IMPORTANT NOTICE
This is a hybrid meeting and will be held in-person at the Town Council Chambers at 110 E. Main Street and virtually through Zoom Webinar (log-in information provided below). You may watch the Council meeting without providing public comment on Comcast cable channel 15 or at www.LosGatosCA.gov/TownYouTube. Members of the public may provide public comments for agenda items in-person or virtually by following the instructions listed at the end of the agenda.
To watch and participate via Zoom, please go to:
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CALL MEETING TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
PRESENTATIONS
i. Receive a Presentation on the Youth Commission's Workplan.
CONSENT ITEMS (Consent Items are considered routine Town business and may be approved by one motion. Any member of the Council may remove an item from the Consent Items for comment and action. Members of the public may provide input on any or multiple Consent Item(s) when the Mayor asks for public comments on the Consent Items. If you wish to comment, please follow the Participation Instructions located at the end of this agenda. If an item is removed, the Mayor has the sole discretion to determine when the item will be heard.)
TOWN OF LOS GATOS
COUNCIL MEETING AGENDA
DECEMBER 02, 2025
110 EAST MAIN STREET AND TELECONFERENCE
TOWN COUNCIL CHAMBERS
7:00 PM
Matthew Hudes, Mayor
Rob Moore, Vice Mayor
Mary Badame, Council Member
Rob Rennie, Council Member
Maria Ristow, Council Member
1. Approve the Minutes of the November 18, 2025, Town Council Meeting RECOMMENDATION: Approve the Minutes of the November 18, 2025, Town Council Meeting.
2. Adopt a Resolution Declaring Weeds a Public Nuisance, Ordering Such Nuisance to be Abated, and Setting a Public Hearing Date of February 3, 2026, to Consider Objections to the Proposed Abatement
RECOMMENDATION: Adopt a resolution declaring weeds a public nuisance, describing properties where such nuisance exists, ordering such nuisance be abated, and setting a public hearing date of February 3, 2026, to consider objections to the proposed abatement.
3. Authorize the Town Manager to Execute a Third Amendment to an Agreement for Services with OpenGov, Inc., for an Amount Not to Exceed $401,214.79 RECOMMENDATION: Authorize the Town Manager to execute a Third Amendment to the Agreement for Services with OpenGov, Inc. for Enterprise Asset Management Services and Procurement Suite Services renewable annually, for an amount not to exceed $401,214.79.
4. Authorize the Town Manager to Execute an Agreement for Consultant Services with Dudek for the Preparation of an Urban Forest Management Plan for an Amount Not to Exceed $243,810 and Approve Revenue and Expenditure Budget Adjustments in the Amount of $243,810
RECOMMENDATION: Authorize the Town Manager to execute an Agreement for Consultant Services with Dudek for the preparation of an Urban Forest Management Plan for an amount not to exceed $243,810 and approve revenue and expenditure budget adjustments in the amount of $243,810 to the Parks and Public Works Streets Program (5401) revenue (1115401-48621) and expenditure (1115401-63219) accounts from the available Town Tree Fund.
5. Receive an Annual Report Regarding the Independent Police Auditor Function RECOMMENDATION: Receive an annual report regarding the Independent Police Auditor function.
6. Authorize the Town Manager to Execute a First Amendment to the Agreement for Services with Lisa Wise, Inc., Revising the Scope of Work at No Additional Cost RECOMMENDATION: Authorize the Town Manager to execute a first amendment to the Agreement for Services with Lisa Wise, Inc., revising the Scope of Work at no additional cost.
7. Adopt an Ordinance of the Town Council of the Town of Los Gatos Repealing Chapter 6, “Building Regulations,” and Chapter 9, “Fire Prevention and Protection,” of the Town of Los Gatos Municipal Code, and Replacing Them with a New Chapter 6, “Building Codes and Regulations,” that Includes the New 2025 California Building, Fire, and Reach Codes as Amended. Amendments Include Updated Fire Safety Requirements in Wildland Urban Interface Areas for New, Renovated, or Repaired Structures, as well as Reach Codes Affecting Air Conditioning Replacement and Electrical Readiness in
Renovations/Alterations. Town Code Amendment Application A25-005. Project Locations: Town Wide. Applicant: Town of Los Gatos.
Ordinance Title: An ordinance of the Town Council of the Town of Los Gatos Repealing Chapter 6, “Building Regulations,” and Chapter 9, “Fire Prevention and Protection,” and Replacing Them with a New Chapter 6, “Building Codes and Regulations,” that Includes the New 2025 California Building, Fire, and Reach Codes, as Amended. Amendments Include Updated Fire Safety Requirements in Wildland Urban Interface Areas for New, Renovated, or Repaired Structures.
RECOMMENDATION: Adopt an Ordinance, repealing Chapter 6, Building Regulations, and Chapter 9, Fire Prevention and Protection, of the Town Code, and replacing them with a new Chapter 6, Building Codes and Regulations, that includes the new 2025 California Building, Fire, and Reach Codes as amended. Amendments include updated fire safety requirements in Wildland Urban Interface (WUI) areas for new, renovated, or repaired structures, as well as Reach Codes addressing Air Conditioning replacement (AC to Heat Pump) and Electrical Readiness.
8. Authorize the Town Manager to Execute Agreements for Environmental Consultant Services with David J. Powers and Associates, EMC Planning Group, Inc., and Raney Planning and Management, Inc.
RECOMMENDATION: Authorize the Town Manager to execute agreements for environmental consultant services with David J. Powers and Associates, EMC Planning Group, Inc., and Raney Planning and Management, Inc.
9. Authorize the Town Manager to Execute the First Amendment to an Agreement for Services with Los Gatos Monte Sereno Safe Routes to School Program for an Amount of $371,158.26 Plus Annual CPI Increases, and Budget Adjustments in the Amount of $88,457 to Recognize Annual Funding from Valley Transportation Authority’s Measure B Education & Encouragement Program (CIP No. 812-0134)
RECOMMENDATION: Authorize revenue and expenditure budget adjustments in the amount of $88,457 to fully recognize annual allocations from the Valley Transportation Authority’s Measure B Education and Enrichment Program; and Authorize the Town Manager to execute the First Amendment to an Agreement for Services with Los GatosMonte Sereno Safe Routes to School to update and replace the compensation section, increasing the total agreement amount from $350,950 (plus annual CPI increases) to $371,158.26 (plus annual CPI increases)
10. Authorize the Town Manager to Execute a Fourth Amendment to the Agreement for Services with Sequoia Ecological Consulting Inc
RECOMMENDATION: Staff recommends that the Town Council authorize the Town Manager to execute a Fourth Amendment to the Agreement for Services with Sequoia Ecological Consulting, Inc. (Sequoia) to extend the agreement end date to December 31, 2027, for Vegetation Management – Townwide Open Spaces Project (4218507, CIP No. 832-4508).
11. Authorize the Town Manager to Reopen the Building Replacement at Corporation Yard Project (4118715; CIP No. 821-2302) and Authorize an Expenditure Budget Adjustment in the Amount of $83,565.38
RECOMMENDATION: Authorize an expenditure budget adjustment of $83,565.38 from the General Fund reopening the Building Replacement at Corporation Yard project (4118715; CIP No. 821-2302) to complete previously planned shelving and forklift purchases that were delayed by manufacturing and supply chain issues.
12. Approval of a Two-Year Work Plan for the Los Gatos Youth Commission (2026 - 2028) RECOMMENDATION: Approve the Town of Los Gatos Youth Commission's proposed twoyear work plan covering the 2026 -2027 and 2027 - 2028 school years.
13. Authorize the Town Manager or Designee to Enter into a First Amendment to the Contract for Litigation Legal Services for FY 2025-26 with Goldfarb and Lipman to Increase the Contract Amount by $150,000.00, for a Total Contract Amount Not to Exceed $350,000.00 and Authorize an Expenditure Budget Adjustment of $150,000.00 from the General Fund Unassigned Fund Balance
RECOMMENDATION: Authorize the Town Manager or designee to enter into a First Amendment to the Contract for Litigation Legal Services for FY 2025-26 with Goldfarb and Lipman in an amount not to exceed $350,000.00 and authorize an expenditure budget adjustment of $150,000.00.
14. Authorize the Town Manager to Execute a Fifth Amendment in substantially the form presented with Hinderliter de Llamas & Associates dba HdL Companies for Sales or Transaction and Use Tax Management and Audit Services; Adopt a Resolution as Required by the California Department of Tax and Fee Administration (CDTFA), Authorizing Certain Town Representatives and a Town Contractor Access to Sales or Transactions, and Use Tax Records Pursuant to Revenue and Taxation Code Section 7056; and Rescind Resolution 2025-051.
RECOMMENDATION: Authorize the Town Manager to execute a Fifth Amendment in substantially the form presented with Hinderliter de Llamas & Associates dba HdL Companies for Sales or Transaction and Use Tax Management and Audit Services; adopt a Resolution as required by the California Department of Tax and Fee Administration (CDTFA), authorizing certain Town representatives and a Town contractor access to Sales or Transactions and Use Tax Records pursuant to Revenue and Taxation Code Section 7056; and rescind Resolution 2025-051.
15. Authorize a Revenue and Expenditure Budget Adjustment in the Amount of $9,500.00 from the Town’s Public Art Fund for the Forbes Mill Footbridge Children’s Art for Fiscal Year 2025-26
RECOMMENDATION: Authorize a revenue and expenditure budget adjustment in the amount of $9,500.00 from the Town’s Public Art Fund for the Forbes Mill Footbridge Children’s Art for fiscal year 2025-26.
16. Adopt a Resolution Modifying the Hours of Enforcement for Passenger Loading Zones on East Main Street Adjacent to Los Gatos High School
RECOMMENDATION: Adopt a resolution amending the hours of operation for 10-minute passenger loading zones on East Main Street to 7:30 a.m. – 8:30 a.m. and 2:00 p.m. – 3:00 p.m. on school days.
VERBAL COMMUNICATIONS (Members of the public are welcome to address the Town Council on any matter that is not listed on the agenda and is within the subject matter jurisdiction of the Town Council. The law generally prohibits the Town Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. To ensure all agenda items are heard, this portion of the agenda is limited to 30 minutes. In the event additional speakers were not heard during the initial Verbal Communications portion of the agenda, an additional Verbal Communications will be opened prior to adjournment. Each speaker is limited to no more than three (3) minutes or such time as authorized by the Mayor.) PUBLIC HEARINGS (Applicants/Appellants and their representatives may be allotted up to a total of five minutes for opening statements. Members of the public may be allotted up to three minutes to comment on any public hearing item. Applicants/Appellants and their representatives may be allotted up to a total of three minutes for closing statements.) OTHER BUSINESS (Up to three minutes may be allotted to each speaker on any of the following items.)
17. Adopt a Resolution for the California Public Employees’ Retirement System Retirement Plan to Waive the 180-day Retiree Rehire Wait Period for Gitta Ungvari RECOMMENDATION: Adopt a Resolution for the California Public Employees’ Retirement System Retirement Plan to waive the 180-day retiree rehire wait period and to appoint Gitta Ungvari as the interim Finance Director in the Finance Department.
18. Adopt a Resolution for the California Public Employees’ Retirement System Retirement Plan to Waive the 180-day Retiree Rehire Wait Period for Janette Judd RECOMMENDATION: Adopt a Resolution for the California Public Employees’ Retirement System Retirement Plan to waive the 180-day retiree rehire wait period and to appoint Janette Judd as an extra help Executive Assistant to the Town Manager in the Town Manager’s Office.
19. Resolution Terminating Membership in the Pooled Liability Assurance Network Joint Powers Authority and Authorizing Membership in the California Joint Powers Insurance Authority to Obtain Risk Management and Insurance Coverages RECOMMENDATION: Adopt a resolution authorizing the Town Manager and Town Attorney to issue written notice of termination of the Town’s membership in the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA) at the end of the fiscal year and to execute all necessary agreements to join the California Joint Powers Insurance Authority (CJPIA) and obtain risk management and insurance coverages.
COUNCIL / MANAGER MATTERS
20. Discuss a Letter from the Historic Preservation Committee to the Town Council Regarding Future Historic Preservation Workplan Items and Provide Direction to Staff RECOMMENDATION: Discuss a Letter from the Historic Preservation Committee to the Town Council Regarding Future Historic Preservation Workplan Items and Provide Direction to Staff.
CLOSED SESSION REPORT
ADJOURNMENT (Council policy is to adjourn no later than midnight unless a majority of Council votes for an extension of time.)
ADA NOTICE - In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Clerk’s Office at (408) 354-6834.
Notification at least two (2) business days prior to the meeting date will enable the Town to make reasonable arrangements to ensure accessibility to this meeting [28 CFR §35.102-35.104].
NOTICE REGARDING SUPPLEMENTAL MATERIALS - Materials related to an item on this agenda submitted to the Town Council after initial distribution of the agenda packets are available for public inspection in the Clerk’s Office at Town Hall, 110 E. Main Street, Los Gatos and on the Town’s website at www.losgatosca.gov. Town Council agendas and related materials can be viewed online at https://losgatos-ca.municodemeetings.com/.
HOW TO PARTICIPATE
Members of the public may provide public comments for agenda items in-person or virtually through the Zoom Webinar by following the instructions listed below.
The public is welcome to provide oral comments in real-time during the meeting in three ways:
Zoom Webinar (Online): To participate from a PC, Mac, iPad, iPhone or Android device.
Please use this URL to join: https://losgatoscagov.zoom.us/j/86730363468?pwd=pfKQoh92JnbwOYwFvZqIdSSWpjxYoK.1 Passcode: 577971. You can also type in 867 3036 3468 in the “Join a Meeting” page on the Zoom website at www.zoom.us and use passcode 577971. When the Mayor announces the item for which you wish to speak, click the “raise hand” feature in Zoom. Telephone: To participate by phone, please dial 1 (408) 961-3927 or 1 (855) 758-1310 for US Toll-free and use Meeting ID: 867 3036 3468. When the Mayor announces the item for which you wish to speak, press *9 on your telephone keypad to raise your hand. In-Person: Please complete a “speaker’s card” located on the back of the chamber benches and submit it to the Town Clerk before the meeting or when the Mayor announces the item for which you wish to speak.
NOTES: Comments will be limited to three (3) minutes or less at the Mayor’s discretion. If you are unable to participate in real-time, you may email [email protected] with the subject line “Public Comment Item #__ ” (insert the item number relevant to your comment).
Deadlines to submit written comments are:
-11:00 a.m. the Friday and Monday before the Council meeting for inclusion in an addendum. -11:00 a.m. the day of the Council meeting for inclusion in a desk item.
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/2/2025
ITEM NO: 1
DRAFT
Minutes of the Town Council Meeting
Tuesday, November 18, 2025
The Town Council of the Town of Los Gatos conducted a regular meeting in person and via teleconference.
MEETING CALLED TO ORDER AT 7:00 P.M.
ROLL CALL
Present: Mayor Matthew Hudes, Vice Mayor Rob Moore, Council Member Mary Badame, Council Member Rob Rennie, Council Member Maria Ristow.
Absent: None.
PLEDGE OF ALLEGIANCE
Mayor Hudes invited Council Member Badame to lead the Pledge of Allegiance. The audience was invited to participate.
PRESENTATIONS
i. Proclamation for John Lochner.
ii. Received a Presentation from Commissioner Chair Elenor Yick on the Community Health and Senior Services Commission Year-End Report.
CONSENT ITEMS (TO BE ACTED UPON BY A SINGLE MOTION)
1. Approve the Minutes of the November 4, 2025, Closed Session Town Council Meeting.
2. Approve the Minutes of the November 4, 2025, Town Council Meeting.
3. Receive the Monthly Financial and Investment Report for September 2025.
4. Authorize the Town Manager to execute the Second Amendment to the Agreement with Turbo Data Systems, Inc., which extends parking citation and permit management services through December 1, 2028, and increases the contract by $100,000, for a total not-to-exceed amount of $306,000.
5. Adopt an Ordinance of the Town Council of the Town of Los Gatos Effecting a Zone Change from O (Office) to R-1:8 (Single-Family Residential, Minimum Lot Size of 8,000 Square Feet). Located at 14331 Capri Drive. APN 406-32-004. Zone Change Application Z-23-005. Categorically Exempt Pursuant to CEQA Guidelines Section 15061(b)(3):
Common Sense Exemption. ORDINANCE 2379
Mayor Hudes opened public comment.
No one spoke
ITEM NO. 1.
PAGE 2 OF 3
SUBJECT: Draft Minutes of the Town Council Meeting of November 18, 2025 DATE: December 2, 2025
Mayor Hudes closed public comment.
MOTION: Motion by Council Member Badame to approve the consent items one through five.
Seconded by Vice Mayor Moore
VOTE: Motion passed unanimously
VERBAL COMMUNICATIONS
Bridget Alexander
- Commented on concerns with the BMR (Below Market Rate) housing program.
Joe Enz, Friends of the Los Gatos Creek
- Commented on involvement in activities in the Los Gatos Creek area.
Rich Stephens
- Expressed appreciation for the collaborative efforts of a developer on a proposed development project.
Carin Yamamoto
- Commented on a proposed development project, the developer’s collaborative efforts, and raised concerns about relocating existing businesses.
COUNCIL/TOWN MANAGER REPORTS
Council Matters
- Council Member Rennie stated he attended the Silicon Valley Clean Energy Board meeting; met with a Finance Commission applicant; attended the Valley Transportation Authority (VTA) Policy Advisory Committee meeting, and the Senator Cortese media event. - Vice Mayor Moore stated he spoke to the Los Gatos High School Politico club; attended the Hillbrook Conversations for Good meeting; met with the CEO’s Cinnamon Energy Systems and Voltpost; participated in the Union School District Helping Harvest event; attended the Valley Transportation Authority Board of Directors meeting, the West Valley Sanitation District Board meeting; and announced the Muse Markets will open this weekend. - Council Member Ristow stated she met with several individuals interested in applying for Commissions; attended the West Valley Service Providers meeting; and commented on the upcoming Interfaith Thanksgiving Service.
- Council Member Badame stated she participated in the West Valley Storm Water Authority board meeting, the West Valley Solid Waste Management Authority meeting; met with the leader of the Democracy Tent; and participated in the Los Gatos Saratoga Recreation Thanksgiving luncheon.
- Mayor Hudes stated he participated in the Fisher Middle Veterans Day Ceremony, the Chamber of Los Gatos Round Table; toured the Burlingame Community Center; participated in the Community Health and Senior Services Commission meeting, Cities Association of
ITEM NO. 1.
PAGE 3 OF 3
SUBJECT: Draft Minutes of the Town Council Meeting of November 18, 2025 DATE: December 2, 2025
Santa Clara County meeting; participated in the French Lessons First Anniversary ribbon cutting, and the Los Gatos Saratoga Recreation 55+ luncheon.
Town Manager Matters
Chris Constantin, Town Manager
- Provided updates on upcoming projects, including the issuance of a demolition permit for the Los Gatos Lodge and the Caltrans work on the Main Street Bridge.
Closed Session Report
Gabrielle Whelan, Town Attorney
- Provided an update on the Arya and Lux Litigation.
ADJOURNMENT CLOSED IN MEMORY OF BARBARA SPECTOR
The meeting adjourned at 8:04 p.m.
Respectfully Submitted:
_____________________________________
Keara Johnson, Deputy Town Clerk
ITEM NO. 1.
PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/02/2025
ITEM NO: 2
DATE: December 2, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Adopt a Resolution Declaring Weeds a Public Nuisance, Ordering Such Nuisance to be Abated, and Setting a Public Hearing Date of February 3, 2026, to Consider Objections to the Proposed Abatement
RECOMMENDATION: Adopt a resolution declaring weeds a public nuisance, describing properties where such nuisance exists, ordering such nuisance be abated, and setting a public hearing date of February 3, 2026, to consider objections to the proposed abatement.
FISCAL IMPACT:
The County’s Weed Abatement Program administers services for 13 local agencies under a cost recovery model, paid for by fees imposed on the parcel owners. The estimated program cost related to each agency is based on the number of parcels per agency.
Should the funding from the assessments fall short of the total program cost, the Town will be billed for a pro-rata share of the program such that the County achieves full cost recovery. If the County needs to request additional funds, this would be absorbed in the Parks and Public Works Fiscal Year 2025/26 Operating Budget. The Fiscal Year 2025/26 Operating Budget has sufficient funds to cover the cost of publishing all required legal notices (1115101-62306).
STRATEGIC PRIORITY:
The actions in this report support the Strategic Priority of Public Safety by reducing wildfire risk.
BACKGROUND:
The Town of Los Gatos Municipal Code Chapter 11, Article II, requires property owners to prevent potential fire hazards on their property and any nearby structures by clearing hazards.
ITEM NO. 2.
PAGE 2 OF 3
SUBJECT: Define Weeds as a Nuisance and Set a Public Hearing Date of February 3, 2026 DATE: December 02, 2025
The Weed Abatement Program (the Program) is a different, but complementary program to the Brush Abatement Program. Both programs work to protect the Town by reducing fire hazards created by vegetation growth and the accumulation of combustible debris, with the goal of voluntary compliance. The Program is administered by the County of Santa Clara (County) on behalf of the Town and is funded from fees assessed on the properties included on the assessment list. Every year, while in the Program, each of the property owners is charged an annual compliance inspection fee, and some incur costs for additional inspections, administrative, and abatement fees.
Typically, a property is placed in the Program after a County inspector identifies a potential fire hazard on the premises. Fire Departments, Code Enforcement, Public Works, and other public agencies can also submit complaints to the County. Once a parcel is placed in the Program, it will remain until it displays compliance for three consecutive years, at which point it will be removed.
Property owners in the Program are given the opportunity to abate their weeds prior to receiving an annual compliance inspection by County staff to confirm if the property has been cleared of hazards according to the requirements defined in the Santa Clara County Weed Abatement Program (https://weedabatement.santaclaracounty.gov/home). If the property owner has not complied with the requirements of the Program by the time of the County inspection, then the Town authorizes the County to remove the weeds. The County recovers its costs through a special assessment on each parcel’s property tax bill.
DISCUSSION:
The Weed Abatement program process is recapped below. The proposed action represents Step 2 of the annual Weed Abatement Program cycle, during which the Town declares hazardous vegetation a nuisance and sets the public hearing date.
1. Each November, the County prepares a Commencement Report listing all properties that have been identified and provides it to the Town (Exhibit A to Attachment 1).
2. In December, the Town Council adopts a resolution declaring weeds on such properties listed in the Commencement Report a public nuisance and sets a hearing date to consider objections to the proposed abatement.
3. Once the resolution is adopted by Town Council at the December meeting, the County sends notice to property owners on the report notifying them of the hearing date, along with guidelines on the Weed Abatement Program explaining that they must remove weeds by the abatement deadline, or it will be done for them, and the cost of the abatement plus administrative costs will be assessed by the County Tax Collector against the respective property.
4. The Town Council holds a public hearing (in 2026, this hearing will be in February) to consider objections to the proposed abatement, sets a deadline for compliance, and adopts a resolution ordering abatement.
ITEM NO. 2.
PAGE 3 OF 3
SUBJECT: Define Weeds as a Nuisance and Set a Public Hearing Date of February 3, 2026 DATE: December 02, 2025
5. The County sends a courtesy letter to property owners on the report notifying them again of the abatement deadline.
6. After the hearing, the properties are inspected by the County Weed Abatement Inspector to verify that weeds were removed. Abatement commences if the inspection fails. The County creates an assessment report of all costs associated with the abatement and provides that report to the Town in late June.
7. In July, the Town notifies the property owners in the assessment report of the August public hearing date.
8. At the first August Town Council meeting, a public hearing is held to consider objections and adopt a resolution confirming the assessment report, authorizing the collection of the assessment charges.
County staff has notified the Town that, after June 30, 2026, they anticipate needing to charge the Town of Los Gatos an estimated $20,338 for Weed Abatement Program services. Staff will continue to work with the County to refine the cost projection, and Parks and Public Works will add this projected expense to the proposed Fiscal Year 2026-27 Operating Budget.
CONCLUSION:
Staff recommends that the Town Council adopt the necessary resolution (Attachment 1) to declare weeds growing on identified properties in the Town of Los Gatos to be a public nuisance and order their abatement. Adoption of the resolution will establish a public hearing date of February 3, 2026, to consider objections to the proposed abatement.
COORDINATION:
This program has been coordinated with the Santa Clara County Consumer and Environmental Protection Agency (CEPA) - Weed Abatement Program.
ENVIRONMENTAL ASSESSMENT:
In accordance with CEQA Guidelines Section 15304, the Town’s weed abatement program is categorically exempt as a minor alteration to land.
Attachments:
1. Resolution for the 2026 Town of Los Gatos Weed Abatement Program with Exhibit A – Commencement Report
ITEM NO. 2.
Draft Resolution December 2, 2025
ATTACHMENT 1
DRAFT RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
DECLARING WEEDS A PUBLIC NUISANCE, DESCRIBING PROPERTIES WHERE SUCH NUISANCE EXISTS; ORDERING THE ABATEMENT OF SUCH NUISANCE; AND SETTING A PUBLIC HEARING DATE OF FEBRUARY 3, 2026, TO CONSIDER OBJECTIONS FOR
PROPOSED ABATEMENT
WHEREAS, Section 39501 and Section 39502 of the Government Code of the State of California authorizes the Town of Los Gatos to prescribe a procedure for compelling the owner, lessees, or occupant of buildings, grounds, or lots to remove hazardous vegetation (weeds) from such buildings or grounds and adjacent sidewalks, and, upon his failure to do so, to remove such hazardous vegetation (weeds) at owner’s expense, making the cost thereof a lien upon such property; and
WHEREAS, the Town of Los Gatos, by ordinance, has adopted such a procedure, codified in Chapter 11, Article II, Sections 11.20.010 through 11.20.045 of the Los Gatos Town Code.
