February 2023
City of Milpitas
City Council Workshop
Held January 26, 2023
City Council Workshop
Table of Contents Baker Tilly
i
Table of Contents
Workshop Report ........................................................................................................................................ 1 Workshop Overview ............................................................................................................................ 1 Opening Comments ............................................................................................................................ 3 Icebreaker Exercise ............................................................................................................................. 4 City Council Interview Themes ............................................................................................................ 5 Expectations for Success .................................................................................................................... 6 Governance Roles ............................................................................................................................... 7 Establishing Priorities .......................................................................................................................... 9 Wrap-up and Next Steps ................................................................................................................... 10 Attachment – Staff Presentation ............................................................................................................. 11
City Council Workshop
Workshop Report Baker Tilly
1 Workshop Report
The City of Milpitas held a City Council workshop on Thursday, January 26, 2023, from 9:00 a.m. to 2:30 p.m. at the Sonesta Hotel in Milpitas. The workshop provided an opportunity for Councilmembers to develop a shared understanding of governance roles and practices, identify top priorities for the coming budget process, and strengthen teamwork. This report contains a summary of the results of the session.
Senior Manager Christine Butterfield and Consulting Manager Mary Locey with Baker Tilly facilitated the workshop.
Workshop Overview
Objectives
• Develop a shared understanding of governance roles and practices in the City of Milpitas, and
• Establish Council short- and long-term goals and priorities.
City Council Workshop
Workshop Report Baker Tilly
2 Participants
City Council
Mayor
Carmen Montano
Vice Mayor
Evelyn Chua
Councilmember
Anthony Phan
Councilmember
Hon Lien
Councilmember
Garry Barbadillo
Staff
• City Manager Steve McHarris
• City Attorney Michael Mutalipassi
City Council Workshop
Workshop Report Baker Tilly
3 Agenda
• Welcome and call to order by the Mayor
• Public comments
• Comments from the City Manager
• Introductory comments about the workshop
• Icebreaker: Discuss attributes of great leaders
• City Council interview themes
• Review governance roles, best practices, expectations, and the Council Handbook
• Discuss and establish Council priorities
• Wrap up and next steps
Workshop Preparation
There was extensive planning with the City Manager in preparation for the workshop, followed by Christine holding individual interviews with each Councilmember as well as discussing workshop objectives with the Mayor and City Manager. Christine prepared an agenda and PowerPoint presentation along with handout materials to guide discussions during the session.
Opening Comments
The workshop began with a Council discussion about the agenda, proceeding with a welcome and call to order from Mayor Montano. Following the call to order, the Mayor opened the session to public comments. City Manager McHarris then offered some comments about why the workshop was important, and shared he hoped the group would gain a good understanding of roles and responsibilities and how to be a successful Council from the day’s discussions.
Then Steve handed the session over to the facilitators.
Christine reviewed the workshop objectives and agenda.
City Council Workshop
Workshop Report Baker Tilly
4 Workshop Ground Rules
At the start of the workshop, the facilitator suggested several ground rules to help the group have a successful workshop.
• Be curious
• Speak one at a time
• Listen to understand
• Show respect for all
• Individually participate in the dialogue
Bike Rack
Christine then provided the purpose of the bike rack, which is a time management tool. She explained that items brought up which would not receive immediate attention would be added to the bike rack. The following items were added to the bike rack during the workshop:
• Forward a legislative report regarding a proposed taxpayer protection initiative (City Manager sent to Council)
• Explore apps like See, Click, Fix
o Educate the public about community services
o Create a series of community video on “how to…”
o Request for information on the turnaround to fix (City Manager to send to Council)
• Report on each department’s activity
• Council direct requests of executive team need clarification • Community survey results; discuss gaps, follow-up activities, and potential policies
• Review parks maintenance needs (parks and facilities) • Discuss City Hall hours, the community’s service expectations. Requires community education
Icebreaker Exercise
Christine led the group in an icebreaker exercise to begin the workshop informally and learn more about each other. Each person was asked to answer three questions, and then share their responses with the group. The results are shown in Table 1 below.
City Council Workshop
Workshop Report Baker Tilly
5 Table 1. Icebreaker Exercise Responses
What are the attributes of
great leaders?
