City Council
Agenda Page 1 05.06.25
CITY HALL
SARGE
COMMUNITY
ROOM
22 ORINDA WAY
ORINDA, CA 94563
CITY COUNCIL
AGENDA
Tuesday, May 6, 2025
4:00 PM – SPECIAL MEETING
A. CALL TO ORDER / ROLL CALL
Councilmembers: Darlene Gee, Cara Hoxie, Janet Riley
Vice Mayor Brandyn Iverson, Mayor Latika Malkani
B. PLEDGE OF ALLEGIANCE
C. PUBLIC FORUM
The public forum provides an opportunity for members of the public to speak on any item within the jurisdiction of the City Council that is not on the agenda. Additionally, a speaker has the option of addressing the Council on an item listed on the agenda, if the speaker will not be present when that agenda item is taken up.
When an item is not listed on the agenda, State law prohibits Council discussion or action.
Councilmembers may only “briefly respond” to statements made and questions posed. For example, State law allows Councilmembers to ask questions for clarification and provide a reference to staff or other resources for factual information. Additionally, consistent with the “Matters Initiated” rule contained in its Policies and Procedures Manual, the Council may also direct staff to report back and/or place a matter on a future agenda for discussion.
D. WORKSHOP
D.1. Strategic Planning/Goal Setting Workshop
Recommendation:
Conduct a Follow-Up Strategic Planning/Goal-Setting Workshop and provide direction to staff
E. ADJOURNMENT
City Council
Agenda Page 2 05.06.25
The next Special Meeting of the Orinda City Council will be held on Tuesday, May 6, 2025, at 6:00 PM.
Please visit the City’s website at www.cityoforinda.org to view the City Council Calendar.
I, Sheri Marie Smith, City Clerk, declare under penalty of perjury under the laws of the State of California that this special meeting agenda has been posted at least 24 hours in advance at the Orinda City Hall, 22 Orinda Way and the Orinda Library, 26 Orinda Way. Additional copies are available at the Orinda Library, 26 Orinda Way, and at the City’s website at www.cityoforinda.org. At least 24 hours in advance of the meeting, this agenda was also delivered to and received by each member of the City Council as well as each local newspaper, radio station and television station requesting written notice of special meetings.
~ Accessible Public Meetings ~
The City of Orinda will provide special assistance for disabled citizens to participate in public meetings upon advance notice. Please contact the City Clerk’s Office, 22 Orinda Way, Orinda, Ca 94563 or 925.253.4221 or [email protected] with the following information: name, mailing address, phone number and type of assistance needed.
City Council Workshop
Held March 8, 2025
City of
Orinda, CA
City of Orinda / City Council Retreat Report 2
The City of Orinda, California, held a City Council Workshop on March 8th, 2025.
The retreat was planned and facilitated by Raftelis.
Introductions and Expectations
The workshop began with the City Council and staff introducing themselves, and then the Council shared their expectations. Their expectations touched on three key themes, which were:
• Work together and prioritize
• Collaboration and discussion
• Hear each other’s perspectives
This I Believe
Council members were asked to share "what they believe" about the future of Orinda. This exercise is loosely based on the "This I Believe" essay format initiated by Edward R. Morrow on National Public Radio in the 1950s. Today, there is an international organization that engages people in writing and sharing essays describing the core values that guide their daily lives. Summaries of their responses are below:
• Councilmember Janet Riley: Orinda is a Welcoming Community Councilmember Riley emphasized that Orinda is defined by its warm and welcoming nature. While many are drawn to the city for its real estate, schools, and other amenities, the core idea is that it remains a place where people feel truly welcomed.
• Mayor Latika Malkani: Embracing Challenges with a Growth Mindset Mayor Malkani shared that her parents immigrated to provide better economic opportunities, making significant sacrifices along the way. As a child, she was encouraged to fit in rather than speak out, which initially led to shyness. However, exposure to stories of resilience and courage inspired her to become more engaged and outspoken. She now values listening, problem-solving, and confronting issues head-on while appreciating the contributions of others in tackling challenges. • Councilmember Darlene K. Gee: Orinda as a True Community Despite growing up in the Midwest, Councilmember Gee expressed that Orinda has an even stronger sense of community. She highlighted the deep-rooted nature of the town, where some neighbors have lived next to each other for over 35 years. This sense of connection and shared values is something she believes should be preserved for future generations.