NOW, THEREFORE, BE IT RESOLVED: that the Town Council hereby finds that hazardous vegetation "weeds," as that term is defined in Section 11.20.010, are growing upon and adjacent to certain private property within the Town of Los Gatos as presented in Exhibit A, and declares that weeds growing upon any private property or properties, and in any sidewalk street, or alley within the Town of Los Gatos are a public nuisance and should be abated.
BE IT FURTHER RESOLVED that unless such nuisance be abated by the destruction or removal of such weeds within thirty (30) days after the adoption of this resolution, or within the time specified in a written agreement with the Town of Los Gatos Director of Parks and Public Works, or their representative, whichever time shall be later, as provided in Chapter 11, Article II, of the Los Gatos Town Code, the Town of Los Gatos shall cause such nuisance to be abated, and the expense thereof assessed upon the lots and lands from which, or in the front and rear of which, such weeds shall have been destroyed or removed, such expense constituting a lien upon such lots or lands until paid, and to be collected upon the next tax roll upon which general municipal taxes are collected.
ITEM NO. 2.
Draft Resolution December 2, 2025
ATTACHMENT 1
BE IT FURTHER RESOLVED that the Town Engineer shall execute a "Notice to Destroy Weeds" in the form set forth in Section 11.20.020(b) and shall cause the same to be published and posted in the manner prescribed by Section 11.20.020(c).
BE IT FURTHER RESOLVED that on the 3rd day of February 2026 at a meeting of the Town Council beginning at 7:00 p.m. in the Council Chambers of the Civic Center, 110 E. Main Street, Los Gatos, California, and via Teleconference, a public hearing will be held during which all property owners in the Town of Los Gatos having any objections to the proposed destruction or removal of such weeds will be heard and given due consideration.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the ______ day of __________, 2025 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
_______________________________
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
___________________________________
TOWN CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ITEM NO. 2.
Situs APN
2026 WEED ABATEMENT PROGRAM
LOS GATOS
COMMENCEMENT REPORT
1 831 POLLARD RD 406-26-0112 CALLE 409-04-0493 CALLE 409-04-0524 WEDGEWOOD AV 409-08-0015 17351 WEDGEWOOD AVE 409-14-0176 14344 LA RINCINADA DR 409-14-0197 14330 LA DR 409-14-0208 14341 BROWNS LN 409-14-0359 17631 WEDGEWOOD AVE 409-17-01010 103 SPORLEDER CT 409-24-03511 109 SPORLEDER CT 409-24-03612 110 SPORLEDER CT 409-24-03713 104 SPORLEDER CT 409-24-03814 14810 CLARA ST 409-25-03015 14821 GOLF LINKS DR 409-27-00516 14885 LA RINCINADA DR 409-32-00417 14635 GOLF LINKS DR 409-46-02518 215 DRAKES BAY AV 421-27-01819 16245 BURTON RD 424-06-11520 BURTON RD 424-06-11621 14823 LOS GATOS BL 424-07-06522 14990 TERRENO DE LN 424-10-00423 14926 LOS GATOS BL 424-10-00924 14911 NATIONAL AVE 424-10-058 24 records of 80 Santa Clara County Weed Abatement Program Page 1
EXHIBIT A
ITEM NO. 2.
Situs APN
2026 WEED ABATEMENT PROGRAM
LOS GATOS
COMMENCEMENT REPORT Exhibit A
25 142 LESTER LN 424-13-06126 16171 SUN RAY DR 424-19-07027 15710 WINCHESTER BLV 424-27-01328 17094 SUMMIT WY 424-30-03729 WOOD RD 510-46-00630 WOOD RD 510-46-00731 110 WOOD RD 510-47-03832 138 WOOD RD 510-47-04433 148 HILLBROOK DR 523-11-01834 120 HILLBROOK DR 523-11-02535 15839 DEL CERRO CT 523-24-03636 UNION AVE 523-42-01137 72 DRYSDALE DR 527-02-00738 101 DRYSDALE DR 527-04-00839 15777 SHADY LN 527-05-00540 15980 SHORT RD 527-06-00941 CAMINO DEL42 CAMINO DEL 16065 CAMINO DEL
527-08-001527-08-002
43 527-08-00344 16045 CAMINO DEL 527-08-00945 15626 FRANCIS OAKS WA 527-10-00246 15401 FRANCIS OAKS WA 527-11-00347 16300 GREENRIDGE TR 527-12-00348 15460 FRANCIS OAKS WA 527-13-005 48 records of 80 Santa Clara County Weed Abatement Program Page 2 Page 16 ITEM NO. 2.
Situs APN
2026 WEED ABATEMENT PROGRAM
LOS GATOS
COMMENCEMENT REPORT Exhibit A
49 16084 GREENRIDGE TER 527-15-00250 401 SURMONT DR 527-20-00251 110 BELVALE DR 527-30-02052 125 BELVALE DR 527-30-02853 175 BELWOOD GAT 527-30-03254 14841 BLOSSOM HILL RD 527-42-00355 310 SANTA ROSA DR 527-55-03656 615 BLOSSOM HILL RD 529-16-02657 401 ALBERTO WY 529-23-01858 30 RESERVOIR RD 529-29-06659 39 RESERVOIR RD 529-33-02260 63 HIGHLAND AVE 529-36-04461 140 FOSTER RD 529-37-01562 TOURNEY RD 529-39-04763 16461 S KENNEDY RD 532-17-02764 16481 S KENNEDY RD 532-17-02865 150 BROOKE DR 532-18-03966 17511 PHILLIPS AV 532-39-00967 17435 PHILLIPS AVE 532-39-01368 15310 KENNEDY RD 537-15-00169 233 FORRESTER RD 537-21-01070 135 WOODED VIEW 537-23-04271 15876 SHANNON RD 537-26-00972 15780 SHANNON RD 537-26-016 72 records of 80 Santa Clara County Weed Abatement Program Page 3 Page 17 ITEM NO. 2.
Situs APN
2026 WEED ABATEMENT PROGRAM
LOS GATOS
COMMENCEMENT REPORT Exhibit A
73 15760 SHANNON RD 537-26-01874 209 FORRESTER RD 537-28-00575 15975 CERRO VISTA DR 537-30-00776 16380 HARWOOD RD 567-18-06877 16220 HARWOOD RD 567-18-07678 104 ALMOND LN 567-18-077 80 records of 80 Santa Clara County Weed Abatement Program Page 4 79 15470 SANTELLA DR 527-12-010
80 16510 KENNEDY RD 532-17-025
ITEM NO. 2.
PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/02/2025
ITEM NO: 3
DATE: December 2, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Third Amendment to an Agreement for Services with OpenGov, Inc., for an Amount Not to Exceed $401,214.79
RECOMMENDATION: Authorize the Town Manager to execute a Third Amendment to the Agreement for Services with OpenGov, Inc. for Enterprise Asset Management Services and Procurement Suite Services renewable annually, for an amount not to exceed $401,214.79.
FISCAL IMPACT:
This amendment increases the prior annual service level total through expanded enterprise access and domain modules, as detailed in Exhibit D. Funding for the software services was appropriated in the Adopted 2025-26 Operating Budget for Parks and Public Works Administration Program (5101-63332) and Information Technology (2501-63332). Future year expenditures are dependent on annual budget appropriation and may be adjusted during the annual budget development process.
STRATEGIC PRIORITY:
This action supports the Strategic Priorities regarding prudent financial management. Town staff is working with OpenGov software to create more efficient and streamlined processes for bidding and contract management. Parks and Public Works staff use the Asset Management / Cartegraph system for work order management and optimization of work.
ITEM NO. 3.
PAGE 2 OF 3
SUBJECT: Third Amendment to Agreement for Services with OpenGov, Inc.
DATE: December 2, 2025
BACKGROUND:
In 2004, the Town of Los Gatos entered into an agreement with Cartegraph for software related to the management of parks and public works operations. This software has been in continuous use within the Department of Parks and Public Works since that time.
In 2019, the Town entered into a five-year agreement with Cartegraph for services through December 31, 2024. In 2022, Cartegraph was acquired by OpenGov, Inc.
On November 21, 2023, the Town Council approved execution of an agreement with OpenGov through December 29, 2024, to add the Procurement Suite. Parks and Public Works (PPW) proposed this implementation to achieve efficiency and consistency regarding procurement and contract management. The system provides centralized document management with automatic reminders and the ability to track spending, insurance, and change requests.
On November 19, 2024, the Town Council approved a new agreement with OpenGov Inc. that brought the Enterprise Asset Management and Procurement modules under one contract, effective December 30, 2024, through December 29, 2025, for a total agreement amount of $66,355.59 with four one-year options to renew pending budget appropriation.
On May 20, 2025, the Town Council approved the First Amendment to the Agreement for Services with OpenGov, Inc. for a Request Management and eSignature Add-On to support the existing procurement system services in an amount of $11,448.72 for a total agreement amount not to exceed $77,804.31.
On October 7, 2025, a Second Amendment was taken to the Town Council for approval but was not executed because the proposal from OpenGov incorrectly listed “Procurement Expert Services: Elevate” instead of “Professional Services” as the service that would replace the “Request Management” services previously contracted for. This error prevented the Town from finalizing the amendment and initiating services under that version.
On November 4, 2025, a revised Second Amendment was taken to the Town Council to correct the description of services being provided by OpenGov for the remainder of 2025. This revised Second Amendment corrected the inaccurate description of services, which had listed “Procurement Expert Services: Elevate” instead of “Professional Services,” preventing execution of the prior version. The revised version was approved and corrected in the service language, but did not finalize long-term service costs, which are resolved through the recommended Third Amendment.
DISCUSSION:
This third amendment to the Agreement for Services will allow staff to continue using the OpenGov systems. The amendment renews the services the Town currently uses but converts the Asset Management software to an enterprise system with unlimited users. This will provide additional user access across PPW work groups, supporting improved operational efficiency and
ITEM NO. 3.
PAGE 3 OF 3
SUBJECT: Third Amendment to Agreement for Services with OpenGov, Inc.
DATE: December 2, 2025
coordination across maintenance divisions. Additionally, aligning the contract term with the Town’s fiscal year simplifies budgeting and reduces the administrative workload associated with mid-year renewals.
This amendment also converts the time of services and compensation to match the Town’s fiscal year, rather than the calendar year, as is currently the case. The initial renewal period covers December 31, 2025, through June 30, 2026; future renewals would occur on July 1 of each year.
Future years of the agreement will depend on budget appropriations, but this third amendment clearly defines the anticipated future costs as follows:
December 31, 2025 – June 30, 2026: $42,693.14
July 1, 2026 – June 30, 2027: $89,167.01
July 1, 2027 – June 30, 2028: $93,625.30
July 1, 2028 – June 30, 2029: $97,925.03
CONCLUSION:
Town Council authorization of this amendment will allow staff to continue working with the OpenGov software suite to optimize operations.
COORDINATION:
This staff report was coordinated with the Finance Department, Information Technology, the Town Attorney’s Office, and the software provider, OpenGov.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Third Amendment to Agreement with Exhibit D - OpenGov
2. Second Amendment for Services with Exhibit C - OpenGov
3. First Amendment to Agreement with Exhibit B - OpenGov
4. Original Agreement for Services with Exhibit A - OpenGov
ITEM NO. 3.
THIRD AMENDMENT TO AGREEMENT FOR SERVICES
OpenGov Inc.
PREAMBLE
This Third Amendment to Agreement for Services is dated for identification on this 2nd day of December 2025, and amends that certain Agreement for Services dated November 19, 2024, and amended by the First Amendment dated April 15, 2025, and the Second Amendment dated October 22, 2025 made by and between the Town of Los Gatos (“Town”) and OpenGov, Inc. (“Service Provider”), identified as a C Corporation and whose address is 660 3rd Street, Suite 100, San Francisco, CA 94107.
I. RECITALS
A. Town and Service Provider entered into Agreement for Services on November 19, 2024 (“Agreement”).
B. Town and Service Provider executed a First Amendment to the Agreement on May 29, 2025 (“First Amendment”).
C. Town and Service Provider executed a Second Amendment to the Agreement on November 10, 2025 (“Second Amendment”).
D. Town desires to extend its use of the software services provided by Service Provider.
II. AMENDMENT
1. Section 2.1 Scope of Services is amended to add the following:
Service Provider shall provide services as described in that certain Proposal/Order Form Number Q-12470 dated November 12, 2025, which is hereby incorporated by reference and attached as Exhibit D.
2. Section 2.6 Compensation is to be replaced in its entirety with the following:
Compensation for services prior to December 30, 2025 shall not exceed $77,804.31 per the First and Second Amendments. Future Compensation shall not exceed the following:
December 30, 2025 – June 30, 2026: $42,693.14
July 1, 2026 – June 30, 2027: $89,167.01
July 1, 2027 – June 30, 2028: $93,625.30
July 1, 2028 – June 30, 2029: $97,925.03
Payment shall be contingent on budget appropriations and annual amendments of the agreement executed by July 1 of each contract year starting in 2026. Total compensation for agreement shall not exceed $401,214.79.
3. All other terms and conditions of the Agreement remain in full force and effect.
ATTACHMENT 1 Page 22
ITEM NO. 3.
IN WITNESS WHEREOF, the Town and Service Provider have executed this Amendment.
Town of Los Gatos by:
Chris Constantin, Town Manager
OpenGov, Inc. by:
___________________________________
Sam Kramer, Chief Finance Officer
Recommended by:
______________________________________
Nicolle Burnham, Director of Parks and Public Works
Approved as to Form:
______________________________________
Gabrielle Whelan, Town Attorney
EXHIBITS
Exhibit D – Proposal/Order Form Q-12470 dated 11/12/2025
ITEM NO. 3.
OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-12470 Prepared By: Beverly Dea
Created On: 11/12/2025 Email: [email protected]
Order Form Expiration: 12/12/2025 Contract Term: 42 Months Subscription Start Date: 12/30/2025
Subscription End Date: 06/30/2029
Customer Information:
Customer: Town of Los Gatos, CA Contact Name: Kinjal Buch Bill To/Ship To: 110 E. Main St Email: [email protected] Los Gatos, California Phone: 4083995756
95030
United States
Order Details:
Billing Frequency: Prepaid
Payment Terms: Net 30 Days
SOFTWARE SERVICES:
Product Name Start Date End Date Annual Fee
Asset Management 12/30/2025 06/30/2026 $6,925.93
Contract eSignatures 12/30/2025 06/30/2026 $392.61
Facilities Domain 12/30/2025 06/30/2026 $4,120.73
OpenGov Core Procurement and Contracts 12/30/2025 06/30/2026 $6,188.61 Orange Advantage 12/30/2025 06/30/2026 $5,765.84
Parks & Recreation Domain 12/30/2025 06/30/2026 $3,846.74 Signal Domain 12/30/2025 06/30/2026 $3,572.51
ITEM NO. 3.
Stormwater Domain 12/30/2025 06/30/2026 $3,846.74
Systems Integration Support 12/30/2025 06/30/2026 $230.63 Transportation Domain 12/30/2025 06/30/2026 $4,120.73
Walkability Domain 12/30/2025 06/30/2026 $3,682.07
Asset Management 07/01/2026 06/30/2027 $14,465.18
Contract eSignatures 07/01/2026 06/30/2027 $820.00
Facilities Domain 07/01/2026 06/30/2027 $8,606.38
OpenGov Core Procurement and Contracts 07/01/2026 06/30/2027 $12,925.24 Orange Advantage 07/01/2026 06/30/2027 $12,042.28
Parks & Recreation Domain 07/01/2026 06/30/2027 $8,034.13 Signal Domain 07/01/2026 06/30/2027 $7,461.40
Stormwater Domain 07/01/2026 06/30/2027 $8,034.13
Systems Integration Support 07/01/2026 06/30/2027 $481.69 Transportation Domain 07/01/2026 06/30/2027 $8,606.38
Walkability Domain 07/01/2026 06/30/2027 $7,690.20
Asset Management 07/01/2027 06/30/2028 $15,188.44
Contract eSignatures 07/01/2027 06/30/2028 $861.00
Facilities Domain 07/01/2027 06/30/2028 $9,036.70
OpenGov Core Procurement and Contracts 07/01/2027 06/30/2028 $13,571.46
ITEM NO. 3.
Orange Advantage 07/01/2027 06/30/2028 $12,644.39
Parks & Recreation Domain 07/01/2027 06/30/2028 $8,435.83 Signal Domain 07/01/2027 06/30/2028 $7,834.47
Stormwater Domain 07/01/2027 06/30/2028 $8,435.83
Systems Integration Support 07/01/2027 06/30/2028 $505.78 Transportation Domain 07/01/2027 06/30/2028 $9,036.69
Walkability Domain 07/01/2027 06/30/2028 $8,074.71
Asset Management 07/01/2028 06/30/2029 $15,885.97
Contract eSignatures 07/01/2028 06/30/2029 $900.54
Facilities Domain 07/01/2028 06/30/2029 $9,451.70
OpenGov Core Procurement and Contracts 07/01/2028 06/30/2029 $14,194.74 Orange Advantage 07/01/2028 06/30/2029 $13,225.08
Parks & Recreation Domain 07/01/2028 06/30/2029 $8,823.25 Signal Domain 07/01/2028 06/30/2029 $8,194.26
Stormwater Domain 07/01/2028 06/30/2029 $8,823.25
Systems Integration Support 07/01/2028 06/30/2029 $529.00 Transportation Domain 07/01/2028 06/30/2029 $9,451.70
Walkability Domain 07/01/2028 06/30/2029 $8,445.54
Customer Billing/Service Periods:
Period: Total:
ITEM NO. 3.
12/30/2025 $42,693.14
07/01/2026 $89,167.01
07/01/2027 $93,625.30
07/01/2028 $97,925.03
Order Form Legal Terms:
This Order Form incorporates and is made part of the Agreement for Services between Customer and OpenGov dated 11/19/24, as amended ("Agreement").
If Professional Services are purchased, the Statement of Work is incorporated by reference.
Fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice.
By signing this Order Form, Customer acknowledges and agrees to these Legal Terms.
Town of Los Gatos, CA: OpenGov, Inc.
Signature:
____________________________
Signature:
____________________________
Name:
____________________________
Name:
____________________________
Title:
____________________________
Title:
____________________________
Date:
____________________________
Date:
____________________________
ITEM NO. 3.
AMENDMENT TO AGREEMENT FOR SERVICES
PREAMBLE
This Second Amendment to Agreement for Services is dated for identification on this 22nd day of October 2025, and amends that certain Agreement for Services dated November 19, 2024, and amended by the First Amendment dated April 15, 2025, made by and between the Town of Los Gatos (“Town”) and OpenGov, Inc. (“Service Provider”), identified as a C Corporation and whose address is 660 3rd Street, Suite 100, San Francisco, CA 94107.
I. RECITALS
A. Town and Consultant entered into Agreement for Services on November 19, 2024 (“Agreement”).
B. Town and Consultant executed a First Amendment to the Agreement on April 15, 2025 (“First Amendment”).
C. Town desires to amend the Agreement to revise the scope of services without increasing the compensation of the Agreement.
II. AMENDMENT
1. Section 2.1 Scope of Services is amended to add the following:
Service Provider shall provide services as described in that certain Proposal/Order Form Number Q-11947.2 dated October 17, 2025, which is hereby incorporated by reference and attached as Exhibit C and replaces and supersedes the prior Exhibit B Order Form Number Q-07800 executed May 29, 2025, as amended.
2. Section 2.6 Compensation is to be replaced in its entirety with the following:
Compensation for services for the dates December 30, 2024, to December 29, 2025, shall be the original agreement amount of $66,355.59, increased by $11,448.72 pursuant to the First Amendment, for a total agreement amount not to exceed $77,804.31. No additional compensation is authorized by this Second Amendment.
3. All other terms and conditions of the Agreement remain in full force and effect.
ATTACHMENT 2 Page 28
ITEM NO. 3.
IN WITNESS WHEREOF, the Town and Service Provider have executed this Amendment.
Town of Los Gatos by:
__________________________________
Chris Constantin, Town Manager
OpenGov, Inc. by:
__________________________________
Sam Kramer, Chief Finance Officer
Recommended by:
__________________________________
Nicolle Burnham,
Director of Parks and Public Works
Approved as to Form:
__________________________________
Gabrielle Whelan, Town Attorney
EXHIBITS
Exhibit C – Proposal/Order Form Q-11947.2 dated October 17, 2025
ITEM NO. 3.
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ITEM NO. 3.
Docusign Envelope ID: 78D8379A-447E-4A97-BE19-823F0C5086BD
FIRST AMENDMENT TO AGREEMENT
PREAMBLE
This First Amendment to Agreement for Services is dated for identification on this 15th day of April 2025, and amends that certain Agreement for Services dated November 19, 2024, made by and between the Town of Los Gatos, {"Town,") and the OpenGov, Inc. ("Service Provider") identified as an C Corporation and whose address is 660 3rd Street, Suite 100 San Francisco CA 94107.
I. RECITALS
A. Town and Consultant entered into Agreement for Services Agreement on November 19, 2024, ("Agreement"), a copy of which is attached hereto and incorporated by reference as Exhibit A to this Agreement.
B. Town desires to amend the Agreement to add to the scope of services and to increase the compensation of the Agreement.
II. AMENDMENT
1. 2.1 Scope of Services is amended to add the following:
Service Provider shall provide services as described in that certain Proposal dated May 2, 2025, which is hereby incorporated by reference and attached as Exhibit B.
2. 2.6 Compensation is to be replaced in its entirety with the following:
Compensation for services for the dates December 30, 2024 to December 29, 2025 shall be the original agreement amount of $66,355.59, increased by $11,448.72 for an agreement amount not to exceed $77,804.31. All invoice amounts, including exercised option years (pending budget appropriation and extension of the agreement) shall be invoiced in the amounts further described in the applicable Order Form {"Exhibit A and B").
3. All other terms and conditions of the Agreement remain in full force and effect.
First Amendment to Agreement for Services
OpenGov, Inc.
ITEM NO. 3.
Docusign Envelope ID: 78D8379A-447E-4A97-BE19-823F0C5086BD IN WITNESS WHEREOF, the Town and Service Provider have executed this Amendment.
Town of Los Gatos by:
If Signed by:
��F�0r�;t�� 5/29/2025
OpenGov, Inc. by:
043308530DE4424 ...
5/23/2025
Chris Constantin, Town Manager Joe Lane, Sr. Director, Finance & Strategy Recommended by:
Nicolle Burnham,
Director of Parks and Public Works
Approved as to Form:
Gabrielle Whelan, Town Attorney
Attest:
Wendy Wood, CMC, Town Clerk
First Amendment to Agreement for Services
OpenGov, Inc.
5/27/2025
5/28/2025
5/29/2025
ITEM NO. 3.
OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-07800 Prepared By: Jonathan Stone
Created On: 05/02/2025 Email: [email protected]
Order Form Expiration: 05/23/2025 Contract Term: 55 Months Subscription Start Date: 05/30/2025
Subscription End Date: 12/29/2029
Customer Information:
Customer: Town of Los Gatos, CA Contact Name: Kinjal Buch Bill To/Ship To: 110 E. Main St Email: [email protected] Los Gatos, California Phone: +1 4083995756
95030
United States
Order Details:
Billing Frequency: Upfront
Payment Terms: Net 30 Days
SOFTWARE SERVICES:
Product Name Start Date End Date Annual Fee
Contract eSignatures 05/30/2025 12/29/2025 $432.18
Request Management 05/30/2025 12/29/2025 $4,320.54
Contract eSignatures 12/30/2025 12/29/2026 $777.92
Request Management 12/30/2025 12/29/2026 $7,776.97
Contract eSignatures 12/30/2026 12/29/2027 $816.82
Request Management 12/30/2026 12/29/2027 $8,165.81
Contract eSignatures 12/30/2027 12/29/2028 $857.66
EXHIBIT B
Docusign Envelope ID: 78D8379A-447E-4A97-BE19-823F0C5086BD
ITEM NO. 3.
Request Management 12/30/2027 12/29/2028 $8,574.11
Contract eSignatures 12/30/2028 12/29/2029 $900.54
Request Management 12/30/2028 12/29/2029 $9,002.81
PROFESSIONAL SERVICES:
Product Name Start Date Description Fee
Professional Services
Deployment - Time and
Materials Billed Monthly
as Incurred
05/30/2025 Professional Services Deployment - Estimated Time and Materials Billed Monthly as Incurred $6,696.00
Professional Services Total: $6,696.00
Customer Billing/Service Periods:
Period: Total:
05/30/2025 $11,448.72
12/30/2025 $8,554.89
12/30/2026 $8,982.63
12/30/2027 $9,431.77
12/30/2028 $9,903.35
Order Form Legal Terms:
This Order Form incorporates the Agreement for Services between the parties dated November 19, 2024.
The "Agreement" consists of the Order Form(s), Agreement for Services, and, if Professional Services are purchased, the Statement of Work.
Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice.
By signing this Order Form, Customer acknowledges that it has reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms.
Hours will be billed upon completion on a time and material basis at a rate of $215.00 per hour. Actual charges may exceed the provided estimate under Time and Materials billing, The final amount billed will reflect the actual hours utilized.
Docusign Envelope ID: 78D8379A-447E-4A97-BE19-823F0C5086BD
ITEM NO. 3.
Town of Los Gatos, CA: OpenGov, Inc.
Signature:
____________________________
Signature:
____________________________
Name:
____________________________
Name:
____________________________
Title:
____________________________
Title:
____________________________
Date:
____________________________
Date:
____________________________
Docusign Envelope ID: 78D8379A-447E-4A97-BE19-823F0C5086BD
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
AGREEMENT FOR SERVICES
PREAMBLE
THIS AGREEMENT is dated for identification on this 19th day of November 2024 by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and OpenGov, Inc. (“Service Provider”), identified as a C Corporation and whose address is 660 3rd Street, Suite 100, San Francisco CA 94107. This Agreement is made with reference to the following facts.
