AGENDA
City of Monte Sereno
Tuesday, December 5, 2023
City Council
7:00 PM
Monte Sereno City Council Chambers -
18041 Saratoga - Los Gatos Road,
Monte Sereno, CA 95030
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Page
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
ORDERS OF THE DAY
The Mayor, or a majority of the Council by vote, may change the order of business, except for public hearings on the agenda for a set time.
PRESENTATIONS
1. Follow-up Presentation on the Senior Services Roadmap from Nancy Pearson
Monte Sereno Senior Services Findings
5 ORAL COMMUNICATIONS
Persons wishing to address the Council on any matter of City business not listed on the agenda may do so at this time. Each speaker will normally be allotted three minutes, subject to the Mayor or a majority of the Council’s ability to limit the amount of time allocated to speakers based on the number of speakers and the need for expedient administration of City business in light of the number and length of items on the agenda.
WRITTEN COMMUNICATIONS
Copies of communications have been provided to Council for review prior to this meeting. Council Members desiring to read or discuss any written communication may do so at this time. No action may be taken except to place a particular item on a future agenda for Council consideration.
CONSENT CALENDAR
It is recommended that all items listed below be acted on simultaneously unless separate discussion and/or action is required by a Councilmember. One public comment period will be provided, although speakers speaking on more than one item may be allocated additional time by the Mayor or a majority of the Council.
2. Approve the November 7, 2023 Special City Council Meeting Minutes Staff recommends that the Council approve the November 7, 2023 Special City Council Meeting Minutes.
Staff Report - SR-21-033 - Pdf
6 - 8
3. Approve the November 7, 2023 Regular City Council Meeting Minutes Staff recommends that the Council approve the November 7, 2023 Regular City Council Meeting Minutes.
Staff Report - SR-21-033 - Pdf
9 - 14
4. Approve Warrant List Dated December 5, 2023 in the amount $386,810.74
Staff recommends the City Council approve the Warrant List.
Staff Report - SR-23-255 - Pdf
15 - 17
5. Accept the Treasurer's Report for the Period Ending July 31, 2023 18 - 37
Staff recommends the City Council accept the Treasurer's Report for the period ending July 31, 2023
Staff Report - SR-23-256 - Pdf
6. Approve and Authorize the City Manager to Execute an Agreement for Professional Services for Plan Check and Administration Services Staff recommends that the City Council approve and authorize the City Manager to execute an agreement for professional services for plan check services.
Staff Report - SR-23-257 - Pdf
38 - 46
PUBLIC HEARINGS
UNFINISHED BUSINESS
7. Update from Public Works Director/City Engineer on Capital Projects Informational only. No action needed.
NEW BUSINESS
8. Review and Accept the Top Line Findings from Eagle Scout Survey Staff recommends the Monte Sereno City Council review and accept the Top Line Findings from Eagle Scout Survey.
Staff Report - SR-23-254 - Pdf
47 - 86
9. Revisions to City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings
Staff recommends the Monte Sereno City Council adopt revisions to the Regulations and Guidelines for the Conduct of Public Meetings to Add Announcements to the Order of Business for Regular City Council Meetings.
Staff Report - SR-23-253 - Pdf
87 - 102
10. City Council Reorganization
1. Remarks by Outgoing Mayor
2. Election of Mayor and Mayor Pro Tempore
COMMITTEE/COMMISSION REPORTS
This time is set aside to allow Councilmembers serving on Council committees or appointed by the City to serve on the boards, commissions or committees of other agencies to present a verbal report on the activities of the respective boards, commissions or committees on which they serve. No discussion or action may be taken other than to place the matter on a future agenda.
Last Meeting Next
Meeting
Craig
Monte Sereno Youth Commission 11/14/23 11/12/23
Santa Clara County Library JPA 06/01/23
Ellahie
Cities Association – Board of Directors 11/09/23 12/14/23 Cities Association – Legislative Action Committee 11/09/23 12/14/23 Joint Venture Silicon Valley Network
Turner
West Valley Sanitation District 11/13/23
VTA State Route 85 Policy Advisory Board
Comprehensive County Expressway Planning Study
Wolsheimer
Silicon Valley Animal Control Authority 09/27/23
Santa Clara Valley Water District Commission 10/25/23
Mekechuk
Valley Transportation Authority Policy Advisory Committee 11/09/23 West Valley Clean Water Authority 11/02/23 02/01/24
West Valley Solid Waste Management Authority 11/02/23 02/01/24 Silicon Valley Clean Energy Authority 11/08/23
Association of Bay Area Governments 06/16/23
League of California Cities Peninsula Division
West Valley Mayors & Managers 11/29/23
Cities Selection Committee 05/12/23 TBD in 2024
Mayors of Santa Clara County 11/03/23
COUNCIL MEMBER COMMENTS
This time is set aside to allow Councilmembers to make brief announcements or reports on the Councilmember’s own activities. No discussion or action may be taken other than to place the matter on a future agenda.
CITY MANAGER’S REPORT
FUTURE AGENDA ITEMS
This time is set aside to allow Councilmembers to make a specific request for an item to be placed on a future agenda. No discussion or other action may be taken.
ADJOURN
* All items on the agenda are subject to action/or change by the City Council In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (408) 354-7635. If requested of the City Clerk, agendas and documents in the agenda packet can be made available in appropriate alternative formats to persons with a disability.
Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28CFR 35.102-35.104 ADA Title II]
Presented to The City of Monte Sereno, 12/5/23,
by Nancy Pearson
December 2023
The Future of Senior Services
in Monte Sereno
Through an extensive public outreach, with in-person feedback & in-depth analysis of neighboring towns, the following list represents a game-plan (roadmap) to put needed services in place for our citizens, now and into the future! Here are the highlights, in summary, of needs and the corresponding general plans:
1. COMMUNICATION. People need ways to find information, easily & with reliability.
This includes everything from at-home help to local government sources, handyman referrals, activity listings, fun things, not-so-fun things, & everything in between.
Preferably on-line, but also in print. In many cases, this is handled by the newsletter.
2. COMMUNITY FACILITY. Having a place that is specifically for Monte Sereno residents to gather has become a larger need than anticipated. People seem very excited for the new community center. It is felt that while we are fortunate to have some great options in Los Gatos & Saratoga, having something that is even closer and that we can all feel a part of, especially for our growing & active senior population is key!
3. SOCIAL NEEDS. Social needs encompass everything from fun, social gatherings to Educational & Healthy Living events and classes. It’s a need that can be enhanced and re-invigorated, with great plans coming up through the new community center, as well as West Valley College and other local organizations.
4. TRANSPORTATION. Everything related to transportation needs can be enhanced for our unique town: include weekend, off-hours, short-notice rides, and more.
Some suggested a shuttle or dedicated ride program. *
5. VOLUNTEER. Volunteering is good for mental health. It is also part of social needs and can go both ways (needing something from a volunteer & wanting to volunteer). Perhaps a group of local citizens can form a Monte Sereno Volunteer Group. This needs to be people driven - not necessarily on-line (or both).
6. SENIOR HOUSING. Most people want to stay in the home they’ve lived in for years. Needs can be anything from information to avoid scams, to assistive devices, to walkable spaces. Some ideas were to make/expand better walking trails, perhaps using the old equestrian corridors.
7. NUTRITIONAL NEEDS. Many folks need nutritional meals - which are available through programs such as Live Oak Senior Nutrition Center. One suggestion was to use the new community center for nutritional meals
For more information, contact Nancy at 408.313.7060
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the November 7, 2023 Special City Council Meeting Minutes Recommendation(s):
Staff recommends that the Council approve the November 7, 2023 Special City Council Meeting Minutes.
Fiscal Impact:
There are no unbudgeted fiscal impacts with this agenda item.
Public Noticing:
The City Council’s agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
11-07-23 Special Meeting Minutes DRAFT
MONTE SERENO CITY COUNCIL
MEETING MINUTES
SPECIAL MEETING
5:30 p.m.
November 7, 2023
Vice Mayor Wolsheimer stated participating in tonight's meeting remotely under “Just Cause” circumstance and confirmed there was nobody over the age of 18 in the same room as him.
MEETING CALLED TO ORDER
At 5:36 p.m., Mayor Mekechuk called the meeting to order.
ROLL CALL
Present – Chambers: Councilmember Turner (Arrived at 5:50 p.m.), Councilmember Craig, Councilmember Ellahie and Mayor Mekechuk
Present – Remote: Vice Mayor Wolsheimer
Absent: None
Staff: City Clerk Gonzalez-Langarica, City Manager Leonardis and City Attorney Powell
PUBLIC COMMUNICATION REGARDING CLOSED SESSION ITEMS
Mayor Mekechuk opened the item for Public Comment. With no one wishing to speak, Public Comment was closed.
ADJOURN TO CLOSED SESSION
The City Council adjourned to Closed Session at approximately 5:37 p.m.
CLOSED SESSION
1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Government Code Section 54957
Title: City Manager
2. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Government Code Section 54956.9
Case Name: Padgett v. Curtis Wright, et al. - United States District Court, Northern District of California - San Jose Division Case No.: 5:04-cv-03946
Staff Present: City Attorney Powell, City Manager Leonardis
3. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Government Code Section 54956.9
Case Name: Calhoun v. City of Monte Sereno et al. - Santa Clara County Superior Court Case No.: 23CV424337
Staff Present: City Attorney Powell, City Manager Leonardis
RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 7:06 p.m. with Mayor Mekechuk, Vice Mayor Wolsheimer, Councilmember Craig, Councilmember Ellahie and Councilmember Turner.
REPORT ON ACTION TAKEN DURING CLOSED SESSION
Mayor Mekechuk stated there were no reportable actions.
ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 7:06 p.m.
Bryan Mekechuk, Mayor
ATTEST:
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the November 7, 2023 Regular City Council Meeting Minutes Recommendation(s):
Staff recommends that the Council approve the November 7, 2023 Regular City Council Meeting Minutes.
Fiscal Impact:
There are no unbudgeted fiscal impacts with this agenda item.
Public Noticing:
The City Council’s agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
11-07-23 Regular Meeting Minutes DRAFT
MONTE SERENO CITY COUNCIL MEETING MINUTES
REGULAR MEETING
7:00 p.m.
November 7, 2023
Vice Mayor Wolsheimer stated participating in tonight's meeting remotely under “Just Cause” circumstance and confirmed there was nobody over the age of 18 in the same room as him.
MEETING CALLED TO ORDER
At approximately 7:15 p.m., Mayor Mekechuk called the meeting to order.
PLEDGE OF ALLEGIANCE
Chief of Police Jamie Field conducted the Pledge of Allegiance.
ROLL CALL
Present – Chambers: Councilmember Turner, Councilmember Craig, Councilmember Ellahie and Mayor Mekechuk
Present – Remote: Vice Mayor Wolsheimer
Absent: None
Staff: City Clerk Gonzalez-Langarica, City Manager Leonardis, City Attorney Powell, City Engineer/Public Works Director Jordan and Facility Manager/Special Projects Chaffin
Staff – Remote: Finance Officer Samoranos
ORDERS OF THE DAY
Considering the applicants appearing in person for this item and as a courtesy to them, Mayor Mekechuk requested Item #9 be moved after Written Communications .
PRESENTATIONS
1. Monte Sereno Police Services Presentation Report January - June 2023 by Chief of Police Jamie Field, and Detective Sergeant Bill Hoyt.
Discussion ensued.
Mayor Mekechuk opened the item for Public Comment. With no one wishing to speak, Mayor Mekechuk closed Public Comment.
The Council thanked Chief of Police Jamie Field and Detective Sergeant Bill Hoyt for this evening’s presentation and for protecting the community.
ORAL COMMUNICATIONS
Public comments received from the following:
▪ Former Mayor Jack Lucas
▪ Chancellor of West Valley College, Bradley Davis
▪ West Valley College President Dr. Taylor-Mendoza
▪ Resident Phil Levine
WRITTEN COMMUNICATIONS
None.
NEW BUSINESS
9. Consideration of Three (3) Applications and Appointment to Fill Two (2) Vacancies on the Monte Sereno Site and Architectural Commission
City Clerk Gonzalez-Langarica provided a staff report and answered questions from the Council.
Applicants that spoke:
▪ Resident Tam
▪ Resident Evans
Discussion ensued.
Mayor Mekechuk opened the item for Public Comment. With no one wishing to speak, Mayor Mekechuk closed Public Comment.
MOTION: Motion by Councilmember Ellahie to Appoint Resident Tam and Resident Evans to Fill Two (2) Vacancies on the Monte Sereno Site and Architectural Commission. Seconded by Councilmember Craig.
VOTE: Motion passed. (5-0-0)
CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)
2. Approve the October 17, 2023 Special City Council Meeting Minutes
3. Approve the October 17, 2023 Regular City Council Meeting Minutes
4. Approve Warrant List Dated November 7, 2023 in the amount $239,529.36
5. Adoption of Ordinance No. NS-239, an Ordinance of the City Council of the City of Monte Sereno Amending Section 10.06.140 (Accessory Dwelling Units) to address comments received from the California Department of Housing and Community Development
6. Adoption of Ordinance No. NS-240, an Ordinance of the City Council of the City of Monte Sereno Amending Chapter 10.05 (Zoning District Regulations), Chapter 10.08 (Site Development Permits and Planned Development Permits), Chapter 10.15 (Tree Preservation), and Chapter 13.06 (Urban Lot Splits)
7. Acceptance of the John Steinbeck Arroyo de Ajo Sign and $5,000 to design and fabricate the display case inside the Community Center
City Clerk Gonzalez-Langarica explained of amendments made to the meeting minutes presented in Item #3.
Mayor Mekechuk opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Mekechuk closed Public Comment.
MOTION: Motion by Councilmember Craig to approve the Consent Calendar with the amended meeting minutes. Seconded by Vice Mayor Wolsheimer.
VOTE: Motion passed. (5-0-0)
PUBLIC HEARINGS
None.
UNFINISHED BUSINESS
None.
NEW BUSINESS
8. Council Direction Concerning the City's Ongoing Membership in the Cities Association of Santa Clara County
City Manager Leonardis provided a staff report and answered questions from the Council.
Cities Association Executive Director Shali Sirkay and Legal Counsel Jannie Quinn responded to questions from the Council.
Discussion ensued.
Mayor Mekechuk opened the item for Public Comment. With no one wishing to speak, Mayor Mekechuk closed Public Comment.
MOTION: Motion by Councilmember Craig to authorize the City to enter the Joint Powers Authority of the Cities Association and authorizing the City Manager to execute the agreement with the understanding that the City will reconsider its membership in July 2025. Seconded by Councilmember Ellahie.
VOTE: Motion passed. (4-1-0 Noes: Turner)
10. Consideration of Three (3) Applications and Appointment to Fill Three (3) Vacancies on the Monte Sereno Better Streets Commission
City Clerk Gonzalez-Langarica provided a staff report and answered questions from the Council.
