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HomeMy WebLinkAboutStaff Report 2412-3873CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, January 13, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     1.Approval of Minutes from December 9, 2024 and December 16, 2024 Meetings City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: January 13, 2025 Report #:2412-3873 TITLE Approval of Minutes from December 9, 2024 and December 16, 2024 Meetings RECOMMENDATION That the minutes be reviewed and approved. ATTACHMENTS Attachment A: December 9, 2024 Draft Action Minutes Attachment B: December 16, 2024 Draft Action Minutes APPROVED BY: Mahealani Ah Yun CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Regular Meeting December 9, 2024 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Councilmember Tanaka Arrived at 5:34 P.M. Present Remotely: Absent: Special Orders of the Day 1. Appreciation for Joe Simitian for his Many Years Serving Palo Alto and the Region NO ACTION 2. Proclamation Expressing Appreciation for Roy Clay, Sr. NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 12/09/2024 Study Session 3. Presentation of the 2024 Annual Community Survey Results NO ACTION Consent Calendar Council Member Kou requested to pull Agenda Item Number 4. Council Member Tanaka registered a no vote on Agenda Item Number 11. Council Member Kou registered a no vote on Agenda Item Number 4, 12. MOTION: Vice Mayor Lauing moved, seconded by Council Member Veenker to approve Agenda Item Numbers 4-15. MOTION PASSED 5-10: 7-0 MOTION PASSED 4, 12: 6-1, Kou no MOTION PASSED 11: 6-1, Tanaka no 4. Adoption of a Resolution Accepting the Statement of Votes and Certificate of Election Results and Declaring the Results of the Consolidated Municipal Election Held on November 5, 2024; and Adoption of an Ordinance Approved by the Voters (Measure D) to Undedicate 0.33 Acres of El Camino Park; CEQA status - the Ordinance is exempt under Pub. Res. Code § 21080(b)(12). 5. Review and Approve the Williamson Act Contract Renewals Within Palo Alto City Limits (2024). 6. Approval of Performing Arts Services Agreements for Public-Private Partnerships Between the City of Palo Alto and TheatreWorks, Palo Alto Players, and West Bay Opera for the use of the Lucie Stern Community Theater until June 30, 2027. CEQA Status - Not a Project. 7. Approval of Construction Contract No. C24192547 with O’Grady Paving, Inc. in the Amount of $2,488,857 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that May Develop During the Project Up to a Not-to-Exceed Amount of $248,885; and Amendment No. 3 to Contract No. C20176858 with Sandis Civil Engineers in the Amount Not-to-Exceed $59,975 for Construction Administration Services for the Churchill DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 12/09/2024 Avenue Enhanced Bikeway Project (PL-14000); CEQA Status – exempt under CEQA Guidelines Section 15301(c) 8. Approval of Professional Services Contract Number C25192694 with A3-Immersive in an Amount Not to Exceed $275,692 for Projection Mapping Production Services for the 2025 Code:ART Interactive Media Public Art Festival for a period of One Year; and Approval of a FY 2025 Budget Amendment in the Public Art Fund; CEQA Status: Exempt under section 15061(b)(3). 9. Approval of Contract Amendment Number 1 to Contract Number C21179976 with TruePoint Solutions, LLC in the Amount of $362,312 through December 31, 2026 to Provide Technical Support of Services Related to the Land Use Management Permitting System (Accela); This Amendment Results in a Revised Total Contract Not-to-Exceed Amount of $1,263,995. CEQA Status: Not a Project. 10. Approval of Contract Amendment Number 3 to Contract Number S19174467 with BuildingEye, Inc. in the Amount of $59,020 through December 31, 2025 to Provide Data Visualization for Building Permits, Planning Entitlements, and Code Enforcement Activities; This Amendment Results in a Revised Total Contract Not-to-Exceed Amount of $412,430. CEQA Status: Not a Project. 11. Approval of 1) Amendment No. 7 to Contract No. C16163034A with Cumming Management Group, Inc. in the amount of $827,418 for Additional Construction Management Services; 2) Increase of Construction Contingency for Contract No. C21178123B with Swinerton Builders in the Amount Not-to-Exceed $3,000,000 for the New Public Safety Building Capital Improvement Program Project (PE- 15001); and 3) Budget Amendment in the Capital Improvement Fund; CEQA - Environmental Impact Report for the New Public Safety Building (Resolution No. 9772) 12. Approval of a Cooperative Agreement between the City of Palo Alto, the Peninsula Corridor Joint Powers Board (Caltrain), and the Santa Clara Valley Transportation Authority (VTA) to Conduct the Preliminary Engineering and Environmental Documentation Phase of the Connecting Palo Alto Grade Separation Projects at Churchill Avenue, Meadow Drive, and Charleston Road Crossings and Allocating $20 million in Grant Funding to this Phase, and authorize the City Manager or their designee to Finalize and Execute the Agreement; CEQA status - CEQA and NEPA review will be conducted as part of this agreement. 