AGENDA
City of Monte Sereno
Tuesday, October 6, 2026
City Council
6:00 PM
Monte Sereno City Council Chambers - 18041 Saratoga -
Los Gatos Road, Monte Sereno, Ca 95030
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Any member of the public who needs accommodations should email or call the City Manager who will use their 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.
Page
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
ORDERS OF THE DAY
The Mayor, or a majority of the Council by vote, may change the order of business, except for public hearings on the agenda for a set time.
PRESENTATIONS
1. Santa Clara County Fire Department Annual Presentation Santa Clara County Fire Presentation
4 - 14
ANNOUNCEMENTS
(Council Member announcements or individuals invited by Council to make announcement)
JPA/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.
ORAL COMMUNICATIONS
Persons wishing to address the City Council on any matter of City business not listed on the agenda may do so at this time. The Council generally may not discuss or take action on matters raised during this portion of the meeting, but may direct staff to follow up. This portion of the agenda is limited to 30 minutes to ensure that all agenda items are heard. Each speaker is allowed up to three minutes, unless additional time is authorized by the Mayor. If additional speakers are unable to speak during the initial Verbal Communications period, the Mayor may open an additional Verbal Communications period prior to adjournment.
WRITTEN COMMUNICATIONS
Copies of communications have been provided to Council for review prior to this meeting. Council Members desiring to read or discuss any written communication may do so at this time. No action may be taken except to place a particular item on a future agenda for Council consideration.
CONSENT CALENDAR
It is recommended that all items listed below be acted on simultaneously unless separate discussion and/or action is required by a Councilmember. One public comment period will be provided, although speakers speaking on more than one item may be allocated additional time by the Mayor or a majority of the Council.
2. Approve the Minutes of the September 15, 2026 Special and Regular City Council Meeting
Staff recommends approval of the Minutes of the September 15, 2026 Special and Regular City Council Meeting.
Staff Report - SR-26-169 - Pdf
15 - 22
3. Approve Warrant List Dated October 6, 2026 in the Amount of $528,018.11
Staff recommends the City Council approve the Warrant List.
Staff Report - SR-26-170 - Pdf
23 - 26
PUBLIC HEARINGS
UNFINISHED BUSINESS
NEW BUSINESS
4. Adopt the City of Monte Sereno Community Wildfire Protection Plan (Annex 8 of the Countywide Community Wildfire Protection Plan) Staff recommends that the City Council adopt the City of Monte Sereno Community Wildfire Protection Plan (Annex 8 of the Countywide Community Wildfire Protection Plan).
Staff Report - SR-26-166 - Pdf
27 - 47
5. Review the Draft Financial Policies and Provide Direction to Staff Staff recommends that the City Council review the draft financial policies and provide direction to staff.
Staff Report - SR-26-167 - Pdf
48 - 92
6. Consider Appointment of a Council Member and Youth Commissioner to the Los Gatos High School Binge Drinking Prevention Task Force.
Staff recommends that the City Council consider appointing a Council Member to the Los Gatos High School Binge Drinking Prevention Task Force and Authorize the Youth Commission to appoint a member to the Task Force.
Staff Report - SR-26-168 - Pdf
93 - 95
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
7. Final Annual Storm Water Permit Report FY 25-26 96 - 203
COMPLETION OF ORAL COMMUNICATION FROM THE PUBLIC
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.
8. Council Tentative Council Meeting Calendar 2026 204 - 212
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]
CITY OF MONTE SERENO UPDATE
October 2026
EVACUATIONS: KNOW YOUR ZONE
YOUTUBE.COM/@SCCFIREDEPT
2025/26 FISCAL YEAR – CALLS BY TYPE
Call Type # Unique
Incidents
Ave. Call
Process Time
Ave. Turnout
Time
Ave. Total
Reflex Time
EMS 124 1:25 1:18 5:08
Fire 1 2:29 1:51 5:02
Fire Alarm 33 0:54 1:26 5:20
Haz. Condition 9 2:25 1:34 5:35
Rescue 1 n/a n/a n/a
Service 63 1:48 1:23 6:24
TOTAL/Average 231 1:30 1:19 5:20
TOTAL CALL VOLUME – 5-YEAR FY COMPARISSON
0 50
100
150
200
250
300
350
FY 21-22 FY 22-23 FY 23-24 FY 24-25 FY 25-26
CALLS
FISCAL YEAR TOTAL CALLS
21-22 249
22-23 301
23-24 260
24-25 244
25-26 231
FIRE PREVENTION ACTIVITIES
Wildland Urban Interface Inspections
• 47 VHFHSZ parcels require WUI inspections
• 308 1st/initial inspections (includes all FHSZ) assigned to engine companies
• 100% of 1st/initial inspections completed
• 1 non-compliant property identified
• 0 properties remain out of compliance and none were referred to the City Code Enforcement
Hydrant Inspections
• 182 hydrant inspections were assigned / 116 completed to date State Mandated Inspections
• 3/3 state mandated inspections assigned / 100% completed
2025/26 ACCOMPLISHMENTS
Pre-Fire Management & Wildfire Resilience Program
• Community Wildfire Specialist
• Grew Vasona Crew from 8 to 12 positions
• Collaborations with County Parks (Sanborn Park & Camp Stuart) • Attended Wildfire Safety Town Hall (Liccardo) (Abe-Koga) • Community Wildfire Protection Plan complete and will serve as a planning document
• Monte Sereno Annex in revision
COMMUNITY EDUCATION
2025/26 Fiscal Year
• 4 programs offered reaching 41 community
members
Upcoming
• Hands-Only CPR
Oct. 22 at 10 a.m. (Monte Sereno City Hall)
• Be Ready: Be Prepared for Disasters
Oct. 22 at 4 p.m. (online)
Register online: sccfd.eventbrite.com
CAPITAL IMPROVEMENTS: APPARATUS
New Apparatus
• Engine 67 (Vineyard)
• Engine 370 (Casa De Fruta)
Coming in 2026/27
• Truck 74
• Water Tender 76
• Engine 69, 75, 78, 79, 81, 83,
• Engine 77
• Command Vehicle Fleet
CAPITAL IMPROVEMENTS: FACILITIES
Coming to Quito Fire Station in 2027
• Complete shower restroom renovation
• Replacement of all windows
• Replacement of ceiling tile and related drywall work, patching and painting
• New can lights on dimmer switches will be installed in the dormitory and day room space
• New fence and asphalt will be installed on the patio to provide privacy for the patio and day room windows, and to remedy broken concrete.
2026 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 planning for Sycamore site to
accommodate fleet and training needs
• Evaluate and plan for future fire station needs to
address response capability needs
THANK YOU
Dennis Lollie, Assistant Chief
Santa Clara County Fire Department
408.378.4010
[email protected]
STAFF REPORT
Meeting: City Council - Oct 06 2026
Agenda Heading: CONSENT CALENDAR
Staff Contact: Gloisy Gonzalez-Langarica, City Clerk
Department: City Clerk
Title: Approve the Minutes of the September 15, 2026 Special and Regular City Council Meeting
Recommendation(s):
Staff recommends approval of the Minutes of the September 15, 2026 Special and Regular City Council Meeting.
Fiscal Impact:
There are no unbudgeted fiscal impacts with this agenda item.
Public Noticing:
The City Council’s agenda was posted at City Hall and the agenda and this report appear on the City’s website.
Attachments:
09-15-26 Special Meeting Minutes DRAFT
09-15-26 Regular Meeting Minutes DRAFT
MONTE SERENO CITY COUNCIL
MEETING MINUTES
SPECIAL MEETING
5:00 p.m.
September 15, 2026
MEETING CALLED TO ORDER
At 5:00 p.m., Mayor Allan called the meeting to order.
ROLL CALL
Present – Chambers: Councilmember Toren, Councilmember Mekechuk (Arrived at 5:02 PM), Councilmember Craig, Vice Mayor Shannon and Mayor Allan Present – Remote: None
Absent: None
Staff: City Clerk Gonzalez-Langarica, City Attorney Powell, City Manager Perkins
Staff – Remote: None
PUBLIC COMMUNICATION REGARDING CLOSED SESSION ITEMS
Mayor Allan opened the item for Public Comment. With no one wishing to speak, Public Comment was closed. The City Council adjourned to Closed Session at approximately 5:03 p.m.
RECESS TO CLOSED SESSION
1. Existing Litigation Pursuant to Government Code § 54956.9(d)(1): Leonardis v. City of Monte Sereno
Santa Clara County Superior Court Case No. 26CV498584
Staff present- City Attorney Powell, City Manager Perkins and Labor Counsel
RECONVENE TO OPEN SESSION
The City Council reconvened to Open Session at approximately 5:57 p.m. with Mayor Allan, Vice Mayor Shannon, Councilmember Mekechuk, Councilmember Craig and Councilmember Toren.
CLOSED SESSION REPORT
Mayor Allan stated that there were no reportable actions.
ADJOURN
The meeting of the Special City Council Meeting adjourned at approximately 5:58 p.m.
Lionel M. Allan, Mayor
ATTEST:
Gloisy Gonzalez-Langarica, City Clerk
MONTE SERENO CITY COUNCIL MEETING MINUTES
REGULAR MEETING
7:00 p.m.
September 15, 2026
MEETING CALLED TO ORDER
At approximately 6:04 p.m., Mayor Allan called the meeting to order.
PLEDGE OF ALLEGIANCE
Council lead the Pledge of Allegiance.
ROLL CALL
Present – Chambers: Councilmember Toren, Councilmember Craig, Councilmember Mekechuk, Vice Mayor Shannon and Mayor Allan
Present – Remote: None
Absent: None
Staff: City Clerk Gonzalez-Langarica, City Attorney Powell, City Manager Perkins
Staff – Remote: None
ORDERS OF THE DAY
Mayor Allan requested, with the concurrence of the City Council, that Items 5 and 6 be moved to the beginning of the agenda. The Council agreed.
NEW BUSINESS
5. Consideration of a Letter of Support for the Los Gatos-Monte Sereno Police Department to be sent to the City of Saratoga Mayor and City Council
City Manager Perkins provided a staff report.
Los Gatos-Monte Sereno Police Chief Jamie Field and Captain Albin were present to provide additional information and respond to questions from the City Council.
Discussion ensued.
Mayor Allan opened the Item for Public Comment. With no one wishing to speak, Mayor Allan
closed Public Comment.
MOTION: Motion by Councilmember Mekechuk to authorize Mayor Allan to sign the letter on behalf of the City of Monte Sereno expressing support for the proposed expansion of Los Gatos-Monte Sereno Police Department services to the City of Saratoga. Seconded by Councilmember Craig.
VOTE: Motion passed. (5-0-0)
6. Youth Commission – Presentation of 2026–2027 Goals and Priorities City Clerk Gonzalez-Langarica provided a staff report.
Youth Commission Chair Singh and Vice Chair Zeidler presented the Commission's proposed goals and priorities for the 2026–2027 program year.
Discussion ensued.
Mayor Allan opened the Item for Public Comment. With no one wishing to speak, Mayor Allan closed Public Comment.
The City Council thanked the Youth Commission for its presentation and expressed appreciation for the Commissioners' continued service and engagement. Staff indicated that the Youth Commission would provide additional updates to the City Council during the year.
No action was taken.
PRESENTATIONS
None.
ANNOUNCEMENTS
None.
JPA/COMMITTEE/COMMISSION REPORTS
Councilmember Toren reported that Silicon Valley Animal Control Authority has a meeting next week but noted that Mayor Allan would represent the City during his attendance at the League of California Cities conference in Anaheim. Councilmember Toren also shared that at the Valley Transportation Authority Policy Advisory Committee meeting, the 2027 Transportation Service Plan was approved. They also approved the One Seat Ride Program, which allows ADA paratransit riders to travel across transit agency boundaries in a single vehicle without transferring. Councilmember Toren reported that at the Cities Association meeting, they had a presentation from the League of Women Voters regarding statewide ballot measures and a presentation from the Valley Regional Interoperability Authority regarding its regional public safety communications network for police, fire, emergency medical services, and other emergency personnel.
Vice Mayor Shannon reported that she attended the West Valley Sanitation District Board meeting and stated there were no items of particular interest to report.
Mayor Allan reported that he will be attending the upcoming Silicon Valley Animal Control Authority meeting on behalf of Councilmember Toren and will also attend the monthly Mayors and Managers meeting the following day.
Councilmember Craig had nothing to report.
Councilmember Mekechuk reported on his attendance at a GovAI meeting in San Jose and stated that he planned to meet with a representative from Portola Valley regarding opportunities for smaller cities to collaborate. Councilmember Mekechuk also reported on the West Valley Stormwater Authority and Solid Waste Management Authority meeting on September 3rd in the City Council Chambers. He provided updates regarding Silicon Valley Clean Energy, including an upcoming ribbon-cutting ceremony for its new building in Sunnyvale.
ORAL COMMUNICATIONS
None.
WRITTEN COMMUNICATIONS
None.
CONSENT CALENDAR (TO BE ACTED UPON BY A SINGLE MOTION)
1. Approve the Minutes of the September 1, 2026, Special and Regular City Council Meeting
2. Approve Warrant List Dated September 15, 2026, in the Amount of $61,956.08
3. Receive the Treasurer’s Report for the month ending July 2026
4. Adoption of Ordinance No. NS-251 An Ordinance of the City Council of the City of Monte Sereno Amending Title 4 of the Monte Sereno Municipal Code to Repeal Chapter 4.16 (Social Gatherings) and Replace It with a New Chapter 4.16 (Social Host Ordinance) Vice Mayor Shannon requested that Item 4 be removed from the Consent Calendar and be voted on separately.
Mayor Allan opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Allan closed Public Comment.
MOTION: Motion by Councilmember Mekechuk to approve Item #1 through #3 in the Consent Calendar. Seconded by Councilmember Craig.
VOTE: Motion passed. (5-0-0)
4. Adoption of Ordinance No. NS-251 An Ordinance of the City Council of the City of Monte Sereno Amending Title 4 of the Monte Sereno Municipal Code to Repeal Chapter 4.16 (Social Gatherings) and Replace It with a New Chapter 4.16 (Social Host Ordinance) Mayor Allan opened the Consent Calendar for Public Comment. With no one wishing to speak, Mayor Allan closed Public Comment.
MOTION: Motion by Councilmember Toren to approve Item #4 in the Consent Calendar. Seconded by Councilmember Craig.
VOTE: Motion passed. (4-1-0 Noes: Shannon)
PUBLIC HEARING
None.
UNFINISHED BUSINESS
None.
NEW BUSINESS
7. Consideration of a Letter to the California Public Utility Commission Regarding San Jose Water Company’s Per- and Polyfluoroalkyl Substances (PFAS) Rate Application (26-04-010) City Manager Perkins provided a staff report.
Discussion ensued.
Mayor Allan opened the Item for Public Comment. With no one wishing to speak, Mayor Allan closed Public Comment.
MOTION: Motion by Councilmember Mekechuk to authorize him to work on drafting a letter regarding the San Jose Water Company rate increase, with review by the City Attorney and Mayor, and authorization for the Mayor to sign the letter on behalf of the City. Seconded by Councilmember Toren.
VOTE: Motion passed. (5-0-0)
COUNCILMEMBER COMMENTS
Councilmember Mekechuk commented that he was pleased with the Youth Commission's presentation and the support provided to the Commission by the City Council.
Councilmember Toren reported on his attendance at an Oktoberfest event sponsored by KCAT Public Media and recognized Councilmembers who volunteered at the event. He noted that proceeds from the event support KCAT programs and community services and recognized the City of Monte Sereno's sponsorship. Councilmember Toren also reported on attending a Lions Club event, noting that proceeds benefit mental health programs at local high schools.
Mayor Allan commented on the upcoming Coffee with a Cop event and recognized the Los Gatos Coffee Roasting Company for hosting the event at no cost to the City or Police Department.
CITY MANAGER’S REPORT
City Manager Perkins reminded the City Council that Coffee with a Cop would be held the following morning from 7:00 a.m. to 9:00 a.m. City Manager Perkins also reported that the City's Annual Pavement Improvement Project was out to bid with bids due the following Monday. Staff anticipated bringing a contract to the City Council the following month.
COMPLETION OF ORAL COMMUNICATION FROM THE PUBLIC
None.
FUTURE AGENDA ITEMS
10. Council Tentative Council Meeting Calendar 2026
Councilmember Toren requested that an item regarding participation in the Los Gatos High School Binge Drinking Prevention Task Force be placed on the next City Council agenda. The request included consideration of appointing a Councilmember and authorizing a Youth Commissioner to participate on behalf of the City.
Staff confirmed that the item is scheduled for the October 6, 2026 City Council meeting and that staff had been in communication with the school district.
Council discussed allowing the Youth Commission to select its own representative with the City Council authorizing that Youth Commissioner to represent the City.
ADJOURN
Mayor Allan adjourned the meeting at approximately 6:59 p.m.
Lionel M. Allan, Mayor
ATTEST:
____________________________________
Gloisy Gonzalez-Langarica, City Clerk
STAFF REPORT
Meeting: City Council - Oct 06 2026
Agenda Heading: CONSENT CALENDAR
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Approve Warrant List Dated October 6, 2026 in the Amount of $528,018.11 Recommendation(s):
Staff recommends the City Council approve the Warrant List.
Analysis:
The Warrant List includes payments to be made to vendors for goods and services procured by the City. The attached report lists each payment to be made by vendor, amount, and by accounting fund.
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 October 6, 2026
9/30/2026 1:54:11 PM ***The payables contained in this report are in an open packet, and have not posted to the General Ledger*** Page 1 of 3 Warrant List 10/6/2026 - Invoices
City of Monte Sereno, CA By Vendor Name
APPKT00138
Vendor Name Description (Payable) Post Date Account Name Account Number Amount Vendor: Alana Consulting, LLC
Building Consultant 06/03/26- 10/03/2026 Professional Services 57,791.40 09/28/26
Alana Consulting, LLC 100-510-6200
Vendor Alana Consulting, LLC Total: 57,791.40
Vendor: Association of Bay Area Governments
JPAs and Association 2,136.00
Membership Fees
ABAG Membership Dues 07/01/2026
FY26/27
Association of Bay Area
Governments
100-100-6135
Vendor Association of Bay Area Governments Total: 2,136.00 Vendor: Bay Area News Group
Bay Area News Group Advertising 08/01/26-08/31/26 08/31/2026 Legal Notices 100-300-6260 2,672.41 Vendor Bay Area News Group Total: 2,672.41
Vendor: BMI Imaging Systems
BMI Imaging Systems Web Hosting - September 2026 09/10/2026 Web Site Hosting 100-230-6320 225.00 Vendor BMI Imaging Systems Total: 225.00
Vendor: CivicPlus
City Website Hosting 11/01/2026 Web Site Hosting 9,350.96 11/1/2026-10/31/2027
CivicPlus 100-230-6320
Vendor CivicPlus Total: 9,350.96
Vendor: Corodata Records Management, Inc.
Document Storage and 66.52
Shredding
Secured Storage 08/01/26- 08/31/2026
08/31/26
Corodata Records
Management, Inc.
100-000-6036
Vendor Corodata Records Management, Inc. Total: 66.52
Vendor: CSG Consultants, Inc
Building Plan Review Services - 09/01/2026 Professional Services 2,351.83 August 2026
CSG Consultants, Inc 100-510-6200
Vendor CSG Consultants, Inc Total: 2,351.83
Vendor: Diligent Corporation
Meeting Manger Pro 07/01/2026 Computer Software 13,400.96 Subscription 7/3/2026-
7/2/2027
Diligent Corporation 100-230-6315
Vendor Diligent Corporation Total: 13,400.96
Vendor: Heidi's Commercial Cleaning
Weekly Cleaning Service & 09/01/2026 Cleaning Services 150.00 Supplies - October 2026
Heidi's Commercial Cleaning 100-800-6405
Vendor Heidi's Commercial Cleaning Total: 150.00
Vendor: Hillview Design Print Media
Hillview Design Print Media Gold Foil Stem Certificates 08/18/2026 Recognition 100-100-6055 42.82 Hillview Design Print Media Silver Badge - Lisa Shannon 09/03/2026 Office Supplies 100-800-6060 78.04 Vendor Hillview Design Print Media Total: 120.86
Vendor: Liebert Cassidy Whitmore
Attorney Services - August 08/31/2026 Legal - Special Projects 816.00 2026
Liebert Cassidy Whitmore 100-210-6215
Vendor Liebert Cassidy Whitmore Total: 816.00
Vendor: Los Gatos Monte Sereno Safe Route 2 School
Bike and Ped Education and 9,973.56
Encouragement
Safe Routes to School Activities 05/15/2026
FY25/26
Los Gatos Monte Sereno Safe
Route 2 School
100-600-6519
Vendor Los Gatos Monte Sereno Safe Route 2 School Total: 9,973.56 Vendor: Maze & Associates
Accounting Services - 9/1/26- 09/15/2026 Supplemental Services 4,148.00 9/15/26
Maze & Associates 100-400-6270
Vendor Maze & Associates Total: 4,148.00
Warrant List 10/6/2026 - Invoices Packet: APPKT00138
9/30/2026 1:54:11 PM ***The payables contained in this report are in an open packet, and have not posted to the General Ledger*** Page 2 of 3 Vendor Name Description (Payable) Post Date Account Name Account Number Amount Vendor: Municipal Resource Group, LLC
Finance Consultant 07/01/26- 09/15/2026 Professional Services 18,089.76 08/31/26
Municipal Resource Group, LLC 100-400-6200
HR On-Demand Consulting 09/15/2026 Professional Services 3,640.00 Services FY26/27
Municipal Resource Group, LLC 100-410-6200
Vendor Municipal Resource Group, LLC Total: 21,729.76
Vendor: Regenerative Landscaping LLC
Monthly Landscape Service - 09/01/2026 Landscaping Services 445.00 September 2026
Regenerative Landscaping LLC 100-800-6410
Vendor Regenerative Landscaping LLC Total: 445.00
Vendor: Ricoh USA, Inc.
Printer and Copier 491.41
Expenditures
Copier Lease 07/29/2026- 08/27/2026
08/28/2026
Ricoh USA, Inc. 100-230-6016
Printer and Copier 414.79
Expenditures
Copier Lease 09/29/2026- 09/10/2026
10/28/2026
Ricoh USA, Inc. 100-230-6016
Vendor Ricoh USA, Inc. Total: 906.20
Vendor: Town of Los Gatos Finance Department
Town of Los Gatos Finance Police Services - July 2026 09/22/2026 Law Enforcement LG-MS Police 128,210.55 Department
200-700-6230
Town of Los Gatos Finance Police Services - August 2026 09/22/2026 Law Enforcement LG-MS Police 128,210.55 Department
200-700-6230
Police Services - September 09/22/2026 Law Enforcement LG-MS Police 128,210.55 2026
Town of Los Gatos Finance
Department
200-700-6230
Vendor Town of Los Gatos Finance Department Total: 384,631.65 Vendor: West Valley Sanitation District
Aux Bldg & City Hall Sewer 09/16/2026 Utilities, Sewage 2,565.00 Service 7/1/26-6/30/27
West Valley Sanitation District 100-800-6640
Vendor West Valley Sanitation District Total: 2,565.00
Vendor: West Valley Stormwater Authority
Stormwater Program 14,537.00
Expenditures
WVSA Assessment for FY2026- 09/14/2026
2027
West Valley Stormwater
Authority
220-000-6530
Vendor West Valley Stormwater Authority Total: 14,537.00 Grand Total: 528,018.11
Warrant List 10/6/2026 - Invoices Packet: APPKT00138
9/30/2026 1:54:11 PM ***The payables contained in this report are in an open packet, and have not posted to the General Ledger*** Page 3 of 3 Report Summary
Fund Summary
Fund Expense Amount
100 - General Fund 128,849.46
200 - Law Enforcement Fund 384,631.65
220 - Storm Drainage Fund 14,537.00
Grand Total: 528,018.11
Account Summary
Account Number Account Name Expense Amount
100-000-6036 Document Storage and … 66.52
100-100-6055 Recognition 42.82
100-100-6135 JPAs and Association M… 2,136.00
100-210-6215 Legal - Special Projects 816.00
100-230-6016 Printer and Copier Expe… 906.20
100-230-6315 Computer Software 13,400.96
100-230-6320 Web Site Hosting 9,575.96
100-300-6260 Legal Notices 2,672.41
100-400-6200 Professional Services 18,089.76
100-400-6270 Supplemental Services 4,148.00
100-410-6200 Professional Services 3,640.00
100-510-6200 Professional Services 60,143.23
100-600-6519 Bike and Ped Education … 9,973.56
100-800-6060 Office Supplies 78.04
100-800-6405 Cleaning Services 150.00
100-800-6410 Landscaping Services 445.00
100-800-6640 Utilities, Sewage 2,565.00
200-700-6230 Law Enforcement LG-MS… 384,631.65
220-000-6530 Stormwater Program Ex… 14,537.00
Grand Total: 528,018.11
Project Account Summary
Project Account Key Expense Amount
**None** 528,018.11
Grand Total: 528,018.11
STAFF REPORT
Meeting: City Council - Oct 06 2026
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Adopt the City of Monte Sereno Community Wildfire Protection Plan (Annex 8 of the Countywide Community Wildfire Protection Plan) Recommendation(s):
Staff recommends that the City Council adopt the City of Monte Sereno Community Wildfire Protection Plan (Annex 8 of the Countywide Community Wildfire Protection Plan).
Background Information:
In 2003 the U.S. Congress recognized the widespread decline in forest health and the increased incidence of wildfire risk nationwide by passing the Healthy Forests Restoration Act (HFRA). The HFRA was revised in 2009 to address changes to funding and provide a renewed focus on wildfire mitigation.
The HFRA expedites the development and implementation of hazardous fuels reduction projects on federal land and emphasizes the need for federal agencies to work collaboratively with local communities. A key component of the HFRA is the recommended development of Community Wildfire Protection Plans (CWPPs), to facilitate the collaboration between federal agencies and local communities to develop hazardous fuels reduction projects and place priority on treatment areas identified by communities in a CWPP.
In addition, communities with an established CWPP are given priority for funding of hazardous fuels reduction projects carried out in accordance with the HFRA.
Analysis:
In 2023, Santa Clara County completed the preparation of the Santa Clara County Community Wildfire Protection Plan: https://santa-clara-cwpp-sccfc.hub.arcgis.com/.
The CWPP document is intended to identify wildfire risks in communities that are most likely to see wildfires and present options for mitigating those hazards. It is a tool designed for identifying, prioritizing, and tracking wildland fire mitigation measures across complex jurisdictional boundaries. The Santa Clara County CWPP includes a series of annexes for the jurisdictions in its service area that address specific issues and mitigation measures unique to those communities. Since Monte Sereno is served by the Santa Clara County Fire
Department, a CWPP annex to (Annex 8) was prepared for the City and included in Attachment 1.
Community wildfire protection planning is the basis for a community’s long-term strategy to reduce wildland fire risk through the ongoing evaluation and analysis of an ever-changing environment. This CWPP annex identifies the City’s wildland fire risks and provides a plan for departments, stakeholders, and the community to reduce those risks through various mitigation and educational outreach efforts.
The Annex’s approach to wildland fire mitigation employs the following varied techniques:
Prevention: The City utilizes administrative and regulatory actions, such as planning and zoning requirements, that influence the way land and buildings are developed to reduce wildfire risks.
Property Protection: Vegetation management projects are implemented to reduce the risk of life and property.
Public Education and Awareness: informing the public, residents and businesses about wildland fire hazards and ways to reduce their own loss and to lower risk in the community.
This CWPP Annex is designed to be used as a hazard identification and analysis reference document that is part of the overall County of Santa Clara CWPP.
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.
Fiscal Impact:
There is no fiscal impact associated with adopting the City CWPP Annex. Any additional funding required to support implementation of the program would be presented to the City Council as a separate action.
