ITEM NO. 3.
SMHH\54443\1627049.6 2 February 25, 2026
______________________________________________________________________________ ______________________________________________________________________________ VI. Inspector Information:
The inspections documented in the attached inspection checklists were conducted by the following inspector(s):
Inspector Name and Title Inspector’s Employer and Address VII. Statement of Treatment Measure Condition
Based on the inspections documented in the attached checklists, is(are) the treatment measure(s) identified in this report present, functional and being maintained as required by the Maintenance Plan? (Check yes or no.)
____YES ____NO
If “NO”, describe problem, proposed solution and schedule of correction:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________
VIII. Certification:
I hereby certify, under penalty of perjury, that the information presented in this report and attachments is true and complete:
_________________________________________________ ________________________ Signature of Property Owner or Other Responsible Party Date __________________________________________________
Type or Print Name
_________________________________________________
Company Name
ITEM NO. 3.
SMHH\54443\1627049.6 3 February 25, 2026
______________________________________________________________________________ Address City, State, Zip
Phone number: Email:________________________
Attachments to the
Treatment Measure Operation
and Maintenance Inspection Report:
Completed Inspection Checklists
ITEM NO. 3.
Recording Requested by:
TOWN OF LOS GATOS
WHEN RECORDED MAIL TO:
CLERK ADMINISTRATOR
TOWN OF LOS GATOS
110 E MAIN ST
LOS GATOS, CA 95030
(SPACE ABOVE BAR FOR RECORDER’S USE)
(RECORD WITHOUT FEE UNDER GOVERNMENT CODE SECTIONS 27383 and 6103)
MULTI USE PATHWAY MAINTENANCE AGREEMENT
Solana
Los Gatos, CA _______
APN: 529-24-003, 529-24-032 and 529-24-001
ATTACHMENT 6
ITEM NO. 3.
SMHH\54443\1355092.6 2
February 27, 2026
THIS MULTI USE PATHWAY MAINTENANCE AGREEMENT (the “Agreement”) is made and entered into as of this ____ day of ___________, 2026, by and between SummerHill 50 LGSR LLC, a California limited liability company (“Property Owner”), and the Town of Los Gatos, a municipal corporation (“Town”), with an address of c/o Parks and Public Works Department, 41 Miles Avenue, Los Gatos, California 95030, with reference to the following facts:
A. Property Owner owns that certain real property located in the Town of Los Gatos, Santa Clara County, California, more particularly described in Exhibit A attached hereto and incorporated herein and commonly known as “Solana.”
B. Property Owner sought approval under Resolution No. _______________ for the development of 155 residential condominiums, 129 market-rate for sale residential condominiums, and 26 affordable for sale residential condominiums (the “Project”).
C. As a condition of Project approval, the Town has required Property Owner to construct certain improvements, namely the landscaping, irrigation, street furniture (such as benches), and multi-use path, within that portion of the Project described in Exhibit B attached hereto and incorporated herein (the “Pathway Improvements”), which Pathway Improvements have been approved by the Town for the benefit of this Project as well as other property owners in accordance with Condition 58e and the Tentative Map approval dated January 29, 2025.
D. Pursuant to Condition 58e and the Tentative Map, Property Owner will be installing Pathway Improvements for the benefit of the occupants of the Project and for the benefit of the public.
NOW, THEREFORE, Property Owner enters into this Agreement with the Town. The Property Owner, its successors and assigns, shall have the right and obligation to maintain the private improvements being constructed pursuant to the Tentative Map and Condition 58e in the Project, limited to the landscaping, irrigation, street furniture (such as benches), and multi-use path, depicted on Exhibit B attached hereto and referred to as the Pathway Improvements.
The Property Owner shall be solely responsible for maintaining the Pathway Improvements in a good and safe manner as the Town determines, provided that if the Town or any person acting under the authority of a party damages any Pathway Improvement, the responsible party shall pay all costs to repair or replace the damaged Pathway Improvement to the same or better condition as before the damage occurred. Property Owner shall indemnify, defend, and hold harmless the Town, its officers, officials, agents, volunteers, employees and attorneys from any and all claims, actions, losses, liabilities and costs (including reasonably incurred attorney’s fees) arising out of or connected with, or alleged to arise out of or be connected with, the installation, design or condition of the Pathway Improvements, except for any claims, actions, losses, liabilities and costs proximately caused by the negligence or willful misconduct of the Town, its officers, officials, agents, volunteers, employees or attorneys. This provision is intended to be the dispositive of all rights of indemnity and contribution between the parties regarding the installation, design or condition of the Pathway Improvements, and Property Owner waives and releases any and all rights to indemnity or contribution from the Town, in law or equity, arising out of or connected with any and all claims, actions, losses, liabilities and costs (including reasonably incurred attorney’s fees) to the extent Property Owner is obligated under this paragraph to provide indemnity or defense to the Town, its officers, officials, volunteers, employees or attorneys.
ITEM NO. 3.
SMHH\54443\1355092.6 3
February 27, 2026
The Property Owner agrees to maintain general liability insurance with a limit of at least $1,000,000 for damages arising from the installation, design or condition of the Pathway Improvements.
All persons who may have or may acquire an interest in Solana shall be deemed to have notice of, and be bound by, the terms of the Agreement. Notwithstanding the foregoing, individual homebuyers and individual owners of lots or units upon which commercial, retail, office or other uses are constructed shall have none of the maintenance rights and obligations described in this Agreement. Instead, the Property Owner may assign all or any portion of its rights and/or delegate all or any portion of its duties under this Agreement to an owners association (the “Association”) without thereby causing a breach or default hereunder. Once this Agreement has been assigned to an Association, the assignor Property Owner automatically shall be released of its obligations and responsibilities that have been assigned hereunder and that accrue or arise after the date of assignment. All Property Owners shall be liable under this Agreement only for defaults committed during the period the Property Owner held title to all or any portion of the Solana project and shall not be liable for any defaults committed by any predecessor or successor Property Owner. If there are multiple Property Owners at any given point in time, each Property Owner shall be jointly and severally liable for the duties contained herein.
No breach of this Agreement shall defeat or render invalid the lien of any deed of trust or mortgage recorded against all or any portion of the Solana project. No lender taking title to all or any portion of the Solana project through foreclosure or deed in-lieu of foreclosure shall be liable for any defaults or monetary obligations of a Property Owner that arise prior to acquisition or possession of such property by such lender. The foreclosing lender shall have the right to find a substitute developer to assume the obligations of SummerHill 50 LGSR LLC or its successors and assigns, which substitute shall be considered for approval by Town pursuant to this Agreement, which approval shall not be unreasonably withheld, conditioned or delayed. Town agrees to provide any lender who has recorded a deed of trust or mortgage against all or any portion of the Solana project of which Town has been given notice (each, a “Lender”) with written notice of any default relating to the Property Owner and/or the Solana project given by Town to Property Owner. Town agrees that, notwithstanding anything to the contrary contained in this Agreement, Lender shall have an additional sixty (60) days from the date Lender receives notice of a default to cure any such default, provided that Lender shall not have any obligation to cure any such default. [SIGNATURES ON FOLLOWING PAGE]
ITEM NO. 3.
SMHH\54443\1355092.6 4
February 27, 2026
Executed this day of _______________, 2026.
