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: 5/13/2025
Time: 5:30 p.m.
Locations: Teleconference and
City Council Chambers
751 Laurel St., Menlo Park, CA 94025
Special Session
A. Call To Order
Mayor Combs called the meeting to order at 5:39 p.m.
B. Roll Call
Present: Combs, Nash, Schmidt, Taylor (arrived at 5:42 p.m.), Wise
Absent: None
Staff: City Manager Justin Murphy, City Attorney Nira Doherty, Assistant to the City Manager/City Clerk Judi A. Herren
C. Closed Session
C1. Conference with legal counsel – existing litigation Paragraph (1) of subdivision (d) of §54956.9)
Name of case: SAVE DOWNTOWN MENLO, an unincorporated association v. CITY OF MENLO PARK, a California city; and THE MAYOR AND CITY COUNCIL OF THE CITY OF MENLO PARK and DOES 1-50
Case No. 25-CIV-02592
Regular Session
D. Call To Order
Mayor Combs re-called the meeting to order at 6:36 p.m.
Mayor Combs called the meeting to order to honor and moment of silence for Dylan Taylor.
E. Roll Call
Present: Combs, Nash, Schmidt, Taylor, Wise
Absent: None
Staff: City Manager Justin Murphy, City Attorney Nira Doherty, Assistant City Manager Stephen Stolte, Assistant to the City Manager/City Clerk Judi A. Herren F. Report from Closed Session
No reportable actions.
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov G. Agenda Review
The City Council pulled item J4.
H. Public Comment
• Alberto T. Garcia spoke in support of the new chairs placed at the Belle Haven Community Campus and requested additional attention to the needs of seniors.
I. Presentations and Proclamations
I1. Presentation: OneShoreline
OneShoreline Chief Executive Officer Len Materman made the presentation (Attachment).
The City Council reordered the agenda.
I3. Presentation: Menlo Park Youth Poetry Voices presentation Library and Community Services Supervisor Rose Waldman made the presentation.
I5. Proclamation: Bike Month (Attachment)
Mayor Combs introduced the proclamation (Attachment).
Complete Streets Commission Chair Sally Cole accepted the proclamation.
I6. Proclamation: Mental Health Awareness Month (Attachment) • John Butler spoke in support of the recognition of Mental Health Month and available mental health services.
Mayor Combs introduced the proclamation (Attachment).
San Mateo County Behavioral Health Commissioner Frieda Edgette accepted the proclamation.
I7. Proclamation: Public Works Week (Attachment)
Mayor Combs introduced the proclamation (Attachment).
Public Works Director Azalea Mitch accepted the proclamation.
I2. Presentation: Youth Advisory Committee
The Youth Advisory Committee made the presentation (Attachment) The City Council discussed the increased membership and accomplishments.
Youth Advisory Committee (YAC) provided feedback requesting more opportunities to advise City advisory bodies.
City Council Special and Regular Meeting Minutes
May 13, 2025
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov I4. Presentation: 2024 STEM (science, technology, engineering and mathematics) Winners Santa Clara Valley Science and Engineering Fair Association Board member Forrest Williams introduced the item (Attachment).
J. Consent Calendar
J1. Accept the City Council meeting minutes for April 15, 2025 (Attachment) J2. Consider and adopt a resolution authorizing the city manager to execute an agreement with Bigbreak LLC (DBA Chefables) in an amount not to exceed $155,000 for the delivery of food services at the Belle Haven Child Development Center for fiscal year 2025-26 (Staff Report #25-068-CC)
J3. Consider and adopt a resolution renewing Chapter 2.70 of the Menlo Park Municipal Code entitled military equipment use ordinance, Menlo Park Military Equipment Use Policy, and finding that the 2024 Menlo Park Police Department annual military equipment report complies with the standards of approval set forth in Menlo Park Police Department policy 708.7 and Government Code §7071(d) (Staff Report #25-066-CC)
• Pam D. Jones requested that Assembly Bill 481 (AB 481) State law language be included in the resolution.
The City Council discussed the additional AB 481 language.
ACTION: Motion and second (Combs/ Taylor), to approve the consent calendar except item J4., passed unanimously.
J4. Authorize the city manager to execute a professional services agreement with LSA to prepare an environmental impact report for a proposed mixed-use development project at 80 Willow Rd. (Willow Park) (Staff Report #25-069-CC)
Senior Planner Calvin Chan made the presentation (Attachment). • Menlo Forward representative Kevin Kranen spoke in support of an agreement with LSA and provided recommendations and suggestions on the scope of work. • Nadia Naik spoke on the importance of the environmental impact report (EIR) timeline. • Naomi Goodman spoke on the importance of the California Environmental Quality Act (CEQA) review.
