Agenda packet — City Council and Authorities Concurrent, November 4, 2025 (part 1 of 2)

City of Santa Clara
Joint Meeting Agenda of the
City Council and Authorities Concurrent &
Santa Clara Stadium Authority Board
Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
5:30 PMTuesday, November 4, 2025
The City of Santa Clara is conducting City Council meetings in a hybrid manner (in-person and continues to have methods for the public to participate remotely). • Via Zoom:
o https://santaclaraca.zoom.us/j/99706759306
Meeting ID: 997-0675-9306
o Phone 1(669) 900-6833
How to Submit Written Public Comment Before City Council Meeting:

1. Use the eComment tab located on the City Council Agenda page (https://santaclara.legistar.com/Calendar.aspx). eComments are directly sent to the iLegislate application used by City Council and staff, and become part of the public record. eComment closes 15 minutes before the start of a meeting.

2. By email to [email protected] by 12 p.m. the day of the meeting. Those emails will be forwarded to the Council and will be uploaded to the City Council Agenda as supplemental meeting material. Emails received after the 12 p.m. cutoff time up through the end of the meeting will form part of the meeting record. Please identify the Agenda Item Number in the subject line of your email.

NOTE: Please note eComments and Emails received as public comment will not be read aloud during the meeting.

Agendas, Staff Reports and some associated documents for City Council items may be viewed on the Internet at https://santaclara.legistar.com/Calendar.aspx All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at Santa Clara City Hall, 1500 Warburton Avenue, Santa Clara, CA 95050 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. For the final document, you may contact the Office of the City Clerk at (408) 615-2220 or [email protected].

City of Santa ClaraCity of Santa Clara Page 1 of 9 Printed on 10/31/2025 City Council and Authorities Concurrent Meeting Agenda November 4, 2025

Page 2 of 9 ends

5:30 PM CLOSED SESSION
Call to Order in the Council Chambers
Confirmation of Quorum

1.A Conference with Legal Counsel-Existing Litigation (CC) Pursuant to Gov. Code 54956.9(d)(1)
Price v. City of Santa Clara
Worker’s Compensation Appeals Board Case No. ADJ20912978 25-1105

1.B Conference with Legal Counsel-Anticipated Litigation Pursuant to Gov. Code § 54956.9(d)(2) - Exposure to litigation --Facts and circumstances not disclosed on agenda
Pursuant to Gov. Code § 54956.9(e)(1)
Conference with Legal Counsel-Anticipated Litigation
Pursuant to Gov. Code § 54956.9(d)(4) - Initiation of litigation --Number of potential cases: 2 potential cases
25-1093
Public Comment
The public may provide comments regarding the Closed Session item(s) just prior to the Council beginning the Closed Session. Closed Sessions are not open to the public.

Convene to Closed Session (Council Conference Room)
7:00 PM JOINT CITY COUNCIL/STADIUM AUTHORITY BOARD MEETING Call to Order in the Council Chambers
Pledge of Allegiance and Statement of Values
Roll Call

REPORTS OF ACTION TAKEN IN CLOSED SESSION MATTERS

CONTINUANCES/EXCEPTIONS/RECONSIDERATIONS

SPECIAL ORDER OF BUSINESS

2.A Proclamation of November 2025 as Native American Heritage Month
25-1061
Closed Session - 5:30 PM | Regular Meeting - 7:00 PM
City Council and Authorities Concurrent Meeting Agenda November 4, 2025

2.B Proclamation of November 2025 as Sikh Awareness and Appreciation Month
25-1062

CONSENT CALENDAR
[Items listed on the CONSENT CALENDAR are considered routine and will be adopted by one motion. There will be no separate discussion of the items on the CONSENT CALENDAR unless discussion is requested by a member of the Council, staff, or public. If so requested, that item will be removed from the CONSENT CALENDAR and considered under CONSENT ITEMS PULLED FOR DISCUSSION.]

3.A Action on the September 16, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting, September 23, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes, September 24, 2025 Special City Council Meeting Minutes, and September 30, 2025 Special City Council Minutes 25-1571
Approve the September 16, 2025 Joint City Council
and Authorities Concurrent & Santa Clara Stadium
Authority Board Meeting, September 23, 2025 Joint
City Council and Authorities Concurrent & Santa Clara
Stadium Authority Board Meeting Minutes, September
24, 2025 Special City Council Meeting Minutes, and
September 30, 2025 Special City Council Minutes.

Recommendation:

3.B Board, Commissions and Committee Minutes25-21
Note and file the Minutes of:

Page 3 of 9 ends

City Council and Authorities Concurrent Meeting Agenda November 4, 2025

3.C Action on Award of Agreement with WeHOPE for Street Outreach and Essential Homeless Services
25-597
Approve and authorize the City Manager to execute
an agreement with WeHOPE for street outreach and
case management services, and emergency shelter
operations and services through the Temporary Hotel
Program and Inclement Weather Hotel Program, on
the terms presented with an initial two-year term and
a maximum compensation not-to-exceed $1,702,326,
in a final form approved by the City Attorney.

Recommendation:

3.D Action on the 3905 Freedom Circle Public Park Updated Schematic Design (Greystar Development)
25-1037
Approve the 3905 Freedom Circle Public Park
Updated Schematic Design.

Recommendation:

3.E Action to Authorize the Use of City Water Forces to Upgrade Three
(3) Existing Water Services with Backflow Prevention
Devices at 355 Reed Street
25-1508

1. Determine that the proposed action is exempt
from CEQA pursuant to Section 15302 (Class 2 -
Replacement or Reconstruction) and Section
15303(d) (Class 3 - New Construction or
Conversion of Small Structures) of Title 14 of the
California Code of Regulations; and

2. Declare and determine in accordance with Section
1310 of the City Charter that the public works
located at 355 Reed Street are better performed
by the City with its own employees based on the
information set forth in this Report to Council and
authorize the performance of these public works
consistent with this authorization.

Recommendation:

3.F Action to Set January 27, 2026 for a Public Hearing to Consider Cancellation of two Mills Act Contracts
25-1066
Set January 27, 2026 for a Public Hearing to consider
termination of two Mills Act Contracts for the
properties located at 1711 Main Street and 906
Monroe / 1341 Homestead Road for non-compliance
with Mills Act requirements.

Recommendation:

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City Council and Authorities Concurrent Meeting Agenda November 4, 2025

3.G Action to Approve the FY 2025-26 California Library Literacy Services (CLLS) Adult and Family Literacy Grant Award for the Read Santa Clara Program and the Related Budget Amendment 25-785

1. Accept the FY 2025/26 California Library Literacy
Services (CLLS) Grant Award in the Amount of
$115,361 for Read Santa Clara, the Library’s
Adult and Family Literacy Program; and

2. Approve the FY 2025/26 budget amendment in the
Library Operating Grant Trust Fund to recognize
grant revenue in the amount of $115,361 and
establish an Adult & Family Literacy Program 25-
26 grant appropriation in the amount of $115,361
(five affirmative Council votes required to
appropriate additional revenue).

Recommendation:

3.H Review and Approve each Board, Commissions and Committee Annual Workplans FY 2025-2026
25-822
Review and Approve each Board, Commissions and
Committee Annual FY 2025-2026 Workplan
Recommendation:

3.I Action to Waive Second Reading and Adopt Ordinance No . 2080 Amending Chapter 8.60 (“Unmanned Aircraft System ”) of Title 8 (“Health and Safety ”) of the Code of the City of Santa Clara, California.
25-1068
Waive Second Reading and Adopt Ordinance No.
2080 Amending Chapter 8.60 (“Unmanned Aircraft
System”) of Title 8 (“Health and Safety”) of the Code of the City of Santa Clara, California.

Recommendation:

3.J Action on a Resolution Approving the Charter Review Committee Calendar of Regular Meetings for 2025 and 2026 25-1577
Adopt a Resolution approving the Charter Review
Committee 2025/2026 Calendar of Meetings for the
third Wednesday of each month, commencing
November 19, 2025 and continuing through June 17 of
2026, each meeting commencing at 6:00 p.m. in City
Council Chambers unless otherwise indicated.

Recommendation:

SANTA CLARA STADIUM AUTHORITY BOARD CONSENT CALENDAR

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City Council and Authorities Concurrent Meeting Agenda November 4, 2025

4. Action on the Santa Clara Stadium Authority Financial Status Report for Quarter Ending June 30, 2025
25-1039
Note and file the Santa Clara Stadium Authority
Financial Status Report for the Quarter Ending June
30, 2025.

Recommendation:

PUBLIC PRESENTATIONS
[This item is reserved for persons to address the Council or authorities on any matter not on the agenda that is within the subject matter jurisdiction of the City or Authorities. The law does not permit action on, or extended discussion of, any item not on the agenda except under special circumstances. The governing body, or staff, may briefly respond to statements made or questions posed, and appropriate body may request staff to report back at a subsequent meeting. Although not required, please submit to the City Clerk your name and subject matter on the speaker card available in the Council Chambers.]

CONSENT ITEMS PULLED FOR DISCUSSION

PUBLIC HEARING/GENERAL BUSINESS

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City Council and Authorities Concurrent Meeting Agenda November 4, 2025

5. Public Hearing: Action on Adoption of a Resolution Establishing the Necessary Findings of Fact for Modifications to the California Energy Code and California Green Building
Standards Code; Action to Waive Second Reading and Adopt Ordinance No. 2081 amending Chapter 15.05 ("Administrative Code"), Chapter 15.15 (“Building Code ”), Chapter 15.17 (“Residential Code ”), Chapter 15.18 ("Property Maintenance Code"), Chapter 15.20 (“Electrical Code ”), Chapter 15.30 (“Mechanical Code”), Chapter 15.35 (“Plumbing Code”) ,
Chapter 15.36 (“Energy Code”), Chapter 15.37 (“Historical Building Code ”), Chapter 15.38 (“Green Building Code ”), and Chapter 15.75 ("Existing Building Code") of Title 15 (“Buildings and Construction ”) of “The Code of the City of Santa Clara, California” for the adoption of the 2025 California Building Standards Code.
25-1566

1. Adopt a Resolution Making Findings of Fact
Necessary for the Specified Modifications to the
2025 California Energy Code and 2025 California
Green Building Standards Code Reflected in the
Proposed Ordinance; and

2. Waive Second Reading and Adopt Ordinance No.
2081 amending Chapter 15.05 ("Administrative
Code"), Chapter 15.15 (“Building Code”), Chapter

15.17 (“Residential Code”), Chapter 15.18
("Property Maintenance Code"), Chapter 15.20
(“Electrical Code”), Chapter 15.30 (“Mechanical
Code”), Chapter 15.35 (“Plumbing Code”),
Chapter 15.36 (“Energy Code”), Chapter 15.37
(“Historical Building Code”), Chapter 15.38
(“Green Building Code”), and Chapter 15.75
("Existing Building Code") of Title 15 (“Buildings
and Construction”) of “The Code of the City of
Santa Clara, California” for the adoption of the
2025 California Building Standards Code,
including changes approved by City Council on
first reading on October 21, 2025.

Recommendation:

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City Council and Authorities Concurrent Meeting Agenda November 4, 2025

6. Action to Amend Section 17.35.080 of the Santa Clara City Code to temporarily authorize a deferral for the payment of park-in lieu fees of residential developments from building permit to certificate of occupancy or final building inspection, subject to certain conditions and to bring the code into compliance with state law and approve a standard form Park In-Lieu Fee
Deferral Agreement.
25-1555

1. Waive first reading and introduce an ordinance
amending Chapter 17.35 (Park and Recreational
Land) Section 17.35.080 (Procedure) of the Santa
Clara City Code to temporarily authorize a deferral
of the payment of park-in lieu fees of residential
developments to certificate of occupancy or final
building inspection, subject to certain conditions
and to bring the code into compliance with state
law.

2. Approve a standard form Park In-Lieu Fee
Deferral Agreement and Notice of Lien with Power
of Sale, on the terms and in substantially the form
presented, authorize City Manager to modify the
agreement as needed for individual projects, and
execute the finalized agreement subject to
approval as to form by the City Attorney.
.

Recommendation:

7. Action on adoption of Resolution to establish the Stadium Neighborhood
Relations Ad Hoc Subcommittee (Committee) and
appoint up to three City Councilmembers with one alternate to serve on the Committee.
25-1126
Adoption of a resolution establishing a Stadium
Neighborhood Relations Ad Hoc Subcommittee
(Committee) through August 2026, appoint up to three
Councilmembers with one alternate to serve on the
Committee, and direct staff to take all necessary and
appropriate actions to implement and support the
Committee.

Recommendation:

REPORTS OF MEMBERS, SPECIAL COMMITTEES AND COUNCILMEMBER 030 REQUESTS

CITY MANAGER/EXECUTIVE DIRECTOR REPORT

ADJOURNMENT
The next regular scheduled meeting is on Tuesday, November 18, 2025 in the City Hall Council Chambers.

Page 8 of 9 ends

City Council and Authorities Concurrent Meeting Agenda November 4, 2025

MEETING DISCLOSURES
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

STREAMING SERVICES: As always, the public may view the meetings on SantaClaraCA.gov, Santa Clara City Television (Comcast cable channel 15), or the livestream on the City’s YouTube channel or Facebook page.

Note: The public cannot participate in the meeting through these livestreaming methods; livestreaming capabilities may be disrupted at times, viewers may always view and participate in meetings in-person and via Zoom as noted on the agenda.

AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting.

Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body.

LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA); Bayshore North Project Enhancement Authority (BNPEA); Public Facilities Financing Corporation (PFFC) Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker." In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format. Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Individuals who require an auxiliary aid or service for effective communication, or any other disability-related modification of policies or procedures, or other accommodation, in order to participate in a program, service, or activity of the City of Santa Clara, should contact the City’s ADA Coordinator at 408-615-3000 as soon as possible but no later than 48 hours before the scheduled event.

Page 9 of 9 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1105 Agenda Date: 11/4/2025

SUBJECT
Conference with Legal Counsel-Existing Litigation (CC)
Pursuant to Gov. Code 54956.9(d)(1)
Price v. City of Santa Clara
Worker’s Compensation Appeals Board Case No. ADJ20912978 City of Santa Clara Printed on 10/31/2025Page 1 of 1
powered by Legistar™
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1093 Agenda Date: 11/4/2025

SUBJECT
Conference with Legal Counsel-Anticipated Litigation
Pursuant to Gov. Code § 54956.9(d)(2) - Exposure to litigation --Facts and circumstances not disclosed on agenda
Pursuant to Gov. Code § 54956.9(e)(1)
Conference with Legal Counsel-Anticipated Litigation
Pursuant to Gov. Code § 54956.9(d)(4) - Initiation of litigation --Number of potential cases: 2 potential cases
City of Santa Clara Printed on 10/31/2025Page 1 of 1
powered by Legistar™
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1061 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Proclamation of November 2025 as Native American Heritage Month

BACKGROUND
Native American Heritage Month is celebrated each year in November. It is a time to celebrate the traditions, languages and stories of Native American and Alaska Native communities and ensure their rich histories and contributions continue to thrive with each passing generation. Historically, in May 1916 the governor of New York declared the first statewide American Indian Day. In 1990, President George H. W. Bush approved a Resolution designating the month of November as National American Indian Heritage Month.

The City of Santa Clara recognizes and celebrates the rich history, traditions, and significant contributions made by Indigenous populations, past and present. This November, the community celebrates the culture and heritage of these communities who deeply enrich the quality and character of our Nation. The City of Santa Clara continues to support native communities and groups active in efforts to preserve and revive the culture.

DISCUSSION
At the November 4, 2025, City Council meeting, the City of Santa Clara will proclaim November 2025 as Native American Heritage Month.

Vernon Medicine Cloud, Inter Tribal Resource Director, and representatives from the Indian Health Center of Santa Clara Valley will be present to accept the proclamation.

The Indian Health Center of Santa Clara Valley provides support and service to Santa Clara and local communities. The Indian Health Center of Santa Clara Valley is committed to help ensure the survival and healing of American Indians, Alaskan Natives, and the greater community by providing high quality, comprehensive health care and cultural services

ENVIRONMENTAL REVIEW
This is an informational report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.

FISCAL IMPACT
There is no fiscal impact other than City staff time for preparing this report.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website City of Santa Clara Printed on 10/31/2025Page 1 of 2
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25-1061 Agenda Date: 11/4/2025
and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Proclamation of November 2025 as Native American Heritage Month City of Santa Clara Printed on 10/31/2025Page 2 of 2
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City of SantaClara

WHEREAS, Native Americans have inhabited the Bay Area region for many millennia, and have contributed significantly to the growth, prosperity, and identity of our country, from before its inception to the present day; and

WHEREAS, the 2020 United States Census reports that 9.7 million people throughout the United States identify as American Indian and Al askan Native and, according to the Bureau of Indian Affairs, there are currently 574 federally recognized American Indian and Alaskan Native tribes; and

WHEREAS, Native American Heritage Month is a time to celebrate the traditions, languages and stories of Native American, Alaska Native, Native Hawaiian, and affiliated Island communities and ensure their rich histories and contributions continue to thrive with each passing generation; and

WHEREAS, during Native American Heritage Month, the City of Santa Clara celebrates the incredible resilience of Native American communities, their unique cultures, languages, and traditions, and their continued contributions to our community; and

WHEREAS, the City of Santa Clara recognizes organizations, such as The Indian Health Center of Santa Clara Valley in their dedication to ensure the survival and healing of the Native community by providing consistent and high-quality health care along with cultural services.

NOW, THEREFORE, I, LISA M. GILLMOR, by virtue of the authority vested in me as Mayor, and on behalf of the entire City Council, do hereby proclaim the month of November 2025 as

NATIVE AMERICAN HERITAGE MONTH

in the City of Santa Clara and call upon the Santa Clara’s residents to recognize the rich history, cultures, traditions, and contributions made by Native Americans in our community throughout the year.

Given under my hand and the Seal of the City of Santa Clara, California, this 4th day of November 2025.

LISA M. GILLMOR

MAYOR, CITY OF SANTA CLARA

KELLY G. COX
VICE MAYOR, DISTRICT 6

ALBERT GONZALEZ
COUNCILMEMBER, DISTRICT 1

RAJ CHAHAL
COUNCILMEMBER, DISTRICT 2

KAREN HARDY
COUNCILMEMBER, DISTRICT 3

KEVIN PARK
COUNCILMEMBER, DISTRICT 4

SUDS JAIN
COUNCILMEMBER, DISTRICT 5
Proclamation

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1062 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Proclamation of November 2025 as Sikh Awareness and Appreciation Month

BACKGROUND
On August 28, 2024, the California State Legislature passed Assembly Concurrent Resolution 220, designating the month of November as Sikh Awareness and Appreciation Month throughout California.

Throughout California, the Sikh community are part of many cities with significant concentrations of Sikh Americans in the Bay Area. Sikh Awareness and Appreciation Month recognizes and acknowledges the significant contributions made by Californians of Sikh heritage in the state and seeks to afford all Californians the opportunity to better understand, recognize, and appreciate the rich history and shared principles of Sikh Americans. In addition, it further condemns all hate crimes and bias incidents against Sikh Americans and encourages all Sikhs to practice their faith freely and fearlessly.

DISCUSSION
At the November 4, 2025, City Council meeting, the City of Santa Clara will officially proclaim November 2025 as Sikh Awareness and Appreciation Month. Harpreet Singh Kohli from the Silicon Valley Gurdwara will be present to accept the Proclamation.

The Silicon Valley Gurdwara is a non-profit organization that is run by volunteers serving the Sikh community in Santa Clara and central Silicon Valley serving over 500 members who attend services regularly. They also provide mentoring programs and youth programs such as language and music classes after Sunday services.

FISCAL IMPACT
There is no fiscal impact other than City staff time for preparing this report.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara Printed on 10/31/2025Page 1 of 2
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25-1062 Agenda Date: 11/4/2025
City of Santa Clara public library.

Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Proclamation of November 2025 as Sikh Awareness and Appreciation Month City of Santa Clara Printed on 10/31/2025Page 2 of 2
powered by Legistar™

City of SantaClara

WHEREAS, Sikh Americans have been living in the United States for more than 125 years; during the early 20th century, thousands of Sikh Americans worked in farming, lumber mills and mines, and on the Oregon, Pacific, and Eastern Railroad; and

WHEREAS, On August 28, 2024, the California State Legislature passed Assembly Concurrent Resolution 220, designating the month of Nove mber as Sikh Awareness and Appreciation Month throughout California; and

WHEREAS, Sikh Americans make rich contributions to the social, cultural, and economic vibrancy of our society; Sikh Americans have dis tinguished themselves by fostering greater respect and understanding among all people through faith and service; and

WHEREAS, the City of Santa Clara recognizes the Silicon Valley Gurdwara and other entities nationwide committed to increasing public awareness of Sikhism, allowing current and future generations to stay connected with Sikh traditions and religion.

NOW, THEREFORE, I, LISA M. GILLMOR, by virtue of the authority vested in me as Mayor, and on behalf of the entire City Council, do hereby proclaim the month of November 2025 as

SIKH AWARENESS AND APPRECIATION MONTH

in the City of Santa Clara and do hereby recognize the rich history, cultural diversity, and significant contributions made by Sikh Americans to the City and in our community.

Given under my hand and the Seal of the City of Santa Clara, California, this 4th day of November 2025.

LISA M. GILLMOR

MAYOR, CITY OF SANTA CLARA

KELLY G. COX
VICE MAYOR, DISTRICT 6

ALBERT GONZALEZ
COUNCILMEMBER, DISTRICT 1

RAJ CHAHAL
COUNCILMEMBER, DISTRICT 2

KAREN HARDY
COUNCILMEMBER, DISTRICT 3

KEVIN PARK
COUNCILMEMBER, DISTRICT 4

SUDS JAIN
COUNCILMEMBER, DISTRICT 5
Proclamation
_.A~ ~
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1571 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Action on the September 16, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting, September 23, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes, September 24, 2025 Special City Council Meeting Minutes, and September 30, 2025 Special City Council Minutes

RECOMMENDATION
Approve the September 16, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting, September 23, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes, September 24, 2025 Special City Council Meeting Minutes, and September 30, 2025 Special City Council Minutes.

City of Santa Clara Printed on 10/31/2025Page 1 of 1
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5:30 PM Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
09/16/2025

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City of Santa Clara
Meeting Minutes of the
Joint City Council and Authorities Concurrent &
Santa Clara Stadium Authority Board
Draft
The City of Santa Clara is conducting City Council meetings in a hybrid manner (in-person and continues to have methods for the public to participate remotely). • Via Zoom:
o https://santaclaraca.zoom.us/j/99706759306
Meeting ID: 997-0675-9306
o Phone 1(669) 900-6833
How to Submit Written Public Comment Before City Council Meeting:

1. Use the eComment tab located on the City Council Agenda page https://santaclara.legistar.com/Calendar.aspx). eComments are directly sent to the iLegislate application used by City Council and staff, and become part of the public record. eComment closes 15 minutes before the start of a meeting.

NOTE: Please note eComments and Emails received as public comment will not be read aloud during the meeting.

Page 2 ends

5:30 PM CLOSED SESSION
Call to Order in the Council Chambers
Mayor Gillmor called the Closed Session to order at 5:30 PM.

Confirmation of Quorum

1.A 25-995

1.B 25-997
Deputy City Clerk Nguyen confirmed a quorum.

Conference with Labor Negotiators (CC)
Pursuant to Gov. Code § 54957.6
City representatives: Jovan D. Grogan, Aracely Azevedo, Marco Mercado, Ashley Lancaster, Glen R. GooginsAs
Employee Organization(s):Em
Santa Clara Firefighters, International Assoc. of Firefighters, Local 1171 (Unit #1)
International Brotherhood of Electrical Workers, Local Union 1245 (Unit #3) Engineers of the City of Santa Clara (Unit #4)
Unclassified Police Management (Unit #9A)
Conference with Legal Counsel-Existing Litigation (CC)
Pursuant to Gov. Code § 54956.9(d)(1)
Joseph Milligan v. City of Santa Clara, et al., Santa Clara County Superior Court Case No. 21CV382114
Public Comment
None.

Convene to Closed Session (Council Conference Room)
Mayor Gillmor adjourned into Closed Session at 5:31 PM. 7:00 PM JOINT CITY COUNCIL/STADIUM AUTHORITY BOARD MEETING Call to Order in the Council Chambers
Mayor/Chair Gillmor called the regular meeting to order at 7:02 PM.

Pledge of Allegiance and Statement of Values
Council/Board recited the Pledge of Allegiance.

Council/Boardmember Hardy recited the Statement of Values.

Closed Session - 5:30 PM | Regular Meeting - 7:00 PM
Jo Joint Council and Authorities Concurrent
& Stadium Authority Board Meeting
09/16/2025Meeting Minutes
Roll Call
Deputy City Clerk Nguyen recited the AB23 announcement and Statement of Behavioral Standards.

Deputy City Clerk Nguyen also noted that any registered Lobbyist speaking during the Public Meeting will need to identify themselves and whom they represent.

Councilmember Albert Gonzalez, Councilmember Raj Chahal, Councilmember Karen Hardy, Councilmember Kevin Park,
Councilmember Suds Jain, Vice Mayor Kelly Cox, and Mayor Lisa M.

Gillmor

Present: 7 -

REPORTS OF ACTION TAKEN IN CLOSED SESSION MATTERS
City Attorney Googins reported that there was no reportable action from Closed Session.

CONTINUANCES/EXCEPTIONS/RECONSIDERATIONS
None.

SPECIAL ORDER OF BUSINESS

2.A 25-950 Proclamation of September 16, 2025 as Mexican Independence Day Mayor Gillmor, on behalf of the Council, proclaimed September 2025 as Mexican Independence Day.

Neftali Said Perez Gonzalez (Consul General, Consulate General of Mexico) accepted the proclamation and provided some remarks.

2.B 25-897 Proclamation of September 2025 as World Alzheimer’s Awareness Month Mayor Gillmor, on behalf of the Council, proclaimed September 2025 as World Alzheimer’s Awareness Month.

Claire E. Day (Chief Mission and Program Strategy Officer, Alzheimer's Association Northern California and Northern Nevada Chapter) accepted the proclamation and provided some remarks.

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2.C 25-619 Proclamation of September 2025 as National Preparedness Month Mayor Gillmor, on behalf of the Council, proclaimed September 2025 as National Preparedness Month.

Emergency Services Officer Flamm accepted the proclamation and provided some remarks.

CONSENT CALENDAR
Vice Mayor/Chair Cox pulled Item 3.L.

Mayor/Chair Gillmor recused herself from Item 3.E due to a conflict of interest as she owns property near the subject property.

A motion was made by Council/Boardmember Hardy, seconded by Council/Boardmember Gonzalez, to approve the Consent Calendar (except Item 3.L and Item 3.N)

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.A 25-1002
Action on the August 19, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting and August 26, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes
Recommendation:

Approve the August 19, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting and August 26, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to approve the August 19, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting and August 26, 2025 Joint City Council and Authorities Concurrent & Santa Clara Stadium Authority Board Meeting Minutes.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.B 25-17 Board, Commissions and Committee Minutes
Recommendation: Note and file the Minutes of:

Board of Library Trustees - June 2, 2025
City-School Liaison Committee - May 7, 2025
Bicycle & Pedestrian Advisory Committee - June 23, 2025 A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to note and file the Minutes of: Board of Library Trustees - June 2, 2025; City-School Liaison Committee - May 7, 2025; and Bicycle & Pedestrian Advisory Committee - June 23, 2025.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.C 25-879
Action on City Bills and Claims Report for the period July 15, 2025 – August 15, 2025
Recommendation:

Approve the list of Bills and Claims for July 15, 2025 - August 15, 2025.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to approve the list of Bills and Claims for July 15, 2025 – August 15, 2025.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.D 25-742
Action to Recommend Waiving of Library Overdue Fine Balances Recommendation: Waive Library Overdue Fine Balances for both youth and adult library accounts accrued since 2014 in the approximate amount of $130,531 based on the finding that waiver of past fees encourages increased public use of libraries and furthers the public interest in increasing access for communities.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to waive Library Overdue Fine Balances for both youth and adult library accounts accrued since 2014 in the approximate amount of $130,531 based on the finding that waiver of past fees encourages increased public use of libraries and furthers the public interest in increasing access for communities.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.E 25-848 Action on a Historical Preservation Agreement (Mills Act Contract) (PLN25-00085) for 1111 Harrison Street
Recommendation: Based on the Historical & Landmarks Commission recommendation to City Council and adherence to the Secretary of the Interior’s Standards for Rehabilitation, staff recommends City Council approval of the request as follows:

1. Determine that the project is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15331 (Class 31 - Historical Resource Restoration / Rehabilitation); and

2. Authorize the City Manager to execute a Mills Act Contract in a final form approved by the City Attorney and adopt the 10-Year Restoration and Maintenance Plan associated with the property at 1111 Harrison Street.

