Monte Sereno City Council
September 17, 2024

AGENDA
City of Monte Sereno
Tuesday, September 17, 2024
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.

ANNOUCEMENTS

PRESENTATIONS

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.

1. Approve the Minutes of the August 20, 2024 Regular City Council Meeting, September 3, 2024 and September 10, 2024 Special City Council Meeting
Staff recommends approval of the Minutes of the August 20, 2024 Regular City Council Meeting, September 3, 2024 and September 10, 2024 Special City Council Meeting.

Staff Report -SR-22-148 - Pdf
5 - 13

2. Approve Warrant List Dated September 17, 2024 in the amount $57,660.07
Staff recommends the City Council approve the Warrant List Staff Report - SR-24-154 - Pdf
14 - 16

3. Approve Agreement Naming Diana Perkins Interim City Manager Authorize the Mayor to execute an agreement naming Diana Perkins as Interim City Manager.

Staff Report - SR-24-156 - Pdf
17 - 20

PUBLIC HEARINGS

UNFINISHED BUSINESS

4. Capital Improvement Project Updates
No Recommendation, Information Only
Staff Report - SR-24-153 - Pdf
21 - 25

5. Consider and Appoint One (1) Additional Member to the 2024-2025 Monte Sereno Youth Commission
Staff recommends that the City Council consider one (1) additional application for the 2024-2025 Monte Sereno Youth Commission and appoint the applicant to the Youth Commission.

Staff Report - SR-24-151 - Pdf
26 - 28

NEW BUSINESS

6. Consideration to Approve and Authorize the Interim City Manager to Execute a Contract with Metropolitan Planning Group (M-Group) for Staff Support of the General Plan Update Not to Exceed $177,640.

Staff recommends that the City Council approve and authorize the City Manager to execute a contract with Metropolitan Planning Group (MGroup) for staff support of the General Plan Update not to exceed $177,640.

Staff Report - SR-24-147 - Pdf
29 - 55

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.

RECESS TO CLOSED SESSION

7. PUBLIC EMPLOYEE EMPLOYMENT
Government Code Section 54957(b)(1)
Title: City Manager
Staff Present: City Attorney

RECONVENE TO OPEN SESSION

CLOSED SESSION REPORT

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 - Sep 17 2024
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the August 20, 2024 Regular City Council Meeting, September 3, 2024 and September 10, 2024 Special City Council Meeting
Recommendation(s):

Staff recommends approval of the Minutes of the August 20, 2024 Regular City Council Meeting, September 3, 2024 and September 10, 2024 Special 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:
08-20-24 Regular Meeting Minutes DRAFT
09-03-24 Special Meeting Minutes DRAFT
09-10-24 Special Meeting Minutes DRAFT

MONTE SERENO CITY COUNCIL MEETING MINUTES

REGULAR MEETING
7:00 p.m.

August 20, 2024

MEETING CALLED TO ORDER
At approximately 7:03 p.m., Mayor Wolsheimer called the meeting to order.

PLEDGE OF ALLEGIANCE
Councilmember Turner lead the Pledge of Allegiance.

ROLL CALL
Present – Chambers: Councilmember Turner, Councilmember Ellahie, Councilmember Mekechuk, Vice Mayor Craig and Mayor Wolsheimer
Present – Remote: None

Absent: None
Staff: City Clerk Gonzalez-Langarica, City Manager Leonardis, City Attorney Powell
Staff – Remote: None

ORDERS OF THE DAY
None.

ANNOUCEMENTS
None.

PRESENTATIONS
None.

ORAL COMMUNICATIONS
None.

WRITTEN COMMUNICATIONS
None.

CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)

1. Approve the Minutes of the August 6, 2024 Regular City Council Meeting

2. Approve Warrant List Dated August 20, 2024 in the amount $56,887.17

3. Accept the Treasurer's Report for the Period Ending May 31, 2024 Councilmember Turner pulled Item #2.

Mayor Wolsheimer opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Wolsheimer closed Public Comment.

MOTION: Motion by Vice Mayor Craig to approve the Minutes of August 6, 2024 Regular City Council Meeting on the Consent Calendar. Seconded by Councilmember Mekechuk.

VOTE: Motion passed. (5-0-0)
MOTION: Motion by Vice Mayor Craig to approve the warrant list subject to confirmation that there is no double payment. Seconded by Councilmember Ellahie.

VOTE: Motion passed. (3-0-2- Abstain: Mekechuk, Wolsheimer) MOTION: Motion by Vice Mayor Craig to approve Item #3 on the Consent Calendar. Seconded by Councilmember Turner.

VOTE: Motion passed. (3-0-2- Abstain: Mekechuk, Wolsheimer)

PUBLIC HEARING
None.

UNFINISHED BUSINESS
None.

NEW BUSINESS

4. Consider and Adopt a Resolution Canceling the November 5, 2024 General Municipal Election and Appointing the Nominated Candidates to the City Council City Clerk Gonzalez-Langarica provided a 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.

Councilmember Mekechuk recused himself, due to being one of the candidates named in the resolution.

MOTION: Motion by Vice Mayor Craig to Adopt a Resolution Canceling the November 5, 2024 General Municipal Election and Appointing the Nominated Candidates Bryan Mekechuk and Lisa Shannon to the City Council. Seconded by Councilmember Ellahie.

VOTE: Motion passed. (4-0-1- Recused: Mekechuk)

COMMITTEE/COMMISSION REPORTS

Vice Mayor Craig stated nothing to report.

Councilmember Ellahie reported on the Cities Association involvement with regards to Bay Area Housing Financing Authority (BAHFA) Regional Bond. A BAHFA Subcommittee was created and during a Special Meeting that was held, it was determined it would no longer be pursued.

Councilmember Turner reported that at a meeting she attended with the Treatment Plant Advisory Committee (TPAC), an agreement was put before them with Santa Clara Valley Water District for support services to the Santa Clara Valley Water purified water program. Councilmember Turner shared her vote was “No” because in the past, San Jose has had a history of obligating tributary agencies to pay for water supply which does not benefit sewer rates for payers. She shared in her opinion it is a losing proposition. Out of the seven members, Councilmember Turner was the only one who voted “No”.

Councilmember Mekechuk reported that West Valley Clean Water Authority was at the City Picnic this past Sunday. Councilmember Mekechuk shared West Valley Solid Waste Management Authority was not at the City Picnic, but the hauler that was present was with West Valley Collection and Recycling, and that in his opinion, they did a good job. Councilmember Mekechuk reported that both West Valley Clean Water Authority and West Valley Solid Waste Management Authority will be meeting in September. Councilmember Mekechuk shared that he attended the study group meeting with Silicon Valley Clean Energy and was unable to attend the board meeting, but was involved with the recommendations from the executive committee that were going to the board. Lastly, Councilmember Mekechuk reported inviting CEO Carolyn Ganat and Vice Mayor Matthew Hudes to experience the beach traffic on Saturday. There were three individuals from Valley Transportation Authority, including Carolyn and her Senior Traffic Engineer and Senior Grant Writer.

Councilmember Mekechuk shared that they all drove around Los Gatos and Carolyn was able to experience the beach traffic. The City of Monte Sereno and the Town of Los Gatos will work together to work on an integrated solution.

Mayor Wolsheimer reported that the Mayors of Santa Clara County met last Friday, and the major topic was how so many individuals in this area are lonely or feeling lonely, leading to all kinds of mental health issues. Neighboring cities have developed initiatives to address this, specifically by organizing community center or community meetings. Mayor Wolsheimer also shared another topic the Mayors of Santa Clara touched on which was artificial intelligence. Mayor Wolsheimer reported that from December 4th through December 6th, there will be a major AI in government conference in San Jose. Elected officials are invited to attend. Mayor Wolsheimer shared the third item discussed was Proposition 36.