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. CWPP Annex 8 - City of Monte Sereno - Oct 2026
CWPP Annex 8 – Monte Sereno October 2026
1 COMMUNITY WILDFIRE PROTECTION PLAN (CWPP)
ANNEX 8 – MONTE SERENO
Monte Sereno is a city located in the foothills of the Santa Cruz Mountains about 10 miles southwest of San Jose. The city is named for the 2,580-foot El Sereno Mountain, upon the slopes of which the southern portion of the City is built. According to the 2020 census, the city has a population of 3,479 people. The community is entirely residential, with no commercial zoning and is characterized as a Silicon Valley bedroom community. Law enforcements services are contracted with the Town of Los Gatos.
ORGANIZATION AND JURISDICTION
The City of Monte Sereno is governed by a publicly elected city council and has authority for General Plan land use planning, code adoption, and permit processing. The City of Monte Sereno does not have a city fire department; Monte Sereno is within the Central Fire Protection District.
State law designates all lands within the city limits of Monte Sereno as a Local Responsibility Area (LRA) for purposes of wildland fire protection. Most state fire prevention and defensible space laws do not apply within LRAs. Recent legislation requires state review and input on General Plan Safety Element updates where wildland fire is a hazard (Government Code Section 65040.20).
Fire protection services for Monte Sereno are provided by Santa Clara County Central Fire Protection District in the LRA and CalFire in the State Responsibility Areas (SRAs) in unincorporated areas of the wildland urban interface (WUI), adjacent to Monte Sereno.
CWPP Annex 8 – Monte Sereno October 2026
2 Figure 8.1 Fire Responsibility Areas
LAND USE PLANNING, GENERAL PLAN, BUILDING CODES, AND
LOCAL HAZARD MITIGATION PLANS
Authority and jurisdiction for approving the General Plan and elements, and determining land use, community design, and building code adoption rests with the Monte Sereno City Council.
The Local Hazard Mitigation Plan (LHMP) identifies hazards that exist in Monte Sereno that create risk to citizens and properties in Monte Sereno. WUI fires are a real and present danger to the western portions of Monte Sereno. This Community Wildfire Protection Plan (CWPP) identifies several goals related to functions the City of Monte Sereno has the authority to undertake. This CWPP may serve as basis for the WUI fire component for LHMP, General Plan, or General Plan element updates.
PLANNING TEAM PARTICIPATION
The Monte Sereno community is represented on the Core Team by representatives of the Santa Clara County Fire Department. Three community events were held in 2023 by the Santa Clara County Fire Safe Council in Saratoga, Cupertino, and San Jose.
RISK-HAZARD SUMMARY
Monte Sereno is listed as having a high risk of wildfire on the Wildfire Risk/Communities at Risk website at https://apps.wildfirerisk.org/explore/overview/06/06085/0600048956/.
SRA
LRA
CWPP Annex 8 – Monte Sereno October 2026
3 Community hazard assessments include ratings of community conditions compared to best practices for WUI fire mitigation.
The National Fire Protection Association Standard 1144 (NFPA1144) defines WUI hazards and risks at the community and parcel level. This plan utilizes components of NFPA 1144, California laws and local ordinances to evaluate neighborhood WUI hazard and risk. California Public Resource Code (PRC) 4290 and 4291 sections address best practices WUI community design and defensible space standards.
WUI AREA DESCRIPTION/WUI AREA DEFINED
The Monte Sereno WUI planning area is comprised primarily of High and Very High Fire Hazard Severity Zone (FHSZ) (Figure 8.2). The WUI area is best described as a wildland-urban intermix with homes scattered amongst wildland fuels.
Figure 8.2 Planning Area
CWPP Annex 8 – Monte Sereno October 2026
4 FIRE HISTORY
For fire history information, please see Figure 2.9 in the main County of Santa Clara CWPP document.
HAZARDOUS FUEL CHARACTERISTICS
The Monte Sereno planning area includes several types of vegetation, which vary based on factors such as elevation, rainfall, and the steepness and direction of hillsides.
Chaparral, made up of dense shrubs and other dry vegetation, is common on south-facing slopes.
This type of vegetation can dry out during the summer and burn very quickly and intensely.
Under both moderately severe and extreme fire weather conditions, fires in chaparral can produce large flames and spread rapidly.
Oak woodlands are also common throughout the area. Fires in these areas will often burn along the ground and generally spread more slowly than fires in chaparral. However, during extreme weather conditions, fires can become more intense, especially in areas where there is a large amount of dry grass, leaves, branches, or other vegetation on the ground. In some circumstances, the fire can spread from the ground into the tops of trees, making it more difficult to control.
Because Monte Sereno contains a variety of vegetation types, different parts of the community face different levels and types of wildfire risk.
EMERGENCY RESPONSE CAPACITY
Santa Clara County Central Fire Protection District (County Fire) provides the primary fire suppression and wildland fire response capability for the City of Monte Sereno. County Fire maintains 24-hour emergency response staffing of 79 firefighters and officers operating from 19 fire stations and serves a geographic area of more than 420 square miles. Its service area includes Monte Sereno and other communities, unincorporated areas, and extensive wildland-urban interface.
In addition, lands adjacent to Monte Sereno are protected by state fire resources, providing an additional layer of wildland fire suppression capability and coordination when fires extend beyond local jurisdictional boundaries. Together, these resources provide Monte Sereno with access to substantial personnel, apparatus, command, and wildland fire response capacity beyond the resources initially dispatched to an incident.
When an incident exceeds the capacity of the resources initially available, County Fire can request additional fire resources through an established system of escalating mutual aid. These interconnected plans provide a scalable framework for expanding fire suppression capacity as an
CWPP Annex 8 – Monte Sereno October 2026
5 incident grows, allowing requests for assistance to move from the local level to broader regional and statewide systems when needed.
The City of Monte Sereno is currently working with the Town of Los Gatos and County Fire to develop evacuation procedures and routes for all the City’s people and pets.
NEIGHBORHOOD AND STRUCTURAL CHARACTERISTICS
The Monte Sereno planning area is characterized as having lower slope and elevation than some of the surrounding planning areas but the varied topography is still a concern due to the influence it has on fire behavior. Adjacent lands on El Sereno Open Space (Midpeninsula Regional Open Space District [MROSD] managed property) have extremely varied topography and steep terrain. (Figure 8.3)
Primary roads throughout the community are surfaced and well maintained (Figure 8.4); however, some homes are often located with steep driveways and have minimal turnaround space, posing a concern for emergency responders. Road networks can be difficult to navigate, particularly for responders who may not be familiar with the area. A number of dead-end spurs used to access homes are immediately adjacent to wildland fuels on El Sereno Open Space lands and this could create an evacuation concern.
Fuel loading is heavy around and between properties throughout much of the area. Property owners have completed some roadside brushing to provide a buffer to the road but additional fuel treatments are needed to provide a buffer between homes and adjacent El Sereno wildlands that are primarily chaparral dominated and therefore prone to extreme fire behavior. (Figure 8.5) A number of the homes in the planning area are newer construction and are therefore compliant with the Building Code standards for construction in the Wildfire Urban Interface area. This means that exterior building materials meet the standards of the California Wildland Urban Interface Code. This Code sets strict rules for exterior building design in high-risk WUI areas to stop burning embers, radiant heat, and flames from igniting a home.
Many have well maintained and landscaped yards that would provide a buffer to fire spread. Many homes have moderate defensible space (at least 30 feet) but some homes do not meet the necessary 70- to 100-foot space required under County code. It appears that many homes are landscaped by contracted landscaping companies; outreach regarding defensible space and non-flammable landscape vegetation could be targeted at those companies.
Response times would be good for most properties due to close proximity to a fire station, although egress concerns should be considered relating to traffic from evacuating residents and navigation of roads by large apparatus.
Water supply is good with a network of hydrants throughout the planning area.
CWPP Annex 8 – Monte Sereno October 2026
6 Figure 8.3 El Sereno Open Space
Figure 8.4 Road Characteristics
CWPP Annex 8 – Monte Sereno October 2026
7 Figure 8.5 Risk to Structures
SOCIAL VULNERABILITIES
The Federal Emergency Management Agency (FEMA) defines social vulnerability as the susceptibility of social groups to the negative impacts of natural hazards (e.g., wildfire), which include disproportionate death, injury, loss, or disruption of livelihood (FEMA 2022). A sole hazard occurrence can bring about considerably different impacts for distinct individuals, even if the magnitude of the hazard was the same for the entire community.
Specific groups of individuals may be more susceptible to natural hazards because of socioeconomic status, physical state, or other factors. For instance, elderly individuals may have
CWPP Annex 8 – Monte Sereno October 2026
8 more difficulty in quickly evacuating during wildfire emergencies, which may make them more susceptible to entrapment. In other cases, low-income individuals may be less able to harden and upgrade their homes to reduce structural ignitability, indicating that they can face a higher probability of their home being damaged or destroyed should a wildfire event occur. People with pets may choose not to evacuate if they can’t keep their pets with them. Minors left home alone and those who are bedbound or unable to drive may not know what to do. The following table shows these populations in Monte Sereno:
People over 65 years old 24 to 28% 835 to 975 people
Minors under 18 years
old
20% 695 minors
People with access or
functional needs
5 to 7% 174 to 243 people
Low Income $0 - $50K 4% 139 people
Dogs / Cats (at least 1 per
household)
42% / 32% 1600 / 1113
Visitors and non-local property owners may also be at higher risk if they are not familiar with local guidelines regarding property management (defensible space, fire-resistant vegetation, fireresistant building materials, etc.) and may not be registered or within reach of local emergency notifications.
Community education should address emergency planning needs of these groups. In addition, approximately 27% of the population were born outside the U.S. Census data indicates that the vast majority of this group speaks English with high proficiency. Data on animals is provided by the American Veterinary Medical Association; most households have at least on dog or cat which will bring additional evacuation challenges. There is no data on the number of horses, birds or other small pets.
PUBLIC EDUCATION AND OUTREACH PROGRAMS
The Monte Sereno community has a highly involved fire safety council, the Santa Clara County Fire Safe Council (http://www.SCCFireSafe.org). This organization provides information regarding chipping programs, defensible space mitigation, forest health issues, and much more.
They also offer public meetings and forums to support wildfire awareness.
CWPP Annex 8 – Monte Sereno October 2026
9 The Santa Clara County Fire Department, Fire Prevention Division provides a comprehensive fire and life safety educational program within Monte Sereno. More information can be found on its website: https://www.sccfd.org/education-and-preparedness-overview/.
The City of Monte Sereno provides comprehensive emergency preparedness information on its website: http://www.montesereno.org/2214/Emergency-Preparedness.
POLICIES, REGULATIONS, ORDINANCES, AND CODES
Because much of Monte Sereno WUI is unincorporated, structures within the planning area are covered under the County’s WUI codes:
https://plandev.santaclaracounty.gov/services/development-services/land-developmentengineering/hazards/santa-clara-county-wildland Residences within incorporated Monte Sereno would be subject to the Municipal Code of Monte Sereno. Much of the following information is taken from the Monte Sereno General Plan and the Santa Clara County Local Hazard Mitigation Plan.
GENERAL PLAN – SAFETY ELEMENT
With respect to wildfire hazard zones, the city is working with the Town of Los Gatos on an evacuation route study which should be completed towards the end of 2027.
Special building regulations exist for the hazardous fire areas, including the requirement for fire retardant roofs. The City also requires anti-fire buffer areas and sufficient clearance around each house in the Wildland Urban Interface Zone. Finally, the City has a Weed Abatement Ordinance that requires property owners to remove weeds and other combustible materials that become a fire menace, or the City through partnership with Santa Clara County will abate the nuisance at the expense of the property owner.
BUILDING PERMITTING
Monte Sereno has adopted the 2025 editions of the California Building, Fire, Plumbing, Mechanical, Electric, and Wildland Urban Interface codes. The City has not adopted any amendments to these codes that significantly increase housing costs; the amendments recognize the City’s location in a high fire hazard area near the San Andreas Fault and require fire-resistant roofs in the WUI fire area, additional bracing in certain situations, and fire sprinklers. The City Building Department staff regularly inspect development projects to ensure compliance with all applicable codes.
To reduce fire hazards, Monte Sereno adopted a weed and brush abatement ordinance. This ordinance, codified Municipal Code Chapter 8.02, broadly defines fire hazards as dry shrubs, dead
CWPP Annex 8 – Monte Sereno October 2026
10 trees, combustible refuse and waste, and any vegetation that Santa Clara County Hazard Mitigation Plan could pose dangers. All residents are required by this ordinance to remove fire hazards from their property.
MONTE SERENO MUNICIPAL CODE – TITLE 13 SUBDIVISIONS
The Municipal Code section 13.02.010 requires any proposed subdivision, where any part of which is located in an area subject to potential danger of conflagration, as determined by the Fire Protection Agency, may be permitted only if water supply, fire hydrants, street improvements, ingress, egress and emergency access are sufficient and approved by the Fire Protection Agency.
RISK-HAZARD ASSESSMENT
The National Fire Protection Association Standard 1144 (NFPA 1144) community risk assessment completed for the Monte Sereno Community assigned the WUI community a risk rating of High with a score of 70 (<40 = low, >40 = moderate, >70 = High, >112 = Extreme). Factors that contributed to the risk are illustrated in Figures 8.6A and 8.6B. Averages are taken across the community for each of these parameters.
In addition to the on-the-ground hazard assessment, the CWPP also includes a Composite Fire Risk/Hazard Assessment which uses fire behavior modelling to determine potential fire behavior and is based on fuel characteristics, topography, weather, and fire history. The Composite Risk/Hazard Assessment for the planning area is shown in Figure 8.7.
ASSESSMENT PROCESS
In the 2016 CWPP, WUI communities were assessed via the NFPA 1144 assessment forms (Figure 8.2). Many of the WUI communities were revisited in 2023 but not formally reassessed and therefore 2016 NFPA 1144 scores are presented throughout.
While the NFPA 1144 assessments were not revised in 2023, the desktop risk-hazard assessment in Chapter 3 of the CWPP generally finds that all communities display an elevated risk from the 2016 assessment. In addition, SWCA Environmental Consultants toured most WUI communities with the Santa Clara County Wildland Division Fire Chief during April 2023 and confirmed the increase in risk.
POLYGON SUMMARY STATISTICS DEFINITIONS
This is the score that the community received in the 2016 CWPP, which assessed communities using the NFPA 1144 Assessment form. These scores were developed from the negative and positive attributes that were identified during the NFPA 1144 survey that was conducted for the 2016 CWPP assessments.
CWPP Annex 8 – Monte Sereno October 2026
11 Rating: This rating is based on the Total 2016 score. A lower score is associated with lower wildfire risk whereas a higher score is associated with high wildfire risk (Low X-49, Moderate 50-70, High 71-111, Extreme 112+). Based on the 2023 reviews of the area, Monte Sereno’s rating is above the original 70 – high to very high.
Building Density: Building is quantified by units per square mile. Building density is a critical factor in assessing wildfire risk because higher building densities can result in a greater risk of fire spread and increased difficulty in firefighting and evacuation efforts due to structures.
Conversely lower densities may signify that a community is more prone to risks associated with WUI environments, such as higher fuel loads and increased difficulty in firefighting and evacuation efforts due to infostructure limitations.
Dominant Fuel Type: The dominant vegetative fuel type plays a significant role in determining wildfire risk, as different fuel types varying characteristics that can influence the behavior and intensity of wildfires. The dominant fuel type was identified as a specific fuel code used in the wildfire assessment modeling process for each community.
Percent of Community by Modeled/Calculated Wildfire Risk Inputs (Drive Time from Fire Station):
This percentage indicated the proportion of the community that is within each increment of drive time from the nearest fire station (0 mins to 15 mins). Fire station response time is a critical factor in addressing wildfire risk. The time it takes for firefighters to reach a wildfire incident directly impacts their ability to initiate suppression efforts and mitigate the fire's spread. Additionally, this can be used to identify areas where infrastructure investments may be needed to increase wildfire response capabilities.
PARCEL LEVEL ASSESSMENT
A model for determining parcel level risk and effect of mitigations has been developed through this CWPP project. The model can use information available through public record for basic analysis but can be further refined with a site visit with property owner for a thorough analysis of risk score. The County will be seeking funding to fully implement this parcel level assessment in the future. The goal is for the property owner to be able to use this analysis to determine the most effective steps they can take to take to reduce their risk. For more information refer to Chapter 4 in the countywide CWPP document.
CWPP Annex 8 – Monte Sereno October 2026
12 Figure 8.6A Factors Contributing to Risk
Parameter Condition Rating
Access One road in and out -
Narrow road width -
Surfaced road with greater than 5% grade +
Poor fire access, dead end spurs, lack turnaround -
Street signs are present, some are non-reflective +/-
Vegetation Adjacent fuels: Medium +/-
Defensible space: >30 feet <70 feet around structure +/- Topography within 300 feet of structure 21%–30 % -
Topographic features Moderate to high concern +/-
History of high fire occurrence Low +
Severe fire weather potential Low +
Separation of adjacent structures Limited separation -
Roofing assembly Class B +/-
Building construction Non-combustible siding, combustible deck +/- Building set back: variable, most <30 feet to slope +/- Available fire protection Water: hydrants +
Response: Station <5 miles from structure +
Internal sprinklers: some newer 7A compliant homes +/-
Utilities One above and one below ground +/-
Risk Rating- High (70)
CWPP Annex 8 – Monte Sereno October 2026
13 Figure 8.6B Composite Risk Hazard Assessment
CWPP Annex 8 – Monte Sereno October 2026
14 Figure 8.8 Composite Risk and Hazard Assessment
IDENTIFY CRITICAL INFRASTRUCTURE AND COMMUNITY VALUES
AT RISK
Critical utility infrastructure, such as electric power supply lines, substations, and natural gas lines, are essential to supply residents and businesses with services that are in some cases critical to health and life safety. Wildfire is a significant threat to the electric utility supply.
The planning area is adjacent to the El Sereno Open Space area that is valued for recreational use and for its natural resources. The Open Space area has potential for extreme wildfire behavior due to the dominance of chaparral vegetation across the area and the varied topography. Fuel treatments
CWPP Annex 8 – Monte Sereno October 2026
15 that focus on protection of adjacent properties will be paramount to mitigate this wildfire risk, as well as to protect the valued resources within El Sereno.
Other community values at risk include life safety, homes and property values, infrastructure, recreation and lifestyle, wildlife habitat, watershed protection, and environmental resources.
MITIGATION PROJECTS AND PRIORITIZATIONS
The following project matrices have been developed by the community and Core Team to direct specific project implementation for communities in the Monte Sereno WUI (Table 8.1–Table 8.3).
The matrices below are tiered to the strategic goals presented in the body of the CWPP through project IDs in the first column of each matrix. The matrices are broken down into projects for addressing hazardous fuels, structural ignitability, public education and outreach, fire response capability, and planning. Due to the large area of land managed by the MROSD (El Sereno Open Space) adjacent to the city, the reader is directed to the MROSD agency annex (Annex 16).
October 2026 CWPP Annex 8 – Monte Sereno
16 Table 8-1.1. Recommended Projects for Creating Resilient Landscapes (Fuel Reduction Projects) in Monte Sereno.
Project ID Status Priority (H,M,L) Timeline for Action Location Project Description Land Ownership/ Lead Agency Serves To: Methodology/Approach Monitoring/Maintenance Requirements Funding Sources MS-RL1 Propose d
M Throughout
the year
Implement roadside brushing/mowing throughout community to increase buffer from wildfire ignitions and provide for safer evacuation routes and removal of the eucalyptus trees on Highway 9.
Roadway easements and private property where applicable throughout the city State, County, and city road agencies; private road associations, PG&E, cable and phone companies Determine suite of treatment methods viable for roadside hazard reduction including mowing, mastication, chemical, plantings, mulching, etc. Work with Santa Clara County Fire Department to develop a treatment plan and rotation schedule for roadside treatments, prioritizing primary evacuation or access/egress corridors.
Reduce fuel loading around roads and to ensure safe passage of vehicles in event of evacuation and reduce unplanned roadside ignitions from.
Regular maintenance schedule should be implemented to ensure clearance levels are maintained. Develop standards for road crews performing this work, taking into account Countywide road clearance standards as well as residents’ desire for privacy provided by roadside vegetation.
State and federal grants
Ongoing M *MS-RL3 Throughout
the year
Expand programs assisting homeowners with creating Defensible Space at the parcel Level within Monte Sereno.
Private parcels throughout the city
City of Monte Sereno, SCCFSC, SCCFD
Example projects -Curbside green waste pickup programs, community chipping days, drive-up chipping, free home ignition zone assessments, assistance programs for fiscally and physically disabled community members.
Ensure that defensible space actions are sustained in all communities Ensure defensible spaces are maintained.
State and federal grants
Propose MS-RL4
d
Throughout M
the year
Work collaboratively with MPROSD to develop fuel treatments plans on El Sereno Open Space lands. Prioritize treatments along existing trails (for example along Overlook Trail) that could help to provide a more substantial fuel break and break up the continuity of fuels around Monte Sereno.
El Sereno Open Space
MPROSD, City of Monte Sereno
Solicit volunteers from within the community, SCCFD, and local land management agencies to collaboratively develop a map of areas withing El Sereno Open Space where shaded fuel breaks would be of greatest benefit to the community.
Develop stronger relationships and partners between agencies to gain a better understanding on all sides of the needs and concerns of various stakeholders with varying interests Once potential project areas are identified it will need to be determined who is responsible for funding and carrying out the work as well as conducting annual maintenance on any shaded fuel breaks installed.
State and federal grants
October 2026 CWPP Annex 8 – Monte Sereno
17 Table 8-1.2. Recommended Projects for Creating Fire Adapted Communities (Public Education and Outreach and Structural Ignitability Projects) in Monte Sereno.
Project ID Status Priority (H,M,L) Timeline for Action Location Project Description Land Ownership/ Lead Agency Serves To: Methodology/Approach Monitoring/Maintenance Requirements Funding Sources MSFAC1 M Ongoing Throughout the year Wildfire Preparedness and WUI workshops Throughout the County and Online
SCCFD, SCCFSC
Establish communication channels with Santa Clara County Fire Department and Santa Clara County Firesafe Council to promote wildfire education events Educate and empower residence while increasing compliance with County code. Reduce fire risk level for individual parcels and community as a whole.
Each agency should review their materials annually to ensure they are providing the most accurate and up to date information. Ensure point of contact information is up to date SCCFD education and outreach budget, grants
MSFAC2 Throughout M Ongoing the year Work with SCCFD to promote educational campaigns, fire announcements, and emergency planning information online Monte Sereno website and social media
City of Monte Sereno, SCCFD
The SCCFD Public Affairs office will update MS of upcoming classes and campaigns. The city will reach out to the department when they have upcoming newsletters or other media in which information from SCCFD would be easily dispersed to Monte Sereno residents.
Further the reach of community education and develop a stronger communication channel between the city and SCCFD It is recommended that each organization assign this task to a particular position and include in the position description. Regular contact between the agencies will be important, the frequency can be determined by the individuals corresponding between the two organizations This project does not require additional funding, can be performed by existing employees MSFAC3 Establish assistance 2 years Proposed H program for hazardous fuel reduction and defensible space for elderly or physically challenged individuals within Monte Sereno Private parcels
City of Monte Sereno, other local organizations, and Firewise communities Explore feasible structure, funding sources, and capacity for building more resilient communities through assisting those in need with defensible space clearing and/or home hardening. This may be achieved through small personal grants, donations, reimbursement programs, community volunteer days, or through other means depending on what works best for various communities.
Provide support for community members who have challenges preventing them from preforming regular vegetation management and home hardening on private property A program like this will
require a person or persons to fundraise, coordinate, and plan in order to build momentum and become successful FEMA BRIC Grants, other Grants, community donations/ resources, city program
October 2026 CWPP Annex 8 – Monte Sereno
18 Project ID Status Priority (H,M,L) Timeline for Action Location Project Description Land Ownership/ Lead Agency Serves To: Methodology/Approach Monitoring/Maintenance Requirements Funding Sources MSFAC4 2 Years Proposed M Encourage residents to be active in Home Ignition Zone
Assessments, and
access resources to learn about the specific risk level on their parcel Private parcels
City of Monte Sereno, SCCFSC
Work with SCCFD and SCFSC to encourage people to request educational Home Ignition Zone assessments if they live in the WUI. Provide resources on where community members can go to find more information online (such as sccfd.org, sccfiresafe.org) both verbally and through other modes of communicating with the public.
Help community members gain knowledge and personal/ community with wildfire resilience This outreach effort requires a person or group of people to keeping contact with fire agencies to make sure they have the most up to date information to share with WUI residents. A plan and timeline for pushing out this messaging through digital and print publications would ensure the process in ongoing.
There is a low cost associated with this project, general fund, grants, or other resources can be explored for supporting these tasks.
MSFAC5 M Ongoing Throughout the year Encourage and aid communities in working towards Firewise USA recognition.
Neighborhoods throughout Monte Sereno
SCCFSC, SCCFD
Work with the City of Monte Sereno to extend community outreach efforts and information about the steps to becoming a Firewise community, and the benefits of doing so. Support for individuals/ groups interested in forming a recognized Firewise community and help get them through the application process Increase the number of neighborhoods participating in group wildfire resilience and awareness Keeping track of outreach efforts and new Firewise communities is important to measure the success of this project There is a low cost associated with this project, general fund, grants, or other resources can be explored for supporting these tasks.
October 2026 CWPP Annex 8 – Monte Sereno
19 Table 8-1.3. Recommended Projects for Safe and Effective Wildfire Response (Fire Fighting Capability Projects) in Monte Sereno.
Project ID Status
Priority (H,M,L)
Timeline for Action
Location Project Description
Land Ownership/ Lead Agency
Serves To: Methodology/Approach Monitoring/Maintenance Requirements Funding Sources MSWR1 Ongoing Ongoing H The CWPP serves as the wildfire component of Monte Sereno LHMP and General Plan
City of Monte Sereno
City of Monte Sereno
Work with city planning to identify timeline for incorporation into next LHMP update.
Aim to have the strategic level CWPP
incorporated into the Safety Element of the General Plan when the safety element is next revised.
Help guide city officials in decisions and programs focused on mitigating the potential effect of wildfires. This CWPP will contain useful information pertaining to the capabilities of the city to respond to wildfire threats. As a part of the LHMP, this document will be alongside other information about preparing for multiple types of disasters.
Regularly scheduled reviews and updates to the CWPP can happen more frequently than required by the LHMP and General Plans. It is important to ensure the latest version of the CWPP is included with any LHMP or General Plan updates.
No extra cost associated
MSWR2 Propose d Review WUI Preplans 1 year H with participating agencies on a regular basis to ensure they are current and well understood Monte Sereno, SCCFD and CAL FIRE
jurisdictions
County Fire, CAL FIRE
In conjunction with LHMP or General Plan Safety Element updates, convene a group of stakeholders from fire, law enforcement, and the City of Monte Sereno do review WUI pre plans and update if needed.
Ensure that coordinating agencies have the most up to date information in terms of wildfire pre planning.
Ensure there is a current list of proper contacts from each agency on hand for ease of coordination.
There is a low cost associated with this project, general fund, grants, or other resources can be explored for supporting these tasks.
MSWR3 Propose d Explore areas in Monte 1 year M Sereno and surrounding open space where the installation of water tanks would aid in firefighting efforts where there are limited water sources water available for fire suppression.
Private landowners, County Parks, Midpeninsula open Space City of Monte Sereno, SCCFD, landholders within Monte Sereno Convene a meeting with stakeholders from affected agencies and any private landholders who may be affected by this project. Determine who will be the lead agency. Discuss and map potential strategic places for water tanks and determine approximate cost Alleviates public and agency
concern for limited water supply in remote areas.