Mayor Gillmor recused herself from this item due to a conflict of interest as she owns property near the subject property.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to (1) determine that the project is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15331 (Class 31 - Historical Resource Restoration / Rehabilitation); and (2) authorize the City Manager to execute a Mills Act Contract in a final form approved by the City Attorney and adopt the 10-Year Restoration and Maintenance Plan associated with the property at 1111 Harrison Street.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, and Vice Mayor Cox
6 -
Recused: Mayor Gillmor1 -

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3.F 25-909 Action to Approve an Office of Traffic Safety Selective Traffic Enforcement Program Grant Agreement and the Related Budget Amendment Recommendation: 1. Approve the Office of Traffic Safety Selective Traffic Enforcement Program Grant Agreement on substantially the terms presented;

2. Approve the FY 2025/26 budget amendment in the Police Operating Grant Trust Fund to recognize grant revenue in the amount of $80,000 and establish a Selective Traffic Enforcement Program Grant appropriation in the amount of $80,000 (five affirmative Council votes required to appropriate additional revenue); and

3. Authorize the Chief of Police, City Manager and/or Director of Finance to sign the required grant-related documents in final forms approved by the City Attorney.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to (1) approve the Office of Traffic Safety Selective Traffic Enforcement Program Grant Agreement on substantially the terms presented; (2) approve the Fiscal Year 2025/26 budget amendment in the Police Operating Grant Trust Fund to recognize grant revenue in the amount of $80,000 and establish a Selective Traffic Enforcement Program Grant appropriation in the amount of $80,000; and (3) authorize the Chief of Police, City Manager and/or Director of Finance to sign the required grant-related documents in final forms approved by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.G 25-858 Action on Amendment No. 1 to the Agreement with West Yost & Associates, Inc. for Preparation of the Water Supply Master Plan and the 2025 Urban Water Management Plan and Related Budget Amendment Recommendation:

1. Authorize the City Manager or designee to execute Amendment No. 1 to the agreement with West Yost & Associates, Inc. This amendment increases compensation by $107,880, resulting in a revised not-to-exceed maximum compensation of $ 1,165,262. The additional funds will provide services related to the preparation of the City’s 2025 Urban Water Management Plan (UWMP), subject to the appropriation of funds;

2. Authorize the City Manager or designee to take any actions necessary to implement and administer the agreement. These actions may include negotiating and executing future amendments to: (i) increase the maximum compensation by up to $50,000, for a revised not-to-exceed amount of $1,107,382, to address unanticipated requirements that may arise during the term of the agreement; (ii) add or delete services consistent with the scope of the agreement; (iii) adjust future rates based on market conditions; and (iv) make de minimis changes. All actions are subject to appropriation of funds and review and approval as to form by the City Attorney; and

3. Approve the FY 2025/26 budget amendment in the Water Utility Fund to increase the capital outlay appropriation in the amount of $107,880 and decrease the unrestricted ending fund balance in the amount of $107,880 (five affirmative Council votes required for the use of unused balances).

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to (1) authorize the City Manager or designee to execute Amendment No. 1 to the agreement with West Yost & Associates, Inc. This amendment increases compensation by $107,880, resulting in a revised not-to-exceed maximum compensation of $ 1,165,262. The additional funds will provide services related to the preparation of the City’s 2025 Urban Water Management Plan (UWMP), subject to the appropriation of funds; (2) authorize the City Manager or designee to take any actions necessary to implement and administer the agreement. These actions may include negotiating and executing future amendments to: (i) increase the maximum compensation by up to $50,000, for a revised not-to-exceed amount of $1,107,382, to address
unanticipated requirements that may arise during the term of the agreement; (ii) add or delete services consistent with the scope of the agreement; (iii) adjust future rates based on market conditions; and (iv) make de minimis changes. All actions are subject to appropriation of funds and review and approval as to form by the

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City Attorney; and (3) approve the Fiscal Year 2025/26 budget amendment in the Water Utility Fund to increase the capital outlay appropriation in the amount of $107,880 and decrease the unrestricted ending fund balance in the amount of $107,880.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.H 25-708
Adopt a Resolution Accepting the California Department of Alcoholic Beverage Control Grant and Authorizing the City Manager to Execute Grant-Related Documents, and Approve the Related Budget Amendment Recommendation:

1. Adopt the Resolution accepting the California Department of Alcoholic Beverage Control Grant to be utilized to fund a variety of identified objectives to curb alcohol-related challenges in our community, and authorizing the City Manager to execute all grant-related documents; and

2. Approve the FY 2025/26 budget amendment in the Police Operating Grant Trust Fund to recognize grant funding in the amount of $91,311 and establish an Alcohol Policing Partnership Grant 2025/26 appropriation in the amount of $91,311 (five affirmative Council votes required to appropriate additional revenue).

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to (1) adopt Resolution No. 25-9484 accepting the California Department of Alcoholic Beverage Control Grant to be utilized to fund a variety of identified objectives to curb alcohol-related challenges in our community, and authorizing the City Manager to execute all grant-related documents; and (2) approve the Fiscal Year 2025/26 budget amendment in the Police Operating Grant Trust Fund to recognize grant funding in the amount of $91,311 and establish an Alcohol Policing Partnership Grant 2025/26 appropriation in the amount of $91,311.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.I 25-594 Action to Authorize the City Manager to Negotiate and Execute a Memorandum of Understanding with Santa Clara County Local Public Agencies Related to the Joint Funding and Operation of the Composting Education Program
Recommendation:

Authorize the City Manager to negotiate and execute a Memorandum of Understanding with Santa Clara County local public agencies related to the funding and operation of the Composting Education Program on the terms presented for an initial two-year term lasting through June 30, 2027, with authority to extend on substantially the same terms for up to two additional years through June 30, 2029, in a final form approved by the City Attorney.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to authorize the City Manager to negotiate and execute a Memorandum of Understanding with Santa Clara County local public agencies related to the funding and operation of the Composting Education Program on the terms presented for an initial two-year term lasting through June 30, 2027, with authority to extend on substantially the same terms for up to two additional years through June 30, 2029, in a final form approved by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.J 25-892 Action to Authorize the Use of City Electric Forces for Public Works at 2400 Condensa Street
Recommendation: 1. Determine that the proposed action is exempt from CEQA pursuant to Section 15302 (Class 2 - Replacement or Reconstruction) of Title 14 of the California Code of Regulations; and

2. Declare and determine in accordance with Section 1310 of the City Charter that the public works with an estimated cost of $10,434, located at 2400 Condensa Street are better performed by the City with its own employees based on the information set forth in this Report to Council and authorize the performance of these public works consistent with this authorization.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to (1) determine that the proposed action is exempt from CEQA pursuant to Section 15302 (Class 2 - Replacement or Reconstruction) of Title 14 of the California Code of Regulations; and (2) declare and determine in accordance with Section 1310 of the City Charter that the public works with an estimated cost of $10,434, located at 2400 Condensa Street are better performed by the City with its own employees based on the information set forth in this Report to Council and authorize the performance of these public works consistent with this
authorization.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.K 25-895
Report on Actions Taken During City Council Recess period from July 16, 2025, through August 18, 2025
Recommendation:

Note and file the Report on Actions taken During City Council Recess period from July 16, 2025, through August 18, 2025
A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to note and file the Report on Actions taken During City Council Recess period from July 16, 2025, through August 18, 2025

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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3.M 25-843 Action on Council and Authorities Concurrent and Santa Clara Stadium Authority Board Meetings for 2026
Recommendation: Set the 2026 meeting calendar for Council and Authorities Concurrent and Santa Clara Stadium Authority Board.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to set the 2026 meeting calendar for Council and Authorities Concurrent and Santa Clara Stadium Authority Board.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

3.N 25-838
Action to Waive Second Reading and Adopt Ordinance No. 2078 to Approve Amending the Development Agreement to Implement Aspects of Scheme C, a New Land Use Scenario that added Light Industrial as a Permitted Land Use on Parcels 1 and 2, Replacing the Originally Planned Office Uses and Transferring Unused Development Intensity to Parcel 4 for the Related City Place Santa Clara Project (PLN24-00060) Located at 5155 Stars and Stripes Drive
Recommendation:

Waive Second Reading and Adopt Ordinance No. 2078 to approve amending the Development Agreement to implement aspects of Scheme C for City Place Santa Clara Project.

A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to waive Second Reading and Adopt Ordinance No. 2078 to approve amending the Development
Agreement to implement aspects of Scheme C for City Place Santa Clara Project.

Aye: Councilmember Gonzalez, Councilmember Hardy, Vice Mayor Cox, and Mayor Gillmor
4 -
Nay: Councilmember Chahal, Councilmember Park, and Councilmember Jain
3 -

SANTA CLARA STADIUM AUTHORITY BOARD CONSENT CALENDAR

4. 25-914 Action on Stadium Authority Bills and Claims for the Month of July 2025 Recommendation: Approve the list of Stadium Authority Bills and Claims for July 2025.

A motion was made by Boardmember Hardy, seconded by
Boardmember Gonzalez, to approve the list of Stadium Authority Bills and Claims for July 2025.

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Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -
25-1106
Public Presentations Post Meeting Material

PUBLIC PRESENTATIONS
David Kertes spoke regarding a recall petition for Councilmember Jain.

Stephen Swanson expressed concern regarding his employment with the City.

By consensus, the Council referred staff to follow up on Stephan Swanson's concerns.

Kirk Vartan spoke regarding the Agrihood development.

Brian Darby spoke regarding political instability.

Akos Szoboszlay spoke regarding pedestrian prohibition on expressways.

By consensus, the Council referred staff to provide a report on pedestrian prohibition on expressways.

Kevin Zacher spoke regarding the Santa Clara Swim Club.

Bill May spoke regarding the Santa Clara Swim Club.

CONSENT ITEMS PULLED FOR DISCUSSION

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3.L 25-905 Action to Approve the Modifications to Classified Classification Specifications, Creation of Director of Economic Development and Sustainability Classification Specification on the Unclassified Salary Plan, and Adopt a Resolution to Update the Classified and Unclassified Salary Plan
Recommendation:

1. Approve various modifications to the classification plan, as follows, as detailed in the corresponding Class Specification attachments:
a. Approve the Modifications to the Library Assistant I/II (Job Code 526/528) Class Specifications,
b. Approve the Modifications to the Senior Library Assistant (Job Code 754) Class Specification,
c. Approve the Modifications and Retitle to Electric Utility Information Systems Specialist (Job Code 440) Class Specification,
d. Approve the Creation of the Director of Economic Development and Sustainability (Job Code 085) Class Specification, and

2. Adopt a Resolution Updating the Unclassified and Classified Salary Plan.

Vice Mayor Cox pulled this item for questions.

City Manager Grogan addressed Council questions.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Hardy, to (1) approve various modifications to the classification plan, as follows: (a) approve the modifications to the Library Assistant I/II (Job Code 526/528) Class Specifications, (b) approve the modifications to the Senior Library Assistant (Job Code 754) Class Specification, (c) approve the modifications and retitle to Electric Utility Information Systems Specialist (Job Code 440) Class Specification, (d) approve the creation of the Director of Economic Development and Sustainability (Job Code 085) Class Specification; and (2) adopt Resolution No. 25-9485 updating the Unclassified and Classified Salary Plan.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

PUBLIC HEARING/GENERAL BUSINESS

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5. 25-771 Public Hearing: Approval of the 2024-2025 Consolidated Annual Performance and Evaluation Report (CAPER) for Submission to the U.S.

Department of Housing and Urban Development (HUD)
Recommendation:

Approve the 2024-2025 Consolidated Annual Performance and Evaluation Report (CAPER) in the form presented, subject to minor modifications and incorporation of all public comments received before the close of the public review period (Attachment 1) and authorize the City Manager, or his designee, to execute all required documents for submission of the final CAPER to the U.S. Department of Housing and Urban Development (HUD) by September 30, 2025, unless otherwise directed by HUD.

Mayor Gillmor opened Public Hearing.

City Manager Grogan recognized Management Analyst Kathy Bunce for her service as she is retiring from the City and introduced Housing Division Manager Marcus who provided a Powerpoint presentation on the Consolidated Annual Performance and Evaluation Report.

Council questions followed.

Housing Division Manager Marcus addressed Council questions.

Public Comment: DeLinda Yatskevich
Michele Schroeder
Pilar Furlong
Linda
A motion was made by Councilmember Chahal, seconded by
Councilmember Gonzalez, to close the Public Hearing.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -
A motion was made by Councilmember Jain, seconded by
Councilmember Hardy, to approve the 2024-2025 Consolidated Annual Performance and Evaluation Report (CAPER) in the form presented, subject to minor modifications and incorporation of all public comments received before the close of the public review period and authorize the City Manager, or his designee, to execute all required documents for submission of the final CAPER to the U.S. Department of Housing and Urban Development (HUD) by September 30, 2025, unless otherwise directed by HUD.

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Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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6. 25-992 Actions to Initiate Phase One of the Measure I Infrastructure General Obligation Bond Financing and Development Including (1) Approval of the Phase One Project List (2) Direct Staff to Undertake All Necessary Actions to Prepare for the Issuance of the First Series of Bonds in the Estimated Amount of $100 Million, (3) Establish the Measure I General Obligation Bond Debt Service Fund and the Measure I General Obligation Bond Projects Fund, and (4) Approve Related Budget Amendments Recommendation:

1. Approve the Phase 1 Project List in the form presented to be developed using the First Series of Measure I General Obligation Bonds;

2. Direct Staff to undertake all necessary actions to prepare for the issuance of the First Series of Measure I General Obligation Bonds in an estimated amount of $100 Million;

3. Establish a Measure I General Obligation Bond Projects Fund (to account for the bond-funded capital expenditures), and establish a Measure I General Obligation Bond Debt Service Fund (to account for debt service payments on the general obligation bonds); and

4. Approve the following FY 2025/26 budget amendments:
a. In the Measure I General Obligation Bond Projects Fund, recognize a transfer of $96,634,500 from the Measure I
General Obligation Bond Debt Service Fund and establish the projects listed below in the total amount of $96,634,500 (five affirmative Council votes required to appropriate additional revenue):

1. Street Resurfacing and Rehabilitation in the
amount of $16,000,000

2. ADA Improvements in the amount of $5,000,000

3. Creek Trail Rehabilitation in the amount of
$2,500,000

4. Bicycle Wayfinding in the amount of $300,000

5. Streets and Transportation -
Contingency/Escalation/Administration in the amount
of $3,570,000

6. Fire Station 5 Replacement in the amount of
$4,000,000

7. Fire Training Tower Renovation in the amount of
$783,000

8. Fire Station Security Upgrade in the amount of
$1,900,000

9. Fire Station 7 Replacement in the amount of
$4,000,000

10. Fire Stations and Emergency Response -
Contingency/Escalation/Administration in the amount
of $1,602,450

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11. Real Time Intelligence Center (RTIC) Feasibility in the amount of $150,000

12. Police Training Facility Feasibility & Assessment
in the amount of $250,000

13. Police Department Drone First Responder
Infrastructure in the amount of $50,000

14. Emergency Operations Center Infrastructure in the
amount of $250,000

15. Police Facilities -
Contingency/Escalation/Administration in the amount
of $105,000

16. Community ISC Aquatic Facility
Renovation/Replacement (Phase 1) in the amount of
$22,200,000

17. Community ISC Aquatic Facility
Renovation/Replacement (Phase 2) in the amount of
$2,000,000

18. Warburton Park Playground Renovations in the
amount of $3,000,000

19. Henry Schmidt Playground Renovations in the
amount of $4,325,000

20. Central Library Restrooms Remodeling & Access
Control Redesign in the amount of $250,000

21. Central Library Lighting Control System
Replacement in the amount of $250,000

22. Central Library Entry Auto Door System
Replacement in the amount of $200,000

23. Central, Mission, and Northside Libraries
Renovation Designs in the amount of $1,200,000

24. Parks, Library, Senior Center, and Aquatics
Facilities - Contingency/Escalation/Administration in
the amount of $5,013,750

25. Storm Drain System Improvements in the amount
of $5,000,000

26. Green Storm Drain Infrastructure Design &
Construction in the amount of $6,645,000

27. Bowers Ave Underpass SDPS Rehabilitation in
the amount of $2,030,000

28. SDPS Motor and Control Replacement in the
amount of $347,000

29. Storm Drain Pump Station Outfall Reconstruction
Program in the amount of $250,000

30. Storm Drain Renovations in the amount of
$150,000

31. Storm Drain System Improvements -

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Contingency/Escalation/Administration in the amount
of $2,163,300

32. Triton Museum Renovation in the amount of
$1,000,000

33. Historic Buildings and Beautification -
Contingency/Escalation/Administration in the amount
of $150,000
b. In the Measure I General Obligation Bond Debt Service Fund, recognize bond proceeds in the amount of
$100,000,000, recognize property tax assessments in the amount of $17,142,877, establish the Administrative Costs appropriation in the amount of $2,000,000, establish a
transfer to the Measure I General Obligation Bond Projects Fund in the amount of $96,634,500, establish a Reserve for Debt Service in the amount of $17,142,877, and establish a Reserve for Bond Projects Fund in the amount of $1,365,500 (five affirmative Council votes required to appropriate additional revenue);
c. In the General Government Capital Fund, recognize a
transfer from the General Fund in the amount of $2,000,000 and establish a Measure I General Obligation Bond Projects Implementation appropriation in the amount of $2,000,000 (five affirmative Council votes required to appropriate additional revenue); and
d. In the General Fund, reduce the Non-Departmental
appropriation by $2,000,000 and establish a transfer to the General Government Capital Fund in the amount of
$2,000,000 (majority affirmative Council votes required).

City Manager Grogan made some opening remarks and introduced Assistant City Manager Klotz who provided a Powerpoint presentation with Deputy City Manager Freitas and Director of Finance Lee on the Porposed Phase #1 Project List Funded from Measure I.

Council questions followed.

Assistant City Manager Klotz, City Manager Grogan, Director of Public Works Mobeck, Director of Finance Lee, and City Attorney Googins addressed Council questions.

Public Comment: None.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Hardy,

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Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -
Mayor Gillmor called for a recess at 9:30 PM and reconvened the meeting at 9:42 PM.

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7. 25-746 Action to Delegate Authority to the City Manager to Complete Negotiations and Execute a Third Phase Agreement with the Northern California Power Agency (NCPA) for the Purchase of Energy Storage Products from Trolley Pass Project LLC for a Total Contract Amount of $983,000,000 Over 20 Years
Recommendation:

1. Authorize the City Manager, or designee, to complete negotiations, approve, and execute a Third Phase Agreement (Agreement) with the Northern California Power Agency for the purchase of energy storage products from the Trolley BESS Facility on the terms presented, for a total contract amount of $983,000,000 over 20 years with permissible adjustments due to supply chain events and change in tax law, funded by the Electric Utility Fund, subject to the review and approval as to form by the City Attorney; and

2. Authorize the City Manager to (a) take any and all actions as are necessary or advisable to implement and administer the Agreement; and (b) approve and execute future amendments to the Agreement for any price adjustments and other changes authorized under the Agreement, subject to the review and approval as to form by the City Attorney.

City Manager Grogan made some opening remarks and introduced Chief Electric Utility Officer Procos who provided a Powerpoint presentation with Electric Division Manager Wong on a Third Phase Agreement with the Northern California Power Agency.

Council questions followed.

Electric Division Manager Basil, City Manager Grogan, and Assistant Director of Electric Utility Hughes addressed Council questions.

Public Comment: None.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Hardy, to (1) authorize the City Manager, or designee, to complete negotiations, approve, and execute a Third Phase Agreement (Agreement) with the Northern California Power Agency for the purchase of energy storage products from the Trolley BESS Facility on the terms presented, for a total contract amount of $983,000,000 over 20 years with permissible adjustments due to supply chain events and change in tax law, funded by the Electric Utility Fund, subject to the review and approval as to form by the City Attorney; and (2) authorize the City Manager to (a) take any and all actions as are necessary or advisable to implement and administer the Agreement; and (b) approve and execute future amendments to the Agreement for any price adjustments and other

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changes authorized under the Agreement, subject to the review and approval as to form by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor 6 -
Nay: Councilmember Park1 -

8. 25-990 Action to Appoint Members of the Charter Review Committee (CRC) Formed to Conduct a Comprehensive Review of the City Charter and to Approve CRC Bylaws
Recommendation:

Appoint the Members of the Charter Review Committee (CRC) selected by the City Council and the Lottery Process and adopt the Proposed CRC Bylaws in substantially the form attached formally establishing the CRC and setting forth the rules and procedures for CRC implementation of the Charter Project.

City Attorney Googins provided a Powerpoint presentation on the Charter Review Committee.

Public Comment: Holly Roberts
Council questions followed.

City Attorney Googins addressed Council questions.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to appoint the Members of the Charter Review Committee (CRC) selected by the City Council and the Lottery Process and adopt the Proposed CRC Bylaws in
substantially the form attached formally establishing the CRC and setting forth the rules and procedures for CRC implementation of the Charter Project.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor 6 -
Abstained: Councilmember Park1 -

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9. 25-599 Action on Recommendation from the Governance and Ethics Committee for Approval of Proposed Amendments to Council Policy 035 (‘Naming of City Streets, Parks and Other Facilities”)
Recommendation:

Approve Recommendations from the Governance and Ethics Committee to Amend Council Policy 035 (“Naming of City Streets, Parks and Other Facilities”)
City Manager Grogan made some opening remarks and introduced Assistant to the City Manager Le who provided a Powerpoint presentation on Council Policy 035 Naming of City Streets, Parks and Other Facilities.

Council questions followed.

City Manager Grogan and Assistant to the City Manager Le addressed Council questions.

Public Comment: None.

A motion was made by Councilmember Chahal, seconded by
Councilmember Gonzalez, adopt Resolution No. 25-9486 amending Council Policy 035 (“Naming of City Streets, Parks and Other Facilities”) with all names under consideration brought to Council, and direct the City Manager to bring a policy on donations to the Governance and Ethnics Committee and then back to Council.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Jain, and Vice Mayor Cox
5 -
Nay: Councilmember Park, and Mayor Gillmor2 -

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10. 25-898 Action to Designate a Voting Delegate and Alternate(s) for the 2025 League of California Cities Annual Conference and Expo on October 8-10, 2025
Recommendation:

1. Designate Mayor Lisa M. Gillmor as the Voting Delegate for the 2025 League of California Cities Annual Conference and Expo; and

2. Designate two City Councilmembers as First and Second Alternate Voting Delegates for the 2025 League of California Cities Annual Conference and Expo
City Manager Grogan provided a verbal presentation on the 2025 League of California Cities.

Public Comment: None.

A motion was made by Councilmember Hardy, seconded by
Councilmember Chahal, to (1) designate Mayor Gillmor as the Voting Delegate for the 2025 League of California Cities Annual Conference and Expo; and (2) designate Councilmember Park as the Alternate Voting Delegate for the 2025 League of California Cities Annual Conference and Expo.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, and Mayor Gillmor 6 -
Nay: Vice Mayor Cox1 -

REPORTS OF MEMBERS AND SPECIAL COMMITTEES
Vice Mayor Cox noted that the Stevens Creek Steering Committee met last week.

Councilmember Park noted that he attended the Korean American Institute discussion on Asian American policy and education.

Councilmember Hardy noted that today is Square Root Day.

Mayor Gillmor thanked staff for a successful Art and Wine Festival. 25-1104
Post Meeting Material

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CITY MANAGER/EXECUTIVE DIRECTOR REPORT
City Manager Grogan noted that Mayor Gillmor has a conflict of interest on Item 3.E due to owning property near the subject property, and that there will be a future update regarding pedestrian prohibition on expressways.

City Manager Grogan also noted that a representative from the County of Santa Clara and Supervisor Ellenberg will provide a presentation regarding Measure A and budget cuts at a future meeting.

ADJOURNMENT
The meeting was adjourned at 11:58 PM in memory of former Mayor of Cupertino Hung Wei.

The next regular scheduled meeting is on Tuesday, September 23, 2025 in the City Hall Council Chambers.

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AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting.

Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body.

LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA); Bayshore North Project Enhancement Authority (BNPEA); Public Facilities Financing Corporation (PFFC)
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

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5:30 PM Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
09/23/2025

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NOTE: Please note eComments and Emails received as public comment will not be read aloud during the meeting.

site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. For the final document, you may contact the Office of the City Clerk at (408) 615-2220 or [email protected].
09/23/2025Meeting Minutes
5:30 PM CLOSED SESSION
25-1127 eComments
Call to Order in the Council Chambers
Mayor Gillmor called the Closed Session to order 5:33 PM.

Confirmation of Quorum
Assistant City Clerk Pimentel confirmed a quorum.

1. 25-1015 Conference with Legal Counsel-Existing Litigation (CC) Pursuant to Gov. Code § 54956.9(d)(1)
Mayela Parra-Tinajero v. City of Santa Clara, et al.

Santa Clara Superior Court Case No. 25CV464695
Public Comment
None.

Convene to Closed Session (Council Conference Room)
Mayor Gillmor
adjourned into Closed Session at 5:34 PM.
6:00 PM STUDY SESSION
Call to Order in the Council Chambers
Mayor Gillmor called the Study Session to order at 6:09 PM.

Confirmation of Quorum
Assistant City Clerk Pimentel confirmed a quorum.

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2. 25-461 City Council Study Session: Update on City’s Anti-Displacement Work Plan
Recommendation: Note and file the report on the City’s Anti-Displacement Work Plan.

City Manager Grogan made some opening remarks and introduced Director of Community Development Hamid who provided a
Powerpoint presentation on the City's Anti-Displacement Work Plan with Housing Division Manager Marcus and David Driskell (Principal, Community Planning Collaborative).

Council comments and questions followed.

Public Comment: None.

Mayor Gillmor called for a recess at 6:52 PM and reconvened the meeting at 7:04 PM.
7:00 PM JOINT CITY COUNCIL/STADIUM AUTHORITY BOARD MEETING Call to Order in the Council Chambers
Mayor/Chair Gillmor called the regular meeting to order at 7:04 PM.

Pledge of Allegiance and Statement of Values
Council/Board recited the Pledge of Allegiance.

Council/Boardmember Hardy recited the Statement of Values.

Roll Call
Mayor/Chair Gillmor called for a moment of silence in remembrance of Wilcox High School Student Isaiah Mendoza.

Assistant City Clerk/Secretary Pimentel recited the AB23 announcement and Statement of Behavioral Standards.

Assistant City Clerk/Secretary Pimentel also noted that any registered Lobbyist speaking during the Public Meeting will need to identify themselves and whom they represent.

Council/Boardmember Albert Gonzalez, Council/Boardmember Raj Chahal, Council/Boardmember Karen Hardy, Council/Boardmember Kevin Park, Council/Boardmember Suds Jain, Vice Mayor/Chair Kelly Cox, and Mayor/Chair Lisa M. Gillmor

Present: 7 -

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25-1502 Memorandum

REPORTS OF ACTION TAKEN IN CLOSED SESSION MATTERS
City Attorney Googins reported that there was no reportable action from Closed Session.

CONTINUANCES/EXCEPTIONS/RECONSIDERATIONS
None.

SPECIAL ORDER OF BUSINESS

3.A 25-923 Proclamation of September 15 - October 15, 2025 as Hispanic Heritage Month
Mayor Gillmor, on behalf of the Council, proclaimed September 15, 2025 to October 15, 2025 as Hispanic Heritage Month.

Ysidro Magana (Society of Hispanic Professional Engineers), Anixia Davila (Santa Clara University Hermanas Unidas), Karla Martinez (Santa Clara University Hermanas Unidas), and Donna Garcia Ramirez (Latine Student Union) accepted the proclamation and provided some remarks.

3.B 25-1033
Proclamation of September 2025 as Childhood Cancer Awareness Month Mayor Gillmor, on behalf of the Council, proclaimed September 2025 as Childhood Cancer Awareness Month.

Allyssa Gil-Ojeda (Outreach Coordinator, Jacob's Heart Children's Cancer Support Services) accepted the proclamation and provided some remarks.

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3.C 25-1034

3.D 25-1035

CONSENT CALENDAR
Sister City Izumo, Japan Trip Student Presentation and Acceptance of Gift from Friendship City Icheon, Republic of Korea
Councilmember Park and Dr. Eun Hee Koo (Chairperson, Korean Language and Culture Foundation) provided a Powerpoint
presentation on a trip to Sister City Icheon, South Korea and presented a gift to Margaret Horoszko (President, Santa Clara Sister Cities Association).

Chigusa Katoku (Mission College, Director of International Programs) and student participants of the Santa Clara Sister Cities Association provided a Powerpoint presentation on a trip to Sister City Izumo, Japan.

Council comments followed.

Impact of Federal Budget Cuts and the County’s Response Brian Darrow (Special Assistant to the County Executive, County of Santa Clara) provided a Powerpoint presentation on the Impact of Federal Budget Cuts and the County's Response.

Vice Mayor/Chair Cox pulled Item 4.B for discussion and noted that City Attorney Googins advised that she has no conflict of interest on Item 4.K and Item 4.J.

Council/Boardmember Jain also pulled Item 4.B for discussion.

