Agenda, first session — Monte Sereno City Council, October 7, 2025

AGENDA
City of Monte Sereno
Tuesday, October 7, 2025
City Council
7:00 PM
Monte Sereno City Council Chambers - 18041 Saratoga -
Los Gatos Road, Monte Sereno, Ca 95030

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You will be prompted to install the webinar client appropriate for your device. Attendees are encouraged to install the needed software in advance at the following locations depending on the device being used. If you are unable to participate in real-time, you may email to the City Clerk at [email protected] with the subject line "Public Comment Item #__ " (insert the item number relevant to your comment) or "Verbal Communications - Non Agenda Item." Any member of the public who needs accommodations should email or call the City Manager who will use his best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety in accordance with the City procedure for resolving reasonable accommodation requests. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Manager at 408-498- 5285 or [email protected]. If requested of the City Manager, agendas and documents in the agenda packet can be made available in appropriate alternative formats to persons with a disability.

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Page

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL

ORDERS OF THE DAY
The Mayor, or a majority of the Council by vote, may change the order of business, except for public hearings on the agenda for a set time.

ANNOUNCEMENTS

PRESENTATIONS

1. Santa Clara County Fire Department Annual Presentation Santa Clara County Fire Presentation
5 - 20

2. Fire District Overview

ORAL COMMUNICATIONS
Persons wishing to address the Council on any matter of City business not listed on the agenda may do so at this time. Each speaker will normally be allotted three minutes, subject to the Mayor or a majority of the Council’s ability to limit the amount of time allocated to speakers based on the number of speakers and the need for expedient administration of City business in light of the number and length of items on the agenda.

WRITTEN COMMUNICATIONS
Copies of communications have been provided to Council for review prior to this meeting. Council Members desiring to read or discuss any written communication may do so at this time. No action may be taken except to place a particular item on a future agenda for Council consideration.

CONSENT CALENDAR
It is recommended that all items listed below be acted on simultaneously unless separate discussion and/or action is required by a Councilmember. One public comment period will be provided, although speakers speaking on more than one item may be allocated additional time by the Mayor or a majority of the Council.

3. Approve the Minutes of the September 16, 2025 Regular City Council Meeting
Staff recommends approval of the Minutes of the September 16, 2025 Regular City Council Meeting.

Staff Report -SR-22-148 - Pdf
21 - 31

4. Approve Warrant List Dated September 30, 2025 in the Amount $291,092.60
Staff recommends the City Council approve the Warrant List.

Staff Report - SR-25-185 - Pdf
32 - 37

5. Consideration to Authorize the City Manager to Execute the Second Amendment to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works/City Engineering 38 - 55

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Consulting
Staff recommends that the City Council authorize the City Manager to execute the Second Amendment (Attachment 3) to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works and City Engineering consulting services to increase the contract amount to not to exceed $300,000.

Staff Report - SR-25-181 - Pdf

6. Consideration to Authorize the City Manager to Execute First Amendment to the Professional Services Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services
Staff recommends that the City Council authorize the City Manager to execute the First Amendment (Attachment 2) to the Professional Services Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services.

Staff Report - SR-25-182 - Pdf
56 - 70

PUBLIC HEARINGS

UNFINISHED BUSINESS

7. Update on the City Council Adopted Goal to Increase Civic Engagement and Provide any Direction to Staff
Staff recommends that the City Council receive the status update on the City Council adopted goal to Increase Civic Engagement and provide any direction to staff.

Staff Report - SR-25-183 - Pdf
71 - 74

NEW BUSINESS

8. Consider and Approve City Council Committee/Commission Reassignments for Calendar Year 2025
Staff recommends that the City Council consider and approve Committee/Commissions reassignments due to the resignation of Vice Mayor Ellahie and the appointment of Council Member Toren.

Staff Report - SR-25-184 - Pdf
75 - 78

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
Cities Association – Board of Directors
Cities Association – Legislative Action Committee
Cities Association - Cities Selection Committee

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Allan
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
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 79 - 88

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]

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CITY OF MONTE SERENO UPDATE
OCTOBER 7, 2025

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WELCOME NEW FIREFIGHTERS

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WILDFIRE AWARENESS: READY, SET, GO
YOUTUBE.COM/@SCCFIREDEPT

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WILDFIRE AWARENESS: DEFENSIBLE SPACE
YOUTUBE.COM/@SCCFIREDEPT

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WILDFIRE AWARENESS: ALERTS &

WARNINGS
YOUTUBE.COM/@SCCFIREDEPT

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2024/25 FISCAL YEAR

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2024/25 FISCAL YEAR

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2024/25 FISCAL YEAR

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FIRE PREVENTION ACTIVITIES
Wildland Urban Interface Inspections
• 445 parcels require WUI inspections
• 70 1st/initial inspections assigned to engine companies • 1 non-compliant property identified
• 0 properties remain out of compliance
Hydrant Inspections
• 188 hydrant inspections were assigned / 155 completed and on track to complete 100% by the end of the calendar year
State Mandated Inspections
• 3 state mandated inspections assigned / 100% completed in 2024 and on track to complete 100% in 2025

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2024/25 ACCOMPLISHMENTS
Prefire Management & Wildfire Resilience Program
• Grew Vasona Crew from 8 to 12 positions
• Collaborations with County Parks (Sandborn Park & Camp Stuart) • Six community risk assessments completed for communities seeking Firewise accreditation within the District
• Funding secured for the 2025/26 fall and spring Community Chipping Program in partnership with Santa Clara County FireSafe Council
• Community Wildfire Protection Plan complete and will serve as a planning document

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COMMUNITY EDUCATION
2024/25 Fiscal Year (July 1, 2024 – June 30, 2025)
• 4 programs conducting reaching 40 community members
Upcoming
• CERT Academy, Oct. 7, 6pm: Cupertino
• AHA Heartsaver CPR/AED, Nov. 5, 5:30pm: Cupertino
• Preparing for Medical Emergencies, Nov. 13, 1pm: Campbell • Emergency Preparedness in the Workplace, Dec. 10, 10am: Virtual Request a Program
• Community members may request a program or service online:
sccfd.org

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CAPITAL IMPROVEMENTS: APPARATUS
New Apparatus
• Rescue 73 (Saratoga)
• Water Tender 68 (Masten)
• Engine 67(Vineyard)
Coming in 2025/26
• Truck 74 (Los Altos Hills)
• Water Tender 76 (Los Altos)

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CAPITAL IMPROVEMENTS: FACILITIES
South County Facilities
• Repurposed former headquarters property
into firefighter training grounds
• Secured temporary fire stations in Gilroy
(Casa De Fruta) and Morgan Hill (Vineyard)
• Updated permanent fire stations in
unincorporated Santa Clara County; Masten
and Treehaven
Future
• Exploring permanent facilities to support South
County operations

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CAPITAL IMPROVEMENTS: QUITO

STATION
• HVAC system replaced
• New roof installation underway
Upcoming
• Feasibility study for large scale
remodel of Quito Station

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2025 GOALS
Preparedness • Continue strengthening City/Town Partnerships for a safer community
• Continue developing high-quality, accessible
educational programs
• Continue providing efficient Santa Clara County
Operational Area coordination
Planning • Continue search for property to accommodate
training needs
• Evaluate and plan for future fire station needs to
address response capability needs

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THANK YOU
Suwanna Kerdkaew, Fire Chief
Santa Clara County Fire Department
408.378.4010
[email protected]

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the September 16, 2025 Regular City Council Meeting
Recommendation(s):

Staff recommends approval of the Minutes of the September 16, 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:
09-16-25 Regular Meeting Minutes DRAFT
09-16-25 Special Meeting Minutes DRAFT

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09-16-25 Regular Meeting Minutes Draft Page 1

MONTE SERENO CITY COUNCIL MEETING MINUTES

REGULAR MEETING
7:00 p.m.

Spetember 16, 2025

MEETING CALLED TO ORDER
At approximately 7:01 p.m., Mayor Craig called the meeting to order.

PLEDGE OF ALLEGIANCE
Council lead the Pledge of Allegiance.

ROLL CALL
Present – Chambers: Councilmember Shannon, Councilmember Mekechuk, Vice Mayor Allan and Mayor Craig
Present – Remote: None

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

ORDERS OF THE DAY
None.

ANNOUNCEMENTS
Mayor Craig shared that newly appointment Councilmember Toren will be joining the Council at the next City Council meeting.