Discussion ensued.
Mayor Mekechuk opened the item for Public Comment. With no one wishing to speak, Mayor Mekechuk closed Public Comment.
MOTION: Motion by Mayor Mekechuk to Appoint Resident Chaffin and Resident White to Fill Two (2) Vacancies on the Monte Sereno Better Streets Commission to serve a term ending December 31, 2025 . Seconded by Councilmember Ellahie.
VOTE: Motion passed. (5-0-0)
Councilmember Craig recused himself due to a conflict of interest regarding his employment relationship with applicant Billawala.
MOTION: Motion by Councilmember Ellahie to Appoint Resident Billawala to Fill One (1) Vacancy on the Monte Sereno Better Streets Commission to serve a term ending December 31, 2025. Seconded by Councilmember Turner.
VOTE: Motion passed. (4-0-1 Recused: Craig)
COMMITTEE/COMMISSION REPORTS
Councilmember Craig shared that the Library JPA concluded their meetings for the year 2023. During their last meeting, financial reports were accepted, as they demonstrated that the Library JPA is doing financially well. Councilmember Craig also shared that the Youth Commission is scheduled to meet next week. The Youth Commission will be starting their Annual Drive for Coats and Cans soon and are excited with their participation in the Holiday parade. Discussion on a theme will be had in the upcoming meeting.
Councilmember Ellahie shared viewing a presentation from Silicon Valley on artificial intelligence.
Councilmember Ellahie expressed interest in having someone present on artificial intelligence in government proceedings and how it will help improve the government structure using artificial intelligence.
Councilmember Rowena stated having nothing to report.
Vice Mayor Wolsheimer recommended Councilmembers to read through the distributed material from the October 25, 2023 Valley Water meeting. He explained there are interesting presentations and website links.
Mayor Mekechuk provided City Clerk Gonzalez-Langarica a hard copy of his Committee and Commission Reports, which is attached to the minutes.
Mayor Mekechuk shared he has a VTA meeting later this week. Mayor Mekechuk shared he had a meeting with West Valley Clean Water and West Valley Solid Waste last week, where they conducted an evaluation of the Executive Director. Silicon Valley Clean Energy will be meeting tomorrow, and their legislative action platform is going to be reviewed. The West Valley Mayor and Managers met a couple weeks ago and have the next meeting the week after Thanksgiving. The Mayors of Santa Clara County met. Mayor Mekechuk also shared he met with Boy Scout Pack 556 in Chambers, which was filled with Cubs and their parents; he expressed it was wonderful to meet with such an enthusiastic group from our community. Finally, Mayor Mekechuk said he attended a ribbon cutting of a newly commissioned solar farm and storage facility in Nevada on behalf of Silicon Valley Clean Energy. Mayor Mekechuk found it fulfilling to see power purchase agreements that were entered into years ago coming online.
COUNCILMEMBER COMMENTS
None.
CITY MANAGER’S REPORT
City Manager Leonardis did a friendly reminder the next City Council meeting is scheduled on
December 5, 2023. The Los Gatos Holiday parade is on Saturday, December 2, 2023, at 11:00 a.m.
More details will be emailed out.
Mayor Mekechuk shared the City’s parade entry will include Silicon Valley Clean Energy’s all electric Ford Lightning F-150 truck in the parade, as well as a resident’s all electric Rivan truck, underscoring the City’s commitment to reducing GHG emissions.
FUTURE AGENDA ITEMS
None.
ADJOURN
Mayor Mekechuk adjourned the meeting at approximately 10:02 p.m.
Bryan Mekechuk, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: CONSENT CALENDAR
Staff Contact: Reynold Samoranos,
Department: Finance Manager
Title: Approve Warrant List Dated December 5, 2023 in the amount $386,810.74 Recommendation(s):
Staff recommends the City Council approve the Warrant List.
Fiscal Impact:
There are no unbudgeted fiscal impact with this agenda item.
Public Noticing:
The City Council's agenda was posted at City Hall and this agenda and this report appear on the City's website.
Attachments:
2023 12 05 Warrants List
CITY OF MONTE SERENO
REGISTER OF ACCOUNTS PAYABLE
AS OF THESE DATES:
December 5, 2023
CHECK
NO. TO FOR AMOUNT ACCOUNT
NO.
20579 MissionSquare - 301546 Funding 457 Plan - for pay cycle ending September 15, 2023 842.32 01-660 20580 MissionSquare - 301546 Funding 457 Plan - for pay cycle ending September 30, 2023 842.32 01-660 20581 MissionSquare - 301546 Funding 457 Plan - for pay cycle ending October 15, 2023 842.32 01-660 20582 MissionSquare - 301546 Funding 457 Plan - for pay cycle ending October 31, 2023 842.32 01-660 20583 Association of Bay Area
Government
Natural gas for City Hall FY 2024 Monthly Rates ($180) and FY 2023 True-up ($193) 373.31 01-705
20584 Alamo Landscaping &
Maintenance City Hall monthly landscape maintenance 580.00 01-860 20585 Bay Area News Group Legal classified - Ord NS-240 & SB9 ($278); Consider Adopt/Ord NS-239 ADU ($280) and Adopted Ord NS-237 ($263) 820.88 01-565 20586 COMCAST Internet services for City Hall 106.67 01-720 20587 Corodata Records
Management Inc
Standard record storage carton , 3" blueprint tube carton and Plan Carton 58.30 01-710
20588 Corodata Shredding Inc. Container rental fee 10.00 01-522 20589 Crystal Springs Water Co Bottled drinking water service for City Hall 57.25 01-710 20590 Fastrak Invoice
Processing Dep Bridge toll for City Truck 7.00 01-740
20591 Frontier Communications Dedicated landline for City Hall 44.83 01-720 20592 Gloisy GonzalezLangarica Training and development to obtain Notary license 63.00 01-770 20593 Heidi's Commercial
Cleaning Weekly cleaning services at City Hall 750.00 01-860 20594 JZ's Carpet Care Carpet cleaning services for City Hall 945.00 01-860 20595 Pacific Gas & Electric Electricity services City Hall ($652) and Annex Building ($20) 671.66 01-705 20596 RICOH USA, INC. Copier rental for City Hall 480.23 01-715 20597 Ridley Master Legal services for Joseph Padgett case 1,804.25 01-427 20598 Skane Mills, LLP Retainer-Skane Mills for Padgett v. Curtis Wright; City of Monte Sereno; Bustamonte & Gagliasso. 5,000.00 01-427
20599 State Compensation Ins
Fund Workers' Compensation premiums 636.58 01-642
20600 Wells Fargo Bank
Snacks for City Hall ($499); Lunch meetings ($438); City Hall Office Phone Service ($312); Gas Supplies for new City Truck ($342) League of California Cities ($675); Various software license renewal ($456); Supplies for City Hall Building & grounds maintenance ($301)
3,713.34
01-710
01-711
01-720
01-740
01-811
01-860
20601 Charlotte Thomas Reimbursement for equipment for office maintenance. 40.00 01-860 1 of 2 Page 16 of 102
CITY OF MONTE SERENO
REGISTER OF ACCOUNTS PAYABLE
AS OF THESE DATES:
December 5, 2023
CHECK
NO. TO FOR AMOUNT ACCOUNT
NO.
20602 CIVICPLUS Annual Fee renewal for SSL Certificate and website annual fee for hosting and support. 8,077.71 01-720
20603 County of Santa
Clara/HHW Program
Household Hazardous Waste Program Augmentation charges
for FY 2020 5,477.42 01-522
20604 County of Santa
Clara/HHW Program
Household Hazardous Waste Program Augmentation charges
for FY 2021 7,718.25 01-522
20605 County of Santa
Clara/HHW Program
Household Hazardous Waste Program Augmentation charges
for FY 2022 10,916.07 01-522
20606 Delta Dental of California Dental insurance premiums 822.43 01-635 20607 Logan & Powell, LLP Legal services for Padgett v. Curtis Wright ($578); City Attorney Services ($7500) and Calhoun v. City of Monte Sereno ($770). 8,847.50 01-425 01-427 20608 M-Group Housing Element Update Assistance 3,795.00 01-535 20609 O'Grady Paving, Inc 2023 Annual Pavement Improvement Project #23PW 01-815 220,305.00 01-845 20610 Sunbelt Rentals, Inc. Bobcat Track Skidsteer and bucket rental 1,730.67 01-715 20611 Town of Los Gatos
Finance Department Police services at FY 2024 rates 89,270.00 03-545 20612 All Earth Geotechnical
Engineering Inc. 2023 Pavement Improvement Project 3,332.76 01-845 20613 Virtual Project Manager Capital Improvement Cloud Based Software System Management 1,000.00 01-845
20614 BMI Imaging Systems Web Hosting 225.00 01-715
20615 Hillview Design Print
Media Business cards for Riley Peterson 102.68 01-725
20616 Pacific Gas & Electric
Electricity services for Rose Andrews Ltg Dist ($49); Loma Serena Ltg Dist ($186) and Monte Sereno St and Highway
($200).
434.54
05-890
50-945
40-935
20617 Cadillac Designs, Inc. GMC Canyon Truck Logo City of Monte Sereno 389.13 01-810 20618 CSG Consultants, Inc 17795 Vineland Avenue SB-9 Engineering services 595.00 01-765 20619 Silicon Valley Soil
Engineering Field Percolation Testing for Community Center Project 4,240.00 01-815 TOTAL WARRANT LIST $386,810.74
I, REYNOLD SAMORANOS, FINANCE OFFICER DO HEREBY CERTIFY THAT THE
PROCEEDING ACCOUNTS HAVE BEEN CHECKED AND FOUND CORRECT TO THE BEST OF MY KNOWLEDGE AND BELIEF.
2 of 2 Page 17 of 102
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: CONSENT CALENDAR
Staff Contact: Reynold Samoranos,
Department: Finance Manager
Title: Accept the Treasurer's Report for the Period Ending July 31, 2023 Recommendation(s):
Staff recommends the City Council accept the Treasurer's Report for the period ending July 31, 2023
Background Information:
In compliance with Government Code, Section 41004 California Government Code section 41004 states: "Regularly, at lease once each month, the City Treasurer shall submit to the city clerk a written report and accounting of all receipts, disbursements, and fund balances.
City staff has provided the new compliant monthly Treasurer's Report in four parts:
Compliant Treasurer's Report
• Part 1 - Receipts and Disbursement Report
• Part 2 - Significant Variances Actuals versus Budget Narrative • Part 3 - Demand Account Report
• Part 4 - Investment Fund and Wells Fargo Custodian Report Fiscal Impact:
There are no unbudgeted fiscal impacts with this agenda item.
Public Noticing:
The City Council's agenda was posted at City Hall and the agenda and this report appear on the City's website.
Attachments:
Part 1 - Receipts and Disbursement Monthly Report 2023 07 31 (Final 11-28-2023) Part 2 - Significant Variances to Budget Narrative 2023 07 31 (Final) Part 3 - Demand Account Report 2023 07 31 (Final)
Part 4 - Investment Report 2023 07 31 (Final)
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
REVENUES
PROPERTY TAX
LICENSE & PERMITS
FRANCHISE TAX
INTERGOVERNMENTAL
OTHER REVENUE
GAS TAX
INTEREST
REAL PROPERTY TAX
SALES TAX
FEDERAL RELIEF FUNDS AND OTHER
FINES
TOTAL REVENUE
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
2,844,000 7,135 7,135 (2,836,865) 0.3%
739,000 147,922 147,922 (591,078) 20.0%
342,400 5,582 5,582 (336,818) 1.6%
246,666 0 0 (246,666) 0.0%
177,500 34,017 34,017 (143,483) 19.2%
185,000 15,049 15,049 (169,951) 8.1%
100,500 11,026 11,026 (89,474) 11.0%
106,900 8,577 8,577 (98,323) 8.0%
9,000 208 208 (8,792) 2.3%
738,000 0 0 (738,000) 0.0%
2,100 422 422 (1,678) 20.1%
5,491,066 229,938 229,938 (5,261,128) 4.2%
Page: 1 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 20 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
PROPERTY TAX
01-202 Secured
01-204 Unsecured
01-210 Homeowners Exemption
01-214 SB 813 Supplemental
03-316 Law Enforcement Tax (See Notes
Below)
40-366 Secured
40-368 Unsecured
40-370 Homeowners Exemption
40-378 Homeowner Exempt/SB813
50-402 Assessment
TOTAL PROPERTY TAX
Notes to Law Enforcement Tax - $89,000
03-316
Police Special Tax Assessment per
Assessor's Report May 5, 2023 -
Total $89,000
SALES TAX
01-296 Sales and UseTax
TOTAL SALES TAX
01-298 Coronavirus Relief Fund (State)
TOTAL FEDERAL RELIEF FUNDS
Notes to (Federal & Other) $738k
01-298
California Automated Permit Processing
(CalAPP) Program Grant in the Amount
of $40,000.
01-298 Silicon Valley Clean Energy ($18k) -
Secured if usd for solar panel/battery
01-298 Prop 68 Per Capita Program ($180k) -
Secured if expended by 12/31/2023
01-298
SILICON VALLEY CLEAN ENERGY
DECARBONIZATION GRANT
PROGRAM AGREEMENT $500k used
by December 31, 2024
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
2,600,600 0 0 (2,600,600) 0.0%
95,000 0 0 (95,000) 0.0%
5,400 0 0 (5,400) 0.0%
52,000 7,125 7,125 (44,875) 13.7%
89,000 0 0 (89,000) 0.0%
2,000 0 0 (2,000) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
0 10 10 10 N/A
0 0 0 0 N/A
2,844,000 7,135 7,135 (2,836,865) 0.3%
9,000 208 208 (8,792) 2.3%
9,000 208 208 (8,792) 2.3%
738,000 0 0 (738,000) 0.0%
738,000 0 0 (738,000) 0.0%
Page: 2 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 21 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
GAS TAX
12-328 Gas Tax
12-333 Gas Tax (SB-1)
TOTAL GAS TAX
FRANCHISE TAX
01-262 Gas
01-263 Electricity
01-264 Water
01-266 Refuse
01-267 Recycle HHW & JPA fees
01-268 Cable TV
TOTAL FRANCHISE TAX
REAL PROPERTY TAX
01-222 Real Prop Transfer Tax
01-225 SB 2 Real Estate Transactions
TOTAL REAL PROP. TAX
LICENSE AND PERMIT FEES
01-231 SB1186 Fees
01-232 Business License
01-234 ConstructionTax
01-235 SMIP
01-236 Construction Permits
01-237 Grading Permits
01-238 SB1473 (BSASRF)
01-240 Subdivision Fee
01-241 Site Development\Use\Variance\
01-242 Zoning Fees
01-243 Planning Miscellaneous
01-244 Encroachments
01-245 Community Planning Fee
. TOTAL LICENSE & PERMITS
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
105,000 8,061 8,061 (96,939) 7.7%
80,000 6,988 6,988 (73,012) 8.7%
185,000 15,049 15,049 (169,951) 8.1%
20,000 0 0 (20,000) 0.0%
40,600 0 0 (40,600) 0.0%
35,000 0 0 (35,000) 0.0%
149,500 2,832 2,832 (146,668) 1.9%
24,200 2,750 2,750 (21,450) 11.4%
73,100 0 0 (73,100) 0.0%
342,400 5,582 5,582 (336,818) 1.6%
106,900 8,577 8,577 (98,323) 8.0%
0 0 0 0 N/A
106,900 8,577 8,577 (98,323) 8.0%
1,200 180 180 (1,020) 15.0%
17,700 3,043 3,043 (14,657) 17.2%
25,000 4,840 4,840 (20,160) 19.4%
3,500 793 793 (2,707) 22.7%
550,000 120,968 120,968 (429,032) 22.0%
40,000 1,760 1,760 (38,240) 4.4%
1,200 245 245 (955) 20.4%
0 0 0 0 N/A
10,000 0 0 (10,000) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
30,400 3,884 3,884 (26,516) 12.8%
60,000 12,209 12,209 (47,791) 20.3%
739,000 147,922 147,922 (591,078) 20.0%
Page: 3 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 22 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
FINES
01-293 Alarm Soundings
05-322 Traffic Safety (Bails & Fines)
TOTAL FINES
INVESTMENT INCOME
01-282 Interest - General (See Notes Below)
12-332 Gas Tax Interest
. TOTAL INTEREST
.
