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HomeMy WebLinkAbout2025-05-21 Retail Committee Summary MinutesRETAIL COMMITTEE SUMMARY MINUTES Page 1 of 14 Special Meeting May 21, 2025 The Retail Committee of the City of Palo Alto met on this date in the Community Meeting Room and by virtual teleconference at 9:02 a.m. Present In-Person: Reckdahl (Chair), Burt, Lythcott-Haims Councilmember Burt departed the meeting at 9:57 a.m. Absent: None Call to Order Chair Reckdahl called the meeting to order. The clerk took roll and declared all are present. Public Comments There were no requests to speak. Agenda Items 1. Review and Recommend Council Approval of the Car Free California Avenue Outdoor Activation Program; CEQA Status – Not a Project Chair Reckdahl announced there will be a public outreach meeting at 6 p.m., at Lucie Stern for a car-free street project community workshop. Project Manager Bruce Fukuji commented that the Outdoor Activation Program work includes transformation of California Avenue to look at signage, outdoor dining, and street design. There are 4 parts to the program. The vision is to amend the Comp Plan to designate California as a community street with no vehicle traffic, restricted vehicle movement. They key to it being car free is how to keep it flexible and open. The street functions as a street due to the farmers market on Sundays. When the farmers market is not there, there is an opportunity for it to SUMMARY MINUTES Page 2 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 function as a car-free, bicycle-friendly environment. It should be safe, inclusive, clean, and well maintained. A slide was provided showing outdoor dining without the protections normally seen with parklets. Enclosures, barriers, traffic elements, etc., will not be needed, which will allow for greater social engagement. The difference between parklets and car-free California Avenue is balancing the space for commercial and community use and the use of the right of way. It is looking at how outdoor dining will contribute to street life. Staff is trying to prioritize an open, transparent, and accessible environment for pedestrians and bikers, which has to be flexible for use throughout the day. There have been monthly meetings with merchants. There was a workshop on their preferences for outdoor dining, design elements, etc. A program was discussed with the merchants in 2 meetings, and there were individual meetings with merchants. Staff had addressed the guidance and requirements with them. The main themes from the outreach include being fair about outdoor dining for everyone; thinking about what they want, which is making a longer-term investment in aesthetic improvements; looking at weather protection, heating, etc.; and flexibility to choose design materials. He explained that they do not want anything next door reflecting badly on their business, which there is a list of. Staff structured the guidance so that all the things merchants do not want to see will be prohibited. Council action is anticipated to occur on June 9. The goal is to provide businesses with an understanding of what is permitted and needed to move forward. The purpose is to enable restaurants to occupy the public right of way for outdoor seating to support their businesses and community vitality through a streamlined encroachment permit process that will not have to go through architectural design/review; that will not impose undue time, cost, and burdens on the applicants; that it be done in a way to not impact the functions and safety of the street; and that it meet the objectives of an open environment. He discussed reallocating space in the street related to parking, emergency egresses, setbacks, obstructions, etc. A slide was displayed showing the mapping of the street. Outdoor activation areas will be allowed on the sidewalk and the roadway. Staff had identified everything needed to maintain emergency egress. Staff had found a fair and reasonable way to think about outdoor activation on a building-by-building basis and had been thoughtfully minimalist about what will be required versus what will be optional. Regarding design elements, staff had covered location setbacks, use, accessibility, operator responsibilities, and the permitting process. There are 2 categories of design elements – what is required and what is optional – and it is very clear what can and cannot be done. Platforms will be an option, not a requirement. Planters will be required but not fencing, railings, etc. He discussed what staff was considering for overhead shelter. The Staff Report addressed signage, which he elaborated on. Electrical work will have to be to code. Propane, gas, or electric heaters will be optional. Staff wants to ensure proper waste management. ADA requirements will be met. All the lessons learned from the April update to the Ramona Street Parklet Program have been incorporated. There will be an annual renewal process and permit/application/renewal/license fees. Property owners will be responsible for cleaning a space should