AGENDA PACKET
Town of Atherton
City Council
MAY 17, 2023
REGULAR MEETING
6:00 PM
Council Chambers
80 Fair Oaks Lane
Atherton, CA 94027
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Email: [email protected]
This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action.
REGULAR MEETING
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL – Holland, DeGolia, Lewis, Vice Mayor HawkinsManuelian, Mayor Widmer
PRESENTATIONS
MENTAL HEALTH AWARENESS MONTH 2023
PUBLIC COMMENTS – Public Comments can be emailed directly to [email protected]
This portion of the meeting is reserved for persons wishing to address the Council on any matter not on the Agenda that is within the subject matter jurisdiction of the City Council. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. Speakers’ time is limited to three minutes. Additionally, the public may address the Council on any subject listed on the Consent and Regular Agenda.
DEPARTMENTAL WRITTEN REPORTS
Discussion: The Departmental Reports include written reports from the Town’s various Departments.
Staff is present to answer any questions the Council may have on the multiple topics noted in the written reports. The Council may ask questions and discuss any of the various items.
Link to Departmental Monthly Reports
Meeting Agenda Packet – May 17, 2023
DISCLOSURE OF EX PARTE COMMUNICATIONS - City Council Members should disclose any communications they have had on the agenda items at this time.
This portion of the meeting is reserved for persons wishing to address the Council on any matter not on the Agenda that is within the subject matter jurisdiction of the City Council. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. Speakers’ time is limited to three minutes. Additionally, the public may address the Council on any subject listed on the Consent and Regular Agenda.
DEPARTMENTAL WRITTEN REPORTS
Discussion: The Departmental Reports include written reports from the Town’s various Departments.
Staff is present to answer any questions the Council may have on the multiple topics noted in the written reports. The Council may ask questions and discuss any of the various items.
Link to Departmental Monthly Reports
REPORT OUT OF CLOSED SESSION
CONSENT AGENDA (Items 1 – 6)
1. APPROVAL OF MINUTES
Report: ANTHONY SUBER, CITY CLERK
Recommendation: Approve minutes for April 19 and May 3, 2023.
Description: This is a routine item for approval of the minutes from prior Council meetings.
2. APPROVAL OF BILLS AND CLAIMS FOR APRIL 2023 IN THE AMOUNT OF $1,563,462
Report: ROBERT BARRON III, FINANCE DIRECTOR
Recommendation: Approve the bills and claims for April 2023 in the amount of $1,563,462 Description: This is a routine item to review the bills and claims from April 2023
3. AUTHORIZE A MEMORANDUM OF UNDERSTANDING WITH COUNTY OF SAN MATEO TO JOIN A MULTIJURISDICTIONAL SAFETY ELEMENT PROJECT WITH THE MUNICIPALITIES OF ATHERTON, BELMONT, BURLINGAME, EAST PALO ALTO, HALF MOON BAY, SAN BRUNO, BRISBANE, AND PACIFICA AND SAN MATEO COUNTY AS AGENCY PARTICIPANTS AND AUTHORIZE THE CITY MANAGER TO APPROPRIATE $105,169 OF FUNDING FOR THE PROJECT Report: SUNG H. KWON, TOWN PLANNER
Recommendation: It is recommended that the City Council authorize the Memorandum of Understanding (MOU) between Town of Atherton and San Mateo County for participation in a MultiJurisdictional Safety Element Project from June 15, 2023 to June 15, 2026; direct the City Attorney to prepare and authorize the City manager to execute the MOU and issue payments per MOU.
Description: This request involves an Memorandum of Understanding (MOU) and payments per MOU for the MultiJurisdictional Safety Element.
4. RECEIVE AND FILE THE 2023 CITY COUNCIL GOALS WORKSHOP REPORT Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council receive and file the 2023 City Council Goals Workshop Report.
Description: This item involves a receive and file of the 2023 Goals Workshop Report held by the Council on April 20, 2023.