PROPERTY OWNER: SUMMERHILL 50 LGSR LLC,
a California limited liability company
By: SummerHill LGL Venture LLC,
a Delaware limited liability company,
its Sole Member
By: SummerHill LGL Venture Manager
LLC, a Delaware limited liability
company,
its Managing Member
By: SummerHill Homes LLC,
a California limited liability
company
Its Manager
By: ____________________
Name: _________________
Its: ____________________
By: ____________________
Name: _________________
Its: ____________________
TOWN: Town of Los Gatos,
a municipal Corporation
By:
Chris Constantin
Its: Town Manager
(Attach Notary Acknowledgment For All Parties)
ITEM NO. 3.
SMHH\54443\1355092.6 1
February 27, 2026
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California )
County of )
On before me, ,
personally appeared
, who proved to me
on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature ______________________________________ (Seal) A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California )
County of )
On before me, ,
personally appeared
, who proved to me
on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature ______________________________________ (Seal)
ITEM NO. 3.
SMHH\54443\1355092.6 2
February 27, 2026
EXHIBIT A
to the
Multi Use Pathway Maintenance Agreement
LEGAL DESCRIPTION OF SOLANA PROJECT
The following described property in the Town of Los Gatos, County of Santa Clara, State of California:
Tract One:
Parcel One:
Beginning at a 2" X 3" stake standing on the Northwesterly line of Bella Vista Avenue, at the most Easterly corner of that 18.36 acre tract deeded to Salvatore DI Fiore and Maria DI Fiore, his wife, by deed dated June 14, 1922 and recorded in Book 552 of Deeds, Page 530, in the Office of the County Recorder of Santa Clara County, California, from which stake the most Easterly corner of the Bartlett subdivision, as said subdivision is shown in Book "N" of Maps, Page 7, in the Office of the County Recorder of Santa Clara County, California, bears S. 63° 25' E. 332.42 feet; Running thence along the Northeasterly line of the aforementioned 18.36 acre tract N. 63° 25' W. 100 feet to a stake marked "G"; thence on a line parallel with the Northwesterly line of Bella Vista Avenue, S. 33° 30' W. 125 feet to a stake marked "H", thence S. 63° 25' E. 100 feet to a stake standing on the Northwesterly line of Bella Vista Avenue; thence along the Northwesterly line of Bella Vista Avenue, N. 33° 30' E. 125 feet to the Place of Beginning, and being a portion of RANCHO RINCONADA DE LOS GATOS.
Parcel Two:
Beginning at the most Westerly corner of that certain parcel of land conveyed to the State of California by deed recorded March 17, 1955 in Book 3117 of Official Records, Page 135, Santa Clara County Records; thence along the Southwesterly line of said parcel of land conveyed to the State of California and along the Southwesterly line of that certain parcel of land conveyed to State of California by deed recorded May 21, 1956 in Book 3500 of Official Records, Page 577, Santa Clara County Records, the following courses and distances: South 78° 04' 25" East
53.83 feet and South 80° 36' East 173.48 feet to the true Point of Beginning; thence continuing along the said parcel conveyed to the State of California secondly above referred to, South 76° 00' 20" East 60.65 feet; thence leaving said line South 22° 25' 07" West 137.84 feet to a point on the Southwesterly line of the lands now or formerly of Milton K. Lepetich; thence along said last named line North 63° 38' West 60.14 feet; thence North 22° 25' 07" East 124.81 feet to the true Point of Beginning and being a portion of the RANCHO RINCONADA DE LOS GATOS.
Parcel Three:
Beginning at the most Westerly corner of that certain parcel of land conveyed to the State of California by deed recorded March 17, 1955 in Book 3117 of Official Records, Page 135, Santa Clara County Records; thence along the Southwesterly line of said parcel of land to the State of California and along the Southwesterly line of that certain parcel of land conveyed to the State of California by deed recorded May 21, 1956 in Book 3500 of Official Records, Page 577, Santa Clara County Records, the following courses and distances: South 78° 04' 25" East 53.83 feet and
ITEM NO. 3.
SMHH\54443\1355092.6 3
February 27, 2026
South 80° 36' East 173.48 feet; thence leaving said Southwesterly line South 22° 25'07" West 124.81 feet to a point on the Southwesterly line of the lands now or formerly of Milton K. Lepetich; thence along said last named line North 63° 38' West 234.13 feet to the most Westerly corner of said lands of Lepetich; thence along the Northwesterly line of said lands, North 33° 24'30" East 60.94 feet to the Point of Beginning, and being a portion of the RANCHO RINCONADA DE LOS GATOS.
EXCEPTING FROM Parcels Two and Three above all that portion thereof conveyed to the town Of Los Gatos by deed recorded July 27, 1962 in Book 5662 of Official Records, Page 584, executed by Joseph Moucressey, and being more particularly described as follows:
Beginning at the most Westerly corner of that certain parcel of land conveyed by Milton K. Lepetich and Sophie Lepetich, husband and wife, as to the State of California, by deed recorded March 17, 1955, in Book 3117 of Official Records, Page 135, Santa Clara County Records; thence along the Southwesterly line of said parcel of land conveyed to the State of California and along the Southwesterly line of that certain parcel of land conveyed by Milton K. Lepetich and Sophie Lepetich, husband and wife, to the State of California by deed recorded May 21, 1956 in Book 3500 of Official Records, Page 577, Santa Clara County Records, the following courses and distances: South 78° 04' 25" East 53.83 feet; thence South 80° 36' East 173.48 feet; thence South 76° 00' 20" East 60.65 feet; thence leaving said Southwesterly line, South 22° 25' 07" West 10.00 feet; thence North 77° 45' 26" West 286.93 feet; thence North 33° 24' 30" East 3.00 feet to the Point of Beginning.
Parcel Four:
Beginning at the point of intersection of the Northwesterly line of Bella Vista Avenue, with the Northeasterly line of that certain parcel of land described in the deed to Ignazio Prestigiacomo, et ux, recorded December 1, 1958 in Book 4244 of Official Records, Page 730; thence along the Northeasterly and Northwesterly lines of said Prestigiacomo parcel of land, the following courses and distances, to wit: N. 57° 27' 18" W. 84.30 feet and S. 37° 59' 10" W. 73.81 feet to a point on the Southwesterly line of that certain 18.36 acre parcel of land described in the deed to Salvatoro DI Fioro, et ux, dated June 14, 1922 and recorded in Book 552 of Deeds,
less, to the point of intersection thereof with the Southerly line of that certain parcel of land condemned to the State of California and described in that certain final order of condemnation, a certified copy of which was filed for record in the Office of the Recorder, County of Santa Clara, State of California on March 8, 1955 in Book 3108 of Official Records, Page 322; thence along said Southerly line the following courses and distances, to wit: N. 89° 14' 29" E. 45.20 feet, N. 85° 17' 24" E. 66.60 feet, N. 87° 07' 42" E. 88.75 feet, N. 61° 15' 46" E. 206.87 feet, N. 78° 26' 24" E. 76.12 feet, and S. 77° 40' 36" E. 43.11 feet to a point at the most Westerly corner of that certain parcel of land conveyed to State of California by deed recorded March 17, 1955 in Book 3117 of Official Records, Page 135, said point being the northernmost corner of that certain parcel of land described as Parcel Two in that certain deed of trust executed by Joseph Moucressey, et ux, as trustor, to city title insurance company, as trustee, recorded March 16, 1959 in Book 4353 of Official Records, Page 488; thence along the Northwesterly line of said Parcel Two, S. 33° 24' 30" W. 60.94 feet to the point of intersection thereof with the Northwesterly line of that certain 18.36 acre parcel of land hereinabove referred to; thence along said Northeasterly line, S. 64° 09' 03" E. 577.23 feet to the point of intersection thereof with the Northwesterly line of that certain parcel of land described in the deed to Margaret M. Anderson, recorded March 4, 1924 in Book 74 of Official Records, Page 234; thence along the Northwesterly and Southwesterly
ITEM NO. 3.