a tenant vacate. He discussed the needs for utility (water lines, etc.) and maintenance. It is a question whether structures should be permitted in the right of way. He spoke of the impacts to the sewer system needing to be considered. Chair Reckdahl asked who performs the maintenance. SUMMARY MINUTES Page 3 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Project Manager Fukuji explained that the City and the businesses are responsible for maintenance. Staff has been considering public restrooms for capacity needs. There were meetings with merchants in April, and there will be a Committee and community meeting. This meeting is to address public life, how to activate the street, and community activities on the street. A merchant meeting is tentatively scheduled. The goal is to present this item to Council on June 9 for a resolution. Councilmember Burt announced that he has to leave the meeting at 10:00 for half an hour. He asked if parklets akin to the downtown area and Ramona not being allowed on Cal Ave is due to aesthetics and visibility. Project Manager Fukuji replied that the Parklet Program permits an enclosure wall and a roof. Enclosures on Cal Ave will not be required. Roofs will not be permitted. Enclosures will not be allowed as it is in downtown. Councilmember Burt inquired why sidewall enclosures, roofs, and parklets of similar size and structure to those downtown and on Ramona will not be allowed. Project Manager Fukuji explained staff’s recommendation, which relates to space, parking, structure size, the number of business installations, utility access, visibility, etc. Councilmember Burt noted that all those issues apply to University and Ramona and asked why not allow the same structures with the same limitations. Assistant City Manager Kiely Nose responded that it is a confluence of all the issues discussed. If something similar to University and Ramona should be done, the same restrictions will apply. Parklets on University are designed to be in a trafficway. Councilmember Burt mentioned that traffic barriers do not need to apply to Cal Ave. Assistant City Manager Nose noted that if the same requirements are adopted, businesses will be allowed to build similar barriers. Councilmember Burt queried why the same sort of structures on University and Ramona will not be allowed. He added that Ramona is car-free. Assistant City Manager Nose answered that Ramona is a smaller subset. Staff is working on a Ramona project similar to Cal Ave and University, which she expects to be presented to the Committee. Not allowing the same types of structures on Cal Ave relates to square footage and aesthetics. Councilmember Burt stated that square footage will not be an issue if the same rules are applied. SUMMARY MINUTES Page 4 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Assistant City Manager Nose affirmed that is correct. If risks associated with that are managed, the other aspect becomes what Cal Ave should look like, how a somewhat pedestrian mall will be created, and the flexibility and use of the space. Councilmember Burt voiced if it boils down to aesthetics being the basis for the decision. Project Manager Fukuji commented there are several considerations. He spoke of the importance of considering aesthetics and fire/life safety. Chair Reckdahl addressed slide 11, which he likes the aesthetics of, but he asked if support by a perimeter structure with 4 or 6 poles, rather than the middle column, will be permitted. Project Manager Fukuji explained that it depends on the support of the umbrella/awning system. Staff recommends not permitting fastening structures to the street. Chair Reckdahl questioned if a standalone structure with 4 or 6 poles around the edge will be allowed. Project Manager Fukuji answered that it will require review when going through the encroachment permit process. There are options other than umbrellas. Councilmember Burt stated he is struggling with why an umbrella is being considered more aesthetically pleasing than a translucent roof. Project Manager Fukuji explained that it relates to the structure supporting the translucent roof. Discussion ensured regarding the aesthetics of umbrellas and acrylic and plastic roofs over parklet spaces. Project Manager Fukuji stated that part of the decision is to have visible and open space. Councilmember Burt asked how merchants and restaurants on Cal Ave had been notified of this meeting, if what is allowed will support year-round dining, what will be permitted on sidewalls, what will be allowed related to music, the plan to address equity of spaces (bike racks, etc.), and what is happening with the concrete barriers. Project Manager Fukuji answered that the meeting was announced at the merchant meeting, he informed the merchants he had spoken with, and a notice was sent out. Sidewalls can be glass, acrylic, railings, planters or a combination and up to 8 feet tall. There are no new restrictions on permitting music. Music may be associated with a restaurant. Regarding equity of spaces, obstacles are identified