PRESENTATIONS

1. Impact of Federal Budget Cuts and the County’s Response Kasey Halcon, Deputy County Executive in the Santa Clara County Office of the Executive, spoke about the impact of recent federal budget cuts through HR1 and what this means for the community and the County operated healthcare delivery system and how the County is attempting to respond.

Mayor Craig opened the item for Public Comment.

Public Comment

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09-16-25 Regular Meeting Minutes Draft Page 2
 Resident Goyle spoke in interest of the presentation.

With no one else wishing to speak, Mayor Craig closed Public Comment.

ORAL COMMUNICATIONS
None.

WRITTEN COMMUNICATIONS
None.

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

2. Approve the Minutes of the September 2, 2025 Regular City Council Meeting

3. Approve Warrant List Dated September 9, 2025 in the Amount $189,298.93 Mayor Craig opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Craig closed Public Comment.

MOTION: Motion by Vice Mayor Allan to approve Item #2 on the Consent Calendar.

Seconded by Councilmember Shannon.

VOTE: Motion passed. (4-0-0)
MOTION: Motion by Councilmember Shannon to approve Item #3 on the Consent Calendar. Seconded by Vice Mayor Allan.

VOTE: Motion passed. (3-0-1 Abstain: Mekechuk)

PUBLIC HEARING
None.

UNFINISHED BUSINESS
None.

NEW BUSINESS

4. Adopt a Proclamation Declaring September as Childhood Cancer Awareness Month in the City of Monte Sereno
City Clerk Gonzalez-Langarica 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 Mekechuk to Adopt a Proclamation Declaring September as Childhood Cancer Awareness Month. Seconded by Councilmember Shannon.

VOTE: Motion passed. (4-0-0)

COMMITTEE/COMMISSION REPORTS
Councilmember Mekechuk reported at the West Valley Solid Waste Management Authority Board, they received a report on the Mil Pilot for multi-family that is for a container that will essentially

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09-16-25 Regular Meeting Minutes Draft Page 3
dehumidify and reduce organic waste. The Board also approved a public outreach program.

Councilmember Mekechuk reported that the West Valley Stormwater Authority is working on the annual report. Councilmember Mekechuk shared that at the Silicon Valley Clean Energy Authority meeting they approved a $33 million bill credit for customers, approved the budget for the upcoming fiscal year and reviewed the decarbonization road map. Councilmember Mekechuk shared that the $500,000 grant that was previously assigned to the City was divided by the 13 agencies. The City of Monte Sereno received a grant for approximately just over $38,000. Lastly, Councilmember Mekechuk shared the Santa Clara County Recycling and Waste Reduction Commission is trying to do a mobile hazardous waste drop off locally and is working on the cooperation across agencies and jurisdictions.

Vice Mayor Allan reported he is looking forward to attending his first meeting with the Silicon Valley Animal Control Authority tomorrow.

Councilmember Shannon reported that the search for a new District Manager for the West Valley Sanitation District Board has begun with the assistance of a search firm.

Mayor Craig reported that the Santa Clara County Library JPA gave their strategic vision at their last meeting. There was also discussion about HR1 and how that is affecting everyone. Mayor Craig encourages the public to explore the library, if they haven’t yet. Mayor Craig shared the Youth Commission held its first official meeting of the year. Mayor Craig shared Youth Commissioner Jacob was voted as Chairperson again. Mayor Craig expressed he is looking forward to great things from the Youth Commission.

COUNCILMEMBER COMMENTS
Councilmember Mekechuk shared he will be attending the Wildfire Summit at Stanford University that is being sponsored by Supervisor Margaret Abe-Koga. Councilmember Mekechuk shared he will be carpooling with Town of Los Gatos Mayor Matthew Hudes.

Vice Mayor Allan shared he, too, would be attending the Wildfire Summit.

CITY MANAGER’S REPORT
City Manager Perkins reported that as of today, the Tyler System for the finance department has gone live. The next warrant list will be in a different format, as it will be an automated report from the system. Once this is done, they will be moving straight into implementing the HR module that will include payroll and timekeeping for employees. City Manager Perkin followed up by also sharing that this year’s Christmas parade is scheduled for Saturday, December 6, 2025 at 11 a.m.

Councilmember Mekechuk suggested that the Citizen of the Year be invited to the Christmas parade with the City Council.

Councilmember Mekechuk shared that with the Tyler System going live, that means that the system has migrated across all of the June 30, 2025 accounts. Things are being redone to ensure the system is running with full functionality. Training will be offered after this phase. Councilmember Mekechuk stated they are addressing all to the extent possible of the concerns raised in the memorandum on internal control.

Councilmember Shannon shared that now that the system is up and running, they have been figuring out how they want each type of transaction to be input. Items are starting to be identified by department and ensuring that they are going through the correct funds. The beginning is going to

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09-16-25 Regular Meeting Minutes Draft Page 4
be slow as things are being figured out.

FUTURE AGENDA ITEMS

5. A copy of the Tentative 2025 Council Meeting Calendar was included on the agenda.

Councilmember Mekechuk would like an agenda item for the City to consider using something like Slack (Slack is used for team communication and collaboration, acting as a central hub for messages, file sharing, and conversations that can be organized into channels or direct messages.)

ADJOURN
Mayor Craig adjourned the meeting in honor of his and his wife’s 37th wedding anniversary at approximately 7:55 p.m.

Burton Craig, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk

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September 10, 2025 Silicon Valley Clean Energy Board
Meeting Follow-Up
Meeting Snapshot
At the September Silicon Valley Clean Energy (SVCE) Board of Directors (Board) meeting, staff shared that SVCE had begun issuing $33M in one-time bill credits to all customers in September. The Board also approved the Fiscal Year 2025-26 Operating Budget and received a preview of the 2026 Integrated Decarbonization Roadmap.

High-Level Item Summaries

1. $33M in Bill Credits Issued to SVCE Customers
On September 2, SVCE began issuing $33M to its customers through a one-time, automatic bill credit. Residential customers will receive a credit of approximately $50, which is nearly 24% of the average monthly energy bill. Staff have been informing the community about this bill credit through direct mailers, emails, local news outlets (Mercury News - Community News “Credit is due”), and social media. To date, SVCE customers have saved over $141M since 2017 with SVCE’s electric generation discounts.

The bill credits going out in September will bring these savings to a total of $174M.

Please read the official announcement on our website and share widely!

2. Approval of Fiscal Year 2025-26 Operational Budget Update and Strategic Planning
The Board approved the SVCE Fiscal Year 2025-26 operational budget and the Fiscal Years 2025-27 strategic focus areas and strategic plan. No major changes to expenditures were proposed and customer discounts will continue as SVCE adjusts to anticipated falling energy prices over the next several years. Reserve funds, which have been conserved for several years, will be accessed to ensure that SVCE can continue to provide clean electricity while offering robust customer programs that reduce emissions.

The agency’s strategic focus areas and strategic plan will continue to emphasize energy affordability, grid stability, and customer programs that reduce greenhouse gas emissions.

3. Board Previews the 2026 Integrated Decarbonization Roadmap SVCE’s Board of Directors received an introductory presentation on the upcoming Integrated Decarbonization Roadmap (Roadmap), which will serve as a refresh of the original 2018 strategy with updated goals, a structured program evaluation framework, and targeted multi-year recommendations. The Roadmap will expand SVCE’s reporting to more directly track progress toward reaching greenhouse gas reduction targets and will help SVCE align investment decisions with future decarbonization priorities. The plan will be finalized after future Board engagement in 2026.

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Item Details

1. $33M in Bill Credits Issued to SVCE Customers
SVCE has begun distributing a one-time bill credit totaling $33 million across its customer base. Residential customers will receive around $50 on their upcoming electricity bill—roughly 24% of the average monthly energy bill—while nonresidential customers will receive credits based on their historical energy use. These credits will automatically appear on PG&E bills for electricity used in August, a period typically marked by heightened energy consumption due to summer heat. Notice of the bill credits was sent to all customers in the form of a postcard, emailed to all customers with an email on file, posted on SVCE’s website, and shared through SVCE’s social media channels. A banner will also be featured at the top of SVCE’s website throughout the month of September informing visitors of the bill credit.

This initiative aligns with SVCE’s ongoing commitment to affordability and community reinvestment. It follows years of stable savings generated via the agency’s four percent annual generation discount—bringing cumulative savings since 2017 to more than $141 million, and now $174 million with this one-time credit. In 2025, customers will benefit from savings totaling nearly 10% when including this new credit.