5. ADOPTION OF RESOLUTION SETTING CITY COUNCIL MEETING START TIMES Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council Adopt the attached Resolution setting the starttimeforCityCouncilmeetingsto6pm
Meeting Agenda Packet – May 17, 2023
4. RECEIVE AND FILE THE 2023 CITY COUNCIL GOALS WORKSHOP REPORT Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council receive and file the 2023 City Council Goals Workshop Report.
Description: This item involves a receive and file of the 2023 Goals Workshop Report held by the Council on April 20, 2023.
5. ADOPTION OF RESOLUTION SETTING CITY COUNCIL MEETING START TIMES Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council Adopt the attached Resolution setting the start time for City Council meetings to 6 pm.
Description: This item involves the adoption of a Resolution to set the start time of regular meetings to 6 pm.
6. 2nd READING AND ADOPTION OF AN ORDINANCE AMENDING ATHERTON MUNICIPAL CODE CHAPTER 8.16 TO BAN GAS POWERED LEAF BLOWERS Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council accept for 2nd Reading and Adoption, an Ordinance amending Atherton Municipal Code Chapter 8.16 to Ban Gas Powered Leaf Blowers.
Description: This item involves approval of an Ordinance to ban the use of gaspowered leaf blowers beginning July 1, 2024.
PUBLIC HEARING (Items 7 – 7)
7. WAIVE FIRST READING AND INTRODUCE BY TITLE ONLY, AN ORDINANCE REPLACING ATHERTON MUNICIPAL CODE CHAPTER 2.04 RELATED TO MEETING LOCATIONS FOR THE CITY COUNCIL
Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council waive the first reading and introduce by title only, an Ordinance replacing Chapter 2.04 of the Atherton Municipal Code with an updated Chapter reflecting the new meeting location.
Description: This item involves the introduction of an Ordinance for 1 Reading to update the City Council’s meeting location
REGULAR AGENDA (Items 8 – 9)
8. Consideration of Criteria for Housing Opportunity Site Selection.
Report: GEORGE RODERICKS, CITY MANAGER
Recommendation: It is recommended that the Council review the revised Site Selection Criteria and, if appropriate, adopt as the criteria to be used by the City Council when considering opportunity sites for inclusion in the 20232031 6th Cycle Housing Element.
Description: This item involves consideration of Housing Element Opportunity Site selection criteria.
9. RECEIVE SUMMARY OF THE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT’S (HCD) RESPONSE TO THE TOWN OF ATHERTON’S 20232031 HOUSING ELEMENT AND A REPORT ON NEXT STEPS TO RECEIVE
CERTIFICATION
Report: Recommendation: It is recommended that the City Council receive a summary of HCD’s comment letter on the Housing Element and a report on next steps to certify the Housing Element.
st
Meeting Agenda Packet – May 17, 2023
and, if appropriate, adopt as the criteria to be used by the City Council when considering opportunity sites for inclusion in the 20232031 6th Cycle Housing Element.
Description: This item involves consideration of Housing Element Opportunity Site selection criteria.
9. RECEIVE SUMMARY OF THE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT’S (HCD) RESPONSE TO THE TOWN OF ATHERTON’S 20232031 HOUSING ELEMENT AND A REPORT ON NEXT STEPS TO RECEIVE
CERTIFICATION
Report: Recommendation: It is recommended that the City Council receive a summary of HCD’s comment letter on the Housing Element and a report on next steps to certify the Housing Element.
Description: Summary of response to HCD Letter and next steps.
CEQA: This item is statutorily exempt from CEQA under Section 15262, Feasibility and Planning Studies.
COUNCIL REPORTS/COMMENTS
FUTURE AGENDA ITEMS
ADJOURN
PLEASE NOTE THE FOLLOWING INFORMATION:
If you challenge a Town zoning, planning, or any other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the Town at, or prior to, the public hearing. Judicial review of any Town administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period.
Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection by 5:00 p.m. the Friday before each regularly scheduled meeting.
Pursuant to the Americans with Disabilities Act, if you need special assistance in this meeting, please contact the City Clerk’s Office at (650) 7520500. Notification of 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. (29 CRF
35.104 ADA Title II)
AB 2449 & AB 361:
AB 2449 reiterated standard Brown Act teleconference rules, recodifies the rules set out in AB 361 for times of declared emergency, and also provides for relaxed teleconferencing rules when a member of the legislative body needs to attend remotely for an emergency, or other reasons supported by “just cause.”