A motion was made by Council/Boardmember Gonzalez, seconded by Council/Boardmember Chahal, to adopt the Consent Calendar except Item 4.B)

Aye: Council/Boardmember Albert Gonzalez, Council/Boardmember Raj Chahal, Council/Boardmember Karen Hardy, Council/Boardmember Kevin Park, Council/Boardmember Suds Jain, Vice Mayor/Chair Kelly Cox, and Mayor/Chair Lisa M. Gillmor
7 -

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4.A 25-18 Board, Commissions and Committee Minutes
Recommendation: Note and file the Minutes of:

Historical and Landmarks Commission - June 5, 2025
Historical and Landmarks Commission - August 7, 2025
Planning Commission - August 13, 2025
Station Area Task Force - July 17, 2025
A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to Note and file the Minutes of: Historical and Landmarks Commission - June 5, 2025, Historical and Landmarks Commission - August 7, 2025, Planning Commission - August 13, 2025, and Station Area Task Force - July 17, 2025.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

4.C 25-1044
Action on the FY 2024/25 Annual Report for the Santa Clara Tourism Improvement District (SCTID) as Presented by the SCTID Owner’s Association (the DMO)
Recommendation:

Approve the FY 2024/25 Annual Report for the Santa Clara Tourism Improvement District (SCTID) as presented by the SCTID Owner’s Association (the DMO).

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to approve the Fiscal Year 2024/25 Annual Report for the
Santa Clara Tourism Improvement District (SCTID) as
presented by the SCTID Owner’s Association (the DMO).

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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4.D 25-1021 Action on the Proposed Agreement with OUTFRONT Media LLC to Assist in the Sale of Advertising Space on City-Owned and City-Controlled Assets in Preparation for 2026 Major Events
Recommendation:

1. Approve and authorize the City Manager or their designee to execute the Agreement with OUTFRONT Media LLC to assist in the sale of advertising space on City-owned and City-controlled Assets in preparation for 2026 Events, with compensation based on a 50/50 split of net revenues and other terms as presented, in a final form approved by the City Attorney; and

2. Authorize the City Manager or their designee to negotiate and execute amendments as needed to (1) expand the scope of services to include additional activation types for the 2026 Events at no additional cost to the City, (2) extend the term as-needed to allow the completion of services, and (3) make de minimis changes, all subject to the same compensation terms and review and approval as to form by the City Attorney.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to (1) approve and authorize the City Manager or their designee to execute the Agreement with OUTFRONT Media LLC to assist in the sale of advertising space on City-owned and City-controlled Assets in preparation for 2026 Events, with compensation based on a 50/50 split of net revenues and other terms as presented, in a final form approved by the City Attorney; and (2) authorize the City Manager or their designee to negotiate and execute amendments as needed to (a) expand the scope of services to include additional activation types for the 2026 Events at no additional cost to the City, (b) extend the term as-needed to allow the completion of services, and (c) make de minimis changes, all subject to the same compensation terms and review and approval as to form by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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4.E 25-169 Action on Proposed Agreement with WSP USA, Inc. for Operation, Maintenance, Monitoring, and Compliance Services for the Closed City All Purpose Landfill and Technical Support for the City Place Project Recommendation:

1. Authorize the City Manager or designee to negotiate and execute an Agreement with WSP USA, Inc. to provide landfill operation, maintenance, monitoring, and compliance services for the All Purpose Landfill and technical services for the Related Santa Clara Development Project, for a five-year term beginning on October 1, 2025 through September 30, 2030, with a not-to-exceed maximum compensation of $2,659,536, subject to the appropriation of funds and review and approval as to form by the City Attorney; and

2. Authorize the City Manager or designee to (a) take any actions as necessary to implement and administer the Agreement, and (b) negotiate and execute amendments to the Agreement to add, modify or delete services consistent with the Agreement’s scope of services, provided that the maximum compensation is not exceeded, subject to review and approval as to form by the City Attorney and the appropriation of funds.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to (1) authorize the City Manager or designee to negotiate and execute an Agreement with WSP USA, Inc. to provide landfill operation, maintenance, monitoring, and compliance services for the All Purpose Landfill and technical services for the Related Santa Clara Development Project, for a five-year term beginning on October 1, 2025 through September 30, 2030, with a not-to-exceed maximum compensation of $2,659,536, subject to the appropriation of funds and review and approval as to form by the City Attorney; and (2) authorize the City Manager or designee to (a) take any actions as necessary to implement and administer the Agreement, and (b) negotiate and execute amendments to the Agreement to add, modify or delete services consistent with the Agreement’s scope of services, provided that the maximum compensation is not exceeded, subject to review and approval as to form by the City Attorney and the appropriation of funds.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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4.F 25-791 Action to Authorize the City Manager to Execute an Agreement with Westlake Ryder Square, LLC, for the Installation and Operation of Private Recreational Amenity Improvements to Satisfy a Portion of Developer’s Parkland Obligations for the 328-unit Apartment Project Located at 3517 Ryder Street, such Improvements to be Funded at Developer’s Sole Cost Recommendation:

Authorize the City Manager to negotiate and execute the Park Improvement Agreement and the Park Maintenance Agreement with Westlake Ryder Square, LLC for the installation of Private Recreational Amenity Improvements at the Developer’s Sole Cost on substantially the terms and in the forms presented, with such minor, non-substantive changes and amendments that may be necessary to implement the parkland dedication requirements for this project, in final forms approved by the City Attorney.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to authorize the City Manager to negotiate and execute the Park Improvement Agreement and the Park Maintenance Agreement with Westlake Ryder Square, LLC for the installation of Private Recreational Amenity Improvements at the Developer’s Sole Cost on substantially the terms and in the forms presented, with such minor, non-substantive changes and amendments that may be necessary to implement the parkland dedication requirements for this project, in final forms approved by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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4.G 25-696 Action on a Grant Agreement with the California Office of Traffic Safety, Amendment No. 4 to the Agreement with Safe Moves, Inc., for the Safe Routes to School Program, and Related Budget Amendments Recommendation:

1. Authorize the City Manager or designee to execute and take all necessary steps to implement the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $105,000 for the Safe Routes to School Program, subject to the review and approval as to form by the City Attorney;

2. Authorize the City Manager or designee to negotiate and execute Amendment No. 4 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $105,000 for a revised not-to-exceed amount of $819,250 and to revise the end date of Option 1 to July 31, 2027, subject to appropriation of funds and review and approval as to form by the City Attorney;

3. Authorize the City Manager or designee to make minor modifications to both agreements, if needed, subject to review and approval as to form by the City Attorney; and

4. Approve the FY 2025/26 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $105,000 to recognize grant funding for the OTS grant and establish the 2025 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $105,000 (five affirmative Council votes required to appropriate additional revenue).

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to (1) authorize the City Manager or designee to execute and take all necessary steps to implement the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $105,000 for the Safe Routes to School Program, subject to the review and approval as to form by the City Attorney; (2) authorize the City Manager or designee to negotiate and execute Amendment No. 4 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $105,000 for a revised not-to-exceed amount of $819,250 and to revise the end date of Option 1 to July 31, 2027, subject to appropriation of funds and review and approval as to form by the City Attorney; (3) authorize the City Manager or designee to make minor modifications to both agreements, if needed, subject to review and approval as to form by the City Attorney; and (4) approve the Fiscal Year 2025/26 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $105,000 to recognize grant funding for the California Office of Traffic Safety (OTS) grant

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and establish the 2025 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $105,000.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

4.H 25-913
Action on the First Addendum to the Addendum to the Agreement Between the Santa Clara Unified School District and the City of Santa Clara Pertaining to the Operation, Maintenance and Improvement for Public Recreational Purposes of Buildings and Open Space Areas at School Sites Owned by Santa Clara Unified School District - Youth Activity Center, Teen Center and Skate Park
Recommendation:

Authorize the City Manager to execute a First Addendum to the Addendum to the Agreement Between the Santa Clara Unified School District (SCUSD) and the City of Santa Clara Pertaining to the Operation, Maintenance and Improvement for Public Recreational Purposes of Buildings and Open Space Areas located at Cabrillo Middle School on the terms presented and to make minor amendments as needed, in finals forms approved by the City Attorney.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to authorize the City Manager to execute a First Addendum to the Addendum to the Agreement Between the Santa Clara Unified School District (SCUSD) and the City of Santa Clara Pertaining to the Operation, Maintenance and Improvement for Public Recreational Purposes of Buildings and Open Space Areas located at Cabrillo Middle School on the terms presented and to make minor amendments as needed, in finals forms approved by the City Attorney.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

4.I 25-980
Action on the Water Supply Assessment Related to Preparation of a Specific Plan for the El Camino Real Focus Area
Recommendation:

Adopt a resolution approving the El Camino Real Specific Plan Water Supply Assessment in the form presented.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to adopt Resolution No. 25-9487 approving the El Camino Real Specific Plan Water Supply Assessment in the form presented.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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4.J 25-955 Action to Update to the Downtown Community Task Force (DCTF) Roster Recommendation: Take the following actions with respect to the Downtown Community Task Force (DCTF): Appoint Sean Collins as the SCU representative, designate Butch Coyne as a representative of someone employed in Santa Clara, designate Atisha Varshney as a representative of a Santa Clara property owner, and approve the Updated DCTF Roster with these changes.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to appoint Sean Collins as the Santa Clara University representative, designate Butch Coyne as a
representative of someone employed in Santa Clara, designate Atisha Varshney as a representative of a Santa Clara property owner, and approve the Updated Downtown Community Task
Force (DCTF) Roster with these changes.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

4.K 25-959
Appointment of a Santa Clara University Representative to the Santa Clara Station Area Plan Task Force (SATF)
Recommendation:

Appoint Sean Collins to represent SCU on the SATF.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to Appoint Sean Collins to represent Santa Clara University on the Santa Clara Station Area Plan Task Force.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

SANTA CLARA STADIUM AUTHORITY BOARD CONSENT CALENDAR

5. 25-66 Informational Report on Stadium Authority and Stadium Manager Meetings for the Period of October 1 to December 31, 2024
Recommendation:

Note and file the quarterly report on Stadium Authority and Stadium Manager staff meetings and corresponding summaries for the period of October 1 to December 31, 2024.

A motion was made by Boardmember Gonzalez, seconded by
Boardmember Chahal, to Note and file the quarterly report on Stadium Authority and Stadium Manager staff meetings and corresponding summaries for the period of October 1 to December 31, 2024.

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Aye: Boardmember Gonzalez, Boardmember Chahal, Boardmember Hardy, Boardmember Park, Boardmember Jain, Vice Chair Cox, and Chair Gillmor
7 -

PUBLIC PRESENTATIONS
Pieter Friedrich spoke of his concerns regarding the HSS and RSS.

Brian Darby spoke regarding ongoing political events.

Howard Gibbins spoke regarding City events.

Dan Ondrasek spoke in support of Councilmember Jain.

Kirk Vartan spoke regarding the Agrihood development.

Kathy Pedone spoke in support of Councilmember Jain.

Mary Grizzle spoke in support of Councilmember Jain.

Dominic Agutelo spoke in favor of Measure A.

Wendy Hui spoke in favor of Measure A.

Cristina Cunanan spoke in favor of Measure A.

Jennifer Hughes spoke in favor of Measure A.

Edward Strine spoke regarding corrupt politicians.

Public Speaker spoke in support of Councilmember Jain.

Louisiana Pham spoke of her concerns regarding a smoke shop. 25-1503 Public Presentations

CONSENT ITEMS PULLED FOR DISCUSSION

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4.B 25-960 Note and File the City Auditor’s Office Report on the Audit of the City’s Building Permitting Process
Recommendation: Note and file the City Auditor’s Office Report on the Audit of the City’s Building Permitting Process.

City Manager Grogan noted that this item will be rescheduled to a future meeting date uncertain.

PUBLIC HEARING/GENERAL BUSINESS

6. 25-1012 Report on Community Engagement Major Events 2026, and Request for City Council Action on Logo and Slogan
Recommendation: Approve the recommended Slogan and Logo.

City Manager Grogan made some opening remarks and introduced Assistant City Manager Morales who provided a Powerpoint presentation on 2026 Major Events and Logo and Slogan with Assistant to the City Manager Knight, Public Information Officer De La Vega, Justin Bronson (Consultant, zo Agency), and Sonja Anderson (Consultant, zo Agency).

Council comments and questions followed.

City Manager Grogan addressed Council questions.

Public Comment: Wanda Buck
Linda
Christine Lawson
A motion was made by Councilmember Hardy, seconded by
Councilmember Gonzalez, to approve the recommended Slogan and Logo.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor 6 -
Abstained: Councilmember Park1 -
Mayor/Chair Gillmor called for a recess at 10:00 PM and reconvened the meeting at 10:10 PM.

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7. 25-966 Action on a Proposed League Event Agreement with the Bay Area Host Committee, Forty Niners SC Stadium Company, LLC, and Forty Niners Stadium Management Company LLC to Host Super Bowl LX at Levi’s® Stadium
Recommendation:

1. Approve the proposed League Event Agreement with the Bay Area Host Committee, Forty Niners SC Stadium Company, LLC, and Forty Niners Stadium Management Company LLC on the terms, and substantially in the form presented, and authorize the City Manager/Executive Director to finalize all terms and execute the agreement in final form approved by the City Attorney/Stadium Authority Counsel; and

2. Authorize and direct the City Manager/Executive Director to take such other actions as are necessary and appropriate to implement the terms of the League Event Agreement.

Executive Director Grogan and Stadium Authority Counsel Googins provided a Powerpoint presentation on a proposed league event agreement with the Bay Area Host Committee, Forty Niners SC Stadium Company, LLC, and Forty Niners Stadium Management Company LLC to Host Super bowl LX at Levi's stadium.

Board questions followed.

Executive Director Grogan, Stadium Authority Counsel Googins and Jihad Beauchman (Executive Vice President, San Francisco 49ers) addressed Board questions.

Board discussion followed.

Public Comment: Steve Kelly
Edward Strine
Board discussion followed.

A motion was made by Boardmember Gonzalez, seconded by
Boardmember Hardy, to (1) approve the proposed League Event Agreement with the Bay Area Host Committee, Forty Niners SC Stadium Company, LLC, and Forty Niners Stadium Management Company LLC on the terms, and substantially in the form presented, and authorize the City Manager/Executive Director to finalize all terms and execute the agreement in final form approved by the City Attorney/Stadium Authority Counsel; and (2) authorize and direct the City Manager/Executive Director to take such other actions as are necessary and appropriate to implement the terms of the League Event Agreement.

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Aye: Boardmember Gonzalez, Boardmember Chahal, Boardmember Hardy, Boardmember Park, and Boardmember Jain
5 -
Nay: 2 - Vice Chair Cox, and Chair Gillmor

8. 25-762 Public Hearing: Action on a Vesting Tentative Subdivision Map (PLN25-00225) for a One-Lot Subdivision for Condominium Purposes for 11 Townhouses Located at 1530 and 1540 Pomeroy Avenue.

Recommendation:

1. City Council find that the proposed subdivision falls within the scope of the adopted CEQA Addendum prepared for the project and no further analysis is required; and

2. Adopt a resolution approving the Vesting Tentative Subdivision Map to merge the two parcels and create a one-lot subdivision for condominium purposes for 11 townhouses and common area at 1530/1540 Pomeroy Avenue, making the required findings and subject to conditions of approval.

Mayor Gillmor opened the Public Hearing.

Director of Community Development Hamid provided a Powerpoint presentation on a vesting tentative subdivision map for a one-lot subdivision for condominium purposes for 1530 and 1540 Pomeroy Avenue (PLN24-00225).

A motion was made by Council/Boardmember Hardy, seconded by Vice Mayor/Chair Cox, to continue with the meeting past midnight to finish the two remaining Public Hearing agenda items.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Vice Mayor Cox, and Mayor Gillmor
5 -
Nay: Councilmember Park, and Councilmember Jain2 -
Council comments and questions followed.

Director of Community Development Hamid and Omid Shakeri (Applicant) addressed Council questions.

Public Comment: None
A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to close the Public Hearing.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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Council questions and comments followed.

City Manager Grogan, Director of Community Development Hamid and Omid Shakeri (Applicant) addressed Council questions.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to (1) find that the proposed subdivision falls within the scope of the adopted CEQA Addendum prepared for the project and no further analysis is required; and (2) adopt Resolution No. 25-9488 approving the Vesting Tentative
Subdivision Map to merge the two parcels and create a one-lot subdivision for condominium purposes for 11 townhouses and common area at 1530/1540 Pomeroy Avenue, making the required findings and subject to conditions of approval.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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09/23/2025Meeting Minutes

9. 25-764 Public Hearing: Action on the Initial Study and Mitigated Negative Declaration, Mitigation Monitoring and Reporting Program, General Plan Amendment, Rezone, and Vesting Tentative Subdivision Map (PLN24-00267 and PLN24-00332) for the Property Located at 1400 Coleman Avenue to Allow the Development of 142 Townhouse Units and Associated On- and Off-Site Improvements
Recommendation:

1. Adopt a resolution approving the Mitigated Negative Declaration and the Mitigation Monitoring or Reporting Program for the proposed residential townhouse project at 1400 Coleman Avenue;

2. Adopt a resolution approving the General Plan amendment to change the land use designation from Regional Commercial to High Density Residential;

3. Adopt a resolution approving a rezoning of the project site from Commercial Regional (CR) to High Density Residential (R4) subject to conditions of approval; and

4. Adopt a resolution approving a Vesting Tentative Subdivision Map for condominium purposes, making the required findings and subject to conditions of approval.

Mayor Gillmor opened the Public Hearing.

Director of Community Development Hamid provided a Powerpoint presentation on the Initial Study and Mitigated Negative Declaration, Mitigation Monitoring and Reporting Program, General Plan Amendment, Rezone, and Vesting Tentative Subdivision Map (PLN24-00267 and PLN24-00332) for the Property Located at 1400 Coleman Avenue.

Council comments and questions followed.

Director of Community Development Hamid addressed Council questions.

Pamela Salas Nieting (Applicant) provided a Powerpoint presentation.

Council questions followed.

Pamela Salas Nieting (Applicant) addressed Council questions.

Public Comment: None.

A motion was made by Councilmember Park, seconded by
Councilmember Chahal, to close the Public Hearing.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -

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Jo Joint Council and Authorities Concurrent
& Stadium Authority Board Meeting
09/23/2025Meeting Minutes
Council questions and comments followed.

Pamela Salas Nieting (Applicant) addressed Council questions.

A motion was made by Councilmember Gonzalez, seconded by Councilmember Chahal, to (1) adopt Resolution No. 25-9489 approving the Mitigated Negative Declaration and the Mitigation Monitoring or Reporting Program for the proposed residential townhouse project at 1400 Coleman Avenue; (2) adopt Resolution No. 25-9490 approving the General Plan amendment to change the land use designation from Regional Commercial to High Density Residential; (3) adopt Resolution No. 25-9491 approving a rezoning of the project site from Commercial Regional (CR) to High Density Residential (R4) subject to conditions of approval; and (4) adopt Resolution No. 25-9492 approving a Vesting Tentative Subdivision Map for condominium purposes, making the required findings and subject to conditions of approval.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Hardy, Councilmember Park, Councilmember Jain, Vice Mayor Cox, and Mayor Gillmor
7 -
REPORTS OF MEMBERS, SPECIAL COMMITTEES AND COUNCILMEMBER 030

REQUESTS
None.

CITY MANAGER/EXECUTIVE DIRECTOR REPORT
None.

ADJOURNMENT
The meeting was adjourned at 1:11 AM in memory of Wilcox High School Student Isaiah Mendoza.

The next scheduled special meeting is on Tuesday, September 30, 2025 in the City Hall Council Chambers.

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Jo Joint Council and Authorities Concurrent
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09/23/2025Meeting Minutes

AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting.

Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body.

LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA); Bayshore North Project Enhancement Authority (BNPEA); Public Facilities Financing Corporation (PFFC)
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

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Jo Joint Council and Authorities Concurrent
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Draft
6:30 PM Mission City Center for Performing Arts
Wilcox High School
3250 Monroe Street
Santa Clara, CA 95051
09/24/2025
The City of Santa Clara is conducting an in-person only Special City Council Meeting.

In-person public comment will be held at the end of the State of the City Presentation.

Written Public Comments:

Email comments to the City Council no later than 12:00 p.m. the day of the meeting at [email protected].

Any associated documents for this meeting may be viewed on the Internet at https://santaclara.legistar.com/Calendar.aspx
NOTICE IS HEREBY GIVEN that, pursuant to the provisions of California Government Code §54956 (“The Brown Act”) and Section 708 of the Santa Clara City Charter, the Mayor calls for a Special Meeting of the City Council of the City of Santa Clara, to commence and convene on September 24, 2025, at 6:30 pm to be held at the Mission City Center for Performing Arts at Wilcox High School (3250 Monroe Street) in Santa Clara.
6:30 PM SPECIAL CITY COUNCIL MEETING
Introduction by City Manager Jovan Grogan
City Manager Grogan provided some opening remarks.

Moment of Silence
City Manager Grogan called for a moment of silence in remembrance of Wilcox High School Student Isaiah Mendoza.

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City of Santa Clara
Meeting Minutes
Call and Notice of Special Meeting of the
City Council
State of the City Address
09/24/2025Meeting Minutes
Call to Order in the Mission City Center for Performing Arts Mayor Gillmor called the Special Meeting to order at 6:30 PM.

Boy Scouts Troop #394 conducted the Presentation of Colors and recited the Pledge of Allegiance.

Rowen Biesemeyer sang the National Anthem.

Father Gerald Nwafor (St. Justin's Parish) led the Invocation.

Confirmation of Quorum
Mayor Gillmor confirmed a quorum.

Presentation of the State of the City Address by Mayor Gillmor - including presentation of District Awards by Councilmembers
Mayor Gillmor presented the State of the City Address.

Council presented the District Awards.

The Santa Clara Elite Dance Team provided a dance performance.

Public Comment
None.

Adjourn Special Meeting
The meeting was adjourned at 8:15 PM.

The next scheduled special meeting is on Tuesday, September 30, 2025 in the City Hall Council Chambers.

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Call and Notice of Special Meeting
of the City Council
09/24/2025Meeting Minutes

MEETING DISCLOSURES
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

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Call and Notice of Special Meeting
of the City Council
City of Santa Clara
Meeting Minutes
Call and Notice of Special Meeting of the
City Council
Draft
6:00 PM Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
09/30/2025

Page 1 ends

The City of Santa Clara is conducting City Council meetings in a hybrid manner (in-person and continues to have methods for the public to participate remotely).

How to Submit Written Public Comment Before City Council Meeting:

Agendas, Staff Reports and some associated documents for City Council items may be viewed on the Internet at https://santaclara.legistar.com/Calendar.aspx All public records relating
to an open session item on this
agenda, which are not exempt from disclosure
pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will
be available for public inspection at the Office of the City Clerk at Santa Clara City Hall, 1500 Warburton Avenue, Santa Clara, CA 95050 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Council meeting may not be the final documents approved by the City Council. For the final document, you may contact the Office of the City Clerk at (408) 615-2220 or [email protected].
• Via Zoom:
o https://santaclaraca.zoom.us/j/99706759306
Meeting ID: 997-0675-9306
o Phone 1(669) 900-6833

NOTE: Please note eComments and Emails received as public comment will not be read aloud during the meeting.
09/30/2025Meeting Minutes
NOTICE IS HEREBY GIVEN that, pursuant to the provisions of California Government Code §54956 (“The Brown Act”) and Section 708 of the Santa Clara City Charter, the Mayor calls for a Special Meeting of the City Council of the City of Santa Clara, to commence and convene on September 30, 2025, at 6:00 pm to be held virtually and in the City Hall Council Chambers located in the East Wing of City Hall at 1500 Warburton Avenue, Santa Clara, California, to consider the following matter(s) and to potentially take action with respect to them.
6:00 PM CLOSED SESSION
Call to Order in the Council Chambers
Vice Mayor Cox called the Closed Session to order at 6:02 PM.

Roll Call
Councilmember Albert Gonzalez, Councilmember Raj Chahal, Councilmember Kevin Park, Councilmember Suds Jain, and Vice Mayor Kelly Cox

Present: 5 -
Councilmember Karen Hardy, and Mayor Lisa M. GillmorAbsent: 2 - A motion was made by Councilmember Park, seconded by
Councilmember Chahal, to excuse Mayor Gillmor and
Councilmember Hardy from this meeting.

Aye: Councilmember Gonzalez, Councilmember Chahal, Councilmember Park, Councilmember Jain, and Vice Mayor Cox
5 -

Absent: Councilmember Hardy, and Mayor Gillmor2 -

1.A 25-1018
Conference with Labor Negotiators (CC)
Pursuant to Gov. Code § 54957.6
City representatives: Jovan D. Grogan, Aracely Azevedo, Marco Mercado, Ashley Lancaster, Allyson Hauck, Charles Sakai and Glen R. Googins Employee Organization(s):

Santa Clara Firefighters, International Assoc. of Firefighters, Local 1171 (Unit #1)
International Brotherhood of Electrical Workers, Local 1245 (Unit #3) Engineers of the City of Santa Clara (Unit #4)

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Call and Notice of Special Meeting
of the City Council
09/30/2025Meeting Minutes

1.B 25-1110 Conference with Real Property Negotiators - Acquisition of Easements Necessary for the City’s Proposed 115kV Transmission Project -- Pursuant to Gov. Code § 54956.8
Property: 881 Duane Avenue, Santa Clara, California (APN: 224-36-039) City Negotiators: Jovan D. Grogan, City Manager (or designee) and Glen R. Googins, City Attorney (or designee)
Negotiating Parties: City and Storage Equities, Inc. (Property Owner) Under Negotiation: Purchase of Real Property interests (provisions, price and terms of payment)
Public Comment
None.

Convene to Closed Session (Council Conference Room)
Vice Mayor Cox adjourned into Closed Session at 6:05 PM.

ADJOURNMENT
The meeting was adjourned at 7:55 PM.

REPORTS OF ACTION TAKEN IN CLOSED SESSION, IF ANY REQUIRED, TO BE

PRESENTED BY THE CITY ATTORNEY IN PERSON IN COUNCIL CHAMBERS The next regular scheduled meeting is on Tuesday, October 7, 2025 in the City Hall Council Chambers.

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Call and Notice of Special Meeting
of the City Council
09/30/2025Meeting Minutes

AB23 ANNOUNCEMENT: Members of the Santa Clara Stadium Authority, Sports and Open Space Authority and Housing Authority are entitled to receive $30 for each attended meeting.

Note: The City Council and its associated Authorities meet as separate agencies but in a concurrent manner. Actions taken should be considered actions of only the identified policy body.

LEGEND: City Council (CC); Stadium Authority (SA); Sports and Open Space Authority (SOSA); Housing Authority (HA); Successor Agency to the City of Santa Clara Redevelopment Agency (SARDA); Bayshore North Project Enhancement Authority (BNPEA); Public Facilities Financing Corporation (PFFC)
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

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Call and Notice of Special Meeting
of the City Council
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-21 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Board, Commissions and Committee Minutes

COUNCIL PILLAR
Enhance Community Engagement and Transparency

RECOMMENDATION
Note and file the Minutes of:

Governance and Ethics Committee - June 2, 2025
Planning Commission - September 10, 2025
Neighborhood University Relations Committee (NURC) - May 5, 2025 Charter Review Committee - October 1, 2025
Historical and Landmarks Commission - September 4, 2025 Historical and Landmarks Commission - October 2, 2025
City of Santa Clara Printed on 10/31/2025Page 1 of 1
powered by Legistar™
City of Santa Clara
Meeting Minutes
Governance and Ethics Committee
Draft
10:00 AM City Hall – Council Chambers
1500 Warburton Avenue
Santa Clara, CA 95050
06/02/2025
The City of Santa Clara is conducting Governance and Ethics Committee meetings in-person and continues to have methods for the public to participate remotely or in-person.
• Via Zoom: https://santaclaraca.zoom.us/j/98559951444
• Webinar ID: 985 5995 1444
• By phone: +1 669 444 9171
To submit written public comment before meeting:

Send email to [email protected] by 10 a.m. one day before the date of the meeting. Emails will be forwarded to Committee members and will be uploaded as supplemental meeting material.

Note: Emails received as public comment will not be read aloud during the meeting.

Chair Raj Chahal, Member Suds Jain, and Member Kevin ParkPresent 3 -

CALL TO ORDER AND ROLL CALL
Chair Suds Jain called the meeting to order at 10:10 a.m.

Chair Raj Chahal, Member Suds Jain, and Member Kevin ParkPresent 3 -

CONSENT CALENDAR

1.A 25-645 Approval of the May 1, 2025 Governance and Ethics Committee Special Meeting Minutes
Recommendation: Approve the minutes of the May 1, 2025 Governance and Ethics Committee Special Meeting
A motion was made by Member Kevin Park and seconded by
Member Raj Chahal to approve the minutes of the May 1, 2025 Special meeting .

Aye: Chair Chahal, Member Jain, and Member Park3 -

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06/02/2025Governance and Ethics Committee Meeting Minutes

PUBLIC PRESENTATIONS
Member of the public Wanda Buck commented on the status of the Committee work related to Ethics .

City Manager Jovan Grogan stated the Consultant Morin Jacob from Liebert Cassidy Whitmore is currently scheduled to return on September 8, 2025 to the Committee to provide an update on the review of the Ethics documents and an options on establishing an Ethics Commission.

