AGENDA
City of Monte Sereno
Tuesday, April 1, 2025
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.
ANNOUNCEMENTS
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 March 18, 2025 Special and Regular City Council Meeting
Staff recommends approval of the Minutes of the March 18, 2025 Special and Regular City Council Meeting.
Staff Report -SR-22-148 - Pdf
6 - 13
2. Consideration to Authorize the Interim City Manager to Execute an Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services in an amount not to exceed $93,600.
Staff recommends that the City Council authorize the Interim City Manager to execute an agreement (Attachment 1) for Planning Department professional services with Metropolitan Planning Group (MGroup) in an amount to not exceed $93,600.
Staff Report - SR-25-050 - Pdf
14 - 25
3. Approve Warrant List Dated March 26, 2025 in the amount $170,806.72 26 - 27
Staff recommends the City Council approve the Warrant List.
Staff Report - SR-25-057 - Pdf
4. 2024 Housing Element Annual Progress Report
Staff recommends the City Council accept the 2024 Housing Element Annual Progress Report and direct staff to file the report with the State of California.
Staff Report - SR-25-051 - Pdf
28 - 49
5. Consider Amending the Purpose of the Improving Financial Controls and Reporting Ad Hoc Committee
Staff recommends that the City Council amend the purpose of the Improving Financial Controls and Reporting Ad Hoc Committee to expand it to include related human resource management.
Staff Report - SR-25-052 - Pdf
50 - 56
6. Consider Extending the City Manager Search Ad Hoc Committee Staff recommends that the City Council extend the City Manager Search Ad Hoc Committee to September 30, 2025
Staff Report - SR-25-054 - Pdf
57 - 60
7. Consider Approving of a Memorandum of Understanding with the Cities of Campbell, Cupertino, Saratoga, and the Town of Los Gatos to Formalize the Collaborative Efforts to Conduct a West Valley Shelter Feasibility Study for the Possible Development of Temporary and Emergency Housing Facilities and Programs to Service the West Valley Area and Authorizing the Interim City Manager to Execute the Memorandum of Understanding
Staff recommends that the City Council adopt a resolution authorizing the Interim City Manager to execute the Memorandum of Understanding (MOU) with the Cities of Campbell, Cupertino, Saratoga and the Town of Los Gatos to formalize collaborative efforts to conduct a feasibility study related to potential temporary and emergency housing facilities in the West Valley Area.
Staff Report - SR-25-055 - Pdf
61 - 89
8. Adoption of Council Goals for Fiscal Year 2025-2026
Staff recommends that the City Council adopt the goals for Fiscal Year 2025-2026.
Staff Report - SR-25-056 - Pdf
90 - 92
PUBLIC HEARINGS
UNFINISHED BUSINESS
NEW BUSINESS
9. Adopt a Resolution Declaring Support for Efforts to Provide Universal Child Care
93 - 102
Staff recommends that the City Council adopt a resolution declaring support for efforts to provide universal child care.
Staff Report - SR-25-053 - Pdf
Public Comments Received
10. Authorize Staff to negotiate a multiple-year agreement with Tyler Technologies on the scope of and priorities for the configuration and implementation of an integrated financial and human resources information systems for the City of Monte Sereno and to license components of Tyler’s ERP Pro 10 in a software as a service arrangement.
Staff recommends that the City Council authorize the Interim City Manager to negotiate a multiple-year agreement with Tyler Technologies on the scope of and priorities for the configuration and implementation of an integrated financial and human resources information systems for the City of Monte Sereno and to license components of Tyler’s ERP Pro 10 in a software as a service arrangement.
Staff Report - SR-25-059 - Pdf
103 - 115
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.
Mekechuk
Valley Transportation Authority Policy Advisory Committee Silicon Valley Stormwater Authority Board
West Valley Solid Waste Management Authority Board
Silicon Valley Clean Energy Authority
Sant Clara County Recycling and Waste Reduction Commission Shannon
Santa Clara Valley Water Commission
West Valley Sanitation District Board
Wolsheimer
Silicon Valley Animal Control Authority
Association of Bay Area Governments
League of California Cities Peninsula Division
Ellahie
Cities Association – Board of Directors
Cities Association – Legislative Action Committee
Cities Association - Cities Selection Committee
Craig
Monte Sereno Youth Commission
Santa Clara County Library JPA
West Valley Mayors & Managers
Mayors of Santa Clara County
Santa Clara County Mayors Group
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.
11. Council Tentative Council Meeting Calendar 2025 116 - 122
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 - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the March 18, 2025 Special and Regular City Council Meeting
Recommendation(s):
Staff recommends approval of the Minutes of the March 18, 2025 Special and Regular City Council Meeting.
Fiscal Impact:
There are no unbudgeted fiscal impacts with this agenda item.
Public Noticing:
The City Council’s agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
03-18-25 Special Meeting Minutes DRAFT
03-18-25 Regular Meeting Minutes DRAFT
MONTE SERENO CITY COUNCIL
MEETING MINUTES
SPECIAL MEETING
5:30 p.m.
March 18, 2025
MEETING CALLED TO ORDER
At 5:30 p.m., Mayor Craig called the meeting to order.
ROLL CALL
Present – Chambers: Councilmember Shannon, Councilmember Wolsheimer, Councilmember Mekechuk, Vice Mayor Ellahie and Mayor Craig Present – Remote: None
Absent: None
Staff: City Clerk Gonzalez-Langarica, Interim City Manager/City Planner Perkins and City Attorney Powell
PUBLIC COMMUNICATION REGARDING CLOSED SESSION ITEMS
Mayor Craig 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 5:31 p.m.
RECESS TO CLOSED SESSION
1. POTENTIAL LITIGATION
Pursuant to Government Code Section 54956.9(b): Two Cases Staff present- City Attorney Powell and Interim City Manager/ City Planner Perkins
2. PUBLIC EMPLOYMENT AND PUBLIC EMPLOYEE PERFORMANCE EVALUATION Pursuant to Government Code Section 54957(b)(1)
Title: City Manager/Interim City Manager
Staff Present: Interim City Manager/City Planner Perkins, City Attorney Powell
RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 7:04 p.m. with Mayor Craig, Vice Mayor Ellahie, Councilmember Mekechuk, Councilmember Wolsheimer and Councilmember Shannon.
CLOSED SESSION REPORT
Mayor Craig stated that there were no reportable actions.
ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 7:04 p.m.
Burton Craig, Mayor
ATTEST:
Gloisy Gonzalez-Langarica, City Clerk
MONTE SERENO CITY COUNCIL MEETING MINUTES
REGULAR MEETING
7:00 p.m.
March 18, 2025
MEETING CALLED TO ORDER
At approximately 7:09 p.m., Mayor Craig called the meeting to order.
PLEDGE OF ALLEGIANCE
Council lead the Pledge of Allegiance.
ROLL CALL
Present – Chambers: Councilmember Shannon, Councilmember Mekechuk, Councilmember Wolsheimer, Vice Mayor Ellahie and Mayor Craig Present – Remote: None
Absent: None
Staff: City Clerk Gonzalez-Langarica, Interim City Manager/City Planner Perkins and City Attorney Powell
Staff – Remote: None
ORDERS OF THE DAY
Mayor Burton requested that Item #8 under New Business be moved to the end of the New Business items. The Council agreed.
PRESENTATIONS
None.
ORAL COMMUNICATIONS
None.
WRITTEN COMMUNICATIONS
None.
CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)
1. Approve the Minutes of the March 4, 2025 Regular City Council Meeting
2. Approve Warrant List Dated March 11, 2025 in the amount $235,004.89
3. Consideration to Authorize the Interim City Manager to Execute Amendment #2 to the Professional Services Agreement with DKG Consultants for Financial Services Consulting.
4. Consideration to Authorize the Interim City Manager to Execute Amendment #1 to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works/City Engineering Consulting.
5. Authorize the Mayor to Send a Letter to Assemblymember Gail Pellerin Regarding Wildfire Safety Concerns Regarding the Eucalyptus Trees Along Highway 9 Vice Mayor Ellahie requested to have Item #5 for discussion.
Mayor Craig opened the Consent Calendar for Public Comment.
Public Comment Received:
• Former Mayor Lawler
With no one else wishing to speak, Mayor Craig closed Public Comment.
MOTION: Motion by Councilmember Wolsheimer to approve Items #1, #3 and #4 on the Consent Calendar. Seconded by Vice Mayor Ellahie.
VOTE: Motion passed. (5-0-0)
MOTION: Motion by Councilmember Wolsheimer to approve Item #2 on the Consent Calendar. Seconded by Councilmember Shannon.
VOTE: Motion passed. (4-0-1 Abstain: Mekechuk)
MOTION: Motion by Councilmember Shannon to approve Item #5 on the Consent Calendar with the changes discussed. Seconded by Councilmember Wolsheimer.
VOTE: Motion passed. (5-0-0)
PUBLIC HEARING
6. Application No. 2024-3086 for a Site Development Permit for a single-story addition of approximately 554 square feet and a Variance Application for reduced front yard setback of five feet where 25 feet is required at 17380 Valley Oak Drive. (CEQA: Exempt, Guidelines sections 15302, 15303)
Interim City Manager/City Planner Perkins provided a report and answered questions from the Council.
Discussion ensued.
Mayor Craig opened the Public Hearing.
Public Hearing
• Architect, Benzing
With no one else wishing to speak, Mayor Craig closed Public Hearing.
MOTION: Motion by Councilmember Mekechuk to approve resolution approving Application No. 2024-3086 for a Site Development Permit for a single-story addition of approximately 554 square feet and a Variance application for
reduced front yard setback of five feet where 25 feet is required at 17380 Valley Oak Drive. Seconded by Councilmember Wolsheimer.
VOTE: Motion passed. (5-0-0)
UNFINISHED BUSINESS
None.
NEW BUSINESS
7. Appointment to Fill One (1) Vacancy on the Monte Sereno Site and Architectural Commission for an Unexpired Term Ending December 31, 2025
Applicant Lawler addressed the Council.
Discussion ensued.
Mayor Craig opened the item for Public Comment. With no one else wishing to speak, Mayor Craig closed Public Comment.
MOTION: Motion by Councilmember Mekechuk to appoint Liz Lawler to the Vacancy on the Monte Sereno Site and Architectural Commission for an Unexpired Term Ending December 31, 2025. Seconded by Vice Mayor Ellahie.
VOTE: Motion passed. (5-0-0)
9. Receive the Informational Update from the Improving Finance Controls and Reporting Ad Hoc Committee
Councilmember Mekechuk provided a report.
Discussion ensued.
Mayor Craig opened the item for Public Comment. With no one wishing to speak, Mayor Craig closed Public Comment.
Informational only, no action required.
10. Accept the Resignation of Council Member Shannon as Alternate Director of the Silicon Valley Clean Energy and Appoint a New Alternate Director
Interim City Manager/City Planner Perkins provided a report.
Discussion ensued.
Mayor Craig opened the item for Public Comment. With no one wishing to speak, Mayor Craig closed Public Comment.
Councilmember Mekechuk nominated Vice Mayor Ellahie as Alternate Director of the Silicon Valley Clean Energy.
There were no other nominations. Vice Mayor Ellahie was unanimously elected to serve as Alternate Director of the Silicon Valley Clean Energy.
8. Council Goal Setting Session for Fiscal Year 2025-2026 The Council held extensive discussions on the strategic goals and objectives for the upcoming fiscal year.
Interim City Manager/City Planner Perkins will bring back a draft of the strategic goals and objectives for Fiscal Year 2025-26 to be adopted at a future meeting.
COMMITTEE/COMMISSION REPORTS
Councilmember Mekechuk shared he has a meeting coming up with the Valley Transportation Authority Policy Advisory Committee. He also shared that Mayor Hudes from the Town of Los Gatos wants to set up more meetings to talk about evacuation routes and beach traffic. Councilmember Mekechuk also shared Councilmember Shannon attended the meeting with the Silicon Valley Clean Energy Authority. Lastly, he shared the Santa Clara County Recycling and Waste Reduction Commission is working on scheduling the next meeting.
Councilmember Shannon shared she attended the Silicon Valley Clean Energy Authority meeting.
During this meeting, the board received the 2023/2024 fiscal year audit, approved the midyear budget, approved a resolution to allocate additional funding to decarbonization initiatives and held a discussion on affordability. She also shared there was discussion on giving back a rebate to residents who are part of SVCE. Lastly, Councilmember Shannon shared that the Chairperson sent out a commendation to Councilmember Mekechuk for his work on the audit committee and for chairing that committee and spoke highly of the work Councilmember Mekechuk did on that.
Councilmember Shannon also shared she attended the West Valley Sanitation District Board. She shared that the District Manager is taking a leave of absence and while he is away, his duties are going to be split between Director of Administration and Information Services and also the Director of Engineering and Operations.
Councilmember Wolsheimer shared that the Silicon Valley Animal Control Authority is scheduled to meet next week. He also shared he is slowly getting involved with the Association of Bay Area Governments and is looking forward to attending his first meeting.
Vice Mayor Ellahie shared that he attended the Cities Association meeting. During this meeting, they went through the budget. He also shared that Monte Sereno’s dues are the lowest of paying members and still have the same number of votes as other Cities that pay higher dues. Vice Mayor Ellahie also shared that Senator Becker attended the meeting and spoke about the legislation that he is putting together. Vice Mayor Ellahie shared he was able to bring up a discussion about fire safety with him. Lastly, Vice Mayor Ellahie shared that during the Cities Association meeting, Know Your Rights red cards were provided. These cards help individuals understand their rights if pulled over by Immigration and Customs Enforcement.
Mayor Craig shared he attended the Youth Commission meeting, where the youth commissioners have expressed interest in having a podcast. The Commissioner’s will be working on some potential topics. Director Melissa Toren attended the meeting and explained some of the nuts and bolts of creating a podcast and invited a group of them to KCAT. The Commissioners also spoke about their work plan for the remaining part of the year, starting with recruitment for the upcoming fiscal year and the hosting of the Ice Cream Social in May.
COUNCILMEMBER COMMENTS
Mayor Craig shared he will be having an article published in the Outlook Newspaper next month, about the different ways citizens can be involved.
Councilmember Mekechuk shared he was reminded that on March 18, 2020, everyone went into lockdown until April 7th.
CITY MANAGER’S REPORT
Interim City Manager/City Planner Perkins shared that last week some of the Monte Sereno staff attended online training that was provided by the Santa Clara County Fire District for workplace safety and how to respond in the event of an active shooter. A representative is going to follow up with a visit to City Hall to provide an assessment of the facilities and direct recommendations for staff. It was also shared that the City of Monte Sereno participated with the other four West Valley Cities and held an event at the Campbell Community Center and about 20 different affordable housing developers attended. The Cities talked about the different programs within each city for affordable housing and the websites available. The housing developers were able to provide feedback.
FUTURE AGENDA ITEMS
11. A copy of the Tentative 2025 Council Meeting Calendar was included on the agenda.
ADJOURN
Mayor Craig adjourned the meeting at approximately 9:19 p.m.
Burton Craig, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Consideration to Authorize the Interim City Manager to Execute an Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services in an amount not to exceed $93,600.
Recommendation(s):
Staff recommends that the City Council authorize the Interim City Manager to execute an agreement (Attachment 1) for Planning Department professional services with Metropolitan Planning Group (M-Group) in an amount to not exceed $93,600.
Background Information:
The City Planner has also been serving as the Interim City Manager since September 2024.
The workload has become such that additional consulting services are needed in the Planning Department to ensure applications are processed within standard timeframes. M-Group will provide consulting Associate Planner professional service three days a week for six months.
This consultant will fill the day-to-day responsibilities of the City Planner position including reviewing development applications, completing building permit plan checks, responding to customer inquiries, and supporting the Site and Architectural Commission meetings (preparing staff reports, agendas, attending meetings, etc.).
Fiscal Impact:
No fiscal impact is anticipated with this contract amendment as the budgeted funds for the vacant City Manager position are being used to support this consultant.
Public Noticing:
The City Council’s agenda was posted at City Hall and the agenda and this report appears on the City’s website.
Attachments:
Consultant Agreement M-Group-Planner
1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (“Agreement”) is made and entered into as of April 1, 2025 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.
3. Scope of Work: Consultant shall perform the services as specified in Exhibit A in a professional manner. Any 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 $93,600. 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 $1,000,000 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 $1,000,000 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 1st day of April, 2025, 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
policy planning urban design environmental review historic preservation community engagement staffing solutions m-group.us campbell santa rosa berkeley
March 25, 2025
Diana Perkins
Interim City Manager
City of Monte Sereno
Via email: [email protected]
RE: Proposal- Associate Planner Temporary Staffing Assignment Dear Diana,
It is a pleasure to provide this proposal to the City of Monte Sereno for the services of an Associate Planner to support the Planning Department with development review and current planning tasks.
Associate Planner will be available 6-8 hours per day, 3 days per week, at the hourly rate of $150. It is anticipated that this contract will end after six months unless both the City and M-Group mutually agree to extend the duration. The Not-to-Exceed amount for this agreement is $93,600.
We look forward to expanding our relationship with the City of Monte Sereno and assisting with your staffing needs.
Sincerely,
GEOFF I. BRADLEY, AICP
Principal + President
[email protected]
408.340.5642 x102
ATTACHMENT A – SCOPE OF WORK + BUDGET
ATTACHMENT B – RATE SHEET
a new design on urban planning
m-group.us campbell santa rosa berkeley
SCOPE OF WORK
M-Group will provide the City of Monte Sereno with an Associate Planner to aid the Planning Department with the following tasks.
▪ Provide public counter staffing
▪ Respond to zoning and general plan inquiries from the public, developers, and applicants ▪ Review and process discretionary permits
▪ Attend and present projects at meetings as needed
BUDGETXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Service Cost/Duration Note
Associate Planner $150/hour
6-8 hours per day As needed
3 days per week
26 weeks 6 months
TOTAL COST $93,600
M-GROUP STAFF 2025 HOURLY RATES
Admin Analyst
Planning Tech $95
Assistant Planner
Assistant Environmental Planner
Assistant Urban Designer
Social Media Coordinator
$120
Associate Planner
Associate Environmental Planner
Associate Urban Designer
GIS Services
$150
Historic Preservation Specialist
Public Art Specialist $165
Senior Planner
Senior Project Manager
Senior Environmental Planner
Senior Urban Designer
$180
Principal Planner
Principal Project Manager
Principal Environmental Planner
Principal Policy Planner
Director of Urban Design
$200
Principal
Interim CDD $230-350
* M-Group will invoice the client by billable hours per month or percentage of task completed. * Hourly rates are subject to annual adjustment on January 1st. * M-Group adds a 10% administration fee to Subconsultant rates.