2. Approval of Fiscal Year 2025-26 Operational Budget Update and Strategic Planning
The fiscal year 2025-26 operating budget is balanced and presents SVCE in a stable financial condition. The SVCE budget is informed by the agency’s annual exercise to evaluate its risks in the market and to meet its strategic goals.

In previous Committee and Board meetings, staff discussed the high volatility in energy market prices, which adds additional uncertainty to financial projections. Staff also discussed that the prices that the California Public Utilities Commission will set for Market Price Benchmarks will substantially impact the budget and won’t be fully known until later in the year.

Key highlights of the budget changes include:
x Withdraws $40.1 million from agency reserves set aside for challenging budget years;
x Maintains an average of four percent (4%) customer discount to comparable PG&E rates through December 2025 and assumes a reduction in the discount to one percent (1%) in January 2026;
x Continues to provide additional monthly dollar bill credit to California Alternate Rates for Energy (CARE) and Family Electric Rate Assistance (FERA) customers, which in the aggregate is equivalent to a one percent (1%) discount for all customers; and
x Proposes no changes to the current financial reserves targets and policy.

Annually, coinciding with the development of the operating budget, staff go through a process of reviewing external changes in the landscape, threats, opportunities, new directives, and priorities. Through this effort, a review of the current Board-approved Strategic Plan (including the agency’s mission) is conducted to ensure that priorities, goals, and resources are properly aligned. At its September 2024 meeting, the Board

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adopted the Fiscal Year 2024-25 Strategic Plan (September 11, 2024 Board of Directors Meeting – Item 4). Given that these focus areas and goals remain relevant, it was suggested by the Executive Committee that the Strategic Planning process move to every two years as opposed to annually. The Strategic Focus Areas and Strategic Plan goals would remain the same, but the associated measures and workplans could change internally to adapt to the needs of the fiscal year.

The Strategic Focus Areas for Fiscal Years 2025-27 are as follows:
x SFA1: Expand Affordability Efforts
x SFA2: Expand Clean and Reliable Grid Actions
x SFA3: Expand Offerings to C/I Customers
x SFA4: Prepare Region for Electrification at Scale
x SFA5: Attract & Retain Employees
The 2025-27 Strategic Plan is as follows:

1. Advance policies which support SVCE’s mission to reduce dependence on fossil fuels.

2. Long-term, target for 100% clean energy annually by building a balanced portfolio with consideration for both affordability and reliability while exploring long-term pathways to clean power supply.

3. Create a long-term decarbonization plan that integrates supply and demand changes, opportunities, and challenges.

4. Acquire power supply resources in a cost-effective manner to meet legislative and regulatory obligations, Board directives, and customer specific products.

5. Manage and optimize load and power resources to meet affordability, GHG reduction, and reliability objectives.

6. Maintain healthy financial position; avoid failures in management of market risk, credit risk, liquidity risk, operational risks, and enterprise risks.

7. Support all SVCE communities to decarbonize through local investments that reduce barriers and demonstrate sensible, scalable, and equitable solutions.

8. Engage customers and community stakeholders to build trust of SVCE and advance decarbonization.

9. Implement industry best practices to enable data-driven decision making across the organization; enhance systems, standards and procedures to streamline business processes and improve operational effectiveness and reliability (aka SVCE 3.0).

10. Hire, retain, and develop high-performing talent via competitive benefits and a rewarding work culture.

3. Board Previews the 2026 Integrated Decarbonization Roadmap In 2018, SVCE published the “Decarbonization Strategy & Programs Roadmap”, a publicfacing document outlining SVCE’s goals, strategic framework, decarbonization strategy, programs roadmap, and reporting and review structure. This guiding document was created with input from the Board, Member Agency Working Group, and other stakeholders. Core to this document was the identification of greenhouse gas reduction targets and core program initiatives to help SVCE reach its own goals.

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Since 2018, the landscape SVCE operates within has changed – California has accelerated its carbon neutrality target, new technology has matured and come to market, and statewide regulatory requirements for Load Serving Entities have evolved.

The Integrated Decarbonization Roadmap (Roadmap) effort will serve as an update to the original 2018 Decarbonization Strategy & Programs Roadmap by refining goals, milestones, and strategic recommendations. Additionally, the Roadmap will help build upon SVCE’s current program reporting and tracking processes to connect more directly to greenhouse gas reduction targets. By incorporating power supply goals, constraints, and opportunities into programmatic decision-making, SVCE will be better positioned to make strategic investment decisions aligned with its future decarbonization goals.

The Roadmap effort will focus on three key components:

1. Updated roadmap document. This document will include refined electrification adoption scenarios, incorporating learnings into strategic guidelines, and strengthened connections between program metrics and greenhouse gas targets.

2. Program decarbonization evaluation framework. SVCE will develop a customized set of metrics to guide investment and track program performance toward SVCE’s goals. This will also include plans to grow capacity for internal reporting and ongoing planning.

3. Prioritized recommendations. Guiding principles to help adapt and scale decarbonization efforts over the next 3-5 years

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MONTE SERENO CITY COUNCIL

MEETING MINUTES

SPECIAL MEETING
4:00 p.m.

September 16, 2025

MEETING CALLED TO ORDER
At 4:01 p.m., Mayor Craig called the meeting to order.

ROLL CALL
Present – Chambers: Councilmember Shannon, Councilmember Mekechuk, Vice Mayor Allan and Mayor Craig
Present – Remote: None

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

NEW BUSINESS

1. Interview and Appointment to Fill Vacant City Councilmember Seat Mayor Craig provided instructions as to how the interview process would be conducted, following with how the Council will vote to determine the candidate who will become the next Councilmember.

Candidates:
• Liz Lawler
• Ken Toren
• Genevieve Duflock
• Bob Lapcevic
• Marc Vallancey
Interviews ensued.

Mayor Craig opened the item for Public Comment.

Public Comment
▪ Resident Zeidler spoke in favor of candidate Lawler.

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▪ Resident Call spoke in favor of candidate Lawler.
▪ Resident McCarthy spoke in favor of candidate Toren.
▪ Candidate Vallancey spoke in favor of candidate Toren.

City Clerk Gonzalez-Langarica read into the minutes an email received this afternoon from resident Taormina.

With no one else wishing to speak, Mayor Craig closed Public Comment.

Council proceeded with ranking each candidate.

Liz Lawler was ranked number one.

MOTION: Motion by Vice Mayor Allan to Appoint Liz Lawler as Councilmember for the City of Monte Sereno. Seconded by Councilmember Shannon.

VOTE: Motion failed. (2-0-2 Noes: Mekechuk, Craig)
Ken Toren was ranked number two.

MOTION: Motion by Councilmember Mekechuk to Appoint Ken Toren as Councilmember for the City of Monte Sereno. Seconded by Vice Mayor Allan.

VOTE: Motion passed. (3-0-1 Noes: Shannon)

ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 5:11 p.m.

Burton Craig, Mayor
ATTEST:

Gloisy Gonzalez-Langarica, City Clerk

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Approve Warrant List Dated September 30, 2025 in the Amount $291,092.60
Recommendation(s):

Staff recommends the City Council approve the Warrant List.

Analysis:

The Warrant List is a new format from previous staff reports as the Tyler Technologies financial software has been implemented. The attached Expense Approval Report is automatically generated from this software based on the pending check payments. The last check item, on page 3, is the payment for the City’s US Bank Visa card. Page 5 of the attachment is the detailed listing of transactions included in the Visa card statement.

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:

1. Warrant List 9-30-2025

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Consideration to Authorize the City Manager to Execute the Second Amendment to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works/City Engineering Consulting.

Recommendation(s):

Staff recommends that the City Council authorize the City Manager to execute the Second Amendment (Attachment 3) to the Professional Services Agreement with AIM Engineering Consultants, Inc. for Public Works and City Engineering consulting services to increase the contract amount to not to exceed $300,000.

Background Information:

On December 27, 2025 the City Manager approved a contract with AIM Engineering Consultants, Inc. for Public Works and City Engineering consulting services for an amount not to exceed $25,000. On March 18, 2025, the City Council approved an amendment to the agreement to increase the amount to $200,000. To date, a total of $160,400 has been paid for these services.

The consultant has been filling in for the vacant City Engineer position and completing related job responsibilities including reviewing and process improvements for encroachment permits, staff support for the Better Streets Commission, completing the annual pavement management project, reviewing and inspecting building permit construction activity, organizing and completing multiple reporting requirements for various county and state agencies, and managing the stormwater management program for the City.