COUNCILMEMBER COMMENTS
Councilmember Ellahie commented that there are some bills that have already passed regarding the shoplifting bills, but there will be a formal proposition.

Vice Mayor Craig commented that on the June 18th and May 21st warrant lists, the City paid Mission Square, that is related to Fund 457. Lastly, Vice Mayor Craig thanked City Clerk Gonzalez-Langarica for a great picnic.

Councilmember Turner commented that at the City Picnic, a resident approached her and inquired about permission to park his RV at the City Hall parking lot. Councilmember Turner stated she directed the resident to reach out to the City Manager, City Clerk or City Attorney.

Councilmember Mekechuk commented that the Town of Los Gatos hired a new Town Manager.

Councilmember Mekechuk expressed the importance of having a good relationship with the new Town Manager.

CITY MANAGER’S REPORT
City Manager Leonardis reported that the City Picnic was a great success. The new location was overall preferred to the old location, and having all five councilmembers was great! A thank you card was received by residents expressing how much they loved the picnic. City Manager Leonardis also reported on the exterior painting job done at City Hall.

FUTURE AGENDA ITEMS
The council would like, as a future agenda item, discussion on election procedure.

Mayor Wolsheimer lastly mentioned there are five weeks in between Council meetings from the second meeting of October and the second meeting of November, as the first meeting of November was cancelled. A special meeting may need to be called between that time. Council will be notified.

Mayor Wolsheimer opened the item for Public Comment. With no one wishing to speak, Public Comment was closed. The City Council adjourned to Closed Session at approximately 8:00 p.m.

RECESS TO CLOSED SESSION

12. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Government Code Section 54957
Title: City Manager
Staff Present: City Attorney Powell

RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 9:26 p.m. with Vice Mayor Craig, Councilmember Mekechuk, Councilmember Turner, Councilmember Ellahie and Mayor Wolsheimer.

CLOSED SESSION REPORT
Mayor Wolsheimer stated that there were no reportable actions.

ADJOURN
Mayor Wolsheimer adjourned the meeting at approximately 9:27 p.m.

Evert Wolsheimer, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk

MONTE SERENO CITY COUNCIL

MEETING MINUTES

SPECIAL MEETING
7:05 p.m.

September 3, 2024

MEETING CALLED TO ORDER
At 7:07 p.m., Mayor Wolsheimer called the meeting to order.

ROLL CALL
Present – Chambers: Councilmember Turner, Councilmember Mekechuk, Vice Mayor Craig and Mayor Wolsheimer
Present – Remote: Councilmember Ellahie (Arrived 7:09 PM)

Absent: None
Staff: City Clerk Gonzalez-Langarica and City Attorney Powell

PUBLIC COMMUNICATION REGARDING CLOSED SESSION ITEMS
Mayor Wolsheimer opened the item for Public Comment. With no one wishing to speak, Public Comment was closed. The City Council adjourned to Closed Session at approximately 7:08 p.m.

RECESS TO CLOSED SESSION

1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Government Code Section 54957
Title: City Manager
Staff Present: City Attorney Powell

2. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Section 54956.9(d)(2):

One Case
Staff Present: City Attorney, Labor Counsel

RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 8:36 p.m. with Vice Mayor Craig, Councilmember Mekechuk, Councilmember Turner, Councilmember Ellahie (Left Meeting at 8:15 PM) and Mayor Wolsheimer.

CLOSED SESSION REPORT

Mayor Wolsheimer stated that there were no reportable actions.

ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 8:36 p.m.

Evert Wolsheimer, Mayor
ATTEST:

Gloisy Gonzalez-Langarica, City Clerk

MONTE SERENO CITY COUNCIL

MEETING MINUTES

SPECIAL MEETING
5:05 p.m.

September 10, 2024

MEETING CALLED TO ORDER
At 5:05 p.m., Mayor Wolsheimer called the meeting to order.

ROLL CALL
Present – Chambers: Councilmember Ellahie, Councilmember Turner, Councilmember Mekechuk, Vice Mayor Craig and Mayor Wolsheimer
Present – Remote: None

Absent: None
Staff: City Clerk Gonzalez-Langarica and City Attorney Powell

PUBLIC COMMUNICATION REGARDING CLOSED SESSION ITEMS
Mayor Wolsheimer opened the item for Public Comment.

Public Comment
• Resident Shannon
With no one else wishing to speak, Public Comment was closed. The City Council adjourned to Closed Session at approximately 5:07 p.m.

RECESS TO CLOSED SESSION

1. PUBLIC EMPLOYEE EMPLOYMENT
Government Code Section 54957(b)(1)
Title: City Manager
Staff Present: City Attorney Powell

RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 5:55 p.m. with Mayor Wolsheimer, Vice Mayor Craig, Councilmember Mekechuk, Councilmember Turner and Councilmember Ellahie.

CLOSED SESSION REPORT
Mayor Wolsheimer stated that Mr. Steve Leonardis is no longer employed by the City of Monte Sereno. City Council voted unanimously to name Diana Perkins City Planner, as the Interim City

Manager effective immediately.

ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 5:55 p.m.

Evert Wolsheimer, Mayor
ATTEST:

Gloisy Gonzalez-Langarica, City Clerk

STAFF REPORT
Meeting: City Council - Sep 17 2024
Staff Contact: Diana Perkins, City Planner
Department:

Title: Approve Warrant List Dated September 17, 2024 in the amount $57,660.07 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:

Warrant List 9-11-2024

Check # Payable to: Account No. Description Amount
21149 CIVICPLUS 01-720
Invoice: 311136 for Municipal Code
document updates and maintenance 753.09
21150 VOID VOID -
21151 Corodata 01-535
Invoice: RS3637576 for document storage
boxes 60.42
21152 VOID VOID -
21153 4X Engineering Inc 01-815
Invoice: 23-060-3 for revised Community
Center structural plans 4,760.35
21154 COMCAST 01-720
Invoice: 8155100100105794 Aug for internet
services at City Hall 201.67
21155 Corodata Shredding 01-522
Invoice: DN1480669 for document shredding
container rental 10.00
21156 Dicar Networks 01-535
Invoice: 145096 for software for the new
server 659.88
21157 Hillview Design Print Media 01-725
Invoice: 90323 for Monte Sereno gold foil
certificates 48.98
21158 Logan & Powell, LLP 01-425 Invoice: 2 - General Prof svcs 71-7/31/24 7,740.00 21158 Logan & Powell, LLP 01-425 Invoice: 3 - Padget v Wright 7/1-7/29/24 2,146.00 21158 Logan & Powell, LLP 01-425 Invoice: 4- Calhoun v Mockler 7/10-7/25/24 754.00 21159 San Jose Water 01-705 Invoice: 7537400000-Jun 3-Jul 29 - water 255.31 21159 San Jose Water 01-705
Invoice: 99637200009 Jun 3-Jul 29/24 -
water 440.81
21160 Alana Consulting, LLC 01-765
Invoice: 2412 Building Division consulting
hourly services 7/29-8/25/2024 14,720.00
21161 D&M Traffic Services 05-870 Invoice: 9966-street signs 53.49 21162 Diana Perkins 01-720
Invoice: Reimbursement for monthly service
fee for Liquid Web Server for permitting
software 268.52
21163 Frontier Communications 01-720
Invoice: 4083549387 Aug 19 for 408-354-
9387 (phone services for City Hall) 42.15
21163 Frontier Communications 01-720
Invoice: 2091505812 Aug 28 for 209-150-
5812 (phone services for City Hall) 104.74
21164 Gloisy Gonzalez-Langarica 01-715
Invoice: Reimbursement for City Picnic
rentals for chairs and tables 450.00
21164 Gloisy Gonzalez-Langarica 01-711
Invoice: Reimbursement for Fedex mailing
for City Engineer 32.95
21165
Kier & Wright Civil
Engineers and Survey 01-765
Invoice: 299064 Fedex Charge for Urban Lot
Split review (2023-3079) 76.48
21166 Liebert Cassidy Whitmore 01-427 Invoice: 275803 Legal services 8/14-8/29/24 3,465.00 21167 Pacific Gas & Electric 01-705 Invoice: 19513914846 Jul 16 50.97 21167 Pacific Gas & Electric 01-705 Invoice: 18680581560 Jul 16 212.07