I. RECITALS
Town sought quotations for the services described in this Agreement, and Service Provider was found to be the lowest responsible supplier for this purchase.
Service Provider represents and affirms that it is willing to perform the desired work pursuant to this Agreement.
Town desires to engage Service Provider to provide new contract for Enterprise Asset Management program (Cartegraph) services and Procurement Suite services provided by OpenGov, Inc.
Service Provider warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Service Provider acknowledges Town has relied upon these warranties to retain Service Provider.
II. AGREEMENTS
2.1 Scope of Services. Service Provider shall provide services as described in that certain Proposal Order Form for the period of December 30, 2024 through December 29, 2025 sent to the Town on September 6, 2024, which is hereby incorporated by reference and attached as Exhibit A.
2.2 Term and Time of Performance. The effective date of this Agreement shall begin December 30, 2024 through December 29, 2025, with four one-year options to extend the agreement.
2.4 Sole Responsibility. Service Provider shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.
2.5 Intentionally Omitted.
2.6 Compensation: Compensation for services for the dates December 30, 2024 to December 29, 2025 are in the amount not to exceed $ $66,355.59, inclusive of all costs. All invoice amounts, including exercised option years (pending budget appropriation and extension of the agreement). Including option years, shall be invoiced in the amounts further described in the applicable Order Form (“Exhibit A”).
Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60 ATTACHMENT 4
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
2.7 Billing. Billing shall be annually by invoice within thirty (30) days of the execution of this Agreement.
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
Email (preferred): [email protected]
2.8 Availability of Records. Service Provider shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Service Provider shall make these records available to authorized personnel of the Town at the Service Provider offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Service Provider. No portion of these services shall be assigned or subcontracted without the written consent of the Town, which shall not be unreasonably withheld.
2.10 Independent Contractor. It is understood that the Service Provider, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Service Provider may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Service Provider agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Service Provider shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Service Provider or is based on allegations of Service Provider's negligent performance or wrongdoing.
2.11 Conflict of Interest. Service Provider understands that its professional responsibilities are solely to the Town. The Service Provider has and shall not obtain any holding or interest within the Town of Los Gatos. Service Provider has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Service Provider warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Service Provider shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person Service Provider discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement Service Provider shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.
2.12 Equal Employment Opportunity. Service Provider warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Service Provider nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Service Provider agrees to have and maintain, for the duration of the contract, General Liability insurance policies in an amount not less than: two million dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage.
ii. Service Provider agrees to have and maintain, for the duration of the contract, Cyber Liability insurance for limits no less than $2,000,000 per occurrence or claim, and $4,000,000 in the aggregate.
Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant in this contract.
The policy(ies) shall include coverage for claims involving security breach, business interruption, cyber extortion, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, and damage to or destruction of electronic information.
The policy(ies) shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
iii. Service Provider agrees to have and maintain, for the duration of the contract, Technology Errors and Omissions Liability insurance in an amount of $2,000,000 per occurrence or claim, and $4,000,000 in the aggregate sufficient to Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
insure Consultant for technological errors or omissions in the performance of the particular scope of work under this contract.
iv. Service Provider shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Service Provider agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
3.2 General Liability:
i. The Town, its elected and appointed officials, employees, and agents are to be covered as additional insureds as respects: commercial general liability policy to cover liability arising out of activities performed by or on behalf of the Service Provider.
ii. The Service Provider's insurance coverage shall be primary insurance as respects the Town, its elected and appointed officials, employees, and agents with respect to this contract. Any insurance or self-insurances maintained by the Town, its officers, officials, or employees shall be excess of the Service Provider's insurance and shall not contribute with it.
iii. Intentionally Omitted.
iv. The Service Provider's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.
3.3 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk.
3.4 Workers’ Compensation. In addition to these policies, Service Provider shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Service Provider shall ensure that all subcontractors employed by Service Provider provide the required Workers' Compensation insurance for their respective employees. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
3.5 Indemnification. The Service Provider shall save, keep, hold harmless and indemnify and defend the Town its elected and appointed officials, agents, and employees (“Indemnitees") from all third party claims for damages, liabilities, penalties, costs, or expenses (including attorneys’ fees) in law or equity that may at any time arise or be set up because of damages to Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
property or personal injury received by reason of a material breach of this Agreement or in the course of performing work which may be occasioned by a grossly negligent act or omissions of the Service Provider, or any of the Service Provider's officers, employees, or agents or any subcontractor. Service Provider’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such damages or liabilities are caused by the sole or active negligence or willful misconduct of Indemnitees.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. If either party materially breaches any term of this Agreement and fails to cure such breach within 30 days after receiving written notice by the non-breaching party (10 days in the case of non-payment), the non-breaching party may terminate this Agreement.
4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Service Provider.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal.
4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to:
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
OpenGov, Inc.
660 3rd Street, Suite 100
San Francisco CA 94107
or personally delivered to Service Provider to such address or such other address as Service Provider designates in writing to Town.
4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings.
4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Service Provider. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party.
4.9 Severability. The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the other provisions unenforceable, invalid or illegal.
4.10 Contract Interpretation. Each party acknowledges that it has reviewed this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement.
4.11 Counterparts. The Parties may execute this Agreement in two or more counterparts, which shall, in the aggregate, be deemed an original but all of which, together, shall constitute one and the same instrument. A scanned, electronic, facsimile or other copy of a party’s signature shall be accepted and valid as an original.
4.12 Warranty of Authority. The signatories to this Agreement warrant and represent that each is authorized to execute this Agreement and that their respective signatures serve to legally obligate their respective representatives, agents, successors and assigns to comply with the provisions of this Agreement.
Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
Agreement for Services
OpenGov, Inc.
IN WITNESS WHEREOF, the Town and Service Provider have executed this Agreement.
Town of Los Gatos by:
________________________________________
Chris Constantin, Town Manager
OpenGov, Inc. by:
________________________________________
Sam Kramer, SVP of Finance
Recommended by:
________________________________________
Nicolle Burnham,
Director of Parks and Public Works
Approved as to Form:
________________________________________
Gabrielle Whelan, Town Attorney
Attest:
________________________________________
Wendy Wood, CMC, Town Clerk
Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60 11/27/2024
12/2/2024
12/4/2024
12/6/2024
12/6/2024
ITEM NO. 3.
OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
OG-00CA2521
4/12/2024 Marguerite Kuntz
7/30/2024 [email protected]
7/31/2024 Prorated + 12 Months
12/29/2025
Town of Los Gatos, CA Kinjal Buch
110 E. Main St
Los Gatos, California 95030
United States
[email protected]
Annually in Advance
Net Thirty (30) Days
Product / Service Start Date End Date Annual Fee
Orange Advantage 7/31/2024 12/29/2024 $2,916.67
Orange Advantage 7/31/2024 12/29/2024
OMS Plus, OMS User (25 Users), Internal Requests, Asset Condition Manager and Adv Inspections, Automation Manager, Facilities Domain, Parks & Recreation Domain, Signal Domain, Stormwater Domain, Transportation Domain, Walkability Domain, Systems Integration Support, Orange Advantage 12/30/2024 12/29/2025 $48,600.01
OpenGov Procurement 12/30/2024 12/29/2025 $17,755.58
See Service Terms
July 31, 2024 $0.00
December 30, 2024 $66,355.59
December 30, 2025 $68,371.07
December 30, 2026 $73,157.04
December 30, 2027 $76,814.89
December 30, 2028 $80,655.63
"This Order Form incorporates the OpenGov Master Services Agreement (""MSA"") attached here or available at https://opengov.com/terms-of-service/master-services-agreement/.
The ""Agreement"" between OpenGov and the entity identified above (""Customer"") consists of the Order Form, MSA, and, if Professional Services are purchased, the Statement of Work.
Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice.
By signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms.
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
Order Form Number:
Created On: Prepared By:
Order Form Expiration: Email:
Subscription Start Date: Contract Term:
Subscription End Date:
Customer: Contact Name:
Bill To/Ship To: Email:
Billing Frequency:
Payment Terms:
SOFTWARE SERVICES:
Annual Subscription Total:
Serivce Terms
Service Date: Amount:
Town of Los Gatos, CA OpenGov, Inc.
Customer Information
Order Details
Order Form Legal Terms
PRORATED TO ALIGN TO 12/30/2024
ONE TIME CREDIT FOR PRORATED PERIOD ($2,916.67)
(Prorated to Align to 12/30/2024 + One Time Credit for Prorated Period) (Annual Software Fee)
(Optional Auto Renewal Term 1)
(Optional Auto Renewal Term 2)
(Optional Auto Renewal Term 3)
(Optional Auto Renewal Term 4)
Exhibit A
Docusign Envelope ID: 62AD5440-B646-4767-A09C-5773DE0D0C60
ITEM NO. 3.
PREPARED BY: Tyler Thomas
Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/02/2025
ITEM NO: 4
DATE: December 02, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Agreement for Consultant Services with Dudek for the Preparation of an Urban Forest Management Plan for an Amount Not to Exceed $243,810 and Approve Revenue and Expenditure Budget Adjustments in the Amount of $243,810 RECOMMENDATION: Authorize the Town Manager to execute an Agreement for Consultant Services with Dudek for the preparation of an Urban Forest Management Plan for an amount not to exceed $243,810 and approve revenue and expenditure budget adjustments in the amount of $243,810 to the Parks and Public Works Streets Program (5401) revenue (1115401-48621) and expenditure (1115401-63219) accounts from the available Town Tree Fund.
FISCAL IMPACT:
The fiscal impact associated with execution of the agreement is a transfer of $243,810 from the Town Tree Fund to the Parks and Public Works Streets Program for street tree revenue (1115401-48621) and special studies expenditure (1115401-63219) budgets. As of September 30, 2025, the Town Tree Fund had a balance of $967,364, which is sufficient to support the proposed transfer. The fiscal impact associated with the execution of the agreement is a transfer of $243,810 from the Town Tree Fund to the Parks and Public Works Streets Program for the street tree revenue (1115401-48621) and special studies expenditure (1115401-63219) budgets. After the transfer is completed, the Town Tree Fund will have a remaining balance of $723,554.
The use of Tree Fund revenue is supported by Town Code Section 29.10.0985(2)(c), which allows expenditures for the Town’s “urban forestry management program,” and is consistent
ITEM NO. 4.
PAGE 2 OF 4
SUBJECT: Authorize the Town Manager to execute an agreement for consultant services with Dudek for the preparation of an Urban Forest Management Plan.
DATE: December 02, 2025
with the California Urban Forestry Act, which includes planning and adoption of urban forest management plans as an activity that falls within urban forestry management.
STRATEGIC PRIORITY:
This action supports the strategic priority of Community Character and Public Safety, by furthering the Town’s emergency preparedness, resiliency, and response capabilities.
BACKGROUND:
The Town currently maintains approximately 1,400 street trees and has been a certified Tree City USA community since 1980. However, the Town does not currently have a comprehensive, data-driven plan to guide tree management and future planting. Increasing community concerns regarding wildfire resilience, drought impacts, and tree canopy loss highlight the need for this plan. Staff has recognized this as a weakness in the administration of the Town’s tree program and in the management of the Town’s tree canopy.
On July 1, 2025, the Parks and Public Works Department issued a Request for Qualifications (RFQ) for consultant services to develop a Town-wide Urban Forest Management Plan (UFMP).
Eight qualified firms submitted proposals: ArborPro Inc., Davey Resource Group, Dudek, Eocene Environmental Group, Inc., PlanIT Geo, Spatial Informatics Group, TRC Engineers, Inc., West Coast Arborists, Inc.
After review of the qualification packages by the Parks and Public Works Director, the Superintendent of Public Works Operations, and the Planning Manager, Dudek and Davey Resource Group were ranked as the most qualified firms. After interviews with both firms, Dudek was selected as the most qualified firm based on experience with municipal urban forestry planning, community engagement, and canopy assessment technology.
DISCUSSION:
The Town currently does not have a formal, long-range plan in place to guide urban forestry policies, planting, maintenance, and resource allocation. The UFMP will address this gap by establishing a vision, goals, and actionable strategies to manage the urban forest in alignment with best practices and community values.
To facilitate the development of the UFMP, staff recommend entering into a consultant agreement (Attachment 1) with Dudek. Dudek will work collaboratively with staff, stakeholders, and the community to prepare a data-driven and community-informed plan.
The Urban Forest Management Plan will provide a strategic framework for the care, maintenance, and enhancement of the Town’s urban tree canopy. The consultant’s scope of work is included as Exhibit A to Attachment 1 and will include:
ITEM NO. 4.
PAGE 3 OF 4
SUBJECT: Authorize the Town Manager to execute an agreement for consultant services with Dudek for the preparation of an Urban Forest Management Plan.
DATE: December 02, 2025
A. Assessing the current health and condition of the existing tree canopy, its structure, diversity, and distribution; vulnerabilities to loss due to development, a changing climate, pests, and diseases, as well as measures to counteract these threats.
B. Evaluating how the Town is using available technology to manage the urban forest, and what data-driven approaches are available to enhance it.
C. Evaluating existing relationships with infrastructure owners (including, but not limited to, underground and overhead utilities) and their practices as they relate to the urban forest. Provide implementation methods to improve coordination and cooperation.
D. Analyzing relevant Town codes, policies, and ordinances that pertain to the urban forest, making recommendations for updates, additions, revisions, and improvements.
E. Assessing the current operational capacity to support the urban forest and recommending ways to maximize stewardship of the public urban forest.
F. Evaluating the existing legal arrangements in place that affect trees on private property and providing recommendations on incentivizing the protection of trees on private land.
G. Developing and implementing a Community Engagement Plan to gather input from stakeholders during the planning process, as well as recommendations to enhance community engagement, Town communications, outreach, and education on an ongoing basis. Utilize information gathered during the planning process in the UFMP.
H. Defining metrics to measure success and keep the plan updated and useful for the long term.
I. Strategizing actionable funding mechanisms to move towards a stronger, self-sustaining, urban forest program.
J. Desired final product: a written document, as well as a digital version, such as a story map.
K. Making recommendations regarding preferred trees for Town owned properties (streets and parks) that would enhance biodiversity while reducing long term maintenance burden.
L. Considering the Wildland Urban Interface (WUI), including tree maintenance in the WUI, and best management practices.
The UFMP will support Town objectives for climate resilience, environmental health, and longterm cost-effective management of public trees. Engaging a consultant with expertise in arboriculture and urban forestry planning is appropriate and will accelerate this technical work.
ITEM NO. 4.
PAGE 4 OF 4
SUBJECT: Authorize the Town Manager to execute an agreement for consultant services with Dudek for the preparation of an Urban Forest Management Plan.
DATE: December 02, 2025
CONCLUSION:
Staff recommends Town Council authorize the Town Manager to execute the Agreement for Consultant Services with Dudek to develop the Town’s Urban Forest Management Plan and approve associated budget adjustments from the Town Tree Fund to the Parks and Public Works Streets Program (5401) revenue (1115401-48621) and expenditure (1115401-63219) accounts.
COORDINATION:
This report was coordinated with the Finance Department, Town Attorney’s Office, and Town Managers’ Office.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Agreement for Consultant Services with Dudek
ITEM NO. 4.
AGREEMENT FOR CONSULTANT SERVICES
PREAMBLE
THIS AGREEMENT is dated for identification on 2nd day of December 2025 by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) Dudek, (“Consultant”), identified as an S Corporation and whose address is 687 S Coast Highway 101, Suite 110, Encinitas, CA 92024. This Agreement is made with reference to the following facts.
I. RECITALS
1.1 The Town desires to engage Consultant to provide Development of an Urban Forest Plan.
1.2 The Consultant represents and affirms that it is willing to perform the desired work pursuant to this Agreement.
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Consultant acknowledges Town has relied upon these warranties to retain Consultant.
II. AGREEMENTS
2.1 Scope of Services. Consultant shall provide services as described in that certain Proposal sent to the Town on October 30, 2025 , which is hereby incorporated by reference and attached as Exhibit A.
2.2 Term and Time of Performance. This contract will remain in effect from December 8, 2025 through December 31, 2027. Consultant shall perform the services described in this agreement as described in Exhibit A.
2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.
2.5 Information/Report Handling. All documents furnished to Consultant by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared
Agreement for Consultant Services Attachment 1.
Dudek Page 49
ITEM NO. 4.
Agreement for Consultant Services
Dudek
or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant.
2.6 Compensation. Compensation for Consultant's professional services shall be $243,810.00, inclusive of all costs. Payment shall be based upon Town approval of each task.
2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service. Invoices shall be based on percentage of work complete for each task. Invoices shall include the total fee for the task, the percentage of work complete, the charge for the current invoice and the overall charges to date for the project. A summary of tasks completed shall be provided.
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
Email (preferred): [email protected]
2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the Town.
ITEM NO. 4.
Agreement for Consultant Services
Dudek
2.10 Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing.
2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain any holding or interest within the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.
2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: two million dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage.
ITEM NO. 4.
Agreement for Consultant Services
Dudek
ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.
iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement.
General Liability:
i. The Town, its elected and appointed officials, employees, and, agents are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be primary insurance as respects the Town, its elected and appointed officials, employees, and agents. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers.
iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.
3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk.
3.3 Workers’ Compensation. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide
ITEM NO. 4.
Agreement for Consultant Services
Dudek
evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify and defend the Town its elected and appointed officials, agents, employees and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination.
4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Consultant.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal.
4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to:
ITEM NO. 4.
Agreement for Consultant Services
Dudek
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Dudek
687 S Coast Highway 101, Suite 110
Encinitas, CA 92024
or personally delivered to Consultant to such address or such other address as Consultant designates in writing to Town.
4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings.
4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party.
ITEM NO. 4.
Agreement for Consultant Services
Dudek
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
________________________________________
Chris Constantin, Town Manager
Dudek by:
________________________________________
Joseph Monaco , President & CEO
Recommended by:
________________________________________
Nicolle Burnham,
Director of Parks and Public Works
Approved as to Form:
________________________________________
Gabrielle Whelan, Town Attorney
Attachments:
A - Los Gatos Proposal_10-30-2025 (1)
ITEM NO. 4.
Exhibits List
A - Los Gatos Proposal_10-30-2025 (1)
ITEM NO. 4.
Exhibit A
Los Gatos Proposal_10-30-2025 (1)
ITEM NO. 4.
Prepared by:
Proposal for October 30, 2025
URBAN FOREST
MANAGEMENT
PLAN
TOWN OF LOS GATOS
Cover Letter 1/Project Approach 2/Qualifications of the Firm 3/References 4/Sample Projects Appendix A/Schedule Appendix B/Budget Appendix C/Resumes
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan ii
October 30, 2025
Tyler Thomas
Superintendent – Parks and Public Works
Town of Los Gatos
41 Miles Avenue
Los Gatos, CA 95030
Subject:Proposal Updates for the Town of Los Gatos Urban Forest Management Plan Dear Tyler:
Following the proposal interview for the Town of Los Gatos Urban Forest Management Plan (UFMP), Dudek has updated the scope and created a cost estimate for the UFMP project based on correspondence with Town staff. The updates to the scope from the original proposal include the following:
• Task 4.1 Tree Inventory Sustainability Assessment: the scope for this task was expanded to include conducting the sustainability analysis for up to 14 neighborhood or census block boundaries, rather than just conducting the analysis on a Town-wide basis.
• Task 4.8 (Optional) Neighborhood-Specific Tree Planting Palettes: we have added this new optional task to develop neighborhood- or district-specific tree planting palettes for up to 7 different boundaries.
• Task 4.9 (Optional) Wildland Urban Interface Assessment: we have added an additional subtask under this optional WUI task titled Task 4.9.2 Tree Maintenance in the WUI Best Practices, where we would provide guidance sheet with WUI street and park tree management best practices.
The remaining tasks and scope from the original proposal have not been changed.
A budget for the project is now included in the proposal as Appendix B on page 34. The budget for all tasks, including the optional tasks, is $243,810. If excluding the optional tasks, the budget is $208,170.
Thank you for considering our proposal and we look forward to collaborating with you on this project.
Sincerely,
Kevin Cullinen
Urban Forestry Project Manager
COVER LETTER
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan iii
COVER LETTER
TABLE OF CONTENTS
SECTIONS
Cover Letter...............................................................................................................................ii 1/Project Approach..................................................................................................................2 2/Qualifications of the Firm...............................................................................................20 3/References...........................................................................................................................28 4/Sample Projects.................................................................................................................30 TABLES
Table 1. Dudek Personnel Role, Education, and Certifications................................20 Table 2. Relevant Experience and Similar Projects.....................................................25 Table 3. References...............................................................................................................28
FIGURES
Figure 1. UFMP Principals.......................................................................................................2 Figure 2. Dudek Team Organization.................................................................................23
APPENDIX
A/Schedule...............................................................................................................................33 B/Budget..................................................................................................................................35 C/Resumes...............................................................................................................................37
ITEM NO. 4.
1 PROJECT APPROACH
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 2
1 PROJECT APPROACH
Dudek understands that the Town of Los Gatos (Town) is seeking qualified consultants to assist in the development of an urban forest management plan (UFMP). Dudek breaks down urban forest management planning into four main principles, as presented in Figure 1.
Figure 1. UFMP Principles
The following principles are essential in creating an effective UFMP:
• People: Ensuring that the values and perspective of the Town staff, elected officials, and community are reflected in the final UFMP
• Policies, Standards, and Integration: Creating alignment with broader Town goals and standards that can be consistently applied by current and future town staff • Urban Forest Resource: Analyzing the publicly managed tree inventory and Townwide canopy cover to ensure long-term tree retention and growth • Urban Forest Management: Understanding the human and financial resources needed to manage a sustainable urban forest
The following scope of work reflects how Dudek will integrate these planning principles into developing the Town’s UFMP.
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
FOREST
MANAGEMENT
PLAN
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 3
PROJECT APPROACH
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
FOREST
MANAGEMENT
PLAN
People are at the heart of every urban forest. Town staff contribute institutional knowledge, long-term perspective, and a deep commitment to public service, while residents, business owners, and local organizations bring diverse
lived experiences and priorities. Together, their insights ensure that the UFMP is grounded in operational realities, aligned with community values, and responsive to historic inequities in urban forest access and investment.
Task 1: Town Information Gathering, Team Meetings, & Project Management TASK 1.1 STAFF INTERVIEWS
The Dudek team will begin with a series of structured interviews with Town staff to ensure that the UFMP is grounded in the Town’s operational realities and informed by those who steward the urban forest daily. These conversations will be tailored to each department’s role in urban forestry and will focus on identifying current practices, challenges, and opportunities for improvement. We anticipate that up to eight meetings will be required for this task.
TASK 1.2 RIDE ALONG
Dudek will conduct a ride along for one day with the appropriate Town staff to gain firsthand insight into the day-to-day operations, workflows, and site-specific conditions. Dudek sees this as a foundational first step towards developing a real-world understanding of the urban forest, adding greater depth and nuance to our analysis.
TASK 1.3 PROJECT TEAM MEETINGS
We propose monthly virtual meetings between the Dudek team and Town staff to maintain alignment throughout the project. These meetings will be used to share progress updates, review draft materials, and ensure that the UFMP remains responsive to Town priorities. Following the project kickoff meeting, we will work with Town staff to establish a cadence and format that fits with the Town’s availability.
PEOPLE
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 4
PROJECT APPROACH
TASK 1.4 PROJECT MANAGEMENT AND QUALITY ASSURANCE
Dudek Project Manager Kevin Cullinen will track work progress, budgets, schedules, and deadlines throughout the duration of the project. He will lead the Dudek team on analysis parameters and Town priorities to ensure high-quality deliverables. He brings extensive experience collaborating with various organizations and will provide effective, timely project management for the Town, the Dudek team, and partnering entities.
Deliverables
• Dudek will conduct eight interviews with Town staff.
• Dudek will participate in one ride along with Town staff. • Dudek will facilitate monthly project team meetings, providing an agenda, follow-up meeting notes, and action items for the Town and Dudek team.
Task 2: Community Engagement
TASK 2.1 COMMUNITY ENGAGEMENT PLAN
Dudek’s approach to public engagement is rooted in accessibility, relevance, and creativity. We aim to meet people where they are, whether that is at a community event, in a park, or online, and create opportunities for meaningful input that feels approachable and worthwhile.
Dudek will partner with the Town in developing a community engagement plan that best serves the community and the Town. Dudek will leverage the Town’s takeaways during previous plan development projects, like the 2040 General Plan. Depending on how the Town evaluates the success of its prior engagement activities, we will either model our approach on those efforts, draw from Dudek’s extensive experience leading UFMP engagement, or pivot to a creative alternative tailored to the Town’s needs. Dudek will draft and submit a public outreach plan to the Town that will summarize all the planned outreach and engagement events and presentations within 3 months of the project kickoff meeting.
Dudek recognizes that generational and cultural differences influence how community members engage with information and provide feedback. To ensure inclusive participation, our engagement strategy spans a wide spectrum of outreach, from traditional methods like paper surveys and newspaper advertisements to contemporary tools such as emojibased surveys and social media outreach. Outreach materials will be multilingual.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 5
PROJECT APPROACH
TASK 2.2 IN-PERSON MEETINGS
Dudek will provide technical and facilitation support for each in-person engagement event. To maximize the value of each visit, in-person events will be strategically paired with other project tasks outlined in this proposal.
Three initial in-person events will be held during the information gathering phase. These events will be designed to collect input, build relationships, and spark curiosity about the Town’s urban forest. Each session will feature the following:
• Interactive displays tailored to local tree species and canopy trends • Hands-on activities such as “Tree Story Stations” where residents can share personal experiences with trees in their neighborhoods
• Multilingual materials (English and other prominent languages in the Town of Los Gatos) and guided discussions facilitated by Dudek staff trained in inclusive engagement
• Hard-copy surveys and visual preference boards that capture feedback from residents who may not engage online
Each event will be hosted in a different part of town to ensure geographic equity and to reach a diverse cross-section of residents. Locations will be selected in collaboration with Town staff to align with existing community events or venues with high engagement potential.
