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HomeMy WebLinkAbout2015-01-26 City Council Agenda Packet (2)CITY OF PALO ALTO CITY COUNCIL RETREAT January 31, 2015 Special Meeting Mitchell Park Community Center El Palo Alto Room 3700 Middlefield Road 8:30 AM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday preceding the meeting. 1 January 31, 2015 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. PUBLIC COMMENT Members of the public may speak to agendized items; up to three minutes per speaker, to be determined by the presiding officer. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. TIME ESTIMATES Time estimates are provided as part of the Council's effort to manage its time at Council meetings. Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. To ensure participation in a particular item, we suggest arriving at the beginning of the meeting and remaining until the item is called. 8:30-9:00 AM Welcome: Coffee, Breakfast and Gathering 9:00 AM Call to Order 9:00 AM Mayor’s Welcome and Overview of Day 9:10-9:25 AM Oral Communications 9:25 AM 1. 2015 Work Plan 10:40 AM Break 10:50 AM 2. Council Annual Priorities Setting 11:50 PM Working Lunch CITY OF PALO ALTO CITY COUNCIL RETREAT 2 January 31, 2015 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. 3. Getting the Work Done Meeting Management Staff-Council Roles & Relations Communications, reports Committees and Commissions Liaisons Roles Any other procedures and protocols review and changes 5. Wrap-Up and Next Steps Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 24 hours in advance. Library Ada's Cafe Courtyard Entrance City Council Retreat LocationRestrooms 1 Comp. Plan Update Prepare an update to the City’s governing land use plan based on significant public input and conduct concurrent environmental review of cumulative impacts to the Year 2030. 2015 Tasks: Work with the Leadership Group to plan and convene a “summit” for a community discussion of issues and choices Use the summit to recruit volunteers for work sessions needed to finalize draft goals, policies and program Conduct community work sessions concurrent with PTC and City Council discussions Circulate a draft EIR for public review (Hillary) 2 Coordinated Area Plan for Fry’s Site Prepare a detailed plan for the 15-acre Fry’s site through a community-based planning process. 2015 Tasks: City Council review of a draft scope of work & discussion of grant funding Selection of a consultant Formation of an Advisory Committee Initiation of data collection and analysis task (Elena) 3 Annual Limit on Office/R&D Support a discussion by the City Council regarding ways to meter the pace of office/R&D development and gather input as part of the Comp. Plan Update. 2015 Tasks: Seek City Council direction –February 9, 2015 Define and analyze approaches for consideration with the Comp. Plan Update Develop interim actions for stakeholder input and Council consideration (Hillary) 4 Sustainability and Climate Action Plan 2015 Tasks: Produce comprehensive plan and implementation roadmaps to achieve basic and aggressive greenhouse gas emissions reductions –with measures are technically, financially, legally and socially feasible Provide findings and recommendations to Council and community Align City policies and operating practices with sustainability goals Launch visual dashboard of timely sustainability performance data for staff, Council and community Develop Mobility as a Service pilot to evaluate impacts of “car-free” services on congestion, parking demand and emissions Develop world class goals and strategy to guide next generation sustainability efforts for City and community (Gil) 5 Parks, Trails, Open Space & Recreation Master Plan 2015 Tasks: Complete the community based master planning process Develop Master Plan Report and present to community Adoption of the Master Plan in Winter 2015 Develop a Parks and Recreation Master Plan to guide future renovations, expansions and improvements (Peter) 6 Cal Ave Streetscape Completion in March 2015 (Jaime) 7 Public Safety Building Project 2015 Tasks: Create CIP with funding from Infrastructure Plan Evaluate potential sites Selection and Council approval of Site Location Hire Architect and begin Design Development and EIR Create a new facility built to Essential Services standards to house Police, 911 Dispatch, Emergency Services, Fire Admin, and the Emergency Operations Center (Council Infrastructure Plan project: Top Priority) (Brad) 8 Fire Station No. 3 Replacement 2015 Tasks: Create CIP with funding from Infrastructure Plan Hire Construction Management Firm Hire Architect Begin Fire Station and temporary facility design Rebuild Fire Station No.3 at Embarcadero Road and Newell Road (Council Infrastructure