Notes to Interest - General - $118090
Total
Interest Oct -Dec 2022 Quarter Run Rate
INTERGOVERNMENTAL
01-287 AB939 (recycle incentive)
01-288 Abandoned Vehicle Abatement
01-300 Motor vehicle (state)
01-305 Miscellaneous
03-318 COPS grant revenue
05-323 Miscellaneous (Measure B &VRF)
See Notes Below
TOTAL INTERGOVERNMENTAL
Notes to Miscellaneous (05-323) - $122,066
05-323
Ped Education and Encouragement
Allocation $10,000 ( FY 2024) and
$10,000 FY2025)
05-323
Measure B Santa Clara Valley
Transporation Authority (Per City
Engineer) $87,066 ($36700 and
$50366)
05-323 TDA (Per City Engineer) $25,000
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
1,000 0 0 (1,000) 0.0%
1,100 422 422 (678) 38.3%
2,100 422 422 (1,678) 20.1%
97,500 10,688 10,688 (86,812) 11.0%
3,000 337 337 (2,663) 11.2%
100,500 11,026 11,026 (89,474) 11.0%
1,100 0 0 (1,100) 0.0%
2,500 0 0 (2,500) 0.0%
21,000 0 0 (21,000) 0.0%
0 0 0 0 N/A
100,000 0 0 (100,000) 0.0%
122,066 0 0 (122,066) 0.0%
246,666 0 0 (246,666) 0.0%
Page: 4 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 23 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
. OTHER REVENUE
01-246 Road Impact fees
01-290 BCJPIA/State fund Ins. rebate
01-291 Microfilm Fee
01-292 Miscellaneous (See Notes Below)
01-294 Reimb. Publication
01-295 Election Candidate Fees
25-352 Storm drain dev fees
25-354 Storm Drain maintenance/Administration
General Fund Transfer for CIP
Beginning Equity Balance
TOTAL OTHER REVENUE
TOTAL REVENUE
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
150,000 29,907 29,907 (120,093) 19.9%
0 0 0 0 N/A
7,500 1,450 1,450 (6,050) 19.3%
0 0 0 0 N/A
0 0 0 0 N/A
0 0 0 0 N/A
10,000 2,660 2,660 (7,340) 26.6%
10,000 0 0 (10,000) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
177,500 34,017 34,017 (143,483) 19.2%
5,491,066 229,938 229,938 (5,261,128) 4.2%
Page: 5 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 24 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
EXPENDITURES
PERSONNEL
LAW ENFORCEMENT
CONSTRUCTION
GENERAL GOVERNMENT
MAINTENANCE
ADMINISTRATION
CITY ATTORNEY
BUILDING MAINTENANCE
EQUIPMENT AND IMPROVEMENT
BUILDING AND IMPROVEMENT
CITY AUDIT
ENGINEERING
SPECIAL DISTRICTS
TOTAL EXPENDITURES
NET SURPLUS / (DEFICIT)
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
1,710,758 136,960 136,960 (1,573,797) 8.0%
1,192,665 0 0 (1,192,665) 0.0%
60,000 1,495 1,495 (58,505) 2.5%
413,289 158,008 158,008 (255,281) 38.2%
564,900 (2,771) (2,771) (567,671) -0.5%
505,762 21,147 21,147 (484,615) 4.2%
125,000 (6,696) (6,696) (131,696) -5.4%
34,000 5,725 5,725 (28,275) 16.8%
109,052 19,866 19,866 (89,187) 18.2%
1,257,401 2,000 2,000 (1,255,401) 0.2%
58,150 2,130 2,130 (56,021) 3.7%
12,000 0 0 (12,000) 0.0%
2,700 229 229 (2,471) 8.5%
6,045,677 338,092 338,092 (5,707,585) 5.6%
(554,611) (108,154) (108,154) 446,457 19.5%
Page: 6 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 25 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
EXPENDITURES
GENERAL GOVERNMENT
01-505 Council Trvl, Mtgs,Protocol
01-506 Youth Commission Programs
01-507 Community Interface
01-515 Council Memberships
01-520 Elections
01-521 Municipal Code Revision
01-522 Environmental Services
01-523 GIS Mapping
01-531 Disbursement SMIP
01-532 SB1473 (BSASRF)
01-533 Disbruse SB1186 Fees
01-535 Professional Services
01-540 Insurance & Bonding
01-545 Code Enforcement
01-550 Community Based Organizations
01-555 Emergency Services
01-560 Annexation
01-565 Legal Ads/Notices/Recording fees
01-570 General Plan Revise
01-575 Misc/Refunds
01-576 Sales Tax
01-585 Animal Control
TOTAL GENERAL GOVERNMENT
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
16,250 0 0 (16,250) 0.0%
3,000 0 0 (3,000) 0.0%
15,000 182 182 (14,818) 1.2%
2,000 0 0 (2,000) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
0 7,034 7,034 7,034 N/A
15,000 0 0 (15,000) 0.0%
3,500 1,269 1,269 (2,231) 36.3%
1,200 368 368 (832) 30.7%
0 0 0 0 N/A
134,529 12,500 12,500 (122,029) 9.3%
100,200 115,155 115,155 14,955 114.9%
0 0 0 0 N/A
20,000 21,500 21,500 1,500 107.5%
12,500 0 0 (12,500) 0.0%
0 0 0 0 N/A
6,000 0 0 (6,000) 0.0%
50,000 0 0 (50,000) 0.0%
0 0 0 N/A
0 0 0 N/A
34,110 0 0 (34,110) 0.0%
413,289 158,008 158,008 (255,281) 38.2%
Page: 7 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 26 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
PERSONNEL
01-605 Regular Full Time
01-615 Part Time
01-620 Long Term Disablity Ins
01-625 Retirement Employer
01-627 Retirement Employee
01-630 Health Insurance
01-635 Dental Insurance
01-636 Vision Care
01-642 Workers Comp. Insurance
01-645 Social Security
01-647 Medicare
01-650 Unemployment
01-660 Deferred Compensation
01-665 Benefits Allowance
TOTAL PERSONNEL
ADMINISTRATION
01-705 Office Utilities
01-710 Office Supplies
01-711 Postage
01-715 Office Equip Maintenance
01-718 Bank Fee Finance Charge
01-720 Communications
01-725 Reproduction/Printing
01-740 Mtgs/Trvl/Mileage reimb.
01-745 Publications/Memberships
01-755 Professional Services
01-765 Contract Services
01-770 Training
01-775 Miscellaneous
01-885 Horticultural/Arborist Services
01-999 City Mangers Revolving Account
TOTAL ADMINISTRATION
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
1,153,560 100,356 100,356 (1,053,204) 8.7%
79,401 0 0 (79,401) 0.0%
0 0 0 N/A
102,752 8,353 8,353 (94,398) 8.1%
13,563 1,087 1,087 (12,476) 8.0%
185,488 15,251 15,251 (170,237) 8.2%
14,803 1,410 1,410 (13,393) 9.5%
4,024 671 671 (3,354) 16.7%
13,543 792 792 (12,751) 5.8%
69,413 6,321 6,321 (63,092) 9.1%
18,373 1,478 1,478 (16,895) 8.0%
744 56 56 (688) 7.6%
0 1,185 1,185 1,185 N/A
55,092 0 0 (55,092) 0.0%
1,710,758 136,960 136,960 (1,573,797) 8.0%
11,200 1,631 1,631 (9,569) 14.6%
22,900 471 471 (22,429) 2.1%
0 290 290 290 N/A
10,000 1,891 1,891 (8,109) 18.9%
0 0 0 0 N/A
26,200 1,535 1,535 (24,665) 5.9%
11,300 1,529 1,529 (9,771) 13.5%
18,500 1,600 1,600 (16,900) 8.6%
26,000 528 528 (25,472) 2.0%
0 0 0 0 N/A
366,662 11,673 11,673 (354,990) 3.2%
10,500 0 0 (10,500) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
2,500 0 0 (2,500) 0.0%
505,762 21,147 21,147 (484,615) 4.2%
Page: 8 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 27 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
EQUIPMENT/IMPROVEMENTS
01-805 Office
01-810 Field
01-811 Computer, Hard/Software
TOTAL EQUIPMENT / IMPROVEMENTS
BUILDING/IMPROVEMENTS
01-814 Building Acquisition
01-815 Building Improvements
TOTAL EQUIPMENT / IMPROVEMENTS
Notes to Building Improvement (01-815) $1,200,000
01-815 Annex Building Project $1,200,000
(Budget)
01-815 Green Stormwater Infrastructure
Project $125,000 (Budget)
LAW ENFORCEMENT
03-545 Police Services
01-546 Booking & CAL-ID
03-548 Disburse COPS grant funds
TOTAL LAW ENFORCEMENT
BUILDING MAINTENANCE
01-860 Building & Ground Maint
01-920 Building & Ground Const
TOTAL BUILDING MAINTENANCE
MAINTENANCE
01-845 Pavement Management Program
12-840 Pavement Impr Project - Constitution
12-841 PIP - Greenwood Road
12-845 Pavement Management Program
12-850 Street Maintenance
12-865 Street Sweeping
05-850 Storm Drain Maintenance
05-870 Traffic Safety (signs & markings)
05-880 Traffic Safety (emergency calls&repairs)
05-890 Traffic Safety ( street lighting)
25-850 Storm Drain Maintenance
TOTAL MAINTENANCE
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
0 0 0 0 N/A
45,000 0 0 (45,000) 0.0%
64,052 19,866 19,866 (44,187) 31.0%
109,052 19,866 19,866 (89,187) 18.2%
0 0 0 0 N/A
1,257,401 2,000 2,000 (1,255,401) 0.2%
1,257,401 2,000 2,000 (1,255,401) 0.2%
1,092,665 0 0 (1,092,665) 0.0%
0 0 0 0 N/A
100,000 0 0 (100,000) 0.0%
1,192,665 0 0 (1,192,665) 0.0%
34,000 5,725 5,725 (28,275) 16.8%
0 0 0 0 N/A
34,000 5,725 5,725 (28,275) 16.8%
0 4,460 4,460 4,460 N/A
200,000 0 0 (200,000) 0.0%
131,700 0 0 (131,700) 0.0%
35,000 0 0 (35,000) 0.0%
40,000 0 0 (40,000) 0.0%
20,000 0 0 (20,000) 0.0%
60,000 0 0 (60,000) 0.0%
45,000 (7,425) (7,425) (52,425) -16.5%
0 0 0 0 N/A
3,200 194 194 (3,006) 6.1%
30,000 0 0 (30,000) 0.0%
564,900 (2,771) (2,771) (567,671) -0.5%
Page: 9 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 28 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
CONSTRUCTION
01-905 Gen Fund Road Proj.(FY2018/19)
01-915 Neighborhood St. Improve Project
05-87x Daves Ave Winchester Equestrian
05-905 Traffic Safety Project
05-925 Traffic Safety Misc Bike/Ped Improv
12-915 Gas Tax Road Project
25-910 Storm Drain Project
TOTAL CONSTRUCTION
ENGINEERING
Mapping and Records System
12-875 Congestion Management
25-805 WV Clean Water Administration
TOTAL ENGINEERING
SPECIAL DISTRICTS
40-935 Loma Serena Lighting
50-945 Rose/Andrews Lighting
TOTAL SPECIAL DISTRICTS
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
0 1,495 1,495 1,495 N/A
0 0 0 0 N/A
60,000 0 0 (60,000) 0.0%
0 0 0 0 N/A
0 0 0 0 N/A
0 0 0 0 N/A
0 0 0 0 N/A
60,000 1,495 1,495 (58,505) 2.5%
0 0 0 0 N/A
0 0 0 0 N/A
12,000 0 0 (12,000) 0.0%
12,000 0 0 (12,000) 0.0%
2,100 181 181 (1,919) 8.6%
600 48 48 (552) 7.9%
2,700 229 229 (2,471) 8.5%
Page: 10 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 29 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
CITY ATTORNEY
01-425 Retainer
01-427 Litigation
01-430 City Attorney litigation
01-435 Mtg, Trv, Prot.
TOTAL CITY ATTORNEY
CITY AUDIT
01-470 Audit
12-472 Gas Tax Audit
01-480 Misc/Bank charges
TOTAL CITY AUDIT
TOTAL EXPENDITURES
NET SURPLUS / (DEFICIT)
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
90,000 0 0 (90,000) 0.0%
35,000 (6,696) (6,696) (41,696) -19.1%
0 0 0 0 N/A
0 0 0 0 N/A
125,000 (6,696) (6,696) (131,696) -5.4%
51,150 1,480 1,480 (49,670) 2.9%
3,000 0 0 (3,000) 0.0%
4,000 650 650 (3,351) 16.2%
58,150 2,130 2,130 (56,021) 3.7%
6,045,677 338,092 338,092 (5,707,585) 5.6%
(554,611) (108,154) (108,154) 446,457 19.5%
Page: 11 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 30 of 102
THE CITY OF MONTE SERENO
RECEIPTS AND DISBURSEMENT REPORT
FOR THE MONTH OF
July 2023
8.3% OF FY 2023-24
Adopted Budget
Treasurer's Report
Part 1 of 4
TOTAL FUND RESERVES
WARRANT CHECKING ACCOUNT
01-010 TOTAL WARRANT CHECKING
SAVINGS ACCOUNT
01-015 General
Economic Fluctuation Reserve
Capital Improvement Program Reserve
Property Improvement Reserve
Other Post Emplpoyment Benefits (OPEB)
03-015 Law Enforcement
05-015 Traffic Safety
12-015 Gas Tax (2107)
25-015 Storm Drain
30-015 Surety Trust
40-015 Loma Serena Ltg.
