AGENDA
City of Monte Sereno
Tuesday, June 3, 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.
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.
Received Written Communication 6 - 7
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 May 20, 2025 Regular City Council Meeting Staff recommends approval of the Minutes of the May 20, 2025 Regular City Council Meeting.
Staff Report -SR-22-148 - Pdf
8 - 12
2. Approve Warrant List Dated May 27, 2025 in the amount $126,844.88 Staff recommends the City Council approve the Warrant List.
Staff Report - SR-25-106 - Pdf
13 - 15
3. Consideration of the Approval of an Updated Fee Schedule for User and Regulatory Fees
Staff recommends that the City Council adopt the draft resolution to update the fee schedule for user and regulatory fees.
Staff Report - SR-25-098 - Pdf
16 - 86
4. Adopt a Resolution to Adopt a List of Projects for Fiscal Year 2025/26 Funded by SB1: The Road Repair and Accountability Act of 2017 Staff recommends the City Council adopt a resolution to adopt the list of City projects
to be funded in fiscal year (FY) 2025/26 by SB1: The Road Repair and Accountability Act of 2017.
Staff Report - SR-25-102 - Pdf
87 - 90
PUBLIC HEARINGS
5. Accept a Report on the Status of the City’s Vacancies, Recruitment, and Retention Efforts Pursuant to Assembly Bill 2561
Staff recommends that the City Council hold a public hearing and accept the report regarding the status of the City's vacancies, recruitments, and retention efforts pursuant to Assembly Bill (AB) 2561.
Staff Report - SR-25-105 - Pdf
91 - 93
6. Introduction and Waiver of First Reading of Ordinance No. NS-245, an Ordinance of the City Council of the City of Monte Sereno Designating Fire Hazard Severity Zones within the Local Responsibility Area Staff recommends that the City Council Introduce and waive the first reading of a draft Ordinance, an Ordinance of the City Council of the City of Monte Sereno Designating Fire Hazard Severity Zones within the Local Responsibility Area as recommend by the California Department of Forestry and Fire Protection (CALFIRE) pursuant to Government Code Section 51178.
Staff Report - SR-25-104 - Pdf
94 - 99
UNFINISHED BUSINESS
NEW BUSINESS
7. Evaluate and Consider Community Based Organization (CBO) Grant Application Submittals and Determine Grant Awards
Staff recommends the City Council evaluate the Community Based Organization (CBO) Grant applications received and consider awarding grants to organizations and activities that meet the City’s Community Grants Policy.
Staff Report - SR-25-101 - Pdf
Public Comments Received
100 - 129
8. Filling Vacant Council Seat
Staff recommends the City Council direct staff on how to proceed regarding filling the recently vacated City Council seat.
Staff Report - SR-25-107 - Pdf
130 - 136
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.
Pending Reassignment
Silicon Valley Animal Control Authority
Association of Bay Area Governments
League of California Cities Peninsula Division
Mekechuk
Valley Transportation Authority Policy Advisory Committee West Valley Stormwater Authority
West Valley Solid Waste Management Authority Board
Silicon Valley Clean Energy Authority
Santa Clara County Recycling and Waste Reduction Commission Shannon
Santa Clara Valley Water Commission
West Valley Sanitation District Board
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.
9. Council Tentative Council Meeting Calendar 2025 137 - 144
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]
From: Lon Allan
To: Burton Craig; Javed Ellahie; Bryan Mekechuk; Lisa Shannon Cc: Diana Perkins; Gloisy Gonzalez-Langarica; Kirsten Powell Subject: Tree Down Blocking Highway 9
Date: Saturday, May 31, 2025 3:08:02 PM
Attachments: IMG_2870.png
>
> Dear Council
> This tree blocking Highway 9 was posted on Instagram 2 days ago, on 5/29/25. >
> The tree fell on a not-windy day in mild weather. Of course, Highway 9 also gets blocked by fallen trees or branches in any significant storm.
>
> May I respectfully request that you direct the City Manager to file historical incident reports for all trees that fall on Highway 9?
>
> We can then use this and other incident reports to appeal Cal Trans opinion that the eucalypyus trees cannot be removed because Hwy 9 has been designated as "scenic." >
> Lon Allan
>
>
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the May 20, 2025 Regular City Council Meeting Recommendation(s):
Staff recommends approval of the Minutes of the May 20, 2025 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:
05-20-25 Regular Meeting Minutes Draft
MONTE SERENO CITY COUNCIL MEETING MINUTES
REGULAR MEETING
7:00 p.m.
May 20, 2025
MEETING CALLED TO ORDER
At approximately 7:05 p.m., Mayor Craig called the meeting to order.
PLEDGE OF ALLEGIANCE
Council lead the Pledge of Allegiance.
ROLL CALL
Present – Chambers: Councilmember Shannon, Vice Mayor Ellahie and Mayor Craig Present – Remote: None
Absent: Councilmember Mekechuk
Staff: Management Analyst Planner Kwong, City Manager/City Planner Perkins and City Attorney Powell
Staff – Remote: City Clerk Gonzalez-Langarica
ORDERS OF THE DAY
None.
ANNOUNCEMENTS
None.
PRESENTATIONS
None.
ORAL COMMUNICATIONS
Former Mayor Allan publicly thanked Evert Wolsheimer for his many years of thoughtful and caring service to the Community of Monte Sereno.
WRITTEN COMMUNICATIONS
1. Written communication received from Former Mayor Allan wishing to acknowledge the many valuable contributions that Evert Wolsheimer made to Monte Sereno as a Commissioner on the Site & Architectural Commission, as a member of the City Council and as Mayor.
CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)
2. Approve the Minutes of the May 6, 2025 Regular City Council Meeting
3. Approve Warrant List Dated May 14, 2025 in the amount $837,012.31
4. Consideration to Authorize the Interim City Manager to Execute Amendment #3 to the Professional Services Agreement with DKG Consultants for Financial Services Consulting.
5. Consider a Resolution Setting Appropriations Limit for Fiscal Year 2025-26 and Adopting Amended Appropriations Limits for Fiscal Years 2023-24 and 2024-25
6. Consider Adoption of a Resolution Declaring Hazardous Vegetation (Brush) a Public Nuisance
7. Approval of City Manager Employment Agreement with Diana Perkins Vice Mayor Ellahie requested to have Item #7 pulled for discussion.
Councilmember Shannon pulled Item #5 for discussion.
Mayor Craig opened Items #2, #3, #4, and #6 for Public Comment. With no one wishing to speak, Mayor Craig closed Public Comment.
MOTION: Motion by Vice Mayor Ellahie to approve Items #2, #3, #4, and #6 on the Consent Calendar. Seconded by Councilmember Shannon.
VOTE: Motion passed. (3-0-1 Absent: Mekechuk)
5. Consideration to Authorize the Interim City Manager to Execute Amendment #3 to the Professional Services Agreement with DKG Consultants for Financial Services Consulting.
City Manager Perkins provided a staff report.
Discussion ensued.
Mayor Craig opened the item for Public Comment. With no one wishing to speak, Mayor Craig closed Public Comment.
MOTION: Motion by Councilmember Shannon Authorize the City Manager to Execute Amendment #3 to the Professional Services Agreement with DKG Consultants for Financial Services Consulting in an amount not to exceed $81,250 from June 1, 2025 through June 30, 2026. Seconded by Vice Mayor Ellahie.
VOTE: Motion passed. (3-0-1 Absent: Mekechuk)
7. Approval of City Manager Employment Agreement with Diana Perkins City Attorney Powell provided a staff report.
Discussion ensued.
Mayor Craig opened the item for Public Comment.
Public Comment
• Former Mayor Allan
With no one else wishing to speak, Mayor Craig closed Public Comment.
MOTION: Motion by Councilmember Shannon Approve the Employment Agreement between the City of Monte Sereno and Diana Perkins to name Diana Perkins the City Manager effective May 21, 2025, and authorize the Mayor to execute the agreement. Seconded by Vice Mayor Ellahie.
VOTE: Motion passed. (3-0-1 Absent: Mekechuk)
PUBLIC HEARING
8. Application 2023-3073 for a Site Development Permit for a new approximately 5,997 square foot two-story house and an approximately 977 square foot detached accessory building; a Grading Use Permit for 2,934 cubic yards of cumulative grading; and a Tree Removal Permit to remove 13 trees at 18340 Lexington Drive. (CEQA: Exempt, Guidelines sections 15302, 15303) City Manager Perkins provided a staff report.
Discussion ensued.
Mayor Craig opened the item for Public Hearing.
Public Hearing
• Homeowners Nelson
• Architect Spaulding
With no one else wishing to speak, Mayor Craig closed Public Hearing.
MOTION: Motion by Vice Mayor Ellahie Approving Application 2023-3073 for a Site Development Permit for a new approximately 5,997 square foot two-story house and an approximately 977 square foot detached accessory building; a Grading Use Permit for 2,934 cubic yards of cumulative grading; and a Tree Removal Permit to remove 13 trees at 18340 Lexington Drive. Seconded by Councilmember Shannon.
VOTE: Motion passed. (3-0-1 Absent: Mekechuk)
UNFINISHED BUSINESS
None.
NEW BUSINESS
9. Evaluate and Consider Community Based Organization (CBO) Grant Application Submittals and Determine Grant Awards
Mayor Craig stated that due to having two councilmembers recuse themselves and then having a lack of quorum, this item will need to be postponed for the next Council meeting.
COMMITTEE/COMMISSION REPORTS
Councilmember Shannon shared that the West Valley Sanitation District Board meeting was canceled and had nothing to report.
Vice Mayor Ellahie shared that he attended the Cities Association meeting. He shared that Councilmember Albert Gonzalez with the City of Santa Clara was appointed as the Member Adviser
of the Recycling Waste and Reduction Commission. He also shared there were presentations made by the Center County Planning Collaborative and the Santa Clara County Fire Department. Vice Mayor Ellahie shared there is a useful app that tells people what fire zone they are in. He also shared that Vaishali Sirkay was reappointed as Executive Director for another year. The Vice Mayor shared the Cities Association has a legislative committee that discusses all the legislations; he mentioned Bill 650, that has to do with the Housing Element, to eliminate or control the Builder’s Remedy. Vice Mayor Ellahie would like the City to collaborate with other cities or other jurisdictions with regard to the Housing Element. He also spoke on Bill 79, that requires cities to upzone land near rail stations and rapid business lines.
Mayor Craig shared he had nothing to report.
COUNCILMEMBER COMMENTS
None.
CITY MANAGER’S REPORT
City Manager Perkins shared that in February of this year, the Council approved an agreement with Flock Cameras for the installation of 19 cameras throughout the City. With that approval, the installation will begin after July so that funds for the next fiscal year can be used. Flock staff has obtained the encroachment permits from both the City of Monte Sereno and Los Gatos for the cameras located in the Town. Lastly, she shared that there was an eblast sent out last week about an update to the general plan project and did a friendly reminder of the Special Joint meeting with Site & Architectural Commission and City Council on Tuesday, June 24, 2025, at 7:00 pm, to review the draft of the safety element.
FUTURE AGENDA ITEMS
10. A copy of the Tentative 2025 Council Meeting Calendar was included on the agenda.
ADJOURN
Mayor Craig adjourned the meeting at approximately 7:51 p.m.
Burton Craig, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Approve Warrant List Dated May 27, 2025 in the amount $126,844.88 Recommendation(s):
Staff recommends the City Council approve the Warrant List.
California Environmental Quality Act:
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
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 5-27-2025
Check # Payable to: Description Amount
21381-
21382 Logan & Powell, LLP
City Attorney Services - Reissue of Check #21316 in
the Amount of $14,600.50) $ -
21383 Alan Cunningham
Refund for Cal PERS PEPRA Deductions from Car
Allowance from 9/30/2025 to 5/15/2025 $ 248.00
21384 Charlotte Anne Lamprecht
Refund of Fees for Building Permit 2025-0084 which
was Submitted in Error by Applicant $ 4,119.90
21385 CIVICPLUS
Social Media Archive Subscription from 07/16/25-
07/15/26 (Invoice 338350) $ 498.00
21386 Corodata Shredding Inc.
Secure Document Shredding Container Rental Fee for
April 2025 (Invoice DN1520759) $ 10.00
21387 Delta Dental of California
Employee Dental Insurance for May 2025 (Invoice
BE006534056) $ 352.47
21388 Diana Perkins
Refund for Cal PERS PEPRA Deductions from Car
Allowance from 9/30/2025 to 5/15/2025 $ 248.00
21389
Employment Development
Dept
Unemployment Insurance Claim (Account 925-0183-
2) $ 4,955.92
21390 Frontier Communications
City Hall Phone Bill for 05/19/2025-06/18/2025
(Account 4083549387) $ 69.95
21391
Kier & Wright Civil Engineers
and Surve
Licensed Surveyor Review of three SB9 Parcel Map
Applications from 3/31/2025 to 4/27/2025 (Invoices
308762, 308761, 308760, and 308759) $ 3,001.50
21392 Liebert Cassidy Whitmore
Consulting City Attorney Services for 3/3/2025 to
3/31/2025 (Invoices 292001, 291999) $ 5,100.00
21393 M-Group
General Plan Update Consulting Services (Invoice
2004995) $ 5,540.00
21394 Pacific Gas & Electric
PG&E Services 04/15/2025 to 05/13/2025 (Acct1868058156-0) $ 217.84 21395 Porter Capital Corp
Accounting Consultant 4/28/2025 to 05/04/2025 and
5/12/2025 to 5/18/2025 (Invoices 8976 and 9002) $ 7,000.00 21396
Town of Los Gatos Finance
Department Police Services for May 2025 (Invoice 5500000238) $ 94,626.17 21397 Vision Service Plan (CA)
Employee Vision Insurance for June 2025 Invoice
822895275) $ 10.30
21398 Pacific Gas & Electric
PG&E Monthly services 04/08/2025 to 05/06/2025
(Acct 9244198567-9) $ 6.42
CITY OF MONTE SERENO
CHECK REGISTERS
CHECK DATE: MAY 27, 2025
21399 Pacific Gas & Electric
PG&E Monthly services 04/15/2025 to 05/13/2025
(Acct-1826391492-3) $ 197.89
21400 Pacific Gas & Electric
PG&E Monthly services 04/15/2025 to 05/13/2025
(Acct-1951391484-6) $ 52.08
21401 Pacific Gas & Electric
PG&E Monthly services 04/08/2025 to 05/06/2025
(Acct 3832462834-6) $ 590.44
Total $ 126,844.88
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Consideration of the Approval of an Updated Fee Schedule for User and Regulatory Fees
Recommendation(s):
Staff recommends that the City Council adopt the draft resolution to update the fee schedule for user and regulatory fees.
Background Information:
On May 1, 2018, City Council adopted Resolution 3682, which included an updated schedule of fees for building, engineering, and planning permits. The adjustments followed a comprehensive user and regulatory fee analysis completed by ClearSource Financial Consulting that evaluated the City’s cost of providing fee-related services for the Building Department, Engineering Department, and Planning Department costs to provide plan review, permit approval, and inspection services for construction permitting applications. The adjusted fees approved at that time were designed to cover 77% of the City’s total cost of providing the permitting services. California Government Code section 66014(a) requires that these types of user fees shall not exceed the cost of providing the service.
The fee study completed by ClearSource Financial Consulting (Attachment 1) also recommended that annual fee adjustments be made based on the Consumer Price Index, San Francisco Bay Area (CPI), which was formerly titled the Consumer Price Index for San Francisco-Oakland-Hayward Area. The City Council approved the last inflationary fee increase on June 4, 2024 with Resolution 23-3906.
Analysis:
Building, Planning, and Engineering Fees
Much of the City’s staffing costs are related to services provided for construction and renovation activities in the City (e.g., planning and permitting). The City has budgeted 7.5 fulltime equivalent personnel, of which four are involved in services directly related to construction and renovation activities. The fee charged for these services cannot exceed the cost of providing such services.
Building permits serve a number of important objectives, one of which is building safety.
Issuing a building permit requires submitting a plan for that work, structural calculations, site protection plans, and building efficiency calculations. Those plans are reviewed and compliance with building codes and other regulations are checked prior to issuing a building permit. Progress during construction is verified by inspections, the cost of which is included in the building permit. Final inspections are required prior to issuing a certificate of occupancy.
Construction and renovation activities that are completed under building permits issued by the City are reviewed and inspected to verify conformance with the minimum building code requirements for fire safety, health safety and seismic safety. Construction and renovation activities that require a building permit but where the owners have not received a permit may not meet the fire, health and seismic safety requirements and, accordingly, are not in the public interest.
Inflationary Increase
The CPI increased by 2.4% in 2024. This information is available on the U.S. Bureau of Labor Statistics web page at:
https://www.bls.gov/regions/west/news-release/consumerpriceindex_sanfrancisco.htm Attachment 2 includes the draft resolution with the revised fees schedule that shows the proposed fees based on the 2.4% increase in CPI for 2024.
Staff is not recommending that City Council increase fees for Planning Appeals, Significant Tree Removal permits, or Use Permit Review for Animals, based on prior direction from City Council that directed these fees not be altered in 2018.
The proposed fee increase is only applied to land use permitting fees that may be set by City Council and will not be applied to the Construction Tax, which is a voter approved tax that cannot be increased without voter approval, or to other fees that are collected as paid to the State of California, such as the Strong Motion Fee and the SB 1473 fee, as these are based on State legislation that sets a specific fee amount.
The 50% building permit and plan check fee reduction that has been approved by City Council for building permits that create a new Accessory Dwelling Unit (ADU) will remain unchanged.
The 225 property owners who completed a written intention to create an ADU will still receive the fee reduction on their building permit if issued by December 31, 2029.
Increased Cost of City Services
The proposed fee increase will not exceed the City’s costs of providing services based on the 2018 Fee Study, as the City’s costs of providing services have increased since the 2018 Fee Study was completed.
Staff estimates that the fiscal year 2025-2026 budget will include an increase of approximately 4% or $21,000 in staffing costs related to permitting activities due to the 4% cost of living
increase allocated by the MOU with the Association of City Employees (ACE). This includes the increased cost of salaries from the last fiscal year budget.
Using the last fiscal year permitting activity, the proposed inflationary fee adjustment would result in approximately $15,000. Additionally, the 2018 Fee Study may be under-inclusive of the City’s actual costs of providing service as it does not appear to include costs that staff incur for consultation with the City Attorney for these types of development permits.
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)).
Fiscal Impact:
The fiscal impact of the proposed fee changes will be determined based on the volume of construction permitting applications received. Using the last fiscal year permitting activity, the proposed inflationary fee adjustment would result in approximately $15,000 of additional revenue annually. This projected fee increase is included in the draft budget which will be provided to Council for consideration at the June 17, 2025 City Council meeting.
If approved, the updated fee schedule will be effective 60 days after this hearing as required by the California Government Code section 66017(a), which will be August 18, 2025.
Public Noticing:
In accordance with Government Code sections 66016(a) and 66019(c), notice of this meeting and potential fee increases was provided to one interest party who filed a written request to be notified of new or increased fees or services charges. Additionally, the staff report was published on May 28, 2025, at least ten days prior to the meeting.
The City Council’s agenda was posted at City Hall and the agenda and this report appears on the City’s website.
Attachments:
1. ClearSource Financial Consulting User and Regulatory Fee Study, April 2018
2. Draft Resolution - Adoption of Fee Schedule
User and Regulatory Fee Study
- April 2018 -
[Updated to reflect City Council direction received during the May 1, 2018 Public Hearing to consider fee updates]
Table of Contents
Executive Summary ....................................................................................................................................... 1 Legislative Guidance ..................................................................................................................................... 6 Study Methodology and Data Sources.......................................................................................................... 8 Overview of Findings and Recommendations ............................................................................................ 10 Planning Fees .......................................................................................................................................... 10 Public Works/Engineering Fees .............................................................................................................. 11 Building Fees ........................................................................................................................................... 12 Community Planning Fee ........................................................................................................................ 13 Adoption of Fees and Ongoing Fee Management ...................................................................................... 14 Appendices .................................................................................................................................................. 15 Appendix A Proposed Fee Schedule
Appendix B Illustration of Current Fees, Maximum Fees, and Proposed Fees Appendix C New Fees Proposed
Appendix D Fees Proposed to Be Removed from Schedule
Appendix E Cost of Service Analysis and Audit for Reasonableness of Outcomes
1 Executive Summary
[On May 1, 2018 the City Council held a Public Hearing to consider adoption of an updated schedule of The proposed fee for appeals was $1,000, the City Council elected to leave the fee unchanged from the current amount of $360. This report and the adopted fee schedule have been updated to reflect a proposed fee of $360. No other changes have been made].
User and Regulatory Fees
The City derives its annual revenue from a number of sources. These include, but are not limited to, property taxes, and user and regulatory fees. User and regulatory fees are intended to cover all, or a portion of, the costs incurred by the City for providing fee-related services and activities that are not otherwise provided to those not paying the fee. California law provides guidance regarding the amounts the City may charge for fee-related services and activities. Specifically, in order to avoid being considered taxes, the fees charged shall not exceed the estimated reasonable cost of providing the services, activities, or materials for which fees are charged.
Recovering the Costs of Providing FeeThe services for which the City imposes a user or regulatory fee typically derive from an individual nt in the individual action, a fee for
service ensures that the individual bears most, if not all, of the cost incurred by the City to provide that cost. When a fee targets less than full cost recovery, another City revenue source in most cases, the General Fund subsidizes the individualized activity.
Fairly allocating costs to the services provided and recovering some, or all, of these costs from service recipients creates value and predictability for City customers and reimburses the City for services provided to a single party, as compared to the public at large.
