AMENDED AGENDA
City of Monte Sereno
Tuesday, February 6, 2024
City Council
7:00 PM
Monte Sereno City Council Chambers -
18041 Saratoga - Los Gatos Road,
Monte Sereno, CA
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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. Presentation of Certificates of Recognition to 2023 STEM Winners from the City of Monte Sereno
ANNOUNCEMENTS
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 Minutes of the January 16, 2024 Regular City Council Meeting
Staff recommends approval of the Minutes of the January 16, 2024 Regular City Council Meeting.
Staff Report -SR-22-148 - Pdf
5 - 9
3. Approve Warrant List Dated February 6, 2024 in the amount $140,263.01
Staff recommends the City Council approve the Warrant List Staff Report - SR-24-021 - Pdf
10 - 11
PUBLIC HEARINGS
UNFINISHED BUSINESS
4. Approve Resolution No. 1691.10 Modifying the City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings to Modernize Some Procedures and Make Other Changes
12 - 28
Staff recommends the Monte Sereno City Council adopt revisions to the Regulations and Guidelines for the Conduct of Public Meetings as directed by the City Council on January 16, 2024.
Staff Report - SR-24-024 - Pdf
NEW BUSINESS
5. Discuss and Provide Direction to Staff Regarding the Scope of the Community Center Project
Staff recommends the Committee discuss and recommend that both the 2021 design and the 2024 design for the Community Center Project move forward to the bidding process.
Staff Report - SR-24-023 - Pdf
29 - 35
6. Consider and Accept the City Manager's Quarterly Report Covering Dates 10/01/2023 Through 12/31/2023
Staff recommends that the City Council consider and accept the City Manager's quarterly report.
Staff Report - SR-24-025 - Pdf
36 - 38
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.
Craig
Monte Sereno Youth Commission
Santa Clara County Library JPA
Ellahie
Cities Association – Board of Directors
Cities Association – Legislative Action Committee
Cities Association - Cities Selection Committee
Turner
West Valley Sanitation District
Wolsheimer
Silicon Valley Animal Control Authority
Santa Clara Valley Water District Commission
Association of Bay Area Governments
League of California Cities Peninsula Division
West Valley Mayors & Managers
Mayors of Santa Clara County
Mekechuk
Valley Transportation Authority Policy Advisory Committee West Valley Clean Water Authority
West Valley Solid Waste Management Authority
Silicon Valley Clean Energy Authority
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]
STAFF REPORT
Meeting: City Council - Feb 06 2024
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the January 16, 2024 Regular City Council Meeting
Recommendation(s):
Staff recommends approval of the Minutes of the January 16, 2024 Regular City Council Meeting.
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:
01-16-24 Regular Meeting Minutes DRAFT
MONTE SERENO CITY COUNCIL MEETING MINUTES
REGULAR MEETING
7:00 p.m.
January 16, 2024
Councilmember Turner 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 her.
MEETING CALLED TO ORDER
At approximately 7:03 p.m., Mayor Wolsheimer called the meeting to order.
ROLL CALL
Present – Chambers: Councilmember Mekechuk, Councilmember Ellahie, Vice Mayor Craig and Mayor Wolsheimer
Present – Remote: Councilmember Turner
Absent: None
Staff: City Clerk Gonzalez-Langarica, City Manager Leonardis, City Attorney Powell
Staff – Remote: Finance Officer Samoranos
PLEDGE OF ALLEGIANCE
The Council as a whole lead the Pledge of Allegiance.
ORDERS OF THE DAY
None.
ANNOUCEMENTS
Councilmember Ellahie spoke regarding the 24th Annual Martin Luther King Jr. Stop The Violence Event.
PRESENTATIONS
None.
ORAL COMMUNICATIONS
None.
WRITTEN COMMUNICATIONS
None.
CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)
1. Approve the Minutes of the December 19, 2023 Special City Council Meeting
2. Approve the Minutes of the December 19, 2023 Regular City Council Meeting
3. Accept the Treasurer's Report for the Period Ending September 30, 2023
4. Approve Warrant List Dated January 16, 2024 in the amount $181,446.63
5. Adopt a Resolution Declaring Noxious and Dangerous Weeds and Rubbish, Refuse, and Dirt to Be a Public Nuisance and Setting a Public Hearing Date and Time and Consider All Objections to the Proposed Destruction or Removal of Weeds, Dirt, Rubbish, or Other Hazardous Material and Rescinding a Previously Adopted Resolution Regarding the Same
6. Accept the Annual Approval and Signing of the City Council Code of Ethics
7. Consideration and Approval of Resolution No. 23-3887.2 Modifying The Responsibilities Of The Community Center Committee
8. Revisions to City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings to Change the Title of Mayor Pro Tempore to Vice Mayor
Mayor Wolsheimer opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Wolsheimer closed Public Comment.
Councilmember Turner stated abstaining from voting on item #1 since she didn’t attend that meeting.
MOTION: Motion by Councilmember Ellahie to approve the Consent Calendar (Items #2 through #8). Seconded by Councilmember Mekechuk.
VOTE: Motion passed. (5-0-0)
MOTION: Motion by Councilmember Ellahie to approve the Consent Calendar (Item #2). Seconded by Councilmember Mekechuk.
VOTE: Motion passed. (4-0-0 Abstain: Turner)
PUBLIC HEARINGS
None.
UNFINISHED BUSINESS
9. Consider Establishment of and Appointment to a City of Monte Sereno Council Financial Systems and Technology Program Ad-Hoc Committees
City Manager Leonardis provided a staff report and answered questions from the Council.
Discussion ensued.
Mayor Wolsheimer opened the item for Public Comment. With no one wishing to speak, Mayor Wolsheimer closed Public Comment.
MOTION: Motion by Councilmember Ellahie to nominate Councilmember Mekechuk and Mayor Wolsheimer to the Financial Systems Ad Hoc Committee.
Seconded by Councilmember Mekechuk.
VOTE: Motion passed. (5-0-0)
MOTION: Motion by Councilmember Ellahie to nominate himself and Vice Mayor Craig to the Technology Program Ad Hoc Committee. Seconded by Mayor Wolsheimer.
VOTE: Motion passed. (5-0-0)
NEW BUSINESS
10. Review and Discuss Revisions to City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings
City Clerk Gonzalez-Langarica provided a staff report.
Discussion ensued.
Mayor Wolsheimer opened the item for Public Comment. With no one wishing to speak, Mayor Wolsheimer closed Public Comment.
Staff were given directions to return to another meeting with specific changes to the Regulations and Guidelines for the Conduct of Public Meetings.
11. Discuss Selection of Meeting Date for Strategic Goal Setting City Manager Leonardis provided a staff report and answered questions from the Council.
Discussion ensued.
Mayor Wolsheimer opened the item for Public Comment. With no one wishing to speak, Mayor Wolsheimer closed Public Comment.
Council requested staff coordinate the Strategic Goal setting meeting to be during a regular City Council meeting, specifically at the second meeting in March, facilitated by City Manager Leonardis.
COMMITTEE/COMMISSION REPORTS
Vice Mayor Craig stated having nothing to report.
Councilmember Ellahie stated having nothing to report.
Councilmember Turner stated having nothing to report.
Councilmember Mekechuk shared that Silicon Valley Clean Energy Authority has had a couple of meetings and there was selection of a new chair and vice chair. Nothing else to report.
Mayor Wolsheimer shared that he hasn’t had any meetings so far. He did state he had City Clerk Gonzalez-Langarica forward an email on the San Jose Water’s General Rate Case that could be of interest to read on the rate increases.
COUNCILMEMBER COMMENTS
Councilmember Turner shared doing a post for CERT and within 2 days she was notified by NextDoor that the number of residents that had looked at it had been around 1,700. Two days later, it went up 2,500. Councilmember Turner shared getting in communication with Monte Sereno residents and wanted to bring up some of their concerns about using NextDoor to work with programs like CERT.
There is a concern that there is a large number of scammers on NextDoor.
Councilmember Ellahie expressed a concern regarding legislation that passed on ADUs that will allow them to be sold as condominiums.
City Attorney Powell clarified that the City would need to pass an ordinance allowing it to occur. This would not happen automatically.
A memorandum will be sent out to Council on this for further information and clarification.
CITY MANAGER’S REPORT
City Manager Leonardis reported on the Youth Commission’s Holiday Coats and Cans Drive final count and confirmed that they were all delivered to West Valley Community Services. City Manager Leonardis also shared that over the holidays, longtime and active resident, Philippa Alvis, passed away.