Plan project) (Matt) 9 Lucie Stern Mechanical & Electrical Upgrades 2015 Tasks: Obtain building permits Issue Invitation for Bids to construct the project Construct the upgrades while coordinating with existing building users Rehabilitate and improve the existing building systems including fire/life safety components for Lucie Stern Community Center, the Children’s Theater and the Community Theater (Matt) 10 El Camino Park Project 2015 Tasks: Construction begins February and scheduled to end October 2015 Park reopens November 2015 Restoration of El Camino Park following the Emergency Water Reservoir Project with new amenities including athletic fields and lighting, restroom, parking lot, and bike path (Elizabeth) 11 Baylands Interpretive Center Improvements 2015 Tasks: Complete Boardwalk Feasibility Study Select consultant to begin concept development and design for the building improvements Improvements to aging Center including Boardwalk repair feasibility study, and replacement of Center railing, decking, siding, flooring, cabinetry and doors 12 Sidewalk Repairs Project 2015 Tasks: Complete sidewalk program assessment to set new program goals and standards Complete sidewalk repairs in Sidewalk Replacement Districts 32, 33 and 34 Continue sidewalk repairs to complete 30 year district cycle leveraging budget doubled per IBRC recommendations (Holly) 13 Street Resurfacing Program 2015 Tasks: Complete paving of 50 city blocks –includes first 14 blocks to finish paving Middlefield and Alma with additional funding over 3 years Complete preventive maintenance of 80 city blocks Continue frequent community outreach Raise citywide PCI score to 80 Continue resurfacing streets to meet average citywide pavement condition index (PCI) score of 85 by 2019 (Holly) 14 Organics Facilities Plan 2015 Tasks: Sludge dewatering and truck loadout facility –Commence work on final design –Commence and complete CEQA –Apply for low-interest rate state construction loan Complete preliminary design of anaerobic digester facility Replace incinerators with new biosolids handling system (Jamie) 15 Byxbee Park –Landfill Capping and Trail Construction Completion of landfill capping and new trail construction in advance of larger Council Infrastructure Plan Byxbee Park project 2015 Tasks: First 29 acres capped to be opened in early 2015 Final 22 acres to be capped during 2015 and opened to the Public soon afterward Trails constructed along with the cap Other features (signage, benches, vegetative islands) to be constructed in late 2015/early 2016 (Ron) 16 Cubberley Community Center 2015 Tasks: Begin Master Plan study in collaboration with school district Complete deferred roof replacements at Wings M and P Assess other maintenance needs and begin addressing short term items Begin maintenance and planning in accordance with new city/school district lease (Brad) 17 Foothills Park 7.7 Acres Dedicated as Parkland – August 18, 2014 Tours and Public Meetings – October 2014 Parks and Recreation Commission Discussion –Jan / Feb 2015 Next Steps:–Seek Commission Recommendation February 2015 –Bring Recommendation to Council April 2015 (Daren) 18 Junior Museum & Zoo Project LOI –Approved by Council 11/14. City Initiating EIR Negotiations on a P/P Partnership Between the City and Friends Begin in February (Inc. CSD, PSO, ASD, CAO Staff) Friends Have Pledges of $15M of a $30+M for Capital Campaign Return to Council with draft agreement between JMZ Friends and City by December 2015 (Rhy) 19 Utilities Infrastructure Replacement & Improvement 2015 Tasks: Electric Undergrounding Gas Main Replacement Water Main Replacement Seismic Water System Improvement Wastewater Collection System Augmentation Continue replacement of aging infrastructure on Water, Gas, Wastewater and Electric Utilities Stewardship (Tomm Marshall) 20 Utility Meter Replacement Program •Install meters to serve new customers •Replace end-of-life meters Stewardship •Evaluate and expand advanced meter program to improve service reliability (Dean Batchelor) 21 Sewer Lateral Cleanout & Replacement •Continue to provide sewer connections to serve new customers Stewardship •Replace existing connections due to: •Redevelopment •Erosion •Tree root intrusion •Ground movement •Third-party excavation damage (Dean Batchelor) 22 Utility Substation Improvements Continue to provide high level of service reliability by: Stewardship •Replacing deteriorated equipment •Repairing storm damaged equipment •Performing maintenance (Dean Batchelor, Tomm Marshall) 23 Electric Utility System Improvements Continue to increase system capacity for load growth by: Stewardship •Replacing deteriorated equipment •Repairing storm damaged equipment •Performing maintenance (Tomm Marshall) 24 Downtown Parking