50-015 Rose/Andrews Ltg
TOTAL SAVINGS
TOTAL DEMAND ACCOUNTS
LAIF GENERAL FUND ACCOUNT
Undesignated Reserve
Economic Fluctuation Reserve
Capital Improvement Program Reserve
Property Improvement Reserve
Other Post Emplpoyment Benefits (OPEB)
01-025 Subtotal Unrestricted Reserve
05-025 Trafffic Safety
12-025 2107 GAS TAX
25-025 Storm Drain
30-025 Surety Trust
40-024 Loma Serena Lighting District
Subtotal Restricted Reserve
TOTAL GENERAL FUND RESERVE
Wells Fargo Advisors Account
01-035 Undesignated Reserves
Economic Fluctuation Reserve
Capital Improvement Program Reserve
Property Improvement Reserve
Other Post Emplpoyment Benefits (OPEB)
12-035 Gas Tax Account
Wells Fargo Advisors Account
TOTAL ALL FUNDS
FY 2023-24
Adopted Budget
CURRENT MONTH
July 2023
FY 2023-24 YTD
ACTUAL
FY 2023-24 YTD
vs. FY 2023-24 Full
Year Adopted
Budget -
Higher/(Lower)
% OF YTD
ACTUAL VS.
Full Year
Adopted
Budget
117,450 196,015 196,015 78,565 166.9%
78,882 239,078 239,078 160,197 303.1%
0 0 0 N/A
0 0 0 N/A
0 0 0 N/A
0 0 0 N/A
0 391,605 391,605 391,605 N/A
0 32,918 32,918 32,918 N/A
64,274 416,827 416,827 352,553 648.5%
45,924 69,524 69,524 23,600 151.4%
73 73 73 (0) 99.7%
2,705 5,509 5,509 2,804 203.7%
0 39 39 39 N/A
191,858 1,155,573 1,155,573 963,716 602.3%
309,308 1,351,589 1,351,589 1,042,281 437.0%
647,671 96,196 96,196 (551,475) 14.9%
3,500,000 0 0 (3,500,000) 0.0%
500,000 0 0 (500,000) 0.0%
200,000 0 0 (200,000) 0.0%
0 0 0 0 N/A
4,847,671 96,196 96,196 (4,751,475) 2.0%
0 0 0 0 N/A
131,506 1,071 1,071 (130,435) 0.8%
21,000 21,000 21,000 0 100.0%
27,043 27,043 27,043 (0) 100.0%
6,751 6751 6751 0 100.0%
186,300 55,864 55,864 (130,436) 30.0%
5,033,970 152,060 152,060 (4,881,910) 3.0%
173,004 173,004 173,004 N/A
3,500,000 3,500,000 3,500,000 N/A
500,000 500,000 500,000 N/A
200,000 200,000 200,000 N/A
0 0 0 N/A
138,022 138,022 138,022 N/A
0 4,511,026 4,511,026 4,511,026 0
5,343,278 6,014,674 6,014,674 671,396 112.6%
Page: 12 of 12 File: Part 1 - RECEIPTS AND DISBURSEMENT MONTHLY REPORT 2023 07 31 (Final 11-28-2023) Page 31 of 102 1 | P a g e
Significant Revenue and Expenditures Narrative Treasurer’s Report – Part 2 of 4 July 2023
8.3% of FY 2023-24 Adopted Budget
Revenues
SIGNIFICANT FULL YEAR VARIANCES TO FY 2023-24 ADOPTED BUDGET NARRATIVE Revenues $230 Thousand (4.2% of FY 2023-24 Adopted Budget FULL YEAR) - Property Tax $7 Thousand, 0.3% of FY 2023-24 Adopted Budget FULL YEAR: In July 2023, received SB-813 Supplemental Property Tax ($7.1k)
- Licenses and Permits $148 Thousand, 20.0% of FY 2023-24 Adopted Budget FULL YEAR: In July, received building permit fees from two properties on Creekside Ct $25.1k and $27.7k; Grosvenor Ct ($16.7k) Arlee Dr ($6.6k) and Bicknell Rd ($51.4k). Property Transfer tax ($8.6k). - Franchise Fees $6 Thousand, 1.6% of FY 2023-24 Adopted Budget FULL YEAR: Received Franchise fees from the City of Campbell, JPA ($1.3k) and West Valley Collection ($5k). - Intergovernmental $0, 0% of FY 2023-24 Adopted Budget FULL YEAR: None. - Other Revenues $34 Thousand, 19.2% of FY 2023-24 Adopted Budget FULL YEAR: In July, received total Road Impact fees ($30k) primarily from projects on Creekside Ct and Bicknell Rd. - Gas Tax $15 Thousand, 8.1% of FY 2023-24 Adopted Budget FULL YEAR: Received Gas Tax Revenue ($8.1k) and SB-1 Revenue ($7.0k).
-
- Real Property Tax $8 Thousand, 8.0% of FY 2023-24 Adopted Budget FULL YEAR: In July, received $8.6k real estate transfer tax.
- Sales and Use Tax $208, 2.3% of FY 2023-24 Adopted Budget FULL YEAR: Received Sales Tax $208. - Federal Relief Funds and Other $0, 0% of FY 2023-24 Adopted Budget Full Year: None. - Investment Income/Interest $11 Thousand, 11.0% of FY 2023-24 Adopted Budget FULL YEAR: In July 2023, earned $11k in T-Bill interest.
2 | P a g e
Significant Revenue and Expenditures Narrative Treasurer’s Report – Part 2 of 4 July 2023
8.3% of FY 2023-24 Adopted Budget
Expenditures
SIGNIFICANT FULL YEAR VARIANCES TO FY 2023-24 ADOPTED BUDGET NARRATIVE Expenditures $0.3 Million, 5.6% of FY 2023-24 Adopted Budget FULL YEAR - Personnel $137 Thousand, 8.0% of FY 2023-24 Adopted Budget FULL YEAR: Even with the Adopted Budget. - Law Enforcement $0 Thousand, 0% of FY 2023-24 Adopted Budget FULL YEAR: None paid in July. - Construction $1.1 Thousand, 2.5% of FY 2023-24 Adopted Budget FULL YEAR: In July, paid TL Engineering invoice $1.1k.
- General Government $158 Thousand, 38.2% of FY 2023-24 Adopted Budget FULL YEAR: In July, paid Liability Insurance premium $115k, Community-Based Organizational grants $21.5k, M-Group for the Housing Element project ($8.9), and M. Hayes Consulting for recruiting the City Engineer ($12.5k). - Maintenance $0 Thousand, 0% of FY 2023-24 Adopted Budget FULL YEAR: None. - Administration $21 Thousand, 4.2% of FY 2023-24 Adopted Budget FULL YEAR: In July, Plan Check Consulting, Building Official Consultant through Alana Consulting ($11.7k); Assisting City Engineer with Project Management and Staff Augmentation services through CSG Consultants ($10k). - City Attorney $0, 0% of FY 2023-24 Adopted Budget FULL YEAR: None. - City Audit $2 Thousand, 3.7% of FY 2023-24 Adopted Budget FULL YEAR: In July, paid Foster and Faster for Actuarial work for the FY 2023 audit ($1.5k).
- Equipment / Improvements $20 Thousand, 18.2% of FY 2023-24 Adopted Budget FULL YEAR: In July, various software license renewal 365 Windows, Sage Accounting Software, ClearGov software - City website related product solutions.
- Building and Improvement $2 Thousand, 0.2% of FY 2023-24 Adopted Budget FULL YEAR: In July, paid 4X Engineering invoice for retainer payment for City of Monte Sereno Community Center ($2k).
DEMAND ACCOUNT REPORT For the period ending
July 31, 2023
Treasurer's Report - Part 3 of 4
July 31, 2023 June 30, 2023 Changes Higher /
(Lower) Comment
BEGINNING BALANCE $6,310,787.31 $1,758,474.47 $4,552,312.84 Receipts and Interest Earned
Receipts for the period $219,386.59 441,049.37 ($221,662.78) In July 2023, received building permit fees from two properties on Creekside Ct $25.1k and $27.7k; Grosvenor Ct ($16.7k) Arlee Dr ($6.6k) and Bicknell Rd ($51.4k). Property Transfer tax ($8.6k). Gas Tax Revenue ($8.1k) and SB-1 Revenue ($7.0k).
Investment receipts during the period $4,500,000.00 ($4,500,000.00) Transferred reserve balances from LAIF to Wells Fargo Savings Interest earned $0.00
Total Receipts and Interest Earned $219,386.59 $4,941,049.37 ($4,721,662.78) Less: Disbursements
Cash disbursements during the period $630,854.37 $348,206.98 $282,647.39 In July 2023, paid Building Plan Checking consultant ($26.5k); Apex Asphalt Paving for work on Daves and Greenwood Rd ($14k); Bay City Power Liabiility Insurance Premium ($115.2k); Police Services ($84.2k); CSG Consultants for project management and augmentation support for City Engineer projects ($46.6k); M-Group for Housing Element consulting ($8.9k); M Hayes Consulting for recruiting services City Engineer ($12.5k); Mello Pipelines for Constitution Rd project ($14.8k); City Engineer AIMS Consultant ($15.7k); TL Engineering for Topgraphical Survey ($11.5k); and annual Community based Organization Grant awards ($21k).
Invested during the period $4,500,000.00 $0.00 $4,500,000.00 Transfered $4.5 Million to Wells Fargo Advisors to invest in T-Bills Laddered Strategy
GASB 68 Report & SSA fee $0.00
EFT(PERS retirement) $16,014.32 $11,948.58 $4,065.74 Hired City Engineer July 1, 2023 EFT (payroll taxes) $11,290.95 $8,833.45 $2,457.50 Hired City Engineer July 1, 2023 EFT (PERS health) $15,251.12 $15,251.12 $0.00
EFT (EDD payroll taxes) $5,174.47 $4,496.40 $678.07 Hired City Engineer July 1, 2023 Bank fees $0.00
Total Disbursements $5,178,585.23 $388,736.53 $4,789,848.70 ENDING BALANCE $1,351,588.67 $6,310,787.31 ($4,959,198.64)
BALANCE IN DEMAND ACCOUNTS
Checking $196,015.38 $373,590.14 ($177,574.76)
Savings $1,155,573.29 $5,937,197.17 ($4,781,623.88) Transfer from WFB Savings to Wells Fargo Advisors ($4.5MM).
TOTAL DEMAND ACCOUNTS $1,351,588.67 $6,310,787.31 ($4,959,198.64)
FUND DISTRIBUTION IN DEMAND ACCOUNTS
General $435,093.72 $5,272,088.35 ($4,836,994.63) Transfer from WFB Savings to Wells Fargo Advisors ($4.5MM).
Law Enforcement $391,604.93 $391,604.93 $0.00
Traffic Safety $32,918.37 $32,496.60 $421.77
Gas Tax (2107) $416,826.85 $539,462.17 ($122,635.32) Received SB-1 Revenue ($7.1k) and Gas Tax Revenue ($8.2k). Transferred out ($137.7k) Gas Tax reserves from WFB Savings to Wells Fargo Advisors.
Storm Drain $69,523.86 $69,523.86 $0.00
Surety Trust $72.75 $72.75 $0.00
Loma Serena Ltg $5,509.25 $5,499.71 $9.54
Rose/Andrews Ltg. $38.94 $38.94 $0.00
Total $1,351,588.67 $6,310,787.31 ($4,959,198.64)
City of Monte Sereno
Investment Accounts
Local Agency Investment Fund Wells Fargo Accounts Custodian For the period ending
July 31, 2023
Treasurer's Report - Part 4 of 4
ALL FUNDS REPORT
LAIF GENERAL FUND RESERVE ACCOUNT
Undesignated Reserve
Economic Fluctuation Reserve
Capital Improvement Program Reserve
Property Improvement Reserve
Other Post Emplpoyment Benefits
(OPEB)
01-025 Subtotal Unrestricted Reserves
05-025 Trafffic Safety
12-025 2107 GAS TAX
25-025 Storm Drain
30-025 Surety Trust
Building Fund
40-024 Loma Serena Ltg.
Subtotal Restricted Reserve
Total General Fund Reserve -
LAIF
6/30/2023
Revenue Interest
and
(Disbursements)
Transfers within
WFB between 5508
and 2153
Transfer in/(Out)
(From WFB 5508 to
LAIF) To Wells
Fargo Advisors
7/31/2023 Comments
96,196.17 96,196.17
0.00 0.00
0.00 0.00 No Activity
0.00 0.00
0.00 0.00
96,196.17 0.00 0.00 0.00 96,196.17
0.00 0.00
1,070.54 1,070.54
21,000.00 21,000.00
27,042.53 27,042.53 No Activity
0.00 0.00
6,751.00 6,751.00
55,864.07 0.00 0.00 0.00 55,864.07
152,060.24 0.00 0.00 0.00 152,060.24
NOTES:
Interest is deposited directly to LAIF account. This monthly report is in compliance with the City's investment policy and demonstrates the City's ability to meet its expenditure requirements for the next six months.
City of Monte Sereno
Investment Accounts
Local Agency Investment Fund Wells Fargo Accounts Custodian For the period ending
July 31, 2023
Treasurer's Report - Part 4 of 4
ALL FUNDS REPORT
LAIF GENERAL FUND RESERVE ACCOUNT Wells Fargo Advisors GENERAL FUND RESERVE ACCOUNT Undesignated Reserve
Economic Fluctuation Reserve
Capital Improvement Program Reserve
Property Improvement Reserve
Other Post Emplpoyment Benefits
(OPEB)
01-035 Subtotal Unrestricted Reserves
05-035 Trafffic Safety
12-035 2107 GAS TAX
25-035 Storm Drain
30-035 Surety Trust
Building Fund
40-035 Loma Serena Ltg.
Subtotal Restricted Reserve
Total General Fund Reserve -
Wells Fargo Advisors
6/30/2023
Revenue Interest
and
(Disbursements)
Transfers within
WFB between 5508
and 2153
Transfer in/(Out)
(From WFB 5508 to
LAIF) To Wells
Fargo Advisors
7/31/2023 Comments
0.00 10,688.20 162,315.66 173,003.86 Interest earned on T-Bills
0.00 3,500,000.00 3,500,000.00
0.00 500,000.00 500,000.00
0.00 200,000.00 200,000.00
0.00 0.00
0.00 10,688.20 0.00 4,362,315.66 4,373,003.86
0.00 0.00
0.00 337.34 137,684.34 138,021.68 Interest earned on T-Bills
0.00 0.00
0.00 0.00
0.00 0.00
0.00 0.00
0.00 337.34 0.00 137,684.34 138,021.68
0.00 11,025.54 0.00 4,500,000.00 4,511,025.54
NOTES:
Interest is deposited directly to LAIF account. This monthly report is in compliance with the City's investment policy and demonstrates the City's ability to meet its expenditure requirements for the next six months.
