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HomeMy WebLinkAboutStaff Report 2604-6261CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, May 04, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     5.Approval of Minutes from April 13, April 15, and April 20, 2026 Meeting City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: May 4, 2026 Report #:2604-6261 TITLE Approval of Minutes from April 13, April 15, and April 20, 2026 Meeting RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: April 13, 2026 Draft Action Minutes Attachment B: April 15, 2026 Draft Action Minutes Attachment C: April 20, 2026 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 6 Regular Meeting April 13, 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 Councilmember Lauing Arrived at 8:36 P.M. Present Remotely: Absent: Boards, Commissions, and Committees Appointments 1. Appointment of Candidates to the Human Relations Commission (HRC), Planning & Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a Project Human Relations Commission First Round Voting for One (1) partial-term vacancy (seat 4) on the Human Relations Commission ending October 31, 2026 Elle Bob: Lauing, Reckdahl Rona Hu: Burt Raizel Rosenberg: Lu, Lythcott-Haims, Stone, Veenker Candidate Raizel Rosenberg receiving four votes is appointed to the partial-term expiring October 31, 2026 (seat 4). Planning & Transportation Commission First Round Voting for Two (2) full term vacancies (seats 1, 4) on the Planning & Transportation Commission ending March 31, 2030 Daniel Phillip Benas: Martin Blanchet: Bryna Chang: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker DRAFT ACTION MINUTES Page 2 of 6 City Council Meeting Draft Action Minutes: 04/13/2026 Forest Olaf Peterson: Lu, Lythcott-Haims, Stone, Veenker Tom Siegal: Burt, Lauing, Reckdahl Jeff Watt: Candidate Bryna Chang receiving seven votes is appointed to the full term expiring March 31, 2030 (seat 1). Candidate Forest Olaf Peterson receiving four votes is appointed to the full term expiring March 31, 2030 (seat 4). Utilities Advisory Commission First Round Voting for Three (3) full term vacancies (seats 3, 5, 6) on the Utilities Advisory Commission ending March 31, 2029 Meagan Mauter: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Robert Phillips: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Greg Scharff: Lauing, Lythcott-Haims, Reckdahl, Stone, Veenker Olgu Tanriverdi: Julia Zeitlin: Burt, Lu Candidate Meagan Mauter receiving seven votes is appointed to the full term expiring March 31, 2029 (seat 3). Candidate Robert Phillips receiving seven votes is appointed to the full term expiring March 31, 2029 (seat 6). Candidate Greg Scharff receiving five votes is appointed to the full term expiring March 31, 2029 (seat 5). Special Orders of the Day 2. Proclamation Honoring National Animal Control Officer Appreciation Week April 12-18, 2026 NO ACTION 3. Proclamation Honoring National Public Safety Telecommunicators Week April 12-18, 2026 NO ACTION DRAFT ACTION MINUTES Page 3 of 6 City Council Meeting Draft Action Minutes: 04/13/2026 Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Consent Calendar MOTION: Councilmember Reckdahl moved, seconded by Councilmember Burt to approve Agenda Item Numbers 4-7. MOTION PASSED: 6-0-1, Lauing absent 4. Adoption of a Resolution Vacating an Easement at 700 Hansen Way; CEQA Status – Exempt under Cal. Code Regs. Title 14, Section 15305 5. Approval of Amendment Number 3 to Contract C21178333 with Black & Veatch, Inc., to increase the Contract Amount by $963,160 for a revised total not-to-exceed amount of $4,146,109, and to Extend the Contract Term to December 31, 2028, for the Local Advanced Water Purification System Project (WQ-19003); CEQA Status - Notice of Determination Adopted November 18, 2019 6. Authorize the City Manager to Execute Amendment No. 1 to Eight Professional Services Contracts for SAP On-Call Services: Contract C26193272A with 360S2G, C26193272B with Sage Group Technologies Inc, C26193272C with Avertra Corp, C26193272D with Amick Brown LLC, C26193272E with 2iSolutions Inc, C26193272F with the Peloton Group, C26193272G with Phoenix Business Inc, C26193272H with EPI-USE America, to Increase the Not-to-Exceed Amount by $2,000,000 and Extend the Term for One Year; CEQA Status – Not a Project 7. Appointment of 2026 Emergency Standby Council City Manager Comments Ed Shikada, City Manager DRAFT ACTION MINUTES Page 4 of 6 City Council Meeting Draft Action Minutes: 04/13/2026 Action Items 8. PUBLIC HEARING / QUASI-JUDICIAL. 