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HomeMy WebLinkAboutStaff Report 2601-5830CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, February 02, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     4.Approval of Minutes from January 12, January 15, and January 20, 2026 Meetings City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: February 2, 2026 Report #:2601-5830 TITLE Approval of Minutes from January 12, January 15, and January 20, 2026 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: January 12, 2026 Draft Action Minutes Attachment B: January 15, 2026 Draft Action Minutes Attachment C: January 20, 2026 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL/PUBLIC IMPROVEMENT CORPORATION DRAFT ACTION MINUTES Page 1 of 5 Special Meeting January 12, 2026 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: Closed Session 1. 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 Lauing moved, seconded by Councilmember Lu to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 5:32 P.M. Council returned from Closed Session at 6:20 P.M. Mayor Veenker announced that the City Council authorized the City Attorney to initiate litigation in one case. Agenda Changes, Additions and Deletions Public Comment DRAFT ACTION MINUTES Page 2 of 5 Sp. City Council Meeting Draft Action Minutes: 01/12/2026 Council Member Questions, Comments and Announcements Study Session 2. Review and Discuss 2025 Q4 Council Priorities & Objectives and format of the 2026 City Council Annual Retreat. CEQA Status – Not a project. NO ACTION Consent Calendar Councilmember Lythcott-Haims registered a no vote on Agenda Item Number 10 and 11. MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lauing to approve Agenda Item Numbers 3-12. MOTION PASSED ITEMS 3-9, 12: 7-0 MOTION PASSED ITEMS 10, 11: 6-1, Lythcott-Haims no 3. Approval of Minutes from December 8, December 10, and December 15, 2025 Meetings 4. Adoption of Memorandum of Agreement with Service Employees International Union Hourly Unit effective upon adoption through December 31, 2027; and Adoption of Compensation Plan for Unrepresented Limited Hourly Employee effective upon adoption through June 30, 2028; CEQA Status - Not a project 5. Approval of Professional Services Contract Number C26195486 with Baron Contracting in an Amount Not-to-Exceed $514,528 for Gas Leak Survey Services for a Period of Three Years. CEQA Status – Exempt Under CEQA Guidelines Sections 15301(c) and 15308 (Existing Facilities). 6. Approval of a Contract with the Media Center for Cable Casting Services of Public Meetings for a Term of Three Years and a Not to Exceed Amount of $540,000 with Two One-Year Options to Extend for a Potential Not to Exceed amount of $900,000 over a five-year term, for cablecasting, production, and streaming services; CEQA Status – Not a Project. 7. Approve the City Manager or Designee to Execute Purchase Order C26196045 with Insight Public Sector, Utilizing a County of Riverside Cooperative Contract ITARC-00930, to Procure Microsoft Enterprise Software Licensing, Cloud Services, and Server/Data DRAFT ACTION MINUTES Page 3 of 5 Sp. City Council Meeting Draft Action Minutes: 01/12/2026 Center Licensing for a 3-Year Term with a maximum Total Not-To-Exceed Amount of $2,506,936, inclusive of a Contingency in the Amount of $50,000 Annually. 8. FIRST READING: Adoption of an ordinance to Amend Chapters 4.54 and 4.56 of the Palo Alto Municipal Code to Amend the Regulation of Massage Establishments and Hot Tub/Sauna Establishments as Recommended by the Policy & Services Committee; and Adoption of a Resolution to Amend the Administrative Penalty Schedule to Amend Related Penalties; CEQA status - not a project. 