Once the initial survey is complete, a coordinating agency will need to work with stakeholders to gain funding for such projects. Funding sources may be different between public and private land. Once water tanks are installed, the property owner will be responsible for checking regularly for leaks and usability, reporting issues immediately.
Initial exploratory phase does not require additional funding.
STAFF REPORT
Meeting: City Council - Oct 06 2026
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Review the Draft Financial Policies and Provide Direction to Staff Recommendation(s):
Staff recommends that the City Council review the draft financial policies and provide direction to staff.
Background Information:
In Fiscal Year (FY) 2025, the City embarked on improving financial operations and internal control processes with the goals of selecting and implementing a new financial reporting system, modifying the budget process to provide budget information by fund, and establishing financial policies to comply with government best practices.
A new cloud-based financial reporting system was implemented in FY 2026. The new financial reporting system was designed to address internal control weaknesses, increase the timeliness of financial reporting, and provide full financial transparency to residents. In conjunction with the implementation of the new financial reporting system, the City adopted the FY 2027 budget by fund and provided the community with a Budget-in-Brief document to promote education and awareness. This fall, staff will be providing quarterly budget to actual statements to the City Council.
Analysis:
The improving operations and internal control processes also include the development and adoption of financial policies for the City. These policies are the foundation of sound governance—they protect the city’s fiscal health, guide responsible decision-making, and ensure that public resources are used effectively and sustainably for current and future residents. Additional benefits include:
1. Institutionalize good financial goals by adopting proven practices for City operations, ensuring stability and continuity even as staff and elected officials change.
2. Prevent the need to reinvent solutions for recurring issues and create a consistent standard for decision-making.
3. Provide a clear, consistent framework for managing public funds.
4. Clarify strategic intent and set boundaries through defining how the City will manage its resources to deliver the best value to residents, and set clear limits on what actions staff and officials can take to align daily operations with the City’s long-term vision.
5. Promote long-term strategic thinking by encouraging planning beyond the current budget cycle.
6. Manage and reduce risks by identifying and mitigating risks to the city’s financial condition, such as excessive debt, poor investment practices, or inadequate reserves, to ensure that public goals are pursued without jeopardizing fiscal stability.
7. Increase accountability and compliance by clarifying who is responsible for what actions, provide measurable standards, and ensure compliance with best practices recognized by organizations like the Government Finance Officers Association (GFOA).
8. Guide decision-making and operations with clear guidance for operational choices, reducing confusion and improving efficiency.
The draft financial policies are best practices and established protocols used by other municipalities and organizations. The draft financial policies are divided into general and specific policies tailored to the City’s size and needs. References to applicable government code sections have been incorporated for additional information.
Also attached to the staff report and the current financial and investment policies for reference.
The updated policies are provided as a draft for Council’s review and feedback. Once the Council’s feedback has been received, staff will revise the draft policies accordingly and present the final policy to Council with an adopting resolution as a future Council meeting.
California Environmental Quality Act:
This is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
There is no direct fiscal impact for receiving the draft financial policies.
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. City of Monte Sereno Draft Finance Policies 9-30-2026
2. Resolution 3766 - Existing Financial Polices
3 Resolution 3883 - Existing Investment Policy
CITY OF MONTE SERENO
DRAFT FINANCIAL POLICIES
SEPTEMBER 30, 2026
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Draft Financial Policies(FY 26-27)
General Financial Policies.........................................................................................................1 General Principles .......................................................................................................................... 1 Appropriations and Budgetary Control .......................................................................................... 2 Auditing and Financial Reporting ................................................................................................... 3 Capital Improvement Planning....................................................................................................... 4 Debt and Long Term Obligations .................................................................................................. 5 Development Related Services....................................................................................................... 5 Expenditures and Purchasing......................................................................................................... 6 Fixed Assets and Infrastructure...................................................................................................... 6 Grants and Donations .................................................................................................................... 7 Investments and Treasury Management........................................................................................ 7 Long-Term Financial Planning ........................................................................................................ 8 Long-Term Obligations and Pension Funding ................................................................................ 8 Purchasing and Procurement ........................................................................................................ 9 Recession Preparedness............................................................................................................... 11 Revenues...................................................................................................................................... 11 Risk Management........................................................................................................................ 12 User Fees...................................................................................................................................... 12 Credit Card Policy ..................................................................................................................14 Scope and Objectives................................................................................................................... 14 Authorization, Use, Reporting and Return .................................................................................. 14 Internal Controls.......................................................................................................................... 15 Credit Card User Agreement........................................................................................................ 16 Fund Balance Reserve Policy...................................................................................................17 Governmental Fund Type Reserve Classifications........................................................................ 17 General Fund Reserves................................................................................................................. 18 Special Revenue Fund Reserves................................................................................................... 18 Investment Policy ..................................................................................................................20 Scope and Objectives................................................................................................................... 20 Delegation of Authority................................................................................................................ 21
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Ethics and Conflicts of Interest..................................................................................................... 21 Authorized Financial Dealers and Institutions.............................................................................. 21 Authorized and Suitable Investments.......................................................................................... 21 Safekeeping and Custody............................................................................................................. 22 Diversification............................................................................................................................... 22 Maximum Maturities.................................................................................................................... 22 Internal Controls.......................................................................................................................... 23 Performance Standards and Market Yield (Benchmark) .............................................................. 23 Reporting...................................................................................................................................... 23 Investment Policy Adoption......................................................................................................... 23 Long-Term Obligations Policy ................................................................................................24 Scope and Objectives................................................................................................................... 24 Travel Expense Reimbursement Policy.....................................................................................26 Scope and Objectives................................................................................................................... 26 Conference, Seminars and Meeting Attendance......................................................................... 26 Transportation............................................................................................................................. 26 Compensation During Travel Away from the City of Business.................................................... 27 Lodging......................................................................................................................................... 27 Daily Travel (No Overnight Stay).................................................................................................. 28 Per Diem Reimbursement for Overnight Travel.......................................................................... 29 Other Expenses............................................................................................................................ 29 Expense Reporting....................................................................................................................... 30 Cost in Exceeding Allowable Amounts......................................................................................... 30
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General Financial Policies
General Principles
The City of Monte Sereno’s financial policies are structured to ensure fiscal responsibility, accountability, transparency, and efficient use of resources. These policies are to be reviewed, updated, and refined as necessary, with general policy level decisions brought to City Council for review and approval as Council Policies, and administrative and operational level functions brought to the City Manager for review and approval as Administrative Policies.
➢ Long-term financial goals will seek to maintain the City’s fiscal health, preserve essential services, reduce financial risk, and support short and long-term administrative, financial, and operational goals in a fiscally prudent manner. The City will utilize long-term financial and infrastructure planning, along with the adoption of a structurally balanced budget, to achieve its long-term financial goals.
➢ Strong internal financial controls and segregation of duties will be implemented to manage risks and monitor the reliability and integrity of financial transactions and operational activities. An independent audit will be conducted annually on the City’s financial statements and internal controls in accordance with Generally Accepted Auditing Standards (GAAS), federal and state laws, and the City’s rules and regulations. ➢ Financial information shall be provided in a relevant, thorough, and timely manner to effectively communicate the City’s financial status to all interested parties. The City will use its website to promote transparency on the use of taxpayer’s dollars to achieve community objectives, present information in a clear and concise manner, and to inform the public of upcoming items of interest.
➢ New initiatives and ongoing programs will be integrated and adopted in a cautious, wellplanned manner to support the City’s long-term ability to provide effective and efficient services and infrastructure, to ensure a safe and healthy environment for its residents and visitors, and to preserve and enhance Monte Sereno’s unique cultural and environmental attributes.
➢ Intergovernmental partnerships will continue with other governmental entities , not-forprofit, private entities and constituents to achieve common policy objectives, create beneficial opportunities and services for the community, share the cost of providing services, and support favorable legislation at the state and federal level. ➢ Comprehensive and long-term Replacement/Master Plans will be used to enable efficient infrastructure funding. The City shall endeavor to develop major fixed asset and infrastructure maintenance and replacement plans for vehicles, technology, roadways, storm drains, streetlights, and similar infrastructure. These policies and programs should also address environmental sustainability to support a clean and healthy natural environment.
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Appropriations and Budgetary Control
The budget begins each year in February with a Pre-Budget Policy meeting to identify City Council goals and upcoming issues that may affect the budget. From this meeting, a preliminary operating and capital improvement plan (CIP) budget is developed. The City Manager is required to submit a preliminary budget to the City Council on or before the second regular City Council meeting in May of each year to provide adequate time to receive public input during the months of May and June. The City Council shall adopt both an annual operating and CIP budget by June 30th of each year, to be effective for the following fiscal year running from July 1st through June 30th. Balanced budgets present budgeted sources (revenues and transfers in) in excess or equal to budgeted uses (expenditures and transfers out). Operating and capital budgets are to align with the City’s long-term financial goals.
The Council will be provided with monthly financial activity and investment reports and quarterly budget to actual financial reports denoting revenue and expenditure trends. The City Manager, or his/her designee, will provide a mid-year Operating and Capital Improvement Program (CIP) budgetstatusreport in the January/February time frame and will include proposed budget adjustments as needed. This midyear review assists Council with formulating direction for long-range fiscal planning, operating budget development, and capital project funding appropriations.
Budgets are prepared on the same basis of accounting used for financial reporting: governmental fund types (General, Special Revenue, Debt Service and Capital Projects) are budgeted according to the modified accrual basis of accounting; proprietary funds(Internal Service and Enterprise Funds) and fiduciary funds(Custodial Funds) are budgeted under the accrual basis of accounting.
The Operating Budgetis primarily funded with current year’srevenues. Dedicated fund balance reserves represent prior-year savings designated for specific uses, which may be used to fund current year operational expenses in accordance with their purpose, upon Council approval.
The Capital Budget is funded with both prior-year surplus funding and dedicated capital funding resources. Dedicated funding sources include Gas Tax revenues, VTA Measure B funding, project revenues and reimbursements, community benefit assessments, and federal, state, local, and private grants.
In practice, budgeted revenues are conservatively stated, and budgeted expenditures are funded at the full level required to meet annual operational and capital improvement goals. With effectively managed revenue streams and efficient use of resources, fiscal year-end operational budget surpluses are typically available to fund future capital improvement projects and contribute to the City’s fiscally responsible reserve accounts.
The City Manager is authorized to implement the City’s workplan as approved in the adopted budget.
Within a specific fund, the City Manager hasthe discretion to adjust appropriations between categories, departments, programs, and projects as needed to effectively operate, provided the fund’s total appropriation amount is not changed. The City Manager also has the authority to withhold filling an authorized position if conditions warrant a delay. The City Council maintains budgetary control at the fund level. Any changesin total fund appropriations during the fiscal year must be submitted to the City Council for review and Council majority approval. In addition, transfers between the capital expenditure classification and the operating expenditure classification can only be made with City Council approval.
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Operating Budget appropriations lapse at the end of each fiscal year unless specifically carried forward by appropriation in the following fiscal year’s budget. Capital Budget appropriations are structured as a multi-year workplan; therefore, project expenditure balances are automatically carried forward to the following fiscal year as part of the annual budget adoption until funding is exhausted, modified, or the project is completed.
The City’s adopted budget shall comply with State law that limits annual budget expenditures to the appropriation limit calculated in accordance with Article XIIIB of the Constitution of the State of California (Gann Limit). The City Council will adopt an annual resolution to document compliance with this State law.
Fiscal stability and sustainability principles are incorporated into budget planning. Appropriating adequate funds on an annual basis for the replacement and maintenance of assets, prioritizing infrastructure maintenance and repair, and institutionalizing prudent payment strategies for long-term liabilities are foundational strategies of fiscal stability and sustainability.
Auditing and Financial Reporting
California State statutes require an annual financial audit of the City’s financial records and transactions by independent Certified Public Accountants. The City shall comply with Generally Accepted Accounting Principles (GAAP) and produce annual financial reports pursuant to Governmental Accounting, Auditing, and Financial Reporting (GAAFR) guidelines.
The independent auditor will issue an audit opinion to be included in the City’s Basic Financial Report opining on the financial report’s conformance with accounting principles. Additional financial reports issued by the Auditor’s may include reports for various grants received based on grant compliance guideline requirements, an Appropriations Limit review report (to establish tax revenue appropriation limit), and a Management report on the City’s Internal Controls.
The City will file external financial reports as required on a timely and accurate basis. These reports include, but are not limited to, the State Controller’s Office Annual Cities Financial Transactions Report and Annual Streets Report, and the Annual Government Compensation in California Report for all wages paid to individuals in a calendar year.
Regularly scheduled internal financial reports for review and approval at City Council meetings include:
➢ Bi-Weekly warrant registers.
➢ Monthly Cash and Investment Treasurer Reports.
➢ Quarterly budget-to-actual financial reports to provide a status update on Governmental Fund revenues and expenditures for the first, second, and third quarters. ➢ Mid-year budget report in the third quarter of the fiscal year to provide a comprehensive financial overview of the current year’s budget and to propose recommended budget adjustments as appropriate.
➢ Annual audited financial statement presentation including the memorandum of internal controls (MOIC) and grant audits, if applicable.
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Capital Improvement Planning
The Capital Improvement Plan (CIP) is an ongoing process through which the City identifies, prioritizes, and develops a multi-year workplan for major capital expenditures and their associated funding sources, to improve and maintain the City of Monte Sereno’s roadways and facility infrastructure. Noninfrastructure projects may also be included in the CIP under the Administrative & Technology programs if they are one-time, operational efficiency, technology, or multi-faceted administrative projects.
Generally, CIP improvements are major expenditures that have a multi-year life span and result in becoming City assets. The City’s standard definition of a Capital Improvement Plan project is for construction, acquisition,rehabilitation, or non-routine maintenance work that generally costs $20,000 or more, with a useful life of at least 3 years.
Capital Planning is developed and prioritized through infrastructure and operational assessments of asset maintenance plans, urgent mitigation needsto preventstructure orsystem failures, health and safety issues, federal or state mandates, availability of city and external funding, efficiencies, impacts to the community, business or community input/demand, and short-term vs long term cost of replacement considerations.
The Capital Improvement Plan includes funded capital improvement projects, typically scheduled for completion within atwo to five-year plan timeline, with cost estimates based on current year dollars. Project estimates are updated as needed, due to price changes, design specifications, or project scope adjustments.
Departments research and prepare project proposals for review by the City Manager to identify and collaborate on approved proposals. Additionally, City Council members may propose projects during City Council meetings for which, if seconded, staff will research and prepare project proposals. Finalized project proposals are brought to Council for review during the budget process.
The City will consider the following criteria prior to approval of capital projects:
➢ Health and safety Issues, including environmental factors. ➢ Short-term cost of repair, including ongoing maintenance costs, versus long-term cost of replacement.
➢ Availability of internal, external, or dedicated funding, including compliance and reporting requirements to obtain such funding.
➢ Enhanced operational efficiencies or cost savings.
➢ Federal or State mandates, including risk factors for non-compliance. ➢ Impacts of the project on existing staff and infrastructure. ➢ Business or community support, including contributing towards economic vitality and the community’s art, education, or cultural resources.
➢ Impacts if project is not undertaken, including risk management concerns or legal liability issues.
Council then collectively directs which project proposals are to be funded and included in the following year’s Proposed Capital Improvement Plan (CIP) Budget in accordance with available funding. Council may
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also establish an Unfunded Project List for future consideration.
The CIP is updated annually in conjunction with the operating budget. While the CIP reflects the current and changing needs of the community as well as enhancements to improve the quality of the community, Council prioritizes the maintenance of City infrastructure to safeguard the public’s safety and reduce maintenance costs over the long-term. The first year of CIP funding is adopted annually to authorize current year appropriations, which includes any remaining funds appropriated in the prior year’s CIP. All projects within the CIP programs are appropriated, managed, and tracked.
The City shall identify and dedicate capital improvement related funding directly to the CIP and maximize the use of grant funding for capital improvement projects. Grants, insurance, or other reimbursement funding is to be recognized as revenue in the fund where the CIP is charged. Any net residual funding at completion of the project should be returned to the original funding source, unless otherwise directed by the City Council.
The Annual Pavement Management Program project is the primary capital project funded in support of Council’s goal to maintain Monte Sereno city streets at an average pavement management index (PCI) rating. On occasion, separate street specific resurfacing projects are established that also contribute toward this goal. Dedicated revenue sources for the project include gasoline taxes, the State Roadway Rehabilitation Fund (Senate Bill 1 or SB 1) and allocation of the Santa Clara County Measure B sales tax for local roads projects. This CIP project encompasses roadway repairs, resurfacing, and rehabilitation projects, traffic light, curb and gutter, and other miscellaneous repairs, striping and signage, and assorted street materials and supplies. Given the size of Monte Sereno and to save on staff administration, past practice includes combining funding from two fiscal years to award these projects on a biennial basis.
Debt and Long-Term Obligations
The City has no debt. Long term obligations include subscription based information technology arrangements (SBITAs) for financial software and license plate reader cameras, and liabilities associated with compensated absences and CalPERS pensions.
Development Related Services
Most planning and building services are provided for business and individual benefit rather than for the general community’s benefit. As such, the Planning, Building and Engineering Departments’ planning application and building permitfees are established atratesto recoverthe majority of costs ofthe services provided. However, several services provided by the department are not fee based such as code enforcement, hence the department is not full-cost recovery based overall.
The City adheresto state housing laws, which may have direct or indirect financial implicationsthrough changes in property tax revenue, development fees, infrastructure costs, housing requirements, and other related fiscal impacts.
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Expenditures and Purchasing
All expendituresshall be in accordance with the City’s general purchasing policies,travel policy, credit card policy, public contract code, state or federal law, or any other applicable guidelines or regulations.
Expenditures are managed at the program level. Staff ensure expenditures do not exceed the budgeted workplan and must take immediate action if at any time during the fiscal year an operating deficit is projected at year-end. Corrective actions may include expenditure reductions, service reductions, or Council approved budget adjustments to increase the program budget.
The City’s purchasing policies establish purchasing authority levels, purchasing procedures, and procedural requirements for the procurement of supplies, equipment, and services, in conformance with Federal and State codes and regulations, and City Ordinance No. 2.05. Public Works projects governed by the State’s Public Contract Code Section 22000 et seq., are excluded from provisions of the City’s purchasing policies as amounts are subject to change.
Guidelines established by the City’s purchasing policies direct the City’s departments to purchase the best value obtainable, securing the maximum benefit for funds expended, while providing all qualified vendors with an equal opportunity to do business with the City.
Purchases for supplies that exceed $10,000 require quotes and must be documented. Documentation is to be retained by the department in accordance with the record retention schedule.
Purchases of services,supplies, and fixed assets exceeding $20,000 must be approved by the City Manager, unless the purchase is specifically identified as approved in the adopted budget or excluded under the purchasing policies.
City departmentsshall conduct quarterly program and capital project reviewsto determine if projected operating revenues and expenditures meet budgeted expectations. If an operating deficit is projected to occur at year-end, the departments shall evaluate and implement corrective actions as needed and notify Council before services will be impacted.
Fixed Assets and Infrastructure
Tangible assets with a cost equal to or greater than $20,000 and a useful life of more than three years are considered fixed assets and added to the capitalization schedules. Repairs and maintenance of infrastructure assets will generally not be subjectto capitalization unlessthe expense extendsthe useful life of the asset.
A Capital Asset system will be maintained to identify all City assets, their condition, historical and estimated replacement costs, and useful life. Asset information is used to provide information for preparation of financial statements in accordance with generally accepted accounting principles and Governmental Accounting Standards Board (GASB) pronouncements.
Information Technology software, hardware, and auxiliary equipment are tracked and funded through the Operating Budget’s applicable fund, including ongoing license, maintenance, and security costs.
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Grants and Donations
The City recognizes the value of grants and donations to extend pre-existing services, introduce new initiatives, add artistic and cultural infrastructure, implement technological advances, and subsidize programmatic staffing for public safety, development support, homeland security, and economic efforts.
The City will seek to obtain and effectively administer federal, state, local, foundation, business, and private grants that support the City’s priorities, are under the City’s scope of service, are cost-beneficial to administer given the grant requirements and provide a benefit to the City.
City staffshall notify City Manager of grant proposals prior to submitting a grant application. If approved to pursue, requesting department’s staff are responsible for all aspects of the grant process, including preparing and submitting grant proposals, preparing staff reports, ordinances and resolutionsif needed, developing grant implementation plans, managing the grant program, preparing and submitting reports to grantors, and properly closing out grant projects. Staff should work with Finance to track grant funding and expenses, and to generate grant payment requests.
The acceptance of grant funding will be assessed for both immediate and long-term costs and benefits to the City. For example, a grant to construct infrastructure would incur future ongoing maintenance costs.
These costs shall be disclosed with the grant application and/or pre-award notice.
Infrastructure addition or improvement grants shall be brought to the Council for review and approval.
Operating Services grants, such as funding for health and safety programs that primarily utilize staff or contract service or pay for material and suppliesto accomplish the grant objectives may be approved by the City Manager up to the City Manager’s current purchasing limit of $50,000.
Investments
The City maintains a Council approved Investment Policy that outlines the goals ofsafety, liquidity and yield and complies with all State Government Code requirements. It isthe policy of the City of Monte Serenoto invest public fundsin a manner which will provide the maximum security for preservation of capital, meet the daily cash flow and liquidity demands of the City, and provide the highest investment return, while conforming to all state and local statutes governing the investment of funds.
The Investment Policy is brought to Council for review and adoption each year, just prior to the beginning of the fiscal year. The City currently follows conservative and cautious investment practices by directing most investments into the Local Agency Investment Fund (LAIF) or the California Asset Management Program (CAMP), with additional funds invested with Wells Fargo Bank.
The City’s Finance function oversees Treasury functions and submits a monthly Treasurer’s Report to Council including activity by City funds, investment changes, and interest earnings.
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Long-Term Financial Planning
This policy ensures the City's long-term financial sustainability through structured planning, consistent methodology, and regular review of financial trends and projections.
City policy is to develop, build upon, and incorporate long-term financial planning (LTFP) processes into a comprehensive plan that provides Council, staff, and the public with the resources to understand issues impacting the City’sfinancial condition, and the tools with which to make informed decisions.
The City’s Long-Term Financial Plan shall include various analyses and documentsthatsupport financial planning efforts, including a financial forecast and analysis, fiscal policies, revenue descriptions and trend analysis, an annual pension review and the Capital Improvement Plan and funding analysis. While the financial trend analysis and forecast is the foundation of the LTFP, the entirety of the various documents provide a comprehensive outlook on many operational fronts.
Revenues shall be described, documented, and properly classified with historical trend analysis and known upcoming impacts built into forecast projections. Projections should be conservative, with those revenues of a more volatile nature projected with a greater conservative weight than those known to be consistent and dependable.
Expenditures are classified by department and object code. This methodology allows for greater specificity and accuracy in workplan expectations, while providing the opportunity for trend analysis.
A Reserve Analysis is conducted to review and recommend appropriate levels of reserves per the needs of the reserve purpose, the priority of the reserve over other needs, and compliance with GFOA recommendations and legal requirements.
Long-Term Obligations and Pension Funding
The City maintains a Council approved Long-Term Obligations Policy to provide clear direction on debt issuance, pension obligations and other long-term liabilities. City debt shall comply with all legal and reporting requirements to ensure Monte Sereno is following State regulations, Governmental Accounting Standards Board (GASB) guidelines, and transparency efforts. The City does not incur debt for operational purposes and should only be considered for long-term capital improvements projects or purchases of capital assets which have a useful life equal to or exceeding the term of the financing.
The City of Monte Sereno's retirement plan for full-time employees is provided through the California Public Employees Retirement System (CalPERS). The City’s contributions to the plan fluctuate each year based on an annual actuarial valuation. This variable rate employer contribution includes the normal cost of providing contracted benefits plus or minus an amortization of plan changes and net actuarial gains and losses since the last evaluation period. The Plan's Funded Ratio is an assessment of the need for future employer contributions based on the selected actuarial cost method used to fund the plan. The Unfunded Accrued Liability (UAL) is the present value of the future normal cost contributions for the service that has already been earned and is in addition to future normal cost contributions for active members.
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The City hastwo Miscellaneous Employee Pension Plan tiers:
➢ Tier I for employees hired prior to January 1, 2013 with “classic” status, which provides a 2.0% at 55 pension benefit, and
➢ Tier II for employees hired on or after January 1, 2013, under “PEPRA” status which provides a 2% at 62 pension benefit.
In 2014-15, CalPERS changed their pension funding methodology. Council paid off a portion of the unfunded accrued liability (UAL) and then established an alternative to CalPERS 20-year repayment policy by contributing an annual amount greater than the minimum Annual Required Contribution (ARC). The City’s goal isto fund pension liabilities between 90% to 100% to reduce this unfunded liability.
The City’s UAL and CalPERS actuarial report will be brought to Council for review and analysis each year, along with CalPERS Pension liability projection tools as they become available.
Purchasing and Procurement
All municipal purchases shall be made in a fair, transparent, and cost-effective manner, while complying with applicable laws and promoting responsible use of public funds. The City shall strive to obtain quality supplies, services and equipment needed for business operations at the lowest possible cost. This policy applies to all departments, boards, and committees making purchases with municipal funds, and to all contracts including public works contracts that follow additional requirements as set forth by the Uniform Public Construction Cost Accounting Act, Section 22000 et. seq., of the California Public Contract Code.
The City Manager, or his/her designee,serves asthe City’s PurchasingOfficer,responsible for establishing and overseeing procurement procedures in accordance with the City’s Purchasing Ordinance Chapter 2.05 and applicable state and federal laws. The City has established the following authority levels for materials, supplies, equipment and non-professional services:
Purchase Amount Approval Needed Quotes/Bids Required
Up to $25,000 Direct Purchase Allowed
3 Verbal or Written quotes for items over
$10,000
$25,000 - $50,000 City Manager 3 Written quotes - documented Over $50,000 City Council Formal sealed bids or RFP
All quotes, bids, and purchase records must be retained for at least 2 years and be available for public inspection. When bids are otherwise equal, preference may be given to qualified local vendors. In urgent situations affecting public health, safety, or essential services, the City Manager may authorize purchases without competitive bidding. A written justification, however, must be filed within 5 business days.
Under no circumstances shall purchases be artificially split to use a more simplified process or rely on a lower approval authority. To ensure fair and open competition and process integrity, late bids or responses to solicitations cannot be accepted unless it can be definitively determined that the late
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submission was solely caused by City staff. No municipal employee or official may participate in a purchasing decision where they have a personal or financial interest.
For professional services such as architecture, engineering, environmental, land surveying, or construction project management, state law specifically requires that such services not be awarded solely based on price but instead based on demonstrated competence. (Gov. Code § 4526.) These professional services should generally be procured using a “best value” approach rather than based on lowest price.
When contracting for maintenance work or public construction, staff must ensure contractor compliance with California prevailing wage requirements. Additionally, if procurements are conducted using federal grant funds, there are certain grant requirements that must be followed.
The City has adopted the California Uniform Public Construction Cost Accounting Act (CUPCCAA) for formal and informal bidding procedures associated with public projects (See Section 22000 et. seq., of the California Public Contract Code and Sections 2.05.100 of the Municipal Code). This set of state law governs competitive procurement for public works projects. Competitive bidding requirements apply to public works projects depending on the dollar amount initially estimated for the project. These dollar thresholds are set by the CUPCCAA and are subject to change. If different from those set forth in this policy, the most current dollar threshold under state law shall govern. Currently, such dollar thresholds are:
1. Contracts of $75,000 or Less. Public projects anticipated to be $75,000 or less can be performed by City employees (“force account”) or through a negotiated contract without the necessity of competitively bidding.
2. Contracts Between $75,001 and $220,000. Public projects anticipated to cost between $75,001 and $220,000 should be advertised, bid and awarded in accordance with Article 3 of the Act.
