funding sources Prioritization New funding requests – Focus on General Fund
Five year outlook Feedback and questionsAGENDA
2 – City Buildings & Systems
• City Buildings Minor
– Environment– Parks & Recreation
• Aquatic Center Maintenance• Parks Improvement Minor• Sport Field Renovations • Sport Court Maintenance
CAPITAL IMPROVEMENT PLAN (CIP)
3 – Stormwater– Streets & Sidewalks
• Street Resurfacing
– Transportation
• Traffic Signal Modifications• Transportation Projects – Water
• Water Main Replacement• Water System Improvements
7 project categories
FUNDING THE CIP
4 General Fund
– $3 million baseline annual transfer to the
Capital General Fund
– $4.7 million average annual transfer (2018-
23)
Enterprise Fund: Water Grants
Special Revenue Funds
– Gas Tax – Road Maintenance and Rehabilitation Account – Transportation Impact Fee– Construction Street Impact Fee – Landfill Post-Closure – Recreation In-Lieu fees – Measure T recreation bonds – Downtown Public Amenity Fund – Community Amenity Funds – Heritage Tree In-Lieu Fees – Landscaping Assessment District for street-tree related sidewalk repairs
– Downtown Parking Permits – Measure A & W (San Mateo County ½ cent sales tax for transit and traffic congestion relief projects) City Council Priorities
– Climate Action – Emergency and Disaster
Preparedness
– Housing – Safe Routes
Planning Documents Funding Availability StaffingPRIORITIZING THE CIP 5 THE PHASES OF A PROJECT
6 Planning Design Construction
Define project needs, goals
and objectives
Studies Identify staff and
stakeholders
Develop scope of work,
budget, schedule
Preliminary Environmental
clearance
Final design Bid
Award Inspection
Ongoing
Assistant Public
Works Director
(Vacant)
Senior
Engineer
Project
Manager
Senior Engineer
(on leave)
Assistant
Engineer
Project Manager
(Provisional
Vacant)
Senior Engineer
(0.5 FTE)
Project
Manager
Assistant
Engineer
(Vacant)
Senior
Engineer
Associate
Engineer
Associate
Engineer
(Vacant)
Assistant
Engineer
Construction
Inspector
CAPITAL PROJECT DELIVERY STAFFING
Utilities CIP
Capital delivery Plan reviews Utilities
– Operations – Menlo Park Municipal Water,
regulatory compliance
– Water fund positions
Assistant Public
Works Director
(Vacant)
Senior
Engineer
Associate
Engineer
Assistant
Engineer
Transportation
Demand
Coordinator
(Vacant)
Senior
Engineer
Assistant
Engineer
Senior Eng.
Technician
Senior
Transportation
Planner (Vacant)
8 CAPITAL PROJECT DELIVERY STAFFING
TRANSPORTATION
Capital delivery Operations – Traffic
/ signal management, shuttles, Safe Routes to School program Plan reviews
CIP FISCAL YEAR 2024-25
NEW FUNDING REQUESTS
9 64 projects $54 million carry over $43 million in new funding requests
– $11.4 million in ongoing
program needs (25%)• Streets, buildings,
aquatic, traffic, water
– $16 million for Middle
Ave. Caltrain Crossing
10 CIP FISCAL YEAR 2024-25TOTAL PROJECT BUDGETS
Funding sources $97 million CIP budget
– $32.6 million General
Capital Fund
– $15.7 million Water Fund– $48.7 million Special
Revenues
– +Grants reimbursements
11 CIP FISCAL YEAR 2024-25TOTAL PROJECT BUDGETS
$97 million CIP budget
– $8.9 million City buildings
and systems
– $3.2 million Environment– $9.5 million Parks and
recreation
– $12.4 million Stormwater– $16.7 million Streets and
sidewalks
– $31.0 million Traffic and
transportation
– $15.7 million Water
CIP FISCAL YEAR 2024-25
GENERAL FUND REQUESTS
12 $12 million General
Fund request
Grants, tax credits to
offset by $7 million
Net request
– $5 million transfer from
General Fund to General Capital Fund
CITY BUILDINGS AND SYSTEMS
13 $2.875 million, all General Fund (26%)
Painting, roof replacements, general repairs, renovations $1.82 million General Fund (16%)
PARKS AND RECREATION
14 Burgess pool deck, CO2 room Paths at Nealon, Burgess, Stanford Hills parks and other bike / pedestrian trails
Playground replacements at Jack Lyle, Sharon, and Karl E. Clark parks La Entrada sport field Sport court repairs $2.25 million General Fund (16%)
STREETS AND SIDEWALKS
15 High voltage – completed Suburban Park and Flood Triangle conversion, next phase for this year is for West Menlo. Future phase will include Linfield Oaks. $1.64 million General Fund (15%)
STORMWATER
16 Chrysler Pump Station funds were requested earlier in FY2023-24 Memorandum of Understanding with Caltrain for the San Francisquito Creek project
$1.550 million General Fund (14%)
17 TRAFFIC AND TRANSPORTATION
Resurfacing scope of work: San Mateo Dr. to El Camino Real
ENVIRONMENT
$989,000 General Fund (9%)
18 Applying for grant funding for Smart Irrigation Infrastructure Project Future need to fully scope the electrification of Burgess Campus and Belle Haven Child Development Center
SAFER Bay
San Francisquito Creek Parking Plaza renovations Street resurfacing Vision Zero Action Plan ImplementationMAJOR PROJECTS 19 $11 million in ongoing
needs a year
– Streets, buildings, aquatics,
water, traffic
Stormwater
– $67 million for SAFER Bay
project
Transportation
– $4 million quiet zone (2025-26)– $17.5 million grade separation (2025-27)
Water
– $27 million water storage
(2026-27)
FIVE YEAR OUTLOOK ALL FUNDS
20 SAFER
BAY
Middle Ave.