A fourth in-person event will be held during the public comment period for the draft UFMP. This session will present the following:
• Key findings from the inventory and canopy assessment • The draft vision, guiding principles, and proposed strategies • Opportunities for residents to ask questions, provide feedback, and submit written comments
Throughout the engagement process, residents will be invited to share their experiences with tree planting and maintenance on private property, as well as their observations of Town tree management. These insights will directly inform the UFMP’s recommendations for stewardship, equity, and long-term sustainability.
TASK 2.3 TECHNICAL ADVISORY COMMITTEE MEETINGS
Urban forest management within any town includes multiple actors across all levels of town staff, elected officials, community organizations, and community members, each playing a different role in creating a healthy urban forest. Dudek will assist the Town in assembling a technical advisory committee (TAC), designed to bring individuals together, and provide the community with a role in creating a UFMP that addresses the community’s needs. TAC members would be selected based on criteria developed by Dudek and the Town and in partnership with local partner organizations, to verify that a broad range of interested parties are represented. The objectives of the TAC meetings will be to develop a vision statement for the UFMP, understand community priorities, inform long-term goals and actions, and provide comment on draft versions of the UFMP.
Three virtual TAC meetings will be held throughout the development of the UFMP to complete these goals and objectives. Dudek will facilitate these meetings and share relevant research and information to assist in developing the UFMP goals.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 6
PROJECT APPROACH
• A shared vision for the Town’s urban forest
• Priority issues to address in the UFMP
• Short-, medium-, and long-term goals
• Public education needs and opportunities
• Feedback on the UFMP public draft
TASK 2.4 ONLINE SURVEY
Online surveys generally result in significantly higher public input than surveys conducted during in-person engagement and offers a broader range of input on specific questions of importance to the Town. To gather the maximum amount of public feedback, Dudek will develop and host an online survey using the Esri Survey 123 platform in both English and the second most prominent language spoken in the Town. Questions will consist of topics related to urban forest values, perceived benefits of trees, understanding of the current Town urban forestry ordinances and tree removal process, and ways the Town can support community tree planting efforts. Demographic questions will be included to ensure that the survey is equitably distributed and representative of the Town’s community members.
Hard copies of the survey will be printed out and made available at the in-person meetings.
A second version of the survey will be created to engage the younger population and will utilize an emoji-based, “one click”, mobile-friendly format. Results of the surveys will be compiled in an electronic file, summarized, and included in the UFMP.
TASK 2.5 MEDIA AND SUPPORTING MATERIALS
The Dudek Marketing and Graphic teams will prepare outreach materials that will communicate project insights and goals through infographics. Using input from key stakeholders and the Town, we will identify strategic media outlets for these outreach materials, such as local newspapers and television news outlets, YouTube, Instagram, Facebook, X (formerly Twitter), LinkedIn, TikTok, or the Town’s website, to engage the public in the UFMP process.
TASK 2.6 TOWN WEBPAGE
Dudek will create educational infographics and provide project updates to be added to the Town’s website to further enhance community education about the value of the Town’s trees and encourage participation in the Town urban forest program. Dudek’s web design services will help enhance urban forestry’s online presence and serve as a hub for all project updates, meeting notifications, UFMP documents, education materials, and urban forestry resources for residents.
Deliverables
• Community engagement plan
• Coordination and attendance at four in-person community events, and three virtual TAC meetings
• Online survey (English and Spanish) and summary of results • Outreach materials for community events (English and Spanish) • Social media content on UFMP process and public engagement opportunities • Community feedback report summarizing the statistical results of the in-person and virtual meetings and online survey
• Webpage for UFMP and related project information
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 7
PROJECT APPROACH
Urban forest practices are guided by municipal codes,
zoning ordinances, maintenance standards, and planning
documents. This context helps ensure that the UFMP aligns with current regulations and identifies opportunities for policy updates or new ordinances.
Task 3: Policy and Standards
TASK 3.1 REVIEW OF CODES, POLICIES, & ORDINANCES
Codes, policies, and ordinances are tools for encouraging accountability among private property owners and aligning individual actions with broader community goals. The level and effectiveness of regulation can vary widely between cities, and even wellintentioned ordinances may fall short of addressing on-the-ground realities. Over time, all comprehensive frameworks require refinement to stay relevant and effective, especially in the face of challenges like staff turnover, shifting council priorities, and inconsistent community compliance.
Dudek will review all relevant Town codes, policies, and ordinances that pertain to trees, the urban forest, and interconnected goals of the Town. This would include documents like the Town Municipal Code, Landscaping Policy, and Hillside Development Standards & Guidelines. After the review, we will provide recommended updates, edits, and areas for improvement. In addition to updating that outward-facing regulatory language, we also use our staff interviews to examine the internal processes of project review, code compliance practices, and implementation programs to ensure that the procedures outlined in the code are realistic and aligned with staff capacity. This dual focus helps ensure that the Town’s urban forest policies are well-written and are implementable and resilient over time.
TASK 3.2 SPECIFICATIONS AND STANDARDS REVIEW
For this task, Dudek’s International Society of
Arboriculture (ISA) Certified Arborists will review
existing Town standards related to urban forestry,
which may include tree planting, pruning, and spacing
requirements for Town-maintained trees. The goal is to
ensure that current practices are efficient, systematic, and aligned with industry standards in arboriculture
and urban forestry. Our evaluation will focus on
maximizing the long-term value of the urban forest
while minimizing maintenance costs, liability risks, and inefficiencies. We anticipate up to two revision cycles with the Town before providing the final updated
standards and details.
POLICIES, STANDARDS, & INTEGRATION
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
FOREST
MANAGEMENT
PLAN
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 8
PROJECT APPROACH
Deliverables
• Ordinance review with comments and suggested changes for relevant codes, policies, and ordinances
• Summary document of the code, policy, and ordinance review containing a description of the document and table highlighting the existing policy, the recommended edit, and how that will improve urban forest management • Recommendations to improve the internal processes to manage permits, implement codes, and enforce policies
• Updated Town standards and details for tree management practices Tree Planting
and Mulching
Planting hole shall be dug
no deeper than the root ball
and root collar is to be 1 to 2
inches above finished grade.
Round-topped soil berm 4
inches high by 8 inches wide
above root ball surface shall be
constructed around the root ball.
Berm shall be built 6 to 12
inches outside of root ball. 2” to 3” layer of mulch. Ensure root collar is visable
Prior to mulching, lightly
tamp soil around the root
ball (do not over compact).
After backfilling, slowly water
to saturate the root ball.
Root ball width
Planting hole 2-3 times width of root ball
Loose soil. Dig and
turn the soil to reduce
compaction.
Keep mulch 4 to 6 inches
away from trunk.
Finished grade
URBAN TREE FOUNDATION
ADAPTED BY DUDEK
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 9
PROJECT APPROACH
A clear understanding of the urban forest can be
synthesized through the analysis of aerial imagery, lidar data, and tree inventory data. This provides baseline
conditions for canopy cover and inventory sustainability that informs the goals and metrics the town will use to measure progress towards a sustainable urban forest.
Task 4: Urban Forest Resource Assessment
TASK 4.1 TREE INVENTORY SUSTAINABILITY ASSESSMENT
Dudek will begin by leveraging the Town’s existing tree inventory data to develop a comprehensive understanding of the urban forest’s current composition and performance. This includes analyzing species-specific metrics, such as prevalence, condition ratings, and maintenance history, as well as evaluating how individual species perform relative to others in terms of health condition and maintenance needs.
Dudek will then assess broader urban forest indicators, including species diversity, age distribution, canopy coverage, and other sustainability factors, such as climate adaptability and pest vulnerability. This assessment will be conducted for up to 14 neighborhood or census block boundaries. Dudek will also use i-Tree Eco to quantify ecosystem services on a town-wide basis. The result of this analysis will inform strategies the Town can implement to maintain an urban forest resilient to known and unanticipated threats to trees.
Findings from this analysis will also inform the development of a recommended species list (Task 4.6) tailored to the Town’s goals, balancing biodiversity, climate resilience, and long-term maintenance efficiency. This list will serve as a strategic guide for future planting efforts across streetscapes, parks, and other public spaces.
TASK 4.2 CANOPY COVER ASSESSMENT
Dudek understands that the Town has access to aerial imagery that is approximately 3–5 years old. Dudek will work with the Town to review the available imagery and assess its suitability for the canopy assessment. Dudek will also identify and evaluate additional datasets, such as publicly available 2024 National Agriculture Imagery Program (NAIP) imagery, other recent satellite or aerial imagery, and the 2020 lidar dataset available for the area, to determine the most appropriate dataset or combination of datasets for the analysis. This approach will help ensure that the assessment reflects current conditions and supports reliable results.
Based on the selected imagery, Dudek will either develop a new land cover classification or utilize an existing high-resolution land cover dataset to identify and quantify tree canopy. Dudek will calculate total canopy acreage and percent cover across up to five geographic boundaries of interest, such as Town limits, census tracts, landscape maintenance districts, parks, or other areas identified by Town staff.
URBAN FOREST RESOURCE
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
FOREST
MANAGEMENT
PLAN
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 10
PROJECT APPROACH
TASK 4.3 HISTORICAL CANOPY CHANGE ASSESSMENT
Dudek will evaluate changes in tree canopy over time by comparing current canopy conditions with a historical dataset, to be selected in coordination with the Town. This high-level assessment will quantify canopy gain or loss and identify spatial trends, providing valuable context for understanding past management outcomes and informing future planning efforts. This analysis will also help to assess the impacts of development on Town-wide canopy cover, areas that are vulnerable to potential canopy loss, and recommended strategies to maintain canopy cover in these areas.
TASK 4.4 CANOPY COVER TARGET
Dudek will conduct a preliminary analysis to support canopy cover goal setting. This will include estimating potential canopy gains from continued growth of existing townmanaged trees and planting at currently identified vacant sites. In addition, Dudek will conduct a Possible Planting Area (PPA) analysis to identify locations that are biophysically suitable for future tree planting. The analysis will consider land cover constraints and planting feasibility. These estimates will help the Town explore phased or long-term canopy cover targets. Following this analysis, Dudek will evaluate the budget required to achieve different canopy goals, recommend a feasible canopy target, and estimate the number of trees that would need to be planted over time to reach that goal.
TASK 4.5 PRIORITY PLANTING
Dudek will assess priority planting areas by integrating canopy cover, heat exposure, and socioeconomic data, land use, and available planting areas. The Town is estimated to have relatively high canopy (~40%) and has low CalEnviroScreen scores, a combination of findings that may suggest few urban forestry-related environmental burdens in the Town compared to other California cities. Targeted planting can still address localized heat and support long-term canopy resilience. This assessment will directly support the development of targeted planting strategies and long-term implementation planning.
TASK 4.6 STREET TREE LIST
Dudek will update the Town’s tree list to reflect species best suited to thrive in Los Gatos, drawing on findings from the current conditions assessment, existing research, staff observations, and Dudek’s regional experience. We recognize that tree species vary widely in their spatial, environmental, and maintenance needs, and we strongly support the International Society of Arboriculture’s “Right Tree, Right Place” principle. Guided by this approach, we will develop a species list that is both ecologically appropriate and user-friendly, enabling a wide range of users to identify the right tree for the right site.
TASK 4.7: URBAN FOREST RESOURCE REPORT
A comprehensive Urban Forest Resource Report will be prepared, detailing all results and methodologies included for the assessment of the tree inventory and canopy cover analysis. This report will provide a thorough overview of the current state of the tree inventory and canopy coverage, as well as results from the canopy growth analysis, guiding future tree canopy goals, assessing tree equity, and addressing climate change impacts through urban forestry. This report will serve as an addendum to the UFMP and will be crafted as a public-facing communication tool. It will outline how tree planting will be prioritized throughout the Town, presenting a clear and targeted plan based on available planting spaces.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 11
PROJECT APPROACH
Deliverables
• Urban Forest Resources Report
» Tree Inventory Sustainability Assessment results
» Town-wide canopy cover assessment
» Canopy cover by five geographic boundaries
» Canopy cover change analysis
» Priority Planting Area analysis
» Recommended canopy cover goal
» Recommendations to achieve canopy cover goal
» Identified priority areas to increase canopy cover
• Street tree list
» Species-specific conditions
» Available as a printable document
» Uploaded to SelecTree for easily accessible details for each recommended tree list » A “Do Not Plant” list that includes invasive or otherwise undesirable species Assumptions
• The Town will provide the most recent public tree inventory data in shapefile and/or Excel format.
• The Town will provide available aerial imagery to support the canopy assessment. • The Town will provide relevant spatial data in shapefile format, including Town boundaries, landscape maintenance districts, parks, and any other geographic boundaries of interest.
TASK 4.8 (OPTIONAL): NEIGHBORHOOD- SPECIFIC TREE PLANTING PALETTES Dudek will leverage the Town’s current inventory alongside the Townwide species list (described in Task 4.6) to develop up to 7 neighborhood- or district- specific tree planting palettes. These palettes will reinforce neighborhood identity through cohesive aesthetics while enhancing species diversity at the Townwide scale. Dudek will work with the Townwide species list, tree inventory data, and incorporate the Town’s on-theground experience to ensure that the trees recommended are well suited for the sites present in each neighborhood or district.
Deliverables
• A one-page summary of the methods used to determine tree species for each palette. • Planting palettes will be delivered as spreadsheets.
• Dudek will submit one draft version and one final version of each planting palette. • Upon delivery of the first draft species list, Dudek will host one, one-hour online meeting with Town staff to review the recommended species list. • Upon Town review, discussion, and any edits, Dudek will submit final version of the Town’s spreadsheet, that includes 2 or more recommended species per site.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 12
PROJECT APPROACH
TASK 4.9 (OPTIONAL) WILDLAND URBAN INTERFACE ASSESSMENT Task 4.9.1 Trees Species Assessment
Urban forest management and wildland–urban interface (WUI) maintenance often intersect in complex ways, with fire safety guidelines sometimes conflicting with standard arboricultural practices. Dudek will conduct a wildfire hazard assessment of the Town’s tree inventory to proactively reduce risk in mapped WUI and Fire Hazard Severity Zones (FHSZ).
Using the Town’s geographic information system (GIS)-based tree inventory and publicly available WUI/FHSZ datasets (e.g., California Department of Forestry and Fire Protection), Dudek will evaluate each species’ relative fire hazard—low, medium, or high— based on established sources, such as SelecTree, University of California Agriculture and Natural Resources, U.S. Forest Service Fire Effects Information System, and regional fuel modification lists. Dudek will identify high-hazard species located within WUI or FHSZ areas and recommend phased replacement with more fire-resistive alternatives.
Our analysis will include a curated list of suitable replacement species, considering fire resistance, site conditions (e.g., water use, planting space), and long-term viability.
Results will be summarized in a tree replacement plan, including species, quantities, locations, and a recommended implementation schedule. This plan will be integrated into the UFMP and formatted for clarity, primarily in a table format.
Once the tree species assessment is completed, Dudek will use the Town’s tree inventory GIS data to filter for the species identified as high-hazard and create a GIS feature layer and static map(s) that flag high-hazard species and recommended replacements. This will allow Town staff to compare those hazard tree locations against CAL FIRE Fire Hazard Severity Zones and the Town’s pending fire spread modeling and evacuation hazard layers. An interactive version of this map will be added to the Story map in Task 6.8.
Task 4.9.2 Tree Maintenance in the WUI Best Practices
We understand that wildfire risk isn’t limited to one element, such as species, rather it is a combination of elements including separation between adjacent vegetation, proximity to roadways, structures, and electrical utilities, and building construction. Therefore, management of the Town’s urban forest in the WUI should also include fire agency and industry best practices for managing wildfire risk related to tree care and tree placement. Dudek will incorporate into the WUI assessment a review of the applicable defensible space requirements and wildfire risk reduction guidance for the Town’s urban forest including trimming and removal guidelines, spacing recommendations based on separation between structure, power lines, and adjacent vegetation, and addressing conflicts between UFMP goals and satisfying property insurance requirements.
Deliverables:
• Table of the results of the WUI Assessment of Tree Species in the Town Tree Inventory, including replacement species for high hazard species
• WUI Street and Park Tree Management Guidance Sheet(s)
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 13
PROJECT APPROACH
A community’s urban forestry program must have the
necessary human and financial resources to maintain trees in a safe and healthy condition so community members can receive the full environmental benefit that trees provide.
Task 5: Urban Forest Management Assessment
TASK 5.1 BUDGET, STAFFING, AND EQUIPMENT ANALYSIS
Understanding the Town’s staff capacity to implement and sustain its urban forest goals is central to this planning effort. Our team will evaluate the current staffing structure, including roles, responsibilities, and interdepartmental coordination, to identify strengths and gaps in operational capacity. This analysis will be informed by staff interviews, the ride along, a review of organizational charts and job descriptions, comparisons with other cities, and findings from existing literature. We will also assess the Town’s current budget allocations for tree-related activities, such as planting, maintenance, risk management, community engagement, and equipment expenditures. Budget allocations will be analyzed alongside the level of service that the Town is providing. The analyses will identify opportunities to reallocate resources, pursue external funding, or phase in new investments over time. The resulting recommendations will be practical and scalable, offering a clear path toward a more resilient and self-sustaining urban forestry program.
TASK 5.2 TECHNOLOGY ASSESSMENT
Dudek will evaluate the Town’s current use of technology in managing its urban forest, including the use of Cartegraph Asset Management software, GIS data layers, work order management systems, and mobile data collection tools. Our team will assess the level of integration across these systems, the frequency of updates, and how effectively the tools support coordination across departments and data-informed decision making.
We will identify opportunities to optimize or
expand the use of existing technologies based on
the Town’s goals, staffing capacity, and resources.
Recommendations may include enhancements to
inventory tracking, improved alignment between
GIS and work order systems, or adoption of
scalable tools such as cloud-based platforms,
mobile applications, or public-facing dashboards.
We will also outline emerging technologies
that could be incorporated over time, including
advanced tree risk assessment software, 3D tree
modeling, remote sensing of temperature and soil
moisture, and the use of artificial intelligence (AI)
to support efficient and informed decision making.
URBAN FOREST MANAGEMENT
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
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MANAGEMENT
PLAN
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 14
PROJECT APPROACH
TASK 5.3 INFRASTRUCTURE ASSESSMENT AND GUIDELINES
Urban forest management often intersects with infrastructure systems both above and below ground. Dudek will evaluate the Town’s existing relationships with utility providers and infrastructure owners, including electric, water, telecommunications, and underground services. Our goal is to understand how current coordination practices affect tree health, planting and removal decisions, long-term canopy goals, and utility providers’ ability to effectively provide essential services.
We will review relevant policies, permitting processes, and communication protocols to identify areas for improvement. For example, we may examine how tree planting near overhead lines is managed, or how root conflicts with underground utilities are addressed. Based on this review, we will provide practical recommendations to improve coordination, such as standardized planting setbacks, joint review procedures, or shared mapping tools that help avoid conflicts before they occur.
Our approach emphasizes proactive collaboration, recognizing that infrastructure plays a major role shaping the urban forest. We will use previous experience in developing systematic decision-making processes to address tree and infrastructure conflicts. By aligning goals, developing and improving communication, the Town can reduce risk, streamline operations, and support a healthier, more resilient canopy.
TASK 5.4: URBAN FOREST MANAGEMENT REPORT
Dudek staff will use the analyses performed in Task 5 to document the Town’s current budget, management, and operational procedures involving trees and will identify any major challenges posed by current management practices or by local environmental and climate constraints affecting the Town’s tree canopy. We will then provide a summary of our analysis and a comparison with the urban forestry programs of other cities, make recommendations for altering the maintenance strategies based on best practices, and provide justification for the recommended revisions. Dudek will use the analysis to develop best management practices and a potential list of funding opportunities specifically for the Town.
Deliverables
• Urban Forest Management Report
» Flow chart of governance structure
» 5-year budget analysis and cost-per-tree management task » Potential urban forest funding mechanisms
» Recommendations for integrating technology
» Recommendations to manage trees and infrastructure conflicts » Overall recommendations to improve the Town urban forest program Assumptions
• The Town will provide data/documents for analysis, including existing Town documents and plans, budgetary information, tree ordinances, and work records.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 15
PROJECT APPROACH
A strong UFMP connects today’s canopy with the community’s long-term goals, balancing bold ideas with practical steps.
THE PLAN
Task 6: UFMP Development
TASK 6.1 UFMP OUTLINE
Rather than applying a predefined structure, our team will work closely with Town staff to shape the UFMP’s outline around local priorities, operational realities, and community input. We approach each plan as a unique opportunity to reflect the character and needs of the place it serves. Through early collaboration, we will co-develop a framework that ensures the UFMP best addresses the Town’s needs and goals.
TASK 6.2 STRATEGIC PLAN FRAMEWORK
Based on our comprehensive analyses, data synthesis, interviews, and community engagement activities, Dudek will create an actionable strategic plan for the Town’s urban forest that will guide its long-term vision. The strategic plan will follow a logical order and will include the following:
• Vision: A statement will be created to establish a vision for the future of the urban forest. This statement will verify that there is a common understanding of the UFMP outcome.
• Guiding Principles: Dudek will further refine the vision statement into specific categories based on Town, working group, and community member values. • Goals: Dudek will identify the outcomes that the Town seeks to achieve for each guiding principle. Goals will be specific, measurable, attainable, realistic, and time sensitive.
• Actions: Dudek will identify specific tasks that contribute to the goals and that need to be completed to achieve the vision of the UFMP.
TASK 6.3 IMPLEMENTATION PLAN
Dudek will prioritize the strategic plan into timeframes agreed upon with the Town for which actions it will tackle first. Typical timeframes occur in year one priorities, and then short-term (Years 2–5), medium-term (Years 5–7), and long-term (Years 7–10) priorities. Each action will be assigned to a specific department that will be responsible for implementation and estimated cost. Year one priorities will also be provided with supplemental information to support implementation. This could include things like grant funding options for tree planting and care or ordinance development guidelines.
PEOPLE
URBAN
FOREST
RESOURCE
URBAN
FOREST
MANAGEMENT
POLICIES,
STANDARDS, &
INTEGRATION
DUDEK’S
URBAN
FOREST
MANAGEMENT
PLAN
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 16
PROJECT APPROACH
TASK 6.4 MONITORING PLAN
The UFMP is an adaptive document that necessitates periodic review to verify that goals and actions remain realistic and obtainable based on changes to the Town’s environmental and economic conditions. One component of the monitoring plan will layout actions that should be taken in periodic intervals to track progress of implementing the UFMP and if goals and priorities are still relevant to current conditions.
This may include recommendations like when to replicate the canopy cover analysis, inventory sustainability analysis, and other general updates to the UFMP.
Dudek also recommends using the Community Assessment and Goal-Setting Tool created by Vibrant Cities Lab as a main component of the monitoring plan. The tool provides a clearly defined process to measure and define successful implementation of UFMP goals and objectives. Vibrant Cities Lab is a collaboration of the United States Forest Service, American Forests, and the National Association of Regional Councils, and serves as an online hub of urban forest and tree research, best practices, and planning tools (http://vibrantcitieslab.com). The Community Assessment and Goal-Setting Tool is based on research on urban forest sustainability and establishes criteria and indicators to measure urban forest sustainability. The tool enables the user to continuously monitor measurable outcomes to determine progress toward completing goals.
TASK 6.5 ADMINISTRATIVE DRAFT
Dudek will prepare an administrative draft of the UFMP for internal review by Town staff. This version will include all core components of the UFMP, such as preliminary findings, draft recommendations, and a working outline of implementation strategies. The administrative draft is designed to facilitate focused feedback and discussion before the UFMP is released for public comment.
This draft will be informed by our full suite of analyses, staff interviews, ride-alongs, community engagement, policy review, resource assessment, and management assessment. As we develop the draft, our team will connect insights across these efforts, identifying key themes that reflect both the technical realities of urban forest management and the lived experiences of those who interact with the Town’s trees.
These findings will guide our recommendations. Dudek will incorporate Town input to refine the document’s tone, organization, and content, ensuring the plan is aligned with local priorities and ready for broader community review.
The administrative draft will be delivered as
a formatted document for internal review.
While this version will focus on content
development, we will also begin identifying
opportunities for visual storytelling, such
as graphics and maps, that will later be
adapted for both the final printed plan and
the digital story map. This ensures a smooth
transition into both the final printed and
digital versions of the plan.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 17
PROJECT APPROACH
TASK 6.6 PUBLIC DRAFT
The public draft will incorporate edits from Town staff and will be made available for a 30-day public review period. Dudek will coordinate with the Town to broadcast the draft on its website and other relevant media channels. Dudek will also provide a dedicated email address and clear instructions for submitting comments.
Dudek will prepare the public draft of the UFMP in pdf format using Adobe In-Design To support public understanding and engagement, this version may include draft maps, conceptual visuals, and layout elements that preview the final design direction. These preliminary graphics will help convey key findings and recommendations while allowing flexibility to adjust based on community feedback.
TASK 6.7 FINAL DRAFT
Following the public comment period, Dudek will finalize the UFMP in both print and digital formats. The final UFMP will include fully developed graphics, custom maps, and visual summaries that reflect the Town’s priorities and incorporate public input. The printed version will be professionally formatted for clarity and long-term use, while the digital story map will serve as an interactive, publicly accessible platform for ongoing education and outreach.
This phased approach to visual development ensures that design resources are used efficiently and that all visual content aligns with the final, community-informed direction of the UFMP.
TASK 6.8 STORY MAP
Mirroring the timeline of the UFMP final draft document development, Dudek GIS and graphic experts will create an interactive and educational Story Map that can be hosted on the Town’s existing ArcGIS Online account. Unlike a traditional plan document, a Story Map deeply engages the reader through dynamic text, figures, and interactive maps. This storytelling method will allow residents to learn in an interactive way about the Town’s urban forest, including urban forest sustainability, equity of tree distribution, current tree canopy level, and recommendations from the UFMP to meet the Town’s urban forestry goals.