CITY OF MONTE SERENO

CHECK REGISTERS
CHECK DATE: SEPTEMBER 11, 2024
9/13/2024 at 11:32 AM Page 15 of 55 Page: 1
Check # Payable to: Account No. Description Amount
21167 Pacific Gas & Electric 01-705 Invoice: 18263914923 Jul 16 193.69 21168
Silicon Valley Animal
Control 01-585
Invoice: 2024-71 2nd Qtr payment FY2024-
25 (Oct-Dec 2024) 8,114.50
21169 VOID
21170 Skane Mills, LLP 01-427
Replacement for check #20972 (Aguust 20,
2024 Warrant List) 12,045.00
Total GRAND TOTAL 57,660.07
I, Emilia Archer, a consultant, do hereby certify that the proceeding accounts have been checked and found correct to the best of my knowledge.
9/13/2024 at 11:32 AM Page 16 of 55 Page: 2

STAFF REPORT
Meeting: City Council - Sep 17 2024
Agenda Heading: CONSENT CALENDAR
Staff Contact: Kirsten Powell, City Attorney
Department: City Attorney
Title: Approve Agreement Naming Diana Perkins Interim City Manager Recommendation(s):

Authorize the Mayor to execute an agreement naming Diana Perkins as Interim City Manager.

Background Information:

The City of Monte Sereno (the “City”) needs to employ someone to serve as the City Manager until such time as a permanent City Manager is named. Diana Perkins has served as the City Planner since July 2021. She has worked in local government for over 25 years and has extensive experience in Community Development operations (including building permitting and planning/zoning) as well as administration of municipal services. The City would like to name Ms. Perkins the Interim City Manager until a permanent replacement is hired. If the agreement is approved, Ms. Perkins will continue to perform her duties as the City Planner, while serving as the Interim City Manager. Depending on the volume of Planning projects, additional help may be necessary on a project by project basis.

Analysis:

Under the agreement, Ms. Perkins would serve as the Interim City Manager until such time as a permanent City Manager is hired. The agreement may be terminated by the City at any time or by Ms. Perkins with 30 days’ notice. If the agreement is terminated, Ms. Perkins will continue to work as the City Planner. While serving as the Interim City Manager and the City Planner, Ms. Perkins will receive an annual salary of $206,800.

Fiscal Impact:

The Agreement will result in a temporary cost savings for the City due to the combination of two positions.

Conclusion:

Staff recommends that the City Council authorize the Mayor to execute the Agreement Between The City Of Monte Sereno And Diana Perkins Appointing Diana Perkins To Serve As The Interim City Manager Of The City Of Monte Sereno

Attachments:

InterimCMAgm9.12.24

1 MS2023/CityManager/InterimCMAgm9.12.24

AGREEMENT BETWEEN THE CITY OF MONTE SERENO AND DIANA PERKINS

APPOINTING DIANA PERKINS TO SERVE AS THE INTERIM CITY MANAGER

OF THE CITY OF MONTE SERENO
This Agreement Between The City Of Monte Sereno And Diana Perkins Appointing Diana Perkins to Serve As The Interim City Manager of the City of Monte Sereno (“Agreement”) is entered into this 17th day of September, 2024 by and between the City of Monte Sereno (“City”) and Diana Perkins (“Perkins”).

RECITALS
WHEREAS, Perkins currently serves as the City Planner; and WHEREAS, as City Planner, Perkins is a member of the Association of City Employees, the City employee’s bargaining union (“ACE”); and WHEREAS, pursuant to the Memorandum of Understanding between the City and the ACE (“MOU”), covered employees may be asked to work out of class subject to payment of additional salary; and
WHEREAS, the City desires to appoint Perkins as Interim City Manager until a permanent City Manager is named subject to the MOU and the terms of this Agreement.

NOW, THEREFORE, in consideration of the recitals and the mutual promises contained herein, City and Perkins agree as follows:

AGREEMENT

1. Perkins is hereby named the Interim City Manager of the City of Monte Sereno and shall perform the duties outlined in Section 2.02.070 of the Monte Sereno Municipal Code.

2. Perkins will continue to perform her duties as the City Planner during the term of this Agreement.

3. Perkins shall serve as the Interim City Manager until a permanent City Manager is named and begins work.

4. Perkins shall be paid an annual salary of $206,800.00 for such time that she serves as the Interim City Manager in addition to the position of the City Planner.

5. The parties acknowledge that the Interim City Manager is an at-will employee.

This Agreement may be terminated by the City at any time for any reason or no reason. Perkins may terminate this Agreement with 30 days prior written notice.

6. Upon termination of this Agreement, Perkins shall continue in her role as City Planner subject to the terms of the MOU and she shall be paid the salary that

2 MS2023/CityManager/InterimCMAgm9.12.24
she was receiving prior to the execution of this Agreement plus any adjustments authorized by the MOU, if any.

7. The City and Perkins represent and warrant to each other that each has or had the opportunity to receive legal advice from independentand separate legal counsel with respect to the legal effect of this Agreement and the City and Perkins further represent and warrant that each has carefully reviewed this entire Agreement. This Agreement shall not be construed against the party or its representatives who drafted it or who drafted any portion thereof.

8. This Agreement represents the entire agreement between the parties and supersedes any and all other agreements, either oral or in writing, between the parties with respect to Perkin’s appointment as the Interim City Manager and contains all of the covenants and agreements between the parties with respect to such employment. Each party to this Agreement acknowledges that no representations, inducements, promisesor agreements, orally or otherwise, have been made by either party, or anyone acting on behalf of either party, which are not embodied herein, and that no other agreement, statement or promises not contained in thisAgreement shall be valid or binding upon either party.

9. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing, which amendment shall require City Council approval, except where City Manager approval is expressly authorized herein.

WITNESS WHEREOF this Agreement is executed by City and Perkins on this 17th day of September, 2024 at Monte Sereno, California.

PERKINS: CITY:
_____________________________ _______________________________ By: Diana Perkins By: Evert Wolsheimer, Mayor
ATTEST: APPROVED AS TO FORM:
_____________________________ ________________________________ Gloisy Gonzales-Langarica, City Clerk Kirsten M. Powell, City Attorney

STAFF REPORT
Meeting: City Council - Sep 17 2024
Agenda Heading: UNFINISHED BUSINESS
Staff Contact: Daryl Jordan, City Engineer
Department: City Engineer
Title: Capital Improvement Project Updates
Recommendation(s):

No Recommendation, Information Only
Background Information:

Projects update

1. 2024-2025 Annual Pavement Improvement Project
The Annual Pavement Improvement Project is currently under design. The Project includes repaving, new striping, rubberized cape seal applications on both:
a. Twin Creeks Road
b. West Ellenwood Avenue
c. Alternative Improvements: sidewalk along Daves Avenue located at the S Curve These streets were reviewed and approved by the Better Streets Commission. They were also previously selected streets from prior years that were not rehabilitated due to limited funding.

The City’s contract surveyor is completing the field work and drafting for the basis of the design plans. Staff has also asked the surveyor to add the elevations along Daves Avenue to allow for a pedestrian sidewalk design along the S Curve. The sidewalk will be an alternative bid item that Council can evaluate for potential funding.