3. Contracts greater than $220,000. Public projects anticipated to be greater than $220,000 are competitively bid using formal sealed bidding in accordance with Article 3 of the Act.
The following procurement methods or situations may not require competitive bidding, subject to purchasing officer authorization and applicable state or federal laws.
A. Purchasing Cooperatives. Use of purchasing cooperatives is a best procurement practice and is encouraged as a way of obtaining goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Measured use of purchasing cooperatives can significantly reduce the time and resources needed to competitively bid goods and services contracts.
B. Emergency Purchases. In the event of an emergency as defined in Section 2.70.020, the purchasing officer may purchase, or authorize the purchase, of goods and/or services in the open market without complying with the provisions of this chapter, unless competitive bidding is otherwise required by law and/or as a condition of grant reimbursement under emergency assistance programs.
C. Sole Source Purchases. Purchases that are only available from one source may be made without competitive bidding in accordance with instructions required by, and approval obtained from, the purchasing officer.
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D. Piggyback Contracting. Subject to the appropriate approval authority, the City may enter into contracts for goods and services purchases, the pricing and terms of which have been previously established by another public agency. The following requirements apply to piggyback contracts, and must be verified by the purchasing officer prior to contract award:
a. The parties to the original contract agree to the piggyback. b. The contract is for identical or nearly identical goods and/or services. c. The original contract resulted from competitive bidding or proposal procedures similar to those required by the city.
d. The original contract was awarded within two years of the city's purchase, or written justification is provided to support the use of an older solicitation.
e. The price of the purchase is comparable to that estimated by the requesting department.
Provided that the above conditions are met, and the purchase is approved by the appropriate award authority, the purchasing officer will execute a separate contract with the vendor selected by the originating agency which incorporates by reference the original solicitation, terms, conditions and prices.
Recession Preparedness
The City shall incorporate preparations for an inevitable future recession in its fiscal and operational practices. This includes prudent and cautious assessment of expansions in services, diligence in maintaining cost recovery for user services, aggressive funding of fund balance reserves to healthy levels in strong economies, conservative budgeting practices, fiscal frugality, alignment of one-time funding sources and uses, and continued practice of long-term financial planning.
Council’s identification of priority operational services and priorities are discussed and adopted as part of the overall budget plan each year. The budget process helps to drive long-term planning and operations and provides guidance in recession decision making when needed.
Recession fiscal decisions will ultimately be specific to the unique period, recessionary causes, and economic environment, but a basic assumption is that recessions will impact the City’s main revenue category of property tax, although delayed due to the nature of tax assessments. More immediate impacts come from development-related services fees and other revenue reductions.
Overall, funding reserve levels with financial resources achieved during good economic periods are recommended to ensure that the City has sufficient contingencies for inevitable but unpredictable downturns. In addition, minimizing expenditures each year that are not essential to providing services will aid in this effort.
Revenues
General Revenue funding such as taxes, intergovernmental revenues, and interest provide the funding for services conducted for city-wide benefit, such as public safety, infrastructure maintenance, and city administration. Services that benefit an individual, such as planning services and building permits, are
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financed through user fees, service charges, and assessments directly linked to the level of services provided.
To provide the Monte Sereno community with services and to maintain infrastructure, the City conducts ongoing reviews of operations to assess revenue trends. Charges for services will be reviewed annually to ensure appropriate cost recovery.
Designated and legally restricted revenue funding sources will be accounted for in the appropriate funds.
General taxes and revenues not allocated by law or contractual agreement to other funds are accounted for in the General Fund. Funds dedicated for a specific use are accounted for in the appropriate Special Revenue Fund, such as Monte Sereno’s law enforcement assessment and gas tax revenues.
The City seeks to diversify its revenue sources while adhering to the principle that new funding streams must align with the City’s overall goal to support and protect the Monte Sereno community. The City avoids profit-making enterprises that serve specific user groups and focuses on cost-recovery activities and taxpayer-funded services that maintain or enhance the community.
Property Tax is the largest single revenue source for the City and makes up over 57% of the total general fund revenue. Given its significance, the City closely monitors property tax revenue and makesrevenue and expenditure budgetary projections and adjustmentsin line with anticipated property tax fluctuations.
Risk Management
The City participates in a Joint Powers Insurance Authority (JPIA), a public entity risk pool, for general liability, automobile, and property-related claims. The City is responsible for the first $5,000 of each applicable claim. Bay Cities JPIA maintains a self-insured retention of $1 million and has purchased excess insurance coverage of up to $38 million for losses and claims exceeding applicable limits.
Workers’ Compensation claims are insured for the first $250,000 of coverage through the City’s participation in a Workers Compensation risk pool. After the $250,000 limit is met, an excess insurance coverage policy is activated. The excess coverage provides an employer liability limit of $5 million per occurrence and workers’ compensation liability limit of $100 million per occurrence. Workers' Compensation claims are managed by the PLAN JPA as a third-party administrator (TPA).
The City’s role in managing both Risk Management and Workers Compensation programs is preventative in nature, which is accomplished through careful monitoring of losses, working closely with the thirdparty administrator, participating in training, proactively addressing infrastructure maintenance and potential risks, and by designing and implementing safety programs to minimize risk and reduce losses.
User Fees
The City allows for discretion in the use of general taxes to meet the cost of services that provide a larger public benefit, such as code enforcement, and to recover the full or partial cost of services that largely or solely benefit individuals, such as a building permit.
In some cases, fees are established with a goal to discourage the use of a service,such as a false alarm fee
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that results in the dispatch of a public safety officer. The fee may accelerate with usage but allows for a level of leniency initially for this service with the understanding that cost recovery goals are not met.
A master schedule of User Fees is reviewed and presented to Council on an annual basis to allow for the adjustment of discretionary service and inflationary trends. If an adjustment is needed, a request to increase or decrease the fee is brought to Council at a Public Hearing and becomes effective 60 days (or later if stated) following approval of the fee adjustment. Typically, fee adjustments are brought to Council in late April for a July 1
st effective date, however a stand-alone fee adjustment may be brought to Council at any time throughout the year.
The City’s overall goal is to establish user charges and fees at levels that fully recover the direct and indirect activity cost of providing a service or product. However, market rates and charges levied by other municipalities of similar size for like services are taken into consideration when establishing rates, fees, and charges. As some services have partial cost recovery objectives, cost recovery ratios will vary in accordance with policy objectives.
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Credit Card Policy
S
Scope and Objectives
Employees may be assigned a City credit card to conduct authorized business on behalf of the City. All employees assigned a credit card must be approved in advance by the City Manager. Finance, with oversight by the City Manager, is hereby designated the responsibility of credit card issuance, accounting, monitoring of use, credit card retrieval, payment of all charges, maintenance of a list of authorized users and cards assigned to them and general compliance with the City’s Credit Card Policy.
All purchases made with a credit card are to follow the City’s Travel Expense Reimbursement Policy and may only be used for business purposes. No personal use of the card is allowed and can only be used by the individual employee to whom it is assigned. Purchases should be made with the credit card if it is impractical to procure the necessary items through regular procurement processes. Credit cards should not be used to replace planning for business needs. The credit card limit has a maximum of $25,000 for the City.
The following items are prohibited to purchase with credit cards:
• Personal items such as candy, gum, mints or similar items • Newspapers, magazines or similar items
• Alcohol
• Other items that would be considered luxury
An itemized receipt is required to be submitted for all credit card purchases including food, beverage and meal purchases one week prior to the payment due date. Misuse of a credit card may result in one or more of the following actions: revocation or restricted use of the card and/or loss of credit card privileges.
In the event of a declared disaster, credit cards may be used for any type of City purchase as authorized by the City Manager or designee.
Authorization, Use, Reporting and Return
Only those who are authorized by the City Manager and who have signed a Credit Card User Agreement may use City credit cards. Credit cards shall only be used to purchase goods or services directly related to official City business. Determination of the appropriate use of City credit cards shall be solely within the discretion of the City Manager, subject to City Council oversight.
All authorized users of City credit cards shall submit appropriate documentation detailing the goods or services purchased, the cost of said goods or services, the date of the purchase and the official business for which the purchase was made to the Finance Division promptly upon making charges against the card.
City credit cards shall not be used for cash advances, personal use, or any type of purchase not specifically permitted under the City’s purchasing policies or Travel Expense Reimbursement Policy. Authorized employees who are issued City credit cards shall be responsible for their custody and protection against theft or misuse and shall immediately notify the City Manager and Finance if the credit card is lost or stolen. Authorized employees who are issued City credit cards shall return said credit cards immediately upon termination of employment or service with the City of Monte Sereno.
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Internal Controls
A current list of all credit cards, authorized users, and credit limits shall be kept on file.
The employee supervisor shall review and approve all invoices received prior to submission of said invoices to Finance for payment. The City Council shall be responsible for approval of payment through regular review and approval of the Warrant Register at a duly noticed City Council meeting.
Any employee of the City of Monte Sereno who violates the provisions of this policy shall be subject to disciplinary action, up to and including termination, as well as appropriate criminal and/or civil action.
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City of Monte Sereno
Credit Card User Agreement
Requirements for use of credit card:
1. The credit card is to be used only to make purchases for official business of the City of Monte Sereno.
2. The credit card must be used in accordance with the provisions of the Credit Card Policy, Travel Expense Reimbursement Policy and purchasing policies established by the City of Monte Sereno.
Violation of these requirements will result in disciplinary action, up to and including termination as well as criminal and/or civil action.
I have read and understand the City of Monte Sereno’s Credit Card Policy, Travel Expense Reimbursement Policy and purchasing policies and I agree to adhere to them.
Print Name
Signature Date
Credit Card – Limit $___________
(Issuer) (Card Number)
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Fund Balance Reserve Policy
Prudent financial management dictates that the City reserve a portion of its funds for future use to maintain fiscal stability, ensure the continued orderly operation of government and provision of services to residents, and to mitigate current and future risks.
The City Council decides when to appropriate available funds to and from a reserve account. Use of reserve funds must be authorized by either specific direction in the annual budget, or by a separate City Council action, unless specifically directed by policy. Responsible fiscal stewardship also requires adequate reserves to be maintained for all known liabilities and established City Council and community directed initiatives.
If a situation arises where there may be a need to appropriate a large expenditure over more than one year, it is the intent of the Council to reserve those funds incrementally over time, provided the appropriations for such a purpose comply with applicable laws and regulations.
The Fund Balance Reserve Policy guidelines include descriptions identifying the fund type and classification, the purpose of the reserve, minimum and maximum funding goals if appropriate, appropriate utilization of the reserve and by what authority, and the procedure for funding the reserve initially, on an ongoing basis, or after utilization.
Governmental Fund Type Reserve Classifications
The Governmental Reserve classifications are defined asfollows, which includesthe applicable reserves that fall into the following classifications. To ensure the City always maintains available working cash flow and emergency funding, the collective total of the General Fund’s Assigned and Unassigned Reservesshall be sustained at a minimum of 100 percent of General Fund expenditures and operating transfers out (OTO) appropriations and no maximum limitation.
Restricted Fund Balance - Represents fund balance that is subject to external enforceable legal restrictions.
Committed Fund Balance - Represents fund balance constrained by limitations the government imposes upon itself at its highest level of decision making and remains binding unless removed in the same manner.
Assigned Fund Balance - Represents fund balance identified by Council for an intended use; however, as no legal obligations exist, the funds may be re-designated and utilized for another purpose if Council chooses.
Unassigned Fund Balance - Represents funding which may be held for a specific type of use or operational funding/stabilization purposes but is not yet directed to a specific purpose. Only General Fund reserves can be designated under the “Unassigned” fund balance classification. Other fund types are by nature structured for specific purposes; therefore, the fund balance is considered “assigned” for that purpose.
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General Fund Reserves
Afterthe City’sfinancialrecords are finalized and audited, with legal obligations and liability reserves funded, revenues/operating transfers in (OTI) and expenditures/operating transfers out (OTO) are closed out to Unassigned Fund Balance. The General Fund Designated Reserve will then be adjusted to represent one year of operating expenditures and OTO per Council policy.
Changes in annual contributions and the reserve goal amount shall be reviewed and determined by Council during the budget process, in line with changes in the City’s economic situation. Utilization of the reserve shall be brought to Council for discussion and consideration as needed.
Special Revenue Fund Reserves
Special Revenue Funds accumulated net operations are typically accounted for in an undefined reserve account in the fund and typically titled ‘Fund Balance Reserve’ meaning they do not have reserve categories. This difference is because other funds are structured forspecific uses or commitments, hence the fund balance already has a directed function and is therefore committed for that purpose. This differs from the General Fund, which is used for multiple and various operational purposes thereby requiring a distinction of purpose for each reserve.
Special Revenue Funds account for and report the proceeds of specific revenue sources that are restricted or committed to specified purposes (other than for debt service or capital projects). For Monte Sereno, Special Revenue Funds are established to account for each individual assessment zone separately, Fund Balance Law Roadway Loma Serena Storm Public
Classifications General Enforcement & Street Street
Light Drainage Safety
Restricted for:
Capital Projects $$ $$
Public Safety $$ $$
Roads and Streets $$ $$
Total Restricted - $$ $$ $$ $$ $$
Designated for:
Economic Uncertainty $$
Unassigned:
General Fund $$ -
Total
Designated/Unassigned $$ - - - - -
Total Fund Balances $$ $$ $$ $$ $$ $$
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thereby each fund complies with GASB 54 fund balance classifications and has its own separate restricted reserves.
Requests for use of the reserve for special projects are approved by Council through budget adoption or by a Council approved budget adjustment resolution throughout the year. Reserves are replenished from the Fund’s net operations in subsequent years.
Budgeted capital improvement project funding is determined by the scope of work approved by Council and remains assigned for that use until completed or reassigned by Council. Fund Balance amounts in the Roadways and Street and the Storm Drainage Funds represent the total remaining funds in the individual projects at year-end. As Fund Balance amounts are determined by the amount of project completion at year-end, setting a minimum or maximum amount is not applicable. Fund Balance is automatically reappropriated to budgeted capital projects in the following fiscal year for the improvement work to be completed.
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INVESTMENT POLICY
Scope and Objectives
It is the policy of the City of Monte Sereno to invest public funds in a manner which will provide the maximum security with the highest investment return, while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of public funds.
This policy will apply to all City funds except for deferred compensation plans (investments directed by the individual plan participants), debt service f unds held by trustees (investments placed in accordance with bond indenture provisions), and loans (investments authorized by separate agreements approved by City Council).
Investments shall be made with judgment and care under circumstances then prevailing, with prudence, discretion, and intelligence, not for speculation but for investments, considering the probable safety of capital as well asthe probable income to be derived. The standard of prudence to be used by investment officials shall be applied in the context of managing an overall portfolio. Investment officers acting in accordance with written procedures and thisInvestment Policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments.
The primary objectives, in priority order, of the City of Monte Sereno’s investment activitiesshall be:
A. Safety
Safety of principal isthe foremost objective ofthe investment program. Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objectives will be to mitigate credit risk and market risk.
1. Credit risk, defined as the risk of loss due to failure of the security issuer,should be mitigated by investing only in investment-grade securities and by diversifying the investment portfolio so that potential losses on individualsecurities will have a minimal impact on the portfolio.
2. Marketrisk, defined as market value fluctuations due to overall changesin the general level of interest rates, should be mitigated by limiting the average maturity of the City’s investment portfolio to two years and the maximum maturity of any one security to five years, and by structuring the portfolio based on cash flow analysisso asto avoid the need to sellsecurities prior to maturity.
B. Liquidity
The City's investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements whichmight be reasonably anticipated. Fixed maturities shall not exceed five years per Government Code Section 53601.
C. Return on Investments
The investment portfolio shall be managed with the objective of attaining a rate ofreturn throughout budgetary and economic cycles,subject to adherence to the first two criteria.
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Delegation of Authority
Management of the City of Monte Sereno's investment program will comply with California Government Code Section 53600 et seq. and Monte Sereno Municipal Code Section 2-20.035. Due to the limited staff size at the City, the Municipal Code designates the City Manager as the City Treasurer, who shall be responsible for (1) supervising all treasury activities and (2) establishing written procedures for the operation of the investment program consistent with this investment policy. Procedures should include reference to safekeeping, delivery vs. payment, investment accounting, wire transfer agreements, banking service contracts and collateral/depository agreements. Such procedures shall include explicit delegations of authority to persons responsible for investment transactions. No person may engage in investment transactions except as provided under the terms of this policy and the procedures established by the City Manager. The City Manager shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials.
Ethics and Conflicts of Interest
Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. These officers and employees involved in the investment processshall disclose to the City Manager any material financial interestsin financial institutionsthat conduct business with the City. Employees and investment officials shall refrain from undertaking personal investment transactions with individuals who conduct business on behalf of the City of Monte Sereno.
Authorized Financial Dealers and Institutions
The City Manager will maintain a list of financial institutions authorized to provide investmentservices to the City. In addition, a list will also bemaintained of approved security broker/dealersselected by credit worthiness and who are authorized to provide investment services in the State of California. A current audited financial statement is required to be on file for each financial institution with which the City of Monte Sereno invests priorto any transaction.
Authorized and Suitable Investments
Government Code Section 53601 sets forth guidelines for the purchase and sale of municipal investments.
The City is furtherlimited by its Investment Policy, staffing, required segregation of duties, and the size of the portfolio. To realistically achieve the goals of safety, liquidity and yield, this policy has restricted the type of investments available to the City of Monte Sereno as follows:
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Type Guarantee Limits Term to Maturity Limit
State of California Local Agency
Investment Fund (LAIF)
Implied Guarantee
by State of
California
$75,000,000 On Demand
Joint Powers Authority (JPA)
Investment Pools as authorized
by Govt Code 53601 (p) (e.g.
CAMP)
None No limit On Demand
U.S. Treasury Bills Guaranteed by
the US Treasury
No Limit 1 Year
U.S. Treasury Notes Guaranteed by
the US Treasury
No Limit 5 Years
Money Market Mutual Funds None 10% portfolio per
institution; 20% total
portfolio
On Demand
FDIC Insured Certificate of
Deposits FDIC
$250,000 per
institution; 30%
total portfolio
5 Years
Safekeeping and Custody
All security transactions entered into by the City of Monte Sereno shall be conducted on a delivery versus payment (DVP) basis. Securities will be held by a third party custodian, in the City of Monte Sereno's name and control, designated by the City Manager and evidenced by safekeeping receipts.
Diversification
The City will diversify itsinvestments by security type and institution. Limits are provided forin the above table, except forU.S. Treasury securities and authorized pools such as LAIF and CAMP, with no more than 30% of the City of Monte Sereno'stotal investment portfolio invested in a single security type or 20% with a single financial institution.
Maximum Maturities
To the extent possible, the City of Monte Sereno will attempt to match itsinvestments with anticipated cash flow requirements. The City will not directly invest in securities maturingmore than five (5) yearsfrom the date of purchase.
Debt reserve funds may be invested in securities exceeding five (5) years if the maturities of such investments coincide as nearly as practicable with the expected use of the funds.
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Internal Controls
The City of Monte Sereno is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss, theft or misuse. The internal controlstructure shall be designed to provide reasonable assurance thatthese objectives are met. The concept of reasonable assurance recognizes that:
➢ The cost of a controlshould not exceed the benefitslikely to be derived. ➢ The valuation of costs and benefits requires estimates and judgments by the City Manager and staff.
Accordingly, the City shall establish an annual process of independent review by an external auditor. This review will provide internal control by assuring compliance with policies and procedures. The internal controls should address the following points:
➢ Control of collusion.
➢ Separation of transaction authority from accounting and recordkeeping. ➢ Custodial safekeeping.
➢ Avoidance of physical delivery ofsecurities.
➢ Clear delegation of authority.
➢ Written confirmation of transactions for investments and wire transfers. ➢ Development of a wire transfer agreement with the lead bank and third-party custodian.
Performance Standards and Market Yield (Benchmark)
The investment portfolio shall be designed with the objective of obtaining a reasonable rate of return throughout budgetary and economic cycles, commensurate with investment risk constraints and cash flow needs. The City’s investment strategy is passive. Given this strategy, the benchmark used by the City of Monte Sereno to determine whether market yields are being achieved shall be the one-year U.S. Treasury Bill.
Reporting
The City Manager is charged with the responsibility of including a market report on investment activity and returnsin the City of Monte Sereno's Cash and Investment Report. The report will be in compliance with California Government Code Sections 41004, 53646 and 53600, et seq.
Investment Policy Adoption
The City of Monte Sereno 's Investment Policy shall be reviewed and adopted by the City Council annually to comply with Government Code Section 53600, et seq.
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LONG-TERM OBLIGATIONS POLICY
Scope and Objectives
This Long-Term Obligations Policy sets for the long-term liability management goals for the City of Monte Sereno, establishes general parameters for consideration of liability financing, and provides guidance for the management and continued administration of long-term obligations.
The City of Monte Sereno will not issue long-term debt to finance current operations. Debt financing should only be used for long-term capital improvement projects or purchases of capital assets, which have a useful life exceeding the term of the financing. In addition, revenue sources shall be identified to allow for the principal, interest, and other related payments (debt service) of the long-term debt.
Under the City’s fiscal management philosophy, the City manages its cash in a manner that ensures ongoing operational expenses are met, thereby preventing the need for borrowing. Capital funding is viewed under the same available funding philosophy, meaning the City, as a general rule, subscribes to acquiring funds through grants and accumulated net operational savings for one-time cash flow funding.
Debt obligations are to be considered only after giving due consideration to all available funding sources, including available cash reserves, available current revenues, future revenue sources, potential grants, and all other financing sources legally available to be used for such purposes.
1. Cash Funding
The City funds all capital improvements on a “pay-as-you-go” basis. City generated capital improvement funding is typically accumulated from excess operational revenues or grants that are restricted or committed to the capital project, such as the Roadway and Street Fund. As part of a “pay as you go” strategy, the City may accumulate capital improvement funding for several years or contribute a portion of the project cost and look for grant funding to supplement the cost of the project.
2. Interfund Borrowing
The City may borrow internally from otherfunds with surplus cash, in lieu of issuing debt. Purposes warranting the use of this type of borrowing could include short-term cash flow imbalances due to grant terms, timing of property tax remittances, or interim financing pending the issuance of debt. The City funds from which the money is borrowed may, at Council’s discretion, be repaid with interest based upon the earning rate of the City’s investment pool or other designated market rate. The City Manager or his/her designee shall exercise due diligence to ensure that it is financially prudent for the Fund to make the loan.
Interfund loans will be evaluated on a case-by-case basis. Any borrowing between two City funds which exceeds the City Manager’s authority for services requires a repayment schedule approved by City Council which includes an interest rate and payback schedule at the time the loan was taken out. The purpose of interfund borrowing is to finance high priority needs and to reduce costs of interest, debt issuance and/or administration.
3. Bank Loans/Lines of Credit
Although the City does not typically utilize lines of credit or short-term anticipation notes for the financing of capital projects, temporary financing instruments may be evaluated as a financing
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option.
4. Other Loans
The City will evaluate other loan programs under specialized circumstances, including but not limited to State or Federal loans, loans from other governmental agencies, private loans, and nonprofit foundations.
5. Long-Term Obligations
The City of Monte Sereno will monitor all forms of debt, including long-term liabilities such as compensated absences, leases, subscription based information technology arrangements (SBITA), pension obligations and other post-employment benefit (OPEB) obligations. Annually, the status of all long-term obligations will be reported to the City Council during the annual budget process and disclosed in the annual financial statements. The City will monitor its compliance and continuing disclosures as required by law and financial reporting principles. a. Compensated Absences, such as accrued vacation and other probable employee earned leaves, will be estimated and recorded each year as required under Governmental Accounting Standards Board (GASB) Statement 101.
b. Leases and SBITAs will be reviewed and recorded, if applicable, each year as required under GASB 87 and 96, respectively. The City has established materiality limits for SBITAs at the same threshold as the capital assets ($20,000).
c. Pension obligations are provided for full-time employees through the California Public Employees Retirement System (CalPERS). The City of Monte Sereno's contributions to the plan fluctuate each year based on an annual actuarial valuation. This variable rate employer contribution includes the normal cost of providing contracted benefits plus or minus an amortization of plan changes and net actuarial gains and losses since the last evaluation period. The Plan's Funded Ratio is an assessment of the need for future employer contributions based on the selected actuarial cost method used to fund the plan. The Unfunded Accrued Liability (UAL) is the present value of the future normal cost contributions for the service that has already been earned and is in addition to future normal cost contributions for active members.
The City shall make contributions to the plan equating 100% of the actuarially required contribution (ARC) for the current year, unless the City Council determines that it is fiscally prudent or in the best interest of the City to select an alternative payment contribution schedule as offered by CalPERS, including, but not limited to, a 10 or a 15- year amortization plan. City policy is to fund this obligation between a 90% to a 100% Funded Ratio.
d. Other Post Employment Benefits (OPEB) are provided as set forth in the City's Memorandums of Understanding (MOU's) with each employee group. The City of Monte Sereno shall fund OPEB expenses on a pay-as- you-go basis.
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TRAVEL EXPENSE REIMBURSEMENT POLICY
Scope and Objectives
To establish guidelines for the authorization, attendance and reimbursement of travel expenses for conferences, seminars and meetings for all employees while on authorized travel for City business. This policy is designed to be an accountable plan under Internal Revenue Code and Treasury regulations. It is important to remember that business expenses are paid from taxpayers and are a public record.
Employees are expected to exercise prudent judgment when incurring travel expenses on approved business and consider the lowest cost travel option.
Conference, Seminars and Meeting Attendance
The City maintains memberships in a wide variety of professional associations and encourages staff to actively participate in those associations concerned with the work in which they are engaged. It is generally accepted that attendance at professional conferences, seminars, and meetings is beneficial to both the employee and the City. Therefore, when it is determined by the employee and approved by the City Manager, that an employee's participation in an event will be in the best interest of the City, attendance is encouraged.
The City Manager may authorize attendance at conferences/seminars/meetings held by organizations in which the City is not a member when it is justified by the employee's active participation as an officer or board member of the association, or when attendance at a specific event is in the best interest of the City.
When attendance at any type of event requires travel away from home for one or more nights or to use alternative travel means other than a City vehicle, travel must be approved by the City Manager.
Transportation
Employees shall use the most efficient and cost-effective mode of transportation for an authorized business trip. In determining the type of travel consideration shall be given to the following factors:
➢ Estimated transit time
➢ Cost
➢ Estimated Departure time
➢ Desired arrival time
If the mode of transportation is commercial air, the class of travel shall be the lowest cost economy class available at time of booking and will be consistent with the lowest reasonable rate for a direct flight or the flight with the fewest number of transfers available for the desired departure and arrival times based on the above factors. The City Manager must approve any changes to flights wherein the City incurs a cost in excess of $100 prior to making the change. The employee will be reimbursed for mileage to and from the airport and the actual cost of airport parking.
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If ground transportation of choice is a rental car, the car rental insurance option, which should be refused by the employee at rental time, will not be reimbursed by the District.
If the mode of transportation is a vehicle, the use of a City vehicle is encouraged but cannot be used to transport anyone other than City employees. If a City vehicle is not used, the employee may use a personal vehicle, and mileage will be paid in accordance with the current IRS-approved rate. Before a personal vehicle is used for City business, the employee is required to show proof of insurance coverage up to the state mandated levels of liability insurance.
At destination airports, public transportation or shared-ride services should be utilized whenever practical.
Any customary tips to drivers shall not exceed 20% of the fare.
Compensation During Travel Away from the City on Business For employees classified as non-exempt under the Fair Labor Standards Act: (FLSA) When the trip originates from the employee's home, time, in excess of the employee's normal commute time, spent traveling to and from an authorized business event is considered time worked and will be compensated. When the trip originates from the employee's work location, all time spent commuting to and from an authorized business event is considered time worked and will be compensated.