Which of these leadership
attributes do you hope
to grow and develop
during your term?
Which of these leadership
attributes would you like the
Council to emulate?
• Willingness to compromise
• Charisma
• Humility
• Respectful
• Understand their role
• Willing to follow
• Good listener
• Be prepared
• Knowledgeable
• Strong communications skills
(listening and writing)
• Service
• Objective decision making
based on facts
• Patience
• Service to community
• Council relationships
• Be mindful of staff and other
resources
• Focus on goals
• Communications skills
• Build the team
• Lead by example
• Show respect
• Know the what, why, and
how
• Calmness (no drama)
• Trust and respect (in City and
outside in the public)
• Professionalism
• Efficient and effective
• Transparency
• Unanimous decisions
• Be better
• One voice
• Agree to disagree
• Willing to learn and listen
City Council Interview Themes
Challenges and Opportunities
To set the context for discussion and establishing strategic priorities, Christine reviewed highlights of some of the City’s recent challenges and opportunities that were mentioned during Council interviews. The slide that was presented is shown below.
Potential Council Priorities
Christine then reviewed potential priority themes that emerged from the interviews. These priorities are listed in Table 2 below.
Interview Themes
12 • Affordable housing
• Collabora�on
• Community engagement
• Cost of living/Infla�on
• Fiscal sustainability
• Homelessness
• Public safety
• City Hall hours
Challenges
• ARPA funds ( $3M for climate
change)
• Home Key Program
• Focus on goals and priori�es
• Grow regional partnerships
• Infrastructure and CIP
• Land use development
• Strategically located
More businesses
Increased revenue
Opportuni�es
City Council Workshop
Workshop Report Baker Tilly
6 Table 2. Potential Council Priorities
*During the workshop, it was noted that the Sunnyhills community was mentioned by multiple Councilmembers and that it is going through its regular Section 8 voucher renewal.
Staff Presentation
The City Manager further set the context for priority setting by reviewing some of the City’s recent accomplishments, his goals and objectives for FY 2022-23, and workplans for each city service area (CSA). The slides presented are provided in the attachment.
Expectations for Success
Following a brief break, the group reconvened. Christine reviewed best practices for effective governance and presented tips for working as a team, the benefits of nurturing close working relationships, and Patrick Lencioni’s Five Dysfunctions of a Team.
Priority Description
Improve Trust Working relationships between Councilmembers and City Manager/staff
Efficient Council (and Council
meetings)
Govern with civility; be respectful
Affordable Housing Sunnyhills* multifamily community and workforce housing Fiscal Sustainability Quarterly reports; improve communication/information Homeless Services HomeKey Program; regional partnerships/solutions Public Safety and Community Appeal Staffing, perception of safety and neighborhood cleanliness
City Council Workshop
Workshop Report Baker Tilly
7 Governance Roles
Christine provided an overview on the Institute for Local Government (ILG) article, Attributes of Exceptional Councils. The six attributes identified in the article are shown below.
Council Handbook
Following a short break for lunch, Councilmembers engaged in a review of and discussion about the Milpitas City Council Procedures and Protocols Handbook.
To begin this segment of the workshop, the group reviewed and affirmed the roles and responsibilities of the Mayor, Councilmember, and City Manager.
Council Handbook: Roles
Mayor and Councilmembers
• Set policy direc�on
• Provide clear direc�on, as a body
• Pass ordinances , adopt resolu�ons
• Approve projects , programs, budget
and contracts .
• Du�es of Mayor
o Directly elected by voters
o Performs ceremonial du�es, signs
Council-approved documents
39 City Manager
Implements Council policies and
procedures
Focuses on administra�on and
management for all City personnel
Manages day-to-day opera�ons
Provides professional
recommenda�ons to support Council
policy and budget decisions
City of Milpitas, City Council Procedures and
Protocols Handbook, January 11, 2022.
City Council Workshop
Workshop Report Baker Tilly
8 Following this review, the group participated in an exercise about team expectations by reflecting on and answering the following questions:
• How will you position yourself for success?
• What do you need from peer Councilmembers?
