CC 02-04-2025
APPROVED MINUTES
CUPERTINO CITY COUNCIL
Tuesday, February 4, 2025
At 6:45 p.m., Mayor Liang Chao called the Regular City Council Meeting to order and led the
Pledge of Allegiance in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue
and via teleconference.
ROLL CALL
Present: Mayor Liang Chao, Vice Mayor Kitty Moore, and Councilmembers J.R. Fruen, Sheila
Mohan, and R “Ray” Wang. Absent: None.
CLOSED SESSION REPORT
City Attorney Chris Jensen reported that there was nothing to report.
CEREMONIAL ITEMS
1. Subject: Recognition of STEM Winners from the City of Cupertino who participated in
the Santa Clara County 2024 Synopsys Championship Science Fair
Recommended Action: Recognize the STEM Winners from the City of Cupertino who
participated in the Santa Clara County 2024 Synopsys Championship Science Fair
Santa Clara Valley Science and Engineering Fair Association (SCVSEFA) Board Member
Forrest Williams received the certificates and made comments.
Mayor Chao recognized the STEM Winners from the City of Cupertino who participated
in the Santa Clara County 2024 Synopsys Championship Science Fair.
2. Subject: Recognition of February as Black History Month
Recommended Action: Recognize February as Black History Month
Myshelle Farmer-Vieira, Senior Director with Prometheus Real Estate Group and
Cupertino Chamber of Commerce Board Member, with the made comments.
February 4, 2025 City Council Minutes
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Mayor Chao recognized February as Black History Month.
POSTPONEMENTS AND ORDERS OF THE DAY
MOTION: Chao moved and Wang seconded to:
1. Continue Item 5 Tyler New World Enterprise Resource Planning (ERP) replacement
to the Wednesday, February 19, 2025 City Council Meeting with an enhanced staff
report and answers to councilmember questions; and
2. Reorder the agenda to hear Item 10 for design-build contract to Syserco energy
solution after the Consent Calendar.
The motion carried with the following vote: Ayes: Chao, Moore, Fruen, Mohan, and
Wang. Noes: None. Abstain: None. Absent: None.
ORAL COMMUNICATIONS
Written communications for this item included emails forwarded by Councilmembers.
The following members of the public spoke:
Ranjan Desai discussed the Mary Avenue Villas project.
Duleep Dillai discussed the Mary Avenue Villas project.
San R discussed the Council process of adding agenda items and agenda item requests by
members of the public.
Rhoda Fry discussed the written communication and press release policies, proposed Mary
Avenue Villas project, environmental impacts for a proposed Linda Vista development.
CONSENT CALENDAR (Items 3-7)
Mayor Chao opened the public comment period and the following people spoke.
Peggy Griffin (Item 6)
Mayor Chao closed the public comment period.
MOTION: Moore moved and Wang seconded to approve the items on the Consent Calendar
except as indicated. The motion carried with the following vote: Ayes: Chao, Moore, Fruen,
Mohan, and Wang. Noes: None. Abstain: None. Absent: None.
February 4, 2025 City Council Minutes
Page 3
As noted under Postponements and Orders of the Day, item 5 was continued to the February
19, 2025 City Council meeting.
3. Subject: Approval of December 12, 2024 City Council minutes
Recommended Action: Approve the December 12, 2024 City Council minutes
4. Subject: Approval of January 22, 2025 City Council minutes
Recommended Action: Approve the January 22, 2025 City Council minutes
5. Subject: Tyler New World Enterprise Resource Planning (ERP) replacement
Recommended Action: Adopt Resolution No. 25-007 approving Budget Modification
No. 2425-380 increasing appropriations in the amount of $3,744,526 in the General Fund
Applications Budget unit (100-32-308 750-237) for the Tyler New World Enterprise
Resource Planning (ERP) replacement
Written communications for this item included two supplemental reports with staff
responses to councilmember questions, Attachment B - RFP Needs Assessment, and
emails to the Council.