City of Monte Sereno
Investment Accounts
Local Agency Investment Fund Wells Fargo Accounts Custodian For the period ending
July 31, 2023
Treasurer's Report - Part 4 of 4
ALL FUNDS REPORT
LAIF GENERAL FUND RESERVE ACCOUNT SAVINGS ACCOUNT #5508 01-015 General
01-015 Economic Fluctuation Reserve
01-015 Capital Improvement Program Reserve
01-015 Property Improvement Reserve
01-015 Other Post Emplpoyment Benefits
(OPEB)
01-015 Total General Fund Reserve - LAIF
03-015 Law Enforecment
05-015 Traffic Safety
12-015 Gas Tax (2107)
25-015 Storm Drain
30-015 Surety Trust
40-015 Loma Serena Ltg.
50-015 Rose/Andrews Ltg
Total
WARRANT CHECKING ACCOUNT #2153
01-010 Total
Total All Funds
6/30/2023
Revenue Interest
and
(Disbursements)
Transfers within
WFB between 5508
and 2153
Transfer in/(Out)
(From WFB 5508 to
LAIF) To Wells
Fargo Advisors
7/31/2023 Comments
698,498.21 203,847.26 (500,951.47) (162,315.66) 239,078.34 In July 2023, received building permit fees from two properties on Creekside Ct $25.1k and $27.7k; Grosvenor Ct ($16.7k) Arlee Dr ($6.6k) and Bicknell Rd ($51.4k). Property Transfer tax ($8.6k). 3,500,000.00 (3,500,000.00) 0.00 Transferred to Wells Fargo Advisors ($3.5MM) 500,000.00 (500,000.00) 0.00 Transferred to Wells Fargo Advisors ($500k) 200,000.00 (200,000.00) 0.00 Transferred to Wells Fargo Advisors ($200k)
0.00 0.00
4,898,498.21 203,847.26 (500,951.47) (4,362,315.66) 239,078.34 391,604.93 391,604.93
32,496.60 421.77 32,918.37
539,462.17 15,049.02 (137,684.34) 416,826.85 Transferred to Wells Fargo Advisors ($137.7k) and received Gas Tax Revenue ($8.1k), Gas Tax SB-1 ($7.0k)
69,523.86 69,523.86
72.75 72.75
5,499.71 9.54 5,509.25 Received SB-813 supplemental property tax and secured property tax
38.94 38.94
5,937,197.17 219,327.59 (500,951.47) (4,500,000.00) 1,155,573.29 373,590.14 (678,526.23) 500,951.47 196,015.38
In July 2023, paid Building Plan Checking consultant ($26.5k); Apex Asphalt Paving for work on Daves and Greenwood Rd ($14k); Bay City Power Liabiility Insurance Premium ($115.2k); Police Services ($84.2k); CSG Consultants for project management and augmentation support for City Engineer projects ($46.6k); M-Group for Housing Element consulting ($8.9k); M Hayes Consulting for recruiting services City Engineer ($12.5k); Mello Pipelines for Constitution Rd project ($14.8k); City Engineer AIMS Consultant ($15.7k); TL Engineering for Topgraphical Survey ($11.5k); and annual Community based Organization Grant awards ($21k).
6,462,847.55 (448,173.10) 0.00 0.00 6,014,674.45
NOTES:
Interest is deposited directly to LAIF account. This monthly report is in compliance with the City's investment policy and demonstrates the City's ability to meet its expenditure requirements for the next six months.
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: CONSENT CALENDAR
Staff Contact: Steve Leonardis,
Department: City Manager
Title: Approve and Authorize the City Manager to Execute an Agreement for Professional Services for Plan Check and Administration Services Recommendation(s):
Staff recommends that the City Council approve and authorize the City Manager to execute an agreement for professional services for plan check services.
Background Information:
This is the renewal of an existing contract that is set to expire in January 2024. The services provided by Alana Consulting include the building permit plan check and permit administration.
The draft agreement does not contain any changes to the terms of the agreement or the costs of services.
Public Noticing:
This meeting agenda was posted on the bulletin board outside of Monte Sereno City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
1. Draft Agreement for Professional Services Alana Consulting
1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (“Agreement”) is made and entered into as of January 4, 2024, by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and Alana Consulting, LLC hereinafter referred to as “Consultant”.
RECITALS
A. City desires to retain Consultant for certain professional services as set forth in this Agreement.
B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement.
C. Consultant possesses the skill, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
NOW, THEREFORE, in consideration of the recitals and the mutual promises contained herein, City and Consultant agree as follows:
AGREEMENT
1. Scope. City agrees to, and hereby does, retain Consultant to perform the professional services as outlined in the Scope of Work attached hereto and incorporated herein as Exhibit A.
Consultant’s work product shall be performed pursuant to generally accepted standards of practice in effect at the time of performance.
2. Responsible Personnel: City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Primary personnel responsible for Consultant’s completion of the work described in this Agreement shall be Ali Fatapour.
3. Scope of Work: Consultant shall perform the services as specified in Exhibit A in a professional manner. Consultant will not undertake any work that will incur costs in excess of the amount set forth in this paragraph without prior written amendment to this Agreement.
4. Time of Performance: The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. Time is of the essence in the performance of this Agreement. No waiver by either party hereto of the nonperformance or any breach of any term, provision, or condition of this Agreement, or any default hereunder shall be considered to be or operate as a waiver of any subsequent nonperformance, breach or default.
2 5. Compensation: Compensation for services performed as set forth in Section 3 shall be as set forth in Exhibit A. Periodic payments to Consultant shall be made upon submittal of invoices by Consultant to City for review and approval by the City Manager. Invoices will be paid by City within a reasonable time after the invoices are received and approved. For purposes of this Agreement, a 30 day period shall be deemed a reasonable period.
6. Insurance: Consultant agrees to have and maintain, for the duration of the Agreement, the following minimum insurance requirements. Prior to the execution of the Agreement, Consultant shall provide proof of insurance required. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Consultant shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 05 09 or 25 04 05 09) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, covering hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: as required by the State of California, with Statutory Limits.
4. Professional Liability (Errors & Omissions): As appropriate to Consultant’s services, and not less than $2,000,000 per occurrence.
The insurance policies are to contain, or be endorsed to contain, the following provisions:
The City of Monte Sereno, its Council Members, elected and appointed officers, agents and employees shall be named as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Independent Contractor including
3 materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Independent Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
For any claims related to this Agreement, Consultant’s insurance coverage shall be primary insurance coverage (at least as broad as ISO CG 20 01 04 13) with respect to the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Consultant shall require the insurer to provide City with 30-day prior notice of termination or material change in coverage and ten (10) days prior notice of cancellation for non-payment.
7. Indemnity: To the fullest extent permitted by law, Consultant shall hold harmless, indemnify and defend City, its elective and appointive boards, commissions, officers, agents, servants, volunteers, and employees (the “Indemnified Parties”) from and against any and all claims, costs, damages, liability, losses, or suits (including court costs and attorney fees) for personal injury (including death), property damage and any other damages of any sort whatsoever, arising out of, or alleged to have arisen out of, the willful or negligent acts, errors, or omissions of Consultant or Consultant's contractors, subcontractors, agents, or employees in the performance of this Agreement.
For design professionals (as that term is defined by statute) acting within the scope of their professional capacity, to the fullest extent permitted by law, Consultant shall, at its own expense, indemnify, protect, defend (by counsel reasonably satisfactory to the City) and hold harmless any Indemnified Parties from and against any and all Liability, whether actual, alleged or threatened, which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, or as may be provided by statute in Civil Code § 2782.8, as may be amended from time to time.
Consultant’s duty to indemnify, protect, defend and hold harmless as set forth in this section shall include the duty to defend (by counsel reasonably satisfactory to the City) as set forth in California Civil Code § 2778. The Consultant’s responsibility to indemnify, defend, and hold harmless the Indemnified Parties under this section shall not extend to the active negligence or willful misconduct of the Indemnified Parties. This section shall survive the termination of this Agreement.
4 8. Termination: This Agreement may be terminated by the City immediately for cause or by either party without cause upon fifteen days’ written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.
If Consultant fails to perform any of its obligations under this Agreement within the time and in the manner herein provided or otherwise violate any of the terms of this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice. In such event, Consultant shall be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred hereunder, an amount which bears the same ratio to the total fees specified in the Agreement as the services satisfactorily rendered hereunder by Consultant bear to the total services otherwise required to be performed for such total fee; provided, however, that the City shall deduct from such amount the amount of damages, if any, sustained by City by virtue of the breach of the Agreement by consultant.
In the event of termination, Consultant shall deliver as a condition to the payment of the compensation provided for above, or otherwise make available to City, all research data, reports, estimates, summaries, and other such information and materials as may have been accumulated by Consultant in performing this Agreement, whether completed or in process in accordance with Section 9 of this Agreement.
9. Documents: Notes, studies, chain, computations, electronic files, and other data and information obtained by Consultant for this project shall, upon receipt of payment for services rendered, be made available to City by Consultant at City's request and shall become the property of City. In the event City alters the document, City agrees Consultant shall have no responsibility whatsoever for any claim arising out of, or alleged to have risen out of, use of the altered document,
All plans, studies, documents, charts, computations, and electronic files prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents and other writings to City upon written request.
10. Independent Contractor: Consultant is an independent contractor retained by City to perform the work described herein. All personnel employed by Consultant are not and shall not be deemed to be employees of City. Consultant shall obtain no rights to retirement benefits or other benefits that accrue to City’s employees, and Consultant hereby expressly waives any claim it may have to such rights. Consultant shall comply with all state and federal laws pertaining to employment and compensation of its employees and its agents, including the provision of Workers’ Compensation.
5 11. Licenses and Standard of Care: Consultant represents and warrants to City that, for itself and any subcontractors, all applicable licenses, permits, qualifications, insurance and approvals of any nature which are legally required of Consultant to practice its profession have been obtained any will be maintained during the performance of the Agreement. Consultant shall procure and maintain a City of Monte Sereno business license. Consultant shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.
12. Assignment: The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant.
Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If the City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such contractor other than as otherwise required by law.
13. Binding on Successors: This Agreement is binding on the heirs, successors and assigns of the parties hereto.
14. Amendment: This Agreement may be amended, modified or changed by the parties, provided that said Agreement, modification or change is in writing and approved by the authorized representative of the parties.
15. Applicable Law and Attorney's Fees: This Agreement shall be construed and enforced in accordance with the laws of the State of California, and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Santa Clara. Should any legal action be brought by a party for breach of this Agreement or to enforce any provision of the Agreement, the prevailing party of such action shall be entitled to recover its reasonable litigation expenses, including attorney fees.
16. Entire Agreement: This Agreement constitutes the complete and exclusive statement of the agreement between the City and Consultant and shall supersede all prior negotiations, representations, or agreements, either written or oral. All provisions of this Agreement are expressly made conditions. For all purposes this Agreement shall be deemed to have been drafted jointly by all parties.
17. Waiver: Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement.
18. Severability: If any term or portion of this Agreement shall be held by a court of
6 competent jurisdiction to be invalid, illegal, or otherwise unenforceable, the remaining provisions of this Agreement shall continue in full force and effect.
19. Equal Employment Opportunity. Consultant is, and warrants to the City that they shall be during the term of the Agreement, an equal opportunity employer and agrees to comply with all applicable state and federal regulations governing equal employment opportunity. Consultant will not discriminate against any employee or applicant for employment because of race, age, sex, creed, color, sexual orientation, marital status or national origin. Consultant will take affirmative action to ensure that applicants are treated during such employment without regard to race, age, sex, creed, color, sexual orientation, marital status, or national origin. Such action shall include, but shall not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; lay-offs or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Consultant further agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
20. City Not Obligated to Third Parties; Subcontractors; Oversight. The City shall not be obligated or liable for payment hereunder to any party other than the Consultant. Consultant shall ensure the following requirements are satisfied in the performance of the Agreement with respect to its own employees:
A. Workers’ Compensation. Consultant certifies that it is aware of the provisions of the California Labor Code which require every employee to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and Consultant certifies that it will comply with such provisions before commencing performance of the Agreement and at all times in the performance of the Agreement.
B. Prevailing Wage. Consultant and Consultant’s subconsultants (if any) shall, to the extent required by the California Labor Code, pay not less than the latest prevailing wage rates to workers and professionals as determined by the Director of Industrial Relations of the State of California pursuant to California Labor Code, Part 7, Chapter 1, Article 2. Copies of the applicable wage determination shall be available on file at the City’s office of the City Clerk.
C. Injury and Illness Prevention Program. Consultant certifies that it is aware of and has complied with the provisions of California Labor Code § 6401.7, which requires every employer to adopt a written injury and illness prevention program.
D. Consultant shall pay all taxes, assessments and premiums under the federal Social Security Act, any applicable unemployment insurance contributions, Workers Compensation insurance premiums, sales taxes, use taxes, personal property taxes, or other taxes or assessments now or hereafter in effect and payable by reason of or in connection with the services to be performed by Consultant.
The City is not responsible or liable for Consultant’s failure to comply with any and all of its
7 requirements under this section and Agreement.
21. Political Reform Act Economic Interests. If City determines Consultant comes within the definition of Consultant under the Political Reform Act (Government Code §87100), Consultant shall complete and file and shall require any other person doing work under this Agreement to complete and file a “Statement of Economic Interest” with the Clerk of the City of Monte Sereno disclosing Consultant and/or such other person’s financial interests.
WITNESS WHEREOF this Agreement is executed by City and by Consultant on this ____ day of _______________, 2023, at Monte Sereno, California.
CONSULTANT: CITY OF MONTE SERENO:
______________________________ ____________________________________ By: Alana Consulting, LLC Steve Leonardis, City Manager APPROVED AS TO FORM: ATTEST:
______________________________ ____________________________________ Kirsten M. Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk
8 EXHIBIT “A”
SCOPE OF WORK
Plan Check Services shall include the following:
• Review all structural plans, structural calculations, geotechnical reports and any other material that is relevant to perform a structural plan review for a project. Plans are reviewed for code compliance of building codes and regulations adopted by the City as well as engineering standards and regulations.
• The turnaround time for the first submittal review is not to exceed 14 business days from the day it was submitted by the applicant.
• The turnaround time for the second submittal review is not to exceed 7 business days from the day it was submitted by the applicant.