• Vice Mayor Brandyn Iverson: The Necessity of Change
Vice Mayor Iverson shared her belief that stagnation leads to decline—there is no staying the same; a community is either improving or deteriorating. While change can be difficult, embracing it thoughtfully is a way to preserve the unique quality of life that makes Orinda special. "Change done well is preservation." • Councilmember Cara Hoxie: Orinda’s Evolving Inclusivity Councilmember Hoxie, who grew up in Orinda recalled a time when there were very few Jewish families in the community and noted that antisemitism was once prevalent. Over time, however, Orinda has evolved to become a more inclusive and welcoming place where people are valued for who they are. She emphasized the importance of embracing change, communicating these values, and ensuring that Orinda continues to be a community that cares while preserving what makes it unique.
City of Orinda / City Council Retreat Report 3
Speed Networking with the Executive Team
During the speed networking activity, Council members engaged with the Executive Team in a series of 10-minute conversations. This activity provided an opportunity for relationship-building, reflection, and space for sharing between the Council and staff. Key takeaways and a photo from the activity are below:
Key Takeaways
There is a need for improved management tools and systems to enhance operational efficiency.
This was a great opportunity for building professional relationships and knowledge sharing.
There are opportunities to refine processes and leverage technology.
It is important to keep the workforce capacity in mind when planning initiatives and priorities.
There was a strong focus on the necessity of clear and open communication about resource constraints and expectations.
The activity reassured participants about the importance of Council/staff alignment and mutual support in achieving organizational goals.
Awareness and feedback mechanisms are essential for continuous improvement and informed decision-making.
City of Orinda / City Council Retreat Report 4
Accomplishments
The facilitator reviewed accomplishments mentioned during Council interviews in preparation for the retreat.
These included:
Council Goals and Priorities
Starting with the “big rocks,” the facilitator reviewed the themes that emerged from the Council interviews and
presented a draft set of focus areas based on the themes. It was noted that these priorities exist in addition to and not instead of the day-to-day work of the organization. The Council discussed the broad focus areas and identified specific interests within them.
The table on the following page contains the Council’s goals and identifies what they hope to accomplish over the next two years. At the close of the day, Council members identified the top priorities for the next year. The City Manager will prepare a two-year budget and work plan that reflects these priorities.
Governance and Budgeting
o Hired the City Manager and Planning Director
o Maintained strong fiscal responsibility, with reserves in good shape and no participation in PERS Fire Safety and Preparedness
o Significant progress in fire safety and wildfire adaptation, supported by Measure R funding Infrastructure and Maintenance
o Transformed roads from among the worst to among the best in the Bay Area o Established an infrastructure committee to assess private roads and drains, addressing sinkholes and mapping gaps
City of Orinda / City Council Retreat Report 5
Wildfire Adaptability and Emergency Preparedness
Continue evacuation planning at local and regional levels.
Centralize information and resources (“Orinda Ready”).
Cultivate shared accountability between the government, partners, and residents.
Strengthen regional collaboration and advocacy.
Encourage home hardening and vegetation management.
Evaluate incentive programs for home hardening.
Strategically remove trees in public rights-of-way.
Use technology to guide strategic investments.
Increase collaboration with community nonprofits.
Support neighborhood-driven approaches.
Lead by example through city initiatives.
Infrastructure Strategy and Improvement
Implement the storm drain plan.
Develop a long-term infrastructure funding strategy and vision.
Support the infrastructure sub-committee’s work on privately maintained roads and storm drains.
Enhance circulation, mobility, and transportation safety.
Improve overall road safety.
Downtown Development and Beautification
Address vacant and under-utilized buildings, including Theater Square.
Facilitate the development of high-quality mixed-use projects.
Evaluate current conditions to enable business growth and provide certainty for prospective business owners.
Engage property owners to understand their barriers, goals, and needs.
Revisit Connect Orinda, explore new ideas, and report on the most effective strategies for economic development.
Enhance beautification efforts, including outdoor dining, lighting, landscaping, and signage.
Consider establishing a facade improvement program.
Organize events and activate public spaces to foster community engagement.
Collaborate with the Chamber of Commerce to support local businesses.
Develop and launch a DowntownOrinda.com platform.
Community Engagement and Education
Communicate the benefits of economic development.
Partner with the school district to educate and inform families (i.e., wildfire safety and preparedness).