FUTURE AGENDA ITEMS
Councilmember Mekechuk would like the Chief of Police’s observation regarding no parking signs along Highway 9 and handling excessive speeds happening off Ridgecrest.
Councilmember Ellahie requested a report be presented on the status of the Community Center at the next City Council meeting.
ADJOURN
Mayor Wolsheimer adjourned the meeting at approximately 9:53 p.m.
Evert Wolsheimer, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Feb 06 2024
Agenda Heading: CONSENT CALENDAR
Staff Contact: Reynold Samoranos,
Department: Finance Manager
Title: Approve Warrant List Dated February 6, 2024 in the amount $140,263.01 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:
2024 02 06 Warrants List
CITY OF MONTE SERENO
REGISTER OF ACCOUNTS PAYABLE
AS OF THESE DATES:
February 6, 2024
CHECK
NO. TO FOR AMOUNT ACCOUNT
NO.
20680 Prime Tree Care, Inc. Remove branches off Black Oak over Hwy 9 2,150.00 01-870 20681 Vision Service Plan (CA) Vision care insurance premiums for 3 months. 670.74 01-636 20682
thru
20688
VOID VOID VOID VOID
20689 Alana Consulting, LLC Hourly Services (12/04/2023 to 12/31/2023) ($5003) and ePermits Development ($8280). 13,282.50 01-765 20690 City of Cupertino 2024 Annual West Valley Mayor's and Manager's Meeting Expense Fee 800.00 01-505
20691 Corodata Shredding Inc. Container Rental Fee 10.00 01-522 20692 CSG Consultants, Inc Engineering services on 17795 Vineland Ave SB-9 PM 1,000.00 01-765 20693 Delta Dental of California Dental Insurance premiums 822.43 01-635 20694 Frontier Communications Dedicated landline for City Hall 73.05 01-720 20695 League of California
Cities
Memberhip dues for League of California Cities - Peninsula Division (2024) 500.00 01-745
20696 Logan & Powell, LLP City Attorney Services ($7500); Calhoun Case ($165) and Padgett v. Curtis Wright (collection action) ($880) 8,545.00 01-425 01-427 20697 M-Group Housing Element Update Assistance 2,282.50 01-535 20698 Pacific Gas & Electric
Electricity services for City Hall ($543); Annex bldg ($40); Rose Andrews Ltg Dist ($50); Loma Serena Ltg Dist ($191); Monte Sereno City Lights and Hwy 9 ($208).
1,032.87
01-705
50-945
40-935
05-890
20699 RICOH USA, INC. Copier rental for City Hall 480.23 01-715 20700 Town of Los Gatos
Finance Department Police services 89,270.00 03-545
20701 ULINE 12-16 Gal 1.5 mil YLW Trash Liners 91.11 01-522 20702 Virtual Project Manager For Capital Improvement cloud based software system management. 1,000.00 12-845
20703 League of California
Cities
Membership dues for Cal Cities Membership - calendar year 2024 2,870.00 01-745
20704 Town of Los Gatos
Finance Department
Police Services true-up to 2024 rates - July 2023; August 2023 and September 2023. 15,159.00 03-545
20705 Vision Service Plan (CA) Vision care insurance premium 223.58 01-636 TOTAL WARRANT LIST $140,263.01
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.
1 of 1 Page 11 of 38
STAFF REPORT
Meeting: City Council - Feb 06 2024
Agenda Heading: UNFINISHED BUSINESS
Staff Contact: Steve Leonardis,
Department: City Manager
Title: Approve Resolution No. 1691.10 Modifying the City of Monte Sereno Regulations and Guidelines for the Conduct of Public Meetings to Modernize Some Procedures and Make Other Changes
Recommendation(s):
Staff recommends the Monte Sereno City Council adopt revisions to the Regulations and Guidelines for the Conduct of Public Meetings as directed by the City Council on January 16, 2024.
Background Information:
The City of Monte Sereno’s Regulations and Guidelines for the Conduct of Public Meetings was last updated January 16, 2024. It was then that Mayor Pro Tempore was changed to Vice Mayor.
