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HomeMy WebLinkAboutStaff Report 2512-5744CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, January 12, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     3.Approval of Minutes from December 8, December 10, and December 15, 2025 Meetings City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: January 12, 2026 Report #:2512-5744 TITLE Approval of Minutes from December 8, December 10, and December 15, 2025 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: December 8, 2025 Draft Action Minutes Attachment B: December 10, 2025 Draft Action Minutes Attachment C: December 15, 2025 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Regular Meeting December 8, 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 Councilmember Reckdahl Arrived at 5:33 P.M. Councilmember Lythcott-Haims Arrived during Closed Session. Present Remotely: Absent: Closed Session 1. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Initiation of litigation in one case Authority: Potential Exposure to Litigation Under Government Code Section 54956.9(d)(4) Number of potential cases: 1, as Plaintiff. 2. CONFERENCE WITH CITY ATTORNEY - EXISTING LITIGATION Swinerton v. City of Palo Alto (JAMS Reference #:5100003409) Authority: Government Code Section 54956.9(d)(1) 3. 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) Number of potential cases: 1, as Defendant. MOTION: Vice Mayor Veenker moved, seconded by Councilmember Burt to go into Closed Session. MOTION PASSED: 6-0-1, Lythcott-Haims absent Council went into Closed Session at 5:34 P.M. DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 12/08/2025 Council returned from Closed Session at 8:30 P.M. Mayor Lauing announced no reportable action. Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Consent Calendar Councilmember Lythcott-Haims registered a no vote on Agenda Item Number 4. MOTION: Councilmember Stone moved, seconded by Councilmember Burt to approve Agenda Item Numbers 4-14. MOTION PASSED ITEM 4: 6-1, Lythcott-Haims no MOTION PASSED ITEMS 5-14: 7-0 4. Adoption of Emergency and Regular Ordinances Prohibiting Unattached Trailer Parking and Vanlording and a Resolution Amending the Administrative Penalty Schedule Imposing Penalties; CEQA status – not a project. 5. QUASI-JUDICIAL. 2451 Cowper Street [25PLN-00102]: Appeal of Director's Decision to Approve an Individual Review Application to Allow Deconstruction of an Existing Single- Family Residence and Detached Garage and to Construct a 2,380-Square-Foot Two-Story Residence. Zoning District: R-1 (Single-family Residential). CEQA Status: Exempt in Accordance with CEQA Guidelines 15303. 6. Adopt a resolution authorizing execution of the Professional Services Agreement between the Northern California Power Agency and the Cities of Palo Alto and Santa Clara for Electric Transmission, Generation and Regulatory Consulting Services in a Not to Exceed Amount of $657,500 over a five-year contract term ending December 31, 2030; CEQA Status: Not a Project. DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 12/08/2025 7. Approval of Contract Amendment No. 1 to Contract No. C25192924 with Concordia, LLC in the amount of $65,000, for a total contract amount not to exceed $696,966 for additional services associated with development of the Cubberley Master Plan; CEQA Status – CEQA will be completed as part of this project. 8. Approval of Contract Amendment Number 5 to Contract Number C14151181 with SAP Public Services in the Amount of $334,355 for SAP Maintenance and Support for One Year, ending December 2026; CEQA Status – Not a Project. 9. FIRST READ: Adoption of an Ordinance Renewing the Police Department's Military Equipment Use Policy Under AB 481; CEQA status – not a project. 10. FIRST READING: Adoption of an Interim Ordinance to Extend Interim Ordinance 5645 of the Council of the City of Palo Alto Amending Various Chapters of Title 16 (Building Regulations) and Title 18 (Zoning) and Title 21 (subdivisions and other Divisions of Land) of the Palo Alto Municipal Code to Implement SB 9 and Other State Housing Laws. CEQA Status: Exempt Pursuant to CEQA Guidelines Section 15061(b)(3). 11. Acceptance of Annual Report on Development Impact Fees for Fiscal Year 2025 and Adoption of a Resolution Making Statutory Findings for all Development Impact and In- Lieu Fee Funds; CEQA status - Not a Project. 