Garage 2015 Tasks: Return to Council with draft Scope of Work for RFP Create CIP with funding from Infrastructure Plan and hire architect to begin design process Finalize location, select design concept, begin preliminary design (Council Infrastructure Plan project) (Matt) 25 Highway 101 Pedestrian/Bicycle Overcrossing at Adobe Creek 2015 Tasks: Presentation of three designs and design selection -February Contract with design firm to develop selected bridge concept –Spring Complete environmental assessment Select design concept and begin preliminary design for new, year-round Pedestrian/Bicycle Overcrossing 26 Charleston/Arastradero Corridor Project 2015 Tasks: Community Outreach Finalize concept plan line Coordinate with Caltrans and JPB/Caltrain Complete environmental assessment Preliminary design and environmental assessment for the corridor project from Fabian Way to Miranda Avenue (Council Infrastructure Plan project) (Holly) 27 NOFA Make the city’s affordable housing funds available for the renovation or construction of deed-restricted affordable housing. 2015 Tasks: Issue an updated notice of funding availability Review proposals Recommend tentative awards to the City Council Analyze proposed projects submitted for City review and funding Support project approvals and funding commitment by the City Council (Tim) 28 Housing Impact Fee Update Support the City Council’s review and adjustment of the City’s impact fee program for affordable housing. 2015 Tasks: Receive and review Draft Nexus study Presentation to Finance Committee for direction on desired fee changes Consideration of ordinance changes and updated fees by the City Council (Tim) 29 Seismically Vulnerable Building Ordinance Update the inventory of seismically vulnerable buildings and support City Council consideration of an ordinance with priorities and incentives and requirements for addressing hazards. 2015 Tasks: Update inventory of vulnerable buildings and categorize by construction type and occupancy Research best practices related to prioritization and model ordinances City Council check-in Outreach to property owners and stakeholders Begin drafting ordinance for review by the City Council (Peter) 30 Business Registry 2015 Tasks: Build/ integrate/ test tool Launch tool Inform/educate Business Community Deliver reports Plan for phase 2 Implement an easy to use, online business registry tool and deliver key data about businesses in Palo Alto (Thomas) 31 Bike and Pedestrian Plan Implementation 2015 Tasks: Conduct community outreach and obtain PTC recommendations and City Council approval. Complete design of Churchill Avenue Enhanced Bikeway project. Complete construction of Matadero Ave Bicycle Blvd Phase 1 Improvements Complete construction of Maybell Ave Bicycle Blvd Phase 1 Improvements. (Jaime) Finalize Concept Plan Line work for 23 ongoing bicycle boulevard projects. 32 TMA Formation 2015 Tasks: Community outreach & stakeholder group formation Organizational Development and Data Collection Implement low cost “pilot” programs Establish a physical presence for the TMA in downtown Establish an independent non-profit organization to provide information and incentives aimed at reducing use of single occupant vehicles by people who work in Palo Alto. (Jessica) 33 Shuttle Expansion 2015 Tasks: Obtain private sector support and launch 4th Shuttle Route in PA Increase frequency of service on the Crosstown route Bring Automated Vehicle Location (AVL) technology to the existing fleet; Develop and implement a coordinated design and marketing program to include schedules, stops, vehicles, and the web site Initiate discussion of alternatives to the shuttle for the future. (Ruchika) Expand shuttle service and implement other strategies to increase shuttle ridership. 34 Parking Guidance System and Garage Access/Revenue Controls 2015 Tasks: Contract with vendors Complete design Stakeholder outreach ARB review and approvals Bid construction (Jessica) Implement garage technologies that make it easier for drivers to access parking garages. 35 Parking Garage “Wayfinding” 2015 Tasks: Complete preliminary design Community outreach ARB review and approvals Bid construction Replace and enhance signage so that drivers can find parking, building in capacity for changeable messages where appropriate (i.e. parking guidance systems). (Jessica) 36 Traffic Signal Modernization Upgrade the City’s traffic signals to improve their reliability and functionality. 2015 Tasks: Project Implementation Improve organizational capacity for ongoing operation and adjustments as needed (Jaime) 37 Speed Survey Updates Develop new speed surveys along residential arterial streets to allow for traffic enforcement. 