Scope of Work and Purpose for Conducting the Fee Study
The scope of work for the study can be summarized as follows:
Calculate the costs of providing fee-related services
Remodel current fee schedules to correlate to prevailing services and practices Assist with cost recovery policy development and planning for ongoing maintenance of fees Estimate revenue impacts of fee modifications where possible with available data Prepare an updated schedule of fees for City review
2 The City initiated the fee study in 2017. This effort is intended to provide multiple benefits, including:
Increase the availability of General Fund revenues to be used for services and activities available to all residents and businesses, such as public works and public safety services.
Help meet the service level expectations of the community by collecting revenues to fund the services provided by each department.
Fee Categories that Were Examined in this Study
Planning Fees, such as entitlement review and review for compliance with the zoning code Public Works Fees, such as engineering, encroachment, and excavation review and inspection Building Fees, such as construction permit processing, plan check, and inspection Summary of Findings and Recommendations
Table 1 Current Estimated Cost Recovery for Fee Services General
Fee Category Revenue Fee-Related Expenses
Cost Recovery
for Fee Services
General
Fund Subsidy
Planning $65,000 $167,000 39% $102,000
Public Works $55,000 $169,000 33% $114,000
Building $313,000 $378,000 83% $65,000
Community Planning $0 $66,000 0% $66,000
Total $433,000 $780,000 56% $347,000
Options for Ongoing Fee Management - related services. Moving forward, the City has several options:
Limited changes to current practices
o For services where the City recovers up to, or less than full cost recovery, fees may remain unchanged and the City can continue its current practice. Any fees that currently recover more than the cost of service should be adjusted downward. o This would result in the continued aggregate under-recovery of fees.
Move to full cost recovery, where practical and implement annual adjustments tied to cost inflation index
o The City could immediately recalibrate fees to target full cost recovery, except in those instances where fees are limited by another agency, or full cost recovery is impractical.
Use a phase-in approach to increase cost recovery levels and implement a pattern of ongoing annual adjustments. The pattern may be pre-determined or tied to a cost inflation index o This approach would avoid attempting to recover the entire amount of under-collection in a single year. Instead it would recognize the subsidy being provided for services and
3 consider increases over a multi-year period to reach targeted cost recovery levels which, in some cases, may be less than 100%.
o This approach also allows the City to easily identify service areas targeted for long-term subsidy and set specific cost recovery levels for individual services rather than an acrossthe-board targeting of full cost recovery.
Any Additional Revenue from Fees is Intended to Offset the Cost of Existing Services It is important to note that while adjusting fees will provide a fiscal impact in the form of additional revenue, the revenue is not intended to be used to fund new services, rather the revenue is intended to offset the costs of providing existing services that are recoverable from fees. Consequently, while fees may rise annually, typically labor costs (the primary driver of fee-related costs) also rise annually.
Recalibration of these fees simply provides an offset of existing expenditures/needs rather than a source of funding for expanded service levels.
Implementing a Policy of Pro-Active Fee Management
Continued evaluation of these fees would provide benefits, including:
Avoid fee spikes that are more likely to occur when fees are left unchanged for several years.
Provide fee payers, City staff, and City policymakers with a pattern of consistency that provides information for forecasting and decision-making purposes.
Encourage generational equity among fee payers by avoiding long-term stagnation of fees followed by significant fee increases.
Fiscal Impact of Proposed Fee Changes
The fiscal impact of proposed fee changes will be determined based on the level of cost recovery targeted from fees. This will be determined by the City Council at the conclusion of a public hearing to consider any modifications to fees. For illustrative purposes only, the revenue impact of a potential cost recovery scenario is presented in the following table. A summary of the proposed cost recovery scenario is also provided.
Table 2 Fiscal Impact of Recalibrating Fees to the Proposed Cost Recovery Scenario General
Fee Category Current Revenue
Revenue After Fee
Changes Total Fiscal Impact
Planning $65,000 $93,000 $28,000
Public Works $55,000 $113,000 $58,000
Building $313,000 $358,000 $45,000
Community Planning $0 $33,000 $33,000
Total $433,000 $597,000 $164,000
4 Table 3 Cost Recovery Impact of Proposed Fee Changes
General
Fee Category
Revenue Before
Fee Adjustments
Revenue After
Adjustments
Fee-Related
Expenses
Cost Recovery
before Adjustment
Cost Recovery
after Adjustment
Planning $65,000 $93,000 $167,000 39% 56%
Public Works $55,000 $113,000 $169,000 33% 67%
Building $313,000 $358,000 $378,000 83% 95%
Community Planning $0 $33,000 $66,000 0% 50%
Total $433,000 $597,000 $780,000 56% 77%
Summary of Cost Recovery Strategy and/or Significant Changes Included in the Proposed Fee Schedule Planning Fees
permits. Less than full cost recovery is targeted for both of these services. o Planning review of building permits target cost recovery = 50% o Tree removal permit target cost recovery = 10%
cost of service.
Establish a community
maintaining and updating the plans, documents, and guidelines required to approve development/construction within the City.
o Target cost recovery = 50%
Public Works Engineering / Private Land Development Fees established final map review fee.
Restructure NPDES fees for ease of fee calculation and administration.
Proposed cost recovery ranges between 50% and 100% depending on fee category.
Building Fees
o The proposed minimum permit fee represents roughly 45 minutes of total staff time associated with permit processing, plan review, and inspection.
Increase electrical, plumbing, and mechanical permit fees from $62 to $159 per permit.
Leave building permit and plan review fees unchanged.
o The City currently recovers the full cost of building permit and plan review, no downward or upward adjustment is required
5 Begin collecting fees for solar permits
o The City currently waives fees for solar permits. The proposed fee is $159. The proposed fee is less than solar contractors will expect to pay in most jurisdictions.
Additionally the proposed fee is set to match the City's minimum permit fee and is well under maximum amounts established by the State.
6 Legislative Guidance
The objectives of the study, the methodologies used to complete the study, and the proposed schedule of fees were significantly influenced by Article 13C of the California Constitution and Section 66014 of the California Government Code.
Article 13C states that the local government bears the burden of proving by a preponderance of the evidence that a levy, charge, or other exaction is not a tax, that the amount is no more than necessary to cover the reasonable costs of the governmental activity, and that the manner in which those costs are allocated to a payor bear a fair or reasonable relationship to the payor's burdens on, or benefits received from, the governmental activity. Additionally, Article 13C identifies the following as items that are not defined as taxes:
1) A charge imposed for a specific benefit conferred or privilege granted directly to the payor that is not provided to those not charged, and which does not exceed the reasonable costs to the local government of conferring the benefit or granting the privilege. 2) A charge imposed for a specific government service or product provided directly to the payor that is not provided to those not charged, and which does not exceed the reasonable costs to the local government of providing the service or product. 3) A charge imposed for the reasonable regulatory costs to a local government for issuing licenses and permits, performing investigations, inspections, and audits, enforcing agricultural marketing orders, and the administrative enforcement and adjudication thereof. 4) A charge imposed for entrance to or use of local government property, or the purchase, rental, or lease of local government property.
5) A fine, penalty, or other monetary charge imposed by the judicial branch of government or a local government, as a result of a violation of law.
6) A charge imposed as a condition of property development. 7) Assessments and property-related fees imposed in accordance with the provisions of Article XIII D.
Section Notwithstanding any other
provision of law, when a local agency charges fees for zoning variances; zoning changes; use permits; building inspections; building permits; the processing of maps under the provisions of the Subdivision Map Act ; or planning services ; those fees may not exceed the estimated reasonable cost of providing the service for which the fee is charged, unless a question regarding the amount of the fee charged in excess of the estimated reasonable cost of providing the services or materials is submitted to, and approved by, a popular vote of two-thirds of those electors voting on the issue.
7 The outcomes and recommendations of the study are intended to comply with applicable federal, state, and local laws including providing confirmation that the propose result of this study are not taxes as defined in Article 13C of the California Constitution and that the services addressed in the fees. Additionally, this report is intended to show that the manner in which the costs are allocated to a payor
benefits received from the activities and services provided by the City.
8 Study Methodology and Data Sources
This study calculated the estimated reasonable cost of providing various fee-related services across the City organization. Generally, the estimated reasonable cost of providing the fee-related services and activities examined in this study can be calculated as the product of the composite fully-burdened hourly labor rate of the division responsible for providing services and the estimated labor time required to process a typical request for service (see illustration below).
The composite fully-burdened hourly rates calculated in this study are based on the estimated annual hours spent providing fee related services, and estimated labor, services and supplies, and citywide overhead expenditures:
Estimated annual hours spent providing fee related services were developed based on responses received from multiple interviews and targeted questionnaires.
Labor expenditures for in-house personnel were based on forecasts of Fiscal Year 2017/18 salary and benefits expenditures.
All other services and supplies expenditures were based on Fiscal Year 2017/18 budgeted expenditures.
Estimated citywide overhead expenditures were based on ost allocation plan.
Estimated labor times were developed based on responses received from multiple interviews and targeted questionnaires of the staff primarily responsible for the provision of services examined in the study. Commonly used industry data also aided in the development of time estimates and proposed fee structures.
Once cost of service levels are identified, the City may use this information to inform targeted cost recovery from fees. Fees set at the cost of service target full cost recovery. Fees set at any amount less than the cost of service targets less than full cost recovery.
Hourly rate * Labor hours = Cost of service
Proposed fee ÷ Cost of service = Targeted Cost Recovery
9 Summary of methodology used to calculate estimated costs of service and cost recovery levels Step One Identify annual hours spent providing
fee services for each division
This information is developed and tested using a
combination of interviews, questionnaires, historical
project information, and historical revenue information.
Step Two
Identify annual cost of providing fee
services for each division
This information is developed and tested using a
budget, expenditure history, and the overhead cost plan.
Step Three
Calculate the estimated hourly rate
using information from Steps 1 and 2
Annual cost ÷ Annual hours = Hourly rate
Step Four
Estimate labor time required to
process individual request for service
This information is developed and tested using a
combination of interviews, questionnaires, commonlyused measures, and information developed in Step 1.
Step Five
Calculate estimated cost of service
using information from Steps 3 and 4
Hourly rate * Labor hours = Cost of service
Step Six Calculate current cost recovery level
for a specific service
Current fee ÷ Cost of service = Current
Cost recovery
Step Seven Use laws, industry standards, goals
and policies, and historical trends to
determine targeted cost recovery
Proposed fee ÷ Cost of service = Targeted
Cost Recovery
Step Eight Test to confirm forecast revenue from
fees will not exceed program costs
Use historical permit volume and proposed fees to
forecast anticipated revenue from fees. Forecast
revenues should not exceed program costs.
10 Overview of Findings and Recommendations
Planning Fees
The Planning Division maintains and implements the and prepares other specialized planning documents. The department reviews development requests for conformance with the City's planning policies and standards. Department advance planning efforts. The costs of providing fee-related services are proposed to be recovered in part, or in full, from fees. Costs associated with non-fee related services are proposed to be pai General Fund revenues.
Planning Fees: Study Outcomes and Recommendations
# Finding / Recommendation Description
1 Current fees recover less than the
full cost of providing services
The Division collects only a fraction ( 39%) of fee-related costs of service.
2 Begin collecting fee for planning
review of building permits
The planning division reviews more than 100 building
permits per year to ensure compliance with City zoning
requirements (e.g. setbacks). The City does not currently recover a fee for this service. The proposed fee would
3 Consider enhanced cost recovery
for more complex review projects
The proposed fees for complex reviews such as review of site development plans involving new structures or significant additions have been recalibrated to target between 80% and 100% cost recovery.
4 Target less than full cost recovery
for minor permits or permits with
high community benefits
Less than full cost recovery is proposed for planning review of building permits; issuance of tree removal permits; site development permits for minor items such as fences,
reasonable accommodation reviews, animal-related use
permits, and appeals.
5 Adopt community planning fee Over time the City incurs significant costs associated with maintaining and updating the plans, guidelines, and Codes that are used to inform and approve development and
construction within the City. The proposed fee will allow the City to recover a portion of these costs.
11 Public Works/Engineering Fees
The Public Works Department regulates activities impacting public facilities, infrastructure, and the right of way. The department reviews development, construction, and other requests for conformance with the City's policies and standards. It also works closely with other departments to review applications and activities. The costs of providing services generated by individualized action, such as encroachments and grading, are proposed to be recovered in full, or in part, from fees. Costs associated with non-fee related services will be paid from other sources, typically General Fund revenues.
Public Works Fees: Study Outcomes and Recommendations
# Finding / Recommendation Description
1 Adjust fees to improve cost
recovery
least 50% cost recovery and in some cases 100% cost
recovery.
2 Formally establish a final map
review fee
The department is required to review and approve final
maps. A fee for this service has been added to the proposed fee schedule.
3 Restructure NPDES fees for ease of
fee estimation and administration
The number of fee categories has been significantly reduced.
12 Building Fees
The Building Department provides permitting, plan check, and inspection services for all new construction, alterations, and additions throughout the City, enforcing the provisions of the California Building Standards Code. Additionally the department serves as a primary building code resource to contractors, architects, engineers, developers, and property owners. Only the costs of providing feerelated services are proposed to be recovered from fees. Costs associated with non-fee related services Building Fees: Study Outcomes and Recommendations
# Finding / Recommendation Description
1 Current fees recover roughly 83% of
the cost of service
Communities throughout the State typically target full cost recovery (100%) for building fee-related services.
2 Recalibrate minimum permit fee
and mechanical, electrical, and
plumbing permit fees to correct
under-recovery - recovery.
3 Leave building permit and plan
review fees unchanged
xisting building permit and plan review fees
recover the costs of service. No downward or upward
adjustment is required.
4 Begin collecting minimum permit
fee for solar permits
The City currently waives permit fees for solar installations.
The proposed fee is $159. The proposed fee is less
than solar contractors will expect to pay in most
jurisdictions. Additionally the proposed fee is set to
match the City's minimum permit fee and is well under
maximum amounts established by the State.
13 Community Planning Fee
may include the
costs reasonably necessary to prepare and revise the plans and policies that a local agency is required to adopt before it can make any necessary findings and determinations.
California often attempt to recover portions of the costs of updating and maintaining these plans and policies through fees collected on various development projects.
Community Planning Fee: Study Outcomes and Recommendations # Finding / Recommendation Description
1 Adopting a community planning fee
will allow for segregation of
revenues and reduce reliance on
General Fund reserves for funding
of periodic projects
Clearly identifying this fee will provide enhanced revenue tracking information to allow for efficient identification of amounts collected for specific purposes.
The City may use these revenues to offset all or portions of the cost of in-house planning or contract planning services for preparation and revision of the plans and policies that a local agency is required to adopt before it can make any necessary findings and determinations. These include, but are not limited to, General Plan, Zoning Ordinance, and Housing Element updates.
The proposed fee revenues would recover $30,000 per year.
For administrative efficiency the fee will be collected as part of the building permit fee. The vast majority of planning feerelated services, and engineering fee-related services are associated with active building permit applications or will ultimately lead to building permit applications. Permit valuation is a readily available metric that provides a reasonable correlation to cost on a repeatable basis (i.e. more complex projects have higher valuations, and typically rely more heavily on community planning documents for
approval.
The Appendix contains a detailed listing of current fees, maximum fees, and proposed fees.
14 Adoption of Fees and Ongoing Fee Management
The fees included as part of this study are set at the direction of the City Council. Consequently, the City Council may adopt fees and modify them at a future date as costs of service change, city policies or goals change, project volumes change, service recipient feedback is received, and annual revenue impact of fees is confirmed.
If the City decides to adopt modified fees it should:
Include the fee revisions as part of all official fee schedules.
Ensure that City staff begin fee collections using updated fee schedules once the adopted fees are effective.
Periodically Review and Adjust Fees and Calculation Methodologies If fees for services are unintentionally omitted from the adopted fee schedule, they should be added to the fee schedule as part of a future update. In between updates, the City may bill hourly for fee-related services inadvertently excluded from the schedule.
Monitor feedback and permit statistics - Monitor permit and application volume and applicant feedback to determine if fee modifications are resulting in any unanticipated changes in project frequency and to increase the level of detail available for revenue forecasting.
Adjust fees on an annual basis using a predetermined pattern or inflationary index - In order to generally maintain pace with regional cost inflation , the City should adjust its fees on an annual basis.
Conduct future fee studies on regular basis The City should conduct future fee studies periodically to confirm that fee levels remain at, or below, legal limits.
15 Appendices
The appendices provides detailed analytical findings from the study, including the amount of cost, or estimated cost, required to provide the services for which the fee or service charge is levied and the revenue sources anticipated to provide the service, including General Fund revenues. For any fees targeted to recover less than 100% of the estimated reasonable cost of service, it is anticipated that General Fund revenues of the City will fund the difference between the targeted recovery level and 100% recovery of the estimated cost of service. These amounts are identified in the schedule of feebased activities included in the appendices.
Appendix A Proposed Fee Schedule
Appendix B Illustration of Current Fees, Maximum Fees, and Proposed Fees Appendix C New Fees Proposed
Appendix D Fees Proposed to Be Removed from Schedule
Appendix E Cost of Service Analysis and Audit for Reasonableness of Outcomes
Appendix A Proposed Fee Schedule
Services / Activities / Subject Matter Effective Date Page Planning Fees July 1, 2018 1 - 2
Public Works Fees July 1, 2018 3 - 4
Building Fees July 1, 2018 5 - 6
Administrative Services July 1, 2018 7
City of Monte Sereno
MASTER FEE SCHEDULE
App A - TOC Page 37 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - PLANNING FEES
Note Fee
1 Planning Review of Building Permit $150
2 Community Planning Fee (per $1 of valuation) [a] $0.0018 3 Significant Tree Removal (referred to Site and Architecture Commission) $100 4 Site Development/Planned Development Permit:
a) New Houses/Demo Rebuild/Remodel/Addition 50% or more of existing SF $2,800 b) Remodel/Addition less than 50% of existing SF $1,900 c) Accessory Building/Fence Height $500
e) Hillside Development (avg. slope of 10% of greater) $3,100 f) Site Development Permit Amendment $1,300
5 Administrative Building Site Approval $2,800
6 Address/Street Name Change $350
7 Environmental Review
a) Exemption $350
b) Environmental Clearance
i) Reuse of Previous Environmental Clearance $350
ii) Initial Study and Negative Declaration / Mitigated Negative Declaration $3,400 iii) Initial Study and Negative Declaration / Mitigated Negative Declaration (prepared by consultant)
pass-through of actual cost plus 10%
administrative fee
iv) EIR (prepared by consultant) pass-through of actual cost plus 10% administrative fee
8 General Plan Amendment $2,800
9 Zoning Map Amendment $2,800
10 Planned Development Zoning Map Amendment $5,000
11 Annexation (excluding LAFCO Fees) $3,800
12 Reasonable Accommodation Application $360
13 Subdivision:
a) Lot Line Adjustment $1,500
b) Tentative Map Application:
i) 4 Lots or Fewer: (Tentative Parcel Map) $3,000
ii) 5 Lots or More: (Tentative Subdivision Map) $10,000 14 Use Permits:
a) General $2,800
b) Animals $500
c) Special Land Use Permit (Historic Resource) $2,800
15 Satellite Dish
a) Administrative Review $250
b) Public Hearing $500
16 Variance $2,800
17 Appeal $360
18 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) $194 19 Excess Plan Review Fee (per hour - 1 hour minimum) [b] $194 Activity Description
App A - 1 Page 38 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - PLANNING FEES
Activity Description Note Fee
20 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) [b] $194 21 Work Commenced without a Permit [c] 1x Base Permit Fee Notes:
[c] Amount in addition to base fee (i.e. double fees).
* The fees listed in this schedule do not include the costs of external reports required to be prepared and submitted by the applicant (e.g. arborist report, geotech report). Applicant is responsible for the preparation costs of any external reports required. Additionally, the fees in this schedule do not include any outside agency fees or costs that may apply to applicant project (e.g. County recording fees, Department of Fish and Wildlife fees, newspaper noticing fees, consulting services, attorney services). Applicant is responsible for payment of any outside agency/service provider fees that may apply to applicant project. [b] Base fees include up to three plan reviews and any typically required inspections and first re-inspections. Excess plan review fees apply beginning with the fourth plan review. Excess inspection fees apply beginning with second re-inspection. [a] Fee paid at time of building permit issuance.
App A - 2 Page 39 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - PUBLIC WORKS FEES
Note Fee
1 Certificate of Compliance $1,050
2 Encroachment Permit (Administrative) $350
3 Construction Encroachment Permit Fee
a) First $50,000 of value, or any fraction thereof 5% of value b) Value Exceeding $50,000 3% of value
4 Storm Drain Fees
a) Per Lot Zoned: R-1-44 $2,450
b) Per Lot Zoned: R-1-20 $1,640
c) Per Lot Zoned: R-1-8 $810
5 Final Map
a) Parcel Map $3,000
b) Tract Map $9,000
6 Grading Plan Check Fees Bill hourly/T&M
7 Grading Permit Fees
a) Less than 50 cubic yards $265
b) 51 to 100 cubic yards $530
c) 101 to 1,000 cubic yards
i) For first 100 cubic yards or fraction thereof $530
ii) For each add'l 100 cubic yards or fraction thereof up to 1,000 cubic yards $29 d) 1,001 to 10,000 cubic yards
i) For first 1,000 cubic yards or fraction thereof $795 ii) For each add'l 1,000 cubic yards or fraction thereof up to 10,000 cubic yards $59 e) 10,001 to 100,000 cubic yards
i) For first 10,000 cubic yards or fraction thereof $1,988 ii) For each add'l 1,000 cubic yards or fraction thereof up to 100,000 cubic yards $31 f) 100,001 cubic yards or more
i) For first 100,000 cubic yards or fraction thereof $6,360 ii) For each add'l 1,000 cubic yards or fraction thereof $31 8 NPDES Compliance
a) Plan Check
i) Less than 1 Acre $350
ii) Greater than or Equal to 1 Acre $1,050
b) Site Inspection
i) Less than 1 Acre $530
ii) Greater than or Equal to 1 Acre Bill hourly/T&M with $1,000 initial deposit 9 Oversize Load Permit
a) One Day $16
b) Annual $90
10 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) $265 11 Excess Plan Review Fee (per hour - 1 hour minimum) [a] $265 Activity Description
App A - 3 Page 40 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - PUBLIC WORKS FEES
Activity Description Note Fee
12 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) [a] $265 13 Work Commenced without a Permit [b] 1x Base Permit Fee Notes:
[b] Amount in addition to base fee (i.e. double fees).