13. Improvement Projects Providing Enhancing the Churchill Avenue Railroad At-Grade Crossing 14. Approval of Budget Amendments in the Child Care Trust Fund and General Fund in Support of Expenditures to Support Early Education Providers; CEQA status - Not a Project. DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 12/09/2024 15. FIRST READING: Adoption of an Ordinance Approving a Plan for Park Improvements at the City’s Baylands for Santa Clara Valley Water District's Palo Alto Flood Basin Tide Gate Structure Phase 1: Seismic: Retrofit and Rehabilitation Project; Approval of Addendum to the Mitigated Negative Declaration for the Project Prepared by Santa Clara Valley Water District (SCH # 2020090237). City Manager Comments Ed Shikada, City Manager Action Items 16. Receive an Update and Confirm the Preferred Concept Plan for the University Avenue Streetscape Improvements Project (PE-21004) and Direct Staff to Return with a Contract Amendment for Future Phases; CEQA Status – Not a Project MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Burt to: A. Confirm the preferred concept plan for the University Avenue Streetscape Project (PE- 21004); and B. Direct staff to return with a design-related services amendment for Council approval, in order to advance the project; and C. Direct staff to explore additional medium-term measures, including short-term measures, for loading zones on side streets, provisions of tree wells on side streets and University Avenue, and support for historic promotion of the street. MOTION PASSED: 7-0 17. Approval of Amendments to the Employment Agreements between the City of Palo Alto and Council Appointed Officers, specifically the City Manager, City Attorney, and City Clerk. CEQA Status - Not a Project MOTION: Council Member Lauing moved, seconded by Council Member Lythcott-Haims to approve and authorize the Mayor to execute the following contract amendments for Council Appointed Officers: 1. Amendment No. 12 to Employment Agreement between the City of Palo Alto and Molly S. Stump (Attachment A); DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 12/09/2024 2. Amendment No. 1 to Employment Agreement between the City of Palo Alto and Mahealani Ah Yun (Attachment C). MOTION PASSED: 7-0 MOTION SPLIT FOR THE PURPOSE OF VOTING MOTION: Council Member Lauing moved, seconded by Council Member Lythcott-Haims to approve and authorize the Mayor to execute the following contract amendments for Council Appointed Officer: 3. Amendment No. 6 to Employment Agreement between the City of Palo Alto and Ed Shikada (Attachment B); and MOTION PASSED: 6-1, Tanaka no Adjournment: The meeting was adjourned at 9:30 P.M. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 6 Regular Meeting December 16, 2024 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:31 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: Absent: Special Orders of the Day 1. Proclamation Expressing Appreciation to Dean Batchelor Upon His Retirement NO ACTION 2. Proclamation Recognizing Gunn High School Pickleball Club NO ACTION Closed Session 3. CONFERENCE WITH CITY ATTORNEY—POTENTIAL LITIGATION Subject: Potential Litigation Regarding Adequacy of City of Palo Alto Housing Element, As Set Forth in Letter Dated August 2, 2024 from David Lanferman, Esq. Authority: Government Code Section 54956.9(d)(2) One Case, as Defendant MOTION: Council Member Burt moved, seconded by Council Member Lythcott-Haims to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:56 P.M. Council returned from Closed Session at 7:05 P.M. Mayor Stone announced no reportable action. DRAFT ACTION MINUTES Page 2 of 6 City Council Meeting Draft Action Minutes: 12/16/2024 Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 4. Discussion of 2024 City Council Ad Hoc Committees Activities NO ACTION Consent Calendar Vice Mayor Lauing, Councilmember Tanaka, and Lythcott-Haims requested to pull Agenda Item Number 24. Councilmember Tanaka, Lythcott-Haims, and Veenker requested to pull Agenda Item Number 22. Councilmember