2015 Tasks: Conduct speed surveys Adjust posted speed limits as needed Consider concurrent safety improvements as needed (Ruchika) 38 Embarcadero Road Improve traffic operations on the segment of Embarcadero Road between Alma and El Camino Real. Award bid for Phase One construction (signal consolidation at Town and Country) Complete Phase One construction Initiate planning and design of Phase Two including agency consultation and community input. (Jaime) 39 Parking Capacity Projects Increase the off street parking spaces available to serve employees and visitors. 2015 Tasks: Complete preliminary design and of analysis of satellite parking concept Assist Public Works with development of a scope of work for garage design Support contract award for design (Jaime) 40 Downtown Parking Mgmt Study Analyze the issues and opportunities associated with establishing paid parking Downtown. 2015 Tasks: •Engage an expert to analyze potential impacts and revenue, needed infrastructure, and effects on parking demand and traffic patterns (Jessica) 41 Midtown Connector Project Phase 1 study to evaluate East-West Bicycle and Pedestrian Connection through Midtown. 2015 Tasks : •Form New Citizens Advisory Committee •CAC to develop project content to be shared with the public regarding project alignment options (Shahla) 42 Telecom Ordinance Support the City Attorney’s office project to update the City’s Telecom Ordinance to reflect recent Federal rule making. 2015 Tasks : Work with the City Attorney to develop a memo summarizing the new federal wireless law and recommending that the wireless plan initiative be abandoned for now Prepare a staff report and draft ordinance for consideration by the City Council (Jonathan) 43 Fiber-to-the-Premise Master Plan Assessment 2015 Tasks: Obtain Council approval to award contract to telecom consulting firm to work with staff to develop plan Assess City infrastructure (e.g. PROW, poles and conduit) and conduct engineering study to support citywide FTTP network deployment Define network build costs, network technical requirements and design, assess potential business models and evaluate prospective service offerings Provide findings and recommendations to Council for citywide FTTP deployment and ask for direction Perform assessment to evaluate the feasibility of building out a citywide Fiber-to-the-Premise (FTTP) Network in Palo Alto. (Todd) 44 Wireless Network Master Plan Assessment 2015 Tasks: Obtain Council approval to award contract to telecom consulting firm to work with staff to develop plan Evaluate Wi-Fi connectivity for general public and businesses Conduct assessment to determine need for wireless solutions for public safety, field-based City staff and other mobile government applications. Provide findings and recommendation to Council for Wi-Fi and/or other wireless solutions and ask for direction Perform assessment to evaluate the feasibility of building out a citywide Wireless Network in Palo Alto. (Todd) 45 Retail Preservation Ordinance (Downtown) Support City Council Consideration of Potential Modifications to Retail Protections in Downtown. 2015 Tasks: Data collection and analysis of retail trends Outreach to stakeholders Return to City Council for direction Draft one or more ordinances for consideration by the PTC and the City Council (TBD) 46 Retail Preservation Ordinance (Cal Ave) Support City Council Consideration of Potential Modifications to Retail Protections in the Cal. Ave. area. 2015 Tasks: Outreach to stakeholders and data collection regarding existing uses Return to City Council for direction Draft one or more ordinances for consideration by the PTC and the City Council (Jonathan) 47 Parking Exemption Ordinance Support City Council consideration of changes to the list of available parking exemptions in the City’s Zoning Ordinance. 2015 Tasks: Prepare a Draft Ordinance for review and discussion Consideration by the PTC and the City Council (TBD) 48 PC Zoning Reform Support City Council Consideration of Reforms to the PC Zoning Process. 2015 Tasks: Draft an Ordinance for consideration by the PTC and City Council. Concurrently revise prescreening procedures. (Consuelo) 49 CPI –Related Zoning Ordinance Draft an Ordinance for consideration by the City Council regarding siting and risks associated with plating shops of similar uses. 2015 Tasks: Return to the City Council for amendment of the consultant contract and further direction Neighborhood Outreach Amortization Study Draft an Ordinance for consideration by the PTC and the City Council •(Hillary) 50 Lot Consolidation Ordinance for Small Housing Sites Begin implementation of the City’s adopted housing element by initiating discussion of a lot consolidation ordinance. 