A recruitment for a permanent full-time staff City Engineer is underway and applications are currently under review. If this position is filled as part of this recruitment, the increase in the consultant’s contract will be sufficient to continue filling the role and transitioning to a new employee.

Fiscal Impact:

No fiscal impact is anticipated with this contract amendment as the budgeted funds for the vacant Public Works Director/City Engineer position are being used to support this consultant.

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Public Noticing:

The City Council’s agenda was posted at City Hall and the agenda and this report was posted on the City’s website.

Attachments:

1. Consultant Agreement AIM Engineering Consultants, Inc. Dated 12-27-2024

2. Amendment #1 to Professional Services Agreement with AIM Engineering Consultants, Inc.

3. Amendment #2 to Professional Services Agreement with AIM Engineering Consultants, Inc.

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1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (“Agreement”) is made and entered into as of December 27, 2024 by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and AIM Engineering Consultants, Inc., a California corporation, hereinafter referred to as “Consultant”.

RECITALS
A. City desires to retain Consultant for certain professional services as set forth in this Agreement.

B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement.

C. Consultant possesses the skill, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

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

AGREEMENT

1. Scope. City agrees to, and hereby does, retain Consultant to perform the professional services as outlined in the Scope of Work attached hereto and incorporated herein as Exhibit A.

Consultant’s work product shall be performed pursuant to generally accepted standards of practice in effect at the time of performance.

2. Responsible Personnel: City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Primary personnel responsible for Consultant’s completion of the work described in this Agreement shall be Donya Amiri.

3. Scope of Work: Consultant shall perform the services as specified in Exhibit A in a professional manner. Any optional tasks listed shall not be performed by Consultant unless separately requested and prior authorization is provided in writing by the City Manager.

Proceeding with such additional work without express authorization, or undertaking any other work not listed in Exhibit A, shall be at Consultant’s sole risk. Consultant will not undertake any work that will incur costs in excess of the amount set forth in this paragraph without prior written amendment to this Agreement.

4. Time of Performance and Term: The services of Consultant are to commence upon execution of this Agreement and shall continue until this Agreement is amended or terminated.

5. Compensation: Compensation shall be made for services performed as set forth in Section 3, but not to exceed $25,000. Periodic payments to Consultant shall be made upon Docusign Envelope ID: 4D8F8877-193F-4188-BCCF-7ECBF43DF776

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2 submittal of invoices by Consultant to City for review and approval by the City Manager or his designee. Invoices will be paid by City within a reasonable time after the invoices are received and approved. For purposes of this Agreement, a 30-day period shall be deemed a reasonable period.

6. Insurance: Consultant agrees to have and maintain, for the duration of the Agreement, the following minimum insurance requirements. Prior to the execution of the Agreement, Consultant shall provide proof of insurance required. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Consultant shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 05 09 or 25 04 05 09) or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, covering hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: as required by the State of California, with Statutory Limits.

4. Professional Liability (Errors & Omissions): As appropriate to Consultant’s services, and not less than $1,000,000 per occurrence.

The insurance policies are to contain, or be endorsed to contain, the following provisions:

The City of Monte Sereno, its Council Members, elected and appointed officers, agents and employees shall be named as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Independent Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Independent Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

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3 For any claims related to this Agreement, Consultant’s insurance coverage shall be primary insurance coverage (at least as broad as ISO CG 20 01 04 13) with respect to the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

Consultant shall require the insurer to provide City with 30-day prior notice of termination or material change in coverage and ten (10) days prior notice of cancellation for non-payment.

7. Indemnity: To the fullest extent permitted by law, Consultant shall hold harmless, indemnify and defend City, its elective and appointive boards, commissions, officers, agents, servants, volunteers, and employees (the “Indemnified Parties”) from and against any and all claims, costs, damages, liability, losses, or suits (including court costs and attorney fees) for personal injury (including death), property damage and any other damages of any sort whatsoever, arising out of, or alleged to have arisen out of, the willful or negligent acts, errors, or omissions of Consultant or Consultant's contractors, subcontractors, agents, or employees in the performance of this Agreement.

For design professionals (as that term is defined by statute) acting within the scope of their professional capacity, to the fullest extent permitted by law, Consultant shall, at its own expense, indemnify, protect, defend (by counsel reasonably satisfactory to the City) and hold harmless any Indemnified Parties from and against any and all Liability, whether actual, alleged or threatened, which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, or as may be provided by statute in Civil Code § 2782.8, as may be amended from time to time.

Consultant’s duty to indemnify, protect, defend and hold harmless as set forth in this section shall include the duty to defend (by counsel reasonably satisfactory to the City) as set forth in California Civil Code § 2778. The Consultant’s responsibility to indemnify, defend, and hold harmless the Indemnified Parties under this section shall not extend to the active negligence or willful misconduct of the Indemnified Parties. This section shall survive the termination of this Agreement.

8. Termination: This Agreement may be terminated by the City immediately for cause or by either party without cause upon fifteen days’ written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.

If Consultant fails to perform any of its obligations under this Agreement within the time Docusign Envelope ID: 4D8F8877-193F-4188-BCCF-7ECBF43DF776

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4 and in the manner herein provided or otherwise violate any of the terms of this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice. In such event, Consultant shall be entitled to receive as full payment for all services satisfactorily rendered and expenses incurred hereunder, an amount which bears the same ratio to the total fees specified in the Agreement as the services satisfactorily rendered hereunder by Consultant bear to the total services otherwise required to be performed for such total fee; provided, however, that the City shall deduct from such amount the amount of damages, if any, sustained by City by virtue of the breach of the Agreement by consultant.

In the event of termination, Consultant shall deliver as a condition to the payment of the compensation provided for above, or otherwise make available to City, all research data, reports, estimates, summaries, and other such information and materials as may have been accumulated by Consultant in performing this Agreement, whether completed or in process in accordance with Section 9 of this Agreement.

9. Documents: Notes, studies, chain, computations, electronic files, and other data and information obtained by Consultant for this project shall, upon receipt of payment for services rendered, be made available to City by Consultant at City's request and shall become the property of City. In the event City alters the document, City agrees Consultant shall have no responsibility whatsoever for any claim arising out of, or alleged to have risen out of, use of the altered document,
All plans, studies, documents, charts, computations, and electronic files prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents and other writings to City upon written request.

10. Independent Contractor: Consultant is an independent contractor retained by City to perform the work described herein. All personnel employed by Consultant are not and shall not be deemed to be employees of City. Consultant shall obtain no rights to retirement benefits or other benefits that accrue to City’s employees, and Consultant hereby expressly waives any claim it may have to such rights. Consultant shall comply with all state and federal laws pertaining to employment and compensation of its employees and its agents, including the provision of Workers’ Compensation.

11. Licenses and Standard of Care: Consultant represents and warrants to City that, for itself and any subcontractors, all applicable licenses, permits, qualifications, insurance and approvals of any nature which are legally required of Consultant to practice its profession have been obtained any will be maintained during the performance of the Agreement. Consultant shall procure and maintain a City of Monte Sereno business license. Consultant shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

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5 12. Assignment: The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant.

Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If the City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such contractor other than as otherwise required by law.

13. Binding on Successors: This Agreement is binding on the heirs, successors and assigns of the parties hereto.

14. Amendment: This Agreement may be amended, modified or changed by the parties, provided that said amendment, modification or change is in writing and approved by the authorized representative of the parties.

15. Applicable Law and Attorney's Fees: This Agreement shall be construed and enforced in accordance with the laws of the State of California, and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Santa Clara. Should any legal action be brought by a party for breach of this Agreement or to enforce any provision of the Agreement, the prevailing party of such action shall be entitled to recover its reasonable litigation expenses, including attorney fees.

16. Entire Agreement: This Agreement constitutes the complete and exclusive statement of the agreement between the City and Consultant and shall supersede all prior negotiations, representations, or agreements, either written or oral. All provisions of this Agreement are expressly made conditions. For all purposes this Agreement shall be deemed to have been drafted jointly by all parties.

17. Waiver: Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement.

18. Severability: If any term or portion of this Agreement shall be held by a court of competent jurisdiction to be invalid, illegal, or otherwise unenforceable, the remaining provisions of this Agreement shall continue in full force and effect.