This item was continued to the February 19, 2025 City Council meeting.
6. Subject: City Bridge Preventive Maintenance Project grant acceptance and budget
adjustment.
Recommended Action: 1. Adopt Resolution No. 25-008 accepting $1,893,195 in Federal
grants from the Federal Highway Administration's Bridge Preventative Maintenance
Program for the City Bridge Preventive Maintenance Repairs Project.
2. Adopt Resolution No. 25-009 approving budget modification #2425-373 approving an
increase of Federal grant revenue estimates of $1,893,195 and an appropriation of
$1,176,105 in the Transportation Fund (270-90-960).
Written communications for this item included a supplemental report with staff
responses to councilmember questions and emails to the Council.
7. Subject: Approval of a Final Map and the Subdivision Improvement Agreement for the
6-Unit Domme Enclave Development Project (Tract No. 10608; Applicant
AlphaMcClellan, LLC; Location: 20860 McClellan Road; APN: 359-20-030).
Recommended Action: Adopt Resolution No. 25-010:
1) Approving the final map consisting of Tract No. 10608.
2) Accepting the street dedication and public easements and abandoning redundant
communication easement as shown on the map.
3) Authorizing the City Engineer to execute and record the Subdivision Improvement
February 4, 2025 City Council Minutes
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ITEMS REMOVED FROM THE CONSENT CALENDAR
10. Subject: Award of a design-build contract to Syserco Energy Solutions for $4,339,881
and award a project management and construction management agreement to 4Leaf,
Inc. for $225,000 for the Photovoltaic Systems Design and Installation Capital
Improvement Programs Project.
Recommended Action: 1. Award a design-build contract for the Photovoltaic Systems
Design and Installation Project (budget unit 420-99-274) in the amount of $3,939,881
with Syserco Energy Solutions, Inc., as the Design-Build Entity.
2. Authorize the City Manager to execute the design-build contract with Syserco
Energy Solutions, Inc. with substantially similar terms as those in the draft contract in
Attachment A, when all conditions have been met.
3. Authorize the Director of Public Works to execute any necessary change orders up to
a contingency amount of $400,000 (approximately 10%) for a total contract amount of
$4,339,881.
4. Authorize the City Manager to execute a professional services agreement with 4Leaf,
Inc. for project and construction management services, for a total not-to-exceed contract
amount of $225,000.
Written communications for this item included a staff presentation, a desk item with
staff responses to councilmember questions, and emails to Council.
As noted under Postponements and Orders of the Day, this item was reordered to be
heard after the Consent Calendar.
Capital Improvement Programs Manager Susan Michael gave a presentation.
Councilmembers asked questions and made comments.
Mayor Chao opened the public comment period and the following people spoke.
Nori
Jean Bedord
Alisa Rauch
San R
Rhoda Fry
Mayor Chao closed the public comment period.
MOTION: Chao moved to approve the staff recommendation with the modification to
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remove Quinlan Center/Memorial Park from the project to reduce the total project cost
by $2,493,000. There was no second and the motion was not considered.
MOTION: Moore moved and Fruen seconded to:
1. Award a design-build contract for the Photovoltaic Systems Design and
Installation Project (budget unit 420-99-274) in the amount of $3,939,881 with
Syserco Energy Solutions, Inc., as the Design-Build Entity.
2. Authorize the City Manager to execute the design-build contract with Syserco
Energy Solutions, Inc. with substantially similar terms as those in the draft
contract in Attachment A, when all conditions have been met.
3. Authorize the Director of Public Works to execute any necessary change orders up
to a contingency amount of $400,000 (approximately 10%) for a total contract
amount of $4,339,881.
4. Authorize the City Manager to execute a professional services agreement with
4Leaf, Inc. for project and construction management services, for a total not-to-
exceed contract amount of $225,000.
The motion carried with the following vote: Ayes: Moore, Fruen, and Mohan. Noes:
Chao and Wang. Abstain: None. Absent: None.