The City Council received clarification on Kevin Kranen and Nadia Naik emailed requests, current scope and plan provided by LSA, displacement data concerns on additional housing displacement, peer reviews of all applicant studies and submittals and number of meetings and public hearings.
ACTION: Motion and second (Nash/ Wise), to authorize the city manager to execute the professional services agreement with LSA for the amount of $905,799 and future augments as may be necessary to complete the environmental impact report for the proposed mixed-use development at 80 Willow Rd., based on the proposed scope and budget, passed 4-1 (Taylor dissenting).
City Council Special and Regular Meeting Minutes
May 13, 2025
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov K. Study Session
K1. Updated General Fund five-year forecast for fiscal years 2024-25 through 2028-29 (Staff Report #25-072-CC)
Administrative Services Director Brittany Mello and Finance and Budget Manager Jared Hansen made the presentation (Attachment).
The City Council received clarification on Transient Occupancy Tax (TOT) rates, Capital Improvement Plan (CIP) levels, salaries and overtime, vacancy rates, rental income, cost of services projections, U.S. Geological Survey Campus (USGS) property taxes and using CIP funding, if needed, for future deficits.
The City Council delayed providing direction to staff on the CIP funding levels in the five-year forecast until receiving the second study session specific to the CIP.
K2. Provide direction on the five-year capital improvement plan (Staff Report #25-070-CC) Public Works Director Azalea Mitch made the presentation (Attachment). • Laura Melahn spoke in favor of beginning the slow street program pilot in Allied Arts. • Adina Levin spoke in support of linking CIP to the overall budget discussion and the inclusion of transportation master plan projects, commented on increased costs of longer projects and requested clarification on climate resilience bonds related to SAFER Bay and Measure A reauthorization.
Mayor Combs was recused and exited the meeting.
The City Council received clarification, in relation to SAFER Bay, on design and construction cost/contract, Meta and PG&E contributions and FEMA (Federal Emergency Management Agency) funding.
The City Council discussed, in relation to SAFER Bay, funds for the project, use of the Bayfront Mitigation Fund and additional stakeholders for a backup funding source.
The City Council directed, in relation to SAFER Bay, using the Bayfront Mitigation Fund as a backup funding source.
Mayor Combs rejoined the meeting.
The City Council received clarification on high voltage streetlight conversion project timeline and funding, Downtown Parking lots Nos. 7 and 8 resurfacing projects, slow streets programs and funding, quiet asphalt options on Bay and Pierce Roads, Transportation Impact Fee (TIF) for data driven slow street and Measure T funding availability.
The City Council discussed the Environmental Justice (EJ) program implementation fund, prioritization of short-term quality of life programs like quiet zones, bike safety and slow streets, higher-level of CIP funds and precursor measures for slow streets programs.
The City Council directed staff to incorporate a one-time transfer of $4.9 million from the General City Council Special and Regular Meeting Minutes
May 13, 2025
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Fund to the CIP into the fiscal year 2025-26 budget, not use the Downtown Public Amenity Fund for the quiet zone project, to utilize the Environmental Justice Program Implementation Fund for the Urban Forest Management Plan, not to reduce existing budgets of existing projects and to increase the CIP contribution throughout the five-year forecast in the update being brought to City Council in June, pertaining to the first study session.
ACTION: By acclamation, the City Council extended the meeting beyond 11 p.m.
L. Public Hearing
L1. Consider and adopt a resolution to increase aquatic subcontractor lane rental fees; and authorize the city manager to execute an amendment to the aquatics operator agreement (Staff Report #25-071-CC)
Library and Community Services Director Sean Reinhart made the presentation (Attachment).
Mayor Combs opened the public hearing.
• SOLO Aquatics Treasurer Eric Kuhnen spoke on concerns of the current aquatics operator audit.
Mayor Combs closed the public hearing.
The City Council received clarification on outreach efforts by the operator and city.
The City Council discussed City Council direction at previous meetings.
No action.
M. Informational Items
M1. City Council agenda topics: May – June 2025 (Staff Report #25-073-CC)
M2. Police department quarterly update / Q1 January – March 2025 (Staff Report #25-067-CC) (Informe de Personal #25-067-CC)
M3. Update on amending City Council Policy CC-01-1996 Community Funding Program (Staff Report #25-074-CC)
The City Council discussed retaining the subcommittee and including youth and adult civic engagement in the priorities.
N. City Manager Report
City Manager Murphy reported out on the May 15 Bike to Anywhere Day, the May 17 Household Hazardous Waste event and the opening of summer recreation registration.
O. City Councilmember Reports
City Councilmember Taylor reported out on the San Francisco Bay Conservation Development City Council Special and Regular Meeting Minutes
May 13, 2025
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 menlopark.gov Commission and City/County Association of Governments of San Mateo County (C/CAG) meetings and the Progress Seminar.