On December 13, 2023, Councilmember Mekechuk provided staff with proposed edits to the Regulations and Guidelines for the Conduct of Public Meetings. Councilmember Mekechuk's proposed edits were presented at the January 16, 2024 City Council meeting.
It was at this meeting, Council directed staff to make the following edits to the Monte Sereno Regulation and Guidelines for the Conduct of Public Meetings:
Change public availability of agenda packet.
Address the use of remote participation.
Make changes to the manner of addressing the Council. Remove the reference to the second regular meeting for the election of Mayor and Vice Mayor.
Relocate the reference to qualifications for Mayor.
Modernization of regulations re. minutes.
Meeting recordings are consistent with the destruction policy and remove the reference to executive sessions.
Modify who can call a special meeting.
Minutes are to be published with the agenda of the next Council meeting but no later than two meetings.
A version of the current policy language with the suggested edits 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.
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:
Marked-Up Regulations and Guidelines for the Conduct of Public Meetings Drafted Resolution1691.10
REGULATIONS AND GUIDELINES
FOR
THE CONDUCT OF PUBLIC MEETINGS
A.
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. (Council Meeting).
2. Special Meetings
Special meetings may be called at any time by the Mayor or by 2 Council Membersa majority of the Council members by delivering personally, or by mail or electronic mail, written notice to each Council member, and by posting notice in accordance with State law and by providingthe 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 of Monte Sereno (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, Vice Mayor, 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 for Council Meetingsregular 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, Vice Mayor, 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 Council Meetingregular 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 Mmeeting. All reports, ordinances, resolutions, contract documents, or other matters to be submitted to the Council at their Council Meetingregular 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 5:00 p.m. on the Wednesday preceding each Council Meetingseventy- two (72) hours prior to the meeting and in the Council Chambers during each meeting.
During the day of the Council Mregular 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 Council Mregular 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. Announcements (Council Member Announcements or Individual invited by City Council to make announcement)
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. JPA/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
Council Members may participate in a regular or special meeting from a remote location if they meet the requirements of California Government Code section 54953. In the event a Council Member desires to participate in a regular or special meetingCouncil Meeting from a remote location, such Council Member shall so inform the City Clerk as soon as possible but in no event later than 12:00 p.m. on the day of the meetingendeavor 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 tIn order to participate remotely, the Council Member shall provide the City Clerk with any information necessary to comply with the requirements of California Government Code section 54953 and remote participation in regular or special meetingsthe 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.
B. ADDRESSING THE COUNCIL
1. Right to Address Council
Every agenda for Council Meetingsregular 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
As directed by the Chair, (see section D.1 below), aAny person wishing to address the Council shall submit a written request, stand and approach the podium, or raise their hand and wait to be recognized by the Cchair. Once recognized, , 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 Cchair 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 ChairMayor. Any member of the public shall request the Chair’s permission to approach the dias and may only do so after being granted such permission.
4. Time Limitation
The Mayor or a majority of the Council may limit the time speakers may have to make oral communicationspresentations 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 regular or special meetingCouncil meeting.
Persons wishing to submit written comments to be included in the agenda materials for a regular or special meeting 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
• For a special meeting, for materials to be included in additional post packet correspondence addendum, they must be submitted by 11 a.m. the day before the meeting. For inclusion as a desk item, materials must be submitted no later than one hour prior to the special 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.
C. MAYOR AND VICE MAYOR
1. Appointment of Mayor and Vice Mayor
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 Vice Mayor. 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 Vice Mayor. 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 Vice Mayor shall be placed at the end of the aAgenda. 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 at least a majority of the Council Member presentthree 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 Vice Mayor.
2. Term of Office
The Mayor and Vice Mayor 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 Vice Mayor who has not served in that position the previous year. In casting their votes for Mayor and Vice Mayor, members of the Council Members 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 Vice Mayor. In making the selections, the Council will also consider the principle of rotation to allow each of its members an opportunity to serve as Mayor provided that the Council Member has the time to fulfill the duties of Mayor.
4. Mayor
The Mayor, or in his/her absence the Vice Mayor, shall be the presiding officer of the Council, chair all regular and special meetings (Chair) l and shall assume his/her place and duties as such immediately following his/her election. If the Mayor is absent or unable to act as Chair, the Vice Mayor shall serve until the Mayor returns or is able to act. During such periods, the Vice Mayor has all of the powers and duties of the Mayor.