TASK 6.9 DELIVERY TO COMMISSION AND TOWN COUNCIL
Following the completion of the final UFMP, Dudek will support Town staff in presenting the UFMP to both the appropriate commissions and the Town Council. Depending on Town needs and processes, our team may prepare a concise, visually supported presentation that highlights the UFMP’s key findings, community-informed vision, and recommended strategies. We will tailor the presentation to align with the Town’s priorities and the interests of each audience, ensuring clarity and relevance.
Dudek will coordinate with staff in advance to confirm presentation format, timing, and any specific areas of focus. Presentation materials will draw from the final UFMP and story map and include high-quality visuals. Dudek will attend in-person meetings for delivery to a commission as well as the Town Council and will respond to questions and support Town staff in facilitating discussion and next steps.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 18
PROJECT APPROACH
(OPTIONAL) TASK 6.10 UFMP IMPLEMENTATION SUPPORT
Following the completion of the UFMP, Dudek will provide support to Town staff for an additional one-year period to assist with accomplishing year one priority tasks as outlined in the implementation plan.
Deliverables
• UFMP outline
• Strategic plan
• Monitoring plan
• Administrative draft UFMP (Word document)
• Public draft UFMP (PDF and Word document)
• Final UFMP (PDF)
• UFMP digital story map
• Presentations at up to six Town council meetings
Assumptions
• Town staff will provide comments on the administrative draft within a 30-day period.
ITEM NO. 4.
2 QUALIFICATIONS OF THE FIRM
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 20
PROJECT APPROACH
Qualifications of Project Personnel
Led by Project Manager Kevin Cullinen
and Senior Urban Forester Ryan Allen, the
Dudek team has been carefully selected to
provide the specific expertise needed to
complete the scope of services outlined in
the Request for Qualifications (RFQ), which
requires the multidisciplinary expertise of
wildfire protection, transportation planning,
STAFF AND ROLE EDUCATION AND CERTIFICATIONS
Kevin Cullinen
Project Manager
Ryan Allen
Senior Urban
Forester
Alexandria Reed
Data Specialist
Jared Davis
Analyst
• 12 years’ experience
• University of California, Santa Cruz
BA, Environmental Studies, minor in Earth Sciences
• Certified Professional in Erosion and Sediment Control (CPESC) • Part 107 Licensed Drone Pilot
• 17 years’ experience
• Pepperdine University
BA, Communications (Creative Writing emphasis)
• International Society of Arboriculture (ISA) Urban
Forest Professional
• ISA Certified Arborist
• ISA Tree Risk Assessment Qualification (TRAQ) Arborist • 8 years’ experience
• University of California, Santa Barbara
Master of Environmental Data Science (MEDS)
BS, Environmental Studies
• 6 years’ experience
• University of Colorado, Boulder
BA, Biology and Environmental Studies
• ISA TRAQ Arborist
• ISA Certified Arborist
• California Naturalist
• Wilderness First Aid
• Firefighter Type II
2 QUALIFICATIONS OF THE FIRM
EXPERIENCED CONSULTANT TEAM
The Dudek team contributes an
external lens and specialized
expertise in urban forestry,
providing an objective third party
assessment to develop findings that
translate into actionable strategies.
emergency management, and climate resilience. The staffing plan outlines each team member’s roles, responsibilities, and time commitments to ensure seamless coordination and execution.
Table 1. Dudek Personnel Role, Education, and Certifications
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 21
STAFF AND ROLE EDUCATION AND CERTIFICATIONS
Kanami Otani
Analyst
Sadie Julin
Analyst
Christopher
Starbird
Analyst
Jeremy Cawn,
RPF
Fire Protection
Specialist
• 8 years’ experience
• California Polytechnic State University, Pomona
BS, Nutrition Science
• ISA Certified Arborist
• ISA TRAQ Arborist
• Urban and Community Forestry Society (UCFS) Municipal Forestry Institute Graduate
• Western Chapter ISA, Tree Care for Birds and Other
Wildlife Certificate
• 4 years’ experience
• Oregon State University
BS Natural Resources, Summa Cum Laude
• Portland Community College
Associate of General Studies Degree
• ISA Certified Arborist
• ISA TRAQ Arborist
• 21 years’ experience
• University of California, Santa Barbara
BA, Geography
• 12 years’ experience
• Northern Arizona University
Professional Certification, Fire Ecology and Hazardous
Fuels Management
• Southern Illinois University
BS, Forestry (Natural Resource Management)
• ISA Certified Arborist
• ISA Urban Forest Professional
• ISA TRAQ Arborist
• Registered Professional Forester (RPF)
• NFPA Certified Wildfire Mitigation Specialist
• AFE Certified Wildland Fire Manager
QUALIFICATIONS OF THE FIRM
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 22
STAFF AND ROLE EDUCATION AND CERTIFICATIONS
Curtis Battle
GIS Specialist
Joshua Becker
Graphics
• 15 years’ experience
• San Diego State University
MS, GIScience, BA, Geography
• Mesa College
AS, Geographic Information Systems Specialist
• 24 years’ experience
• Cabrillo College
AS, Fire Protection Technology
• San Jose State University
Design coursework
QUALIFICATIONS OF THE FIRM
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 23
Figure 2 outlines proposed lines of communication for this contract, followed by brief biographies for key personnel. Focused resumes are provided in Appendix C.
Figure 2. Dudek Team Organization
Alexandria Reed*
Curtis Battle
Jared Davis
TASK 4.
UF RESOURCE
ASSESSMENT
Kanami Otani*
Jared Davis
Kevin Cullinen
TASK 2.
COMMUNITY
ENGAGEMENT
Jared Davis*
Kevin Cullinen
TASK 3.
POLICY AND
STANDARDS
Kevin Cullinen*
Jared Davis
TASK 1.
TOWN MEETINGS
& MANAGEMENT
Jared Davis*
Alexandria Reed
Jeremy Cawn
TASK 5.
UF MANAGEMENT
ASSESSMENT
Kevin Cullinen*
Ryan Allen
Jared Davis
Christopher Starbird
Joshua Becker
TASK 6.
UFMP DEVELOPMENT
* TASK LEADS
QUALIFICATIONS OF THE FIRM
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 24
Firm Information
Dudek offices are staffed by more than 900 planners,
scientists, civil engineers, contractors, and technical experts. We help our clients address challenges related to infrastructure, planning, and the environment to
drive project progress and create lasting results. We
are a California-based company with our headquarters
located in Encinitas, California, and our local contracts include successful and impactful evacuation and climate resilience projects throughout the state.
THE DUDEK TEAM
From comprehensive urban forestry plans that
effectively communicate technical content to inclusive
DUDEK AT A GLANCE
• Legal Structure:
Corporation
• Area of Expertise:
Multidisciplinary
Environmental and
Engineering Services
• Length of Time in
Business: 45 years
• Number of Employees:
900+ employees
• 100% employee-owned
approaches and community engagement, the Dudek
team presented in this proposal has the desired
qualifications from the Town’s RFQ:
• Urban forestry expertise and planning
• GIS and mapping
• Inclusive community engagement
• Visual storytelling and graphics
Key Personnel Relevant Experience
The Dudek team specializes in UFMPs, community engagement, arborist reports, urban planning, plant health management, environmental data visualizations, and graphic design. Table 1 outlines select relevant types of projects that demonstrate our capability to perform the services outlined in the RFQ and to meet the Town’s needs. Regarding cost control, Dudek delivered all projects on time and within budget.
QUALIFICATIONS OF THE FIRM
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 25
QUALIFICATIONS OF THE FIRM
PROJECT TYPE PROJECT EXAMPLES (2019-2025) RELEVANCY TO THE TOWN’S UFMP Urban Forest
Management
Plans
29 completed or in progress, including:
• Community Forest Management
Plan, San Jose, CA
• Urban Forest Plan, Alameda, CA
• Urban Forest Master Plan,
Pleasanton, CA
• Community Forest Management
Plan, County of Los Angeles, CA
• Urban Forest Management Plan,
Irvine, CA
• Canopy cover assessment
• Budget and staffing analysis
• Community engagement
• Inventory assessment
• Strategic plan
• In-Design graphic final PDF
• Project webpage
Tree
Program
Reviews and
Analyses
11 completed or in progress, including:
• Tree Watering Study, Pasadena, CA
• Urban Forest Finance Study, City of
Los Angeles, CA
• Tree Manual Review and Update,
Claremont, CA
• Urban Forest Analysis, Portland, OR
• In-depth analysis on
specific topic
• Detailed research
• Interviews with city staff
• Program evaluations with
specific recommendations
Tree
Ordinance
Development
5 completed projects, including:
• Ordinance Update, San Mateo
County, CA
• Ordinance Update, Hayward, CA
• Ordinance Update, Hillsborough, CA
• Analysis of permit review
process
• Simplifying complex policies
• Determining appropriate fees
and enforcement policies
• Community engagement
Urban Forest
Council
Strategic
Plans
1 completed project, including:
• Strategic Plan, Urban Canopy
Collaborative, San Francisco Bay
Area, CA
• Online survey for Council
members
• Leading and facilitation of
an in-person working group
meeting
• Strategic Plan
City On-Call
Arborists
8 cities in total, including:
• Walnut Creek, CA
• Pacifica, CA
• Encinitas, CA (City Arborist)
• Pasadena, CA
• Expert arboriculture
knowledge
• Understanding permit
application process
• Written reports
• Coordination with city staff
Table 2. Relevant Experience and Similar Projects
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 26
QUALIFICATIONS OF THE FIRM
Quality and Cost Control
Dudek’s quality assurance/quality control (QA/QC) process includes review by a technical editor, reducing the time spent on document version changes. We create legally defensible environmental documents using thorough data collection, applying in-depth project analysis, and carefully addressing challenges as they arise. Senior Urban Forester Ryan Allen will conduct QC for deliverables, facilitating the production of clear, objective, and accurate documents.
For budget control, we use the Deltek Vantagepoint accounting system, a web-based cost-tracking system that tabulates costs weekly. This software will provide Kevin with the necessary information to manage the project’s financial progress, such as total labor costs and expenses to date, available budget remaining, and staff hours. Our team has a reputation for consistently delivering projects on time and within budget. We rise to the challenges of completing work within the constraints of tight timelines, and in doing so, have developed expertise in critical path management, fast-track scheduling, efficient staffing, and workload management.
Management and Organization Capabilities
Dudek maintains an organizational structure that empowers project managers to be decision makers and entrepreneurs. Internal administrative processes are kept to a minimum, limiting internal bureaucracy and enabling project managers to be flexible and responsive to client needs. Dudek takes pride in our responsive culture and flat management structure, which offers operational flexibility that proves useful when serving municipal contracts.
Project Management Approach
Effective project management requires clear and
consistent communication with the Town and among
project participants. Dudek believes that the most
effective project manager routinely initiates the
continuous flow of project information, instructions,
and guidance. Kevin will remain personally involved
in any task order for the Town. Working as a team
with other technical discipline leaders, he will keep all task orders on schedule and within budget and will
maintain the highest level of quality for all deliverables.
He will communicate project status updates with other
members of the Dudek team and with the Town by
serving as the single point of contact; hold monthly
meetings with the Town project manager to discuss
project milestones, activities, and issues; hold regular project management meetings with key project staff to
coordinate work efforts, check on task completion, and
review budget conformance; and coordinate with the
Town at strategic junctures for public input.
ITEM NO. 4.
3 REFERENCES
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 28
REFERENCES
CONTACT INFORMATION CLIENT
Sarah Hosterman, Landscape Architect
• 925.931.5514
• [email protected]
City of Pleasanton
200 Old Bernal
Pleasanton, CA 94566
Bharat Singh, Planning Services Manager
• 650.363.4000
• [email protected]
County of San Mateo
400 County Center
Redwood City, CA 94063
Bradley Albert, Parks and Community Services Director
• 559.585.2500
• [email protected]
City of Hanford
315 North Douty
Hanford, CA 93230
Table 3. References
3
ITEM NO. 4.
4 SAMPLE PROJECTS
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 30
4 SAMPLE PROJECTS
In the last 5 years, Dudek has completed, or is now in the process of completing, UFMPs for 29 cities on the west and east coasts. The following projects demonstrate our capability to perform the services outlined in the RFQ and to meet the Town’s needs.
COMMUNITY FOREST MANAGEMENT PLAN
Client: County of Los Angeles
Description: Dudek developed a comprehensive, Countywide community forest management plan (CFMP) with special considerations to providing equitable community engagement and technical support to a large geographic area with various education and engagement levels. As part of the CFMP, the Dudek GIS specialist utilized 2020 high-resolution aerial imagery and a machine learning image processing system to develop a landcover classification product for the entire 4,200 square miles of the County of Los Angeles (County). The analysis integrated adjusted canopy cover values, referred to as canopy level, and social, economic, and cultural factors, known as social sensitivity level, derived from the County Climate Vulnerability Assessment analysis.
These elements were combined to create a prioritization index called “canopy need.” Each of the 121 unincorporated County communities was categorized as having low, medium, or high canopy need based on the combination of canopy level and social sensitivity level. This information will be used by the County to prioritize resources for tree planting, establishment care, and maintenance to the communities most in need of canopy cover and increased resilience to climate change and pollution hazards. Strategies were also developed to increase workforce development utilizing urban forestry. Recommendations embodied County of Los Angeles goals to support economic opportunity and community development through urban forestry investments and efforts. The final product was delivered both as a Community Canopy Profiles book and as an interactive web map on the management plan website designed and built by Dudek.
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 31
SAMPLE PROJECTS
TREE ORDINANCE UPDATE
Client: County of San Mateo
Description: Dudek completed the
update to the County’s tree ordinance
that was adopted in October 2024. This
ordinance update will help the County
to better preserve trees when possible
and ensure sufficient replacement of
trees that require removal. Dudek has
provided specific recommendations for
amendments to the County’s municipal
code that apply to the tree removal
ordinance and any others involving
tree protection. Development of the
recommendations were based on
promoting sustainable urban forestry
practices and drawing from information gathered during the review, analysis, and community engagement completed by Dudek, which included County staff, boards, the California Coastal Commission, a steering committee, and community members. To accompany the ordinance, Dudek helped the County build a companion website that includes a unique web application to help applicants through the permitting process step by step while simultaneously providing County planners with the crucial information they need to process permits more efficiently.
URBAN FOREST PLAN
Client: City of Alameda
Description: Dudek is in the process of completing
the Urban Forest Plan (UFP) for the City of Alameda
that focuses on addressing threats to the urban
forest specific to the community. This includes an
analysis of the conflicts between overhead utility
lines and trees and providing a thorough review of
state regulations to manage trees under high voltage
lines. This resulted in a recommended list of tree
species appropriate to plant under high voltage
lines and recommendations for tree management.
Additionally, the UFP addresses how climate change
is raising ground water levels and how that will
impact tree health on the island city. The project
created actionable strategies to address these and
other urban forest improvements needed to create
a sustainable urban forest. A robust community
engagement process supported the development of
these strategies, including a working group, in-person
and virtual engagement events, an online survey, and
resources on the city-hosted project webpage.
ITEM NO. 4.
APPENDIX A: SCHEDULE
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 33
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Task 1: Town Information Gathering, Team Meetings, & PM Task 1.1: Staff. Interviews (8)
Task 1.2: Ride-Along Ride Along
Task 1.3: Project Team Meetings Kickoff
Task 1.4: Project Management and Quality Assurance
Task 2: Community Engagement
Task 2.1: Community Engagement Plan CE Plan
Task 2.2: In-Person Meetings (4) Mtg 1 Mtg 2 Mtg 3 Mtg 4 Task 2.3: Virtual Meetings (3) VM 1 VM 2 VM 3
Task 2.4: Online Survey Draft Survey Results
Task 2.5: Media and Supporting Materials
Task 2.6: Town Webpage
Task 3: Policies and Standards
Task 3.1: Review of Codes, Policies, and Ordinances
Task 3.2: Specifications and Standards Review
Task 4: Urban Forest Resource Assessment
Task 4.1: Tree Inventory Sustainability Assessment
Task 4.2: Canopy Cover Assessment
Task 4.3: Historical Canopy Change Assessment Historical Canopy Change Task 4.4: Canopy Cover Target
Task 4.5: Priority Planting
Task 4.6: Street Tree List
Task 4.7: Urban Forest Resource Assessment Report
Task 4.8: (OPTIONAL) Neighborhood-Specific Tree Planting Task 4.9: (OPTIONAL) WUI Asessement
Task 5: Urban Forest Management Assessment
Task 5.1: Budget, Staffing, and Equipment Analysis
Task 5.2: Technology Assessment
Task 5.3: Infrastructure Assessment and Guidelines
Task 5.4: Urban Forest Management Assessment Report
Task 6: Strategic Framework and UFMP Development
Task 6.1: Outline Outline
Task 6.2: Strategic Plan Framework
Task 6.3: Implementation Plan
Task 6.4: Monitoring Plan
Task 6.5: Administrative Draft
Task 6.6: Public Draft
Task 6.7: Final Draft
Task 6.8: Story Map
Task 6.9: Delivery to Commission & Town Council
Task 6.10: (OPTIONAL) UFMP Implementation Support
(OPTIONAL) Tree Planting Palettes
Infrastructure Assmt. & Guidelines
Final Draft
Presentations
Story Map
Presentations
(OPTIONAL) UFMP Implementation Support
(OPTIONAL) WUI Assessment
Resource Assmt. Report
Tree Inventory Sustainability Assmt.
Canopy Cover Assmt.
Planting Opps / Priority
Canopy Target
Budget / Staffing / Equip. Analysis
Strategic Plan
Administrative Draft
Public Draft
Tree Species List
Implementation Plan
Monitoring Plan
Technology Assmt.
Tasks
Online Survey Open
Dept. Interviews (8)
Months
Specs and Standards Review
Monthly Meetings -->
Project Management and QA/QC
Webpage & Support -->
Social Media and Supporting Materials -->
Codes, Policies, Ordinances Review Recommendations
Schedule
TAC Meetings (3) TAC TAC TAC
ITEM NO. 4.
APPENDIX B: BUDGET
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 35
Budget
P202502558 (Urban Forest Management Plan)
Project Team Role: Senior Specialist III Specialist III Analyst V Specialist III Specialist I Specialist IV GIS Analyst V GIS Analyst IV Creative Services IV Technical Editor ll Team Member: Ryan Allen Kevin Cullinen Jared Davis Kanami Otani Alexandria Reed Jeremy Cawn Christopher Starbird Curtis Battle Joshua Becker Kathryn Landoe Billable Rate: $250 $195 $165 $195 $175 $200 $220 $200 $185 $145 Task 1 Town Information Gathering and Team Meetings
1.1 Staff Interviews 2 12 12 2 28 $5,210 $5,210
1.2 Ride Along 4 4 8 $1,440 $105 $1,545
1.3 Project Team Meetings 8 30 16 8 6 2 70 $13,500 $13,500
1.4 Project Management and Quality Assurance 12 24 36 $7,680 $7,680 Subtotal Task 1 22 70 32 10 6 2 142 $27,830 $105 $27,935 Task 2 Community Engagement
2.1 Community Engagement Plan 1 1 1 5 8 $1,585 $1,585
2.2 In-Person Meetings 16 24 16 56 $10,200 $420 $10,620
2.3 Technical Advisory Committee Meetings 4 16 16 36 $6,540 $6,540
2.4 Online Survey 1 4 2 8 12 27 $5,560 $50 $5,610
2.5 Social Media and Supporting Materials 8 4 12 24 $4,440 $300 $4,740
2.6 Town Webpage 6 8 8 22 $4,250 $4,250
Subtotal Task 2 2 39 55 45 20 12 173 $32,575 $770 $33,345 Task 3 Policy and Standards
3.1 Review of Codes, Policies, and Ordinances 2 16 32 50 $8,900 $8,900
3.2 Specifications and Standards Review 4 12 16 $2,760 $2,760 Subtotal Task 3 2 20 44 66 $11,660 $11,660
Task 4 Urban Forest Resource Assessment
4.1 Tree Inventory Sustainability Assessment 4 32 36 $6,380 $6,380
4.2 Canopy Cover Assessment 6 40 54 100 $18,970 $18,970
4.3 Historical Canopy Change Assessment 2 12 14 $2,490 $2,490
4.4 Canopy Cover Target 4 8 12 $2,180 $2,180
4.5 Priority Planting 4 8 12 $2,180 $2,180
4.6 Street Tree List 1 4 14 6 25 $4,390 $4,390
4.7 Urban Forest Resource Assessment Report 1 6 24 31 $5,620 $5,620 Subtotal Task 4 2 30 14 130 54 230 $42,210 $42,210
Task 5 Urban Forest Management Assessment
5.1 Budget, Staffing, and Equipment Analysis 2 8 2 2 14 $2,780 $2,780
5.2 Technology Assessment 1 4 6 2 2 15 $2,810 $2,810
5.3 Infrastructure Assessment and Guidelines 1 4 6 2 13 $2,410 $2,410
5.4 Urban Forest Management Assessment Report 2 8 24 2 36 $6,410 $6,410 Subtotal Task 5 6 24 38 6 2 2 78 $14,410 $14,410
Task 6 UFMP Development
6.1 UFMP Outline 1 8 9 $1,810 $1,810
6.2 Strategic Plan Framework 2 16 2 20 $4,010 $4,010
6.3 Implementation Plan 1 10 2 13 $2,590 $2,590
6.4 Monitoring Plan 6 6 $1,170 $1,170
6.5 Admin Draft 8 36 24 10 10 88 $16,680 $16,680
6.6 Public Draft 6 26 12 6 4 42 16 112 $20,510 $20,510
6.7 Final Draft 2 16 4 2 16 12 52 $9,330 $400 $9,730
6.8 Story Map 1 12 8 2 12 48 8 91 $18,440 $18,440
6.9 Delivery to Commission & Town Council 1 12 4 17 $3,250 $420 $3,670 Subtotal Task 6 22 142 52 22 28 48 66 28 408 $77,790 $820 $78,610 Total Hours 56 325 235 83 166 2 70 54 78 28 1097
Total $14,000 $63,375 $38,775 $16,185 $29,050 $400 $15,400 $10,800 $14,430 $4,060 $206,475 $1,695 $208,170 Percent of Hours (Base) 5% 30% 21% 8% 15% 0% 6% 5% 7% 3% Task 4 Urban Forest Resource
4.8 (OPTIONAL) Tree Planting Plan 1 4 24 6 6 41 $7,240 $7,240
4.9 (OPTIONAL) WUI Assessment
4.9.1 Tree Species Assessment 4 24 30 8 66 $12,340 $70 $12,410
4.9.2 Tree Maintenance in the WUI/Best Practices 4 8 8 20 $3,700 $3,700 Subtotal Task 4 1 12 56 6 38 14 127 $23,280 $70 $23,350 Task 6 UFMP Development
6.10. (OPTIONAL) UFMP Implementation Support 2 30 8 16 4 4 64 $12,290 $12,290 Subtotal Task 6 2 30 8 16 4 4 64 $12,290 $12,290
Total Optional + Base Hours and Fee 59 367 299 99 176 44 70 68 78 28 1288 $242,045 $1,765 $243,810 Percent of Hours (Optional + Base) 5% 28% 23% 8% 14% 3% 5% 5% 6% 2% TOTAL
FEE
Optional Services
Dudek Labor Hours and Rates
TOTAL
DUDEK
HOURS
DUDEK
LABOR
COSTS
OTHER
DIRECT
COSTS
Dudek Project Budget Created Page 1 of 1
ITEM NO. 4.
Town of Los Gatos Urban Forest Management Plan 36
Direct Costs
P202502558 (Urban Forest Management Plan)
Mileage Costs
Task Mileage Notes Number of Miles
Number of
Vehicles Mileage Rate Cost
1.2 - Ride Along 1 - 100 mile trip and 1 - 50 mile trip 75 2 $1 $105
2.2 - In-Person Meetings 4 trips at 100 miles & 4 trips at 50 miles 300 2 $1 $420
6.9 - Delivery to Commission & Town Council 6 trips at 100 miles 600 1 $1 $420
4.9.1 - Tree Species Assessment 1 trip at 100 miles 100 1 $1 $70 P202502558 (Urban Forest Management Plan)
Other Direct Costs
Task Item Description Number of Units Unit Cost Cost
2.4 - Online Survey Translation Services for 1 language 1 $50 $50
2.5 - Social Media and Supporting Materials Posters, flyers, and other handouts 1 $300 $300
6.7 - Final Draft Printing cost for 10 hard copies of UFMP Final Draft 10 $40 $400
ITEM NO. 4.
APPENDIX C: RESUMES
ITEM NO. 4.
1 Kevin Cullinen
PROJECT MANAGER
Kevin Cullinen (KEV-IN KUH-LIN-EN; he/him) is an urban forestry project manager with 11 years’ professional experience as a project manager specializing in planning, coordinating with partners, managing budgets, executing field assessments, and creating and presenting detailed reports.
He works with clients to lead urban forest management plan projects, through a dynamic community engagement process, that enable municipalities to steward equitable urban forests that are resilient into the future.
Project Experience
Urban Forest Master Plan, City of Pleasanton, California. Currently serving as the project manager for the City of Pleasanton’s Urban Forest Master Plan.
Tasks include organizing meetings, coordinating with field analysts to complete a full tree inventory and canopy cover analysis, reviewing current governance structure and tree practices, reviewing and updating the tree preservation ordinance, engaging the community through surveys and public outreach events, leading working group meetings, drafting a Strategic Plan with measurable urban forestry goals and actions, and leading the writing of the Urban Forest Master Plan. The final draft of the plan is set to be adopted in September of 2025. (2023 - present)
Urban Forest and Wildfire Management Plan, Parks Tacoma, Washington. Midway through the project, assumed project management responsibilities to ensure the successful completion of the Urban Forest and Wildfire Management Plan for Parks Tacoma, an independent park district serving the city of Tacoma, Washington.