PUBLIC HEARINGS – None
ACTION CALENDAR
8. Subject: Future agenda items requested by City Councilmembers (“TBD List”)
(Continued from the January 22, 2025 City Council meeting)
Recommended Action: 1. Review the TBD list and adopt the staff recommendations
for items 5-11
2. Provide direction for items 1-4 and 12-15.
Written communications for this item included emails to the Council.
Deputy City Manager Tina Kapoor reviewed the staff report.
Mayor Chao opened the public comment period and the following people spoke.
Peggy Griffin
Jean Bedord
San R
Mayor Chao closed the public comment period.
MOTION: Chao moved and Wang seconded to agendize the following items as soon as
February 4, 2025 City Council Minutes
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appropriate:
1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal
Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list.
2. An action item to re-enact the Economic Development Committee and Legislative
Action Committee.
3. An action item to restore the Audit Committee responsibilities to restore previous
responsibility.
4. An action item to expand the responsibility for the Planning Commission to add
small cell issues and transportation issues, such as traffic demand management
(TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename
it the Planning and Transportation Commission).
a. Reactivate the Environmental Review Committee.
5. A study session to consider potential budget reductions, staffing levels, unneeded
contracts, and to reconsider some service level reductions and permit fee
increases for residents.
(Council did not vote on this motion)
FRIENDLY AMENDMENT: Moore made a friendly amendment to modify the motion
as underlined below. (Chao and Wang accepted the friendly amendment).
AMENDED MOTION: Agendize the following items as soon as appropriate:
1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal
Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list (TBD List
Nos. 1-4 combined)
2. An action item to re-enact the Economic Development Committee and the
Legislative Action Committee with the original Muni Code, before they were
removed in early 2023.
3. An action item to restore the Audit Committee responsibilities to restore previous
responsibility.
4. An action item to expand the Responsibility for the Planning Commission to add
small cell issues and transportation issues, such as traffic demand management
(TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename it
the Planning and Transportation Commission).
5. A budget balancing study session to consider potential budget reduction, such as
staffing levels, unneeded contracts, and to reconsider some service level
reductions and permit fee increase for residents.
6. A study session on Environment Review Committee.
(Council did not vote on this motion)
FRIENDLY AMENDMENT: Wang made a friendly amendment to modify the motion to
add language regarding reducing fees for residents and increasing fees for non-
residents. (Chao accepted the friendly amendment).
February 4, 2025 City Council Minutes
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SECOND AMENDED MOTION: Agendize the following items as soon as appropriate:
1. An action item to add the City Hall Renovation and City Hall Annex to the Fiscal
Year (FY) 2025-26 Capital Improvement Programs (CIP) projects list (TBD List
Items 1-4 combined)
2. An action item to re-enact the Economic Development Committee and the
Legislative Action Committee with the original Muni Code, before they were
removed in early 2023.
3. An action item to restore the Audit Committee responsibilities to restore previous
responsibility.
4. An action item to expand the Responsibility for the Planning Commission to add
small cell issues and transportation issues, such as traffic demand management
(TDM), intersection reconfiguration, lane reduction, etc. (and perhaps to rename it
the Planning and Transportation Commission).
5. A budget balancing study session to consider potential budget reduction, such as
staffing levels, unneeded contracts and to reconsider some service level reductions
and permit fee increase for residents.
a. Such as reducing fees for residents and increasing fees for non-residents
6. A study session on Environment Review Committee.
The second amended motion carried with the following vote: Ayes: Chao, Moore, and
Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None.