9. SECOND READING: Ordinance of the Council of the City of Palo Alto Renewing the Military Equipment Use Policy in Compliance with Govt. Code Section 7070 et seq. (2025-2026) (FIRST READING: December 8, 2025; PASSED 7-0) 10. SECOND READING: Ordinance of the Council of the City of Palo Alto Prohibiting Parking of Detached Trailers and Other Non-Motorized Vehicles on Public Streets (FIRST READING: December 8, 2025; PASSED 6-1, Lythcott-Haims no) 11. SECOND READING: Ordinance of the Council of the City of Palo Alto Prohibiting Rental of Vehicles for Human Habitation (FIRST READING: December 8, 2025; PASSED 6-1, Lythcott-Haims no) 12. SECOND READING: Interim Ordinance of the Council of the City of Palo Alto Temporarily Extending Interim Ordinance 5645, 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 Recent State Housing Laws (FIRST READING: December 8, 2025, PASSED 7-0) City Manager Comments Ed Shikada, City Manager Action Items 13. Study and Assessment of Palo Alto Turf Systems and Direct Staff to Proceed with El Camino Park Synthetic Turf Replacement and Natural Grass Pilot; CEQA Status – Categorically and Statutorily Exempt MOTION: Councilmember Lu moved, seconded by Councilmember Lythcott-Haims to: 1. Proceed with replacing the existing synthetic turf at El Camino Park with improved synthetic turf using organic infill and to implement risk management measures, DRAFT ACTION MINUTES Page 4 of 5 Sp. City Council Meeting Draft Action Minutes: 01/12/2026 including stormwater filtration, enhanced maintenance practices, and related mitigation measures; and MOTION PASSED: 6-1, Stone no MOTION SPLIT FOR THE PURPOSE OF VOTING MOTION: Councilmember Lu moved, seconded by Councilmember Lythcott-Haims to: 3. Pursue a natural grass pilot project to enhance playability and durability; and 4. Continue to explore opportunities to transition from synthetic turf at Cubberley. MOTION PASSED: 7-0 Recess City Council Meeting and Convene Public Improvement Corporation Meeting All Board Members of the Public Improvement Corporation are present in-person. 14. Approval of Fiscal Year 2025 Palo Alto Public Improvement Corporation's Annual Financial Report. CEQA Status - Not a Project MOTION: Board Member Lauing moved, seconded by Board Member Reckdahl to approve the Fiscal Year (FY) 2025 Annual Financial Report for the Palo Alto Public Improvement Corporation. MOTION PASSED: 7-0 Reconvene City Council Meeting 15. Review and Approval of Suggested Changes to the City Council Procedures and Protocols Handbook as Recommended by the Policy and Services Committee. CEQA Status – Not a project. Agenda Item Number 15 not heard and deferred to a date uncertain. Adjournment: The meeting was adjourned at 10:08 P.M. DRAFT ACTION MINUTES Page 5 of 5 Sp. City Council Meeting Draft Action Minutes: 01/12/2026 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 January 15, 2026 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:41 P.M. Present In Person: Burt, Lu, Lythcott-Haims, Reckdahl, Veenker Councilmember Lu arrived at 5:49 P.M. Councilmember Lythcott-Haims departed during closed session. Present Remotely: Absent: Lauing, Stone Call to Order Closed Session 1. Public Employee Appointment Title: City Attorney Authority: Gov. Code Section 54957(b) 2. Conference with Labor Negotiators Authority: Gov. Code section 54957.6; Agency representative: Sandra Blanch and Nicholas Raisch, Teri Black, Teri Black & Co. Unrepresented Employee: City Attorney MOTION: Councilmember Reckdahl moved, seconded by Councilmember Burt to go into Closed Session. MOTION PASSED: 4-0-3 (Lauing, Lu, Stone absent) Council went into Closed Session at 5:47 P.M. Council returned from Closed Session at 7:00 P.M. Mayor Veenker announced no reportable action. DRAFT ACTION MINUTES Page 2 of 2 Sp. City Council Meeting Draft Action Minutes: 01/15/2026 Agenda Changes, Additions and Deletions Adjournment: The meeting was adjourned at 7:01 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 January 20, 2026 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 Aaron (Bunk) Miller for 34 Years of Service to the Palo Alto Regional Water Quality Control Plant and its partner agencies. NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 2. Presentation of the 2025 Annual Community Survey Results. CEQA Status -- Not a project. NO ACTION DRAFT ACTION MINUTES Page 2 of 4 Sp. City Council Meeting Draft Action Minutes: 01/20/2026 Consent Calendar Councilmember Lythcott-Haims registered a no vote on Agenda Item Number 10. MOTION: Vice Mayor Stone moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 3-10. MOTION PASSED ITEMS 3-9: 7-0 MOTION PASSED ITEM 10: 6-1, Lythcott-Haims 3. Approval of Minutes from January 5, 2026 Meeting 4. Accept CalPERS Pension Annual Valuation Report as of June 30, 2024; CEQA Status – Not a project. 