2015 Tasks: Planning and Transportation Commission study session Data collections and Analysis of Options Outreach to Stakeholders in preparation for ordinance development in 2016 (Tim) 51 Vacation Rental Ordinance (also Home Occupations) Support the City Council’s consideration of an ordinance regulating vacation rentals in residential zoning districts. 2015 Tasks: Study Session in March 2015 Prepare a summary of options and seek public input Draft an ordinance for the PTC and Council’s consideration (TBD) 52 Individual Review (IR) Program Review Conduct an impartial review of the IR process and recommend any necessary changes. 2015 Tasks: Gather input from stakeholders Retain impartial expert to conduct a peer review Work with stakeholders to develop suggested updates to the guidelines and implementing ordinance Review guidelines with the PTC & City Council Prepare and draft ordinance for review with the PTC and City Council (Amy) 53 Professorville Design Guidelines Complete neighborhood specific guidelines. 2015 Tasks: Reach out to stakeholders in Professorville regarding the objectives and scope of the work Finalize recommendations and agendize for review by the PTC and City Council (Amy) 54 Annual Code Clean-Up Undertake an annual review of code interpretations and needed zoning code (clean-up) changes. 2015 Tasks: Work with the City Attorney to identify needed technical corrections and clarifications Present an ordinance for consideration by the PTC and the City Council (Jonathan) 55 Build to Line Eliminate the Build to Line requirement in some areas and adjust in others to eliminate the need for design enhancement exceptions when wider setbacks are proposed. 2015 Tasks: Bring forward recommendations of the ARB and PTC to the City Council for consideration (Amy) Page 1 January 31, 2015 The City Manager and the Executive Leadership Team will organize the 2015 Council Priorities work program based on Council priorities established at the January 31 retreat. This worksheet is provided to identify key project work in the areas of Land Use (Comp Plan and Zoning), Transportation, Infrastructure, and Technology & Connected City that is already underway or targeted for potential work/action in 2015. These correspond to the leading priority responses from Council in advance of the retreat. An initial reaction and potential ranking of importance from each Council Member could be helpful and will allow staff to allocate available resources appropriately in the work program, recognizing that most City staff are engaged in ongoing programs and service delivery, and only a small percentage are charged with fulfilment of projects like these. Projects related directly to Social Services. Healthy Cities, and Transparency and Open Government have not yet been identified (one Council Member in each of these areas identified these as priorities). Some blank rows are at the end of the sheet for Council to add possible projects. COMPREHENSIVE PLANNING c Comp. Plan Update Prepare an update to the City’s governing land use plan based on significant public input and conduct concurrent environmental review of cumulative impacts to the Year 2030. High Medium Low C Coordinated Area Plan for Fry’s Site Prepare a detailed plan for the 15-acre Fry’s site through a community-based planning process. High Medium Low C Annual Limit on Office/R&D Support a discussion by the City Council regarding ways to meter the pace of office/R&D development. High Medium Low C Sustainability and Climate Action Plan Develop world class goals and strategy to guide next generation sustainability efforts for City and community. High Medium Low C Parks, Trails, Open Space & Recreation Master Plan Develop a Parks and Recreation Master Plan to guide future renovations, expansions and improvements High Medium Low INFRASTRUCTURE I Cal Ave Streetscape Completion in March 2015. High Medium Low I Public Safety Building Project Create a new facility built to Essential Services standards to house Police, 911 Dispatch, Emergency Services, Fire Admin, and the Emergency Operations Center High Medium Low I Fire Station No. 3 Replacement Rebuild Fire Station No.3 at Embarcadero Road and Newell Road High Medium Low I Lucie Stern Mechanical & Electrical Upgrades Rehabilitate and improve the existing building systems including fire/life safety components for Lucie Stern Community Center, the Children’s Theater and the Community Theater High Medium Low I El Camino Park Project Restoration of El Camino Park following the Emergency Water Reservoir Project with new amenities including athletic fields and lighting, restroom, parking lot, and bike path High Medium Low I Baylands Interpretive Center Improvements Improvements to aging Center including Boardwalk repair feasibility study, and replacement of Center