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Approve Warrant List Dated March 26, 2025 in the amount $170,806.72 Recommendation(s):
Staff recommends the City Council approve the Warrant List.
Public Noticing:
The City of Monte Sereno's Council meeting agenda was posted on the bulletin board outside of Monte Sereno's City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
Warrant List March 26, 2025
Check # Payable to: Description Amount
21289 Corodata Records Management, Off-Site Storage Supplies (Invoice RS3697502) $ 60.42 21290 AIM Engineering Consultants Inc
Consulting Services for City Engineer
3/10/2025 - 3/24/2025 (Invoice 194) $ 14,200.00
21291 Alana Consulting, LLC
Consulting Services for Building Plan Check
1/1/2025 - 3/19/2025 (Invoice 2504) $ 28,794.61
21292 BMI Imaging Systems
Web Hosting for Archived Records March 2025
(Invoice 100715) $ 450.00
21293 Corodata Shredding Inc.
Container Rental February 2025 (Invoice
DN1511745) $ 10.00
21294 Delta Dental of California
Employee Dental Insurance April 2025 (Invoice
BE006507319) $ 117.49
21295 Kevin Harper Consulting Services for Finance February 2025 $ 10,837.00 21296 Liebert Cassidy Whitmore
Legal Services 2/3/2025 - 2/27/2025 (Invoices
288690 and 288847) $ 4,832.50
21297 Michael Casale
Plans for Annual Street Maintenance (Invoice
2025-002) $ 5,400.00
21298 Pacific Gas & Electric
City Hall Electricity 2/13/2025 - 3/14/2025
(Account 1826391492) $ 197.77
21299 Porter Capital Corp
Consulting Services for Accounting 3/10/2025 -
3/16/2025 (Invoice 8840) $ 3,500.00
21300 RICOH USA, INC.
City Copy Machine Rental 3/1/2025 - 5/3/2025
(Invoices 109053476 and 1102973801) $ 979.31
21301 STATE CONTROLLER OFFICE
Annual Street Report FY 23/24 (Invoice FAUD0000471) $ 2,410.09 21302 Town of Los Gatos Finance Police Services for March 2025 $ 94,626.17 21303 Pacific Gas & Electric
Electric Services 2/28/2025 - 3/9/2025
(Account 9120865239-5) $ 584.10
21304 Pacific Gas & Electric
Electric Services 2/6/2025 - 3/9/2025 (Account
9204198567-9) $ 38.04
21305 Pacific Gas & Electric
Electric Services 2/13/2025 - 3/14/2025
(Account 1868058156-0) $ 217.28
21306 Pacific Gas & Electric
Electric Services 2/13/2025 - 3/14/2025
(Account 1951391484-6) $ 51.94
21307 Porter Capital Corp
Consulting Services for Accounting 3/17/2025 -
3/23/2025 (Invoice 8840) $ 3,500.00
Total $ 170,806.72
CHECK DATE: MARCH 26, 2025
CHECK REGISTERS
CITY OF MONTE SERENO
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: 2024 Housing Element Annual Progress Report
Recommendation(s):
Staff recommends the City Council accept the 2024 Housing Element Annual Progress Report and direct staff to file the report with the State of California.
Background Information:
Since 1969, California has required that all local governments adequately plan to meet the housing needs of everyone in the community. California’s local governments meet this requirement by adopting Housing Elements as part of the General Plan.
In accordance with Government Code section 65400, each jurisdiction must prepare an Annual Progress Report (APR) on the status and progress in implementing the Housing Element using forms and definitions adopted by the California Department of Housing and Community Development (HCD).
Each jurisdiction’s APR must be submitted to HCD and the Governor’s Office of Planning and Research by April 1 of each year covering the previous calendar year.
The 2024 APR (Attached) provides an update on the City’s progress in implementing the RHNA requirements of the 2023-2031 6th Cycle Housing Element. The APR describes the City’s accomplishments that contribute toward meeting its Regional Housing Needs Allocation (RHNA) and the required programs.
Analysis:
RHNA Progress
The following table shows the number of new housing units that have been issued building permits for current Housing Element 2023-2031 6th Cycle Housing Element planning period, as shown in Table B of the APR form.:
Building Permits Issued for New Housing Units (APR Table B) Year New ADUs New Houses Total
July 1, 2022 –
December 31, 2022
14 1 15
2023 13 7 20
2024 9 6 15
Building Permits Issued for New Housing Units (APR Table B) Total 36 14 50
In addition to the total number of building permits issued for new housing units, the APR also reports on the affordability level for each new housing unit. The affordability level for all new single-family houses falls in the Above Moderate category as none of these for-sale housing units have been dedicated for lower income categories. ADUs/JADUs are considered rental units as they secondary units to the main house and are not available for sale separately. The following table shows the monthly rental levels for each income category as determined annually by HCD in accordance with state law:
Rent Affordability Categories – 2024
Income Level
(Max. % of Area
Median Income)
Studio Unit One Bedroom Unit Two Bedroom Unit
Very Low
(50%)
Up to $1,614 Up to $1,844 Up to $2,074
Low
(60%)
$1,615 - $2,558 $1,845 - $2,923 $2,075 - $3,288
Moderate
(110%)
$2,559 - $3,870 $2,924 - $4,423 $3,289 - $4,976
Above Moderate
(above 110%)
$3,871 + $4,424 + $4,977 +
The affordability level for each ADU/JADU permitted is determined based on a survey that staff sends to each property owner who received a building permit for a new ADU/JADU requesting information about the actual rent charged for the unit. The information provided in the surveys that are returned is reported in the APR. For the new ADUs/JADUs where a completed survey was not returned by the property owner, the affordability level is reported as directed by HCD as follows (for jurisdictions within the highest resources areas):
Very Low Income – 5%
Low Income – 30%
Moderate Income – 50%
Above Moderate Income – 15%
Table B of the attached APR details the affordability categories for each new housing unit permitted.
This information is summarized below by showing the required number of new housing units in each affordability category and the actual number of building permit issued since the beginning of the planning period:
RHNA and New Housing Units for 2023-2031 6th Cycle Housing Element (APR Table B) Income Level RHNA Allocation Number of Building Permits Issued through 2024*
Very Low 53 14
RHNA and New Housing Units for 2023-2031 6th Cycle Housing Element (APR Table B) Low 30 7
Moderate 31 7
Above Moderate 79 22
Total 193 50
Including permits issued from July 1, 2022 through December 31, 2022 as these count towards the 6th Cycle Housing Element
Housing Programs
The attached Annual Progress Report also reports on the status on the programs in the Housing Element, Table D of the Attachment. The current Housing Element includes a total of 28 programs to be completed during this cycle, which is through 2031. Ten of the programs have been completed, 13 are annual/on-going programs, and five are planned to begin this year.
Public Noticing:
The City Council's agenda was posted at City Hall and the agenda as well as this report appears on the City's website.
Attachments:
2024 Annual Housing Element Progress Report
Jurisdiction Monte Sereno
Reporting Year 2024
Housing Element Planning Period 6th Cycle
Current Year
Deed
Restricted 0
Non-Deed
Restricted 4
Deed
Restricted 0
Non-Deed
Restricted 3
Deed
Restricted 0
Non-Deed
Restricted 1
7 15
Units by Structure Type Entitled Permitted Completed
Single-family Attached 0 0 0
Single-family Detached 0 6 7
2 to 4 units per structure 0 0 0
5+ units per structure 0 0 0
Accessory Dwelling Unit 0 9 9
Mobile/Manufactured Home 0 0 0
Total 0 15 16
Infill Housing Developments and Infill Units Permitted # of Projects Units 18 15
0 0
15 15
0 0
0 0
Income Rental Ownership Total
Very Low 0 0 0
Low 0 0 0
Moderate 0 0 0
Above Moderate 0 0 0
Total 0 0 0
Streamlining Provisions Used - Permitted Units # of Projects Units SB 9 (2021) - Duplex in SF Zone 0 0
SB 9 (2021) - Residential Lot Split 0 0
AB 2011 (2022) 0 0
SB 6 (2022) 0 0
SB 423 (2023) 0 0
Ministerial and Discretionary Applications # of Units
Ministerial 10 10
Discretionary 5 5
Density Bonus Applications and Units Permitted
Number of Applications Submitted Requesting a Density Bonus 0 Number of Units in Applications Submitted Requesting a Density Bonus 0 Number of Projects Permitted with a Density Bonus 0
Number of Units in Projects Permitted with a Density Bonus 0 Housing Element Programs Implemented and Sites Rezoned Count 28 0
Programs Implemented
Sites Rezoned to Accommodate the RHNA
(Jan. 1 - Dec. 31)
01/31/2023 - 01/31/2031
Units Constructed - SB 423 Streamlining Permits
Number of SB 423 Streamlining Applications Approved
Very Low
Low
Moderate
Total Housing Applications Submitted:
Number of Proposed Units in All Applications Received:
Total Housing Units Approved:
Total Housing Units Disapproved:
Total Units
Housing Applications Summary
Use of SB 423 Streamlining Provisions - Applications
Note: Units serving extremely low-income households are included in the very low-income Number of SB 423 Streamlining Applications
Above Moderate
Indicated as Infill
Not Indicated as Infill
Building Permits Issued by Affordability Summary
Income Level
Jurisdiction Monte Sereno ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2024
(Jan. 1 - Dec.
31) Housing Element Implementation Planning
Period 6th Cycle 01/31/2023 - 01/31/2031
Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining
2 3 4 6 7 8 9
Prior APN+ Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted
(see
instructions)
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
LowIncome
Deed
Restricted
Low-Income
Non Deed
Restricted
ModerateIncome Deed
Restricted
ModerateIncome
Non Deed
Restricted
Above
ModerateIncome
Total
PROPOSED
Units by
Project
Total
APPROVED
Units by
project
Total
DISAPPROVE
D Units by
Project
Please select
state
streamlining
provision/s the
application was
submitted
pursuant to.
Did the
housing
development
application
seek
incentives or
concessions
pursuant to
Government
Code section
65915?
Summary Row: Start Data Entry Below 0 4 0 2 0 3 6 15 0 0 40947007 17650 Eaton
Lane 2024-0137 SFD O
7/24/2024
1 1 NONE No
40934052 17272 Nagpal
Court 2024-0075 SFD O
4/24/2024
1 1 NONE No
409-41-029 17799 Vineland
Avenue 2024-0130
SFD O
7/10/2024
1 1 NONE No
409-41-029 17799 Vineland
Avenue 2024-0130
ADU R
7/10/2024
1 1 NONE No
41018033 16108 Mays
Avenue 2024-0001 SFD O
1/3/2024
1 1 NONE No
41018033 16108 Mays
Avenue 2024-0001 ADU R
1/3/2024
1 1 NONE No
41011042 17671 Bruce
Avenue 2024-0123 ADU R
7/1/2024
1 1 NONE No
41008015 15580 Dorado
Lane 2024-0097 ADU R
5/23/2024
1 1 NONE No
41022001 15965
Grandview
Avenue
2024-0087
ADU R
5/6/2024
1 1 NONE No
40947007 19650 Eaton
Lane 2024-0212 ADU R
10/28/2024
1 1 NONE No
40934052 17272 Nagpal
Court 2024-0256 ADU R
12/19/2024
1 1 NONE No
51021074 18571 Withey
Road 2024-0185 ADU R
9/24/2024
1 1 NONE No
40943003 15288 Via Pinto 2024-0066 ADU R
4/17/2024
1 1 NONE No
41027003 18300
Constitution
Avenue
2024-0142
SFD O
8/1/2024
1 1 NONE No
41027003 18300
Constitution
Avenue
2024-0142
ADU R
8/1/2024
1 1 NONE No
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
Table A
Cells in grey contain auto-calculation formulas
1 5
Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Density Bo Applica
10 Housing Development Applications Submitted
Jurisdiction Monte Sereno ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2024
(Jan. 1 - Dec.
31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning
Period 6th Cycle 01/31/2023 - 01/31/2031
Table A2
Streamlining Infill
Housing without
Financial Assistance or
Deed Restrictions
Term of
Affordability or
Deed Restriction
Notes
2 3 5 6 8 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Prior APN+ Current APN Street
Address Project Name+
Local
Jurisdiction
Tracking ID
Unit
Category
(SFA,SFD,2
to
4,5+,ADU,MH
)
Tenure
R=Renter
O=Owner
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
LowIncome
Deed
Restricted
LowIncome
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Entitlement
Date
Approved
# of Units
issued
Entitlements
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
LowIncome
Deed
Restricted
LowIncome
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Building
Permits Date
Issued
# of Units Issued
Building Permits
Very LowIncome
Deed
Restricted
Very LowIncome
Non Deed
Restricted
LowIncome
Deed
Restricted
LowIncome
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Certificates of
Occupancy or
other forms of
readiness
(see instructions)
Date Issued
# of Units
issued
Certificates
of
Occupancy
or other
forms of
readiness
How many of
the units
were
Extremely
Low
Income?
Please select
the state
streamlining
provision the
project was
APPROVED
pursuant to.
(may select
multiple)
Infill Units?
Y/N+
Assistance
Programs for Each
Development
(may select
multiple - see
instructions)
Deed
Restriction Type
(may select
multiple - see
instructions)
For units affordable
without financial
assistance or deed
restrictions, explain how
the locality determined
the units were affordable
(see instructions)
Term of
Affordability or
Deed Restriction
(years) (if affordable
in perpetuity enter
1000)+
Number of
Demolished/Destro
yed Units
Demolished
or Destroyed
Units
Demolished/
Destroyed
Units
Owner or
Renter
Total Density Bonus
Applied to the Project
(Percentage Increase in
Total Allowable Units or
Total Maximum
Allowable Residential
Gross Floor Area)
Number of Other
Incentives,
Concessions,
Waivers, or Other
Modifications
Given to the
Project (Excluding
Parking Waivers or
Parking
Reductions)
List the
incentives,
concessions,
waivers, and
modifications
(Excluding
Parking
Waivers or
Parking
Modifications)
Did the project
receive a reduction
or waiver of parking
standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 0 0 0 0 0 0 0 0 0 4 0 3 0 1 7 15 0 5 0 1 0 2 8 16 4 7 41009038 15855 Poppy
Lane 2024-0237 SFD O 0 12/16/2024 0 0 NONE Y 1 Demolished O 40934052 17272 Nagpal
Court 2024-0078 SFD O 0 10/31/2024 0 0 NONE Y 1 Demolished O 51050005 16189 Greenwood
Road 2022-0125 SFD O 0 2/28/2024 0 0 NONE Y 1 Demolished O 51021032 18471 Via Bonita 2022-0174 SFD O 0 0 1 10/21/2024 1 NONE Y 51012007 18154 Bancroft
Avenue 2021-0218 ADU R 0 0 1 9/6/2024 1 NONE Y Based on Property Owner's Response to Survey 41040024 18510 Bicknell Rd 2021-0268 SFD O 0 0 1 9/3/2024 1 NONE Y 41040024 18510 Bicknell Rd 2022-0006 ADU R 0 0 1 9/3/2024 1 NONE Y Based on Property Owner's Response to Survey
41020047 16215 Seaborn
Court 2021-0294 SFD O 0 0 1 1/26/2024 1 NONE Y
41012011 17690 Bruce
Avenue 2022-0119 SFD O 0 0 1 4/19/2024 1 NONE Y
41012011 17690 Bruce
Avenue 2022-0119 ADU R 0 0 1 4/19/2024 1 NONE Y Based on Property Owner's Response to Survey 41038016 18428 Twin
Creeks Road 2022-0105 ADU R 0 0 1 4/19/2024 1 NONE Y Based on Property Owner's Response to Survey 41020049 16221 Seaborn
Court 2021-0295 SFD O 0 0 1 1/26/2024 1 NONE Y
41020049 16221 Seaborn
Court 2021-0295 ADU R 0 0 1 1/26/2024 1 NONE Y Based on Property Owner's Response to Survey 41002019 15506 Kirkorian
Way 2022-0059 ADU R 0 0 1 3/18/2024 1 NONE Y Based on Property Owner's Response to Survey 51010041 16005 Greenwood
Lane 2021-0092 SFD O 0 0 1 4/17/2024 1 NONE Y
51010041 16005 Greenwood
Lane 2021-0092 ADU R 0 0 1 4/17/2024 1 NONE Y Based on Property Owner's Response to Survey 41020048 16219 Seaborn
Court 2021-0296 SFD O 0 0 1 1/26/2024 1 NONE Y
41020048 16219 Seaborn
Court 2021-0296 ADU R 0 0 1 1/26/2024 1 NONE Y Based on Property Owner's Response to Survey 41007040 17504 Vineland
Avenue 2023-0292 ADU R 0 0 1 5/6/2024 1 NONE Y
40947007 17650 Eaton Lane 2024-0137 SFD O 0 1 10/23/2024 1 0 NONE Y 1 Demolished O 41011041 15851 San Benito
Way 2023-0168 SFD O 0 1 2/14/2024 1 0 NONE Y 1 Demolished O 40934052 17272 Nagpal
Court 2024-0075 SFD O 0 1 8/6/2024 1 0 NONE Y
41018033 16108 Mays
Avenue 2024-0001 SFD O 0 1 5/15/2024 1 0 NONE Y 1 Demolished O 41018033 16108 Mays
Avenue 2024-0001 ADU R 0 1 5/15/2024 1 0 1 NONE Y Based on Property Owner's Response to Survey 41010031 17510 Daves
Avenue 2023-0172 ADU R 0 1 9/6/2024 1 0 1 NONE Y Based on Property Owner's Response to Survey 40941029 17799 Vineland
Avenue 2024-0130 SFD O 0 1 11/19/2024 1 0 NONE Y
40941029 17799 Vineland
Avenue 2024-0130 ADU R 0 1 11/19/2024 1 0 1 NONE Y Based on Property Owner's Response to Survey 41029015 18172 Daves
Avenue 2023-0247 ADU R
0 1 3/25/2024 1 0 1 NONE Y
No Property Owner Survey
Received - Based on 5/30/50/15
Formula from HCD
41022001 15965 Grandview
Avenue 2024-0087 ADU R
0 1 10/8/2024 1 0 NONE Y
No Property Owner Survey
Received - Based on 5/30/50/15
Formula from HCD
41008015 15580 Dorado
Lane 2024-0097 ADU R
0 1 9/5/2024 1 0 NONE Y
No Property Owner Survey
Received - Based on 5/30/50/15
Formula from HCD
41011042 17671 Bruce
Avenue 2024-0123 ADU R
0 1 11/8/2024 1 0 NONE Y
No Property Owner Survey
Received - Based on 5/30/50/15
Formula from HCD
41012010 17696 Bruce
Avenue 2023-0226 ADU R
0 1 11/8/2024 1 0 NONE Y
No Property Owner Survey
Received - Based on 5/30/50/15
Formula from HCD
41012010 17696 Bruce
Avenue 2023-0226 SFD R 0 1 11/8/2024 1 0 NONE Y 1 Demolished O 41007040 17504 Vineland
Avenue 2023-0292 ADU R 0 1 3/8/2024 1 0 NONE Y
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Density Bonus
1 Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy 4 7 10
Note: "+" indicates an optional field
Housing with Financial
Assistance and/or Deed
Restrictions
Project Identifier Demolished/Destroyed Units
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units
Jurisdiction Monte Sereno ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2024 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 6th Cycle 01/31/2023 - 01/31/2031
1 Projection
Period 3 4
RHNA Allocation
by Income Level
Projection
Period -
06/30/2022-
01/30/2023
2023 2024 2025 2026 2027 2028 2029 2030 2031
Total Units
to Date (all
years)
Total Remaining
RHNA by
Income Level
Deed Restricted - - - - - - - - - -
Non-Deed Restricted 3 7 4 - - - - - - -
Deed Restricted - - - - - - - - - -
Non-Deed Restricted 1 3 3 - - - - - - -
Deed Restricted - - - - - - - - - -
Non-Deed Restricted 5 1 1 - - - - - - -
Above Moderate 79 6 9 7 - - - - - - - 22 57
193
15 20 15 - - - - - - - 50 143
5 6 7
Extremely lowIncome Need 2023 2024 2025 2026 2027 2028 2029 2030 2031 Total Units to Date
Total Units
Remaining
27 3 4 - - - - - - - 7 20
VLI Deed Restricted
VLI Non Deed Restricted
Please note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at [email protected]. 24 14
This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. 7 Moderate
53 30
31 Please contact HCD if your data is different than the material supplied here 7 2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
39 23
Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will only include units that were permitted since the start of the planning period. Projection Period units are in a separate column.