• Compensation as mentioned in item 5 of this contract shall be based on 90% of the structural plan review fee for structural reviews only. For both structural and architectural reviews, the rate shall be 65% of the total plan review fee (architectural + structural = total plan review). All fees are determined by the City of Monte Sereno fee schedule as adopted by City Council. Compensation may be based on an hourly rate for revisions to the original approved plan (if the revision is minor in nature) and for providing professional Building Permitting services including, electronic permit tracking systems, on-line permitting services, administration/analysis. The hourly rate shall be $115.00 per hour.
• One full set of complete plans, calculations, soils report and any other relevant documents will be given to the structural plan reviewer. Once the plans have been plan checked and found to comply with all applicable codes and regulations, they shall be stamped with the city provided “structural plan review approved” stamp by the structural plan reviewer and initialed.
• The plans shall be picked up and returned to the City of Monte Sereno when the plan review has been completed. In conformance with State Code, plans and all applicable information shall not be used, sold or reproduced at any time.
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: NEW BUSINESS
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Review and Accept the Top Line Findings from Eagle Scout Survey Recommendation(s):
Staff recommends the Monte Sereno City Council review and accept the Top Line Findings from Eagle Scout Survey.
Background Information:
On August 22, 2023 the Eagle Scouts assisted the City of Monte Sereno in it's survey launch.
This survey closed out on September 24, 2023.
The purpose of the survey was to understand the residents’ priorities, interests, and intended use cases of the Community Center.
The survey results indicate interest in, and quantify, uses of the Community Center. The results provide important data for furniture selection and for usage policies. There were 94 responses to the Eagle Scout survey and, so far, we have 53 responses to the expanded survey.
Public Noticing:
The agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
Monte Sereno Survey Summary
Monte Sereno Community Center Survey
Presentation
Summary:
Table 1 shows the level of interest in various activities from high to low.
Respondents showed the most interest in using the community center for classes / presentations / instruction. Table 2 shows the level of interest in various types of classes. More specific details can be found on pages 20 - 24 of the long survey report (submitted earlier).
The second highest usage interest of the respondents was in using the Community Center as an emergency response center, followed by “meeting others”.
There were a lot of write in suggestions. Appendix 1 collates all of the write in suggestions. 75% of respondents did not want to share their email address for an email confirmation of their survey participation (even though their email was not going to be retained).
Table 1: Level of Interest in Various Activities (From High to Low) Would you be
interested in:
Percentage of
Respondents Who
Answered Yes (out of
94)
Percentage of People
Who Answered Detailed
Questions in Each
Section
Classes / Presentations /
Instruction
83% 83%
Using the community center as
an Emergency Response Center
80.9% 77.7%
Activities for different groups at
the Community Center
75.5% 73.4 %
Meeting others 74.5% 69.1%
Art and Music 71.3% 69.1%
Meet elected representatives 67% 60.6%
Gardening 62.8% 61.7%
Rental 55.3% 51.1%
Local service clubs 55.3% 37.2%
Food and cooking 51% 50%
Biking 44.7% 37.2%
Book clubs 43.6% 38.3%
Table 2: Level of Interest in Various Types of Classes
Topic Percentage of Total
Respondents
Classes on CERT (Community
Emergency Response Team)
47.9%
Programs regarding
sustainability
40.4%
City Regulations and Building
Codes presentations
39.4%
Computer and smart phone
tutoring
18.1%
Other (see Appendix 1) 14.9%
Appendix 1: Write in responses
Monte Sereno has limited venues to meet other people. We hope that the Community Center will be a platform to bridge that gap. Would you be interested in this?
1. Swimming pools (laps, heated all year round)
2. Maybe birthday parties
3. Activities and classes for teens.
4. Dog park area
5. Cooking, how to make mobile film making, guest lecturers, how to topics on aging in place, senior community etc
6. Public meetings of the citizens on various issues; meetings where politicians or other official leaders can meet the citizens.
7. Ping pong
8. Book clubs, yoga
9. Mixers
10. use by small organization groups for meetings...such as the various flower societies such as the Rose Society, or the Clara B. Rees Iris Society. However, these groups have
11. Hobby groups
12. Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home
13. live music
14. Pet Fair Adoptions, Fund Raisers, Community Garage Sales
15. Meetings
16. small music concerts
17. Book club
18. Cooking activities
19. Community meetings
20. cooking class, any lectures, book reviews
21. fund raisers
22. Speakers, non-profit events
Would you be interested in activities for different groups at the Community Center?
1. Art exhibitions by Monte Sereno residents
2. Ping pong raquetball
3. Service club meetings Rotary
4. Classes on almost anything
5. CERT
6. Resident-run activities/groups
7. yoga, martial arts, Tai Chi
This is an area where people have a keen interest in arts, music and cultural activities.
Would you be interested in art and music?
1. Photography
2. Events like Music in the park. Exposing kids to classical music. Performances by the local schools
3. pottery class
4. I would like to have this new Community Center availabale for meeting facilities for small organizational groups that havelimited funds such as the local Rose Society or the local Iris Society. these groups and other similar interest groups usually meet once a month in the evenings and involve fewer than 50 persons.
5. At the parks in Los Gatos
6. live music
7. Events involving music
8. small concerts
9. rotating exhibits, high school, local
10. None in that location
11. a local artist playing music
With beautiful streets, calm traffic, and easy access to open spaces, Monte Sereno is a great place for bicycling. Would you be interested in cycling?
1. Make Quito Rd safe for walking or biking.
2. In no way
Do you love discussing books and prominent authors? Do you wish to support local authors? Would you be interested in book clubs?
1. Would like to see other ideas
We plan to use the Community Center as an Emergency Response Center. Would you be interested in using it?
1. Distribute sandbags
2. can't stay in my house for some reason
3. Information
4. Clean drinking water, cots to rest on
5. Access to information and supplies for residents
6. Emergency supply distribution center, CPR and other emergency training
7. a place to go if there are any fires.
Are you interested in Community Service? Would you participate in the activities of Local Clubs and Service organizations?
1. Chamber of commerce activities, liason with los gatos and saratoga
2. In-person classes taught by professionals who live in Monte Sereno and would like to share their knowledge on topics like personal development, photography, health related discussions, financial literacy for younger citizens, marketing courses. Maybe ESL club.
Mentorship opportunities
3. Speaker
4. Support for the homeless?
5. don't know
6. Use the Community Center for meetings of small interest groups such as flower clubs that meet usually once a month in the evenings
7. Craft groups
8. food and clothes collection drive
9. American Assoc.of Universit Women; LWV;
10. Garden, community building or clean up projects
11. Other formal or informal groups
12. Los Gatos Bicycling Racing Club
13. Certified Therapy Dog Team available for school visits or children's reading programs
14. non-profit event/talks , fundraisers
Do you have a passion for Food and Cooking? Would you like to learn how to cook or discover new cuisines?
1. Yoga, Dance
2. any cooking classes
3. Resident-run cultural sharing
Rentals: The community center can host 50 people and it has 31 parking spaces and some kitchen facilities, would you be interested in renting it for Private Events?
1. Showers
2. Boy Scouts events
3. I don’t have anything specific in mind at this time.
4. Workshops; professional gatherings
5. Cultural events
6. Family reunions
7. don't know
8. The charge for the use of the proposed Community Center should be kept to a minimal fee . This should NOT be seen as another money-maker for Monte Sereno, but as a type of convenience center for Monte Sereno citizens. Just because I klive in Monte Sereno-- for over 50 years-- doesn''t mean that I am wealthy and ripe for "ripping off" !
9. Fundraising event
10. Any social. Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home
11. Showers, family reunion
12. Family gatherings
13. Meetings
14. Meetings
15. Community non-profit outreach
16. Team parties. School fundraisers
17. LGBRC meetings
18. Holiday celebrations, baby showers
19. fundraisers
With its near perfect climate, the Bay Area is a great place for gardening. Would you be interested in gardening?
1. Meetings of garden interest groups such as the Rose Society
2. Any social. Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home
3. composting
4. Gopher control
5. succulents...inside and outside
6. planting for bees
Would you be interested in using the Center as a venue to meet local elected representatives?
1. District attorneys, law enforcement
2. Police Fire chiefs
What kind of Classes / Instruction / Presentations would you be interested in? What topics are you passionate about? Or want to learn more?
1. Classes on programming, getting into college, and entrepreneurship.
2. None. Cannot believe this building is a worthwhile investment for Monte Sereno. We do miss the convenience of a local post office!
3. Not interested at a new venue
4. Language
5. No need for a new venue.
6. ESL classes, personal development, photography, health related discussions, financial literacy for younger citizens,
7. Any City Council 'hot issues' that would create major citizen concern.
8. None. There are plenty of classes at other venues.
9. finance, cooking, geography, travel
10. Emergency prepare
11. Cooking
12. photoshop elements
13. None in that place
14. Keeping our community safe, perhaps Firewise education Which city regulations and building codes presentations would you be interested in?
1. General knowledge
2. general property restrictions
3. not sure yet
What programs regarding sustainability would you be interested in? No write in responses.
Which CERT presentations would you be interested in?
No write in responses.
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 1/25 Monte Sereno Community Center Survey v1.0
94 responses
Monte Sereno has limited venues to meet other people. We hope that the Community Center will be a platform to bridge that gap. Would you be interested in this?
94 Yes 70 resp. 74.5%
No 24 resp. 25.5%
Please let us know what the Community Center could offer that you would like to attend. 65 Holiday Celebrations 39 resp. 60%
Movie Nights 35 resp. 53.8%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 2/25 View sporting events (e.g., Superbowl, World Series, NBA Finals) 34 resp. 52.3% Board games (e.g., Scrabble) 25 resp. 38.5%
Bingo 16 resp. 24.6%
Bridge 14 resp. 21.5%
Bunco 8 resp. 12.3%
Other 22 resp. 33.8%
Swimming pools (laps, heated all year round)
Maybe birthday parties
Activities and classes for teens.
Dog park area
Cooking, how to make mobile film making, guest lecturers, how to topics on aging in place, senior community etc
Public meetings of the citizens on various issues; meetings where politicians or other official leaders can meet the citizens.
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 3/25 Ping pong
Book clubs, yoga
Mixers
use by small organization groups for meetings...such as the various flower societies such as the Rose Society, or the Clara B. Rees Iris Society. However, these groups have Hobby groups
Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home live music
Pet Fair Adoptions, Fund Raisers, Community Garage Sales Meetings
small music concerts
Book club
Cooking activities
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 4/25 Community meetings
cooking class, any lectures, book reviews
fund raisers
Speakers, non-profit events
Would you be interested in activities for different groups at the Community Center? 94 Yes 71 resp. 75.5%
No 23 resp. 24.5%
What activities would you be interested in?
69 Activities for residents 62 resp. 89.9%
Activities for seniors 36 resp. 52.2%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 5/25 LGS Recreation run activities 33 resp. 47.8%
Activities for kids 32 resp. 46.4%
Activities for veterans 13 resp. 18.8%
Other 7 resp. 10.1%
Art exhibitions by Monte Sereno residents
Ping pong raquetball
Service club meetings Rotary
Classes on almost anything
CERT
Resident-run activities/groups
yoga, martial arts, Tai Chi
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 6/25 This is an area where people have a keen interest in arts, music and cultural activities. Would you be interested in art and music?
94 Yes 67 resp. 71.3%
No 27 resp. 28.7%
What kind of art and music activities would you be interested in? 65 Art classes 41 resp. 63.1%
Local music 40 resp. 61.5%
Artist Gallery 38 resp. 58.5%
Music classes 28 resp. 43.1%
Other 11 resp. 16.9%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 7/25 Photography
Events like Music in the park. Exposing kids to classical music. Performances by the local schools pottery class
I would like to have this new Community Center availabale for meeting facilities for small organizational groups that havelimited funds such as the local Rose Society or the local Iris Society. these groups and other similar interest groups usually meet once a month in the evenings and involve fewer than 50 persons.
At the parks in Los Gatos
live music
Events involving music
small concerts
rotating exhibits, high school, local
None in that location
a local artist playing music
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 8/25 With beautiful streets, calm traffic, and easy access to open spaces, Monte Sereno is a great place for bicycling. Would you be interested in cycling?
94 Yes 42 resp. 44.7%
No 52 resp. 55.3%
How can the Community Center support cycling?
35 Organizing group rides 27 resp. 77.1%
Workshops on bike maintenance 20 resp. 57.1%
Learning to ride a bike 3 resp. 8.6%
Other 2 resp. 5.7%
Make Quito Rd safe for walking or biking.
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 9/25 In no way
Do you love discussing books and prominent authors? Do you wish to support local authors? Would you be interested in book clubs?
94 Yes 41 resp. 43.6%
No 53 resp. 56.4%
What would you be interested in?
36 Book clubs 28 resp. 77.8%
Author visits 27 resp. 75%
Book Releases by Local Authors 21 resp. 58.3%
Monthly book readings 16 resp. 44.4%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 10/25 Other 1 resp. 2.8%
Would like to see other ideas
We plan to use the Community Center as an Emergency Response Center. Would you be interested in using it? 94 Yes 76 resp. 80.9%
No 18 resp. 19.1%
What would make you come to the Community Center in an emergency? What services would you like us to provide? 73 Wi-fi internet access during power outages or internet interruptions 64 resp. 87.7% Charge mobile devices during power outages 62 resp. 84.9% Cooling/warming center during severe weather 54 resp. 74% out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 11/25 Homework center during power outages 28 resp. 38.4%
Other 7 resp. 9.6%
Distribute sandbags
can't stay in my house for some reason
Information
Clean drinking water, cots to rest on
Access to information and supplies for residents
Emergency supply distribution center, CPR and other emergency training a place to go if there are any fires.
Are you interested in Community Service? Would you participate in the activities of Local Clubs and Service organizations?
94 Yes 52 resp. 55.3%
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 12/25 No 42 resp. 44.7%
Please let us know what the Community Center could offer that you would like to attend. 35 Blood drives 20 resp. 57.1%
Lions, Morning Rotary, Rotary, and Kiwanis meetings 16 resp. 45.7% Other 14 resp. 40%
Chamber of commerce activities, liason with los gatos and saratoga In-person classes taught by professionals who live in Monte Sereno and would like to share their knowledge on topics like personal development, photography, health related discussions, financial literacy for younger citizens, marketing courses. Maybe ESL club. Mentorship opportunities Speaker
Support for the homeless?
don't know
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 13/25 Use the Community Center for meetings of small interest groups such as flower clubs that meet usually once a month in the evenings
Craft groups
food and clothes collection drive
American Assoc.of Universit Women; LWV;
Garden, community building or clean up projects
Other formal or informal groups
Los Gatos Bicycling Racing Club
Certified Therapy Dog Team available for school visits or children's reading programs non-profit event/talks , fundraisers
Do you have a passion for Food and Cooking? Would you like to learn how to cook or discover new cuisines? 94 Yes 48 resp. 51.1%
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 14/25 No 46 resp. 48.9%
What would tempt you to come in?