[a] Base fees include up to three plan reviews and any typically required inspections and first re-inspections. Excess plan review fees apply beginning with the fourth plan review. Excess inspection fees apply beginning with second re-inspection.
App A - 4 Page 41 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - BUILDING FEES
Note Fee
1 Construction Tax $0.51
2 Electrical, Plumbing or Mechanical Permits:
a) Fee per Square Foot $0.11
b) Minimum fee $159
3 Solar $159
4 Demolition Permit $159
5 Building Permit: [a]
a) Valuation: $1 to $500 $23.50
b) Valuation: $501 to $2,000
i) Fee for first $500 $23.50
ii) Fee for each additional $100, or fraction thereof, to and including $2,000 $3.05 c) Valuation: $2,001 to $25,000
i) Fee for first $2,000 $69.25
ii) Fee for each additional $1,000, or fraction thereof, to and including $25,000 $14.00 d) Valuation: $25,001 to $50,000
i) Fee for first $25,000 $391.25
ii) Fee for each additional $1,000, or fraction thereof, to and including $50,000 $10.10 e) Valuation $50,001 to $100,000
i) Fee for first $50,000 $643.75
ii) Fee for each additional $1,000, or fraction thereof, to and including $100,000 $7.00 f) Valuation $100,001 to $500,000
i) Fee for first $100,000 $993.75
ii) Fee for each additional $1,000, or fraction thereof, to and including $500,000 $5.60 g) Valuation: $501,000 to $1,000,000
i) Fee for first $500,000 $3,233.75
ii) Fee for each additional $1,000, or fraction thereof, to and including $1,000,000 $4.75 h) Valuation: $1,000,001 and up
i) Fee for first $1,000,000 $5,608.75
ii) Fee for each additional $1,000, or fraction thereof $3.15 6 Plan Review Fees (In addition to building permit fees) a) Plan Review Fee (% of Building Permit Fee) 65%
b) Structural Plan Review Fee (% of Plan Review Fee) 65% c) Energy Conservation Plan Review Fee (% of Plan Review Fee) 5% d) Green Building Code Plan Review Fee (% of Plan Review Fee) 5% 7 Micro-filming / Imaging Fee (per page, in addition to building permit fees) $5 8 Strong Motion Fees:
a) Residential (per $1 of valuation) $0.00013
b) Commercial (per $1 of valuation) $0.00028
9 SB 1473 (per $25,000 of valuation) $1
10 Road Impact Fee (per $100 of valuation of permitted work) $0.49 Activity Description
App A - 5 Page 42 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - BUILDING FEES
Activity Description Note Fee
11 Other Fees
a) Excess Inspection/Excess Re-inspection/Missed Inspection Fee (per inspection) $106 b) Work Commenced without a Permit [b] 1x Base Fees
c) Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1/2 hour min.) $213 d) Fee for Additional Services Required Due to Changes, Modifications, Additions, etc. [c] Actual Costs / T&M Notes:
[b] Amount in addition to base fee (i.e. double fees).
[c] In the event additional map checking, plan checking, or inspection services by the City are required by reason of changes, modifications, additions, errors, omissions, or discrepancies occasioned by the applicant or his agents or representatives, the applicant shall pay an additional fee equal to the actual cost to the City of performing the additional services.
[a] The Building Official shall establish the valuation of said improvements, and fees will be assessed according to the following fee schedule.
App A - 6 Page 43 of 144
City of Monte Sereno
MASTER FEE SCHEDULE - ADMINISTRATIVE FEES
Note Fee
1 Business License Fees
a) General Contractor $105
b) Solicitors (for profits) $105
c) Others (including subcontractors/specialty contractors) $55 2 Printed Materials and Maps
a) Photo copies/Scanned/Digital Images (per page) $0.25 b) Zoning Map $5
c) City History "Peaceful Mountain" $31
d) Design Guidelines $8
3 Alarm Soundings, within a 12-month period
a) First, Second, and Third Soundings No Charge
b) Fourth $200
c) Fifth $300
d) Subsequent Alarms $300
4 Returned Check Processing Fee
a) First Check [a] $25
b) Each Additional Check [a] $35
5 Preparation of Materials Requiring Formatting, Programming, Development, etc. 100% of Actual Cost (billed per hour; 15 minute increments)
6 City Administration Fee Added to Vendor Service Costs, if applicable (e.g. outside printing of materials)
15%
Notes:
[a] Fee set by State.
Activity Description
App A - 7 Page 44 of 144
Appendix B Illustration of Current Fees, Maximum Fees, and Proposed Fees
Services / Activities / Subject Matter Effective Date Planning Fees July 1, 2018 Public Works Fees July 1, 2018 Building Fees July 1, 2018 City of Monte Sereno ILLUSTRATION OF CURRENT FEES, MAXIMUM FEES, AND PROPOSED FEES App B - 1
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - PLANNING FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee 1 Planning Review of Building Permit $0 $291 $150 2 Community Planning Fee (per $1 of valuation) [a] $0.0000 $0.0036 $0.0018 3 Significant Tree Removal (referred to Site and Architecture Commission) $100 $970 $100 4 Site Development/Planned Development Permit: a) New Houses/Demo Rebuild/Remodel/Addition 50% or more of existing SF $2,450 $3,104 $2,800 b) Remodel/Addition less than 50% of existing SF $1,500 $2,328 $1,900 c) Accessory Building/Fence Height $360 $1,552 $500 e) Hillside Development (avg. slope of 10% of greater) $2,750 $3,492 $3,100 f) Site Development Permit Amendment $1,250 $1,552 $1,300 5 Administrative Building Site Approval $2,450 $3,104 $2,800 6 Address/Street Name Change $250 $388 $350 7 Environmental Review a) Exemption varies $388 $350 b) Environmental Clearance i) Reuse of Previous Environmental Clearance varies $388 $350 ii) Initial Study and Negative Declaration / Mitigated Negative Declaration varies $3,492 $3,400 iii) Initial Study and Negative Declaration / Mitigated Negative Declaration (prepared by consultant) varies varies pass-through of actual cost plus 10% administrative fee iv) EIR (prepared by consultant) varies varies pass-through of actual cost plus 10% administrative fee 8 General Plan Amendment $2,530 $3,104 $2,800 9 Zoning Map Amendment $2,530 $3,104 $2,800 10 Planned Development Zoning Map Amendment $2,530 $5,432 $5,000 11 Annexation (excluding LAFCO Fees) $2,530 $3,880 $3,800 12 Reasonable Accommodation Application $360 $1,164 $360 13 Subdivision: a) Lot Line Adjustment $1,500 $1,552 $1,500 b) Tentative Map Application: i) 4 Lots or Fewer: (Tentative Parcel Map) $2,550 + $1,360/lot $3,104 $3,000 ii) 5 Lots or More: (Tentative Subdivision Map) $3,060 + $1,360/lot $10,088 $10,000 14 Use Permits: a) General $2,450 $3,104 $2,800 b) Animals $360 $1,552 $500 Activity Description App B - 2
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - PLANNING FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee Activity Description c) Special Land Use Permit (Historic Resource) $2,450 $3,104 $2,800 15 Satellite Dish a) Administrative Review $55 $485 $250 b) Public Hearing $55 $970 $500 16 Variance $2,450 $3,104 $2,800 17 Appeal $360 $1,940 $360 18 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) $194 $194 19 Excess Plan Review Fee (per hour - 1 hour minimum) [b] $194 $194 20 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) [b] $194 $194 21 Work Commenced without a Permit [c] 1x Base Permit Fee Notes: * The fees listed in this schedule do not include the costs of external reports required to be prepared and submitted by the applicant (e.g. arborist report, geotech report). Applicant is responsible for the preparation costs of any external reports required. Additionally, the fees in this schedule do not include any outside agency fees or costs that may apply to applicant project (e.g. County recording fees, Department of Fish and Wildlife fees, newspaper noticing fees, consulting services, attorney services). Applicant is responsible for payment of any outside agency/service provider fees that may apply to applicant project. [a] Fee paid at time of building permit issuance. [a] Base fees include up to three plan reviews and any typically required inspections and first re-inspections. Excess plan review fees apply beginning with the fourth plan review. Excess inspection fees apply beginning with second re-inspection. [b] Amount in addition to base fee (i.e. double fees). App B - 3
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - PUBLIC WORKS FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee 1 Certificate of Compliance $360 $2,120 $1,050 2 Encroachment Permit (Administrative) $175 $398 $350 3 Construction Encroachment Permit Fee a) First $50,000 of value, or any fraction thereof 5% of value 5% of value b) Value Exceeding $50,000 2% - 3% of value 3% of value 4 Storm Drain Fees * a) Per Lot Zoned: R-1-44 * $2,450 $2,450 b) Per Lot Zoned: R-1-20 * $1,640 $1,640 c) Per Lot Zoned: R-1-8 * $810 $810 5 Final Map a) Parcel Map n/a $3,180 $3,000 b) Tract Map n/a $9,540 $9,000 6 Grading Plan Check Fees Actual + admin varies Bill hourly/T&M 7 Grading Permit Fees a) Less than 50 cubic yards $105 $530 $265 b) 51 to 100 cubic yards $160 $1,060 $530 c) 101 to 1,000 cubic yards i) For first 100 cubic yards or fraction thereof $160 $1,060 $530 ii) For each add'l 100 cubic yards or fraction thereof up to 1,000 cubic yards $30 $59 $29 d) 1,001 to 10,000 cubic yards i) For first 1,000 cubic yards or fraction thereof $460 $1,590 $795 ii) For each add'l 1,000 cubic yards or fraction thereof up to 10,000 cubic yards $30 $118 $59 e) 10,001 to 100,000 cubic yards $0 i) For first 10,000 cubic yards or fraction thereof $760 $2,650 $1,988 ii) For each add'l 1,000 cubic yards or fraction thereof up to 100,000 cubic yards $30 $41 $31 f) 100,001 cubic yards or more i) For first 100,000 cubic yards or fraction thereof $3,460 $6,360 $6,360 ii) For each add'l 1,000 cubic yards or fraction thereof $30 $31 $31 8 NPDES Compliance a) Plan Check i) Less than 1 Acre $398 $350 ii) Greater than or Equal to 1 Acre $2,120 $1,050 Activity Description App B - 4
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - PUBLIC WORKS FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee Activity Description b) Site Inspection i) Less than 1 Acre $1,060 $530 ii) Greater than or Equal to 1 Acre varies Bill hourly/T&M with $1,000 initial deposit 9 Oversize Load Permit a) One Day $16 b) Annual $90 10 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) varies $265 $265 11 Excess Plan Review Fee (per hour - 1 hour minimum) n/a $265 $265 12 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) n/a $265 $265 13 Work Commenced without a Permit [a] n/a 1x Base Permit Fee Notes: [a] Amount in addition to base fee (i.e. double fees). * Not included in this study. No changes proposed. Not intended to be part of the public hearing process. Only included to avoid inadvertently excluding from schedule. App B - 5
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - BUILDING FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee 1 Construction Tax * $0.51 n/a $0.51 2 Electrical, Plumbing or Mechanical Permits: a) Fee per Square Foot $0.06 $0.11 $0.11 b) Minimum fee $62 $160 $159 3 Solar $0 $320 $159 4 Demolition Permit $62 $160 $159 5 Building Permit: [a] a) Valuation: $1 to $500 $23.50 $23.50 $23.50 b) Valuation: $501 to $2,000 i) Fee for first $500 $23.50 $23.50 $23.50 ii) Fee for each additional $100, or fraction thereof, to and including $2,000 $3.05 $3.05 $3.05 c) Valuation: $2,001 to $25,000 i) Fee for first $2,000 $69.25 $69.25 $69.25 ii) Fee for each additional $1,000, or fraction thereof, to and including $25,000 $14.00 $14.00 $14.00 d) Valuation: $25,001 to $50,000 i) Fee for first $25,000 $391.25 $391.25 $391.25 ii) Fee for each additional $1,000, or fraction thereof, to and including $50,000 $10.10 $10.10 $10.10 e) Valuation $50,001 to $100,000 i) Fee for first $50,000 $643.75 $643.75 $643.75 ii) Fee for each additional $1,000, or fraction thereof, to and including $100,000 $7.00 $7.00 $7.00 f) Valuation $100,001 to $500,000 i) Fee for first $100,000 $993.75 $993.75 $993.75 ii) Fee for each additional $1,000, or fraction thereof, to and including $500,000 $5.60 $5.60 $5.60 g) Valuation: $501,000 to $1,000,000 i) Fee for first $500,000 $3,233.75 $3,233.75 $3,233.75 ii) Fee for each additional $1,000, or fraction thereof, to and including $1,000,000 $4.75 $4.75 $4.75 h) Valuation: $1,000,001 and up i) Fee for first $1,000,000 $5,608.75 $5,608.75 $5,608.75 ii) Fee for each additional $1,000, or fraction thereof $3.15 $3.15 $3.15 6 Plan Review Fees (In addition to building permit fees) a) Plan Review Fee (% of Building Permit Fee) 65% 65% 65% b) Structural Plan Review Fee (% of Plan Review Fee) 65% 65% 65% Activity Description App B - 6
City of Monte Sereno WORKING DRAFT MASTER FEE SCHEDULE - BUILDING FEES Note Current Fee Maximum Fee (2018 Fee Study) Proposed Fee Activity Description c) Energy Conservation Plan Review Fee (% of Plan Review Fee) 5% 5% 5% d) Green Building Code Plan Review Fee (% of Plan Review Fee) 5% 5% 5% 7 Micro-filming / Imaging Fee (per page, in addition to building permit fees) $5 $5 $5 8 Strong Motion Fees: a) Residential (per $1 of valuation) $0.00013 n/a $0.00013 b) Commercial (per $1 of valuation) $0.00028 n/a $0.00028 9 SB 1473 (per $25,000 of valuation) $1 n/a $1 10 Road Impact Fee (per $100 of valuation of permitted work) * $0.49 n/a $0.49 11 Other Fees a) Excess Inspection/Excess Re-inspection/Missed Inspection Fee (per inspection) n/a $107 $106 b) Work Commenced without a Permit [b] n/a 1x Base Fees c) Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1/2 hour min.) n/a $213 $213 d) Fee for Additional Services Required Due to Changes, Modifications, Additions, etc. [c] Actual Costs Actual Costs / T&M Actual Costs / T&M Notes: [a] The Building Official shall establish the valuation of said improvements, and fees will be assessed according to the following fee schedule. [b] Amount in addition to base fee (i.e. double fees). [c] In the event additional map checking, plan checking, or inspection services by the City are required by reason of changes, modifications, additions, errors, omissions, or discrepancies occasioned by the applicant or his agents or representatives, the applicant shall pay an additional fee equal to the actual cost to the City of performing the additional services. * Not included in this study. No changes proposed. Not intended to be part of the public hearing process. Only included to avoid inadvertently excluding from schedule. App B - 7
Appendix C New Fees Proposed
City of Monte Sereno FEES PROPOSED TO BE ADDED TO FEE SCHEDULEProposed Fee Reason for Addition 1 Planning Review of Building Permit $150 Planning staff review certain building permits for compliance with setback requirements, previously approved plans, etc. This fee would allow staff to recover a portion of the City's review cost. Proposed fee targets 50% cost recovery. 2 Solar Permits $159 The City does not currently charge for solar permits. As solar has become more common, most communities collect solar permit fees. The proposed fees are less than solar contractors will expect to pay in most jurisdictions. Additionally the proposed fees are set to match the City's minimum permit fee and are well under maximum amounts established by the State. 3 Final Map Review a) Parcel Map $3,000 Existing fee schedule does not include a final map review fee b) Tract Map $9,000 Existing fee schedule does not include a final map review fee 4 Community Planning Fee (per $1 of valuation) $0.0018 Fee will allow the City to recover a portion of the cost of updating the plans, guidelines, and zoning documents that are used to authorize and approve development and construction within the City. Activity Description App C - 1
Appendix D Fees Proposed to Be Removed from Schedule
City of Monte Sereno FEES CATEGORIES PROPOSED TO BE REMOVED FROM SCHEDULE Reason for Removal 1 Planning Review of Secondary Dwelling Units Review no longer required. Planning will continue to review building permits for compliance with setback requirements, etc. 2 Road Impact Deposit Deposit structure is no longer used. 3 Preliminary Map Fees Service not provided by the City. Fees are collected for tentative and final map review only. 4 Real Estate Consultation Fee Fee has not been collected in the past. Staff will continue to provide general information without charge. For services requiring significant research or pre-application assistance, the fee schedule includes an hourly rate for staff services, upon request. 5 Parking Fines See Los Gatos PD. Fines are not considered user and regulatory fees. They are typically identified via a schedule of fines/penalties/bail amounts. Any parking fine amounts will by recovered via Los Gatos PD and remitted to the City. 6 Animal Control Fees See Silicon Valley Animal Control Authority. 7 Fire Protection Fees See Santa Clara County Fire. Activity Description App D - 1
Appendix E Cost of Service Analysis and Audit for Reasonableness of Outcomes
User and Regulatory Fees Fee-Related Cost of Service Analysis App E - 1
Services / Activities / Subject Matter Page Planning Fees App E: 3 - 7 Public Works Fees App E: 8 - 12 Building Fees App E: 13 - 17 Community Planning Fee App E: 18 City of Monte Sereno COST OF SERVICE ANALYSIS App E - 2
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Planning Position City Planner Note Assumptions Regarding Labor Hours Annual Paid Hours Per FTE 1,820 [a] Est. Annual Leave Hours Per FTE 224 [b] Est. Productive Hours Per FTE 1,596 [c] Specific Employee Information Total FTE (or FTE Equivalent/Contractor) 1.00 Annual Salary 100,449 $ Annual Benefits 31,103 $ Contract Svcs - $ Total Annual Labor Costs 131,552 $ Salary and Wage Rate Per Paid Hour 55 $ Benefit Rate Per Paid Hour 17 $ Contract Svcs Rate Per Paid Hour - $ Total Labor Hourly Rate Per Paid Hour 72 $ Divisional Assignment Share Assigned to this Division 100% [d] Est. FTE Assigned to this Division 1.00 Annual Salary Assigned to this Division 100,449 $ Annual Benefits Assigned to this Division 31,103 $ Annual Contract Svcs Assigned to this Division - $ Total Annual Labor Costs 131,552 $ Est. Annual Hours Assigned to this Division 1,820 Est. Annual Leave Assigned to this Division 224 Est. Productive Hours Assigned to this Division 1,596 Labor Rate Per Productive Hour 82 $ App E - 3
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Planning Position City Planner Note Allocation of Productive Hrs to this Division (%) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 12% Certification and Training 2% Public Information and Assistance 21% [e] Total Indirect Activities and Svcs 35% Direct Activities and Services Code Enforcement/Compliance (Punitive) 1% Long Range Planning 5% Current Planning 39% [e] Bldg Permit Plan Review 15% Support to Other City Departments 5% Total Direct Activities and Services 65% Total 100% Allocation of Productive Hours (Hours) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 192 Certification and Training 32 Public Information and Assistance 335 [e] Total Indirect Activities and Svcs 559 Direct Activities and Services Code Enforcement/Compliance (Punitive) 16 Long Range Planning 80 Current Planning 622 [e] Bldg Permit Plan Review 239 Support to Other Departments 80 Total Direct Activities and Services 1,037 Total 1,596 [a] Assumes 35 hours per week, 52 weeks per year (35*52 = 2,080). [b] Conservative estimate for purposes of this analysis. Actual amounts will vary by employee. Assumes 12 holidays/personal holidays, 15 vacation days, 5 sick days. [c] Productive hours represent hours available for work after accounting for annual leave. [d] Based on interviews with City staff. [e] Based on feedback from City Planner, City policies result in significant time spent providing public information and assistance prior to application submittal in order to improve submittal completeness and allow for 3-week or less turnaround time from the date of formal submittal. This effort has been assigned to current planning and estimated service times include this level of support. This results in a more conservative hourly rate outcome (i.e. lower hourly rate) and a more accurate estimate of total direct service hours associated with application processing (i.e. pre and post submittal hours). App E - 4