19. Equal Employment Opportunity. Consultant is, and warrants to the City that they shall be during the term of the Agreement, an equal opportunity employer and agrees to comply with all applicable state and federal regulations governing equal employment opportunity. Consultant will not discriminate against any employee or applicant for employment because of race, age, sex, creed, color, sexual orientation, marital status or national origin. Consultant will take affirmative action to ensure that applicants are treated during such employment without regard to race, age, sex, creed, color, sexual orientation, marital status, or national origin. Such action Docusign Envelope ID: 4D8F8877-193F-4188-BCCF-7ECBF43DF776

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6 shall include, but shall not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; lay-offs or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Consultant further agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

20. City Not Obligated to Third Parties; Subcontractors; Oversight. The City shall not be obligated or liable for payment hereunder to any party other than the Consultant. Consultant shall ensure the following requirements are satisfied in the performance of the Agreement with respect to its own employees:

A. Workers’ Compensation. Consultant certifies that it is aware of the provisions of the California Labor Code which require every employee to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and Consultant certifies that it will comply with such provisions before commencing performance of the Agreement and at all times in the performance of the Agreement.

B. Prevailing Wage. Consultant and Consultant’s subconsultants (if any) shall, to the extent required by the California Labor Code, pay not less than the latest prevailing wage rates to workers and professionals as determined by the Director of Industrial Relations of the State of California pursuant to California Labor Code, Part 7, Chapter 1, Article 2. Copies of the applicable wage determination shall be available on file at the City’s office of the City Clerk.

C. Injury and Illness Prevention Program. Consultant certifies that it is aware of and has complied with the provisions of California Labor Code § 6401.7, which requires every employer to adopt a written injury and illness prevention program.

D. Consultant shall pay all taxes, assessments and premiums under the federal Social Security Act, any applicable unemployment insurance contributions, Workers Compensation insurance premiums, sales taxes, use taxes, personal property taxes, or other taxes or assessments now or hereafter in effect and payable by reason of or in connection with the services to be performed by Consultant.

The City is not responsible or liable for Consultant’s failure to comply with any and all of its requirements under this section and Agreement.

21. Political Reform Act Economic Interests. If City determines Consultant comes within the definition of Consultant under the Political Reform Act (Government Code §87100), Consultant shall complete and file and shall require any other person doing work under this Agreement to complete and file a “Statement of Economic Interest” with the Clerk of the City of Monte Sereno disclosing Consultant and/or such other person’s financial interests.

WITNESS WHEREOF this Agreement is executed by City and by Consultant on this 27th day of December, 2024, at Monte Sereno, California.

CONSULTANT: CITY OF MONTE SERENO:

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7 ___________________________ ____________________________ By: Donya Amiri Diana Perkins, Interim City Manager
AIM Engineering Consultants, Inc.

APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Kirsten Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk Docusign Envelope ID: 4D8F8877-193F-4188-BCCF-7ECBF43DF776

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8 EXHIBIT “A”

SCOPE OF WORK AND RATE SHEET
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AIM Engineering Consultants, Inc. 1
5424 Sunol Blvd, Ste 10-256, Pleasanton, CA 94566 | (925) 495-1234 | [email protected] City of Monte Sereno
AIM Engineering Consultants, Inc.

Public Works Director/City Engineer Staff Augmentation
& Transportation Engineering Professional Services
Diana Perkins December 27, 2024
Interim City Manager
City of Monte Sereno, California
18041 Saratoga-Los Gatos Road
Monte Sereno, CA 95030
Dear Ms. Perkins,
Thank you for the opportunity to submit a proposal for staff augmentation services for the City of Monte Sereno. AIM Engineering Consultants, Inc. (AIM) is pleased to support the City by staffing the role of Public Works Director – City Engineer.

We are fully equipped to provide all engineering services typically associated with this role, including daily tasks such as plan reviews and stormwater program management, as well as overseeing Capital Improvement Projects (CIPs), preparing Requests for Proposals (RFPs), and managing other high-priority City programs and projects. Our team is ready to support the City in effectively managing every aspect of both current and future projects.

With over 15 years of experience working directly for local jurisdictions in the Bay Area, we have successfully managed many engineering roles for cities like Monte Sereno, have led numerous complex modernization projects, and have successfully led agency grant-funded programs from inception through close-outs.

AIM is licensed, insured, and certified. Our team of licensed engineers are very familiar with California design standards, stormwater compliance, plan checking and helping move applications through to permitting and construction. We will work closely with you to ensure all Monte Sereno standards are met and the department is efficiently managed.

Donya Amiri, PE, TE, will serve as the Principal-in-Charge and assume the role of Public Works Director–City Engineer for the City of Monte Sereno. She will oversee all aspects of engineering tasks, projects, and programs. Additionally, she will be managing project work load, scheduling, and ensuring the successful completion of all projects and assigned tasks.

Scope of Services:

Our team has extensive experience working with municipalities on a wide range of Public Works projects and programs, along with providing exceptional customer service to constituents. AIM Engineering Consultants, Inc. is prepared to provide comprehensive consulting services to the City of Monte Sereno, including but not limited to:
v Engineering plan review
v Stormwater program management
v Speed Survey RFP preparation and project management
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AIM Engineering Consultants, Inc. 2
5424 Sunol Blvd, Ste 10-256, Pleasanton, CA 94566 | (925) 495-1234 | [email protected] City of Monte Sereno
AIM Engineering Consultants, Inc.

Public Works Director/City Engineer Staff Augmentation
& Transportation Engineering Professional Services
v Preparation of plans, specifications, estimates, and reports for various CIP projects including, but not limited to:
o Complete Streets Projects
o Transportation CIP Projects
o Street resurfacing projects
o Street striping project
o Pathway improvement projects
o Crosswalk/ADA improvement projects
o Concrete repair projects
v Quality assurance and document control
v Coordination with various city departments, utility companies and various jurisdictions v Field inspections and inspection reports
v Preparation of grant applications
v Administration of Federal Grants
v Review of plans, specifications, estimates, and reports v Traffic counts
Fee Structure:

The fee schedule below outlines AIM’s hourly rates for staff, along with notes on annual escalation rates and standard markup for typical expenses.

Title Rate per Hour
Principal-in-Charge/Specialist $240.00
Civil Engineer, Electrical Engineer, or Traffic Engineer $220.00 Project Manager $200.00
Design Engineer $180.00
Inspector $175.00
Technician $150.00
QA/QC $190.00
Clerical/Admin Support $90.00
Note:

Direct Expense markup 10%
Annual Escalation of Hourly Rates, starting Jan 1 7%
3rd Party services markup 15%
Proposed Staff:

AIM Principal-in-Charge is Donya Amiri, PE, TE and other additional staff are available upon project needs. 2024 Rate Sheet
* Expenses include project related costs such as postage, delivery service, transportation, and materials. * All mileage rates will be based upon current IRS standard rates. Travel fee is per hour, door to door. * Payment terms shall be net 30 days. Late fee of 5% charged per month.

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AIM Engineering Consultants, Inc. 3
5424 Sunol Blvd, Ste 10-256, Pleasanton, CA 94566 | (925) 495-1234 | [email protected] City of Monte Sereno
AIM Engineering Consultants, Inc.

Public Works Director/City Engineer Staff Augmentation
& Transportation Engineering Professional Services
Donya Amiri, PE, TE, will serve as the Principal-in-Charge for this role and will perform all duties of the City Public Works Director-City Engineer role. As needed, she may assign additional AIM personnel at her discretion. The titles and hourly rates of all personnel are outlined in our fee schedule above. Together, our team is committed to providing timely, professional, and comprehensive engineering services to address any need the City of Monte Sereno may have.

In conclusion, AIM Engineering Consultants, Inc. greatly appreciates the opportunity to submit our proposal and fee structure for the role of Public Works Director–City Engineer for the City of Monte Sereno. We look forward to your response and are excited to begin our collaboration and work in January 2025. If you have any questions, please feel free to reach out to me at [email protected] or (510) 673-6070.

Sincerely,
Donya Amiri, PE, TE
President/CEO
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1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT

BETWEEN AIM ENGINEERING CONSULTANTS, INC AND THE CITY OF

MONTE SERENO
This First Amendment to the Agreement for Professional Services (“First Amendment”) dated March 18, 2025 is made and entered into by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and AIM Engineering Consultants, Inc, a California corporation, hereinafter referred to as “Consultant”.