3606 El Camino Real [24PLN-00162 & 25PLN- 00243]: Request for Approval of Applications for Major Architectural Review and Vesting Tentative Map to Merge Seven Existing Parcels to Create a 113,907-Square-Foot Parcel and to Construct a Seven-Story, Multi-Family Residential Housing Development Project with 321 Units, Thirteen Percent of Which Would be Provided at a Rate Affordable to Low Income. The Project is Proposed in Accordance with Builder’s Remedy (California Government Code Section 65589.5(d)(5)). A Senate Bill 330 Pre-Application was Filed on February 15, 2024. CEQA Status: Exempt Pursuant to Assembly Bill 130 (Public Resources Code Section 21080.66). MOTION: Councilmember Stone moved, seconded by Councilmember Reckdahl to: 1. Consider the project exempt from California Environmental Quality Act (CEQA) in accordance with Assembly Bill (AB) 130 (Public Resources Code Section 21080.66); and 2. Approve the Major Architectural Review and Vesting Tentative Map applications based on findings and subject to conditions of approval in the Draft Record of Land Use Action (RLUA) in Attachment B with the following amendments: a. Condition of Approval # 33: Replace Mediation with Mitigation b. Condition of Approval # 67: LOGISTICS PLAN: A construction logistics plan shall be provided addressing all impacts to the public including, at a minimum: work hours, noticing of affected businesses, bus stop relocations, construction signage, dust control, noise control, storm water pollution prevention, job trailer, contractors' parking, truck routes, staging, concrete pours, crane lifts, scaffolding, materials storage, pedestrian safety, safe routes to school and mitigation of construction impacts on Matadero and Kendell Avenues, and traffic control. All truck routes shall conform to the City of Palo Alto's Trucks and Truck Route Ordinance, Chapter 10.48, and the route map. The logistics plan shall be reviewed and approved by Public Works Department, who shall consult with the City's Chief Transportation Official and the Director of Planning and Development Services prior to approval. NOTE: Some items/tasks on the logistics plan may require an encroachment permit. c. Newly Added Condition of Approval: EASEMENT EXTENSION. The public access easement along Matadero Avenue will extend to the building facade, taking into account any architectural projections and as-built construction tolerances MOTION PASSED: 6-0-1, Lauing absent DRAFT ACTION MINUTES Page 5 of 6 City Council Meeting Draft Action Minutes: 04/13/2026 9. Approval of City Council Values (as Recommended by Policy & Services Committee), 2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans (Continued from 3/9/2026 - On March 9, 2026, the Council Received Presentations and Public Testimony; the Item Will be Continued to April 13 for further Council Deliberation and Action - No Public Testimony Will be Heard on April 13.) MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Reckdahl to approve the Ad Hoc Purpose Statements with the following changes and additions: a. Cubberley Ad Hoc Committee description as stated below; The Cubberley Ad Hoc will facilitate City Council review and approval of: 1) The Cubberley master plan process, 2) Financial vehicles for acquiring 7 acres from Palo Alto Unified School District (PAUSD); 3) Ballot measure language; 4) Public/private funding partnerships; 5) Space allocation in the transition and long-term; and 6) Future operating model. The Ad Hoc will also serve as the Council ambassador for engagement with the community and build community support for development of a new community center at the Cubberley site. Coordination with PAUSD on Cubberley will occur through this committee rather than the City Schools Liaison Committee. b. Conform the name of the Rail Safety Committee to Rail Safety; c. Climate and Sustainability Committee to recommend to Council any revisions of the 2026-2027 workplan and future SCAPs; and d. Discontinue the Valley Water Shoreline Funding