GENERAL BUSINESS

2. 25-218 Review and Approval on Amendments to Council Policy 035 ("Naming of Facilities") to Proposed Council Policy 035 (“Naming of City Streets, Parks and Other Facilities”)
Recommendation: Approve amendments, if any, to Council Policy 035 ("Naming of Facilities") to Proposed Council Policy 035 (“Naming of City Streets, Parks and Other Facilities”) to be brought forth to the City Council for consideration and approval.

City Manager Jovan Grogan presented on Council Policy 035 which establishes the criteria and procedures for the naming of City of Santa Clara facilities. Staff presented proposed recommendations to further define criteria and provide consistent procedures for naming proposals for City streets, parks and other facilities for consideration.

The Committee reviewed the proposed policy and also had a robust discussion around tying donations of land to the City of naming rights and the need for the donation policy to be separate. City Manager Jovan Grogan stated as a follow up to this discussion, city staff will also review donation policies in place and return to this Committee at a future meeting.

Member Chahal motioned to approve the staff recommendation and remove the language referring to donations. Member Park amended the original motion to also include the change to the policy to make the process consistent for Historical and Landmarks Commission, for naming of streets and other facilities, to also be brought to Governance and Ethics Committee prior to moving forward to full Council. The motion was approved to bring forth the proposed recommendations to the full City Council for review and consideration.

Aye: Chair Chahal, Member Jain, and Member Park3 -

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06/02/2025Governance and Ethics Committee Meeting Minutes

STAFF REPORT
None.

COMMITTEE MEMBER REPORTS / FUTURE REFERRALS FOR CONSIDERATION Chair Suds Jain stated he received his 200th public record request from member of the public J. Rowen.

Member Kevin Park added we need an AI Policy and guidelines for the City Council.

CIty Attorney Glen Googins stated the City is currently reviewing the Public Record Act processes.

CIty Manager Jovan Grogan added the City has an internal working group on a Citywide Policy on AI. As part of the Commitee workplan to update all the Council policies into a comprehensive CIty Council manual, staff can add the use of AI to the comprehensive Council policy manual.

Chair Suds Jain requested we schedule an additional special meeting for Governance and Ethics Committee to complete our workplan items.

Member of the Public Wanda Buck stated to the Committee she appreciated their work today on the agenda items.

ADJOURNMENT
Chair Jain adjourned the meeting at 12:05 p.m.

MEETING DISCLOSURES

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06/02/2025Governance and Ethics Committee Meeting Minutes The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

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City of Santa Clara
Meeting Minutes
Planning Commission
Draft
6:00 PM Hybrid Meeting
City Hall Council
Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
09/10/2025
The City of Santa Clara is conducting the Planning Commission Hearing meeting in a hybrid manner (in-person and method for the public to participate remotely) Via Zoom:
- https://santaclaraca.zoom.us/j/91729202898
- Webinar ID: 917 2920 2898 or
Phone: 1(669) 900-6833
How to Submit Written Public Comment Before Planning Commission Meeting:

1. By email to [email protected] by 12 p.m. the day of the meeting.

Those emails will be forwarded to the Planning Commission and will be uploaded to the Planning Commission Agenda as supplemental meeting material. Emails received after the 12 p.m. cutoff time up through the end of the meeting will form part of the meeting record.

Please identify the Agenda Item Number in the subject line of your email.

2. Use the eComment tab located on the City Council Agenda page https://santaclara.legistar.com/Calendar.aspx). eComments are directly sent to the iLegislate application used by staff, and become part of the public record. eComment closes 15 minutes before the start of a meeting. NOTE: eComments and Emails received as public comment will not be read aloud during the meeting.

Agendas, Staff Reports and some associated documents for Planning Commission items may be viewed on the Internet at https://santaclara.legistar.com/Calendar.aspx All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at Santa Clara City Hall, 1500 Warburton Avenue, Santa Clara, CA 95050 at the same time that the public records are distributed or made available to the legislative body. Any draft contracts, ordinances and resolutions posted on the Internet site or distributed in advance of the Planning Commission meeting may not be the final documents approved by the Planning Commission. For the final document, you may contact the Office of the City Clerk at (408) 615-2220 or [email protected].
6:00 PM REGULAR MEETING

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09/10/2025Planning Commission Meeting Minutes
Call to Order
Vice Chair Bouza called the meeting to order at 6:02 p.m.

Pledge of Allegiance and Statement of Values
Secretary Cherukuru read the Statement of Values.

Roll Call
Commissioner Yashraj Bhatnagar, Commissioner Nancy A. Biagini, Commissioner Priya Cherukuru, Commissioner Qian Huang, Vice Chair Mario Bouza, and Commissioner Lance Saleme
Present 6 -
Chair Eric CrutchlowAbsent 1 -

DECLARATION OF COMMISSION PROCEDURES
Secretary Cherukuru read the Declaration of Procedures.

CONTINUANCES/EXCEPTIONS
None.

CONSENT CALENDAR

1.A 25-987 Planning Commission Meeting Minutes of August 13, 2025 Recommendation: Approve the Planning Commission Meeting Minutes of the August 13, 2025 Meeting.

A motion was made by Commissioner Biagini, seconded by
Commissioner Cherukuru to approve the consent calendar.

Aye: Commissioner Biagini, Commissioner Cherukuru, Commissioner Huang, Vice Chair Bouza, and Commissioner Saleme
5 -

Absent: Chair Crutchlow1 -
Abstained: Commissioner Bhatnagar1 -
It was announced at 6:11 p.m. that Chair Crutchlow would not be attending the meeting.

A motion was made by Commissioner Biagini, seconded by
Commissioner Cherukuru to excuse Chair Cruthclow from the meeting.

Aye: Commissioner Bhatnagar, Commissioner Biagini, Commissioner Cherukuru, Commissioner Huang, Vice Chair Bouza, and
Commissioner Saleme
6 -

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09/10/2025Planning Commission Meeting Minutes
Excused: Chair Crutchlow1 -

PUBLIC PRESENTATIONS
None.

PUBLIC HEARING

2. 25-867 Public Hearing: Action on Conditional Use Permit (PLN25-00131) for a New Unmanned AT&T Telecommunication Facility with the Installation of Rooftop Mounted Antennas and Ground Equipment Located at 2600 Great America Way
Recommendation: Determine that the project is categorically exempt from formal environmental review per Section 15303(d), New Construction of Utility Extensions, of the CEQA Guidelines; and
Adopt a Resolution to approve the Conditional Use Permit for a new unmanned AT&T telecommunication facility with the installation of rooftop mounted antennas and ground equipment, subject to findings and conditions of approval.

Assistant Planner Alex Tellez provided the staff presentation.

Applicant Ashley Smith, EPIC Wireless Group spoke regarding the project.

Commissioners inquired upon several aspects of the project.

A motion was made by Commissioner Biagini, seconded by
Commissioner Bhatnagar to close public hearing.

Aye: Commissioner Bhatnagar, Commissioner Biagini, Commissioner Cherukuru, Commissioner Huang, Vice Chair Bouza, and
Commissioner Saleme
6 -
Excused: Chair Crutchlow1 -
A motion was made by Commissioner Biagini, seconded by
Commissioner Cherukuru to approve staff recommendation 1.

Aye: Commissioner Bhatnagar, Commissioner Biagini, Commissioner Cherukuru, Commissioner Huang, Vice Chair Bouza, and
Commissioner Saleme
6 -

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09/10/2025Planning Commission Meeting Minutes
Excused: Chair Crutchlow1 -

3. 25-986 STUDY SESSION: Due Process and Meeting Procedures.

Recommendation: There is no Staff Recommendation
Assistant City Attorney Alexander Abbe provided a presentation.

Commissioners inquired on several items for clarification.

REPORTS OF COMMISSION/BOARD LIAISON AND COMMITTEE:

1. Announcements/Other Items

2. Commissioner Travel and Training Reports, Requests to attend Trainings Staff Aide II Elizabeh Elliott reminded Commissioners Huang and Crutchlow they are registered to attend the upcoming APA California Conference taking place September 28 - October 1, 2025 in Monterey.

DIRECTOR OF COMMUNITY DEVELOPMENT REPORTS:

1. Planning Commission Budget Update
Staff Aide II Elizabeth Elliott provided budget updates.

2. Upcoming Agenda Items
Planning Manager Lesley Xavier provided updates.

3. City Council Actions
Planning Manager Lesley Xavier provided updates.

ADJOURNMENT:

The meeting adjourned at 8:40 p.m. The next regular scheduled meeting is October 8, 2025 at 6 p.m.

Aye: Commissioner Bhatnagar, Commissioner Biagini, Commissioner Cherukuru, Commissioner Huang, Vice Chair Bouza, and
Commissioner Saleme
6 -
Excused: Chair Crutchlow1 -

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09/10/2025Planning Commission Meeting Minutes
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Page 5 ends

City of Santa Clara
Meeting Minutes
Neighborhood-University Relations Committee
Draft
6:00 PM Hybrid Meeting
City Hall Council
Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
05/05/2025
Special Meeting
TO WHOM IT MAY CONCERN:

NOTICE IS HEREBY GIVEN that, pursuant to the provisions of California Government Code §54956 (“The Brown Act”) and Section 708 of the Santa Clara City Charter, the undersigned calls for a Special Meeting of the Neighborhood-University Relations Committee (NURC), to commence and convene on May 5, 2025 at 6:00 pm for a Special Meeting at Santa Clara City Hall/Council Chambers, 1500 Warburton Avenue, Santa Clara, California, and via Zoom to consider the following matter(s) and to potentially take action with respect to them.

The City of Santa Clara is conducting Neighborhood University Relations Committee meetings in a hybrid manner (in-person and continues to have methods for the public to participate remotely).
• Via Zoom:
o https://santaclaraca.zoom.us/j/82990496428 or
o Phone: 1(669) 900-6833
Public Comments prior to meeting may be submitted via email to [email protected] no later than noon on the day of the meeting; (Comments received after 12:00 PM on the day of the meeting will be made part of the public record but will not be read out loud during the meeting) and also before and during the meeting via eComment. Clearly indicate the project address, meeting body, and meeting date in the email.

Agendas, Staff Reports and associated documents for Neighborhood University Relations Committee items may be viewed on the City's website at
https://santaclara.legistar.com/Calendar.aspx

Page 1 ends

05/05/2025Neighborhood-University Relations
Committee
Meeting Minutes

CALL TO ORDER AND ROLL CALL
Chair Jain called the meeting to order at 6:02 p.m.

Staff in Attendance:

Director of Economic Development & Sustainability Reena Brilliot Director of Community Development Afshan Hamid
Police Captain Nick Richards
Police Sergeant Otico

CONSENT CALENDAR

1. 25-544 NURC Meeting Minutes of February 24, 2025 Meeting Recommendation: Approve the NURC Meeting Minutes of the February 24, 2025 Meeting A motion was made by Councilmember Chahal, seconded by Chair Jain, to approve the Consent Calendar. Motion was approved 2-0.

PUBLIC PRESENTATIONS
None.

GENERAL BUSINESS

2. Planning Division Update: Community Development Department Presentation on Code Enforcement Activity Community Development Director Afshan Hamid provided the staff presentation on Code Enforcement statistics.

Chair Jain inquired about response time to requests, and overflowing waste container response. Staff provided information that these requests are responded to within 72 hours.

Public Speaker:

Mathew Duncan

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05/05/2025Neighborhood-University Relations
Committee
Meeting Minutes

3. Santa Clara University Update: Santa Clara University Presentation Santa Clara University Assistant Dean for Off Campus Student Life Steve Ross provided a presentation on upcoming events at the University.

He announced the exiting of resident halls will be June 13, 2025, and disposal of move out items are to be recycled or disposed of via large dumpsters onsite.

Chair Jain mentioned a special City Council meeting to be held at Santa Clara University.

Public Speakers: None.

4. Santa Clara Police Update: Police Department Presentation Santa Clara Police Department Sergeant RJ Otico presented updates on the current activity in the University area, proactive enforcement, explanations of the current enforcement model, and common violation types.

Chair Jain inquired about undercover officers working on holidays when consumption of alcohol could be higher and the amount of fines.

Public Speakers:

Santa Clara Resident
Santa Clara University Student Safety Campus Officer

Page 3 ends

05/05/2025Neighborhood-University Relations
Committee
Meeting Minutes

5. 25-528 Update on the Restructure Process for the Neighborhood University Relations Committee (NURC)
Recommendation: Accept the staff report regarding the update on the restructuring process for the Neighborhood University Relations Committee.

Director of Economic Development and Sustainability Reena Brilliot provided the staff presentation on NURC restructuring as approved by Council.

Councilmember Chahal inquired about alternate members and suggested one-year terms.

Public Speakers:

Santa Clara Resident
Santa Clara University Student Safety Campus Officer
A motion was made by Councilmember Chahal, seconded by Chair Jain, to approve the staff recommendation. Motion was approved 2-0.

REPORTS OF COMMITTEE LIASION

1. Announcements/Other Items
Director of Economic Development and Sustainability Reena Brilliot announced there will be an official tour of the Sobrato Stem Building, open to the public, taking place on May 9, 2025.

ADJOURNMENT
A motion was made by Chair Jain to adjourn the meeting at 6:57 p.m.

The next regular scheduled meeting is on Monday, October 20, 2025.

MEETING DISCLOSURES

Page 4 ends

05/05/2025Neighborhood-University Relations
Committee
Meeting Minutes
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Page 5 ends

City of Santa Clara Printed on 10/17/2025 Page 1

City of Santa Clara
Meeting Minutes
Charter Review Committee
Draft

10/01/2025 6:00 PM Hybrid Meeting
City Hall Council Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050

CALL TO ORDER AND ROLL CALL

The meeting was called to order at 6:06p.m. by City Attorney Glen Googins. Roll was taken by Aimee Escobar, Management Analyst, from the City Manager's Office.

Present 12 - Member Pat Nikolai, Member Holly Rhea Roberts Member Bernard Tansey
Member Mohammad Naveed
Member Joseph W. Sosinski
Member Eric Crutchlow
Member Burt Field
Member Steve Kelly
Member Eric Jensen
Member Mark Boeckman
Member Susan Peters
Member John Brooks

Absent 1 - Member Lauren Diamond

Charter Review Committee Meeting Minutes 10/01/2025
City of Santa Clara Printed on 10/17/2025 Page 2

Welcome, Swearing In Ceremony and Introductions

City Attorney Glen Googins welcomed the committee members.

Committee members were then sworn in by Deputy City Clerk, Vinh Nguyen, followed by self- introductions of each committee member.

City staff also introduced themselves and present and their roles in supporting the Committee; City Attorneys Sujata Reuter and Jennifer Beyers and Management Analyst, Aimee Escobar with the City Manager's Office.

GENERAL BUSINESS

1. Overview of Charter Review Committee Roles, Responsibilities and Rules --Committee Bylaws, Brown Act, Meeting Management Protocols, Public Records Act, Ethics Requirements

City Attorney Glen Googins provided a slide presentation on the following topics: Charter Review Committee Roles, Responsibilities and Rules, Committee Bylaws, The Brown Act, Meeting Management Protocols, Public Records Act and Ethics Requirements. Multiple questions were asked and answered.

Charter Review Committee Meeting Minutes 10/01/2025
City of Santa Clara Printed on 10/17/2025 Page 3

2. 25-1112 Selection of Committee Chair and Vice Chair
Recommendation: Follow staff’s recommended process, or a similar process that provides a reasonable opportunity for all interested parties to fully participate, and select a Chair and Vice Chair of the Charter Review Committee.

City Attorney Googins presented on the role of the Chair/Vice Chair and staff’s recommended process for selection these positions. By consensus of the Board, staff’s recommended process was adopted. Following the nomination process for each position a series of votes were taken.

Ultimately, the following appointments were made.

Election of the Chair of the Charter Review Committee:

Committee Member Steve Kelly made a motion to nominate Pat Nikolai, for Chair of the Charter Review Committee. The motion passes 8-4.

Pat Nikolai is affirmed as Chair of the Charter Review Committee.

Election of the Vice-Chair of the Charter Review Committee:

Committee Member Joseph W. Sosinski made a motion to nominate himself, Joseph W. Soskinski, for Vice-Chair of the Charter Review Committee. The motion passes 9-3.

Joseph W. Sosinski is affirmed as Vice-Chair of the Charter Review Committee.

Adopted

3. Meeting Schedule Approval and Preview of Next Meeting

City Attorney Glen Googins presented on the Bylaws requirements and expectation for meetings of the CRC. The proposal was for the third Thursday of every month. This presented scheduling issues for a significant number of CRC members. The alternative of the third Wednesday of each month was discusses and their was consensus to explore this as an alternative and bring it back for consideration at the next meeting. Action was taken to schedule the next meeting for Wednesday, October 22, 2025 at 6:00p.m. in the City Hall Council Chambers located at 1500 Warburton Ave, Santa Clara.

PUBLIC PRESENTATIONS
There were no public presentations.

ADJOURNMENT
The Charter Review Committee meeting was adjourned at 8:36 p.m.

City of Santa Clara
Meeting Minutes
Historical & Landmarks Commission
Draft
6:00 PM Hybrid Meeting
City Hall Council
Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
09/04/2025
The City of Santa Clara is conducting the Historical and Landmarks Commission Hearing meeting in a hybrid manner (in-person and method for the public to participate remotely) o Via Zoom:
o https://santaclaraca.zoom.us/j/97233262035 or
o Phone: 1 (669) 900-6833
Meeting ID: 972 3326 2035
How to Submit Written Public Comment Before Historical and Landmarks Commission Meeting:

By email to [email protected] by 12 p.m. the day of the meeting.

Those emails will be forwarded to Staff and will be uploaded to the Historical and Landmarks Commission Agenda as supplemental meeting material. Emails received after 12:00 P.M. cutoff time up through the end of the meeting will form part of the meeting record. Please identify the Agenda Item Number in the subject line of your email.

Note: Emails received as public comment will not be read aloud during the meeting.

Agendas, Staff Reports and some associated documents for Historical and Landmarks Commission items may be viewed on the Internet at
https://santaclara.legistar.com/Calendar.aspx
All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at the Office of the City Clerk at Santa Clara City Hall, 1500 Warburton Avenue, Santa Clara, CA 95050 at the same time that the public records are distributed or made available to the legislative body.

CALL TO ORDER AND ROLL CALL
Chair Leung called the meeting to order at 6:05 p.m.

Commissioner Stocks arrived late at 6:08 p.m.

Page 1 ends

09/04/2025Historical & Landmarks Commission Meeting Minutes Commissioner Michael Celso , Commissioner Yvonne Inciarte, Chair Patricia Leung, Commissioner Ed Stocks, and Commissioner Kaushal Varshney
Present 5 -
Commissioner Kathleen Romano, and Vice Chair Ana Vargas-SmithAbsent 2 - A motion was made by Commissioner Varshney, seconded by Commissioner Celso, to excuse Commissioner Vargas-Smith and Commissioner Romano.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, and Commissioner Varshney
4 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 -

Absent: Commissioner Stocks1 -

CONSENT CALENDAR

1.A 25-984 Historical and Landmarks Commission Meeting Minutes of June 5, 2025 (Continued from the August 7, 2025 HLC Meeting)
Recommendation: Approve the Historical and Landmarks Commission Meeting Minutes of the June 5, 2025 Meeting.

Chair Leung requested that the consent calendar items be moved to be heard after general business because Commissioner Stocks was late.

A motion was made by Commissioner Stocks, seconded by
Commissioner Inciarte, to approve staff recommendation.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, and Commissioner Stocks
4 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 - Abstained: Commissioner Varshney1 -

1.B 25-947 Historical and Landmarks Commission Meeting Minutes of August 7, 2025 Recommendation: Approve the Historical and Landmarks Commission Meeting Minutes of the August 7, 2025 Meeting.

A motion was made by Commissioner Stocks, seconded by
Commissioner Varshney, to approve staff recommendation.

Page 2 ends

09/04/2025Historical & Landmarks Commission Meeting Minutes

Aye: Commissioner Celso, Chair Leung, Commissioner Stocks, and Commissioner Varshney
4 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 - Abstained: Commissioner Inciarte1 -

PUBLIC PRESENTATIONS
Public Comments: None.

GENERAL BUSINESS

2. 25-922 Public Hearing: Recommendation on the Significant Property Alteration / Architectural Review (PLN25-00116) for a 465 Square Foot First Floor Addition Resulting in a 1,559 Square-Foot Single-Story Residence on the Historic Resource Inventory Located at 834 Main Street
Recommendation: Recommend that the Historical and Landmarks Commission find that the proposed project located at 834 Main Street will not destroy or have a significant adverse effect on the integrity of the Historic Resource Inventory property and that the proposed construction is compatible with the resource and recommend approval of the Significant Property Alteration.

Associate Planner, Meha Patel provided the staff presentation.

Homeowner Becca Fung, and Architect, German Villarraga spoke about the project.

A motion was made by Commissioner Inciarte, seconded by Commissioner Varshney, to close public hearing.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, Commissioner Stocks, and Commissioner Varshney
5 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 - A motion was made by Commissioner Celso, seconded by
Commissioner Inciarte, to approve staff recommendation, with the condition that the architect includes more specificity on stucco texture and tiles.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, Commissioner Stocks, and Commissioner Varshney
5 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 -

Page 3 ends

09/04/2025Historical & Landmarks Commission Meeting Minutes

3. 25-938 Report on Completion of the 2024–2025 Mills Act Audit Recommendation: There is no staff recommendation.

Principal Planner, Rebecca Bustos provided the staff presentation.

Public Comments: None.

4. 25-945 Election of Historical and Landmarks Commission Chair and Vice Chair (Continued from the August 7, 2025 HLC Meeting)
Recommendation: There is no staff recommendation.

Commissioner Celso nominated Chair Leung for Chair. Chair Leung accepted the nomination.

Commissioner Celso nominated Commissioner Stocks for Vice Chair.

Commissioner Stocks accepted the nomination.

A motion was made by Commissioner Inciarte, seconded by Commissioner Varshney, to approve Chair Leung as Chair, and Commissioner Stocks as Vice Chair.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, Commissioner Stocks, and Commissioner Varshney
5 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 -

STAFF REPORT
No updates on this item.

1. Training and Travel Request
No updates on this item.

COMMISSIONERS REPORT

1. Subcommittee Reporting - 20 Minutes
No updates on this item.

Page 4 ends

09/04/2025Historical & Landmarks Commission Meeting Minutes

2. Board/Committee Lead/Alternate Santa Clara Arts and Historic Consortium Vargas-Smith / Romano Historic Preservation Society of Santa Clara Vargas-Smith / Leung Old Quad Residents Association Leung Development Review Hearing Romano /Vargas-Smith BART/ High Speed Rail/ VTA BRT Committee Vargas-Smith/ Leung El Camino Real Specific Plan Community Advisory Committee Leung Downtown Precise Plan Vargas-Smith/Stocks Santa Clara Station Area Task Force Leung/Stocks No updates on this item.

ADJOURNMENT
A motion was made by Commissioner Inciarte, seconded by Commissioner Varshney, to adjourn the meeting at 7:21 p.m.

Aye: Commissioner Celso, Commissioner Inciarte, Chair Leung, Commissioner Stocks, and Commissioner Varshney
5 -
Excused: Commissioner Romano, and Vice Chair Vargas-Smith2 - The next regular scheduled meeting is on Thursday, October 2, 2025, at 6 p.m. in the City Hall Council Chambers.

MEETING DISCLOSURES

Page 5 ends

09/04/2025Historical & Landmarks Commission Meeting Minutes The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Page 6 ends

City of Santa Clara
Meeting Minutes
Historical & Landmarks Commission
Draft
6:00 PM Hybrid Meeting
City Hall Council
Chambers/Virtual
1500 Warburton Avenue
Santa Clara, CA 95050
10/02/2025
The City of Santa Clara is conducting the Historical and Landmarks Commission Hearing meeting in a hybrid manner (in-person and method for the public to participate remotely) o Via Zoom:
o https://santaclaraca.zoom.us/j/97233262035 or
o Phone: 1 (669) 900-6833
Meeting ID: 972 3326 2035
How to Submit Written Public Comment Before Historical and Landmarks Commission Meeting:

By email to [email protected] by 12 p.m. the day of the meeting.

Note: Emails received as public comment will not be read aloud during the meeting.

CALL TO ORDER AND ROLL CALL
Vice Chair Stocks called the meeting to order at 6:02 p.m.

Commissioner Michael Celso , Commissioner Yvonne Inciarte, Commissioner Kathleen Romano, Vice Chair Ed Stocks,
Commissioner Ana Vargas-Smith , and Commissioner Kaushal Varshney
Present 6 -

Page 1 ends

10/02/2025Historical & Landmarks Commission Meeting Minutes Chair Patricia LeungAbsent 1 -
A motion was made by Commissioner Celso, seconded by
Commissioner Inciarte, to excuse Chair Leung.

Aye: Commissioner Celso, Commissioner Inciarte, Commissioner Romano, Vice Chair Stocks, Commissioner Vargas-Smith, and Commissioner Varshney
6 -
Excused: Chair Leung1 -

CONSENT CALENDAR

1.A 25-1046 Historical and Landmarks Commission Meeting Minutes of September 4, 2025
Recommendation: Approve the Historical and Landmarks Commission Meeting Minutes of the September 4, 2025 Meeting.

A motion was made by Commissioner Celso, seconded by
Commissioner Inciarte, to approve items 1.A and 1.B on the consent calendar.

Aye: Commissioner Celso, Commissioner Inciarte, Vice Chair Stocks, and Commissioner Varshney
4 -
Excused: Chair Leung1 -
Abstained: Commissioner Romano, and Commissioner Vargas-Smith2 -

1.B 25-1014 Historical and Landmarks Commission 2026 Calendar of Meetings Recommendation: Approve the Historical and Landmarks Commission 2026 Calendar of Meetings.

A motion was made by Commissioner Celso, seconded by
Commissioner Inciarte, to approve items 1.A and 1.B on the consent calendar.

Aye: Commissioner Celso, Commissioner Inciarte, Commissioner Romano, Vice Chair Stocks, Commissioner Vargas-Smith, and Commissioner Varshney
6 -
Excused: Chair Leung1 -

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10/02/2025Historical & Landmarks Commission Meeting Minutes

PUBLIC PRESENTATIONS
None.

GENERAL BUSINESS

2. 25-985 Public Hearing: Consideration of a Historical Preservation Agreement (Mills Act Contract) (File No. PLN25-00350) for 1458 Lexington Street Recommendation: Staff recommends that the Historical and Landmarks Commission determine the project to be exempt from CEQA pursuant to CEQA Section 15331 of the CEQA Guidelines (Class 31 - Historical Resource Restoration / Rehabilitation) and find that the Mills Act Application and associated 10-Year Plan for restoration and maintenance accomplishes the intent of preserving and maintaining the historical significance of the property; and therefore, recommends City Council approval of a Mills Act Contract, and the adoption of a 10-Year Restoration and Maintenance Plan associated with the Historical Preservation Agreement for the property located at 1458 Lexington Street.

Assistant Planner Summer Foss provided the staff presentation.

Architect Rob Mayer, and homeowners Cameron Carty and Rachel Law spoke regarding the project.

Public Comments: None.

A motion was made by Commissioner Romano, seconded by
Commissioner Varshney, to close public hearing.

Aye: Commissioner Celso, Commissioner Inciarte, Commissioner Romano, Vice Chair Stocks, Commissioner Vargas-Smith, and Commissioner Varshney
6 -
Excused: Chair Leung1 -
A motion was made by Commissioner Celso, seconded by
Commissioner Inciarte, to approve staff recommendation with the condition of adding a plaque stating the year of construction.

Aye: Commissioner Celso, Commissioner Inciarte, Commissioner Romano, Vice Chair Stocks, Commissioner Vargas-Smith, and Commissioner Varshney
6 -
Excused: Chair Leung1 -

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10/02/2025Historical & Landmarks Commission Meeting Minutes

STAFF REPORT

1. Training and Travel Requests
No updates on this item.

COMMISSIONERS REPORT

1. Subcommittee Reporting - 20 Minutes
No updates on this item.

ADJOURNMENT
A motion was made by Commissioner Inciarte, seconded by Commissioner Romano, to adjourn the meeting at 6:46 p.m.

Aye: Commissioner Celso, Commissioner Inciarte, Commissioner Romano, Vice Chair Stocks, Commissioner Vargas-Smith, and Commissioner Varshney
6 -
Excused: Chair Leung1 -
The next regular scheduled meeting is on November 6, 2025 at 6 p.m. in the City Hall Council Chambers.

MEETING DISCLOSURES

Page 4 ends

10/02/2025Historical & Landmarks Commission Meeting Minutes The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.

If a member of the public submits a speaker card for any agenda items, their name will appear in the Minutes. If no speaker card is submitted, the Minutes will reflect "Public Speaker."
In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.

Agendas and other written materials distributed during a public meeting that are public record will be made available by the City in an appropriate alternative format.

Contact the City Clerk’s Office at 1 408-615-2220 with your request for an alternative format copy of the agenda or other written materials.

