Menlo Park City Council
August 13, 2024

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

REGULAR MEETING MINUTES
Date: 8/13/2024
Time: 6:00 p.m.

Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Regular Session
Call To Order
Mayor Taylor called the meeting to order at 6:01 p.m.

Roll Call

Present: Combs (Remote – Brown Act), Doerr, Nash, Taylor

Absent: Wolosin
Staff: City Manager Justin I. C. Murphy, City Attorney Nira Doherty, Assistant to the City Manager/City Clerk Judi A. Herren
Closed Session
C1. Conference with legal counsel – anticipated litigation (Paragraph (2) of subdivision (d) of Gov. Code § 54956.9) Significant exposure to litigation: One case
Adjournment to Closed Session
Call To Order
Mayor Taylor re-called the meeting to order at 6:48 p.m.

Roll Call

Present: Combs (Remote – Brown Act), Doerr, Nash, Taylor

Absent: Wolosin
Staff: City Manager Justin I. C. Murphy, City Attorney Nira Doherty, Assistant to the City Manager/City Clerk Judi A. Herren
Report from Closed Sessions
No reportable actions.

Agenda Review
The City Council pulled item L3.

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Public Comment
 Greg Goodwin spoke on concerns relating to scheduling meetings with individual City Councilmembers regarding the naming of the Belle Haven Community Campus.  Kenneth Harris with donated time from Rhona Harris spoke in support of highlighting and advertising the name Onetta Harris Community Center.
 Chester Palesoo Sr. spoke in support of naming reconsideration of the Belle Haven Community Campus to Onetta Harris Community Center.
 Gail Wilkerson spoke in support of memorializing Onetta Harris and on concerns related to Willow Road changes violating Federal-Aid Highway Act of 1956 and 2021.  Chester Prince spoke in support of memorializing Onetta Harris at the Belle Haven Community Campus.
 Aileen Lattmann spoke on concerns on the RV (recreational vehicle) parking at Campbell Avenue and Scott Drive and in support of signage and striping and future City Council items to discuss action to mitigate the dangers.

Presentations and Proclamations
J1. Presentation: Annual Finance and Audit Commission report out (Attachment) Finance and Audit Commission Chair Matt Normington made the presentation (Attachment).

J2. Presentation: Annual Library Commission report out (Attachment) Library Commission Chair Carol Orton made the presentation (Attachment).

Advisory Body Vacancies and Appointments
K1. Consider applicants and make appointments to fill vacancies on various advisory bodies (Staff Report #24-133-CC)
Assistant to the City Manager/City Clerk Judi Herren made the presentation (Attachment).  Kim Crockett spoke on their application to the Library Commission.

The City Council discussed AI/technology used in applications.

The City Council made appointments to fill vacancies.

Housing Commission:
 Hadrien Trempont – term expiring April 30, 2025
Library Commission:
 Kim Crockett – term expiring April 30, 2026
Parks and Recreation Commission:
 Kevin Dawkins – term expiring April 30, 2027
 Dawn Emms – term expiring April 30, 2025
City Council Regular Meeting Minutes
August 13, 2024

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov  Justin Van Buren – term expiring April 30, 2026
Consent Calendar
L1. Accept the City Council meeting minutes for July 9, 2024 (Attachment) L2. Receive and file the investment portfolio reports for June 30 (Staff Report #24-132-CC) L3. Adopt a resolution approving the fiscal year 2024-25 investment policy for the City and the Successor Agency (Staff Report #24-134-CC)
 Jaden Wong spoke in support adding Environmental, Social, and Governance (ESG) to the policy.
 John McKenna spoke in support of adding ESG policy.

The City Council discussed the inclusion of ESG language in the policy for future investments.

The City Council directed staff to return the policy to City Council with draft ESG language and to identify possible impacts from including ESG in the policy.

L4. Repeal and replace City Council policies and procedures and approve updates to the City Council Procedures Manual (Staff Report #24-135-CC)
ACTION: Motion and second (Nash/ Doerr), to approve the consent calendar, except L3., 4-0-1 (Wolosin absent).

Study Session
M1. Community Funding Program (Staff Report #24-136-CC) Assistant to the City Manager/City Clerk Judi Herren made the presentation (Attachment).  Lynne Bramlett spoke in support of reviewing the program and designating the Finance and Audit Commission (FAC) to review.
 Juanita Croft spoke in support of the program, the Belle Haven Community Development Fund and providing more outreach to residents about available resources and programs.

The City Council received clarification the staff’s recommendations to the subcommittee and staff resources and time.