City of Monte Sereno User and Regulatory Fee Study Fully-Burdened Hourly Rate Calculation and Cost Recovery Analysis - Planning Labor Expenditures Description Total Notes Salaries 100,449 $ [a] Benefits 31,103 $ [a] Contract Services - $ [a] Total - Labor Expenditures 131,552 $ Share of Recurring Services/Supplies and Citywide Overhead Expenditures Description % of Direct Costs Allocation Notes Share of Svcs & Supplies and Citywide Overhead 53% 69,723 $ [b] Total Allocable ExpendituresDescription Amount % of Total Notes Labor 131,552 $ 65% Share of Recurring Services/Supplies and C'wide Overhead Exp. 69,723 $ 35% Total 201,275 $ 100% Calculation of Fully-Burdened Hourly Rate Description Annual Allocation [a] Labor Svcs/Supplies & Citywide OH Total Targeted Recovery from Fees Amount Recoverable from Fees Targeted Hourly Rate Notes Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 12% 15,786 $ 8,367 $ 24,153 $ 83% 20,066 $ 23 $ Certification and Training 2% 2,631 $ 1,394 $ 4,025 $ 83% 3,344 $ 4 $ Public Information and Assistance 21% 27,626 $ 14,642 $ 42,268 $ 83% 35,115 $ 41 $ Total Indirect Activities and Svcs 35% 46,043 $ 24,403 $ 70,446 $ 58,524 $ 68 $ Direct Activities and Services Code Enforcement/Compliance (Punitive) 1% 1,316 $ 697 $ 2,013 $ 0% - $ - $ Long Range Planning 5% 6,578 $ 3,486 $ 10,064 $ 0% - $ - $ Current Planning 39% 51,305 $ 27,192 $ 78,497 $ 100% 78,497 $ 91 $ Bldg Permit Plan Review 15% 19,733 $ 10,458 $ 30,191 $ 100% 30,191 $ 35 $ Support to Other City Departments 5% 6,578 $ 3,486 $ 10,064 $ 0% - $ - $ Total Direct Activities and Services 65% 85,509 $ 45,320 $ 130,828 $ 83% 108,688 $ 126 $ Total 100% 131,552 $ 69,723 $ 201,275 $ 83% 167,213 $ 194 $ < Hourly Rate Direct Hours 862 [a] Fee-Related Cost Recovery Analysis Direct Fee-Related Activity Hourly Rate Est. Annual Direct Hours Total Annual Costs Fee Revenue Aggregate Cost Recovery General Fund Support Req'd Notes Current Planning 194 $ 622 120,753 $ 65,282 $ 54% 55,471 $ [c] Planning Review of Building Permits 194 $ 239 46,448 $ - $ 0% 46,448 $ [c] Total 862 167,201 $ 65,282 $ 39% 101,919 $ [a] See worksheet labeled "Allocation of Annual Labor Effort - Planning". [b] Source: Indirect cost rate analysis developed as part of this study. [c] Source: Zoning Fees. App E - 5
City of Monte Sereno User and Regulatory Fee Study Planning Cost of Service Analysis and Reasonableness Audit Fee Description Est. Labor Time Hourly Rate Cost of Svc Current Fee Current Est. Cost Recovery Targeted Cost Recovery Proposed Fee Note 1 Planning Review of Building Permit 1.5 x $194 = 291 $ $0 0% 52% $150 2 Community Planning Fee (per $1 of valuation) Separate wrksht $0.0036 $0.0000 0% 50% $0.0018 3 Significant Tree Removal (referred to Site and Architecture Commission) 5.0 x $194 = 970 $ $100 10% 10% $100 4 Site Development/Planned Development Permit: a) New Houses/Demo Rebuild/Remodel/Addition 50% or more of existing SF 16.0 x $194 = 3,104 $ $2,450 79% 90% $2,800 b) Remodel/Addition less than 50% of existing SF 12.0 x $194 = 2,328 $ $1,500 64% 82% $1,900 c) Accessory Building/Fence Height 8.0 x $194 = 1,552 $ $360 23% 32% $500 e) Hillside Development (avg. slope of 10% of greater) 18.0 x $194 = 3,492 $ $2,750 79% 89% $3,100 f) Site Development Permit Amendment 8.0 x $194 = 1,552 $ $1,250 81% 84% $1,300 5 Administrative Building Site Approval 16.0 x $194 = 3,104 $ $2,450 79% 90% $2,800 6 Address/Street Name Change 2.0 x $194 = 388 $ $250 64% 90% $350 7 Environmental Review a) Exemption 2.0 x $194 = 388 $ varies varies 90% $350 b) Environmental Clearance i) Reuse of Previous Environmental Clearance 2.0 x $194 = 388 $ varies varies 90% $350 ii) Initial Study and Negative Declaration / Mitigated Negative Declaration 18.0 x $194 = 3,492 $ varies varies 97% $3,400 iii) Initial Study and Negative Declaration / Mitigated Negative Declaration (prepared by consultant) varies varies varies 100% pass-through of actual cost plus 10% administrative fee iv) EIR (prepared by consultant) varies varies varies 100% pass-through of actual cost plus 10% administrative fee 8 General Plan Amendment 16.0 x $194 = 3,104 $ $2,530 82% 90% $2,800 9 Zoning Map Amendment 16.0 x $194 = 3,104 $ $2,530 82% 90% $2,800 10 Planned Development Zoning Map Amendment 28.0 x $194 = 5,432 $ $2,530 47% 92% $5,000 11 Annexation (excluding LAFCO Fees) 20.0 x $194 = 3,880 $ $2,530 65% 98% $3,800 12 Reasonable Accommodation Application 6.0 x $194 = 1,164 $ $360 31% 31% $360 13 Subdivision: a) Lot Line Adjustment 8.0 x $194 = 1,552 $ $1,500 97% 97% $1,500 b) Tentative Map Application: i) 4 Lots or Fewer: (Tentative Parcel Map) 16.0 x $194 = 3,104 $ $2,550 + $1,360/lot varies 97% $3,000 ii) 5 Lots or More: (Tentative Subdivision Map) 52.0 x $194 = 10,088 $ $3,060 + $1,360/lot varies 99% $10,000 14 Use Permits: a) General 16.0 x $194 = 3,104 $ $2,450 79% 90% $2,800 b) Animals 8.0 x $194 = 1,552 $ $360 23% 32% $500 c) Special Land Use Permit (Historic Resource) 16.0 x $194 = 3,104 $ $2,450 79% 90% $2,800 15 Satellite Dish a) Administrative Review 2.5 x $194 = 485 $ $55 11% 52% $250 b) Public Hearing 5.0 x $194 = 970 $ $55 6% 52% $500 16 Variance 16.0 x $194 = 3,104 $ $2,450 79% 90% $2,800 17 Appeal 10.0 x $194 = 1,940 $ $360 19% 19% $360 18 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) 1.0 x $194 = 194 $ 100% $194 19 Excess Plan Review Fee (per hour - 1 hour minimum) 1.0 x $194 = 194 $ 100% $194 20 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) 1.0 x $194 = 194 $ 100% $194 21 Work Commenced without a Permit 1x Base Permit Fee App E - 6
City of Monte Sereno User and Regulatory Fee Study Planning Cost of Service Analysis and Reasonableness Audit Fee Description 1 Planning Review of Building Permit 2 Community Planning Fee (per $1 of valuation) 3 Significant Tree Removal (referred to Site and Architecture Commission) 4 Site Development/Planned Development Permit: a) New Houses/Demo Rebuild/Remodel/Addition 50% or more of existing SF b) Remodel/Addition less than 50% of existing SF c) Accessory Building/Fence Height e) Hillside Development (avg. slope of 10% of greater) f) Site Development Permit Amendment 5 Administrative Building Site Approval 6 Address/Street Name Change 7 Environmental Review a) Exemption b) Environmental Clearance i) Reuse of Previous Environmental Clearance ii) Initial Study and Negative Declaration / Mitigated Negative Declaration iii) Initial Study and Negative Declaration / Mitigated Negative Declaration (prepared by consultant) iv) EIR (prepared by consultant) 8 General Plan Amendment 9 Zoning Map Amendment 10 Planned Development Zoning Map Amendment 11 Annexation (excluding LAFCO Fees) 12 Reasonable Accommodation Application 13 Subdivision: a) Lot Line Adjustment b) Tentative Map Application: i) 4 Lots or Fewer: (Tentative Parcel Map) ii) 5 Lots or More: (Tentative Subdivision Map) 14 Use Permits: a) General b) Animals c) Special Land Use Permit (Historic Resource) 15 Satellite Dish a) Administrative Review b) Public Hearing 16 Variance 17 Appeal 18 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) 19 Excess Plan Review Fee (per hour - 1 hour minimum) 20 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) 21 Work Commenced without a Permit Target Annual Volume Est Annual Hours Revenue Analysis at Current Fees Revenue Analysis at Full Cost Recovery Revenue Analysis at Proposed Fees 125 188 - $ 36,375 $ 18,750 $ 33 165 3,300 $ 32,010 $ 3,300 $ 10 160 24,500 $ 31,040 $ 28,000 $ 6 72 9,000 $ 13,968 $ 11,400 $ 6 48 2,160 $ 9,312 $ 3,000 $ 3 54 8,250 $ 10,476 $ 9,300 $ 1 8 1,250 $ 1,552 $ 1,300 $ 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 1 18 2,530 $ 3,492 $ 3,400 $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 1 16 2,530 $ 3,104 $ 2,800 $ 1 16 2,530 $ 3,104 $ 2,800 $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 2 16 3,000 $ 3,104 $ 3,000 $ 1 16 2,550 $ 3,104 $ 3,000 $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 1 16 2,450 $ 3,104 $ 2,800 $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 793 64,050 $ 153,745 $ 92,850 $ Reasonable >>> Yes Yes Yes Yes Support Note >>> see hrly rate see actual rev see hrly rate < 100% target App E - 7
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Public Works Engineering/Private Land Development/Encroachments Position Principal Engineer Note Assumptions Regarding Labor Hours Annual Paid Hours Per FTE 1,820 [a],[d] Est. Annual Leave Hours Per FTE 224 [b],[d] Est. Productive Hours Per FTE 1,596 [c],[d] Specific Employee Information Total FTE (or FTE Equivalent/Contractor) 1.00 Annual Salary 151,426 $ [e] Annual Benefits 69,834 $ [e] Contract Svcs - $ Total Annual Labor Costs 221,260 $ Salary and Wage Rate Per Paid Hour 83 $ Benefit Rate Per Paid Hour 38 $ Contract Svcs Rate Per Paid Hour - $ Total Labor Hourly Rate Per Paid Hour 122 $ Divisional Assignment Share Assigned to this Division 100% Est. FTE Assigned to this Division 1.00 Annual Salary Assigned to this Division 151,426 $ Annual Benefits Assigned to this Division 69,834 $ Annual Contract Svcs Assigned to this Division - $ Total Annual Labor Costs 221,260 $ Est. Annual Hours Assigned to this Division 1,820 Est. Annual Leave Assigned to this Division 224 Est. Productive Hours Assigned to this Division 1,596 Labor Rate Per Productive Hour 139 $ App E - 8
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Public Works Engineering/Private Land Development/Encroachments Position Principal Engineer Note Allocation of Productive Hrs to this Division (%) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 12% Certification and Training 2% Public Information and Assistance 6% [f] Total Indirect Activities and Svcs 20% Direct Activities and Services Public Projects 40% [f] Private Land Development / Encroachments 40% [f] Total Direct Activities and Services 80% Total 100% Allocation of Productive Hours (Hours) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 192 Certification and Training 32 Public Information and Assistance 96 [e] Total Indirect Activities and Svcs 319 Direct Activities and Services Public Projects 638 Private Land Development / Encroachments 638 Total Direct Activities and Services 1,277 Total 1,596 [a] Assumes 35 hours per week, 52 weeks per year (35*52 = 2,080). [b] Conservative estimate for purposes of this analysis. Actual amounts will vary by employee. Assumes 12 holidays/personal holidays, 15 vacation days, 5 sick days. [c] Productive hours represent hours available for work after accounting for annual leave. [d] The City currently uses a contract service provider for Engineering services. Beginning FY 18/19 the City anticipates transitioning to in-house staff. This analysis assumes in-house staff. [e] Estimated labor costs are set to match the City's Building Official. [f] Based on feedback from City existing contract engineering service providers. App E - 9
City of Monte Sereno User and Regulatory Fee Study Fully-Burdened Hourly Rate Calculation and Cost Recovery Analysis - Public Works Engineering/Private Land Development/Encroachments Labor Expenditures Description Total Notes Salaries 151,426 $ [a] Benefits 69,834 $ [a] Contract Services - $ [a] Total - Labor Expenditures 221,260 $ Share of Recurring Services/Supplies and Citywide Overhead Expenditures Description % of Direct Costs Allocation Notes Share of Svcs & Supplies and Citywide Overhead 53% 117,268 $ [b] Total Allocable ExpendituresDescription Amount % of Total Notes Labor 221,260 $ 65% Share of Recurring Services/Supplies and C'wide Overhead Exp. 117,268 $ 35% Total 338,528 $ 100% Calculation of Fully-Burdened Hourly Rate Description Annual Allocation [a] Labor Svcs/Supplies & Citywide OH Total Targeted Recovery from Fees Amount Recoverable from Fees Targeted Hourly Rate Notes Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 12% 26,551 $ 14,072 $ 40,623 $ 50% 20,312 $ 32 $ Certification and Training 2% 4,425 $ 2,345 $ 6,771 $ 50% 3,385 $ 5 $ Public Information and Assistance 6% 13,276 $ 7,036 $ 20,312 $ 50% 10,156 $ 16 $ Total Indirect Activities and Svcs 20% 44,252 $ 23,454 $ 67,706 $ 33,853 $ 53 $ Direct Activities and Services Public Projects 40% 88,504 $ 46,907 $ 135,411 $ 0% - $ - $ Private Land Development / Encroachments 40% 88,504 $ 46,907 $ 135,411 $ 100% 135,411 $ 212 $ Total Direct Activities and Services 80% 177,008 $ 93,814 $ 270,822 $ 50% 135,411 $ 212 $ Total 100% 221,260 $ 117,268 $ 338,528 $ 50% 169,264 $ 265 $ < Hourly Rate Direct Hours 638 [a] Fee-Related Cost Recovery Analysis Direct Fee-Related Activity Hourly Rate Est. Annual Direct Hours Total Annual Costs Fee Revenue Aggregate Cost Recovery General Fund Support Req'd Notes Private Land Development/Encroachments 265 $ 638 169,176 $ 55,297 $ 33% 113,879 $ [c] [a] See worksheet labeled "Allocation of Annual Labor Effort - Planning". [b] Source: Indirect cost rate analysis developed as part of this study. [c] Source: Grading permits; encroachments. App E - 10
City of Monte Sereno User and Regulatory Fee Study Private Land Development/Encroachments Cost of Service Analysis and Reasonableness Audit Fee Description Est. Labor Time Hourly Rate Cost of Svc Current Fee Current Est. Cost Recovery Targeted Cost Recovery Proposed Fee Note 1 Certificate of Compliance 8.0 $265 = 2,120 $ $360 17% 50% $1,050 2 Encroachment Permit (Administrative) 1.5 x $265 = 398 $ $175 44% 88% $350 3 Construction Encroachment Permit Fee a) First $50,000 of value, or any fraction thereof varies: x $265 = varies: 5% of value varies: 5% of value b) Value Exceeding $50,000 varies: x $265 = varies: 2% - 3% of value varies: 3% of value 4 Storm Drain Fees [a] a) Per Lot Zoned: R-1-44 $2,450 $2,450 [a] b) Per Lot Zoned: R-1-20 $1,640 $1,640 [a] c) Per Lot Zoned: R-1-8 $810 $810 [a] 5 Final Map a) Parcel Map 12.0 x $265 = 3,180 $ n/a 94% $3,000 b) Tract Map 36.0 x $265 = 9,540 $ n/a 94% $9,000 6 Grading Plan Check Fees varies x $265 = varies Actual + admin varies 100% Bill hourly/T&M 7 Grading Permit Fees a) Less than 50 cubic yards 2.0 x $265 = 530 $ $105 20% 50% $265 b) 51 to 100 cubic yards 4.0 x $265 = 1,060 $ $160 15% 50% $530 c) 101 to 1,000 cubic yards i) For first 100 cubic yards or fraction thereof 4.0 x $265 = 1,060 $ $160 15% 50% $530 ii) For each add'l 100 cubic yards or fraction 0.22 x $265 = 59 $ $30 51% 50% $29 d) 1,001 to 10,000 cubic yards i) For first 1,000 cubic yards or fraction thereof 6.0 x $265 = 1,590 $ $460 29% 50% $795 ii) For each add'l 1,000 cubic yards or fraction 0.4 x $265 = 118 $ $30 25% 50% $59 e) 10,001 to 100,000 cubic yards i) For first 10,000 cubic yards or fraction thereof 10.0 x $265 = 2,650 $ $760 29% 75% $1,988 ii) For each add'l 1,000 cubic yards or fraction 0.16 x $265 = 41 $ $30 73% 75% $31 f) 100,001 cubic yards or more i) For first 100,000 cubic yards or fraction thereof 24.0 x $265 = 6,360 $ $3,460 54% 100% $6,360 ii) For each add'l 1,000 cubic yards or fraction 0.12 x $265 = 31 $ $30 97% 100% $31 8 NPDES Compliance a) Plan Check i) Less than 1 Acre 1.5 x $265 = 398 $ varies 58% 88% $350 ii) Greater than or Equal to 1 Acre 8.0 x $265 = 2,120 $ varies 11% 50% $1,050 b) Site Inspection i) Less than 1 Acre 4.0 x $265 = 1,060 $ varies 37% 50% $530 ii) Greater than or Equal to 1 Acre varies x $265 = varies varies varies 100% Bill hourly/T&M with $1,000 initial deposit 9 Oversize Load Permit a) One Day $16 [b] b) Annual $90 [b] 10 Hourly Rate for Services Not Listed in this Fee Schedule (per 1.0 x $265 = 265 $ varies 100% $265 11 Excess Plan Review Fee (per hour - 1 hour minimum) 1.0 x $265 = 265 $ n/a 100% $265 12 Excess Inspection/Re-inspection/Missed Inspection Fee (per 1.0 x $265 = 265 $ n/a 100% $265 13 Work Commenced without a Permit n/a 100% 1x Base Permit Fee Notes: [a] Not included in this study. No changes proposed. [b] Fees set to match CalTrans. App E - 11
City of Monte Sereno User and Regulatory Fee Study Private Land Development/Encroachments Cost of Service Analysis and Reasonableness Audit Fee Description 1 Certificate of Compliance 2 Encroachment Permit (Administrative) 3 Construction Encroachment Permit Fee a) First $50,000 of value, or any fraction thereof b) Value Exceeding $50,000 4 Storm Drain Fees a) Per Lot Zoned: R-1-44 b) Per Lot Zoned: R-1-20 c) Per Lot Zoned: R-1-8 5 Final Map a) Parcel Map b) Tract Map 6 Grading Plan Check Fees 7 Grading Permit Fees a) Less than 50 cubic yards b) 51 to 100 cubic yards c) 101 to 1,000 cubic yards i) For first 100 cubic yards or fraction thereof ii) For each add'l 100 cubic yards or fraction d) 1,001 to 10,000 cubic yards i) For first 1,000 cubic yards or fraction thereof ii) For each add'l 1,000 cubic yards or fraction e) 10,001 to 100,000 cubic yards i) For first 10,000 cubic yards or fraction thereof ii) For each add'l 1,000 cubic yards or fraction f) 100,001 cubic yards or more i) For first 100,000 cubic yards or fraction thereof ii) For each add'l 1,000 cubic yards or fraction 8 NPDES Compliance a) Plan Check i) Less than 1 Acre ii) Greater than or Equal to 1 Acre b) Site Inspection i) Less than 1 Acre ii) Greater than or Equal to 1 Acre 9 Oversize Load Permit a) One Day b) Annual 10 Hourly Rate for Services Not Listed in this Fee Schedule (per 11 Excess Plan Review Fee (per hour - 1 hour minimum) 12 Excess Inspection/Re-inspection/Missed Inspection Fee (per 13 Work Commenced without a Permit Notes: [a] Not included in this study. No changes proposed. [b] Fees set to match CalTrans. Target Annual Volume Est Annual Hours Revenue Analysis at Current Fees Revenue Analysis at Full Cost Recovery Revenue Analysis at Proposed Fees 2 16 720 $ 4,240 $ 2,100 $ 26 39 4,550 $ 10,335 $ 9,100 $ 24 72 6,000 $ 19,080 $ 6,000 $ 2 16 3,000 $ 4,240 $ 3,000 $ 2 16 6,360 $ 4,240 $ - $ - $ 36 108 9,000 $ 28,620 $ 28,620 $ 0 0 - $ - $ - $ 11 43 1,728 $ 11,448 $ 5,724 $ 11 43 1,728 $ 11,448 $ 5,724 $ 11 2 324 $ 636 $ 318 $ 7 43 3,312 $ 11,448 $ 5,724 $ 7 3 216 $ 848 $ 424 $ 7 72 5,472 $ 19,080 $ 14,310 $ 7 1 216 $ 297 $ 223 $ 0 0 - $ - $ - $ 0 0 - $ - $ - $ 24 36 5,568 $ 9,540 $ 8,400 $ 2 16 464 $ 4,240 $ 2,100 $ 24 96 9,384 $ 25,440 $ 12,720 $ 2 16 782 $ 4,240 $ 4,240 $ 639 52,464 $ 171,540 $ 112,967 $ Reasonable >>> Yes Yes Yes Yes Support Note >>> see hrly rate see actual rev see hrly rate < 100% target App E - 12
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Building Position Building Official Admin Clerk Contract PC Svcs Total Note Assumptions Regarding Labor Hours Annual Paid Hours Per FTE 1,820 1,820 311 3,951 [a] Est. Annual Leave Hours Per FTE 224 224 - 448 [b] Est. Productive Hours Per FTE 1,596 1,596 311 3,503 [c] Specific Employee Information Total FTE (or FTE Equivalent/Contractor) 1.00 1.00 1.00 Annual Salary 151,426 $ 69,834 $ - $ 221,260 $ Annual Benefits 69,834 $ 25,247 $ - $ 95,081 $ Contract Svcs - $ - $ 42,000 $ 42,000 $ Total Annual Labor Costs 221,260 $ 95,081 $ 42,000 $ 358,341 $ Salary and Wage Rate Per Paid Hour 83 $ 38 $ - $ Benefit Rate Per Paid Hour 38 $ 14 $ - $ Contract Svcs Rate Per Paid Hour - $ - $ 135 $ Total Labor Hourly Rate Per Paid Hour 122 $ 52 $ 135 $ Divisional Assignment Share Assigned to this Division 100% 33% 100% [d] Est. FTE Assigned to this Division 1.00 0.33 1.00 Annual Salary Assigned to this Division 151,426 $ 23,045 $ - $ 174,471 $ Annual Benefits Assigned to this Division 69,834 $ 8,332 $ - $ 78,166 $ Annual Contract Svcs Assigned to this Division - $ - $ 42,000 $ 42,000 $ Total Annual Labor Costs 221,260 $ 31,377 $ 42,000 $ 294,637 $ Est. Annual Hours Assigned to this Division 1,820 601 311 2,732 Est. Annual Leave Assigned to this Division 224 74 - 298 Est. Productive Hours Assigned to this Division 1,596 527 311 2,434 Labor Rate Per Productive Hour 139 $ 60 $ 135 $ 121 $ App E - 13