Page 5 ends

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-597 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Action on Award of Agreement with WeHOPE for Street Outreach and Essential Homeless Services

BACKGROUND
Homelessness is a multi-faceted issue, and many of the services and programs available to City of Santa Clara residents are part of a countywide system supported by various funders, including the County. These services help prevent homelessness, assess vulnerability, connect unhoused residents with emergency shelter and housing opportunities, and connect people with a range of health and human services. The City of Santa Clara contributes resources to this countywide system, in addition to the targeted services it provides within the City itself.

The City of Santa Clara (City) is committed to implementing a comprehensive, strategic response to reduce homelessness through a combination of building affordable housing, homelessness prevention and crisis response which includes basic needs services, street-based outreach and case management, and meaningful connections to a range of essential services, emergency shelter, and long-term housing opportunities.

With the goal of keeping people stably housed, the City supports various homelessness prevention services through the County and service providers. The City contributes annually to the County of Santa Clara’s (County) Homelessness Prevention System (HPS), a collaborative program that provides financial assistance, legal support, and case management to low-income households at risk of losing their housing (for additional details about the HPS, see Attachment 1). The City’s agreement with the County for this partnership extends through 2027. Additionally, the City contracts with ABODE Services to administer the City’s Tenant-Based Rental Assistance (TBRA) Program, which offers short-term rental subsidies for up to 12 months, help with security deposits, and case management for individuals and families experiencing homelessness, at risk of becoming homeless, or fleeing domestic violence. The City also contributes to the County’s Intensive Case Management program and a 211 hotline through United Way, and provides landlord/tenant mediation through Project Sentinel and domestic violence services through Next Door Solutions.

To further assist individuals experiencing homelessness, on January 25, 2022, the City Council authorized the City Manager to enter into an agreement with WeHOPE to provide mobile hygiene services through its Dignity on Wheels program. This program offers mobile showers, laundry services, and case management for unsheltered individuals in Santa Clara. To deliver these services, the Dignity on Wheels mobile trailer is currently stationed at Marsalli Park every Wednesday from 9:00 a.m. to 1:30 p.m., providing regular access for those in need. During a July 8, 2025 study session, several Councilmembers expressed interest in relocating this service to a different location where unhoused individuals also receive other basic need services (i.e., food). Staff is exploring a potential relocation that would occur in early 2026 with the vendor and other partners. Should the City of Santa Clara Printed on 10/31/2025Page 1 of 9
powered by Legistar™
25-597 Agenda Date: 11/4/2025
relocation occur, staff will monitor and evaluate program data and other considerations to ensure the effectiveness of the new site. The agreement with WeHOPE for the mobile shower and laundry services allows for relocations as needed, and is effective through February 2026, after which the City may exercise its option to extend for one additional year.

In addition to the contracted services described above, the Santa Clara Police Department’s Community Response Team (CRT), which is made up of four Police Officers and a licensed Mental Health Clinician, conducts non-uniformed outreach to respond to crises and connect people experiencing homelessness to existing services. While the team does not conduct housing assessments for the County’s supportive housing system, CRT facilitates assessments through partnering entities. The CRT is also responsible for the department’s oversight of businesses regulated by City, State and federal laws including inspections and corresponding investigations, responding to mental health crises, and is a liaison to Santa Clara University for student education and enforcement of a variety of issues including drug/alcohol use and neighbor relations.

While simultaneously working on housing production, homelessness prevention, and crisis response, the City has also developed a Draft Citywide Plan to Reduce Homelessness. This effort was initiated in 2022 with the convening of a Homelessness Taskforce and the hiring of a consultant to help facilitate community engagement and the draft plan development. The Draft Citywide Plan to Reduce Homelessness and Its Impacts was presented at the July 8, 2025 study session and includes 34 work items, many of which aim to address service gaps. Key work items include securing a service provider to implement street outreach and case management; adding 136 new emergency shelter, interim housing, rapid rehousing, or shared supportive housing beds/units by 2031; and implementing a pilot emergency overnight shelter program to be activated during inclement weather events.

The described work items align with an existing Council priority and Housing Element goal. As part of its 2024 Priority Setting Session, the City Council identified providing interim supportive housing and outreach services for the City’s unhoused population as a Council priority. In addition, there is a goal in the City’s certified Housing Element plan to increase the number of interim housing, rapid rehousing, or emergency shelter beds by 136 beds by 2031. Staff is preparing to bring the Final Draft Citywide Plan to Reduce Homelessness and Its Impacts for the Council’s consideration and adoption in December 2025.

In 2023, the City submitted state budget requests to its elected state representatives for consideration. With the support of California State Senator Aisha Wahab and former Assemblymember Evan Low, the City was awarded $1,800,000 in State funding to enhance its homelessness response through a street and encampment outreach team, a pop-up inclement weather program, and explore partnerships with other public agencies, nonprofit organizations, businesses, and volunteer and faith-based organizations to leverage funding, facilities, expertise, and staffing to create a more comprehensive homelessness response.

DISCUSSION
Consistent with the Council priority, Housing Element, and the 2023 State grant, staff is requesting the City Council to authorize the City Manager to execute an agreement with WeHOPE to provide three program services, Street Outreach and Case Management (SO/CM), Temporary Hotel Program (THP), and Inclement Weather Hotel Program (IWHP), for an initial two-year term with an annual not- to-exceed amount of $851,163 and a total not-to-exceed agreement amount of $1,702,326. This City of Santa Clara Printed on 10/31/2025Page 2 of 9
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agreement will expand the City’s homeless support services by creating new pathways for outreach, case management, coordinated entry system, and emergency shelter through the THP and IWHP.

The City is leveraging an agreement between WeHOPE and the City of Sunnyvale (Sunnyvale), pursuant to City Code Section 2.105.270(d), which allows the City to procure services by contracting directly with a vendor at a price and on the terms obtained through the competitive bidding process conducted by another public agency, provided that the process meets or exceeds the City’s procurement standards.

On May 13, 2024, Sunnyvale issued a Request for Proposals (RFP) for street outreach and essential homeless services, consisting of mobile shower and laundry services, street outreach and case management services, and coordination of short-term hotel stays. It is staff’s understanding that Sunnyvale completed extensive outreach to non-profit service providers. Sunnyvale received one proposal in response to their RFP, which was reviewed by a multi-agency evaluation team according to the criteria published within the RFP. Upon their review, the evaluators determined that the proposal met the requirements of the RFP and Sunnyvale’s service needs and made a recommendation to award to WeHOPE. In September 2024, Sunnyvale executed their original agreement with WeHOPE for an initial term of one year with the option to renew for up to four additional one-year terms and later amended their agreement to include an inclement weather hotel program. WeHOPE has performed well in Sunnyvale and is in the process of renewing their contract.

WeHOPE is a Bay Area non-profit whose mission is to help individuals become healthy, employed, and housed through innovative, dignity-centered programs. WeHOPE has proven experience in providing a variety of services to individuals experiencing homelessness, including operating three non-congregate shelters in San Francisco, East Palo Alto, and Half Moon Bay and the City’s Dignity on Wheels program. Additionally, several of the City’s neighboring jurisdictions, including Sunnyvale, San Jose, Milpitas, Mountain View, and the County of Santa Clara’s Office of Supportive Housing, contract with WeHOPE to provide various homelessness related services.

Program Services Overview
WeHOPE’s programs are based on the principles of Housing First, a nationally recognized approach that prioritizes providing people experiencing homelessness with immediate access to safe, stable housing without requiring sobriety, employment, or other preconditions. This model operates on the belief that everyone is “housing ready” and that stable housing is a critical foundation for improving health, well-being, and long-term self-sufficiency.

To implement these principles locally, WeHOPE will offer and provide the following services to unhoused adults, youth, and families in the City of Santa Clara.

Street Outreach and Case Management (SO/CM)
WeHOPE will provide street outreach and case management services seven days a week throughout Santa Clara, focusing on locations where unhoused individuals congregate. The program aims to build trust through consistent engagement and will connect individuals to shelter/housing opportunities, health care, behavioral health, and supportive services. A team of outreach workers and case managers will implement key activities that include conducting a formal intake process, administering housing assessments (e.g., Vulnerability Index Specialized Prioritization Decision and Assessment Tool (VI-SPDAT)) and linkage to the County’s Coordinated Entry System, developing service and housing plans, assisting with benefits enrollment, providing transportation to critical City of Santa Clara Printed on 10/31/2025Page 3 of 9
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appointments, and placement into the THP and IWHP.

The SO/CM team will also assist clients in obtaining identification and other necessary documentation to secure housing and benefits, distribute hygiene supplies, and facilitate enrollment the County’s Coordinated Entry System for interim and supportive housing and other local resources, and collaborate with the City during City-activated inclement weather events to notify unhoused individuals of local warming and cooling centers and room availability in the City’s IWHP, provide transportation, and distribute supplies. Additionally, the SO/CM team will collect feedback from unhoused individuals on existing services and resources, as well as potential service gaps, to provide the City with more information on how to better serve its unhoused community.

WeHOPE will coordinate its services with City departments and partner agencies, including but not limited to, the County of Santa Clara. WeHOPE’s coordination may include participation in meetings with City departments and/or partner agencies. WeHOPE’s SO/CM services will complement the City’s existing CRT services. While the CRT will continue to respond to calls for service, quality-of-life issues, and public safety crises regardless of an individual’s housing status, WeHOPE will focus on proactive, voluntary engagement with unhoused individuals, emphasizing long-term, housing-focused case management. By providing consistent support and addressing non-emergency needs, the SO/CM team is expected to ease the demand on the CRT and complement their efforts, enabling the team to focus on other priorities.

While some of the described services may overlap with those provided by the countywide ABODE Homeless Engagement Access Team (HEAT), which conducts outreach to unhoused individuals who have moderate to severe mental health issues across 13 cities in the county on a bi-weekly basis, there is a need for more regular outreach and services that the SO/CM would provide specifically to Santa Clara residents. While ABODE’s HEAT provides valuable countywide outreach, there is a need for more consistent, localized engagement in Santa Clara. The proposed SO/CM services will fill this gap by offering regular, housing-focused support specifically for Santa Clara residents. This will be the first time street outreach and case management services provided that are one hundred percent dedicated to Santa Clara.

Staffing costs and related benefits directly associated with the SO/CM program total $276,307 annually; however, there are also additional operating and staffing costs shared across the three programs as described in more detail under the fiscal impact section. The operating costs includes program supplies and client assistance, such as hygiene products, clothing, transportation, etc.

Temporary Hotel Program (THP)
Through a direct agreement with a hotel located in Santa Clara, WeHOPE will secure five rooms year -round for unhoused Santa Clara residents, with prioritized use for unhoused individuals who are actively participating in their case management program and working to transition into permanent housing, a shelter program, or another transitional housing opportunity. Participants may stay in a hotel room for up to 30 days.

While enrolled, participants will meet regularly with a case manager to review and advance their housing plan and receive meals and case management services that include all the services provided by the SO/CM team described above. A residential coordinator will also conduct regular wellness checks and room inspections to ensure compliance with program rules, including “no City of Santa Clara Printed on 10/31/2025Page 4 of 9
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visitors” and "good neighbor" policies.

Staffing costs, related benefits, and hotel-related expenses directly associated with the THP total up to $300,322 annually; however, there are also additional operating and staffing costs shared across the three programs as described in more detail under the fiscal impact section.

Inclement Weather Hotel Program (IWHP)
The Inclement Weather Hotel Program provides up to ten (10) hotel rooms on a first-come, first- served basis for unhoused individuals residing in Santa Clara during City-activated inclement weather events, for up to 45 nights per year. Services include participant intake, wellness checks, meals, care coordination, and exit planning. WeHOPE staff will be on-call 24/7 during activations to ensure program rules are followed and ensure the health and safety of participants during the inclement weather event. They will have a room onsite during IWHP activations to assist with this coordination. The WeHOPE team will also conduct communications and outreach activities to inform unhoused individuals and service providers when the program is activated.

The City will determine when to activate the IWHP based on local conditions and will notify WeHOPE whenever an inclement weather event is declared. Consistent with the County’s Inclement Weather and Excessive Heat Response Annexes, the City may activate the program at its discretion whenever forecast conditions pose a serious health risk, including but not limited to, overnight lows below 40 °F with at least a 5% chance of rain, two or more days of persistent or flooding-level rainfall, or National Weather Service “High” or “Very High” Health Risk alerts indicating prolonged, dangerous heat with little nighttime relief.

The proposed IWHP is based on research that City staff completed through consultations with several other jurisdictions experienced in administering similar programs. An inter-departmental team of City staff also met to identify a potential location for an overnight inclement weather location that would provide shelter during extremely hot or cold weather events, after the City’s daytime warming or cooling centers close and discuss the involved logistics. These consultations have helped staff compare various emergency shelter models and determined that a non-congregate, hotel-based inclement weather shelter program operated by a service provider is more effective than establishing and administering a “pop-up” shelter in a City facility (e.g., library). Discussions with other jurisdictions revealed that operating “pop-up” shelters presents significant logistical challenges, including securing staffing, facility setup/cleanup, meal coordination, and potential scheduling conflicts at City facilities. In contrast, a hotel-based program operated by a service provider enables faster activation, provides greater participant privacy and safety than a congregate shelter setting, and a site location that is already dedicated for residential uses.

Staffing costs, related benefits, and hotel-related expenses for the IWHP total up to $94,284 annually; however, there are also additional operating and staffing costs shared across the three programs as described in more detail under the fiscal impact section.

Stewardship of Hotel Sites
WeHOPE is responsible for establishing an agreement directly with local hotel(s) for the THP and IWHP and will submit all hotel partnership agreements, including the selection of the primary hotel site, to the City for prior review and approval. While WeHOPE intends to operate both programs in a single hotel, the unpredictability of inclement weather activations may at times require a secondary hotel for the IWHP. Additionally, as part of this agreement, WeHOPE will adhere to the hotel’s City of Santa Clara Printed on 10/31/2025Page 5 of 9
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requirements for room occupancy and verify that individuals sharing a hotel room are family members or otherwise have an established prior relationship. WeHOPE has identified a hotel located in Santa Clara on El Camino Real as a primary hotel site.

Importantly, although the City did not receive any reports from neighboring jurisdictions with similar programs or WeHOPE about major incidents or major damages to hotel rooms in their respective hotel programs, this agreement designates funds for potential incidents: $12,813 per year for THP hotel maintenance, supplies and repairs and $5,625 per year for the IWHP rooms. These funds ensure resources are available should any issues arise.

Staffing
The described services will be facilitated through a team of homeless services specialists that includes:
· 2.0 FTE Outreach Workers
· 2.0 FTE Case Managers
· 0.5 FTE Program Manager
· As Needed Residential Services Coordinators (THP and IWHP only) WeHOPE will provide their staff regular training and development on topics, including but not limited to County OSH required trainings on use of the County’s Homelessness Management Information System (HMIS) and HMIS enrollment, VI-SPDAT assessments, housing navigation, de-escalation, harm reduction, motivational interviewing, trauma informed care, implicit bias, street engagement, professionalism and ethics, cultural competency, overdose prevention, overdose response including administration of Narcan, mental health coordination, and substance abuse community resources.

Policies
WeHOPE will be responsible for developing program policies and procedures tailored to the City’s specific needs and priorities. City staff will review and approve these policies before services begin.

At a minimum, these policies address:
· Program Eligibility Requirements
· Admissions/Selection Process
· Program Rules
· Client Removal From A Program
· Client Grievance Process
· Overdose Prevention
· Crisis Intervention
· Engaging with Law Enforcement
· Good Neighbor Policy
Language and Interpretation Services
Of the 464 households affiliated with the City of Santa Clara that completed the County’s VI-SPDAT assessment process between July 1, 2024 and June 30, 2025 (FY 2025), 5% identified as America Indian, Alaska Native, or Indigenous, 9% identified as Asian or Asian American, 19% identified as Black, African American, or African, 42% identified as Hispanic/Latina/e/o, 3% identified as Native City of Santa Clara Printed on 10/31/2025Page 6 of 9
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Hawaiian or Pacific Islander, and 27% identified as White (Non-Hispanic/Latina/e/o). To serve its diverse clientele, WeHOPE will make all program forms, including promotional materials such as flyers, available in English and Spanish. They will also ensure that translation and interpreter services are available. At the City’s request, WeHOPE will provide program forms in additional languages.

City’s Efforts to Reduce Homelessness and Its Impacts
By partnering with WeHOPE, the City will gain access to WeHOPE’s extensive regional experience and deep understanding of local conditions and available resources to effectively implement proven programs tailored to address homelessness in Santa Clara. The three programs proposed in this agreement are informed by strategies outlined in the City’sDraft Citywide Plan to Reduce Homelessness and Its Impacts, research on similar programs in neighboring cities, and input from multiple City departments, including the Community Development Department, Police Department, Library Department, Office of Emergency Management, and the City Manager’s Office.

This agreement is a meaningful step forward in implementing the Council priority related to street outreach and expanding the City’s homeless services. Implementation of the services proposed in this agreement supports key work items outlined in the City’s Draft Citywide Plan to Reduce Homelessness and Its Impacts under Strategy Area 2: Increase availability of short-term shelter, permanent supportive housing, and Extremely Low Income (ELI) housing, and Strategy Area 3: Conduct proactive street outreach to engage people who are unsheltered and connect them to resources.

Additionally, the programs fall under several categories of the County’s Countywide Supportive Housing System, such as Outreach (SO/CM), Coordinated Entry System (SO/CM), and Emergency Shelter (THP and IWHP). Lastly, there’s also a benefit of having one vendor manage all of the City’s direct homeless services, which provides operational efficiencies.

It should be noted that funding for these programs beyond the initial two-year term has not yet been identified. As such, these are pilot programs that will be assessed for their effectiveness through performance measures outlined in the agreement, which include but are not limited to:
· 50 percent of clients will obtain the necessary documents to move into housing. · 90 percent of clients will complete a housing plan within 90 days. · At least 15 percent of enrolled clients will exit to temporary or permanent housing.

Staff will work on identifying potential funding sources to implement the programs long term as needed based on that assessment. The performance measures will be included as part of any future progress updates that staff provides to the City Council on the City’s homelessness response plan.

ENVIRONMENTAL REVIEW
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.

FISCAL IMPACT
The proposed agreement has a not-to-exceed amount of $1,702,326 for the initial two-year term ($851,163 annually). The agreement will be funded entirely by the $1,800,000 State grant that was City of Santa Clara Printed on 10/31/2025Page 7 of 9
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secured in 2023 for these services.

Below is a cost breakdown for the SO/CM, THP, and IWHP’s annual costs:

Programs Types of Expenses Annual Cost
SO/CM 2.0 FTE Outreach
Workers and 2.0 FTE
Case Managers (Salary
and Benefits)
$276,307
THP As needed Residential
Services Coordinator
(Salary and Benefits),
Hotel Rooms, Hotel
Maintenance, Supplies
and Repairs, and Food for
Clients
$300,322
IWHP As needed Residential
Services Coordinator
(Salary and Benefits),
Hotel Rooms, Hotel
Maintenance, Supplies
and Repairs, and Food for
Clients
$94,284
Shared - Operating and Staff
Costs

0.5 FTE Program
Manager (Salary and
Benefits), Insurance, IT
Support, Staff Training,
Equipment Rentals, Etc.
$102,872
Shared - Overhead 10% Administrative
Expense
$77,378
Total Annual Cost $851,163
Hotel rooms and certain operating costs (e.g., THP and IWHP hotel rooms, THP and IWHP hotel maintenance, supplies and repairs, client assistance, staff training, insurance, program supplies, client assistance, etc.) are reimbursed based on actual usage/expenses.

As noted above, funding for these programs beyond the agreement term has not yet been identified.

These services will be piloted and assessed through their respective performance measures. Staff will work on identifying potential funding sources to implement the programs long term based on that assessment.

COORDINATION
This report has been coordinated with the Community Development Department, City Manager’s Office, City Attorney’s Office and Finance Department.

PUBLIC CONTACT
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Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected].

RECOMMENDATION
Approve and authorize the City Manager to execute an agreement with WeHOPE for street outreach and case management services, and emergency shelter operations and services through the Temporary Hotel Program and Inclement Weather Hotel Program, on the terms presented with an initial two-year term and a maximum compensation not-to-exceed $1,702,326, in a final form approved by the City Attorney.

Reviewed by: Christine Jung, Deputy City Manager and Afshan Hamid, Community Development Director
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Santa Clara County Homelessness Prevention System Flyer

2. Draft Agreement with WeHOPE
City of Santa Clara Printed on 10/31/2025Page 9 of 9
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Need help? Call (408) 926-8885 or email [email protected] What is it?
The Homelessness Prevention System (HPS) program
provides assistance to low-income families or individuals who are at risk of losing their housing, including: temporary financial assistance, legal support, case management and other services.

Who is eligible to receive HPS assistance?
All are welcome to apply regardless of race, sex, color, age, religion, actual or perceived gender identity, sexual
orientation, disability, ethnic or national origin, or familial or immigration status. No information about immigration status will be collected; citizenship or legal residency is not required for eligibility. The following guidelines are used to determine eligibility:
• Resident of Santa Clara County
• Low-income (based on federal
guidelines, see table at right)
• Currently housed but at risk of losing
housing within approximately 14
days, for example:
• Can’t pay upcoming rent
• Received an eviction notice
• Unsafe to remain in current
housing
• Must leave current housing for
other reasons
• At high risk of homelessness
based on a short assessment
questionnaire
How can I find out if I qualify?
You can get general information and find out how to
schedule a ‘pre-screening’ appointment by calling
(408) 926-8885, emailing [email protected],
or contacting any of the agencies listed on the back of this flyer. The pre-screening includes an interview and
questionnaire, and generally takes 1-2 hours to complete. If you meet initial requirements, you will be asked to provide documentation confirming your eligibility.

What type of information will I need to provide?
Required documentation is flexible and may vary depending on your situation. In general, you will be asked to provide IDs for all household members, a lease agreement, income documentation for the last 2 months, and recent bills. If you don’t have some of these documents, there may be other
options. Any HPS agency can provide more information on specific documentation needs and work with you on your
individual situation.

What if I don't qualify for HPS assistance?
Some agencies may have additional resources available to households at risk of homelessness. An agency representative will guide you to any resources that may be helpful.

How can I get connected to legal help?
Any HPS agency can refer you to the Law Foundation or
Elevate Community Center, who will provide information and determine if you’re eligible to receive free legal assistance.

You can also contact them directly; see contact information on reverse.

SUPPORTED BY:

Revised January 2025. For the most up to date information, please visit preventhomelessness.org.

PARTNER AGENCIES
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/gid00013/gid00032/gid00049/gid00032/gid00039/gid00001/gid00014/gid00028/gid00051 1 $102,300
2 $116,900
3 $131,500
4 $146,100
5 $157,800
6 $169,500
7 $181,200
8 $192,900
*Note: program eligibility is based
on the established income limits
for “low income households” in
Santa Clara County, as defined by
the U.S. Dept. of Housing and
Urban Development as of
5/9/2024
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Shelter Support
Legal Support
Domestic Violence
Advocacy Consortium

SANTA CLARA
COUNTY

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COMMUNITY SERVICE
Amigos de Guadalupe | San Jose
1897 Alum Rock Ave #35, San Jose, CA 95116
(408) 341-6080
Bay Area Community Health | San Jose
2726 Aborn Road, San Jose CA 95121
510-290-9297 • www.bach.health
Community Services Agency | Mountain View & Los Altos
204 Stierlin Rd, Mountain View CA 94043
(650) 968-0836
Family Supportive Housing | San Jose
692 North King Road, San Jose CA 95133
(408) 926-8885
HomeFirst | San Jose
1509 Agnew Road, Santa Clara, CA 95133
[email protected]
www.homefirstscc.org
Housing Choices | San Jose
20 Great Oaks Blvd, #205, San Jose, CA 95119
408-498-5777 • www.housingchoices.org
International Children Assistance Network | San Jose
2072 Lucretia Ave, San Jose, CA 95122
(408)480-5502 or (510)592-7901 • [email protected] Latinas Contra Cancer | San Jose
25 N. 14th St, #900, San Jose, CA 95112
(408) 280-0811 • latinascontracancer.org
LifeMoves - Opportunity Center | Palo Alto
33 Encina Ave, Palo Alto CA 94301
(650) 853-8672 x 438
LifeMoves - Georgia Villa | San Jose
184 South 11th Street, San Jose CA 95112
(408) 271-0685 x 641
Sacred Heart Community Service | San Jose
1381 S. 1st St, San Jose CA 95110
The Salvation Army | San Jose
359 N. 4th St, San Jose CA 95112
(408) 282-1165

HPS AGENCIES
These agencies can screen for eligibility AND provide services The Law Foundation
(408) 280-2424 | lawfoundation.org/housing
Elevate Community Center
(408) 357-9538 |
www.elevatecommunitycenter.org/legal

LEGAL SUPPORT
Any HPS agency can refer you to these
agencies, who will provide information and
determine if you’re eligible to receive free
legal assistance.

AACI - Asian Americans for Community
Involvement (DV, HT) | San Jose
24-hour hotline: (408) 975-2739
Community Solutions (DV, HT, SA) | Morgan Hill
24-hour hotline: (877) 363-7238
Next Door Solutions (DV) | San Jose
24-hour hotline: (408) 279-2962
YWCA (DV, HT, SA) | San Jose
24-hour hotline: (800) 572-2782

HPS AGENCIES FOR

SURVIVORS OF DOMESTIC

VIOLENCE (DV), HUMAN

TRAFFICKING (HT), OR

SEXUAL ASSAULT (SA) ONLY
These agencies can screen for eligibility and
provide services to people needing
assistance with issues of DV, HT, or SA
St. Joseph’s Family Center | Gilroy
7950 Church Street, Suite A, Gilroy CA 95020
(408) 842-6662 x21
Sunnyvale Community Services | Sunnyvale
& Alviso 95002
1160 Kern Ave, Sunnyvale CA 94085
(408) 738-4321
West Valley Community Services | Cupertino
10104 Vista Dr, Cupertino CA 95014
(408) 255-8033
Reach out to any of the following agencies to schedule an appointment.

Revised January 2025. For the most up to date information, please visit preventhomelessness.org.

Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 1 Rev. 07-01-18
EBIX Insurance No. S200005649

AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
AND
WEHOPE

PREAMBLE
This Agreement dated __________ (“Effective Date”) is entered into between the City of Santa Clara, California, a chartered California municipal corporation (“City”) and WeHOPE, a California corporation (“Contractor”). City and Contractor may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”

RECITALS
A. City desires to secure the street outreach and essential homeless services (“Services”) more fully described in Exhibit A of this Agreement, entitled “Scope of Services”; B. Contractor represents that it, and its subcontractors, if any, have the professional qualifications, expertise, necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of City; and,
C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for.

In consideration of the above Recitals and the mutual covenants contained herein, the Parties agree as follows:

AGREEMENT TERMS AND CONDITIONS

1. AGREEMENT DOCUMENTS
The documents forming the entire Agreement between City and Contractor will consist of these Terms and Conditions and the following Exhibits, which are hereby incorporated into this Agreement by this reference:

Exhibit A – Scope of Services
Exhibit B – Schedule of Fees
Exhibit C – Insurance Requirements
This Agreement, including the Exhibits set forth above, contains all the agreements, representations and understandings of the Parties, and supersedes and replaces any previous agreements, representations and understandings, whether oral or written. In the event of any inconsistency between the provisions of any of the Exhibits and the Terms and Conditions, the Terms and Conditions will govern and control.

Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 2 Rev. 07-01-18

2. TERM OF AGREEMENT
A. Unless otherwise set forth in this Agreement, the Initial Term of this Agreement will begin as of the November 17, 2025 and end November 16, 2027.

B. Upon expiration of the Initial Term, this Agreement may be extended by mutual written agreement of both Parties, formalized through an amendment to this Agreement.

3. SCOPE OF SERVICES & PERFORMANCE SCHEDULE
Contractor will perform those Services specified in Exhibit A within the time stated in Exhibit A. Time is of the essence.

4. WARRANTY
Contractor expressly warrants that all materials and services covered by this Agreement will be fit for the purpose intended, will be free from material defect and will conform in all material respects to the specifications, requirements and instructions upon which this Agreement is based. Contractor agrees to promptly replace or correct any incomplete, inaccurate or defective Services at no further cost to City when defects are due to the negligence, errors or omissions of Contractor. If Contractor fails to promptly correct or replace materials or services, City may make corrections or replace materials or services and charge Contractor for the cost incurred by City.

5. QUALIFICATIONS OF CONTRACTOR - STANDARD OF CARE
Contractor represents and maintains that it has the expertise in the professional calling necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and City expressly relies upon Contractor’s representations regarding its skills and knowledge. Contractor will perform such Services and duties in conformance to and consistent with the professional standards of a specialist in the same discipline in the State of California.

6. COMPENSATION AND PAYMENT
In consideration for Contractor’s complete performance of Services, City will pay Contractor for all materials provided and Services rendered by Contractor in accordance with Exhibit B, entitled “SCHEDULE OF FEES.” The maximum compensation for the Initial Term of this Agreement is One Million, Seven Hundred Two Thousand, Three Hundred Twenty-Six Dollars ($1,702,326), which will be divided across the Initial Term, as follows:

For the period beginning as of the Effective Date and ending on June 30, 2026, the maximum compensation will not exceed Eight Hundred Fifty-One Thousand, One Hundred Sixty-Three Dollars ($851,163).