SMHH\54443\1355092.6 4
February 27, 2026
lines of said anderson parcel of Land, S. 33° 07' 22" W. 125 feet and S. 63° 09' 04" E. 100 feet to a point on the said Northwesterly line of Bella Vista Avenue; thence along said last named line, S. 33° 07' 22" W. 148.37 feet and S. 14° 29' 52" W.
45.87 feet to the Point of Beginning and being a portion of the RANCHO RINCONADA DE LOS GATOS.
Tract Two:
Beginning at the intersection of the Northwesterly line of Bella Vista Avenue, 50.00 feet in width, with the Southwesterly line of that certain parcel of land described in the deed from H.O. Davis, et ux, to Milton K. Lepetich and Tom Lepetich, dated April 28, 1923, recorded in the Office of the Recorder of the County of Santa Clara, State of California on April 30, 1924 in Book 20 of Official Records, at Page 507; thence from said Point of Beginning and along the Southwesterly line of said land deeded to Milton K. Lepetich and Tom Lepetich, N. 63° 38' W. 370.00 feet, more or less, to the Southeasterly corner of Parcel One, as described in the deed from Milton K.
Lepetich, et ux, to Joseph Moucressey, et ux, dated November 04, 1957, recorded November 05, 1957 in Book 3930 of Official Records, at Page 572, Santa Clara County Records; thence along the Southeasterly line of said Parcel One; N. 22°25' 07" E. 137.84 feet to the Northeasterly corner thereof, on the Southwesterly line of that certain 1.796 acre parcel of land, as described in the deed from Milton K.
Lepetich, et ux, to the State of California, dated April 05, 1956 and recorded May 21, 1956 in Book 3500 of Official Records, at Page 577, Santa Clara County Records; thence along the Southwesterly line of said 1.796 acre parcel of land, S. 75° 36' 16" E. 300.34 feet and S. 70° 28' 01" E. 73.56 feet to the Southeasterly corner thereof, on the Northwesterly line of said Bella Vista avenue, also being a point on a Southeasterly line of said land deeded to Milton K. Lepetich and Tom Lepetich, first above referred to; thence along the general Southeasterly boundary line of said land deeded to Milton K. and Tom Lepetich, the two following courses and distances; S. 33° 25' W. 115.93 feet to a 2 X 3 inch post marked 4; thence S. 63° 38' E. 22.49 feet to the intersection of said general Southeasterly boundary line, with the Northwesterly line of said general Southeasterly boundary line, with the Northwesterly line of said Bella Vista avenue; thence Southerly and Southwesterly along the Northwesterly line of Bella Vista Avenue, to the Point of Beginning.
ITEM NO. 3.
SMHH\54443\1355092.6 5
February 27, 2026
EXHIBIT B
to the
Multi Use Pathway Maintenance Agreement
DESCRIPTION OF THE PATHWAY IMPROVEMENTS
Those certain Pathway Improvements located within the public access easement (PAE) lying within Parcel G of Tract Map 10657 filed on ________________, 2026 at ___________________, in Book _________ of Maps at Pages _________________ through _______________, Santa Clara County Records.
ITEM NO. 3.
PREPARED BY: Holly Young
Senior Management Analyst
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Administrative Services Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 03/03/2026
ITEM NO: 4
DATE: February 23, 2026
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Approve the 2026 Diversity, Equity, and Inclusion (DEI) Commission Work Plan
RECOMMENDATION: Approve the 2026 Diversity, Equity, and Inclusion (DEI) Commission work plan.
FISCAL IMPACT:
No fiscal impact is associated with this item.
STRATEGIC PRIORITY:
This item pertains to the following Strategic Priority: Ensure all residents and visitors feel a sense of belonging in Los Gatos, maintaining and enhancing the Town as a welcoming, familyoriented, safe, and inclusive community (Goal: Civic Engagement). It also pertains to the Core Goal of Good Governance.
BACKGROUND:
In order to provide Town Commissions/Committees/Boards (Commissions) clarity from the Town Council regarding their work, staff recommends the Town Council review and approve each Commission’s work plan for the year. This will ensure Council support, efficient use of Commissioners’ time, and sufficient staff resources for the Commission’s projects in 2026.
Certain Commissions are exempt from this process due to their specific functions. The exempt Commissions have items presented to them for consideration rather than the Commissions creating their own work plans. These exempt Commissions include the Planning Commission, General Plan Committee, Historic Preservation Committee, and Personnel Board.
ITEM NO. 4.
PAGE 2 OF 3
SUBJECT: DEI Commission Work Plan
DATE: March 3, 2026
DISCUSSION:
In coordination with other Town Departments, staff reviewed the Town DEI Plan (Attachment 1), taking workload, time commitment, and alignment with Council priorities into consideration in order to determine a reasonable list of items that could be accomplished by the Commission in the coming year with existing resources.
In past years, the Commission has expressed a need to have broader discussions on general topics from the Town DEI Plan before it can determine specific work plan item(s) that may address the broader topic. This is addressed by including these discussion topics in a separate section of the work plan under the heading “Items for discussion only (no staff time allocated).” The DEI Commission discussed the recommended work plan at its regular meetings on January 15 and February 19, 2026. The Commission recommended adding the following work plan items:
Discuss participation in the Youth Commission Multicultural Event on April 11 (related to DEI Plan Goal B, Item 2.b.)
Commission to conduct outreach to the community in the categories of education/schools, religious groups, businesses, and non-profits/service organizations regarding opportunities for collaboration (related to DEI Plan Goal C, Item 1.a.i.). (Discussion Only)
With those changes, the Commission moved unanimously to recommend the work plan in Attachment 2 for Council approval.
Staff is amenable to the two changes requested by the DEI Commission.
The 2026 work plan does not preclude the Commission from discussing other topics within its purview. The Commission may discuss items not on the Work Plan, but staff time will not be available for those items.
CONCLUSION:
Staff recommends the Council approve the 2026 work plan as recommended by the Town’s Diversity, Equity, and Inclusion (DEI) Commission in Attachment 2. The addition of more items to this work plan would impact staff capacity and is not recommended for the 2026 calendar year.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
ITEM NO. 4.
PAGE 3 OF 3
SUBJECT: DEI Commission Work Plan
DATE: March 3, 2026
Attachments:
1. Town DEI Plan
2. DEI Commission Recommended 2026 Work Plan
ITEM NO. 4.
Attachment 1
Town of Los Gatos Diversity, Equity, and
Inclusion (DEI) Plan
ITEM NO. 4.
1 1. PURPOSE
This Diversity, Equity, and Inclusion (DEI) Plan is intended to be an actionable plan for the Town of Los Gatos to become a more inclusive place where all community members feel welcome and a sense of belonging. It is a living and evolving document.