Time spent in attendance at an authorized business event is considered time worked and will be compensated. In all instances, receptions; networking events; entertainment; and bona fide meal, sleep or rest time are not considered time worked and will not be compensated.
If an employee is offered public transportation but requests and is given permission to drive a vehicle instead, the time worked is the lesser of the time spent driving the car or the time that would have qualified as work time if the employee had used the public conveyance.
Time spent outside regular work hours in preparation for attendance at an authorized business event may be compensated with appropriate management approval in advance.
If an employee is offered overnight accommodations in accordance with this policy but chooses to commute to and from the location, the employee will not be compensated overtime for the additional non-business travel time or additional mileage, unless approved in advance by the City Manager based on business need.
For employees classified as exempt under the Fair Labor Standards Act Employees will be compensated for their normal salary. Exempt employees eligible for overtime pay for hours worked in excess of 40 hours will be compensated for time spent in sessions, meetings, or other business purposes outside of regularly scheduled work hours and may be required to provide verification of time worked. In all instances, receptions; networking events; entertainment; and bona fide meal, sleep or rest time are not considered time worked and will not be compensated. Time spent traveling to or from a destination outside of normally scheduled work hours is not compensated for as overtime.
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Lodging
When away from the District on business, an employee may engage rooms for overnight lodging during multi-day events for nights contained within the event period when there is a reasonable expectation that the day will exceed ten (10) hours. For this purpose, the day includes all time spent in transit, work, conference sessions, meetings, meetings, meetings, breaks, lunch, and participation at conferencesponsored events open and available to all attendees (e.g. welcome receptions and evening networking events).
Lodging in connection with a conference, meeting, or training activity shall not exceed the group rate published by the conference or training activity, inclusive of taxes and fees. If a group rate is not available, the lodging cost shall be reasonable and consistent with the cost of lodging used by other employees for similar events and accompanied by documentation demonstrating the group rate is not available as well as multiple lodging alternatives within the location at the same level of hotel as the group event The accommodations shall be at a commercial hotel convenient to the location of the business event. If alternative lodging is booked (i.e. private condos, homes, etc.) it must be booked through a commercial website available to the general public and the rate paid shall not exceed the published group rate or commercial hotel rate, if the group rate is not available, inclusive of all taxes and fees. In no case will reimbursement be made directly to private parties.
If the employee is accompanied on the trip by another person who is not an employee of the City, the City will only be charged for the amount equal to a single room rate.
A Travel Day may be approved by the City Manager before and/or after the scheduled event if reasonably necessary to ensure full participation. Approval of a Travel Day will consider the location of the event and the timing of reasonable travel options.
Except as provided above, if the employee chooses to arrive early, stay additional days, or use extra days to drive rather than fly to an event, additional lodging expenses incurred as a result of these choices will not be reimbursed by the City. As an example, if flying and staying for extra days or arriving early, the employee shall provide documentation of the flight cost to attend only the days of the event in addition to the actual cost incurred and the City will reimburse the lowest cost.
Daily Travel (No Overnight Stay)
Employees will be reimbursed for actual expenses up to the pro-rated per diem rate if the daily travel meets the following criteria:
➢ Breakfast –Employee departs from city hall or home prior to 7:00 a.m. as a result of travel.
Mealtimes are not inclusive of this time.
➢ Lunch – Reimbursement only when the conference, meeting or training extends up to and beyond the lunch period for that day, and lunch is not provided. ➢ Dinner (evening) – Employee is not able to return to city hall or home before 7:00 P.M. as a result of travel. Mealtimes are not inclusive of this time.
Meal reimbursementsfor daily travel are taxable income underIRS regulations.
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CITY OF MONTE SERENO, CA
Per Diem Reimbursement for Overnight Travel
An employee, who is authorized to travel, will be provided the per diem amount designated for the destination by the GSA or State Department per diem rate for meals and incidental expenses for the days of the meeting or event and approved travel day(s). Current rates can be found at www.gsa.gov/perdiem.
Receipts are not required to receive payment of the per diem rate.
When meals are purchased separately or as part of a meeting or conference package, the per diem rate will be reduced by the amount specified for the meal purchased at www.gsa.gov/perdiem. For example, if the employee purchases a lunch as part of a conference registration and the GSA per diem lunch rate is $17, the per diem provided to the employee for that day would be reduced by $17.
Other Expenses
The City will pay for the following business expenses incurred while traveling when incurred for the purpose of conducting City business. These are not considered part of the per diem allowance:
➢ Airport Parking will be paid at the non-discounted Economy Parking rate for an airport operated lot.
➢ Mileage to and from an airport or destination will be paid for the shortest distance from the assigned work location or employee’s home, whichever is less. Verification of mileage calculation must accompany the reimbursement request (e.g. calculation from Google Maps, Yahoo Maps, MapQuest or similar)
➢ Baggage fees for up to two bags.
➢ In-room Internet service.
➢ Photograph, fax, and photocopy service.
➢ Road tolls.
The City shall not pay for any personal expenses incurred by an employee or their guest while traveling on City business. Examples of such expenses are:
➢ Movie rentals in hotel rooms.
➢ Garment cleaning or pressing services.
➢ Alcoholic beverages.
➢ Personal toiletries articles.
➢ Entertainment.
➢ Travel within locations at the destination (e.g. from hotel to restaurant) that does not have a business purpose.
➢ Travel or rental car insurance.
➢ Seat upgrades or other travel add-on, such as priority boarding, mileage booster, etc. ➢ Fines , penalties, or expenses disallowed by law.
➢ Cancellation fees except where such cancellation is at the direction of the Ci, due to a declared
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emergency or health hazard at the destination, or due to an illness of the employee or their immediate family.
Expense Reporting
A travel expense claim must be submitted for approval no later than thirty (30) days following each travel event where any costs are to be paid by the City. Travel includes all work away from the City, such as attendance at meetings (both formal and informal), conferences, and seminars; "travel expenses" include transportation, per diem, lodging, registration, and any related incidental or additional expenses (such as telephone, tips, or car rental).
The destination can be a location close by (e.g. lunch after a meeting at a restaurant), or at a great distance (e.g. training out of state). Travel expenses submitted after thirty (30) days requires City Manager approval. Pursuant to IRS regulations, any travel expenses submitted and approved after sixty (60) days will be treated astaxable income. In no case will travel be reimbursed after ninety (90) days and any cost paid by the City must be reimbursed.
Proper completion of a travel expense form requires the employee to gather together and report on all expenditures relative to the travel experience. All expenses, whether personally incurred, charged to a City credit card, or paid through a City check request, must be reported on the travel expense form after completion of the trip. Personally incurred expenses will be reimbursed on the employee payroll check, but if no business expenses are personally incurred, the travel claim is still required in order to provide a complete accounting of travel expenses as analysis of City travel and conference expenditures are frequently required.
Documentary evidence of expense for which reimbursement is requested, such as receipts, paid bills, or similar evidence sufficient to support each expense, shall be attached to the online travel claim, except for items covered under the per diem payment. Each receipt or bill shall include detailed information to ensure the employee is only reimbursed for those expenses consistent with this policy. Additionally, evidence of prior City Manager approval of the travel, such as an email approval must be attached to the travel claim.
All expense reports and supporting documentation are subject to the Public Records Act and may be disclosed. Also, all expenses are publicly reported annually pursuant to State law.
Cost Exceeding Allowable Amounts
Employees may, at their own discretion, exceed the allowable amounts herein. In all cases where expenses exceed the allowable amount, the employee must pay for the excess amount or reimburse the City for all excess costs within 30 days of the last day of travel. The City will pay expenses up to the allowable amount.
RESOLUTION NO. 3766
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTE SERENO
ESTABLISHING A COMPREHENSIVE SET OF FINANCIAL POLICIES FOR THE CITY OF
MONTE SERENO, CALIFORNIA
WHEREAS, the City of Monte Sereno desires to establish a comprehensive set of financial policies that will serve as a guideline for operational and strategic decision making related to financial matters; and
WHEREAS, financial policies are intended to establish guidelines for the City of Monte Sereno’s overall planning and management; and
WHEREAS, such policies will allow the City of Monte Sereno to maintain and enhance a sound fiscal condition; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MONTE SERENO, CALIFORNIA:
Section 1. The recitals are true and correct and adopted as findings.
Section 2. That the City Council approves and adopts the financial policies attached hereto as Exhibit A.
Section 3. As a supplement to the financial policies attached hereto as Exhibit A, the Council establishes the following fiscal policies as a guideline to the Council in making budgetary decisions as follows:
A. Part of the annual budget review shall include setting aside a prudent portion of each year's annual budget appropriations to be contributed to the City's reserve.
B. Whenever possible, if the City is aware of the need to budget for a large expenditure which may need appropriations for more than one fiscal year, it is the intent of the Council to try to reserve those funds incrementally over time, provided the appropriations for such a purpose comply with applicable laws.
C. The City has a reserve that consists of "restricted" and "unrestricted" funds. "Restricted funds" are those funds collected therein can only be used for the specific purposes established by the applicable laws. "Unrestricted funds" are funds that have been appropriated to the City's reserve fund for future needs but are subject to the discretion of the Council regarding the manner in which they will be expended.
D. Unrestricted funds shall be identified and designated by the Council for various purposes, which may be changed from time to time by the Council as deemed appropriate.
DocuSign Envelope ID: 6A13EB46-D355-440E-ACBF-FB3BA796098F
E. The reserve funds designated by the Council will be used only for the purposes designated.
Section 4. This resolution shall supersede any conflicting provision of any previously adopted resolution, and Resolution No. 3090, Establishing a Fiscal Policy, adopted February 3, 2004, is hereby rescinded.
Section 5. If any section, sub-section, sentence, clause, or word in the Resolution is held to be invalid by decision of any court of competent jurisdiction or action of State legislation, such decision or legislation shall not affect the validity of the remaining portions of this Resolution.
Section 6. That the City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
REGULARLY passed and adopted this 2nd day of June, 2020, by the following vote:
AYES: Council Members Ellahie, Labouve, Turner, Mayor Pro Tempore Leuthold and Mayor Lawler
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
APPROVED:
__________________________
Liz Lawler, Mayor
ATTEST:
_____________________________________
Gloisy Gonzalez-Langarica, Deputy City Clerk
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RESOLUTION NO. 23-3883
A RESOLUTION ADOPTING AN INVESTMENT POLICY STATEMENT
GOVERNING THE INVESTMENT OF FUNDS OF THE CITY OF
MONTE SERENO, CALIFORNIA
FISCAL YEAR 2023-24
BE IT RESOLVED by the City Council of the City of Monte Sereno, County of Santa Clara, State of California, that the following rules be adopted to govern the investment of funds of the City of Monte Sereno:
SECTION 1. CRITERIA:
All cash assets of the City of Monte Sereno (herein referred to as the "CITY") shall be invested under the "Prudent Investor Rule" in accordance with the following criteria in order of priority:
(a) Safety of Principal: Safety of principal shall be the primary and overriding consideration.
(b) The liquidity of Investments shall be such as to provide for the timely payment of all the City's obligations and for protection from losses due to market action. Fixed maturities shall not exceed one year unless specifically and individually approved.
(c) Rate of Return: The rate of return on investments shall be maximized subject to adherence to the first two criteria.
SECTION 2. INVESTMENT VEHICLES:
Permissible investments are set forth in the State of California Government Code, Section 53601.
SECTION 3. INVESTMENT RESPONSIBILITY:
It shall be the responsibility of the City Manager to investigate and advise the City Council of the opportunities for investment based on policy criteria.
The City Manager shall have primary responsibility for the administration of this policy.
Secondary responsibility shall be that of the Finance Officer.
A monthly report shall be submitted to the City Council detailing where the idle funds are invested, and the average interest rate being earned on each investment.
REGULARLY passed and adopted the 20th day of June 2023, by the following roll call vote:
DocuSign Envelope ID: 9B00B2F6-586F-4F24-8658-850B8AD449E6
AYES: CRAIG, ELLAHIE, TURNER, WOLSHEIMER, MEKECHUK
NOES: NONE
ABSENT: NONE
BY: ________________________
Bryan Mekechuk, Mayor
ATTEST: _________________________
Gloisy Gonzalez-Langarica, City Clerk
DocuSign Envelope ID: 9B00B2F6-586F-4F24-8658-850B8AD449E6
STAFF REPORT
Meeting: City Council - Oct 06 2026
Agenda Heading: NEW BUSINESS
Staff Contact: Diana Perkins, City Manager
Department: City Manager
Title: Consider Appointment of a Council Member and Youth Commissioner to the Los Gatos High School Binge Drinking Prevention Task Force.
Recommendation(s):
Staff recommends that the City Council consider appointing a Council Member to the Los Gatos High School Binge Drinking Prevention Task Force and Authorize the Youth Commission to appoint a member to the Task Force.
Background Information:
The Los Gatos Monte Sereno Police Department has reported an increase in the use of alcohol and drugs by Monte Sereno and Los Gatos youth. Recently, the Los Gatos-Saratoga Union High School District Superintendent Heath Rocha coordinated meetings with the Los Gatos High School Principal Dave Poetzinger, Los Gatos Monte Sereno Police Department staff, Town of Los Gatos Mayor and Manager, and the City of Monte Sereno Mayor and Council Members and Manager to discuss their concerns about the increased use of alcohol and drugs by students. The School District has several initiatives they are undertaking to address the issue.
To support this effort, the City Council adopted a Social Host Ordinance on September 15, 2026. The ordinance is designed to confront and mitigate the prevalent problem of underage use of intoxicants at private and public venues. It allows law enforcement officials to issue citations for civil fines and fees against people responsible for gatherings at which intoxicants are served to, consumed by, or in the possession of minors. The ordinance holds adults responsible for underage use of intoxicants (alcohol, controlled substances and/or cannabis) in their households whether or not the adults are present. The Social Host Ordinance aligns with a similar ordinance in the Town of Los Gatos.
Analysis:
The Los Gatos-Saratoga Union High School District and Los Gatos High School have convened a Binge Drinking Prevention Task Force in response to recent data indicating an increase in binge drinking among Los Gatos High School students. The task force will bring together students, parents, school and district staff, local government, law enforcement, and community partners to better understand the factors contributing to student alcohol use and identify meaningful strategies for prevention.
The purpose of the task force is to ensure this work is not approached solely as a school issue, but as a shared community responsibility. Members will review available data, provide perspectives from across the community, identify opportunities for education and prevention, and help shape a coordinated communications campaign and effort designed to reach students and families with relevant, credible, and actionable information.
Student and parent voices will be particularly important to the process, helping ensure that strategies reflect the realities students and families are experiencing and that messages are likely to resonate rather than simply tell students what not to do.
The task force will meet eight times during the school year, with meetings lasting approximately one hour. Meetings will focus on understanding the data and contributing factors, identifying potential strategies and partnerships, developing and executing the communications campaign, and evaluating opportunities for continued prevention efforts.
Meetings will be held at the Los Gatos High School College and Career Center and are scheduled at 2:30pm on the following dates:
September 2, 2026
September 28, 2026
October 19, 2026
December 7, 2026
January 25, 2027
March 1, 2027
April 19, 2027
May 3, 2027
The Los Gatos High School staff encourage appointment of a Monte Sereno City Council Member and a Youth Commissioner to participate on this task force. Their perspective and connection to the broader Los Gatos/Monte Sereno community will be valuable to work together to support the health, safety, and well-being of our students.
If the Council authorizes Youth Commissioners to participate in the task force as a representative of the City, the Youth Commission will make that appointment at their next meeting scheduled for October 13, 2026.
California Environmental Quality Act:
This is not a “project” under the California Environmental Quality Act (“CEQA”) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment (CEQA Guidelines section 15378(b)(5)).
Fiscal Impact:
No fiscal impact will occur with the Council Member appointment to this task force.
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.
Submitted
September 30, 2026
NPDES Permit No. CAS612008 (Order R2-2022-0018)
City of Monte Sereno
Municipal Regional Stormwater NPDES Permit
ANNUAL REPORT
FY 2025-2026
Picnic in the Park
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
O: (408) 354-4734 A: 1 West Campbell Avenue #H-73, Campbell, CA 95008-1039 CleanCreeks.org September 30, 2026
Ms. Eileen White
Executive Officer
San Francisco Bay Regional Water Quality Control Board
1515 Clay Street, Suite 1400 Oakland, CA 94612
Subject: City of Campbell, Town of Los Gatos, City of Monte Sereno, City of Saratoga Fiscal Year (FY) 2025-2026 Annual Report
Dear Ms. White:
On behalf of the West Valley Stormwater Joint Powers Authority and its member agencies (Campbell, Los Gatos, Monte Sereno, and Saratoga), I am pleased to submit the FY2025-2026 Stormwater Program Annual Report pursuant to Permit Provision C.22.a of the Municipal Regional Stormwater NPDES Permit (MRP), Order R2-2022-0018, NPDES Permit No.
CAS612008 issued by the San Francisco Bay Regional Water Quality Control Board.
The four West Valley agencies also participate in the Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP), through which applicable regional activities and permit requirements are reported in the SCVURPPP Annual Report.
The Annual Report provides documentation of activities conducted by the Authority and its member agencies during FY2025-2026 and consists of the following:
A. Certification Statement
B. Annual Report Form
Table of Contents
Completed Annual Report Form Sections
C. Appendices
Table of Contents
Supporting Appendices
Please contact me at (408) 354-4734 if you have any questions regarding this submittal.
Sincerely,
Sheila Tucker
Executive Director
Duly Authorized Representative
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
O: (408) 354-4734 A: 1 West Campbell Avenue #H-73, Campbell, CA 95008-1039 CleanCreeks.org Ms. Eileen White
September 30, 2026
Enclosures: FY2025-2026 Municipal Stormwater Program Annual Reports c: Terry Hines, City of Campbell
Amy Olay, City of Campbell
Mary Badame, Town of Los Gatos
Nicolle Burnham, Town of Los Gatos
Bryan Mekechuk, City of Monte Sereno
Diana Perkins, City of Monte Sereno
Chuck Page, City of Saratoga
Mainini Cabute, City of Saratoga
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
City of Monte Sereno
Stormwater/NPDES Permit
FY 2025-2026 ANNUAL REPORT
Certification Statement
"I certify, under penalty of law, that this document and all attachments were prepared under my direction or supervision in accordance with a system designed to ensure that qualified personnel properly gather and evaluate the information submitted.
Based on my inquiry of the person or persons who manage the system, or those persons directly responsible for gathering the information, the information submitted, is, to the best of my knowledge and belief, true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the possibility of fine and imprisonment for knowing violations.”
Signature by Duly Authorized Representative:
Diana Perkins Date
City Manager
18041 Saratoga-Los Gatos Road
Monte Sereno, California 95030-4299
Telephone: 408.354.7635
www.montesereno.org
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC 9/22/2026
FY 25-26 Annual Report West Valley Communities
FY 25-26 AR Form September 2026
Table of Contents
Section Page
Section 1 – Permittee Information...........................................................................................................................1-1 Section 2 – Provision C.2 Municipal Operations.....................................................................................................2-1 Section 3 – Provision C.3 New Development and Redevelopment....................................................................3-1 Section 4 – Provision C.4 Industrial and Commercial Site Controls......................................................................4-1 Section 5 – Provision C.5 Illicit Discharge Detection and Elimination ..................................................................5-1 Section 6 – Provision C.6 Construction Site Controls..............................................................................................6-1 Section 7 – Provision C.7 Public Information and Outreach.................................................................................7-1 Section 9 – Provision C.9 Pesticides Toxicity Controls............................................................................................9-1 Section 10 – Provision C.10 Trash Load Reduction ..............................................................................................10-1 Section 11 – Provision C.11 Mercury Controls ......................................................................................................11-1 Section 12 – Provision C.12 PCBs Controls............................................................................................................12-1 Section 13 – Provision C.13 Copper Controls.......................................................................................................13-1 Section 15 – Provision C.15 Exempted and Conditionally Exempted Discharges............................................15-1 Section 17 – Provision C.17 Discharges Associated with Unsheltered Homeless Populations.........................17-1 Section 20 – Provision C.20 Cost Reporting..........................................................................................................20-1 Section 21 – Provision C.21 Asset Management..................................................................................................21-1 Note that Provisions C.14, C.18, and C.19 are not relevant to the West Valley Communities and are not included in this report.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report
A-1
Acronyms and Abbreviations
AC Acres
AHTG Ad Hoc Task Group
AR Annual Report
BASMAA Bay Area Stormwater Management Agency Association BMP Best Management Practice
CA California
CASQA California Stormwater Quality Association
CEO Code Enforcement Officer
CEQA California Environmental Quality Act
CIP Capital Improvement Project
COA Condition of Approval
DEH Santa Clara County Department of Environmental Health DOT Department of Transportation
DPR Santa Clara County Department of Pesticide Regulation DTSC Department of Toxic Substance Control
e.g. For Example
EIR Environmental Impact Report
EOA Eisenberg, Olivieri, and Associates
FY Fiscal Year
GSI Green Stormwater Infrastructure
GIS Geographic Information Systems
HAZMAT Hazardous Material
Hg Mercury
HHW Household Hazardous Waste
HM Hydromodification
HMP Hydromodification Management Plan
i.e. That Is
ICID Illegal Connection, Illicit Discharge
IPM Integrated Pest Management
LID Low Impact Development
LUS Land Use Subgroup (WMI)
MOU Memorandum of Understanding
MRP Municipal Regional Permit
N/A Not Applicable
NEPA National Environmental Protection Act
NOI Notice of Intent
NPDES National Pollutant Discharge Elimination System
NPS Non-point Source Pollution
O & M Operation and Maintenance
OWOW Our Water Our World
PAPA Professional Association of Pesticide Applicators
PCA Pesticide Certified Applicator
PCB Poly-Chlorinated Biphenyl
PCO Pest Control Operator
PIP Public Information and Participation
PSA Public Service Announcement
PW Public Works
RMP San Francisco Bay Regional Monitoring Program
RWQCB Regional Water Quality Control Board
s. f. or sq. ft. Square feet
SCBWMI or WMI Santa Clara Basin Watershed Management Initiative SCC Santa Clara County
SCVURPPP Santa Clara Valley Urban Runoff Pollution Prevention Program Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report
A-2
Acronyms and Abbreviations (cont.)
SCVWD
SIC
SOP
SWMP
SWPPP
TMA
TMDL
URMP
URP
WEO
WMI
Santa Clara Valley Water District
Standard Industrial Classification
Standard Operating Procedure
Stormwater Management Plan
Stormwater Pollution Prevention Plan
Trash Management Area
Total Maximum Daily Load
Urban Runoff Management Plan
Urban Runoff Program
Watershed Education and Outreach
Watershed Management Initiative
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report September 30, 2026
Section 1
Permittee Information
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report Permittee Information
City of Monte Sereno
FY 25-26 AR Form 1-1 September 2026
Section 1 – Permittee Information
SECTION I. BACKGROUND INFORMATION
Background Information
Permittee Name: City of Monte Sereno
Population: 3,566*
NPDES Permit No.: CAS612008
Order Number: R2-2022-0018, as amended
Reporting Time Period (month/year): July 2025 through June 2026 Name of the Responsible Authority: Diana Perkins Title: City Manager Mailing Address: 18041 Saratoga-Los Gatos Rd.
City: Monte Sereno Zip Code: 95030 County: Santa Clara
Telephone Number: (408) 354-7635 Fax Number:
E-mail Address: [email protected]
Name of the Designated Stormwater
Management Program Contact (if
different from above):
Sheila Tucker Title: Executive Director
Department: West Valley Stormwater Authority
Mailing Address: 1 W. Campbell Ave. #H-73
City: Campbell Zip Code: 95008 County: Santa Clara
Telephone Number: (408) 354-4734 Fax Number:
E-mail Address: [email protected]
*https://www.census.gov/
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Section 2 Provision C2
Municipal Operations
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FY 25-26 Annual Report C.2 – Municipal Operations
City of Monte Sereno
FY 25-26 AR Form 2-1 September 2026
Section 2 – Provision C.2 Reporting Municipal Operations Program Highlights
Highlight/summarize activities for reporting year:
Summary:
The City of Monte Sereno (Monte Sereno) is a residential community, approximately 1.6 square miles in size, with a population of about 3,500 residents. Monte Sereno has no corporation yard, no parks, and no city property or buildings except a small city hall site. Municipal maintenance operations for public streets and the city hall are managed by contracts. Monte Sereno requires contractors to comply with all current Municipal Regional Permit (MRP) requirements and applicable municipal operations BMPs. Monte Sereno is a member of the West Valley Stormwater Authority (Authority) and Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP) and participates in numerous joint local, countywide, and regional programs and activities.
The Authority participated in the SCVURPPP’s Municipal Maintenance Ad Hoc Task Group on behalf of Monte Sereno and provided ongoing information to staff. Refer to the C.2. Municipal Operations section of the SCVURPPP FY 25-26 Annual Report for a description of activities implemented at the countywide and/or regional level.
C.2.a. ►Street and Road Repair and Maintenance
Place a Y in the boxes next to activities where applicable BMPs were implemented. If not applicable, type NA in the box and provide an explanation in the comments section below. Place an N in the boxes next to activities where applicable BMPs were not implemented for one or more of these activities during the reporting fiscal year, then in the comments section below provide an explanation of when BMPs were not implemented and the corrective actions taken.
Y Control of debris and waste materials during road and parking lot installation, repaving, repair, or maintenance activities from polluting stormwater
Y Control of concrete slurry and wastewater, asphalt, pavement cutting, and other street and road maintenance materials and wastewater from discharging to storm drains from work sites
Y Sweeping, vacuuming, and/or other dry methods to remove debris, concrete, or sediment residues, and spills or leaks, from work sites upon completion of work
Comments:
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City of Monte Sereno
FY 25-26 AR Form 2-2 September 2026
C.2.b. ►Sidewalk/Plaza Maintenance and Pavement Washing Place a Y in the boxes next to activities where applicable Best Management Practices (BMPs) were implemented and required to be implemented. If not applicable, type NA in the box and provide an explanation in the comments section below. Place an N in the boxes next to activities where applicable BMPs were not required and implemented for one or more of these activities during the reporting fiscal year, and then in the comments section below provide an explanation of when BMPs were not implemented and the corrective actions taken.
N/A Prevention of polluted wash water and non-stormwater from pavement, sidewalk and plaza cleaning, mobile cleaning, outdoor pressure washing operations, and washing down of trash areas and gas station or mobile fueling service areas from discharging to storm drains Y Inclusion of sanitizing procedures in BMPs for washing down outside areas of human habitation Y Implementation of BMPs such as those included in the BASMAA Mobile Surface Cleaner Program or the CASQA good housekeeping videos N/A Coordination with sanitary sewer agencies to determine if disposal to the sanitary sewer is available for the wastewater generated from these activities, provided that appropriate approvals and pretreatment standards are met Comments:
BMPs for washing down outside areas of human habitation, including sanitizing procedures: Sanitization-Procedures-BMPs Monte Sereno does not implement any type of regular pavement washing program.
C.2.c. ►Bridge and Structure Maintenance and Graffiti Removal Place a Y in the boxes next to activities where applicable BMPs were implemented. If not applicable, type NA in the box and provide an explanation in the comments section below. Place an N in the boxes next to activities where applicable BMPs were not implemented for one or more of these activities during the reporting fiscal year, then in the comments section below provide an explanation of when BMPs were not implemented and the corrective actions taken.