47 International Cuisines 40 resp. 85.1%
Wine tasting 28 resp. 59.6%
Cooking classes for kids 19 resp. 40.4%
Induction cooking 14 resp. 29.8%
Other 3 resp. 6.4%
Yoga, Dance
any cooking classes
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 15/25 Resident-run cultural sharing
Rentals: The community center can host 50 people and it has 31 parking spaces and some kitchen facilities, would you be interested in renting it for Private Events?
94 Yes 52 resp. 55.3%
No 42 resp. 44.7%
What would you be interested in renting it for?
48 Birthdays 33 resp. 68.8%
Graduations 21 resp. 43.8%
Anniversaries 20 resp. 41.7%
Other 19 resp. 39.6%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 16/25 Showers
Boy Scouts events
I don’t have anything specific in mind at this time.
Workshops; professional gatherings
Cultural events
Family reunions
don't know
The charge for the use of the proposed Community Center should be kept to a minimal fee . This should NOT be seen as another money-maker for Monte Sereno, but as a type of convenience center for Monte Sereno citizens. Just because I klive in Monte Sereno--for over 50 years-- doesn''t mean that I am wealthy and ripe for "ripping off" !
Fundraising event
Any social. Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home Showers, family reunion
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 17/25 Family gatherings
Meetings
Meetings
Community non-profit outreach
Team parties. School fundraisers
LGBRC meetings
Holiday celebrations, baby showers
fundraisers
With its near perfect climate, the Bay Area is a great place for gardening. Would you be interested in gardening? 94 Yes 59 resp. 62.8%
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 18/25 No 35 resp. 37.2%
What activities would draw you in?
58 Native California plants and gardens 46 resp. 79.3%
Growing vegetables and fruits for self sustainability 45 resp. 77.6% Drought tolerant plants 42 resp. 72.4%
Wildflower gardening 34 resp. 58.6%
Bee keeping 19 resp. 32.8%
Other 6 resp. 10.3%
Meetings of garden interest groups such as the Rose Society Any social. Private rentals. Be very careful when considering a kitchen. Other venues have found it a housekeeping, repair and stocking disaster. I dont think a venue this small needs a kitchen. It will be used by nearby folks who can do all the prep and cooking at home out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 19/25 composting
Gopher control
succulents...inside and outside
planting for bees
Would you be interested in using the Center as a venue to meet local elected representatives? 94 Yes 63 resp. 67%
No 31 resp. 33%
Who would you like to meet?
57 State Senators 51 resp. 89.5%
City Council Members 48 resp. 84.2%
out of 94 answered
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 20/25 Congress members 48 resp. 84.2%
County Supervisors 44 resp. 77.2%
Assembly members 39 resp. 68.4%
Other 2 resp. 3.5%
District attorneys, law enforcement
Police Fire chiefs
What kind of Classes / Instruction / Presentations would you be interested in? What topics are you passionate about? Or want to learn more?
78 Classes on CERT (Community Emergency Response Team)? 45 resp. 57.7% Programs regarding sustainability 38 resp. 48.7%
City Regulations and Building Codes presentations 37 resp. 47.4% out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 21/25 Computer and smart phone tutoring 17 resp. 21.8%
Other 14 resp. 17.9%
Classes on programming, getting into college, and entrepreneurship.
None. Cannot believe this building is a worthwhile investment for Monte Sereno. We do miss the convenience of a local post office!
Not interested at a new venue
Language
No need for a new venue.
ESL classes, personal development, photography, health related discussions, financial literacy for younger citizens,
Any City Council 'hot issues' that would create major citizen concern.
None. There are plenty of classes at other venues.
finance, cooking, geography, travel
Emergency prepare
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 22/25 Cooking
photoshop elements
None in that place
Keeping our community safe, perhaps Firewise education
Which city regulations and building codes presentations would you be interested in? 35 ADU regulations 29 resp. 82.9%
Reach codes 17 resp. 48.6%
Other 3 resp. 8.6%
General knowledge
general property restrictions
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 23/25 not sure yet
What programs regarding sustainability would you be interested in? 38 Environmental Sustainability (e.g., Clean Energy) 24 resp. 63.2% Energy Efficiency 23 resp. 60.5%
Solar power generation 22 resp. 57.9%
Electric Heat Pump Water Heater and HVAC 19 resp. 50%
Sustainable Construction 17 resp. 44.7%
Electric vehicles and charging EVs 16 resp. 42.1%
Solar thermal heating 15 resp. 39.5%
Training on sustainability 15 resp. 39.5%
Drip irrigation 13 resp. 34.2%
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 24/25 Irrigation control 13 resp. 34.2%
Gray water 12 resp. 31.6%
Smart Electric Panel (SPAN) 10 resp. 26.3%
Hot water recirculation 7 resp. 18.4%
Other 0 resp. 0%
Which CERT presentations would you be interested in?
39 Initial training 34 resp. 87.2%
Ongoing certification 19 resp. 48.7%
Other 0 resp. 0%
_____, thank you for filling out the survey! Would you like to add your email to receive an email confirmation of your response?
out of 94 answered
9/27/23, 4:14 PM Monte Sereno Community Center Survey v1.0 https://5wdyepnjj4m.typeform.com/report/igp3JQOl/rfQ5HCJqTBhXWpU7?view_mode=print 25/25 94 Yes 23 resp. 24.5%
No 71 resp. 75.5%
out of 94 answered
Monte Sereno Community
Center Survey
Presented by Johann Jacob
• The initial Community Center Survey was developed based on the need from the city. I applied the work towards my Boy Scouts Eagle Scout project.
• A group of volunteer scouts created awareness and encouraged participation at the Monte Sereno Picnic.
• The survey ran from August 22, 2023 – September 24, 2023.
Background
• Respondents showed the most interest in using the community center for
• Classes / Presentations / Instruction
• Emergency Response Center Use
• Activities for Different Groups• Meeting Others
• There were many write‐in suggestions.
• 75% of respondents did not want to share their email for an email confirmation of their survey participation
• This is even though their email was not going to be retained.
Overall Findings
Level of Interest in Various Activities
Percentage of People Who
Answered Detailed Questions in
Each Section:
Percentage of Respondents
Who Answered Yes (out of 94):
Would you be interested in:
Classes / Presentations / Instruction 83% 83%Using the community center as an 80.9% 77.7% Emergency Response Center
Activities for different groups at the 75.5% 73.4 %
Community Center
Meeting others 74.5% 69.1%Art and Music 71.3% 69.1%Meet elected representatives 67% 60.6%Gardening 62.8% 61.7%Rental 55.3% 51.1%Local service clubs 55.3% 37.2%Food and cooking 51% 50%Biking 44.7% 37.2%Book clubs 43.6% 38.3%
Topic Percentage of Total Respondents
Classes on CERT (Community Emergency 47.9%
Response Team)Programs regarding sustainability 40.4%City Regulations and Building Codes 39.4% presentationsComputer and smart phone tutoring 18.1%
14.9% Other (see Community Center Survey
Summary for more info)
Level of Interest in Type of Classes
• The survey gave the option for write‐in suggestions for most questions.
• There was a high level of enthusiasm, with many respondents offering innovative suggestions.
• For a complete list of suggestions, please see the Community Center Survey Summary.
Write‐In Suggestions
Do you have any questions?
Questions
STAFF REPORT
Meeting: City Council - Dec 05 2023
Agenda Heading: NEW BUSINESS
Staff Contact: Steve Leonardis,
Department: City Manager
Title: Revisions to City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings
Recommendation(s):
Staff recommends the Monte Sereno City Council adopt revisions to the Regulations and Guidelines for the Conduct of Public Meetings to Add Announcements to the Order of Business for Regular City Council Meetings.
Background Information:
The City of Monte Sereno’s Regulations and Guidelines for the Conduct of Public Meetings was last updated February 4, 2020. The current guidelines have served Monte Sereno well, but from time to time policy and other updates are required to assist in the facilitation of public meetings. The Mayor has requested an opportunity for Council Members to announce events or items of interest at the beginning of regular City Council Members. A version of the current policy language with the suggested change is included in this report.
Fiscal Impact:
There is no fiscal impact associated with this addition.
Alternatives:
1. Adopt the recommended changes suggested by staff provided in this report.
2. Amend staff recommendation in this report and adopt those amendments.
3. Provide no changes to the Regulations and Guidelines for the Conduct of Public Meetings at this time.
Conclusion:
Adding Announcements to the beginning of regular City Council meetings will better serve the public, City Council and staff to inform them of events or items of interest.
Public Noticing:
The City of Monte Sereno’s council meeting agenda was posted on the bulletin board outside of Monte Sereno City Hall and the agenda with this staff report can be accessed on The City of Monte Sereno’s website located at www.montesereno.org.
Attachments:
Resolution1691.8 - Amending 1691 To Add Announcements on Agenda
RESOLUTION NO. 1691.8
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE
SERENO AMENDING RESOLUTION NO. 1691 TO ADD ANNOUNCEMENTS
TO THE ORDER OF BUSINESS AT REGULAR CITY COUNCIL MEETINGS WHEREAS, the City Council of the City of Monte Sereno has adopted regulations and guidelines for the conduct of public meetings in Resolution No.1691; and
WHEREAS, the guidelines for the conduct of public meetings were amended in October 2008 by Resolution No. 1691.1, in September 2010 by Resolution No 1691.2, in July 2012 by Resolution 1691.3, in March 2014 by Resolution No. 1691.4, in February 2019 by Resolution No. 1691.5, In August 2019 by Resolution No. 1691.6, and on February 4, 2020, by Resolution No. 1691.7; and
WHEREAS, the City Council desires to further amend the guidelines to add announcements to the order of business at regular City Council meetings.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MONTE SERENO that the revised document entitled "Regulations and Guidelines for the Conduct of Public Meetings" attached hereto and incorporated herein by this reference is hereby approved.
This resolution was passed and adopted by the City Council of the City of Monte Sereno at a regularly scheduled meeting held on the 5th day of December, 2023 by the following vote:
AYES:
NOES:
ABSENT:
Approved:
____________________________
Bryan Mekechuk, Mayor
Attest: _____________________________
Gloisy Gonzalez-Langarica, City Clerk
REGULATIONS AND GUIDELINES
FOR
THE CONDUCT OF PUBLIC MEETINGS
A.
MEETINGS
1. Regular Meetings
The Council of the City Of Monte Sereno shall hold regular meetings in the Council Chambers at 18041 Saratoga-Los Gatos Road in said city on the first and third Tuesdays of each month at 7:00 p.m.
2. Special Meetings
Special meetings may be called at any time by the Mayor or a majority of the Council members by delivering personally, or by mail, written notice to each Council member, by posting the written notice personally or by mail to each local newspaper of general circulation, radio station and television station which has made written request for such notice. Such notice must be delivered and posted at least twenty-four hours before the time of such meeting as specified in the notice. The notice shall specify the time and place of the special meeting and the business to be transacted. No other business shall be considered at such meetings. Such written notice may be dispensed with, as to any Council Member who, at or prior to the time the meeting convenes, files with the City Clerk a written waiver of notice. Such waiver may also be given by telegram.
3. Place
All regular and special meetings of the Council shall be held in the Council Chambers, except that any such meetings may be adjourned to such other location as the Council may from time to time determine.
4. Meetings to be Public
All regular, adjourned, and special meetings of the Council shall be open and public; provided, however, the Council may hold closed session from which the public may be excluded for the consideration of those matters permitted by the Ralph M. Brown Act (Government Code §§ 54950 et seq) to be held in closed session. No member of the Council, employee of the City, or any other person present during a closed session of the Council shall disclose to any person the content or substance of any discussion which took place during said closed session without prior authorization by a majority vote of the Council. A Council Member who is found by the Council to have made disclosure in violation of the foregoing provisions shall be subject to either or both (i) a motion of
censure, or (ii) removal from any one or more of the offices which he or she holds by reason of election or appointment by the City Council, such as Mayor, Mayor Pro Tempore, representative of the Council on an outside board or commission, or membership on a Council committee.
5. Chamber Preparation
The City Manager shall cause the Chamber doors to be unlocked at 6:45 p.m. on regular meeting nights. In addition, he or she shall cause all preparations of the Chambers and of all available public facilities for the general comfort of the audience and efficiency of the meetings.
6. Quorum
Three members of the Council shall constitute a quorum for the transaction of business. Motions may be passed by a majority if only three attend, but ordinances, resolutions granting franchises and payment of money require at least three affirmative votes. Where there is no quorum, the Mayor, Mayor Pro Tempore, or any Council Member shall adjourn such meeting, or, if no Council member is present, the City Clerk shall adjourn the meeting.
7. Agenda
An agenda shall be prepared for each regular meeting containing the specific items of business to be transacted and the order thereof. Items of business may be placed on the agenda by any Council Member, the City Manager, or the City Attorney. The City Manager may advise, but cannot override, on the placement of items for consideration. In addition, a City Council Member may request that an item be placed on a future agenda during the future agenda portion of a City Council Meeting as outlined in Section 9 below. A complete copy of the agenda shall be addressed to each Council Member and delivered to each Council Member at City Hall and each department head so as to reach the recipient not later than 5:00 p.m. on the Wednesday preceding each regular Council meeting. All reports, ordinances, resolutions, contract documents, or other matters to be submitted to the Council at their regular meeting shall be delivered to the City Clerk no later than 5:00 p.m., on the Monday preceding the Wednesday on which the agenda is delivered to the City Council. The City Clerk shall prepare the agenda of all such matters according to the order of business, numbering each item consecutively. The agenda shall be available to the public in the office of the City Clerk and posted at the prescribed places no later than seventy- two (72) hours prior to the meeting and in the Council Chambers during each meeting. During the day of the regular meeting, the City Manager shall also cause to be available for public inspection in the office of the City Clerk one or more copies of all written materials concerning the agenda items, such as is also routinely made available to Council Members. The
City Manager may exclude any materials that would not be a public record under applicable law, including but not limited to closed session materials.
8. Additions to Agenda
No matters shall be finally acted upon by the City Council other than those on the adopted agenda; provided, however, items of business not appearing on the posted agenda may be considered in accordance with Government Code section 54954.2 and as it may be amended from time to time.
9. Order of Business
At the hour set by law on the day of each regular meeting, the Council Members, City Manager, City Attorney, City Clerk and such department heads as have been requested to be present, shall take their regular stations in the Council Chambers, and the business of the Council shall be taken up for consideration and disposition in the following order:
a. Call to Order
b. Pledge of Allegiance
c. Roll Call
d. Orders of the Day
e. Announcments
f. Presentations
g. Oral Communications from the Public
h. Written Communications
i. Consent Calendar
j. Public Hearings
k. New Business
l. Unfinished Business
m. Special Set Items
n. Committee/Commission Reports
o. Council Member Comments
p. City Manager Report
q. Future Agenda Items
r. Adjournment
The Mayor or a majority of the Council may change the order of business under Orders of the Day. The Council may set hearings for a specific time and, in that event, such hearings shall begin at the stated time, regardless of the order of business; otherwise, business shall be considered in the order shown above.