2. GOALS AND ACTION ITEMS
Some of the goals and action items listed below are attributed to either the Los Gatos 2040 General Plan or the American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions document. Those items without specific attribution came from input received from either Town Boards/Commissions/Committees, Town staff, or the broader community. Please see Section 3 below for more details on how this feedback was obtained.
All of the goals and action items listed below are dependent on authorization, direction, and prioritization from the Town Council.
A. GOAL: Oversight. Create a process for oversight of the Town’s DEI Plan. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions)
1. Short Term Action Items
a. In partnership with other Commissions, DEI Commission to review the community grants rubric for the community grant distribution process through an equity lens. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 6)
b. DEI Commission to create an annual review process and evaluation of the DEI Work Plan action items. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 6)
i. Create standing discussion item for the DEI Commission to review progress on the DEI Plan.
ii. Submit annual progress update to the Council.
2. Long Term Action Items
a. DEI Commission to recommend additional action items to the Town Council to make visible the equity issues that matter to the larger community. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 6)
i. Utilize DEI Commission meetings to obtain community feedback, discuss and identify potential equity action items to inform the ongoing JEDI Plan Implementation, and listen to other community ideas.
ITEM NO. 4.
2 3. Ongoing Action Items
a. Town staff/Commissions/Council to examine all proposed policies and ordinances in the context of promoting, facilitating, and improving equity, diversity, and inclusion in Los Gatos.
B. GOAL: Safety. Create a robust and safe process for equity-focused, communitybased programming. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions)
1. Short Term Action Items
a. Town staff/DEI Commission to review the Town’s four events (Spring into Green, 4th of July Symphony in the Park, Screen on the Green, and Winter Celebration) with an equity lens. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 7) i. Consider potential modifications to existing Town events. ii. Consider adding a statement in the Town’s Special Event Permit application indicating that the Town encourages events to consider our community’s diversity and to support equity and inclusion. b. Town staff/DEI Commission to evaluate heritage/holiday celebrations and recognitions in the Holiday and Recognition Work Plan. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 7)
2. Medium Term Action Items
a. Town staff/DEI Commission/Community Partners to create public forums and garner feedback from the community on the types of equity programming they would like to see offered in the Town, including but not limited to: community members; business owners; faith leaders; community-based organizations; and youth. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 7)
b. Town staff/DEI Commission/Community Partners to work with other Boards, Commissions, and Committees to curate safe and engaging learning, dialogue and advocacy spaces for all community members. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 8) c. Town staff/Commissions to explore opportunities for public art/murals that celebrate underrepresented groups.
d. Town staff to explore the possibility of film festivals/benefit events at the Los Gatos Theatre.
e. Town staff/Commissions to explore options for bringing diversity and incorporating equity into Town parks, open space, and the community garden. i. Consider a Park Stewardship Program to develop meaningful relationships between different groups (example: seniors) and each park.
3. Long Term Action Items
a. Town staff/DEI Commission/Community Partners to develop a community learning opportunity focused on historical inequities and the history of the
ITEM NO. 4.
3 Town of Los Gatos. Focused on but not limited to: Indigenous communities; redlining practices; and other items as identified through community partners. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 8)
b. Town staff to develop diversity, sensitivity, and awareness training courses and curriculum for residents, business owners, and local organizations to take part in. Training could include, but is not limited to, an informational column in the weekly newsletter and/or links to recommended online materials, lectures, and community engagement events. (Los Gatos 2040 General Plan, p. 2-9)
4. Ongoing Action Items
a. Town staff in the Police Department to continue to offer a Community Police Academy, or similar program, to educate community members on law enforcement policies, practices, and problem solving, as well as promoting the opportunity for one-on-one interaction with Department members in a relaxed environment. (Los Gatos 2040 General Plan, p. 2-8)
b. Town staff/Arts and Culture Commission/DEI Commission to explore ways to potentially incorporate DEI into new art projects as they arise. c. Town staff/Complete Streets and Transportation Commission to continue to look for ways to improve transportation accessibility, bicycle/pedestrian access, ADA access on sidewalks, and public transportation options. d. Town staff/Library Board/DEI Commission to make suggestions for the Library’s DEI reading list(s) and share those lists with local schools. e. Town staff to continue to enhance awareness of DEI through expanded Library programing for both adults and children.
f. Town staff to continue to increase technology offerings at the Library to help low-income community members who do not have access to WiFi and/or other devices.
C. GOAL: Collaboration. Leverage community resources to ensure equity efforts are collaborative and inclusive. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions)
1. Short Term Action Items
a. Town staff/DEI Commission/Community Partners to foster collaboration between community groups and other partners engaging in equity work in order to offer joint activities. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 8) i. Meet with community partners to determine how they would like to manifest equity learning in the community. Focused on, but not limited to, the following local groups: local businesses; community-based organizations; nonprofits; education partners; faith-based partners; Town Departments; and other Town Commissions.
ii. Focus on collaborative projects that promote healing.
ITEM NO. 4.
4 iii. Evaluate Town spaces available for joint activities and projects and consider how those spaces can be best used to promote equity and belonging.
2. Medium Term Action Items
a. Town staff/School Districts/Youth to identify needs for both community-based and school-based programming. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 9) i. As requested by local schools, share resources that support the schools’ equity work.
ii. Intentionally connect school districts to community groups for joint projects, centered in art and expression.
iii. Host a joint session with community partners and school leaders regarding equity dialogues and in support of their joint planning efforts.
iv. Explore the possibility of the Town hosting or partnering on a DEI assembly or event with local schools.
b. Town staff/Chamber of Commerce/other community organizations to organize an annual career and job fair with local employers to highlight local employment and employment training opportunities for Los Gatos residents. (Los Gatos 2040 General Plan, p. 2-8)
c. Town staff to research the viability of increasing support for the acceptance of food vouchers at local food retailers and farmers’ markets. (Los Gatos 2040 General Plan, p. 2-9)
3. Ongoing Action Items
a. Town staff to continue to work with the Los Gatos Saratoga Union High School District and Los Gatos Union School District on the Positive Community Norms effort.
b. Town staff to explore opportunities for collaborating with other municipalities on DEI work.
D. GOAL: Communication. Develop a communications campaign that highlights the Town’s equity work. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions)
1. Short Term Action Items
a. Town staff/DEI Commission/Community Partners to create a yearly communications campaign centered around equity education and promotion of community events. Include in this process: visible signage/banners, local art, and art displays. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 9)
2. Medium Term Action Items
a. Town staff/DEI Commission/Community Partners to create a new Town tagline, in concert with the mission statement that involves the spirit of ‘belonging’, as
ITEM NO. 4.
5 a north star for ongoing work. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 10) i. Engage the community in the development of this work. ii. Garner input from Commissions, businesses and community-based organizations.
iii. Present to Council for approval.
b. Town staff/DEI Commission/Community Partners to engage the business community as a partner in promoting the benefits of the DEI Plan and the positive attributes of the Town of Los Gatos. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 10) i. Develop a local business pledge about belonging and unwillingness to tolerate discrimination.
ii. Create a plan for outreach and support for minority-owned businesses.
iii. Engage the business community in supporting the development of more affordable housing as a path to support their businesses. c. Town staff to develop clear and inclusive outreach materials to increase and advance racial, social, and environmental justice initiatives. (Los Gatos 2040 General Plan, p. 2-8)
d. Town staff/DEI Commission to reexamine Welcome Packets sent to new Los Gatos residents for opportunities to make them more inclusive.