Total RHNA
Total Units
Income Level
Very Low
Low
Extremely Low-Income Units*
Note: units serving extremely low-income households are included in the very low-income RHNA progress and must be reported as very low-income units in section 7 of Table A2. They must also be reported in the extremely low-income category (section 13) in Table A2 to be counted as progress toward meeting the extremely low-income housing need determined pursuant to Government Code 65583(a)(1). *Extremely low-income housing need determined pursuant to Government Code 65583(a)(1). Value in Section 5 is default value, assumed to be half of the very low-income RHNA. May be overwritten.
Progress toward extremely low-income housing need, as determined pursuant to Government Code 65583(a)(1).
Please Note: Table B does not currently contain data from Table F or Table F2 for prior years. You may login to the APR system to see Table B that contains this data. Page 34 of 122 Jurisdiction Monte Sereno
Reporting Year 2024 (Jan. 1 - Dec. 31)
1 2 3 4
Name of Program Objective Timeframe in H.E Status of Program Implementation A. Improve Permit
Processing Timelines
Risk and costs associated with the
planning entitlement timelines act as a
deterrent to housing developers. The
City will monitor average processing
times for ministerial and discretionary
development permits, and use data on
processing times and applications to
track review times and trends in
development. The City will identify
revisions to the City’s procedures in
order to expedite the development
review process, such as removing
multiple permit requirements, especially
for special needs housing and
affordable housing for very low, low
and moderate-income households.
Revise procedures by
December 2025
This program is underway and revised procedures are planned by December 2025.
ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Table D
Program Implementation Status pursuant to GC Section 65583
B. Site Development
Permits
Consistent application of City
regulations and Design Standards
facilitate new development and increase
certainty for housing developers. The
City will continue to require Site
Development Permit approval for all
new homes (manufactured homes will
continue to be reviewed consistent with
state law) and require project
consistency with the City Objective
Development Design Standards. The
following are exempt from Site
Development Permit approval in
accordance with State Law:
Accessory Dwelling Units; and
Units subject to SB 9 California
Housing Opportunity and More
Efficiency (HOME) Act which enables
homeowners to split their single-family
residential lot into two separate lots and
build up to two new housing units on
each.
Manufactured homes are currently
reviewed in accordance with state law,
the City’s Objective Development
Design Standards will be updated to
expressly state this.
Annually, ongoing
through the 2022-2031
planinng period. Design
standards related to
manufacturer house will
be updated by the end of
2024.
City regulations are consistently applied in order to provide certainty for housing projects. Staff continues to work with project applicant's to ensure projects are compliant with the development standards and proceed through the review process as quickly as possible.
C. Facilitate Parcel Maps
Aligning the process for subdivisions of
four lots or fewer reduces the
administrative burden and incentivizes
the establishment of new lots for
development. The City will revise
Municipal Code Section 13.01.050 by
December 2025 to eliminate the
Tentative Map requirement for
subdivisions of two or more lots and
replace it with a Parcel Map
requirement for four lots or fewer
consistent with the Subdivision Map
Act.
2023-2024
This program is completed. The City Council adopted Ordinance NS-243 on December 3, 2024 which modified the Municipal Code to require only one pubic hearing for Parcel Map applications.
D. Flag Lots
Flag lots are a method to increase the
number of lots in the City available for
residential development. The City will
evaluate Municipal Code Section
13.02.300 Flag Lot regulations and
update the requirements to facilitate
new, smaller, flag lots by reducing
minimum lot sizes, setbacks and
frontage requirements.
Amend ordinance and
complete necessary
General Plan amendments
in the period 2023-
December 2024
This program is completed. The City Council adopted Ordinance NS-243 on December 3, 2024 which modified the Municipal Code to allow flag lots with a minimum 12 foot frontage.
E. Review SB9
Regulations
The City will review the current SB9
regulations to facilitate new
construction in accordance with all
State laws, including removing the
existing 800 square foot maximum
building size allowed for SB 9 projects,
as well as any additional modifications
that further enhance state law such as
requiring two units be constructed on
each lot created by an SB9 Urban Lot
Split.
Constraints will be analyzed, extensive
outreach will be undertaken to ensure
all sectors of the community have an
opportunity for input, and necessary
code changes will be completed.
Amend ordinance by
December 2023
This program is completed. The Council Council adopted Ordinance NS-240 on November 7, 2023 which modified the Municpal Code to remove the 800 square foot size limit for SB9 Residential Development projects and allowed SB9 Residential Development projects to have the same floor area of the underlying zoning district.
F. Update the General
Plan
The City’s 2008 General Plan has a 2025
planning horizon. The document
represents the policy direction of the
2008 City Council on community values,
ideals and aspirations to govern a
shared environment through 2025. The
housing environment has changed
dramatically since 2008 with land
prices, development costs, and housing
costs significantly more costly and
constrained. Given the age of the
General Plan and the changes in the
community and region since the Plan’s
adoption the City will plan on updating
the General Plan.
Budget and Initiate update
in FY 2024-2025
The General Plan Update began in December 2024 and is planned to be completed in June 2026.
G. Development
Incentives
An effective tool for increasing housing
production are development incentives.
The City will strengthen their
partnership with Santa Clara County
Housing Authority to make specific
outreach efforts with developers of
housing affordable to lower income and
special need households annually.
The City will also proactively reach out
to affordable housing developers and
identify development opportunities is
made at least annually to affordable
housing developers and agencies. The
Annual Progress Report will include a
status update on this annual outreach
and make adjustments as necessary to
achieve program objectives.
The City will proactively provide Santa
Clara County Housing Authority with
biannual invitations to an annual public
discussion forum to the construction
firms, architects and engineers,
environmental engineers, appraisers,
and market analysts with whom they
partner. Discussion forums will focus
on educating the Council on what the
needs from the development
community may be to better inform
potential City development incentives.
Public Forum for
Developer Education, Biannually with the first
forum in 2024.
In order to strengthen the relationship betweent he City and the Santa Clara County Housing Authority, staff from the City has met with County staff to discuss affordable housing programs and options.
Staff also worked with other West Valley cities to organize a forum for affordable housing developers where each city provided a presentation on available housing site and affordable housing developers provided feedback on needed assitance to facilitate projects.
H. Employee Housing
Per Health and Safety Code Sections
17021.5 and 17021.6, the City will revise
the Municipal Code to allow employee
housing serving six or fewer
agricultural employees in any
residentially zoned areas, subject to the
same standards that apply to a singlefamily residence. Employee housing is rented on a monthly basis and can
provide an entry point into the housing
market.
Amend ordinance in the
period 2023-2025
This program is completed. The City Council adopted Ordinance NS-242 on December 3, 2024 which revised the Municpal Code defintion of Employee Housing as noted in the Progam description.
I. Accessory Dwelling
Units
Accessory dwelling units are complete
independent housing units that can be
either detached or attached from an
existing single-family residence. Based
on their relatively small size, and
because they do not require paying for
land or major new infrastructure,
accessory dwelling units ("ADUs") are
considered affordable by design. ADUs
can provide affordable housing options
for family members, seniors, students,
in-home health care providers, and
other small household types. ADUs can
also be useful to generate additional
rental income for the homeowner. The
City will continue to administer and
improve the Accessory Dwelling Units
(ADU) Program, with the following
actions:
Continue to survey affordability, use,
and production of ADUs, including
amnesty ADUs; annually. If ADU
construction goals, affordability goals,
or availability/use of such units are not
met on an annual basis as reviewed
with the Annual Progress Report, within
six months of such annual review the
city will consider other incentives and
re-zoning to ensure the RHNA
requirements will be met;
Approve program
amendments to remove
identified constraints to
ADU production
throughout the 2023-2031
planning period
Staff continues to survey affordability, use, and production of ADUs in the City.
An ADU Amnesty Program has been completed. City Council adotped Ordinance NS-232 on December 20, 2022 providing an ADU amnesty program.
The City Council approved fee reduction incentives for ADUs in July 2022.
Staff considered allowing ADU larger than 1,200 square feet; however HCD ADU staff informed the City this would not comply with State ADU law.
The outreach program for the ADU fee reduction program was completed in July 2022.
An on-line plans gallery with pre-approved ADUs was launched online in January 2025.
The fee reduction incentives for ADUs was published and advertised in July 2022.
The HCD ADU Handbook is linked on the City's web site.
ADU regulations were most recenlty reviewed with assitance by HCD ADU staff in November 2023.
The ADU ordinance was revised in November 2023 whent he City Council adopted Ordinance NS-239 to ensure compliance with State laws.
An AB1033 ordinance is under consideration and expected to be considered by the City Council in 2025.
After December 2025, staff will review ADUs requirements to consider increasing staff capacity with a focus on ADU review is necessary.
J. Special Needs Housing
Households with Special Needs
(including persons with physical and
developmental disabilities) oftentimes
have difficulty securing affordable and
appropriate housing. In order to
encourage the development of housing
that meets the needs of this population,
the City will:
Promote the use of Accessory
Dwelling Units as an opportunity to
provide affordable housing for special
needs individuals, such as seniors (and
their caregivers) and disabled family
members (ongoing, see Program I);
Continue to allow transitional
housing, supportive housing and
residential care facilities, including
group homes for six or less persons, as
a use by right in all R-1 neighborhoods
(ongoing);
Annually contact nonprofit housing
sponsors, such as West Valley
Community Services, to coordinate and
implement a strategy for developing or
making housing available for lower and
moderate-income households,
including special needs households.
And report on this annual proactive
outreach in each Annual Progress
Report (on an annual basis); and
Support regional agencies whose
Annually, ongoing
through the 2023-2031
planning period
Staff encouarges ADUs with all project applications received.
The City continues to allow transitional housing, supportive housing, and reisdential care facilities in all residential zoning districts.
Annual outreach was held on February 27, 2025 with affordable housing developers and SV@Home to provide information affordable housing sites. The forum was attended by all West Valley cities.
Support for regional agencies providng housing for special needs population is on-going. Particularly, Monte Sereno is participating in a feasibility study lead by the City of Campbell with the goal of finding a location for a shleter for the un-housed in the West Valley.
K. Seniors and Accessory
Dwelling Units
The City will assist seniors to “age in
place” and better utilize existing
housing and residential lots by
promoting Accessory Dwelling Units as
viable housing option. Staff will develop
an outreach plan specifically targeted at
seniors to encourage the development
of ADUs.
The City will amend the ordinance to
comply with existing law in 2024 and
will further analyze how best to remove
constraints to ADU construction for
seniors, including considering an
increase in the maximum ADU size
(currently 1,200 square feet) to ensure
ADUs are a desirable option by
December 2025.
December 2025
An outreach plan for ADU production is in the planning phases.
Staff considered allowing ADU larger than 1,200 square feet; however HCD ADU staff informed the City this would not comply with State ADU law.
L. Shared Housing
Options
The City will explore and implement if
appropriate other options to provide
additional affordable housing
opportunities within its existing
housing stock. For example, shared
housing or renting rooms would be
most appropriate for a community such
as Monte Sereno that has many large
housing units capable of housing more
people. Shared Housing programs,
such as COVIA, match persons needing
housing with homeowners and others
who have space to rent. At a minimum,
the City will contact shared housing
agencies annually and publicize
opportunities on the City website to
share housing, including the new Silver
Nest program through Project Sentinel.
The City will also track proactive
outreach actions, which will be made at
least annually to property owners who
may be interested in a home sharing
opportunity. This includes outreach
materials at City Hall and at local
events, as well as an annual meeting.
The Annual Progress Report will
include a status update on this annual
outreach.
Annually, prior to April 1
of each year, ongoing
through the 2023-2031
planning period
Annual outreach was held on February 27, 2025 with affordable housing developers and SV@Home to provide information affordable housing sites. The forum was attended by all West Valley cities.
L2. Facilitate the
Development of
Affordable Housing for
Extremely Low-Income
Housing Residents
The City will encourage development of
housing for extremely-low-income
households through a variety of
activities such as targeted outreach to
for-profit and non-profit housing
developers on at least an annual basis,
providing in-kind technical assistance,
fee deferrals, expedited/priority
processing, identifying grant and
funding opportunities, applying for or
supporting applications for funding on
an ongoing basis, reviewing and
prioritizing local funding for
developments that include housing for
ELI households and/or offering
additional incentives to supplement the
density bonus provisions in State law.
Annually, prior to April 1
of each year, ongoing
through the 2023-2031
planning period
Annual outreach was held on February 27, 2025 with affordable housing developers and SV@Home to provide information affordable housing sites. The forum was attended by all West Valley cities.
M. Countywide
Cooperation
The City will work with nearby
communities to explore countywide
affordable housing needs and
solutions.
On an annual basis, the City Manager
will provide a summary report of
activities in cooperation with other
jurisdictions and/or agencies to further
increase the supply of affordable
housing in the County of Santa Clara.
Ongoing funding to support housing
affordability will be considered annually
as part of the budget adoption process.
Also, included in this report will be a
description of the City’s efforts to meet
its RHNA goals. This information will
also be included in the City’s annual
Housing Element update to HCD.
Annually, prior to April 1
of each year, ongoing
through the 2023-2031
planning period
Monte Sereno is participating in a feasibility study lead by the City of Campbell with the goal of finding a location for a shleter for the un-housed in the West Valley.
N. Reasonable
Accommodation
The City will continue to implement its
“Reasonable Accommodations”
procedures as contained in the
Municipal Code. Additionally, current
code constraints on Reasonable
Accommodation requests including the
requirement for a hearing and decisionmaking surrounding factors A, B, C, and F of Municipal Code section 10.23.050
will be removed from the Municipal
Code.
Annually, prior to April 1
of each year, ongoing
through the 2023-2031
planning period, Municipal
Code to be Updated by
December 2024
This program is completed. The City Council adopted Ordinance NS-242 on December 3, 2024 which amended the Municpal Code Reasonable Accommodation requirements as noted in the Program description.
N2. Group Homes for
Severn or More Persons
The City will update the Municipal Code
to remove the requirement that
"Residential Care Homes" are required
to be state-licensed facilities, as cerain
types of group homes may not require a
state license.
December 2024
This program is completed. The City Council adopted Ordinance NS-242 on December 3, 2024 which amended the Municpal Code definition of Residential Code Homes as noted in the Program description.
O. Fair Housing
The City will work with other
organizations to promptly address
complaint of discrimination in the sale,
rent and development of housing in
Monte Sereno.
With increased access to fair housing
education and sources to remedy
issues, it is possible that Monte Sereno
may experience an uptick in case
reporting, and that this may be seen as
progress towards greater accountability
with fair housing compliance, overall.
Annually, prior to April 1
of each year, ongoing
through the 2023-2031
planning period
Monte Sere has not received any compliants of discrimintation in sale, rent, and development of housing. However, is such a complaint is received, the City will promptly address it.
P. Low Barrier Navigation
Center
AB101 (2019) provides a pathway to
permanent housing for people
experiencing homelessness. In order to
comply with State law, the City will
amend the Zoning Code definitions to
include the definition for “Low Barrier
Navigation Center.” The zoning
amendment will permit low barrier
navigation centers without
discretionary action and in compliance
with Government Code section 65661.
Complete by December
2024
This program is completed. The City Council adopted Ordinance NS-242 on December 3, 2024 which amended the Municpal Code to include a definition of Low Barrier Navigation Centers and allow them as a permitted use in the Public zoning district.
Q. Implement Multi-Family
Housing Re-zoning
Multi-family zoning encourages and
facilitates a variety of housing types
including feasibility-tested density,
development standards and permit
procedures. The City Council has
identified two sites along Winchester
Boulevard to proceed with rezoning to
allow for multifamily housing using the
SB10 regulations. The two adjacent
sites are located at 15785 and 15791
Winchester Boulevard (APNs 410-10-
045, 410-10-046). Each property is
approximately 0.4 acres in size, which
is a sufficient size to be redeveloped
individually or together as one larger
project.
Winchester Blvd is an arterial street that
is served by a VTA bus line. Much of
Winchester Blvd is located within the
Town of Los Gatos and includes a
variety of uses, including multifamily
housing.
These parcels are within a typical
walking distance from schools, parks,
and other amenities:
• Daves Avenue Elementary School:
1,300 feet
• Oak Meadow Park: 0.33 miles
• Safeway (470 N. Santa Cruz Ave.): 0.6
miles
June 2025
Outreach to property
owners to begin in June
2024, outreach to potential
tenants to begin upon first
development application
This rezone project is underway and expected to be completed by Summer 2025.