Tanaka registered a no vote on Agenda Item Numbers 10, 13, 16, 17, 18. MOTION: Mayor Stone moved, seconded by Vice Mayor Lauing to approve Agenda Item Numbers 5-21, 23, 25 and to pull Agenda Item Numbers 22 and 24. MOTION PASSED ITEMS 5-9, 11, 12, 14, 15, 19-21, 23, 25: 7-0 MOTION PASSED ITEMS 10, 13, 16-18: 6-1, Tanaka no 5. Approval of Minutes from December 2, 2024 City Council Meeting 6. Adoption of a Resolution Authorizing the City Manager to Transact for Electric Supplies to Meet the City’s Electrical Needs under Electric Master Agreements; CEQA Status: Not a project 7. Adoption of Resolutions Authorizing an Installment Sale Agreement with the California State Water Resources Control Board for Financing of the Local Advanced Water Purification System Project (WQ-19003); CEQA Status - Addendum to the 2015 DRAFT ACTION MINUTES Page 3 of 6 City Council Meeting Draft Action Minutes: 12/16/2024 Environmental Impact Report for the Palo Alto Recycled Water Project (SCH 2011062037) 8. Community Development Block Grant 2025-2030 Consolidated Plan and Authorize Execution of Revenue Agreement with the County of Santa Clara for Annual Action Plan FY 2025-2026 9. Approve a Grant Agreement with the Federal Highway Administration for the South Palo Alto Bikeways Demonstration Project for the receipt of $888,000 in Federal Funds and Requiring $222,000 in City Matching Funds over Four Years; CEQA status – not a project. 10. Approval of Seven Professional Services Contracts C25192617, C24193306 - C24193311, with Safebuilt, LLC, Integrated Design 360, CSG Consultants, Inc., 4LEAF, Inc., True North Compliance Services, Inc., TRB and Associates, Inc., and West Coast Code Consultants, Inc. in the Aggregate Total Not-to-Exceed Amount of $4,000,000 for On-Call Development Services, Inspection, Plan Review, and Green Building Program Services for a Period of Four Years. CEQA Status: Not a Project. 11. Approval of Increase of Construction Contingency for Contract No. C24190072 with O’Grady Paving, Inc. in the Amount of $345,000 to Perform Additional Street Improvement Work on California Avenue and El Camino Real for Capital Improvement Program Projects PL-23000 and PL-12000; and Adoption of a Resolution Continuing the Closure of a Portion of California Avenue through 2025; CEQA Status – Categorically Exempt under CEQA Guidelines Sections 15301 and 15304 12. Approval of Professional Services Contract Number C25193087 with Rincon Consultants in an Amount Not to Exceed $202,322 for California Environmental Quality Act (CEQA) Review of a Revised Master Plan for the Cubberley Site for a Period of One Year, and Approval of Budget Amendments in the General Fund and Cubberley Infrastructure Fund; CEQA Status – this action will initiate CEQA review of the master plan. 13. Approval of Contract Amendment No 1 to Contract Number C22177024A with CLEAResult Consulting Inc., Extending the Term for Two Additional Years Through November 14, 2026, a Change in the Compensation Structure, and no Change in Not-to- Exceed Amount of $2,571,714 for Efficiency and Electrification Program Services for Small to Medium Business and Commercial Customers; CEQA Status: Not a Project. 14. Approval of Contract Amendment Number 3 to Contract #S20178065 with OIR Group, in the Amount of $20,000 and for a six-month extension to continue Independent Police Auditing Services in Palo Alto. CEQA Status – Not a Project. 15. Approval of Professional Services Contract Number C25192045 with Urban Planning Partners, Inc., in the Amount Not to Exceed of $165,573 for Phase I of the Car Free Ramona Street Project for a Period of One Year, Direct Staff to Return with an Amendment to Approve Phase II; Approval of a Budget Amendment in the General DRAFT ACTION MINUTES Page 4 of 6 City Council Meeting Draft Action Minutes: 12/16/2024 Fund; and Adopt a Resolution Continuing the Closure of a Portion of Ramona St. through 2025; CEQA Status – categorically exempt. 16. Approval of Contract C24191871 Amendment Number 1 Effective July 1, 2024 with Equinix, LLC in the Amount of $1,246,793 to Extend the Term for an Additional 2 Years Through June 30, 2029 for Fiber Licensing Agreement (Attachment A); and Authorization to Increase Contingency Amount by $75,000 for a Total Not to Exceed Amount of $1,954,923; CEQA Status – Not a Project 17. Approval of Purchase Order C24193066 with Origami Risk LLC for Records Management Software Supporting the City’s Claims and Litigation for a Three-Year Term Not-To- Exceed Amount of $206,310; CEQA: Not a project 18. Adoption of a revised salary schedule for Limited Hourly employees to increase the maximum hourly rate for the Management Specialist classification; CEQA Status - not a project 19. Adoption of a Resolution of Intention to Reimburse Expenditures for the Grid Modernization and Related Projects of the Electric Utility System Infrastructure from the Proceeds of Tax-Exempt Utility Revenue Bonds. 