MOTION: Chao moved and Wang seconded to approve the following:
• TBD list Item 6 - consider regulations on sound amplification devices in parks - add
this item to an agenda:
Amend CMC Section 13.04.120 Use of Park Property “No person in the park
shall do any of the following:… 1. Use any system for amplifying sounds,
whether for speech or music or otherwise, unless an exclusive use permit is
first secured,” as…
“No person in a park shall do any of the following:… 1. Use any system for
amplifying sounds, whether for speech or music or otherwise, in an
unreasonable loud manner, unless an exclusive use permit is for secured,”
where the definition of “unreasonably loud manner” means “the volume of
sound in the use or operation of any sound application equipment if such
sound can be heard by a person from fifty (50) or more feet from the source of
the amplification” (as defined in Oakland Muni Code)
• TBD list Item 11 - review the architecture standards for 5G towers – keep on TBD
until it is added to the FY 2025-27 City Work Program.
• TBD list Item 5 policy to provide access to documents made available for closed
session - keep on TBD until the item is added to the Council Procedures Manual.
• Accept the staff recommendation for TBD Items 12-15.
(Council did not vote on this motion)
February 4, 2025 City Council Minutes
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FRIENDLY AMENDMENT: Wang made a friendly amendment to agendize TBD list
Item 16 for Guidelines and Procedures regarding Proclamations and Certificates. (Chao
accepted the friendly amendment).
FRIENDLY AMENDMENT: Moore made a friendly amendment to hold a study session
on sound amplification in parks (Chao and Wang accepted the friendly amendment).
AMENDED MOTION: Chao moved and Wang seconded to approve the following:
• TBD list Item 6 - consider regulations on sound amplification devices in parks - add
this item to an agenda:
Amend CMC Section 13.04.120 Use of Park Property “No person in the park shall
do any of the following:… 1. Use any system for amplifying sounds, whether for
speech or music or otherwise, unless an exclusive use permit is first secured,”
as…
“No person in a park shall do any of the following:… 1. Use any system for
amplifying sounds, whether for speech or music or otherwise, in an
unreasonable loud manner, unless an exclusive use permit is for secured,”
where the definition of “unreasonably loud manner” means “the volume of
sound in the use or operation of any sound application equipment if such sound
can be heard by a person from fifty (50) or more feet from the source of the
amplification” (as defined in Oakland Muni Code)
• TBD list Item 11 - review the architecture standards for 5G towers – keep on TBD until
it is added to the FY 2025-27 City Work Program.
• TBD list Item 5 - policy to provide access to documents made available for closed
session - keep on TBD until the item is added to the Council Procedures Manual.
• TBD list Item 16 - Guidelines and Procedures regarding Proclamations and
Certificates – agendize this item as appropriate.
• Accept the staff recommendation for TBD list Items 12-15.
The amended motion carried with the following vote: Ayes: Chao, Moore, Mohan, and
Wang. Noes: Fruen. Abstain: None. Absent: None.
TBD list Summary:
1. Report to Council a cost comparison of leasing vs. buying office property in
Cupertino… Add as an action item
2. Draft a policy regarding disclosure to the public of remodeling costs of buildings the
Council is considering purchase of… Add as an action item
3. Action Item/Study Session with information/proposal on the need for an interim city
hall… Add as an action item
4. Discuss and give direction on the "wisdom of purchase" versus leasing of any property
as an interim city hall… Add as an action item
5. Consider a policy to provide access to documents made available for closed sessions
ahead of time with proper security measures - Keep on TBD list until added to Council
February 4, 2025 City Council Minutes
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Procedures Manual
6. Consider regulations on sound amplification devices in parks - Keep on TBD list to
agendize as a study session
7. Review the City Work Program Process - Accept staff recommendation to remove item
8. Review the Cupertino City Council Procedures Manual - Keep on TBD list to agendize
this discussion
9. Review the current list of future agenda items requested by Councilmembers (“TBD
List”) - Accept staff recommendation to remove item.