RECITALS
A. City and Consultant entered into an Agreement for Professional Services on dated December 27, 2024 ("Agreement") to provide consulting services; and B. In order to address the ongoing consulting needs, the City desires to maintain Consultant for certain professional services as set forth in the Agreement with an increased not to exceed amount of $200,000.

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

AGREEMENT

1. Section 5 of the Agreement is hereby amended to read as follows:
“Compensation: Compensation shall be made for services performed as set forth in Section 3, but not to exceed $200,000. Periodic payments to Consultant shall be made upon submittal of invoices by Consultant to City for review and approval by the City Manager or his designee. Invoices will be paid by City within a reasonable time after the invoices are received and approved. For purposes of this Agreement, a 30-day period shall be deemed a reasonable period..”

2. Except as expressly modified by this First Amendment, the Agreement remains in effect in its entirety and all of its terms shall be in full force. To the extent there is a conflict between the terms of the Agreement and the First Amendment, the terms of the First Amendment shall control.

3. This First Amendment may be executed in counterparts.

WITNESS WHEREOF this First Amendment is executed by City and by Consultant on this 18th day of March, 2025, at Monte Sereno, California.

CONSULTANT: CITY OF MONTE SERENO:

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2 ___________________________ ____________________________ By: Donya Amiri Diana Perkins, Interim City Manager
AIM Engineering Consultants, Inc
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Kirsten Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk Docusign Envelope ID: DC8F1C24-ADA8-4AC8-86A1-6BD2E3F75825

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3 Exhibit A
Docusign Envelope ID: DC8F1C24-ADA8-4AC8-86A1-6BD2E3F75825

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1 SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT

BETWEEN AIM ENGINEERING CONSULTANTS, INC AND THE CITY OF

MONTE SERENO
This Second Amendment to the Agreement for Professional Services (“Second Amendment”) dated October 7, 2025 is made and entered into by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and AIM Engineering Consultants, Inc, a California corporation, hereinafter referred to as “Consultant”.

RECITALS
A. City and Consultant entered into an Agreement for Professional Services on dated December 27, 2024 ("Agreement") to provide consulting services; and B. City and Consultant entered into Amendment #1 to the Agreement for Professional Services on March 18, 2025 with an increase in the not to exceed amount to $200,000.

C. In order to address the ongoing consulting needs, the City desires to maintain Consultant for certain professional services as set forth in the Agreement with an increase to the not to exceed amount of $300,000.

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

AGREEMENT

1. Section 5 of the Agreement is hereby amended to read as follows:
“Compensation: Compensation shall be made for services performed as set forth in Section 3, but not to exceed $300,000. Periodic payments to Consultant shall be made upon submittal of invoices by Consultant to City for review and approval by the City Manager or his designee. Invoices will be paid by City within a reasonable time after the invoices are received and approved. For purposes of this Agreement, a 30-day period shall be deemed a reasonable period..”

2. Except as expressly modified by this Second Amendment, the Agreement remains in effect in its entirety and all of its terms shall be in full force. To the extent there is a conflict between the terms of the Agreement and the Second Amendment, the terms of the Second Amendment shall control.

3. This Second Amendment may be executed in counterparts.

WITNESS WHEREOF this Second Amendment is executed by City and by Consultant on this 7th day of October, 2025, at Monte Sereno, California.

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2 CONSULTANT: CITY OF MONTE SERENO:

___________________________ ____________________________ By: Donya Amiri Diana Perkins, City Manager
AIM Engineering Consultants, Inc
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Kirsten Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Consideration to Authorize the City Manager to Execute First Amendment to the Professional Services Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services Recommendation(s):

Staff recommends that the City Council authorize the City Manager to execute the First Amendment (Attachment 2) to the Professional Services Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services.

Background Information:

On April 1, 2025 the City Council approved an agreement with M-Group for Associate Planner professional services three days a week for six months (Attachment 1). M-Group has been providing services to cover the day-to-day responsibilities of the City Planner position including reviewing development applications, completing building permit plan checks, responding to customer inquiries, and supporting the Site and Architectural Commission meetings (preparing staff reports, agendas, attending meetings, etc.).

This agreement was originally approved for six months in order to determine if three days a week was sufficient for these services. It has been approximately six months that the consulting planner has been working three days a week and this is a sufficient amount of time to complete the assigned tasks.

Staff recommends continuing this agreement for Planning Department Professional Services and amending the contract to remove the timeframe and maximum contract amount.

Fiscal Impact:

No fiscal impact is anticipated with this contract amendment as the budgeted funds for the vacant City Planner position are being used to support this consultant.

Public Noticing:

The City Council’s agenda was posted at City Hall and the agenda and this report was posted on the City’s website.

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Attachments:

1. Consultant Agreement M-Group-Planner-Signed

2. Amendment #1 to Professional Services Agreement with M-Group

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1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (“Agreement”) is made and entered into as of April 1, 2025 by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and Metropolitan Planning Group (M-Group), a California corporation, hereinafter referred to as “Consultant”.

RECITALS
A. City desires to retain Consultant for certain professional services as set forth in this Agreement.

B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement.

C. Consultant possesses the skill, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

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

AGREEMENT

1. Scope. City agrees to, and hereby does, retain Consultant to perform the professional services as outlined in the Scope of Work attached hereto and incorporated herein as Exhibit A.

Consultant’s work product shall be performed pursuant to generally accepted standards of practice in effect at the time of performance.

4. Time of Performance and Term: The services of Consultant are to commence upon execution of this Agreement and shall continue until this Agreement is amended or terminated.

5. Compensation: Compensation shall be made for services performed as set forth in Section 3, but not to exceed $93,600. Periodic payments to Consultant shall be made upon Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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Coverage shall be at least as broad as:

3. Workers’ Compensation: as required by the State of California, with Statutory Limits.

4. Professional Liability (Errors & Omissions): As appropriate to Consultant’s services, and not less than $1,000,000 per occurrence.

The insurance policies are to contain, or be endorsed to contain, the following provisions:

Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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Consultant shall require the insurer to provide City with 30-day prior notice of termination or material change in coverage and ten (10) days prior notice of cancellation for non-payment.

If Consultant fails to perform any of its obligations under this Agreement within the time Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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5 12. Assignment: The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant.

13. Binding on Successors: This Agreement is binding on the heirs, successors and assigns of the parties hereto.

17. Waiver: Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement.

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The City is not responsible or liable for Consultant’s failure to comply with any and all of its requirements under this section and Agreement.

WITNESS WHEREOF this Agreement is executed by City and by Consultant on this 1st day of April, 2025, at Monte Sereno, California.

CONSULTANT: CITY OF MONTE SERENO:

Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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7 ___________________________ ____________________________ By: Geoff Bradley, AICP Diana Perkins, Interim City Manager Metropolitan Planning Group
APPROVED AS TO FORM: ATTEST:
______________________________ ______________________________ Kirsten Powell, City Attorney Gloisy Gonzalez-Langarica, City Clerk Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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8 EXHIBIT “A”

SCOPE OF WORK AND RATE SHEET
Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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a new design on urban planning
policy planning  urban design  environmental review  historic preservation  community engagement  staffing solutions m-group.us campbell  santa rosa  berkeley
March 25, 2025
Diana Perkins
Interim City Manager
City of Monte Sereno
Via email: [email protected]
RE: Proposal- Associate Planner Temporary Staffing Assignment Dear Diana,
It is a pleasure to provide this proposal to the City of Monte Sereno for the services of an Associate Planner to support the Planning Department with development review and current planning tasks.

Associate Planner will be available 6-8 hours per day, 3 days per week, at the hourly rate of $150. It is anticipated that this contract will end after six months unless both the City and M-Group mutually agree to extend the duration. The Not-to-Exceed amount for this agreement is $93,600.

We look forward to expanding our relationship with the City of Monte Sereno and assisting with your staffing needs.