20. Accept the City of Palo Alto’s Audited Financial Statements as of June 30, 2024 and the Macias, Gini & O’Connell Management Letter; Approve the FY 2024 Annual Comprehensive Financial Report; and Amend the FY 2024 Budget in Various Funds, as Recommended by the Finance Committee; CEQA Status – Not a Project 21. Approval of Audit Reports and Task Orders: 1) ADA Compliance Audit and Recruitment & Succession Planning Audit; 2) Annual Risk Assessment and 2025 Audit Plan; 3) Task Order Execution for Remaining FY25 Tasks; and 4) Realignment of FY 2024 and FY 2025 Task Order Budgets with No Fiscal Impact as Reviewed by Policy & Services Committee; CEQA: Not A Project 22. FIRST READING: Adoption of a Temporary Ordinance Amending Section 18.42.110 (Wireless Communications Facilities) of Title 18 (Zoning) to Require Architectural Review Board Review for Tier 2 and Tier 3 Wireless Communications Facilities in the Public Rights-of-Way and Repeal the Objective Aesthetic, Noise, and Related Standards for Wireless Communication Facilities in the Public Rights-of-Way. CEQA Status: Exempt Pursuant to CEQA Guidelines Sections 15301, 15302, and 15303. 23. FIRST READING: Adoption of a Temporary Ordinance Amending Various Sections of Titles 18 (Zoning) and 21 (Subdivisions and Other Divisions of Land) to Implement Laws from the 2024 Legislative Session; Adoption of an Identical Emergency Ordinance; and Adoption of a Resolution Repealing SB 9 Objective Design Standards and Replacing Them with Single Family Objective Standards. CEQA Status – Exempt Pursuant to CEQA Guidelines 15061(b)(3). DRAFT ACTION MINUTES Page 5 of 6 City Council Meeting Draft Action Minutes: 12/16/2024 24. REINTRODUCED FIRST READING: Adoption of an Ordinance Amending Palo Alto Municipal Code Title 18 (Zoning) and Title 21 (Subdivisions and Other Divisions of Land) to Clarify Existing Regulations and to Implement State Housing Laws Adopted in 2023 and Earlier. CEQA Status - Exempt Pursuant to CEQA Guidelines Section 15061(b)(3). (PREVIOUSLY INTRODUCED: November 12, 2024 PASSED 6-1, Kou no) 25. SECOND READING: Adoption of an Interim Ordinance Amending Chapters 18.04, 18.16, 18.30(A), and 18.30(C) of the Palo Alto Municipal Code to Implement High Priority Retail Revitalization Measures and Direction; Exempt Pursuant to CEQA Guidelines Section 15061(b)(3) (FIRST READING: November 18, 2024 PASSED 7-0) City Manager Comments Ed Shikada, City Manager Action Items 26. Policy and Services Committee Recommendation to Adopt a Policy to Reimburse Council Members Up to $2,000/year from the City Council Contingent Account for Technology Resources and Other Actual and Necessary Expenses Incurred in the Performance of Official Duties MOTION: Councilmember Lythcott-Haims moved, seconded by Vice Mayor Lauing to adopt the attached policy authorizing Council Members to receive reimbursement, up to $2,000 per calendar year (taken from the City Council Contingent Account funding), for technology resources (limited to one of the same hardware items per four-year Council term) or other actual and necessary expenses incurred in the performance of official City duties. The policy includes procedures for documentation and audits. MOTION PASSED: 6-1, Kou no 27. Approval of CAO Committee Recommendation to direct the City Manager, or their designee, and Council Appointed Officers Committee Chair Lauing to negotiate renewal of the contract with Baker Tilly US, LLC for Internal Audit Services through June 30 2026 with an option to renew for two years; and align the review of the City Auditor performance with other CAO reviews. MOTION: Council Member Burt moved, seconded by Council Member Kou to direct the Council Appointed Officers Committee Chair Lauing, with technical support from the Human Resources Director and appropriate City staff, to renew and refine the terms of a contract amendment DRAFT ACTION MINUTES Page 6 of 6 City Council Meeting Draft Action Minutes: 12/16/2024 with Baker Tilly US, LLC through June 30, 2026 plus negotiate terms for an option to renew for two years, and to align the review of the City Auditor performance with other CAO reviews. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 9:57 P.M. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website.