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HomeMy WebLinkAboutStaff Report 2510-5326CITY OF PALO ALTO CITY COUNCIL Monday, November 03, 2025 Council Chambers & Hybrid 4:30 PM     Agenda Item     5.Approval of Minutes from October 15, October 20, and October 22, 2025 Meetings City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: November 3, 2025 Report #:2510-5326 TITLE Approval of Minutes from October 15, October 20, and October 22, 2025 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: October 15, 2025 Draft Action Minutes Attachment B: October 20, 2025 Draft Action Minutes Attachment C: October 22, 2025 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 2 Special Meeting October 15, 2025 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 4:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Veenker Arrived at 4:32 P.M. Present Remotely: Absent: Agenda Changes, Additions and Deletions Special Orders of the Day: Boards, Commissions, Committees Interviews 1. Interview Candidates for Vacancies on the Human Relations Commission (HRC), Parks and Recreation Commission (PRC), and Public Art Commission (PAC); CEQA Status - Not a Project NO ACTION Closed Session 2. 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. MOTION: Councilmember Stone moved, seconded by Councilmember Lu to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 8:40 P.M. DRAFT ACTION MINUTES Page 2 of 2 Sp. City Council Meeting Draft Action Minutes: 10/15/2025 Council returned from Closed Session at 9:24 P.M. Mayor Lauing announced no reportable action. Adjournment: The meeting was adjourned at 9:25 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 October 20, 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 Veenker arrived at 5:32 P.M. Present Remotely: Absent: Call to Order Special Orders of the Day: Boards, Commissions, and Committees Interviews AA1. Interview Candidate for Vacancies on the Parks and Recreation Commission; CEQA Status - Not a Project NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session DRAFT ACTION MINUTES Page 2 of 6 City Council Meeting Draft Action Minutes: 10/20/2025 1. Cubberley Project: Receive an Update on Development of a Master Concept Plan and Phasing; Review and Provide Feedback on Themes for the Second Poll; Receive an Update on Strategic Activation Plan and Review an Update on the Workplan for the Cubberley Master Plan in Consideration of a November 2026 Ballot Measure; CEQA Status – the Master Plan will undergo CEQA review. NO ACTION Consent Calendar MOTION: Vice Mayor Veenker moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 2-15, AA2. MOTION PASSED: 7-0 2. Approval of Minutes from September 29 and October 6, 2025 Meetings 3. 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. 4. PUBLIC HEARING: Finance Committee Recommends Adoption of Resolution Amending Five Rate Schedules Setting Forth Utility Connection Fees and Other Charges: Utilities Rate Schedule E-15 (Electric Service Connections), W-5 (Water Service Connections), G-5 (Gas Service Connections), S-5 (Sewer Service Connections) and C-1 (Utility Miscellaneous Charges); CEQA Status: Not a Project Under CEQA Guidelines Sections 15378(b)(4) and (5) and Exempt Under Section 15273(a) 5. Approval of an Increase of Construction Contingency for Contract No. C24189237 with SAK Construction, LLC in the amount of $1,000,000, funded by the Wastewater Treatment Enterprise Fund for the Joint Intercepting Sewer Rehabilitation (Phase 1) Project (WQ-24000), and Approval of Addendum 13 to the Basic Agreement Between Mountain View, Los Altos, and Palo Alto for the Acquisition, Construction, and Maintenance of a Joint Sewer System to Increase the Maximum Authorized Project Funding of $8.9 million to $12.6 million; CEQA Status – Exempt under CEQA Guidelines Section 15301 (Repairs to Existing Facilities) DRAFT ACTION MINUTES Page 3 of 6 City Council Meeting Draft Action Minutes: 10/20/2025 6. Approval of Contract Amendment No. 1 to Contract No. C23187298C with Hinderliter, de Llamas, and Associates (HdL) for Business Tax and Business Registry Certificate Fee Administration Services in the Amount of $750,000 for Additional Administrative and Operational Services and $2,120,000 Contingent Fees for a Revised Total Not-To-Exceed Amount of $2,870,000, to Extend the Term by Two Years to June 30, 2028, and Approve a Budget Amendment in the General Fund (Requires 2/3 vote); CEQA Status – Not a Project 7. Approve Contract Amendment No. 1 to Contract No. C25193598 with Fairbank, Maslin, Maullin, Metz, and Associates (FM3) in the Amount of $26,775 for one Additional Poll (Four Polls, Total) for the Potential November 2026 Ballot Measure for a Total Not to Exceed Amount of $153,000 and Approve Budget Amendments in the General Fund and the Cubberley Property Infrastructure Fund; CEQA Status: Not a Project 8. Approval of Five Items to Support the Fire Station 4 Replacement Project PE-18004: 1) Construction Contract Number No. C26194287 with Beals Martin and Associates, Inc. in an Amount Not to Exceed $11,530,676 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders to the Contract up to a Not-to- Exceed Amount $1,153,067; 2) Contract Amendment No. 1 to Contract No. S24188865 