10. Consider changing regular City Council meetings to Wednesdays - Accept staff
recommendation to remove item
11. Review the architectural standards for 5G towers - Keep on TBD list to agendize this
discussion
12. Reactivate the Legislative Review Committee – Add as an action item
13. Reactivate the Economic Development Committee - Add as an action item
14. Restore the previous responsibilities of the Audit Committee - Add as an action item
15. For transportation projects and added lane reductions to fall under the jurisdiction of
the Planning Commission - Add as an action item
16. Guidelines and Procedures regarding Proclamations and Certificates - Keep on TBD
list to agendize this discussion
At 8:42 p.m., Mayor Mohan recessed the meeting. The meeting was reconvened at 8:53 pm.
with all Councilmembers present.
9. Subject: Award a construction contract to Golden Bay Construction in the amount of
$1,569,798, approve a first amendment to the design services contract with Pakpour
Consulting Group to increase the contract by $96,620 for a total not-to-exceed contract
amount of $310,483 and approve a budget modification in the amount of $1,500,000 for
the Stevens Creek Boulevard Class IV Bike Lane Project
Recommended Action: 1. Award a construction contract for the Stevens Creek
Boulevard Class IV Bike Lane Phase 2A Project (budget unit 420-99-036, project number
2022-15) in the amount of $1,569,798 to Golden Bay Construction, Inc.;
2. Authorize the City Manager to execute the construction contract with Golden Bay
Construction, Inc. when all conditions have been met;
3. Authorize the Director of Public Works to execute any necessary construction change
orders up to a construction contingency amount of $156,980 (10%) for a total contract
amount of $1,726,778;
4. Authorize the City Manager to amend the Design Services Contract with Pakpour
Consulting Group to increase the amount by $96,620 for a total not-to-exceed contract
amount of $310,483 for the 2022-11 Stevens Creek Boulevard Class IV Bike Lane Phase
2B Design Project; and
5. Adopt Resolution No. 25-004 approving budget modification #2425-377, approving
February 4, 2025 City Council Minutes
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an increase of grant revenue estimates of $1,500,000 and a transfer out of $693,000. This
includes an increase of $807,000 in Federal grant funds and a transfer of $693,000 in SB1
Grant Funds from the Transportation Fund (270-85-821) into the Capital Improvement
Program Capital Project Fund (420-99-036)
Written communications for this item included a staff presentation, a supplemental
report and desk item with staff responses to councilmember questions, Attachment F -
OBAG2 Application – Competitive, Attachment G – Final Class IV Design – SCB, and
emails to the Council.
Senior Civil Engineer Jason Wong gave a presentation.
Councilmembers asked questions and made comments.
Mayor Chao opened the public comment period and the following people spoke.
Peggy Griffin
Planning Commissioner Seema Lindskog (representing self)
San R
Mayor Chao closed the public comment period.
MOTION: Chao moved and Wang seconded to:
Refer the project to engage all road users to consider design options that
− Provide sufficient safety for bicyclists, pedestrians and drivers, while considering
various cost options;
− Conduct community meetings for intersection changes;
− Assess impact for all road users; bicyclists, pedestrians and drivers;
− Present project to the Bike Ped Commission and Planning Commission to
consider design options and make recommendations to the Council;
− Present design options at a future council meeting for approval with cost options.
Council did not vote on this motion.
SUBSTITUTE MOTION: Fruen moved and Mohan seconded to accept staff
recommendation to:
1. Award a construction contract for the Stevens Creek Boulevard Class IV Bike Lane
Phase 2A Project (budget unit 420-99-036, project number 2022-15) in the amount of
$1,569,798 to Golden Bay Construction, Inc.;
2. Authorize the City Manager to execute the construction contract with Golden Bay
Construction, Inc. when all conditions have been met;
3. Authorize the Director of Public Works to execute any necessary construction change
February 4, 2025 City Council Minutes
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orders up to a construction contingency amount of $156,980 (10%) for a total contract
amount of $1,726,778;
4. Authorize the City Manager to amend the Design Services Contract with Pakpour
Consulting Group to increase the amount by $96,620 for a total not-to-exceed
contract amount of $310,483 for the 2022-11 Stevens Creek Boulevard Class IV Bike
Lane Phase 2B Design Project; and
5. Adopt Resolution No. 25-004 approving budget modification #2425-377, approving
an increase of grant revenue estimates of $1,500,000 and a transfer out of $693,000.