N/A Control of discharges from bridge and structural maintenance activities directly into surface waters or storm drains Y Control of non-stormwater and wash water discharges from graffiti removal activities Y Proper disposal for wastes generated from bridge and structure maintenance and graffiti removal activities Y Employee training on proper capture and disposal methods for wastes generated from bridge and structural maintenance and graffiti removal activities
N/A Contract specifications requiring proper capture and disposal methods for wastes generated from bridge and structural maintenance and graffiti removal activities
Comments:
Monte Sereno has one half of one bridge (shared with the City of Saratoga) identified on their Bridge Inventory. No structural maintenance occurred in FY 25-26. Monte Sereno does not encounter significant graffiti issues. No graffiti removal occurred in FY 25-26. Monte Sereno and contract staff have received training regarding the use of appropriate BMPs when needed.
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City of Monte Sereno
FY 25-26 AR Form 2-3 September 2026
C.2.e. ►Rural Public Works Construction and Maintenance Does your municipality own/maintain rural1 roads? X Yes No If your answer is No, then skip to C.2.f.
Place a Y in the boxes next to activities where applicable BMPs were implemented. If not applicable, type NA in the box and provide an explanation in the comments section below. Place an N in the boxes next to activities where applicable BMPs were not implemented for one or more of these activities during the reporting fiscal year, then in the comments section below provide an explanation of when BMPs were not implemented and the corrective actions taken.
N/A Control of road-related erosion and sediment transport from road design, construction, maintenance, and repairs in rural areas Y Identification and prioritization of rural road maintenance based on soil erosion potential, slope steepness, and stream habitat resources N/A Constructing roads and culverts that do not impact creek functions, including migratory fish passage Y Inspection of rural roads for structural integrity and prevention of impact on water quality Y Maintenance of rural roads adjacent to streams and riparian habitat to reduce erosion, replace damaging shotgun culverts, and address excessive erosion
N/A Re-grading of unpaved rural roads to slope outward where consistent with road engineering safety standards, and installation of water bars as appropriate
N/A Inclusion of measures to reduce erosion, provide fish passage, and maintain natural stream geomorphology when replacing culverts or designing new culverts or bridge crossings
Comments (including listing increased maintenance in priority areas):
Monte Sereno did not complete any rural road construction and/or maintenance activity in FY 25-26. However, BMPs would be included in contracts in the future, as needed.
1 Rural means any watershed or portion thereof that is developed with large lot home-sites, such as one acre or larger, or with primarily agricultural, grazing or open space uses.
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City of Monte Sereno
FY 25-26 AR Form 2-4 September 2026
C.2.f. ►Corporation Yard BMP Implementation
Place an X in the boxes below that apply to your corporation yard(s):
X We do not have a corporation yard.
Our corporation yard is a filed NOI facility and regulated by the California State Industrial Stormwater NPDES General Permit.
We have a Stormwater Pollution Prevention Plan (SWPPP) for the Corporation Yard(s).
Place an X in the boxes below next to implemented SWPPP BMPs to indicate that these BMPs were implemented in applicable instances. If not applicable, type NA in the box. If one or more of the BMPs were not adequately implemented during the reporting fiscal year then indicate so and explain in the comments section below:
N/A Control of pollutant discharges in stormwater such as wash water N/A Routine inspection of corporation yard(s) in August or September to ensure non-stormwater discharges have not entered the storm drain system and pollutant discharges are prevented to the maximum extent practicable N/A Containment of all vehicle and equipment wash areas through plumbing to sanitary sewer or other collection method N/A Use of dry cleanup methods when cleaning debris and spills from corporation yard(s) or collection and disposal of all wash water to sanitary sewer or other location where it does not impact surface or groundwater if wet cleanup methods are used N/A Require private companies/contractors to use dry cleanup methods when cleaning debris and spills from corporation yard(s) or collect and dispose of all wash water to sanitary sewer or other location where it does not impact surface or groundwater if wet cleanup methods are used
N/A Cover and/or berm outdoor storage areas containing pollutants Comments:
Monte Sereno does not have a Corporation Yard.
If you have a corporation yard(s) that is not an NOI facility, for inspection results for your corporation yard(s), complete the following table, provide a narrative above, or attach a summary including the following information:
Corporation Yard
Name
Corp Yard Activities w/ sitespecific SWPPP BMPs
Inspection
Date2 Inspection Findings/Results
Date and Description of
Follow-up and/or
Corrective Actions
N/A N/A N/A N/A N/A
2 Minimum inspection frequency is once a year between August 1 and September 30.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 109 of 212 FY 25-26 Annual Report C.2 – Municipal Operations
City of Monte Sereno
FY 25-26 AR Form 2-5 September 2026
C.2.g. ►Storm Drain Inlet Marking (FY 25-26 Annual Report Only) Number of municipally maintained storm drain inlets 200 Will at least 80 percent of municipality-maintained storm drain inlets be legibly labeled with an appropriate stormwater pollution prevention message during the permit term? X Yes No
Is a picture of a labeled municipality-maintained inlet attached? X Yes No Comments:
See attached photo of labeled municipality-maintained inlet.
C.2.h. ►Staff Training
Dates of Training Training Topics Covered
Total number of
Permittee
maintenance staff
Permittee maintenance
staff who attended
training
Number Percent
6/2/2026 SCVURPPP training with vendor field stations that provided BMP equipment/materials related to stormwater activities, including vactor trucks, storm drain inlet protection, sediment controls, trash full capture devices, and sampling equipment.
Maintenance is
done by
contractors.
One muni staff
oversees contracts.
1 100
Comments:
Contracts for maintenance require appropriate stormwater BMPs for all related municipal maintenance work.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 110 of 212 FY 25-26 Annual Report C.2 – Municipal Operations
City of Monte Sereno
FY 25-26 AR Form 2-6 September 2026
C.2.g. sample storm drain inlet marker
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 111 of 212 FY 25-26 Annual Report September 30, 2026
Section 3
Provision C3
New Development
and Redevelopment
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-1 September 2026
Section 3 – Provision C.3 Reporting New Development and Redevelopment C.3.b.iv.(2) ►Regulated Projects Reporting
Fill in attached table C.3.b.iv.(2) or attach your own table including the same information.
No regulated projects.
C.3.e.iv. ►Alternative or In-Lieu Compliance with Provision C.3.c.
Is your agency choosing to require 100% LID treatment onsite for all Regulated Projects and not allow alternative compliance under Provision C.3.e.?
Yes X No
Comments (optional):
C.3.e.v. ►Special Projects Reporting
1. In FY 25-26, has your agency received, but not yet granted final discretionary approval of, a development permit application for a project that has been identified as a potential Special Project based on criteria listed in MRP Provision C.3.e.ii(2) for any of the three categories of Special Projects (Categories A, B or C)? Yes
X
No
2. In FY 25-26, has your agency granted final discretionary approval to a Special Project? If yes, include the project in both the C.3.b.iv.(2) Table, and the C.3.e.v. Table.
Yes X No
If you answered “Yes” to either question,
1) Complete Table C.3.e.v.
2) Attach narrative discussion of 100% LID Feasibility or Infeasibility for each project.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 113 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-2 September 2026
C.3.h.v.(2) ►List of Newly Installed1 Stormwater Treatment Systems and HM Controls
On an annual basis, before the wet season, provide a list of newly installed (installed within the reporting period) stormwater treatment systems and HM controls (for both regulated and non-regulated projects) to the local mosquito and vector control agency and include a copy of that information in the Annual Report. The list shall include the facility locations and a description of the stormwater treatment measures and HM controls installed.
1. Did your agency provide the list of newly installed Stormwater Treatment Systems and HM Controls to the Vector Control agency, either individually or through the countywide program? (If no, provide an explanation.)
Yes X, no newly
installed
treatment
systems
No
2. Is a copy of the communication, including the list of newly installed treatment/HM measures, included in your Annual Report?
Yes, See
Appendix
3-1 X
No, see SCVURPPP
Annual Report for a
copy of the
communication and list.
C.3.h.v.(3)(a)-(c) ►Installed Stormwater Treatment Systems Operation and Maintenance Verification Inspection Program Reporting Site Inspections Data Number/Percentage
Total number of Regulated Projects (including offsite projects, and Regional Projects) in your agency’s database or tabular format at the end of the previous fiscal year (FY 24-25) 2 Montalvo Oaks
Seaborn Court
Total number of Regulated Projects (including offsite projects, and Regional Projects) in your agency’s database or tabular format at the end of the reporting period (FY 25-26) 2 Total number of Regulated Projects (including offsite projects, and Regional Projects) for which O&M verification inspections were conducted during the reporting period (FY 25-26). Include only stormwater related inspections. 2 Percentage of the total number of Regulated Projects (including offsite projects, and Regional Projects) inspected during the reporting period (FY 25-26). Include only stormwater related inspections. 100%2
1 “Newly Installed” includes those facilities for which the final installation inspection was performed during this reporting year. 2 Based on the number of Regulated Projects in the database or tabular format at the end of the previous fiscal year, per MRP Provision C.3.h.ii.(6)(b).
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 114 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-3 September 2026
Comments:
N/A
C.3.h.v.(3)(d)-(e) ►Installed Stormwater Treatment Systems Operation and Maintenance Verification Inspection Program Reporting
Provide a discussion of the inspection findings for the year and any common problems encountered with various types of treatment systems and/or HM controls. This discussion should include a general comparison to the inspection findings from the previous year.
Summary:
In FY 25-26, the City of Monte Sereno (Monte Sereno) had two sites for O&M inspection (Montalvo Oaks and Seaborn Court). The pumps at Montalvo Oaks were verified to be operational and well maintained. Additionally, for Seaborn Court, all the stormwater elements were confirmed per plan.
Provide a discussion of the effectiveness of the O&M Program and any proposed changes to improve the O&M Program (e.g., changes in prioritization plan or frequency of O&M inspections, other changes to improve effectiveness of the program).
Summary:
Based on FY 25-26 inspection results, the O&M Program continues to be effective. Both regulated projects were inspected, and the stormwater treatment systems were found to be operational and appropriately maintained, with no recurring or systemic O&M issues identified. Based on these results, no changes to the current inspection frequency or O&M Program are proposed at this time.
C.3.i. ►Required Site Design Measures for Small Projects and Smaller Detached Single Family Home Projects
On an annual basis, discuss the implementation of the requirements of Provision C.3.i, including ordinance revisions, permit conditions, development of standard specifications and/or guidance materials, and staff training.
Summary:
The Bay Area Stormwater Management Agencies Association (BASMAA) prepared standard specifications in four fact sheets regarding the site design measures listed in Provision C.3.i, as a resource for Permittees. We have modified local ordinances/policies/procedures and forms/checklists to require all applicable projects approved after December 1, 2012, to implement at least one of the site design measures listed in Provision C.3.i. We are using the following Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP) and BASMAA products for C.3.i implementation:
• BASMAA’s site design fact sheets
• C.3.i guidance provided by the SCVURPPP C.3 Stormwater Handbook Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 115 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-4 September 2026
C.3.j.iii. ►No Missed Opportunities
On an annual basis, submit a list of green infrastructure projects, public and private, that are planned for implementation during the permit term and infrastructure projects planned for implementation during the permit term that have potential for green infrastructure measures. Include the following information:
• A summary of planning or implementation status for each public and private green infrastructure project that is not also a Regulated Project as defined in Provision C.3.b.ii. (see C.3.j.iii.(2) Table B - Planned Green Infrastructure Projects). • A summary of how each public infrastructure project with green infrastructure potential will include green infrastructure measures to the maximum extent practicable during the permit term. For any public infrastructure project where implementation of green infrastructure measures is not practicable, submit a brief description of the project and the reasons green infrastructure measures were impracticable to implement (see C.3.j.iii.(2) Table A - Public Projects Reviewed for Green Infrastructure).
Summary of Planning or Implementation Status of Identified Projects:
See attached Tables C.3.j.iii.(2)-A and C.3.j.iii.(2)-B for the required information, and any additional notes provided here.
C.3.j.iv.(2) ►Participate in Processes to Promote Green Infrastructure
On an annual basis, report on the goals and outcomes during the reporting year of work undertaken to participate in processes to promote green infrastructure.
Please refer to the SCVURPPP FY 25-26 Annual Report for a summary of efforts conducted to help regional, State, and federal agencies plan, design, and fund incorporation of green infrastructure measures into local infrastructure projects, including transportation projects.
As part of its Green Stormwater Infrastructure (GSI) campaign, the West Valley Stormwater Authority (Authority) published seven social media posts on topics such as pervious surfaces, rain gardens, rain barrels, cisterns, bioretention areas, permeable paving, swales, and available rebate programs. These posts were shared by the Authority and made available for reposting by member agencies.
The Authority’s website supported this outreach by providing information on numerous regional webinars offered during the fiscal year. Webinar topics included rainwater capture and harvesting, rain barrels, rain gardens, permeable landscaping, graywater gardening, and watershed-wise garden design. The website also features the Watershed Watch Campaign’s video on local GSI practices. In addition, seven short GSI videos or reels are available on the website and the Authority's YouTube channel. Local GSI examples are frequently highlighted during outreach events and school presentations, including Campbell’s Hacienda Avenue Green Street, the pervious sidewalk at 981 E. Hamilton Avenue, and the bioretention basins in Saratoga’s Village parking lots and by Los Gatos’ library parking lot.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 116 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-5 September 2026
C.3.j.v.(1)(a) ►Non-Regulated (Green Infrastructure) Projects Reporting
Fill in attached table C.3.j.v.(1)(a) with information on non-regulated GI projects that have completed construction during the reporting period, or attach your own table including the same information.
See Appendix C.3 for C.3.j.v.(1)(a) table.
C.3.j.v.(1)(d) ►Tracking and Mapping Tools
Provide a summary report on the implementation of tracking and mapping tools and provide a link to the component which is available to the public.
Summary Report:
Please refer to the SCVURPPP FY 25-26 Annual Report for a summary of implementation of the tracking and reporting tools, and a link to the component which is available to the public.
C.3.j.v.(2) ►Green Infrastructure Plan Implementation
(For FY 25-26 Annual Report Only) Report on updates, addenda, and changes to the programmatic implementation of your Green Infrastructure Plan.
Provision C.3.j.ii.(1)(a) – Revise implementation mechanisms to include consideration, or reconsideration, of cooperation with non-municipal entities such as schools on GSI implementation, and otherwise updating implementation mechanisms as appropriate.
Monte Sereno is a rural residential community with no commercial or industrial areas. Aside from residential uses, Monte Sereno has a city hall, one elementary school, and one church. Monte Sereno approached the school district in 2022 about integrating GSI features into planned outdoor classrooms, but they declined due to the increased costs and the absence of a regulatory requirement. Monte Sereno will consider additional efforts to coordinate with schools in the future. A challenge to working with public schools is that development projects are not under local agency control and schools are not covered under the Phase II Permit.
Provision C.3.j.ii.(1)(b) Following through with the development or updates of general plans, specific plans, urban forestry plans, climate change adaptation plans, complete streets plans and other planning documents with a green infrastructure nexus to include language which is more supportive of green infrastructure implementation, as identified by Permittees in their Green Infrastructure Plans. Upon request by Water Board staff, Permittees shall provide justifications for planning documents that they assert do not need to be updated to further support green infrastructure implementation.
Monte Sereno’s General Plan 2040 (GP) was adopted on August 4, 2026, and included GSI text. The General Plan can be accessed here:
https://www.montesereno.org/DocumentCenter/View/4442/General-Plan-2026-without-the-Housing-Element.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 117 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-6 September 2026
No additional planning documents were updated, however, Monte Sereno continues to monitor for opportunities to include GSI language in planning documents and will make updates to existing documents in alignment with the established/anticipated update timelines for those documents.
Provision C.3.j.ii.(1)(c) Developing funding and funding mechanisms identified in the Green Infrastructure Plans, such as by working with the relevant agencies to expand the scope of transportation grants to include allocation for green infrastructure; establishing green infrastructurebased or green infrastructure-incorporating stormwater fees, including work that sets the foundation for additional future stormwater fees; establishing or increasing application review fees, and evaluating other opportunities to leverage municipal approval of private development to fund green infrastructure implementation.
Monte Sereno staff have participated in SCVURPPP training and discussions for identifying potential funding sources. Monte Sereno has reviewed grant opportunities provided by SCVURPPP, such as Urban Greening Grants, Prop 1 Integrated Regional Water Management (IRWM), and EPA’s San Francisco Bay Water Quality Improvement Fund. However, none of these grants have aligned with Monte Sereno’s needs.
Provision C.3.j.ii.(1)(d) Reviewing countywide green infrastructure implementation guidance documents and adapting them as necessary to account for local considerations if this has not already been completed during the Previous Permit term, and otherwise reviewing and updating general guidelines and standard specifications as appropriate.
In August 2019, SCVURPPP completed the SCVURPPP GSI Handbook, which includes GSI project design guidelines, details, and specifications. The GSI Handbook includes two parts. Part 1, General Guidelines, provides guidance on selection, integration, prioritization, siting, and maintenance for GSI applications. Part 2 provides engineering and technical details and specifications that can be customized for construction plan submittals by designers, developers, and municipal agencies. During FY 24-25, updates were made to sections of Part 1 to incorporate MRP 3.0 requirements and to the details in Part 2 of the Handbook. The detail updates included revisions to bioretention details, pervious pavement details, and general typical details. Revised details, in PDF and CAD, were added to the GSI Handbook posted on the SCVURPPP website.
Monte Sereno hired a C3 Qualified Consultant to provide design for the City Hall Parking Lot GSI Project. The consultant will reference the SCVURPPP GSI Handbook and standard specifications for design of GSI projects.
Provision C.3.j.ii.(1)e) Continuing to implement the tools developed during the Previous Permit term to track and map completed public and private GSI projects, and making the information publicly available.
Since FY 18-19, SCVURPPP has been using the Stormwater Treatment Measure Data Portal (Data Portal), an online GSI tracking system to obtain, store, and access C.3-regulated and GSI project data at a countywide level. The system also allows projects, control measures, land use type, and acres of treatment to be visualized spatially on the web. The link above has been available to the public via the SCVURPPP website since 2020. Newly constructed Regulated and non-regulated GSI projects are added to the Data Portal each year.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 118 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-7 September 2026
Provision C.3.j.ii.(1)(f) Continuing to adopt or amend policies, ordinances, and/or other appropriate legal mechanisms to ensure GSI Plan implementation in accordance with MRP Provision C.3 requirements Monte Sereno does not have new or amended policies, ordinances, etc. adopted to support GSI implementation. Monte Sereno will continue to review and update policies and/or ordinances, as needed, to ensure GSI Plan implementation.
Provision C.3.j.ii.(1)(g) Conducting public education and outreach, including:
i. Conduct public outreach on the requirements of this Provision, including outreach coordinated with adoption or revision of standard specifications and planning documents, and with the initiation and planning of infrastructure projects. Such outreach shall include general outreach and targeted outreach to and training for professionals involved in infrastructure planning and design. ii. Train appropriate staff, including planning, engineering, public works maintenance, finance, fire/life safety, and management staff on the requirements of this Provision and methods of implementation. iii. Educate appropriate Permittee elected officials (e.g., mayors, city council members, county supervisors, district board members) on the requirements of this Provision and methods of implementation.
SCVURPPP conducts trainings to educate municipal staff and consultants on GSI requirements. The following recent SCVURPPP training opportunities were publicized to municipal staff and consultants (when appropriate):
• SCVURPPP C.3 Workshop - Low Impact Development and Green Stormwater Infrastructure: Design and Maintenance, April 29, 2025. The workshop included presentations on regulatory requirements, the SCVURPPP Green Stormwater Infrastructure (GSI) Handbook, suspended pavement systems, cost-effective bioretention design and maintenance, and the City of Palo Alto’s partnership with Grassroots Ecology for bioretention area maintenance. The workshop also included a panel discussion on bioretention area maintenance challenges. A total of 126 municipal staff attended the workshop. • Embrace the Future: Green Complete Streets Technical Deep Dive Workshop, September 12, 2025 - SCVURPPP partnered with the Metropolitan Transportation Commission (MTC), Valley Transportation Authority (VTA), and Caltrans District 4 to conduct this workshop. The workshop focused on holistic design approaches and practical implementation tools to help public agency professionals build infrastructure that incorporates GSI and is people-centric and climate-resilient. The workshop included presentations on proposed and completed green and complete projects in Santa Clara County. Over 100 staff from local agencies, MTC, VTA, and Caltrans attended the workshop. • SCVURPPP C.3 Webinar - Addressing Stormwater Requirements in Development Projects, April 1, 2026. This webinar for municipal staff and consultants included presentations on regulatory requirements and preparing Stormwater Control Plans. A total of 143 municipal staff and consultants attended the webinar. • SCVURPPP C.3 Workshop - Implementing Provision C.3 Requirements, April 8, 2026. The workshop included presentations on regulatory requirements, stormwater treatment for public right-of-way areas replaced as part of Regulated Projects, reviewing Stormwater Control Plans, reviewing pervious pavement details and volume calculations, and asset management for stormwater quality assets. A total of 109 municipal staff attended the workshop.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 119 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-8 September 2026
• In FY 25-26, as part of its Green Stormwater Infrastructure (GSI) campaign, the Authority published seven social media posts on topics such as pervious surfaces, rain gardens, rain barrels, cisterns, bioretention areas, permeable paving, swales, and available rebate programs. These posts were shared by the Authority and made available for reposting by member agencies. • The Authority’s website supported this outreach by providing information on numerous regional webinars offered during the fiscal year. Webinar topics included rainwater capture and harvesting, rain barrels, rain gardens, permeable landscaping, graywater gardening, and watershed-wise garden design. The website also features the Watershed Watch Campaign’s video on local GSI practices. In addition, seven short GSI videos or reels are available on the website and the Authority's YouTube channel. Local GSI examples are frequently highlighted during outreach events and school presentations, including Campbell’s Hacienda Avenue Green Street, the pervious sidewalk at 981 E. Hamilton Avenue, and the bioretention basins in Saratoga’s Village parking lots and by Los Gatos’ library parking lot.
C.3.j.v.(3) ►Numeric Retrofit Requirements
In each Annual Report, report on progress made towards the retrofit requirements described in Provision C.3.j.ii.(2).
In FY 25-26, the Monte Sereno City Hall Green Stormwater Infrastructure project remains in design. Design is expected to finish, and construction started during FY 26-27.
C.3.j.v.(4) ►Green Infrastructure Plan Implementation – Lessons Learned (For FY 25-26 Annual Report Only) Provide a summary of lessons learned to-date with regard to your Green Infrastructure Plan implementation, including a discussion of attainment of the numeric retrofit requirements. Describe how your agency addressed identified deficiencies.
Operation and maintenance, sizing, infiltration and other design criteria for stormwater treatment controls;
1. Limited Public Property and GSI Opportunities: Monte Sereno is an almost entirely residential, built-out community with no cityowned parks and only one city-owned property suitable for GSI. Monte Sereno is pursuing a GSI project at this location to meet its current Numeric Target. Once completed, there will be essentially no additional city-owned locations available for future GSI retrofits.
2. Limited Capital Improvement Opportunities: Monte Sereno has a limited capital improvement program and few public facilities or major roadway projects that provide opportunities to incorporate additional GSI.
3. Cost and Funding Constraints: GSI retrofits can require significant design, construction, utility modification, and long-term maintenance costs. Grant funding is limited, competitive, and generally does not cover ongoing O&M.
4. Private Property and Regional Equity: With limited public property, increased GSI targets could result in greater reliance on privateproperty projects. Requiring additional private-property GSI to meet municipal targets could create unequal development requirements across jurisdictions based on the availability of public land.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 120 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-9 September 2026
5. Limited Regional GSI Credits: Regional or off-site GSI credits have not developed into a reliable compliance option. Agencies with available credits want to retain them for their own current or future compliance needs, leaving few practical opportunities for jurisdictions with limited local GSI options.
Implementation of tracking and mapping tools;
Since FY 18-19, SCVURPPP has been using the Stormwater Treatment Measure Data Portal (Data Portal), an online GSI tracking system to obtain, store, and access C.3-regulated and GSI project data at a countywide level. Newly constructed regulated and non-regulated GSI projects are added to the Data Portal each year. Having a countywide tracking and mapping tool has proven valuable in tracking projects and demonstrating overall GSI implementation in Santa Clara Valley.
Cooperation with non-municipal entities;
Public schools and other non-municipal entities are not within local agency control. Therefore, it has not been possible to require GSI implementation at local schools or at non-municipal locations.
Regional project efforts;
Monte Sereno participates in the SCVURPPP C3 Ad Hoc Task Group where discussions take place related to potential regional projects. To date, there are no regional projects proposed. The Authority met with the City of San José and SCVURPPP to explore potential collaborative approaches to support compliance with GSI numeric targets, including regional project approaches and shared crediting between jurisdictions. While San José has implemented large-scale GSI projects that may generate credits beyond its immediate project needs, the City indicated that it intends to retain those credits for potential alternative compliance at other City sites where GSI may not be feasible and/or for potential application toward future permit requirements. This experience highlights a significant limitation of the permit’s regionalproject provisions: without a mechanism or incentive for jurisdictions generating excess GSI credit to transfer or share those credits, the regional compliance option provides little practical benefit to jurisdictions with limited opportunities to construct qualifying GSI projects.
Funding initiatives and opportunities to leverage municipal approval of private development; The MRP requires private development to provide stormwater treatment for right-of-way areas that are being redeveloped as part of any Regulated Project. This requirement is difficult to implement due to site constraints and leads to an increase in project costs.
Therefore, it has not been possible with recent projects to require private developers to go above and beyond requirements and implement additional GSI features.
Education and outreach;
Monte Sereno’s GSI education and outreach is provided in partnership with the Authority and SCVURPPP, as well as by sharing social media posts and updating Monte Sereno’s website. Monte Sereno also meets regularly with multiple departments for design review and discusses potential GSI opportunities regularly.
Public understanding of GSI is important to ensure public support for municipal GSI projects during the planning and design phase. In addition to providing general information on GSI via newsletters, social media, etc., visible interpretive signage describing the GSI features is helpful.
Training municipal staff is also important. Engineers, planners, and inspectors participate in training on design standards and O&M requirements.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 121 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form 3-10 September 2026
Development or updates of plan documents with a green infrastructure nexus; and Municipal planning documents are generally updated at fixed timelines, and it is often not possible to add language when an update is not scheduled. Therefore, it is important to routinely check in with staff who are responsible for municipal plan development/update so that GSI language can be provided in a timely manner.
Attainment of the numeric retrofit requirements prescribed in Provision C.3.j.ii.(2).
Monte Sereno continues to plan and review projects for GSI to meet the GSI numeric retrofit requirements. See the Provision C.3.j.ii.(2) section of the Annual Report for additional information.