The City Council discussed recipient non-profit service provider advertising, setting a minimum and maximum grant amount, ensuring that the grant funds are being used within the city and how they support the city, smaller grants to smaller organizations, cancelling the program, replacing program with community investing through seed grants, reducing the number of grants given each year and impacts to recipient organizations budgets.

The City Council directed staff to postpone the program until spring 2025, notify the organizations of the delay and receive feedback for improvements to the program from those organizations.

City Council Regular Meeting Minutes
August 13, 2024

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov The City Council took a recess at 9:12 p.m.

The City Council reconvened at 9:28 p.m.

M2. Update on City-hosted community events and observances (Staff Report #24-137-CC) Library and Community Services Director Library Sean Reinhart, Library and Community Services Manager Natalya Jones and Senior Program Assistant Jen Mosso made the presentation (Attachment).
 Jenny Michel spoke in support of moving away from city hosted religious events.

The City Council received clarification on event sponsorship tiers, sponsor selection criteria, and holiday lighting options.

The City Council discussed efficiencies or cancellation/cuts of events, impacts to the health of trees from decorative lights, and community events that encourage residents to shop locally.

The City Council directed staff to consider staff time when evaluating event sponsorships, proceed with the calendar of proposed community events, prioritize Menlo Park residents, resume a lead role at the egg hunt event, proceed with the light up the season event with trees that are lit for the duration of the holiday season, and protect the health of trees.

Informational Items
N1. City Council agenda topics: August – September 2024 (Staff Report #24-139-CC)

N2. Short-term rental compliance update (Staff Report #24-131-CC)

N3. Progress report on implementing the 2030 Climate Action Plan (Staff Report #24-138-CC)  Jaden Wong spoke in support of sustainability efforts.

The City Council discussed the progress report.

City Manager Report
None.

City Councilmember Reports
City Councilmember Doerr reported out that Sharon Park does not appear to have been dedicated as a public park or purchased by the City (or County) as a park. Because of this, Government Code §38440 et seq. would govern. Therefore, Sharon Park could only be abandoned or converted to a different use following a special election or an exchange of a minor portion of the park for the same sized, contiguous land adjacent to the park.

City Council Regular Meeting Minutes
August 13, 2024

City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Adjournment
Mayor Taylor adjourned the meeting at 10:41 p.m.

Assistant to the City Manager/ City Clerk Judi Herren
These minutes were approved at the City Council meeting August 27, 2024.

City Council Regular Meeting Minutes
August 13, 2024

Finance and Audit
Commission
ANNUAL UPDATE – AUGUST 2024

MATT NORMINGTON, FINANCE AND AUDIT COMMISSION CHAIR
J1-PRESENTATION
City Council Regular Meeting Minutes August 13, 2024 Page 6 of 50 Agenda
FAC role and priorities
Review of FAC activities and plans
City Council guidance
City Council Regular Meeting Minutes August 13, 2024 Page 7 of 50 Finance and
AuditCommission
Support the City Council in delivery of timely, clear and comprehensive reporting of the City’s fiscal status to the community at large
Commissioners
◦ Colin Albright (new)◦ Lynne Bramlett – Vice Chair◦ Jayanta Dey ◦ Jackson Garton (new)
◦ Jeff Leroux
◦ Matt Normington – Chair◦ Carol Wong
City Council Regular Meeting Minutes August 13, 2024 Page 8 of 50 FAC Work Plan Goals