City of Monte Sereno User and Regulatory Fee Study Allocation of Annual Labor Effort - Building Position Building Official Admin Clerk Contract PC Svcs Total Note Allocation of Productive Hrs to this Division (%) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 8% 0% 0% 6% Certification and Training 1% 0% 0% 1% Public Information and Assistance 22% 25% 0% 19% Total Indirect Activities and Svcs 31% 25% 0% 26% Direct Activities and Services Code Enforcement/Compliance (Punitive) 2% 0% 0% 2% Bldg Permit Processing/Plan Check/Review 67% 75% 100% 73% Total Direct Activities and Services 69% 75% 100% 74% Total 100% 100% 100% 100% Allocation of Productive Hours (Hours) Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 128 - - 128 Certification and Training 16 - - 16 Public Information and Assistance 351 132 - 483 Total Indirect Activities and Svcs 495 132 - 626 Direct Activities and Services Code Enforcement/Compliance (Punitive) 32 - - 32 Bldg Permit Processing/Plan Check/Review 1,069 395 311 1,775 Total Direct Activities and Services 1,101 395 311 1,807 Total 1,596 527 311 2,434 [a] Assumes 35 hours per week, 52 weeks per year (35*52 = 2,080). [b] Conservative estimate for purposes of this analysis. Actual amounts will vary by employee. Assumes 12 holidays/personal holidays, 15 vacation days, 5 sick days. [c] Productive hours represent hours available for work after accounting for annual leave. [d] Source: FY 17/18 budgeted payroll. App E - 14
City of Monte Sereno User and Regulatory Fee Study Fully-Burdened Hourly Rate Calculation and Cost Recovery Analysis - Building Labor Expenditures Description Total Notes Salaries 174,471 $ [a] Benefits 78,166 $ [a] Contract Services 42,000 $ [a] Total - Labor Expenditures 252,637 $ Share of Recurring Services/Supplies and Citywide Overhead Expenditures Description % of Direct Costs Allocation Notes Share of Svcs & Supplies and Citywide Overhead 53% 133,897 $ [b] Total Allocable ExpendituresDescription Amount % of Total Notes Labor 252,637 $ 65% Share of Recurring Services/Supplies and C'wide Overhead Exp. 133,897 $ 35% Total 386,534 $ 100% Calculation of Fully-Burdened Hourly Rate Description Annual Allocation [a] Labor Svcs/Supplies & Citywide OH Total Targeted Recovery from Fees Amount Recoverable from Fees Targeted Hourly Rate Notes Indirect Activities and Services General Admin; Mgmt; Policies; Procedures 6% 15,178 $ 8,044 $ 23,222 $ 98% 22,751 $ 13 $ Certification and Training 1% 1,897 $ 1,006 $ 2,903 $ 98% 2,844 $ 2 $ Public Information and Assistance 19% 48,464 $ 25,686 $ 74,150 $ 98% 72,647 $ 41 $ Total Indirect Activities and Svcs 26% 65,539 $ 34,736 $ 100,275 $ 98,241 $ 55 $ Direct Activities and Services Code Enforcement/Compliance (Punitive) 2% 3,794 $ 2,011 $ 5,805 $ 0% - $ - $ Bldg Permit Processing/Plan Check/Review 73% 183,303 $ 97,151 $ 280,454 $ 100% 280,454 $ 158 $ Total Direct Activities and Services 74% 187,098 $ 99,162 $ 286,259 $ 98% 280,454 $ 158 $ Total 100% 252,637 $ 133,897 $ 386,534 $ 98% 378,695 $ 213 $ < Hourly Rate Direct Hours 1,775 [a] Fee-Related Cost Recovery Analysis Direct Fee-Related Activity Hourly Rate Est. Annual Direct Hours Total Annual Costs Fee Revenue Aggregate Cost Recovery General Fund Support Req'd Notes Building Division Permitting, Plan Check, Inspection 213 $ 1,775 378,145 $ 312,555 $ 83% 65,590 $ [c] [a] See worksheet labeled "Allocation of Annual Labor Effort - Building". [b] Source: Indirect cost rate analysis developed as part of this study. [c] Source: Construction permits. App E - 15
City of Monte Sereno User and Regulatory Fee Study Building Cost of Service Analysis and Reasonableness Audit Fee Description Est. Labor Time Hourly Rate Cost of Svc Current Fee Current Est. Cost Recovery Targeted Cost Recovery Proposed Fee Note 1 Electrical Plumbing or Mechanical Permits a) Per Permit 0.75 x $213 = 160 $ $62 39% 100% $159 b) Per Square Foot 0.001 x $213 = 0.11 $ $0.06 56% 100% $0.11 2 Solar 1.50 x $213 = 320 $ $0 0% 100% $159 3 Demolition Permit 0.75 x $213 = 160 $ $62 39% 100% $159 4 Building Permits and Plan Check Fees [see table below for add'l details] 1,140 x $213 = 242,820 $ $243,366 100% 100% $242,820 5 Microfilm = 5 $ $5 100% 100% $5 Fee Description Est. Labor Time (Bldg Permit and PC Only) Hourly Rate Cost of Svc 6 Sample Building Permit and Plan Review Categories a) Valuation Less than $5,000 0.50 x $213 = 107 $ b) Valuation $5,000 to $15,000 (e.g. repair and bathroom remodels) 1.5 - 2.5 hours x $213 = 426 $ c) Valuation $15,000 to $50,000 (e.g. remodel bathroom ; pool; kitchen) 2.5 - 5 hours x $213 = 852 $ d) Valuation $75,000 or greater (e.g. additions ; add/remod; new structures) 8+ hours x $213 = 3,408 $ Reasonable >>> Yes Support Note Reasonable >>> Notes: [a] Source: FY 16/17 actual permits issued. Current fees capture these costs; hours increase as complexity increases; consistent fees for similar projects; total hours do not exceed available annual hours. See building permit history sheet. App E - 16
City of Monte Sereno User and Regulatory Fee Study Building Cost of Service Analysis and Reasonableness Audit Fee Description 1 Electrical Plumbing or Mechanical Permits a) Per Permit b) Per Square Foot 2 Solar 3 Demolition Permit 4 Building Permits and Plan Check Fees [see table below for add'l details] 5 Microfilm Fee Description 6 Sample Building Permit and Plan Review Categories a) Valuation Less than $5,000 b) Valuation $5,000 to $15,000 (e.g. repair and bathroom remodels) c) Valuation $15,000 to $50,000 (e.g. remodel bathroom ; pool; kitchen) d) Valuation $75,000 or greater (e.g. additions ; add/remod; new structures) Notes: [a] Source: FY 16/17 actual permits issued. Target Annual Volume Est Annual Hours Revenue Analysis at Current Fees Revenue Analysis at Full Cost Recovery Revenue Analysis at Proposed Fees Note 437 328 27,094 $ 69,811 $ 69,483 $ [a] 0 0 - $ - $ - $ [a] 20 30 - $ 6,390 $ 3,180 $ [a] 4 3 248 $ 639 $ 636 $ [a] 132 1,140 243,366 $ 242,820 $ 242,820 $ [a] 1,133 0 5,665 $ 5,665 $ 5,665 $ 1,501 276,373 $ 325,325 $ 321,784 $ Reasonable >>> Yes Yes Yes Yes Support Note >>> see hrly rate see actual rev see hrly rate 100% recovery target Support Clarification >>> Actual revenue = $312K, actual hours = 1,775. Pro-rating both amounts results in full cost recovery (i.e. adjust minimum permit fee and trade permit fees but leave building permit fees unchanged). App E - 17
City of Monte Sereno User and Regulatory Fee Study Community Planning Fee Cost of Service Analysis Description Total Amortization / Update Frequency Annual Cost Notes Estimated In-House Annual Labor Costs 10,064 $ 1 10,064 $ [a] Housing Update 50,000 $ 8 6,250 $ [b] General Plan Update 750,000 $ 15 50,000 $ [b] Total 66,314 $ Calculation of Fee at Full Cost Recovery Description Total Notes Annual Revenue Requirement 66,314 $ Est. Annual Construction Valuation 18,593,667 $ [c][d] Community Planning Fee as a % of Construction Valuation 0.36% Cost Recovery Analysis Description Current Fee Fee at Full Cost Recovery Current Cost Recovery Proposed Cost Recovery Proposed Fee Community Planning Fee 0.00% 0.36% 0% 50% 0.18% [a] See Planning Hourly Rate Calculation and Annual Allocation of Labor Time worksheets. [b] Conservative estimates of Housing Update and General Plan Update Costs. Actual amounts will likely be higher than amounts shown. [c] Source: FY 16/17 construction permit valuation. Amounts will vary annually. [d] For administrative efficiency the fee will be collected as part of the building permit fee. The vast majority of planning fee-related services, and engineering fee-related services are associated with active building permit applications or will ultimately lead to building permit applications. Permit valuation is a readily available metric that provides a reasonable correlation to cost on a repeatable basis (i.e. more complex projects have higher valuations, and typically rely more heavily on community planning documents for approval (e.g. drainage standards, zoning code, General Plan elements). App E - 18
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
ADOPTING AN UPDATED SCHEDULE OF USER AND REGULATORY FEES WHEREAS, the City Council established user and regulatory fees to offset costs of providing various services that are of benefit to applicants or service recipients, and WHEREAS, a comprehensive user and regulatory fee study and supporting documentation was prepared in 2018 which provides adequate evidence to conclude that City fees and charges, as adopted by Resolution 3682, do not exceed the cost to provide the services for which the fees are charged; and WHEREAS, the City Council has raised such fees and charges to reflect increased costs of service based on inflation, as adopted in September 2022 by Resolution No. 22-3863, in June 2023 by Resolution No. 23-3885, and in June 2024 by Resolution 24-3906; and
WHEREAS, based on the recommendation of staff, City Council desires to increase such fees based on the Consumer Price Index, San Francisco Area rate of
2.4% for 2024, due to the increases to the City of providing the services set forth in the schedule of fees; and
WHEREAS, based on the analysis provided by staff, the City Council determines that the fees proposed will not exceed the estimated cost of providing service; and WHEREAS, this hearing to set fees was duly noticed pursuant to Government Code Section 66016.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MONTE SERENO AS FOLLOWS:
Section 1. Each recital above is hereby adopted as a specific finding of this City Council.
Section 2. The City Council hereby adopts the schedule of fees as set forth in attached Exhibit "A" and incorporated by this reference.
REGULARLY APPROVED this 3rd day of June 2025 by the following roll call vote:
Ayes:
Noes:
Abstain:
Absent:
______________________________
BY: Burton Craig, Mayor
ATTEST:
______________________________
Gloisy Gonzalez-Langarica, City Clerk
EXHIBIT A
Fiscal Year 25/26 Fee Schedule
Services / Activities / Subject Matter Effective Date Page Planning Fees August 18, 2025 1 - 2
Public Works Fees August 18, 2025 3 - 4
Building Fees August 18, 2025 5 - 6
Administrative Services August 18, 2025 7
City of Monte Sereno
MASTER FEE SCHEDULE
City of Monte Sereno
MASTER FEE SCHEDULE - PLANNING FEES - EFFECTIVE AUGUST 18, 2025* Note Current Fee Proposed Fee
1 Planning Review of Building Permit $187 $192
2 Community Planning Fee (per $1 of valuation) [a] $0.0020 $0.0020 3 Significant Tree Removal (referred to Site and Architecture Commission) $100 $100 4 Site Development/Planned Development Permit:
a) New Houses/Demo Rebuild/Remodel/Addition 50% or more of existing SF $3,557 $3,642 b) Remodel/Addition less than 50% of existing SF $2,410 $2,468 c) Accessory Building/Fence Height $632 $647
e) Hillside Development (avg. slope of 10% of greater) $3,942 $4,037 f) Site Development Permit Amendment $1,650 $1,689
5 Administrative Building Site Approval $3,557 $3,642
6 Address/Street Name Change $445 $456
7 Environmental Review
a) Exemption $445 $455
b) Environmental Clearance
i) Reuse of Previous Environmental Clearance $3,837 $3,929 ii) Initial Study and Negative Declaration / Mitigated Negative Declaration $4,317 $4,421 iii) Initial Study and Negative Declaration / Mitigated Negative Declaration (prepared by consultant)
pass-through of actual
cost plus 10%
pass-through of actual
cost plus 10%
iv) EIR (prepared by consultant) pass-through of actual cost plus 10%
pass-through of actual
cost plus 10%
8 General Plan Amendment $3,557 $3,642
9 Zoning Map Amendment $3,557 $3,642
10 Planned Development Zoning Map Amendment $6,353 $6,505 11 Annexation (excluding LAFCO Fees) $4,832 $4,948
12 Reasonable Accommodation Application $456 $467
13 Subdivision:
a) Lot Line Adjustment $1,907 $1,953
b) Tentative Map Application:
i) 4 Lots or Fewer: (Tentative Parcel Map) $3,814 $3,905 ii) 5 Lots or More: (Tentative Subdivision Map) $12,717 $13,022 c) SB9 Urban Lot Split $4,975 $5,094
14 Use Permits:
a) General $3,557 $3,642
b) Animals $500 $500
c) Special Land Use Permit (Historic Resource) $3,557 $3,642 15 Satellite Dish
a) Administrative Review $316 $323
b) Public Hearing $632 $647
16 Variance $3,557 $3,642
17 Appeal $360 $360
18 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) $247 $253 19 Excess Plan Review Fee (per hour - 1 hour minimum) [b] $247 $253 20 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) [b] $247 $253 21 Work Commenced without a Permit [c] 1x Base Permit Fee 1x Base Permit Fee Activity Description
City of Monte Sereno
MASTER FEE SCHEDULE - PLANNING FEES - EFFECTIVE AUGUST 18, 2025* Activity Description Note Current Fee Proposed Fee
Notes:
[c] Amount in addition to base fee (i.e. double fees).
* The fees listed in this schedule are rounded off and do not include the costs of external reports required to be prepared and submitted by the applicant (e.g. arborist report, geotech report). Applicant is responsible for the preparation costs of any external reports required. Additionally, the fees in this schedule do not include any outside agency fees or costs that may apply to applicant project (e.g. County recording fees, Department of Fish and Wildlife fees, newspaper noticing fees, consulting services, attorney [b] Base fees include up to three plan reviews and any typically required inspections and first re-inspections. Excess plan review fees apply beginning with the fourth plan review. Excess inspection fees apply beginning with second re-inspection. [a] Fee paid at time of building permit issuance.
City of Monte Sereno
MASTER FEE SCHEDULE - PUBLIC WORKS FEES - EFFECTIVE AUGUST 18, 2025* Note Current Fee Proposed Fee
1 Certificate of Compliance $1,228 $1,258
2 Encroachment Permit (Administrative) $409 $419
3 Construction Encroachment Permit Fee
a) First $50,000 of value, or any fraction thereof 5% of value 5% of value b) Value Exceeding $50,000 3% of value 3% of value
4 Storm Drain Fees
a) Per Lot Zoned: R-1-44 $2,866 $2,935
b) Per Lot Zoned: R-1-20 $1,919 $1,965
c) Per Lot Zoned: R-1-8 $948 $970
5 Final Map
a) Parcel Map $3,510 $3,594
b) Tract Map $10,529 $10,782
6 Grading Plan Check Fees Bill hourly/T&M Bill hourly/T&M 7 Grading Permit Fees
a) Less than 50 cubic yards $310 $317
b) 51 to 100 cubic yards $620 $635
c) 101 to 1,000 cubic yards
i) For first 100 cubic yards or fraction thereof $620 $635 ii) For each add'l 100 cubic yards or fraction thereof up to 1,000 cubic yards $34 $35 d) 1,001 to 10,000 cubic yards
i) For first 1,000 cubic yards or fraction thereof $930 $952 ii) For each add'l 1,000 cubic yards or fraction thereof up to 10,000 cubic yards $155 $159 e) 10,001 to 100,000 cubic yards
i) For first 10,000 cubic yards or fraction thereof $2,325 $2,381 ii) For each add'l 1,000 cubic yards or fraction thereof up to 100,000 cubic yards $568 $582 f) 100,001 cubic yards or more
i) For first 100,000 cubic yards or fraction thereof $7,441 $7,619 ii) For each add'l 1,000 cubic yards or fraction thereof $36 $37 8 NPDES Compliance
a) Plan Check
i) Less than 1 Acre $409 $419
ii) Greater than or Equal to 1 Acre $1,228 $1,258
b) Site Inspection
i) Less than 1 Acre $620 $635
ii) Greater than or Equal to 1 Acre Bill hourly/T&M with $1,000 initial deposit
Bill hourly/T&M with
$1,000 initial deposit
9 Oversize Load Permit
a) One Day $19 $19
b) Annual $105 $108
10 Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1 hour minimum) $310 $317 11 Excess Plan Review Fee (per hour - 1 hour minimum) [a] $310 $317 12 Excess Inspection/Re-inspection/Missed Inspection Fee (per hour - 1 hour minimum) [a] $310 $317 Activity Description
City of Monte Sereno
MASTER FEE SCHEDULE - PUBLIC WORKS FEES - EFFECTIVE AUGUST 18, 2025* Activity Description Note Current Fee Proposed Fee
13 Work Commenced without a Permit [b] 1x Base Permit Fee 1x Base Permit Fee Notes:
* The fees listed in this schedule are rounded off.
[b] Amount in addition to base fee (i.e. double fees).
[a] Base fees include up to three plan reviews and any typically required inspections and first re-inspections. Excess plan review fees apply beginning with the fourth plan review. Excess inspection fees apply beginning with second re-inspection.
City of Monte Sereno
MASTER FEE SCHEDULE - BUILDING FEES - EFFECTIVE AUGUST 18, 2025* Note Current Fee Proposed Fee
1 Construction Tax $0.51 $0.51
2 Electrical, Plumbing or Mechanical Permits:
a) Fee per Square Foot $0.13 $0.13
b) Minimum fee $186 $190.48
3 Solar $186 $190.48
4 Demolition Permit $186 $190.48
5 Building Permit: [a]
a) Valuation: $1 to $500 $27.49 $28.15
b) Valuation: $501 to $2,000
i) Fee for first $500 $27.49 $28.15
ii) Fee for each additional $100, or fraction thereof, to and including $2,000 $3.57 $3.65 c) Valuation: $2,001 to $25,000
i) Fee for first $2,000 $81.02 $82.96
ii) Fee for each additional $1,000, or fraction thereof, to and including $25,000 $16.38 $16.77 d) Valuation: $25,001 to $50,000
i) Fee for first $25,000 $457.73 $468.71
ii) Fee for each additional $1,000, or fraction thereof, to and including $50,000 $11.82 $12.10 e) Valuation $50,001 to $100,000
i) Fee for first $50,000 $753.13 $771.20
ii) Fee for each additional $1,000, or fraction thereof, to and including $100,000 $8.19 $8.39 f) Valuation $100,001 to $500,000
i) Fee for first $100,000 $1,162.60 $1,190.50
ii) Fee for each additional $1,000, or fraction thereof, to and including $500,000 $6.55 $6.71 g) Valuation: $501,000 to $1,000,000
i) Fee for first $500,000 $3,783.20 $3,873.99
ii) Fee for each additional $1,000, or fraction thereof, to and including $1,000,000 $5.56 $5.69 h) Valuation: $1,000,001 and up
i) Fee for first $1,000,000 $6,561.73 $6,719.21
ii) Fee for each additional $1,000, or fraction thereof $3.67 $3.77 6 Plan Review Fees (In addition to building permit fees) a) Plan Review Fee (% of Building Permit Fee) 65% 65%
b) Structural Plan Review Fee (% of Plan Review Fee) 65% 65% c) Energy Conservation Plan Review Fee (% of Plan Review Fee) 5% 5% d) Green Building Code Plan Review Fee (% of Plan Review Fee) 5% 5% 7 Micro-filming / Imaging Fee (per page, in addition to building permit fees) $5 $5 8 Strong Motion Fees:
a) Residential (per $1 of valuation) $0.00013 $0.00013
b) Commercial (per $1 of valuation) $0.00028 $0.00028
9 SB 1473 (per $25,000 of valuation) $1 $1
10 Road Impact Fee (per $100 of valuation of permitted work) $0.49 $0.49 11 Other Fees
a) Excess Inspection/Excess Re-inspection/Missed Inspection Fee (per inspection) $124 $127 b) Work Commenced without a Permit [b] 1x Base Fees 1x Base Fees Activity Description
City of Monte Sereno
MASTER FEE SCHEDULE - BUILDING FEES - EFFECTIVE AUGUST 18, 2025* Activity Description Note Current Fee Proposed Fee
c) Hourly Rate for Services Not Listed in this Fee Schedule (per hour - 1/2 hour min.) $249 $255 d) Fee for Additional Services Required Due to Changes, Modifications, Additions, etc. [c] Actual Costs / T&M Actual Costs / T&M Notes:
* The fees listed in this schedule are rounded off.