Q2. SB35 Written
Procedures
The City will establish written
procedures consistent with
streamlining procedures of Government
Code section 65913.4 (SB 35) to be
used if the City becomes subject to
such applications by not meeting the
RHNA requirements
June 2024 Written procedures for SB35 project review have been drafted in the event the city is subject to such regulations.
R. Participate In Regional
Homelessness Program
Participate In Regional Homelessness
Program
As shown in the Santa Clara County
2022 Point in Time Survey, the
unhoused population in the West Valley
region (Saratoga, Cupertino, Campbell,
Los Gatos, and Monte Sereno) has
increased even as Monte Sereno’s
unhoused homeless population
remained at zero.
The city will participate in regional
efforts, which may include pursing a
Homekey Permanent Supportive
Housing project, supporting safe
parking programs, cold weather shelter,
and hiring an unhoused specialist.
The city will review its emergency
shelter standards to ensure they are
objective, and will revise the maximum
number of beds allowed by right from 3
to 15, including eliminating the
maximum number of clients provisions.
In addition, the City will revise zoning
and permit procedures to comply with
Government Code section 65583,
subdivision (a)(4) (AB 2339) within one
year of adoption, including amending
the definition of emergency shelters,
2023-2024
Monte Sereno is participating in a feasibility study lead by the City of Campbell with the goal of finding a location for a shleter for the un-housed in the West Valley.
S. Allow Single Room
Occupancy Units in all
Zoning Districts
The City will review and amend the
zoning code to allow Single Room
Occupancies (SROs), including
Transitional and Supportive Housing in
the Public Zoning District as a by-right
use without discretionary action. This
use is already allowed by-right, without
discretionary action in all other zoning
districts in the City.
Any future zoning that allows
residential use, including any
multifamily or mixed use, must also
allow by-right development of SROs,
transitional, and permanent supportive
housing without discretionary review.
2023-2024
This program is completed. The City Council adopted Ordinance NS-242 on December 3, 2025 which updated the Muncipal Code to allow Transitional and Suportive Housing by right in all residential zoning districts.
T. Mid-Cycle Evaluation
The City will conduct a mid-cycle checkin beginning in late 2027 to evaluate the progress and effectiveness of programs
C, D, E, G, L, Q, and U in achieving the
overall objective of 75 units. If these
programs are not effective in the goal of
achieving the objectives of more
housing mobility, then the City will
consider separate strategies to
incentivize development, including
amending the ADU ordinance to allow a
Supplemental ADU in addition to the
ADUs and JADU allowed on each parcel
(up to six units per site).
Begin review in late 2027,
with strategies initiated by
end of June 2028.
This program is to bveing in late 2027.
U. Housing Maintenance
Maintenance and upkeep of housing is
critical to ensure health and safety,
prevent major costly damages, and
ensure a high-quality housing stock.
The City will continue to pursue code
enforcement on homes that are not
maintained in compliance with City
codes.
Annually, ongoing
through the 2023-2031
planning period
The City continues to address Code Enforcement issues to ensure swelling units are maintained in compliance with the City codes.
V. Infrastructure Capital
Improvements
City infrastructure including sewer and
roads are critical for housing. The City
will review and revise on a biannual
basis the Capital Improvement Program
(CIP) to identify public infrastructure
priorities that will maintain the
community's older residential
neighborhoods.
The City will prioritize the development
of a bicycle and pedestrian master plan
identified in the 2008 General Plan to
further expand mobility options within
the City.
The City also commits to publicly
supporting regional transportation
opportunities, including bus and transit
that may improve options for current
and future residents of Monte Sereno.
Biannually, ongoing
through the 2023-2031
planning period
The City's continues to improve streets, curbs, and gutters annually through the pavement management program.
The City Council adopted a Bicycle and Pedestrian Master Plan in Setpember 2023 (Resolution 23-3891).
W. Energy Conservation
Conserving energy helps preserve the
integrity of the electrical grid and
reduces emissions that contribute to
climate change. The City will encourage
energy conservation practices for new
and existing residential dwelling units
by enforcing State and local regulations
and encouraging incentives for energy
conservation “best practices.”
Suggested actions include:
Continue to offer streamlining and
reduced permitting fees for solar panel
installations;
Continue to implement the CALGreen
building code requirements;
Continue to evaluate “ Reach Codes”
for all-electric building requirements;
Provide information regarding rebate
programs and energy audits available
through PG&E; and
Provide resource materials regarding
green building and conservation
programs.
Annually, ongoing
through the 2023-2031
planning period
The City continues to offer streamlined permitting process and fee reductions for solar panel installations. Permits for solar panel installations are now available online without any plan review.
The City contuinues to implement the CALGreen building code requirements and local reach codes.
The City will evaluate all electric buildings as part of the 2024 California Code adoption cycle in the Fall of 2025.
X. Water Conservation
Water conservation is an important
component of energy and resource
conservation. The City will adopt a
water conservation ordinance modeled
on Valley Water’s Model Water
Efficiency New Development Ordinance,
which is responsive to extended
drought conditions in California.
Completed by the end of
FY 2023-2024
The City continues to encourage water conservation through Reach Codes requiring hot water circulation pumps on all new construction and enforcement of the WWELO ordinance for new construction.
Y. Fair Housing
Enforcement
Communicating to the public about fair
housing laws and available programs is
essential to raise awareness and to
connect people with resources. The
City will provide written information on
fair housing laws and resources at the
Planning Department counter as well as
on the City’s website. Further, the City
will promote the use of Project Sentinel,
a HUD approved housing counseling
agency in Santa Clara County as a
resource for fair housing information
and advisory services.
Annually, ongoing
through the 2023-2031
planning period
This program is on-going as information is available at City Hall and on the City's web site regarding fair housing enforcement.
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Consider Amending the Purpose of the Improving Financial Controls and Reporting Ad Hoc Committee
Recommendation(s):
Staff recommends that the City Council amend the purpose of the Improving Financial Controls and Reporting Ad Hoc Committee to expand it to include related human resource management.
Background Information:
The City Council of Monte Sereno utilizes ad-hoc committees as subcommittees of the City Council for special assignments to complete work tasks on projects later presented for Monte Sereno City Council consideration. Ad-hoc committees are project specific committees established for a limited duration, no more than one year.
While ad-hoc committees are not subject to Brown Act requirements regarding agendas and open meetings, any permanent or standing committees created by the City Council are subject to such requirements, even if less than a quorum of the Council sits on such committees.
Thus, ad-hoc committees should be limited in scope and duration and should not exceed one year.
Analysis:
On January 21, 2025 the City Council established the Improving Financial Controls and Reporting Ad Hoc Committee with the adoption of Resolution 25-3922 (Attachment 1). Council Members Mekechuk and Shannon were appointed to this Committee. The purpose of the committee included the following:
Review alternatives to replace the City’s existing financial reporting system and recommend a system to City Council;
Ensure that the recommended financial reporting system has appropriate cybersecurity features and reduces the City’s exposure to cybersecurity threats; Propose improvements to the monthly close process using the recommended financial reporting system;
Update internal controls over financial reporting;
Investigate collaborative and cost-effective finance and accounting alternatives with other small cities/towns; and
Work with staff to engage with third party consultant(s) to complete the tasks noted above.
While researching various financial software programs, it has become clear that incorporating related human resource management functionality such as employee timekeeping, payroll, and employee pay and benefit tracking is crucial to implementing a complete financial solution.
Staff recommends the purpose of this committee be amended as follows (new wording is underlined):
Review alternatives to replace the City’s existing financial reporting system with a system that includes integrated related human resources management functionality, and recommend a system to City Council;
Ensure that the recommended financial reporting and human resources management system has appropriate cybersecurity features and reduces the City’s exposure to cybersecurity threats;
Propose improvements to the monthly close process using the recommended financial reporting system;
Update internal controls over financial reporting;
Update related human resources activities including timekeeping, payroll, and employee pay and benefit tracking.
Investigate collaborative and cost-effective finance and accounting alternatives with other small cities/towns; and
Work with staff to engage with third party consultant(s) to complete the tasks noted above.
The draft resolution with the revised purpose of this Committee is included as Attachment 2 to this report.
California Environmental Quality Act:
This matter is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
There is no direct fiscal impact related to the adoption of this resolution.
Public Noticing:
The City of Monte Sereno’s council meeting agenda was posted on the bulletin board outside of Monte Sereno City Hall and the agenda with this staff report can be accessed on The City of Monte Sereno’s website located at www.montesereno.org
Attachments:
1. Reso No 25-3922 Establishing the Improving Financial Controls and Reporting Ad Hoc Committee
2. Draft Resolution Expanding the Purpose of the Improving Financial Controls and Reporting Ad Hoc Committee
RESOLUTION NO. 25-3922
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
ESTABLISHING THE IMPROVING FINANCIAL CONTROLS AND REPORTING AD
HOC COMMITTEE AD HOC COMMITTEE
WHEREAS, the City Council of the City of Monte Sereno (“City Council”) may establish project specific subcommittees to address an explicit purpose or need; and WHEREAS, project specific subcommittees are of a limited duration and should be active for no more than one year; and
WHEREAS, the City Council desires to establish a project specific ad hoc subcommittee to advise staff on improving financial controls and reporting effective January 22, 2025 through January 21, 2026; and
WHEREAS, the purpose of the Improving Financial Controls And Reporting Ad Hoc Committee is to accomplish the following:
• Review alternatives to replace the City’s existing financial reporting system and recommend a system to City Council;
• Ensure that the recommended financial reporting system has appropriate cybersecurity features and reduces the City’s exposure to cybersecurity threats; • Propose improvements to the monthly close process using the recommended financial reporting system;
• Update internal controls over financial reporting;
• Investigate collaborative and cost-effective finance and accounting alternatives with other small cities/towns; and
• Work with staff to engage with third party consultant(s) to complete the tasks noted above.
NOW, THEREFORE, BE IT RESOLVED that City Council hereby forms the Improving Financial Controls and Reporting Ad Hoc Committee effective January 22, 2025, until no later than January 21, 2026, to work with the City Manager to advise staff on proposed modifications to current financial systems and processes; and BE IT FURTHER RESOLVED that Council Member Mekechuk and Council Member Shannon are hereby appointed to the Improving Financial Controls and Reporting Ad Hoc Committee.
REGULARLY ADOPTED AND PASSED this 21st day of January 2025, by the following roll call vote:
AYES: SHANNON, WOLSHEIMER, MEKECHUK, ELLAHIE, CRAIG
NOES: NONE
Docusign Envelope ID: 39948E81-75C1-49A8-987B-437CB7D785FF
ABSENT: NONE
ABSTAIN: NONE
APPROVED:
Burton Craig, Mayor
ATTESTED:
__________________________
Gloisy Gonzalez-Langarica, City Clerk
Docusign Envelope ID: 39948E81-75C1-49A8-987B-437CB7D785FF
RESOLUTION NO. 25-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
AMENDING THE PURPOSE OF THE IMPROVING FINANCIAL CONTROLS AND
REPORTING AD HOC COMMITTEE
WHEREAS, the City Council of the City of Monte Sereno (“City Council”) may establish project specific subcommittees to address an explicit purpose or need; and WHEREAS, project specific subcommittees are of a limited duration and should be active for no more than one year; and
WHEREAS, the City Council established a Improving Financial Controls and Reporting Ad Hoc Committee on January 21, 2025 and appointed Council Members Mekechuk and Shannon to the committee; and
WHEREAS, the purpose of the Improving Financial Controls and Reporting Ad Hoc Committee needs to be amended to include related human resource management functionality.
NOW, THEREFORE, BE IT RESOLVED the City Council hereby amends the purpose of the Improving Financial Controls and Reporting Ad Hoc Committee to be to accomplish the following:
• Review alternatives to replace the City’s existing financial reporting system with a system that includes integrated related human resources management functionality, and recommend a system to City Council;
• Ensure that the recommended financial reporting and human resources management system has appropriate cybersecurity features and reduces the City’s exposure to cybersecurity threats;
• Propose improvements to the monthly close process using the recommended financial reporting system;
• Update internal controls over financial reporting;
• Update related human resources activities including timekeeping, payroll, and employee pay and benefit tracking.
• Investigate collaborative and cost-effective finance and accounting alternatives with other small cities/towns; and
• Work with staff to engage with third party consultant(s) to complete the tasks noted above.
REGULARLY ADOPTED AND PASSED this 1st day of April 2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Burton Craig, Mayor
ATTESTED:
__________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Consider Extending the City Manager Search Ad Hoc Committee Recommendation(s):
Staff recommends that the City Council extend the City Manager Search Ad Hoc Committee to September 30, 2025
Background Information:
The City Council of Monte Sereno utilizes ad-hoc committees as subcommittees of the City Council for special assignments to complete work tasks on projects later presented for Monte Sereno City Council consideration. Ad-hoc committees are project specific committees established for a limited duration, no more than one year.
While ad-hoc committees are not subject to Brown Act requirements regarding agendas and open meetings, any permanent or standing committees created by the City Council are subject to such requirements, even if less than a quorum of the Council sits on such committees.
Thus, ad-hoc committees should be limited in scope and duration and should not exceed one year.
Analysis:
On October 1, 2024 the City Council established the City Manager Search Ad Hoc Committee with the adoption of Resolution 24-3916 (Attachment 1). Mayor Craig and Council Member Wolsheimer were appointed to this Committee. The Committee is set to expire on April 2, 2025. As the work of this Committee is on-going, the attached draft resolution (Attachment 2) would extend the Committee through September 30, 2025.
California Environmental Quality Act:
This matter is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
There is no direct fiscal impact related to the adoption of this resolution.
Public Noticing:
The City of Monte Sereno’s council meeting agenda was posted on the bulletin board outside of Monte Sereno City Hall and the agenda with this staff report can be accessed on The City of Monte Sereno’s website located at www.montesereno.org.
Attachments:
1. Reso No 24-3916 City Manager Search Ad Hoc Committee.docx
2. Draft Resolution Extend City Manager Search Ad Hoc Committee
RESOLUTION NO. 24-3916
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
ESTABLISHING THE CITY MANAGER SEARCH AD HOC COMMITTEE
WHEREAS, the City Council of the City of Monte Sereno (“City Council”) may establish project specific subcommittees to address an explicit purpose or need; and WHEREAS, project specific subcommittees are of a limited duration and should be active for no more than one year; and
WHEREAS, the City Council desires to establish a project specific ad hoc subcommittee to assess the needs and attributes for City Manager candidates and to recommend a process for selecting a new City Manager, effective October 2, 2024, through April 2, 2025.
NOW, THEREFORE, BE IT RESOLVED AND ORDERED that City Council hereby forms the City Manager Search Ad Hoc Committee effective October 2, 2024, until no later than April 2, 2025, to assess the needs and attributes for City Manager candidates and to recommend a process for selecting the new City Manager; and BE IT FURTHER RESOLVED that Mayor Wolsheimer and Vice Mayor Craig are hereby appointed to the City Manager Search Ad Hoc Committee.
The above and foregoing resolution was duly and regularly adopted by the City Council of the City of Monte Sereno at a regular meeting held on the 1 st day of October, 2024 by
the following vote:
AYES: TURNER, ELLAHIE, MEKECHUK, CRAIG, WOLSHEIMER
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
Approved:_____________________________
Evert Wolsheimer, Mayor
Attest: ______________________________
Gloisy Gonzalez-Langarica, City Clerk
Docusign Envelope ID: A2E625E6-71C7-4245-8CE3-C4C73F48C99B
RESOLUTION NO. 24-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
EXTENDING THE CITY MANAGER SEARCH AD HOC COMMITTEE
WHEREAS, the City Council of the City of Monte Sereno (“City Council”) may establish project specific subcommittees to address an explicit purpose or need; and WHEREAS, project specific subcommittees are of a limited duration and should be active for no more than one year; and
WHEREAS, the City Council established a City Manager Search Ad Hoc Committee on October 1, 2024 and appointed Mayor Craig and Council Member Wolsheimer to the committee; and
WHEREAS, the City Manager Seach Ad Hoc Committee’s term expires on April 2, 2025 and the City Council desires to extend the Committee.
NOW, THEREFORE, BE IT RESOLVED the City Council of the City of Monte Sereno hereby approves the City Manager Search Ad Hoc Committee be extended to September 30, 2025.
REGULARLY ADOPTED AND PASSED this 1st day of April 2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Burton Craig, Mayor
ATTESTED:
__________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Consider Approving of a Memorandum of Understanding with the Cities of Campbell, Cupertino, Saratoga, and the Town of Los Gatos to Formalize the Collaborative Efforts to Conduct a West Valley Shelter Feasibility Study for the Possible Development of Temporary and Emergency Housing Facilities and Programs to Service the West Valley Area and Authorizing the Interim City Manager to Execute the Memorandum of Understanding
Recommendation(s):
Staff recommends that the City Council adopt a resolution authorizing the Interim City Manager to execute the Memorandum of Understanding (MOU) with the Cities of Campbell, Cupertino, Saratoga and the Town of Los Gatos to formalize collaborative efforts to conduct a feasibility study related to potential temporary and emergency housing facilities in the West Valley Area.
Background Information:
Monte Sereno’s adopted Housing Element includes Program R which reads, in part:
Participate In Regional Homelessness Program
As shown in the Santa Clara County 2022 Point in Time Survey, the unhoused population in the West Valley region (Saratoga, Cupertino, Campbell, Los Gatos, and Monte Sereno) has increased even as Monte Sereno’s unhoused homeless population remained at zero.
The city will participate in regional efforts, which may include pursuing a Homekey Permanent Supportive Housing project, supporting safe parking programs, cold weather shelter, and hiring an unhoused specialist.
As similar programs are included in the Housing Elements of the other West Valley cities, staff from the five cities have been working together on this program as well as other overlapping programs.
The City of Campbell has entered into a contract with Good City, Co. in the amount of $99,000 to complete a West Valley Shelter Feasibility Study and is taking on the lead role for the preparation of the study which will serve the five West Valley cities, encompassing the cities of Campbell, Cupertino, Monte Sereno, Saratoga, and the Town of Los Gatos. As the study will
address and benefit all five jurisdictions, the draft MOU has been prepared to outline the roles, responsibilities and expectations of each jurisdiction in relation to the feasibility study and next steps.
Analysis:
The City of Campbell has adopted the MOU in consultation with the other West Valley cities to memorialize the partnership agreement. The MOU outlines a collaborative process between the five West Valley cities in the preparation of the West Valley Shelter feasibility study. The MOU outlines the responsibilities of Campbell as the lead jurisdiction and the other West Valley city partner organizations. Campbell’s responsibilities include:
Lead the overall management on preparing the feasibility study. Manage the Consultant contract with Good City, Co.