In the event the Vice Mayor is absent, the Mayor shall have the right to name any member of the Council Member to perform the duties of the Mayor, but such substitution shall not extend beyond adjournment.
5. Authority
As Chair, tThe Mayor shall preserve strict order and decorum at all regular and special 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 Council Mmeetings at which he/she is in attendance. In the event of his/her absence, the Vice Mayor shall sign such documents as have been adopted during the meeting at which he/she presided.
6. Joint Powers Authority, Council Committee and Commission Assignments The City is a member of various joint powers authorities (JPAs) and often has the ability to have a Council Member on the board of such JPAs. The Mayor recommends representatives on such JPAs, various standing committee [and commission] appointments to the Council for approval. Council will vote on such appointments no later than the second Council Meeting in January each year. This will be done at a scheduled Council meeting in December of each year. When making JPA, committee and commission assignments, the Mayor should attempt to consider the interest and knowledge of each Council Member in such JPAs, committees and commissions while balancinge shared responsibilities and opportunities among Council Members. Upon approval of the assignments, the City Clerk shall notify the JPAs, committees and commission of such appointment by Council.
D.
D. RULES OF PROCEDURE AND DEBATE
1. Call to Order
The Mayor, or in his/her absence, the Vice Mayor, shall take the chair at the appointed hour for the meeting, and shall call the regular or special meetingCouncil to order. In the absence of the Mayor and the Vice Mayor, and the failure of the Mayor to appoint a temporary Chairchairman, the City Clerk shall call the Council to order, whereupon a- temporary Chairchairman will be elected by the Council Mmembers present. If the Mayor or Vice Mayor should arrive after the meeting is called to order, the temporary Chairchairman shall serve until the disposal of the item during consideration of which the Mayor or Vice Mayor arrived. In no event shall the temporary Chairchairman 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 regular or specialCouncil 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 (whether appearing in person or virtually) 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 Ccouncil without first being recognized, interrupting recognized public speakers, Council Membercouncilmembers, 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 (whether appearing in person or virtually), or the public meeting may be closed pursuant to state law. In the
event members of the public participating in the regular or special meeting virtually desire to address the Council, they shall raise their virtual hand and wait to be called on by the City Clerk before speaking.
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 of Chair, shall hold the floor until completion of their remarks or until recognition is withdrawn by the Mayor or Chair.
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 or attempt to influence the decisionmakers.
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 regular or special 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 regular or special 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 Ccouncil 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 theis City, if the two provisions are in conflict. If the Ccouncil 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 Ccouncil 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 Ccouncil or invalidate any action taken at a meeting that is otherwise held in conformity with law.
E.
E. MINUTES
1. Preparation of Minutes
The minutes of the Ccouncil shall be made and 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 Ccouncil, 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 Ccouncil, 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 or Chair, the privilege of having an abstract of his/her statement of any subject under consideration by the Council entered into the minutes. If the Ccouncil 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 City Clerk may be directed by the Mayor of Chair, 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 regular or specialCouncil meeting, but no later than the second Council Meeting following the regular or special meetingthree (3) weeks after each Council meeting, barring any unforeseen circumstancesemergency 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 and posted on the City’s website. The minutes shall be deemed to have been forwarded to the Council Members, the City Manager, City Attorney and such other city agencies or persons when they are published in the agenda of a regular or special meeting.
6. Meeting Recordings
The City Clerk shall electronically record all regular and specialCouncil meetings, when possible, except executive sessions, to assist the City Clerk in preparation of minutes, and will retain recordings in accordance with the City’s record retention scheduleat 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 regular and specialCouncil 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 representativemembers of the public, subject only to whatever reasonable conditions the City Clerk may require to avoid excessive interference with city business or misuse and destruction of Ccity property.
F.
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 Mmember about a particular type of behavior that violates Ccity policy. b. Revocation of Special Privileges- A revocation of a Council Member’s Council JPA, Committee or Commission 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 Ccouncil officially reprimanding a Council Member.
