October 2, 2025 Milpitas City Council Agenda Page 1
SPECIAL MEETING OF THE MILPITAS
CITY COUNCIL
AGENDA
THURSDAY, OCTOBER 2, 2025
CITY COUNCIL CHAMBER, 455 E. CALAVERAS BLVD, MILPITAS, CA 11:00 AM
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The City Council meeting is held in the City Council Chamber at City Hall, 455 E. Calaveras Blvd., Milpitas and via teleconference/Zoom webinar.
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PUBLIC COMMENT INSTRUCTIONS
Oral public comments may only be provided live during the City Council meeting in person, unless the City Council approves remote public comment. All comments provided shall be limited to three minutes or less as determined by the Mayor. All members of the public will be limited to one comment per agenda item, and one comment for non-agenda items. Members of the public may submit written comments by email to [email protected]
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https://ci-milpitas-ca-gov.zoom.us/webinar/register/WN_aexyFlU-RkOEuv1wM3ZOVQ NOTE: If a member of the public wishes to share any presentation materials for Council consideration, they must be submitted to the Clerk’s Office by email to [email protected] by 12:00 p.m. on the day of the meeting. No presentations will be accepted in person in the Council Chambers.
MILPITAS CITY COUNCIL CODE OF CONDUCT
• Be respectful and courteous (words, tone, and body language). • Model civility.
• Avoid surprises.
• Praise publicly and criticize privately.
• Focus on the issue, not the person.
• Use electronic devices appropriately while on the Council dais. • Disclose conflicts of interest and affiliations related to agenda items. • Separate governing from campaigning.
• The Council speaks with one voice after making policy on issues. • Respect the line between policy and administration.
• Council will hold one another accountable to comply with this Code of Conduct.
October 2, 2025 Milpitas City Council Agenda Page 2
CALL MEETING TO ORDER by Mayor and ROLL CALL by City Clerk (11:00 AM)
PLEDGE OF ALLEGIANCE
PUBLIC FORUM
Members of the public are invited to speak on items listed on today’s agenda only. Comments will be limited to three minutes or less at the Mayor’s discretion. When called to speak, you are encouraged to state your name for the record.
ANNOUNCEMENT OF CONFLICT OF INTEREST AND CAMPAIGN CONTRIBUTIONS
READING OF THE CITY COUNCIL CODE OF CONDUCT
APPROVAL OF AGENDA
CONSENT CALENDAR
Consent calendar items are considered to be routine and will be considered for adoption by one motion. There will be no separate discussion of these items unless a City Councilmember, member of the audience or staff requests the Council to remove an item from (or be added to) the consent calendar. Any person desiring to speak on any item on the consent calendar should ask to have that item removed from the consent calendar.
1. Consider Donation Request from Korean Language and Culture Foundation (Staff Contact:
Renee Lorentzen, Recreation and Community Services Director, 408-586-3409) Recommendation: Approve a donation request of $500 for the annual Korean Alphabet Anniversary celebration at the Milpitas Library on October 5, 2025.
AGENDA ITEMS
2. City Council Priority Setting (Staff Contact: Matt Cano, Assistant City Manager, 408-586-3012) Recommendation: (1) Receive and discuss presentation on fiscal condition, strategy, and work plan efforts; (2) Review, prioritize, and approve Council Referrals using a two-step prioritization process, with direction to staff to return at a future meeting with additional analysis and costing that may be required; and (3) Approve and adopt a resolution to appropriate unassigned fund balances or reserves for referrals ranked and prioritized by the City Council for funding.
ADJOURNMENT
KNOW YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE
Government’s duty is to serve the public, reaching its decisions in full view of the public. Commissions and other City agencies exist to conduct the people’s business. This ordinance assures that deliberations are conducted before the people and City operations are open to the people’s review. For more information on your rights under the Open Government Ordinance or to report a violation, contact the City Attorney’s office at Milpitas City Hall, 455 E. Calaveras Blvd., Milpitas, CA 95035 e-mail: [email protected] / Phone: 408-586-3040
The Open Government Ordinance is codified in the Milpitas Municipal Code as Title I Chapter 310 and is available online at the City’s website www.milpitas.gov by selecting the Milpitas Municipal Code link.
Materials related to an item on this agenda submitted to the City Council after initial distribution of the agenda packet are available for public inspection at the City Clerk’s office at Milpitas City Hall, 3rd floor 455 E. Calaveras Blvd., Milpitas and on City website. City Council agendas and related materials can be viewed online: www.milpitas.gov/government/council/agenda_minutes.asp (select meeting date)
October 2, 2025 Milpitas City Council Agenda Page 3
APPLY TO SERVE ON A CITY COMMISSION
Commission application forms are available online at www.milpitas.gov or at Milpitas City Hall.
Contact the City Clerk’s Office at 408-586-3001 for more information.
If you need assistance, per the Americans with Disabilities Act, for any City of Milpitas public meeting, please call the City Clerk at 408-586-3001 or send an e-mail to [email protected] prior to the meeting. You may request a larger font agenda.