to the commercial use of the street. A list of items needing relocation is being assembled. Embedment sleeves for the concrete barriers have not yet been installed and signage is needed. He will have to confer with Public Works concerning when that will happen. SUMMARY MINUTES Page 5 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Assistant City Manager Nose added that walls can be higher but only to a certain point can the parklet be obstructed. Chair Reckdahl queried if tables can be moved farther out when the farmers market or Third Thursday is not operating, if restaurants will be allowed to put a barrier around their seating if their establishment is not open for business, what is meant by rope dividers in the Staff Report, if an existing restaurant with some type of tent with decent aesthetics but breaking some of the rules will be grandfathered in, if not allowing propane heaters had been considered, and if there will be permanent conduit going under the sidewalk and up to an establishment for utilities. Project Manager Fukuji replied that the location of dining should be prescriptive for legal and permitting reasons. It will be permissible to put a barrier around a restaurant’s seating if they are not open for business. The distinction of rope dividers may be too subtle. If alcohol is permitted, the boundary of the dining area needs to be defined, which questions the minimum requirement for doing such. Dividers will be allowed, but staff recommends that not be done with large, distasteful items. Staff recommends not continuing to permit tents on Cal Avenue and to replace them with the items being discussed, which relates to aesthetics, safety, enforcement, and vacancies. Staff considered not allowing propane heaters, but restricting it is not recommended. Regarding electricity, it is better to have a mounted pole rather than conduit. Assistant City Attorney Tim Shimizu added that an obvious boundary is required to serve alcohol. Councilmember Burt departed the meeting. Hazardous Materials Inspector EMT David Villarreal explained the problems with tents and enclosures. Assistant City Manager added that denying propane heaters will bring in the added complication of electrical wiring. Chair Reckdahl queried if electric heaters could be required if there should be permanent overhead wiring. Project Manager Fukuji answered that electric heaters could be required if there should be permanent overhead wiring. Assistant City Manager Nose added that additional permitting would be required. Director of Public Works Brad Eggleston mentioned that in past years Council had discussed requiring electric heaters. Propane heaters are allowed in the Parklet Program. Chair Reckdahl asked if a propane heater is allowed in a 3-walled structure. SUMMARY MINUTES Page 6 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Inspector EMT David Villarreal responded that a propane heater is not allowed in a 3-walled structure. Assistant Director of Utilities Matt Zucca added that structures may need to be quickly dismantled in the event of a gas emergency. Councilmember Lythcott-Haims stated that she is trying to understand the ebb and flow with farmers market and Third Thursday. She likes the idea of creating an open and flexible pedestrian mall. She requested that staff speak to the balance of the desire to give merchants design and aesthetic flexibility with what looks like a coherent, intentional pedestrian mall. Project Manager Fukuji replied that Cal Avenue has a lot of assets, including wide sidewalks. He spoke of facilitating the liveliness and uniqueness of Cal Ave and supporting and cultivating good decision-making by setting guidance and examples of what to do instead of creating many requirements. To facilitate that, a diversity of planters and plantings will be required. Councilmember Lythcott-Haims questioned if the intention is to have a meta-coherence while allowing for tremendous individuation and if a stage or performance space has been considered. She requested that staff speak to Packet Page 12 concerning building structures in the right of way. She asked what will happen to legacy buildings not up to code that are contributing to the vitality of Cal Ave. Project Manager Fukuji affirmed that the intention is to have a meta-coherence while allowing for tremendous individuation. A stage or performance space will be discussed at the next Committee meeting. Supporting that programatic need is being anticipated in the alternatives. He suggested Councilmember Lythcott-Haims attend the workshop this evening. He discussed why staff is suggesting not building structures in the right of way at this time. Chief Building Official George Hoyt answered, regarding legacy buildings not up to code, that staff is responding to complaints received. Staff is not intentionally targeting particular items. Staff is working closely with property owners to remedy as quickly as possible illegal work creating safety hazards. Chair Reckdahl asked if existing structures close to being up to code can be waived or