City Councilmember Schmidt reported out on the Progress Seminar.
Mayor Combs reported out on hosting a Laurel Upper Campus third grader fieldtrip.
P. Adjournment
Mayor Combs adjourned the meeting at 9:32 p.m.
Assistant to the City Manager/ City Clerk Judi Herren
These minutes were approved at the City Council meeting May 27, 2025.
City Council Special and Regular Meeting Minutes
May 13, 2025
May 13, 2025
Menlo Park City Council
San Mateo County Flood and Sea Level Rise Resiliency District Len Materman, CEO
[email protected]
I1-PRESENTATION
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Climate change is a transformative
challenge most effectively addressed through regional collaboration.
State legislation established OneShoreline on January 1, 2020 asthe first independent government agency to plan and build regional resilience to the water-related impacts of climate change: flooding, sea level rise and groundwater rise, coastal erosion, and drought.
Background
A long-standing County Flood standing County FloControl District collected Control District collected rol Dproperty taxes a property taxes and worked in property taxes and worked nd worked in 10% of the county and Bay 10% of the county and Bay of the county and Bayshoreline, and none of the shoreline shoreline and non , and nonPacific coastline PacificOcean
SF Bay
August 2022Scripps Institute
CaltransDec. 2020
StanfordJuly 2021
MTC/ABAG & BCDC July 2023
A holistic approach to:
THREATS
GEOGRAPHY
OBJECTIVES
SF
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¾ Plan land use, private development, and public infrastructure for climate-driven conditions and with regional resilience projects; and develop Regional Shoreline Adaptation Plans (RSAP) complying with new State guidelines ¾ Advance projects that align long-term resilience for developed, natural, and public access areas across jurisdictions
¾ Alert people to and reduce the impacts of today’s extreme storms made worse by rising tides
¾ Develop ongoing local funding streams to sustain these efforts long-term and to continue to leverage outside funding opportunities
2025-26 Priorities
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Menlo Park is no stranger
to the impacts of:• higher tides• and a combination
of both
• atmospheric rivers
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Climate Climate
vulnerabilities vulnerabilitiesin Menlo Park in Menlo Parkand beyond First Street
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¾ Plan land use, private development,
and public infrastructure for future climate-driven conditions and with regional resilience projects Priorities
Guidance text for a general or specific plan, or zoning ordinance, can lead to Development Agreements like this in Burlingame:
Countywide guidance to make Public Infrastructureresilient to climate change: Wastewater/ Wastewater/ water recycling water recyclin recyclin
Stormwater systems systems
Parks/marinas Roads
Utilities
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Regional Shoreline Adaptation Plans (RSAP)
Senate Bill 272 requires that waterfront jurisdictions complete an approved shoreline adaptation plan by January 1, 2034 and provides incentives for earlier adoption OneShoreline plans to develop an RSAP for Brisbane in partnership with SF, SSF, and Caltrans. OneShoreline is also preparing a grant application to complete a multi-jurisdictional RSAP for Menlo Park, East Palo Alto, Redwood City, San Carlos, and Belmont. The planning process would start in early 2026 and conclude two years later with City Council adoptions.
In December 2024, BCDC adopted guidelines for Bayside RSAPs City Council Special and Regular Meeting Minutes
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RSAP
Planning & designBuilt
¾ Advance projects that
align long-term resilience for developed, natural, and public access areas across jurisdictions Priorities
Shores
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¾ Has functioned as designed – reducing flooding
by diverting stormwater from Bayfront Canal and Atherton Channel to the U.S. Fish & Wildlife Service Ravenswood Pond Complex OneShoreline’s Bayfront Canal and Atherton Channel Flood Protection and Ecosystem Restoration Project ¾ Construction funded by Menlo Park,
Redwood City, Atherton, San Mateo Co, CA Dept. of Water Resources ¾ Construction was completed in 2022¾ A large trash capture device improves water quality¾ Staff from OneShoreline and Redwood City operate and maintain the infrastructure and a OneShoreline consultant supports the monitoring and reporting of required project mitigations through 2028 City Council Special and Regular Meeting Minutes
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¾ Alert people to, and reduce the
impacts of, today’s extreme storms made worse by rising tides ISeeChange
Priorities
A OneShoreline 5-year permit to remove debris from Bayside creeks includes Atherton Channel at Haven Avenue in Menlo Park City Council Special and Regular Meeting Minutes
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OneShoreline operates, maintains, and is expanding
a Flood Early Warning System – a countywide
network of 32 stream, rain, and tide gauges connected online that:
¾ Alerts agencies and public to flooding in real time¾ Collects data to inform the planning projects that reduce flooding
This winter, OneShoreline staff began to push alerts to emergency points of contact when the 75% and 100% thresholds are triggered on:
OneShoreline’s Flood Early Warning System
• Atherton Channel• Belmont Creek
• Colma Creek• San Bruno Creek
Recently, the Flood Early Warning System effort has focused on expanding the system to many areas of the county, including farther upstream along Atherton Channel City Council Special and Regular Meeting Minutes
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¾ Develop ongoing local funding streams to sustain these efforts long-term and continue to leverage outside funding
¾ In 2020, 2021, and 2022, OneShoreline received start-up funding for operations from all 20 cities, which was matched every year by San Mateo County. ¾ Operating efficiencies and external funding have enabled OneShoreline to make the initial 3 years of start-up funding last 9 years – through December 2028. ¾ In addition to this start-up funding and property taxes from three long-standing flood zones, since 2020 OneShoreline has brought in (mostly project) funding of over $30 million.