For the period beginning on July 1, 2026, and ending on June 30, 2027, the maximum compensation will not exceed Eight Hundred Fifty-One Thousand, One Hundred Sixty- Three Dollars ($851,163).

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These maximum compensations are subject to budget appropriations, which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment required to perform the Services. All work performed or materials provided in excess of the maximum compensation will be at Contractor’s expense. Contractor will not be entitled to any payment above the maximum compensation under any circumstance.

In the event the Agreement is amended to extend the term, as permitted in Section 2 (Term of Agreement), the maximum compensation will be negotiated by City and Contractor and formalized through an amendment to this Agreement.

7. TERMINATION
A. Termination for Convenience. City will have the right to terminate this Agreement, without cause or penalty, by giving not less than Thirty (30) days’ prior written notice to Contractor.

B. Ter mination for Default . If Contractor fails to perform any of its material obligations under this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon thirty (30) days’ written notice to Contractor, provided that Contractor fails to cure such default within such thirty (30) day period.

C. Upon termination, each Party will assist the other in arranging an orderly transfer and close-out of services. As soon as possible following the notice of termination, but no later than ten (10) days after the notice of termination, Contractor will deliver to City all City information or material that Contractor has in its possession.

8. ASSIGNMENT AND SUBCONTRACTING
City and Contractor bind themselves, their successors and assigns to all covenants of this Agreement. This Agreement will not be assigned or transferred without the prior written approval of City. Contractor will not hire subcontractors without express written permission from City. Contractor will be as fully responsible to City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons directly employed by it.

9. NO THIRD-PARTY BENEFICIARY
This Agreement will not be construed to be an agreement for the benefit of any third party or parties and no third party or parties will have any claim or right of action under this Agreement for any cause whatsoever.

10. INDEPENDENT CONTRACTOR
Contractor and all person(s) employed by or contracted with Contractor to furnish labor and/or materials under this Agreement are independent contractors and do not act as agent(s) or employee(s) of City. Contractor has full rights to manage its employees in their performance of Services under this Agreement.

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11. CONFIDENTIALITY OF MATERIAL
All ideas, memoranda, specifications, plans, manufacturing procedures, data, drawings, descriptions, documents, discussions or other information developed or received by or for Contractor and all other written information submitted to Contractor in connection with the performance of this Agreement will be held confidential by Contractor and will not, without the prior written consent of City, be used for any purposes other than the performance of the Services nor be disclosed to an entity not connected with performance of the Services. Nothing furnished to Contractor which is otherwise known to Contractor or becomes generally known to the related industry will be deemed confidential.

12. OWNERSHIP OF MATERIAL
All material, which will include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports, designs, technology, programming, works of authorship and other material developed, collected, prepared or caused to be prepared under this Agreement will be the property of City but Contractor may retain and use copies thereof. City will not be limited in any way or at any time in its use of said material. However, Contractor will not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to, the release of this material to third parties.

13. RIGHT OF CITY TO INSPECT RECORDS OF CONTRACTOR
City, through its authorized employees, representatives or agents will have the right during the term of this Agreement and for four (4) years from the date of final payment for goods or services provided under this Agreement, to audit the books and records of Contractor for the purpose of verifying any and all charges made by Contractor in connection with Contractor compensation under this Agreement, including termination of Contractor. Contractor agrees to maintain sufficient books and records in accordance with generally accepted accounting principles to establish the correctness of all charges submitted to City. Any expenses not so recorded will be disallowed by City. Contractor will bear the cost of the audit if the audit determines that there has been a substantial billing deviation in excess of five (5) percent adverse to the City.

Contractor will submit to City any and all reports concerning its performance under this Agreement that may be requested by City in writing. Contractor agrees to assist City in meeting City’s reporting requirements to the State and other agencies with respect to Contractor’s Services hereunder.

14. HOLD HARMLESS/INDEMNIFICATION
A. To the extent permitted by law, Contractor agrees to protect, defend, hold harmless and indemnify City, its City Council, commissions, officers, employees, volunteers and agents from and against any claim, injury, liability, loss, cost, and/or expense or damage, including all costs and attorney’s fees in providing a defense to any such claim or other action, and whether sounding in law, contract, tort, or equity, in any manner arising from, or alleged to arise in whole or in part from, or in any way connected with the Services performed by Contractor Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 5 Rev. 07-01-18
pursuant to this Agreement – including claims of any kind by Contractor’s employees or persons contracting with Contractor to perform any portion of the Scope of Services, provided that such indemnity will not apply to damages caused solely by the City or its agents where Contractor does not direct or require the acts or omissions by the City or its agents giving rise to liability. – and will expressly include passive or active negligence by City connected with the Services However, the obligation to indemnify will not apply if such liability is ultimately adjudicated to have arisen through the sole active negligence or sole willful misconduct of City; the obligation to defend is not similarly limited.

B. Contractor’s obligation to protect, defend, indemnify, and hold harmless in full City and City’s employees, will specifically extend to any and all employment- related claims of any type brought by employees, contractors, subcontractors or other agents of Contractor, against City (either alone, or jointly with Contractor), regardless of venue/jurisdiction in which the claim is brought and the manner of relief sought.

C. To the extent Contractor is obligated to provide health insurance coverage to its employees pursuant to the Affordable Care Act (“Act”) and/or any other similar federal or state law, Contractor warrants that it is meeting its obligations under the Act and will fully indemnify and hold harmless City for any penalties, fines, adverse rulings, or tax payments associated with Contractor’s responsibilities under the Act.

15. INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth in Exhibit C, Contractor will provide and maintain in full force and effect, at no cost to City, insurance policies as set forth in Exhibit C.

16. WAIVER
Contractor agrees that waiver by City of any one or more of the conditions of performance under this Agreement will not be construed as waiver(s) of any other condition of performance under this Agreement. Neither City’s review, acceptance nor payments for any of the Services required under this Agreement will be constructed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

17. NOTICES
All notices to the Parties will, unless otherwise requested in writing, be sent to City addressed as follows:

City of Santa Clara
Attention: Adam Marcus
1500 Warburton Avenue
Santa Clara, CA 95050
and by e-mail at [email protected]

And to Contractor addressed as follows:

Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 6 Rev. 07-01-18

WeHOPE
1854 Bay Road
East Palo Alto, CA 94303
and by e-mail at [email protected]
The workday the e-mail was sent will control the date notice was deemed given. An e- mail transmitted after 1:00 p.m. on a Friday will be deemed to have been transmitted on the following business day.

18. COMPLIANCE WITH LAWS
Contractor will comply with all applicable laws and regulations of the federal, state and local government, including but not limited to “The Code of the City of Santa Clara, California” (“SCCC”). In particular, Contractor’s attention is called to the regulations regarding Campaign Contributions (SCCC Chapter 2.130), Lobbying (SCCC Chapter

2.155), Minimum Wage (SCCC Chapter 3.20), Business Tax Certificate (SCCC section

3.40.060), and Food and Beverage Service Worker Retention (SCCC Chapter 9.60), as such Chapters or Sections may be amended from time to time or renumbered.

Additionally, Contractor has read and agrees to comply with City’s Ethical Standards (http://santaclaraca.gov/home/showdocument?id=58299).

19. CONFLICTS OF INTEREST
Contractor certifies that to the best of its knowledge, no City officer, employee or authorized representative has any financial interest in the business of Contractor and that no person associated with Contractor has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement. Contractor is familiar with the provisions of California Government Code section 87100 and following and certifies that it does not know of any facts which would violate these code provisions. Contractor will advise City if a conflict arises.

20. FAIR EMPLOYMENT
Contractor will not discriminate against any employee or applicant for employment because of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law.

21. NO USE OF CITY NAME OR EMBLEM
Contractor will not use City’s name, insignia, or emblem, or distribute any information related to services under this Agreement in any magazine, trade paper, newspaper or other medium without express written consent of City.

22. GOVERNING LAW AND VENUE
This Agreement will be governed and construed in accordance with the statutes and laws of the State of California. The venue of any suit filed by either Party will be vested Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 7 Rev. 07-01-18
in the state courts of the County of Santa Clara, or if appropriate, in the United States District Court, Northern District of California, San Jose, California.

23. SEVERABILITY CLAUSE
In case any one or more of the provisions in this Agreement will, for any reason, be held invalid, illegal or unenforceable in any respect, it will not affect the validity of the other provisions, which will remain in full force and effect.

24. AMENDMENTS
This Agreement may only be modified by a written amendment duly authorized and executed by the Parties to this Agreement.

25. COUNTERPARTS
This Agreement may be executed in counterparts, each of which will be deemed to be an original, but both of which will constitute one and the same instrument.

Signatures on next page
Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 8 Rev. 07-01-18
The Parties acknowledge and accept the terms and conditions of this Agreement as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation

Approved as to Form: Dated:

GLEN R. GOOGINS
City Attorney
JŌVAN D. GROGAN
City Manager, City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
“CITY”

WEHOPE
a California corporation
Dated:

By (Signature):

Name: Pastor Paul Bains
Title: President
Principal Place of
Business Address:
1854 Bay Rd
East Palo Alto, CA 94303
Email Address: [email protected]
Telephone: (650) 779-4632
Fax: (650) 330-8010
“CONTRACTOR”

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EXHIBIT A

SCOPE OF SERVICES

Contractor will provide street outreach and essential homeless services to the City’s unhoused populations as described below:

1. PURPOSE

1.1. Contractor will provide Services to the City’s unhoused populations through coordination and management of the programs listed below (“Programs”).

Street Outreach and Case Management Program (“SO/CM”)
Temporary Hotel Program (“TPH”)
Inclement Weather Hotel Program (“IWHP”)

The goal of these Programs is to establish supportive relationships with people experiencing homelessness and provide linkage to key resources, case management, and temporary shelter. The specific services provided for each program are more fully described below.

2. ELIGIBLE PARTICPANTS

2.1. Contractor will offer and provide Services to unhoused adults, youth, including Transitional Age Youth (TAY), and families in the City of Santa Clara (“Clients”). For the purposes of this Agreement, unhoused people are defined as those persons who do not have a primary, fixed nighttime residence and are living in a place not meant for human habitation (i.e. sleeping outdoors, in a vehicle, or encampment). The specific population served may vary per program.

2.2. Participation in any of the Programs is entirely voluntary. Clients are not required to be sober from drugs and/or alcohol, to have completed or be currently enrolled in a treatment program, to be compliant with prescribed medications, or to have income or employment to qualify for Services.

3. PROGRAM HOURS
Regular operations for all Programs under this Agreement will occur seven days per week, between 8:00am and 5:00pm, Monday through Friday, and 8:30am and 5:00pm on Saturdays, Sundays, and all Holidays. The City may request adjustments to these hours as needed upon written notice to Contractor.

4. PROGRAM STAFFFING
The Programs and Services included in this Agreement will be facilitated through a single team of homeless services specialists, more fully described below:
• 2.0 FTE Outreach Workers
• 2.0 FTE Case Managers
• 0.5 FTE Program Manager
• 2.0 FTE Residential Services Coordinators (THP and IWHP only)

Contractor will ensure that the Programs are staffed at no less than 90% of the regular staffing levels listed above at all times.

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5. PROGRAM DESCRIPTIONS
Contractor will provide all Services in accordance with the principles described in Appendix A – Core Principles, attached and incorporated into this Scope of Services. The specific Services included in each Program are listed below.

5.1. Street Outreach and Case Management Services
SO/CM Services will be provided at regular, recurring locations where unhoused people are known to congregate, and at other locations as requested by the City and at a minimum include:

5.1.1. A formal intake process, including review of the Program Participant Agreement, prepared by Contractor, signed acknowledgement of Program Rules, and signed Release of Information, consistent with the version used by Santa Clara County’s Homeless Management Information System (“HMIS”).

5.1.2. Administration of the Vulnerability Index Specialized Prioritization Decision and Assessment Tool (“VI-SPDAT”)

5.1.3. Linkage to the Santa Clara County Coordinated Entry System for access to shelter and housing opportunities

5.1.4. Client enrollment in the Santa Clara County HMIS for consenting and eligible Clients

5.1.5. Administration of housing assessments, development of housing plans, assistance with housing applications, and general housing navigation support

5.1.6. Referrals to medical and behavioral health services

5.1.7. Distribution of hygiene kits and other supplies

5.1.8. Linkage to additional services and resources, including but not limited to the City’s mental health care coordination service, Santa Clara County’s Behavioral Health Services Department (“BHSD”), and Office of Supportive Housing (“OSH”)

5.1.9. Transportation to housing, medical, benefits, and other appointments

5.1.10. Public benefits enrollment support, including assistance with acquiring required documentation, post-public benefits enrollment support, and guidance on maintaining public benefits

5.1.11. Interventions that may support Client’s ability to secure temporary or permanent housing opportunities, such as coaching on overdose prevention, crisis de- escalation, self-sufficiency skills, goal setting, and other key interventions as identified through the course of a Client’s involvement in SO/CM

5.1.12. Placement coordination into the THP and IWHP

5.1.13. Collaboration with the City during inclement weather events to notify unhoused individuals of local warming and cooling centers, room availability in the City’s IWHP or other available shelter opportunities, provide transportation to Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 11 Rev. 07-01-18
respective locations, provide wellness checks, and distribute supplies (e.g. blankets, ponchos, water bottles, etc. depending on the weather event)

5.2. Temporary Hotel Program
At a minimum, THP services will include all of the Services provided in the SO/CM program, as well as:

5.2.1. Partnership with a hotel located within City limits for up to five (5) hotel rooms, that are reserved for the purposes of providing temporary lodging for unhoused individuals. THP rooms may be used by an individual for up to thirty (30) consecutive days. An additional room may be assigned to a Residential Services Coordinator, if in Contractor’s discretion it is determined that overnight supervision of the Program is needed.

5.2.2. Room assignment coordination to include safety information, general orientation to the site, and pre-screening Clients to ensure they are appropriate for participation in the Program and room-sharing. Contractor will ensure family members are assigned shared rooms.

5.2.3. Regular check-ins with all THP Clients

5.2.4. Provide a minimum of two (2) meals per Client per day. Contractor will ensure all food is properly heated and refrigerated as appropriate for distribution and will assign at least one staff member with a valid Food Safety Certification to oversee all food handling and distribution services. Additionally, Contractor will maintain daily tracking logs of meal distribution per Program.

5.2.5. Conduct exit planning, including but not limited to coordination with outside service providers to support Client’s transition to a more permanent setting

5.2.6. Provide 24/7 on-call support by a management level staff for prompt guidance and response to critical incidents

5.3. Inclement Weather Hotel Program
The City follows the Inclement Weather Annex and Excessive Heat Response Annex to the County’s Emergency Operation Plan. In accordance with the County’s activation trigger thresholds for an inclement weather event, the City may activate an inclement weather event if any of the following conditions are present:

• Overnight low of 40 degrees or lower, with a probability of rain of at least 5%. • Overnight low of 45 degrees or lower with a 50% or higher probability of rain. • Persistent rainfall expected for two or more days and/or rainfall with flooding and/or soil oversaturation that could cause land movement that would create life-threatening conditions for those living in or along affected areas. • When the National Weather Service deems a High Risk for much of the population, especially for those who are heat sensitive and those without effective cooling, and/or adequate hydration, and/or a Very High Risk for the entire population due to long duration heat, with little to no relief overnight in accordance with the National Weather Service’s HeatRisk Value Product.

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City will use its discretion to activate an inclement weather event as conditions specific to the City applies. City will provide notice to Contractor of activation of an inclement weather event, after which Contactor will provide the following services:

5.3.1. Partnership with a hotel located within City limits for up to eleven (11) hotel rooms that are reserved for the purposes of providing lodging for unhoused individuals and Program staff during inclement weather events. One (1) of the 11 rooms will be provided for a Residential Services Coordinator for each activation of the IWHP . The City does not anticipate activating the IWHP in excess of 45 total days per year, which equates to 450 rooms per year.

5.3.2. All of the Services provided in SO/CM and THP

5.3.3. Additional street outreach services to provide notice directly to unhoused individuals, as well as advocate organizations, nonprofit providers, and other relevant parties through social media channels, website updates, and other methods that may be available

6. Stewardship of Hotel Sites
Contractor will be solely responsible for securing partnerships with local hotels for the purposes of the THP and IWHP . Contractor will partner with hotels that are within the City of Santa Clara, unless during an inclement weather event there are no vacancies in partner hotels. In such cases, Contractor will partner with hotels that are as close to City limits as possible, preferably within five (5) miles. Additionally, Contractor will:

6.1. Limit occupancy per hotel room to a maximum of four (4) Clients, unless hotel policy states a maximum of less than 4, in which case the hotel policy will apply

6.2. Provide copies of hotel partnership agreements and any amendments for review and approval by the City prior to execution

6.3. Secure alternative agreements if the primary hotel cannot provide rooms at the required quantities or has been determined to be unfit for the purposes of this Agreement, including due to issues regarding the health and safety of Clients

6.4. Provide immediate notification to the City of any change in hotel site for either program

6.5. Adhere at all times to the terms and conditions stated within Contractor’s hotel partnership agreements

6.6. Provide immediate notification to the City of any event that could impact the term of the hotel agreement, including but not limited to breach of contract by either party or failure to renew the agreement

7. GENERAL REQUIREMENTS
In addition to the Services stated above, Contractor will adhere to each of the following requirements for all Programs, unless otherwise specified below.

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7.1. Case Management Ratio:

For all Programs included in this Agreement, Contractor will actively monitor Case Manager caseloads, ensuring a maximum ratio of twenty-five (25) standard case management clients per 1.0 FTE Case Manager. For caseloads that include clients requiring more intensive support, the maximum ratio may be reduced to seventeen (17) clients per 1.0 FTE case manager. Approval of a reduced caseload will be upon the sole discretion of Contractor.

7.2. Supervision: Contractor will ensure street outreach/case management staff have regular access to supervision and case conferencing to ensure staff are properly supported and providing appropriate services based in Client need.

7.3. Policies: Contractor will develop and maintain written policies that specify the rules and operations for each Program. Contractor will provide drafts of the policies for review and approval by the City. Final copies of all policies will be provided to the City upon completion, and Contractor will provide no less than thirty (30) days’ notice to any updates to established policies.

At a minimum, Contractor will maintain policies that address:

• Program Eligibility Requirements
• Admissions/Selection Process
• Program Rules
• Client Removal From A Program
• Client Grievance Process
• Overdose Prevention
• Crisis Intervention
• Engaging with Law Enforcement
• Good Neighbor Policy

7.4. Staff Training: Contractor will provide staff with regular training and development on topics, including but not limited to:

• County of Santa Clara OSH required trainings on use of the County’s HMIS and HMIS enrollment
• VI-SPDAT Assessments and Housing Navigation
• De-escalation, harm reduction, motivational interviewing, trauma informed care, implicit bias, street engagement, professionalism and ethics, cultural competency, overdose prevention, overdose response including administration of Narcan, mental health coordination, and substance abuse community resources

7.5. Critical Incident Reporting: Contractor will report critical incidents to the City within 24 hours of the incident. Critical incidents that involve life endangerment events or major service disruptions should be reported immediately to City staff. Critical incidents include any of the following occurring at a site location or with a client in the field: death, homicide, suicide, suicide attempt, assault, overdose, or other critical incident involving Contractor staff or program Clients of the SO/CM, THP, and IWHP.

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7.6. Language and Interpretation Services: Contractor will make all program forms, including promotional materials such as flyers, available in English and Spanish.

Contractor will ensure that translation and interpreter services are available. Contractor will address the needs of and provide services to the served population who primarily speak language(s) other than English. At the City’s written request, Contractor will provide program forms, including promotional materials, in additional languages.

7.7. Coordination With City: Upon the request of the City, Contractor will coordinate the provision of Services with City departments and partner agencies, including but not limited to, the County of Santa Clara. Coordination may additionally include participation in meetings with City departments and/or partner agencies for the purposes of reporting on Services and generally on issues of homelessness in the City.

City will provide advance notice of meeting dates and times to ensure Contractor’s availability to participate.

7.8. HMIS Compliance
Contractor will coordinate with the County of Santa Clara to maintain access to the County’s Homeless Management Information System (HMIS), or any future systems/databases required by the County to submit homeless services data.

Contractor will ensure compliance with the County’s HMIS or future system requirements at all times.

7.9. Program Monitoring
Contractor is subject to program monitoring and/or audits, such as, but not limited to, the following, participant files, review of the Contractor’s administrative records, staff training documentation, postings, program policies and procedures, data reported on Annual Performance Reports (APR), documentation of funding match sources, Disaster and Emergency Response Plan and training, personnel and activity reports, proper accounting for funds and other operational and administrative activities, and back-up documentation for reporting progress towards meeting service and outcome objectives.

Monitoring of program participation in the County’s HMIS may include, but is not limited to, data quality reports from the County’s HMIS, records of timeliness of data entry, and attendance records at required training and agency lead meetings.

7.10. Fiscal Compliance and Contract Monitoring
Fiscal monitoring will include review of the Contractor's organizational budget, the general ledger, quarterly balance sheet, cost allocation procedures and plan, State and Federal tax forms, audited financial statement, fiscal and accounting policies, supporting documentation for selected invoices, cash receipts and disbursement journals. The compliance monitoring will include review of Personnel Manual, Emergency Operations Plan, Compliance with the Americans with Disabilities Act, subcontracts, and memorandums of understanding (MOUs).

8. PERFORMANCE MEASURES
Contractor’s performance toward intended Program goals will be measured according to the following criteria:

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8.1. SO/CM Program
Activities Measures Service Objective
A Contractor will ensure
that Case Managers
contact 90% of Clients
on their caseload at
least once per week
and document their
efforts in the County's
HMIS.

Number of unduplicated
Clients on caseloads and
number of weekly case
management sessions they
received in the reporting
period.
90% of Clients on a caseload
will have documented
contact by a case manager a
minimum of once a week as
reflected in the County's
HMIS.

C Contractor will track
quantity of individuals
declining services and
the reasons for
declining outreach
services.

Number of unduplicated
Clients that declined
outreach services during the
reporting period.

Information purposes only.

Contractor will provide a
narrative description of
common reasons clients
provide for declining services
in the Quarterly Reports.

D Contractor will work
with case managed
Clients to complete a
VI-SPDAT assessment.

Number of unduplicated
Clients that completed a VI-
SPDAT assessment in
HMIS.

A minimum of 50% of Clients
will have completed VI-
SPDAT assessment in
HMIS.

E Contractor will work
with case managed
Clients to complete a
housing plan.

Number of unduplicated
Clients who complete a
housing plan.
90% of Clients engaged in
services will have completed
a housing plan within the first
90 days.

F Contractor will work
with case managed
Clients to secure
permanent or
temporary shelter.

Number of unduplicated
Clients who move into
shelter, interim, transitional,
or permanent housing during
the reporting period.

Permanent housing includes
permanent supportive
housing, affordable housing,
housing without subsidy,
family reunification, etc.

A minimum of 15% of
enrolled Clients will exit to
temporary housing
destinations (e.g.,
emergency shelter or
transitional housing, safe
parking, etc.), and some
institutional destinations or
permanent housing
destination (permanent
supportive housing,
affordable housing, housing
without subsidy, family
reunification, etc.).

G Contractor will work
with case managed
Clients to enroll in,
maintain, or increase
Number of enrolled case
managed Clients who are
enrolled in, maintain, or
A minimum of 50% of
enrolled Clients will be
connected to, maintain, or
increase benefits such as
Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 16 Rev. 07-01-18
benefits such as
County General
Assistance, CalFresh,
SSI, etc.

increase benefits in the
reporting period.

County General Assistance,
CalFresh, SSI, etc.

H Contractor will work
with case managed
Clients to obtain the
documents necessary
to move into housing
such as a California ID,
Social Security card,
and proof of income.

Number of enrolled case
managed Clients who have
obtained their California ID,
Social Security card, or proof
of income during the
reporting period.
50% of Clients engaged in
case management services
will become obtain the
necessary documents to
move into housing.

I Contractor will work
with case managed
Clients to obtain health
insurance.

Number of Clients who have
enrolled in health care
services within the reporting
period.

A minimum of 50% of
enrolled case managed
Clients will have enrolled in
health care services.

J Contractor will conduct
at least 3,000
encounters and
wellness checks
annually, as verified by
the County's HMIS.

The City recognizes
that changing
departmental priorities
will impact the number
of encounters and
wellness checks
conducted by Street
Outreach staff.

Annual unduplicated and
duplicated number of
Outreach encounters.

At least 3,000 outreach
encounters (duplicated and
unduplicated) will occur
annual.

8.2. THP
Activities Measures Service Objective
A Contractor will ensure that
Case Managers contact
100% of hotel program
Clients on their caseload a
minimum of six days a
Number of unduplicated
Clients on caseloads
and number of case
management sessions
100% of hotel program Clients
on a caseload will have
documented contact by a case
manager a minimum of once a
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week and document their
efforts in the County's
HMIS.

they received in the
reporting period.
week as reflected in the
County's HMIS.

B Contractor will work with
100% of hotel stay Clients
to complete a housing
plan.

Number of unduplicated
Clients who complete a
housing plan.
100% of hotel stay Clients will
have completed a housing
plan during their program stay.

Contractor will work with
hotel stay Clients to
secure temporary or
permanent housing.

Number of unduplicated
Clients who move into
shelter, interim,
transitional, or
permanent housing
during the reporting
period. Permanent
housing includes
permanent supportive
housing, affordable
housing, housing without
subsidy, family
reunification, etc.

A minimum of 15% of enrolled
Clients will exit to temporary
housing destinations
(emergency shelter or
transitional housing, safe
parking, etc.), and some
institutional destinations or
permanent housing
destination (permanent
supportive housing, affordable
housing, housing without
subsidy, family reunification,
etc.)

C Contractor will work with
hotel stay Clients to obtain
the documents necessary
to move into housing such
as a California ID, Social
Security card, and proof of
income.

Number of hotel stays
Clients who have
obtained their California
ID, Social Security card,
or proof of income
during the reporting
period.

A minimum of 50% of hotel
stay Clients will obtain the
necessary documents to move
into housing.

8.3. IWHP
Activities Measures Service Objectives
A Activity: Contractor will
provide intake and
program orientation to all
new Clients and updates
for returning Clients in a
new stay.

Monthly Reporting:

Number of duplicated
and unduplicated Clients
served per inclement
weather event
Monthly Reporting:

Number and percentage
Goal: 100% of the IWHP
Clients will have received an
intake and program
orientation during each
program activation as
reflected in the County's
HMIS.

Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 18 Rev. 07-01-18
of unduplicated Clients
who have received an
intake and program
orientation during each
program activation.

B Activity: Contractor will
conduct daily counts and
wellness checks for all
IWHP Clients.

Monthly Reporting:

Number and percentage
of unduplicated Clients
who received wellness
checks daily.

Goal: 100% of all IWHP
Clients will have a daily
wellness check.

9. Reporting Requirements
Contractor will provide regular progress updates to the City, as further described below.

9.1. Quarterly Performance Reports that will include at a minimum:

9.1.1. Total number of unduplicated Clients served during the reporting period

9.1.2. Progress toward each of the Performance Measures listed in Section 8. (Performance Measures).

9.1.3. A narrative description of trends, successes, and challenges observed during the reporting period, including the primary reasons given for declining Services.

9.2. Annual Performance Reports that combine all of the previously submitted data from the Quarterly Performance Reports and provide an overall summary of the contract activities, trends, successes, challenges, and recommendations for improvement.

9.3. Quarterly and Annual Performance Data will be submitted by Contractor in the City’s database, City Data Services, according to the schedule below. City will provide Contractor with access and training on the database as needed.

Reporting Period Quarterly Report
Due in CDS

Q1
July
August
September
October 15

Q2
October
November
December
January 15

Q3
January
February
March
April 15

Q4
April
May
June

July 7
Annual
Performance

July - June

July 7
Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 19 Rev. 07-01-18
Data

9.4. Contractor will provide ad hoc reports as requested by the City.

Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 20 Rev. 07-01-18
Appendix A

CORE PRINCIPLES

Contractor will provide the Services within this Agreement in alignment with the principles and practices.

Housing First
Housing First is an evidence-based practice in which clients are offered shelter, housing, and supportive services regardless of their sobriety or use of substances, completion of treatment, or participation in services. Contractor services and operations will align with the Core Components of Housing First as defined in California Welfare and Institutions Code, section 8255. This includes integrating policies and procedures to provide client-centered, low-barrier access to housing and services.

Harm Reduction
Harm reduction policies, procedures, and practices aim to reduce the negative consequences of behaviors that are detrimental to the participant's health and well -being (i.e., abuse of drugs and/or alcohol, failure to be medication compliant, engaging in cr iminal activity, prostitution, choosing to sleep outside, etc.). In housing settings, harm reduction is intended to prevent a participant's loss of housing and/or termination from the program based solely on his or her inability to stop engaging in harmful behaviors.

Programs incorporating a harm reduction model must utilize all interventions possible, short of termination from the program, to enable the participant to reduce or minimize their risky behaviors, while at the same time assisting them to move into and become stabilized in permanent housing.