[b] Amount in addition to base fee (i.e. double fees).
[c] In the event additional map checking, plan checking, or inspection services by the City are required by reason of changes, modifications, additions, errors, omissions, or discrepancies occasioned by the applicant or his agents or representatives, the applicant shall pay an additional fee equal to the actual cost to the City of performing the additional services. [a] The Building Official shall establish the valuation of said improvements, and fees will be assessed according to the following fee
City of Monte Sereno
MASTER FEE SCHEDULE - ADMINISTRATIVE FEES - EFFECTIVE AUGUST 18, 2025* Note Current Fee Proposed Fee
(No change)
1 Business License Fees
a) General Contractor $105 $105
b) Solicitors (for profits) $105 $105
c) Others (including subcontractors/specialty contractors) $55 $55 2 Printed Materials and Maps
a) Photo copies/Scanned/Digital Images (per page) $0.26 $0.26 b) Zoning Map $5 $5
c) City History "Peaceful Mountain" $32 $33
d) Design Guidelines $8 $8
3 Alarm Soundings, within a 12-month period
a) First, Second, and Third Soundings No Charge No Charge b) Fourth $205 $210
c) Fifth $308 $315
d) Subsequent Alarms $308 $315
4 Returned Check Processing Fee
a) First Check [a] $25 $25
b) Each Additional Check [a] $35 $35
5 Preparation of Materials Requiring Formatting, Programming, Development, etc. 100% of Actual Cost (billed per hour; 15
minute increments)
100% of Actual Cost
(billed per hour; 15
minute increments)
6 City Administration Fee Added to Vendor Service Costs, if applicable (e.g. outside printing of materials)
15% 15%
Notes:
* The fees listed in this schedule are rounded off.
[a] Fee set by California Civil Code section 1719.
Activity Description
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Adopt a Resolution to Adopt a List of Projects for Fiscal Year 2025/26 Funded by SB1: The Road Repair and Accountability Act of 2017 Recommendation(s):
Staff recommends the City Council adopt a resolution to adopt the list of City projects to be funded in fiscal year (FY) 2025/26 by SB1: The Road Repair and Accountability Act of 2017.
Background Information:
In April 2017, the Governor signed into law Senate Bill 1 (SB1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017). SB1 provides additional gas tax funding to State and local agencies to address significant multi-modal transportation infrastructure funding shortfalls.
The California Transportation Commission (CTC) has set July 1, 2025 as the deadline for cities to submit a list of projects to be funded with Road Maintenance and Rehabilitation Account (RMRA) funds. The City expects to receive an estimated
$93,661 in FY 2024/25. As part of the proposed FY 2025/26 annual Pavement Management Program, staff recommends the maintenance of following streets be funded with RMRA funds:
2025-2026
Street Name Beginning Location End Location Current PCI VISTA AVENUE SAN BENITO WAY POPPY LANE 34
BACHMAN AVENUE CITY LIMIT EAST END WEST 39
QUITO ROAD CITY LIMITS CITY LIMITS NORTH 39
SAN BENITO WAY 143FT S/O VISTA AVE VISTA AVE 40
EATON LANE VIA DEL SUR WINCHESTER BLVD 46
The streets listed above have some of the lowest pavement condition indexes (PCI) in the City.
The project list submitted to the CTC does not limit flexible use of funds, provided that funds are only used for eligible projects – the City can fund projects in a given year not on the project list or not fund projects that were on the project list. Eligible uses are restricted to:
(A) Road maintenance and rehabilitation.
(B) Safety projects.
(C) Railroad grade separations.
(D) Complete street components, including active transportation purposes, pedestrian and bicycle safety projects, transit facilities, and drainage and stormwater capture projects in conjunction with any other allowable project.
(E) Traffic control devices.
As required by SB1, the City will also prepare a report at the end of the fiscal year detailing the actual expenditure of SB1 funds during the year including the projects funded and the amount of funding expended.
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)).
Fiscal Impact:
The approximately $93,661 in FY 2025/26 SB1 funds will be applied directly towards the annual Pavement Improvement Program. This funding is in addition to the annual Highway Users Tax Account (or Gas Tax) funds the City receives (estimated at $107,513 for FY 2025/26).
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:
1. Draft Resolution - FY 25-26 SB1 Funds Annual Street Maintenance
RESOLUTION NO._______
RESOLUTION ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017 WHEREAS, Senate Bill 1 (SB1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the City, will receive an estimated $93,661 in RMRA funding in Fiscal Year 2025-2026 from SB1; and
WHEREAS, this is the ninth year in which the City is receiving SB1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB1; and WHEREAS, the City used a Pavement Management System to develop the SB1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and WHEREAS, the funding from SB1 will help the City maintain and rehabilitate five local streets throughout the City this year and similar projects into the future; and WHEREAS, the 2023 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in an “at-risk” condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a “good” condition; and WHEREAS, the SB1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.
NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Monte Sereno, State of California, as follows:
1. The foregoing recitals are true and correct.
2. The following list of newly proposed projects will be funded in-part or solely with Fiscal Year 2025-2026 Road Maintenance and Rehabilitation Account revenues:
Project Title/ Estimated
Schedule
Project
Description:
Location Estimated Useful Life
Street
Name Limits PCI
FY25-26 Annual
Pavement Management
Program
(August 2025-
October 2025)
Prepare by
grinding 2”of old
pavement, repair
of failed
pavement, and
repair/replacement
of curbs & gutters.
Placement of
overlay to
rehabilitate
pavement surface.
Vista
Avenue
San Benito Way
to Poppy Lane
34 10-15
Years
Bachman
Avenue
City Limit East to
End West
39 Quito Road City Limits to City
Limits North
39 San Benito
Way
143 Ft. South of
Vista Avenue to
Vista Avenue
40 Eaton Lane Via Del Sur to
Winchester Blvd
46 PASSED AND ADOPTED by the City Council of the City of Monte Sereno, State of California this 3rd day of June 2025, by the following vote:
Ayes:
Noes:
Abstain:
Absent:
______________________________
BY: Burton Craig, Mayor
ATTEST:
______________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: PUBLIC HEARINGS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Accept a Report on the Status of the City’s Vacancies, Recruitment, and Retention Efforts Pursuant to Assembly Bill 2561
Recommendation(s):
Staff recommends that the City Council hold a public hearing and accept the report regarding the status of the City's vacancies, recruitments, and retention efforts pursuant to Assembly Bill (AB) 2561.
Background Information:
Effective January 1, 2025, AB 2561 added Government Code section 3502.3 to the MeyersMilias-Brown Act – the body of law that governs collective bargaining and labor relations at the local government level. AB 2561 requires local public agencies to enhance transparency and accountability in public sector staffing. The purpose of AB 2561 is to address concerns over staffing shortages in public agencies, which can lead to increased workloads, employee burnout, lower morale, and reduced service delivery to citizens. To mitigate these impacts, the law requires agencies to:
Report annually on vacancies, recruitment activity, and retention strategies; Identify any policies or practices that may hinder hiring or retention; Provide recognized bargaining groups an opportunity to present during the public hearing; and
If any bargaining group vacancy rate reaches or exceeds 20% of authorized positions, provide additional data upon request, including applicant volume, hiring timelines, and efforts to improve compensation, benefits, and working conditions.
The new law requires that public agencies hold at least one public hearing each fiscal year before the adoption of their budget to report on vacancy levels, evaluate hiring and retention efforts, and allow for participation by recognized bargaining groups.
The recognized bargaining group in the City of Monte Sereno, the Association of City Employees (ACE), has been invited to participate in this public hearing in accordance with AB 2561.
Whenever the vacancy rate reaches or exceeds 20% of the total number of authorized full-time positions within a single bargaining group, the new law requires local government agencies to provide additional information upon request of the bargaining unit, including the total number of job vacancies within the bargaining unit; the total number of applicants for the vacant positions within the bargaining unit; the average number of days to complete the hiring process from when a position is posted; and opportunities to improve compensation and other working conditions.
Analysis:
ACE Workforce Overview
As of May 1, 2025, the City of Monte Sereno has 7.5 full-time equivalent (FTE) budgeted positions as follows:
Administrative Assistant/Assistant to the City Manager Building Inspector/Code Enforcement Officer
City Clerk
City Planner
Financial and Administrative Officer
Maintenance Worker (Part-time)
Management Analyst Planner
Public Works Director/City Engineer
Of these 7.5 FTE positions, the following 2.5 are vacant:
Financial and Administrative Officer
Maintenance Worker (Part-time)
Public Works Director/City Engineer
The resulting vacancy rate is 33.3%.
Employee Separations
In 2024, two full-time employees within the ACE bargaining unit separated from the City of Monte Sereno and one part-time employee separated in 2025. While the City has been considering changes in the organizational structure, recruitments for the vacant positions have not yet begun. Staff anticipates resolution of vacant positions by the end of this calendar year.
Employee Retention
Employee retention remains a central focus for the City. To this end, the City has implemented several initiatives designed to improve employee satisfaction, promote longevity, and enhance professional growth. These efforts include:
Approval of new three-year labor agreements effective July 1, 2023, incorporating competitive wage increases and expanded benefits;
Continued access to a comprehensive benefits package and flexible work schedule options for designated positions;
Longevity incentives to reward and retain experienced employees including higher pay scale steps and increased vacation earnings;
The City is also working to expand professional development through in-person and online training programs.
Organizational Self-Assessment
As part of its workforce planning and in alignment with AB 2561, the City has recently contracted with a consulting human resources firm to assist with assessing internal practices and workforce conditions to determine the best practices for future recruitment efforts and to encourage employee retention.
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)).
Fiscal Impact:
There is no fiscal impact associated with this staff report.
Public Noticing:
A notice of the public hearing was posted at three locations within the City. 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.
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: PUBLIC HEARINGS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Introduction and Waiver of First Reading of Ordinance No. NS-245, an Ordinance of the City Council of the City of Monte Sereno Designating Fire Hazard Severity Zones within the Local Responsibility Area Recommendation(s):
Staff recommends that the City Council Introduce and waive the first reading of a draft Ordinance, an Ordinance of the City Council of the City of Monte Sereno Designating Fire Hazard Severity Zones within the Local Responsibility Area as recommend by the California Department of Forestry and Fire Protection (CALFIRE) pursuant to Government Code Section 51178.
Analysis:
On February 24, 2025, the City of Monte Sereno received the updated Fire Hazard Severity Zone (FHSZ) maps from the State Fire Marshal’s Office. These maps were developed pursuant to Government Code Section 51178, which mandates the identification and classification of areas in California based on their relative fire hazard severity. The designation is a crucial step in implementing fire prevention strategies and ensuring the safety of residents in high-hazard areas.
Fire "hazard" is based on physical conditions that create a likelihood and expected fire behavior over a 30 to 50-year period without considering mitigation measures such as home hardening, recent wildfires, or fuel reduction.
Fire "risk" is the potential damage a fire can do to the area under existing conditions, accounting for any modifications such as fuel reduction projects, defensible space, and ignition-resistant building construction.
The Fire Hazard Severity Zone maps, created by the state, are developed using scientific models that assess factors such as vegetation, topography, and weather patterns that contribute to fire behavior. These maps are instrumental in guiding building standards, defensible space requirements in new developments and application of fire safe regulations.
The maps do not limit or restrict the City’s authority to impose more restrictive fire and public safety requirements, as otherwise authorized by law. Staff anticipates providing Council with a
draft ordinance for consideration to expend the home-hardening which are currently only required in the High or Very High Fire Hazard Severity Zones to be required citywide.
It is important to remember that these maps measure hazard and not risk.
History of Fire Hazard Severity Zone Maps
The State of California has long recognized the need for fire hazard classification. Government Code Section 51179(a) outlines the State Fire Marshal’s responsibility to periodically update and provide FHSZ maps to local agencies. These maps serve as a key resource for local governments in planning and implementing fire prevention measures. Additionally, these maps are used for land use planning for future development and new construction.
Requirements For Public Review and Comment
Government Code Section 51178.5 mandates that local agencies make the proposed Fire Hazard Severity Zone maps available for public review and comment before adoption. To comply with this requirement, the City has taken the following steps:
The FHSZ maps have been published on the City’s website at https://www.montesereno.org/2368/Local-Responsibility-Fire-Hazard-Severit. A email and social media post were made to inform the community of the availability of these maps.
Notice of this public hearing was posted in three locations throughout the City and the meeting agenda was posted on the City’s website.
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)).
Fiscal Impact:
No fiscal impact to the city is anticipated with the adoption of this ordinance.
Public Noticing:
A notice of the public hearing was posted at three locations within the City. 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:
1. Draft Ordinance - Adopt Fire Hazard Maps
ORDINANCE NO. NS-###
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
DESIGNATING FIRE HAZARD SEVERITY ZONES
WHEREAS, pursuant to California Government Code 51177-51179, California Department of Forestry and Fire Protection (CALFIRE) has released recommended updates to Fire Hazard Severity Zones in the Local Responsibility Area. This process last occurred in 2007 and is directed by state law.
WHEREAS, Fire Hazard Severity Zones consist of Very High, High, and Moderate designations. Of note, when the current maps were released in 2007 the High and Moderate designations did not apply to the Local Responsibility Area and only Very High designations were adopted by the City Council. Senate Bill 63 (Stern, 2021) amended Government Code 51178 to add the Moderate and High Fire Hazard Severity Zones in the Local Responsibility Area.
WHEREAS, in accordance with Government Code section 51178.5, within 30 days after receiving the Fire Hazard Severity Zones as recommended by the State Fire Marshal, the City made the information available for public review and comment and presented the information in a format that was understandable and accessible to the general public including, but not limited to, maps.
WHEREAS, the adoption of this ordinance is not a “project” as defined by CEQA Guidelines Section 15378: “Adoption of the ordinance does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Further projects subject to the ordinance will require a discretionary permit and CEQA review, and will be analyzed at the appropriate time in accordance with CEQA.” Therefore, no environmental assessment is required.
NOW THEREFORE, THE CITY COUNCIL OF MONTE SERENO DOES ORDAIN AS FOLLOWS:
SECTION 1. Map Adoption
The Official Map of Fire Hazard Severity Zones is hereby attached as Exhibit A, incorporated by reference, and entitled “The Official Map of the City of Monte Sereno Fire Hazard Severity Zones, Dated February 24, 2025.”
SECTION 2. Environmental Review.
The adoption of this ordinance is not a “project” as defined by the CEQA guidelines Section 15378: “Adoption of the ordinance does not have the potential for resulting in either a direct physical change in environment or a reasonably foreseeable indirect physical change in the environment. Further projects subject to the ordinance will require a discretionary permit and CEQA review and will be analyzed at the appropriate time in accordance with CEQA.” Therefore, no environmental assessment is required or necessary.
SECTION 3. Effective Date.
This ordinance shall be in full force and effective 30 days after its adoption.
SECTION 4. Severability.
If any section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction such portion shall be deemed a separate, distinct and independent provision of such Ordinance and shall not affect the validity of the remaining portions thereof.
SECTION 5. Certification.
The City Clerk shall cause this ordinance to be posted and/or published in the manner required by law.
This Ordinance was introduced at the meeting of the City Council on the 3rd day of June 2025, and was adopted at a regular meeting of the City Council on the 17th day of June 2025, by the following vote:
AYES:
NOES:
ABSENT:
Burton Craig, Mayor
Attest: ___________________________
Gloisy Gonzalez-Langarica, City Clerk
Approved as to form:
___________________________________
Kirsten Powell, City Attorney
EXHIBIT A
The Official Map of the City of Monte Sereno Fire Hazard Severity Zones, Dated February 24, 2025
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Evaluate and Consider Community Based Organization (CBO) Grant Application Submittals and Determine Grant Awards
Recommendation(s):
Staff recommends the City Council evaluate the Community Based Organization (CBO) Grant applications received and consider awarding grants to organizations and activities that meet the City’s Community Grants Policy.
Background Information:
The City of Monte Sereno City Council adopted a CBO grant application, criteria, and process on February 18, 2020 (Attachment 1). The intention of adopting this policy was to establish fair guidelines and direction for organizations applying for the grants. The policy also assists the Council Members with evaluating the grant applications based on the following adopted criteria:
1. The organization or entity must be a local entity, serve Monte Sereno Residents, or have a nexus to the Monte Sereno community.
2. The organization or entity must provide their services or events free to the public.
3. The organization or entity must be a nonprofit (Internal Revenue Code Section 501(c)(3) or similar).
4. The organization or entity must comply with all local, state, and federal laws including but not limited to non-discrimination requirements.
5. The organization or entity must be majority volunteer led.
6. Funding cannot be used for lobbying activities or political advocacy.
The proposed budget for Fiscal Year 2025/2026, which was reviewed by the City Council at the May 6, 2025 meeting, included $25,000 in CBO grant funding. The maximum grant request established was $5,000 for each organization or entity.
Analysis:
A total of 10 grant applications were received. The total requested funding exceeds the budgeted $25,000. A summary of the organizations and requested grant amounts are listed below:
1. Art Docents of Los Gatos - $5,000
2. AWO - $5,000
3. Los Gatos Public Media - KCAT TV - $5,000
4. Los Gatos Community Concert Association - $5,000
5. Los Gatos Education Foundation - $5,000
6. Los Gatos Museum Association - $5,000
7. Los Gatos Youth Park - $3,000
8. SAFE Worldwide Inc. - $5,000
9. Sustainable Waze - $5,000
10.West Valley Community Services- $5,000
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)).
Fiscal Impact:
The Fiscal Year 2025/2026 proposed budget includes a total of $25,000 for these grants. If grants are awarded in excess of this amount, additional funds will be included in the draft budget scheduled to be presented to Council at the June 17, 2025 meeting.
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:
1. Community Grants Policy
2. Community Based Organization Grant Applications Received
Community Grants Policy
The City of Monte Sereno recognizes the value of Community Based Organizations and their contribution to residents of Monte Sereno. Historically, Community Based Organizations (CBOs) have enhanced the quality of life and provided enjoyment for residents. Most CBOs are comprised of volunteers from Monte Sereno and surrounding communities.
Examples of CBO’s include but are not limited to service clubs, art, music, or education programs, senior services, and organizations hosting local public events. The City of Monte Sereno has established guidelines for CBOs which allow a fair and equitable opportunity to seek funding grants from the City of Monte Sereno.
Community Based Organization Grants Evaluation Criteria 1) The organization or entity must be a local entity, serve Monte Sereno Residents, or have a nexus to the Monte Sereno Community.
2) The organization or entity must provide their services or event free to the public. 3) The organization or entity must be a non-profit (Internal Revenue Code Section 501(c)(3) or similar). 4) The organization or entity must comply with all local, state, and federal laws including but not limited to nondiscrimination requirements. 5) The organization or entity must be majority volunteer led. 6) Funding cannot be used for lobbying activities or political advocacy.
Application Process
Applications for fiscal year 2025-2026 must be filed by May 1, 2025. The City Council will consider applications at the City Council meeting May 20, 2025, at 7:00 p.m. at Monte Sereno City Hall.
Insurance Coverage
All CBOs who receive funding grants through the City of Monte Sereno must maintain their own insurance policies for their entities and events. In addition, grantees shall agree to defend, indemnify, and hold harmless the City of Monte Sereno, and its elected and appointed officers, employees, agents, and volunteers, of all liability and claims which could arise from their organizations or events.
Contact Information
Applicants may submit their questions or follow up on the grants process through the City of Monte Sereno Clerk’s Office. Contact information is provided below:
Attn: City Clerk
City of Monte Sereno
18041 Saratoga-Los Gatos Road
Monte Sereno, CA 95030
(408) 354-5284
18041 Saratoga-Los Gatos Road
Monte Sereno, California 95030-4299
Telephone: 408.354.7635
www.cityofmontesereno.org
Print
Entity Name*
Art Docents of Los Gatos
Entity/Event Location
17000 Roberts Road Los Gatos Ca 95032
Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
5000
Maximum $5,000
Has your organization applied for grant
funding with the City of Monte Sereno
before?
Contact Name*
Marsha Thomas
Title
Program Manager
Organization Name
Art Docents of Los Gatos
Is this a non-profit organization?
Organization Address
17000 Roberts Road Los Gatos Ca 95032
Phone*
408-335-2366
Email*
[email protected]
Building Community
Thank you for your continued and generous support of the Art Docents of Los Gatos. Your partnership has helped sustain and grow our mission to bring quality art education to the students of the Los Gatos Union School District (LGUSD). We are proud to be part of a community that values not only academic excellence but also the enrichment that the arts bring to young minds.
For over 50 years, the Art Docents of Los Gatos have provided hands-on, standards-based visual arts education to nearly 3,000 students annually across all five LGUSD schools. Our curriculum includes five art lessons and one workshop per grade, from transitional kindergarten through fifth grade as well as workshops in middle school.
All of our lessons are taught by trained volunteers who generously give their time to inspire creativity, critical thinking, and self-expression in our students. All docents go through a comprehensive 10 week training program.
But we are more than just an arts education organization—we are a vibrant, intergenerational community of volunteers who come together around a shared passion for the arts and for serving the children of Los Gatos. Our members include parents, grandparents, retirees, artists, and art lovers from all walks of life, including many from Monte Sereno. Through our volunteer training program, docent socials, community events, and collaborative partnerships with local institutions like NUMU, The Whitney Modern, and Villa Montalvo, we foster a strong sense of belonging and shared purpose.