railing, decking, siding, flooring, cabinetry and doors High Medium Low Categorize by Council Priority Here Rank by Importance Here Page 2 January 31, 2015 I Sidewalk Repairs Project Continue sidewalk repairs to complete 30 year district cycle leveraging budget doubled per IBRC recommendations High Medium Low I Street Resurfacing Program Continue resurfacing streets to meet average citywide pavement condition index (PCI) score of 85 by 2019 High Medium Low I Organics Facilities Plan Replace incinerators with new biosolids handling system High Medium Low I Byxbee Park – Landfill Capping and Trail Construction Completion of landfill capping and new trail construction in advance of larger Council Infrastructure Plan Byxbee Park project High Medium Low I Cubberley Community Center Begin maintenance and planning in accordance with new city/school district lease High Medium Low I Foothills Park 7.7 Acres High Medium Low I Junior Museum & Zoo Project High Medium Low I Utilities Infrastructure Replacement & Improvement Continue replacement of aging infrastructure on Water, Gas, Wastewater and Electric Utilities High Medium Low I Utility Meter Replacement Program High Medium Low I Sewer Lateral Cleanout & Replacement High Medium Low I Utility Substation Improvements High Medium Low I Electric Utility System Improvements Continue to increase system capacity for load growth High Medium Low I Downtown Parking Garage Finalize location, select design concept, begin preliminary design High Medium Low I Highway 101 Pedestrian/Bicycle Overcrossing at Adobe Creek Select design concept and begin preliminary design for new, year-round Pedestrian/Bicycle Overcrossing High Medium Low I Charleston/Arastradero Corridor Project Preliminary design and environmental assessment for the corridor project from Fabian Way to Miranda Avenue High Medium Low LAND USE LU NOFA Make the city’s affordable housing funds available for the renovation or construction of deed-restricted affordable housing. High Medium Low LU Housing Impact Fee Update Support the City Council’s review and adjustment of the City’s impact fee program for affordable housing. High Medium Low LU Seismically Vulnerable Building Ordinance Update the inventory of seismically vulnerable buildings and support City Council consideration of an ordinance with priorities and incentives and requirements for addressing hazards. High Medium Low LU Business Registry Implement an easy to use, online business registry tool and deliver key data about businesses in Palo Alto High Medium Low TRANSPORTATION T Bike & Pedestrian Plan Implementation Finalize Concept Plan Line work for 23 ongoing bicycle boulevard projects High Medium Low T TMA Formation Establish an independent non-profit organization to provide information and incentives aimed at reducing use of single occupant vehicles by people who work in Palo Alto. Page 3 January 31, 2015 High Medium Low T Shuttle Expansion Expand shuttle service and implement other strategies to increase shuttle ridership. High Medium Low T Parking Guidance System and Garage Access/Revenue Controls Implement garage technologies that make it easier for drivers to access parking garages. High Medium Low T Parking Garage “Wayfinding” Replace and enhance signage so that drivers can find parking, building in capacity for changeable messages where appropriate (i.e. parking guidance systems). High Medium Low T Traffic Signal Modernization Upgrade the City’s traffic signals to improve their reliability and functionality. High Medium Low T Speed Survey Updates Develop new speed surveys along residential arterial streets to allow for traffic enforcement. High Medium Low T Embarcadero Road Improve traffic operations on the segment of Embarcadero Road between Alma and El Camino Real. High Medium Low T Parking Capacity Projects Increase the off street parking spaces available to serve employees and visitors. High Medium Low T Downtown Parking Management Study Analyze the issues and opportunities associated with establishing paid parking Downtown. High Medium Low T Midtown Connector Project Phase 1 study to evaluate East-West Bicycle and Pedestrian Connection through Midtown. High Medium Low TECHNOLOGY Tech Telecom Ordinance Support the City Attorney’s office project to update the City’s Telecom Ordinance to reflect recent Federal rule making. High Medium Low Tech Fiber-to-the-Premise Master Plan Assessment Perform assessment to evaluate the feasibility of building out a citywide Fiber-to-the-Premise (FTTP) Network in Palo Alto. High Medium Low Tech Wireless Network Master Plan Assessment Perform assessment to evaluate the feasibility of building out a citywide Wireless Network in Palo Alto. High Medium Low ZONING Z Retail Preservation Ordinance (Downtown) Support