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HomeMy WebLinkAboutStaff Report 2605-6363CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, June 01, 2026 Council Chambers & Hybrid 5:30 PM     Agenda Item     3.Approval of Minutes from May 11 and May 18, 2026 Meeting City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: June 1, 2026 Report #:2605-6363 TITLE Approval of Minutes from May 11 and May 18, 2026 Meeting RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: May 11, 2026 Draft Action Minutes Attachment B: May 18, 2026 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 4 Special Meeting May 11, 2026 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 Reckdahl Arrived at 5:08 P.M. Present Remotely: Absent: Special Orders of the Day 1. City Employee Years of Service Awards and Proclamation acknowledging Public Service Recognition Week NO ACTION 2. Recognizing May as Asian American, Native Hawaiian, and Pacific Islander (AANHPI) Heritage Month and May 10, 2026 as AANHPI Mental Health Awareness Day Item Removed Off Agenda AA1. Proclamation Recognizing National Police Week as May 10-16, 2026 and National Peace Officers' Memorial Day as May 15, 2026 New Item Added NO ACTION Closed Session 3. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION Subject: Anne Kramer vs City of Palo Alto, Santa Clara County Superior Court Case No. 25CV461517 Authority: Government Code Section 54956.9(d)(1) DRAFT ACTION MINUTES Page 2 of 4 Sp. City Council Meeting Draft Action Minutes: 05/11/2026 Agenda Item Number 3 Heard Out of Order MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lu to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 9:01 P.M. Council returned from Closed Session at 9:18 P.M. Mayor Veenker announced that the City Council authorized the City Attorney by vote of 7-0 to enter into a settlement agreement to pay $85,000 to resolve the claims against the city in Anne Kramer vs City of Palo Alto, Santa Clara County Superior Court Case No. 25CV461517. Mayor Veenker announced that on May 4, 2026, the City Council authorized the City Attorney by a vote of 7-0 to enter into a settlement agreement to establish a process of consideration of an alternative to the proposed Builder’s Remedy development project at 156 North California Avenue. The settlement agreement was finalized on May 7, 2026. Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Study Session 4. FY 2027 Proposed Operating and Capital Budget - Finance Committee Update and Council Budget Discussion. CEQA Status – Not a project NO ACTION Consent Calendar MOTION: Councilmember Lauing moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 5-6. DRAFT ACTION MINUTES Page 3 of 4 Sp. City Council Meeting Draft Action Minutes: 05/11/2026 MOTION PASSED: 7-0 5. Approval of Issuing Purchase Order C27197248 with Solutions Simplified, Utilizing a State of California Department of General Services Software Licensing Program Contract SLP-25-70-0181H, to Procure Zscaler Software Maintenance and Support for a Three- Year Term for a Total Not-To-Exceed Amount of $329,886; CEQA Status - Not a Project. 6. Approval of Contract Amendment No. 4 to Contract C19174648A with VERTEXONE SOFTWARE, LLC for the WaterSmart Utilities Customer Portal, to Extend the Term for Three Additional Years ending August 12, 2029 and Increase Compensation by $140,000, for a Revised Total Not to Exceed of $677,763; CEQA Status – Exempt under CEQA Guidelines Section 15308. City Manager Comments Ed Shikada, City Manager Action Items 7. PUBLIC HEARING / QUASI-JUDICIAL. 3781 El Camino Real [24PLN-00161]: Request for Approval of Major Architectural Review Application to Merge Four Existing Parcels to Create a 63,025 Square-Foot Parcel and to Construct a Seven-Story, Multi-Family Residential Housing Development Project with 183 Units. Thirteen Percent of The Base Units 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: Mayor Veenker moved, seconded by Councilmember Lythcott-Haims 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 application based on findings and subject to conditions of approval in the Draft Record of Land Use Action (RLUA) in Attachment B. MOTION PASSED: 7-0 8. Expedited Evaluation of the Potential Temporary Closure of the Churchill Avenue