RESOLUTION NO. 1691.10
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE
SERENO AMENDING RESOLUTION NO. 1691 TO MODERNIZE SOME
PROCEDURES AND MAKE OTHER MODIFICATIONS
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, on February 4, 2020, by Resolution No. 1691.7, on December 5, 2023, by Resolution No. 1691.8 and on January 16, 2024, by Resolution No. 1691.10; and
WHEREAS, the City Council desires to further amend the guidelines to modernize some procedures and make other modifications.
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 February, 2024 by the following vote:
AYES:
NOES:
ABSENT:
Approved:
____________________________
Evert Wolsheimer, Mayor
Attest: _____________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Feb 06 2024
Agenda Heading: NEW BUSINESS
Staff Contact: Daryl Jordan, City Engineer
Department: City Engineer
Title: Discuss and Provide Direction to Staff Regarding the Scope of the Community Center Project
Recommendation(s):
Staff recommends the Committee discuss and recommend that both the 2021 design and the 2024 design for the Community Center Project move forward to the bidding process.
Background Information:
The Community Center Committee held a special meeting on Thursday, February 1st to evaluate the possibility of reconsidering and bidding the original Community Center Plans from 2021 (2021 Design). Staff prepared a presentation reviewing the 2021 Design and the design that the architect is currently working on (2024 Design) for construction. The original design did not expand the internal square footage and retained the elevated floor plan. This elevated design mandated ADA requirements such as the extensive ramp included in the design with the raised patio. The new design drops the interior elevation down to the existing perimeter level. It also expands the interior square footage nearly 500 square feet.
The Silicon Valley Community Energy (SVCE) grant requirements include an entirely modified electric service design without the use of natural gas. The new design meets this criteria but the older design does not. However, staff can craft the bid documents for the older project to bid alternate items and include the items needed to meet the grant requirements. This would include an alternate bid of electrical appliances and mechanical equipment. One significant issue for either design is whether or not the grant awarded by Silicon Valley Community Energy (SVCE) would be available after December 2024.
The original design incorporated alternative bids which included a slurry seal for the parking lot. It also incorporated a small landscape update. These items are not required by the SVCE grant. The newer set of plans incorporates completely different treatments for the parking lot and landscaping areas. The parking lot may now be an overlay with pervious pavement features and the landscaping area is to incorporate a Green Initiative Feature for collecting rainwater and retaining it onsite. Very different scopes of work with a much higher price tag.
Staff suggests we bid these two items separately for the City Councils approval and not slow down the overall bidding process for the Community Center Building. The separate bid will not
affect the final approval timeline for the building since they are short bidding and construction items if approved.
Staff was able to confirm that an extension for the $500,000 SVCE Grant can be extended if substantial work has been completed prior to December 2024. This extension will ensure the City has approximately $700,000 ($500k SVCE and $178k Prop 68) of approved grants to offset the overall cost of the approved version for construction from City Council. In order for the 2021 Design to qualify for the grant, some modifications to the design will be required including alternative bid items to convert the 2021 Design to a fully electrical project instead of a hybrid of natural gas and electric as currently configured.
Three community members were present and conveyed a concern about the potential costs and the need for the facility for the community.
The Committee was also concerned about the cost and impacts to the City budget in regard to financing the project. Two committee members also noted that implementing an impervious pavement option within the existing parking lot may not be advisable.
By consensus, the Community Center Committee voted to recommend the City Council bid the 2021 Design and the 2024 Design. This will give the City Council the option to consider actual construction costs associated with each project and determine the best project for the community.
Analysis:
Staff is prepared to move forward with the 2021 Design including alternatives to promote a carbon neutral option by eliminating the natural gas options and construct an electric only project to meet the intent of the SVCE grant program.
Staff is also prepared to move the 2024 Design and proposed project forward into the bidding phase.
Bidding both projects will provide the City Council with the budget results for each option which will allow them to determine which project is in the best interest of the City of Monte Sereno's budget and our residents.
Fiscal Impact:
Each project will need to be publicly bid to determine the actual fiscal impacts.
Alternatives:
Committee has the option to recommend:
1. Continue with 2021 Design only
2. Continue with the 2024 Design only
3. Modify the 2021 Design or the 2024 Design
3. Stop all work for now
Public Noticing:
The agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
Community Center Project 2024.pdf 2
Capital Improvement Program
Capital Improvement Project
Community Center Renovation
City of Monte Sereno
February 1, 2024
History, 2021 2021 Community Center Project:
Description of original 2021 project;
Intent was a remodel of the existing post office building Existing building square footage is 947 square feet
Existing building is served by PG&E Electricity and PG&E Natural Gas Proposed building square footage was 947 square feet with an addition of over 600 square feet of outdoor patio area.
