1 CITY OF MILL VALLEY
SPECIAL CITY COUNCIL MEETING
ACTION MINUTES
COUNCIL CHAMBERS, CITY HALL
26 CORTE MADERA AVENUE, MILL VALLEY
March 10, 2025
5:30 P.M.
Mayor Stephen Burke – Present
Vice Mayor Max Perrey – Present
Councilmember Caroline Joachim – Present
Councilmember Urban Carmel – Absent
Councilmember Katherine Jones – Present
City Staff Present: City Manager Cusimano; Senior Management Analyst Walsh; Director of Arts & Recreation Howe; Senior Management Analyst Rogers; Facilities Supervisor Hubacker; Children’s Librarian Carpenter; Supervising Librarian Brown; Recreation Supervisor Sano; Recreation Supervisor Givens; DEI Liaison Hernden; EPC Chair Huffman; Police Captain Haynes; Management Analyst III Politzer; and City Clerk De Ferrari.
CALL TO ORDER
Mayor Burke called the meeting to order at 5:30 P.M.
ACTION OUT OF CLOSED SESSION
None.
APPROVAL OF THE AGENDA ORDER
Agenda_250310
It was MOVED by Councilmember Joachim and SECONDED by Vice Mayor Perrey to approve the agenda order. The Motion was carried unanimously by a 4-0 vote.
PRESENTATIONS
1. Presentation of a Proclamation Declaring the Month of March 2025 as Woman’s History Month.
Item 1_Draft Proclamation 2025 Women’s History Month_250310 Item 1_Amended_Final Proclamation 2025 Women’s History Month_250310 2 Mayor Burke introduced the item and invited DEI Liaison Tammy Hernden to present the Proclamation.
DEI Liaison Hernden introduced each of the City of Mill Valley staff members and Councilmembers who then participated in the reading of the Proclamation: Miranda Carpenter, Public Library; Jasmyn Brown, Public Library; Kelsey Rogers, Human Resources; Kristie Hubacker, Recreation; Ashley Howe, Recreation; Yukie Sano, Recreation; Risa De Ferrari, City Clerk; Molly Given, Recreation; Capt. Lindsay Haynes, Police Department; Linn Walsh, Administration; Councilmember Jones; Councilmember Joachim; and City Attorney Khalsa.
2. Presentation of the Emergency Preparedness Commission (EPC) Annual Report.
Item 2_2024 EPC Annual Staff Report_250310
Mayor Burke introduced the item and invited Captain Lindsay Haynes and EPC Chair Tara Huffman to present the item.
Captain Haynes of the Mill Valley Police Department introduced Emergency Preparedness Commission Vice Chair Huffman. She expressed her gratitude to outgoing EPC members Christie Coleman, Josh Galland, and Allison Feere, and welcomed newest members John Landa, Steve Nelson, and Mike Koo.
EPC Chair Tara Huffman presented the Emergency Preparedness Commission Annual Report, focusing on the EPC’s mission, goals and strategic plan, and next steps.
EPC Chair Huffman responded to questions from City Council.
CONSENT CALENDAR
3. Consideration of the January 6, 2025 and January 27, 2025 Regular City Council Meeting Action Minutes.
Recommended Action: Approve the action minutes.
Item 3_Under Separate Cover_Jan 6 and Jan 27, 2025 Action Minutes_250310- Item 3_Council Action Minutes for Jan 6 and Jan 27, 2025_250310-
4. Confirmation of the Mayor’s Appointments of City Council Representatives to the Joint Powers Authorities and Liaison Assignments.
Recommended Action: Confirm the appointments.
Item 4_Council Liaison Assignments_20250310
3 5. Consideration of Approval of the 2025 Sanitary Sewer System Improvements Project, and Authorize the City Manager to Award the Bid and Execute the Contract with Lowest, Qualified Responsible Bidder.
Recommended Action: Adopt the Resolution 25-__.
Item 5_2025 Sewer System Improvements Project_250310
6. Consideration of Approval of the 2025 Annual Street Rehabilitation Project (PW25-01), and Authorize the City Manager to Award the Bid and Execute the Contract with Lowest, Qualified Responsible Bidder.
Recommended Action: Adopt the Resolution 25-__.
Item 6_2025 Annual Streets Rehab (PW25-1)_250310
Mayor Burke asked if any Councilmember or member of the public wished to pull Items #3-6 from the Consent Calendar. There were no requests.
It was MOVED by Councilmember Jones and SECONDED by Vice Chair Perrey to adopt the Consent Calendar, Items #3-6. The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
PUBLIC OPEN TIME
Mayor Burke opened Public Open Time.
Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Open Time.
COUNCIL/STAFF ANNOUNCEMENTS AND COUNCIL LIAISON REPORTS Vice Mayor Perrey shared that he attended a subcommittee meeting with the Mill Valley School District along with Mayor Burke and City Manager Cusimano, and noted that Councilmember Jones would soon be joining the meetings. Vice Mayor Perrey will be attending a League of California Cities meeting in Burbank CA where they will consider legislation for the year. Marin Clean Energy held an executive committee meeting in the past month and reported on budget updates, charge changes, impacts, and adjustments. An E-bike safety meeting and a Sea Level Rise Countywide Governance Committee meeting are upcoming.
Councilmember Joachim attended the induction ceremony of five women into the Marin County Women’s Hall of Fame, and afterward attended a luncheon with the Marin Political Action Committee, which had such a huge turnout they had to change venues. The keynote speaker was Carolyn Coleman, President of the League of California Cities. Other speakers were Senator Mike McGuire and Congressman Jared Huffman. Live Well Mill Valley’s community needs assessment survey is out, and the organization is hosting a meet and greet on March 27th at the Mill Valley Library, with free pizza; registration is required. 4 Councilmember Jones said she attended the Marin Women’s Political Action Committee luncheon with Councilmember Joachim. She also brought her son to an art class at the newly opened Art Barn on Locust Avenue, an amazing community resource that has drop-in classes for children. She reported that the next Marin Wildfire Prevention Authority meeting would be held on March 20th, but she and Mayor Burke would be meeting with staff at the Marin Fire District to discuss the MWPA workplan for Southern Marin Fire District, and she was interested to see how the workplan would be effected if the regulations for wildfire preparedness were suspended under Governor Newsom’s recent declared state of emergency.
Mayor Burke echoed Vice Chair Perrey’s comments regarding the Mill Valley School District meeting and said it was very productive. He noted a result of the meeting would be bringing Fire Safe Marin in to assist with appropriate emergency preparedness, and they would be meeting with Tamalpais High School later in the week. Mayor Burke outlined the several meetings he attended over the past week: Jenny Silva, Marin Community Environmental Group regarding subregional plans; State of the City address with the Rotary Club; the Office of Emergency Management’s two-day tabletop exercise on coordinated emergency preparedness in Southern Marin that brought all of Marin County’s agencies together; the 6th celebration of Diversity, Equity, and Inclusion at the Community Center; and he joined Vivalon’s Meals on Wheels to deliver meals to elderly residents in the City of Mill Valley.
CITY MANAGER’S REPORT
City Manager Cusimano shared an updated on the Sea Level Rise Grant Project and noted that the City is in the RFP process for consultants, with selection in May and work starting in June.
Staff will soon assemble its Sea Level Rise Working Group, with Juliette Hart taking the lead with their consultants, regional partners, and Public Works and Planning departments.
Through retired Mill Valley Deputy Fire Chief Tom Welch, the city has been approved for a $1.5 million grant from Southern Marin Fire for new EV stations.
The Rotary Club donated $5,000 in 2021 for signage for the City’s CRAs (Community Refuge Areas), but for several reasons it was not done. Southern Marin Fire has been holding the funds since then, and will now take the lead in designing, fabricating, and installing the signs.
City Manager Cusimano responded to questions from City Council.
NEW BUSINESS
7. Consideration of a Resolution Authorizing City Manager to Execute a Joint Use Agreement with Mill Valley School District for Friends Field.
Recommended Action: Adopt the Resolution 25-__.
Item 7_JUA MVMS and City of Mill Valley Friends Field_250310 City Manager Cusimano presented the item and highlighted staff who supported the agreement with a special thanks to Administrative Services Deputy Director Walsh, Arts & Recreation Director Howe, and Director of Operations and Utilities Neumann, and special thanks to City 5 Attorney Khalsa for her tact and expertise. He appreciated collaborating with Friends of Friends Field’s Rich Robbins, Dennis Fisco, Kim Jessup. City Manager Cusimano outlined the process of coming to the agreement and its terms, and said if the agreement is adopted, they would carry it over to the City’s other fields and follow the same expectations.
City Attorney Khalsa added comments related to the formation of the contract, saying they are far better off with an agreement with clear expectations in place moving forward, even if it represents a compromise on some issues.
City Manager Cusimano, City Attorney Khalsa, and Arts & Recreation Director Howe responded to questions from City Council.
Mayor Burke said they now have a framework for future engagement and thanked the team.
Mayor Burke opened Public Open Time.
Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Open Time.
It was MOVED by Vice Chair Perrey and SECONDED by Councilmember Jones to adopt the Resolution and to carry the agreement over to the City’s other fields and follow the same expectations. The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
8. Consideration of Approving an Arts and Recreation Department Partnership and Fee Waiver Policy.
Recommended Action: Review and discuss Partnership and Fee Waiver Policy and consider approval or provide additional directions to staff.
Item 8_Partnership and Fee Waiver Policy_Staff Report_250310 Recreation Supervisor Hubacker presented the item to Council, focusing on Partnership and Fee Waiver Policy purpose, background, approval procedures, marketing, and priority group classifications.
Supervisor Hubacker responded to questions from City Council.
Councilmembers clarified that the Partnership and Fee Waiver Policy can be approved with suggested final changes without it needing to return to Council for further review.
Arts & Recreation Director Howe stated that the policy will return to Parks & Recreation Commission and that the policy could return to Council for an annual review after year one of the pilot program.
Mayor Burke opened Public Comment.
6 Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Comment.
Council confirmed that they would like to include Marin City in the policy.
It was MOVED by Councilmember Joachim and SECONDED by Councilmember Jones to adopt the Resolution, subject to the amendment that includes voting precincts 31228 and 31229.
The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
9. Consideration of Authorizing a Budget Adjustment and Establish a New Capital Improvement Project to Replace the Roof at the Old Mill and to Complete Other Related Maintenance.
Recommended Action: Approve the budget adjustment and authorize the new Capital Improvement Project.
Item 9_Old Mill Maintenance_250310
City Manager Cusimano presented the item as a vision of the Rotary Club and Friends of Parks & Recreation to do a community project before Mill Valley’s 125th Anniversary. They are asking the City Council for a budget amendment of $30,000, with a total project cost of $90,000.
City Manager Cusimano responded to questions from the City Council.
Mayor Burke opened Public Open Time.
Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Open Time.
It was MOVED by Councilmember Joachim and SECONDED by Councilmember Jones to accept the budget adjustment and authorize the capital improvement project. The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
10. Consideration of Awarding Procurement of Replacement Generator and Base Fuel Tank for the Public Safety Building and Approve Funding Budget Adjustments.
Recommended Action: Adopt the Resolution 25-__.
Item 10_Authorize Replacement Generator and Budget Adjustment_250310 Item 10_Attachment 1_AMENDED_Draft Resolution generator PSB 1 7 City Manager Cusimano presented the item to the City Council. He noted that the Public Safety Building generator shut down after the last PG&E event and has been determined to be at the end of its life. He clarified that the budget total of $310,000, as presented in the report, is accurate, but the subsection listed at $30,000 should be listed as $36,000.
Councilmember Joachim volunteered to act as Council liaison to review the budget of this project.
City Manager Cusimano responded to questions from the City Council.
Mayor Burke opened Public Open Time.
Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Open Time.
It was MOVED by Councilmember Joachim and SECONDED by Vice Chair Perrey to award procurement of a replacement generator and base fuel tank for the Public Safety Building, and to approve funding budget adjustments. The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
OLD BUSINESS
11. Consider Field Use Policy Modifications.
Recommended Action: Review and discuss Field Use Policy modifications and consider approval, or provide additional directions to staff.
Item 11_Field Use Policy Amendments_250310
Recreation Supervisor Hubacker presented the item to the Council and reviewed the related process.
Supervisor Hubacker responded to questions from the City Council.
City Attorney Khalsa clarified that higher arching Field Use Policies must be set by the Council according to the municipal code.
Mayor Burke opened Public Open Time.
Speakers: None.
Communications (via eComment): None.
Mayor Burke closed Public Open Time.
8 Mayor Burke did not support the evolution of the City’s boards and commissions setting policy, because policy setting is the role of the City Council.
It was MOVED by Councilmember Jones and SECONDED by Vice Chair Perrey to approve Field Use Policy modifications. The motion was carried unanimously by a 4-0-1 vote, with Councilmember Carmel absent.
COUNCIL REQUESTS AND IDEAS FOR DISCUSSION
None.
ADJOURNMENT – The Council ADJOURNED at 7:12 p.m. – The next Regular City Council meeting will be held on Monday, March 24, 2025, at 5:30 p.m. in the Mill Valley City Council Chambers.
APPROVED AND ADOPTED BY THE MILL
VALLEY CITY COUNCIL ON APRIL 21, 2025
___________________________
Stephen Burke, Mayor
ATTEST:
____________________________
Risa De Ferrari, City Clerk