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HomeMy WebLinkAboutStaff Report 2510-5267CITY OF PALO ALTO CITY COUNCIL Monday, October 20, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     2.Approval of Minutes from September 29 and October 6, 2025 Meetings City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: October 20, 2025 Report #:2510-5267 TITLE Approval of Minutes from September 29 and October 6, 2025 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: September 29, 2025 Draft Action Minutes Attachment B: October 6, 2025 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Special Meeting September 29, 2025 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, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Special Orders of the Day 1. Proclamation Honoring Nara Cammack for her effort in proposing and advancing a Bike Safety Park project in the City of Palo Alto NO ACTION 2. Proclamation Recognizing September 2025 as Suicide Prevention Awareness Month NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 3. Impacts of H.R.1 on Santa Clara County Region NO ACTION DRAFT ACTION MINUTES Page 2 of 5 Sp. City Council Meeting Draft Action Minutes: 09/29/2025 Consent Calendar Councilmember Burt, Reckdahl, and Lu requested to pull Agenda Item Number 6. MOTION: Councilmember Stone moved, seconded by Mayor Lauing to approve Agenda Item Numbers 4, 7-16, AA1 (Agenda Item Number 5 Removed from Agenda) and to pull Agenda Item Number 6 off of the Consent Calendar. MOTION PASSED ITEMS 4, 7-16, AA1: 7-0 4. Approval of Minutes from September 8 and September 15, 2025 Meetings 5. PUBLIC HEARING / QUASI-JUDICIAL. 70 Encina Avenue [25PLN-00034]: Request for Approval of a Tentative Map to Merge Two Lots and Allow for a Condominium Subdivision to Create 10 Units on the Resulting 12,119-Square-Foot Parcel. The Subdivision Map Would Facilitate Construction of Ten New Residential Units in One Building, which was previously approved on April 14, 2025 (24PLN-00095). CEQA Status: Exempt from the Provisions of the California Environmental Quality Act (CEQA) in Accordance with CEQA Guidelines Section 15183 (Comprehensive Plan Consistency). Zoning District: PC-5654. Agenda Item Number 5 Removed from Agenda 6. Approval of FY 2026 Architectural Review Board, Historic Resources Board, Planning and Transportation Commission, and Utilities Advisory Commission Work Plans; CEQA status – not a project 7. Adoption of a Resolution for the County of Santa Clara Historic Heritage Grant Application for the Restoration of the Roth Building Frescoes (Phase II); CEQA Status- categorically exempt. 8. Authorization to Execute an Amendment to Legal Services Contract S25194587 with Atkinson Andelson Loya Ruud & Romo to Increase Amount by $100,000 for Total Not-to- Exceed Amount of $185,000; CEQA Status – Not a Project. 9. Approval of General Service Contract No. C26194249 with Orion Security for Security Services at the Municipal Service Center and the Regional Water Quality Control Plant in an Amount Not-To-Exceed $1,448,260 for a Period of Five Years; CEQA Status – Categorically Exempt under Section 15301 10. Approval of Professional Services Agreement C26195459 with Project Safety Net, Inc. in an amount not-to-exceed $300,000 to Provide Youth Mental Health and Suicide Prevention Support for a term ending June 30, 2028; CEQA Status – Not a Project. 11. Authorization to Execute Amendment to Legal Services Contract S24190674 with Jeffrey Oneal dba Rankin Oneal to Increase Amount by $85,000 for Total Not-to-Exceed Amount of $170,000; CEQA Status – Not a Project. DRAFT ACTION MINUTES Page 3 of 5 Sp. City Council Meeting Draft Action Minutes: 09/29/2025 12. The City Schools Liaison Committee Recommends Approval of Professional Services Contract Number C26195844 with the JED Foundation for a Not-to-Exceed Amount of $149,000 for Technical Assistance, Evaluation, and Support Regarding Youth and Young Adult Mental Health Programs for a Period of Two Years; CEQA Status - Not a Project 13. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending the Fiscal Year 2026 Municipal Fee Schedule to Amend and Remove Various Fees (FIRST READING: September 8,2025 PASSED: 7-0) 14. SECOND READING: Ordinance Amending PAMC Chapter 10.56 (Special Speed Zones) to Update Speed Limit Studies for 22 Streets and Decrease the Speed Limit for a Portion of Deer Creek Road (FIRST READING: September 8,2025 PASSED: 7-0) 15. SECOND READING: Ordinance Amending Chapter 16.64 (Development Fee and In-Lieu Payment Administration) of Title 16 (Building Regulations) of the Palo Alto Municipal Code to Reflect Changes in Law (FIRST READING: September 8,2025 PASSED: 7-0) 16. SECOND READING: Adoption of Four Ordinances, as Recommended by the Retails Committee to Amend and Reorganize Stormwater and Wastewater Management Requirements by Amending PAMC Chapter 16.09 (Sewer Use Ordinance), Amending Chapter 16.11 (Stormwater Pollution Prevention), Adding New Chapter 16.13 (Requirements for Food Facilities Related to Water Pollution Prevention and Management of Fats, Oils, and Grease), and Adding New Chapter 16.66 (Hauled Liquid Waste). (FIRST READING: September 8, 2025, PASSED 7-0) AA1. Approve Purchase Order C26195416 with Carahsoft, Utilizing a General Services Administration Blanket Purchase Agreement, to Procure SAP S/4 HANA Suite of Products and Corresponding Software and Hosting Services for a 5-Year Term for a Not-To-Exceed Amount of $6,640,429; and Approve a Budget Amendment in the Technology Fund as Recommended by Finance Committee; CEQA Status - Not a Project City Manager Comments Ed Shikada, City Manager Closed Session 17. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Potential litigation regarding 156 North California Avenue, as set forth in letter(s) from Holland & Knight LLP dated September 3, 2025 Authority: Government Code Section 54956.9(d)(2); One case, as Defendant. DRAFT ACTION MINUTES Page 4 of 5 Sp. City Council Meeting Draft Action Minutes: 09/29/2025 AA2. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Petition for Redistribution of Local Tax with California Department of Tax and Fee Administration Authority: Government Code Section 54956.9(d)(2) One Case, as Petitioner AA3. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Initiation of Litigation in three Cases: A. City of Fresno et al. v. Turner et al., United States District Court, Northern District of California, Case No. 3:25-cv-07070; and B. King County et al. v. Turner et al., United States District Court, Western District of Washington, Case No. 2:25-cv-00814; and C. Anticipated litigation not yet filed against Federal Government Authority: Government Code Section 54956.9(d)(4) Three Cases, as Plaintiff 18. Public Employee Performance Evaluations Cal. Gov. Code section 54957 (b)1 City Manager, City Attorney, City Clerk, City Auditor MOTION: Vice Mayor Veenker moved, seconded by Council Member Lythcott-Haims to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 7:50 P.M. Council returned from Closed Session at 12:08 A.M. Mayor Lauing announced no reportable action on Agenda Item Numbers 17, AA2, 18. Mayor Lauing announced that Agenda Item Number AA3, Council voted 7-0 to authorize the City Attorney to file papers to join King County et al. v. Turner at al., United States District Court, Western District of Washington, Case No. 2:25-cv-00814. Adjournment: The meeting was adjourned at 12:10 A.M. DRAFT ACTION MINUTES Page 5 of 5 Sp. City Council Meeting Draft Action Minutes: 09/29/2025 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 5 Regular Meeting October 6, 2025 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, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Lauing Special Orders of the Day 1. Proclamation Recognizing Fire Prevention Week – October 5-11, 2025 NO ACTION 2. Review Applications and Select Candidates to Interview for the Human Relations Commission (HRC), Parks and Recreation Commission (PRC), and Public Art Commission (PAC) Vacancies; CEQA Status: Not a Project MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to: 1. Interview all candidates for the Public Art Commission (PAC) that received two or more votes; 2. Council to take a vote to select the 8th candidate to interview for the Human Relations Commission (HRC). MOTION PASSED: 6-0-1, Lauing absent MOTION: Vice Mayor Veenker moved, seconded by Councilmember Burt to add to the Council- approved Interview Selection Process that Boards, Commissions, & Committee candidates must receive a threshold of 2 votes to receive an interview. MOTION PASSED: 6-0-1, Lauing absent DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 10/06/2025 Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 3. San Antonio Road Area Plan: Provide Feedback on Existing Conditions Analysis and Land Use and Mobility Priorities. CEQA Status: Exempt under CEQA Guidelines Section 15262. NO ACTION Consent Calendar MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lythcott-Haims to approve Agenda Item Numbers 4-9, AA1. MOTION PASSED: 6-0-1, Lauing absent 4. Approval of FY 2025 Reappropriation Requests to FY 2026 Operating and Capital Improvement Budgets and Additional Technical Clean-Up Actions and Corresponding Amendments to the FY 2026 Budget Appropriation for Various Funds. CEQA Status: Not a Project 5. Approval of Construction Contract No. C25195264 with Precision Engineering, Inc. in the Amount Not-to-Exceed $6,842,121 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 $684,212 for the Hamilton Avenue Capacity Upgrades Project (SD-25000), and Approval of a Budget Amendment in the Stormwater Management Fund; CEQA Status – Exempt under CEQA Guidelines Section 15301(c) 6. Approval of Professional Service