3. Long Term Action Items
a. Town staff to develop mechanisms to communicate and engage members of the community who are not typically active in civic issues to foster relationships with the Town and the Police Department. This can be accomplished by leveraging technology and by focusing resources on nonenforcement interaction with the community. (Los Gatos 2040 General Plan, p. 2-9)
4. Ongoing Action Items
a. Town staff to develop clear and inclusive outreach materials, expand media campaigns, and implement other strategies to engage the public in the Town’s processes. (Los Gatos 2040 General Plan, p. 2-10)
b. Town staff to communicate actively on social media and in other forums to reinforce messages of inclusion, belonging, and welcoming.
E. GOAL: Housing. Educate the community about affordable housing to ensure that the Town meets its Housing Element goals. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions)
1. Long Term Action Items
a. Town staff to dispel the misconceptions surrounding affordable housing by providing:
i. Developer tours to completed affordable housing build outs.
ITEM NO. 4.
6 ii. Education about affordable housing residents and the services they receive. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 11)
b. Town staff to investigate ways to attract affordable housing developers to the Town of Los Gatos. (American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions, p. 11) i. Review the work of other jurisdictions and what policy changes they have made to incentivize the building of affordable housing. ii. Publicize opportunities to build affordable housing with developers. iii. Educate the community about what affordable housing brings to the Town in order to leverage and develop community support for these projects.
c. Town staff to create a program to ensure that all rental multifamily housing is inspected on a three to five-year cycle to ensure compliance with all building, housing, and other codes for safe and sanitary housing. (Los Gatos 2040 General Plan, p. 2-10)
2. Ongoing Action Items
a. The 2040 General Plan was adopted with its Racial, Social, and Environmental Justice Element on June 30, 2022. The Implementation Programs from that Element are included in this DEI Plan.
b. The Housing Element with modifications was adopted by the Town Council on January 30, 2023. The Town is continuing to address the detailed comments from the State, engaging with the community in that process. Once certified by the State, the Town will need to implement the Housing Element programs.
F. GOAL: Increase equity in internal Town operations, service delivery, and customer interactions.
1. Short Term Action Items
a. Town staff to enhance the Town’s Tree Lighting event with other inclusive activities to transition it to an Annual Winter Celebration. b. Town staff to create a defined set of criteria that measures and prioritizes equitable distribution of Capital Improvement (CI) Projects Town-wide. (Los Gatos 2040 General Plan, p. 2-9)
2. Medium Term Action Items
a. Town staff to develop and facilitate a community-based budgeting process to provide the public an opportunity to identify funding priorities annually. This program could feature in-person and online engagement opportunities. (Los Gatos 2040 General Plan, p. 2-8)
b. Town staff to determine effective recruitment strategies to attract diverse candidates to Town employment opportunities. Work with educational institutions and other entities to promote local government job opportunities
ITEM NO. 4.
7 with middle school, high school, technical school, and college students. (Los Gatos 2040 General Plan, p. 2-8)
c. To remove any administrative barriers to increase access to healthy foods, Town staff to conduct an internal audit of and make necessary changes to Town regulations, including but not limited to the Zoning Ordinance. (Los Gatos 2040 General Plan, p. 2-9)
d. Town staff to increase opportunities for DEI conversations among Town staff and Departments with guest speakers/brown bag lunches.
e. Town staff to explore the possibility for team-building exercises for staff.
3. Long Term Action Items
a. Town staff to develop a study to measure tree canopy distribution throughout the Town and encourage the use of native plants when increasing green space. (Los Gatos 2040 General Plan, p. 2-9)
b. Town staff to implement the Town’s ADA Transition Plan as funding permits.
4. Ongoing Action Items
a. Form a Social and Racial Justice Commission that will serve as an advisory board to the Town Council to advance the Town’s racial equity work. (Los Gatos 2040 General Plan, p. 2-8) – Approved by Council September 19, 2023 with meetings beginning January 2024.
b. Town staff to update the Town’s Anti-Harassment Policy to meet current best practices, including anti-bullying.
c. Town staff to continue to evaluate the annual proposed Capital Improvement Budget and any service expansion/contraction in the Operating Budget to ensure that all neighborhoods are treated equitably in the availability of services and infrastructure investment. (Los Gatos 2040 General Plan, p. 2-8) d. Require all Town staff to undergo ongoing DEI/implicit bias training. (Los Gatos 2040 General Plan, p. 2-8)
e. Continue to offer DEI training for Councilmembers and Commissioners. f. Town staff to develop an annual survey which measures the successfulness of advancing social equity and diversity Town-wide. (Los Gatos 2040 General Plan, p. 2-8)
g. Town staff to continuously expand access to Town records and information to further demonstrate the Town’s commitment to transparency in governmental operations.
h. Town staff to continue to provide Biannual Reports to review progress at Town Council meetings on Police Reforms, including independent investigations, mental health/homeless support, traffic stop data, and options for nonemergency calls. i. Town staff to continue to strengthen the Police Department relationship with County Behavioral Health and Crisis Response Teams.
j. Town staff to work toward the Police Chief’s goal for all Department personnel to exceed the minimum number of hours of training in de-escalation and crisis intervention.
k. Town staff to continuously review and update Town policies and procedures to ensure that it is employing the best practices for hiring, training, eliminating bias, and ensuring the public’s safety.
ITEM NO. 4.
8 l. Town staff to foster a more diverse work force by continuing to update job descriptions and minimum qualifications to encourage a broader set of candidates, promoting job opportunities using conventional and unconventional techniques to reach deeper into the talent pool, and encouraging professional development to expand skills and abilities. m. Town staff to continually reevaluate the Commission application process to facilitate more equity and inclusivity.
n. Town Council to examine/update the Town Council Code of Conduct. o. Town staff to conduct staff surveys on a regular basis to assess if employees feel welcomed and included.
p. Town staff to explore options for assisting unhoused Los Gatos residents.
Staff explored the option of including metrics for each item; however, after extensive outreach, research, and attending DEI training sessions put on by the Government Alliance of Race and Equity (GARE), the conclusion reached was that metrics/performance measures are not only extremely difficult for this work, but not advised. DEI work is long-term term and ongoing over generations of people and progress cannot adequately be measured in a shorter timeframe of a few years. Additionally, aiming for a goal of a certain demographic makeup (for example, X amount of employees of Y ethnicity/race) can be misleading because even if that goal is reached is does not necessarily mean that all feel welcome or as they belong.
3. DESCRIPTION OF PROCESS FOR DEVELOPING THE DEI PLAN
Community Advisory Group Led by American Leadership Forum Silicon Valley Insights (ALFI) On September 6, 2022, the Town Council authorized the Town Manager to continue working with DEI Consultant ALFI on the development of a DEI Plan. To do this work, ALFI convened a Community Advisory Group to move the initial Discovery Report recommendations forward and provide concrete steps for implementation. The Community Advisory Group met on a monthly basis from February through September 2023 for two and a half hours each meeting and utilized the initial Discovery Report recommendations as a jumping off point for dialogues. The Group helped put together the American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions document and provided numerous action/implementation items included in this DEI Plan. The most significant recommendation to come out of the group was for the Town to establish an equity-focused Commission. On September 19, 2023, the Town Council approved the enabling resolution to create the Diversity, Equity, and Inclusion Commission.