Priorities
¾ In November 2024, OneShoreline received a second round of funding for 3 years from San Mateo County and we now request that cities match their previous 3 years of funding. This would enable continued operations and continue to leverage outside funding through the end of the decade, and until a financing mechanism is established to support long-term reliable operating and capital project funding.
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Thank you
[email protected]
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rorlamation
RECOGNIZING MAY 2025 AS BIKE MONTH
WHEREAS, National Bike Month was established in 1956 as an annual recognition of bicycling as a convenient, fun, popular and healthy form of transportation in the United States; and
WHEREAS, the City of Menlo Park acknowledges that whether traveling to work, school or simply running errands, bicycling is an integral commute mode in the multimodal transportation network which alleviates traffic congestion, reduces air pollution and decreases fuel consumption; and
WHEREAS, bike-to-work, bike-to-school and bike-to-wherever days have proven effective in encouraging adults and children to bicycle and educating residents about the environmental importance of biking to work, school or wherever regularly; and WHEREAS, the City of Menlo Park encourages both residents and visitors to bike in order to improve air quality, reap the health benefits of cycling and reduce traffic congestion; and WHEREAS, the City of Menlo Park Safe Routes to School program encourages children to walk and bicycle to school to develop life-long skills and independence; and WHEREAS, the City of Me
nlo Park has repeatedly demonstrated its commitment to Vision Zero and Complete Streets by actively working to build out its biking infrastructure to enable safer travel by people of all ages and abilities; and
WHEREAS, the Bay Area participated in the 14th Annual National Bike-to-School Day on May 7 and will participate the 31 st Annual Bike-to-Work/Wherever Day event on May 15 partnering with local bicycle coalitions, public school districts, private schools and non-profit agencies in promoting a month-long message that bicycling is a fun, healthy and environmentally viable form of transportation; and
NOW THEREFORE, BE IT PROCLAIMED that I, Drew
Combs, Mayor of the City of Menlo Park, on behalf of the City Council and City, do hereby proclaim the month of May 2025 as Bike Month in the Cityr:sl=
~ ----
Drew Combs, Mayor
May 13, 2025
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roclamation
PUBLIC WORKS WEEK, MAY 18- 24, 2025
WHEREAS, public works professionals focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, high quality of life and the well-being of the people of the City of Menlo Park; and WHEREAS, these infrastructure, facilities and services could not be provided without the dedicated efforts of public works professionals, who are engineers, managers, and employees at all levels of government and the private sector; and
WHEREAS, public works professionals are responsible for rebuilding, improving and protecting our nation's transportation, water supply, water treatment and solid waste systems, public buildings! and other structures and facilities essential for our citizens; and WHEREAS, it is in the public interest for the citizens, civic leaders and children in the City of Menlo Park to gain knowledge of and to maintain an ongoing interest and understanding of the importance of public works in their respective communities; and
WHEREAS, this year's theme, "People, Purpose, Presence," highlights the three cornerstone ideals that motivate public works professionals to serve in their communities every day; and WHEREAS, many times, public works professionals will never meet those whose lives have been impacted because when things are going right, no one knows that public works is there. Yet, with or without acknowledgment, public works is ever present, working in the background to advance quality of life for all; and
NOW THEREFORE, BE IT PROCLAIMED that I, Drew
Combs, Mayor of the City of Menlo Park, on behalf of the City Council and City, do hereby designate the week of May 19 - 25 National Public Works Week and recognize the
substantial contributions that public works professionals make to our national health,
a nd
C le. .....____
Drew Combs, Mayor
May 13, 2025
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Menlo Park Youth
Advisory Committee
Parks and Recreation Commission and City Council Presentation I2-PRESENTATION
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Table of Contents
YAC Group What is YAC? YAC Work Plan
City Service Subcommittees
YAC Meetings
Our Project Reflections and
Questions
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YAC group
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What is the Youth Advisory
Committee?