Teleconference Rules Available Jan. 1, 2023
A legislative body may hold a “hybrid” (partial teleconference, partial inperson) meeting without having tocomplywithcertainproceduralrequirements(postagendasatteleconferencelocationsidentify Meeting Agenda Packet – May 17, 2023
AB 2449 & AB 361:
AB 2449 reiterated standard Brown Act teleconference rules, recodifies the rules set out in AB 361 for times of declared emergency, and also provides for relaxed teleconferencing rules when a member of the legislative body needs to attend remotely for an emergency, or other reasons supported by “just cause.”
Teleconference Rules Available Jan. 1, 2023
A legislative body may hold a “hybrid” (partial teleconference, partial inperson) meeting without having to comply with certain procedural requirements (post agendas at teleconference locations, identify teleconference locations in the agenda, make all teleconference locations open to the public) in the following limited circumstances:
One or more members of the legislative body (but less than a quorum) have “just cause” for not attending the meeting in person (childcare or family caregiving need, contagious illness, physical or mental disability need, or travel while on official public business); or One or more members of the legislative body (but less than a quorum) experience an “emergency circumstance” (a physical or family medical emergency that prevents inperson attendance).
The legislative body will continue to have the option to meet via teleconference by following traditional Brown Act rules of identifying, posting, and opening up their teleconference locations.
Meeting Agenda Packet – May 17, 2023
Mayor Widmer ● Vice Mayor Hawkins-Manuelian ● Councilmember DeGolia ● Councilmember Holland● Councilmember Lewis May Mental Health Awareness Month
May 2023
IN RECOGNITION OF MENTAL HEALTH MATTERS MONTH
This measure would recognize May 2023 as Mental Health Matters Month in the Town of Atherton to enhance public awareness of mental health and dispel the stigma surrounding it.
WHEREAS, Mental health challenges are one of the most common health conditions in California, affecting one out of six adults and impacting both the person experiencing mental health challenges and those persons who care and love the person facing the challenge; and
WHEREAS, One out of every twenty-four Californian’s with a serious mental illness have difficulty functioning in everyday life and if left untreated, have life expectancies 25 years shorter than the general population; and WHEREAS, Every day, millions of people face stigma related to mental health and may feel isolated and alone, going years before receiving any help; and WHEREAS, Recovery can and does happen, and all Californians should know that support and help is available regardless of any individual’s situation; and WHEREAS, Creating a community where everyone feels comfortable reaching out for the support they deserve is crucial to ending the stigma around mental health; and
WHEREAS, Access to support and ending the stigma is of paramount importance; and
WHEREAS, The Town of Atherton wishes to enhance public awareness of mental health now;
NOW, THEREFORE as Mayor of the Town of Atherton, and on behalf of the Atherton Town Council, hereby recognizes May 2023 as Mental Health Matters Month to enhance public awareness of mental health to help end the stigma.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the Town of Atherton to be affixed this 17th day of May, 2023. _______________________________
Bill Widmer
Mayor
M
A
Y | 2023
5 MONTHLY REPORTS
DEPARTMENT AND DIVISION
CONSTRUCTION TIME
LIMITS
36 ADU PERMITTING
SCHOOL INCIDENTS
Summary of properties
currently within the
Construction Time Limit
Penalty phase
Incidents at local schools
DEPARTMENTAL REPORTS
GENERAL ADMIN REPORT
Reports from Ad Hoc Subcommittees, General Administration and the City Manager's Office
Reports from the City Clerk's Office, Human Resources,
Information Technology, and Sustainability.
Reports from the Finance Department, Key Budget Updates, and Financial Advisories
Reports from the Public Works Department, service requests, capital project updates, and Town field service reports A Division of Public Works, reports on Park maintenance and event activities as well as Park Committee updates
CITY CLERK'S REPORT
FINANCE REPORT
PUBLIC WORKS REPORT
PARKS DIVISION REPORT
80 FAIR OAKS LANE
ATHERTON, CA 94027
650-752-0504
[email protected]
WWW.CI.ATHERTON.CA.US
Reports from the Building and Planning Departments on
permit and construction activity throughout Town.