Rail Crossing, Determination of Next Steps, and CEQA Status – Statutorily and Categorically DRAFT ACTION MINUTES Page 4 of 4 Sp. City Council Meeting Draft Action Minutes: 05/11/2026 Exempt. (Continued Item from 4/15/2026 – On April 15, 2026, the City Council Received Presentations and Public Testimony; The Item is Continued to May 11, 2026 for further Council Discussion, Deliberation, and Potential Action – No Additional Public Testimony Will be Heard on May 11, 2026.) MOTION: Vice Mayor Stone moved, seconded by Mayor Veenker to: A) Direct staff to explore options for a long-term rail crossing guard contract and engage PAUSD through the City School Liaison Committee regarding a potential long-term cost- sharing agreement; B) Direct the Jed Foundation, as part of its 2026 deliverables, to return to the Rail Committee with targeted recommendations and evidence-based strategies to address safety risks at all four rail crossings, and authorize any budget adjustments necessary to achieve those deliverables; C) Direct staff and Rail Committee to prioritize and expedite implementation of Quiet Zones at all four rail crossings, with particular emphasis on accelerating the Churchill Avenue crossing Quiet Zone; and D) Explore gate(s) or other options in collaboration with Caltrain for enhanced enclosure or safety measures in addition to the quad gates. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 9:19 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 5 Regular Meeting May 18, 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 Mayor Veenker departed the meeting at 8:30 P.M. Present Remotely: Absent: Special Orders of the Day 1. Recognizing May as Asian American, Native Hawaiian, and Pacific Islander (AANHPI) Heritage Month and May 10, 2026 as AANHPI Mental Health Awareness Day NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions, Comments and Announcements Consent Calendar Mayor Veenker and Councilmember Lu recused from Agenda item Number 11. Councilmember Lauing, Burt, and Lythcott-Haims requested to pull Agenda Item Number 12. DRAFT ACTION MINUTES Page 2 of 5 City Council Meeting Draft Action Minutes: 05/18/2026 MOTION: Councilmember Lythcott-Haims moved, seconded by Vice Mayor Stone to approve Agenda Item Numbers 2-7, 9-11 and to pull Agenda Item Number 12 off of the Consent Calendar (Agenda Item Number 8 Removed Off Agenda). MOTION PASSED ITEMS 2-7, 9-10: 7-0 MOTION PASSED ITEM 11: 5-0-2, Veenker, Lu recused 2. Approval of Minutes from May 4, 2026 Meeting 3. 2026 Council Priorities & Objectives Q1 Update 4. Adoption of a Resolution Vacating a Portion of a Public Utility Easement at 590 Maybell Avenue; CEQA Status – Exempt under Cal. Code Regs. Title 14, Section 15305 5. Adoption of a Resolution for Senate Bill 1, the Road Repair and Accountability Act, for Fiscal Year 2027, Providing the Project List for the Street Maintenance Project, Capital Improvement Program Project PE-86070; CEQA Status – Not a Project 6. Adoption of Resolution Suspending the Levy of Assessments on the Downtown Palo Alto Business Improvement District (BID) Assessment for Fiscal Year 2027; CEQA status – not a project. 7. Adopt a Resolution Approving Amendment Number 1 to California Board of State and Community Corrections Agreement Number BSCC 1164-23 for Organized Retail Theft Grant to Extend the Term One Year with No Change to the Not-To-Exceed Total; CEQA status—not a project. 8. Adoption of a Resolution Authorizing the Borrowing of Funds on an Interim Basis for Improvements to the City's Regional Water Quality Control Plant and Authorizing the Execution and Delivery of a Revolving Credit Agreement and Related Note; CEQA Status - Not a Project Item Removed Off Agenda 9. Approval of Construction Contract No. C26197232 with Selway Construction, Inc. in the Amount Not-to of $261,600 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 $26,160 for Site Work for a New Modular Restroom Building at Mitchell Park for the Park Restroom Installation Capital Improvement Project (PG-19000); CEQA status – Exempt Under CEQA Guidelines Section 15303 10. Approval of Construction Contract No. C26197180 with Casey Construction, Inc. in the Not-to-Exceed Amount of $544,556 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 DRAFT ACTION MINUTES Page 3 of 5 City Council Meeting Draft Action Minutes: 05/18/2026 of $54,456 for the Storm Drainage System Replacement and Rehabilitation Project (SD- 06101); CEQA status – Exempt under CEQA Guidelines Section 15301(c) 11. Approve Amendment Number 2 to Contract C3780 with Stanford University, to Extend the Contract Term to September 30, 2027 for Public Safety Dispatch Services Provided to the Main Campus of Stanford University; CEQA status—not a project. 