Sincerely,
GEOFF I. BRADLEY, AICP
Principal + President
[email protected]
408.340.5642 x102
ATTACHMENT A – SCOPE OF WORK + BUDGET
ATTACHMENT B – RATE SHEET
Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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a new design on urban planning
m-group.us campbell  santa rosa  berkeley

SCOPE OF WORK
M-Group will provide the City of Monte Sereno with an Associate Planner to aid the Planning Department with the following tasks.
▪ Provide public counter staffing
▪ Respond to zoning and general plan inquiries from the public, developers, and applicants ▪ Review and process discretionary permits
▪ Attend and present projects at meetings as needed

BUDGETXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Service Cost/Duration Note
Associate Planner $150/hour
6-8 hours per day As needed
3 days per week
26 weeks 6 months
TOTAL COST $93,600
Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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M-GROUP STAFF 2025 HOURLY RATES
Admin Analyst
Planning Tech $95
Assistant Planner
Assistant Environmental Planner
Assistant Urban Designer
Social Media Coordinator
$120
Associate Planner
Associate Environmental Planner
Associate Urban Designer
GIS Services
$150
Historic Preservation Specialist
Public Art Specialist $165
Senior Planner
Senior Project Manager
Senior Environmental Planner
Senior Urban Designer
$180
Principal Planner
Principal Project Manager
Principal Environmental Planner
Principal Policy Planner
Director of Urban Design
$200
Principal
Interim CDD $230-350
* M-Group will invoice the client by billable hours per month or percentage of task completed. * Hourly rates are subject to annual adjustment on January 1st. * M-Group adds a 10% administration fee to Subconsultant rates.

Docusign Envelope ID: B13B1B2B-27EB-4E53-8FE6-20DB171D7977

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1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT

BETWEEN M-GROUP AND THE CITY OF MONTE SERENO
This First Amendment to the Agreement for Professional Services (“first Amendment”) dated April 1, 2025 is made and entered into by and between the City of Monte Sereno, a California municipal corporation, hereinafter referred to as “City”, and Metropolitan Planning Group (M-Group), a California corporation, hereinafter referred to as “Consultant”.

RECITALS
A. City and Consultant entered into an Agreement for Professional Services on dated April 1, 2025 ("Agreement") to provide consulting services; and B. In order to address the ongoing consulting needs, the City desires to maintain Consultant for certain professional services as set forth in the Agreement.

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

AGREEMENT

1. Section 3 of the Agreement is hereby amended to read as follows:
“Consultant shall perform the services as specified in Exhibit A in a professional manner and without a determined expiration date. Any optional tasks listed shall not be performed by Consultant unless separately requested and prior authorization is provided in writing by the City Manager. Proceeding with such additional work without express authorization, or undertaking any other work not listed in Exhibit A, shall be at Consultant’s sole risk.

Consultant will not undertake any work that will incur costs in excess of the amount set forth in this paragraph without prior written amendment to this Agreement.”

2. Section 5 of the Agreement is hereby amended to read as follows:
“Compensation: Compensation shall be made for services performed as set forth in Section 3. Periodic payments to Consultant shall be made upon submittal of invoices by Consultant to City for review and approval by the City Manager or his designee. Invoices will be paid by City within a reasonable time after the invoices are received and approved.

For purposes of this Agreement, a 30-day period shall be deemed a reasonable period.”

3. Except as expressly modified by this First Amendment, the Agreement remains in effect in its entirety and all of its terms shall be in full force. To the extent there is a conflict between the terms of the Agreement and the First Amendment, the terms of the First Amendment shall control.

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2 4. This First Amendment may be executed in counterparts.

WITNESS WHEREOF this First Amendment is executed by City and by Consultant on this 7th day of October, 2025, at Monte Sereno, California.

CONSULTANT: CITY OF MONTE SERENO:

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

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: UNFINISHED BUSINESS
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Update on the City Council Adopted Goal to Increase Civic Engagement and Provide any Direction to Staff
Recommendation(s):

Staff recommends that the City Council receive the status update on the City Council adopted goal to Increase Civic Engagement and provide any direction to staff.

Background Information:

The Monte Sereno City Council conducted the annual Goal Setting Session on March 18, 2025 and provided direction on the goals to be adopted for the Fiscal Year 2025-2026. The adopted goals include a program to:

Increase civic engagement and resident involvement in the community, including possible partnership with leadership Los Gatos.

At the August 5, 2025 City Council meeting, the Council approved the expenses for up to two Monte Sereno residents to participate in the 2025-2026 Leadership Los Gatos Program. This portion of the Civic Engagement goal was considered earlier in order to meet the application deadline for the Leadership Los Gatos Program which was the end of August.

This discussion item was rescheduled from the September 2, 2025 City Council meeting.

Analysis:

Several opportunities to increase civic engagement and to build community have been suggested including the following items:
 Veterans Memorial – A Veterans memorial was planned to be included in the Community Center remodel project. However, since that project has been placed on hold, an alternative Veterans Memorial could be considered.  Community Benches – A program fund benches in the front yard of properties in Monte Sereno could provide an opportunity to build community relationships by providing an opportunity for residents to meet each other while on walks or in their front yards.

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 Birdhouses – Encouraging residents to put up birdhouses in their yards as well as installing birdhouses on street sign polls could be an opportunity to build community.  Walkability – Several areas of Monte Sereno have limited walkability and connection to other portions of the city due to the layouts of the streets, which includes many dead end streets. Looking into ways to improve walkability within the city, including connecting dead end streets could be another way to improve community connectivity.

Council may want to consider the above items as well as other opportunities to increase civic engagement and provide any direction to staff.

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 will occur in reviewing the status of this City Council goal.

Public Noticing:

Attachments:

1. Council Adopted Goals for Fiscal Year 2025-2026

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Council Adopted Goals for Fiscal Year 2025-2026

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Goals
I. Provide Quality Public Service

1. Plan the Green Stormwater Infrastructure project required by State law.

2. Review and amend City of Monte Sereno Financial Policies:
a. Review and amend, if required, the City of Monte Sereno’s investment policy. b. Develop and implement timely updates to the financial transparency system for residents.

3. Implement a cloud-based, fully integrated financial reporting and human resource information system for government entities to:
a. Improve financial reporting and human resources management at the City of Monte Sereno. b. Utilize time reporting functionality for all personnel and support human resources requirements. c. Address and resolve internal control weaknesses.
d. Develop, document, and implement financial accounting policies and procedures with the new financial reporting system. e. Convert and migrate minimal, yet sufficient, data to the new financial reporting system and human resources information system.

4. Increase civic engagement and resident involvement in the community, including possible partnership with leadership Los Gatos.

5. Review and improve the City of Monte Sereno website with easier access to historical minutes and recordings.

II. Maintain Community Character

1. Update the General Plan.

2. Continue to implement programs in the adopted Housing Element.

III. Enhance Mobility for Residents

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1. Improve walkability throughout the City.

Council Adopted Goals for Fiscal Year 2025-2026

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Goals
IV. Maintain Community Safety

1. Improve wildfire prevention and preparedness:

A. Establish evacuation routes, inform the community of these locations, and plan for their maintenance.

B. Increase awareness of fire danger due to poorly maintained vegetation and promote the importance of defensible space around structures.

C. Work with Saratoga, Los Gatos, and elected officials to coordinate efforts to reduce fire hazard risks on Highway 9.

D. Consider requiring any eucalyptus trees on a property to be removed when an application for a new house is received.

E. Consider expanding the exterior home hardening requirements of the California Residential Code to apply to all properties in the City and not just those within the High or Very High Fire Hazard Severity Area.

F. Adopt an updated Annex to the Santa Clara Wildfire Protection Plan to plan for programs in Monte Sereno.

G. Recruit 10 additional CERT members, with a focus on residents that live near City Hall.

H. Consider outfitting the shed at City Hall to serve as an NICP.

I. Consider establishing a commission or committee to work on wildfire prevention and preparedness issues.

2. Install of Flock cameras citywide.

3. Finalize the agreement with Los Gatos for law enforcement services.

V. Enhance Environmental Sustainability
A. Promote low-water and low-fire landscaping alternatives for residents.

B. Encourage water conservation and support the move to lower carbon emissions in Monte Sereno.

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STAFF REPORT
Meeting: City Council - Oct 07 2025
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Consider and Approve City Council Committee/Commission Reassignments for Calendar Year 2025
Recommendation(s):

Staff recommends that the City Council consider and approve Committee/Commissions reassignments due to the resignation of Vice Mayor Ellahie and the appointment of Council Member Toren.

Background Information:

The City Council approved committee/commission assignments for calendar year 2025 on January 7, 2025 and revised the alterative appointment for Silicon Valley Clean Energy (SVCE) Board on March 18, 2025. The Council also amended the committee/commission assignments at the August 5, 2025 meeting after Council Member Wolsheimer resigned and Council Member Allan was appointed.