City Council Consideration of Potential Modifications to Retail Protections in Downtown. High Medium Low Z Retail Preservation Ordinance (Cal Ave) Support City Council Consideration of Potential Modifications to Retail Protections in the Cal. Ave. area. High Medium Low Z Parking Exemption Ordinance Support City Council consideration of changes to the list of available parking exemptions in the City’s Zoning Ordinance. High Medium Low Z PC Zoning Reform Support City Council Consideration of Reforms to the PC Zoning Process. High Medium Low Z CPI – Related Zoning Ordinance Draft an Ordinance for consideration by the City Council regarding siting and risks associated with plating shops of similar uses. High Medium Low Z Lot Consolidation Ordinance for Small Housing Sites Begin implementation of the City’s adopted housing element by initiating discussion of a lot consolidation ordinance. High Medium Low Z Vacation Rental Ordinance (also Home Occupations) Support the City Council’s consideration of an ordinance regulating vacation rentals in residential zoning districts. High Medium Low Page 4 January 31, 2015 Z Individual Review (IR) Program Review Conduct an impartial review of the IR process and recommend any necessary changes. High Medium Low Z Professorville Design Guidelines Complete neighborhood specific guidelines. High Medium Low Z Annual Code Clean-Up Undertake an annual review of code interpretations and needed zoning code (clean-up) changes. High Medium Low Z Build to Line Eliminate the Build to Line requirement in some areas and adjust in others. High Medium Low 3. Meeting Management/Procedures and Policies Committees/ Boards/Liaison Role Staff received the following suggestions from Council Members regarding meeting management. Mayor Holman: 1. Council to set policy by prioritizing projects/directives for the staff based on a work plan provided by the various CAO's. Prioritization to be based on timeliness, urgency, desire, nearing completion, staffing, etc Reason: It should not be a pressure on staff to decide/guess what they should be working on among a long list of projects especially as prioritization is a policy decision. 2. Direct staff to bring to Council those issues/trends emerging and otherwise that present policy questions that are best discussed and decided after public vetting of the issue. Issues should be brought forward in a timely manner and as soon as is practicable, individually or collectively whichever is the more timely. There might also be issues that staff wants to/should make Council aware of such as the lot combinations that currently appear to be taking place on California Avenue. Examples include: • loss of retail/services uses converting to general office • basement space converting from traditional retail support use to general office (leads to changed office population, parking/traffic concerns, etc) • increased office occupancy density beyond what is considered in code (4 per thousand) • parking considerations that may need reconsideration from a policy perspective (mixed use • demolition of historic homes whereby the owner has circumvented Individual Review (CEQA) by proposing a single story home and then sells to another owner who then proposed a two story home. 3. Meeting efficiency: In the event that a Council Member intends a motion other than the staff recommendation, provide the motion to the City Clerk via digital means. This will alleviate the staff having to transcribe in real time and save time in deciphering and editing by the author. 4. Meeting efficiency, transparency, balanced information: Staff reports to offer options that are available to the Council (Board/Commission). This will save time exploring and crafting motions by Council members. 5. Meeting efficiency, public participation: Make every effort to keep us on schedule, commit to hearing the public who have come to speak to an item in the timeframe that the item was noticed. If this cannot be accomplished due to an especially complex item on the same agenda, make best effort to inform the public their item will not be heard. The mayor will remind Council of this during the meeting. Vice Mayor Schmid: 1. Set a hard ending time for Council sessions at 11pm and plan accordingly. Exceptions only under extreme circumstances. 2. When Council time estimates call for it, limit Council times for questions (pre-Council written questions should cover most of key issues) 3. Give Chair more discretion to limit Council comment time 4. Give Council periodic agenda item to make comments on Council agenda priorities Council Member Burt: 1. Completion of Core Values adoption. 