Allocation Ad Hoc. MOTION PASSED: 6-0-1, Lauing abstain MOTION: Mayor Veenker moved, seconded by Councilmember Lu to approve Committee Workplans for the Policy & Services Committee and Finance Committee. MOTION PASSED: 7-0 10. Colleagues Memo on Mitigating Impacts of Property Aggregation in Residential Districts MOTION: Councilmember Burt moved, seconded by Councilmember Lu to refer to staff a review workplan priority for 2027 and make recommendations to the Council to address: DRAFT ACTION MINUTES Page 6 of 6 City Council Meeting Draft Action Minutes: 04/13/2026 a. Home vacancies (aka Ghost homes), b. Impacts on neighbors from construction regulations to reduce construction impacts in neighborhoods – inclusive of circumstances in cases of property aggregation, c. Increase education for applicants on their obligations, d. Review the legality of requiring hang tags for security services that are regulated by the state, and e. Planning and Development Services Department to update training and policies on code enforcement. MOTION PASSED: 7-0 AMENDMENTS INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER SUBSTITUTE MOTION: Vice Mayor Stone moved, seconded by Councilmember Reckdahl to refer this back to the makers of this colleague’s memo to revise and bring back to City Council by the end of the year. SUBSTITUTE MOTION FAILED: 2-5, Burt, Lu, Lythcott-Haims, Lauing, Veenker no 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. CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 2 Special Meeting April 15, 2026 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 6:00 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Call to Order Agenda Changes, Additions and Deletions Action Items 1. Expedited Evaluation of the Potential Temporary Closure of the Churchill Avenue Rail Crossing, Determination of Next Steps, and CEQA Status – Statutorily and Categorically Exempt. NO ACTION - ITEM CONTINUED TO MAY 11, 2026 CITY COUNCIL MEETING Adjournment: The meeting was adjourned at 10:18 P.M. DRAFT ACTION MINUTES Page 2 of 2 Sp. City Council Meeting Draft Action Minutes: 04/15/2026 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 5 Regular Meeting April 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 Recognizing Earth Day and the Palo Alto Youth Climate Advisory Board NO ACTION 2. Proclamation Recognizing National Crime Victims' Rights Week April 19-25, 2026 NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 3. Discussion of the Draft 2026-2030 Santa Clara County Community Plan to End Homelessness; CEQA Status—Not a project. NO ACTION DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 04/20/2026 4. 910 Webster Street [26PLN-00026]. Request for Council Prescreening to Rezone the Subject Property from RM-20 to Planned Community/Planned Home Zoning and to Allow Construction of 70 Residential Units in a Seven-Story Structure. CEQA Status: Not a Project. NO ACTION Consent Calendar MOTION: Councilmember Lauing moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 5-10, AA1. MOTION PASSED: 7-0 5. Approval of Minutes from April 6, 2026 Meeting 6. Adopt a Resolution Authorizing the Director of Planning and Development Services to Make Minor Modifications to the 2023-2031 Housing Element Site Inventory. CEQA Status: The City Council adopted a Revised Addendum to the Comprehensive Plan Final Environmental Impact Report on December 18, 2023, that, in conjunction with the Comprehensive Plan Final EIR, fully analyzes the impacts of the 6th Cycle Housing Element, including minor modifications to the site inventory. 7. Approval of Amendment Number 1 to Contract C23187554 with Vox Network Solutions to Increase Compensation by $212,819 and to Extend the Term to June 30, 2027, for Maintenance of the City’s Enterprise Phone System; CEQA Status – exempt under section 15061(b)(3). 8. FIRST READ: Adopt an Entertainment Zone Ordinance to Establish an Entertainment Zone on California Avenue as Recommended by the Economic Development Ad Hoc Committee; CEQA status – Categorically Exempt. 9. Approval of Contract Amendment No. 3 to Contract S25190354 with Larratt Brothers Plumbing Inc. in the Amount of $950,000, for a Revised Total Not to Exceed $1,445,000 and to Extend the Contract Term for One Additional Year ending July 21, 2027, for the Residential Emergency Water Heater Replacement Pilot Program Within Electrification Programs; CEQA Status – Not a Project. 