Contract No. C26194618 with SCS Field Services in an Amount Not-to-Exceed $1,513,890, to Provide Landfill Gas Monitoring, Reporting, and Well Installation Services for the City’s Closed Landfill for a Period of Five Years, and Approval of a Budget Amendment in the Refuse Fund; CEQA Status – Exempt under CEQA Guidelines Section 15301 DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 10/06/2025 7. Approval of Construction Contract No. C26193446 with MP Nexlevel of California, Inc., in the Amount Not-to-Exceed $13,600,187 and Authorization for the City Manager or Their Designee to Negotiate and Execute Changes Orders Up to a Not-to-Exceed Amount of $1,060,018 for a Total Not to Exceed Amount of $14,660,205 Over Three Years to Provide Utility Trench and Substructure Installations; CEQA status: Exempt, CEQA Guidelines Section 15301, 15302, and/or 15303; for Fiber-to-the-Premises work, Council Action on This Item is Within the Scope of the Final Initial Study and Mitigated Negative Declaration (IS/MND) for the Fiber-to-the-Premises Project, adopted on June 17, 2024. 8. Approval of Construction Contract C25194006 with SCC Electric, Inc. in the Not-to- Exceed Amount of $997,500, and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders Up to a Not-to-Exceed Amount of $99,750 for the Utilities Control Center Generator Replacement Project as part of the Building Systems Improvements Project (PF-01003); and Approve Amendment to the FY 2026 Budget in the Capital Improvement and Electric Funds; CEQA Status - Exempt under CEQA Guideline Sections 15301 and 15302 9. Approval of Amendment No. 2 to Contract Number S23185432 with Koffler Electrical Mechanical Apparatus Repair, Inc. in the Amount of $230,000 for a New Not-to Exceed Amount of $460,000, and Extending the Term through September 29, 2027, for Electric Motors and Submersible Pump Service at the Regional Water Quality Control Plant; CEQA Status – Exempt under Section 15301(b) AA1. Approve the selection of Teri Black & Company as the executive recruitment firm for the recruitment of the City Attorney and Approve the Recruitment General Timeline as Recommended by the Council Appointed Officers (CAO) Committee. CEQA status – not a project. City Manager Comments Ed Shikada, City Manager Action Items 10. Adoption of Eight Ordinances Amending Various Sections of the Palo Alto Municipal Code (PAMC) Related to the 2025 California Building Standards Code (CA Code of Regulations Title 24) Update, including: (1) Chapter 16.04 Incorporating the 2025 CA Building Code With Local Amendments; (2) Chapter 16.05 Incorporating the 2025 CA Mechanical Code With Local Amendments; (3) Chapter 16.06 Incorporating the 2025 CA Residential Code With Local Amendments; (4) Chapter 16.08 Incorporating the 2025 CA Plumbing Code With Local Amendments; (5) Chapter 16.14 Incorporating the 2025 CA DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 10/06/2025 Green Building Standards Code with Local Amendments; (6) Chapter 16.16 Incorporating the 2022 CA Electrical Code With Local Amendments; (7) Chapter 16.18 Incorporating the 2024 International Swimming Pool and Spa Code With Local Amendments; (8) Chapter 16.17 Incorporating the 2025 CA Energy Code With Local Amendments; Direction to Staff to Return to Council on the Consent Calendar with Ordinances Adopting the 2025 Editions of the California Wildlands-Urban Interface Code and California Fire Code with Local Amendments; Approve a Budget Amendment in the General Fund . CEQA Status: Exempt Under CEQA Guidelines Sections 15061(b)(3) and 15308. MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to: 1. Adopt the ordinances in Attachments A through H that amend chapters of the Palo Alto Municipal Code (PAMC) related to the 2025 California Building Standards Codes (Cal. Code of Regulations Title 24) and proposed local amendments; and 2. Direct staff to return to Council on the Consent Calendar with ordinances adopting the 2025 editions of the California Wildlands-Urban Interface Code and California Fire Code and local amendments thereto; and 3. Approve an amendment to the Fiscal Year 2026 Budget appropriation in the General Fund (requires a 2/3 majority vote) by: a. Increasing the Planning and Development Services expenditure appropriation by $96,000; and b. Decreasing the Budget Stabilization Reserve by $96,000. MOTION PASSED: 6-0-1, Lauing absent 11. Review of State and Local Ballot Measures Appearing on the November 4, 2025 Ballot and Consideration of Possible City Council Positions MOTION: Vice Mayor Veenker moved, seconded by Councilmember Stone to issue support positions for Santa Clara County Measure A and Proposition 50. MOTION PASSED: 6-0-1, Lauing absent Adjournment: The meeting was adjourned at 8:58 P.M. DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 10/06/2025 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.