Community Workshop
On April 20, 2023, the Town held a community workshop to give the broader Los Gatos community an opportunity to provide input on the Discovery Report and the potential action items for this DEI Plan.
Attendees were divided into two smaller breakout group discussions to provide feedback used to shape this plan.
ITEM NO. 4.
9 Town Boards, Commissions, and Committees Participation During the months of March and April, Town staff met with each Board/Commission/Committee, and/or solicited written feedback on the potential DEI Plan action items and the recommendations in the Discovery Report. Input was also sought regarding how DEI work intersects with each Commission, how Commissions can work to increase equity and inclusivity in Los Gatos, and other ideas for how the Town can work holistically toward becoming a more inclusive place. Ideas garnered from those sessions are reflected in this DEI Plan.
Town Staff Engagement
Outreach regarding the development of this plan and other Town DEI work was also conducted with staff. In 2022, the Town Manager’s Office offered the first Employee Equity Survey to all Town staff.
The Town staff is much more diverse than the broader Los Gatos community. At a high level, survey results indicated 70% of respondents reported feeling welcome at work while 30% did not. Responses also indicated a need for increased education for Town staff about the DEI work being done and a desire for DEI training.
In 2023, the Town Manager’s Office conducted another anonymous survey specific to input relating to the Discovery Report recommendations and potential DEI Plan action items. Discussions on these topics also occurred during the Staff Equity Team’s monthly meetings. Themes from this staff feedback are also found in this Plan.
Training
Based on staff demand as illustrated in the Employee Equity Survey results, in November 2022, the Town held a mandatory staff Diversity, Equity, and Inclusion training entitled "Creating Environments of Belonging" led by DEI trainer and former prosecutor Mwanaisha Sims. The topic discussed included:
• Awareness of workplace diversity issues, such as those affecting underrepresented groups, in daily interactions;
• Exploration of internal beliefs and unconscious biases; • An understanding of what motivates (and demotivates) those around us; • Collaboration skills to help work more effectively with people who have different qualities from your own;
• How to stand up to discrimination such as racial bias or sexual harassment; and • Skills to foster an inclusive workplace culture.
In February 2023, the "Creating Environments of Belonging" DEI training was also offered to the Town Councilmembers and all Town Commissioners.
In May 2023, based on demand, Ms. Sims returned to offer Town staff a second training that specifically focused on learning tools for how to respond to microaggressions, bias, and uncomfortable conversations.
DEI training can help build a safe and equitable workplace for all staff and promote an environment where everyone feels comfortable being their authentic selves at work.
ITEM NO. 4.
10 4. DEFINITIONS
Ableism. Ableism is the discrimination of and social prejudice against people with disabilities based on the belief that typical abilities are superior. At its heart, ableism is rooted in the assumption that disabled people require ‘fixing’ and defines people by their disability. (Access Living) Anti-Semitism. The belief or behavior hostile toward Jews just because they are Jewish. It may take the form of religious teachings that proclaim the inferiority of Jews, for instance, or political efforts to isolate, oppress, or otherwise injure them. It may also include prejudiced or stereotyped views about Jewish peoples. (Anti-Defamation League)
Belonging. Belonging is a core need of all humans and is defined as a system of values and practices where no person is left out of the circle of human concern. It is more than just access. It is having a meaningful voice and an opportunity to participate in the design of cultural structures. Belonging includes the right to contribute as well as the right to make demands and it requires shared power, access, and opportunity among all individuals within a shared system. Belonging is about being seen, heard and valued for the uniqueness that each individual brings into the circle (Source: Othering and Belonging Institute). Distinction Between Diversity, Inclusion, and Belonging: You can have diversity without inclusion (e.g. tokenism, assimilation). You can’t have inclusion without diversity. Focusing on inclusion gets you further than just focusing on diversity. Belonging is a term that goes beyond the legal or HR definitions and gets to how power and meaningful inclusion can look and feel within the context of a group or network. (Race Forward)
BIPOC. Acronym referring to Black, Indigenous, and Persons of Color. (Los Gatos 2040 General Plan, p. 2- 3)
Community Member. Any individual who resides, owns property, is a business owner, or is employed in the Town of Los Gatos. (Los Gatos 2040 General Plan, p. 2-3) Debiasing Strategies. Interventions to eliminate, mitigate or prevent bias are often focused on the individual level, rather than at the institutional level, where interventions are most needed. Debiasing strategies focused on individual change (e.g. “just be aware of your bias),” have dubious impacts and success. Debiasing strategies focused at the institutional levels can help prevent and remove opportunities for bias by instituting practices, policies, and protocols that require institutional actors to address institutional racism. (Race Forward)
Disadvantaged Community. An area identified by the California Environmental Protection Agency (CalEPA) pursuant to Section 39711 of the California Health and Safety Code or a predominately lowincome area that is disproportionately affected by environmental pollution and other hazards that can lead to negative health effects, exposure, or environmental degradation. (Los Gatos 2040 General Plan, p. 2-3)
Diversity. A variety of racial identities or characteristics (e.g. African Americans, Native Americans, Latinx) as well as people from a range of different social, racial, ethnic, cultural, and economic backgrounds; genders; sexual orientations; abilities; experiences; perspectives; and other personal identities. Diversity is a quantitative measure of representation. (Race Forward)
ITEM NO. 4.
11 Environmental Justice. The fair treatment of people of all races, cultures, incomes, political and religious affiliation, and national origins with respect to the development, adoption, implementation, and enforcement of environmental laws, regulations, and policies including climate adaptation strategies. (Los Gatos 2040 General Plan, p. 2-3)
Equality. Is sameness; everyone gets the same thing. Equality focuses on everyone getting the same opportunity, but often ignores the realities of historic exclusion and power differentials among whites and other racialized groups. (Los Gatos 2040 General Plan, p. 2-3) Equity. Ensures that outcomes in the conditions of well-being are improved for marginalized groups, lifting outcomes for all. Equity is a measure of justice (Los Gatos 2040 General Plan, p. 2-3). Distinction Between Equality and Equity: Equality uses the same strategies for everyone, but because people are situated differently, they are not likely to get the same outcomes. Equity uses differentiated and targeted strategies to address different needs and to get to fair outcomes. Equality-focused strategies don’t work for, or benefit, everyone – e.g. teaching everyone the same way does not work for different kinds of learners -- each must be taught the appropriate way for them. (Race Forward) Explicit Bias. Conscious attitudes and beliefs about a person or group, also known as overt and intentional bias. (Los Gatos 2040 General Plan, p. 2-3) Implicit Bias. Attitudes or stereotypes that affect our understanding, decisions, and actions in an unconscious manner. (Los Gatos 2040 General Plan, p. 2-3) Individual Bias. Bias by individuals. But if the individual is acting in an institutional capacity (e.g. a teacher or a police officer) their individual bias is also a manifestation of institutional bias. (Race Forward)
Individual Racism. Lies within individuals. These are private beliefs and biases about race that reside inside our own minds and bodies. For White people, this can be internalized privilege, entitlement, and superiority; for people of color, this can be internalized oppression. Examples: prejudice, xenophobia, conscious and unconscious bias about race, influenced by the white normative or dominant culture. (Race Forward)
Institutional Bias. Bias by institutions — such as patterns, practices, policies, or cultural norms that advantage or disadvantage people of color. (Race Forward) Institutional Racism. Occurs within institutions. It involves unjust policies, practices, procedures, and outcomes that work better for White people than people of color, whether intentional or not. Example:
A school district that concentrates students of color in the most overcrowded, under-funded schools with the least experienced teachers. (Race Forward)
Interpersonal Racism. Occurs between individuals. Bias, bigotry, and discrimination based on race.