with Schaaf & Wheeler Consulting Civil Engineers to Extend the Contract Term Through April 30, 2027; 3) Contract Amendment No. 1 to Contract No. S23185811 with Earth Systems Pacific, Inc. to Extend the Contract Term Through February 28, 2027; 4) Amendment No. 1 to Contract C21179569 with Brown Reynolds Watford Architects, Inc. to Add $41,366, Increasing the Not-to-Exceed Amount to $838,514 and Extend the Contract Term Through June 30, 2027 for Construction Support Services; and (5) Amendment No. 1 to Contract C24189293A with Cumming Management Group, Inc. to Extend the Contract Term Through August 31, 2027; CEQA Status - Exempt under CEQA Guidelines Sections 15302 and 15303 9. Approval of Construction Contract C26195058 with JJR Construction, Inc. in an Amount Not to-Exceed $1,281,689 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 $128,169 for the Fiscal Year 2026 Sidewalk, Curb & Gutter Project, Capital Improvement Program Projects PO-89003 and PO-12001; CEQA Status – Exempt under Section 15301(c) 10. Approval of a 10 Year License Agreement with La Comida de California for Operation of a Senior Nutrition Program and Meal Service in a Portion of the City-owned Building Located at 445 Bryant Street; CEQA Status – Exempt under CEQA Guidelines sections 15301 and 15303 11. Adoption of a Resolution to Extend the City’s Participation in the Northern California Power Agency’s Support Services Program for Another 10 Years to 2037, Designating DRAFT ACTION MINUTES Page 4 of 6 City Council Meeting Draft Action Minutes: 10/20/2025 Authorized Signatories, and Updating Contracting Authority to Align with the Municipal Code; CEQA Status – Not a Project 12. Approval of the Dispatch Center Assessment Report as Recommended by the Policy & Services Committee. 13. Approval of Professional Services Contract Number C26194598 with Thomas Sarsfield in the Amount Not to Exceed $660,000 for Providing Tennis Instruction Services for Seasonal Classes and Summer Camp Sessions for a Period of Five Years; CEQA Status - Not a Project. 14. Approval of Contract Number C25194217 with Veteran Pipeline Construction in the Amount of $8,962,204 for the Gas Main Replacement Project 25 (GS-15000) in the Duveneck/St. Francis, Leland Manor, Midtown, and Palo Verde neighborhoods; Authorization for the City Manager to Negotiate and Execute Related Change Orders Not-to-Exceed of $896,221 for a Total Not-to-Exceed Amount of $9,858,425; NEPA status - B5.4 categorical exclusion; CEQA status — Exempt under CEQA Guidelines 15302 (Replacement or Reconstruction of Existing Facilities). 15. SECOND READING: 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 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; CEQA Status: Exempt Under CEQA Guidelines Sections 15061(b)(3) and 15308. (FIRST READING: October 6, 2025, PASSED: 6-0-1, Lauing absent) AA2. Approval of Appointment and Employment Agreement with Stephen Lindsey as Fire Chief; CEQA Status – Not a Project New Item Added City Manager Comments Ed Shikada, City Manager Action Items DRAFT ACTION MINUTES Page 5 of 6 City Council Meeting Draft Action Minutes: 10/20/2025 16. Policy and Services Committee Recommendation to the City Council to Approve a Phased Approach to Address Oversized Vehicle (Including Recreational Vehicle) Impacts, Particularly Relating to Individuals Living in Vehicles and Approve Budget Amendments in various funds; CEQA status – categorically exempt. MOTION: Mayor Lauing moved, seconded by Vice Mayor Veenker to approve the Policy and Services Committee recommendation to direct staff to: Phase 1: 1. Develop an urgency ordinance to prohibit parking of detached/inoperable vehicles on public streets, 2. Develop an urgency ordinance to prohibit the renting of public parking spaces (“vanlording”), 3. Refine the scope and begin implementation of additional street cleanups and sweeping, 4. Return to Council for approvals of ordinances and contract amendments (e.g., street sweeping) as soon as possible, estimated to require up to four (4) months, 5. Implementation and enforcement of these actions would follow, 6. Work with LifeMoves to consider options, such as a buyback or parking program, to accept RV residents quickly at the Homekey site or other housing options, 7. Recruit new safe parking on privately-owned and congregation-based parking lots, excepting any safe parking site that requires undedicating parkland, 8. Create an Ad Hoc Committee to recommend details on the increased enforcement and other issues on implementation on items 1-7 above; evaluation of activities in Phase 2 and report back to Council in 4-months, in furtherance of Council goals including public health and public safety, 9. Approve amendments to the Fiscal Year 2026 Budget Appropriation (requires a 2/3 vote) to resource aspects of the phased approach in the General Fund by: a. Increasing the contractual services appropriation for the City Manager’s Office by $157,000 for resources to support program implementation; b. Decreasing the Reserve: Business Tax Revenue for Housing Affordability by $157,000; c. Increasing the contractual services appropriation for the Office of Transportation by $150,000 for engineering services; DRAFT ACTION MINUTES Page 6 of 6 City Council Meeting Draft Action Minutes: 10/20/2025 d. Increasing the contractual services appropriation in the Public Works Department by $60,000 for street clean-up services; e. Increasing the contractual services appropriation in the Police Department by $95,000 for marking and enforcement of vehicles; Decreasing the Budget Stabilization Reserve by $305,000; f. Refuse Fund by: i. Increasing the contractual services appropriation by $245,000 for new permanent and temporary street cleaning signage; and ii. Decreasing the Ending Fund Balance by $245,000. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 11:49 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 4 Special Meeting October 22, 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: Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Burt Absent: Boards, Commissions, and Committees Appointments 1.Appointment of Candidates to the Human Relations Commission (HRC), Parks and Recreation Commission (PRC), and Public Art Commission (PAC); CEQA Status: Not a Project Human Relations Commission First Round Voting for Three (3) Vacancies (Seats 2, 3, 7) on the Human Relations Commission ending on October 31, 2028 Allyson C. Rosen: Bridget Algee: Burt, Lythcott-Haims (2) Mare Lucas: Michelle Kraus: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker (7) Raizel Rosenberg: Lauing, Lu, Stone (3) Salwa Ansari: Burt, Lu, Lythcott-Haims, Reckdahl, Veenker (5) Sridhar Karnam: Lauing, Reckdahl, Stone, Veenker (4) Sunny Dykwel: None of the Above: Candidate Michelle Kraus receiving seven votes is appointed to the full-term expiring on October 31, 2028. Candidate Salwa Ansari receiving five votes is appointed to the full-term expiring on October 31, 2028. Candidate Sridhar Karnam receiving four votes is appointed to the full-term expiring on October 31, 2028. DRAFT ACTION MINUTES Page 2 of 4 Sp. City Council Meeting Draft Action Minutes: 10/22/2025 Parks and Recreation Commission First Round Voting for Three (3) Vacancies (Seats 2, 3, 4) on the Parks and Recreation Commission ending October 31, 2028. Bobi Adle: Burt, Reckdahl (2) Brenton Hanlon: Drew Pearson: [Application withdrawn by applicant] Hurjane Vongsachang: [Application withdrawn by applicant] Marc Schoenen: Lu, Lythcott-Haims, Veenker (3) Nellis L. Freeman, Jr.: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker (7) Roger V. Smith: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone (6) Vadim Axelrod: Lauing, Stone, Veenker (3) None of the Above: Candidate Nellis L. Freeman, Jr. receiving seven votes is appointed to the full-term expiring on October 31, 2028. Candidate Roger V. Smith receiving six votes is appointed to the full term expiring on October 31, 2028. No other candidate received the four votes necessary for appointment. A second round of voting is required. Second Round Voting for One (1) vacancy on the Parks and Recreation Commission ending October 31, 2028 Marc Schoenen: Burt, Lu, Lythcott-Haims (3) Vadim Axelrod: Lauing, Reckdahl, Stone, Veenker (4) None of the Above: Candidate Vadim Axelrod receiving four votes is appointed to the full term expiring on October 31, 2028. Public Art Commission First Round Voting for Three (3) Vacancies (Seats 1, 4, 7) on the Public Art Commission ending October 31, 2028. Anjana Joshi: Burt, Lauing, Stone (3) Claude Ezran: Reckdahl (1) Donny Foley: Eedit Bareket: Marilyn Gottlieb Roberts: Lu, Lythcott-Haims, Veenker (3) Robin Mullery: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker (7) DRAFT ACTION MINUTES Page 3 of 4 Sp. City Council Meeting Draft Action Minutes: 10/22/2025 Simon Tran: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker (7) None of the Above: Candidate Robin Mullery receiving seven votes is appointed to the full-term expiring on October 31, 2028. Candidate Simon Tran receiving seven votes is appointed to the full-term expiring on October 31, 2028. No other candidate received the four votes necessary for appointment. A second round of voting is required. Second Round Voting for One (1) Vacancy on the Public Art Commission ending on October 31, 2028. Anjana Joshi: Burt, Lauing, Reckdahl, Stone, Veenker (5) Marilyn Gottlieb Roberts: Lu, Lythcott-Haims (2) None of the Above: Candidate Anjana Joshi receiving five votes is appointed to the full-term expiring on October 31, 2028. Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 2. City Council Feedback on an Updated Housing Project Design Concept and Other Project Updates Related to the City and Alta Housing Partnership to Develop the Downtown Surface Parking lot at the Corner of Kipling Street and Lytton Avenue (Lot T) for Affordable Housing. CEQA Status – Not a Project. Item Heard Out Of Order After Item #3 DRAFT ACTION MINUTES Page 4 of 4 Sp. City Council Meeting Draft Action Minutes: 10/22/2025 NO ACTION 3. Reinforcing Best Practices in Managing Consultant Services Item Heard Out Of Order Before Item #2 NO ACTION Action Items 4. Update and Direction to Staff on the Downtown Housing Plan Project and Implementation of Senate Bill 79 (2025-2026). CEQA Status: Exempt Under CEQA Guidelines Section 15262. NO ACTION Adjournment: The meeting was adjourned at 8:38 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.