Staff will use the topographic base plan to complete the street design and contract to have the final design drafted for bidding purposes. Winter is usually the best time to bidding street projects while the construction crews take this time off due to weather and temperature conditions. Staff expects the submission of bids from contractors this winter for Council evaluation and direction. If approved construction is forecasted for the Spring of 2025 when temperatures allow.

2. Community Center Project
This project is under the third iteration and in the final design phase of the building remodel.

Staff met with the architect and Community Center Commission in May. Per their direction, the architect was directed to return with a simple design of the existing facility and keep the projected costs below $1,000,000 if at all possible. The architect has prepared two alternatives at this stage. The first is a simplified floor plan including leveling the floor to the lower elevation to provide one large room with a bathroom and kitchenette. The second alternative will be to leave the separate floor elevations as is and provide two separate spaces. The area with the higher floor elevation will be the meeting room with a bathroom and a small kitchenette and will be accessed from the existing door along the Saratoga Los Gatos Road side of the building. The lower elevation portion of the building will be a storage area that is accessed from the parking lot side of the building.

Staff is expected to receive plans by Monday the 16th of September from the architect and their consultants for review and plan check. Staff expects minimal comments since the scope of the previous design has been reduced to the existing building footprint only.

Once the plans and specifications are approved, the formal bidding process will begin which is regulated by the California Public Contract Code. The tentative bid posting date is Monday the 23rd of September. Bids will be due approximately two weeks later.

Once the bids are received, the City Clerk will officially stamp them as submitted on time. The Clerk will then open the bids and provide the final bidding numbers of each contractor. The Clerk will then deliver the bid packages to the City Engineer who will review to confirm that the bid documents are complete and fully responsive to all the required documentation. Staff will then determine the lowest responsive and responsible bidder as required by State law. Any discrepancies will be reviewed by the City Attorney to review for further evaluation if needed.

Once the lowest responsive and responsible bidder has been determined, staff will return to the City Council with a recommendation to award the contract to the successful bidder. This is anticipated for the October 15 City Council meeting. At that point, City Council will determine if it wants to proceed with any version of the project and award the project to the successful bidder or if it does not want to move forward with the project.

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:

Option A
Option B

(E) COVERED PORCH
(N) MEETING ROOM

ACCESSIBLE

ALL GENDER

RESTROOM
janitorial
supplies
office
supplies
server/
equip
(N) ENTRY

KITCHENETTE

STORAGE

(E) COVERED PORCH

KITCHENETTE

STORAGE
C.E.R.T.

MEETING
ROOM
PORCH

ACCESSIBLE

ALL GENDER

RESTROOM

STAFF REPORT
Meeting: City Council - Sep 17 2024
Agenda Heading: UNFINISHED BUSINESS
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Consider and Appoint One (1) Additional Member to the 2024-2025 Monte Sereno Youth Commission
Recommendation(s):

Staff recommends that the City Council consider one (1) additional application for the 2024- 2025 Monte Sereno Youth Commission and appoint the applicant to the Youth Commission.

Background Information:

The Youth Commission ordinance calls for appointments of Youth Commissioner annually and allows for up to fifteen (15) Youth Commissioners. After the June 4th City Council meeting the City received additional applications from the following Monte Sereno youth:
 Jeremias Stauch
The appointed applicant will be required to fill out and sign the Monte Sereno Youth Volunteer Waiver and Release of Liability form.

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:

Monte Sereno Youth Volunteer Waiver and Release of Liability Form Application - Jeremias Stauch - Youth Commission

OAK #4827-3493-4715 v1

CITY OF MONTE SERENO YOUTH VOLUNTEER

WAIVER AND RELEASE OF LIABILITY FORM
In consideration of being allowed to participate in a City of Monte Sereno commission or volunteer program, I acknowledge and agree that:

1. My child (or I) is volunteering my services for the City of Monte Sereno on a voluntary basis without anticipation of payment of any kind.

2. I acknowledge that the City of Monte Sereno may extend its workman's compensation coverage to authorized volunteers and I agree to accept that coverage.

3. My child (or I) will perform tasks that are within his/her (or my) physical capability to the best of his/her (or my) ability, and my child (or I) will not undertake tasks that are beyond his/her (or my) ability. I certify to the best of my knowledge, that my child's (or my) current physical condition is satisfactory for participation in this activity, and that he/she (or I) am free of any health problem that would affect his/her (or my) ability to participate.

4. I agree to inform my child (or I agree) not to use any equipment or tools with which my child (or I) am unfamiliar or do not know how to operate safely.

5. I agree to inform my child (or I agree) to perform only those tasks assigned, observe all safety rules, and use care in the performance of assignments.

6. I agree that my child (or I) may be photographed, videotaped or recorded and that said photographs, videos or recordings may be used for promotional materials by the City. I understand that my child (or I) will not receive compensation for the use of these and that my child (or I) will not be given notice of when these materials are used.

7. I acknowledge that the City will defend and indemnify my child (or myself) in any claim or action arising from my child's (or my) acts that are within the scope of my child's (or my) duties as a volunteer, but only to the extent that such indemnification or defense is expressly required by law. I further acknowledge that the City is not required to indemnify my child (or me) against a claim for punitive damages except as authorized by the City Council pursuant to Government Code Section 825 (b). I agree, however, to defend and indemnify the City in any claim or action arising from my child's (or my) acts that are outside the scope of my child's (or my) volunteer duties.

8. In the event that my child (or I) use a personal vehicle in order to participate in any City-related commission or volunteer activity, I agree to maintain my own automobile liability insurance for bodily injury and property damage, which shall be the primary insurance coverage, and that any insurance or self-insurance maintained by the City shall be considered excess of such insurance and shall not contribute with it. I hereby also grant a waiver of any right of subrogation which any such insurer may acquire against the City by virtue of the payment of any loss.

9. I acknowledge that loss or damage to my child's (or my) personal property used while providing volunteer services may not be reimbursable under City regulations.

10. I hereby authorize and give my consent for medical care to be given in an emergency situation to the below named child (or to me) while volunteering.

11. THIS AGREEMENT IS BINDING ON MY HEIRS, PERSONAL REPRESENTATIVES, NEXT OF KIN, SPOUSE AND ASSIGNS.

Volunteer's Name (print) ___________________________________________ Date of birth ____/____/____
Address __________________________________________________________ City ___________________________ Zip _______-_____ Phone # ( )_______________ Emergency Phone #'s ( )______________________/ ( )______________________ Volunteer's Signature (if participant is 18 years or older) ________________________ Date Signed ____/____/____
Parent/Legal Guardian signature required if volunteer is 17 years of age or younger.

This is to certify that as a parent/legal guardian of this volunteer, I do consent to his/her waiver and release as set forth above. My child has my permission to volunteer. I realize that participation in this program is voluntary.

Parent/Guardian Name (print) _______________________________ Relationship______________________ Parent/Guardian Signature __________________________________________ Date Signed ____/____/____

Name:

Previously Held Elected or
Appointed Governmental
Positions:

Civic or Charitable Organizations
You Have Belonged To:

Why do you want to be on the
selected Commission?:

Tell us about your skills,
experience, or interests that
relate to the Commission that
you feel would assist us in
considering your application:

Please list your current
commitments:

What strengths do you possess
that you believe will make you a
successful commissioner?:

What do you see as the
important issues in Monte
Sereno?:

What strengths do you possess
that you believe will make you a
successful commissioner?:

What, if any, career interests do
you have currently?:

City of Monte Sereno
Commission Application
Applying for: Youth Commission
Jeremias Stauch
Please include organization name, position/office held, and dates.

Please include organization name, position/office held, and dates.

