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HomeMy WebLinkAboutStaff Report 2412-3856CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, December 16, 2024 Council Chambers & Hybrid 5:30 PM     Agenda Item     4.Discussion of 2024 City Council Ad Hoc Committees Activities Staff Presentation   City Council Staff Report Report Type: STUDY SESSION Lead Department: City Manager Meeting Date: December 16, 2024 Report #:2412-3856 TITLE Discussion of 2024 City Council Ad Hoc Committees Activities RECOMMENDATION The City Council is to receive reports from the seven 2024 City Council Ad Hoc Committee activities. BACKGROUND The City Council uses Ad Hoc Committees to explore City business in greater depth than what is possible in the allotted Council and Standing Committee meetings. The City Council Procedures and Protocols Handbook outlines a set of procedural rules that address: Definition of Ad Hoc Committees; Brown Act; Creation and Appointment; Duration; Members; Reporting; Termination; and Conclusion. Information on each of the topics can be found on page six (6) in the City Council Procedures and Protocols Handbook. At its 2024 Annual Retreat, the Council took a strategic approach to advancing its identified priorities, engaging in a thoughtful discussion on its envisioned role in each priority area. This approach included the identification of ad hoc committees to advance specific goals. In 2024, there were seven Ad Hoc committees in addition to the Council’s standing committees (Finance, Policy & Services, Council Appointed Officers, and City/Schools Liaison): Retail, Stanford, Housing, Climate Action, Rail, Cubberley and El Camino Real. According to the Council Handbook 1.2(f) Ad Hoc Committees- the Council may create Ad Hoc Committees on a limited time basis where necessary to study City business in greater depth than is possible in the time allotted for Council and Standing Committee meetings. Ad Hocs are intended to be temporary, and therefore should be concluded or at least reconsidered each year. Most Ad Hocs will complete their work within one year or less, though in some cases the need for an Ad Hoc may extend for several years. For Ad Hocs that have a single or limited purpose and are dissolved in a short period of time--one year or less- -the Ad Hoc may meet without observing Brown Act procedures. Ad Hocs that have continuing subject matter jurisdiction over a matter or group of related matters, or that continue their work for more than one year, should observe Brown Act procedures. ANALYSIS The City Council has used ad hoc committees in 2024 in seven focused areas to continue to advance key initiatives and priorities of the Council. Most of the seven committees were discussed at the 2024 City Council retreat, with purpose statements as approved by the Council below. Each committee has drafted a summary of activities worked in 2024 and are attached to this report in Attachments A – F. One of the outcomes of the ad hocs was for the committees to report out to the full Council and this study session provides the forum for a year-end review. Cubberley Real Estate Transaction Committee (Attachment A): The Cubberley Ad Hoc will work with staff and negotiate a real estate transaction with PAUSD for the long-term community use of the Cubberley site. The Cubberley Ad Hoc will report to the full Council, typically in closed session, and results of the negotiation brought to Council in public session at appropriate points with expected completion in 2024. Climate Protection Ad Hoc Committee (Attachment B): The Climate Protection Ad Hoc Committee was formed by City Council in January 2024 to accelerate the implementation of the Climate Action workplan items of the Three-Year Sustainability and Climate Action Plan (S/CAP) Workplan, including: Full Scale Heat Pump Water Heater (HPWH) Program; Commercial HVAC Pilot Program; Single Family Whole Home Electrification Pilot Program; Multi-family Electric Vehicle (EV) Charger Program; EV Strategic Plan; and S/CAP Funding Study. The Committee will provide periodic updates during Council Member Questions, Comments and Announcements and will make an oral year-end report on its work no later than December 2024. El Camino Ad Hoc Committee (Attachment C): This Committee was established after the 2024 Council Priority Setting activities in response to the capital improvements planned for El Camino Real within the City limits of Palo Alto. Areas of interest included safety improvements (bikeway), parking alternatives, engagement efforts to impacted stakeholders, and support to accommodate recreational vehicle/vehicle dwellers. Housing Ad Hoc Committee (Attachment D): Provide staff guidance in