COMMUNITY SERVICES REPORT
Reports from the Police Department on crime activity, code enforcement, and traffic
POLICE DEPARTMENT REPORT
03 09
14 15
25 32
40 39 46
Goal A
Maintain Fiscal
Transparency
focus on a balanced
budget with adequate
reserves; while also
addressing the Town's
long-term liabilities.
City Council Goals
Each year the City Council meets to discuss Short- and Long-Term Goals for the Town. Each Council Report item includes a reference to the specific Goals that the activity supports. The Council established seven (7) Policy-Level Goal Areas for the Town - Goal Areas A through G.
Goal B
Preserve Small
Town Character &
Quality of Life
focus on the local
community priorities
and mitigate the
impacts of regional
growth.
Goal C
Manage
Circulation &
Improve Safety -
Investments in
Infrastructure
leadership to maintain
mobility and improve
accessibility & safety for
bicycles and pedestrians.
Goal D
Strengthen
Community
Engagement &
Transparency
pursue opportunities for
increased engagement
and outreach.
Goal E
Be ForwardThinking, WellManaged, & WellPlanned
be proactive, anticipate
future needs; increase
and maintain fiscal
transparency.
Goal F
Emergency
Preparedness - Be
Prepared
partner with key
stakeholders and
empower residents to
prepare for major
emergencies.
The City Manager’s Office is inclusive of the City Clerk’s Office but also focuses on Council Policies and Communications. This Report provides general communications to the Council as well as updates from the Council’s various Ad Hoc and Standing Committees.
Upcoming Holidays and Out of Office
• Vacation – I will be Out of the Office from June 23 through July 9 Summer Athertonian Newsletter Timeline for Articles
5/17 - Final approval and sign-off
5/19 - File delivered to printer
5/29 - Printer delivers to homes
Housing Element Update
The Town certified, adopted and submitted its Housing Element for the 2023-2031 Housing Cycle to the California Department of Housing and Community Development (HCD) for its review on January 31, 2023. Comments were received from HCD on April 4, 2023 - here is a link to the letter received from HCD. A Report will be provided to the City Council at their May 17 Regular Meeting with a review of HCD's feedback and recommendations for next steps. On May 17, the Council will also review for consideration the finalized Opportunity Site Criteria.
HCD's letter highlights many areas that will need to be addressed by the Town as the Town seeks to revise the Housing Element for resubmission. Among the topics in the letter were:
o requests for more analysis of the various programs and objectives from the 5th Cycle Housing Element;
o analysis related to concentrations of race and familial status geographically within the Town as well as analyzing the differences between the Town and surrounding region; o analysis related to local unique attributes that impact the Town's ability to provide fair housing;
o analysis related to extremely-low income households and an examination of their tenure (renters and owners);
o an evaluation of sites identified as developable and their capacity for development of low income housing;
o demonstrate zoning that accommodates housing for lower income households in sufficient number to meet the State mandate;
o list all identified SB 9 sites and demonstrate the likelihood of redevelopment, including a demonstration of interest from the property owners;
o reconcile ADU trends with HCD records;
o analyze and demonstrate realistic opportunities for multi-family zoning development; o identify actions to be taken to facilitate and encourage the development of a variety of housing types for all income levels, including multi-family rental housing, factory built housing, mobile homes, etc.
Over the next several 6-8 months, the Town will be working to address the issues raised and ensure that the Town's Housing Element is comprehensive enough to meet the State's requirements. The Town has initiated the required California Environmental Quality Act (CEQA) review process for the Housing Element and soon will begin steps toward development of the policy objectives set forth in the Housing Element. These include development of Objective Design Standards, Updates to the Town's Accessory Dwelling Unit (ADU) Ordinance, creation of an Inclusionary Zoning Ordinance and Development Fee, and updates to the Town's Land Use and Zoning to ensure consistency with the Housing Element Policies and Objectives. All of these efforts will involve a public process via community workshops, Public Hearings, and review by the Planning Commission prior to submission to the City Council for consideration. This work will be concurrent with the Town's CEQA review and review of revisions to the Housing Element for the next submittal to the State. To stay abreast of these meetings and issues, please be sure to sign up for the Town's News Flashes and Public Notices and watch the Agendas and Minutes page for meeting information.