This includes an increase of $807,000 in Federal grant funds and a transfer of
$693,000 in SB1 Grant Funds from the Transportation Fund (270-85-821) into the
Capital Improvement Program Capital Project Fund (420-99-036).
The substitute motion carried with the following vote: Ayes: Moore, Fruen, and Mohan.
Noes: Chao and Wang. Abstain: None. Absent: None.
STUDY SESSION
11. Subject: Study Session for the use of Committed Future Use Reserve one-time funds
(Continued from the January 22, 2025 City Council meeting)
Recommended Action: Provide staff direction on the future allocation of how the City
should allocate one-time funds from the future use reserve
Written communications for this item included a staff presentation and a supplemental
report with staff responses to councilmember questions.
Director of Community Development Kristina Alfaro gave a presentation.
Mayor Chao opened the public comment period and the following people spoke.
Peggy Griffin
Mayor Chao closed the public comment period.
Councilmembers asked questions and made comments.
MOTION: Chao moved and Wang seconded to approve a budget of $140,000 for the
2025 4th of July fireworks and to form a Council Subcommittee comprised of
Councilmember Ray Wang and Vice Mayor Kitty Moore to bring back details for
Council approval. The motion carried with the following vote: Ayes: Chao, Moore, and
Wang. Noes: Fruen and Mohan. Abstain: None. Absent: None.
MOTION: Chao and Wang moved to continue the meeting to hear agenda item 12. The motion
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Page 12
carried with the following vote: Ayes: Chao, Moore, and Wang. Noes: Fruen and Mohan.
Abstain: None. Absent: None.
12. Subject: Study session on revisions to the Cupertino City Council Procedures Manual
Recommended Action: Consider revisions to the Cupertino City Council Procedures
Manual
Written communications for this item included a staff presentation, Mayor Chao’s
Revision to Council Procedures Manual, dated 2/4/25 (Revised at 5:44pm), and emails to
the Council.
Mayor Chao opened the public comment period and the following people spoke.
Peggy Griffin
Rhoda Fry
Mayor Chao closed the public comment period.
Councilmembers asked questions and made comments.
MOTION: Chao moved and Wang seconded to approve all of the changes proposed by
Chao (in “Revision to Council Procedures Manual, dated 2/4/25 (Revised at 5:44pm).”
except L14: 8.4.2 Removing Item from Consent Calendar. Items may be removed from
the consent calendar only by a member of the City Council. Any member of the City
Council who would like to remove any item from the consent calendar shall notify the
City Manager and the City Clerk no later than 12:00 p.m. on the day of the City Council
meeting. Items may be removed from the consent calendar by a member of the public or
a member of the City Council. To facilitate an efficient meeting, advance notice to the
City Manager and the City Clerk by 12:00 p.m. on the day of the City Council meeting
or earlier is appreciated.
FRIENDLY AMENDMENT: Wang made a friendly amendment to review L14 at a later
date. (Chao accepted the friendly amendment).
Chao’s Revisions:
5.4 Responses to Public.
It will be the responsibility of the City Manager to ensure a response is provided to
public correspondence for informational requests addressed to the Council. Staff
shall respond to all requests for services as appropriate, and the City Manager shall
keep Council informed of the City response.[LC1]
6.6 Councilmember Access to Information.
….it more appropriately be assigned to staff through the collective direction of the
City Council, based on the guidelines set forth in Cupertino Municipal Code section
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2.17.043. The City Manager shall place requests that impose a significant workload
on staff on the Council agenda for review by the full Council, along with a
statement from that Councilmember as to why the information is needed.
L1. 2.1 Selection of Mayor and Vice Mayor.
The Mayor and Vice Mayor shall be selected annually at a special meeting on the
second Thursday of December. The Mayor and Vice Mayor shall not serve
consecutive terms; provided, however, this provision shall not prevent the Vice
Mayor from succeeding to the office of Mayor.