grandfathered in for a few years. He does not want to do away with such structures. Project Manager Fukuji responded that they have not come up with a strategy to provide sensitivity to a business’s capacity to come up to code. Staff can research it if it is important. Chair Reckdahl commented that it is important. Councilmember Lythcott-Haims expressed that it may be hard to indicate that one can wait a couple years to come up to code while requiring that planters be a part of unifying the street. SUMMARY MINUTES Page 7 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chair Reckdahl asked if a mix of dividers and plantars will be allowed and who will be responsible for plant maintenance. Project Manager Fukuji answered that planters, owned and maintained by the business, will always be required and dividers may be added. Business have a vested interest in taking care of their plants. Public Comment: 1. Charlie W., Palo Alto Chamber of Commerce, commented that the merchants were provided with a detailed presentation, which he has not heard much pushback on. He has heard that bike speeds on California Avenue are dangerous, that the 8 mile-per- hour speed is not being enforced, and that there is a need for public restrooms, which he requested be considered. He requested that in May there be a conversation related to the differences between outdoor activation and dining versus a parklet and that there be a clear definition why parklets will not be allowed. He inquired if there will be preapproved standards that businesses can choose from. He asked what businesses can expect to happen after June 9 if this is approved by Council. He requested that fees be discussed with the businesses. 2. Carol G., Producer and Founder of Third Thursday California Avenue, requested that consideration be given to entertainment zones with an open alcohol time, public restrooms, and water stations. She noted that is hard to control the bike situation during Third Thursday, which she requested assistance in. She queried if there will be public eating areas in addition to the parklets. 3. Saalick, co-owner of Zareen’s restaurant, voiced his support for permanent structures and his concerns with umbrellas. Chair Reckdahl suggested there be an in-lieu fee for public restrooms. Assistant City Manager Nose remarked that consideration can be given to license fees for use of the public right of way to support/help finance a public restroom. She defined in-lieu fees and added that appropriate legal steps are required to create such a fee, which may not be the right structure. Chair Reckdahl stated that instead of a business being required to add a second bathroom due to an increase in seating another option could be a business paying the City a 1-time fee for a public bathroom. Assistant City Attorney Shimizu replied that the proposal is not requiring businesses to add bathroom capacity due to increased seating. Public bathrooms would be a policy-level discussion related to how the City might use revenue from the program to build public bathrooms. SUMMARY MINUTES Page 8 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chair Reckdahl questioned if the Staff Report addresses restaurants needing to add a second bathroom. Assistant City Attorney Shimizu replied that he thinks that is a policy-level question, not a legal one at this point. Assistant City Manager Nose mentioned that the proposed permit will not require a business to add additional restroom capacity. Making that a requirement and creating an in-lieu fee to essentially buy out of doing that would be a different program. Chief Building Official Hoyt added that restroom capacity is considered if outside dining on private property is increased. Councilmember Lythcott-Haims voiced that she appreciates the necessity of public restrooms and she is interested in learning more about fees for using the public right of way. Chair Reckdahl commented that, due to safety concerns, he does not consider back allies to be a great spot for public restrooms and that they should be more visible and on Cal Ave. Councilmember Lythcott-Haims expressed that she is considering public restrooms being on Mimosa Lane. Project Manager Fukuji remarked that staff can look at the different locations and discuss the merits of them. He understands that the desire is to have them as close and visible as possible. The number of facilities needed to meet demand needs to be considered. Chair Reckdahl asked if the dead-end portion of Ash can be used. Public bathrooms are needed. He referenced page 4 of the report and inquired why outdoor seating will be reduced. He queried if the farmers market will be displaced if the space should become restaurant row. Regarding waste (grease/oil), he asked if restaurants will need to upgrade their kitchens if seating is added. Project Manager Fukuji replied that the community street designation line is at the face of the buildings along Cal Avenue. Ash street beyond that is used for vehicle access. It can be explored. Public bathrooms are needed. He explained