In recent years, especially since the pandemic, we have worked hard to rebuild our volunteer base and renew community engagement. Your funding helps us train new docents, refresh our curriculum materials, and continue offering free, high-quality art education that is accessible to every child in the district. It also allows us to invest in outreach efforts that welcome new members into our organization and strengthen community ties across Los Gatos and Monte Sereno. We are deeply grateful for your support and for the value you place on the arts and education. With your help, we will continue to nurture creativity in our students, foster meaningful connections among volunteers, and ensure that the arts remain a vital and celebrated part of our community.
How will your event build a sense of community?
Community-Based Organization Grant Application - Submission #3135 Date Submitted: 4/21/2025
No Yes Yes
Yes
Yes
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Marsha Thomas
Print
Entity Name*
AWO
Entity/Event Location
LOS GATOS
Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
$5,000
Maximum $5,000
Has your organization applied for grant
funding with the City of Monte Sereno
before?
Contact Name*
Folake Phillips
Title
Founder & Executive Director
Organization Name
AWO
Is this a non-profit organization?
Organization Address
1484 POLLARD ROAD SUITE 242
Phone*
4082213430
Email*
[email protected]
Community-Based Organization Grant Application - Submission #3139 Date Submitted: 4/23/2025
Yes No No
Yes
Yes
Building Community
AWO ̣respectfully requests $5,000 from the City of Monte Sereno Organization Grant Processto support the expansion of our Community Health Wellness For Huemanity program to serve individuals residing within Los Gatos, Monte Sereno, Saratgo and Santa Clara County.AWỌ is a registered charity: 87-3912985. Our Wellness for Huemanity program takes a holistic approach to healthcare. We work with social psychologists, board-certified music therapists, and professional musicians to design evidence-based assessments for measuring learned attributes within our rubric. This program has been a resounding success, proving to be best practice for addressing gaps in social integration, community engagement and access to individual quality healthcare, including mental health and holistic health.
Furthermore, our program has been designed for audience community members to use their learned skills to interact successfully and collaboratively with one another so community members connect more meaningfully, sharpen their inner leadership edge and feel empowered and whole. In all spaces we occupy we will offer year-round music therapy programming for individuals and small groups with virtual and in-person leadership and empowerment series options. We offer resource sharing and will accept drop-ins so those who require support get it. With the use of the power of music and the arts that include African drumming, lyrical analysis for empowerment and healing, singing & songwriting, movement and creative therapy for social, emotional, cognitive, communication, stress management and holistic goals, all provided in a nurturing client-therapist environment in which clients feel most comfortable expressing themselves safely and freely, Wellness For Huemanity is an excellent avenue for stress reduction, for promoting self-awareness and positive messaging through affirmative lyrics while building confidence in a shared future.
ABOUT AWỌ
AWỌ exists to advance social advocacy for all. The organization's programs are rooted in educating and creating awareness in local communities and utilizing the power of the arts and culture to curate fun, educational, and meaningful events or activities for individuals, youth and families in Los Gatos, Monte Sereno, Saratoga and Santa Clara County. Throughout the year, we put on different workshops, programs, events, and community forums that offer authentic context to rewrite individual stories and contributions. Our programs are designed to welcome everyone. In doing so, we dismantle the false narratives that keep people divided and unwilling to connect. AWỌ fosters self-empowerment, resilience, and healing; through our programming, services and consistent community outreach and engagement efforts. AWỌ is making a tangible difference across communities.
Founded in Los Gatos in 2020 by Folake Phillips, a Yoruba princess from Osun State in Nigeria,AWỌ, which means 'skin and color' in Nigeria's Yoruba language, is a nonprofit organization that
offers inspiring programs, community outreach events, and workshops. Our initiatives aim to unite groups, bridge divides and build community through innovation, the arts & culture and creative opportunities that enhance wellbeing, fosters community building and engagement through a vast array of shared narratives, empowerment workshops and curated music therapy sessions. AWỌ was founded to bring people together in a safe space. For
creative exchange, and connection in order to promote the central principle that everyone counts. Fostering this principle requires the elimination of destructive attitudes and behaviors that
harm and marginalize others. Equally important are the communal efforts needed to address tension, stress from issues arising from a climate of dischord, misunderstandings and disagreements, underscoring the urgency and importance of this program's mission.
PROGRAM DESCRIPTION
AWỌ's community efforts have been recognized with a recent award of a community space by the Town of Los Gatos and the County of Santa Clara. We seek funding for the unique and innovative Wellness For Huemanity program which aims to significantly improve community health outcomes by addressing root causes. Linked to factors such as trauma, stress, uncertainty and isolation. Many individuals experience a sense of despair, anxiety and require an outlet that centers individual needs or enhanced organic small groups offerings that include added peer support when needed.
This is a pressing issue that demands our collective immediate attention. AWỌ's commitment to addressing health and wellness needs in a socially integrated context that builds and strengthens community bonds is significant. Beyond outreach events in the community, our work also focuses on those individuals facing unique barriers who feel willing and ready to utilize available programs and services to improve their health outcomes within their natural environment. The impact of our innovative program is not just local but has the potential to make a significant difference on a larger scale thus, contributing to a more robust community healthcare system. We use awareness and access to services for community building, strengthening personal awareness and finding common ground in order to improve quality of life and meet social needs at a time we are still evolving out of the pandemic, facing anxiety from a myriad of experiences and increased sense of belonging. In all spaces we occupy we will offer 6-8 weeks music therapy programming forindividuals and small groups with virtual and in-person leadership and empowerment series. We offer resource sharing and accept drop-ins so those who require support get it. With the use of the power of music and the arts that include African drumming, lyrical analysis for empowerment and healing, singing & songwriting, movement and creative therapy for social, emotional, cognitive, communication and holistic goals, all provided in a nurturing client-therapist environment in which clients feel most comfortable expressing themselves safely and freely, Wellness For Huemanity is an excellent avenue for stress reduction, for promoting self-awareness and positive messaging through affirmative lyrics while building confidence in a shared future.
Research studies, with the most profound effects found in groups that were run with a music therapist, continue to support that music therapy can make the difference between withdrawal and awareness, isolation and interaction, chronic pain, and comfort. Between demoralization, humanization, and dignity. Thus, helping to reduce anxiety and depression symptoms, promoting healing through emotional regulation, and improving the immune system is crucial for individuals - all to support mental and holistic health and protect against sicknesses and diseases.
In addition to music therapy services in individual and small group settings, we will directly offer related and interconnected virtual personal development and empowerment workshops tailored to unique needs and challenges. We will provide and equip individuals with a holistic approach to their healthcare needs by using practical group-enhancing activities such as shared narratives, safe and open communication, singing, drumming, and percussion playing, coffee ceremonies, cooking sessions, music in outdoor and stewardship-inspired activities, and meditation to address the mechanics of physical and mental health crucial to overall well being.
This comprehensive approach to health and wellness sets our program apart and ensures that all aspects of an individual's health are addressed.
In partnership and collaboration with organizations such as Ujima Adult & Family Services, El Camino Hospital Los Gatos, Grassroots Ecology, RCCG (Redeemed Christian Church of God Silicon Valley), Presbyterian Church of Los Gatos, NCN (Northern California Nigerians), and
more, AWỌ will connect community members with local resources. With your assistance, support, and partnership, we will conduct outreach and educational programs that link beneficiaries to services that may otherwise be underutilized, making you an integral part of this collective effort to improve community health in Santa Clara County.
GOALS & OBJECTIVES
Our goals are to:
● To continue to remove barriers and bridge the gaps that still exist around9 awareness and access to quality mental, physical, and holistic healthcare in community settings ● AWỌ will connect community members with local resources. ● Provide a model for the development of alternative coping and relaxation skills with additional holistic approaches to wellbeing
Our objectives are to:
● Enable personal and group positive changes with social interactions that promote wellbeing and improve health outcomes.
● Use music, movement, shared narratives and storytelling and other creative therapies as alternative approaches to mental, physical, and holistic health
PROGRAM OUTCOMES
Our metrics include qualitative and quantitative assessments to track progress and better understand the necessary planning for developing subsequent phases. Our metrics include Quantitative Assessments:
Metric 1: By June 30, 2026, Wellness for Huemanity will have impacted up to 250 community members Metrix 2: By June 30, 2026, Completion and accuracy of movement and exercises in alignment with anticipated attributes and skills outlined Metric 3: By June 30, 2026, Wellness for Huemanity will have collected at least 20 stories from 20 Community Members for documentation and impact purposes Metric 4: By June 30, 2026, community members of Wellness for Huemanity will have participated in a community-wide media showcase, Make Music, Feel Great, featuring 200 audiences minimum.
Qualitative Assessments: Metric 1: Observations and reactions of clients during sessions. These observations will be captured through photography and video recording
Metric 2: Collection of written surveys by clients. Surveys will outline the accuracy of the stories being told by and about the larger community, as well as any challenges, problems, concerns, and suggestions for the following stages of development and Metric 3: Collection of marketing materials, photos, and videos of the final impact. These will allow us to assess the collective process and provide ideas and inspiration for future projects.
COST BREAKDOWN
● The request of $5,000 will support 100% the fee for the Board Certified Music Therapist ● We look forward to hearing from you.
Sincerely,
Folake Phillips, Founder & Executive Director
AWỌrmest Regards, Folake Phillips Founder and Executive Director AWỌ 1484 Pollard Road Suite 242Los Gatos, CA 95032M: 408-221-3430E: [email protected]:www.awocenter.org How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Folake Phillips
Print
Entity Name*
Los Gatos Public Media, Inc. / KCAT TV
Entity/Event Location
OKTOBERFEST! On the LG Civic Center Lawn; KCAT TV Studio on the LGHS campus Is event open to the
public?
Is event free for
attendees?
Is this a volunteer-led
event?
Grant Request *
$5,000.
Maximum $5,000
Has your organization
applied for grant funding
with the City of Monte
Sereno before?
Contact Name*
Melissa Toren
Title
Executive Director
Organization Name
KCAT TV
Is this a non-profit organization?
Organization Address
15466 Los Gatos Blvd 109-233, Los Gatos, CA 95032
Phone*
408-497-4662
Community-Based Organization Grant Application - Submission #3104 Date Submitted: 3/17/2025
Yes Yes Yes
Yes
Yes
Email*
[email protected]
Building Community
We are grateful to the City of Monte Sereno for its continual support of KCAT TV’s programs and services which directly impact your residents. This year about 20% of our campers so far reside in Monte Sereno, and we are proud to share that more adults 55+ from Monte Sereno are volunteering and engaging with KCAT than ever before. In addition, KCAT has recruited the Monte Sereno Youth Commissioners to start a podcast which they were really excited about.
KCAT’s biggest fundraiser, OktoberFest LG, has become a community tradition, having grown from 750 attendees in its first year (2022) to 2,000 + attendees last year raising $132,300. We would be thrilled to have The City of Monte Sereno return as a sponsor of the 4th annual OktoberFest on September 13, 2025, Noon - 8:30pm at the Los Gatos Civic Center Plaza.
OktoberFest is an annual family-friendly hometown event that brings the community together to kick off the fall season and enjoy a Bavarian cultural experience with authentic food, drinks, games and dancing to a beloved German band followed by a dance party. This day of festivities raises funds for KCAT’s yearround multimedia camps and classes designed to educate, engage, and give voice to hundreds of youth and teens. KCAT’s ‘FREE 2b ME’ media arts program for youth boasts a creative curriculum with no grades, no tests, and no stress, which uplifts students and supports positive mental health and wellness. KCAT’s unique programs attract kids of all backgrounds, cultures and neurodiverse communities who travel to our Los Gatos studio from as far as San Mateo and Gilroy. Our emphasis on cross-generational mentorship sets us apart: KCAT engages our 55+ community as tech pros, content creators, and guest teachers; plus, we mentor and hire high school and college students as counselors and leaders who in turn mentor students and teach them employable skills, such as: running live TV and radio shows, scriptwriting, journalism, directing, acting, cinematography, editing and distribution. Our staff of high school and college students benefit enormously in our resume-building training program where they have secured exceptional jobs and admittance to top colleges and universities, with most returning to KCAT year after year to pay it forward.
By supporting OktoberFest with a $5,000 sponsorship, the City of Monte Sereno will play a major role in helping us uplift youth and teens through engagement in ongoing media projects, plus provide much needed scholarships to underserved students that would thrive in our media playground. Something magical happens when kids put on their podcast headsets or have a microphone in their hands; they talk about what matters to them and become visibly excited while focused on learning something new. We have seen benefits firsthand—youth engaging in activities with a sense of purpose, feeling successful and achieving their goals; embracing their creativity, verbally or technically; alleviating anxiety or stress coming from a school environment with GPAs; and learning how to be productive. In summer 2024, KCAT educated 310 children in media arts, culminating in a sold-out film festival at our local theater. Our digital media arts camps fill up year after year, and with the City of Monte Sereno’s support, we can offer our ‘FREE2bME’ program to more students all year round.
OktoberFest also creates a community of volunteers who are welcomed with open arms, many of whom were from Monte Sereno last year. We provide shift opportunities for at least 25 to 50 volunteers on the day of the event. We value and appreciate our volunteers and take the time to ensure they have a meaningful experience. We will, again, host a dinner/walk thru the day before where each volunteer learns about their role, and receives their t-shirt, food/drink wristband, and a map – plus they get to know each other. Volunteers spoke, and we listened to their invaluable feedback which will make OFest 2025 even better. We received an outpouring of emails from volunteers who thanked us for making them feel appreciated.
As a $5,000 Oktoberfest sponsor, The City of Monte Sereno will be highlighted on TV, radio, social media platforms and print materials beginning June 1, plus:
Logo displayed on all pre- and day of event signage
Logo on our famous “Oktoberfest Pretzel” shirts
Logo featured on the OktoberFest Sponsor Recognition Wall Logo will be included in the OFest map brochure handed out to thousands of attendees Stage recognition multiple times by the Emcee
Tapping of the ceremonial keg on the stage!
And more…
Thank you for the opportunity to apply for a grant; we appreciate and value your city and all you do for the community.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Melissa Toren
Print
Entity Name*
Los Gatos Community Concert Association
Entity/Event Location
Los Gatos High School Theatre
Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
$5,000
Maximum $5,000
Has your organization applied for grant
funding with the City of Monte Sereno
before?
Contact Name*
Karl Sprick
Title
Board Member
Organization Name
Los Gatos Community Concert Association
Is this a non-profit organization?
Organization Address
P.O. Box 1116
Los Gatos CA 95031
Phone*
408-354-3898
Email*
[email protected]
Building Community
Concerts are first-class cultural events (4/yr), mostly light classical. Unique complement to other community-based musical events. Very affordable. Attendees nearly all local subscribers. Family/youth/senior discounts. Social atmosphere with refreshments. All-volunteer management. Over 78 years in the community.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Karl H. Sprick
Community-Based Organization Grant Application - Submission #3134 Date Submitted: 4/17/2025
Yes No Yes
Yes
Yes
Print
Entity Name*
Los Gatos Education Foundation AKA One Community LG
Entity/Event Location
17010 Robert Road
Is event open to the
public?
Is event free for
attendees?
Is this a volunteer-led
event?
Grant Request *
5000
Maximum $5,000
Has your organization
applied for grant funding
with the City of Monte
Sereno before?
Contact Name*
Sonja Tappan
Title
Executive Director
Organization Name
Los Gatos Union School District
Is this a non-profit organization?
Organization Address
17010 Roberts Road
Phone*
4083952229
Community-Based Organization Grant Application - Submission #3102 Date Submitted: 3/13/2025
Yes Yes Yes
Yes
Yes
Email*
[email protected]
Building Community
Los Gatos Education Foundation (LGEF) requests $5,000 to cover the cost of materials and supplies for the STEAM (Science, Technology, Engineering, Art, and Math) activities and any event-specific costs for our Family STEAM Night, which will be hosted at Daves Avenue Elementary and R.J. Fisher Middle School.
This is our 4th annual Family STEAM Night. It’s a popular community building event allowing our families to participate in hands-on activities to learn about STEAM and interact with their neighbors and local public school teachers in a fun and interactive way.
Community families are invited to meet our LGEF/One Community LG STEAM teachers and discover the world through STEAM-based projects at Daves Avenue and R.J. Fisher schools. There are approximately 250 students residing in Monte Sereno; of those, approximately half attend Daves Avenue Elementary and the other half attend R.J. Fisher Middle School, making it a very well attended community event over the past several years.
We will host a fun-filled Family STEAM Night, with 8-10 activity stations. These activities include creative projects involving science, technology, engineering, art, and math. Past events included projects such as creating a bee hotel, making pollinator pods, erosion and neighborhood pollution demonstrations, and exploring wind energy with a solar and wind energy turbine on display for students and families to interact with, to name a few. Parents and their children will rotate through stations engaging in STEAM-related activities and interact with the teachers, staff, and other families.
These fun evenings build community by engaging students and families in learning and making meaningful connections to science, technology, engineering, art, and math. The events are open-format, free events where families and community members are welcome to explore topics and projects that interest them most.
Our funding request of $5,000 covers the cost of materials and supplies for the STEAM activities and any event-specific costs for our Family STEAM Night at Daves Avenue Elementary and R.J. Fisher Middle School.
We hope you will also join us!
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Sonja Tappan
Print
Entity Name*
Los Gatos Museum Association ( New Museum Los Gatos)
Entity/Event Location
106 E Main Street, Los Gatos CA 95030
Is event open to the
public?
Is event free for
attendees?
Is this a volunteer-led
event?
Grant Request *
5000
Maximum $5,000
Has your organization
applied for grant funding
with the City of Monte
Sereno before?
Contact Name*
Kimberly Snyder
Title
Executive Director
Organization Name
Los Gatos Museum Association ( New Museum Los
Gatos)
Is this a non-profit organization?
Organization Address
106 E Main Street, Los Gatos CA 95030
Phone*
(408) 354-2646
Community-Based Organization Grant Application - Submission #3147 Date Submitted: 5/1/2025
Yes Yes No
No
Yes
Email*
[email protected]
Building Community
New Museum Los Gatos (NUMU) is a nonprofit art and history museum whose mission is to engage the community at the intersection of art, history, and education through innovative, locally connected, and globally relevant exhibitions, programs, and experiences. Our proposed series of monthly programs will directly build a sense of community by celebrating and exploring the shared history of Los Gatos, Monte Sereno, and the surrounding region.
These free public programs — including tours, talks, and presentations led by local organizations, historians, and experts — will highlight key historical topics such as the Wildcat Railroad, the logging industry, Pageant Park, local orchards, the Lyndon Hotel, and more. By offering these programs, NUMU provides opportunities for community members of all ages to come together, learn, and reflect on the stories that have shaped our local identity.
Through shared experiences and learning, we aim to strengthen connections among residents, deepen their understanding of the place they call home, and foster civic pride. Free admission for Los Gatos and Monte Sereno residents further ensures that these programs are accessible to all, reinforcing inclusivity and community participation. With 7,000 annual visitors, 10 rotating exhibitions, and a rich permanent collection of historical artifacts and art, NUMU serves as a welcoming gathering space where the community can engage meaningfully with its past, present, and future.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Kimberly Snyder
Print
Entity Name*
Los Gatos Youth Park
Entity/Event Location
1 New York Ave
Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
$3,000
Maximum $5,000
Has your organization applied for grant
funding with the City of Monte Sereno
before?
Contact Name*
Phil Knopf
Title
President Los Gatos
Youth Park
Organization Name
Los Gatos Youth Park
Is this a non-profit organization?
Organization Address
PO Box 1821. Los Gatos Ca. 95031
Phone*
408-628-7987
Email*
[email protected]
Building Community
The funds will be used to make further renovations and improvements to the building which is used by the scouts and community organizations.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Phil Knopf
Community-Based Organization Grant Application - Submission #3114 Date Submitted: 3/28/2025
Yes Yes Yes
Yes
-- Select One --
Print
Entity Name*
New Book Launch for Wildlife Conservation and Kids: Teaching Through Storytelling Program Entity/Event Location
SAFE Worldwide Inc., 15827 Poppy Lane, Monte Sereno, CA, 95030 Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
$5,000
Maximum $5,000
Has your organization applied for
grant funding with the City of Monte
Sereno before?
Contact Name*
Linda Lanzl
Title
Board President and
CEO
Organization Name
SAFE Worldwide Inc.
Is this a non-profit organization?
Organization Address
15827 Poppy Lane, Monte Sereno, CA, 95030
Phone*
408-348-4506
Email*
[email protected]
Community-Based Organization Grant Application - Submission #3110 Date Submitted: 3/24/2025
Yes Yes Yes
Yes
Yes
Building Community
SAFE Worldwide’s event will build community by teaching young people how to become advocates for their local environments. With this event, we will launch the second book of a six-book series on wildlife conservation and advocacy. This engaging series for children ages 5-11 centers on wildlife characters and the challenges they face in different regions of the planet. The book launch will serve young Monte Sereno residents who attend elementary school in Monte Sereno, and Los Gatos and additional schools (private and public) in the surrounding area. The first book has already been published and is in use during local class presentations on wildlife and their ecosystems. We have provided a copy of the book to the members of the city council.
In addition, you can view book one details on the links below. -The published book: https://www.google.com/url?q=https://www.canva.com/design/DAGTBXzqRnU/vACPJD86bPqp9VQjtJ5YWA/edit? utm_content%3DDAGTBXzqRnU%26utm_campaign%3Ddesignshare%26utm_medium%3Dlink2%26utm_source%3Dsharebutton&sa=D&source=docs&ust=173 -A past presentation at Hillbrook School in Los Gatos, CA:
IMG_5894.jpeg
Book two, being written now, takes place in the Amazon and continues to feature the star Riley the Javan rhino and his meerkat friend, Max. It teaches about the impacts of deforestation in this region and the threats to the many exotic animals who inhabit it. Content aligns with the U.S. Department of Education’s humane education curriculum.