Amenities included;
• New single ADA bathroom
• Kitchen (natural gas) with sink
• Seating area
• Dining Area
• Meeting Room
• Exterior Patio
• Limited landscaping
History, 2021
Added Alternatives included (options to add to the base bid); • Tesla roof and Powerwall battery storage
• Seal coat and re-stripe parking lot
• EV Charging Station
Bid Results (NBC Construction & Engineering, Inc, August of 2021); • Community Center Remodel lowest bid - $738,788
• Tesla Roof and Powerwall with battery storage - $69,550 • Seal Coat and Stripe parking lot - $64,317
• EV Charging Station - $33,000
Total of all options - $890,966
City Council voted to not approve the project but to re-evaluate and look for more cost effective solutions Current Project History
2024 Community Center Project:
Description of Proposed 2024 project;
Intent is to remodel the existing post office building into a multi-purpose facility with electrification of all components and thereby creating a community meeting space that can also be used for Demonstration and Education Existing building square footage is 947 square feet
Existing building is served by PG&E Electricity and PG&E Natural Gas Proposed building square footage is 1,465 square feet
Proposed building will be disconnected from natural gas to meet the decarbonization grant requirements Amenities included;
• Two new bathrooms, including one ADA accessible facility • Kitchen (Induction cooktop) with sink
• Gathering Room
• Meeting Room
• Covered Veranda
• Storage Room
• Smart Technology (Span Panel)
• Electric Heat Pumps
• Battery Storage
• Linked EV Charger
• Low voltage IT Plan
Current Project History
Added Alternatives not included (options to be bid separately) ; • Landscaping along Highway Nine side of building including rain capture device • Resurface and re-stripe parking lot (with option of pervious pavement area) These alternatives are not required by the SVCE Decarbonization grant ($500,000) and can be bid more easily as stand-alone projects in which the City Council will determine if they are cost effective and when they prefer to have them constructed.
Bid Estimates and Timing);
• Community Center Remodel (per Architect) Approximately - $1,500,000 9-15 Months • Landscaping project (green imitative, rain capture) - $75,000 1-2 Months • Resurface and restripe parking lot - $110,000 1-2 Months • Pervious Pavement area for education - $20,000 1 Month Total estimate of all options - $1,705,000
City Council will need to evaluate actual bids and approve prior to contract for construction.
Project Grant Status
SVCE Decarbonization Grant;
• Approved amount - $500,000
• Timeline to use funds – December 31st 2024
• Are there options for an extension of use of funds?
After discussing our situation with the Grant supervisor for SVCE, she has informed staff that extensions are allowed and are easily processed, as long as substantial progress has been made. She also mentioned that most all of their grants have an extension of some length. Staff has scheduled a meeting in March with SVCE to review the timelines and prepare for the most likely extension necessary. SVCE stated that paperwork for the extension may take a week to process and will need to be signed the City Manager and the Grant Administrator.
SVCE Community Energy Resilience Grant;
• Approved amount - $18,475
• Timeline to use funds – December 31st, 2023
This grant was submitted for reimbursement in December and approved. The City should receive the reimbursement any day
State Department of Parks and Recreation;
• Approved amount - $177,952
• Staffs request for an extended timeline to use funds has been approved – June 30th, 2028 All of these funds are available for the Community Center Project
Project Options
Bidding both projects at one time;
This Option will provide actual costs to compare both products on a financial basis Concerns;
Will we lose the SVCE grant if council chooses the 2021 option? As currently designed, yes, we would not be able to utilize the half a million-dollar grant because it does not meet the following criteria listed in our grant application; • Span Panel technology
• Induction Cooktop, not natural gas
• Electric heat pump and HVAC components
However, it does meet the proposed improvements for;
• Solar Panels
• Linked EV charger
Can we modify the original project to meet the mandatory requirements of the SVCE grant? It is possible for staff to draft the bid documents to have the contractors provide alternate bids that would include the items that would need to be switched from gas to electric, install the Smart system for energy efficiency and cap the natural gas line from the existing building.