preparation for full Council review on the following initiatives to address housing affordability, availability, and stability: rental registry and renter protection policies; housing element programs and implementing objectives; Coordinated Area Plan processes; and affordable housing funding strategies. The Committee will provide periodic updates during Council Member Questions, Comments and Announcements and will make an oral year-end report on its work no later than December 2024. Rail Ad Hoc Committee (Attachment E): This committee meets monthly on the third Tuesday at 2:30 p.m. Agendas can be found here: https://www.cityofpaloalto.org/Departments/City- Clerk/City-Council-Committees/Rail-Committee The Rail Committee discusses topics on rail grade separation. They also review the work performed by the Expanded Citizen Advisory Panel (XCAP). The Committee uses the Rail Guiding Principles(PDF, 270KB) as a standard to assist with their decision-making process. For information on project updates, please visit the Connecting Palo Alto website. Retail Ad Hoc Committee (Attachment F): This committee meets monthly on the third Wednesday at 9:00 a.m. Agendas can be found here: https://www.cityofpaloalto.org/Departments/City-Clerk/City-Council-Committees/Retail- Committee Stanford Ad Hoc Committee (Attachment G): Information sharing on issues of concern to Stanford University and the City in 2024: a proposed extension of Quarry Road; Climate Action plans; transit improvements; City use of Stanford lands; and housing development of mutual interest. The Committee will provide periodic updates during Council Member Questions, Comments and Announcements and will make an oral year-end report on its work to Council no later than December 2024. Policy & Services 2025 Priority Setting Process Discussion FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: ATTACHMENT A 6 3 6 1 Cubberley Real Estate Transaction Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Council Member Julie Lythcott-Haims (Chair); Council Member Pat Burt; Council Member Lydia Kou 2024 Activities: As reported out in October, the PAUSD Board in 2023 initiated a discussion inviting the City to make an offer to purchase additional acres at Cubberley. Both parties proceeded by creating Ad Hoc committees. The City’s counterparts from the PAUSD Board were Trustees Jennifer DiBrienza (Chair) and Shounak Dharap. The Ad Hoc committees met jointly over the course of 10 months including once with a mediator before agreeing on terms. Ultimately, the parties reached agreement and on October 7, 2024, the Council approved a memorandum of understanding outlining terms and next steps. Upon voter approval of a General Obligation Bond to fund acquisition and development of the Cubberley site in November 2026, the City will purchase 7 acres from PAUSD (including the area currently developed with permanent buildings) at the price of $65.5 million. PAUSD will use sale proceeds for school improvements throughout the district. Prior to going to the voters, the City will develop its plan for a rebuilt and renovated community center and related uses on the site, and PAUSD will develop its school improvement plans. In the interim, the City and PAUSD will enter into a new five-year lease continuing current use of the property, including the playing fields and parking lots. The City will pay PAUSD $2 million a year as long as PAUSD uses a portion of the property, and $2.5 million when PAUSD is no longer using the property. The City will assume responsibility for maintenance and associated costs for areas not used by PAUSD. This was memorialized in a lease amendment approved on December 2, 2024. ATTACHMENT B Climate Protection Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Council Member Vicki Veenker (Chair); Council Member Pat Burt 2024 Activities: The Climate Protection Ad Hoc Committee (Committee) was formed by City Council in January 2024 to accelerate the implementation of the Climate Action workplan items of the Three-Year Sustainability and Climate Action Plan (S/CAP) Workplan, including: Full Scale Heat Pump Water Heater (HPWH) Program; Commercial HVAC Pilot Program; Single Family Whole Home Electrification Pilot Program; Multi-family Electric Vehicle (EV) Charger Program; EV Strategic Plan; and S/CAP Funding Study. Over the course of the year, the Committee held 21 Committee meetings and 10 Climate Protection Working Group Meetings. The Working Group is comprised of knowledgeable members of the community selected by the Committee to consult with the Committee and staff on S/CAP implementation priorities. The Working Group currently has 12 members, representing Stanford, advocacy