10. 4075 El Camino Way [23PLN-00202]: Recommendation to Decline Adoption on Second Reading of an Ordinance Adopting an Amendment to a Planned Community Ordinance (PC-5116) to Allow for Modifications to an Existing 121-Unit Assisted Living and Memory Care Facility. First Reading Adoption was on March 16, 2026. CEQA Status: Exempt from DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 04/20/2026 the Provisions of the California Environmental Quality Act (CEQA) in Accordance with CEQA Guidelines Section 15301 (Modifications to Existing Facilities). AA1. Amend the FY 2026 Budget Appropriation for the Capital Improvement Fund to Establish the Embarcadero Road Improvement Project, Phase 1, and Authorize the City Manager or Their Designee to Award a Construction Contract with a Qualified Contractor for the Embarcadero Road Improvement Project, Phase 1; CEQA Status – Exempt under CEQA Guidelines Section 15301(c) City Manager Comments Kiely Nose, Assistant City Manager Action Items 11. Quasi-Judicial: Adoption of a Resolution Documenting the City Council’s Consideration and Decision on an Appeal of the Chief Building Official’s Order to Demolish the Buildings Located at 531 Stanford Avenue. MOTION: Vice Mayor Stone moved, seconded by Councilmember Lauing to adopt a resolution denying the appeal and upholding the Chief Building Official's Order to Demolish the buildings on the subject property based on findings and conditions set forth in Attachment A. MOTION PASSED: 7-0 12. Adoption of Recommendations by the Policy & Services Committee Implementing Changes to Meeting Procedures Related to Teleconferencing, Remote Public Participation, Translation and Interpretation Assistance, and Expanded Public Outreach; CEQA Status – Not a Project. MOTION: Vice Mayor Stone moved, seconded by Councilmember Lythcott-Haims to: 1. Decline the use of expanded alternative teleconferencing for Boards, Commissions, and Committees (BCCs), 2. Adopt a default practice for all Council, Council Committee, and Boards and Commissions meetings to take in-person general public comment near the beginning of the agenda and remote general public comment at the end of the agenda, with the Chair retaining discretion to arrange public comment on the agenda according to the needs of the body. DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 04/20/2026 a. Refer the Policy and Services Committee to reevaluate of this general public comment practice when Council Procedures & Protocols handbook is reviewed; 3. Approve the Two-Way Remote Public Access Disruption Policy (Attachment A), 4. Approve the following practices as reasonable assistance for third party translation and interpretation services, and a. Arrange a space for interpreters at the meeting location, upon written request to the City Clerk at least 24 hours before the meeting, b. Provide public speakers using interpretation extra time. Staff recommends providing twice as much time for individuals using interpretation, or an amount of time determined by the presiding officer, c. Allow the public to use their own devices to access translation or interpretation devices, and d. Loan city devices to the public to access translation or interpretation services upon written request to the City Clerk at least 24 hours before the meeting. 5. Direct the City Clerk to implement the following outreach practices: a. Share information about agenda notification newsletters with community groups and organizations such as neighborhood associations, non-English news media, service organizations, b. Post informational resources in the King’s Plaza and Council Chambers posting board and other public-facing City facilities with QR codes linking to the Agendas webpage, newsletter sign-up page, meeting participation guide, and translation services webpage, and c. Translate the Meeting Participation Guide into the two most commonly spoken non-English languages as reported by the American Community Survey. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 10:54 P.M. DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 04/20/2026 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.