Ɣ Engage with and advise various Menlo Park CommissionsƔ Connect with the next generation of Menlo Park citizens, inspiring them to be involved in the community
Ɣ Encourage youth participation in local government and civic affairs Ɣ Assist city staff on activities, events and programs to meet the needs of youth and teens in the community
By empowering the youth of today, we build a more engaged community for the future City Council Special and Regular Meeting Minutes
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YAC Meetings
Ɣ Meetings twice a month at Belle Haven Community Campus on Wednesdays, from September to May
Ɣ Discuss relevant city issues and current eventsƔ Plan and arrange a YAC-sponsored projectƔ One speaker/commission per month Ŷ AquaticsŶ SustainabilityŶ Assistant Director of Library and Community services, Nick Szegda City Council Special and Regular Meeting Minutes
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YAC Work Plan
As Ambassadors for the City of Menlo Park:
Ɣ Volunteer for city-sponsored eventsƔ Present a service project to City CouncilƔ Listen to city staff deliver presentations and provide feedbackƔ Work together to plan recruitment for the following year City Council Special and Regular Meeting Minutes
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City Service
YAC members are required to volunteer for at least one event hosted by the City of Menlo Park each yearThe City of Menlo Park hosts a wide variety of community events, celebrations, observances, cultural and educational programs for all agesEvents we have been or will be volunteers at this year include Ɣ Halloween Hoopla, Trunk or Treat, Light Up the Season, Photos with Santa, Black Liberation Month Celebration, Spring Festival City Council Special and Regular Meeting Minutes
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City Service Photos
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Our Menstrual Products
Drive
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YAC Subcommittees
Four committees
Ɣ Project TeamƔ Social Media and Marketing TeamƔ Presentation TeamƔ Recruitment Team City Council Special and Regular Meeting Minutes
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Project Team
Our goal
Ɣ Collect and distribute menstrual products to those in need within the community
What we do:
Ɣ Collect and organize donationsƔ Coordinate with the Social Media and Marketing Team City Council Special and Regular Meeting Minutes
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Our goal
Ɣ Publicize information about the Menstrual Products Drive across the city, focusing on how to donate and receive menstrual products.
What we do:
Ɣ Promote on Social MediaƔ Design flyers & graphicsƔ Provide Updates Social Media and Marketing Team
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Our goal
Ɣ Effectively communicate YAC’s mission, project, and impact on the community.
What we do:
Ɣ Construct an informative presentation Ɣ Coordinate with other TeamsƔ Prepare the rest of YAC to present Presentation Team
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Our goal
Ɣ Ensure YAC remains active and continues its mission in the community.
What we do:
Ɣ Marketing surrounding next years application processƔ Collaborate with Schools & Community Groups Ɣ Compose the application questionnaire Recruitment Team
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Our Reflections
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Questions
?
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Calvin Chan, Senior Planner
Willow Park (80 Willow Rd.)
Professional Services Agreement for
Environmental Review
J4-PRESENTATION
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Background
Proposed mixed-use
development
‐ Residential, office, retail,
hotel, Montessori school
Application requests:
‐ Use permit‐ Architectural control‐ Tentative map‐ Below market rate housing agreement
‐ Heritage tree removal permit‐ Environmental review
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Purpose of the California Environmental
Quality Act (CEQA) and Environmental Review Disclose the potential environmental impacts of a proposed project
Enhance public participation in the
environmental review process
Facilitate interagency coordination Minimize project impacts on the environment
Publicly disclose the decision-making
process
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Environmental Review Topic Areas
Aesthetics Agriculture and Forestry
Resources
Air Quality Biological Resources Cultural Resources Geology and Soils Greenhouse Gas Emissions Hazards and Hazardous Materials
Hydrology and Water Quality Land Use and Planning Mineral Resources Noise and Vibration Population, Housing, and Employment Public Services and Recreation Transportation and Traffic Utilities and Service Systems City Council Special and Regular Meeting Minutes
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Major Environmental Review Milestones
Initial Study, Notice of Preparation, and Environmental Impact Report (EIR) Scoping Session Draft EIR Review/Comment Period
Final EIR Certification and Project Action
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Request for Proposal (RFP) for CEQA Consultant
RFP distributed Six proposals received Evaluation criteria:
‐ Qualifications‐ Cost‐ Timing‐ Experience‐ Scope of work City Council Special and Regular Meeting Minutes
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Top CEQA Consultant Proposals
EMC Planning Group ICF LSA
Cost ($)
Base EIR 923,252 978,068 727,228
1,015,577 1,075,875 799,951 Total Cost With 10% Contingency Optional Tasks 161,892 123,704 105,848
1,177,469 1,211,950 905,799
Total Cost With Contingency and Optional Tasks
Timing (Months) 24 17 17
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Staff recommends LSA as CEQA Consultant
EMC Planning Group ICF LSA
Cost ($)
Base EIR 923,252 978,068 727,228
1,015,577 1,075,875 799,951 Total Cost With 10% Contingency Optional Tasks 161,892 123,704 105,848
1,177,469 1,211,950 905,799
Total Cost With Contingency and Optional Tasks
Timing (Months) 24 17 17
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Staff recommends LSA as CEQA Consultant
Researched and well written proposal Subconsultants:
‐ Keyser Marsten & Associates‐ Baseline Environmental Consulting‐ Kittelson & Associates Menlo Park EIR experience:
‐ 111 Independence Dr.‐ Lume/Menlo Uptown‐ Vasara/Menlo Portal‐ Menlo Flats City Council Special and Regular Meeting Minutes
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Next Steps
Finalize professional
services contract
CEQA consultant begins
preparing Initial Study
View latest project
information and sign up for email updates at
menlopark.gov/80willow
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General Fund five-year
forecast updateBrittany Mello, Administrative Services Director K1-PRESENTATION
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Agenda
Background Forecast assumptions Transient Occupancy Tax (TOT) Fiscal year 2024-25 year-end projection Capital Improvement Plan (CIP) contribution Five-year General Fund forecast scenarios Questions City Council Special and Regular Meeting Minutes
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Background
Five-year forecast provides financial outlook of revenues and expenditures for the General Fund
Serves as a planning tool to support long-range decisionmaking Based upon current policies, economic trends and known future obligations
Developed with input from a variety of sources, including the executive team and expert consultants
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Revenue assumptions
Property taxes: average annual growth of 4.3% Transient Occupancy Tax (TOT):
- Uses 14% tax rate beginning Jan. 1, 2025- Increases to 15.5% tax rate from Jan. 1, 2026 onwards Sales tax: average annual growth of 2.4% Licenses and permits: increase to historical baseline, grow at annual rate of 3% beginning 2026-27
$1 million annual transfer from Developer Special Revenue fund through fiscal year 2027-28
- Used for Belle Haven Community Campus (BHCC) operations Grant revenues reduced to reflect current funding levels City Council Special and Regular Meeting Minutes
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Expenditure assumptions
Salaries and wages forecast using CalPERS actuarial data - Includes vacancy and turnover rate assumption
Non-retirement benefits: average annual growth of 4.5% Retirement benefits and additional accrued liability (UAL) payment forecast using most recent CalPERS actuarial data Services and operating expenses: annual growth of 3%
- Includes non-spendable operating assumption
Transfer for the Capital Improvement Plan (CIP) presented at two levels: $3.2 million or $4.86 million
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Transient Occupancy Tax
City’s second largest revenue source
- Approximately 15% of General Fund revenues
November 2024 ballot measure to raise TOT from 12% to
15.5% over two-year period approved by 83.55% of voters - Allows City Council to adjust the rate up or down so long as it does not exceed 15.5%
- Additional estimated revenue of $3.6 million once fully implemented at
15.5% helps maintain reserve levels in five-year forecast Forecast does not consider addition of Hotel Moxy
- Would be incorporated following permit issuance
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Fiscal year 2024-25 year-end projection
Based on year-to-date expenditures and revenues received as of mid-April and projections through June 30, staff estimate a year-end surplus of approximately $1 million Projections will continue to be refined during budget preparation and provided June 10 and 24
Opportunity for one-time uses of any year-end surplus City Council Special and Regular Meeting Minutes
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Capital Improvement Plan (CIP) contribution
The CIP is funded through grants, special revenue funds, the water enterprise fund, and annual transfers from the General Fund The General Capital Improvement Fund receives an annual transfer from the General Fund
- Fiscal year 2024-25 budget includes a $3.2 million General Fund contribution to the CIP
Additional transfers occur throughout each fiscal year as project needs arise
Total transfers have averaged $4.862 million annually from fiscal year 2018-19 through 2024-25
Unmet funding needs in future years of the five-year CIP City Council Special and Regular Meeting Minutes
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Five-year General Fund forecast scenarios
Two five-year forecast scenarios presented for City Council consideration:
1. Maintain the General Fund contribution of approximately $3.2 million adjusted by an annual inflationary factor (2.7% for fiscal year 2025-26; 3% each subsequent year) City Council Special and Regular Meeting Minutes
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Scenario 1: Operating Surplus/(Deficit)
(3,500,000) (3,000,000) (2,500,000) (2,000,000) (1,500,000) (1,000,000) (500,000)
-
500,000
1,000,000 1,500,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 60 of 96
Scenario 1: Unassigned Fund Balance
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 61 of 96
Scenario 1: Emergency Contingency Reserve
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000 14,000,000 16,000,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 62 of 96
Scenario 1: Economic Stabilization Reserve
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 20,000,000 2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 63 of 96
Five-year General Fund forecast scenarios
Two five-year forecast scenarios presented for City Council consideration:
2. Increase the General Fund contribution for fiscal year 2025-26 upward to approximately $4.862 million adjusted by an annual inflationary factor (3% each subsequent year) City Council Special and Regular Meeting Minutes
May 13, 2025 Page 64 of 96
Scenario 2: Operating Surplus/(Deficit)
(3,500,000) (3,000,000) (2,500,000) (2,000,000) (1,500,000) (1,000,000) (500,000)
-
500,000
1,000,000 1,500,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 65 of 96
Scenario 2: Unassigned Fund Balance
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 66 of 96
Scenario 2: Emergency Contingency Reserve
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000 14,000,000 16,000,000
2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 67 of 96
Scenario 2: Economic Stabilization Reserve
-
2,000,000 4,000,000 6,000,000 8,000,000
10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 20,000,000 2024-25
year-end
projection
2025-26
forecast
2026-27
forecast
2027-28
forecast
2028-29
forecast
2029-30
forecast
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 68 of 96
Five-year General Fund forecast scenarios
Scenario 1 - $3.2 million contribution:
- Projected total fund balance trends downward from $38.3 million to $36.5 million over the five-year period
- Both the Emergency Contingency Reserve and Economic Stabilization Reserve are maintained at the minimum policy levels of 15% and 20% of the adopted expenditure budget, respectively Scenario 2 – $4.862 million contribution:
- Projected total fund balance would decrease from $38.3 million to $28.3 million over the five-year period
- Emergency Contingency Reserve would no longer be fully funded beginning in fiscal year 2029-30
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 69 of 96
Thank You
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 70 of 96
CAPITAL IMPROVEMENT PLAN
2025-2030
Azalea Mitch, Public Works Director
K2-PRESENTATION
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 71 of 96
AGENDA
Capital Improvement Plan overview Funding sources Prioritization New funding requests Five year outlook Budget shortfall and options Feedback and questions City Council Special and Regular Meeting Minutes
May 13, 2025 Page 72 of 96
CAPITAL IMPROVEMENT PLAN (CIP)
7 project categories
City Buildings & Systems
City Buildings Minor
EnvironmentParks & Recreation
Aquatic Center MaintenanceParks Improvement MinorSport Field Renovations Sport Court Maintenance StormwaterStreets & Sidewalks
Street Resurfacing
Transportation
Traffic Signal ModificationsTransportation Projects
Water
Water Main ReplacementWater System Improvements
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 73 of 96
FUNDING THE CIP
General Fund
- $3.2 million baseline
annual transfer to the Capital General Fund
- $4.9 million average
annual transfer (2018-24)
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 Special and Regular Meeting Minutes
May 13, 2025 Page 74 of 96
PRIORITIZING THE CIP
City Council Priorities
- Climate action – mitigation, adaptation, and resilience - Downtown vibrancy- Emergency and disaster preparedness - Housing - Safe Routes Funding Availability Staffing Existing projects
- In construction- Final designs completed - Repair / replace infrastructure that is in poor condition City Council Special and Regular Meeting Minutes
May 13, 2025 Page 75 of 96
THE PHASES OF A CIP PROJECT
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
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 76 of 96
CAPITAL PROJECT DELIVERY
Assistant Public
Works Director
Senior
Engineer
(VACANT)
Project
Manager
Associate
Engineer
Project Manager
(VACANT)
Project Manager
(VACANT)
Senior
Engineer
(VACANT)
Associate
Engineer
Associate
Engineer
(VACANT)
Assistant Engineer
Provisional
Project Manager
(VACANT)
Senior
Construction
Inspector Coordination with:
Transportation
Division
Maintenance Division
Other City
departments
Community / Public
Assistant Director
10 Engineers / Project Managers (6 vacancies)
1 Construction Inspector
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 77 of 96
FY 2025-26 NEW CIP FUNDING REQUESTS
66 CIP Projects $60 million carry
over budget
$19 million in new
funding requests
- $5 million water- $4 million streets- $3.2 million
transportation
- $2.7 million buildings