Caltrain
Crossing,
Quiet Zone,
Grade
Separation
Water
Storage
FIVE YEAR OUTLOOK – GENERAL
FUND
Unfunded needs
– Funding studies
• Water storage• $39 million in stormwater
needs
Grade separation
21 NEXT STEPS
May 14: Council Direction May 23: Public budget workshop June 11: Public hearing on 2024-25 budget June 25: City Council adoption 22 Provide feedback on the funding requests.
Strategies on minor capital needs?
– Consolidation of water projects– Minor building, parks, transportation Projects to delay? Efforts that should be replaced with other projects?DIRECTION REQUESTED 23 THANK YOU &
QUESTIONS
INTRODUCE AND WAIVE THE FIRST READING AMENDING
MUNICIPAL CODE SECTION 2.04.160 SALARIES – ESTABLISHED TO MODIFY CITY COUNCIL COMPENSATIONJudi A. Herren E1-PRESENTATION
March 12 staff report – informational item
Ordinances require first and second reading at two
different meetings– First read – at regular or special meeting– Second reading – at regular meeting Effective after the November 2024 electionPROCESS
2 PROVIDE DIRECTION ON UPDATING THE
CITY COUNCIL PROCEDURES MANUAL
Judi A. Herren
F1-STAFF PRESENTATION
Provide direction on updates to the City Council
Procedures Manual
Input specifically requested tonight:
1. Placing an item on the agenda
2. Public Comment
3. Voting procedures
4. City Manager and City Councilmember Reports
5. Proclamations and certificates of recognition
6. Updates and removal of various chapters/sections of the manual
RECOMMENDATION
2 BACKGROUND
Created in 2006
City Council amended 2007 - 2014
2019 City Council established subcommittee
March 2020, subcommittee disbanded
2020 – 2021 individual procedures created in-lieu of a manual March 12, 2024 goal setting
3 Seeking City Council direction and consensus around proposed updates:
– Conforming to adopted policy
– Incorporating direction received March 12
1. INPUT ON PLACING AN ITEM ON THE
AGENDA
(ATT S OF STAFF REPORT)
4 2. INPUT ON ORDER OF
BUSINESS: PUBLIC COMMENT
(ATT Z, PAGE 8 OF STAFF REPORT)
Seeking City Council direction and
consensus around proposed updates:
– Updates to current practice
– Removal of name and residence requirement
– Removal of speaker time donation
– Visuals must be received ahead of the meeting
5 Seeking City Council direction and consensus around proposed updates:
– Updates to current practice
– Roll call vote procedure (remote participation)
– Tie votes resulting during appeal
– Reconsideration of an item
3. INPUT ON VOTING PROCEDURES
(ATT T OF STAFF REPORT)
6 Seeking City Council direction and consensus
around proposed updates:
– Combining agenda item
– Eliminate conflicts with “placing an item on the agenda” – Incorporating direction received March 12
4. INPUT ON CITY MANAGER AND
CITY COUNCILMEMBER REPORTS
(ATT U OF STAFF REPORT)
7 5. INPUT ON INPUT ON PROCLAMATIONS
AND CERTIFICATES OF RECOGNITION
(ATT V OF STAFF REPORT)
Seeking City Council direction and consensus
around proposed updates:
– Inclusion of certificates of recognition
– Additional procedures
88 Seeking City Council direction and consensus
around proposed updates:
– State Law
– City Municipal Code
– Historical overview/not a procedure or policy/added
elsewhere
– Chapter and section updates and additions
6. INPUT ON UPDATES AND REMOVAL OF
VARIOUS CHAPTERS/SECTIONS OF THE
MANUAL
(ATTs W-AA OF STAFF REPORT)
9 THANK YOU
F1-PRESENTATION