groups, non-profits, students, and the Utilities Advisory Commission (please see Roster at end of report). The Working Group receives presentations on S/CAP Workplan implementation topics and provides feedback to the Committee and City staff. The Committee received staff and consultant presentations, and reviewed and discussed various S/CAP Studies, Programs, and Plans. Specifically, the Committee reviewed and discussed the following: •Climate Change and the Natural Environment: Protection and Adaptation Council Priority Objectives •Programs: Heat Pump Water Heater (HPWH) Pilot, including pricing changes and program updates; HPWH Emergency Replacement; Whole Home Electrification; Multi- family Electric Vehicle Charging; and Commercial HVAC Rooftop Pilot Programs •Strategic Plans: Reliability & Resiliency, EV, and E-Mobility Strategic Plans •Studies: S/CAP Funding, Building Sector, and EV Charger Needs Assessment Studies •Grid Modernization and Advanced Metering Infrastructure •Greenhouse gas emissions inventories •Climate Smart San Jose. The Committee met with City of San Jose staff to learn more about Climate Smart Jose and best practices the City of Palo Alto might explore. In addition, the Committee visited the Climate Smart San Jose electrification trailer. •Bay Area Air Quality Management District initiatives The Working Group provided feedback on the following: •HPWH Pilot Program •HPWH Emergency Replacement Program ATTACHMENT B 6 3 6 2 •Climate Change and the Natural Environment: Protection and Adaptation Council Priority Objectives •Programs: Heat Pump Water Heater Pilot, HPWH Emergency Replacement, Whole Home Electrification, Multi-family Electric Vehicle Charging; and Commercial HVAC Rooftop Pilot Programs •Strategic Plans: Reliability & Resiliency, EV, and E-Mobility Strategic Plans •Studies: S/CAP Funding, Building Sector, and EV Charger Needs Assessment Studies Both the Committee and Working Group provided substantive feedback and asked salient questions that helped shape the S/CAP plans, studies, and programs and will have ongoing positive impacts. This was especially helpful in gauging the level of support the broader community might have for various S/CAP implementation items. In addition, the Committee guided staff on policy options to consider and areas to explore for further consideration. The Committee connected staff with valuable partners, such as the Bay Area Air Quality Management District, City of San Jose, and Stanford University, who shared best practices and the latest research on several S/CAP issues. Climate Protection Working Group Roster: •Bret Andersen, Carbon Free Palo Alto •Lincoln Bleavens, Stanford University •Justine Burt, Palo Alto Transportation Management Association •Rachel Croft, Utilities Advisory Commission •Bruce Hodge, Carbon Free Palo Alto •Mark Hoffberg •Tom Kabat •Phil Metz, Utilities Advisory Commission •Debbie Mytels, 350 Silicon Valley Palo Alto •Matt Passell •Anu Ramamurty, Kat Kid Adventure •Avroh Shah, Palo Alto Student Climate Coalition •Julia Zeitlin, Silicon Valley Sunrise Hub and Palo Alto Student Climate Coalition (through summer 2024) ATTACHMENT C El Camino Real Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Vice Mayor Ed Lauing; Council Member Pat Burt 2024 Activities: Safety Improvements Engaged in discussions with Caltrans, which led to significant safety improvements in the proposed bikeway project as well as a mutual understanding that El Camino Real (ECR) will require future planning and study to further reduce road user conflicts in key locations along the corridor. Parking Alternatives Provided input into proposed parking mitigation strategies to minimize the effects of parking removal on ECR. Several strategies were discussed, including: •Monitoring of impacts in RPP districts and modifications as necessary •Short-term parking solutions available for evaluation on streets adjacent to ECR •Use of PATMA to leverage existing resources, including provision of the VTA smart passes through for workers on ECR •Additional bike parking available for evaluation at businesses on ECR RV/Vehicle Dwellers Collaborated on efforts to accommodate RV/vehicle dwellers impacted by the loss of parking along ECR, which led to Council approval on August 19, 2024 to amend a lease agreement to increase safe parking spaces for RV/vehicle dwellers by 10 at 2000 Geng Road. Public Outreach and Engagement Participated in a joint workshop on May 16, 2024, which included a page-by-page review of Caltrans proposed draft bikeway plans with City staff, Caltrans staff, VTA staff, Fehr & Peers, and biking advocate stakeholders including representatives from the City’s Pedestrian and Bicycle Advisory