Organized tasks and meetings with Parks and coordinated with Dudek staff to ensure timeliness of project deliverables. Provided review and quality control on analyst written deliverables, incorporated revisions based on Parks’ feedback, created maps to supplement the administrative draft, and coordinated with the Dudek production team to print and deliver the final draft of the document with appendices to Parks Tacoma staff. (2024 – 2025)
Community Forest Management Plan, County of Los Angeles, California. Provided geographic information system (GIS) mapping analysis and research of Los Angeles County climate areas used in the creation of a recommended urban tree species list. Interviewed subject matter experts on tree species selection, soil health, and water conservation. Contributed to the writing of sections in the community forest management plan for environmental equity, tree distribution, and canopy cover goals for the County. (2023 – 2024) Urban Forestry Job Classification Analysis, City of Los Angeles, California. Within a short 3-month timeline, served as the lead project manager and conducted a review of current City urban forestry job classifications, interviewed and organized the responses of 30 staff representing 10 different City departments that have intersecting work with urban forestry, researched and summarized the urban forestry job classifications and organizational Education
University of California,
Santa Cruz
BA, Environmental Studies,
minor in Earth Sciences,
2009
Certifications
Certified Professional in
Erosion and Sediment
Control (CPESC), No. 9464
Part 107 Remote Drone
Pilot, License No. 4687954
ITEM NO. 4.
2 structure of three major comparison cities, and created five new job classification descriptions to help meet the City’s urban forestry and natural resource management needs. (2024) Tree Preservation Ordinance Update, City of Hayward, California. Currently serving as the project manager for the City of Hayward’s Tree Preservation Ordinance Update. Tasks include organizing and running meetings, tracking the budget and progress on project deliverables, researching and summarizing key components of comparable City ordinances, working with analysts to incorporate edits and updates to the existing ordinance, completing an ordinance companion document, and completing a canopy cover analysis. The ordinance is set for adoption in August of 2025. (2023 – 2025)
Protected Tree Ordinance Update, County of San Mateo, California. Served as the project manager for the County of San Mateo’s Tree Preservation Ordinance Update. Took project over halfway through the update of the draft ordinance. Tasks include organizing and running meetings, tracking the budget and progress on project deliverables, responding to public comments, finalizing the ordinance update, coordinating with graphics and GIS staff on posting informational materials to the County website and in the creation of an interactive ‘Do I Need a Permit’ web application, and presenting a summary of the ordinance updates at community council and County planning commission meetings. The final ordinance was adopted by the County in October 2024. (2023 – 2025) Urban Forest Management Plan, City of Hanford, California. Currently serving as the project manager for the City of Hanford’s Urban Forest Management Plan. Tasks have included organizing meetings, coordinating with field analysts to complete a full tree inventory and canopy cover analysis, conducting department interviews, drafting a community survey and content for the City’s website, tabling to gather community feedback at public outreach events, and coordinating a working group of different interested parties to inform the strategic plan for the UFMP. (2025 – present)
ITEM NO. 4.
1 Ryan Allen
SENIOR URBAN FORESTER
Ryan Allen (RY-in AL-in; he/him) is an urban forester with 16 years’ experience developing urban and community forestry programs with municipalities and community organizations. Mr. Allen’s work focuses on ensuring that trees are properly managed, maintained, and preserved to help create resilient and healthy communities.
Mr. Allen’s background in government relations and community organizing is coupled with a deep understanding of arboriculture and urban forestry. He uses these skills and experiences to help communities create a positive impact on their local environment and generate momentum for municipalities to make lasting changes to their urban forestry programs.
Project Experience
Community Forest Management Plan, County of Los Angeles, California. Dudek developed a comprehensive Countywide Community Forest Management Plan (CFMP) with special considerations to provide equitable community engagement and technical support to a large geographic area with various education and engagement levels. As part of the CFMP, a Dudek graphical information system (GIS) specialist utilized 2020 high-resolution aerial imagery and a machine learning image processing system to develop a landcover classification product for the entire 4,200 square miles of the County of Los Angeles (County). The project included coordinating multiple County departments, a technical advisory committee, subject matter experts, and community organizations in development of the CFMP through creation of the final plan.
CFMP, City of San Jose, California. Currently developing the San Jose CFMP driven by meaningful community engagement and technical expertise. Project tasks include analyzing the existing tree canopy cover using satellite imagery; conducting 17 interviews with City staff, elected officials, and interested parties; creating a project webpage and outreach video; conducting a strengths, weaknesses, opportunities, and threats analysis of current management practices; determining the condition of the City’s urban forest; educating community members about urban forestry; and developing achievable short- and long-term goals.
UFMP and Street Tree Master Plan, City of Temecula, California. Dudek developed the City of Temecula’s UFMP and Street Tree Master Plan, which included a tree inventory of 27,000 trees. The project included analysis of the current status of the urban forest and identified threats to current species based on predicted climate change and invasive pests/pathogens. In addition, Dudek developed a significant community education component, including an urban forest summit, pop-up outreach events, a working group, and outreach pamphlets. Other project tasks include re-establishing the City’s tree maintenance policy and standards, reviewing the City’s existing tree ordinance, and developing a master tree planting plan with a recommended tree species palette that received input from various interested parties and community groups. The plan aligns with the City’s core steering Education
Pepperdine University
BA, Communications
(Creative Writing
emphasis), 2002
Certifications
International Society of
Arboriculture (ISA)
Certified Arborist,
No. WE 10316A
Tree Risk Assessment
Qualified
Municipal Specialist
Professional Affiliations
Oversite Executive Board
Member, Los Angeles
Center for Urban Natural
Resources Sustainability
ITEM NO. 4.
2 document, the Quality of Life Master Plan, to ensure that the UFMP will be successfully implemented. This project was awarded the California American Planning Association Inland Empire Section, 2024 Resilience and Sustainability Award of Excellence.
CFMP, Town of Mount Pleasant, South Carolina. Dudek completed the Town of Mount Pleasant’s CFMP, which included a tree inventory of 1,500 trees. This project focused on several key areas that have the potential to threaten the Town’s community forest, including development, invasive plants, and increased storm severity.
Dudek reviewed the Town’s tree protection ordinances and coastal zoning laws to develop strategies that preserve and protect the tree canopy. Identified invasive plant species and provided the Town with actions it can take to control and limit the spread of invasive plant species into the surrounding forested landscape. Additionally, Dudek prepared a storm and disaster plan in accordance with Federal Emergency Management Agency standards to ensure that the Town can recover resources post storm disaster events. Finally, Dudek provided recommendations on parking lot spacing standards, climate change threats, staffing and funding needs, and strategies to plant and increase tree canopy cover.
UFMP, City of Beverly Hills, California. Lead the development of the City of Beverly Hills’ 30-year planning document to implement sustainable management practices that create a healthy urban forest canopy. Dudek also analyzed the City-managed tree population, completed a wildfire hazard assessment for an area designated a Very High Fire Hazard Severity Zone, and provided recommendations to manage a more fire safe community that will be included as a chapter of the UFMP.
UFMP, City of La Mesa, California. Lead the development of the City’s UFMP document that included a thorough analysis of all management practices, a LiDAR canopy cover analysis, facilitation of an interested party working group, interviews with all relevant City staff who affect trees, and analysis of the status of the urban forest. The aim of the UFMP was to help the City of La Mesa reach the canopy cover and greenhouse gas emission reduction goals outlined in its Climate Action Plan. The California Department of Forestry and Fire Protection provided funding for the project, and project objectives will help the City achieve the outcomes of the grant.
UFMP, City of Rancho Cordova, California. Lead the development of the City’s UFMP document in partnership with the City of Rancho Cordova and the Sacramento Tree Foundation. Project highlights include the development of an online survey, project webpage, and strategic tree planting plan; interviews with City staff; and a LiDAR canopy cover analysis. The project focused on development standards for new residential communities to ensure that land use planning incorporated trees into designs to create healthy tree-lined streets. The project involved determining the sustainability of the urban forest using an i-Tree analysis and an assessment of sustainability indicators. The California Department of Forestry and Fire Protection provided funding for the project, and project objectives helped the city achieve the outcomes of the grant.
Urban Forest Management Plan Preliminary Planning and Roadmap, City of Los Angeles, California. Prepared a comprehensive report on the current conditions of the City of Los Angeles urban forest and its management as the beginning phase of the City’s preparation to begin an urban forest management plan (UFMP). Report development lasted 10 months and included monthly working group meetings with over 40 urban forest interested parties, extensive departmental interviews, a public survey with 2,600 responses, and the comparison of Los Angeles urban forest activities with three other municipal urban forest programs. The report analyzes current funding levels and City of Los Angeles planning documents, ordinances, policies, governance structure, and management practices against urban forest sustainability standards. The result of the analysis delivered key findings on the status of the urban forest and made recommendations on the steps the City needs to take to move toward the completion of a UFMP and implementation of sustainable practices.
ITEM NO. 4.
1 Alexandria Reed
DATA SPECIALIST
Alexandria Reed (she/her) is an urban forest planner with 8 years’ professional experience as an environmental consultant specializing in data-driven environmental analysis, data visualizations, compliance, and project management. Alexandria is adept at utilizing statistical analysis, geospatial tools, and machine learning techniques to inform decision makers and address complex environmental challenges. Her expertise extends to utilizing R and geographic information system (GIS) software for geospatial data analysis, enabling the calculation of tree canopy cover and the creation of customized map layers for tree inventory systems. Furthermore, Alexandria plays a pivotal role in offering technical data support for a wide range of projects, including those related to urban forestry, urban planning, wildlife distribution, water quality, and preliminary environmental analysis reports.
Relevant Project Experience
Ongoing Projects
Urban Forest Management Plan, City of Hanford, California. Reviewing tree inventory data to evaluate key sustainability indicators, including species diversity, age distribution, and tree condition. Summarizing findings with clear visuals and calculating canopy cover across city boundaries. Authoring a combined inventory and canopy report to support data-driven goal setting and long-term urban forest planning. (2025 – present)
Fresno Extreme Heat Analysis, County of Fresno, California. Providing technical support for a countywide extreme heat vulnerability assessment. Identifying key heat-related indicators, analyzing urban heat exposure and canopy conditions, and integrating environmental and socioeconomic datasets. Contributing to the development of a Heat Vulnerability Index and summary memorandum to inform climate adaptation and canopy enhancement strategies in disadvantaged communities. (2024 – present)
Urban Forest Management Plan, City of Irvine, California. Conducted a sustainability analysis of the City's tree inventory, evaluating species diversity, health condition, and relative performance index to assess long-term urban forest resilience. Analyzed land cover data to assess existing canopy conditions across urban, residential, commercial/industrial, and city-owned areas. Calculated the number of trees needed to achieve the city’s canopy goals, incorporating growth assumptions. Authored technical sections of the Urban Forest Management Plan. (2024 – present)
Urban Forest Master Plan, City of Pleasanton, California. Analyzed the City's tree inventory and created visualizations to illustrate species composition, health distribution, and overall condition. Conducted a canopy cover change analysis using land cover and canopy data from 2012, 2018, and 2022 to identify trends over time.
Education
University of California,
Santa Barbara (UCSB)
Master of Environmental
Data Science (MEDS),
2023
BS, Environmental
Studies, 2017
Professional Affiliations
California Association of
Environmental
Professionals (AEP)
R-Ladies Santa Barbara
ITEM NO. 4.
2 Performed a tree ordinance impact assessment to evaluate how proposed changes may affect long-term canopy cover. (2023 – present)
Urban Forest Management Plan, City of Rancho Cucamonga, California. Performed a canopy cover change analysis using land cover and canopy data from 2012, 2018, and 2022 to evaluate trends in canopy and identify areas of increase or decrease. Collaborated with City staff to model planting goals and identify the number of trees needed to meet future canopy targets. Presented data-related project updates and deliverables to City staff for review. Prepared technical sections for the assessment report, detailing methodologies, findings, and recommendations. (2023 – present)
Completed Projects
Canopy Cover Assessment, City of San Diego, California. Served as Project Manager, overseeing staff, timelines, and client coordination. Directed land cover classification efforts and conducted analyses to calculate canopy coverage citywide and within defined geographic boundaries. Delivered a summary report outlining methodology and results, providing actionable insights to support urban forest planning. (2024 – 2025) Urban Forest and Wildfire Management Plan, Parks Tacoma, Washington. Led the land cover classification effort to assess existing canopy cover within all park district-managed parks. Conducted detailed spatial analyses to break down canopy cover by individual parks and identify areas with low canopy coverage. Quantified number of trees to plant to reach canopy cover goals. (2024 – 2025) Canopy Cover Assessment, City of Hayward, California. Conducted a citywide canopy cover assessment using land cover data to quantify baseline canopy and evaluate distribution across parcel types, council neighborhoods, census tracts, and parks. Performed spatial and statistical analysis to identify low-canopy areas. Developed estimates for the number of trees required to increase canopy, incorporating growth assumptions and projected timelines. (2023 – 2025)
Urban Forest Management Plan, City of Bell, California. Conducted a comprehensive canopy cover analysis for the densely populated, economically disadvantaged City of Bell. Utilized land cover data to produce detailed visualizations and statistical metrics, offering insightful information to shape canopy cover goals and guide future planting strategies. Developed a tailored approach to support equitable access to urban green space and mitigate the challenges posed by Bell’s compact geography and limited resources. (2023 – 2025) Urban Forest Plan, City of Alameda, California. Conducted a canopy cover increase analysis, including a visualization showing potential canopy percent increases in various areas to reach the City's 20% canopy cover goal over 30 years. The analysis determined the required acreage for planting and the total and annual number of trees needed to achieve this goal. Additionally, completed a groundwater analysis to assess species suitability for future sea level and groundwater rise, as well as relationships between groundwater depth, water use, and tree health conditions. (2023 – 2024)
Community Forest Management Plan, County of Los Angeles, California. Contributed as the data science lead for the development of the Community Forest Management Plan for the County of Los Angeles. Processed land cover data, conducted a comprehensive canopy cover analysis, and created data visualizations. Used canopy cover and socioeconomic data to assess canopy needs across the County, informing strategic canopy goals. Authored technical methodologies, resource documents, and sections of the Community Forest Management Plan. Assisted in data processing and calculation for the interactive data viewer section of a website. (2023 – 2024)
ITEM NO. 4.
1 Jared Davis
ANALYST
Jared Davis (he/him) is an arborist, urban forester, and naturalist with 6 years of experience. He specializes in systems thinking, addressing the complexities of sustainable urban forests. His expertise includes analyzing municipal tree practices, updating ordinances, and interpreting arboricultural standards.
Jared has led community outreach programs and collaborated with local governments on tree conservation strategies. His commitment to continuous learning keeps him at the forefront of industry advancements.
Relevant Project Experience
Urban Forest Management Plan, City of Escondido, California. Deputy project manager and lead analyst for urban forest conditions reporting (2025).
On-Call Arborist, City of Pacifica, California. Permit review, code compliance, and arboricultural consulting for the City of Pacifica (2025).
Urban and Community Forestry Plan Update, City of Lake Oswego, Oregon.
Authored chapters of the Urban and Community Forestry Plan update. Project included review and recommendations of city policies and management practices. (2023)
Urban Forest Management Plan, City of Fresno, California. Reviewed tree ordinances and provided recommendations for improvements. Interviewed city staff and stakeholders to provide a viewpoint of the City’s urban forest from the inside. Analyzed city-contractor relationships, pruning schedules, and provided suggestions based on arboricultural best management practices. (2022) Community Forest Management Plan, County of Los Angeles, California. Analyzed and interpreted the status of the urban forest, specializing in biodiversity, climate resilience, and tree ordinances. (2022–2024) Tree Ordinance Update, County of San Mateo, California. Collaborated with County staff to create a balanced tree ordinance that prioritized canopy cover, native habitat, and heritage trees. (2022–Present) Community Engagement, Urban Forest Management Plan, City of Salinas, California. Ran events to gather community and partner input. Facilitated surveys, outreach games, and educational materials. Provided analysis of community input and tree management practices. (2022) Tree Risk Assessments, Elk Grove Regional Park, California. Surveyed over one hundred trees for risk with the International Society of Arboriculture (ISA) systematic approach. Detected trees with potential hazards and provided mitigation recommendations. (2022)
Tree Inventory, Los Angeles Department of Water and Power, Los Angeles, California. Collected field inventory data for native trees along project boundaries. (2022)
Education
University of Colorado,
Boulder
BA, Biology and
Environmental Studies
Certifications
TRAQ Arborist
ISA Arborist
Wilderness First Aid
Firefighter Type II
California Naturalist
ITEM NO. 4.
1 Kanami Otani
ANALYST
Kanami Otani (Ka-NAH-mee oh-TAN-ee; she/her) is a sustainability professional with 8 years’ experience focused on urban forestry. Her work promotes collaboration with multiple interested parties to achieve shared urban forestry goals. Kanami has worked in numerous sectors and provides insight on the perspectives of grassroots and statewide nonprofit organizations, grant award recipients, private municipal contractors, safety and standards of the arboriculture industry, and environmental consultants. She has successfully obtained grant funding for eligible organizations, implemented local and statewide tree planting projects, created partnerships between previously siloed groups, and formed pathways for collaboration between municipalities, elected officials, educational institutions, volunteers, students, and community members through her urban forest advocacy.
Project Experience
Urban Forest Planning
UFMP, City of Irvine, California. The City of Irvine is a planned community next to a wildland–urban interface/intermix. Using the UFMP, the City will guide its community in building wildfire resilience using urban forest management. The UFMP encompasses specific priorities for the City including expanding canopy cover, preserving the City’s unique character, using recycled water, and working with multiple landowners to plant the “right trees” in the “right place.” Community Forest Management Plan, County of Los Angeles, California.
Ensured in-person technical support and urban forestry education was provided equitably to historically underserved communities throughout greater Los Angeles County, including youth, houseless folks, and those living in unincorporated Los Angeles County. Developed strategies to increase workforce development by utilizing urban forestry for areas including tree maintenance, urban wood, nursery availability. Recommendations embodied County of Los Angeles goals to support economic opportunity and community development through urban forestry investments and efforts.
Tree Policies and Guidelines Manual Update, City of Claremont, California.
Reviewed and identified key areas to modify and update the City of Claremont’s Tree Policies and Guidelines Manual to align with arboriculture industry standards. Created recommendations for City of Claremont processes that prioritize tree preservation in a transparent manner. Engaged with multiple community members and sustainability leaders to find ways to satisfy both City of Claremont needs to provide a safe urban forest and community desires to maintain large, mature trees for environmental benefits. Provided clarification and Education
California Polytechnic
State University, Pomona
BS, Nutrition Science,
2015
Certifications
International Society of
Arboriculture (ISA)
Certified Arborist,
No. WE-13275A
ISA Tree Risk Assessment
Qualified
Urban and Community
Forestry Society (UCFS)
Municipal Forestry
Institute Graduate, 2024
Western Chapter ISA, Tree
Care for Birds and Other
Wildlife Certificate
Industry Leadership
Street Tree Seminar
(STS), Board Director,
2024–Current
Urban Wood Network
(UWN), Western Region
Education Director,
2023–Current
ITEM NO. 4.
2 education to both City staff and community members on arboriculture principles that determine management recommendations, including the difference between tree risk and tree health.
UFMP, City of Rancho Cucamonga, California. Identified specific community needs by working with various municipal departments, the Rancho Cucamonga Fire District, other interested parties, and community members to develop an UFMP for the City of Rancho Cucamonga. Ensured an inclusive engagement plan by conducting interviews, in-person engagement events, and citywide project meetings to capture and understand the goals for the UFMP. Developed a usable communication document for public understanding and a funding advocacy tool.
Community Forest Master Plan, Town of Mount Pleasant, South Carolina. Led efforts to create a customized plan for the Town of Mount Pleasant with considerations for needs for southern forests, expansion of canopy cover in parking lots, Federal Emergency Management Agency reimbursement plans, tree inventory collection templates, and a community engagement outreach plan to suit the Town of Mount Pleasant’s unique needs.
Urban Forest Management Plan (UFMP), City of Bell, California. Led efforts to develop a plan for a geographically limited city with considerations for private property tree planting engagement and fostering community advocacy.
Managed a subcontract nonprofit partner to provide equitable engagement through in-person translation services during canvassing efforts, community engagement events, and a free tree giveaway among partners.
Urban Forest Master Plan, City of Newberry, South Carolina. The City of Newberry, anticipating large-scale development, intentionally prioritized maintaining its canopy cover through development. Developers will be guided by Municipal Codes to reinvest in Newberry’s urban forest and community as they work in the City.
Recommendations included Tree Protection Plans, Tree Protection Zones, and Mitigation Plans to protect the City’s community-unmanaged loss of canopy cover.
Urban Forestry Manual Update, City of Glendora, California. The Urban Forest Manual for the City of Glendora was updated to align with changes in organizational structure, arboriculture industry best management practices, and municipal guidelines for a safe and sustainable municipal urban forest.
UFMP, Laguna Woods Village, City of Laguna Woods, California. Developed two separate and specific customized management plans for two homeowner’s associations managed by the same entity. Engaged with concerned board members to ensure management of the urban forest was guided to align with community goals to maintain and enhance the urban forest for future residents. Attended multiple in-person adoption discussions for Board of Directors.
Urban and Community Forest Plan Update, City of Lake Oswego, Oregon. Provided detailed analysis and identified gaps in current urban and community forest plan from an outside perspective. Highlighted areas for improvement to reach sustainable urban forestry goals, including utilizing mature tree stature as a canopy cover measurement and recommending investment in specific areas to reach equitable canopy cover for each community.
Urban Forest Plan, City of Alameda, California. Provided analysis on work records and cost of current urban forest maintenance. Analysis was used to determine feasible maintenance recommendations for budgeting for a growing urban forest.
Street Tree Watering Study, City of Pasadena, California. Provided financial feasibility analysis of a citywide tree watering program to determine the cost of becoming an industry-wide municipal leader in supporting tree longevity through tree watering. Recommendations on tree watering practices and partnerships for the City of Pasadena’s urban forestry program were identified.
ITEM NO. 4.
1 Christopher Starbird
ANALYST
Christopher Starbird (KRIS-tuh-fer STAR-bird; he/him) is a geographic information systems (GIS) analyst with 17 years’ experience in environmental projects for municipal, regional, and federal public agencies and non-profit organizations. Mr. Starbird uses the latest in mapping software from the Environmental Systems Research Institute (ESRI). His skills include database design, spatial analyses, three-dimensional (3D) modeling with shade and shadow analysis, glint and glare analysis, interactive web development and design, web-based mapping, and high-quality cartographic design. Mr. Starbird has completed course work in the areas of computer programming, GIS, cartography, and field techniques in geographic research, web-based interactive map presentation, and digital graphics design.
Project Experience
Development
Beverly Hills Creative Office Project Environmental Impact Report, City of Beverly Hills, California. Serving as lead GIS analyst in the preparation of the project’s Environmental Impact Report (EIR) aesthetics assessment for the development of up to 11 new office buildings on a vacant, linear site in the City of Beverly Hills. The proposed four- to five-story office buildings would be designed in a range of architectural styles. Buildings at each end of the site would have traditional facades with columns and cornices, and buildings toward the center of the site would have more modern architectural treatments, such as glass screen walls and steel frames. Key issues include obstruction of views to the iconic City Hall tower and compatibility of bulk and scale with the surrounding development.
Pacific Coast Commons Specific Plan EIR, El Segundo, California. Serving as lead GIS analyst for preparation of an EIR for the Specific Plan. The project would involve redevelopment of the existing surface parking lots of the Fairfield Inn & Suites and Aloft Hotel properties, as well as the commercial properties, through the adoption of a Specific Plan that allows for the development of 263 new housing units and 11,252 square feet of commercial/retail uses on approximately 6.33 acres of land located in the City of El Segundo adjacent to Pacific Coast Highway. The Pacific Coast Commons-South portion proposes a six-story residential building with commercial/retail on the ground floor and an eight-level parking garage. The Pacific Coast Commons-Fairfield Parking portion of the project proposes a four-story parking garage with commercial/retail on the ground floor. The Pacific Coast Commons-North portion proposes a six-story residential building with commercial on the ground floor that faces Pacific Coast Highway, a six-story parking garage in the central portion of property, a new fire/access road, and apartment/townhome units. The project requires a General Plan amendment, zone change, site plan review, vesting tentative tract map, and a development agreement.
Buena Vista Project EIR, Los Angeles, California. Serving as lead GIS analyst for the EIR for a 2- to 26-story mixeduse project on an 8-acre parcel, which includes residential and commercial uses consisting of approximately 1,079,073 square feet of residential floor area (920 dwelling units); 15,000 square feet of neighborhood-serving retail uses; 23,800 square feet of indoor and outdoor restaurant; and 116,263 square feet of outdoor public trellis/balcony space. The project site is located in the Central City North Community Plan Area near the Metro Education
University of California,
Santa Barbara
BA, Geography
ITEM NO. 4.
2 Gold Line and the Los Angeles State Historic Park. The transit-priority project is proximate to a network of regional transportation facilities, including the Chinatown Metro Station. The site is located in a Methane Zone and contains remnants of previous land uses, including former oil wells and a gas station. Additionally, the site is within the boundaries of the Historic Cultural Monument No. 82, River Station Area/Southern Pacific Railroad. The project requires a General Plan amendment, zone change, site plan review, height district change, zoning administrator adjustment to reduce setback, tentative tract map, and development agreement.
Clara Oaks Specific Plan Project EIR, Claremont, California. Serving as lead GIS Analyst for the EIR for the development of 40 semi-custom home residences within an undeveloped portion of the City of Claremont’s hillside area and adjacent to the Webb Schools and Claremont Hillside Wilderness Park. A county-designated Significant Ecological Area is adjacent to the project site, which is also bisected by a flood control easement. The project includes parking for access to a new trail system within the portion of the site to remain open space. The project requires new utility infrastructure, off-site improvements to Webb Canyon Road, and wet/dry utility connections. The project requires a General Plan amendment, zone change, and tentative tract map.