I was already in the youth commission for the past 2 years, i want to help in things lacking in Monte Sereno. I want to make the city a safer place.

I am a leader, strong minded, when i am set on something I wont stop trying to achieve it.

Colorguard, taekwondo
Leadership, strong minded, kindness.

Speeding, unsafe biking, reckless driving, to little crosswalks and sidewalk, sick coyote(s)
Leadership, strong minded, kindness.

I am interested to work in the medical field or in the leadership field.

STAFF REPORT
Meeting: City Council - Sep 17 2024
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Planner
Department: City Planner
Title: Consideration to Approve and Authorize the Interim City Manager to Execute a Contract with Metropolitan Planning Group (M-Group) for Staff Support of the General Plan Update Not to Exceed $177,640.

Recommendation(s):

Staff recommends that the City Council approve and authorize the City Manager to execute a contract with Metropolitan Planning Group (M-Group) for staff support of the General Plan Update not to exceed $177,640.

Background Information:

California state law requires each city and county to adopt a general plan “for the physical development of the county or city, and any land outside its boundaries which in the planning agency's judgment bears relation to its planning” (Government Code 65300). The General Plan is the City’s blueprint for meeting the community’s long-term vision for the future. The State of California requires the General Plans to include the following eight elements (sections): land use, circulation, housing (on a separate, 8-year, cycle), conservation, open space, noise, safety, and environmental justice (new for general plans adopted after 2020).

The State Office of Planning and Research (OPR) recommends that General Plans be comprehensively updated every 10-15 years to reflect changes in community values, economic conditions, and emerging issues and challenges. The current Monte Sereno General Plan was adopted in 2008, except for the Housing Element which was adopted in May 2024.

One of the Programs required by the Housing Element is to update the remainder of the General Plan. Additionally, this project is also one of the City Council’s Strategic Goals.

The General Plan update will follow the same format as the current 2008 General Plan and will update policies where needed and include an Environmental Justice Element which is a newly required element. The updated Safety Element will include additional State requirements that address wildfire evacuation issues and will link to Santa Clara County’s ongoing MultiJurisdictional Local Hazard Mitigation Plan (LHMP) update.

Metropolitan Planning Group (M-Group) was the City’s consultant for the completion and certification of the recently adopted and certified Housing Element update. Because of these recent services they provided, M-Group has an extensive understanding of the City’s

character, environment, goals, and policies which makes them uniquely qualified to assist with the General Plan update.

The proposed agreement includes project management, development of a project web site, a community survey, outreach and public meetings, development of policy framework, CEQA environmental analysis, and an updated General Plan document. The project schedule spans approximately two years and is anticipated to be completed in early Summer 2026.

Fiscal Impact:

Funding for the General Plan update is included in the FY 2024-2025 and the FY 2025-2026 budgets with a total of $175,000 over the two years ($87,500 each year). Staff anticipates that the current budget is largely sufficient to cover the scope of work for this agreement, which shall not exceed $177,640 over the two years.

The Community Planning Fee is the revenue source for the updating of the General Plan. The Community Planning Fee is charged with each building permit issued at a rate of $0.002 per $1 of construction valuation and is to fund long range Planning Department plans and policies.

The Community Planning Fee revenue is anticipated to be approximately $55,000 annually.

Staff has researched possible grants to assist with the expenses of the General Plan Update, but none are currently available. Staff will continue to look for grant opportunities and inform Council of any become available.

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:

1. Professional Services Agreement with M-Group for the General Plan Update

1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (“Agreement”) is made and entered into as of September 17, 2024 by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and Metropolitan Planning Group (M-Group), a California corporation, 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 Geoff Bradley, AICP.

3. Scope of Work: Consultant shall perform the services as specified in Exhibit A in a professional manner. Optional tasks listed shall not be performed by Consultant unless separately requested and prior authorization is provided in writing by the City Manager. Proceeding with such additional work without express authorization, or undertaking any other work not listed in Exhibit A, shall be at Consultant’s sole risk. 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 and Term: The services of Consultant are to commence upon execution of this Agreement and shall continue until this Agreement is amended or terminated.

5. Compensation: Compensation shall be made for services performed as set forth in Section 3, but not to exceed $177,640. Periodic payments to Consultant shall be made upon

2 submittal of invoices by Consultant to City for review and approval by the City Manager or his designee. 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 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).

3 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.

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

4 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.

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.

5 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 amendment, 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 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

6 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 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 17th day of September, 2024, at Monte Sereno, California.

CONSULTANT: CITY OF MONTE SERENO:

7 ___________________________ ____________________________ By: Geoff Bradley, AICP Diana Perkins, Interim City Manager Metropolitan Planning Group
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Kirsten Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk

8 EXHIBIT “A”

SCOPE OF WORK AND RATE SHEET

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 August 7, 2024
Diana Perkins
City Planner
Planning Department
City of Monte Sereno, California
18041 Saratoga-Los Gatos Road | Monte Sereno, CA 95030
Diana,
Thank you for the opportunity to submit a proposal to provide project management, policy planning and environmental review support (with the additional option for objective design standard drafting and adoption) to the City of Monte Sereno (City) for its upcoming General Plan Update.

M-Group’s mission is to continue creating a new design on urban planning by working seamlessly with city staff, stakeholders, and the local community to address the City’s unique planning needs. Our firm’s previous experience in Monte Sereno, including bringing the City’s 6th Cycle Housing Element to certification and adoption, provides our planners with a greater understanding of the breadth of factors at play in the city. Our previous work on general plan updates and thorough understanding of updated State law allows us to thoughtfully guide the process with the town’s needs in mind.

Our core team for this project is:
• Geoff I. Bradley, AICP
o President - Principal-in-Charge
• Asher Kohn, AICP
o Principal Planner - Project Manager
The proposal package attached includes:
• Approach
• Project Scope
• Proposed Budget
• Proposed Schedule
This proposal is valid for 90 days from time of submittal. If you have any questions or would like to discuss any aspect of our proposal, please do not hesitate to contact us.

Sincerely,
Geoff I. Bradley, AICP, Principal + President
[email protected] 408.340.5642 x102

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 1

APPROACH
M-Group understands the General Plan update as an opportunity to respond to several updates in State law regarding general planning, particularly concerning the Safety Element. M-Group also knows that sustainability and environmental justice are key tenets of any project, especially those with long-term effects. A successful General Plan Update will bring Monte Sereno up to date on State requirements and establish a foundation for the city to continue providing a high quality of life for its community members.

General Plan Format
The State requires eight elements (sections) of a general plan: land use, circulation, housing (on a separate, 8-year, cycle), conservation, open space, noise, safety, and environmental justice (new for general plans adopted after 2020). Monte Sereno’s 2008 General Plan combined Open Space and Conservation into a single Element, Noise and Safety into a single Element, and includes an optional element: Public Services and Facilities. Environmental Justice was not yet a required element at 2008 adoption.

M-Group will begin the project with the understanding that the General Plan Update will follow the same format as Monte Sereno’s 2008 General Plan, and that Environmental Justice goals, programs, and policies will be interspersed within existing Elements as appropriate. This approach may be modified per community input, and any modifications will be described during Task 4: Policy Framework and brought forward to Council in subtask 4.2.

General Plan Element Requirements
Required Element
Monte Sereno 2008
General Plan
M-Group 2024
Initial Approach
Land Use Land Use Land Use
Circulation Circulation Circulation
Housing Housing
Housing
(M-Group worked with the City to
develop a compliant Housing
Element earlier in 2024)
Conservation
Open Space and Conservation Open Space and Conservation Open Space Noise
Health and Safety Health and Safety Safety
Environmental Justice Was not required in 2008
Environmental Justice Element
requirements will be interspersed
within existing Elements
Public Services and Facilities Public Services and Facilities

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 2 Environmental Analysis
M-Group’s environmental review is scoped and scheduled to presume that the General Plan would be eligible for an exemption under Class 7 or Class 8 of the CEQA guidelines. If, in coordination with the City, the project is determined to be ineligible for an exemption, then M-Group would prepare an Initial Study which would require a scope and budget augment. Depending on the scope of the environmental document, other subconsultants may also join the project team.