Provide project oversight, including the scheduling of meetings and deadlines. Collect data regarding the needs for shelter services in the community as requested by the Consultant.
Provide funding or resources, as applicable, to support the study. Receive and review the final feasibility report and recommendations before the Campbell City Council.
The responsibilities of the Cities of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos as partner organizations include:
Assist in data collection and needs assessment, particularly with regard to the target population as requested by the Consultant.
Participate in stakeholder engagement and community outreach efforts as needed. Help identify potential funding sources and grant opportunities, if needed, to support the feasibility study and any further implementation actions. Review and provide input on the Needs Analysis and the Feasibility study reports. Receive and review the final feasibility report and recommendations before the respective City or Town Council.
The benefits of the joint effort pursuant to the proposed MOU include:
Shared ownership of the final report and any associated findings, data or documents generated by the feasibility study.
A coordinated effort to determine how the results will be distributed and used, including any publication, presentations or applications for funding. Coordinated, but continued adherence to each agency’s approval procedures (i.e., approvals by the respective City Councils).
Next Steps
If the resolution is adopted, staff will continue to work with the other West Valley cities to coordinate efforts of this Feasibility Study and report the findings to the City Council.
California Environmental Quality Act:
Adopting a resolution supporting this policy matter is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
There is no direct fiscal impact related to the adoption of this resolution. If any funding is needed from the City of Monte Sereno, staff will present the information to Council at a future meeting for Council’s consideration.
Public Noticing:
The City of Monte Sereno's Council meeting agenda was posted on the bulletin board outside of Monte Sereno's City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
Draft Resolution West Valley Shelter Feasibility Study MOU
RESOLUTION NO. 24-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
AUTHORIZING THE INTERIM CITY MANAGER TO EXECUTE THE MEMORANDUM
OF UNDERSTANDING WITH THE CITIES OF CUPERTINO, MONTE SERENO,
SARATOGA AND THE TOWN OF LOS GATOS TO FORMALIZE COLLABORATIVE
EFFORTS TO CONDUCT A FEASIBILITY STUDY RELATED TO POTENTIAL
TEMPORARY AND EMERGENCY HOUSING FACILITIES IN THE WEST VALLEY AREA
WHEREAS, on May 7, 2024, the City Council adopted the 2023-2031 Housing Element which included Program R which calls for coordination with adjacent West Valley Cities to develop a regional homeless shelter program; and WHEREAS, on December 15, 2024 the City of Campbell entered into an agreement with Good City, Co. to prepare a shelter feasibility study on behalf of the West Valley Cities; and
WHEREAS, the City of Campbell will serve as the lead organization and the additional West Valley Cities will serve as partner organizations for the completion of the feasibility study; and
WHEREAS, the City and the additional West Valley Cities wish to collaborate and align their objectives for the benefit of the community by preparing a feasibility study for potential temporary and emergency housing facilities and programs in the West Valley Area by entering into a Memorandum of Understanding.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Monte Sereno hereby approves and authorizes the Interim City Manager to execute, a Memorandum of Understanding with the Cities Campbell, Cupertino, Saratoga and the Town of Los Gatos to formalize collaborative efforts to conduct a feasibility study related to potential temporary and emergency housing facilities.
REGULARLY ADOPTED AND PASSED this 1st day of April 2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Burton Craig, Mayor
ATTESTED:
__________________________
Gloisy Gonzalez-Langarica, City Clerk
MEMORANDUM OF UNDERSTANDING
BETWEEN
City of Campbell
70 N. First Street
Campbell, CA 95008
AND
City of Cupertino
10300 Torre Avenue
Cupertino, CA 95014
City of Monte Sereno
18041 Saratoga-Los Gatos Road
Monte Sereno, CA 95030
City of Saratoga
13777 Fruitdale Avenue
Saratoga, CA 95070
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
1. Purpose
The purpose of this Memorandum of Understanding (MOU), effective as of the date of the last signer hereto, is to formalize the collaborative efforts between five parties, the Cities of Campbell, Cupertino, Saratoga, Monte Sereno, and the Town of Los Gatos (individually “party” and together “parties”) to conduct a feasibility study (“feasibility study”) for the possible development of temporary and emergency housing facilities and programs to service the unhoused population within the five jurisdictions. Collectively the five jurisdictions encompass the West Valley area (“West Valley Area”) of the County of Santa Clara. The City of Campbell has funded and executed an agreement with a consultant, Good City Co., to evaluate the feasibility of establishing temporary and emergency shelter services in the West Valley Area to serve the five parties. This MOU outlines the roles, responsibilities, and expectations of each party in relation to the feasibility study and next steps. Accordingly, the parties agree as follows:
2. Scope of the Feasibility Study
The feasibility study will include the following components:
• Needs Assessment: Evaluating the existing unhoused population within the West Valley area as a whole to understand any unique demographic and service needs. • Stakeholder Engagement: Gathering input from community members, local government, and other key stakeholders concerning unhoused service needs.
• Feasibility Study: Analysis and recommendations concerning feasible temporary or emergency housing facilities and services that can be provided in the West Valley area to serve the needs of the unhoused population. This will include an evaluation of the initial and ongoing costs and capacity to support different housing facilities but not provide any site specific analysis for a new facility.
3. Roles and Responsibilities
City of Campbell (Lead Organization):
• Lead the overall management on preparing the feasibility study. • Manage the Consultant contract with Good City, Co.
• Provide project oversight, including the scheduling of meetings and deadlines. • Collect data regarding the needs for shelter services in the community as requested by the Consultant.
• Provide funding or resources, as applicable, to support the study. • Receive and review the final feasibility report and recommendations before the City Council.
City of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos (Partner Organizations):
• Assist in data collection and needs assessment, particularly with regard to the target population as requested by the Consultant.
• Participate in stakeholder engagement and community outreach efforts as needed. • Help identify potential funding sources and grant opportunities, if needed, to support the feasibility study and any further implementation actions. • Review and provide input on the Needs Analysis and the Feasibility study reports. • Receive and review the final feasibility report and recommendations before the respective City or Town Council.
4. Timeline
The feasibility study by Good City, Co. will begin in November 2024 and is expected to be completed by August 2025.
5. Funding and Resource Allocation
The City of Campbell will be responsible for funding the $99,000 associated with the estimated cost of the feasibility study. In the case that additional funding is required to complete the feasibility study, all parties will negotiate in good faith with shared responsibility to secure the necessary financial resources.
6. Confidentiality
All parties agree to maintain confidentiality regarding any sensitive or proprietary information exchanged during the course of this collaboration. Information gathered during the feasibility study will only be shared with relevant stakeholders, and only as required to complete the study. All parties also acknowledge that they are subject to the California Public Records Act (CPRA). Should a request come in that might call for confidential information related to this MOU, the party
receiving the request will give prompt notice to the other parties if any documents are to be released.
7. Ownership of Study Results
The final report and any associated findings, data, or documents generated from the feasibility study will be jointly owned by the City of Campbell and the Cities of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos. All parties agree to work together to determine how the results will be distributed and used, including any publication, presentations, or applications for funding.
9. Modification of the MOU
This MOU may be amended or modified only by mutual written consent of the parties. Any modifications will be documented and signed by authorized representatives of the organizations.
10. Termination
Any party may terminate this MOU with thirty (30) days written notice to the other parties. In the event of termination, the parties will agree on the disposition of any materials, data, or funding associated with the feasibility study.
11. Indemnification and Insurance
The parties agree that all losses or liabilities incurred by a party shall not be shared pro rata pursuant to Government Code Section 895.6 but, instead, the parties agree that, pursuant to Government Code Section 895.4, to the fullest extent permitted by law, each of the parties hereto shall fully indemnify and hold each of the other parties, their officers, board members, employees, and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this MOU. No party, nor any officer, board member or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other parties hereto, their officers, board members, employees, or agents, under or in connection with or arising out of any work authority or jurisdiction delegated to such other Parties under this MOU. These indemnity obligations shall survive the termination of this MOU.
In addition, each party will maintain insurance with the following minimum limits or a self-insured retention of the same:
• COMMERCIAL GENERAL LIABILITY (CGL): $1,000,000 PER OCCURRENCE; $2,000,000 AGGREGATE. • AUTOMOBILE LIABILITY: $1,000,000.
• WORKERS’ COMPENSATION AS REQUIRED BY THE STATE OF CALIFORNIA, WITH STATUTORY LIMITS, AND EMPLOYER’S LIABILITY INSURANCE: $1,000,000 per accident for bodily injury or disease.
12. Additional Terms
Notices under this MOU shall be by US Mail, and concurrently via email, to the head of the department of Planning, or equivalent, for each of the parties and are considered delivered when
the email is sent (unless returned undeliverable). This MOU expresses the intent of the parties to collaborate on the issues contained herein and represents the entire understanding of the parties on such matters. Except as the other party may specify in writing, a party shall have no authority, express or implied, to act on behalf of the other party in any capacity whatsoever as an agent. This MOU shall not be assigned without first obtaining the express written consent of the other parties. All activities of the Parties with respect to this MOU will be carried out in compliance with all applicable federal, state, and local laws and regulations. The unenforceability, invalidity or illegality of any provisions of this MOU shall not render the other provisions unenforceable, invalid or illegal.
13. Signatures
By signing below, the undersigned and authorized representatives of the five parties acknowledge their agreement to the terms of this MOU.
City of Campbell:
Name: ___________________________
Title: ____________________________
Signature: ________________________
Date: ____________________________
City of Cupertino:
Name: ___________________________
Title: ____________________________
Signature: ________________________
Date: ____________________________
City of Saratoga
Name: ___________________________
Title: ____________________________
Signature: ________________________
Date: ____________________________
[Continued on the following page.]
City of Monte Sereno:
Name: ___________________________
Title: ____________________________
Signature: ________________________
Date: ____________________________
Town of Los Gatos:
Name: ___________________________
Title: ____________________________
Signature: ________________________
Date: ____________________________
Appendices
• Appendix A: City of Campbell Consultant Services Agreement with Good City Company
-1-
CITY OF CAMPBELL
CONSULTANT SERVICES AGREEMENT
This Agreement is entered into at Campbell, California on the 15th day of December, 2024, by and between the CITY OF CAMPBELL (hereinafter referred to as "City") and Good City Company (hereinafter referred to as "Consultant").
WHEREAS, City desires to obtain consulting services for the purpose of providing feasibility study services to analyze the feasibility of constructing shelter, temporary or emergency housing, or similar facility to support the unhoused population of the West Valley Area (Campbell, Cupertino, Los Gatos, Monte Sereno and Saratoga) ; and
WHEREAS, Consultant represents that it has the expertise, means, and ability to perform said feasibility study services ;
NOW, THEREFORE, in consideration of each other's mutual promises, Consultant and City agree as follows:
1. DUTIES OF CONSULTANT
1.1 Consultant agrees to perform services as set forth in Exhibit A - Scope of Services, attached hereto and incorporated herein by reference, and which shall be interpreted together and in harmony with this Agreement. In the event of any conflict between Exhibit A and this Agreement, this Agreement shall govern, control, and take precedence.
1.2 Consultant’s project manager will meet with the City’s project coordinator prior to commencement of the project to establish a clear understanding of the working relationships, authorities, and management philosophy of City as it relates to this Agreement.
1.3 Consultant, working with the City, will gather available existing information concerning the project, and shall review documents as necessary for compliance with the project’s objectives.
1.4 In performance of this Agreement by Consultant, time will be of the essence.
1.5 Notwithstanding Section 1.4, Consultant shall not be responsible for delay caused by activities or factors beyond Consultant’s reasonable control, including delays or by reason of strikes, work slow-downs or stoppages, or acts of God.
1.6 Consultant agrees to perform this Agreement in accordance with the highest degree of skill and expertise exercised by members of Consultant’s profession working on similar projects under similar circumstances.
-2-
1.7 Consultant shall cooperate in good faith with City in all aspects of the performance of this Agreement.
1.8 In the course of the performance of this Agreement, Consultant shall act in the City’s best interest as it relates to the project.
1.9 All activities of Consultant, its employees, subcontractors and/or agents will be carried out in compliance with all applicable federal, state, and local laws and regulations.
1.10 The designated project manager for Consultant shall be Nicholas Hamilton. The designated principal in charge for this project shall be Aaron Aknin. The Consultant’s project manager shall have all the necessary authority to direct technical and professional work within the scope of the Agreement and shall serve as the principal point of contact with the City and the City’s project coordinator. The authorized principal of Consultant executing this Agreement for the Consultant shall have authority to make decisions regarding changes in services, termination and other matters related to the performance of this agreement on behalf of Consultant.
1.11 The Consultant (and its employees, agents, representatives, and subconsultants), in the performance of this Agreement, shall act in an independent capacity and not as officers or officials or employees or agents of the City. The City shall not direct the work and means for accomplishment of the services and work to be performed hereunder. The City, however, retains the right to require that work performed by Consultant meet specific standards consistent with the requirements of this Agreement without regard to the manner and means of accomplishment thereof. Subcontractors shall assume all of the rights, obligations and liabilities, applicable to it as an independent contractor hereunder. Consultant represents and warrants that it (i) is fully experienced and properly qualified to perform the class of work and services provided for herein, (ii) has the financial capability and shall finance its own operations required for the performance of the work and services and (iii) is properly equipped and organized to perform the work and services in a competent, timely and proper manner in accordance with the requirements of this Agreement. Consultant agrees to comply with AB5, codified at Labor Code section 2750.3, and shall indemnify, defend and hold harmless the City, its officers, officials, directors, agents representatives, volunteers, and employees against any claim or liability, including attorneys’ fees and costs, arising in any manner related to this Agreement that an employee, agent or others under Consultant’s supervision or control was misclassified.
1.12 This Agreement contains provisions that permit mutually acceptable changes in the scope, character or complexity of the work if such changes become desirable or necessary as the work progresses. Adjustments to the basis of payment and to the time for performance of the work, if any, shall be established by a written contract amendment (approved and executed by the City) to accommodate the changes in work.
2. DUTIES OF CITY
2.1 City shall furnish to Consultant all available and pertinent data and information requested by Consultant to facilitate the preparation of the documents called for in this Agreement.
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Consultant shall be entitled to reasonably rely on accuracy and completeness of such information, provided that Consultant shall make any additional investigation reasonably necessary to confirm such information and provide City prompt written notice of any known or discovered defects in such data and information.
2.2 City shall provide contract administration services. City shall notify Consultant of required administrative procedures and shall name representatives, if any, authorized to act in its behalf.
2.3 City shall review documents submitted by Consultant and shall render decisions pertaining thereto as promptly as reasonably possible.
3. COMPENSATION
3.1 For the full performance of the services described herein by Consultant, City agrees to compensate Consultant for all services and direct costs associated with the performance of the project in an amount not to exceed $99,000, as follows:
a. Once each month, Consultant shall submit for payment by City, an itemized invoice for services performed during the previous billing period. The invoice shall describe the services rendered and the title of the item of work, and shall list labor hours by personnel classification.
Said invoice shall be based on all labor and direct expense charges made for work performed on the project. Labor charges shall be in accordance with the fee schedule found in Exhibit A of this Agreement. City shall pay Consultant for services rendered and approved by the City within 30 days from the date the itemized invoice is received by the City, subject to the maximum not to exceed amount specified above and the City’s right to object. b. Direct costs are those outside costs incurred on or directly for the project, and substantiated with invoices for the charges. Direct expenses include printing, reproduction, and delivery charges.
3.2 If Consultant incurs other costs which are not specifically covered by the terms of this Agreement, but which are necessary for performance of Consultant’s duties, City may approve payment for said costs if authorized in writing by the City in advance.
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3.3 City may order changes in the scope or character of services in writing, including decreasing the amount of Consultant’s services. In the event that the work is decreased, Consultant is entitled to full compensation for all services performed and expenses incurred prior to receipt of notice of change. Under no conditions shall Consultant make any changes to the work, either as additions or deductions, without the prior written order of the City. In the event, that the City determines that a change to the work or services from that specified in this Agreement is required, the contract time and/or actual costs reimbursable by the City for the project may be adjusted by contract amendment or change order to accommodate the changed work. The maximum not to exceed total amount specified in this Article 3 (Compensation) shall not be exceeded, unless authorized by written contract amendment or change order, approved and executed by the City.
Consultant shall obtain prior written approval for a revised fee schedule from the City before exceeding such fee schedule. Only City’s authorized representative(s) is authorized to approve changes to this Agreement on behalf of City.
3.4 In no event, will the Consultant be reimbursed for any costs or expenses at any rates that exceed the rates for set forth in the fee schedule found in Exhibit A.
3.5 Consultant agrees that the payments to Consultant specified in this Article 3 (Compensation) will constitute full and complete compensation for all obligations assumed by Consultant under this Agreement. Where conflicts regarding compensation may occur, the provisions of this section apply.
4. SUBCONSULTANTS
4.1 Consultant may not subcontract any services required under this Agreement without the prior written consent of the City.
4.2 Consultant shall be responsible to City for the performance of any and all subconsultants who perform work under this contract, and any acts of negligence or misconduct on their part. Consultant is solely responsible for all payments due to subconsultants.
4.3 Consultant shall require and verify that all subcontractors maintain insurance meeting all of the requirements stated herein, including naming the City of Campbell, its officers, officials, directors, agents representatives, volunteers, and employees as additional insureds. Any modification to the insurance requirements for subcontractors must be agreed to by the City in writing.
4.4 If at any time, the City determines any subcontractor is incompetent or unqualified, Consultant will be notified and will be expected to immediately cancel the subcontract.
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5. OWNERSHIP OF DOCUMENTS AND MATERIALS
All original drawings, documents, papers, data, materials, photographs, negatives and other work products prepared by the Consultant and/or its subconsultants in the performance of the services encompassed in this Agreement (whether in printed or electronic format) (“project-related documents and materials”) shall be the property of the City and may be used on this project without the consent of the Consultant or its subcontractors. City acknowledges that such drawings, documents, and other items are instruments of professional services intended for use only on the subject project. Consultant agrees that all copyrights which arise from creation of the Project-related documents and materials pursuant to this Agreement shall be vested in the City and waives and relinquishes all claims to copyright or other intellectual property rights in favor of the City. Any project-related documents and materials related to this Agreement shall be confidential, not to be used by the Consultant on other projects or disclosed to any third party, except by agreement in writing by the City, or except as otherwise provided herein. Upon the completion or termination of this Agreement for any reason, the City shall be entitled to receive, and Consultant shall promptly provide to the City upon request, all finished and unfinished project-related documents and materials, produced or gathered by or on behalf of Consultant that are in Consultant’s possession, custody or control. Consultant may retain copies of said documents and materials for its files. In the event of termination, any dispute regarding compensation or damages shall not hinder, prevent, or otherwise impact the City’s right to promptly receive and use such documents and materials which are the sole and exclusive property of the City.