Centennial Specific Plan EIR and Biological Resources Technical Report GIS Services, Los Angeles County. While at another firm, served as the primary GIS specialist for the Centennial Specific Plan and Phase One Implementation Project, which involved the development of approximately 12,000 acres with approximately 23,000 residential units and up to 14 million square feet of mixed urban service and employment-generating uses in addition to a variety of commercial, industrial, natural open space, and recreational land uses. Performed GIS analysis and produced exhibits for the Program EIR and supporting Biological Technical Report. Developed and consolidated GIS, AutoCAD, and other data from numerous public and private agencies for use in analysis and cartographic products.
Tesoro del Valle Supplemental EIR, GIS Services, Los Angeles County. While at another firm, served as GIS specialist for this EIR for the proposed construction of 710 single-family residential dwelling units, a fire station site, parks and recreational amenities (i.e., clubhouse, pool, trails), and supporting roadway and utility infrastructure within Phases B and C of the Tesoro del Valle project in Los Angeles County. Coordinated and performed the GIS mapping and analysis of the project site, and developed and consolidated GIS, AutoCAD, and other data from numerous public and private agencies for use in analysis and cartographic products.
Centennial Corridor Project Draft EIR/Environmental Impact Statement and Section 4(f) Evaluation, Kern County.
While at another firm, served as the lead GIS specialist on the Centennial Corridor Project Draft EIR/Environmental Impact Statement (EIS), the purpose of which is to provide continuity for traffic using State Route 58 in Kern County. The large-scale project required the mapping and analysis of biological resources, the displacement of residences, potential archaeological resources, historic resources, parkland resources, aesthetics, community disruption, and noise. Responsibilities included coordinating data collection, data management, and spatial analysis of these various resources and project components, as well as the production of more than 100 maps and graphics.
8850 Sunset Boulevard Project EIR, City of West Hollywood, California. Serving as GIS analyst in the preparation of the project EIR aesthetics analysis for a new 15-story building that would include 115 hotel guestrooms, a new nightclub space (replacing the existing Viper Room building), 31 market-rate condominiums, 10 income-restricted units, and static and digital signage. Developed a state-of-the-art shade/shadow analysis technique that used existing LiDAR (light detection and ranging) to compare the proposed structure’s shadows with the shadows of existing structures and vegetation.
ITEM NO. 4.
1 Jeremy Cawn, RPF
FIRE PROTECTION SPECIALIST
Jeremy Cawn (JAIR-eh-mee KAWN; he/him) is an urban forestry and wildfire mitigation specialist with 9 years’ experience as an arborist, wildfire risk assessor, and hazardous vegetation management program manager.
Mr. Cawn’s arboricultural experience includes urban forest inventory and management, hazard tree assessments, pest and disease surveys, tree protection ordinance administration, new development plan review, and tree maintenance contract administration. Mr. Cawn’s wildfire mitigation experience includes wildfire risk assessments, fire protection planning, defensible space inspections, and vegetation management plans. Mr. Cawn previously worked as a fire prevention inspector for the Glendale Fire Department and as an arborist and forester for New York City, the City of Claremont, and the City of Glendale. Prior to his work experience in urban forestry and vegetation management, Mr. Cawn spent 11 years working as a wildland fire fighter and a prescribed fire specialist.
Project Experience
Santa Rosa Fire Damaged Tree Evaluation, City of Santa Rosa, California.
Inventoried street and park trees within the Coffey Park and Fountain Grove neighborhoods. The intent of the inventory was to identify street and park trees that were at risk of falling into the public right-of-way and would qualify for reimbursement through a Federal Emergency Management Agency (FEMA) grant. Using the tree inventory, an arborist report and several tree location maps were prepared and submitted to the city. (2022)
EDH Costco FSP, Costco Wholesale Corporation, El Dorado Hills, California.
Created a Fire Safe Plan (FSP) for a proposed new commercial development.
Creation of the FSP included an evaluation of the conditions at the site related to wildfire risk, an evaluation of the emergency response capabilities of the emergency services nearby, and recommendations for improving the wildfire safety of the proposed development. (2022)
City of Walnut Creek On-Call Arborist, Walnut Creek, California. Perform the duties of a municipal arborist including reviewing tree permit applications, creating tree removal and tree work permits, and evaluating park and street trees. In addition, tasks include reviewing proposed new development plans and providing comments regarding tree protection and compliance with city tree ordinances. (2021–Present)
Education
Northern Arizona
University
Professional Certification,
Fire Ecology and
Hazardous Fuels
Management, 2013
Southern Illinois
University
BS, Forestry (Natural
Resource Management),
2001
Certifications
ISA Certified Arborist,
Municipal Specialist No.
NY-5876AM
ISA Tree Risk Assessment
Qualification
Registered Professional
Forester (RPF), No. 3007
NFPA Certified Wildfire
Mitigation Specialist
AFE Certified Wildland
Fire Manager
Professional Affiliations
SoCal Fire Prevention
Officers Association
International Society of
Arboriculture
Association of Fire
Ecologists
ITEM NO. 4.
2 Relevant Previous Experience
Glendale Fire Department, Glendale, California. Served as a Fire Prevention Inspector. Administered the Department’s Vegetation Management Program performing all of the public outreach, private and public property inspections, enforcement, and abatement contract management. Re-worked the entire program, transitioning it from a Company-led program to a Prevention-led program. Implemented a new digital inspection software and notification service. Updated the Fire Department’s operational guide for the Vegetation Management Program.
Provided technical expertise and guidance for the update of the City’s Hazardous Vegetation Ordinance during the 2019–2020 Building and Safety code cycle. (2018–2021)
Glendale Public Works Department, Glendale, California. Served as the Arborist Technician with the primary responsibility of administering the City’s Indigenous Tree Ordinance. Performed inspections for tree work permits, investigated and enforcement ordinance violations, and reviewed new construction plans for properties with protected tree species and recommended mitigation strategies. Fulfilled duties of the City’s Urban Forester while that position was vacant, including the review of capital improvement projects, drafting street tree planting plans for specific neighborhoods, and updating sections of the City’s Urban Forest Management Plan. (2015–2017) Community Services Department, Claremont, California. Served as the City Arborist. As the sole City forestry expert employed by the City, managed most of the day-to-day operations for the City’s urban forest, including responding to service requests from the public, managing the City’s tree service contract by creating work orders, scheduling routine work zones, and establishing best work practices; performed disease and pest surveys; and planned street tree planting programs. Assisted in the creation of the City’s Street Tree Watering program during the 2012–2016 drought. (2015–2017)
Department of Parks and Recreation Brooklyn Borough, New York, New York. Served as a forester. Monitored tree work performed by City tree service contractors, responded to resident service requests, evaluated street tree planting sites for tree plantings as part of the City’s Million Trees Program, and performed hazard tree assessments in the areas of the borough flooded by superstorm Sandy. (2013–2014) Presentations
“The Vegetation Management Program.” Glendale Fire Department, Glendale, California, April 2021. “Wildfire Prevention and Vegetation Management.” The American Institute of Architects, Eagle Rock, California April 2020. “Claremont trees in the drought.” The University Club of Claremont, Claremont, California, June 2017.
ITEM NO. 4.
1 Curtis Battle
GIS SPECIALIST
Curtis Battle is a geographic information systems (GIS) analyst with 15 years’ experience serving environmental projects for municipal, regional, and federal public agencies, nonprofit organizations, and private businesses. He is proficient in a wide variety of GIS platforms and techniques, including Esri’s software suite (ArcGIS Pro/ArcMap, ArcGIS Enterprise, ArcGIS Online); geodatabase construction and maintenance; quantitative geographic methods; cartography; species distribution modeling; remote sensing; Python programming; and cartography. He has provided GIS support for numerous environmental impact reports (EIRs); habitat conservation plans (HCPs); technical studies, including biological technical reports, vegetation mapping, and wildlife surveys; landcover classification modelling; and mitigation monitoring and reporting programs.
Relevant Project Experience
Urban Forest Management Plan, County of Los Angeles, California. Principal GIS analyst responsible for countywide landcover classification using highresolution aerial imagery. Duties included employing deep learning/AI image classification techniques to analyze remotely sensed imagery. Provided additional GIS analysis and cartographic support.
Urban Forest Management Plan, City of Asheville, North Carolina. Principal GIS analyst responsible for citywide landcover classification of high-resolution aerial imagery. Duties included employing semi-automated and machine learning image classification techniques to analyze remotely sensed aerial imagery. Provided additional GIS analysis and cartographic support.
Urban Forest Management Plan, City of Pleasanton, California. Principal GIS analyst responsible for citywide landcover classification of high-resolution aerial imagery. Duties included employing semi-automated and machine learning image classification techniques to analyze remotely sensed aerial imagery. Provided additional GIS analysis and cartographic support.
Urban Forest Management Plan, City of Hayward, California. Principal GIS analyst responsible for citywide landcover classification using high-resolution aerial imagery, and lidar. Duties included using semi-automated and machine learning image classification to analyze remotely sensed aerial imagery/lidar. Provided additional GIS analysis and cartographic support.
Urban Forest Management Plan, City of Chico, California. Principal GIS analyst responsible for multi-year citywide landcover classification using high-resolution aerial imagery. Duties included employing semi-automated and machine learning image classification techniques to analyze remotely sensed aerial imagery. Provided additional GIS analysis and cartographic support.
Education
San Diego State
University
MS, GIScience
BA, Geography
Mesa College
AS, Geographic
Information Systems
Specialist
ITEM NO. 4.
2 Urban Forestry Management Plan, City of Fresno, California. Principal GIS analyst responsible for citywide tree canopy and land cover classification mapping. Duties included employing semi-automated and machine learning image classification techniques to analyze remotely sensed aerial imagery. Provided additional GIS analysis and cartographic support.
Urban Forestry Management Plan, City of Irvine, California. Principal GIS analyst responsible for citywide tree canopy and land cover classification mapping. Duties included employing semi-automated and machine learning image classification techniques to classify satellite imagery. Provided additional GIS analysis and cartographic support.
Urban Forestry Management Plan, City of Temecula, California. Principal GIS analyst responsible for citywide tree canopy and land cover classification mapping. Duties included employing semi-automated and machine learning image classification techniques to analyze aerial imagery and LIDAR. Provided additional GIS analysis and cartographic support.
Urban Forestry Management Plan, City of San Diego, California. Principal GIS analyst responsible for citywide tree canopy and land cover classification mapping. Duties included employing semi-automated and machine learning image classification techniques to classify satellite imagery. Provided additional GIS analysis and cartographic support.
San Joaquin Marsh Aerial Analysis. Served as principal GIS analyst responsible for using remotely sensed satellite, aerial, and UAS imagery to quantify changes in land cover and vegetation type and health over the 15-year period from 2006 to 2020.
City of San Diego Stadium Wetlands Restoration Project. Served as principal GIS analyst responsible for quantifying changes to on-site vegetation community composition over a 5 year period. Duties included employing automated and semi-automated image classification techniques to classify UAS imagery and lidar in order to monitor the success project restoration efforts. Provided additional GIS analysis and cartographic support.
San Timoteo Creek Habitat Monitoring Program, Yucaipa Valley Water District, Riverside and San Bernardino Counties, California. Served as principal GIS analyst using satellite and aerial imagery to remotely monitor and measure long-term changes to riparian habitat, portions of which are occupied by the state and federally listed endangered least Bell’s vireo (Vireo bellii pusillus), within San Timoteo Creek associated with expansion of the Yucaipa Valley Water District’s non-potable water distribution system between the years 2012 and 2020.
Southern Subregion Habitat Reserve Vegetation Map Update, Rancho Mission Viejo Land Trust, Orange County, California. Served as GIS analyst supporting Rancho Mission Viejo's 2017 vegetation map update for the Initial Management Action Plan. Project involved collection of high-resolution satellite and aerial imagery and lidar to derive raster products characterizing the structure of vegetation, and to evaluate vegetation change within the Habitat Reserve over the period from 2012 to present. The satellite and lidar change detection products helped biologists quantify on-site vegetation changes, assess the accuracy of boundary mapping between vegetation communities, and update the vegetation classification system used in the 2012 mapping.
ITEM NO. 4.
1 Josh Becker
GRAPHICS
Josh Becker (JAHSH BEHK-er; he/him) is an accomplished graphic designer with 24 years’ experience inspiring audiences with thoughtful, powerful design. Mr. Becker brings out the personality of each project via expertly crafted visual representation. He successfully leads design teams, fostering creativity to produce results that are unexpected and inspired. Mr. Becker’s capabilities include (but are not limited to) logos, infographics, illustration, posters, fliers, reports, magazines, brochures, collateral materials, advertising, and booklets. His expertise in publication layout and art direction has earned him several awards.
Project Experience
Community Forest Management Plan, Los Angeles County, California. Designed and produced the layout of the community forest management plan and the community canopy profiles guide. Also designed custom infographics. (2024) Urban Forest Management Plan, City of Fresno, California. Designed and produced the layout for the City of Fresno Urban Forest Management Plan (UFMP). (2024)
Urban Forest Management Plan, Technical Assessment, and Educational Materials, City of Temecula, California.
Designed and produced the layout for the City of Temecula UFMP. Designed and produced the layout and illustration for three quad-fold educational pamphlets about urban forestry practices in the City of Temecula for homeowners, business owners, and landscape professionals. (2023) Urban Forest Management Plan, City of Salinas, California. Designed and produced the layout for the City of Salinas UFMP. (2023)
Urban Forest Master Plan, City of Downey, Department of Public Works, California. Designed and produced the layout of the City of Downey UFMP. (2019)
Community Forest Management Plan, City of San José, California. Designed and produced the layout of the community forest management plan. Also designed custom infographics. (2020) Sustainable Groundwater Management Program/Tribal Government and Underrepresented Community Technical Assistance Program: Branding and Suite of ADA-Compliant Products, California Department of Water Resources.
Designed Americans with Disabilities Act (ADA)-compliant, multilingual educational lesson plans for 10 California hydrological regions for kindergarten through high school. Created an ADA-compliant, California Department of Water Resources-branded PowerPoint template. (2023)
Climate Adaptation Plan, City of Rialto, California. Designed and produced the layout of the Rialto Climate Adaptation Plan. Also designed and produced custom iconography. (2019) Education
Cabrillo College
AS, Fire Protection
Technology
San Jose State University
Design coursework
ITEM NO. 4.
2 Logo and Branding, City of Willits, California. Designed a new logo and branding style guide for the City of Willits that considered the City’s deep history and future growth toward the arts. (2023) Regional Adaptation Framework, San Diego Association of Governments, California. Designed and produced the layout of this document. (2021)
On-Call Sustainable Communities Consulting Services Proposal, San Diego Association of Governments, California. Designed a 400-page, winning proposal for the San Diego Association of Governments. (2022) San Diego State University Mission Valley Campus Master Plan/Design Guidelines, California. Designed and produced the layout of the Master Plan and guidelines. (2019) Environmental On-Call Regional Transportation Infrastructure Sea-Level Rise Assessment and Adaptation Guidelines, San Diego Association of Governments, California. Designed and produced the layout of this document. Also designed a custom logo. (2019)
Los Angeles County Metro Area Plan, County of Los Angeles, California. Designed regional layouts, infographics, and historical timelines. (2023)
Los Angeles County South Bay Area Plan, County of Los Angeles, California. Designed brand expansion package, including a logo, a color palette, fonts, a report cover, a report flyer, and an area map. (2023) City of Palos Verdes Estates Safety Element, City of Palos Verdes Estates, California. Designed the layout for the City of Palos Verdes Estates Safety Element. (2023)
On-Call Environmental Services for Flood Control Facilities, County of Los Angeles, California. Designed a 700-page, winning proposal in print and digital formats for the Los Angeles County Public Works. (2022) Relevant Previous Experience
Santa Cruz Waves, California. Served as creative director. Santa Cruz Waves is a stylish, bimonthly, surf lifestyle magazine with a circulation of 20,000+. Conceptualized and executed all editorial design and layouts (~164 pages per issue). Redesigned publication upon coming aboard, giving it new life with a clean, striking, and dynamic look and feel. Showcased incredible photography and stories with arresting coffee-table-worthy layouts.
Freelance Art Director and Graphic Designer. Served as Art Director of Los Gatos Magazine (4/2016 to 4/2017) and its sister publication, The Good Life Collection. Designed a hardcover, national-release book (Whitman Publishing, 2016]. Worked for a large international ad agency designing business and collateral materials.
Good Times, Santa Cruz, California. Served as art director and production manager. Contributed to county’s most reputable source of community journalism. Crafted artful and eye-catching covers and cover story layouts that got readers to pick up the issue, become interested in a story, and keep reading until the end. Helped to create a beloved and respected reputation in the community that led to bountiful advertisers and awards.
Awards
First Place, General Excellence (Weekly), 2006. CNPA Better Newspapers Contest.
First Place Winner, Page Layout & Design (Weekly), 2010; Honorable mention 2011, 2012, 2013. CNPA Better Newspapers Contest.
Second Place, Cover Design (Weekly), 2013, 2012. CNPA Better Newspapers Contest.
ITEM NO. 4.
800.450.1818 | [email protected]
DUDEK.COM
ITEM NO. 4.
PREPARED BY: Bridgette Falconio
Administrative Technician
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/02/2025
ITEM NO: 5
DATE: December 2, 2025
TO: Mayor and Town Council
FROM: Gabrielle Whelan, Town Attorney
SUBJECT: Receive an Annual Report Regarding the Independent Police Auditor Function
RECOMMENDATION: Receive an annual report regarding the Independent Police Auditor function.
FISCAL IMPACT:
Receiving this report will not have a fiscal impact with regard to the program itself. Based upon recent experience, preparing and sending the required notices and handling of a complaint averages approximately 15 hours of staff time, which includes review of the complaint and any related body camera footage and communication with the complainant. Additionally, about five hours of Police Department staff time is necessary per complaint to provide case documentation and footage, consult with the Town Attorney, State reporting requirements, and case retention. The work and the associated costs are absorbed into the Town Attorney’s and Police Department’s budget. Fees have not been established to recover these costs. The adopted budget contains funds to pay for consultant costs if an independent investigation is warranted.
STRATEGIC PRIORITY:
This action supports the Town’s strategic priorities of public safety.
BACKGROUND:
The Los Gatos-Monte Sereno Police Department (LGMSPD) personnel are held to the highest standards of conduct both on and off duty. As a critical component of building and maintaining trust with the community, allegations from the community of misconduct by sworn members of
ITEM NO. 5.
PAGE 2 OF 2
SUBJECT: Independent Police Auditor Function
DATE: December 2, 2025
the LGMSPD are reviewed in a manner that is fair, impartial, independent, thorough, and timely.
On November 3, 2020, the Town Council voted to authorize the Town Manager to establish an Independent Police Auditor (IPA) function. A copy of the current Administrative Procedure is attached (Attachment 1).
Currently, complaints may be submitted to the Town Clerk or through an online complaint form. The Town Attorney then reviews the complaint and any applicable materials, such as video footage, in order to determine whether the complaint should be referred to an independent investigator who is overseen by the Town Attorney. This process has been documented in an Administrative Procedure, which has been updated by the Town Manager consistent with Town procedures. The administrative policy provides an annual summary report on the program to the Town Council and the public.
DISCUSSION:
The Town received eleven complaints in 2025. Five complaints were walk-in, five were by email, and one was by mail.
Of the eleven complaints, the determinations were as follows:
Supervisory Referral: One Complaint
Non-Misconduct Concern: One Complaint
Demonstrably Unfounded: Eight Complaints
No Records Found: One Complaint
CONCLUSION:
Staff is giving the Council an annual report regarding the Independent Police Auditor function.
Eleven complaints have been received thus far in 2025.
COORDINATION:
The Town Attorney’s Office, Town Manager’s Office, Police Department, and Town Clerk’s Department coordinated this report.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
ATTACHMENTS:
1. A-22 Administrative Procedure
ITEM NO. 5.
TITLE: Community Complaint Procedure -
Police Officers
EFFECTIVE DATE: 05/18/2021
RENAMED & REVISED DATES: 03/07/2024
APPROVED:� �-
PURPOSE
PROCEDURE NUMBER: A-22
PAGES: 9
The purpose of the Procedure for Independent Review and Investigation of Policing Complaints ("Review and Investigation Procedure") is to provide independent, objective, fair, and transparent review of formal complaints from the public regarding the conduct of Police Department sworn personnel.
DEFINITIONS
A "Formal Complaint" is defined as a written complaint submitted to the Los Gatos Town Clerk, Los Gatos Town Attorney, or the Los Gatos-Monte Sereno Police Department, using the Town of Los Gatos Police Department Community Complaint Form available on line, in person, or via request by mail or email. Pursuant to California law, the complaint form must contain sufficient information to determine the identity of the complainant and must be signed by the complainant acknowledging they have read and understand the advisory on the form required by Cal. Pen. Code §148.6. "Serious Misconduct" is defined as conduct that, if true, would likely lead to substantial discipline and/or criminal prosecution.
"Substantial Discipline" is defined as discipline imposed at a level above a Letter of Reprimand.
Substantial disciplinary actions include suspension without pay, reduction in pay, demotion and dismissal.
SCOPE
On November 3, 2020, the Town Council voted to authorize the Town Manager to establish an Independent Police Auditor function with a panel of diverse rotating investigators. The 2023 amendment retitles the procedure and clarifies the steps to be followed. Summary reports will be provided to the Town Council and the public annually.
ATTACHMENT 1
ITEM NO. 5.
PROCEDURES
Los Gatos-Monte Sereno Police Department (LGMSPD) personnel are held to the highest standards of conduct both on and off duty. As a critical component in building and maintaining trust with the community, formal community complaints regarding any sworn member of the Police Department will be received by the Town Clerk or the LGMSPD, using the complaint form provided on the Town of Los Gatos website, and also made readily available at the Los Gatos-Monte Sereno Police Department Offices, or via request by mail or email. Formal community complaints received by LGMSPD will be forwarded to the Town Clerk. Formal community complaints regarding sworn members of the LGMSPD must be reviewed in a manner that is fair, impartial, independent, thorough, and timely. An effective review process is intended to ensure that formal community complaints about an officer are heard, evaluated, and addressed to ensure the personnel of LGMSPD are held to the highest standards, using a process that respects the rights afforded the officer(s), while protecting them from false or malicious accusations. If a review determines that an investigation is necessary, the Independent Review and Investigation Procedure for complaints utilizes consulting investigators to conduct the independent investigation and render findings based on the facts of the case.
The independent investigators shall provide the Town of Los Gatos with an independent, objective, fair, and transparent investigative review of formal community complaints regarding the conduct of sworn LGMSPD personnel. A general outline of the process involved for each complaint received is provided below. The independent investigation shall follow the legislative guidance of the Public Safety Officers Procedural Bill of Rights Act ("POBR") (codified in Government Code Sections 3300-3312), to assure the rights and protections are provided to police officers. Updates to this process may be completed as needed by the Town Manager, consistent with other Town procedures.
For those who opt not to submit formal complaints, informal community concerns regarding any LGMSPD employee(s), received by dispatch or other police department or town personnel, may be referred to police department supervisors for review and disposition. Supervisors are required to forward the details of the informal complaint and disposition to the Police Chief through the chain of command.
a. Formal Community Complaints against sworn police personnel may be submitted to the Police Department by email to [email protected], by mail to Town Clerk, 110 East Main Street, Los Gatos, CA 95030 or in person at Town Hall. All formal complaints will be forwarded to the Town Attorney for review. The Los Gatos Monte Sereno Police Department Community Complaint Form and information regarding the process for submitting a formal community complaint against a sworn officer is available on the Town's website or at the Town Clerk's Office located at Town Hall. The public may also request a copy be sent via U.S. mail or email by requesting a copy from the Town Clerk at [email protected] or Police Department at 408-354-8600. Individuals who are
ITEM NO. 5.
unable to submit a written form may contact the Town Clerk or Police Department for assistance.
Pursuant to Cal. Pen. Code §148.6, persons willing to file a formal complaint shall provide their true identifying information and sign the Town of Los Gatos Police Department Community Complaint Form acknowledging they have read and understand the advisory on the form which is specified by law. Should a complainant submit a Town of Los Gatos Police Department Community Complaint Form bearing incomplete or fraudulent information, the complaint will only be accepted if a preliminary review of the complaint indicates reasonable suspicion that a violation of policy or law has occurred, that if proven true, would likely lead to substantial discipline or criminal prosecution of the officer(s) identified in the complaint.
PRELIMINARY REVIEW
a. Upon receipt, copies of the completed Town of Los Gatos Police Department Community Complaint Form are sent to the Chief of Police and the Town Attorney (the "Preliminary Reviewers") for preliminary review. Within 30 Calendar days the Police Chief or their designee will notify the officer(s) identified in the complaint, in writing, that a formal complaint has been filed. This notification will also include the date the complaint was filed, a statement acknowledging the officer's rights according to POBR in the event of an investigation, and inform the officer that in the event a formal investigation is warranted, they will receive a future notice which will include the nature of the complaint, the date it allegedly occurred, possible policy or law violations, and which external investigating firm will be conducting the investigation. The Town Attorney will contact the complainant to notify them the complaint has been received. The timeline for notification of the subject officer(s) may be delayed if the Chief of Police determines the nature of the complaint is such that a criminal investigation into the officer's conduct could reasonably be compromised by notifying the officer.
b. The Chief of Police will direct the Support Services Captain or designee to collect all relevant evidence related to the complaint (reports, video footage, audio recordings, Computer Aided Dispatch printouts, etc.) and provide it to the Preliminary Reviewers. c. The Chief of Police, in consultation with the Town Attorney and Human Resources Director, determines if the officer who is the subject of the investigation should be placed on administrative leave during the investigation. d. Formal community complaints will be reviewed by the Preliminary Reviewers within ten days of receipt. When a complaint is made against an officer alleging "serious misconduct" as defined by SB 2, "Peace officers: Certification Civil Rights" (conduct that could result in decertification), the Preliminary Reviewers or designees shall review the complaint within ten days of receipt in order to ensure compliance with
ITEM NO. 5.