Objective Design Standards
M-Group will provide the option of adding additional Objective Design Standards drafting, including staff support for the adoption and community engagement process (which the team would incorporate as part of its larger engagement process). Our team is well versed in designing clear objective standards that meet the needs of the local community in a manner that is targeted to provide greater certainty for development applicants, allowing for a compliant, streamlined planning review process.

Additional Updates
The City of Monte Sereno will need to update its Safety Element given updated State requirements. The M-Group team will ensure the City’s updated Safety Element complies with these requirements, including evacuation issues and linking to Santa Clara County’s ongoing Multi-Jurisdictional Local Hazard Mitigation Plan (LHMP) update.

M-Group is also proud of its work assisting jurisdictions in meeting their Environmental Justice element requirements. The firm will ensure that Monte Sereno’s General Plan meets state requirements, potentially by including environmental justice goals, policies, and programs in existing elements during the update process. The team will ensure that outreach and engagement equitably meet all segments of the Monte Sereno community in a transparent manner throughout the planning process.

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 3

PROJECT SCOPE
Task 1: Project Management
Task 1.1: Project Management & Coordination
M-Group will be in close and consistent contact with City staff throughout the project, communicating with City staff via telephone, video conferencing, and email to ensure objectives and milestones are timely achieved. M-Group assumes there will be regular meetings (approximately every two weeks) with City staff, with more meetings around key milestones. M-Group will provide regular email progress reports to the City project manager. The M-Group team will maintain an online file transfer folder on an agreed-to file sharing platform for all project materials, which will be accessible to City staff, consultants, and sub-consultants (if needed). The team will work with all necessary staff and stakeholders to ensure a cohesive and exceptional product.

Deliverables:
• Calls with City staff every two weeks (approx. 1 hour per call) • Other scheduled call & meetings
• Agendas for calls & meeting w/ City staff (electronic copies in PDF) • Call summaries w/ follow-up items
Task 1.2: Project Kick-off Meeting - Administrative
M-Group will prepare for and attend a Project Kick-off meeting to initiate work and exchange information on the Monte Sereno General Plan update. For this Project Kick-off meeting, M-Group will handle the following administrative/organizational items:
• Review & refine the Scope of Work and Schedule with City staff • Discuss project communication and possible meetings with City staff and/or other organizations as appropriate
• Discuss reporting and deliverables
• Provide a list of data needs
This initial meeting will also serve to discuss project expectations regarding coordination, reporting, deliverables, community outreach and relevant information. The meeting may be held remotely to ensure staff availability. There will be a separate Project Kick-off meeting to be scheduled for the Supplemental Environmental Impact Report (SEIR) portion (see Task 8.1).

Deliverables:
• Kick-off meeting agenda (electronic copy in PDF)
• Data needs list (Excel Spreadsheet)
• Meeting summary and notes (electronic copy in PDF)

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 4 Task 2: Community Engagement & Outreach
Task 2.1: Community Engagement Plan
M-Group is dedicated to providing community outreach and engagement services to its client jurisdictions that is both effective and equitable. We use proven methods and are always innovating to ensure more effective and efficient engagement, including online tools, videos and physical exercises to broadcast and elicit feedback. Our outreach approach draws from experience leading and facilitating complex planning processes as well as serving as City staff.

For Monte Sereno, engagement will be focused on confirming the community vision and clearly communicating around new state requirements and any potential policy updates, ensuring that outreach equitably reaches throughout the Monte Sereno community.

The Community Engagement & Outreach plan shall connect the project website and project survey to study sessions and council hearings The project team will develop a draft of the Community Engagement Plan for discussion with City staff before developing a final document.

Deliverable:
• Community Engagement & Outreach Plan (electronic copy in PDF) Task 2.2: Project Website
M-Group will create and maintain a project website that displays all project documents, GIS resources, previous and planned activities and calendars, surveys, and comments as well as links to related agencies and non-profit organizations. The website will be designed to receive inquiries and comments from the public throughout the General Plan Update process. The website will also be thoughtfully designed for ease of use, accessibility, and ADA compliance. The M-Group team will also create and maintain an email distribution list (Master Contact List) for providing project updates (see Task 2.4).

Deliverable:
• Project Website
Task 2.3: Survey Design, Distribution & Aggregation
M-Group will design a survey that will initiate public interest and garner input from the Monte Sereno community. This survey will be used to grow the Master Contact List (see Task 2.4).

The survey will be designed to elicit specific data (qualitative and quantitative) and to inform the community about the ongoing General Plan Update process. Questions will be broadly about the character and future of Monte Sereno, without specific questions on policy. The design of the survey will be discussed with City staff. After distribution, the project team will and aggregate responses received to create a clear picture of the relevant data and develop a memo describing its results.

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 5 Survey respondents will be brought into a master contact list for the distribution of materials, meeting notices and announcements. The project team will also reach out proactively to local advocacy and community groups such as local housing advocates, schools, library, religious organization(s), community groups, senior organizations to garner interest on the project.

Deliverables:
• Survey Design
• Survey Distribution
• Master Contact List
• Data Aggregation and Results Memo (electronic copy in PDF) Task 3: Existing Conditions & State Law Report
The project team will prepare a report summarizing existing conditions, strengths, weaknesses, opportunities, threats, and applicable policies affecting Monte Sereno. This will also include an overview of relevant changes in State law that affect general plans broadly and Monte Sereno in particular. MGroup will use information collected from City staff to produce a report that shall serve as the basis for the development and implementation of the Monte Sereno General Plan update.

Task 3.1: Administrative Draft Existing Conditions Report The Existing Conditions Report will serve as an early check-in point for the Monte Sereno General Plan update team to discuss potential planning issues that may come up during the General Plan Update.

The Administrative Draft document will include all sections of the final Existing Conditions Report. This could include these items:
• Introduction and Executive Summary
• General Plan Audit
• Land Use and Urban Design
• Circulation
• Environment
A different organizational structure could be considered in discussions with City staff.

Deliverable:
• Administrative Draft Existing Conditions Report (electronic copy in Word) Task 3.2: Final Existing Conditions Report
The project team will discuss and incorporate any necessary edits to the Administrative Draft Existing Conditions Report to produce a Final Existing Conditions Report. Once this Final Existing Conditions Report is complete, it will be published on the Project Website (see Task 2.2).

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 6 Deliverable:
• Final Existing Conditions Report (electronic copy in PDF) Task 4: Policy Framework
Task 4.1: Administrative Draft Policy Framework
The project team will deliver an Administrative Draft Policy Framework to City staff for review. The Policy Framework will provide an element-by-element detail of general plan goals and policies, noting which items are new. The Policy Framework will be annotated to describe updates to the existing General Plan, as appropriate, and how new State regulations and the Community Vision Statement inform this update.

Some of the new state regulations include (but are not limited to):
• SB 1000 (2016): Requiring an environmental justice element, or related goals, policies, and objectives integrated in other elements,
• SB 901 (2018) and AB 2911 (2018): Including specific land-use strategies that reduce fire risk to buildings, infrastructure, and communities.
• SB 99 (2020): Identifying residential developments in hazard areas that do not have at least 2 emergency evacuation routes.
• SB 747 (2020) and AB 1409 (2022): Requiring evaluation of evacuation route capacity, safety, and viability (this will likely be completed as part of Santa Clara County’s Multi-Jurisdictional Local Hazard Mitigation Plan update).
• SB 1425 (2022): Requiring an action program regarding climate resilience and other cobenefits of open space in Open Space Element by January 1, 2026.