Once we bring our private beliefs about race into our interactions with others, we are now in the interpersonal realm. Examples: public expressions of prejudice and hate, microaggressions (common place intentional or unintentional terms or hostility), bias and bigotry between individuals. (Race Forward)
ITEM NO. 4.
12 Inclusion. The measure of the quality of representation, such as full access, authentic representation, empowered participation, true belonging and power-sharing. Inclusion is a qualitative measure of representation and participation. (Race Forward)
Intersectionality. The concept of intersectionality describes the ways in which systems of inequality based on gender, race, ethnicity, sexual orientation, gender identity, disability, class and other forms of discrimination “intersect” to create unique dynamics and effects. All forms of inequality are mutually reinforcing and must therefore be analyzed and addressed simultaneously to prevent one form of inequality from reinforcing another. Intersectionality brings our understanding of systemic injustice and social inequality to the next level by attempting to untangle the lines that create the complex web of inequalities. It is also a practical tool that can be used to tackle intersectional discrimination through policies and laws. (Center for Intersectional Justice)
LGBTQIA+ Discrimination. Being harassed, discriminated against and/or being denied access to employment, housing, access to basic goods and services and/or the ability to participate meaningfully in our society's decision making processes, based on gender identity, sexual orientation and/or gender expression. (Gender Equity Law Center)
Racial Equity. A process of eliminating racial disparities and improving outcomes for everyone. It is the intentional and continual practice of changing policies, practices, systems, and structures by prioritizing measurable change in the lives of people of color. From GARE: Racial equity is realized when race can no longer be used to predict life outcomes, and outcomes for all groups are improved. (Race Forward) Racial Justice. A vision and transformation of society to eliminate racial hierarchies and advance collective liberation, where Black, Indigenous, Latinx, Asian Americans, Native Hawaiians, and Pacific Islanders, in particular, have the dignity, resources, power, and self-determination to fully thrive.
Distinction Between Racial Equity and Racial Justice: Racial equity is the process for moving towards the vision of racial justice. Racial equity seeks measurable milestones and outcomes that can be achieved on the road to racial justice. Racial equity is necessary, but not sufficient, for racial justice. (Race Forward)
Resident. Any individual who resides in the Town of Los Gatos. (Los Gatos 2040 General Plan, p. 2-3) Social Capital. A concept in social science that involves the potential of individuals to secure benefits and invent solutions to problems through membership in social networks. Social capital revolves around three dimensions: interconnected networks of relationships between individuals and groups (social ties or social participation); levels of trust that characterize these ties; and resources or benefits that are both gained and transferred by virtue of social ties and social participation. (Los Gatos 2040 General Plan, p. 2-3)
Socially Disadvantaged Individuals and Groups. Socially disadvantaged individuals and groups who have been subjected to prejudice or some form of discrimination or bias because of their perceived identity as a member of a particular group (i.e., race, ethnicity, culture, sex, political or religious affiliation, sexual orientation, age, immigration status) without regard to their individuality and/or merit. (Los Gatos 2040 General Plan, p. 2-3)
Structural Racism. Racial inequities across institutions, policies, social structures, history, and culture.
Structural racism highlights how racism operates as a system of power with multiple interconnected,
ITEM NO. 4.
13 reinforcing, and self-perpetuating components which result in racial inequities across all indicators for success. Structural racism is the racial inequity that is deeply rooted and embedded in our history and culture and our economic, political, and legal systems. Examples: The “racial wealth gap,” where Whites have many times the wealth of people of color, resulting from the history and current reality of institutional racism in multiple systems. (Race Forward)
5. RESOURCES/APPENDICES
American Leadership Forum Insights Discovery Report (2022):
https://www.losgatosca.gov/DocumentCenter/View/31460/Final-Discovery-Report American Leadership Forum Insights Justice, Equity, Diversity, and Inclusion Implementation Actions (2023):
https://www.losgatosca.gov/DocumentCenter/View/36518/ALFI-Implementation-Actions Racial, Social, and Environmental Justice Element of the Los Gatos 2040 General Plan (2022):
www.losgatosca.gov/DocumentCenter/View/31980/2-LGGP_2040_Racial-Social-and-EnvironmentalJustice-Element Town of Los Gatos Becoming an Inclusive Community Website:
https://www.losgatosca.gov/2604/Becoming-an-Inclusive-Community
ITEM NO. 4.
ATTACHMENT 2
Recommended 2026 DEI Commission Work Plan
1. Discuss participation in the Town’s 4th of July Symphony in the Park event (related to DEI Plan Goal B, Item 1.a.).
2. Select one Commissioner to serve as Community Grant Rater (related to DEI Plan Goal A, Item 1.a.).
3. Review the topics/themes of the Library's current DEI reading lists and recommend additional topics/themes to consider. Develop and implement a plan to share the Library's DEI reading lists with local schools (related to DEI Plan Goal B, Item 4.d.).
4. Review and provide recommendations to staff on the Housing Resource Guide (related to Town DEI Plan Goal E).
5. Provide input to staff regarding potentially adding a Welcome Statement from the Town to the Welcome Packets sent to new Los Gatos residents (related to DEI Plan Goal D, Item 2.d.).
6. Discuss participation in the Youth Commission Multicultural Event on April 11 (related to DEI Plan Goal B, Item 2.b.).
7. Review a draft (when available, may or may not occur in 2026) of the Arts and Culture Commission's Public Arts Master Plan and make recommendations for DEI elements to consider (related to DEI Plan Goal B, Item 2.4.b.).
If time permits after the above items are completed:
8. Gather community input and provide a recommendation to staff regarding creating a new Town tagline, in concert with the mission statement that involves the spirit of ‘belonging’, as a north star for ongoing work (DEI Plan Goal D, Item
2.a.).
Items for discussion only (no staff time allocated):
a. Recommend additional action items to the Town Council to make visible the equity issues that matter to the larger community (Town DEI Plan Item A.2.a.). b. Commission to conduct outreach to the community in the categories of education/schools, religious groups, businesses, and non-profits/service organizations regarding opportunities for collaboration (related to DEI Plan Goal C, Item 1.a.i.).
ITEM NO. 4.
PREPARED BY: Wendy Wood
Town Clerk
Reviewed by: Town Manager, Assistant Town Manager, and Town Attorney 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 03/03/2026
ITEM NO: 5
DATE: March 3, 2026
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Review and Provide Direction on Meeting Minute Format RECOMMENDATION: Reaffirm the use of action minutes for all meetings; and modify the current practice for public comment to only identify speakers without summarizing the content of their remarks (for both agenda items and verbal communication).
FISCAL IMPACT:
Adopting the recommended approach is expected to reduce staff time required for preparation and management review of meeting minutes and allow for a more efficient allocation of Town resources. However, there would be no direct budgetary cost associated with implementing the recommendation as the hours of work saved would be reprioritized to other tasks, improving productivity.