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 78 of 96
FY 2025-26 TOTAL PROJECT BUDGETS BY
FUND
$79 million
total budget
- $33 million
special revenue funds
- $28 million
General Fund
- $17 million
water
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 79 of 96
FY 2025-26 GENERAL FUND REQUESTS
$4.3 million
- $1.8 million City buildings
• Rec center HVAC, IT Master Plan, police radio replacement, buildings - $1 million stormwater
• Chrysler PS, SAFER Bay
- $1 million environment
• EV chargers at City Hall
• $2 million in grants
- $0.38 million streets
• Sidewalk repair
program
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 80 of 96
Highlight: 5-Year Street Maintenance Plan
Funding: highway user’s (gas) tax, construction impact fees, Senate Bill 1 (SB 1), Measure W (for transportation enhancements) $20 million / 5 years FY25/26: Bay Rd., Pierce Rd., annual maintenance designs, construction in 2026 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 81 of 96
Highlight: Slow Streets Program (New CIP)
Successor to the
neighborhood traffic management program
Provides an opportunity for
residents to request traffic calming on local streets, while prioritizing safety improvements on local streets. $100,000 from Transportation
Minor
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 82 of 96
NOT INCLUDED IN CIP
Caltrain Quiet Zone Project
- Final design phase, $4 million for
construction
- Bid, obtain cost certainty, return to
Council for appropriation
- Downtown Public Amenity Fund ($2
million available), General Fund
High Voltage Streetlight
Conversion
- Additional funds for construction- Bid, obtain cost certainty, return to Council for appropriation
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 83 of 96
Water
Reservoir
Middle, High Voltage
Burgess Pool SAFER Bay
$6 - 8 million in ongoing needs a year
Streets, buildings, aquatics, water, traffic
5 Year CIP Outlook
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 84 of 96
Middle
Undercrossing $10M,High Voltage $2M,SAFER Bay $1.5M
Burgess Pool $6M
Water Reservoir $27M
5 Year CIP Outlook
$30 million in General Fund needs over the next 5 years City Council Special and Regular Meeting Minutes
May 13, 2025 Page 85 of 96
BUDGET SHORTFALL – GENERAL CAPITAL FUND
$2 million tax credits for renewable energy phased out $46 million SAFER Bay Phase 2 construction grant cancelled $3.7 million SAFER Bay Phase 1 design grant obligated, but under review Unsuccessful grants City Council Special and Regular Meeting Minutes
May 13, 2025 Page 86 of 96
COUNCIL FEEDBACK AND DIRECTION
General Fund transfer to the CIP
- Track 2024-25 actuals and consider one-time appropriation • $4.9 million average ($3.2 million YTD)
Use of emergency contingency or economic stabilization reserves
Quiet Zone
- Finalize design and bid. Identify funding: Monitor rail safety grants, Downtown Public Amenity Fund and General Fund (estimate: $4 million) Urban Forest Management Plan
- Environmental Justice Program Implementation Fund
Delay existing projects: City Buildings Minor, Aquatic Center Improvements and others to address shortfall
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 87 of 96
COUNCIL FEEDBACK AND DIRECTION
SAFER Bay options
- Continue design and monitor FEMA decision on
Phase 1 funds ($3.7 million)
• Allows for shovel ready project• Meta and PG&E agreement negotiations• Identify back up funding source for $1.6 million now - Cancel project
• Sets us back on climate resilient priority• Return META and PG&E contributions ($3.5 million) City Council Special and Regular Meeting Minutes
May 13, 2025 Page 88 of 96
Thank you
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 89 of 96
Aquatic fees and
amendment
Sean Reinhart, Library and Community Services Director
1 L1-PRESENTATION
City Council Special and Regular Meeting Minutes
May 13, 2025 Page 90 of 96
Recommendations
Staff recommends that the City Council consider:A. Adopt a resolution to increase aquatic lane renter fees (Attachment B)
B. Authorize an amendment
to the aquatics operator agreement (Attachment C).
2 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 91 of 96
Background – April 15 public hearing
Authorized increases to
non-resident fees
Requested information
about mechanical issues,scholarships
Provided feedback to staff
to bring back remainingitems.
3 City Council Special and Regular Meeting Minutes May 13, 2025 Page 92 of 96 Subcontractor lane rental fees
Resolution in Attachment B,
Exhibit A
Operator is in regular
contact with all lane renters about schedules
Of the seven current
renters, six have expressed willingness to accept the proposed fee increases (Attachment F). 4 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 93 of 96
Amendment – Revenue share waiver extension
Proposed amendment
(Attachment C)
Waive the revenue share
payment through Dec. 31
Current agreement waives
the revenue share payment through Oct. 1, 2024.
5 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 94 of 96
Recommendations
Staff recommends that the City Council consider:A. Adopt a resolution to increase aquatic lane renter fees (Attachment B)
B. Authorize an amendment
to the aquatics operator agreement (Attachment C).
6 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 95 of 96
Thank you
7 City Council Special and Regular Meeting Minutes
May 13, 2025 Page 96 of 96