Deliverable:
• Administrative Draft Policy Framework (electronic copy in Word) Task 4.2: Site and Architectural Commission & City Council Policy Framework Study Session
The project team will organize, attend and facilitate a Study Session with Monte Sereno’s Site and Architectural Commission and the City Council focusing on the Policy Framework. The study session will begin with a presentation that will include, at a minimum:
• A description of changes from the existing General Plan and a discussion of why the project team believes these changes to be necessary
• An overview of the input received at the Community Workshop and Stakeholder Meetings • An update on the project schedule and the CEQA implications of the policy framework (i.e., whether the project team believes the project will be able to continue with a CEQA exemption as described in Task 7)

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 7 At this study session, the Site and Architectural Commission and City Council will be able to ask detailed questions of the project team and give further direction on the General Plan Update Policy Framework.

Members of the public will also have the opportunity to comment. With this direction, the project team will refine the Policy Framework and begin drafting the General Plan Update and begin the necessary environmental work.

Deliverables:
• Organize, attend, and facilitate one study session
o Study session presentation
• Outreach promoting study session
• Final Policy Framework
Task 5: Draft General Plan Update
Task 5.1: Administrative Draft General Plan Update
The project team will develop an Administrative Draft General Plan Update that builds upon the Policy Framework (see Task 4) and supported by the Existing Conditions and State Law Report (see Task 3). This document will include all goals, policies, and programs as well as key mapping and context in order to meet all State requirements for an up-to-date General Plan.

City staff will review this draft document and provide input and changes before M-Group develops a draft for publication.

Deliverable:
• Administrative Draft General Plan Update (electronic copy in Word) Task 5.2: Public Review Draft
The project team will make edits as appropriate to the Administrative Draft General Plan Update in order to develop a Public Review Draft. This draft will be posted to the Project Website (see Task 2.2) and publicized broadly in order to garner input on the document.

Deliverable:
• Public Review Draft General Plan Update (electronic copy in PDF) Task 5.3: Site & Architectural Commission and City Council General Plan Update Study Session
The project team will organize, attend and facilitate a Study Session with Monte Sereno’s Site and Architectural Commission and the City Council focusing on the Public Review Draft General Plan Update.

The study session will begin with a presentation that will include, at a minimum:

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 8 • A description of changes from the existing General Plan and the role of the Policy Framework in making these changes
• An update on the project schedule
At this study session, the Site and Architectural Commission and City Council will be able to ask detailed questions of the project team and give further direction on the General Plan Update Policy Framework.

Members of the public will also have the opportunity to comment. With this direction, the project team will refine the Policy Framework and begin drafting the General Plan Update and begin the necessary environmental work.

Deliverables:
• Organize, attend, and facilitate one study session
o Study session presentation
• Outreach promoting study session
Task 6: General Plan Adoption
Task 6.1: Final General Plan Adoption Draft
The project team will develop a Final General Plan Adoption Draft for Monte Sereno based on all prior drafts developed incorporating input received from all relevant stakeholders, including survey respondents, the Site and Architectural Commission and direction from City Council.

Deliverable:
• Final General Plan Adoption Draft (electronic copy in PDF) Task 6.2: Adoption Hearing #1
The project team will present the Final General Plan Adoption Draft to City Council alongside any environmental documentation necessary for adoption. At this meeting, City Council will be able to ask detailed questions of the project team and make a motion to adopt the plan. Members of the public will also have the opportunity to comment.

Deliverables:
• Attend and present at adoption hearing
o Adoption hearing presentation
Task 6.2: Adoption Hearing #2
The project team will present the Final General Plan Adoption Draft to City Council for a second hearing.

At this meeting, City Council will be able to ask any remaining questions of the project team and make a motion to adopt the plan. Members of the public will also have the opportunity to comment.

Deliverable:
• Attendance at adoption hearing

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 9 Task 7: CEQA Exemption
Task 7.1: Project Kick-off Meeting & Background Research Upon initiation of the environmental review task after confirmation of the Policy Framework (see Task

4.2), the project team will facilitate a kick-off meeting with City staff. At the kick-off meeting project goals will be identified, communication protocols discussed, and the environmental scope of work confirmed including the schedule, data needs, and any technical studies that may need to be prepared.

Background Research and Data Needs
The project team will perform a full review of all available studies and information used to develop the General Plan Update. We will conduct a review of relevant documents including the current General Plan, Zoning Ordinance, and Municipal Code. The team will use the results of the background research to characterize the baseline conditions to analyze the environmental impacts of the proposed General Plan Update.

The project team will also prepare a data needs memorandum identifying any additional information or studies required to fully analyze the impacts of the General Plan Update.

Deliverables:
• Kick-off meeting materials
o Agenda
o Contact information
o Finalized project scope, schedule, and budget
• Memorandum summarizing the kickoff meeting (electronic copy in Word) • Summary of Data Needs Memo (electronic copy in PDF)
Task 7.2: Environmental Project Coordination
The project environmental team will review the Public Review Draft General Plan (see Task 5.2) to identify and provide input on self-mitigating policies. This task also includes remote check-ins, progress updates, coordination, and general correspondence over the course of the project. All correspondence will be directed to the General Plan Project Manager and City staff.

Referrals and Consultation
The project environmental team will recommend referrals, routing, and preliminary consultation with regulatory agencies and stakeholders, as appropriate, to ensure that all parties of interest have opportunities to provide input early in the CEQA process.

The team will assist the City with AB 52/SB 18 compliance including preparation of draft notification letters, materials to respond to consultation requests, and will provide support throughout the consultation process.

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 10 Deliverable(s):
• Memorandum summarizing recommendations for self-mitigating policies (electronic copy in PDF)
• Bi-weekly meetings (or as needed) during the environmental review process • Tribal notification/consultation materials
• Agency Referrals
Task 7.3: Environmental Review
Based on results of Tasks 7.1 and 7.2, the project environmental team will review the project to determine if it is eligible for one or more categorical exemptions. For purposes of this proposal, it is presumed that the General Plan Update would be eligible under Class 7 or Class 8 of the CEQA Guidelines.

If eligible, the project environmental team will prepare an exemption justification as the CEQA analysis, supported by substantive evidence and documenting compliance with exemption provisions including a review of exceptions to the exemptions. The team will deliver an environmental compliance document that meets the substantive and procedural requirements of CEQA and can withstand legal scrutiny. If ineligible, then the project would prepare an Initial Study which would require a scope and budget augment.

Deliverables:
• Administrative Draft Exemption Justification Memo
• Public Draft Exemption Justification Memo
• Final Exemption Justification Memo and Supporting Materials Task 7.4: Hearings and Noticing
The project environmental team will attend public hearings (if requested) to respond to any questions regarding the CEQA analysis, findings, and process. The team will prepare the draft Notice of Exemption (NOE) and materials for filing upon adoption of the General Plan Update. The City is presumed to be responsible for filing the NOE with the County Clerk and with City authorization M-Group will post the notice and required documentation to CEQAnet.

Deliverables:
• Draft Notice of Exemption (NOE)
• Support with State Clearinghouse posting upon request Task 8: Objective Design Standards (Optional)
Based on the project team’s understanding of the City’s needs for upzoned development standards in coordination with the General Plan Update (GPU) and the recent 6th Cycle Housing Element Update, MGroup believes the City should prepare an update to its existing Objective Design Standards.

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 11 The updated standards would be responsive to City goals for the General Plan Update, while being responsive to recent State housing legislation, particularly SB 10, and more importantly, AB 1287 (the 2024 density bonus law). The project team understand that certain parcels along Saratoga-Los Gatos Road and Winchester Boulevard may be subject to SB 10 to accommodate increased housing opportunities.