Committee (PABAC), and the Silicon Valley Bicycle Coalition (SVBC). Provided input on the staff plan to engage with the community ahead of and following the removal of parking along ECR through emails, updates on the ECR repaving project website, social media and Uplift Local posts, and on-the-street outreach. Strategized on the engagement approach with businesses and neighborhood stakeholders to identify new short-term parking designations for adjacent side-streets, and to identify locations for additional bike parking. ATTACHMENT D Housing Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Vice Mayor Ed Lauing (Chair); Mayor Greer Stone 2024 Activities: San Antonio & Downtown Housing Plans: Reviewed the San Antonio Area Plan Request for Proposals (RFP) project scope. Engaged in discussions involving the Downtown Housing Plan, including providing feedback on the Community Advisory Group representation and appointments, and the boundaries of the plan area. Housing Element Implementation: Engaged in informal conversations with developers; reviewed concepts and provided feedback to staff on the HIP; ECR Focus Area; and RHNA goals. Affordable Housing Notice of Funding Availability (NOFA): In alignment with Council Priority HS&EB 43, the ad hoc provided input on the City’s strategy for utilizing affordable housing funds. These funds, sourced from impact fees, in-lieu fees, and State matching funds, resulted in the release of a NOFA for approximately $5 million in September 2024. Proposals for funding are scheduled for City Council before the end of the year. Affordable Housing Funding Strategy •In alignment with Council Priority HS&EB 42, the ad hoc has explored various strategies to secure substantial funding to meet the City's affordable housing goals. These discussions have focused on identifying new financial resources and optimizing existing funding mechanisms to enhance the City’s ability to support affordable housing development. •Discussed potential revenue options such as a local transfer tax and residential vacancy tax, both designed to create dedicated funding sources for affordable housing. Bond initiatives were discussed noting that the Bay Area Housing Finance Agency Regional Affordable Housing Bond was withdrawn from the 2024 ballot and Proposition 5 intended to reduce the voter threshold for approving public infrastructure and affordable housing taxes and bonds from two-thirds to 55%, failed. •Considered philanthropic options and roles individual Councilmembers could leverage connections to support specific projects. Renter Protection Policy Discussions •Provided policy guidance in regard to the City’s fair chance future policy, which seeks to reduce barriers to housing opportunities for individuals with criminal histories in certain circumstances. •Reviewed and provided feedback on the administrative guidelines and online registration portal for the Rental Registry Program. The first year of the registry was launched in October 2024 and will close in January 2025. •Discussed Anti-Rent Gouging with key considerations, including City resources to support a program and potential unintended consequences. Below Market Rate Waitlist: Reviewed and provided feedback on the staff plan to open the Below Market Rate Housing Program waiting list. The waiting list has been closed to new applications since October 2016. ATTACHMENT E Rail Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Council Member Pat Burt (Chair); Vice Mayor Ed Lauing; Council Member Julie Lythcott-Haims 2024 Activities: The Rail Committee met nine (9) times and discussed the following projects, a more comprehensive report on the Committee’s 2024 activities can be found on the November 19, 20241 agenda. •Rail Grade Separation Projects at Churchill Avenue, Meadow Drive, and Charleston Road •Quiet Zone Projects at Palo Alto Avenue, Churchill Ave, Meadow Dr, & Charleston Rd •Bicycle and Pedestrian Transportation Plan Update & Bicycle and Pedestrian recommendation between Seale Avenue and Kellogg Avenue •Caltrain Corridor Strategy and Delivery Guide •Safety Improvement Projects such as fencing improvements, intersection safety, etc. The Rail Committee consistently reviewed rail issues, incorporated community input, and made recommendations to the City Council throughout the year. January – March 2024 •Reviewed technical comments provided by Caltrain and its impacts to grade separation alternatives for direction to staff. •Reviewed and discussed the draft Corridor Crossing Delivery Guide. •Updated the Evaluation Matrix based on Council criteria and provided updates including property, environmental, bike/ped circulation and visual impacts. April – June 2024 •Discussed