On May 3, the City Council hosted a Joint public meeting with the Planning Commission to begin discussions around revisions to the Town's ADU Ordinance. This meeting was a continuation of the Planning Commission's Public Engagement meeting hosted in January where there were numerous public comments and suggestions received. These comments and suggestions were incorporated into a Report to the City Council and Planning Commission at the May 3 meeting.
At the May 3 meeting, there were numerous public in attendance that provided additional feedback as the Council and Commission moved through some of the ADU material. However, the meeting did not provide sufficient time to move through all of the materials and provide sufficient feedback to staff so the Council continued the meeting to May 10 at 4 pm. Staff polled the members to ensure that there would be a quorum on May 10 to host the meeting. Staff also asked that the members of the Council and Commission individually provide staff with policy questions that would assist staff in framing the discussion on May 10 so that the group could move through the material and provide policy feedback.
On May 10, the City Council hosted the continued public meeting with the Planning Commission.
At the meeting, staff moved through a series of 43 policy questions (linked HERE). Staff also provided the Council and Commission links to relevant sections of California Law - Government Code Section 65852.2 ADUs and Section 65852.22 Junior ADU Efficiency Kitchens. Once staff is able to process the meeting video, it will be available online HERE. The Council and Commission moved efficiently through the 43 policy questions. Key areas of feedback included:
o Limitations on ADU Size (the State maximum is 1,200 square feet) o Consideration of Deed Restrictions (for 2+ acre parcels with a 2nd ADU) o Development of objective standards, to include higher fence heights and ingress/egress preferences
o Streamlining the permit process as well as fee reductions
o Eliminating or reducing some requirements for tree protection and/or removal o Using State definitions for kitchens (less restrictive) but providing examples of kitchen expectations
o Parking requirements (State limits)
o Height requirements (State limits)
The next stop for the draft ADU Ordinance is for staff to consolidate the feedback, craft an ordinance(s) to incorporate the feedback and then return the entire discussion back to the Planning Commission for further public input and direction. Following those public meeting(s), the Commission is expected to recommend consideration of the changes to the City Council who will then conduct a series of further public meetings for input before taking action on any ordinance.
Once the Ordinance is formally introduced for its 1st Reading at a Public Hearing, it then must go to a 2nd Meeting for 2nd Reading and Adoption and then would be effective 30-days later. This entire public process of 4-5+ public meetings is anticipated to conclude sometime in mid-Fall. The ADU Ordinance is one component of a host of other requirements, ordinances, policies, and housing element items that will be making their way through the public engagement process over the next 6-8 months through open and noticed public meetings.
For more than two years, the stakeholders, community, and Town officials have been engaged in a planning and public engagement process for the 6th Cycle Housing Element. That process will continue for the better part of 2023 as we seek to develop a Housing Element that meets the Town's assigned RHNA of 348 new housing units across all income levels over an 8-year period. To that end, I encourage you to subscribe to Town notifications and regularly check the Town's Agendas/Minutes website to review Council and Commission Agenda packet materials. While there will also be a few specific public engagement workshops over the next 6-8 months, many of the Regular Meetings and Special Meetings of the Council and Commission will include some facet of housing discussion.
The City Council meets regularly on the 1st Wednesday of each month at 4 pm for a Study Session and on the 3rd Wednesday of each month at 6 pm for a Regular Meeting. The Planning Commission meets regularly on the 4th Wednesday of each month at 6 pm.
To stay engaged on Town topics and issues, sign up for the Town's E-News here. Comments may be sent to [email protected].
Website Resources:
o Housing Webpage
o Accessory Dwelling Units
o Housing Resources
o Housing Element Update
Videos from Council Meetings are available here.