CITY OF MILPITAS
AGENDA REPORT
(AR)
Item Title: Consider Donation Request from Korean Language and Culture Foundation (Staff Contact: Renee Lorentzen, Recreation and Community Services Director, 408-586-3409)
Category: Consent Calendar-Community Services and Sustainable Infrastructure
Meeting Date: 10/2/2025
Recommendation: Approve a donation request of $500 for the annual Korean Alphabet Anniversary celebration at the Milpitas Library on October 5, 2025.
BACKGROUND:
On September 14, 2025, staff received a Donation and Fee Waiver/Reduction Policy request from Korean Language and Culture Foundation. The request is for a $500 donation for their annual Korean Alphabet Anniversary celebration at the Milpitas Library.
ANALYSIS:
One Donation and Fee Waiver/Reduction Policy application was received by the Recreation and Community Services Department for a donation to the Korean Language and Culture Foundation.
Fee Waiver Request
The Korean Language and Culture Foundation submitted the required application and documentation for their Korean Alphabet Anniversary celebration event:
- City Council Donation and Fee Waiver/Reduction Policy request - Non-profit status letter
The Korean Language and Culture Foundation is requesting City Council donate $500 for the costs to produce the event.
The Milpitas City Council adopted an updated “City Council Donation and Fee Waiver/Reduction Policy” (Policy) on June 21, 2022. Per the Policy, eligible organizations can request City fees to be waived up to $1,500 or a donation amount up to $500 to be granted upon request. Eligible organizations are defined as “a non-profit organization as described by the Internal Revenue Section such as 501(c)(3) or an intergovernmental agency; Non-discriminatory, and non-political in nature.” Fee Waiver or Donation requests for events must provide a community benefit within the City of Milpitas proper. Applying organizations must provide proof of non-profit status from the federal Internal Revenue Service or the state Franchise Tax Board.
As required, the Korean Language and Culture Foundation provided a copy of their determination letter from the Internal Revenue Service stating they are a tax-exempt organization. The applicant meets the requirements as outlined in the Council adopted Donation and Fee Waiver/Reduction Policy.
POLICY ALTERNATIVE(S):
Alternative: Do not approve any one or combination of received fee waivers and donation applications as requested.
Pros: The City’s General Fund will not incur the costs of the fees waived.
Con: Denial of the request may not allow the non-profit organization to hold their events.
Reason not recommended: This request is consistent with the Council approved Policy.
FISCAL IMPACT:
$25,000 was approved and included in the FY 2025-26 City budget for City Council’s Unallocated Community Promotions with a current balance of $23,044. If this request is approved by the City Council, then $22,544 would remain in that line item of the current year’s budget.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
The action has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment and is not a project pursuant to Pub. Resources Code, § 21065 and Cal. Code Regs., tit. 14, § 15378. Even if a project, the action is exempt from further CEQA review pursuant to Cal. Code Regs., tit. 14, § 15061(b)(3) as it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
ATTACHMENT(S):
(a) Korean Language and Culture Foundation Application
(b) Korean Language and Culture Foundation Internal Revenue Service (IRS) non-profit letter
City Council Priority Setting (Staff Contact: Matt Cano, Assistant City Manager, 408-586- 3012)
Recommendation:
(1) Receive and discuss presentation on fiscal condition, strategy, and work plan efforts; (2) Review, prioritize, and approve Council Referrals using a two-step prioritization process, with direction to staff to return at a future meeting with additional analysis and costing that may be required; and
(3) Approve and adopt a resolution to appropriate unassigned fund balances or reserves for referrals ranked and prioritized by the City Council for funding.
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MILPITAS
AUTHORIZING AN INCREASE TO THE APPROPRIATION OF UNASSIGNED FUND
BALANCES OR RESERVES FOR REFERRALS RANKED AND PRIORITZED BY THE
CITY COUNCIL OF MILPITAS
WHEREAS, the City Council of the City of Milpitas has received and discussed a presentation on the City of Milpitas fiscal condition, strategy, and work plan efforts; and
WHEREAS, the City Council has reviewed, prioritized, and approved City Council Referrals using a two- step prioritization process, with direction to City staff to return at a future meeting with additional analysis and costing that may be required; and
WHEREAS, the City Council wishes to appropriate unassigned fund balances or reserves for certain referrals ranked and prioritized by the City Council at its October 2, 2025 meeting;
NOW, THEREFORE, the City Council of the City of Milpitas hereby finds, determines, and resolves as follows:
1. The City Council has duly considered the full record before it, which may include but is not limited to such things as the City staff presentation, testimony by staff and the public, and other materials and evidence submitted or provided to it. Furthermore, the recitals set forth above are found to be true and correct and are incorporated herein by reference.
2. The action has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment and is not a project pursuant to Pub. Resources Code, § 21065 and Cal. Code Regs., tit. 14, § 15378. Even if a project, the action is exempt from further CEQA review pursuant to Cal. Code Regs., tit. 14, § 15061(b)(3) as it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
3. The City Council hereby authorizes a budget increase of $[XXXXX] of unassigned fund balances or reserves for the current fiscal year for certain referrals ranked and prioritized by the City Council at its October 2, 2025 meeting.
PASSED AND ADOPTED this 2nd day of October, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST: APPROVED:
Suzanne Guzzetta, City Clerk Carmen Montano, Mayor
APPROVED AS TO FORM:
Christopher Creech, Acting City Attorney