• What do you need from the City Manager to be successful? • What does the City Manager need from Council to be successful? The group spent time answering the questions individually, and then shared their responses with the group. A summary of the responses is provided in Table 3 below.
Table 3. Council Handbook Exercise
How will you
position yourself
for success?
What do you need from
peer Councilmembers?
What do you need from
the City Manager to be
successful?
What does the City
Manager need from
Council to be
successful?
• Stay well
informed
• Be prepared
• Collaborate with
Council
• Be accountable
to community
• Teamwork
• Look at
challenges as
opportunities
• Build coalitions
with Council,
regional
organizations
agencies, and
residents
• Come prepared
• Open communication
• Direct and face-to-
face
feedback
• Understand our roles
and limitations
• Know our strengths
and weaknesses
• Don’t make things
personal
• Understand all
Councilmembers
have the same
authority
• Responsiveness
• Transparency
• Professionalism; treat
executive leadership
team (ELT) members
the same (no
favoritism)
• Trust
• Advice
• Deliver results and
report back
• Increase Council
stipend
• More sharing and one-
on-one communication
o Don’t assume
o Ask for clarification
• Don’t make things
personal
• Don’t assume
s/he knows what
you know
• Have a team
approach
• Two- way
communication is
essential
• Focus on policy
and results
• Staff and limited
resources,
workload
awareness
• Respect our roles
City Council Workshop
Workshop Report Baker Tilly
9 Christine then discussed Council handbook best practices and highlights of the handbook’s Code of Conduct. The following slides were presented.
Christine asked the group whether any clarifications about, updates, or changes to the handbook were needed. Councilmembers identified the items below to review or consider in the future.
• Guidelines for the Council’s sitting arrangements
• Use of cell phone at the dais
o Be aware of the public’s perception
o Understand the Public Records Act
• Create a policy for distributing “keys to city,” there are no policies or guidelines
• Provide as much advance notice as possible for special meetings and study sessions
• Create policy for hiring interns with no qualifications • Discuss and determine who is listed on certificates and acknowledgements
• Review new state guidelines for virtual meetings (City Attorney to review) Establishing Priorities
After a quick stretch break, the group reconvened to discuss and establish priorities for FY 2023-24 and FY 2024-25. Councilmembers participated in a dot voting exercise to determine their top priorities for the next two years. Each Councilmember was given a colored marker and placed a mark on their top two priorities. A summary of the results of the voting exercise is shown in Table 4 on the following page.
Council Handbook: Best Prac�ces
• Put cons�tuents first
• Treat each other and the public
with dignity, courtesy, and
respect
• Maintain confiden�ality
of closed-session ma�ers
• Be a�en�ve to others,
limit interrup�ons
and distrac�ons
42 • Encourage diverse viewpoints in
debate
• Agree to respec�ully disagree
• Keep comments clear, concise,
and on topic
• Start mee�ngs on �me, work
from the agenda
• Present problems to promote
discussion and resolu�on
City of Milpitas, City Council Procedures and Protocols Handbook, January 11, 2022.
Council Handbook: Code of Conduct
• Be respec�ul and courteous
• Model civility
• Avoid surprises
• Praise publicly and cri�cize
privately
• Focus on the issue, not the
person
• Refrain from using electronic
devices while on the dais
43 • Disclose conflicts of interests
• Separate governing from
campaigning
• Speak with one voice a�er
se�ng policy
• Respect the line between policy
and administra�on
• Hold each other accountable to
comply with Code of Conduct
City of Milpitas, City Council Procedures and Protocols Handbook, January 11, 2022.
City Council Workshop
Workshop Report Baker Tilly
10 Table 4. Council Priorities
Priority Votes Who Voted
Public safety and community appeal 4 Chua, Barbadillo,
Lien, Phan
Fiscal sustainability 3 Montano, Chua,
Barbadillo
Affordable housing 2 Lien, Phan
City Hall hours 1 Montano
Homeless services* 0
*Councilmembers noted that homelessness is an important community issue with many initiatives underway and ongoing.
Wrap-up and Next Steps
To conclude the workshop, Christine explained that Baker Tilly would prepare this summary report, and that the City Manager and his staff would prepare an action plan for the identified priorities.