6. TERMINATION
6.1 Notwithstanding any other provision of this Agreement, City may terminate this Agreement at any time, with or without cause, in its sole discretion, by giving notice in writing to Consultant not less than thirty calendar days prior to an effective termination date. In the event of such termination, Consultant shall have the right and obligation to immediately assemble the work then in progress for the purpose of completing the work and turning over all materials and documents to City.
6.2 In the event of such termination, Consultant shall be compensated for all work and services performed to the point of termination in accordance with the payment provisions set forth in Section 3.1, unless the termination is for cause, in which event Consultant need be compensated only to the extent required by law.
6.3 Upon notice of termination by City, the Consultant will immediately act to not incur any additional obligations, costs or expenses, except as may be reasonably necessary to terminate its activities. All finished or unfinished work or documents procured or produced under the Agreement will become property of the City upon the termination date. In the event of Consultant’s failure to perform pursuant to the Agreement, the City reserves the right to obtain services elsewhere and Consultant will be liable for the difference between the prices set forth in the terminated Agreement and the actual cost to the City. Termination of the Agreement pursuant to this paragraph shall not relieve the Consultant of any liability to City for additional costs, expenses,
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or damages sustained by City due to failure of the Consultant to perform pursuant to the Agreement. City may withhold any payments to Consultant for the purpose of set off until such time as the exact amount of damages due City from Consultant is determined. After the effective date of termination, Consultant will have no further claims against the City under the Agreement.
No other compensation will be payable for anticipated profit on unperformed services.
7. AUDIT AND INSPECTION
Consultant shall permit authorized representatives of City to inspect and audit all data and records relating to its performance under this Agreement for a period of three years following acceptance of the final study.
8. EQUAL EMPLOYMENT OPPORTUNITY
Consultant agrees to refrain from discriminatory employment practices on the basis of race, religious creed, color, sex, national origin, handicap, sexual orientation, marital status, medical condition, disability, ancestry, organizational affiliation, military or veteran status, or any other consideration made unlawful by local, State or Federal law, of any employee of, or applicant for employment with, such Consultant or subcontractor. City requires Consultant to comply with all applicable Federal and State and local equal employment opportunity laws and regulations.
9. INSURANCE AND INDEMNIFICATION
9.1 With respect to any design professional services provided by Consultant, the Consultant agrees to indemnify, and hold harmless the City, its officers, and employees to the fullest extent allowed by law from any and all claims, actions, causes of action, damages, liabilities and losses, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, except for any claims, actions, causes of action, losses, damages or liabilities proximately caused by the sole negligence or willful misconduct of City. City shall not be liable for acts of Consultant in performing services described herein. Notwithstanding anything in this paragraph to the contrary, any defense costs charged to the design professional under this paragraph shall not exceed the design professional’s proportionate percentage of fault, except:
a. That in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, the design professional shall meet and confer with the other parties regarding unpaid defense costs in good faith effort to agree on the allocation of those costs amongst the parties; and
b. Where a project-specific general liability policy insures all project participants for general liability exposures on a primary basis and also covers all design professionals for their legal liability arising out of their professional services on a primary basis, then there shall be no limitation on the design professional's duty to provide a defense and cover the City's cost of defense.
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With respect to all matters other than those covered by the foregoing paragraph, Consultant agrees to indemnify, defend (with counsel reasonably satisfactory to the City) and hold harmless the City, its officers, officials, directors, agents representatives, volunteers, and employees to the fullest extent allowed by law from and against any and all claims, actions, causes of action, losses, damages, liabilities and costs of every nature, including attorneys’ fees and costs (collectively, “Losses”) including but not limited to all claims, actions, causes of action, losses, damages, liabilities for property damage, bodily injury, or death, and all costs of defending any claim, caused by or arising out of, or alleged to have been caused by or arise out of, in whole or in part, Consultant’s performance under this Agreement, except for any claims, actions, causes of action, losses, damages, costs or liabilities proximately caused by the sole negligence or willful misconduct of City. City shall not be liable for acts of Consultant in performing services described herein.
In no event shall this section be construed to require indemnification by the Consultant to a greater extent than permitted under the public policy of the State of California; and in the event that this contract is subject to California Civil Code section 2782(b), the foregoing indemnity provisions shall not apply to any liability for the active negligence of the City.
The defense and indemnity provisions obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations contained in this Agreement. The foregoing indemnity provisions are intended to fully allocate the parties’ risk of liability to thirdparties; and there shall be no rights to indemnity or contribution, in law or equity or otherwise between the parties that are not set forth in this section. Consultant waives all rights to subrogation for any matters covered by the provisions of this section. Consultant’s responsibility for such defense and indemnity obligations as set forth in this section shall survive the termination or completion of this Agreement for the full period of time allowed by law.
9.2 Consultant shall maintain insurance conforming to the following specifications to the fullest amount allowed by law for a minimum of three (3) years following the termination or completion of this Agreement:
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A. Types of Coverage
The policies shall afford the following types of coverage:
1. Commercial General Liability;
2. Automotive;
3. Workers’ Compensation and Employer Liability; and
4. Professional Liability and/or Errors and Omissions
B. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. For Commercial General Liability: Insurance Services Office (ISO) CGL Form 00 01 11 85; and
2. For Automotive Liability: ISO CA 00 01 06 92 including symbol 1(any auto); and
3. For Workers’ Compensation: insurance as required by the Labor Code of the State of California and Employer's Liability insurance; and
4. For Professional Liability and/or Errors and Omissions: insurance covering negligence committed by or on behalf of Consultant in rendering services to City.
C. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for bodily, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.
3. Workers’ Compensation and Employer's Liability: Workers’ Compensation limits as required by the Labor Code of the State of California and Employer's Liability limits of $1,000,000 per accident. The Worker’s Compensation policy must be endorsed with a waiver of subrogation in favor of the City for all work performed by the Consultant
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and its employees.
4. Professional Liability and/or Errors and Omissions: $1,000,000 per claim and $2,000,000 in the annual aggregate.
The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (as agreed to in this Agreement) before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
D. Deductible and Self-Insured Retention
Any deductibles or self-insured retention must be declared to and approved by the City, and shall not reduce the limits of liability. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City, its agents, officers, attorneys, employees, officials and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses related to investigations, claim administration, and defense expenses. Policies containing any self-insured retention provision shall provide or be endorsed to provide that the self-insured retention may be satisfied by either the named insured or the City.
E. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverage:
a. The City, its agents, officers, attorneys, employees, officials and volunteers are to be covered as additional insureds as respects: liability arising out of this Agreement performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, leased, hired or borrowed by the Consultant. It is a requirement of this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits set forth in this Agreement shall be available to the City as an additional insured. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured, whichever is affords greater coverage. b. The Consultant's insurance coverage shall be primary insurance as respects the City, its agents, officers, attorneys, employees, officials and volunteers.
Any insurance or self-insurance maintained by the City, its agents, officers, attorneys, employees, officials and volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
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c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its agents, officers, attorneys, employees, officials, and volunteers.
d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer's liability.
2. Workers’ Compensation and Employer’s Liability Coverage: The insurer shall agree to waive all rights of subrogation against the City, its agents, officers, attorneys, employees, officials, and volunteers for losses arising from work performed by the Consultant for the City.
3. All Coverages: Any unintentional failure to comply with reporting provisions of the policies shall not affect coverage provided to the City; and unless otherwise approved by the City, each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by regular mail has been given to the City, or ten (10) days for cancellation for non-payment of premium.
F. Suspension or Cancellation
If any of the coverages required by this Agreement should be suspended, voided, cancelled or reduced in coverage during the term of this Agreement, Consultant shall immediately notify City and replace such coverage with another policy meeting the requirements of this Agreement.
G. Subcontractors
Consultant agrees that any and all contracts with subcontractors for performance of any matter under this Agreement shall require the subcontractors to comply with the same indemnity and insurance requirements set forth in this Agreement to the extent that they apply to the scope of the subcontractors’ work. Subcontractors are to be bound to contractor and to City in the same manner and to the same extent as the Consultant is bound to City under this Agreement.
Subcontractors shall further agree to include these same provisions with any sub-subcontractor. A copy of this Agreement will be furnished to the subcontractor on request. The Consultant shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the Agreement prior to commencing any work, and will provide proof of compliance to the City.
H. Acceptability of Insurers
Without limiting Consultant's indemnification provided hereunder, the policies of insurance listed in Article 9.2 of this Agreement are to be issued by an issuer with a current A.M. Best Rating of A:V and who is authorized to transact business in the State of
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California, unless otherwise approved by the City.
I. Verification of Coverage
Consultant shall furnish the City with endorsements and certificates of insurance evidencing coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be on forms acceptable to the City. Where required by statue, forms approved by the Insurance Commissioner are to be submitted. All certificates are to be received and approved by the City before work commences.
J. Special Risks/Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances and provide notice to Consultant.
10. MISCELLANEOUS
10.1 This Agreement shall be binding on the heirs, executors, assigns and successors of Consultant.
10.2 Neither party may assign this Agreement, or any portion hereof, without the prior written consent of the other.
10.3 This Agreement shall not be construed to alter, affect, or waive any lien or stop notice rights, which Consultant may have for the performance of services pursuant to this Agreement.
10.4 Neither party’s waiver of any term, condition or covenant, or breach of any term, condition or covenant shall be construed as the waiver of any other term, condition or covenant or waiver of the breach of any other term, condition or covenant.
10.5 This Agreement contains the entire Agreement between City and Consultant relating to the project and the provision of services to the project. Any prior agreements, promises, negotiations, or representations not expressly set forth in this Agreement are of no force or effect.
Subsequent modifications to this Agreement shall be in writing and signed by both City and Consultant.
10.6 If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall be valid and binding on City and Consultant.
10.7 This Agreement shall be governed and construed in accordance with the laws of the State of California.
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10.8 All changes or amendments to this Agreement must be in writing and approved by all parties.
10.9 The initial contract term shall commence upon execution of the contract by the City and shall terminate December 31, 2025, unless terminated sooner in accordance with the contract.
10.10 Consultant owes the City a duty of undivided loyalty in performing the work and services under this Agreement, including, but not limited to, the obligation to refrain from having economic interests and/or participating in activities that conflict with the City’s interests in respect to the work and/or services and project. The Consultant shall list current clients who may have a financial interest in the outcome of this Agreement. The Consultant hereby certifies that it does not now have, nor shall it acquire any financial or business interest that would conflict with the performance of services under this agreement. Consultant shall not make or participate in making or in any way attempt to use Consultant’s position to influence a governmental decision in which Consultant knows or has reason to know Consultant has a direct or indirect financial interest other than the compensation promised by this Agreement. Consultant will immediately advise the City if Consultant learns of a financial interest of Consultant's during the term of this Agreement.
10.11 City is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If Consultant’s proprietary information is contained in documents or information submitted to City, and Consultant claims that such information falls within one or more CPRA exemptions, Consultant must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a request for such information, City will make best efforts to provide notice to Consultant prior to such disclosure. If Consultant contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County before the City is required to respond to the CPRA request. If Consultant fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to Consultant. Consultant further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Consultant.
10.12 Neither party hereto shall be considered in default in the performance of its obligation hereunder to the extent that the performance of any such obligation is prevented or delayed by an act of God, natural disaster, pandemic, acts of terrorism, war, or other peril, which is beyond the reasonable control of the affected party and without the negligence of the respective Parties. Each party hereto shall give notice promptly to the other of the nature and extent of any Force Majeure claimed to delay, hinder or prevent performance of the services under this Agreement. Each Party will, however, make all reasonable efforts to remove or eliminate such a cause of delay or default and will, upon the cessation of the cause, diligently pursue performance of its obligations in this Agreement. In the event either party is prevented or delayed in the performance of its respective obligation by reason of such Force Majeure, there may be an equitable adjustment of the schedule and Consultant compensation based on City’s sole discretion.
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10.13 Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
10.14 Consultant warrants that Consultant, its subcontractors and/or agents (if any) has/have complied with any and all federal, state, and local licensing requirements
10.15 Each party acknowledges that it has reviewed this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement.
10.16 The signatories to this Agreement warrant and represent that each is authorized to execute this Agreement and that their respective signatures serve to legally obligate their respective representatives, agents, successors and assigns to comply with the provisions of this Agreement.
10.17 This Agreement is entered into, and to be performed in Santa Clara County, California, and any action arising out of or related to this Agreement shall be maintained in a court of appropriate jurisdiction in Santa Clara County, California.
10.18 This Agreement may be executed in counterparts which shall, in the aggregate, be deemed an original but all of which, together, shall constitute one and the same instrument. A scanned, electronic, facsimile or other copy of a party’s signature shall be accepted and valid as an original.
11. NOTICES
Notices required under this Agreement may be delivered by first class mail addressed to the appropriate party at one of the following addresses:
CITY: City of Campbell
Attention: Rob Eastwood
70 North First Street
Campbell, CA 95008
CONSULTANT: Good City Co,
Attention: Aaron Aknin
601 Allerton Street, Ste. 110
Redwood City, CA 94063
[SIGNATURES ON FOLLOWING PAGE]
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Having read and understood the foregoing Agreement, the undersigned parties agree to be bound hereby:
CONSULTANT
By: ________________________
Aaron Aknin
Title: Principal
CITY OF CAMPBELL
By: ______________________________
Brian Loventhal,
Title: City Manager
Aaron Aknin (Dec 5, 2024 10:19 PST)
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Exhibit A
Scope of Services
Good City Company will provide consulting services to develop a study to analyze the feasibility of constructing shelter, temporary or emergency housing, or similar facility to support the unhoused population of the West Valley Area (Campbell, Cupertino, Los Gatos, Monte Sereno and Saratoga).
Good City Company will perform the following tasks:
1. Project Management: Nicholas Hamilton, Public Policy Lead, will be the project manager. As the project manager, Nick will serve as the primary point of contact and will facilitate the development of a workplan, meeting agendas and facilitation, and coordinating all aspects of the development of the feasibility study. Vera Gil, Housing Specialist, will serve as an associate project manager.
Nick and Vera will work closely together to plan and execute all analysis and recommendations throughout the development of the feasibility study. Aaron Aknin, Principal, will be the principal in charge for this engagement. Micaela Hellman- Tincher, Housing Specialist, will provide targeted support at key junctures of the project. Noa Kornbluh, Economic Development Associate, may provide additional support as needed.
Good City will develop a detailed project timeline with key milestones for the overall process and incorporate the Consultant schedule and tasks into the overall timeline. Nick will also work with staff to identify competing priorities (other policy initiatives, large development projects, etc.) occurring during the same period to determine a realistic completion timeline.
Good City will also create and maintain a shared project management dashboard to organize key dates, tasks, and information in an easy to access online format.
Deliverables: Written timeline, project dashboard.
2. Needs Analysis: Evaluating the existing unhoused population within the West Valley area as a whole to understand any unique demographic and service needs of the population. Specific actions will include:
a. Conducting a focus group among service providers with expertise in unhoused population of the West Valley (one).
b. Structured interviews to explore specific topics (two to three).
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c. As part of its data gathering, Good City will request that the CoC data team provide Supportive Housing System Data Request Reports for the five West Valley cities. If, after reviewing these Reports, Campbell and Good City Company determine that they need additional data, they will request a meeting, and meet, with the COC data team to review their request.
d. Review relevant Housing Element program Implementation Actions.
Deliverables: Needs Analysis report. An initial draft for staff review, and final (public review) drafts will be prepared.
3. Feasibility Study: Good City will analyze and prepare recommendations concerning developing feasible temporary or emergency housing facilities and services to best serve the needs of the unhoused population. This work will include:
a. Evaluation of different types of facilities or services that could be established in the West Valley to service the unhoused, such as a new shelter or the use of an existing building as a shelter, using a network of hotel rooms to provide temporary housing, safe RV / Car park or sanctioned camping locations, or “tiny home” locations. Outreach to jurisdictions with recent experience will be conducted. b. Identification of service providers who could support the management of these facilities.
c. Identification of expected initial development and ongoing (annual) management costs.
d. Good City welcomes the opportunity to engage with LeSar Development Consultants to incorporate their insights and feedback at key junctures in the project.
Deliverables: Feasibility Study. An initial draft for staff review, Screen check, and final (public review) drafts will be prepared. The needs analysis will be included as an appendix to the feasibility study.
4. Project Meetings: Organize and facilitate bi-weekly check-in meetings to ensure clear communication among the City and Good City, share progress, seek input at key junctures of the project, and address issues promptly. Meet at key points in the project with County OSH staff. If desired, the project team can also meet with other jurisdictions of the West Valley group at key junctures throughout the project.
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Deliverables: Meeting agendas and summaries of action items.
5. Public Meetings and Associated Materials: Good City will also support the City in stakeholder, community meetings, public hearings, and other events as necessary (in person or virtually). The proposal assumes up to two public meetings.
Deliverables: Written staff reports, related attachments, and presentations for Boards, Planning Commission, and City Council. This proposal assumes materials associated with two public meetings.
Responsibilities for City Staff and Good City Team:
1. Good City Responsibilities:
a. Lead project management, including planning, execution, and reporting. b. Conduct research, analysis, and key stakeholder engagement efforts. c. Prepare and present deliverables such as reports, and presentations; this includes presenting analysis and recommendations at Planning Commission and City Council meetings.
d. Coordinate with City staff to ensure alignment with the City's goals.
2. City Staff Responsibilities
a. Participate in biweekly virtual meetings to provide input and feedback on project progress.
b. Assist in acquiring relevant data and reports from stakeholder groups. c. Facilitate community engagement efforts by coordinating with local stakeholders, leading the development and implementation of any community workshops and announcements.
d. Review and approve deliverables including draft reports and public meeting materials in a timely manner.
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Fee Schedule
The total estimate is $99,000, inclusive of a 10% contingency. The estimate is based on 2024 billing rates, which are subject to change on January 1st of each year. Rates for 2025 have not been set. This estimate assumes a 5% increase in rates for 2025 when calculating the hours and fees beginning January 1, 2025. However, specific rates will be circulated before January 1, 2025. A contingency is also included in case unexpected tasks are necessary. An approximate breakdown by team member, role, rate, hours, and estimated feed is provided in the table below. If a particular team member's time is not required for this project, another Good City team member may use the allocated hours instead.