Since the most recent approval of these assignments, Vice Mayor Ellahie resigned in August 2025 and Council Member Toren was appointed in September 2025. Council may consider reassigning the following Committee/Commission assignments which were previously assigned to former Vice Mayor Ellahie:
 Santa Clara County Cities Association – Board of Directors – Primary  Santa Clara County Cities Association – Legislative Action Committee – Primary  Santa Clara County Cities Association – City Selection Committee - Primary  Santa Clara County Library District JPA Government Board – Alternate  Silicon Valley Animal Control Authority Board – Alternate  Silicon Valley Clean Energy Authority Board – Alternate California Environmental Quality Act:

This matter is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).

Fiscal Impact:

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There are no unbudgeted fiscal impacts with this agenda item.

Public Noticing:

Attachments:

1. Commissions and Committees 8-5-2025

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Page 1 of 2 ends

Monte Sereno City Council
Commissions and Committees
Updated: August 5, 2025
Commission/Committee 2025 Assignments
Primary Alternate
Association of Bay Area Governments Allan Shannon
League of California Cities Peninsula Division Allan Craig Santa Clara County Library District JPA Government Board Craig Vacant Santa Clara County Cities Association – Board of Directors Vacant Allan Santa Clara County Cities Association – Legislative Action Committee Vacant Allan Santa Clara County Cities Association – City Selection Committee Vacant Allan Santa Clara County VTA Polic Advisory Board Mekechuk Craig Santa Clara Valley Water Commission Shannon Mekechuk Silicon Valley Animal Control Authority Board Allan Vacant Silicon Valley Clean Energy Authority Board Mekechuk Vacant

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Commission/Committee 2025 Assignments
Primary Alternate
West Valley Stormwater Authority Board Mekechuk Shannon West Valley Solid Waste Management Authority Board Mekechuk Shannon West Valley Sanitation District Board Shannon CraigMonte Sereno Youth Commission – Council Liaison Craig Mekechuk West Valley Mayors and Managers Group Craig Allan Silicon Valley Regional Interoperability Authority N/A Craig Santa Clara County Mayors Group Craig Vacant

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

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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 Warrant List DP N Consent Calendar
Treasurer 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
Adoption 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
DP Y Consent Calendar
Authorize the City Manager to Execute an Agreement with Los Gatos‐Monte Sereno Safe Routes to School, Inc. for Providing Services Eligible Under Santa Clara Valley Transportation Authority’s 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program
DA N Consent Calendar
Adopt Resolution No. 25-### Approving the Fiscal Year 2025-26 Salary Schedule to comply with the California Public Employees’ Retirement System (CalPERS) Statutory and Regulatory Requirements for Compensation and Publicly Available Salary Schedules
DP N 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
Introduction and Waiver of First Reading of Ordinance No. NS-###, an Ordinance of the City Council of the City of Monte Sereno Amending Municipal Code Section

12.03.020.A to Reduce the Number of Youth Commissioners GGL N New Business
Appointment of 2025-2026 Youth Commissioners GGL N New Business July 1, 2025
July 15, 2025
Meetings Cancelled
August 5, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

Page 7 of 10 ends

Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Adoption of Ordinance NS-246, and Ordinance of the City Council of the City of Monte Sereno Amending the Municipal Code Section 12.03.020.A and 12.03.020 to Decrease the Number of Youth Commissioners and Amend the Appointment Process
DP 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
Consider and Appoint One (1) Additional Member to the 2025-2026 Monte Sereno Youth Commission
GGL N Unfinished
Business
Consideration of Nominees Citizen of the Year Award GGL N New Business League of California Cities Annual Conference Voting Delegate GGL N New Business Discuss Potential Police Service Parcel Tax Ballot Measure DP N New Business Appointment to Fill One Vacancy on the Monte Sereno Site and Architectural Commission for an Unexpired Term Ending December 31, 2026 GGL N New Business
Consider and Approve City Council Committee/Commission Reassignments for Calendar Year 2025
DP N New Business
Consider the Opportunity for up to two Monte Sereno Residents to Participate in the 2025-2026 Leadership Los Gatos Program
DP N New Business
Consider and Accept the Fiscal Year 2023-2024 Financial Audit Report DP N New Business Consider Approval of Updated Job Descriptions DP N New Business August 19, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Consider Amending Resolution 25-3936 to Increase the Number of Youth Commissioners for the 2025-2026 School Year from Seven to Nine GGL N Consent Calendar
FY 24-25 Pavement Improvement Project Acceptance DA N Consent Calendar Application 2025-3034 for a Site Development Permit for a single-story addition of approximately 829 square feet and a second-story addition of approximately 1,289 square feet and a Variance application for reduced side yard setback of 22 feet where 25 feet is required at 17951 Saratoga Los Gatos Road. (CEQA:

Exempt, Guidelines sections 15302, 15303)
DP Y Public Hearing
Application 2025-3042 for a Tentative Parcel Map to subdivide one lot into two lots at 15541 Palos Verdes Drive. (CEQA: Exempt, Guidelines sections 15315) DP Y Public Hearing
Consider and Appoint Three (3) Additional Members to the 2025-2026 Monte GGL N Unfinished

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

Page 8 of 10 ends

Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Sereno Youth Commission Business
Selection of Vice Mayor to Fill the Recently Vacated Position DP N New Business Filling the Vacant Council Seat DP N New Business
Consider Establishment of and Appointment to the Monte Sereno City Council Potential Police Service Parcel Tax Ad Hoc Committee
DP N New Business
Update on the City Council Adopted Goal to Improve Wildfire Prevention and Preparedness and Provide any Direction to Staff
DP N New Business
City Manager’s Quarterly Report DP N New Business
September 2, 2025 Finance Reports Warrant list DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
Discuss Civic Engagement / Building Community DP N Unfinished Business
Consideration of a Letter of Opposition to SB 707 (Durazo) Open Meetings:

Meeting and Teleconference Requirements
DP N New Business
Receive the Informational Update from the Improving Finance Controls and Reporting Ad Hoc Committee
DP N New Business
September 16, 2025 Interview and Appointment to Fill Vacant City Councilmember Seat DP N New Business Special Meeting
September 16, 2025 County Sales Tax Ballot Measure N Presentation Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Proclamation recognizing September as Childhood Cancer Awareness Month GGL N New Business October 7, 2025 Santa Clara County Fire Department Semi-Annual Public Safety Report Fire N Presentation Fire District Overview Fire N Presentation
Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

Page 9 of 10 ends

Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Consideration to Authorize the City Manager to Execute the Second Amendment 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 First Amendment to the Professional Services Agreement with Metropolitan Planning Group (M-Group) for Planning Department Professional Services
DP N Consent Calendar
Discuss Civic Engagement / Building Community DP N Unfinished Business
Consider and Approve City Council Committee/Commission Reassignments for Calendar Year 2025
DP N New Business
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
Acceptance Report for Pavement Improvement DA N Consent Calendar Introduction of an Ordinance to Review/Reconsider projects that require a Planning Department Site Development Permit
DP Y Public Hearing
Safety Element Adoption DP N Unfinished
Business
Consider Approval of Updated Job Descriptions DP N New Business City Manager’s Quarterly Report DP N New Business
November 4, 2025 Finance Reports DP N Consent Calendar
Meeting Minutes GGL N Consent Calendar
Adoption of an Ordinance to Review/Reconsider projects that require a Planning Department Site Development Permit
DP N Consent Calendar
Building Code Adoption Intro DP Y Public Hearing
Update Report from Ad Hoc on Ballot Measure N New Business Review of the Council Policy for Regulations and Guidelines for the Conduct of Public Meetings
DP N New Business
November 18, 2025 Finance Reports DP N Consent Calendar Meeting Minutes GGL N Consent Calendar

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Monte Sereno City Council
2025 Tentative Council Meeting Calendar
Updated: October 2, 2025

Page 10 of 10 ends

Council Meeting
Date
Agenda Item Staff Public
Hearing?
Agenda
Category
Adoption of Building Code DP N Public Hearing
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 Youth Commission Report GGL N New Business
December 16, 2025 Finance Reports DP N Consent Calendar Meeting Minutes GGL N Consent Calendar
Declaring Weeds a Public Nuisance GGL N Consent Calendar Supplemental Law Enforcement Service Fund (SLESF) GGL N Consent Calendar Consider and Set City Council Meeting Dates for 2026 GGL N New Business Council Nomination of Mayor and Vice Mayor DP N New Business Recognition of Outgoing Betters Streets Commissioners and Site and Architectural Commissioners
DP N New Business
Committee/Commission Assignments for CY2026 DP N New Business

Page 88 of 88 ends

Monte Sereno City CouncilOctober 7, 2025

Monte Sereno City Council
October 7, 2025