10.Council Member Absences
In the event a Council Member is unable to attend a City Council meeting, such Council Member shall so inform the City Manager no later than 12:00 p.m. on the Friday before the City Council meeting, unless such absence is due to an unforeseen circumstance beyond the Council Member’s control. .
11.Remote Participation of Council Member
In the event a Council Member desires to participate in a Council Meeting from a remote location, such Council Member shall endeavor to inform the City Clerk no later than 12:00 p.m. two Fridays prior to the City Council meeting but in no event later than 12:00 p.m. the Tuesday before the City Council meeting. In addition the Council Member shall provide the City Clerk with the exact address, telephone number of the location from which the Council Member shall be participating in the meeting, an email address and, if requested, assist in meeting the state mandated agenda posting requirement at the location.
B.
ADDRESSING THE COUNCIL
1. Right to Address Council
Every agenda for regular meetings shall provide an opportunity for members of the public to address the Council on any item of interest to the public that is within the jurisdiction of the Council. An opportunity shall be provided for public comment at any special meeting on any matter noticed to be heard at that meeting.
2. Addressing the Council at Other Times
Any interested person may request permission from the Mayor to address the Council relevant to the subject matter under consideration. The granting or denial of such a request may be appealed to the Council by a member of the Council. In the event that more than one person makes such a request on any one item of business, the Mayor may forthwith designate and declare a period of time for such addresses and set a reasonable time limitation for it.
3. Manner of Addressing Council
Any person wishing to address the Council shall stand or raise the hand and wait to be recognized by the chair, he/she shall stand at the podium, if able, state his/her name for the record and proceed to address the Council. All remarks and questions shall be addressed to the Council through the chair and not to any member thereof or the public. No question shall be asked of a Council member or a member of the City staff without first obtaining permission of the Mayor.
4. Time Limitation
The Mayor or a majority of the Council may limit the time speakers may have to make oral presentations to the Council. When any group of persons wishes to address the Council on the same subject matter, it shall be proper for the Mayor or Council to inquire whether or not the group has a spokesperson, and if so, that the spokesperson be heard, with following speakers in the group limited to facts not already presented by spokesperson.
5. Inclusion of Public Correspondence and Presentations in Agenda Materials
Any person wishing to make an audio/visual presentation on any agenda item must submit the presentation electronically, either in person or via email, to the City Clerk’s office no later than 2:00 p.m. on the day of the Council meeting.
Persons wishing to submit written comments to be included in the agenda materials provided to City Council must provide the comments as follows:
• For inclusion in the regular packet: by 11:00 a.m. the Wednesday prior to the City Council Meeting
• For inclusion in additional post packet correspondence addendum: by 11:00 a.m. the Monday prior to the City Council Meeting • For inclusion as a desk item: by 11:00 a.m. on the day of the City Council Meeting
This section shall not prohibit members of the public from directly presenting prepared written materials to the City Council during public comment. Copies of such materials shall be made available after the meeting for public inspection by the City Clerk in accordance with applicable law.
C.
MAYOR AND MAYOR PRO TEMPORE
1. Appointment of Mayor and Mayor Pro Tempore
On non-election years, the City Council shall conduct a yearly reorganization at its first regular meeting of December, unless otherwise designated by the City Council. On election years, the reorganization of the City Council shall occur at the same meeting that the Council certifies the election results and the newly seated City Council shall select the Mayor and Mayor Pro Tempore. At the time of the yearly reorganization of the City Council, the City Council shall elect one of its members to serve one year as Mayor and one of its members to serve one year as Mayor Pro Tempore. In making the selections, the City Council will consider the principle of rotation to allow each of its members an opportunity to serve as Mayor. The election of Mayor and Mayor Pro Tempore shall be placed at the end of the Agenda. The Mayor will ask the Council for nominations for Mayor. Any Council Member wishing to make a nomination may do so. A Council Member may nominate himself or herself. Nominations do not require a second. The Council will vote on the nominations in reverse order that the nominations were made, with the last nomination made voted on first. The Mayor shall be appointed by the affirmative vote of three or more members. If no Mayor is chosen through the first nomination and voting process, the process shall be repeated. After the Mayor is appointed, the nomination process will be repeated for the selection of a Council Member to serve as Mayor Pro Tempore.
2. Term of Office
The Mayor and Mayor Pro Tempore shall each hold office until his/her successor is elected and qualifies.
3. Qualifications
Any member of the Council is eligible to serve as Mayor or Mayor Pro Tempore who has not served in that position the previous year. In casting their votes for Mayor and Mayor Pro Tempore, members of the Council may consider the candidate's leadership qualities, his/her ability to conduct meetings of the Council expeditiously and fairly, and his/her willingness to represent and implement positions adopted by the Council when such positions are at variance with his/her personal views, as well as other factors as they deem pertinent, including seniority, rotation, or prior service as Mayor or Mayor Pro Tempore.
4. Mayor
The Mayor, or in his/her absence the Mayor Pro Tempore, shall be the presiding officer of the Council and shall assume his/her place and duties as such immediately following his/her election. If the Mayor is absent or unable to act, the Mayor Pro Tempore shall serve until the Mayor returns or is able to act.
During such periods, the Mayor Pro Tempore has all of the powers and duties of the Mayor. In the event the Mayor Pro Tempore is absent, the Mayor shall have the right to name any member of the Council to perform the duties of the Mayor, but such substitution shall not extend beyond adjournment.
5. Authority
The Mayor shall preserve strict order and decorum at all meetings of the Council and announce its decisions on all subjects, and decide all questions of order, subject, however, to an appeal as herein as described. The Mayor shall sign all ordinances and resolutions adopted and contracts approved by the Council at meetings at which he/she is in attendance. In the event of his/her absence, the Mayor Pro Tempore shall sign such documents as have been adopted during the meeting at which he/she presided.
6. Council Committee and Commission Assignments
The Mayor recommends various standing committee [and commission] appointments to the Council for approval. This will be done at a scheduled Council meeting in December of each year. When making committee and commission assignments, the Mayor should attempt to balance shared responsibilities and opportunities among Council Members.
D.
RULES OF PROCEDURE AND DEBATE
1. Call to Order
The Mayor, or in his/her absence, the Mayor Pro Tempore, shall take the chair at the appointed hour for the meeting, and shall call the Council to order. In the absence of the Mayor and the Mayor Pro Tempore, and the failure of the Mayor to appoint a temporary chairman, the City Clerk shall call the Council to order, whereupon a- temporary chairman will be elected by the members present. If the Mayor or Mayor Pro Tempore should arrive after the meeting is called to order, the temporary chairman shall serve until the disposal of the item during consideration of which the Mayor or Mayor Pro Tempore arrived. In no event shall the temporary chairman serve beyond adjournment.
2. Roll Call
Before proceeding with the business of the Council, the City Clerk shall call the roll of the Council Members, and the names of those present shall be entered in the minutes. Subsequent roll calls throughout the meeting shall be made in the same order except that the Mayor shall always be called last.
3. Reading of Minutes
Unless the reading of the minutes of a Council meeting is requested by a majority of the Council, such minutes may be approved without reading if the Clerk has previously furnished each Council Member with a copy.
4. Mayor May Debate and Vote
The Mayor may move, second and debate from the Chair, subject only to such limitations of debate as are by these rules imposed on all Council Members and shall not be deprived of any of the rights and privileges of Council Members by reason of his/her acting as Mayor.
5. Getting the Floor
Every person desiring to speak shall address the Chair, and upon recognition by the Mayor, shall confine him/herself to the question under debate.
6. Meeting Decorum
While the Council is in session, the Council Members and members of the public must preserve order and decorum, and no person shall, by conversation or otherwise, delay or interrupt the proceedings or the peace of the Council, nor disturb any Council Member while speaking, or refuse to obey the orders of the Council or of the Mayor, except as otherwise herein provided.
Equitable access to the democratic process is essential. To ensure all members of the public feel free to participate, disruptive conduct is prohibited and may be grounds for removal from a meeting if it directly interferes with the conduct of proceedings. Disruptive conduct includes any conduct that directly interferes with the ability of the City Council to deliberate and take action on agenda items, which may include addressing the council without first being recognized, interrupting recognized public speakers, councilmembers, or city staff, continuing to speak after the allotted time has expired and being requested to stop or failing to relinquish the podium when directed, and continuing to cheer, boo, jeer, clap, or repetitiously address the same subject in a manner that significantly interrupts or interferes with the City Council’s ability to deliberate or act on an agenda item after being asked to stop. When necessary to enforce decorum, the Mayor,
subject to Council appeal, or the Council itself may order a person removed from the public meeting, or the public meeting may be closed pursuant to state law.
7. Interruptions
A Council Member, once recognized, shall not be interrupted when speaking unless called to order by the Mayor, unless a point of order or personal privilege is raised by another Council Member, or unless the speaker chooses to yield to a question by another Council Member. If a Council Member, while speaking, is called to order, he/she shall cease speaking until the question or order is determined and, if determined to be in order, he/she may proceed.
8. Points of Order
Only a Council Member may raise a point of order. Points of order shall be limited to cases where the discussion or debate on the floor does not pertain to the item of business before the Council at the time or is in violation of any of the provisions of this resolution.
9. Personal Privilege
The right of a Council Member to address the Council on a question of personal privilege shall be limited to cases in which his/her integrity, character or motives are questioned or where the comfort or welfare of the Council, staff and audience are concerned. A Council Member raising a point of personal privilege may interrupt another Council Member who has the floor, subject only to the power of the Mayor to call him/her out of order.
10.Call for the Question
A call for the question is a motion to halt debate on a motion before the Council. A Council Member calling for the question must receive a second to his/her motion. A properly moved and seconded call for the question must be voted on immediately and is not debatable. If the motion calling for the question passes, then the motion before the Council on which the question was called must be voted on immediately without further debate.
11.Recognition of City Staff
Members of the City staff, after recognition by the Mayor, shall hold the floor until completion of their remarks or until recognition is withdrawn by the Mayor.
12.Conflict of Interest
Any Council Member who has a direct personal financial interest in any matter coming before the Council shall disclose said interest and shall disqualify him/herself from discussing or voting on such matter. Where it is not clear whether such interest is of a disqualifying nature, the affected Council Member may request the opinion of the City Attorney. A Council Member who is disqualified by reason of a conflict of interest in any matter shall step down from the Dias during the debate and may not participate or vote on the matter.
13.Failure to Vote
A Council Member who fails to vote without stating his/her abstention or without being disqualified shall be deemed to have cast a "yes" vote.
14.Change of Vote
A Council Member may change his/her vote only if he/she makes a timely request during the council meeting providing said change does not affect the outcome of the vote.
15.Reconsideration of Prior Action
A motion to reconsider a vote on a prior action shall be in order at the same meeting or the next following meeting. Any final action taken on a quasi judicial matter shall not be subject to a motion for reconsideration. Such motion may be made only by a Council Member who has previously voted with the majority on the matter. Tie votes shall be lost motions and may be reconsidered.
16.Robert's Rules of Order
The council may elect, by majority vote, to adopt Robert's Rules of Order as a guide to matters of procedure and rules of debate, provided, however, that no provision of Robert's Rules of Order shall be construed to supersede any provision herein or in any other ordinance of this City, if the two provisions are in conflict. If the council so decides, the Mayor shall designate a specific edition of Robert's Rules of Order to be used throughout his/her term, provided, however, that said edition is economical and readily available.
17.Failure to Observe Rules of Order
Rules adopted to expedite the transaction of the business of the council in an orderly fashion are deemed to be procedural only, and the failure to strictly observe such rules shall not affect the jurisdiction of the council or invalidate any action taken at a meeting that is otherwise held in conformity with law.
E.
MINUTES
1. Preparation of Minutes
The minutes of the council shall be kept by the City Clerk, and shall be neatly typewritten in a book kept for that purpose, with a record of each particular type of business transacted, with proper sub-heads; provided that the City Clerk shall be required to make a record only of such business as was actually passed upon a vote of the council, and shall not be required to make a verbatim transcript of the proceedings, provided further that a record shall be made of the names of persons addressing the council, the title and the subject matter to which their remarks related and whether they spoke in support of or in opposition to such matter.
2. Remarks of Council Members
A Council Member may request, through the Mayor, the privilege of having an abstract of his/her statement of any subject under consideration by the Council entered into the minutes. If the council consents thereto, such statement shall be entered into the minutes.
3. Protest Against Council Action
Any Council Member shall have the right to have the reasons of his/her dissent from or his/her protest against any action of the Council entered in the minutes.
4. Synopsis of Debate
The Clerk may be directed by the Mayor, with the consent of the Council, to enter in the minutes a synopsis of the discussion on any question coming regularly before the Council.
5. Delivery of Minutes
As soon as possible after each Council meeting, but no later than three (3) weeks after each Council meeting, barring any emergency situation, the City Clerk shall cause a copy of the minutes thereof to be forwarded to the Council Members, the City Manager, City Attorney, and such other city agencies or persons as may be designated.
6. Meeting Recordings
The City Clerk shall electronically record all Council meetings, when possible, except executive sessions, to assist the City Clerk in preparation of minutes, and will retain recordings at least five (5) years. The Council may order full recordings or portions thereof retained for longer periods. Said recordings shall not be an official city record but shall be available to the public.
7. Public Access to Minutes and Recordings
At least one copy of the minutes of each Council meeting, and at least one copy of the recordings of each council meeting, for said five-year period, shall be maintained by the City Clerk in such a manner as to be readily available for inspection by the citizens and taxpayers of the City of Monte Sereno or their authorized representative, subject only to whatever reasonable conditions the City Clerk may require to avoid excessive interference with city business or misuse and destruction of city property.
F.
DISCIPLINARY PROCEDURES
1. Considerations in Determining Disciplinary Action
Disciplinary action may be imposed by Council upon Council Members who have violated the Code of Ethics. Disciplinary action or sanctions are considered when a serious violation of City policy has occurred by a Council Member. In determining the type of sanction imposed, the following factors may be considered:
a. Nature of the violation
b. Prior violations by the same individual
c. Other factors which bear upon the seriousness of the violation.
2. Type of Sanctions
At the discretion of the City Council, sanctions may be imposed for violating the Code of Ethics or engaging in other misconduct. These actions may be applied individually or in combination. They include, but are not limited to:
a. Public Admonishment- A reproof or warning directed to a Council member about a particular type of behavior that violates city policy. b. Revocation of Special Privileges- A revocation of a Council Member’s Council Committee assignments, including standing and
ad hoc committees, regional boards and commissions, community generated board/committee appointments. Other revocations may include temporary suspension of official travel, conference participation, and ceremonial titles.
c. Censure - A formal statement or resolution by the council officially reprimanding a Council Member.