high-level Caltrain comments including technical and four tracking impacts on project alternatives for recommendation to Council on selection of preferred alternatives. •Reviewed the Funding Agreement between the City and the Federal Railroad Administration (FRA) for the $6 million grant funding. •Reviewed bike/ped crossings for Churchill Underpass and selection of Seale Ave location. •Discussed Caltrain security improvements and raised fence height near Churchill Avenue. July – September 2024 •Review Quiet Zone Analysis and direction on Quiet Zone Implementation measures for Churchill Ave, Meadow Dr, and Charleston Road crossings. •Provided updates on Enhanced Crossing projects near the Churchill Avenue crossing. October – November 2024 •Review of the cooperative agreement between VTA, Caltrain, and the City for $14M Measure B funding. for the Churchill Avenue, Meadow Drive, and Charleston Road crossings. As well as updates to the Bicycle and Transportation Plan for feedback. 1 Rail Committee, November 19, 2024, Item #2; https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=53103 ATTACHMENT F 6 3 6 7 Retail Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Council Member Lydia Kou (Chair); Council Member Pat Burt; Council Member Julie Lythcott-Haims 2024 Activities: Overall Economic Development: •Received updates on various work efforts to advance Council’s Economic Development and Transition (ED&T) priority1 through verbal communication and through Economic Development Activity Reports. o Objectives are paraphrased in this document for ease of reference; the full-text of each objective can be found on the priorities webpage •Discussed various issues related to objective #1 to “establish sustainable business organization in…districts” •Recommended Title 18 Changes to implement high priority retail revitalization measures then approved by Council. This advanced objective #12 to “conduct stakeholder outreach and present recommendations to Council for a citywide retail zoning strategy and receive direction for zoning ordinance implementation” University Avenue Downtown: •Discussed Immediate/Interim Improvements: This included enhancing cleanliness, including removal of disused/ broken newsracks, power-washing garages, and use of overtime for more frequent cleanings •Discussed University Avenue Streetscape Project (Objective #5) •Held study session on Options for Addressing Retail Vacancies in University Avenue Downtown, advancing objective #10 to “establish regular engagement with retail brokers…to create stronger connections…” as well as objective #11 to “research and evaluate options for implementing a public-private small and local business and incubation and vacant storefront program…” •Ramona street was discussed at various meetings, and the contract for the design consultant is being brought forward for Council approval. Objective #4 was to “initiate preliminary analysis and stakeholder engagement on a car-free streetscape design for Ramona street”. California Avenue: •Discussed Immediate and Interim Improvements, including objective #2 to “engage Cal Ave merchants on high-priority rapid implementation projects”. •Received updates on objective #3 (Develop Cal Ave car-free streetscape design) parallel to engaging Cal Ave merchants Midtown: •Discussed efforts with the Chamber of Commerce to engage Midtown merchants. 1 The latest quarterly update on objectives within the Council priorities, including each objective under the ED&T priority can be found online here: https://www.cityofpaloalto.org/Departments/City-Clerk/City-Council/City- Council-Priorities ATTACHMENT G 6 3 6 8 Stanford Ad Hoc Committee 2024 2024 Ad hoc Committee Members: Council Member Pat Burt; Council Member Lydia Kou; Vice Mayor Ed Lauing 2024 Activities: Ad Hoc Committee members, city staff, and Stanford representatives met approximately monthly to share information and status-updates, facilitating greater coordination between the agencies. Quarry Road Connection Project: Reviewed and recommended to the Council the extension of Quarry Road to improve bus transit efficiency and station circulation including necessary. On June 10, 20241, the City Council reviewed conceptual plans for this proposed transit connection and approved the formal steps needed for the project's implementation. Council approved placement of a ballot measure before voters in November 2024 of whether to discontinue the park use of approximately 0.33 acres of El Camino Park for the purpose of constructing a roadway for transit vehicles between El Camino Real and the Palo Alto Transit Center and execution of a letter of intent with Stanford University for the Quarry Road Connection Project. The