Harm reduction is not intended to prevent the termination of a participant whose actions or behavior constitute a threat to the safety of other participants and staff. Organizations must develop a set of policies and procedures to be implemented in the event of such behavior on the part of a participant.

Trauma-Informed Care
Trauma-informed care requires that every part of the program's design and operation be approached with an understanding of trauma and the impact it has on those receiving services.

Traumatic experiences can impact how clients receive services provided and the environment in which those services are delivered.

Establishing a safe and supportive environment are principal aspects of trauma -informed care.

To do so, a program must ensure that all staff receive training on traumatic stress and its impact, as well as the relationship between trauma and mental health, substance use, and homelessness.

Training should detail how working with trauma survivors can impact staff, and how these issues can impact their work. Staff training in crisis management may include learning how to help clients identify triggers, express their feelings safely, and use healthy coping skills, in addition to helping clients develop safety and self-care plans prior to a crisis.

Cultural Competency, Racial Equity, and Inclusivity
Programs must consider cultural and linguistic competency, racial equity, gender inclusivity, and other intersecting factors in addressing the needs of the populations to be served. Subpopulation identities may include, but are not limited to, race and ethnicity, gender and gender identity, sexual orientation, economic class, age, family status, language spoken and understood, physical and mental disabilities, living situation, etc. Contractor will require their teams conduct Services using Agreement with WeHOPE/Street Outreach and Essential Homeless Services Page 21 Rev. 07-01-18
effective communication, including whenever possible in Client’s preferred language, and at the appropriate, educational and literacy levels, and in the context of the individual's cultural identity.

Agreement with WeHope/Exhibit B-Schedule of Fees Page 1 Rev. 07-01-18

EXHIBIT B

SCHEDULE OF FEES

1. FEES
Contractor will be compensated for Services through reimbursement of the salaries, benefits and operating costs associated with the provision of Services. A detailed breakdown of the reimbursable budget categories and maximum allowable compensation per category is provided in Table 1 below, entitled “Annual Services Budget”. The City may approve in writing the transfer of amounts between any of the budget categories provided the total maximum compensation is not exceeded. Contractor will not exceed any of the specified amounts for any budget category without prior written authorization from the City.

2. INVOICE AND PAYMENT

2.1. Contractor will invoice City on a monthly basis for the expenses incurred by Contractor during the preceding month on an invoice and in a format approved by City and subject to verification and approval by City.

2.2. Reimbursement to Contractor is limited to the maximum compensation allowable per budget category, as listed in Table 1. The City will reimburse these expenses at actual cost only.

2.3. Contractor will itemize each invoice and provide the following supporting documentation, at a minimum:

2.3.1. Expenses incurred per budget category listed on the Annual Services Budget (Table 1)

2.3.2. The number of nights per hotel room billed during the invoice period. Invoices will also indicate whether rooms were used for the THP or the IWHP

2.3.3. A brief narrative of any relevant activities or updates from the period being invoiced

2.4. Invoices will be due according to the dates below
Invoice Period Invoice Due Date w/ Supporting
Documentation
July 15-Aug
August 15-Sep
September 15-Oct
October 15-Nov
November 15-Dec
December 15-Jan
January 15-Feb
February 15-Mar
March 15-Apr
Agreement with WeHope/Exhibit B-Schedule of Fees Page 2 Rev. 07-01-18
April 15-May
May 15-Jun
June July 7
(Due early due to year-end processes)

2.5. City will pay Contractor within sixty (60) days of receipt of an approved invoice.

Payments made after such sixty (60) day period will be subject to a 1.5% per month interest penalty payment (in addition to all outstanding amounts due) or, if less, the maximum amount of interest allowable by law.

TABLE 1

ANNUAL SERVICE BUDGET
Salaries & Benefits Max
Compensation FTE Additional Information
Outreach Worker $ 104,000 2.0 $25.00/hour * 2080 hrs * 2.0 FTE Case Manager $ 120,640 2.0 $29.00/hour * 2080 hrs * 2.0 FTE Program Manager $ 36,400 0.5 $35.00/hour * 2080 hrs * 0.5 FTE Residential Service Coordinator –
THP and IHWP $ 21,600 2.0 $30.00/hour * 16 hrs * 45 days Benefits @ .23 $ 65,007
subtotal personnel $ 347,647 6.5
Operating Expenses
THP - Rental of Property - 5 RMS $ 228,125 NTE $125/room/night (365 nights max) THP - Building Maintenance Supplies
and Repair 5 RMS $ 12,813 Reimbursable up to out-of-pocket cost THP - Food $ 46,100 Reimbursable up to out-of-pocket cost IWHP - Rental of Property - 10 RMS +
As Needed lodging of RSC for THP $ 56,250
NTE $125/room/night (45 nights max) *
(Rooming of 1.0 FTE RSC for the THP may
be billed to this budget category as
needed)
IWHP - Rental of Property - 1 RM
IWHP STAFF $ 5,625 Staff Room: 1 room at $125 per night (45 nights max)
IWHP - Building Maintenance
Supplies and Repair $ 5,625 Reimbursable up to out-of-pocket cost IWHP – Food $ 13,500 Reimbursable up to out-of-pocket cost Insurance $ 22,500 Reimbursable up to out-of-pocket cost Staff Training $ 1,700 Reimbursable up to out-of-pocket cost Staff Gas Reimbursement $ 2,500
Gas will be reimbursed according to the
current IRS mileage reimbursement rate
during the invoice period
Rental of Equipment $ 9,600 Reimbursable up to out-of-pocket cost IT Communication Operations,
Support/Maintenance $ 7,500 Reimbursable up to out-of-pocket cost Program Supplies (e.g., hygiene
products, blankets, etc.) $ 3,500 Reimbursable up to out-of-pocket cost Client Assistance (e.g., clothing,
SO/CM food, vehicle lease for client
transportation, etc.)
$ 10,800 Reimbursable up to out-of-pocket cost subtotal operating expenses $ 426,138
Admin Expense
10% indirect cost $ 77,378
subtotal admin expense $ 77,378
Total Expenses $ 851,163

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting the Contractor’s indemnification of the City, and prior to commencing any of the Services required under this Agreement, the Contractor will provide and maintain in full force and effect during the period of performance of the Agreement and for twenty -four (24) months following acceptance by the City, at its sole cost and expense, the following insurance policies from insurance companies authorized to do business in the State of California that cover all Services required under this Agreement. These policies will be primary insurance as to the City of Santa Clara so that any other coverage held by the City will not contribute to any loss under Contractor’s insurance. The minimum coverages, provisions and endorsements are as follows:

A. COMMERCIAL GENERAL LIABILITY INSURANCE

1. Commercial General Liability Insurance policy which provides coverage at least as broad as Insurance Services Office form CG 00 01 on an occurrence basis.

Policy limits, terms, and conditions are subject to review, but will in no event be less than, the following:
$5,000,000 Each Occurrence for Bodily Injury and Property Damage $5,000,000 General Aggregate
$5,000,000 Products/Completed Operations Aggregate
$5,000,000 Personal and Advertising Injury

2. Exact structure and layering of the coverage will be left to the discretion of Contractor; however, any excess or umbrella policies used to meet the required limits will be at least as broad as the underlying coverage and will otherwise follow form.

3. The following provisions will apply to the Commercial General Liability policy as well as any umbrella/excess liability policy maintained by the Contractor to comply with the insurance requirements of this Agreement:
a. Coverage will be on a “pay on behalf” basis with defense costs payable in addition to policy limits;
b. There will be no cross-liability exclusion which precludes coverage for claims or suits by one insured against another; except a Named Insured versus Named Insured version may be permittable; and
c. Coverage will apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of liability. d. There will be no exclusions which preclude coverage for claims or suits including, but not limited to, assault, battery, molestation, sexual abuse, human trafficking, narcotics.

B. BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business automobile liability insurance policy which provides coverage at least as broad as Insurance Services Office form CA 00 01 with policy limits a minimum limit of not less than one million dollars ($2,000,000) combined single limit. Business automobile liability coverage should apply to all owned (if any), non-owned, leased, and hired vehicles, including, but not limited to, automobiles, trucks and trailers..

C. WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY

1. Workers’ Compensation Insurance Policy as required by statute and employer’s liability with limits of at least one million dollars ($1,000,000) policy limit Bodily Injury by disease, one million dollars ($1,000,000) each accident/Bodily Injury and one million dollars ($1,000,000) each employee Bodily Injury by disease.

2. The indemnification and hold harmless obligations of Contractor included in this Agreement will not be limited in any way by any limitation on the amount or type of damage, compensation or benefit payable by or for Contractor or any subcontractor under any Workers’ Compensation Act(s), Disability Benefits Act(s) or other employee benefits act(s).

D. PROFESSIONAL LIABILITY
Professional Liability or Errors and Omissions Insurance as appropriate will be written on a policy form coverage specifically designed to protect against negligent acts, errors or omissions of the Contractor. Covered services as designated in the policy must specifically include work performed under this Agreement. Coverage will be in an amount of not less than one million dollars ($1,000,000) per claim and one million dollars ($1,000,000) aggregate. Any coverage containing a deductible or self-retention must first be disclosed in writing by the City Attorney’s Office. If coverage is provided on a claims made basis, the policy shall have a retroactive date that precedes the start of the work and shall remain in effect or provide for an extended reporting period for three years following completion of the work.

E. COMPLIANCE WITH REQUIREMENTS
All of the following clauses and/or endorsements, or similar provisions, must be part of the commercial general liability and, business automobile liability policies.

1. Additional Insureds. City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents are hereby added as additional insureds in respect to liability arising out of Contractor’s work for City. The commercial general liability coverage must provide, Insurance Services Office (ISO) Endorsement CG 20 10 11 85, or the combination of CG 20 10 03 97 and CG 20 37 10 01, or its equivalent. The business automobile liability coverage must provide Insurance Services Office (ISO) Endorsement CA 20 48, or its equivalent.

All the following clauses and/or endorsements, or similar provisions, must be part of each required insurance policy.

2. Waiver of Subrogation. In favor of the City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents.

3. P rimary and non -contributing. Each insurance policy provided by Contractor will contain language or be endorsed to contain wording making it primary insurance as respects to, and not requiring contribution from, any other insurance which the indemnities may possess, including any self-insurance or self-insured retention they may have. Any other insurance indemnities may possess will be considered excess insurance only and will not be called upon to contribute with Contractor’s insurance.

4. C ancellation.
a. Each insurance policy will contain language or be endorsed to reflect that no cancellation or modification of the coverage provided due to non- payment of premiums will be effective until written notice has been given to City at least ten (10) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice will be given at least ten (10) days prior to the effective date of non- renewal. If this language is not available to be added to the insurance policy, the Contractor is still responsible to provide written notice to the City at least ten (10) days prior to the effective date of non-renewal. b. Each insurance policy will contain language or be endorsed to reflect that no cancellation or modification of the coverage provided for any cause save and except non-payment of premiums will be effective until written notice has been given to City at least thirty (30) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice will be given at least thirty (30) days prior to the effective date of non-renewal. If this language is not available to be added to the insurance policy, the Contractor is still responsible to provide written notice to the City at least thirty (30) days prior to the effective date of non- renewal.

5. Other Endorsements. Other endorsements may be required for policies other than the commercial general liability policy if specified in the description of required insurance set forth in Sections A through E of this Exhibit C, above.

F. ADDITIONAL INSURANCE RELATED PROVISIONS
Contractor and City agree as follows:

1. Contractor agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. Contractor agrees that upon request by City, all agreements will, and insurance compliance documents

provided by, such subcontractors and others engaged in the project will be submitted to City for review.

2. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There will be no recourse against City for payment of premiums or other amounts with respect thereto.

3. The City reserves the right to withhold payments from the Contractor in the event of material noncompliance with the insurance requirements set forth in this Agreement.

G. EVIDENCE OF COVERAGE
Prior to commencement of any Services under this Agreement, Contractor, and each and every subcontractor (of every tier) will, at its sole cost and expense, provide and maintain not less than the minimum insurance coverage with the endorsements and deductibles indicated in this Agreement. Such insurance coverage will be maintained with insurers, and under forms of policies, satisfactory to City and as described in this Agreement. Contractor will file with the City all certificates and endorsements for the required insurance policies for City’s approval as to adequacy of the insurance protection.

H. EVIDENCE OF COMPLIANCE
Contractor or its insurance broker will provide the required proof of insurance compliance, consisting of Insurance Services Office (ISO) endorsement forms or their equivalent and the ACORD form 25-S certificate of insurance (or its equivalent), evidencing all required coverage will be delivered to City, or its representative as set forth below, at or prior to execution of this Agreement. Upon City’s request, Contractor will submit to City copies of the actual insurance policies or renewals or replacements.

Unless otherwise required by the terms of this Agreement, all certificates, endorsements, coverage verifications and other items required to be delivered to City pursuant to this Agreement will be mailed to:

EBIX Inc.

City of Santa Clara – Planning
P.O. Box 100085 – S2 or 1 Ebix Way
Duluth, GA 30096 John’s Creek, GA 30097

Telephone number: 951-766-2280
Fax number: 770-325-0409
Email address: [email protected]
I. QUALIFYING INSURERS

All of the insurance companies providing insurance for Contractor will have, and provide written proof of, an A. M. Best rating of at least A minus 6 (A- VI) or will be an insurance company of equal financial stability that is approved by the City or its insurance compliance representatives.

J. By requiring the minimum insurance coverage set forth in this Exhibit C, the City does not assume any responsibility for the adequacy of such coverage or confirming Contractor’s compliance therewith. Delivery or acceptance of a certification of insurance not meeting the requirements of this provision shall not be deemed to waive any of Contractor’s requirements hereunder.

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1037 Agenda Date: 11/4/2025

REPORT TO CITY COUNCIL

SUBJECT
Action on the 3905 Freedom Circle Public Park Updated Schematic Design (Greystar Development)

BACKGROUND
The Santa Clara City Code 17.35 requires new residential development to dedicate parkland and/or pay in-lieu fees. Greystar Real Estate Partners submitted an application (File No. PLN2017-12516) to the City for a General Plan Amendment from High-Intensity Office/R&D to High Intensity Mixed-Use and a rezoning to Planned Development (PD) to allow for a new residential mixed-use development (Project). The City Council approved the General Plan Amendment and rezoning at a hearing on June 7, 2022. The Project area includes 13.3 acres comprising two parcels (APNs: 104-40-021 & 104 -40-036) that are bounded by Freedom Circle, Mission College Boulevard, Highway 101, and San Tomas Aquino Creek. The Project site is also part of the proposed General Plan - Freedom Circle Focus Area under a separate development process by the City that encompasses 108 acres in northern Santa Clara.

The Project proposes the construction of 1,079 apartment units and will meet its parkland dedication requirements through, (1) the development of an 87,728 square foot (2.014 acres) public park with a connection to the San Tomas Aquino Creek Trail, (2) the installation of private recreational amenities, and (3) the payment of in-lieu fees for the remaining balance. The park will be dedicated to the City in fee title once the improvements have been inspected and accepted by the City. The developer will construct all public park improvements in accordance with the City’s design criteria and standard specifications and will maintain the park, in perpetuity, following dedication.

The Schematic Design Master Plan approved by City Council on February 22, 2022 (“Original Plan”) for the public neighborhood park included the following features:
· A ½-acre natural grass field
· Landscaped and furnished park-like quiet area
· Playground for children ages 2-5 and 6-12
· A basketball court
· A family picnic area with tables and barbeques
· A bocce court
· An enclosed off-leash dog area with separate areas for small and large dogs · Pathways, trees, and landscaping
· A connection to the San Tomas Creek Trail.

The Original Plan also included twenty off-street parking stalls for park visitors to be split between Buildings B and C.

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25-1037 Agenda Date: 11/4/2025
Prior Parks & Recreation Commission and City Council Action On September 21, 2021, the Parks & Recreation Commission reviewed the community input and the proposed Schematic Design. After discussion, the Commission unanimously recommended that the City Council approve the Original Plan (Attachment 1).

The City Council reviewed and approved the Parks & Recreation Commission’s recommendation and adopted the proposed Original Plan (Attachment 2) on February 22, 2022.

DISCUSSION
On October 20, 2025, staff brought back the park design to the Parks & Recreation Commission for review of updates made to the Original Plan. These updates are necessary due to a utility conflict involving existing overhead electric transmission and distribution lines, as well as associated guy wires, which encroach into the Emergency Vehicle Access (EVA) lane. In accordance with the Fire Department’s Conditions of Approval, these utility lines must be cleared prior to permit issuance and fully resolved prior to first occupancy. The developer has been working with Silicon Valley Power (SVP) to address the required modifications.

The relocation and reconfiguration of the transmission and distribution lines within the EVA lane were not included in the Original Plan or the system impact analysis and addressing those changes necessitated modification of the Original Plan.

To resolve the conflict, several alternatives were explored. The only solution acceptable to both SVP and the Fire Department was to shift the curb along the San Tomas Aquino Creek Trail inward toward the property line and park. This adjustment results in a 6.5-foot reduction in the width of the park on the side closest to the creek. To preserve the Original Plan acreage, the park will expand by approximately one foot toward Building B and approximately one foot toward Building C.

Additional modifications include:
· Repositioning park benches
· Relocating the trash enclosure further inward
· Realigning the off-leash dog area to fit the revised sidewalk and trash enclosure layout, while maintaining the same size as in the Original Plan.

These adjustments preserve the total square footage of the off-leash dog area as originally approved by City Council, while ensuring compliance with public safety and utility requirements.

Additionally, twenty off-street parking stalls for park visitors were originally proposed to be split between Buildings B and C; however, all of them have since been relocated to Building B, which also houses two public restrooms.

During the October 20, 2025, meeting, the Parks & Recreation Commission reviewed the updated schematic design (Attachment 3) and considered a recommendation to City Council to approve the proposed revisions to the park design. The Parks & Recreation Commission unanimously approved a recommendation to approve the revised schematic design, with the condition that parking signage is included.

Council will review the Parks & Recreation Commission’s recommendation to approve the proposed City of Santa Clara Printed on 10/31/2025Page 2 of 4
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25-1037 Agenda Date: 11/4/2025
park design revisions included as Attachment 4. If Council approves the revised design, the developer will complete the construction documents for building permit, execute Park Construction and Park Maintenance agreements, complete the improvements to the satisfaction and acceptance of the City, and record the parcel dedication with the County of Santa Clara. Public park improvements will be constructed by the developer to the City’s design criteria and standard specifications and will be maintained by the developer after dedication. The Park Construction and the Park Maintenance agreements will be brought back to City Council for consideration at a later date.

ENVIRONMENTAL REVIEW
The impacts of the Greystar project, including the Original Plan, were analyzed in an Environmental Impact Report (EIR) that was prepared for the Freedom Circle Focus Area and Greystar General Plan Amendment (case file PLN2017-12516) in accordance with the California Environmental Quality Act (CEQA). The EIR and Notice of Availability were circulated for a 45-day period from November 5, 2021, to December 20, 2021, in accordance with CEQA requirements. The EIR indicated that the development of the Greystar Project would contribute to an increase in demand for parkland, but that the impact would be mitigated to a less-than-significant level with the payment of in-lieu fees and the provision of dedicated parkland as depicted in the Original Plan. The EIR incorporates project- specific conditions into the Mitigation Monitoring and Reporting Program (MMRP) requiring this mitigation. As the proposed Park plan would result in the same amount of land dedicated to the City as under the Original Plan, the proposal would not result in any new significant environmental effects or increase the severity of any previously identified effects. The EIR did not identify any secondary impacts associated with park construction, and the Park layout changes are unlikely to present any difference in the impacts resulting from construction.

FISCAL IMPACT
There is no fiscal impact to the General Fund for the current action, other than staff time budgeted in the Parks & Recreation Operating Budget for minor administrative tasks related to the operation of the public park as part of the City’s overall park system. The developer will construct the public park improvements, provide a park sign, and maintain the park for the life of the park, all to City standards and at no cost to the City.

COORDINATION
This report has been coordinated with the Community Development Department, the Finance Department, the City Attorney’s Office and the City Manager’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve the 3905 Freedom Circle Public Park Updated Schematic Design.

Prepared by: Gina Saporito, Staff Analyst
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25-1037 Agenda Date: 11/4/2025
Reviewed by: Damon Sparacino, Director, Parks & Recreation Department Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. RTC #21-1020: Consideration of the Schematic Design for the New Public Neighborhood Park located at 3905 Freedom Circle (Greystar Development)

2. RTC #22-197: Action on the Parks & Recreation Commission’s Recommendation to Approve the Schematic Design-Master Plan for the New Public Neighborhood Park located at 3905 Freedom Circle (Greystar Development)

3. RTC #25-982: Consideration of the Revised Council-Approved Schematic Design for the New Public Neighborhood Park at 3905 Freedom Circle

4. 3905 Freedom Circle Public Park Updated Schematic Design City of Santa Clara Printed on 10/31/2025Page 4 of 4
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
21-1020 Agenda Date: 9/21/2021

REPORT TO PARKS & RECREATION COMMISSION

SUBJECT
Consideration of the Schematic Design for the New Public Neighborhood Park located at 3905 Freedom Circle (Greystar Development)

BACKGROUND
The Santa Clara City Code 17.35 requires new residential development to dedicate parkland and/or the payment of in lieu fees. Greystar Real Estate Partners submitted an application to the City for a General Plan Amendment from High-Intensity Office/R&D to High Intensity Mixed-Use and Planned Development (PD) rezoning to allow for a new residential mixed-use development (Project). The Project area includes 13.3 acres comprising two parcels (APNs: 104-40-021 & 104-40-036) that are bounded by Freedom Circle, Mission College Boulevard, Highway 101, and San Tomas Aquino Creek. The Project site is also part of the proposed General Plan - Freedom Circle Focus Area under a separate development process by the City that encompasses 108 acres in northern Santa Clara.

The Project proposes to construct 1,075 apartment units and will meet its parkland dedication requirements through an 87,728 square foot (2.014 acres) public neighborhood park with connection to the San Tomas Creek Trail. The public park will be dedicated to the City in fee title. Public park improvements will be constructed by the developer to the City’s design criteria and standard specifications and will be maintained by the developer after dedication.

The Schematic Design for the public neighborhood park features: a ½-acre natural grass field, landscaped and furnished park-like quiet area, playground for children ages 2-5 and 6-12, a basketball court, a family picnic area with tables, barbeques, and a bocce court, an enclosed off- leash dog area with separate areas for small and large dogs, pathways, trees, landscaping, and a connection to the San Tomas Creek Trail. Twenty off-street parking stalls for park visitors are proposed to be provided in Buildings B and C. The proposed Schematic Design was reviewed by the Parks & Recreation Department, and as configured, meets the Department’s research based best practices and requirements for public park design, such as: inclusive, age-friendly, sustainable design elements; support for an active recreation program; playgrounds that contain all elements of play; public access from public right of way that provides safe routes & pathway connectivity to and through the park; off street parking; adjacent restroom; place-making; natural habitat value; approved plant palette; consideration for efficient and effective operation and lifecycle maintenance.

On July 20, 2021, Manuela King, President of RHAA Landscape Architecture and Planning (RHAA) provided a presentation to the Parks & Recreation Commission. The Commission provided input on the proposed Schematic Design, including requesting the option for a multi-use sports court (pickleball, volleyball, other), and recommending that additional public input be solicited through social media channels, an in-person meeting, and an online community survey. The Commission deferred action on a recommendation to City Council to approve a preferred schematic design until City of Santa Clara Printed on 7/11/2022Page 1 of 3
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21-1020 Agenda Date: 9/21/2021
the September 2021 regular meeting.

DISCUSSION
On Saturday August 21, 2021, RHAA and City Parks & Recreation Staff conducted community outreach and collected public input on the park design at the Citywide special event Celebrate Santa Clara, in Central Park with approximately 150 responses from all ages including children. In addition, from August 19 until September 2, 2021, an online survey was hosted on the City website which collected 342 responses representing over 17 hours of public comment. The top three elements favored for use were the trail connection (51%), open lawn space (46%), and the picnic and BBQ areas (43%). Over 47% favored a multi-colored play structure for ages 2-5. Over 69% favored use of resilient surfacing in the play space. Most respondents envisioned driving to the park (66%), and 50% imagined visiting the park often or frequently. The features and amenities seem to support those activities most desired. While the survey also indicated various other potential popular activities, the space available would not be able to accommodate additional activities such as a disc golf course at this park location without displacing or impacting the other primary and more desirable park amenities.

At the September 2021 Regular Meeting, the Commission will review community input and an updated Schematic Design (Attachment 1) and make a recommendation to Council to approve the preferred Schematic Design for the neighborhood park.

ENVIRONMENTAL REVIEW
The review of the schematic design of a new public neighborhood park does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

The impacts of the Greystar General Plan Amendment, development proposal and Freedom Circle Focus Area will be described in an Environmental Impact Report provided to the Planning Commission and City Council in their consideration of the approval of the project.

FISCAL IMPACT
There is no fiscal impact to the General Fund for the current action. The developer will construct the public park improvements, provide a park sign, and maintain the park in perpetuity, all to City standards and at no cost to the City.

COORDINATION
This report has been coordinated with the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Parks & Recreation Commission agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, [email protected] <mailto:[email protected]> .

RECOMMENDATION
City of Santa Clara Printed on 7/11/2022Page 2 of 3
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21-1020 Agenda Date: 9/21/2021
Recommend that City Council approve the Schematic Design for the New Public Neighborhood Park located at 3905 Freedom Circle.

Reviewed by: Dale Seale, Deputy Director of Parks & Recreation Approved by: James Teixeira, Director of Parks & Recreation

ATTACHMENTS

1. 3905 Freedom Circle Neighborhood Park - Schematic Design Update (09 16 21) City of Santa Clara Printed on 7/11/2022Page 3 of 3
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
22-197 Agenda Date: 2/22/2022

REPORT TO COUNCIL

SUBJECT
Action on the Parks & Recreation Commission’s Recommendation to Approve the Schematic Design- Master Plan for the New Public Neighborhood Park located at 3905 Freedom Circle (Greystar Development)

COUNCIL PILLAR
Enhance Community Sports, Recreational and Arts Assets

The Schematic Design Master Plan for the public neighborhood park features: a ½-acre natural grass field, landscaped and furnished park-like quiet area, playground for children ages 2-5 and 6-12, a basketball court, a family picnic area with tables, barbeques, a bocce court, an enclosed off-leash dog area with separate areas for small and large dogs, pathways, trees, landscaping, and a connection to the San Tomas Creek Trail. Twenty off-street parking stalls for park visitors are proposed to be provided in Buildings B and C. The proposed Schematic Design was reviewed by the Parks & Recreation Department, and as configured, meets the Department’s research based best practices and requirements for public park design, such as: inclusive, age-friendly, sustainable design elements; support for an active recreation program; playgrounds that contain all elements of play; public access from public right of way that provides safe routes & pathway connectivity to and through the park; off street parking; adjacent restroom; place-making; natural habitat value; approved plant palette; consideration for efficient and effective operation and lifecycle maintenance.

On July 20, 2021, RHAA Landscape Architecture and Planning (RHAA) presented the Neighborhood Park schematic design proposal to the Parks & Recreation Commission. The Commission provided City of Santa Clara Printed on 10/15/2025Page 1 of 3
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22-197 Agenda Date: 2/22/2022
input on the proposed Schematic Design-Master Plan, including the configuration of the sport court as a multi-use facility (basketball, pickleball, volleyball, other), and recommending that additional public input be solicited through social media channels, an in-person meeting, and an online community survey. The Commission deferred action on the schematic design until the September 2021 regular meeting.

Community Input
On Saturday August 21, 2021, RHAA and City Parks & Recreation staff conducted community outreach and collected public input on the Park Schematic Design at the “Celebrate Santa Clara” Citywide special event in Central Park with approximately 150 responses from all ages including children. In addition, from August 19, 2021 until September 2, 2021, an online survey was hosted on the City website which collected 342 responses representing over 17 hours of public comment.

The top three favored park elements in the Schematic Design were the trail connection (51%), open lawn space (46%), and the picnic and BBQ areas (43%). Over 47% favored a multi-colored play structure for ages 2-5. Over 69% favored use of resilient surfacing in the play space. Given that the residential area will be new, most survey respondents envisioned driving to the park (66%), and 50% imagined visiting the parkas presented “often” or “frequently”.

The proposed Park site plan, features and amenities seem to support the activities most desired by the public. While the survey indicated other potential activities, the remaining space available would not be able to accommodate field activities such as a disc golf course without displacing the other primary and more desirable park amenities.

DISCUSSION
On September 21, 2021, the Parks & Recreation Commission reviewed the community input and the proposed Schematic Design. After discussion, the Commission made a unanimous recommendation that Council approve the preferred Schematic Design-Master Plan for the proposed Neighborhood Park.

Council will review the Parks & Recreation Commission recommendation for approval of the proposed Mini Park Master Plan - Schematic Design (Attachment 1). Council approval will confirm the park schematic design and master plan for the 87,728 square foot (2.014 acres) public neighborhood park to be dedicated to the City in fee title located at 3905 Freedom Circle. Once approved, the Developer will complete the construction documents for building permit, execute Park Construction and Park Maintenance agreements, complete the improvements to the acceptance of the City, and record the parcel dedication and maintenance agreement with the County of Santa Clara. Public park improvements will be constructed by the developer to the City’s design criteria and standard specifications and will be maintained by the developer after dedication.