2. Prospective legislative proposals. First, reforms that may be needed to correct consequences of the state housing density bonus legislation that appear to be counter to the intentions of the legislation by exacerbating jobs/housing imbalances. Second, identification of legislative reforms that would be needed to remove barriers to future best environmental practices of fuel switching to clean electricity. 3. Proactive senior staff level participation in identification of community trends that may need CC policy reconsideration prior to accumulated severe impacts and consequent crisis management. 4. Greater use of “committee as a whole” meetings of the CC to have less formal and deeper discussions of given high level topics. These would be similar to Study Sessions, but involve more informal dialogue among CC members, similar to how the annual CC retreat functions. 5. Review of CC Policies and Procedures by P&S. Consideration of different telephone participation guidelines for Closed Session items than for Open Session items. Consideration of whether brief comments should be permitted on Consent Items by CC members other than comments on items to be pulled from Consent or items that a CC member opposed. Clarify the respective roles of the CM/staff and the Mayor/Vice mayor in the setting of agendas. Council Member DuBois: 1. We should challenge ourselves to a Council meeting "moonshot" with the goal of keeping council meetings to 3 hours. This will require saving time on nearly all aspects of meetings; a. Staff reports - limit to 15% of allocated time, be concise and focus on new info not in report. b. Public comment - recognize people that make a point, poll the audience for agreement, and then ask that only NEW points be made c. Consider a "chess clock" style of time keeping - all council members have a suggested 40 minutes for Q&A/Motions per meeting to be split among items as they desire. Start as a recommendation, allowing people to exceed time limit it, but track and report it to encourage self regulation. d. Try to change culture so that everyone doesn't feel need to speak on every item. e. Use electronic devices to send motion to clerk to save time dictating/editing. f. Specify sub-times in large agenda items and study sessions, x% for presentation, y% for Q&A 2. Council committee for each of top priorities to enable Council to have more policy involvement on its top priorities. Model after RHMC. Quarterly updates on goals to entire council. 3. Consent calendar needs to be non-controversial items. Consider changing back to 2 votes to remove from consent, specifying dollar limits for what goes on consent. Updating appeal procedure for resident that pays money to have appeal heard - should get to speak for 10 minutes. 4. Council priorities should be outlined with directions to our key advisory commissions and boards on how we want projects evaluated and criteria we'd like them to use in their report back to us. Council to approve and send specific directions to ARB, PTC. HRB, and Parks & Rec Council Member Kniss: 1. Time and topic management 2. Breaks…to take or not to take. 3. Public Comment- Better time to take, than at the start of the meeting? Council Member Wolbach: I have three suggestions with the goals of improving efficiency of City Council meetings, saving time; saving money (for staff and consultant time); and encouraging civic participation. 1. Schedule of Council meetings Change regular Council meetings to the first and third Mondays of each month, with the second and fourth Mondays reserved as "overflow" in case of unfinished business from the regular meetings. This adds an incentive to be concise and keep meetings on schedule (to avoid extra meetings), and saves time for all involved. Also, unfinished items would be picked up again in a week at a short meeting, rather than disappearing into the ether. 2. Digital timers Add two digital timers to the presentation wall (facing Hamilton Ave) in Council Chambers. Start the first timer (at zero, counting up) at the start of each agenda item. Start the second timer (at zero, counting up) when each person begins a comment. Apply to council members, staff, and public, whether or not there is a time limit to their comments. This would serve as a subtle, constant, and public reminder to be concise. 3. Utilizing written record and technology; avoiding reading aloud at meetings Staff reports, updates, slide presentations, and resolutions should be made available digitally and in print in advance of (and following) meetings and entered into the official record without generally needing to be read aloud during a meeting. Where possible, this should apply to other city meetings (committee, commission, and public outreach) as well. Verbal comments should add valuable content, rather than simply voicing an already written document.