why outdoor seating will need to be reduced, which relates to the sidewalk, roadway, and egress. The central accessway will be wider to accommodate the different functions. Regarding all store frontage possibly being converted to restaurants, an analysis of the total capacity has not been done. Consideration has been given to not reducing the number of stalls. If dining is increased, the farmers market stalls will be displaced, but he does not know at what point the market might need to relocate. Assistant City Manager Nose responded, regarding waste (grease/oil) and restaurants upgrading their kitchens if seating is added, there is a distinction between what will be required for development on private property versus public right-of-way use. SUMMARY MINUTES Page 9 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chief Building Official Hoyt added that the distinction is based on private property improvement versus the public right of way. Chair Reckdahl stated that he understands that adding a back patio will require a kitchen upgrade but that adding seating on the street will not require it. Chief Building Official Hoyt confirmed that is correct. Public Works Director Eggleston added that FOG Program staff oversees food service facilities for fats, oils, and grease. He discussed the equipment facilities need. There is flexibility in how often a facility needs to pump a system out. Chair Reckdahl voiced that pumping a system out more often may be a better option than an upgrade. He referenced slide 29 of Attachment A relating to platforms supporting 100 pounds per square foot, which he does not find practical. He asked if fees can be waived for the initial year while ramping up. Public Works Director Eggleston stated there is a Sewer Use Ordinance, which includes all the requirements for restaurants and other types of businesses. Staff is working on improving that and there are plans to present it to the Cal Ave and downtown business groups and Council this year. He thinks platforms supporting 100 pounds per square foot is referring to the total area of square footage. Project Manager Fukuji responded that platforms supporting 100 pounds per square foot was taken from the existing Parklet Program, but he will confirm that. Assistant City Manager Nose stated the fees in the Staff Report are the fees in place for parklets. Council may choose to waive fees. The application and renewal fees are intended to recover costs of staff time to review the encroachment permits, designs, and any changes on an annual basis. Chair Reckdahl commented that he wants consideration given to waiving fees. He asked how much the deposit fee will be. He supports sandwich boards, although he worries about them appearing cluttered. It is good to have permanent signage outside of a parklet. He inquired if there are signage constraints. Assistant City Manager Nose answered that deposit fees are a policy call. She believes the Parklet Program deposit is about $2,500 for debris removal. Given the more flexible nature of the investments for this activation, it may not be necessary to consider deposits. Project Manager Fukuji replied that the proposal permits signage on a railing, etc., facing the accessway, although it is limited to 1 sign, either a sandwich board or a sign mounted on 1 of the 3 sides of an outdoor activation area. SUMMARY MINUTES Page 10 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chair Reckdahl mentioned that there should be signage on the east and west sides to provide visibility for folks coming from either direction. Project Manager Fukuji responded that staff followed and applied the signage standards. Assistant City Manager Nose noted that in about 2 blocks there are about 20 activations, and if every activation has 2 sandwich boards, that will equal 40 sandwich boards. Chair Reckdahl noted that sandwich boards look cluttered and he prefers permanent signage. Project Manager Fukuji remarked that the current recommendation is for 1 sign. Chair Reckdahl recommended that there be 1 sandwich board or up to 2 fixed signs. Councilmember Lythcott-Haims stated that sandwich boards versus signs is a reflection of the vibe of the space and she wants the merchants to decide on signage. She stated she is not ready to weigh in on the number as it is too soon to know what number can be accommodated. Chair Reckdahl suggested the topic be presented to the merchants. Fixed signs on the structures will be a much cleaner design. He inquired if the City will provide nearby public seating not associated with a particular business. He has concerns about loitering and inquired if there are strategies to address that. He queried if legally making Cal Ave an entertainment zone has been investigated. Project Manager Fukuji voiced that the signage topic can be discussed at the next merchant meeting. There is currently public seating but not enough. Staff will explore different types of seating in street design alternatives. Addressing loitering is a complex social issue. Councilmember Lythcott-Haims added, regarding