C.3.j.v.(6) ►One-time Offset of Numeric Implementation Retrofit Requirements
In FY 22-23, did your jurisdiction submit a report to offset numeric implementation retrofit requirements by a one-time credit of up to 25 percent? (If no, move to the next table.) Yes X No
Retrofit impervious area treated due to implementation of the ordinance in FY 25-26 (acres): N/A Cumulative area of retrofit impervious area treated due to implementation of the ordinance up to the end of FY 25-26 (acres):
N/A
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 122 of 212 FY 25-26 Annual Report September 30, 2026
Appendix C.3
• C.3.b.iv.(2) Regulated Projects Reporting Table
• C.3.h.v.(2) Newly Installed Stormwater Treatment
Systems/HM Controls
• C.3.j.iii.(2) Table A and Table B
• C.3.j.v.(1)(a) Non-Regulated GSI constructed
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno C.3 Appendix
FY 25-26 AR Form September 2026
Provision C.3.b.iv.(2) Reporting Table
1 Include cross street
2 If a project is being constructed in Phases, use a separate row entry for each Phase. 3 Project Type is the type of development (i.e. new and/or redevelopment). Ex. Descriptions of development are: 5-story office building, residential with 160 single-family homes with five 5-story buildings, shopping mall, mixed use retail and residential development (apartments), industrial warehouse. 4 State the watershed(s) that the Regulated Project drains to. 5 .State both the total new impervious surface area and the total replaced impervious surface area, as applicable. 6 For redevelopment projects state both the pre-project impervious surface area and the post-project imperious surface area 7 For redevelopment projects state the post-project impervious surface area. 8 For Private Projects, state application submittal date; application deemed complete date; and, final discretionary approval date. For public projects, state plans and specifications approval date. 9 List source control measures approved for the project. Examples include: properly designed trash storage areas; storm drain stenciling or signage; efficient landscape irrigation systems; etc. As of Dec. 1, 2011, C.3.c.i.(1) requires, at minimum, the listed source controls be addressed. For (a): (1) Restaurant floor mat/equipment/hood filter wash racks; (2) Area drains in dumpsters/food waste and compactor enclosures; (3) Wash areas for vehicles, equipment, and accessories; (4) Swimming pools; (5) Fire sprinkler test water. For (b): (1) Covers, (2) drains, and (3) storage precautions. For (d.): (1) Minimize irrigation and runoff; (2) promote surface infiltration; (3) minimize use of pesticides and fertilizers; and (4) incorporate sustainable practices 10 List site design measures approved for the project. Examples include: minimize impervious surfaces; conserve natural areas, including existing trees or other vegetation, and soils; construct sidewalk, walkways; etc. As of Dec. 1, 2011, C.3.c.i.(2) requires, at minimum, the listed site design strategies/measures be addressed. For (a):
(1) minimize natural water/drainage disturbance; (2) minimize highly permeable soil compaction; (3) protect slopes & channels; (4) minimize SW impacts on biological integrity of natural water/drainage. For (b): (1) existing trees, (2) other vegetation, and (3) soils. For (e): (1) Roof runoff into cisterns or rain barrels; (2) Roof runoff onto vegetated areas; (3) Walkway/Patio runoff onto vegetated areas; (4) Driveway/Uncovered parking lot runoff onto vegetated areas; (5) Permeable surfaces for walkways, patios; (6) Permeable surfaces for driveways, bike lanes, uncovered parking lots. 11 List stormwater treatment system(s) installed onsite or at a joint stormwater treatment system facility. 12 List the legal mechanism(s) (e.g., O&M agreement with private landowner; O&M agreement with homeowners’ association; O&M by public entity, etc…) that have been or will be used to assign responsibility. 13 See Provision C.3.d. “Numeric Sizing Criteria for Stormwater Treatment systems” for list of hydraulic sizing design criteria (i.e., 1.a., 1.b., 2.a., 2.b., 2.c., or 3) 14 For Alternative Compliance at an offsite location in accordance with Provision C3ei(1), on a separate page, give a discussion of the alternative compliance site including the information specified in Provision c3bv(1)(m)(i) for the offsite project. 15 For Alternative Compliance by paying in-lieu fees in accordance with Provision C3ei(2), on a separate page, provide the information specified in Provision C3bv(1)(m)(ii) for the Regional Project. 16 Note whether a third party was used to certify the project design complies with Provision C.3.d. 17 If HM Control is not required, state why not 18 If HM control is required state control method used (e.g., method to design and size devices(s) or method(s) used to meet the HM Standard, and description of devices(s) or methods(s) used, such as detentions basin(s), bioretention unit(s), regional detention basin, or in-stream control.) Regulated Projects Approved During the Reporting Period July 1, 2025 to June 30, 2026
1. Project Name
2. Project Number
3. Location1
4. Street Address
1. Name of
Devlp’r
2. Project
Phase2
3. Project Type
& Descp’n3
Project
Watershed4
1. Total Site
Area
2. Total Area
of Land
Distb’d
New/
Replaced
Impervious
Surface Area5
Total Project
Impervious
Surface Area,
Pre6 & Post 7
Status of
Project8
Estimated
or actual
completion
date
Source
Control
Measures9
Site Design
Measures10
Treatment
Systems
Installed11
Operations &
Maintenance
Responsibility
Mechanism12
Hydrauli
c Sizing
Criteria13
Alt
Comp
Meas14, 15
Alt
Certif’n
16 HM
Controls17,18
PRIVATE PROJECTS:
None
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 124 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno C.3 Appendix
FY 25-26 AR Form September 2026
Provision C.3.b.iv.(2) Reporting Table
19 Include cross street 20 If a project is being constructed in Phases, use a separate row entry for each Phase. 21 Project Type is the type of development (i.e. new and/or redevelopment). Ex. Descriptions of development are: 5-story office building, residential with 160 single-family homes with five 5-story buildings, shopping mall, mixed use retail and residential development (apartments), industrial warehouse. 22 State the watershed(s) that the Regulated Project drains to. 23.State both the total new impervious surface area and the total replaced impervious surface area, as applicable. 24 For redevelopment projects state both the pre-project impervious surface area and the post-project imperious surface area 25 For redevelopment projects state the post-project impervious surface area. 26 For Private Projects, state application submittal date; application deemed complete date; and, final discretionary approval date. For public projects, state plans and specifications approval date. 27 List source control measures approved for the project. Examples include: properly designed trash storage areas; storm drain stenciling or signage; efficient landscape irrigation systems; etc. As of Dec. 1, 2011, C.3.c.i.(1) requires, at minimum, the listed source controls be addressed. For (a): (1) Restaurant floor mat/equipment/hood filter wash racks; (2) Area drains in dumpsters/food waste and compactor enclosures; (3) Wash areas for vehicles, equipment, and accessories; (4) Swimming pools; (5) Fire sprinkler test water. For (b): (1) Covers, (2) drains, and (3) storage precautions. For (d.): (1) Minimize irrigation and runoff; (2) promote surface infiltration; (3) minimize use of pesticides and fertilizers; and (4) incorporate sustainable practices 28 List site design measures approved for the project. Examples include: minimize impervious surfaces; conserve natural areas, including existing trees or other vegetation, and soils; construct sidewalk, walkways; etc. As of Dec. 1, 2011, C.3.c.i.(2) requires, at minimum, the listed site design strategies/measures be addressed. For (a):
(1) minimize natural water/drainage disturbance; (2) minimize highly permeable soil compaction; (3) protect slopes & channels; (4) minimize SW impacts on biological integrity of natural water/drainage. For (b): (1) existing trees, (2) other vegetation, and (3) soils. For (e): (1) Roof runoff into cisterns or rain barrels; (2) Roof runoff onto vegetated areas; (3) Walkway/Patio runoff onto vegetated areas; (4) Driveway/Uncovered parking lot runoff onto vegetated areas; (5) Permeable surfaces for walkways, patios; (6) Permeable surfaces for driveways, bike lanes, uncovered parking lots. 29 List stormwater treatment system(s) installed onsite or at a joint stormwater treatment system facility. 30 List the legal mechanism(s) (e.g., O&M agreement with private landowner; O&M agreement with homeowners’ association; O&M by public entity, etc…) that have been or will be used to assign responsibility. 31 See Provision C.3.d. “Numeric Sizing Criteria for Stormwater Treatment systems” for list of hydraulic sizing design criteria (i.e., 1.a., 1.b., 2.a., 2.b., 2.c., or 3) 32 For Alternative Compliance at an offsite location in accordance with Provision C3ei(1), on a separate page, give a discussion of the alternative compliance site including the information specified in Provision c3bv(1)(m)(i) for the offsite project. 33 For Alternative Compliance by paying in-lieu fees in accordance with Provision C3ei(2), on a separate page, provide the information specified in Provision C3bv(1)(m)(ii) for the Regional Project. 34 Note whether a third party was used to certify the project design complies with Provision C.3.d. 35 If HM Control is not required, state why not 36 If HM control is required state control method used (e.g., method to design and size devices(s) or method(s) used to meet the HM Standard, and description of devices(s) or methods(s) used, such as detentions basin(s), bioretention unit(s), regional detention basin, or in-stream control.) Regulated Projects Approved During the Reporting Period July 1, 2025 to June 30, 2026
5. Project Name
6. Project Number
7. Location19
8. Street Address
4. Name of
Devlp’r
5. Project
Phase20
6. Project Type
& Descp’n21
Project
Watershed22
3. Total Site
Area
4. Total Area of
Land Distb’d
New/
Replaced
Impervious
Surface Area23
Total Project
Impervious
Surface Area,
Pre24 & Post 25
Status of
Project26
Estimated
or actual
completion
date
Source
Control
Measures27
Site Design
Measures28
Treatment
Systems
Installed29
Operations &
Maintenance
Responsibility
Mechanism30
Hydrauli
c Sizing
Criteria31
Alt
Comp
Meas32, 33
Alt
Certif’n
34 HM
Controls
35,36
PUBLIC PROJECTS:
None
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 125 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form September 2026
C.3.h.v.(2) ►Table of Newly Installed3 Stormwater Treatment Systems and Hydromodification Management (HM) Controls
(Optional)
Reporting Period – July 1, 2025 - June 30, 2026
Fill in table below or attach your own table including the same information.
See the SCVURPPP FY 25-26 Annual Report for a copy of the communication to Vector Control.
Name of Facility Address of Facility Party Responsible4 For Maintenance
Type of
Treatment/HM
Control(s)
Public or Private Regulated Projects
N/A N/A N/A N/A
Public or Private Non-regulated GI Projects
N/A N/A N/A N/A
3 “Newly Installed” includes those facilities for which the final installation inspection was performed during this reporting year. 4 State the responsible operator for installed stormwater treatment systems and HM controls.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 126 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form September 2026
C.3.j.iii.(2) ►Table A - Public Projects Reviewed for Green Infrastructure
Project Name and Location5 Project Description Status6 GI Included?7
Description of GI Measures
Considered and/or Proposed
or Why GI is Impracticable to Implement8
N/A N/A N/A N/A N/A
5 List each public project that is going through your agency’s process for identifying projects with green infrastructure potential. 6 Indicate status of project, such as: beginning design, under design (or X% design), projected completion date, completed final design date, etc. 7 Enter “Yes” if project will include GI measures, “No” if GI measures are impracticable to implement, or “TBD” if this has not yet been determined. 8 Provide a summary of how each public infrastructure project with green infrastructure potential will include green infrastructure measures to the maximum extent practicable during the permit term. If review of the project indicates that implementation of green infrastructure measures is not practicable, provide the reasons why green infrastructure measures are impracticable to implement. 9 List each planned (and expected to be funded) public and private green infrastructure project that is not also a Regulated Project as defined in Provision C.3.b.ii.
Note that funding for green infrastructure components may be anticipated but is not guaranteed to be available or sufficient.
C.3.j.iii.(2) ►Table B - Planned Green Infrastructure Projects During the Permit Term
Project Name and Location9 Project Description Planning or Implementation Status Green Infrastructure Measures Included City Hall - 18041 SaratogaLos Gatos RoadLandscape and site improvements to the City
Hall site to comply with
required GSI numeric target.
Preliminary plans
completed. Staff is
coordinating with a design
firm to complete the
construction plans and put
the project out to bid.
TBD when the project design and construction plans
are completed.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 127 of 212 FY 25-26 Annual Report C.3 – New Development and Redevelopment City of Monte Sereno
FY 25-26 AR Form September 2026
C.3.j.v.(1)(a) ►Non-Regulated (Green Infrastructure) Projects Reporting Table – Projects Constructed During the Fiscal Year Reporting Period Reporting Period – July 1, 2025 - June 30, 2026
Project Location,
Street Address
Name of
Owner Project Description
Construction
Completion
Date
Treatment Measures
Party
Responsible
for O&M
Hydrau
lic
Sizing
Criteria 10
Total Area
Draining to
Treatment
Measures (ft2)
Imperviou
s Area
Treated
(ft2)
Pervious
Area
Treated
(ft2)
N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
Comments:
10 See Provision C.3.d.i. “Numeric Sizing Criteria for Stormwater Treatment Systems” for list of hydraulic sizing design criteria. Enter the corresponding provision number of the appropriate criterion (i.e., 1.a., 1.b., 2.a., 2.b., 2.c., or 3).
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 128 of 212 FY 25-26 Annual Report September 30, 2026
Section 4
Provision C4
Industrial and Commercial
Site Controls
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.4 – Industrial and Commercial Site Controls City of Monte Sereno
FY 25-26 AR Form 4-1 September 2026
Section 4 – Provision C.4 Industrial and Commercial Site Controls Program Highlights and Evaluation
Highlight/summarize activities for reporting year:
Summary:
There are no commercial/industrial land uses/facilities in the City of Monte Sereno (Monte Sereno).
C.4.d.iii.(1)(a)&(c) ►Facility Inspections
Fill out the following table or attach a summary of the following information. Indicate your reporting methodology below.
N/A Permittee reports multiple, discrete, potential and actual discharges at a site as one enforcement action.
N/A Permittee reports the total number of discrete potential and actual discharges at each site.
Number
C.4.d.iii.(1)(a). Total number of inspections conducted N/A C.4.d.iii.(1)(a). Total number of enforcement actions, or discrete number of potential and actual discharges resolved within 10 working days or otherwise deemed resolved in a longer but still timely manner N/A
Comments:
No commercial/industrial facilities in Monte Sereno.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 130 of 212 FY 25-26 Annual Report C.4 – Industrial and Commercial Site Controls City of Monte Sereno
FY 25-26 AR Form 4-2 September 2026
C.4.d.iii.(1)(b) ►Number of Each Type of Enforcement
Conducted
Fill out the following table or attach a summary of the following information.
Enforcement Action
(As listed in ERP)1 Number of Enforcement Actions Taken Level 1 N/A N/A
Level 2 N/A N/A
Level 3 N/A N/A
Level 4 N/A N/A
Total N/A
C.4.d.iii.(1)(d) ►Frequency of Potential and Actual Non-Stormwater Discharges by Business Category Fill out the following table or attach a summary of the following information.
Business Category2 Number of Actual
Discharges
Number of Potential
Discharges
No commercial/industrial facilities in Monte Sereno. N/A N/A C.4.e.iii. ►Staff Training Summary
Training Name Training
Dates Topics Covered
No. of
Industrial/
Commercial
Site
Inspectors in
Attendance
Percent of
Industrial/
Commercial
Site
Inspectors in
Attendance
No. of IDDE
Inspectors
in
Attendance
Percent of
IDDE
Inspectors in
Attendance
N/A N/A N/A N/A N/A N/A N/A
Comments:
No commercial/industrial facilities in Monte Sereno.
1 Agencies to list specific enforcement actions as defined in their ERPs. 2 List your Program’s standard business categories.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 131 of 212 FY 25-26 Annual Report September 30, 2026
Section 5
Provision C5
Illicit Discharge
Detection and Elimination
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.5 – Illicit Discharge Detection and Elimination City of Monte Sereno
FY 25-26 AR Form 5-1 September 2026
Section 5 – Provision C.5 Illicit Discharge Detection and Elimination Program Highlights and Evaluation
Highlight/summarize activities for reporting year:
Provide background information, highlights, trends, etc.
Summary:
The West Valley Stormwater Authority (Authority), on behalf of the City of Monte Sereno (Monte Sereno) investigates all illicit discharge reports in accordance with its Emergency Response Plan (ERP). Authority and Monte Sereno staff coordinate as needed to ensure timely and effective response. Authority staff actively participate in the Santa Clara Valley Urban Runoff Pollution Prevention Program’s (SCVURPPP) IND/IDDE Ad Hoc Task Group, representing the West Valley communities.
No discharges were reported in Monte Sereno during FY 25-26.
To promote public reporting, the Authority raised awareness of its “Report A Spill” online form and hotline through two targeted social media posts and an interpretive “Creek Checkup” trail sign installed along the Los Gatos Creek Trail. These messages were also shared in local Patch newsletters and made available to member agencies for further sharing. Spill reporting information is prominently featured on both the Authority’s and member agency websites, and printed business cards with spill reporting contact information are distributed at outreach events. Additionally, refer to the C.5 Illicit Discharge Detection and Elimination section of the SCVURPPP FY 25-26 Annual Report for a description of activities implemented at the countywide and regional level.
C.5.c.iii. ►Complaint and Spill Response Phone Number
(For FY 25-26 Annual Report Only)
C.5.c.iii.(1)(a) Provide your complaint and spill response phone number below.
Monte Sereno uses the Authority’s Report A Spill hotline (408) 354-5385.
Additionally, complaints are received by Monte Sereno’s Public Works Department at (408) 354-7635 C.5.c.iii.(1)(a) Provide your complaint and spill response web reporting address or a link to a web-based reporting application, if used. https://www.cleancreeks.org/9/Report-a-Spill - West Valley Stormwater Authority http://cityofmontesereno.org/2146/How-Do-I and http://cityofmontesereno.org/2158/Residential-Services - City of Monte Sereno Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 133 of 212 FY 25-26 Annual Report C.5 – Illicit Discharge Detection and Elimination City of Monte Sereno
FY 25-26 AR Form 5-2 September 2026
C.5.c.iii.(1)(b) Include a screen shot of your website showing the central contact point.
C.5.c.iii.(1)(c) Provide a discussion of how the central contact point (complaint and spill response phone number and, if used, web reporting address or web-based reporting application) is being publicized to your staff and the public.
The Authority’s Report A Spill hotline and Report A Spill web page is Monte Sereno’s central contact point. The Authority’s Report A Spill hotline and Report A Spill web page are publicized on Monte Sereno’s website. The Report A Spill page is easily accessible to the public from both the City and Authority websites. Both websites include Report A Spill searchable terms from their home pages. On the Authority’s website, the “Report A Spill” tab is located on the home screen for easy, prominent access. The page provides easy access for the public to use the Report A Spill online reporting form or to call the Report A Spill hotline.
Other methods for publicizing to city staff and the public include an interpretive trail sign “Creek Checkup” located along the Los Gatos Creek Trail, social media posts, and “Report A Spill” business cards and promotional items provided at all public outreach events.
C.5.c.iii.(2) Provide copies of your agency’s spill, dumping, and compliant phone tree(s), flow chart(s) and/or contact list(s) as required by C.5.c.ii.(4)and C.5.c.ii.(5).
See attached “Spill, Dumping, and Complaint Phone Tree”.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 134 of 212 FY 25-26 Annual Report C.5 – Illicit Discharge Detection and Elimination City of Monte Sereno
FY 25-26 AR Form 5-3 September 2026
C.5.d.iii.(1) ►Spill and Discharge Complaint Tracking
Spill and Discharge Complaint Tracking (fill out the following table or include an attachment of the following information) Number
C.5.d.iii.(1)(a). Discharges reported 0
C.5.d.iii.( 1)(b). Discharges reaching storm drains and/or receiving waters 0 C.5.d.iii.( 1)(c). Discharges resolved in a timely manner 0 Comments:
Illicit Discharge Detection and Elimination (IDDE) complaints are documented, and follow-up inspections are conducted to verify compliance.
Any discharges with the potential to reach the storm drain system are immediately halted, with protective measures implemented and storm drains cleaned prior to entry into the system. For unsubstantiated complaints, the reporting party is contacted to confirm that an appropriate response was provided. During FY 25-26, there were no enforcement actions in Monte Sereno.
C.5.e.iii.(1) ►Control of Mobile Sources
(for FY 25-26 Annual Report only)
C.5.e.iii.(1)(a). Provide your agency’s minimum standards and BMPs for each of the various types of mobile businesses.
Monte Sereno and the Authority follow the minimum standards and BMPs described in the following SCVURPPP BMP Fact Sheets developed by the SCVURPPP IND/IDDE AHTG.
• Best Management Practices for Mobile Services - fact sheet for automobile washers/detailers, power washers, carpet cleaners, steam cleaners, and pet care services.
• Best Management Practices for Mobile Fueling - fact sheet for mobile fuelers • Best Management Practices for Graffiti Removal – fact sheet for mobile graffiti removal businesses.
Monte Sereno and the Authority did not develop additional BMPs for the mobile businesses.
C.5.e.iii.(1)(b). Provide your agency’s enforcement strategy for mobile businesses.
Monte Sereno and the Authority’s inspector may find mobile businesses improperly discharging to the street, gutter, and storm drain either through IDDE complaints or routine field work. Once identified, the mobile business’s applicable IDDE enforcement action is tracked internally through the Authority’s CloudCompli program, as well as reported to SCVURPPP.
Since FY 18-19 SCVURPPP’s countywide enforcement strategy has been to track mobile business enforcement actions from SCVURPPP Permittees in a table available on the SCVURPPP members only SharePoint webpage. The tracking table is updated annually. SCVURPPP Program staff review the updated table and send a letter and outreach material to any mobile businesses that received an enforcement action in more than one jurisdiction.
C.5.e.iii.(1)(c). Provide a list and summary of the countywide or regional activities conducted, including BMP requirements, enforcement action information, and educational materials.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 135 of 212 FY 25-26 Annual Report C.5 – Illicit Discharge Detection and Elimination City of Monte Sereno
FY 25-26 AR Form 5-4 September 2026
7/2025: Mailing and emailing letters and fact sheets were sent to entire countywide mobile business inventory. 9/2025: Mailing and emailing letters and fact sheets were sent to entire countywide mobile business inventory. 10/2025: Tabling event held with fact sheets available. 12/2025: Social media post providing residents who hire mobile businesses with tips and information on specific business types. 3/2026: Social media post providing mobile pet groomers with tips and best management practices. 4/2026: Tabling event held with fact sheets available.
6/2026: Social media post providing mobile power washing businesses with tips and best management practices.
Additionally, refer to the C.5 Illicit Discharge Detection and Elimination section of the SCVURPPP FY 25-26 Annual Report for a description of other activities at the countywide or regional level.
C.5.e.iii.(1)(d). Provide a list and summary of specific outreach events and education conducted for each type of mobile business operating within the Permittee’s jurisdiction.
To promote messages directed toward mobile businesses and those who hire them, the Authority shared three posts across its social media platforms and featured the content on its website. All four Permittees also shared Authority-provided graphics and locally developed content through various communication channels, including Facebook, Instagram, Threads, X, Nextdoor, digital newsletters, and agency websites. The Authority displays its mobile business infographic at community events and continues to make the mobile business factsheets available on its website, CleanCreeks.org.
Additionally, refer to the C.5 Illicit Discharge Detection and Elimination section of the SCVURPPP FY 25-26 Annual Report for a description of activities at the countywide or regional level.
C.5.e.iii.(1)(e). List below or attach the list of mobile businesses operating within your agency’s jurisdiction.
In FY 25-26, there were no mobile businesses located in Monte Sereno. The countywide mobile business inventory, initially compiled in 2014, is updated annually with mobile businesses identified by SCVURPPP Permittees through business license lists or during field activities. The Authority periodically conducts business license searches to identify additional mobile businesses that may operate in Santa Clara County. The countywide inventory is available on the SCVURPPP members only SharePoint webpage. See the SCVURPPP FY 25-26 Annual Report for the countywide inventory.
C.5.e.iii.(2)(a)&(c) ►Mobile Sources Inspections and Enforcement Fill out the following table or attach a summary of the following information.
Number
C.5.e.iii.(2)(a). Mobile business inspections conducted 0 C.5.e.iii.(2)(c). Summary of the enforcement actions taken against mobile businesses during the reporting year Summary:
Monte Sereno did not conduct mobile source inspections in FY 25-26 because no mobile businesses are located in Monte Sereno. No enforcement actions were taken because no discharges were reported.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 136 of 212 FY 25-26 Annual Report C.5 – Illicit Discharge Detection and Elimination City of Monte Sereno
FY 25-26 AR Form 5-5 September 2026
C.5.e.iii.(2)(b) ►Frequency of Mobile Sources Inspections by Business Type Fill out the following table or attach a summary of the following information.
Mobile Business Type1 Number Inspected2
N/A 0
Comments:
C.5.f.iii.(2) ►Municipal Separate Storm Sewer System (MS4) Map (for FY 25-26 Annual Report only)
Is your agency’s Plan and Schedule for updating your MS4 map information attached? X Yes No If No, explain:
1 Including, but not limited to, automobile washing, vehicle fueling, power washing, steam cleaning, graffiti removal and carpet cleaning. 2 The number of each type of mobile business inspected Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 137 of 212 FY 25-26 Annual Report September 30, 2026
Appendix C.5
• Spill and Dumping Response Phone Tree
• Appendix C.5.f.iii.(2) City of Monte Sereno MS4
Map Update Plan
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
Spill and Dumping Response Phone Tree
Campbell – Roger Storz
408-866-2190
Los Gatos – Tyler Thomas
408-399-5775
Monte Sereno – Mike Weisz
408-354-7635
Saratoga – Mainini Cabute
408-868-1258
Reporting
Party
Active Hazardous
IDDE Response Leads
SCC Department of
Environmental Health:
408-918-3400
West Valley Sanitation
District:
Main: 408-378-2407
Operations Manager:
Mark Bristow
408-385-3012
Cupertino Sanitary District:
Main: 408-253-7071
Operations Manager:
Frank Quach
510-299-0917
San Jose Water Company:
408-279-7900
Emergency: Call 911 West Valley Stormwater
Authority:
Matthew Pustelnik
408-442-6067
After Hours Emergency:
Campbell: 408-378-8161
Los Gatos: 408-354-8600
Monte Sereno: 408-354-8600
Saratoga: 408-299-2501
SCC Fire Department/Hazmat:
Main:
408-378-4010
Senior Hazmat Inspector:
Curtis Ruel
408-341-4432
Assistant Hazmat Fire Marshal:
Jeremy Davis
408-591-7967
Santa Clara Valley Water:
Main: 408-265-3400
Environmental Specialist:
Heather Malanog
408-604-5824
Fish and Wildlife:
800-852-7550
Cal OES:
800-852-7550
Code Enforcement:
Campbell – Randy Sweet
408-866-2760
Los Gatos – Allen Meyer
408-399-5746
Monte Sereno – Alan Cunningham
408-354-7635
Saratoga – Nathan Sagastume
408-698-3684
Active Non-Hazardous
Water Quality Control Board
SF Bay (Region 2):
510-622-2369
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
City of Monte Sereno
MS4 Map Update Plan
July 16, 2026
In compliance with the San Francisco Bay Municipal Regional Stormwater National Pollutant Discharge Elimination System (NPDES) Permit, Order No. R2-2022-0018, Provision C.5.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
PREFACE
The City of Monte Sereno is committed to maintaining an effective stormwater management program that protects local creeks and the San Francisco Bay while meeting the requirements of the San Francisco Bay Municipal Regional Stormwater Permit (MRP).
Accurate and accessible MS4 mapping is an important operational tool for supporting illicit discharge detection and response, infrastructure management, and regulatory compliance. The City maintains its MS4 data within a Geographic Information System (GIS) platform that is updated as new information becomes available and is accessible to municipal staff. A public-facing version of the MS4 map is also available to satisfy MRP public access requirements.
This MS4 Map Update Plan was prepared in response to Provision C.5.f of the MRP (Order No. R2-2022-0018). The Plan:
Describes the City’s current MS4 mapping system and available data; Evaluates potential gaps in storm sewer system information; and Documents the City’s approach and schedule for incorporating updates.
The MRP 3.0 Fact Sheet identifies that the primary purpose of maintaining MS4 maps is to effectively manage and respond to illicit discharges and potential impacts from conditionally exempted discharges. Consistent with that purpose, this Plan focuses on ensuring that the City’s mapping practices remain operationally sufficient to support regulatory compliance and stormwater program implementation.
This document is not intended to function as a comprehensive asset management or systemwide condition assessment plan. Rather, it establishes a practical framework for maintaining MS4 mapping data through routine municipal processes, including development review, redevelopment projects, inspections, maintenance activities, and digitization of historical mapping records, as appropriate.