1. Conduct annual review of the City’s
investment policy

2. Review the scope and process of the audit with the City’s auditor

3. Review quarterly performance of the City’s
investment portfolio

4. Review the annual independent auditor’s
report

5. Review the Annual Comprehensive Financial
Report (ACFR)

6. Review of the City’s pension and post‐ employment obligations7. Identify potential financial benchmarks

8. Identify potential alternative revenue
sources

9. OpenGov transparency portal
improvements and community training

10. Encourage and facilitate robust public
comment and participation at Commission
meetings

11. Foster
a public meeting environment that is inclusive to of all members of the diverse Menlo Park community

12. Support the filling of openings on the
Commission and the
effective onboarding of
new Commissioners

13. Research opportunities to pay down
successor agency debt
City Council Regular Meeting Minutes August 13, 2024 Page 9 of 50 FAC Activities: 2023‐24
Updated the FAC work plan
Met with the City’s investment advisor tounderstand the portfolio, strategy andinvestment policyReviewed grant funding opportunities with theCity’s grant writer and recommended quarterly updates to the CommissionMet with the City’s new auditor to understandthe audit scope, process, focus areas and resultsReviewed the Annual Comprehensive Financial
Report (ACFR) with City staff and auditor
Formed subcommittees to focus on specific
work plan goals
◦ Alternative revenue sources◦ Financial benchmarks◦ OpenGov transparency portal◦ Successor agency debtShared subcommittee findings and recommendations with the Commission and
staff, including:
◦ OpenGov portal improvement suggestions◦ Successor agency background research City Council Regular Meeting Minutes August 13, 2024 Page 10 of 50 Looking forward: FAC Plans
Quarterly review of the City’s investment portfolio performance and grant funding; conduct annual review of the investment policy, audit results and ACFR Continue subcommittee focus areas
Facilitate the onboarding of new commissioners
◦ Two new commissioners appointed in April
Support timely, clear and comprehensive financial reporting to foster transparency and diligent stewardship of the City’s finances City Council Regular Meeting Minutes August 13, 2024 Page 11 of 50 City Council guidance
Is there any feedback or direction you would like to provide the FAC? City Council Regular Meeting Minutes August 13, 2024 Page 12 of 50

THANK YOU
City Council Regular Meeting Minutes August 13, 2024 Page 13 of 50

ANNUAL LIBRARY COMMISSION REPORT-OUT
2023-2024Carol Orton, Chairperson, Library Commission
J2-PRESENTATION
City Council Regular Meeting Minutes August 13, 2024 Page 14 of 50

1. Provide a public forum for discourse about City libraries

2. Support preparations for the Belle Haven Community Campus3. Review library procedures and policies 4. Advise on library-related emergency preparedness5. Review emerging trends in library services6. Ensure equitable access to library services7. Provide onboarding to new commission members8. Update the LCS department strategic plan9. Review the LCS budget proposal 10.Advise on potential synergies with other City departments.LIBRARY COMMISSION WORK PLAN 2023-24 GOALS 2 City Council Regular Meeting Minutes August 13, 2024 Page 15 of 50 3 City Council Regular Meeting Minutes August 13, 2024 Page 16 of 50  As requested by the City Council, the Library Commission heard feedback from hundreds of commenters at multiple meetings of the Library Commission and several joint meetings with the Parks and Recreation Commission relating to the naming of the Belle Haven Community Campus GOAL 1: PROVIDE A PUBLIC FORUM
4 City Council Regular Meeting Minutes August 13, 2024 Page 17 of 50 5 City Council Regular Meeting Minutes August 13, 2024 Page 18 of 50  Reviewed, advised and/or recommended programming and
policies for the new multigenerational facility at 100 Terminal Avenue  Jointly with the PRC the LC offered recommendations on the naming of the facility
 The LC continues to monitor operations at the BHCC:
– Community response to the new library has been overwhelmingly positive– Feedback from users is being collected and reviewed; note that many users seem to be new to using a public library
– Additional library programs and services are under development and tentatively scheduled for implementation during summer/fall 2024
GOAL 2: SUPPORT OPENING OF THE BELLE HAVEN COMMUNITY CAMPUS 6 City Council Regular Meeting Minutes August 13, 2024 Page 19 of 50 7 City Council Regular Meeting Minutes August 13, 2024 Page 20 of 50  Updated LC work plan
 Selected new Chair and Vice Chair Departmental policies reviewed:
– Bulletin board policy– Exhibits and displays policy– Library computer and internet use policy– Library meeting room use policy– Library use guidelines– Local author collection policy– User account privacy policy  Recommended the Library and Community Services department strategic plan 2024-26
 Received City-run child care program updates Provided a monthly forum for public transparency and input related to library services in Menlo Park
SUMMARY OF ADDITIONAL COMMISSION AREAS OF FOCUS IN 2023-24 8 City Council Regular Meeting Minutes August 13, 2024 Page 21 of 50 9 City Council Regular Meeting Minutes August 13, 2024 Page 22 of 50  Onboarding new Commissioners
– Current Chair (Carol Orton) and Vice Chair (Jennifer Wise) have served for just over one year (since May 15, 2023)
– Remaining 4 Commissioners have all been appointed within the last few months – one more vacancy to be filled
 Collaboration and Coordination with the PRC
– Next joint meeting scheduled for December 2024– We anticipate coordinating and collaborating with the PRC as needed to address ongoing operation of the Belle Haven Community Campus
ONGOING COMMISSION TASKS FOR 2023-24
10 City Council Regular Meeting Minutes August 13, 2024 Page 23 of 50 11 City Council Regular Meeting Minutes August 13, 2024 Page 24 of 50 12 City Council Regular Meeting Minutes August 13, 2024 Page 25 of 50 MOVING FORWARD 2024-25
 Library Commission is developing the 2024-25 work plan  Vision for the “Library of the Future” 2024-25 work plan is set to be presented to City Council Sept. 24 Library Commission members look forward to continuing to support vibrant and relevant community centers for Menlo Park residents  Any feedback or guidance from the City Council on how the Library Commission should focus its efforts would be appreciated  Thank you for your support!
13 City Council Regular Meeting Minutes August 13, 2024 Page 26 of 50