ballot measure was successfully approved by voters in November 2024. Other Discussion and Collaborations: •Received/reviewed a presentation on workforce housing and training including definition, audiences and approaches with representatives from NOVA and Stanford Pathways Lab. •Discussed operational improvements at the Palo Alto Transit Center and coordination for improvements in advance of the September 21, 2024 Caltrain electrification event and subsequent improvements. These included: improved signage and way finding, improved bike/pedestrian connections/circulation and visibility, enhance appearance of facilities, advertising, and public communications. Reviewed VTA initiatives to activate and improve the Transit Center established participation by Stanford in the VTA Ad Hoc Committee. •Coordinated on El Camino Real measures in collaboration with Caltrans bike lane additions. •Discussed the Bicycle and Pedestrian Transportation Plan, collaborated on areas to explore Safe Routes to School from Page Mill via Hanover or Peter Coutts Rd. •Discussed opportunities for Stanford and City collaboration on the City’s Climate Action Plan. Identified to topics to explore further include SRP substation improvements, potential joint presentations on respective Climate Action Plans (e.g. National League of Cities, U.S. Conference of Mayor, and SCRL/City partnership on transitioning to electrification). •Received presentation on the Stanford Research Park status/future vision and coordinated area plan, including a shared vision for future housing in the lower Research Park. 1 City Council, June 10, 2024, Item #12, https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82889 December 16, 2024 www.cityofpaloalto.org 2024 City Council Ad Hoc Committees Activities •Council uses Ad Hoc Committees to explore City business in greater depth than what is possible in the allotted Council and Standing Committee meetings. •Council took a strategic approach to advancing its identified priorities. Seven Council ad hoc committees were established and used in 2024 in addition to the four standing committees •Each Ad Hoc had a purpose statement •Ad Hocs were to report out to the full Council and this study session provides the forum for a year-end review. Council Ad Hoc Process 2 •The Council may create Ad Hoc Committees on a limited time basis where necessary to study City business in greater depth. •Ad Hocs are intended to be temporary and therefore should be concluded or at least reconsidered each year. •Most Ad Hocs will complete their work within one year or less. •Ad Hocs that have a single or limited purpose and are dissolved in a short period of time- one year or less- the Ad Hoc may meet without observing Brown Act procedures. •Ad Hocs that have continuing subject matter jurisdiction over a matter or group of related matters, or that continue their work for more than one year, should observe Brown Act procedures. Council P&P Handbook 1.2(f) Ad Hoc Committees 3 Council 2024 Standing & Ad Hoc Committees Climate Protection Ad Hoc Committee Cubberley Real Estate Transaction Ad Hoc Committee El Camino Ad Hoc Committee Housing Ad Hoc Committee Rail Ad Hoc Committee (Brown Act body) Retail Ad Hoc Committee (Brown Act body) Stanford Ad Hoc Committee Policy & Services Committee (Brown Act body) Finance Committee (Brown Act body) Council Appointed Officers (Brown Act body) City/Schools Liaison (Brown Act body) Ad Hoc Committees Standing Committees 4 A.Amend the City Council Procedures and Protocol Handbook Procedures Section 7(b) titled “Priorities Background and Definition” as follows: •Remove language limiting priorities to three years •Remove “unusual” from the definition of priorities B.Recommend that the Council forgo substantive review of the City Council Procedures and Protocols Handbook, given that significant edits were made in 2024 C.Recommend the Council Retreat include the following elements: •Councilmember visioning for 2025 •Discussion and Approval of 2025 Priorities •Key Community engagement needed to advance the Council Priorities, including Ad Hoc Committees •Refer to Policy & Services Committee Consideration of Performance Measures associated with Priorities •Resources needed to support D.To enable the discussion above, recommend the 2025 Mayor not make Councilmember appointments to City Ad Hoc Committees prior to the 2025 Annual Retreat Policy & Services 2025 Priority Setting Discussion (Dec. 10, 2024) 5 The City Council is to receive reports from the 2024 City Council Ad Hoc Committees (7 ad hocs). Ad hoc committees are to report out to the full Council and this study session provides the forum for this year-end review. Recommendation 6 7