Councilmembers offered closing comments and key takeaways from the day’s discussions. A summary of these reflections is provided below.
Council Comments
• We needed this workshop!
• It was nice to learn about each other; we needed it.
• The day was as expected.
• The workshop was helpful.
• Ditto… happy Council is together.
• I am optimistic.
City Council Workshop
Attachment – Staff Presentation Baker Tilly
11 Attachment – Staff Presentation
15 Key FY 22-23 Accomplishments
Employee Engagement Survey/Focus Group, New employee Orientation, Employee Recognition Lunch, Spring Wellness Challenge, Employee Mentoring Program, SCCCMA Leadership Academy, City Manager Coffee Conversations
Award Winning Plans: General Plan, ADU Toolkit, Development Review Handbook Metro & Main Street/Gateway Specific Plans, Objective Design Standards Ordinances: Reach Codes, Bldg. Heights, Outdoor Dining, ADU update, Tobacco Retail, Comp.
Zoning underway
ADU Incentives/Legalization
Innovation District Phase II Action Plan (Marketing, Tours) Grants: REAP 142K, 60k Senior Meals, 200k Sunnyhills playground rehab Main Street Parcel #1 studies/appraisal complete, sale is next Rent & Mortgage Relief‘ - ”Forward” consultant developing program Inter-Dept. Unhoused Task Force
Adopted ‘23 -’31 Housing Element (January)
Long-Term Odor Study with BAAQMD & San Jose
16 Key FY 22-23 Accomplishments
Key Recruitments: PW Director, Deputy City Manager, HR Director, Fire Chief Analyzing potential Dept. consolidations in PW/Engineering & Community Development Recreation & Community Services Dept. Org Assessment underway New Public Art (POC mural, Artisan art walk)
POC Feasibility Studies for light rail stations Main/Capitol & S. Milpitas/Capitol Deployed SMART
Deployed ambulance
Completed Fire Station #2, Alviso Adobe
Milpitas Matters/Connected/Social Media Platforms – 4.4K fb followers Attended numerous City-sponsored events & individual requests Completed Harvard Credential: Senior Executives in State & Local Govt.
January City Council Retreat
City Council Workshop
Attachment – Staff Presentation Baker Tilly
12 1) Improve & Refine Organizational Culture
(CC Priority Area- Governance & Admin )
2) Minimize Blight, Health & Safety Impacts of Encampments (CC Priority Area- Neighborhoods & Housing )
3) Promote a Recognizable & Desirable City Identity
(CC Priority Area- Governance & Administration ; Ec. Dev. & Job Growth) 4) Promote Forward-Facing Public Safety
(CC Priority Area- Public Safety )
5) Covid Recovery
(CC Priority Area- Community Wellness & Open Space; Ec. Dev. & Job Growth) City Manager Goals FY 22-23
17 18
Goal #1- Improve & Refine Organizational Culture
Objectives:
Evaluate safe functional workspace & provide professional support. Reinstitute & Enhance more personable recognition in the workplace, emphasizing employee contributions and innovation.
Close connections to labor union leadership.
Lead SCCCMA & Cal Cities Representative.
Reviewing organization for potential Department consolidations. Complete Public Leadership Certificate, Harvard Kennedy School. Reviewing organization for potential Department consolidations. 19 Goals #2 - Minimize Blight , Health & Safety
Impacts of Homeless Encampments
Objectives:
Enhance the City Manager Office led an coordinated multi-dept. effort in addressing chronic blight areas.
Improve & implement a coordinated multi-agency process to reducing blight within the City. Implement & refine our supportive services & strategies for permanent housing for Milpitas unhoused population.
Reduce public health/safety & community blight impacts of individual & group encampments, without taking on County’s social service roles & responsibilities.
City Council Workshop
Attachment – Staff Presentation Baker Tilly
13 20
Goal #3 - Promote a recognizable & desirable
City identity
Objectives:
Plan for a recognized & desirable pedestrian-oriented Main Street/Midtown local destination. Initiate incremental first steps in wayfinding/signage, stepped -up code enforcement, beautification, place making, and small business support. Prioritize wayfinding & gateway improvements at key city locations. Promote & expand the use of our Milpitas community mark. 21 Goal #4 - Promote Forward-Facing Public Safety
Objectives:
Work with MPD and MFD on community outreach, training programs, and public presence/v isibility.