5. Approval of the Advisory Report: Contract Solicitation & Authority Levels and Subsequent Management Response as recommended by the Policy & Services Committee. CEQA Status – Not a Project. 6. Approval of the City of Palo Alto’s Updated 2026 Water, Gas, and Wastewater Utility Standards (Design and Construction); CEQA Status- Not a Project. 7. Adopt a Resolution to Allow Consumption of Alcohol under PAMC section 9.04.010 on Certain Days and Times through May 31, 2026, on California Avenue. 8. Approve Recommended Changes that will Align Increased General Liability Insurance Costs in the General Liability Fund to be Included in the Mid-Year Budget Report as Recommended by the Finance Committee. CEQA Status—Not a project. 9. Approval of Contract Amendment Number 3 to Contract C23183770 with Townsend Public Affairs, Inc. in the amount of $186,000 to Revise the Not-to-Exceed Total to $744,000 and to Extend the Term for an Additional Year of Service (the third of four one-year options to renew) for State and Federal Legislative Advocacy and Grant Consulting and Compliance Services; CEQA Status - Not a Project 10. SECOND READING: Ordinance of the Council of the City of Palo Alto Repealing and Replacing 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) of the Palo Alto Municipal Code to Adopt New Outdoor Lighting Regulations (REINTRODUCED FIRST READING: December 8, 2025; PASSED:6-1, Lythcott-Haims, no) DRAFT ACTION MINUTES Page 3 of 4 Sp. City Council Meeting Draft Action Minutes: 01/20/2026 City Manager Comments Ed Shikada, City Manager Action Items 11. Policy and Services Committee Recommendation to Adopt the 2026 State and Federal State Legislative Guidelines and 2026 Utility Policy Guidelines, and Receive an Update on State and Federal Legislative Advocacy; CEQA Status – Not a Project MOTION: Mayor Veenker moved, seconded by Councilmember Reckdahl to: 1. Adopt the 2026 State and Federal Legislative Guidelines and 2026 Utility Policy Guidelines and receive an update on State and Federal Legislative Advocacy and add the following amendments to the Housing Section of Guidelines: a. Clarify and streamline the process for developing affordable housing on city- owned land b. Advocate for additional state and federal funding in support of affordable housing c. Advocacy for reevaluations to the RHNA requirements for mid-cycle mandates on cities d. Support changes to the legislative guidelines that align with Council’s recommended reforms to SB79, if any. 2. Direct staff to next year review and revise, as appropriate, the Utilities Legislative Guidelines and the Climate and Environment Section Guidelines to be consistent with each other and mutually supportive. MOTION PASSED: 7-0 PORTION OF MOTION REMOVED WITH THE CONSENT OF THE MAKER AND SECONDER MOTION SPLIT FOR THE PURPOSE OF VOTING MOTION: Mayor Veenker moved, seconded by Councilmember Reckdahl to: 3. Adopt a support position for SB63 advocacy (Connect Bay Area Transit Committee) and follow up accordingly. MOTION PASSED/FAILED: X-X DRAFT ACTION MINUTES Page 4 of 4 Sp. City Council Meeting Draft Action Minutes: 01/20/2026 12. Review the FY 2027-FY 2036 Long Range Financial Forecast (LRFF) and FY 2027 Budget Development Guidelines using the LRFF as the Baseline for Developing the FY 2027 Budget as Recommended by the Finance Committee, CEQA Status – Not a Project MOTION: Councilmember Lauing moved, seconded by Councilmember Reckdahl to accept the Long Range Financial Forecast (LRFF) for Fiscal Year 2027-2036 (Attachment A) and the FY 2027 annual Budget Development Guidelines (Attachment B) and direct staff to use this forecast as the baseline for developing the FY 2027 budget. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 10:42 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.