THANK YOU
City Council Regular Meeting Minutes August 13, 2024 Page 27 of 50

CONSIDER APPLICANTS AND MAKE APPOINTMENTS TO

FILL VACANCIES ON VARIOUS ADVISORY BODIES
Judi Herren, Assistant to the City Manager/ City Clerk
K1-PRESENTATION City Council Regular Meeting Minutes
August 13, 2024

2 OVERVIEW
Advisory body Vacancies No. of applications Term length Housing Commission (HC) 1 4 April 30, 2025
Library Commission (LC) 1 4 April 30, 2026
Parks and Recreation
Commission (PRC) 3 8
April 30, 2025
April 30, 2026
April 30, 2027
City Council Regular Meeting Minutes
August 13, 2024

 Recruitment period
– July 1 – Aug. 2
– Five (5) vacancies, 10 applicants and 16 applications received

OVERVIEW
3 City Council Regular Meeting Minutes
August 13, 2024

ADDITIONAL INFORMATION
4 To consider
Voting methods Roll call vote by commonly used first name.

Tie votes Results in another round of voting between the applicants who tied Order of appointments By number of applicants (PRC, LC then HC), alphabetically, or other City Council preference
Assigning term lengths Separate votes for each vacancy by term length or city clerk random selection Option to reopen recruitment Direct staff to extend the recruitment period City Council Regular Meeting Minutes
August 13, 2024

THANK YOU
City Council Regular Meeting Minutes
August 13, 2024

COMMUNITY FUNDING PROGRAM
Judi Herren, Assistant to the City Manager/ City Clerk
M1-PRESENTATION City Council Regular Meeting Minutes
August 13, 2024

BACKGROUND
2  Enacted in 1996
 Eligibility of programs
 Application review
City Council Regular Meeting Minutes
August 13, 2024

 August/September: marketing begins
 October: applications due
 November: City Council subcommittee meeting(s)
 January 2025: City Council allocates funding
 July 31, 2025: annual reports due from award recipients

TIMELINE
3 City Council Regular Meeting Minutes
August 13, 2024

PROGRAM CONSIDERATIONS
 Consider adjustments to guidelines:
– defined areas of verified community need
– impact of funding in nonprofit agency budget
– overall program funding amount
– application review procedure
– term of grant/expenditure timeline
– specifications for annual reporting
4 City Council Regular Meeting Minutes
August 13, 2024

THANK YOU
City Council Regular Meeting Minutes
August 13, 2024

UPDATE ON CITY-HOSTED EVENTS
City Council, August 13, 2024
M2-PRESENTATION City Council Regular Meeting Minutes
August 13, 2024

City Council Regular Meeting Minutes
August 13, 2024

3 Larger-scale recurring annual events
 Citywide audience  Widely-celebrated holidays  Civic observances  Local traditions The City also organizes numerous
smaller-scale events and programs;
not a focus of this study session

STUDY SESSION FOCUS
City Council Regular Meeting Minutes
August 13, 2024

4 Staff recommends that City Council provide direction regarding events in the coming year. Policy considerations include:
 Schedule of events planned in fiscal year 2024-25
 Cost in city resources and City staff time to produce community events  The City’s role in hosting events based on holidays of religious origin  The role of community partners in hosting events
 Any other feedback or direction related to community events.

RECOMMENDATIONS
City Council Regular Meeting Minutes
August 13, 2024

5 SCHEDULE OF EVENTS IN 2024-25
(PROPOSED)
Date (tentative) Community event Proposed location/s
Jul.10 – Aug. 14 (9 total) Summer concert series Fremont Park / Kelly Park Oct. 26 Halloween parade & carnival Santa Cruz Ave. / Fremont Park Nov. TBD Seasonal lights installation Fremont Park / Kelly Park Dec. 6 Light up the Season Fremont Park
Dec. 14 Photos with Santa Belle Haven Community Campus
Feb. 10 Black Liberation Month Celebration Belle Haven Community Campus Apr. 19 Spring Fest / Egg Hunt Burgess Park
May TBD Youth Poetry Voices City Council Chambers
Jun. 17 Juneteenth celebration Belle Haven Community Campus Jul. 4 4th of July parade & festival Burgess Park
City Council Regular Meeting Minutes
August 13, 2024