4.4 Appointment.
Commission and Committee applicants will be interviewed by the Council …
Immediate family members residing in the same household as a Councilmember are
not eligible for appointment to any commission or committee. Former
Councilmembers are not eligible for appointment to any commission or committee
within four years of having served on the City Council.
L2. 4.5 Removal.
The City Clerk shall remove notify the Council and make recommendation for
potential removal of commission members for failure to comply with attendance
policies adopted in the Commissioner's Handbook.
L3. 5.3 Regional Bodies.
...If a Councilmember is unable to attend, they should notify their alternate as far in
advance of the meeting as possible so as to allow the alternate to attend. To ensure
continuity of the City’s representation, the alternate should receive all
correspondence from the regional bodies that is also sent to the primary.
L4. 5.6 Council Training.
Any member of the City Council and City commissions or
advisory committees formed by the City Council shall receive ethics and anti-
harassment training required by state law and the Brown Act and Rosenberg’s Rule
of Order training.
L5. 6.2 Council/Manager Form of Government.
Under the Council/Manager form of government, the City Council sets policy
direction as the direct representatives of the community. To enable the City Council
to make informed decisions while weighing community input, the City Manager
provides staff recommendations and presents options, along with their associated
pros and cons.
L6. 6.3 Council-Manager Relations.
…and no individual Councilmember shall give any instructions to the City Manager.
In the event that any suggestion or comment from an individual Councilmember
might be perceived as an instruction by the City Manager or any staff, the City
Manager/staff should assume positive intent and treat it as a suggestion or
comment. [LC1]
L7. 6.6 Councilmember Access to Information.
February 4, 2025 City Council Minutes
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…No Councilmember shall circumvent the City Manager' s direction regarding a
request for information by seeking information through a Public Records Act request.
A Councilmember may file a request for information by seeking information through
a Public Records Act request as any member of the public.
L8. 7.1 Future Agenda Items.
…Any item may be removed for the future agenda items list by a majority vote of the
City Council. At the requestor’s discretion, the agenda request may also include
additional information explaining the rationale for or timing of the agenda item.
Under the “Future Agenda Item” section of each regular Council meeting, a
document listing all current future agenda requests shall be provided.
L9. 7.3 Agenda Item Descriptions.
Each agenda item shall include a brief general description of the matter to be
discussed (approximately 20 words in length), including any action that may be
taken under the California Environmental Quality Act, and should generally include
the recommendation of the City Manager.
If the item includes any budget request or modification, the amount should be
specified for transparency when possible. The brief description should be
comprehensible by a common resident. For example,
• an amendment to the Municipal Code should include a description of the
amendment, rather than only the Code Section to be amended;
• an item related to a development project should include not only the street
address, but the common name of the project when applicable;
• The second reading of an ordinance should have the same agenda title as the first
reading.
L10. 7.4 Staff Reports.
Staff reports should include the following sections:
1. Subject
2. Recommended Action
3. Background
4. Reasons for Recommendation and Available Options
5. Sustainability Impact
6. Fiscal Impact
7. California Environmental Quality Act
The “Background” section should include the date, at least the month and the year,
previous meetings were held and decisions were made on the item so that the public
can easily look the meetings up for reference. When applicable, maps and charts
should be provided in the staff report for easy reference.
L11. 7.7 Written Communication.
All written communications on an agenda item sent after the meeting agenda is
posted shall be included in the “Written Communications” document of the council
meeting. Any written communications on items not on the agenda shall be included
February 4, 2025 City Council Minutes
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in the “Written Communications” document if the sender indicates the desire to be
included.
Written communication will be posted by 5pm before the 6:45pm Council meeting
and updated and posted the next day with any additional comments received.
L12. 8.1 Meeting Schedule.