Timeline
Team Member Role Hourly
Rate
Total
Hours Estimated Fees
Aaron Aknin Principal in Charge $260 30 $8,500
Nicholas Hamilton Project Manager $170 210 $38,000
Vera Gil Associate Project Manager $170 205 $36,500
Micaela HellmanTincher Housing Specialist $170 25 $ 4,500 Noa Kornbluh Economic Development Associate $140 15 $ 2,500 Subtotal $ 90,000
Contingency (~10%) $ 9,000
Total $ 99,000
Task Nov 2024 Dec Jan 2025 Feb Mar Apr
May Jun Jul
Aug
1 Project
Management
Kickoff
2 Needs Analysis Draft Final
3 Feasibility Study Draft Screen
Check Final
4 Project Meetings
5 Public Meetings Study
Session
Good City CSA - Shelter Feasibility Study
Final Audit Report 2024-12-11
Created: 2024-12-05
By: Ken Ramirez ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAEGCv_1yfBREg0JZiAoaDXVCKOgj1CaEi "Good City CSA - Shelter Feasibility Study" History
Document created by Ken Ramirez ([email protected])
2024-12-05 - 6:05:08 PM GMT
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STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Adoption of Council Goals for Fiscal Year 2025-2026 Recommendation(s):
Staff recommends that the City Council adopt the goals for Fiscal Year 2025-2026.
Background Information:
The Monte Sereno City Council conducted the annual Goal Setting Session on March 18, 2025 and provided direction of the goals to be adopted for the Fiscal Year 2025-2026. The details for the Wildfire Prevention and Preparedness goal will be brought to the Council for consideration at the April 15, 2025 meeting and the details of the Civic Engagement goal will be at the May 6, 2025 Council meeting.
California Environmental Quality Act:
This is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Public Noticing:
The City of Monte Sereno's Council meeting agenda was posted on the bulletin board outside of Monte Sereno's City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
Council Goals for Fiscal Year 2025-2026
Council Adopted Goals for Fiscal Year 2025-2026
Goals
I. Provide Quality Public Service
1. Plan the Green Stormwater Infrastructure project required by State law.
2. Review and amend City of Monte Sereno Financial Policies:
a. Review and amend, if required, the City of Monte Sereno’s investment policy. b. Develop and implement timely updates to the financial transparency system for residents.
3. Implement a cloud-based, fully integrated financial reporting and human resource information system for government entities to:
a. Improve financial reporting and human resources management at the City of Monte Sereno b. Utilize time reporting functionality for all personnel and support human resources requirements c. Address and resolve internal control weaknesses
d. Develop, document and implement financial accounting policies and procedures with the new financial reporting system e. Convert and migrate minimal, yet sufficient, data across to the new financial reporting system and human resources information system
4. Increase Civic Engagement and Resident Involvement in the Community, Including Possible Partnership with Leadership Los Gatos.
5. Review and improve the City of Monte Sereno website with easier access to historical minutes and recordings.
II. Maintain Community Character
1. Update the General Plan.
2. Continue to Implement Programs in the Adopted Housing Element.
III. Enhance Mobility for Residents
1. Improve walkability throughout the City.
Council Adopted Goals for Fiscal Year 2025-2026
Goals
IV. Maintain Community Safety
1. Improve Wildfire Prevention and Preparedness:
A. Establish evacuation routes, inform the community of these locations, and plan for their maintenance.
B. Increase awareness of fire danger due to poorly maintained vegetation and promote the importance of defensible space around structures.
C. Work with Saratoga, Los Gatos, and elected officials to coordinate efforts to reduce fire hazard risks on Highway 9.
D. Consider requiring any eucalyptus trees on a property to be removed when an application for a new house is received.
E. Consider expanding the exterior home hardening requirements of the California Residential Code to apply to all properties in the City and not just those within the High or Very High Fire Hazard Severity Area.
F. Adopt an updated Annex to the Santa Clara Wildfire Protection Plan to plan for programs in Monte Sereno.
G. Recruit 10 additional CERT members, with a focus on residents that live near City Hall.
H. Consider outfitting the shed at City Hall to serve as an NICP.
I. Consider establishing a commission or committee to work on wildfire prevention and preparedness issues.
2. Install of Flock cameras citywide.
3. Finalize the agreement with Los Gatos for law enforcement services.
V. Enhance Environmental Sustainability
A. Promote low-water and low-fire landscaping alternatives for residents.
B. Encourage water conservation and support the move to lower carbon emissions in Monte Sereno.
STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Adopt a Resolution Declaring Support for Efforts to Provide Universal Child Care
Recommendation(s):
Staff recommends that the City Council adopt a resolution declaring support for efforts to provide universal child care.
Background Information:
Build the Future Santa Clara County is a movement to build a brighter future for all Santa Clara County residents by advocating for affordable, quality child care for all. Partners and supporters include Santa Clara County Board Member Susan Ellenberg, Working Partnerships USA, First 5 Santa Clara County, Catholic Charities of Santa Clara County, a majority of cities in Santa Clara County, and other community-based organizations and business. Supporters encouraged the City of Monte Sereno to join this diverse coalition by adopting a resolution declaring support for advocacy, funding, and policies that furthers the goal of providing child care for all.
Analysis:
On behalf of the Mayor, this resolution supporting the Build the Future Santa Clara County child care initiative is presented for adoption.
Staff therefore recommends adopting the attached resolution supporting Build the Future Santa Clara County’s efforts to advocate for comprehensive and collaborative solutions to address the County’s child care crisis.
California Environmental Quality Act:
Adopting a resolution supporting this policy matter is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
There is no direct fiscal impact related to the adoption of this resolution.
Public Noticing:
The City of Monte Sereno's Council meeting agenda was posted on the bulletin board outside of Monte Sereno's City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
Draft Resolution Support Efforts to Provide Universal Child Care
RESOLUTION NO. 24-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
DECLARING SUPPORT OF EFFORTS TO PROVIDE UNIVERSAL CHILDCARE WHEREAS, the Council for a Strong America issued a report in early 20231 which details that the shortage of infant-toddler childcare costs the United States $122 billion in lost earnings, productivity, and revenue every year; and WHEREAS, this shortage translates to a $15 billion economic threat to California and a $3 billion threat to Santa Clara County; and
WHEREAS, according to the Silicon Valley Index2, the average annual cost of childcare in Silicon Valley in 2024 was $31,224 for infant care and $28,248 for preschool-age care; and
WHEREAS, the two most significant monthly expenses faced by working families are rent and childcare; and
WHEREAS, the lack of an affordable childcare option leads to underemployment, greater housing instability, less consumer spending, depressed business productivity and the near impossibility of seeking, securing and maintaining employment; and WHEREAS, affordable childcare provides vital infrastructure to working parents and supports early childhood development, allows families to remain in a geographic area, creates a stronger economy, improves business productivity and consumer spending, decreases poverty, leads to safer communities, and provides additional revenue for cities; and
WHEREAS, cities have an interest in building strong local economies, supporting and benefiting from local small businesses, attracting and retaining families and employers; and
WHEREAS, investing in broadly accessible, high quality childcare can help improve common economic and societal challenges that families may experience; and WHEREAS, investments in the childcare sector should prioritize supporting our most underserved children and their families, including but not limited to families of 1 Council for a Strong America. $122 Billion: The Growing, Annual Cost of the Infant-Toddler Childcare Crisis. Council for a Strong America, 2023.
https://strongnation.s3.amazonaws.com/documents/1598/05d917e2-9618-4648-a0ee1b35d17e2a4d.pdf?1674854626&inline;%20filename=%22$122%20Billion:%20The%20Growing,%20Ann ual%20Cost%20of%20the%20Infant-Toddler%20Child%20Care%20Crisis.pdf%22 2 Joint Venture Silicon Valley. Silicon Valley Indicators. https://siliconvalleyindicators.org/data/society/early-education-care/childcare-costs/cost-of-childcare/
color, families of children with special needs, low-income families, unhoused families, and undocumented families; and
WHEREAS, Build the Future Santa Clara County is a local movement with the goal of building a brighter future for all Santa Clara County residents by advocating for affordable, quality childcare for all to help working parents and their children, as well as the entire community, by reducing poverty, improving community safety, and building a stronger economy.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MONTE SERENO THAT:
• The City of Monte Sereno supports efforts to provide universal childcare to all children and families in the County of Santa Clara and the Stare of California; and
• The City of Monte Sereno supports Build the Future Santa Clara County’s efforts to identify, advocate for, and implement comprehensive and collaborative solutions to solve the childcare crisis; and
• The City of Monte Sereno will support policies and practices that will facilitate expedited zoning, permitting and licensing processes for home-based childcare facilities; and
• The City of Monte Sereno will empower appropriate departments to promote the importance of childcare businesses and provide support for providers who desire to operate within this city.
REGULARLY ADOPTED AND PASSED this 1st day of April 2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
Burton Craig, Mayor
ATTESTED:
__________________________
Gloisy Gonzalez-Langarica, City Clerk
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From: Allison Zeidler
To: Lionel Allan
Cc: Burton Craig; Javed Ellahie; Lisa Shannon; Evert Wolsheimer; Bryan Mekechuk; Diana Perkins; Gloisy Gonzalez-Langarica; Kirsten Powell Subject: Re: April 1 Council meeting -- Item 9
Date: Tuesday, April 1, 2025 10:47:02 AM
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Dear Council,
I agree that it's best for local government to stick with uniquely local issues. I don't think residents expect City Council to take a stand on something like universal child care.
Local elections could become rather contentious if we start electing council members to represent us on benefits, taxes, and other broader socio-economic political issues. This strikes me as an issue that's a wolf in sheep's clothing. I would prefer that this item not be on the agenda, because I don't think it's the right forum, so I would vote no.
Regards,
Allison
On Tue, Apr 1, 2025 at 9:22 AM Lionel Allan <[email protected]> wrote:
Dear Council
With respect, I do not believe that the City Council should pass resolutions on matters that do not involve government activities inside of our city.
Universal health care is one such issue. My opinion is that Item 9 should not have been on the Agenda, but since it is, I respectfully request that the Council vote “no.”
Lon Allan
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From: Lionel Allan
To: Burton Craig; Javed Ellahie; Lisa Shannon; Evert Wolsheimer; Bryan Mekechuk Cc: Diana Perkins; Gloisy Gonzalez-Langarica; Kirsten Powell; Indiana Allan Subject: April 1 Council meeting -- Item 9
Date: Tuesday, April 1, 2025 9:22:18 AM
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Dear Council
With respect, I do not believe that the City Council should pass resolutions on matters that do not involve government activities inside of our city.
Universal health care is one such issue. My opinion is that Item 9 should not have been on the Agenda, but since it is, I respectfully request that the Council vote “no.”
Lon Allan
https://montesereno.civicweb.net/Portal/MeetingInformation.aspx?Org=Cal&Id=7391
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Regular Council meetings are held the first and third Tuesday of each month at City Hall in our council chambers at 7:00 p.m.
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STAFF REPORT
Meeting: City Council - Apr 01 2025
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: Administration
Title: Authorize Staff to negotiate a multiple-year agreement with Tyler Technologies on the scope of and priorities for the configuration and implementation of an integrated financial and human resources information systems for the City of Monte Sereno and to license components of Tyler’s ERP Pro 10 in a software as a service arrangement.
Recommendation(s):
Staff recommends that the City Council authorize the Interim City Manager to negotiate a multiple-year agreement with Tyler Technologies on the scope of and priorities for the configuration and implementation of an integrated financial and human resources information systems for the City of Monte Sereno and to license components of Tyler’s ERP Pro 10 in a software as a service arrangement.
Analysis:
Existing Operations and Technologies in Use Today
Currently, the City licenses Sage 50 software for general ledger and accounts payable functions. Financial reporting has been done manually, using Excel spreadsheets. Payroll is processed through ADP Payroll (ADP) with the minimal amount of data used so employees can be paid.
The City pays more than $4,000 annually to ADP for payroll services.
Since ADP is not integrated with Sage 50, payroll amounts must be entered manually into the General Ledger with journal entries.
Historically, Staff retain paper copies of documents although scanning has increased.
Recently, Staff have started to manually scan paper documents to create a digital copy to avoid retaining a physical copy – this can be a lengthy process. As well, many journal entries are done by hand, creating Excel spreadsheets and then manually entering the data into Sage
50. To summarize, the City has been heavily paper-based, and many processes require a significant amount of printing, copying, and filing.
Aligned with the City’s Goals for 2025/26
One of the goals that City Council set for 2025/26 on March 18, 2025 was as follows:
Implement a cloud-based, fully integrated financial reporting and human resource information system for government entities
– Improve financial reporting and human resources management for the City of Monte Sereno
– Utilize time reporting functionality for all personnel and support human resources requirements
– Address and resolve internal control weaknesses
– Develop, document and implement financial accounting policies and procedures with the new financial reporting system
– Convert and migrate minimal, yet sufficient, data across to the new financial reporting system and human resources information system The following table shows how each component in ERP Pro 10 will address the City’s Goals (requirements) for 2025/26.
Improve
financial
reporting
and human
resources
management
for the City
of Monte
Sereno
Utilize time
reporting
functionality
for all
personnel
and support
human
resources
requirements
Address and
resolve
internal
control
weaknesses
Develop,
document
and
implement
financial
accounting
policies and
procedures
with the new
financial
reporting
system
Convert and
migrate
minimal, yet
sufficient,
data across
to the new
financial
reporting
system and
human
resources
information
system
Core
Financials ● ◔ ● ● ●
Contracts
Management ● ○ ● ● ●
Human
Resources
Management
● ● ◕ ◒ ●
Employee
Access Pro ◒ ● ◒ ◔ ◔
Project
Accounting ● ● ◔ ◒ ◔
Employee
Access Pro ● ● ● ● ◒
Time &
Attendance
Workforce
Direct ● ● ◕ ● ◕
Finance
Insights ● ○ ◔ ◔ ●
Content
Manager
Core
● ● ● ● ●
Meeting
Manager ◒ ○ ◔ ◒ ◕
Tyler
University ● ● ● ● ●
● = Very High ◕ = High ◒ = Medium ◔ = Low ○ = Minimal
Implementing ERP Pro 10 is entirely consistent with the goals set by City Council.
Municipal Financial Systems
On January 26, 2024, City Council formed an ad hoc committee to review proposed internal controls over financial reporting. In August 2024, City Council expanded the charter of the ad hoc committee as more information regarding internal control weaknesses and the existing financial systems became evident.
Since August 2024, the ad hoc committee focused on the information systems and started reviewing financial system offerings for the public sector. The ad hoc committee learned that, overall, the federal, state, and local public sector market is one of the largest and most decentralized IT markets in the U.S., consisting of hundreds of federal agencies, all 50 states, ~ 3,000 counties, and ~ 36,000 cities and towns.
The residents of the City of Monte Sereno have high expectations of all services that the City offers. Like others in today’s digital world, our residents expect transparency, frictionless service, and better online experiences. As a result, the City recognizes the increasing value of information management systems and services to improve transactional revenue collection, provide transparency and increased access to information, and streamline the delivery of services to residents.
Importantly, our residents expect everything at a low cost.
Evaluating Alternatives
The ad hoc committee identified Tyler Technologies, Inc. (Tyler) as one of the few leading providers of integrated software and technology management solutions for the public sector.
While the ad hoc committee reviewed other software alternatives, they found that the leading software solution to cities most similar to the City of Monte Sereno was Tyler’s ERP Pro 10 platform, offered in a software as a service arrangement. The ad hoc committee, with Staff,
had several discussions and product demonstrations with software vendors. Based on the alternatives, the ad hoc committee decided to focus on Tyler’s ERP Pro 10 in depth.
Tyler Technologies, Inc.
Tyler’s common shares are listed on the New York Stock Exchange (with the trading symbol TYL) and their filings with the Securities and Exchange Commission provide extensive information on Tyler’s business, including product offerings, cybersecurity, personnel practices and financial information.
Tyler offers the broadest range of software solutions and services designed for the public sector. Tyler provides both the back-office systems-of-record that serve the operational needs of specific government agencies, as well as platform technology solutions. Tyler’s platform technologies include their market-leading payments platform, data platform, low-code application development platform, and digital resident experience solutions.
Tyler’s relevant platform technology solutions for the City include:
Cybersecurity features for program design, 24/7 threat detection and response, customized employee training and vulnerability testing. Data transformation to provide insights about financial, operational, and strategic outcomes by making it easier to surface meaningful data for informing government decisions and citizens.
A seamless cross-department experience for unified citizen experience and achieve better outcomes while helping workers and policymakers share, communicate, and leverage data more effectively.
Tyler’s ERP Pro 10 solution platform is a configurable application development platform hosted in the cloud specifically for smaller government agencies, including small cities, towns and special districts.
With Tyler ERP Pro 10 hosted solution, the City would enter into a subscription-based software arrangement for ERP Pro 10 with Tyler. All technology hardware changes and upgrades, and software updates are performed by Tyler. The City will not incur costs for server upgrades or Information Technology personnel time spent troubleshooting an issue. Tyler tests, releases, and installs all product updates and new versions. Data and operations are protected from a local disaster as the software is hosted in Amazon Web Services’ (AWS) redundant datacenters.
Tyler’s Offerings to Customers in California
Tyler has several software platform offerings, the two most relevant are Muni and ERP Pro 10.
Muni is for larger cities and has multiple components, which are broad and cover all aspects of what large cities offer to residents. For example, Muni would appeal to the City of Santa Clara, which has broad governmental activities as well as business-type activities (e.g., its own electric utility). The smallest municipality that could use Muni would be the Town of Los Gatos.
The Town selected Tyler’s Muni offering in 2022 with an implementation date in 2023. The implementation by the Town is not expected until late 2025 or 2026.
ERP Pro 10 is Appropriate for the City of Monte Sereno
Given the simplicity the City of Monte Sereno and the modules being licensed, the implementation should be straight forward. For example, City is small (1,253 parcels) with almost all residential lots and the City has no business-type activities. Internally, the City would have ~16 users with all residents able to use Tyler’s online transparency portal as they do with the City’s online permitting application.
The proposed Tyler ERP Pro 10 solution will provide a fully integrated system where data is entered only once, all transactions are processed in real-time and immediately available for inquiry and reporting, workflow capabilities are available across all modules which allow for reduced reliance on paper processing, and provides reporting that is user friendly, allowing staff to create reports easily.
Tyler stated that ERP Pro 10 is currently installed in over 200 public sector entities in the State of California. The ad hoc committee and staff have consulted with the Town of Los Altos Hills, which implemented ERP Pro 10 several years ago, and with current cities and towns currently implementing ERP Pro 10. Specifically, the ad hoc committee has reviewed progress to date with the City of Sutter Creek and the City of Sand City.