 Juneteenth celebration
– Co-led with Belle Haven community organizations
– Local vendors, entertainment, activities, food
 4th of July parade and festival
– People parade at Burgess Park; family swim at City pools – Entertainment, activities, food
 Summer concert series
– Local bands selected through open submission process
 Halloween parade and carnival
– People parade down Santa Cruz Ave. to Fremont Park
– Merchant trick-or-treat.
6 SUMMER / FALL EVENTS
City Council Regular Meeting Minutes
August 13, 2024

 Light up the season
– Ring in the holiday season and “shop local” initiatives – Entertainment, winter lights, hot cocoa
– Direction sought: whether to continue to wrap trees or to instead pursue a “Winter Walk of Lights” with ground level lighted features.
 Photos with Santa
– Family-friendly photo opportunities, light breakfast
– Proposed at BHCC in 2024, then alternate locations
– Direction sought: whether to proceed with the Photos with Santa event as described above, on Saturday, Dec. 14.
7 YEAR END EVENTS
City Council Regular Meeting Minutes
August 13, 2024

 Black Liberation Month celebration
– Day of education, cultural remembrance and celebration – Youth poster exhibition
 Youth Poetry Voices
– Showcases Menlo Park youth literacy
– Poetry reading at City Council; commemorative booklet  Egg Hunt and spring festival
– “Treasure hunt” for eggs, spring festival, photos with bunny – Direction sought: whether to proceed with a City-organized Egg Hunt event as described above, on Sunday, Apr. 19,
2025.
8 SPRING EVENTS
City Council Regular Meeting Minutes
August 13, 2024

Photo courtesy of Robb Most / InMenlo 9
City Council Regular Meeting Minutes
August 13, 2024

10  On March 27, the Parks and Recreation Commission (PRC) recommended updates to the event sponsorship policy
 Draft policy is available at the hyperlink in Attachment D (PRC staff report #PRC-2024-007)
 Sets criteria for evaluating potential event sponsors  Roles and responsibilities, cost sharing, staff and financial support, and desired goals and outcomes for community events
 Staff is preparing to bring the recommended event sponsorship policy update to City Council for action on consent Aug. 27.

EVENT SPONSORSHIPS AND

PARTNERSHIPS
City Council Regular Meeting Minutes
August 13, 2024

11 COST SUMMARY – FY 2023-24
Date (2023-24) Community event Cost (not incl. staff) Est. staff time* Est. attendance Jul.12 – Aug. 18 Summer concert series $45,800 Medium 2,250 Oct. 28 Halloween parade & carnival $12,000 Very high 1,200 November Seasonal lights installation $70,900 Low NA
Dec. 1 Light up the Season $15,400 Very high 1,100
Dec. 16 Photos with Santa $8,800 High 200
Feb. 10 Black Liberation Month Celebration $10,700 High 250 Mar. 30** Egg Hunt (Menlo Fire hosted) $0 Low 1,200
Apr. 6 Spring Fest (City hosted) $11,900 Very high 750
May 21 Youth Poetry Voices $2,600 Low 50
Jun. 15 Juneteenth celebration $16,600 Very high 300
Jul. 4 4th of July parade & festival $36,600 Very high 1,500 Total FY 2023-24 $231,300
* Staff time/effort to plan/execute events is estimated as follows: Low = 1-40 total hours staff time. Medium = 41-80 hours. High = 81-120. Very high = 120+ hours. * Egg Hunt 2024 (shown above) was organized by Menlo Fire. Egg Hunt 2023 was organized by the City of Menlo Park: total approx. cost $7500; attendees 2,000; est. staff time Very High.

City Council Regular Meeting Minutes
August 13, 2024

12 Staff seeks City Council direction regarding the following specific events:

1. Light Up the Season: Whether to continue to wrap trees or instead pursue a “Winter Walk of Lights” with ground level lighted features.

2. Photos with Santa: Whether to proceed with the Photos with Santa event as described, on Saturday, Dec. 14.

3. Egg Hunt and spring festival. Whether to proceed with a City-organized Egg Hunt event as described, on Sunday, Apr. 19, 2025.

4. Event sponsorship policy. Feedback and/or confirmation about proposed policy update (see hyperlinked PRC report in Attachment D).

DIRECTION REQUESTED
City Council Regular Meeting Minutes
August 13, 2024

THANK YOU
City Council Regular Meeting Minutes
August 13, 2024