Toad Dedication and Party Announcement - June 15, 3:30 pm The Friends of Atherton Community Library would like to invite you, your family, and friends to come celebrate the newest addition to our Atherton library community, our bronze Toad Sculpture, commissioned by the Friends to celebrate our new library facilities by welcoming readers of all ages into the wonderful world of exploration through literature.
Our brief sculpture dedication will be followed by an amazing Toad Party which will include the following fun activities for all ages:
• Slime Zoo
• Toad Craft Project
• Toad Sensory Bin
• 3D Toad printing in Makerspace
• Toad book giveaway
• Storytime
• Lots of fun games
So come prepared to get slimy, be silly, hop like a toad, and have some fun! We look forward to seeing you there!
News & Events from League of CA Cities, ABAG, CalCities Advocates, & other Regional Bodies
The next ABAG General Assembly will be on Friday, June 16, from 10 a.m. to 3 p.m. at the Bay Area Metro Center, 375 Beale Street, San Francisco. The business meeting, scheduled from 10:00 a.m. to 11:30 a.m., requires a quorum of General Assembly members to review and approve the ABAG Budget and Work Program for the coming year. Councilmember Lewis is the designated voting primary and Vice Mayor Hawkins is the designated alternate.
Legislative Consultant Report
Now that the fiscal deadline for bills to be heard in policy committees has passed, we can now officially confirm that AB 1630 (E.Garcia) will be a two-year bill—meaning that it will not advance this year. This is good news for the Town as there were some fairly large concerns about what the bill aimed to do. In our communications with the Author's office, he does not intend on finding another vehicle to advance this specific piece of legislation in 2023. That said, if the author does want to try and move forward with this bill next year, he would need to advance it out of Assembly Housing, Assembly Local Government, Assembly Appropriations and off of the Assembly Floor—all before the end of January. All this to say, while it is technically possible, it is highly unlikely that this will happen. Alternatively, he could choose to reintroduce a new piece of legislation next year.
With respect to SB 4 the Town was listed in opposition in the Senate Governance and Finance Committee Analysis. The bill advanced out of Senate Gov&Fi over the strong objection of the California Building and Constructions Trade Council. They contend that the Labor provisions are inconsistent with federal law. While this argument has been used (unsuccessfully) in the past by the Building Trades, it is gaining more traction as they have incredible influence with Democrats in the Legislature. The bill is currently in the Senate Appropriations Committee. We will keep you posted on its progress.
Atherton Police Activity League Annual Scholarship Awards This year the Atherton PD PAL awarded six $5,000 college scholarships to students at MA High School, Sacred Heart School, and Menlo School. Attached is an example of the award letter and certificate. These scholarships and other PAL activities are fully funded by donations made by our very generous residents.
To date, APD PAL has awarded over $350,000 in college scholarships for our local students.
Park Closure Hours
The Park is Closed from Dusk to Dawn and the Police Department routinely respond to activity in the Park at night. It is recommended that the Town consider placing a chain (no locks) with a reflector-sign indicating "Park Closed Dusk to Dawn" at both the entry and the exit. There is concern that the park can become unsafe after dark, especially in areas that are not well-lit.
In addition, closing the park after dark can help reduce noise levels and improve the quality of life for those who live nearby. The Chief advised that he has had to call in a park patrol to have officers respond to the Park after hours for reckless driving in the park, drinking in the park, drug use in the park, verbal domestic altercations in the park, amplified music, etc.
If we placed a chain at the entry and exit, the PD would be tasked with closing and opening the Park. The PD receives a schedule of after-hours events each month which are put into RIMS as a scheduled incident. For these, the Park would remain open until the conclusion of the event.
Please give me your thoughts on this before I move forward with direction. 2023 Animal Services Audit Report
The San Mateo County Controller’s Office conducted an Audit of the Peninsula Humane Society & SPCA. Linked HERE is the attached Animal Care and Control Services Contract Compliance audit report and cover memo.
The purpose of the audit was to assess the service provider's, Peninsula Humane Society & SPCA (PHS), compliance with the terms of the contract between it and the County. Based on this audit, there are no findings and recommendations. The contractor, PHS, met all key contract requirements and is effectively providing its services to the County and Cities.