It is worth noting that the City’s independent auditors, Maze & Associates, also audit the Town of Los Altos Hills.
ERP Pro 10 Software as a Service
Tyler offers its ERP Pro 10 in a “Software as a Service” arrangement, or SaaS. The City will benefit from a SaaS model so we avoid maintaining, updating, and operating these systems directly, and making periodic upfront capital expenditures to implement advanced software solutions on constantly changing hardware platforms.
Cloud Hosting
Tyler has a strategic collaboration agreement with AWS for cloud hosting services. Tyler’s agreement with AWS provides the framework for development, training, and collaboration to support next-generation applications that have the scalability, resiliency, and security AWS offers. AWS is assisting Tyler in accelerating innovation and the development of strategic initiatives. These initiatives bring the most advanced cloud-native services to Tyler’s clients to help improve the flow of information and provide a better experience for their clients.
Improving Internal Controls Over Financial Reporting
Implementing ERP Pro 10 will address deficiencies in internal controls over financial reporting (internal controls) and accelerate the financial close process. The cost of deficiencies in internal controls is difficult to quantify as is the cost of lengthy financial reporting to City Council and increased timeliness of transparency to residents.
Although stable, the cost of the external audit for the City of Monte Sereno is high, relative to other municipalities. If a new financial reporting system results in a faster close, digital access to invoices and supporting documentation, then the audit effort, and corresponding fees, should be reduced.
Increasing Efficiency in Transaction Processing and Reduced Effort As noted above, the City has been paper-based and moving to digital records by scanning paper documents is very labor intensive. Implementing ERP Pro 10 should result in faster transaction processing and the integration of disparate systems (e.g., ADP and ClearGov) will reduce manual effort in entering data manually for journal entries and for financial transparency.
Further, the manual effort in preparing the City’s budget and analyzing multi-year comparisons and monthly budget variations is significant. Implementing ERP Pro 10 should reduce manual effort by eliminating preparation of journal entries and analyzing trends and variances in budget preparation and reporting.
Since the City has no employee timekeeping data it is difficult to quantify increasing efficiency and reducing manual effort attributable to implementing ERP Pro 10.
Implementation of Tyler’s ERP Pro 10
Staff recommends a phased approach to bring the most significant benefits to the City quickly.
The first phase will implement the financial accounting components to strengthen internal controls and accelerate the financial close process. Since the transparency portal is tightly integrated with the financial module, the transparency portal will be included in the first phase.
The second phase will include a Human Resource Information System with full payroll services, replacing ADP. Over time, the Human Resource components will provide significant benefits to all employees and to the City.
Typically, Tyler quotes a lengthy implementation timeline. Until ERP Pro 10 is implemented (live), the City will continue to function using the Sage 50 software and ADP in parallel.
Implementation will begin upon signing the licensing and professional services agreements, expected to be after the April 15, 2025 City Council meeting.
California Environmental Quality Act:
This is not a project defined under CEQA, and no further action is required.
Fiscal Impact:
The fiscal impact depends on the scope of the implementation. Until the functional scope and deployment timeline (implementation) factors of ERP Pro 10 are established, Tyler has offered their list prices and estimated implementation and configuration services, summarized as set forth below.
Implementation and Configuration
Services $60,570
Annual Recurring, Year 1 27,116
Annual Recurring, Year 2 27,116
Annual Recurring, Year 3 27,116
Total One Time and Recurring Costs Over
Three Years $141,918
Attached to the staff report are the list prices as proposed for Tyler’s ERP Pro 10 modules.
Based on the direction given to Staff and negotiations with Tyler, the fiscal impact will be no more (no greater) than the list prices for implementation and configuration services, and the annual SaaS fees.
Public Noticing:
The City of Monte Sereno's Council meeting agenda was posted on the bulletin board outside of Monte Sereno's City Hall and the agenda with this staff report can be accessed on the City of Monte Sereno's website located at www.montesereno.org.
Attachments:
City of Monte Sereno CA - ERP Pro SaaS Proposal - Updated 3.24.25 - Including HR Payroll
2025-530222-W5K3Q2 CONFIDENTIAL Page 1
Sales Quotation For:
City of Monte Sereno
18041 Saratoga Los Gatos Rd
Los Gatos CA 95030-4299
Quoted BY Cody Gunstenson
Quote Expiration 9/12/25
Quote Name ERP Pro Financial, HR,
Payroll and Meeting
Manager Proposed
Solution
Tyler Annual Software – SaaS
Description List Price Discount Annual
ERP Pro
ERP Pro 10 Financial Management Suite
Core Financials $ 10,285 $ 1,543 $ 8,742
Contracts Management $ 0 $ 0 $ 0
Human Resources Management (Includes Position Budgeting) $ 4,498 $ 675 $ 3,823 Employee Access Pro $ 0 $ 0 $ 0
Project Accounting $ 2,312 $ 347 $ 1,965
Employee Access Pro Time & Attendance $ 1,000 $ 150 $ 850 Tyler One
Identity
Workforce Direct $ 0 $ 0 $ 0
Data & Insights
Finance Insights $ 6,000 $ 900 $ 5,100
2025-530222-W5K3Q2 CONFIDENTIAL Page 2
Tyler Annual Software – SaaS
Description List Price Discount Annual
Content Manager Suite
Content Manager Core $ 3,537 $ 531 $ 3,006
Meeting Manager $ 3,515 $ 527 $ 2,988
TOTAL: $ 31,147 $ 4,673 $ 26,474
Term # of Years: 3
Tyler Annual Services
Description List Price Discount Annual
ERP Pro
Other Services
Tyler University $ 802 $ 160 $ 642
TOTAL: $ 802 $ 160 $ 642
Services
Description Hours/Units Extended Price
ERP Pro 10 Financial Management Suite
Professional Services 292 $ 42,340
Data Conversion Services $ 6,000
Project Management 1 $ 1,500
Data & Insights
Professional Services 20 $ 2,900
2025-530222-W5K3Q2 CONFIDENTIAL Page 3
Services
Description Hours/Units Extended Price
Content Manager Suite
Professional Services 40 $ 5,800
Project Management 14 $ 2,030
TOTAL: $ 60,570
Summary One Time Fees Recurring Fees
Total SaaS $ 26,474
Total Tyler Services $ 60,570 $ 642
Summary Total $ 60,570 $ 27,116
Optional Tyler Annual Software – SaaS
Description List Price Discount Annual
ERP Pro
ERP Pro 10 Financial Management Suite
AP Automation Capture with Disbursements $ 3,600 $ 540 $ 3,060 Purchasing $ 3,076 $ 461 $ 2,615
Accounts Receivable $ 1,945 $ 292 $ 1,653
ERP Pro 10 Customer Relationship Management Suite
Cashiering $ 1,415 $ 212 $ 1,203
TOTAL: $ 10,036 $ 1,505 $ 8,531
2025-530222-W5K3Q2 CONFIDENTIAL Page 4
Optional Tyler Fees per Transaction
Description Net Unit Price
ERP Pro
ERP Pro 10 Financial Management Suite
AP Automation Disbursements $ 0.00
Optional Services
Description Hours/Units
Extended
Price
ERP Pro 10 Financial Management Suite
Professional Services 32 $ 4,640
ERP Pro 10 Customer Relationship Management Suite
Project Management 1 $ 1,250
Professional Services 20 $ 2,900
TOTAL: $ 8,790
2025-530222-W5K3Q2 CONFIDENTIAL Page 5
Comments
Work will be delivered remotely unless otherwise noted in this agreement.
SaaS is considered a term of one year unless otherwise indicated.
AP Automation Capture with
Disbursements
A fully automated vendor payment system, including an automated invoice capture system, invoice approval system, AP Invoice Access Cashiering Cashiering supports credit/debit cards, is PCI Compliant, and includes a cash collection interface and a cashiering receipt import.
Core Financials Core Financials includes general ledger, budget prep, bank recon, AP, CellSense, a standard forms pkg, output director, positive pay, secure signatures.
Workforce Direct The use of certain Tyler application(s) requires Client to engage and use an identity provider that meets Open ID Connect (OIDC) or Security Assertation Markup Language (SAML) standards (each, an “IdP”), such as Microsoft Entra ID, Okta, Google Cloud Identity or RapidIdentity. Client will permit these applications to directly federate with such IdP. Client is responsible for (a) keeping Client and its representatives’ passwords secure and confidential, (b) any account activity or access that occurs pursuant to Client and its representatives’ passwords, its account or IdPs, and (c) notifying Tyler of any unauthorized access to its account. If you already have an IdP in place, you must provide Tyler with the name of the IdP and IT provider contact to facilitate federation. Failure to provide Tyler with the ability to federate to a supported IdP may result in disrupted deployment and implementation schedules and additional costs. If you do not have an IdP in place, please contact us for additional information in a timely manner.
Human Resources Management / Payroll
Data Conversion
Human Resources Management conversion includes employee data, current calendar year balanced transactions, and unlimited unbalanced transaction history.
Financial Management Data Conversion Financial Management conversion includes Chart of Accounts, General Ledger, Accounts Payable, current fiscal year balanced transactions, and
unlimited unbalanced transaction history.
2025-530222-W5K3Q2 CONFIDENTIAL Page 6
AP Automation Disbursements Expedited disbursement options available to vendors include instant transfer to a bank account, PayPal, Venmo and fast ACH where fees may apply. No fee options include standard ACH, and physical checks. All disbursements will be made pursuant to the terms and conditions found at https://www.tylertech.com/client-terms/ap-automation-disbursements-software-and-services-terms-of-use
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
January 7, 2025 Presentation of Certificates of Recognition to 2024 STEM Winners from the City of Monte Sereno
GGL N Presentation
Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Accept the Annual Approval and Signing of the City Council Code of Ethics GGL N Consent Calendar Revisions to City of Monte Sereno Council Ad-Hoc Committees DP N New Business Discuss Selection of Meeting Date for Strategic Goal Setting DP N New Business Flock Cameras DP N New Business
Consider and Approve City Council Committee/Commission Assignments for Calendar Year 2025
DP N New Business
Review of Municipal Code Chapter 10.09 (Personal Wireless Service Facility and Antenna Criteria) and Discussion of Draft Revisions
DP N New Business
January 21, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Consider Establishment of an Appointment to the Monte Sereno City Council Improving Financial Controls and Reporting Ad Hoc Committee DP N Consent Calendar
Hold Public Hearing and Adopt a Reso Overruling Objections and Determining to Proceed with Weed Abatement
GGL Y Public Hearing
Review Options for the Use of the Auxiliary Building DP N Unfinished Business
Flock Cameras DP N Unfinished
Business
Accept the FY 2024-25 Mid-Year Budget Report DP N New Business City Manager’s Quarterly Report DP N New Business
Consider and Appoint One Additional Member to the 2024-2025 Monte Sereno Youth Commission
GGL N New Business
February 4, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Hold Public Hearing and Adopt a Reso Overruling Objections and Determining to Proceed with Weed Abatement
GGL Y Public Hearing
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Discuss Hosting a City Picnic and Consider a Budget for the City Picnic DP N New Business Discussion and Consideration of a City of Monte Sereno Community Grants Deadline, Selection Dates, and Budget Amount
DP N New Business
February 18, 2025 Finance Reports DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
Receive Information Regarding the CalPERS Unfunded Pension Liabilities DP N New Business March 4, 2025 Santa Clara County Fire Department Semi-Annual Public Safety Report Fire N Presentation Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Wildfire Prevention, Preparation, and Response Discussion DP N New Business March 18, 2025 Closed Session
Special Meeting POTENTIAL LITIGATION
Pursuant to Government Code Section 54956.9(b): Two Cases Staff present- City Attorney and Interim City Manager
PUBLIC EMPLOYMENT AND PUBLIC EMPLOYEE PERFORMANCE
EVALUATION
Pursuant to Government Code Section 54957(b)(1)
Title: City Manager/Interim City Manager
Staff Present: Interim City Manager, City Attorney
March 18, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Consideration to Authorize the Interim City Manager to Execute Amendment #1 to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works/City Engineering Consulting.
DP N Consent Calendar
Consideration to Authorize the City Manager to Execute Amendment #2 to the Professional Services Agreement with DKG Consultants for Financial Services Consulting.
DP N Consent Calendar
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Authorize the Mayor to Send a Letter to Assemblymember Gail Pellerin Regarding Wildfire Safety Concerns Regarding the Eucalyptus Trees Along Highway 9
DP N Consent Calendar
Application 2024-3086 for a Site Development Permit for a single-story addition of approximately 554 square feet and a Variance application for reduced front of five feet where 25 feet is required.
DP Y Public Hearing
Consider and Appointment of Betters Streets Commissioner for Unscheduled Commission Vacancy
GGL N New Business
Annual Council Goal Setting Session for Fiscal Year 2025-2026 DP N New Business Receive the Informational Update from the Improving Finance Controls and Reporting Ad Hoc Committee
DP N New Business
Accept the Resignation of Council Member Shannon as Alternate Director of the Silicon Valley Clean Energy and Appoint a New Alternate Director DP N New Business
April 1, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Adoption of 2025-2026 City Council Goals DP N Consent Calendar Consider Modification to the City Council’s City Manager Search Ad Hoc Committee to Extend the Effective Date of the Committee to October 1, 2025 DP N Consent Calendar
Housing Element Annual Progress Report DP N Consent Calendar Adopt a Resolution Declaring Support for Efforts to Provide Universal Child Care DP New Business Authorize the Interim City Manager to enter into an agreement with the West Valley Cities to conduct a feasibility study for the possible development of temporary and emergency housing facilities and programs to service the unhoused population within the five jurisdictions.
DP N New Business
Consider Amending the Purpose of the Improving Financial Controls and Reporting Ad Hoc Committee
DP N Consent Calendar
Special Meeting
Closed Session
Discuss revisions to the Agreement for Law Enforcement Services between the City of Monte Sereno and the Town of Los Gatos
DP N New Business
April 15, 2025 Los Gatos Monte Sereno Police Department Semi-Annual Report Police N Presentation
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Approve Agreement for Law Enforcement Services between the City of Monte Sereno and the Town of Los Gatos
DP N Consent Calendar
Introduce and waive the first reading of Ordinance No. NS-#### to Amend Municipal Code Section 10.09 Personal Wireless Telecommunications Regulations.
DP Y Public Hearing
Approve Agreement for Law Enforcement Services between the City of Monte Sereno and the Town of Los Gatos
DP N Unfinished
Business
Adopt a Resolution to Update the City’s Financial Investment Policy and Become Shareholder of California Asset Management Trust
DP Y New Business
Discuss the Possibility of Establishing a Wildfire Prevention and Preparedness Commission or Committee
DP N New Business
Consideration to Authorize the Interim City Manager to Execute an Agreement for a Financial Services Program (title will be updated once a vendor is selected) DP N New Business
City Manager’s Quarterly Report DP N New Business
May 6, 2025 Steinbeck Sign unveiling and Ice Cream Social Special Meeting
May 6, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
First Study Session for Review of Proposed FY 25/26 Budget DP N New Business Discuss Civic Engagement Goal for Fiscal Year 2025-2026 DP N New Business Adopt Ordinance No. NS-#### to Amend Municipal Code Section 10.09 Personal Wireless Telecommunications Regulations.
DP N Consent Calendar
May 20, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Adoption of a Resolution Declaring Hazardous Vegetation (Brush) a Public Nuisance and Set Public Hearing (SCCF)
GGL N Consent Calendar
Consideration of Awarding Community Based Organization Grants DP N New Business Recognition of the 2025 Seniors of Distinction Awardees DP N New Business
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
June 3, 2025 Finance Reports N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Annual Street Maintenance - Adoption of Projects N Consent Calendar Updated Fee Schedule for User and Regulatory Fees DP N Consent Calendar Biennial Review of the City of Monte Sereno's Conflict of Interest Code GGL N Consent Calendar Second Study Session for Review of Proposed FY 25/26 Budget DP N Unfinished Business
Appropriations Limit Adoption FY 25/26 N New Business
Consider and Approve Youth Commission Selection for the Social Justice Award DP N New Business Audit Report DP N New Business
Appointment of 2025-2026 Youth Commissioners GGL N New Business Introduce and waive the first reading of Ordinance No. NS-244 to Adopt Updated Local Responsibility Fire Hazard Severity Maps
DP N Public Hearing
June 17, 2025 Finance Report DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Adoption of Resolution Establishing and Fixing the Amount of Special Real Property Tax Levy for Police Protection Purposes for the Fiscal Year 2025-2026 GGL N Consent Calendar
Adopt Ordinance No. NS-244 to Adopt Updated Local Responsibility Fire Hazard Severity Maps
DP Y Consent Calendar
Adopt a Resolution Overruling Protest Regarding Brush Abatement GGL Y Public Hearing Adoption of the FY 25/26 Budget DP N Unfinished
Business
July 1, 2025
July 15, 2025
Meetings Cancelled
August 5, 2025 Finance Reports N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Adopt a Resolution Confirming a Weed Abatement Report and Assessment List to be Entered on the Tax Assessment Roll
GGL Y Public Hearing
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Consideration of Nominees Citizen of the Year Award DP N New Business League of California Cities Annual Conference Voting Delegate DP N New Business City Manager’s Quarterly Report DP N New Business
Discuss a Possible Ballot Initiative for 2026 to Increase the Police Services Parcel Tax
DP N New Business
August 19, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
September 2, 2025 Finance Reports Warrant list DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
Manager’s Report DP N New Business
September 16, 2025 Finance Reports DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
October 7, 2025 Santa Clara County Fire Department Semi-Annual Public Safety Report Fire N Presentation Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
October 21, 2025 Los Gatos Monte Sereno Police Department Semi-Annual Report Police N Presentation Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
City Manager’s Quarterly Report DP N New Business
November 4, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
November 18, 2025 Finance Reports DP N Consent Calendar
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: March 28, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Meeting Minutes GGL N Consent Calendar
Appointment of Betters Streets Commissioners GGL N New Business Appointment of Site and Architectural Commissioners GGL N New Business December 2, 2025 Finance Reports Warrant list N Consent Calendar Meeting Minutes GGL N Consent Calendar
Better Street Commission & S&A Applicants GGL N New Business December 16, 2025 Finance Reports DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
Declaring Weeds a Public Nuisance GGL N Consent Calendar Supplemental Law Enforcement Service Fund (SLESF) GGL N Consent Calendar Consider and Set City Council Meeting Dates for 2026 GGL N New Business Council Nomination of Mayor and Vice Mayor DP N New Business Recognition of Outgoing Betters Streets Commissioners and Site and Architectural Commissioners
DP N New Business
Committee/Commission Assignments for CY2026 DP N New Business