Host two-way forums, including town halls and parent education nights.
Collaborate with partners to efficiently deliver education in community spaces (e.g., Fire Safe Moraga-Orinda FSMO).
Celebrate the City’s 40th anniversary in a way that highlights stability and community pride.
Develop a communication strategy around housing element implementation.
Enhance collaboration with the Moraga-Orinda Fire Department (MOFD).
Develop and implement a Citizen’s Academy.
Communicate with the public about the importance of services and resource availability.
Expand community education on emergency preparedness (i.e., Six Ps, resident responsibility).
City of Orinda / City Council Retreat Report 6
Bike Rack
The “Bike Rack” was used as a time management tool to keep track of items that require further discussion outside of the retreat. The single item placed on the bike rack was:
• Solicit a staff report on the City’s climate adaptation projects Parting Thoughts
As the day came to a close, participants shared their key takeaways and what they were looking forward to over the next two years. Their responses highlighted the following priorities:
TOP GOALS TO ACHIEVE:
• Advancing a few impactful projects downtown
• Strengthening emergency preparedness and evacuation efforts • Enhancing coordination to improve efficiency
• Developing a long-term infrastructure vision
OTHER REFLECTIONS:
• Excitement about Orinda Ready
• Anticipation for the new deputy police officer
• Appreciation for the dialogue and discussion
CITY OF ORINDA
Strategic Planning Items for
Fiscal Years 2025-26 and 2026-27
Wildfire Adaptability and Emergency Preparedness
1. Continue evacuation planning, preparation, and training (tabletop and simulated exercises) with local and regional partners, including MOFD, Contra Costa County Sheriff’s Office, Contra Costa OES, Town of Moraga, City of Lafayette, EBMUD and EBRPD.
2. Cultivate shared accountability between the government, partners, and residents in wildfire adaptability and preparedness through the support of neighborhood-driven approaches on home hardening and fuel reduction. Lead by example through City initiatives within the public right-of-way.
3. Strengthen regional collaboration and advocacy through the development of a centralized information platform – www.orindaready.com.
4. Evaluate current incentive programs and recommend changes and actions to bolster wildfire mitigation efforts.
5. Use emerging technologies to guide strategic investments in fuel mitigation and evacuation efforts.
6. Increase collaboration with community non-profits, such as the Fire Safe Moraga Orinda to support the creation of more Firewise neighborhoods.
Infrastructure Strategy and Improvement
1. Complete Category A improvements as part of the Storm Drain Plan and shift focus to Category B pipes programmed annually in the Capital Improvement Program.
2. Develop a long-term infrastructure vision and funding strategy.
3. Continue supporting the Infrastructure Subcommittee’s work on privately maintained roads and storm drains.
4. Focus on capital projects that enhance circulation, mobility, and transportation and improve road safety overall.
Downtown Development and Beautification
1. Address vacant and under-utilized buildings, including Theater Square and the Phairs building/Country Club Plaza area through property owner engagement.
2. Facilitate the development of high-quality mixed-use projects
3. Evaluate existing conditions and its impact on business growth and seek to create certainty in City process for prospective business owners.
4. Engage with Downtown property owners to understand their barriers, goals and needs.
5. Revisit Connect Orinda, explore new ideas to create vitality within the public right of way, and report on the most effective strategies for economic development.
6. Enhance beautification efforts, including outdoor dining, lighting, landscaping, and signage. Consider establishing a facade improvement program.
7. Organize events and activate public spaces to foster community engagement.
Collaborate with the Chamber of Commerce to support local businesses.
8. Develop and launch a DowntownOrinda.com platform.
Community Engagement and Education
1. Communicate the benefits of economic development. Communicate with the public about the importance of services and resource availability.
2. Partner with the school district to educate and inform families (i.e., wildfire safety and preparedness).
3. Host two-way forums, including town halls and parent education nights.
Collaborate with partners to efficiently deliver education in community spaces (e.g., Fire Safe Moraga-Orinda FSMO).
4. Celebrate the City’s 40th anniversary in a way that highlights stability and civic pride.
5. Develop a communication strategy around housing element implementation.
6. Expand community education on emergency preparedness (i.e., Six Ps, resident responsibility). Enhance collaboration with the Moraga-Orinda Fire Department (MOFD).
7. Develop and implement a Citizen’s Academy to help build future leaders in the community.