The City will continue to evaluate opportunities to enhance MS4 mapping data in coordination with broader infrastructure planning and capital improvement programming.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
July 16, 2026 ii
TABLE OF CONTENTS
1.0 Regulatory Background......................................................................................... 1
2.0 Purpose ................................................................................................................... 1
3.0 Current Mapping Overview.................................................................................... 2
3.1 Agency Description............................................................................................. 2
3.2 Current MS4 Map ............................................................................................... 2
4.0 Plan for Storm Sewer System Mapping Updates................................................. 2
4.1 Storm Sewer System Component Locations ...................................................... 3
4.2 Size or Specifications ......................................................................................... 3
4.3 Materials of Construction.................................................................................... 3
4.4 Condition ............................................................................................................ 3
5.0 Schedule for Mapping Updates ............................................................................. 3
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
July 16, 2026 1
1.0 Regulatory Background
Provision C.5.f of the San Francisco Bay Municipal Regional Stormwater Permit (MRP), Order No. R2-2022-0018, requires permittees to maintain maps of their Municipal Separate Storm Sewer System (MS4) and make those maps available to the public. Permittees must also publicize the availability of the MS4 maps.
MRP 3.0 further requires each permittee to determine information missing from the permittee’s current MS4 map(s) and to develop a plan and schedule for updating storm sewer system information.
The MRP 3.0 Fact Sheet identifies that the primary purpose of maintaining MS4 maps is to effectively manage and respond to illicit discharges, as well as potential impacts from conditionally exempted discharges. Based on its evaluation of existing GIS mapping, available attribute information, and current mapping practices, the City of Monte Sereno has determined that its current MS4 maps are sufficient to support effective illicit discharge detection and response and to meet the primary intent of Provision C.5.
The MRP 3.0 Fact Sheet also references the federal NPDES regulations 40 CFR 122.26(d)(1)(iii)(B)(1) and 40 CFR 122.26(d)(1)(iii)(B)(5) to identify location of major outfalls1 and structural controls for stormwater discharges in a MS4 map. The Fact Sheet notes that Permittees have complied with this requirement. Note that this federal requirement does not require the same level of detail as recommended above for the purpose of responding to illicit discharges.
2.0 Purpose
The purpose of this Plan is to document the City of Monte Sereno’s (City) existing MS4 mapping, identify opportunities for future updates, and describe how mapping information will continue to be maintained through routine municipal operations.
Because Monte Sereno is a small, primarily residential community with limited public infrastructure and infrequent system modifications, the City will continue to update mapping as information becomes available through redevelopment, maintenance activities, inspections, and public works projects rather than through a standalone mapping effort. 1 A major outfall is any outfall that discharges from a single pipe with an inside diameter of ≥ 36 inches or equivalent (discharge from a single conveyance other than a circular pipe which is associated with a drainage area of ≥ 50 acres); or for areas zoned for industrial activities, any pipe with a diameter of ≥ 12 inches or its equivalent (discharge from other than a circular pipe associated with a drainage area of ≥ 2 acres) Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
July 16, 2026 2
3.0 CURRENT MAPPING OVERVIEW
3.1 Agency Description
The City of Monte Sereno is a small residential
community located in Santa Clara County
encompassing approximately 1.6 square miles and
serving a population of approximately 3,500 residents.
The City is characterized by predominantly single-family residential neighborhoods with virtually no commercial
or industrial development. The City maintains
approximately 8 miles of municipal storm drain
infrastructure and 200 public storm drain inlets,
reflecting the relatively small scale of its Municipal
Separate Storm Sewer System (MS4).
As a result, opportunities for major system expansion
occur infrequently. Public Works staff maintain
familiarity with the City's storm drain infrastructure, allowing for efficient response to maintenance needs
and illicit discharge investigations.
3.2 Current MS4 Map
The City maintains its Municipal Separate Storm Sewer System (MS4) mapping within a Geographic Information System (GIS). The City's MS4 mapping includes publicly maintained storm drain pipes, outfalls, inlets, and manholes. Current GIS attribute information primarily includes pipe shape and length, along with structure type (e.g., manholes and inlets).
A static electronic version of the MS4 map is available on the City's website to provide information to project developers and the public. Public Works staff utilize electronic mapping files maintained on the City's internal network to identify existing storm drain infrastructure and support municipal operations.
Based on the City's evaluation, the existing MS4 mapping is current and provides sufficient information to support municipal operations and meet the primary intent of MRP Provision C.5. Because Monte Sereno is a small community with a relatively stable storm drain system, opportunities for significant mapping updates occur infrequently. As new information becomes available through redevelopment projects, digitization of historical records, or correction of identified mapping discrepancies, the City will incorporate those updates into its GIS as appropriate.
4.0 Plan for Storm Sewer System Mapping Updates
Following its evaluation of existing mapping, the City concluded that the current GIS provides sufficient information to support regulatory compliance and illicit discharge response. Given Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
July 16, 2026 3
the City's small geographic area, limited storm drain infrastructure, and infrequent infrastructure changes, a dedicated citywide mapping project is not warranted. Instead, updates will continue to occur through routine municipal processes.
4.1 Storm Sewer System Component Locations
The City currently maps public storm drain pipes, outfalls, inlets, and manholes. Additional features, if identified through redevelopment, inspections, or public works projects, will be incorporated into the GIS as appropriate. Private on-site stormwater facilities are not included.
4.2 Size or Specifications
Pipe size information, where available through record drawings, redevelopment projects, or future field observations, will be incorporated into the GIS as opportunities arise.
4.3 Materials of Construction
Material information will continue to be added from record drawings, redevelopment projects, and maintenance activities whenever new information becomes available.
4.4 Condition
The City does not maintain comprehensive condition information within GIS because it is not necessary for effective illicit discharge response. Condition information may be collected during maintenance activities or future capital improvements where appropriate, but no standalone condition assessment is planned.
5.0 Schedule for Mapping Updates
MS4 mapping will continue to be maintained as part of normal municipal operations. Updates will occur on an ongoing basis through redevelopment review, maintenance activities, inspections, digitization of historical mapping records, and correction of identified mapping discrepancies. Given Monte Sereno's small size and limited rate of infrastructure change, this approach provides an efficient and appropriate means of maintaining accurate MS4 mapping while meeting the intent of MRP Provision C.5.
MS4 Update Approach for Updating Schedule
Outfalls Inspections/Public Works Ongoing
Pipes/Conveyance Redevelopment, maintenance,
plan review
Ongoing
Inlets Inspections and maintenance Ongoing
Manholes Redevelopment and maintenance Ongoing
Attributes (size/material) Record drawings and
redevelopment
Ongoing
Condition Collected opportunistically As available
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report September 30, 2026
Section 6 Provision C6
Construction Site Controls
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.6 – Construction Site Controls City of Monte Sereno
FY 25-26 AR Form 6-1 September 2026
Section 6 – Provision C.6 Construction Site Controls
C.6.e.iii.(1)(a), (b), (c), (d), (e) ►Site/Inspection Totals Total number of
construction sites
requiring
inspections during
at least part of the
Permit year;
(C.6.e.iii.1.a)
Total number of active
hillside sites disturbing
<1 acre of soil
requiring inspection
(C.6.e.iii.1.b)
Number of High Priority Sites
(sites disturbing < 1 acre of
soil requiring storm water
runoff quality inspection)
(C.6.e.iii. 1.d)
Number of sites
disturbing ≥ 1 acre of
soil
(C.6.e.iii.1.c)
Total number of storm water runoff
quality inspections conducted (include
only Hillside Sites, High Priority Sites and
sites disturbing 1 acre or more)
(C.6.e.iii. 1.e)
4 4 0 0 22
Comments:
During FY 25-26, four projects were identified for wet weather inspections, one of which was finaled during the wet weather season. Please note that inspections during the month of December were not completed as the inspector was out on medical leave.
Provide the number of inspections that are conducted at sites not within the above categories as part of your agency’s inspection program and a general description of those sites, if available or applicable.
In FY 25-26, approximately 936 Building Department inspections were completed for various types of work (i.e., building, plumbing, electrical, mechanical, etc.) in the City of Monte Sereno (Monte Sereno). All the inspections were for single-family construction and remodels. All construction sites must have site-specific, seasonally and phase-appropriate, effective best management practices (BMPs). Inspectors are trained to ensure construction sites are compliant with stormwater BMPs year-round.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 147 of 212 FY 25-26 Annual Report C.6 – Construction Site Controls City of Monte Sereno
FY 25-26 AR Form 6-2 September 2026
C.6.e.iii.(1)(f) ►Construction Related Storm Water Enforcement Actions
Enforcement Action
(as listed in ERP)1
Number Enforcement Actions Issued
Level 12 Verbal 0
Level 2 Written Warning 0
Level 3 Administrative Action 0
Level 4 Stop Work Order 0
Total 0
C.6.e.iii.(1)(g) ►Illicit Discharges
Number
Number of illicit discharges, actual and potential, of sediment or other construction-related materials 0 C.6.e.iii.(1)(h) ►Corrective Actions
Indicate your reporting methodology below.
X Permittee reports multiple discrete potential and actual discharges at a site as one enforcement action.
Permittee reports the total number of discrete potential and actual discharges on each site.
Number
Enforcement actions or discrete potential and actual discharges fully corrected within 10 business days after violations are discovered or otherwise considered corrected in a timely period (C.6.e.iii.1.h) 0 Comments:
1 Agencies should list the specific enforcement actions as defined in their ERPs. 2 For example, Enforcement Level 1 may be Verbal Warning.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 148 of 212 FY 25-26 Annual Report C.6 – Construction Site Controls City of Monte Sereno
FY 25-26 AR Form 6-3 September 2026
C.6.f.iii. ►Staff Training Summary
Training Name Training Dates Topics Covered
Total Number of C.6
inspectors (both
municipal and nonmunicipal staff)
No. of C.6 inspectors in
Attendance (both
municipal and nonmunicipal staff)
Construction Site Stormwater
Inspector Workshop
1/20/2026 Classroom and field sessions covering
MRP and construction site BMPs,
Construction General Permit site
inspections, slope erosion/sediment
control, stabilized construction exit, and
inlet protection.
1 1
C.6 Construction SOPs 3/24/2026 Review updated C6 SOPs covering seven subprovisions, including legal authority,
ERP, BMPs, inspections, NOI filers, and staff
training.
1 1
Comments:
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 149 of 212 FY 25-26 Annual Report September 30, 2026
Section 7
Provision C7
Public Information
and Outreach
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-1 September 2026
Section 7 – Provision C.7. Public Information and Outreach C.7.g.iii.(1) ► Reporting
Submit a table listing the types of outreach programs implemented during that Permit year along with a brief description. The table should be a cumulative table showing the number, if applicable, of each type of outreach campaigns or events occurring during each Permit year.
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
C.7.a. Outreach
Campaigns
The West Valley
Stormwater Authority’s
(Authority) Target
Audience: Residents of
all ages within the West
Valley Communities.
Messages: Stormwater
pollutants such as
pesticides, auto
pollutants, car washing,
litter, pet waste,
microplastics, household
hazardous waste, pool
and spa discharges,
mobile cleaners, and
other topics such as
integrated pest
management, reusable
products, safe fish,
native plants, water
conservation,
sustainability,
storm/sewer system,
watershed, green
stormwater
infrastructure, low
impact development,
volunteering, and
reporting a spill.
- 197 local events
and public
service
announcements
had 1,112
placements in
print and online
- 8 articles were
published in West
Valley Collection
& Recycling’s
newsletters
- 2 articles
published in
Monte Sereno’s
Peaceful
Mountain Monitor
newsletter
- 5 Growing
Greener
newsletters
published by Los
Gatos
- 3 Creek
Connection
newsletters
published by the
Authority
- 248 local events
and public
service
announcements
had 936
placements in
print and online
- 4 articles
published in West
Valley Collection
& Recycling’s
newsletters
- 2 articles
published in
Monte Sereno’s
Peaceful
Mountain Monitor
newsletter
- 1 Growing
Greener
newsletter
published by Los
Gatos
- 233 local events
and public
service
announcements
had 693
placements in
print and online
- 2 articles
published in
Monte Sereno’s
Peaceful
Mountain
Monitor
newsletter
- 1 Growing
Greener
newsletter
published by Los
Gatos
- 247 local events and
public service
announcements had
598 placements in
print and online
- 2 articles published
in Monte Sereno’s
Peaceful Mountain
Monitor newsletter
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 151 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-2 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Media: Websites, email,
social media platforms
(Facebook, X,
Instagram, YouTube,
Nextdoor), the Patch
Platforms, and
newsletters (West Valley
Collection & Recycling,
Monte Sereno’s
Peaceful Mtn Monitor,
Los Gatos’ Growing
Greener, Authority’s
Creek Connection),
Newspapers (Campbell
Press, Los Gatan).
The Santa Clara Valley
Urban Runoff Pollution
Prevention Program
(SCVURPPP) conducted
the Watershed Watch
Campaign, which
included media
advertising, website,
social media
promotions, and
partnership
development.
Ongoing Ongoing Ongoing Ongoing
The SCVURPPP provided
funding to the City of
San Jose to conduct the
anti-litter/volunteering
for cleanups campaigns
with the San Jose Sharks
and the San Jose
Earthquakes.
2 campaigns 1 campaign 1 campaign 1 campaign
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 152 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-3 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
The Authority’s Adopt a
Storm Drain program in
the City of Campbell
- 4 Adopt a Storm
Drain program online
announcements
- 2 ads and 1 editorial
published in the
Campbell Press
- Program flyer
displayed and
distributed
C.7.c. Public
Outreach and Citizen
Involvement Events
The Authority hosted
informational tables at
events held in the West
Valley Communities. A
spinning wheel and quiz
questions encouraged
engagement. Reusable
products, native seeds,
and brochures were
distributed. Events
included: creek
cleanups, farmers’
markets, movie nights,
municipally sponsored
events, science fairs, car
wash events, and other
local events/festivals.
19 public
outreach and
citizen
involvement
events
22 public
outreach and
citizen
involvement
events
16 public
outreach and
citizen
involvement
events
14 public outreach
and citizen
involvement events
The SCVURPPP’s
Watershed Watch booth
was present at various
community events. The
booth included
informational materials
as well as a game for
kids.
5 community
outreach events
4 community
outreach events
8 community
outreach events
7 community
outreach events
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 153 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-4 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
The SCVURPPP provided
funding to Valley Water
to support advertising for
CA Coastal Cleanup
Day and National River
Cleanup Day.
83 cleanup sites 95 cleanup sites 92 cleanup sites 103 cleanup sites The SCVURPPP funded
the Watershed Watchers
Program at the Don
Edwards San Francisco
Bay National Wildlife
Refuge, which included
citizen involvement and
stewardship
activities/events.
11 citizen
involvement and
stewardship
activities/events
12 citizen
involvement and
stewardship
activities/events
15 citizen
involvement and
stewardship
activities/events
12 citizen involvement
and stewardship
activities/events
C.7.d. Watershed
Stewardship
Collaboration
Youth Commissions:
Ongoing discussions
were held with the
Youth Commissions
regarding project ideas
related to watershed
stewardship.
4 meetings with
Youth
Commissions
0 meetings 0 meetings 2 meetings with Youth
Commission
Creek Connections
Action Group (CCAG):
The Authority is an
active member of
CCAG, a consortium of
public agencies and
non-profit organizations
that organize two yearly
countywide creek
cleanups.
15 meetings
(approximately)
with CCAG
12 meetings
(approximately)
with CCAG
11 meetings
(approximately)
with CCAG
8 meetings
(approximately) with
CCAG
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 154 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-5 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Other Authority
Partnerships: The
Authority’s website and
social media platforms
publicize the watershed
stewardship efforts of
additional local
organizations such as
South Bay Green
Gardens, Watershed
Watch Campaign, South
Bay Clean Creeks
Coalition, Valley Water,
Native Plant Society,
and Don Edwards SF Bay
National Wildlife Refuge.
Ongoing Ongoing Ongoing Ongoing
The SCVURPPP actively
supported the Santa
Clara Basin Watershed
Management Initiative
by participating in the
Santa Clara Valley Zero
Litter Initiative (ZLI) and
supporting the Land Use
Subgroup (LUS) by
partnering with the
Peninsula-South Bay
Watershed Forum
(PSBWF) and producing
two Forum events.
- 2 LUS meetings
- 1 workshop titled
“Riparian
Corridors
Setbacks:
Challenges and
Benefits”
- 9 ZLI meetings
- 1 LUS meeting
- 8 ZLI meetings
- 2 coordination
meetings with
PSBWF
- 7 ZLI meetings
- 5 ZLI meetings
- 2 PSBWF Events
- 4 PSBWF Steering
Committee meetings
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 155 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-6 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
C.7.e. School-Age
Children Outreach
Classroom presentations
and enviroscape
demonstrations were
given to elementary
school students.
10 school
presentations
4 school
presentations
23 school
presentations
14 school
presentations
The Authority, with a
grant from Valley Water,
partnered with Poseidon
Education to educate
students and develop
Stormwater Pollution
Prevention Plans
(SWPPPs) at two school
sites.
Louise Van Meter
Elementary
School. 28 5thgrade students
from Los Gatos
and Monte
Sereno.
Rolling Hills
Middle School.
264 7th-grade
students from
Campbell, Los
Gatos, Monte
Sereno, and
Saratoga.
City of Cupertino’s 3rd
Grade Creek Education
and Field Trip Program.
1 field trip by Blue
Hills Elementary
School
1 field trip by Blue
Hills Elementary
School
2 field trips by
Blue Hills
Elementary
School
2 field trips by Blue
Hills Elementary
School
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 156 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-7 September 2026
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
The SCVURPPP provided
funding to the musical
group, ZunZun, to
conduct educational
assemblies at
elementary schools.
51 ZunZun
assemblies
conducted at 23
elementary
schools and 2
community
events
50 ZunZun
assemblies
conducted at 25
elementary
schools
52 ZunZun
assemblies
conducted at 25
elementary
schools and 1
community
event
50 ZunZun assemblies
conducted at 26
elementary schools
The SCVURPPP funded
the Watershed Watchers
Program at the Don
Edwards Wildlife Refuge,
which included
interpretive events for
school-age children.
50 interpretive
events
(approximately)
50 interpretive
events
(approximately)
50 interpretive
events
(approximately)
50 interpretive events
(approximately)
The SCVURPPP
conducted the Earth
Day Poster Challenge
for children grades K-8th.
1 contest 1 contest 1 contest 1 contest
C.7.f. Outreach to
Municipal Officials
City Council/Authority
Board Member/Director
orientations/meetings.
6 presentations - 4 Board
meetings
- 3 presentations
- 4 Board
meetings
- 3 presentations
- 1 Council Meeting
- 4 Board meetings
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 157 of 212 FY 25-26 Annual Report C.7 – Public Information and Outreach West Valley Communities
FY 25-26 AR Form 7-8 September 2026
C.7.g.iii.(2) ► Stormwater Pollution Prevention Education No change.
Type of Outreach
Program
Implemented
Brief Description of
Current Year Campaigns
Number of outreach campaigns or events occurring during each Permit Year, if applicable FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Authority/Valley
Water/Poseidon
Education grant
partnership for two
school SWPPPs.
2 presentations
Authority’s MembersOnly Website provides
municipal staff with MRP
3.0 section-specific
resources including
sources, control
measures, and training
materials.
Ongoing Ongoing Ongoing
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 158 of 212 FY 25-26 Annual Report September 30, 2026
Section 9
Provision C9
Pesticides Toxicity
Controls
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC
FY 25-26 Annual Report C.9 – Pesticides Toxicity Controls City of Monte Sereno
FY 25-26 AR Form 9-1 September 2026
Section 9 – Provision C.9 Pesticides Toxicity Controls
C.9.a. ►Implement IPM Policy or Ordinance
Is your municipality implementing its IPM Policy/Ordinance and Standard Operating Procedures? X Yes No If no, explain:
Links to IPM policies or ordinances and IPM standard operating procedures:
No change.
Report implementation of IPM BMPs by showing trends in quantities and types of pesticides used, and suggest reasons for increases in use of pesticides that threaten water quality, specifically organophosphates, pyrethroids, carbamates, fipronil, indoxacarb, diuron, and diamides. A separate report can be attached as evidence of your implementation.
Trends in Quantities and Types of Pesticide Active Ingredients Used1 Pesticide Category and Specific Pesticide Active Ingredient Used Amount2 of Active Ingredient
FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Organophosphates
Active Ingredient Chlorpyrifos 0 0 0 0
Active Ingredient Diazinon 0 0 0 0
Active Ingredient Malathion 0 0 0 0
Pyrethroids
Active Ingredient Metofluthrin 0 0 0 0
Active Ingredient Bifenthrin 0 0 0 0
Active Ingredient Cyfluthrin 0 0 0 0
Active Ingredient Beta-Cyfluthrin 0 0 0 0
1 Includes all municipal structural and landscape pesticide usage by employees and contractors. 2 Weight or volume of the active ingredient, using same units for the product each year. Please specify units used. The active ingredients in any pesticide are listed on the label.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 160 of 212 FY 25-26 Annual Report C.9 – Pesticides Toxicity Controls City of Monte Sereno
FY 25-26 AR Form 9-2 September 2026
Pesticide Category and Specific Pesticide Active Ingredient Used Amount2 of Active Ingredient
FY 22-23 FY 23-24 FY 24-25 FY 25-26 FY 26-27
Active Ingredient Cypermethrin 0 0 0 0
Active Ingredient Deltamethrin 0 0 0 0
Active Ingredient Esfenvalerate 0 0 0 0
Active Ingredient Lambda-Cyhalothrin 0 0 0 0
Active Ingredient Permethrin 0 0 0 0
Carbamates
Active Ingredient Carbaryl 0 0 0 0
Active Ingredient Aldicarb 0 0 0 0
Indoxacarb 0 0 0 0
Diuron 0 0 0 0
Diamides
Active Ingredient Chlorantraniliprole 0 0 0 0
Active Ingredient Cyantraniliprole 0 0 0 0
Neonicotinoids
Active Ingredient Imidacloprid 0 0 0 0
Active Ingredient Acetamiprid 0 0 0 0
Active Ingredient Dinotefuran 0 0 0 0
Fipronil 0 0 0 0
Reasons for increases in use of pesticides that threaten water quality:
N/A
IPM Tactics and Strategies Used:
The City of Monte Sereno’s (Monte Sereno) City Hall/Municipal property consists of ½ acre, including buildings, a parking lot, and small landscaped areas in front of the municipal buildings. Monte Sereno has not used pesticides since 2008. Annually, Monte Sereno distributes and posts a notice informing all employees about the prohibition of using pesticides (including over-the-counter pesticides) on municipal property.
Monte Sereno continues to implement standard operating procedures (SOPs).
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 161 of 212 FY 25-26 Annual Report C.9 – Pesticides Toxicity Controls City of Monte Sereno
FY 25-26 AR Form 9-3 September 2026
C.9.b. ►Train Municipal Employees
Enter the number of employees that apply or use pesticides (including herbicides) within the scope of their duties. 0 Enter the number of these employees who received training on your IPM policy and IPM standard operating procedures within this reporting year. N/A
Enter the percentage of municipal employees who apply pesticides who have received training in the IPM policy and IPM standard operating procedures within this reporting year. N/A
Type of Training/Comments:
Monte Sereno has no municipal operations field personnel and does not use pesticides. No pesticides were used in FY 25-26. One hundred percent (100%) of employees receive annual notices prohibiting the use of pesticides and referencing Monte Sereno’s IPM Policy.
C.9.c. ►Require Contractors to Implement IPM
Did your municipality contract with any pesticide service provider in the reporting year, for either landscaping or structural pest control?
Yes X No
If yes, did your municipality evaluate the contractor’s list of pesticides and amounts of active ingredients used?
Yes No
If your municipality contracted with any pesticide service provider, briefly describe how contractor compliance with IPM Policy/Ordinance and SOPs was monitored.
N/A
If your agency did not evaluate the contractor’s list of pesticides and amounts of active ingredients used, provide an explanation here.
N/A
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 162 of 212 FY 25-26 Annual Report C.9 – Pesticides Toxicity Controls City of Monte Sereno
FY 25-26 AR Form 9-4 September 2026
C.9.d. ►Interface with County Agricultural Commissioners How did your municipality communicate with the County Agricultural Commissioner to: (a) get input and assistance on urban pest management practices and use of pesticides or (b) inform them of water quality issues related to pesticides? See Section 9 of the Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP) FY 25-26 Annual Report for summary of communication with the Santa Clara County Agricultural Commissioner.
Did your municipality report any observed or citizen-reported violations of pesticide regulations (e.g., illegal handling and applications of pesticides) associated with stormwater management, particularly the California Department of Pesticide Regulation (DPR) surface water protection regulations for outdoor, nonagricultural use of pyrethroid pesticides by any person performing pest control for hire? Yes
X
No
If yes, provide a summary of improper pesticide usage reported to the County Agricultural Commissioner and follow-up actions taken to correct any violations. A separate report can be attached as your summary.
C.9.e.ii.(1) ►Public Outreach: Point of Purchase
Provide a summary of public outreach at point of purchase, and any measurable awareness and behavior changes resulting from outreach (here or in a separate report); OR reference a report of a regional effort for public outreach in which your agency participates.
Summary:
See Section 9 of the SCVURPPP FY 25-26 Annual Report for information on point of purchase public outreach conducted countywide and regionally.
C.9.e.ii.(2) ►Public Outreach: Pest Control Contracting Outreach Provide a summary of outreach to residents who use or contract for structural pest control and landscape professionals); AND/OR reference a report of a regional effort for outreach to residents who hire pest control and landscape professionals in which your agency participates.
Summary:
The Authority shared 14 social media posts highlighting: IPM tactics/practices, IPM webinar event information, pesticide awareness, eco-friendly pest control alternatives, composting, water-wise landscaping, native plants, beneficial insects, Our Water Our World fact sheets, and the Green Gardener Training Program.
Residents were also notified of local fieldwork volunteer opportunities with Grassroots Ecology, the San Francisco Bay Wildlife Society, and Let’s Work Saratoga. Seven educational videos on alternatives to pesticides are available on the Authority’s website and YouTube channel. Outreach efforts resulted in the distribution of approximately 640 native plant seed packets and bookmarks with seed sponges and 48 “10 Most Wanted Bugs” brochures at schools and community events. To further promote sustainable gardening, the Authority supported the South Bay Green Gardens (SBGG) initiative by sharing its content on social media and on the Authority’s website, and distributed SBGG flyers and SBGG seed packets at community outreach events.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 163 of 212 FY 25-26 Annual Report C.9 – Pesticides Toxicity Controls City of Monte Sereno
FY 25-26 AR Form 9-5 September 2026
See Section 7 and Section 9 of the SCVURPPP FY 25-26 Annual Report for a summary of outreach to residents and businesses that use or hire structural pest control and landscape professionals. In addition, see the FY 25-26 Watershed Watch Campaign Final Report included within Section 7 of the SCVURPPP FY 25-26 Annual Report.
C.9.e.ii.(3) ►Public Outreach: Pest Control Operators
Provide a summary of public outreach to pest control operators and landscapers and reduced pesticide use (here or in a separate report); AND/OR reference a report of a regional effort for outreach to pest control operators and landscapers in which your agency participates.
Summary:
See Section 9 of the SCVURPPP FY 25-26 Annual Report for a summary of our participation in and contributions towards countywide outreach to pest control operators and landscapers to reduce pesticide use.
C.9.f. ►Track and Participate in Relevant Regulatory Processes Summarize participation efforts, information submitted, and how regulatory actions were affected; AND/OR reference a regional report that summarizes regional participation efforts, information submitted, and how regulatory actions were affected.
Summary:
During FY 25-26, Monte Sereno participated in regulatory processes related to pesticides through contributions to SCVURPPP and the California Stormwater Quality Association (CASQA). For additional information, see the Pesticide Annual Report prepared by CASQA in the SCVURPPP FY 25- 26 Annual Report.
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC Page 164 of 212 FY 25-26 Annual Report September 30, 2026
Section 10 Provision C10
Trash Load Reduction
Docusign Envelope ID: EC981674-AE43-811E-82FA-54AE0913F0AC