To further expand humane education, we will encourage students and their educators to form a local, long-term conservation club in Monte Sereno or Los Gatos. SAFE Worldwide will provide free learning material, and offer a $200 start-up grant to purchase materials.
These objectives will help us complete the event, promoting community and leadership among young participants. -Objective 1: Work with SAFE Worldwide’s long-term designer to illustrate the compelling and age-appropriate second book. This includes consulting with the Yanomami Foundation to ensure cultural accuracy of the indigenous Yanomami children in the story. -Objective 2: Publish 500 new books. We will continue to work with an affordable local vendor who will print, bind, and package the second book for free distribution to schools and individual families who ask for a copy. -Objective 3: Run student presentations. SAFE Worldwide President Linda Lanzl will oversee outreach and planning with local science and biology teachers, as well as with local youth organization leaders (for example, Girl Scout leaders). SAFE Worldwide volunteers will make local in-person visits, delivering the printed conservation books for use during discussions. Talks will be customized per age group and provide hands-on activities to reinforce conservation lessons learned.
-Objective 4: Facilitate the start of youth-led conservation clubs. Time will be set aside during student presentations for young people to brainstorm and share ideas, with final book pages designed for the planning. Project ideas can address a range of environmental causes, such as planting a native garden, designing a community recycling program, or running a local bee project. SAFE Worldwide will provide a step-by-step plan for kids to use in a school or community organization club. We will also mentor educators, and share free educational content with kids, teachers, and parents on our website’s Young Minds section (visit https://safeworldwide.org/safe-kids/). We are very excited about this expanded feature that offers a wealth of educational activities (engaging games, videos, lesson plans, home projects, and more) aimed at advancing youth conservation leadership.
Beyond this event, we intend to complete the series of six books, designing and publishing one or two new books a year. Current topics planned include protecting our oceans from pollution, the Arctic region and its endangered wildlife, roadside zoos and exotic pet trading, and Africa’s challenges with illegal wildlife trafficking.
With supplemental funding, we will also expand to more remote and lower-income areas of California where a program like this is typically not accessible due to shortages in funding and staffing. Lastly, we will reach more students on a national level by making the books available online, mailing printed books when requested, and visiting some classrooms virtually.
The projected total budget for this second book launch runs over $10,000. The $5,000 we seek will go toward its design and publishing. The total cost breakdown is as follows:
-Design of second book (set fee for illustration of characters, scenes, and color): $5,250 -Publishing (printing and binding) of second book; 500 copies at $5 per book: $2,500 -Project start-up grants for the creation of conservation clubs; 6 grants at $250 each: $1,500 -Outreach for marketing, mailing, and travel
Marketing and mailing costs: $500
Travel costs: 150 gallons of gasoline at $5 per gallon = $750 To cover the additional costs, we will draw from donations and other new grants. For example, we currently have a grant request under consideration from the C. Edward and Edith Strobel Charitable Trust (managed by Wells Fargo Bank). This northern California-focused funder has supported SAFE Worldwide twice for wildlife conservation education, most recently contributing to the successful launch of this series’ first book. SAFE Worldwide volunteers will provide in-kind support by planning and implementing the educational talks.
SAFE Worldwide greatly appreciates past funding from Monte Sereno that we used to run a community tree planting event in Vasona Park. We hope to continue this partnership in 2025, as we foster more environmental action and relationship building among young people in these local neighborhoods. When work on the new Monte Sereno Community Center is complete, we also welcome the opportunity to be a guest speaker there for the area’s children and seniors, and would be happy to collaborate with you on several topics for which we can share our experience.
Thank you very much for your consideration once again.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Linda Lanzl
Print
Entity Name*
Sustainable Waze
Entity/Event Location
Los Gatos Town Center
Is event open to the
public?
Is event free for
attendees?
Is this a volunteer-led
event?
Grant Request *
5000
Maximum $5,000
Has your organization
applied for grant funding
with the City of Monte
Sereno before?
Contact Name*
Neal
Title
Founder
Organization Name
Sustainable Waze
Is this a non-profit organization?
Organization Address
124A Edelen Ave Los Gatos, CA. 95030
Phone*
512.917.3907
Community-Based Organization Grant Application - Submission #3095 Date Submitted: 3/3/2025
Yes Yes Yes
Yes
Yes
Email*
[email protected]
Building Community
Music is the common bond to help us all connect. This will be the 39th year of Los Gatos Music in the Park...All are welcome.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Electronic Signature*
Neal M Turley
Print
Entity Name*
Sujatha Venkatraman
Entity/Event Location
West Valley Community Services
Is event open to the public? Is event free for attendees? Is this a volunteer-led event? Grant Request *
5,000
Maximum $5,000
Has your organization applied for grant
funding with the City of Monte Sereno
before?
Contact Name*
Sujatha Venkatraman
Title
Executive Director
Organization Name
West Valley Community Services
Is this a non-profit organization?
Organization Address
10014 Vista Drive Cupertino CA
Phone*
408.255.8033
Email*
[email protected]
Building Community
Each fall, children in pre-kindergarten through 12th grade start school in shoes that are too small, pants with holes, or clothing that is not seasonally appropriate. This can negatively impact a child’s physical, emotional, and social well-being, as well as their ability to focus on learning. The stress associated with living in poverty can have long-term negative impacts on young people growing up in low-income households. According to the American Psychological Association, poverty-induced stress can cause permanent changes to develop brains that negatively impact “children’s working memory, problem-solving, and other executive function skills” (Farah) Children in low-income or homeless households face so many educational, emotional, and economic challenges that place them at a significant disadvantage compared to their peers. When a family cannot afford necessities such as rent, gas, and food, they also struggle to provide their children with essential items for school success.
Held annually on the first Saturday of August, the Back to School with Dignity Program provides clothing, shoes, backpacks, and school supplies to families facing a food or housing crisis who are unable to afford back-to-school supplies for their children. This program also enables families living in poverty to preserve household assets that would have been spent on back-to-school items, allowing them to be allocated to critical household needs such as rent and utilities.
How will your event build a sense of community?
I agree.
Electronic Signature Agreement*
Applicant hereby agrees, on behalf of itself and its successors and assigns, to indemnify, defend and hold the City of Monte Sereno, its officers, officials, agents, employees, boards, commissions, and volunteers free and harmless from and against any and all claims, demands, causes of action, damages, liabilities, cost of expenses (including attorney's fees), arising out of or in any manner relating to the community grant funding provided by the City of Monte Sereno, including without limitation any claims, damages, losses, or liabilities arising out of Applicant's events or operations making use of such community grant funding. Applicant further agrees that as a condition of receiving funding from the City of Monte Sereno, Applicant will obtain general liability insurance, covering Applicant's operations (including completed operations) and any events organized or hosted by Applicant, with policy limits in the amount of at least $1 million per claim. The policy or policies shall be endorsed to name the City of Monte Sereno, its officers, officials, employees, agents and volunteers as additional insured parties. Applicant agrees to provide a certificate of insurance and endorsement(s) to the policies to the City of Monte Sereno prior to acceptance of community grant funding from the City of Monte Sereno.
Community-Based Organization Grant Application - Submission #3145 Date Submitted: 4/26/2025
Yes Yes Yes
Yes
Yes
Electronic Signature*
Sujatha Venkatraman
From: Marsha Thomas
To: Gloisy Gonzalez-Langarica
Subject: CBO Grant - Written Communication
Date: Tuesday, June 3, 2025 1:11:32 PM
Hello Gloisy,
Unfortunately I wasn't able to find anyone who can make it tonight. This time of year is hard with all the graduations and celebrations. I would like to submit this written communication on our behalf and photo from last month's Annual Art Show.
Dear City of Monte Sereno,
Thank you for your continued support of the Art Docents of Los Gatos. We are truly grateful for the Town of Monte Sereno’s long-standing commitment to our mission. We’re sorry we are unable to be with you in person today, but we appreciate the opportunity to share this brief update.
We have just completed our Annual Report so I wanted to share some statistics with you. This past school year, our volunteer organization served 124 classes and nearly 3,000 students across the Los Gatos Union School District. We delivered 400 classroom art lessons and led 122 hands-on workshops. We also just celebrated our 50th Annual Student Art Show, featuring close to 3,000 individual works of art—one from every student in the district.
We are proud to be able to offer this level of support to our schools, and we want to acknowledge that it is made possible in part because of your ongoing generosity and belief in our program. Your support helps sustain our work year after year.
During the Art Show, we identified an important need: to replace our aging art display standards, many of which are over 30 years old. They are now damaged, heavy, and increasingly difficult to manage. Replacing them all will cost over $25,000, so we plan to phase in new standards gradually, section by section. The $5,000 grant we are requesting will go directly toward this project.
Thank you again for your continued generosity and belief in our work. Your support helps us bring the joy of art to every student in our community. I am attaching a photo of our Art Show last month.
Warm Regards,
Marsha Thomas
Program Manager
408-335-2366
artdocents.com
Wellness For Huemanity- A Community-driven pilot effort to alleviate tension and stress
AWỌ was established in 2020 with the fundamental goal of creating inclusive and secure environments for individuals, youth & families to connect, engage in creative exchange and foster the deeply held belief that every person is of inherent value. To truly embrace this principle, we recognize the necessity of actively addressing and dismantling harmful attitudes and behaviors that contribute to the marginalization and detriment of others. Furthermore, we understand the vital role of community-driven efforts in alleviating the tensions and stresses that arise from a climate of discord, misunderstandings and disagreements, which underscores the critical importance and urgency of AWỌ's mission.
Program Description our dedication to these community-focused endeavors has been recently acknowledged through a generous award of a community space by the Town of Los Gatos.
Building upon this exciting development, we are seeking funding of $5,000 for a pilot of our innovative Wellness For Huemanity program. This program is specifically designed to significantly improve community health outcomes by targeting the underlying factors we so often ignore and that contribute significantly to poor health and well-being. We recognize that experiences such as trauma, stress, uncertainty, and isolation can lead to feelings of despair and anxiety, highlighting the need for supportive outlets.
Wellness For Huemanity pilot program centers on individual needs while also nurturing organic small group interactions, providing crucial peer support where it is most needed. AWỌ is deeply committed to addressing health and wellness needs within a socially integrated framework that fosters and strengthens community bonds. Additionally, beyond our outreach initiatives such as our Huemanity Salon Series Women In Action or our annual Africa Day celebrations amongst others, we make extra intentional efforts to support African immigrant/ African Ancestry individuals facing unique barriers who are willing and ready to engage with programs and services that can enhance their health outcomes within familiar surroundings. The impact of this innovative program extends beyond our local communities of Saratoga, Monte Sereno, Los Gatos Campbell and San Jose, holding the potential to contribute to a more resilient and comprehensive community healthcare system on a larger scale and within Santa Clara County.
Our approach involves enhancing awareness of and access to vital services to facilitate community building, strengthen individual self-awareness, and cultivate common understanding amongst community members, ultimately improving overall quality of life for the participants and addressing critical social needs for all. As we continue to navigate the evolving landscape following the pandemic, many individuals are experiencing heightened anxiety and a need for an increased sense of belonging. Within our safe and supportive spaces, AWỌ will implement 6-8 week music therapy programs, twice a week for individuals and for small groups. These programs will be supplemented by monthly check-in leadership empowerment & wellness gatherings, offered either virtually or in-person.
Our activities & key commitment is to accessible support services through resource sharing and drop-in availability for those who need it most. Leveraging the transformative power of music and the arts, including African drumming, lyrical analysis for empowerment and healing, singing and songwriting, movement, and creative therapies, we aim to address social, emotional, cognitive, communication, and holistic well-being. These services will be delivered within a nurturing client-therapist environment where individuals feel secure and encouraged to express themselves openly and freely.
Wellness For Huemanity provides an exceptional avenue for stress reduction, the promotion of self-awareness, and the reinforcement of positive messaging through affirming lyrics, all while fostering a sense of confidence in a shared future. Extensive research consistently demonstrates the profound benefits of music therapy, particularly in group settings led by a qualified music therapist. These studies highlight music therapy's ability to facilitate the shift from withdrawal to engagement, isolation to interaction, and chronic pain to comfort, ultimately fostering humanization and dignity.
Consequently, our program aims to significantly reduce symptoms of anxiety, stress and depression, promote healing through effective emotional regulation, and improve immune system function – all essential components of supporting mental and holistic health while building resilience against illness and disease.
Funding will go toward the cost of contracting with a local Board Certified Music Therapist and associated administrative costs for the pilot program.
STAFF REPORT
Meeting: City Council - Jun 03 2025
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Planner/Interim City Manager Department: City Manager
Title: Filling Vacant Council Seat
Recommendation(s):
Staff recommends the City Council direct staff on how to proceed regarding filling the recently vacated City Council seat.
Background Information:
On May 12, 2025, City Councilmember Evert Wolsheimer officially resigned from the City Council. Mr. Wolsheimer’s resignation results in the vacancy of his City Council seat for the remainder of his term, which expires December 2026.
Analysis:
In accordance with Government Code §36512, within 60 days of the resignation, the City Council must fill the vacancy either by appointment or by calling for a special election.
Following is a summary of each option with a draft timeline.
Appointment
If the City Council determines to fill the vacancy by appointment, the appointment must be made by Friday, July 11, 2025 (60 days after the resignation). Because the vacancy occurred in the second half of Mr. Wolsheimer’s term, the appointee will hold office for the remainder of the term and will not be considered as a full-term of service for the appointee.
The City Council can appoint a qualified person by any process it deems appropriate including the following:
Direct Appointment – No application or interview process. Typically, a direct appointment is used to appoint a former Councilmember or current Commissioner and when the remaining term is for a short period of time.
Application and Interview Process – This would process would include a published application form with a deadline to submit applications to the City Clerk. The Council would then hold interviews with the candidates who submit applications. The Brown Act
requires any interviews conducted by the entire City Council to be held in an open session.
If the City Council decides to fill the vacancy through an appointment process with an application and interview, staff recommends the following timeline:
Action Date
Advertise the Vacancy and Publish
Application
June 4, 2025
Applicants Due (three weeks from the date
applications were published)
June 25, 2025
Council to Interview Candidates (special
public meeting)
Monday, June 30, 2025
Council Vote to Make Appointment Monday, June 30, 2025 or at another Special Meeting no later than Friday, July 11, 2025.
For the application and interview process, staff recommends that the City Council provide direction on the following:
Application Requirements – The application requirements can include a set list of questions and/or a letter of interest. Attached to this staff report is a sample application that Council may want to consider or provide direction on modifications to the application.
Interview Format – The interviews are required to be held at a public meeting. The format of the interviews (e.g., opening statement by candidates followed by City Council questions or some other format) will need to be determined. Staff recommends that the Council direct staff to work with the Mayor to determine the format of the interviews and the voting procedures.
Election
If the City Council determines to fill the vacancy by election, the special election shall be held on the next regularly established election date not less than 114 days from the call of the special election. The next regularly established election date is the first Tuesday after the first Monday in November of each year (November 5, 2025) (Election Code §1000). In the event the City Council determines to fill the vacancy by election, the newly elected City Councilmember will serve for approximately one year with the term ending in December 2026.
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)).
Fiscal Impact:
If the City Council decides to fill the position through an appointment, there will be a minor fiscal impact of approximately $500 for noticing the appointment process in the newspaper.
If the Council decides to call for a special election to fill the vacancy, the Santa Clara County Registrar of Voters has estimated the cost to the City to be at least $50,000.
Alternatives:
The first decision for the Council to consider is whether the vacant seat should be filled with an appointment by Council or an election.
If the vacancy is to be filled with an appointment, the schedule, and application requirements, and the date and time of the interviews should be determined by the Council.
If the vacancy is to be filled by election, staff will return with the required resolutions at a later date.
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 Council Vacancy Application 2025
City of Monte Sereno
Application for Vacant City Council Seat
Term Ending December 2026
Applications Due 5:00 p.m. June 25, 2025
Notice of Intention to Fill a Vacancy for
Member of the City Council by Appointment
Notice is hereby given that the City of Monte Sereno is accepting applications for appointment to the City Council to fill a vacancy created by the resignation of Council Member Wolsheimer, effective May 12, 2025.
The term of this Council seat is from the date of appointment to December 2026.
Candidate Qualifications
Candidates must meet all of the following qualifications at the time the application is submitted:
• Be 18 years of age,
• Reside within the incorporated limits of the City of Monte Sereno, and • Be registered to vote in the City of Monte Sereno.
Applications Available
Applications are available at City Hall, 18041 Saratoga Los Gatos Road between the hours of 9:00am and 5:00pm Monday through Friday and online at https://www.montesereno.org/.
Application Deadline
Completed applications must be returned to the City Clerk by 5:00pm on Wednesday, June 25, 2025.
Applications can be submitted in person at City Hall, 18041 Saratoga Los Gatos Road between the hours of 9:00am and 5:00pm Monday through Friday.
Candidate Interviews
At a Special Meeting of the City Council on Monday, June 30, 2025 at TIME, each qualified candidate will be asked to make a maximum five-minute presentation to the City Council. The applicant may then be asked to respond to questions the City Council may have regarding their presentation or application.
The order in which the applications will make their presentation will be determined by a random draw of all the applicants names. The random draw will take place at the beginning of the meeting.
City of Monte Sereno
Application for Vacant City Council Seat
Term Ending December 2026
Applications Due 5:00 p.m. June 25, 2025
Submit to: Office of the City Clerk, 18041 Saratoga-Los Gatos Road Telephone: (408) 354-7635 − Email: [email protected] Please type or print legibly
Last Name: First Name:
Address: City:
Home Phone: Zip:
Email: Phone:
Current Employer: Job Title:
Length of Residency in Monte Sereno:
Previously Held Elected or Appointed
Governmental Positions Position/Office Held Dates
Civic or Charitable Organizations
You Have Belonged To Position/Office Held Dates
Education Degree Dates
Signature: _____________________________________ Date: ___________________
City of Monte Sereno
Application for Vacant City Council Seat
Term Ending December 2026
Applications Due 5:00 p.m. June 25, 2025
QUESTIONS FOR CITY COUNCIL APPLICANTS
1. Why do you want to be on the City Council?
2. Tell us about your skills, experience or interests that you feel would assist us in considering your application.
_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________
3. Please list your current commitments.
_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________
4. How many weekday hours per month would you be able to commit to the City Council? Please circle one or fill in “other.”
1-3 hours
4-6 hours
7-9 hours
10+ hours
Other ____________________
City of Monte Sereno
Application for Vacant City Council Seat
Term Ending December 2026
Applications Due 5:00 p.m. June 25, 2025
5. What do you see as important issues in Monte Sereno?
6. How do you view the role of the City Council?
7. What strengths do you possess that you believe will make you a successful Council Member?
8. How do you plan to involve residents in the decision-making process in our City?
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 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: May 29, 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: May 29, 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
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Special Meeting
April 11, 2025
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
April 15, 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
Introduce and waive the first reading of Ordinance No. NS244 to Amend Municipal Code Section 10.09 Personal Wireless Telecommunications Regulations.
DP Y Public Hearing
Adopt a Resolution Declaring Support for Efforts to Provide Universal Child Care DP N Unfinished Business
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
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
Adopt Ordinance No. NS-244 to Amend Municipal Code Section 10.09 Personal Wireless Telecommunications Regulations.
DP N Consent Calendar
Measure B Bicycle/Pedestrian Education and Encouragement Program Funding Amended and Restated Agreement with the Santa Clara Valley Transportation Authority
DP N Consent Calendar
Authorize the Interim City Manager to Execute the First Amendment to the Agreement with the County of Santa Clara for the Countywide Household Hazardous Waste Collection Program.
DP N Consent Calendar
Award of contract to Radius Earthwork, Inc. for the Fiscal Year 2024-25 DP N Consent Calendar
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Pavement Improvement Project in Total Amount Not to Exceed $398,507 and Determining Project Exempt from CEQA Pursuant to CEQA Guidelines Section 15301
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 Foster Care/Resource Parent Awareness Month DP N New Business 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
Adoption of a Resolution Setting Appropriations Limit for Fiscal Year 2025-26 and Adopting Amended Appropriations Limits for Fiscal Years 2023-24 and 2024-25 DP N Consent Calendar
Consideration to Approve and Authorize the Interim City Manager to Execute a Professional Services Agreement with DKG Consultants for Financial Services Consulting.
DP N Consent Calendar
Application 2023-3073 for a Site Development Permit for a new approximately 5,997 square foot two-story house and an approximately 977 square foot detached accessory building; a Grading Use Permit for 2,934 cubic yards of cumulative grading; and a Tree Removal Permit to remove 13 trees at 18340 Lexington Drive. (CEQA: Exempt, Guidelines sections 15302, 15303) DP Y Public Hearing
Consideration of Awarding Community Based Organization Grants DP N New Business June 3, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Annual Street Maintenance - Adoption of Projects FY 25/26 DP N Consent Calendar Updated Fee Schedule for User and Regulatory Fees DP N Consent Calendar Introduce and waive the first reading of Ordinance No. NS-245 to Adopt Updated Local Responsibility Fire Hazard Severity Maps
DP Y Public Hearing
Accept a Report on the Status of the City’s Vacancies, Recruitment, and DP Y Public Hearing
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Retention Efforts Pursuant to Assembly Bill 2561
Consideration of Awarding Community Based Organization Grants DP N New Business 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-245 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
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
Appointment of 2025-2026 Youth Commissioners GGL N New
Business
August 19, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Quarterly Wildfire Report DP N New Business
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
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 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
Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: May 29, 2025
Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
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