Project Options
The other options would be to pick one option or choose not to move forward with either options
Staff is in support of bidding both projects to provide the most accurate information to choose the best option as a community resource and as a fiscally responsible decision Staff will receive direction from the committee and report back next week at the City Council Meeting of your recommendations.
Questions?
STAFF REPORT
Meeting: City Council - Feb 06 2024
Agenda Heading: NEW BUSINESS
Staff Contact: Steve Leonardis,
Department: City Manager
Title: Consider and Accept the City Manager's Quarterly Report Covering Dates 10/01/2023 Through 12/31/2023
Recommendation(s):
Staff recommends that the City Council consider and accept the City Manager's quarterly 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:
Manager's Quarterly Report
Manager’s Quarterly Report Q4
October - December 2023
Building permit activity for the last quarter was as follows:
October –
December 2023
Same Range
Last Year
Permits/Inspections
Building Permits Issued 72 53
Construction Valuation $9,172,853 $8,052,621
Building Permit Revenue $256,321 $244,745
Inspection Completed 244 234
Building Permit Applications Online
Staff has completed development of the online application for building permit plan submittals as well as issuing the building permits online. This allows customers to apply for a building permit which requires a plan check (i.e. new house, addition, remodel, etc.) completely online without the need to visit City Hall. Customers can now complete the application online, upload plans, and pay the plan review application fees remotely.
The online service also allows customers to pay and obtain their building permit online once the plans have been approved. The approved plans are delivered electronically (in a secure file that does not allow changes to be made to the plans), and the permit is issued online.
These online services save customers a significant amount of time by not requiring them to visit City Hall for each permit submittal and issuance. Additionally, this is a cost savings for customers as multiple sets of plans are no longer required. There are also environmental benefits to saving paper as well as reducing the number of vehicular trips to City Hall. Staff time is also saved with this system that automates the permit submittals and issuance.
New and Expanded Online Permits
The online building permit services also offer minor building permits (i.e. water heater replacement, re-roof, etc.) to be issued online. These services were expanded to include permits for new air conditioning units.
18041 Saratoga-Los Gatos Road
Monte Sereno, California 95030-4299
Telephone: 408.354.7635
Fax: 408.395.7653
www.cityofmontesereno.org
Additionally, modifications were made to the furnace replacement and water heater replacement online permits to include projects where the existing gas units are being replaced with electrical units.
This encourages the installation of electric appliances and phasing out gas fueled appliances. $65,000 LEAP Grant Reimbursement Received
In the 2019-20 Budget Act, Governor Gavin Newsom allocated $250 million for all regions, cities, and counties to prioritize planning activities that accelerate housing production to meet the identified needs of every community. With this allocation, the State Department of Housing and Community Development (HCD) established the Local Early Action Planning (LEAP) grants, with $119 million allocated for cities and counties. The LEAP grants provided one-time funding to help local governments prepare for their sixth-cycle Regional Housing Needs Allocation (RHNA). The $65,000 reimbursement was received in November 2023 and will be applied to the consultant costs for the Housing Element Update.
SB9 Ordinance Update Effective and Projects Received
The modifications to the SB9 ordinance that the City Council approved in November were effective in December. The staff has received many inquiries about the new requirements and a total of three applications for Urban Lot Splits have been submitted. One has been approved and recorded, another is in the process of being recorded, and the third was provided by comments by staff and is pending the resubmittal of the revised plans. Staff anticipates a few more applications to be submitted in the coming months.
Santa Clara County Fire Road Crew
In October, Santa Clara County Fire in conjunction with The City of Monte Sereno and Caltrans, completed significant vegetation removal along Highway 9 from Decatur Road to Rose Avenue. This effort was completed to reduce fuel in the event of a wildfire. Areas on Withey Road and Winchester were also cleared of hazardous brush and trees. Monte Sereno staff continues to monitor trees which fall or may fall on main arterial roadways.
Monte Sereno Building Improvements
In November, Monte Sereno’s main building received a kitchen upgrade to better utilize space and function. The space has a new IT counter where employees and guests can eat, work, and recharge devices. In addition, an electric range was added so food can be served for meetings such as Monte Sereno Youth Commission and others.
Latest Update on the Strategic Goals is attached and highlighted for discussion