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HomeMy WebLinkAboutStaff Report 2308-19478.Approval to appoint the Chair of the Expanded Community Advisory Panel (XCAP) as an Ex Officio (non-voting) member on the Rail Committee; CEQA status - not a project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: September 11, 2023 Report #:2308-1947 TITLE Approval to appoint the Chair of the Expanded Community Advisory Panel (XCAP) as an Ex Officio (non-voting) member on the Rail Committee; CEQA status - not a project. RECOMMENDATION Staff recommends appointing the Chair of the Expanded Community Advisory Panel (XCAP), Nadia Naik, as an ex officio (non-voting) member on the Rail Committee. The tenure of this non- voting member will be effective until it is either discontinued by the Mayor or superseded by other City Council action. EXECUTIVE SUMMARY Staff recommends the City Council appoint the Chair of the XCAP to the Rail Committee as the non-voting member. Adding the XCAP Chair in the Rail Committee would offer several valuable benefits, including continuity and preservation of institutional memory, bolstering public trust and credibility, establishing an additional avenue for community feedback, accessing local expertise, and ensuring representation of the community's diverse voices. The Citizen Advisory Panel (CAP) and the Extended Community Advisory Panel (XCAP) played pivotal roles in the initial phases of planning for Grade Separation Alternatives. These dedicated community members invested a substantial amount of time in soliciting feedback from the community and meticulously assessing various grade separation options. Their involvement enriched the process with a multi-stakeholder perspective, bolstered public engagement, promoted transparency, and contributed to a wealth of knowledge. BACKGROUND & ANALYSIS In 2017, the City of Palo Alto initiated a grade-separation planning process that was led by Staff and consultants, with public input coming through Community Meetings. In 2018, the City Council directed creation of a Citizen Advisory Panel (CAP) that would be responsible for connecting with community members and neighbors to help inform the process, amplifying both decisions and concerns along the way, and advising on grade separation alternatives that are best for Palo Alto. The City Manager appointed twelve (12) members of the community from various neighborhoods representing Palo Alto to a Citizens Advisory Panel (CAP). The CAP concluded its work in March 2019. However, with the continued work on the development of the conceptual plans for various alternatives, there was a need to review, analyze, and advise City Staff on the conceptual plans and to foster stronger stakeholder and community involvement. Recognizing this, the City Council in June 2019 directed the establishment of a community working group for the evaluation of the Connecting Palo Alto railroad grade separation projects. Thus, the Expanded Community Advisory Panel (XCAP) was formed, comprising community members and stakeholders, totaling 14 members. The committee was administered as a Brown Act body with a Chair and Vice Chair presiding over its proceedings. The primary objective of the committee was to recommend the grade separation design alternative(s) for grade crossings along the Caltrain corridor to the City Council. The guiding principles for the XCAP were established in October 2019 and provided the framework and direction for the activities of the body. The XCAP members have spent significant time and gained knowledge on the grade separation alternatives. The XCAP members are involved in the community and offer the following additional justifications for the appointment of the Ex-Officio Chair to the Rail Committee: Continuity and Institutional Memory: The Ex-Official Chair's continued presence on the Rail Committee ensures continuity and preserves institutional memory. They can provide historical context and insights from the XCAP's deliberations, which can be valuable for making informed decisions. Public Trust and Credibility: The Ex-Official Chair, as a representative of a community advisory panel, brings an added layer of public trust and credibility to the Rail Committee's proceedings. Community Feedback Mechanism: Having the Ex-Official Chair on the Rail Committee can serve as a built-in mechanism for receiving ongoing feedback and, by extension, the broader community. This ensures that the committee remains responsive to community concerns and evolving priorities. Enhanced Public Engagement: The presence of the Ex-Official Chair can encourage increased public engagement in rail-related matters, as it signals a commitment to involving community representatives in the decision-making process. This may lead to greater participation and input from residents. Access to Expertise: The Ex-Official Chair of XCAP brings a wealth of knowledge and expertise in public transportation, which could prove invaluable when discussing rail- related matters. Having this representative present during our committee meetings will ensure that we benefit from this wealth of experience. Community Representation: In the spirit of community engagement and transparency, this appointment would signify a commitment to involving representatives of community stakeholders in our decision-making processes. Therefore, staff recommends the City Council appoint the Ex-Officio Chair to the Rail Committee as the non-voting member. Staff recommends that the role of this appointee will continue until it is either discontinued by the Mayor or superseded by other City Council action. This appointment will not only benefit the Rail Committee but also contribute to a more inclusive and well-informed decision-making process that reflects the diverse perspectives and expertise within the Palo Alto community. FISCAL/RESOURCE IMPACT There are no additional fiscal impacts anticipated from this action. STAKEHOLDER ENGAGEMENT The City Council meetings are open to the public and therefore provide the community with opportunities to provide comments to the City. ENVIRONMENTAL REVIEW The recommendation in this report does not constitute a project in accordance with the California Environmental Quality Act and is therefore not subject to environmental review. APPROVED BY: Philip Kamhi, Chief Transportation Official