Once dedicated and placed into the City’s park inventory, the park and its master plan will be subject to the conditions of Measure R, a voter approved initiative in November 2016, which added Section 714.1 Protection of Parkland and Public Open Space to the City Charter. Measure R prohibits selling, leasing, or otherwise disposing of parkland for a period of one hundred eighty (180) days or more, and also prohibits its use from changing, being abandoned, or discontinued without such sale, lease, disposal or changed use having first been authorized or ratified by a two-thirds majority vote of the electorate during a general municipal election for that purpose. Measure R also prohibits changes in park use for over 180 days without a majority vote of the electorate and substantial building, City of Santa Clara Printed on 10/15/2025Page 2 of 3
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22-197 Agenda Date: 2/22/2022
construction, reconstruction, or development upon dedicated parkland except pursuant to ordinance subject to referendum. The referendum process is set forth in the Elections Code.

ENVIRONMENTAL REVIEW
The review and approval of the schematic design of a new public neighborhood park does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and the Community Development Department.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, e-mail [email protected].

RECOMMENDATION
That Council approve the Schematic Design-Master Plan for the New Public Neighborhood Park to be located at 3905 Freedom Circle.

Reviewed by: James Teixeira, Director of Parks & Recreation Approved by: Deanna J. Santana, City Manager

ATTACHMENTS

1. Neighborhood Park - Schematic Design-Master Plan - 3905 Freedom Circle City of Santa Clara Printed on 10/15/2025Page 3 of 3
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-982 Agenda Date: 10/20/2025

REPORT TO PARKS & RECREATION COMMISSION

SUBJECT
Consideration of the Revised Council-Approved Schematic Design for the New Public Neighborhood Park at 3905 Freedom Circle

COUNCIL PILLARS
Enhance Community Engagement and Transparency
Enhance Community Sports, Recreational and Arts Assets
Deliver and Enhance High-Quality Efficient Services and Infrastructure

BACKGROUND
The Santa Clara City Code 17.35 requires new residential development to dedicate parkland and/or the payment of in-lieu fees. Greystar Real Estate Partners submitted an application (File No.

PLN2017-12516) to the City for a General Plan Amendment from High-Intensity Office/R&D to High Intensity Mixed-Use and a rezoning to Planned Development (PD) to allow for a new residential mixed-use development (Project). The City Council approved the General Plan Amendment and rezoning at a hearing on June 7, 2022. The Project area includes 13.3 acres comprising two parcels (APNs: 104-40-021 & 104-40-036) that are bounded by Freedom Circle, Mission College Boulevard, Highway 101, and San Tomas Aquino Creek. The Project site is also part of the proposed General Plan - Freedom Circle Focus Area under a separate development process by the City that encompasses 108 acres in northern Santa Clara.

The Project proposes the construction of 1,079 apartment units and will meet its parkland dedication requirements through, 1) the development of an 87,728 square foot (2.014 acres) public park with a connection to the San Tomas Aquino Creek Trail, 2) the installation of private recreational amenities, and 3) the payment of in-lieu fees for the remaining balance. The park will be dedicated to the City in fee title. The developer will construct all public park improvements in accordance with the City’s design criteria and standard specifications and will maintain the park, in perpetuity, following dedication.

The Schematic Design Master Plan approved by City Council on February 22, 2022 (“Original Plan”) for the public neighborhood park included the following features:
· A ½-acre natural grass field
· Landscaped and furnished park-like quiet area
· Playground for children ages 2-5 and 6-12
· A basketball court
· A family picnic area with tables, barbeques
· A bocce court
· An enclosed off-leash dog area with separate areas for small and large dogs City of Santa Clara Printed on 10/16/2025Page 1 of 4
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25-982 Agenda Date: 10/20/2025
· Pathways, trees, and landscaping
· A connection to the San Tomas Creek Trail
The Original Plan also included twenty off-street parking stalls for park visitors to be split between Buildings B and C.

Commission and Council Action
On September 21, 2021, the Parks & Recreation Commission reviewed the community input and the proposed Schematic Design. After discussion, the Commission unanimously recommended that the City Council approve the preferred Schematic Design-Master Plan for the proposed neighborhood park (Attachment 1).

The City Council reviewed and approved the Parks & Recreation Commission’s recommendation and adopted the proposed park Master Plan - Schematic Design (Attachment 2) on February 22, 2022.

DISCUSSION
The park design is returning to the Parks & Recreation Commission for review of updates made to the Original Plan. These updates are necessary due to a utility conflict involving existing overhead electric transmission and distribution lines, as well as associated guy wires, which encroach into the Emergency Vehicle Access (EVA) lane. In accordance with the Fire Department’s Conditions of Approval, these utility lines must be cleared prior to permit issuance and fully resolved prior to first occupancy. The developer has been working with Silicon Valley Power (SVP) to address the required modifications.

The relocation and reconfiguration of the transmission and distribution lines within the EVA lane were not included in the original design scope or the system impact analysis and addressing those changes necessitated modification of the park.

To resolve the conflict, several alternatives were explored. The only solution acceptable to both SVP and the Fire Department, was to shift the curb along the San Tomas Aquino Creek Trail inward toward the property line and park. This adjustment results in a 6.5-foot reduction in the width of the park on the side closest to the creek. To preserve the originally approved park acreage, the park will expand by approximately one foot toward Building B and approximately one foot toward Building C.

These adjustments preserve the total square footage of the off-leash dog area as originally approved by City Council, while ensuring compliance with public safety and utility requirements.

City of Santa Clara Printed on 10/16/2025Page 2 of 4
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25-982 Agenda Date: 10/20/2025
During the October 20, 2025, meeting, the Parks & Recreation Commission will review the updated schematic design (Attachment 3) and consider a recommendation to City Council to approve the proposed revisions to the neighborhood park design.

ENVIRONMENTAL REVIEW
The impacts of the Greystar project, including the Original Plan, were analyzed in an Environmental Impact Report (EIR) that was prepared for the Freedom Circle Focus Area and Greystar General Plan Amendment (case file PLN2017-12516) in accordance with the California Environmental Quality Act (CEQA). The EIR and Notice of Availability were circulated for a 45-day period from November 5, 2021 to December 20, 2021 in accordance with CEQA requirements. The EIR indicated that the development of the Greystar Project would contribute to an increase in demand for parkland, but that the impact would be mitigated to a less-than-significant level with the payment of in-lieu fees and the provision of dedicated parkland as depicted in the Original Plan. The EIR incorporates project- specific conditions into the Mitigation Monitoring and Reporting Program (MMRP) requiring this mitigation. As the proposed Park plan would result in the same amount of land dedicated to the City as under the Original Plan, the proposal would not result in any new significant environmental effects or increase the severity of any previously identified effects. The EIR did not identify any secondary impacts associated with park construction, and the Park layout changes are unlikely to present any difference in the impacts resulting from construction.

FISCAL IMPACT
There is no fiscal impact to the General Fund for the current action, other than staff time budgeted in the Parks & Recreation Operating Budget for minor administrative tasks related to the operation of the neighborhood park as part of the City’s overall park system. The developer will construct the public park improvements, provide a park sign, and maintain the park for the life of the park, all to City standards and at no cost to the City.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and the Community Development Department.

RECOMMENDATION
Recommend that City Council approve the revised Schematic Design for the New Public Neighborhood Park located at 3905 Freedom Circle.

Prepared by: Gina Saporito, Staff Analyst
Approved by: Damon Sparacino, Director, Parks & Recreation Department

ATTACHMENTS

1. RTC #21-1020: Consideration of the Schematic Design for the New Public Neighborhood Park City of Santa Clara Printed on 10/16/2025Page 3 of 4
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25-982 Agenda Date: 10/20/2025
located at 3905 Freedom Circle (Greystar Development)

3. 3905 Freedom Circle Neighborhood Park Updated Schematic Design City of Santa Clara Printed on 10/16/2025Page 4 of 4
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3905 Freedom Circle Public Park Updated Schematic Design 1 of 2

PARK PROPERTY LINE
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PARK SUMMARY
1/2-ACRE TURFED

PLAY FIELD
24,079 sq ft
AREA

OPEN NATURAL TURF PLAY FIELD

CHILDREN'S PLAY APPARATUS AREA

LANDSCAPED & FURNISHED

PARK-LIKE QUIET AREA

FAMILY PICNIC AREA

GAME, FITNESS OR SPORT COURT AREA

DOG PARK
COMBINED AREA OF El.EMENTS
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RECOMM ENDED
21,780SF (1/2 ACRE)

SEE PLAYGROUND PLANS
32,670 SF (3/4 ACRE)
2ACRES

PROPOSED COMMENTS
24,079SF CONTIGUOUS & UNOBSTRUCTED
7,770SF
17,225SF 4 FURNISHED PARK-LIKE

QUIET AREAS
2,400SF
8,2S8SF BASKETBALL, VOLLEYBALL, BOCCE
3,705SF SMALL DOG AREA = 1,036 SF
LARGE DOG AREA= 2,669 SF
63,437SF

2.0 1 ACRES (87,72851=)
3905 Freedom Circle Public Park Updated Schematic Design 2 of 2
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1508 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Action to Authorize the Use of City Water Forces to Upgrade Three (3) Existing Water Services with Backflow Prevention Devices at 355 Reed Street

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
Charter Section 1310, titled Contracts on Public Works, states in part “that every contract involving an expenditure of more than one thousand dollars ($1,000.00) for the construction or improvement, (excluding maintenance and repair), of public buildings, works, streets, drains, sewers, utilities, parks and playgrounds shall be let to the lowest responsible bidder.” The section further states that “the City Council may declare and determine that, in its opinion, the work in question may be performed better or more economically by the City with its own employees, and after the adoption of a resolution to this effect by at least four affirmative votes, it may proceed to have said work done in the manner stated, without further observance of the provisions of this section.”

DISCUSSION
Staff believes that the work described below is best performed with City Forces based on the following factors: (1) the work is limited in size and scope; (2) Water Utility forces have in-house knowledge and training in operating and maintaining the water system that can be leveraged to more economically perform this work; and (3) bidding out the work and contracting with a private entity would not likely result in a lower overall cost or time savings. Therefore, staff recommends that the City Council declare and determine that City forces can better perform the installation of the following water facilities and approve the use of City forces for this purpose.

Location: 355 Reed Street
Type of Service: Provide installation services for new public water improvements.

Description of Work: Upgrade existing (3) - 1” water service with reduced pressure (RP) backflow prevention devices
Job Number: 592-1423-80300-7054-(i)31191
Cost Estimate $ 39,760.00

ENVIRONMENTAL REVIEW
The actions being considered are exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines sections 15302(c) (Class 2 - Replacement or Reconstruction) because they involve the replacement or reconstruction of existing utility systems and/or facilities involving negligible expansion of capacity, and 15303(d) (Class 3 - New Construction or Conversion of Small City of Santa Clara Printed on 10/31/2025Page 1 of 2
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25-1508 Agenda Date: 11/4/2025
Structures), because they involve the construction of new water utility extensions.

FISCAL IMPACT
The funds to support the staff time for the work detailed in this report are included in the Fiscal Year 2025/26 Adopted Budget.

COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office beginning the Thursday evening before the Tuesday meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Determine that the proposed action is exempt from CEQA pursuant to Section 15302 (Class 2 - Replacement or Reconstruction) and Section 15303(d) (Class 3 - New Construction or Conversion of Small Structures) of Title 14 of the California Code of Regulations; and

2. Declare and determine in accordance with Section 1310 of the City Charter that the public works located at 355 Reed Street are better performed by the City with its own employees based on the information set forth in this Report to Council and authorize the performance of these public works consistent with this authorization.

Reviewed by: John Ramirez, Director, Water & Sewer Utilities Approved by: Jovan Grogan, City Manager
City of Santa Clara Printed on 10/31/2025Page 2 of 2
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-1066 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Action to Set January 27, 2026 for a Public Hearing to Consider Cancellation of two Mills Act Contracts

BACKGROUND
The Mills Act is an economic incentive program designed to encourage the restoration and preservation of qualified historic buildings by private property owners. Enacted in 1972, the legislation authorizes participating local governments to enter into contracts with owners of eligible historic properties. In exchange for property tax relief, owners agree to actively maintain and restore their properties.

The Planning Division of the Community Development Department administers the Mills Act program for the City of Santa Clara. As part of the program, the City conducts audits of Mills Act properties every five years to ensure compliance with approved ten-year restoration plans. The last audit was conducted in 2017; however, the scheduled 2022 audit was postponed to 2024 due to the COVID-19 pandemic.

During the audit, property owners are required to submit documentation demonstrating compliance with their restoration plans. Acceptable documentation includes receipts, invoices, photographs, and other records of eligible improvements and maintenance work.

At the conclusion of the 2024/2025 Mills Act Audit, two property owners failed to provide the required documentation or respond. As a result, contract termination proceedings are being initiated for both non-responsive properties.

DISCUSSION
Upon entering into a Mills Act Contract, property owners sign a Historic Property Preservation Agreement with the City, which is also recorded with the County. This agreement requires owners to furnish any information requested by the City to verify compliance and outlines both nonrenewal and termination procedures.

There are currently 132 Mills Act properties in the City of Santa Clara. As part of the 2024/2025 audit process, all property owners were contacted via mail and/or email and asked to submit self-reported documentation, such as invoices, photographs, and written descriptions of work completed.

Notifications were sent to both the property address and the owner’s mailing address, as verified through Santa Clara County assessment records, when different. Property owners were also offered the option to schedule an on-site inspection in lieu of submitting documentation.

For those who did not respond to the initial outreach, City staff made additional efforts, including City of Santa Clara Printed on 10/31/2025Page 1 of 3
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follow-up phone calls, certified mail, and attempted in-person delivery of notices by Code Enforcement staff. Despite these efforts, four property owners remained non-responsive or failed to submit any documentation.

The non-responsive properties are as follows:
· 1711 Main Street
· 906 Monroe Street / 1341 Homestead Road (currently bank-owned) In accordance with the Historic Property Preservation Agreements, the City may cancel these contracts following a duly noticed public hearing, as outlined in California Government Code Section 50284. This statute requires the City Council to first set a date to hold a public hearing for considering the contract terminations, and then provide the affected property owners with a chance to be heard.

Prior to the hearing, mailed notices must be sent to the affected owners, and a hearing notice must be published in the Santa Clara Weekly.

ENVIRONMENTAL REVIEW
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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There is no fiscal impact associated with this report. If the Mills Act contracts are cancelled, the City will notify the County of the properties that would no longer receive the associated property tax relief.

For the City of Santa Clara, the annual relief amounts for the two properties range from approximately $53 to $353 (2024/25 value) (Source: Santa Clara County Assessor’s Office).

COORDINATION
This report was coordinated with the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

Mailed notices were sent to the affected property owners in advance of this initial hearing to set the future contract termination hearing date. Additional mailed notices will be sent to the affected owners prior to the January 27, 2026 hearing, and a hearing notice will be published in the Santa Clara Weekly.

RECOMMENDATION
Set January 27, 2026 for a Public Hearing to consider termination of two Mills Act Contracts for the properties located at 1711 Main Street and 906 Monroe / 1341 Homestead Road for non-compliance City of Santa Clara Printed on 10/31/2025Page 2 of 3
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25-1066 Agenda Date: 11/4/2025
with Mills Act requirements.

Reviewed by: Afshan Hamid, Director, Community Development Department Approved by: Jovan Grogan, City Manager
City of Santa Clara Printed on 10/31/2025Page 3 of 3
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
25-785 Agenda Date: 11/4/2025

REPORT TO COUNCIL

SUBJECT
Action to Approve the FY 2025-26 California Library Literacy Services (CLLS) Adult and Family Literacy Grant Award for the Read Santa Clara Program and the Related Budget Amendment

BACKGROUND
The California State Library, California Library Literacy Services (CLLS) provides a package of annually funded grants for ongoing operations of Adult and Family Literacy Services. The Santa Clara City Library Department’s Read Santa Clara program qualifies for these grants.

In FY 2024-25, Read Santa Clara received $111,897 from CLLS for Adult and Family Literacy Services. This funding allowed the Library to achieve the following outcomes:
· Hold 64 family literacy events at the Library
· Train volunteer tutors, 61 of whom volunteered to serve 99 adult learners · 70% of adult learners meeting a literacy goal they had set.

For FY 2025-26, the award has been increased by $3,464, for a new total of $115,361.

At their October 6, 2025 meeting, the Board of Library Trustees recommended Council approval and appropriation of these grant funds to support the Read Santa Clara Adult and Family Literacy Services for FY 2025-26.

DISCUSSION
The total grant award amount of $115,361 for Fiscal Year 2025-26 includes two components: Adult Literacy Services and Family Literacy Services. This year’s awards are provided using the “block grant” model, allowing libraries more flexibility with how they allocate funds between programs. The “block grant” model allows funds to be transferred between Adult Literacy and Family Literacy services, so long as the minimum allocations are met. The grant award for Read Santa Clara requires that a minimum of 51% of the block grant award ($58,834), be allocated to Adult Literacy Services, and a minimum of 26% of the block grant award ($29,994) be allocated to Family Literacy Services.

The grant funds will be used to help offset costs for part-time as-needed positions and instructional resources including books, workbooks and supplies for the Adult and Family Literacy Services.

Literacy services will continue to be offered for adult learners and their families online and in-person.

In person services include 1:1 and small group tutoring including reading books together, school site visits and family literacy events. Virtual services over Zoom include 1:1 and small group tutoring in addition to specialized programs such as small groups that meet virtually to read newspapers together. In-person literacy services will be held at the Library and at family literacy outreach events in State preschool classes, as well as four school sites: Scott Lane, Montague, Briarwood and City of Santa Clara Printed on 10/31/2025Page 1 of 3
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25-785 Agenda Date: 11/4/2025
Hughes Elementary schools.

The City requires that all grant appropriations be approved by the City Council. Please note, the Board of Library Trustees at its October 6, 2025 meeting voted affirmatively to recommend that the Council take action accepting this grant award.

The CLLS grant requires that the grant awards be deposited in the City’s accounting system and expended by September 30, 2026. Staff will monitor and evaluate any unexpended funds against budget and expenses to ensure requirements are met.

ENVIRONMENTAL REVIEW
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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
These grant funds will help offset operational costs of Read Santa Clara’s Adult and Family Literacy Services. To budget the Adult and Family Literacy award of $115,361, staff recommends an increase to the Other Agencies Revenue estimate and the establishment of an Adult & Family Literacy Program FY 2025-26 grant appropriation in the Library Operating Grant Trust Fund, as follows:

Budget Amendment
FY 2025/2026
Library Operating Grant Trust Fund Current Increase/
(Decrease)
Revised
Revenue Other Agencies Revenue $64,709 $115,361 $180,070 Expenditures Adult & Family Literacy
Program 25-26
$0 $115,361 $115,361

COORDINATION
This report has been coordinated with the Finance department.

PUBLIC CONTACT
Public contact was made by posting the Board agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Accept the FY 2025/26 California Library Literacy Services (CLLS) Grant Award in the Amount of $115,361 for Read Santa Clara, the Library’s Adult and Family Literacy Program; and

2. Approve the FY 2025/26 budget amendment in the Library Operating Grant Trust Fund to recognize grant revenue in the amount of $115,361 and establish an Adult & Family Literacy City of Santa Clara Printed on 10/31/2025Page 2 of 3
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25-785 Agenda Date: 11/4/2025
Program 25-26 grant appropriation in the amount of $115,361 (five affirmative Council votes required to appropriate additional revenue).

Reviewed by: Patty Wong, City Librarian
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. FY 2025-26 CLLS Award Letter Read Santa Clara
City of Santa Clara Printed on 10/31/2025Page 3 of 3
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Oocusign Envelope ID: FC0C751A-41B1-4003-BE3F-3E7722DF51 F2 l 6 September 2025
Patty Wong
Santa Clara City Library
2635 Homestead Road
Santa Clara, CA 95051
Dear Patty Wong,
We are pleased to provide funds to support your California Library Literacy Services program and the important work that you, your staff, and your volunteers do in your community.

Your total award amount for the 2025-2026 fiscal year beginning July l, 2025, is:
• Adult Literacy and Family Literacy Services: $1 15,361 • Total Award: $115,361
CLLS programs with Family Literacy Services will receive one award total, referred to as a "block grant ," for the 2025-2026 project period . Your library is responsible for allocating award funds between Adult Literacy Services and Family Literacy Services to respond to community needs and for adhering to the following requirements:
• At least 51 percent of the block grant award must be allocated to Adult Literacy Services.
• At least 26 percent of the block grant award must be allocated to Family Literacy Services.
• Programs who requested a fixed award for Family Literacy Services may adjust their request by+/- 25 percent. Contact your state team for support.

The block grant model does not apply to English as a Second Language Services funds for the 2025-2026 project period.

Your award will be claimed in two stages. The claim form included in this award packet will allow you to request the first 90% of your total award:
• Total Initial Award Amount: $103,825
Information about claiming the rest of your award is included in the payment schedule at the end of your award packet.

You must encumber your funds by June 30, 2026. You must fully expend funds by September 30, 2026, or by the final report due date, in accordance with your approved budget on file with the State Library. Encumbered funds are those that have been deposited in the Library- Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
[email protected] .gov
www.library .ca.gov
Docusign Envelope ID: FC0C751 A-41 B1-40D3-BE3F-3E 7722DF51 F2 grantee 's accounting system and for which a budget has been prov ided to and approved by the State Library.

Review the California Library Literac y Services Allow a ble and Unallowa ble Expenses guidelines to ensure projec t expend itures are consistent with the California Library Literacy Services allowable expenses. If you have questions about expenses or expending award funds , contact Allyson Jeffredo at [email protected] .

We strongly encourage your program staff to develop and maintain community partners to strengthen your program , attend regular regional library literacy network meetings, participate in your local Adult Education Consortium/a, and participate in library literacy training opportu nities offered by the regional networks and the State Library to meet the California Library Literacy Services Mission, Values, and Program Essentials. Additiona l California Library Literacy Services resources can be found on the California Library Literacy Services webs ite.

The payment process begins when we receive your completed and signed claim form , certification form, and State Funded Grants Award Agr eement and Certificate of Compl iance included in this packet . All forms should be completed and signed through Docusign to be processed for payment.

Our library literacy staff are available to assist you throughout the year. Contact your Program Consultant Julianna Robbins and your Grant Monitor Allyson Jeffredo at [email protected]. qov with any questions .

Thank you for your willingness to do so much for those in your community . Best wishes for a successful year .

Respectfully yours,
r~tlgned by:

J t~16 _
Greg Lucas
California State Librarian
Cc: Julianna Robbins , julianna .robbins@library .co.gov Allyson Jeffredo , [email protected] .qov
State Library Fiscal Office , [email protected]. gov Shanti Bhaskaran, sbhask ara n@santacla rac o .gov
Mila Rianto, mrionto@sontac laroca. gov
10/6/2025
Enc: Re: CLLS25-79: Claim form, certification form, and State Funded Grants Award Agreement and Certificate of Compliance
Library- Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916- 323-9759
csl-adm@libra ry .ca .gov
www .library .ca.gov
Docusign Envelope ID: FC0C751 A-41 B1-40D3-BE3F-3E7722DF51 F2

THE BASICS - YOUR GRANT AWARD
The following provides all the basic information about your grant and managing your grant.

Award#: CLLS25-79
Library /Orqanization: Santa Clara City Library
Proiect Title: California Library Literacy Services
Award Amount : $115,361
Start Date : July l , 2025
End Date : September 30, 2026
NOTE: It can take six to eight weeks before grant funds are delivered. If you have not received your payment after eight weeks, contact your grant monitor.

GRANT AWARD INFORMATION
You can access your full grant award information and manage your grant through the grant management system, AmpliFund.

NOTE: You are required to submit a budget amendment for Q.ll budget changes regardless of amount. Amendments may be submitted throughout the year but no later than May 31 of the project period.

REPORTING
California Library Literacy Services participants are required to provide financial and narrative reports as outlined in the grant terms and conditions. The reporting schedule is detailed below:

Mid-Year Report Due January 31, 2026
Final Report Due September 30, 2026
Reports will be submitted through the AmpliFund grant management system. You can find support documents on the California State Library's Ma nage Your Current Grant page.

PAYMENTS
Libraries receive 90% of their total award amount upon receipt of the award letter .

Libraries receive the final l 0% payment of their total award after successful completion of the Californ ia Library Literacy Services Mid-Year Report form.

Library - Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
csl-adm@library .ca.gov
www .library.ca.gov
Docusign Envelope ID: FC0C751 A-41 B1-40D3-BE3F- 3E7722DF51 F2 NOTE: Libraries have 15 months to spend their California Library Literacy Services award funds, from July 1, 2025, in which the funds are awarded until September 30 of the following year or when the final report is due.

CONTACT
We want your project to be successful. Please work with your grant monitor and program consultant to implement your project:

Grant Monitor :

Monitor Phone Number:

Monitor Email Address:

Program Consultant:

Consultant Phone Number:

Consultant Email Address:

Library - Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
Allyson Jeffredo
916-603-6709
[email protected]
Julianna Robbins
916-603-6712
iulianna [email protected]
916-323-9759
csl-adm@library .ca.gov
www .library .ca.gov
Docusign Envelope ID: FC0C751 A-41 B1-40D3-BE3F-3E7722DF51 F2 grantee's accounting system and for which a budget has been provided to and approved by the State Library.

Review the California Library Literac y Services Allowable and Unallowable Expenses guidelines to ensure project expenditures are consistent with the California Library Literacy Services allowable expenses. If you have questions about expenses or expending award funds , contact Allyson Jeffredo at [email protected]. qov.

We strongly encourage your program staff to develop and maintain community partners to strengthen your program, attend regular regional library literacy network meetings , participate in your local Adult Education Consortium/a, and participate in library literacy training opportunities offered by the regional networks and the State Library to meet the California Library Literac y Services Mission, Values, and Progra m Essentials. Additional California Library Literacy Services resources can be found on the Ca lifornia Library Litera cy Services w ebsite.

The paym ent process begins when we receive your completed and signed claim form , certification form, and State Funded Grants Award Agreement and Certificate of Compliance included in this packet . All forms should be completed and signed through Docus ign to be processed for payment.

Thank you for your willingness to do so much for those in your community. Best wishes for a successful year .

Respectfully yours,
nSlgncdby :
~0~=1 6,..

Greg Lucas
California State Librarian
Cc: Julianna Robbins, iulia nno.robbin [email protected]. gov Allyson Jeffredo, ollyson.jeffre d o@librory .ca .gov
State Library Fiscal Office, stoteqran ts.fisca l@library .ca .qov Shanti Bhaskaran, sbhaskaro.n@santaclaraca .gov
Mila Rianto, mrionto@sontoc loroca .gov
10/6/2025
Enc: Re: CLLS25-79: Claim form, certification form, and State Funded Grants Award Agreement and Certificate of Compliance
Library - Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
csl-adm@library .ca .gov
www .library.ca .gov
Docusign Envelope ID: FC0C751A-4181-40O3-BE3F-3E7722DF51 F2 l 6 September 2025
Patty Wong
Santa Clara City Library
2635 Homestead Road
Santa Clara, CA 95051
Dear Patty Wong,
We are pleased to provide funds to support your California Library Literacy Services program and the important work that you, your staff, and your volunteers do in your community .

Your total award amount for the 2025-2026 fiscal year beginning July l, 2025, is:
• Adult Literacy and Family Literacy Services: $1 15,361 • Total Award: $115,361
CLLS programs with Family Literacy Services will receive one award total, referred to as a "block grant," for the 2025-2026 project period. Your library is responsible for allocating award funds between Adult Literacy Services and Family Literacy Services to respond to community needs and for adhering to the following requirements:
• At least 51 percent of the block grant award must be allocated to Adult Literacy Services.
• At least 26 percent of the block grant award must be allocated to Family Literacy Services.
• Programs who requested a fixed award for Family Literacy Services may adjust their request by+/- 25 percent. Contact your state team for support.

The block grant model does not apply to English as a Second Language Services funds for the 2025-2026 project period.

Your award will be claimed in two stages. The claim form included in this award pocket will allow you to request the first 90% of your total award:
• Total Initial Award Amount: $103,825
Information about claiming the rest of your award is included in the payment schedule at the end of your award packet.

You must encumber your funds by June 30, 2026. You must fully expend funds by September 30, 2026, or by the final report due date, in accordance with your approved budget on file with the State Library. Encumbered funds are those that have been deposited in the Library- Courts Building
P.O. Box 942837
Sacramento, CA 94237-0001
916-323-9759
csl-ad [email protected] .gov
www .library.ca.gov
Docusign Envelope ID: FC0C751 A-41 B1-40O3-BE3F-3E7722DF51 F2 Santa Clara City Library
California Library Literacy Services
2025-2026 CLLS25-79

Page 3 of 29 ends

City Council and Authorities ConcurrentNovember 4, 2025

City Council and Authorities Concurrent
November 4, 2025