12. Adoption of a Resolution Declaring Weeds to be a Public Nuisance and Setting February 9, 2026 for a Public Hearing for Objections to the Proposed Weed Abatement; CEQA status: exempt, CEQA Guidelines Section 15308. 13. Approval of General Services Contract Number C26195709 with Corodata Records Management, Inc in an Amount Not to Exceed $120,000 for Off-Site Records Storage and Management Services for a Period of Five Years, CEQA Status- Not a Project. 14. Recommend City Council Approval of the CSD Equipment & Materials Inventory Management and Building Permit & Inspection Fees Audits as recommended by the Policy & Services Committee and Extension of the Deadline for several FY2025 Task Orders City Manager Comments Ed Shikada, City Manager DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 12/08/2025 Action Items 15. REINTRODUCED FIRST READING: Adoption of an Ordinance Updating Palo Alto Municipal Code (PAMC) Section 18.40.250 (Lighting) of Chapter 18.40 (General Standards and Exceptions) and Amending Chapters 18.10, 18.12, 18.28, and Section 18.40.230 of Title 18 (Zoning) to Adopt New Outdoor Lighting Regulations; CEQA Status — Exempt pursuant to CEQA Guidelines Section 15308 (Actions for Protection of the Environment) MOTION: Councilmember Stone moved, seconded by Councilmember Reckdahl to adopt the proposed ordinance with staff’s recommended changes and include the following changes: 1) Amend Section 18.40.250(e)(4)(A), removing the curfew start time of 12:00 a.m. and adding a curfew start time of 11:00 p.m. 2) Amend Section 18.40.250(c)(3) to remove the phrase “If a building permit is required” to apply the ordinance to all new installation, replacement, or modification of outdoor luminaires. 3) Amend Section 18.40.250(L)(1), removing the words “two years” and replacing it with the words “one year”, shortening the compliance period for adjustable existing lighting fixtures to one year. 4) Amend Section L(2)(A) and (B) and L(3) to remove the retrofit requirement. 5) Refer to the Utilities Department to evaluate electric efficiency incentives related to voluntary retrofits of existing fixtures. 6) Request staff to evaluate objective standards as an alternate to cost of the lighting study. 7) Under the business curfew, retain the 2-hour-after closure and limit the after-vacancy to one hour. 8) Outdoor space above ground floor Section F(4)(B) revised to be consistent to other curfews in this ordinance. MOTION PASSED: 6-1, Lythcott-Haims no Adjournment: The meeting was adjourned at 11:35 P.M. DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 12/08/2025 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 2 Special Meeting December 10, 2025 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 6:04 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Agenda Changes, Additions and Deletions Action Items 1. Review and Selection of the Locally Preferred Alternative (LPA) to proceed with 15% design and Prepare CEQA and NEPA Documentation for the Grade Separations at Churchill Avenue, Meadow Drive, and Charleston Road Crossings; CEQA status – CEQA and NEPA will be conducted on this project as part of the upcoming scope of work. On December 10, 2025, Council will receive staff presentation(s) and Public Testimony; this item continued to the December 15, 2025 City Council meeting is for, as needed, Council discussion, deliberation and action – No Public Testimony will be heard on December 15, 2025. Councilmember Reckdahl Recused from Agenda Item Number 1. MOTION: Councilmember Lythcott-Haims moved, seconded by Vice Mayor Veenker to continue this item to the December 15, 2025 City Council meeting. MOTION PASSED: 6-0-1, Reckdahl recused Adjournment: The meeting was adjourned at 8:44 P.M. DRAFT ACTION MINUTES Page 2 of 2 Sp. City Council Meeting Draft Action Minutes: 12/10/2025 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 6 Special Meeting December 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 Councilmember Lu Arrived at 4:55 P.M. Present Remotely: Absent: Special Orders of the Day 1. Proclamation Expressing Appreciation to Molly S. Stump Upon Completion of Her Public Service as City Attorney. NO ACTION Closed Session 2. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Initiation of litigation in one case Authority: Potential Exposure to Litigation Under Government Code Section 54956.9(d)(4) Number of potential cases: 1, as Plaintiff. MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Veenker to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 4:56 P.M. Council returned from Closed Session at 6:10 P.M. Mayor Lauing announced no reportable action. DRAFT ACTION MINUTES Page 2 of 6 Sp. City Council Meeting Draft Action Minutes: 12/15/2025 Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 3. Receive an update on the Cubberley project and second polling results, and discuss next steps. NO ACTION Consent Calendar MOTION: Vice Mayor Veenker moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 4-20, 22-24 (Agenda Item Number 21 Removed Off the Agenda). MOTION PASSED ITEMS 4-20, 22-24: 7-0 4. Approval of Minutes from December 1, 2025 Meeting 5. Adoption of a Resolution appointing Caio Arellano as Interim City Attorney 6. Adoption of a Resolution Approving and Attesting to the Veracity of the City's 2024 Power Source Disclosure and Power Content Label Reports. CEQA Status: Not a project 7. Approval of a Surveillance Use Policy for Security Cameras at the Palo Alto Museum at the Roth Building (300 Homer Avenue); CEQA Status - Not a Project 8. Approve Policy & Services Committee Recommendation to Continue the Nonprofit Partnership Workplan Phase I funding process for FY 2027 Budget Cycle, with Additional Refinements to be Developed by the Policy & Services Committee in January 2026 and Return to Council for Approval 9. Policy and Services Committee Recommends Council Amend the Procedures and Protocols Handbook to Allow January Committee Meetings and Schedule Procedures and Protocols Handbook Review Every Other Year: CEQA - Not a Project DRAFT ACTION MINUTES Page 3 of 6 Sp. City Council Meeting Draft Action Minutes: 12/15/2025 10. Reaffirmation of the Carbon Neutral Plan and the Renewable Energy Credit Exchange Program as Recommended by the Utilities Advisory Commission; CEQA Status: Not a project 11. QUASI-JUDICIAL. 3150 El Camino Real [25PLN-00273]: Request for a Final Map to Merge Three Contiguous Parcels to Create a 111,030-Square-Foot Parcel. The Final Map Would Facilitate Construction of a 368-Unit Rental Development Project (24PLN-00230) Previously Approved on July 11, 2025. Zone District: CS (Commercial Services). CEQA Status: Exempt in Accordance with CEQA Guidelines Section 15183. 12. Approval of Partnership Agreement with Metropolitan Transportation Commission, in an Amount Not to Exceed $108,888 to Provide Unlimited Transit Access Available Through the Clipper BayPass Pilot Program for City of Palo Alto Employees Through December 31, 2026; CEQA Status - Not a Project. 13. Accept the City of Palo Alto’s Audited Financial Statements as of June 30, 2025, and the Macias, Gini & O’Connell Management Letter; Approve the FY 2025 Annual Comprehensive Financial Report (ACFR)and Amendments to the FY 2025 Budget in Various Funds; CEQA Status – Not a Project. 14. Approval for the City Manager or Designee to Execute Purchase Order with Zoll Medical Corporation, utilizing a Sourcewell Cooperative Contract to Procure Replacement Pre- hospital Monitors/Defibrillators and ancillary equipment for Emergency Responses for a Total Not-To-Exceed amount of $1,129,138. CEQA Status – Not a Project. 15. Approval of Professional Services Agreement No. C26193655 with Canopy to Support the City of Palo Alto's Urban Forestry Programs for a Term of Three Years and a Not-To- Exceed Amount of $1,236,366, and Approval of a Budget Amendment in the General Fund; CEQA Status - Not a Project 16. Adoption of a Resolution Approving Conduit Financing for Charities Housing Development Corporation, on behalf of El Camino PA, L.P., for the 130-Unit Affordable Multifamily Housing Rental Project Located at 3001 El Camino Real, and Approving the Issuance of Revenue Bonds not to exceed $80 Million by the California Municipal Finance Authority (CMFA) for the Purpose of Financing and Refinancing the Acquisition, Development, Construction and Equipping of Project; CEQA Status: Not a Project 17. Approval of General Services Contract No. C26195803 with Genuine Parts Company dba Napa Auto Parts for an Amount Not-to-Exceed $6,238,832 for an On-Site Fleet Parts and Inventory Program for a Six-Year Term Utilizing Pricing Set by Cooperative Sourcewell Contract No. 090624-GPC, and Approval of a Budget Amendment in the Vehicle Replacement and Maintenance Fund; CEQA Status - Not a Project 18. Approval of Professional Services Contract Number C26194283 with Keyser Marston Associates, Inc. in the Amount Not-to-Exceed $371,415 to Conduct Development Impact DRAFT ACTION MINUTES Page 4 of 6 Sp. City Council Meeting Draft Action Minutes: 12/15/2025 and In-Lieu Fee Study. CEQA Status: Exempt Under CEQA Guidelines Sections 15061(b)(2) and (b)(3). 