12. PUBLIC HEARING / QUASI-JUDICIAL. 4103 Old Trace Road [25PLN-00298]: Request for Approval of a Tentative Map to Allow for the Subdivision of a Vacant 1.02-Acre Lot to Create Nine Residential Lots and One Private Street to Facilitate Construction of Nine New Single-Family Residences and Seven Junior Accessory Dwelling Units (25PLN- 00296). CEQA Status: Exempt Pursuant to Assembly Bill 130 (Public Resources Code Section 21080.66). Zone District: RE (Residential Estate) Item Removed Off Consent Calendar to Be Heard on Action City Manager Comments Ed Shikada, City Manager Action Items 13. Cubberley Project: Adopt the Cubberley Conceptual Master Plan and a Resolution Adopting the CEQA Mitigated Negative Declaration and Mitigated Monitoring and Reporting Program; Receive the Fourth Round of Community Polling Results; and Provide Direction on Next Steps for a Possible Sales Tax Ballot Measure. CEQA Status - A Draft Initial Study/Mitigated Negative Declaration (IS-MND) Report Circulated for Public Review from March 2, 2026, to April 1, 2026. The City published the Final IS-MND on April 9, 2026. MOTION: Mayor Veenker moved, seconded by Councilmember Lythcott-Haims to: 1. Adopt a Resolution adopting the Final Initial Study Mitigated Negative Declaration for the Project and associated Mitigated Monitoring and Reporting Program (Attachment A); and 2. Adopt the Cubberley Conceptual Master Plan (Attachment B); and 3. Direct staff to pursue a ballot measure for a one-half-cent sales tax in the November 2026 election. MOTION PASSED: 7-0 DRAFT ACTION MINUTES Page 4 of 5 City Council Meeting Draft Action Minutes: 05/18/2026 14. Update Regarding the Builder’s Remedy Project at 156 California Avenue and Consideration of Adding Lot B (APN 124-28-003) Associated with the Development to the City’s Housing Element Sites Inventory. MOTION: Vice Mayor Stone moved, seconded by Councilmember Lythcott-Haims to direct the Planning and Development Services Director to add Lot A (APN 124-28-045) to the Housing Element Sites Inventory. MOTION PASSED: 4-2-1, Reckdahl, Burt no, Veenker absent 15. FIRST READING: Adoption of an Ordinance to Amend Various Sections of Title 16 (Building Regulations) and Title 18 (Zoning) of the Palo Alto Municipal Code to Implement Retail Vitality Policies in the Comprehensive Plan, including changes to the Zoning Map for parcels zoned CN(GF). CEQA Status: The Ordinance is Consistent with and Represents Implementation of Adopted Policies in the Comprehensive Plan, for Which an Environmental Impact Report (Comprehensive Plan EIR) was Certified on February 5, 2016. Agenda Item Number 15 not heard and deferred to a date uncertain. 12. PUBLIC HEARING / QUASI-JUDICIAL. 4103 Old Trace Road [25PLN-00298]: Request for Approval of a Tentative Map to Allow for the Subdivision of a Vacant 1.02-Acre Lot to Create Nine Residential Lots and One Private Street to Facilitate Construction of Nine New Single-Family Residences and Seven Junior Accessory Dwelling Units (25PLN- 00296). CEQA Status: Exempt Pursuant to Assembly Bill 130 (Public Resources Code Section 21080.66). Zone District: RE (Residential Estate) MOTION: Councilmember Lu moved, seconded by Vice Mayor Stone to: 1. Consider the project exempt from the California Environmental Quality Act (CEQA) in accordance with Assembly Bill 130 (Public Resources Code section 21080.66); and, 2. Approve the Tentative Map application pursuant to findings and subject to conditions of approval set forth in Attachment A (Draft Record of Land Use Action) of the supplementary report. MOTION PASSED: 6-0-1, Veenker absent Adjournment: The meeting was adjourned at 10:35 P.M. DRAFT ACTION MINUTES Page 5 of 5 City Council Meeting Draft Action Minutes: 05/18/2026 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.