…At Prior to the second regular meeting in January, the City Council will approve
the schedule of meetings for the calendar year, which in addition to the regular
meeting schedule may include the cancellation of regular meetings and the addition
of special meetings and study sessions….
8.1.1 When a regular council meeting is moved to Wednesday, the agenda shall be
published the prior Wednesday and the meeting shall start at 6:45pm and include
all items as a regular council meeting.
L13A. / L13B. 8.3 Order of Business.
The order of agenda items for regular Council meetings is as follows:…
13. Oral Communications (continued)
14. Councilmember Reports
15. Information Memos
15. 16. Future Agenda Items
Oral communications shall be limited to 30 minutes. …
Councilmember Reports should focus on include Council committee assignments
and may include other matters serving the constituents, in addition to, ceremonial
appearances.[L13A]
The information memos, as described in Section 11, include additional documents
requested by councilmembers for past or future agenda items, [L13] In the absence of
an objection made by a majority of Councilmembers present and voting, the Mayor
may modify the order of business to facilitate the fair and efficient conduct of Council
meetings.
L15. 8.5 Public Comment.
An opportunity for public comment shall be provided … If a speaker representing
five or moretwo up to five members of the public in attendance and wishing to
comment on the item but electing not to speak, the speaker may have the combined
time of two minutes per member, up to 10 minutes, to address the Council.
Consolidation of time among speakers is not otherwise allowed. If a large number of
speakers wish to address Council on an item,...
L16. 8.8.3 Council Questions and Deliberations.
Councilmembers may obtain the floor by seeking recognition from the Mayor.
Following presentations to Council on an agenda item. Councilmembers are
encouraged to yield any unused speaking time to colleagues who have already used
their allotted time. Councilmembers shall each be given five minutes to ask questions
of any presenter. The Mayor may allow additional time for questions where
appropriate. time for questions where appropriate. …
February 4, 2025 City Council Minutes
Page 16
L17. 8.8.3 Council Questions and Deliberations. ….
A member who has been recognized shall limit their time to five minutes, but may
reserve any portion of their time for further questions or deliberations, as applicable,
by advising the Mayor before yielding the floor. The Mayor may allow additional
time for deliberations where appropriate. This rule shall displace any conflicting rule
in the City's adopted rules of procedure. To encourage meaningful discussion and
exchange of ideas.
L18. 9. Closed Sessions
9.1 A closed session may be held at any regular or special meeting for any purpose
authorized by the Brown Act….
9.2 Any documents referenced or presented during closed sessions shall be shared
with councilmembers upon request, and shared in the same manner as other closed
session materials for confidentiality.
L18. 11. Information Memos
11.1 Information Memos by Staff. Two Councilmembers may request an information
memo to be provided on any issue pertain to the City business. The City Manager
shall place requests that impose a significant workload on staff on the Council
agenda for review by the full Council, along with a statement from that
Councilmember as to why the information is needed.
L19. 11.3 Information Memos by Councilmembers.
Individual Councilmembers may prepare information memos for inclusion in their
Council Activity Reports. Through these memos, Councilmembers can share any
information they have received—whether from staff or other sources —with their
fellow Councilmembers and the public, thereby enhancing transparency and
accountability in City operations. The memos shall not include information which is
protected by law from disclosure.
The amended motion carried with the following vote: Ayes: Chao, Moore, Mohan, and
Wang. Noes: Fruen. Abstain: None. Absent: None.
ADJOURNMENT
At 11:25 p.m., Mayor Chao adjourned the Regular City Council Meeting. There was no Council
discussion on the remaining agenda items.
CITY MANAGER REPORT
The Council did not hear this item.
ORAL COMMUNICATIONS - CONTINUED – None
COUNCILMEMBER REPORTS
February 4, 2025 City Council Minutes
Page 17
13. Subject: Councilmember Reports
Councilmembers reported on their various committees and events as provided in the
published agenda.
FUTURE AGENDA ITEMS
The Council did not hear this item.
Minutes prepared by:
Kirsten Squarcia, City Clerk