loitering, that it is balancing a high tolerance for a situation that the City does not have a lot of control of. Assistant City Attorney Shimizu commented that he does not think Council or the Committee has ever discussed making Cal Ave an entertainment zone. It became available as of January 1. To effectuate it, the City would need to make an adoption ordinance and identify the details of where, when, and how. It would need to be agendized for a future meeting, so staff can prepare questions and make recommendations. Councilmember Lythcott-Haims expressed that she supports an entertainment zone designation and she wants to push the item to the forefront. Assistant City Manager Nose added that Council had approved a resolution specifically for Third Thursdays authorizing the consumption of alcoholic beverages between 4 and 10 p.m., on this portion of Cal Ave. The resolution lapsed in December 2024. It may be that it can be renewed versus pursuing a full-blown entertainment zone, although there are slight differences. Councilmember Lythcott-Haims requested that the differences be investigated. SUMMARY MINUTES Page 11 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Assistant City Manager Nose stated that she does not want to delay the outdoor activation by going through the process to make an entertainment zone. Regulations would include insurance. Chair Reckdahl added that work would have to be done with ABC. There may be public benefit to doing 1 application each year versus each merchant doing an application. He addressed slide 10 and questioned if existing public amenities (bike racks, public art) will remain as is. Project Manager Fukuji explained that Cal Avenue is being considered as a package of elements. He thinks the street design will identify areas in conflict with the outdoor activation areas and identity needed improvements to support commercial use of the street. Some places have no problems with that and others have quite a few obstacles to doing it, which staff will identify. Chair Reckdahl mentioned that some things make sense with a closed street and some do not. He wants it investigated and the topic presented to business owners. Project Manager Fukuji noted that traffic signage is no longer needed and the utility of newspaper racks is being questioned. Staff is looking at all obstacles to occupancy. Some will be easier to do on a short-term, immediate basis, and others will be harder to do. Chair Reckdahl questioned if some of it will be done away with over the next year. Project Manager Fukuji responded that would be ideal but the program to do that has not been worked out. Chair Reckdahl asked if there is a design to keep bicycle speeds down and if speeds bumps have been considered. Project Manager Fukuji answered that staff will address the design with the Committee next month. There are 2 alternatives, bike lanes down the center of the street and curbing them along the length of the street. He spoke of the benefits of having bike lanes down the center of the street, although it is challenging to be fair around distribution and reallocation based on where the bike lanes are. In terms of strategies for slowing bikes down, staff is considering signage, not striping the street, marking pedestrian crossings, raising the surface of the road for crossings, and roadway textures. Speed bumps scaled for bikes and signage on the pavement have been effective. Councilmember Lythcott-Haims asked if the bike ped community finds Cal Ave to be an important artery. Project Manager Fukuji answered that people who use Cal Ave as a bike route want it to be a bike route. Councilmember Lythcott-Haims remarked that she is highlighting that tension. She discussed using roadway textures to slow bikes down but that there may be a City effort directed at SUMMARY MINUTES Page 12 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 including Cal Ave in the bikeable Palo Alto concept. There needs to be enforcement of speeding motor bikes, which may be a couple well-placed police officers for a couple months. The bike ped colleagues should be consulted. Chair Reckdahl noted that Cambridge should be the bike path and that Cal Ave should have pavement texture. He spoke of structures and asked if the issue is aesthetics or if it is Utilities possibly having to disassemble structures in the event of an emergency. Having a tasteful structure will be consistent with the desired outcome. Councilmember Lythcott-Haims stated that it may be worth considering Cambridge as a bike path in lieu of California Avenue. Assistant City Manager Nose commented that the action for the Committee today is to make a recommendation to Council (if desired), so it can be considered on June 9 and implemented in the next few months. She cautioned that the timeline will not be met if the guidelines are changed and something similar to the Parklet Program with physical structures is implemented, and likely, aside from current guidelines, there will not be guidelines in place through the next winter months, unless the