Senate Bill 2 reporting. SB 2 defines "serious misconduct" as follows:
• Dishonesty relating to the reporting, investigation, or prosecution of a crime, or relating to the reporting of, or investigation of misconduct by, a peace officer or custodial officer, including making false statements, intentionally filing false reports, tampering with, falsifying, destroying, or concealing evidence, perjury, and tampering with data recorded by a body-worn camera or other recording device for purposes of concealing misconduct;
• Abuse of power, including, but not limited to, intimidating witnesses, knowingly obtaining a false confession, and knowingly making a false arrest; • Physical abuse, including, but not limited to, the excessive or unreasonable use of force; • Sexual assault;
• Demonstrating bias on the basis of any legally protected status, in violation of law or department policy, or in a manner inconsistent with a peace officer's obligation to carry out their duties in a fair and unbiased manner;
• Acts that violate the law and are sufficiently egregious or repeated as to be inconsistent with a peace officer's obligation to uphold the law or respect the rights of members of the public, as determined by POST;
• Participation in a "law enforcement gang";
• Failure to cooperate with an investigation into potential police misconduct; and • Failure to intercede when present and observing another officer using force that is clearly beyond that which is necessary, as determined by an objectively reasonable officer under the circumstances,
If a complaint falls within the SB2 definition of "serious misconduct," the Preliminary Reviewers will notify the Support Services Captain so the matter can be reported to the California Commission on Peace Officer Standards and Training (POST). e. The Preliminary Reviewers will classify complaints as follows:
i. Supervisory Referral: A Supervisory Referral is a formal complaint which contains an allegation involving a minor transgression that may best be handled by bringing the matter to the attention of the subject member's supervisor and the chain of command to determine if the transgression occurred and the appropriate corrective action without formal investigation.
All of the following objective criteria must be met for a complaint to be considered a Supervisory Referral:
• The issue must be personnel-related,
• Allegations of misconduct must be related to action(s) or inaction(s) by a sworn member of the Department, and
• The allegation(s) must involve a minor transgression in which a finding of Sustained would not likely result in Substantial Discipline.
ITEM NO. 5.
i. Policy Complaint: A Policy Complaint is defined as a complaint in which sworn officer(s) took action that was determined during the Preliminary Review to be in compliance with LGMSPD policy, procedure or California or Federal Law, but for which the complainant believes the policy is inappropriate or invalid. In these cases, there is no indication a complaint is made specifically against the officer taking the action. Upon determining the complaint to be a Policy Complaint, the Policy will be reviewed and the complaint will not be placed in the officer's personnel file.
ii. Conduct Complaint: A Conduct Complaint is defined as a formal complaint in which a complainant files an allegation against a sworn officer, which if true would indicate the officer violated (1) any local, state, or federal law or, (2) any Department policy or procedure, and where such actions could result in the involved officer receiving substantial disciplinary action. iii. Non-Misconduct Concern: After receiving a formal complaint alleging misconduct by a sworn officer, the Town's preliminary review may indicate that the allegations did not involve a violation of
(1) any local, state or federal law or,
(2) any Department policy or procedures. Such a complaint will be recategorized as a Non-Misconduct Concern, meaning it does not meet the criteria outlined in the definition of a Conduct Complaint. Recategorizing complaints as Non-Misconduct Concerns allows the Town to track issues that may indicate a need for training for sworn personnel and/or community outreach/dialogue.
Complaints categorized as Non-Misconduct Concerns will not be placed in the officer's personnel file.
iv. Demonstrably Unfounded: When the preliminary review of a formal complaint reveals that the misconduct alleged in the complaint did not occur, based on immediately available evidence and/or recorded media, the complaint is categorized as "Demonstrably Unfounded." Complaints categorized as Unfounded will not be placed in the officer's personnel file. v. Inconclusive: A matter in which the complaining party either refuses to sign and complete the Town of Los Gatos Police Department Community Complaint Form, refuses to cooperate during the investigation or becomes unavailable after diligent follow-up. In such matters, the Preliminary Reviewers may further investigate the matter depending upon whether there are sufficient leads to establish reasonable suspicion that serious misconduct or a criminal offense has been committed by the officer(s) based upon the initial information provided. If sufficient independent evidence is not available, the complaint will be classified as "Inconclusive."
Documentation of the reasoning behind the classification will be retained by the Town
ITEM NO. 5.
Attorney for five years from the date of disposition of the complaint. f. If the Preliminary Reviewers classify the complaint as a "Supervisory Referral," the complaint will be referred to a Police Captain, Police Sergeant, or Police Corporal for action, including but not limited to, training, counseling, or discipline not to exceed a Letter of Reprimand. The Police Chief or their designee will notify the officer of the outcome within 30 calendar days of the determination and the Town Attorney will notify the complainant of the outcome. The complaint and documentation of its classification will be retained in the Police Department Administrative Complaint File in accordance with the LGMSPD Retention Schedule, and will be destroyed in accordance with the same.
g. If the Preliminary Reviewers classify the complaint as "Demonstrably Unfounded" and determine that an investigation is not warranted, the Police Chief or their designee will notify the officer of the outcome within 30 calendar days of the determination and the Town Attorney will notify the complainant of the outcome. The complaint and documentation of its classification will be retained in the Police Department Administrative Complaint File in accordance with the LGMSPD Retention Schedule, and will be destroyed in accordance with the same.
h. If the Preliminary Reviewers classify a formal complaint as a "Conduct Complaint" involving a minor transgression of policy or procedure, the matter will be referred to the Chief of Police or designee for further investigation. The Police Chief or their designee will notify the officer(s) of the outcome within 30 calendar days of the determination and the Town Attorney will notify the complainant of the outcome. i. If the Preliminary Reviewers classify a formal complaint as a "Conduct Complaint" involving anything other than a minor transgression of policy or procedure, the complaint will be investigated following the procedure set forth below. The Town Attorney will notify the complainant that an investigation has been initiated.
INVESTIGATION OF COMPLAINTS CLASSIFIED AS "CONDUCT COMPLAINTS" a. If the Preliminary Reviewers classify a complaint as a "Conduct Complaint" and determine that an outside investigation is warranted, the Town Attorney will select an investigator from the list of approved consultants to conduct an independent investigation into the complaint in accordance with POBR. b. In the event an investigation is initiated, the officer will be notified within 30 days of the determination that an investigation is being initiated. This notification will include the date the complaint was filed, a statement acknowledging the officer's rights according to POBR, the nature of the complaint, the date it allegedly occurred, possible policy or law violations, and which external investigating firm will be conducting the investigation. All interaction
ITEM NO. 5.
between the investigator and the subject officer(s) will occur within the parameters outlined in Public Safety Officers Procedural Bill of Rights Act (Gov. Code Sections 3300 - 3312).
c. The investigator will contact the complaining party (by phone preferably), introduce themself as the investigator for the complaint and outline the investigation process. d. The investigator's scope of work will include, but not be limited to:
• Provide all work in a confidential manner.
• Provide an investigative plan detailing the issues to be investigated, witnesses to be interviewed, evidence to be reviewed and/or collected, and an estimated timeline for the investigation.
• Determine the most appropriate investigative method(s) to be used for each investigation in conjunction with the Town.
• Conduct investigation to include interviewing witnesses, complainants, the officer named in the complaint, and other persons; gathering documents, video, and other materials; administering oaths and examining persons, affidavits, and supporting documentation; and otherwise conducting all research necessary and gathering all evidence sufficient to complete each assigned investigation. • Review and evaluate all evidence gathered in each investigation to formulate defensible investigative conclusions regarding the alleged violations. Request additional evidence and/or resource material, if necessary, as the investigation progresses.
• Provide updates on the progress of the investigation at each phase of the investigation, including any anticipated changes to the established timeline as requested by the Town.
• Write a report utilizing the format consistent with Log Gatos Monte Sereno Police Department policy relating to Administrative Investigations:
Introduction -Include the identity of the members, the identity of the assigned investigator, the initial date and the source of the complaint.
Synopsis -Provide a brief summary of the facts giving rise to the investigation.
Summary - List the allegations separately, including applicable policy sections, with a brief summary of the evidence relevant to each allegation. A separate recommended finding should be provided for each allegation.
Evidence - Each allegation should set forth with the details of the evidence applicable to each allegation provided, including comprehensive summaries of member and witness statements. Other evidence related to each allegation should also be detailed in this section.
Conclusion -A recommendation that the complaint be Sustained, Not Sustained,
ITEM NO. 5.
Unfounded, or Exonerated.
• Submit a final written report with supporting documentation, findings, and recommendations with all evidence, and applicable materials to the Town Attorney. The investigator's findings and conclusions are advisory only and do not impact the full range of judgment and discretion afforded the Town.
• Conduct a de-briefing session with the Town Attorney, Human Resources Director, and Chief of Police or designee.
• Participate in administrative hearings, in court, or other official proceedings that result from the investigations.
• In the event that the investigator learns of possible "serious misconduct" that is reportable to POST in accordance with Senate Bill 2, the investigator will immediately inform the Chief of Police and the Town Attorney. e. The report is reviewed by the Town Attorney to ensure the facts support the findings. f. Once the investigator's report has been completed and approved by the Town Attorney and if any of the allegations are sustained, a copy is submitted to the Support Services Captain or designee. If after reviewing the report and its findings, the Support Services Captain or designee disagrees with the findings, the Town Attorney will consider their concerns and determine if the investigator needs to do additional work to substantiate the findings.
g. In the event there is no consensus on the findings, the Town Attorney may direct another investigator to evaluate the facts, materials, and methods and determine its own independent conclusions/findings. The second independent investigator's analysis must be prepared to the satisfaction of the Town Attorney consistent with the procedure for the first independent analysis. If the second investigator's report results in a different set of findings, the Town Attorney in consultation with the Chief of Police will determine which analysis stands.
h. Upon approval of the report, and after the subject officer(s) appeal/Skelly rights have been exhausted, the Town Attorney informs the complaining party of the completion of the investigation and the findings of the investigation. The findings will be retained in the officer's personnel file. The investigative report and evidence will be retained by the Police Department in a separate internal affairs file and destroyed at a later date in accordance with the LGMSPD Retention Schedule.
i. If the allegations are sustained, the Chief of Police or their designee will determine the appropriate discipline for the officer(s) based on the findings. Discipline may need to be coordinated with the Human Resources Director to ensure appropriate appeal/Skelly rights of the employee. The Chief of Police or their designee will notify the officer of the
ITEM NO. 5.
intended discipline and offer appropriate appeal rights. The complaint and findings will be retained in the officer's personnel file. The investigative report and evidence will be retained by the Police Department in a separate internal affairs file. and destroyed at a later date in accordance with the LGMSPD Retention Schedule j
. If the allegations are not sustained, exonerated, or unfounded, the Chief of Police or designee informs the officer(s) of the completion of the investigation and the findings.
The complaint and findings will be retained in the officer's personnel file. The investigative report and evidence will be retained by the Police Department in a separate internal affairs file and destroyed at a later date in accordance with the LGMSPD Retention Schedule.
k. The Town Attorney writes a brief summary of the complaint (the nature of the complaint and key "facts" without names or sensitive information provided), review and investigation steps, and findings for inclusion in an annual report to the Town Council and community.
APPROVED AS TO FORM:
ITEM NO. 5.
PREPARED BY: Sean Mullin, AICP
Planning Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/02/2025
ITEM NO: 6
DATE: November 26, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Agreement for Services with Lisa Wise, Inc., Revising the Scope of Work at No Additional Cost
RECOMMENDATION: Authorize the Town Manager to execute a first amendment to the Agreement for Services with Lisa Wise, Inc., revising the Scope of Work at no additional cost.
FISCAL IMPACT:
This action has no fiscal impact. The amendment reallocates resources by expanding one task, eliminating several non-critical optional tasks, and creating a modest contingency with no added cost.
STRATEGIC PRIORITY:
This action is not associated with a strategic priority; however, it supports the Town’s core goal of Fiscal Stability.
BACKGROUND:
On February 4, 2025, the Town Council authorized the Town Manager to execute an agreement not to exceed $189,646 with Lisa Wise Consulting, Inc. for consulting services to update and provide additional Objective Design Standards for qualifying multi-family and mixed-use residential developments (Attachment 1).
Staff continues to coordinate with the consultant to develop additional objective design standards.
ITEM NO. 6.
PAGE 2 OF 2
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Agreement for Services with Lisa Wise, Inc., Revising the Scope of Work at No Additional Cost
DATE: November 26, 2025
DISCUSSION:
Staff received a higher-than-expected number of participants for Task 2B, Focus Group Meetings. The large response required six additional sessions to preserve the small-group setting essential for effective discussions. To offset the cost of the additional sessions, the first amendment would remove several optional tasks that staff and the consultant identified as overlapping and/or not critical to the project’s success (Attachment 2). This reallocation of funds will cover the additional focus groups and create a small contingency reserve.
CONCLUSION:
Execution of this amendment will adjust the tasks to capitalize on the large response to the focus groups and allow the project to stay on budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
ATTACHMENTS:
1. Original Agreement for Services – Lisa Wise, Inc.
2. First Amendment to Agreement for Services – Lisa Wise, Inc.
ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is made and entered into on February 26, 2025 by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and Lisa Wise Consulting, Inc. (“Consultant”), whose address is 983 Osos Street, San Luis Obispo, CA 93401. This Agreement is made with reference to the following facts.
I. RECITALS
1.1 The Town desires to engage Consultant to provide Objective Design Standards services.
1.2 The Consultant represents and affirms that it is willing to perform the desired work pursuant to this Agreement.
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
II. AGREEMENTS
2.1 Scope of Services. Consultant shall provide services as described in that certain Objective Design Standards Consultant Services Proposal sent to the Town on October 26, 2024, which is hereby incorporated by reference and attached as Attachment 1.
2.2 Term and Time of Performance. This contract will remain in effect from Upon Execution to June 30, 2026. Consultant shall perform the services described in this Agreement as follows: Objective Design Standards Consultant Services.
2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations. Consultant represents and warrants to Town that it has all licenses, permits, qualifications, and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.
2.5 Information/Report Handling. All documents furnished to Consultant by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Consultant shall not make any of the these documents or information available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release. The Town acknowledges that the reports Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357 ATTACHMENT 1
ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant.
2.6 Compensation. Compensation for Consultant's professional services shall not exceed $189,646 at the rates set forth on page 39 in Attachment 1, Objective Design Standards Consultant Services Proposal, inclusive of all costs. Payment shall be based upon Town approval of each task.
2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the service and shall be accompanied by a detailed explanation of the work performed by whom, at what rate, and on what date. Also, plans, specifications, documents, or other pertinent materials shall be submitted for Town review, even if only in partial or draft form.
Payment shall be net thirty (30) days. All invoices and statements to the Town shall be addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the Town.
2.10 Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357
ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing.
2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain any holding or interest within the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.
2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: two million dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
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ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than one million dollars ($1,000,000) which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement.
General Liability:
i. The Town, its officers, officials, employees, and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant; and premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions.
ii. The Consultant's insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees, and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees, or volunteers.
iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.
3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, or reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this Agreement with the Town Clerk.
3.3 Workers’ Compensation. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees.
3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify, and defend the Town its officers, agent, employees, and volunteers from all damages, liabilities, penalties, costs, or expenses in law or equity that may at any time arise or be set up Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357
ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
because of damages to property or personal injury received by reason of, or in the course of performing work which may be occasioned by a willful or negligent act or omissions of the Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Consultant shall deliver to the Town all plans, files, documents, and reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination.
4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Consultant.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal.
4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to:
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Lisa Wise Consulting, Inc.
Attn: Lisa Wise
983 Osos Street
San Luis Obispo, CA 93401
or personally delivered to Consultant to such address or such other address as Consultant designates in writing to Town.
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ITEM NO. 6.
Agreement for Consultant Services
Lisa Wise Consulting, Inc.
4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings.
4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
Chris Constantin, Town Manager Date
Recommended by:
Joel Paulson, Date
Community Development Director
Consultant, by:
Lisa Wise, AICP, President, CEO Date
Lisa Wise Consulting, Inc.
Approved as to Form:
Gabrielle Whelan, Town Attorney Date
Attest:
Wendy Wood, CMC, Town Clerk Date
Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357 2/26/2025
2/27/2025
3/4/2025
3/4/2025
3/4/2025
ITEM NO. 6.
TOWN OF LOS GATOS
Updated/Additional Objective
Design Standards for Qualifying
Multi-Family and Mixed-Use
Residential Developments
Response to Request for Proposals
October 26, 2024
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ITEM NO. 6.
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ITEM NO. 6.
TABLE OF CONTENTS
COVER LETTER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 CERTIFICATION FORMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 REVIEW OF SCOPE OF SERVICES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 EXPERIENCE AND EXPERTISE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Lisa Wise Consulting, Inc.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Urban Planning Partners, Inc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 QUALIFICATIONS OF KEY PERSONNEL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 TIMELINE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 SAMPLES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 DISCLOSURE OF LITIGATION/DISCIPLINE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 REFERENCES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 INSURANCE COVERAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 PRELIMINARY FEE SCHEDULE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 LISA WISE CONSULTING, INC. OBJECTIVE DESIGN STANDARDS | TOWN OF LOS GATOS | 1 Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357
ITEM NO. 6.
2 | TOWN OF LOS GATOS | OBJECTIVE DESIGN STANDARDS LISA WISE CONSULTING, INC.
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ITEM NO. 6.
COVER LETTER
October 26, 2024
Sean Mullin, Planning Manager
Alexa Nolder, Administrative Technician
Town of Los Gatos
Community Development Department
110 E. Main Street
Los Gatos, CA 95030
(408) 354-6864
[email protected]
Re: Lisa Wise Consulting, Inc. Proposal for Objective Design Standards Consultant Services Dear Sean and Alexa,
On behalf of our qualified and motivated team, we are pleased to submit this proposal to provide the Town of Los Gatos with professional services for the development of complete Objective Design Standards that reflect the Town's unique scale and character and meet the community's high standards for building design. As a firm that is dedicated to working with California communities to ensure compliance with state housing legislation and to ensure that the community’s priorities and preferences are reflected in design standards, this is a target project for us.
Lisa Wise Consulting, Inc. (LWC) is uniquely qualified to lead this engagement given our expertise in California housing law, experience completing Objective Design Standards in similar communities, and deep resume of rezoning, zoning code updates, and community design. LWC’s resume includes creating feasible and SB330-compliant Objective Design Standards in communities such as Portola Valley, Saratoga, Piedmont, Los Altos, South San Francisco, Woodland, Seal Beach, Millbrae, Marin County, and Beaumont, as well as leading 16 successful Housing Element Updates in the 6th Cycle.
In our ODS engagements, we bring not only a deep knowledge of codes and buildings, but also expertise in custom visualizations using a combination of SketchUp and Illustrator (see Task 3B), as well as related analysis to ensure that proposed standards result in economically feasible projects (see Optional Task C).
Our Team also includes Oakland-based Urban Planning Partners (UPP), experts in planning policy, development services, and community engagement. UPP will work closely with LWC and the Town to implement an inclusive and substantive community engagement effort and to support the Team in key document review and context assessment. LWC and UPP have a proven partnership in the successful delivery of objective design standards in Saratoga and Portola Valley.
Our Team is further uniquely qualified for this project given the skills and experience of the project team members. As the President and CEO of LWC with over 30 years of leading complex planning LISA WISE CONSULTING, INC. OBJECTIVE DESIGN STANDARDS | TOWN OF LOS GATOS | 3 Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357
ITEM NO. 6.
engagements, I will be the Principal in Charge and responsible for compliance with the tenets of the contract, accurate invoicing, adherence with the timeline and assurance that deliverables are of the highest quality. David Bergman, LWC Director, brings over 25 years of experience. David led successful 6th Cycle Housing Elements and Rezoning projects in Novato, Piedmont, Alameda County and Long Beach. David will serve as Director in Charge and set strategies for research and deliverables, assure milestones are met and deliverables are complete, accurate, and exceed the Town’s expectations.
Monica Szydlik brings over 18 years of architecture and urban planning expertise. Monica led successful Objective Design Standard projects in Los Altos, Piedmont, South San Francisco, Saratoga, Woodland, and Millbrae, and residential guidelines in Redwood City. Monica will serve as Project Manager and oversee all research, development of draft and final documents, and close communication with the Town and internal team. Monica and I work out of LWC’s San Francisco office.
From UPP, Curtis Banks brings over 30 years in planning and community development, having managed a wide variety of residential and non-residential projects. Curtis has spent his entire career working for communities in Santa Clara and San Mateo counties (including as consultant to Los Gatos) and is currently overseeing projects in Saratoga and Newark. Carla Violet brings over 10 years of urban planning, community design experience. Carla has managed several community outreach and engagement efforts customized to address specific project objectives, anticipated challenges and opportunities, and community concerns. Carla will oversee the UPP team’s close collaboration with LWC and execution of technical design elements that prioritize the highly valued aesthetics of neighborhood and community character in Los Gatos.
As our qualifications indicate, LWC and UPP are leaders in creating development regulations and design standards that facilitate the production of diverse housing opportunities and compliant, prosperous and equitable communities.
The LWC/UPP Team appreciates the opportunity to provide this proposal, and the Town’s contract template is acceptable to our Team. We look forward to your positive response and remain available to provide additional input or respond to questions or comments.
Sincerely,
Lisa Wise, AICP, President, CEO
870 Market Street, Suite 977
San Francisco, CA 94102
[email protected]
(805) 595-1345
4 | TOWN OF LOS GATOS | OBJECTIVE DESIGN STANDARDS LISA WISE CONSULTING, INC.
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ITEM NO. 6.
CERTIFICATION FORMS
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ITEM NO. 6.
6 | TOWN OF LOS GATOS | OBJECTIVE DESIGN STANDARDS LISA WISE CONSULTING, INC.
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ITEM NO. 6.
LISA WISE CONSULTING, INC. OBJECTIVE DESIGN STANDARDS | TOWN OF LOS GATOS | 7 Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357
ITEM NO. 6.
Task 1: Project Initiation and Analysis
A. Project Initiation Meeting and Site Tour. The
consulting team will meet in-person with Town staff
to discuss the goals and priorities for the Updated/
Additional Objective Design Standards; finalize the work program, timeline, and milestones; discuss the outreach program; and clarify roles and responsibilities. Following the meeting, Town staff will lead the team on a tour of the Town to understand existing character, visit key
housing opportunity sites, and document the intensity,
forms, and character of Los Gatos neighborhoods. A
key part of the tour will be a discussion about the Town staff’s experience with community expectations and
what is important from a design perspective to achieve
desired development outcome.
B. Technical Analysis, Site Analysis, and Evaluation.
LWC will prepare a Technical Analysis, Site Analysis and Evaluation that addresses the following:
• Applicable ordinances, plans, and policy documents
including General Plan 2040, Residential Design
Guidelines, Commercial Design Guidelines, and
Chapter 29 of the Town Code (Zoning Regulations).
• The adopted Objective Design Standards and
Checklist (yes/no and B.4.3 points system).
• Evaluation of existing typical development projects
that demonstrate local context and character.
• Documentation of recent, pipeline, and proposed
development projects.
• Council direction related to high-quality building
design, architectural style, and height transitions.
• Design and feasibility considerations for small multifamily housing types including townhomes, triplexes and fourplexes, “house-scale” small multi-unit
buildings, and other small-scale configurations.
Prior to preparation of the Analyses and Evaluation, the consulting team will prepare and submit to the Town a
data request for material related to the Project. This may include but is not limited to unpublished GP and Zoning amendments, a list of Staff’s zoning interpretations,
minutes of hearing design review discussions, GIS
data, original files from the adopted Objective Design
Standards, and other material relevant to the Project.
REVIEW OF SCOPE OF SERVICES
C. Updated/Additional Objective Design Standards
Recommendations Memo. Based on the Technical
Analyses and Town staff comments, the consulting team
will prepare a Recommendations Memo. The Memo will
outline recommendations for:
• Revised content. Changes to existing standards
and recommended new standards, with a focus on
building massing, height transitions, building design
and articulation, and architectural style, and Town
character and scale. This includes recommendations
for revisions to existing graphics/illustrations and
preparation of new graphics/illustrations.
• Organization and implementation. How the
material may be added to or integrated within the
existing Town’s regulatory framework to facilitate
streamlined ministerial review. This includes
recommendations for how the standards may be
administered and reviewed (yes/no, point system,
allowed modifications, etc.).
Task 2: Community Engagement
A. Community Engagement Program. LWC will
prepare a Community Engagement Program outlining
a public process that enables the community to review
and comment on the Updated/Additional Objective
Design Standards as they are being formulated. The
Program will refine Task 2 of the Scope of Work as
needed to ensure that approaches and formats used
will be most effective for the Los Gatos community;
that the community has ample opportunity to express
its values and priorities for residential design; and, that, ultimately, the community has ownership of the process.
B. Focus Group Meetings (2). The consulting team will
hold two virtual small-group (up to four individuals per group) meetings with key stakeholders. Stakeholders,
to be identified and contacted by Town staff, are
anticipated to include local designers/architects,
developers, neighborhoods representatives, residents
of mixed-use or multi-family areas of Los Gatos, real
estate professionals, or other interested code users.
The goals of the meetings are to identify important
issues and constraints to residential design; hear the
group members’ design preferences and priorities;
8 | TOWN OF LOS GATOS | OBJECTIVE DESIGN STANDARDS LISA WISE CONSULTING, INC.
Docusign Envelope ID: DCBAF5EA-5651-4430-AF6A-57E5AEA67357