19. Approval of a Professional Services Contract Number C26196324 with Santa Clara County Communications in an Amount Not to Exceed $100,000 for Public Safety Radio Maintenance and Support for a Period of Five (5) Years; CEQA Status - Not a Project 20. Approval of Professional Services Contract No. C26190778A with Turbo Data LLC, in an Amount Not to Exceed $989,138 to Provide Development, Implementation, Support and Maintenance of a Comprehensive Parking Permit and Citation Management System for five years; CEQA status - not a project. 21. Approval of a Purchase Order with Golden State Fire Apparatus in an Amount Not to Exceed $3,378,458, for the Purchase of One Hybrid Electric Pierce Enforcer Volterra 1500 GPM Pumper and One Diesel Pierce Enforcer 1500 GPM Pumper, Utilizing a Cooperative Purchase Agreement, as Part of the Scheduled Vehicle and Equipment Replacement Capital Improvement Fiscal Year 2025 and 2026 Projects (VR-25000 and VR-26000); CEQA Status – Not a Project Item Removed Off Agenda 22. Approval of Amendment #1 for Professional Services Contract No. C26195143 in the Amount of $101,292 with Peninsula Healthcare Connection to continue the Downtown Food Closet Operations for a Revised Total Amount Not-to-Exceed $268,521 including the Provision of Outreach, Mental and Physical healthcare to Unhoused and Low- Income Members of the Community for a Period of Two Years; CEQA status – not a project. 23. Approval of Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. to Reduce the Scope of Services for Professional Printing and Distribution Services of the Enjoy! Activity Guide through March 2026; CEQA Status – not a project. 24. Adoption of an Ordinance Amending the Fiscal Year 2026 Municipal Fee Schedule to Implement Technical Corrections. CEQA Status: Not a Project City Manager Comments Ed Shikada, City Manager Action Items 25. PUBLIC HEARING/QUASI-JUDICIAL. 1680 Bryant Street [25PLN-00204]. Approval of a Record of Land Use Action to Reclassify the Historic Building Located at 1680 Bryant DRAFT ACTION MINUTES Page 5 of 6 Sp. City Council Meeting Draft Action Minutes: 12/15/2025 Street From a Category 2 Resource on the Local Historic Inventory to a Category 3 Resource. MOTION: Vice Mayor Veenker moved, seconded by Councilmember Lythcott-Haims to approve the Record of Land Use Action (Attachment B) reclassifying the building at 1680 Bryant Street from a Category 2 resource to a Category 3 resource on the Palo Alto Historic Resources Inventory. MOTION PASSED: 7-0 26. Review and Selection of the Locally Preferred Alternative (LPA) to proceed with 15% design and Prepare CEQA and NEPA Documentation for the Grade Separations at Churchill Avenue, Meadow Drive, and Charleston Road Crossings; CEQA status – CEQA and NEPA will be conducted on this project as part of the upcoming scope of work. This item is a continuation of Agenda Item Number 1 on the City Council December 10, 2025 agenda. The report for this item can be found here under Agenda Item Number 1 here: https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=18178 On December 10, 2025, Council will receive staff presentation(s) and Public Testimony; this item continued to the December 15, 2025 City Council meeting is for, as needed, Council discussion, deliberation and action – No Public Testimony will be heard on December 15, 2025. Councilmember Reckdahl Recused from Agenda Item Number 26. MOTION: Vice Mayor Veenker moved, seconded by Councilmember Stone to select the Preferred Alternatives to proceed with 15% design for the grade separations at Churchill Avenue, Meadow Drive, and Charleston Road Crossings: • Churchill Avenue: Partial Underpass at Churchill without landscaping strip. Bicycle and pedestrian crossing at Seale Avenue using Alma Street Ramp with attention to bicycle safety on the Eastside; • Meadow Drive: Explore both an earthen berm and Podium-style Hybrid alternative; • Charleston Road Crossings: Underpass alternative with Direct Access Ramp; • Direct staff to conduct an implementation study if we only did the underpass at Charleston Road Crossing MOTION PASSED: 6-0-1, Reckdahl recused DRAFT ACTION MINUTES Page 6 of 6 Sp. City Council Meeting Draft Action Minutes: 12/15/2025 Adjournment: The meeting was adjourned at 11:05 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.