Fire Chief Succession Plan for 2023.
Continue to work closely with MPD & MFD Chiefs on making a positive impact on the most pressing issues facing Milpitas public safety.
22 Goal #5: COVID Recovery
Objectives:
Restore City services, per the adopted City budget.
Focus on key business & public agency partnerships in support of our business-friendly brand, citywide planning, and economic development best practices.
City Council Workshop
Attachment – Staff Presentation Baker Tilly
14 23
Current Work Plan - City Service Areas
As hwini Kantak
Assistant City Manager
Steven G .McHarris
City Manager
Matt Cano *
Deputy City Manager
Community Services
and Sustainable
Infrastructure
Leadership and
Support Services
Community
Development Public Safety
Police Department
Fire Department
(Operations )
Engineering (CIP)
Public Works
Recreation &
Community Services
City Clerk
City Manager ’s Office
Finance
Human Resources
Information
T echnology
Building Safety and
Housing
Economic
Development
Engineering (Land
Development )
Fire Prevention
Planning
* Starting January 30, 2023
24 Community Development CSA
Council adoption of theMilpitas Metro Specific Plan
Initiate Update of Metro Area Development Impact F ees for new Infrastructure & Parks Finalize theMilpitas Gateway/Main StreetSpecific Plan
Complete and submitHousing Elementto HCD for Certification Council Adoption of a Tobacco Retail Permit Program
Implement ARPA-funded Workforce Development programs
Implement ARPA-funded ADU program
Provide professional engineering plan reviews& R-O-W work permitting Administer the FEMA Flood Insurance Rating Program
Ke y FY 22 -23 Workplan Items
25 Leadership and Support CSA
Negotiate MOUs with MEA & Protech
Increase employee engagement, retention, and attraction Evaluate technology solutions to improve efficiency & customer service (F inancial management, HRIS, agenda management, records management)
Develop & begin implementation of a Strategic Communications Plan Evaluate & bring forward funding options for storm water management & infrastructure FY 22-23 Key Workplan Items
City Council Workshop
Attachment – Staff Presentation Baker Tilly
15 26
Public Safety CSA
Fir e:
Update F ire Dept. Training Policies, Programs, Performance Standards, Operations, andIncident Command System Terminology/Communications
Completion of two new Wildland apparatus and build of one new Pumper Enhance community engagement opportunities = increased social media presence Improve employee health & wellness programs
PD:
Ensure 95% of 911 calls are answered by a dispatcher within 10 seconds (State standard is 95% within 15 seconds)
Ensure average response times to emergencies under 3-minutes Complete an evaluation of crossing guard program and identify a program model that overcomes existing challenges
Replace aging Mobile Computer T erminals in the police fleet Research possible electrification of the police vehicle fleet Develop 5-year succession planning strategy
Ke y FY 22 -23 Workplan Items
27 Community Services & Sustainable
Infrastructure CSA
Seek Council approval for rate increases due to increased operating & capital expenditures for the Water & Sewer Utilities Provide stormwater utility funding options for Council consideration Health & Safety repairs for up to 11 parks (pending funding availability) Initiate design for short-term improvements of 13 parks Support the Odor Reduction Ad Hoc Subcommittee
Bring forward a policy framework for enhanced Street Sweeping Services Resurface Dempsey Road from Y osemite Drive to Calaveras Boulevard Initiate Cardoza Softball Field retrofit design phase
Begin design phase for resurfacing of G reat Mall Parkway Initiate mural program w/ VT A on columns at G reat Mall Parkway & Montague Expressway Update Master F ee Schedule to reflect Council Recreation Cost Recovery Policy JUA for facilities with Milpitas Unified School District Ke y FY 22 -23 Workplan Items
Challenges &
Opportunities
28 Good Governance: Roles, Responsibilities, and
Setting a Course for Success
Technology
Operating & CIP Budgets
Staff Recruitment & Retention
Labor Negotiations
Gateway/Main Street Specific Plan
2024 ballot measure:“Taxpayer Protection &
Government Accountability Act”