In coordination with the General Plan Update, the proposed objective design standards detailed as MGroup's proposed scope of work will provide greater clarity for development applicants and facilitate streamlined review of development applications in accordance with recent state housing legislation.

Task 8.1: Background Issues
The project team will identify site design and building design issues that should be included in the objective design standards.

Deliverables:
• List of potential design issues (electronic copy in PDF) Task 8.2: Draft Objective Design Standards
The project team will develop a set of draft objective design standards, including, potentially, draft zoning code language, necessary to implement the objective design standards.

The standards will include site design issues, such as vehicle access and parking, building placement, and lot coverage. The site design standards will focus on regulating setbacks from the street and other buildings, placement of parking and parking circulation, and maximum size of building footprints.

The standards will also cover building design issues such as building types, massing, and façade articulation. Building design standards will focus on regulating the overall building envelope, refining building massing based on adjacencies, articulating roof forms, applying massing features, and organizing façade elements of buildings to conform with the immediate community character.

Deliverable:
• Draft Objective Design Standards – potentially including zoning code language (electronic copy as PDF)
Task 8.3: City Staff Review
The Draft Objective Design Standards will be reviewed by City staff, after which they will provide the project team with comments. The review could potentially be in coordination with a Site & Architectural Commission meeting.

Deliverables:
• Coordination discussions with City staff
• Presentation and attendance at Site & Architectural Commission meeting

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 12 Task 8.4: Revised Draft Objective Design Standards
M-Group will revise the Draft Objective Design Standards based on the comments received in Task 8.3.

Deliverable(s):
• Revised Draft Objective Design Standards
Task 8.5: Adoption Process
The project team will work in coordination with City staff to finalize the Objective Design Standards document for adoption by the City. Adoption of the standards could be a stand-alone process or incorporated into the in-process General Plan Update.

Deliverables:
• Final Objective Design Standards document (electronic copy in PDF) • Attend and present at adoption hearing
o Adoption hearing presentation

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 13

PROPOSED BUDGET
The project team proposes that the General Plan Update can be completed for $177,640. Including the Objective Design Standards into the General Plan Update will bring the budget to $198,600.

If the City and project team agree that a more expansive environmental review pathway is required, then Task 7 will be re-scoped as appropriate. A condensed budget is included below, and a complete budget is attached to this proposal.

Task # Task Description Total
1 Project Management $17,690
2 Community Engagement & Outreach $23,490
3 Existing Conditions & State Law Report $27,800
4 Policy Framework $18,240
5 Draft General Plan Update $40,480
6 General Plan Adoption $17,700
7 CEQA Exemption $29,740
Subtotal $175,140
Administrative Costs $2,500
Total $177,640
Additional Optional Tasks $23,360
Total with Additional Tasks $198,600

a new design on urban planning
m-group.us 51 E. Campbell Ave #1247, Campbell, CA 95009 14

PROPOSED SCHEDULE
The proposed project timeline assumes a 22-month schedule, initiating the project in September 2024 and having the second adoption hearing in June 2026. The project schedule is provided below. Milestones are noted in bright orange with ongoing work in tan. A large-format schedule is attached to this proposal.

Monte Sereno General Plan Update
Task Description
Geoff
Bradley, PIC
Asher
Kohn,
Project
Manager
Deputy
Project
Manager
Associate
Planner
Assistant
Planner Hours Subtotal
Task Hourly Rate $290 $200 $180 $150 $120
1 Project Management

1.1 Project Management 8 48 16 0 0 72 $14,800

1.2 Project Kick-off Meeting - Administrative 1 4 4 4 4 17 $2,890 Total 9 52 20 4 4 89 $17,690
2 Community Engagement & Outreach

2.1 Community Engagement Plan 2 8 8 12 16 46 $7,340

2.2 Project Website 1 2 8 0 32 43 $5,970

2.3 Survey Design, Distribution & Aggregation 2 6 12 16 32 68 $10,180 Total 5 16 28 28 80 157 $23,490
3 Existing Conditions & State Law Report

3.1 Administrative Draft Existing Conditions Report 4 18 22 28 32 104 $16,760

3.2 Final Draft Existing Conditions Report 4 8 16 20 20 68 $11,040 Total 8 26 38 48 52 172 $27,800
4 Policy Framework

4.1 Administrative Draft Policy Framework 4 8 12 20 24 68 $10,800

4.2 SAC/CC Policy Framework Study Session 4 8 8 12 12 44 $7,440 Total 8 16 20 32 36 112 $18,240
5 Draft General Plan Update

5.1 Administrative Draft General Plan Update 6 16 20 30 44 116 $18,320

5.2 Public Review Draft General Plan Update 4 12 16 24 30 86 $13,640

5.3 SAC/CC Draft General Plan Update Study Session 4 8 8 16 16 52 $8,520 Total 14 36 44 70 90 254 $40,480
6 General Plan Adoption

6.1 Final General Plan Adoption Draft 4 8 12 20 20 64 $10,320

6.2 Adoption Hearing #1 4 8 4 8 8 32 $5,640

6.3 Adoption Hearing #2 2 4 2 0 0 8 $1,740
Total 10 20 18 28 28 104 $17,700
7 CEQA Exemption

7.1 Environmental Kick-Off and Background Research 5 20 0 1 0 26 $5,600

7.2 Environmental Project Coordination 10 24 0 5 0 39 $8,450

7.3 Environmental Review 10 40 0 5 4 59 $12,130

7.4 Hearings and Noticing 8 2 0 4 2 16 $3,560
Total 33 86 0 15 6 140 $29,740
Tom Ford,
PIC*
$290
8 Objective Design Standards ( Optional )*

8.1 Background Issues 2 2 0 0 4 $980

8.2 Draft Objective Standards 4 2 0 0 60 66 $8,760

8.3 City Staff Review 4 4 0 0 8 16 $2,920

8.4 Revisions 4 2 0 0 40 46 $6,360

8.5 Adoption Process 2 2 0 0 8 12 $1,940
Total 16 12 0 0 116 144 $20,960
$175,140
$2,500
$20,960
Final Total (w/ Optional Tasks)
*For Task 9, Tom Ford is Principal in Charge, not Geoff Bradley.

M-Group
Additional Optional Tasks
$198,600
Project Subtotals (hours X cost; no optional tasks)
M-Group Direct Costs (Printing, equipment rental, etc.) Final Total (w/o Optional Tasks) $177,640

Task # Description and Deliverables Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug 1 Project Management

1.1 Project Management

1.2 Project Kick-off Meeting - Administrative
2 Community Engagement & Outreach

2.1 Community Engagement Plan

2.2 Project Website

2.3 Survey Design, Distribution & Aggregation
3 Existing Conditions & State Law Report

3.1 Administrative Draft Existing Conditions Report

3.2 Final Draft Existing Conditions Report
4 Policy Framework

4.1 Administrative Draft Policy Framework

4.2 SAC/CC Policy Framework Study Session
5 Draft General Plan Update

5.1 Administrative Draft General Plan Update

5.2 Public Review Draft General Plan Update

5.3 SAC/CC Draft General Plan Update Study Session
6 General Plan Adoption

6.1 Final General Plan Adoption Draft

6.2 Adoption Hearing #1

6.3 Adoption Hearing #2
7 CEQA Exemption

7.1 Environmental Kick-Off and Background Research

7.2 Environmental Project Coordination

7.3 Environmental Review

7.4 Hearings and Noticing
8 Objective Design Standards ( OPTIONAL )

8.1 Background Issues

8.2 Draft Objective Standards

8.3 City Staff Review

8.4 Revisions

8.5 Adoption Process
2024 2025 2026