existing Parklet Program guidelines are used, which will be a 50- percent reduction in the average outdoor activation space, and more work would need to be done on that. Staff is trying to enable flexible use of the outdoor space and set up an encroachment permit process with the guidelines for businesses to deal with the approaching colder months. The next phase will look at how to make more investment in the street in a more permanent way, which will require funding, and how to look at a meandering bike lane, etc., beyond the activation guidelines. Ultimately it is a policy call for the Committee and Council. If permanent structures are to be explored, it will take more implementation and staff work. Chair Reckdahl expressed that he wants to advance what is being presented, but he thinks things can be refined in the future. The design elements on Packet Page 38 are fine. He spoke of structure bracing other than poles meeting aesthetics and freestanding constraints. He asked if each restaurant will come to staff with a design for approval. Assistant City Manager Nose replied that she thinks bracing options are being identified and that it will not preclude alternatives. Project Manager Fukuji affirmed that is correct. The type of support needed for overhead shelter is not specified, all options are not shown in the material, and other ways to do it can be proposed. It should not be a tent or a permanent structure. He explained the encroachment permit process. Chair Reckdahl noted that he wants it to be communicated to restaurants that walls are not desired and that the designs should be polished and not boxy. Project Manager Fukuji stated staff is trying to be minimal as it relates to requirements but make the requirements clear in the guidance in order to get the desired result. SUMMARY MINUTES Page 13 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chair Reckdahl voiced that 2 very important topics are openness (no walls) and that it not look temporary. Assistant City Manager Nose asked if there should be a recommendation on the fee levels (subsidizing) and setting a license fee at the same level to help offset the cost of a public restroom. Chair Reckdahl commented that he wants fees/ongoing rent to be consistent with downtown and application fees to be as low as possible. The Finance Committee may need to address setting fees. He asked if there is a recommendation for specific fees. Assistant City Manager Nose noted that fees are affordable. Fees would go on action to the full Council. Staff recommends, on an application standpoint, keeping the fees standard in terms of the existing program. There is a difference in the square footage of a parklet versus the outdoor activation spaces, and it may be a question for Council how much the license or square-foot fee should be subsidized versus raising funds to help offset more centralized infrastructure. A number does not need to be determined at this meeting, but the Committee could indicate that fees should be as low as possible or recommend that staff return with a fee that will help offset the cost of an investment in public restrooms, and staff could return with a more full analysis. The application fee is the same as for those downtown. The FY2026 fee is reflected in the materials. Chair Reckdahl expressed that he wants to have the same application and per-square-foot fees. Councilmember Lythcott-Haims remarked that uniformity matters and she wants to present the question to Council and to add the entertainment zone/alcohol resolution to the motion. Chair Reckdahl concurred with adding the entertainment zone/alcohol resolution to the motion. Assistant City Manager Nose commented that the motion made with perhaps a preference for uniformity in fee structure is enough guidance for staff to return with what it will look like and what it will potentially generate based on existing permits in place, which could help inform Council discussion on possible adjustments to be made at the square-foot level. MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lythcott-Haims, to recommend the guidelines to the City Council with a preference for maintaining uniformity in the fee structure, while considering how to fund public restrooms, and recommend Council refer to staff to review differences between the expired open container resolution and an entertainment zone. Councilmember Lythcott-Haims inquired if anything important to Councilmember Burt should be added. SUMMARY MINUTES Page 14 of 14 Sp. Retail Committee Meeting Summary Minutes: 05/21/2025 Chair Reckdahl noted that he thinks Councilmember Burt is most concerned about structures being transparent (without walls) and polished and that he will be happy that there will be flexibility and that umbrellas will be optional. MOTION PASSED: 2-0-1, Burt absent Future Meetings and Agendas Chair Reckdahl mentioned the public outreach meeting at Lucie Stern at 6 p.m. Assistant City Manager Nose announced that the next meeting is scheduled for June 18. Adjournment: The meeting was adjourned at 11:26 a.m.