STRATEGIC PRIORITY:
This item does not directly address a Strategic Priority; however, it aligns with the Core Goal of Good Governance.
BACKGROUND:
This item was included in the Policy Committee’s approved workplan and was considered at its February 24, 2026, meeting. The Policy Committee and Town Council have discussed the style and format of Council meeting minutes on several occasions, including in 2022, when the use of action minutes was reaffirmed. Action minutes are intended to document official actions taken by the legislative bodies, including motions, votes, and direction to staff, and are not intended to serve as a transcript or detailed narrative of discussion.
ITEM NO. 5.
PAGE 2 OF 4
SUBJECT: Recommendation Regarding Meeting Minutes Format DATE: March 3, 2026
The Town’s use of action minutes is supported by the following primary considerations:
1. Supplemental Verbatim Record: Complete video recordings of Council meetings are publicly available on YouTube and on the Town’s website. Audio recordings of all commission meetings are also available on the Town’s website. These recordings serve as the verbatim record of proceedings. While action minutes capture official actions and direction, the video or audio recording is available to any member of the public who wishes to review exactly what was said, ensuring transparency.
2. Clarity and Transparency: By focusing on motions, votes, and direction, action minutes improve clarity and transparency on the official actions of the meeting in a clear and concise format, allowing the public to easily identify the decisions of the legislative body.
3. Statutory Requirements: State law requires that actions taken and votes be publicly reported. While the Brown Act does not mandate that minutes be prepared, they are typically created to document official actions and ensure compliance with open meeting requirements. There is no requirement to transcribe or summarize oral remarks by Council Members, commissioners, staff, or speakers.
4. Staff Resource Considerations: Action minutes are more efficient for capturing the decisions made by the legislative body and require much less time than summary or verbatim minutes. As discussed further in this report, the Town’s current practice goes beyond what is typical for action minutes by summarizing public comment. Due to this, preparation of the current minutes requires approximately four to six hours per meeting, plus additional time for management review. A significant portion of this time is devoted to summarizing and reviewing public comment and discussion of motions.
DISCUSSION:
The Town’s adopted resolution calls for the use of “action-only” minutes with brief summaries of speakers’ comments during public hearing items only, and not for other business items, consent items, or verbal communications. This exceeds what is typically included in action minutes due to the summary of public hearing public comment. In practice, the Town has been summarizing public comments for all agenda items and verbal communications, which exceeds the requirements outlined in the resolution and further exceeds what is typical of action minutes.
The summarization of public comment significantly increases staff preparation time and management review time, introduces greater subjectivity in how comments and discussion are characterized, and does not align with the intent of action minutes.
Staff conducted an informal poll of other cities within Santa Clara County to better understand regional practices regarding meeting minutes. Of the 14 cities all use action minutes and use the following practice:
ITEM NO. 5.
PAGE 3 OF 4
SUBJECT: Recommendation Regarding Meeting Minutes Format DATE: March 3, 2026
Seven cities do not summarize public comment for agenda items and instead list only identify the speakers. (Cupertino, Los Altos, Milpitas, Morgan Hill, San Jose, Santa Clara, and Saratoga)
o Of these seven, four provide brief summaries for verbal communications (Cupertino, San Jose, Santa Clara, and Saratoga), while the others only identify the speakers (Los Altos, Milpitas, and Morgan Hill).
Palo Alto does not summarize public comment or list the names of the speakers. Monte Sereno and Mountain View identify the speakers and whether they were in favor or opposed to the item.
The remaining four cities, summarize public comment, most of which are brief. (Campbell, Gilroy, Los Altos Hills, and Sunnyvale)
The survey indicates that the Town’s current practice of summarizing public comments for all items is more detailed than the approach than used by a majority of the neighboring cities surveyed.
On February 24, 2026, the Policy Committee reviewed the adopted resolution and current practice and took the following into consideration:
Alignment between the adopted resolution and current implementation. Transparency and accessibility, given the availability of full video or audio recordings as a verbatim supplemental record.
Consistency with regional practices.
Staff workload and efficient use of Town resources.
Clarity, objectivity, and potential risk associated with summarizing public comment. Assessment of whether summarizing public comments provides meaningful value to the record.
Based on these considerations, the Committee’s review focused on evaluating the current action-minute format and the appropriate level of detail in the minutes. The Policy Committee recommended reaffirming the Town’s use of action minutes and modifying the current practice to only identify the public comment speakers, without summarizing their remarks. This approach aligns with the Council’s historical direction, reduces staff workload, ensures the minutes remain focused on official actions and decisions, and maintains transparency through publicly available video and audio recordings.
While the 2001 resolution applies specifically to Town Council meetings, the Commission Handbook provides that Boards, Committees, and Commissions utilize action minutes. To ensure consistency in administrative practices across legislative bodies, any modifications would also apply to the Town’s boards, committees, and commissions. Should the Council agree with the Committee’s recommendation, staff will return with a resolution rescinding the existing resolution and incorporating the modified practice for all legislative bodies.
ITEM NO. 5.
PAGE 4 OF 4
SUBJECT: Recommendation Regarding Meeting Minutes Format DATE: March 3, 2026
If more detailed summaries or verbatim minutes for specific meetings or agenda items are desired, Council always retains the ability to direct staff by a majority vote to pursue options such as transcription services or AI-assisted tools.
CONCLUSION:
The Policy Committee recommends reaffirming the Town’s use of “action only” minutes and modifying the current practice to only identify public speakers, without summarizing their remarks. If Council proceeds with the recommendation, staff will return with a revised resolution. Staff supports the recommendation as it aligns with the intent of action only minutes, eliminates subjectivity, and increases efficiency in preparing the minutes.
ALTERNATIVES:
The Town Council may consider the following alternatives:
1. Reaffirm the Resolution for Action-Only Minutes and Change the Current Practice Return to action-only minutes that are consistent with the 2001 resolution, which requires only summarizing speaker comments for public hearings. This option would lessen staff workload and reduce the level of detail in the minutes.
2. Maintain Current Practice
Continue preparing action minutes that include summarized public comments for agenda and non-agenda items. This option would maintain the existing workload and current level of detail and require a revised resolution.
3. Expand the Level of Detail in Minutes
Direct staff to provide more detailed minutes through transcription services. This option would increase staff workload and require additional financial resources.
COORDINATION:
This recommendation was discussed by the Council Policy Committee in coordination with the Town Manager’s Office and the Town Attorney.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Resolution 2001-104
ITEM NO. 5.
WHEREAS:
(
RESOLUTION 2001 - 104
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
DIRECTING THE PREPARATION, STYLE, AND FORMAT
OF TOWN COUNCIL MINUTES
A. With due consideration the Town Council has confirmed that "action only" minutes are the preferred form for recording regularly scheduled Los Gatos Town Council meetings, and;
B. So as to clarify tlle record of public hearing items, brief summaries of speaker's comments made during such hearings will continue to be provided.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California held on the 17th day of September,2001 by the following vote.
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
ATTEST:
Randy Attaway, Steven Blanton, Sandy Decker, Steve Glickman, Mayor Joe Pirzynski.
None
None
None
(.
SIGNED d � I _.
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CP�
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTACHMENT 1
ITEM NO. 5.