Arrest of Burglary Suspect
The PD arrested a burglary suspect who is believed to have been targeting homes in the Atherton area during the Spring of 2022. The suspect, Matias Dominguez-Lombard, was taken into custody after a thorough investigation by APD detectives and was identified by using DNA technology and analysis. Dominguez-Lombard is believed to be a member of the South American Gangs who have been responsible for several burglaries in Atherton and in other parts of California.
In April 2022, a burglary occurred on Alta Vista Drive. During the investigation, detectives found entry made into the home through window glass smashes and discovered blood smudges in the master bedroom area. DNA samples were collected at the scene and sent to the crime lab. This burglary resulted in a total property loss of over $60,000 worth of jewelry, designer luggage, and purses.
In June 2022, a DNA CODIS hit matched on a male subject Dominguez-Lombard who was previously arrested by Newport Beach PD for a burglary in November 2021 (CODIS is an acronym for the FBI’s Combined DNA Index System, which is a computer software program that operates local, state, and national databases of DNA profiles from convicted offenders, unsolved crime scene evidence, and missing persons).
In August 2022, additional CODIS hits matched Dominguez-Lombard for two cases from LAPD involving burglaries in May and June of 2022.
On April 22, 2023, Inglewood California Police arrested Dominguez-Lombard for domestic violence charges and advised us he was in their custody. On April 29, Atherton Officers extradited him back to Atherton and booked him into the San Mateo County Jail on charges of burglary.
AD HOC AND STANDING SUBCOMMITTEE UPDATES
Renovation of the Historic Train Station Ad Hoc Subcommittee (DeGolia/HawkinsManuelian) Selvavision was selected as the vendor for the video work. The Train Station Subcommittee will work with staff and the vendor for creation of the Town and Train Station history videos.
Refuse Services Standing Subcommittee (Widmer/DeGolia)
No Updates. A meeting will be scheduled for this Subcommittee during the month of May.
Pickleball Survey Review Ad Hoc Subcommittee (Widmer/Holland) The survey will close at the end of May. Link to Pickleball Survey @ Holbrook-Palmer Park 100-Year Celebration Subcommittee (Lewis/DeGolia)
No Updates.
The City Clerk’s Division is a part of the City Manager’s Office and consists of the City Clerk, a Reception/Postal Clerk, and a Management Analyst I/II. These core personnel provide the support for the Town’s City Clerk, Human Resources, Sustainability, Risk Management, Information Technology, Event Management, and Town Reception/Postal services. The Town utilizes the services and assistance of various consultants in the performance of the Department’s responsibilities.
HR Systems & Activities
The Town has 43 full-time authorized positions. Of that total, 21 are sworn public safety. There are 9 police department staff that are non-sworn. The remaining 12 are local miscellaneous. There are two (2) vacancies with active recruitment (Associate Engineer and Junior Accountant). Staff are evaluating revisions to the Associate Engineer job description and functions to increase the candidate pool.
The Town is currently at 95 % staffing with the listed vacancies. However, there are an additional four (4) staff on some form of leave making actual staff capacity at 84%.
The Employee Recognition Lunch is scheduled for May 23, 2023, at 11:00 AM – 1:00 PM in the Council Chambers.
IT Systems & Activities
The Town’s IT Contractor is presently recruiting a full-time replacement. IT support is onsite 2 days per week with remote support the remaining days.
The Town’s IT Systems are operating within acceptable limits. Current IT priorities include:
• Staff have continued to perform for the Police Department including systems, equipment, and vehicles.
• Website Analytics:
o May 4 – May 10 : 2,778 Users
o Last 7 Days Total Page Views: 6,264
§ Civic Alerts = 530
§ Agenda & Minutes = 146
§ Building Department = 153
§ Holbrook-Palmer = 186
§ Police Department = 138
o Sessions by device: 63% Desktop / 36% Mobile / 1% Tablet
City Clerk Monthly Report
May 19, 2023
Sustainability Activities
The next Environmental Programs Committee (EPC) meeting is May 18,2023 at 1:00 PM. There are two vacancies on the EPC and residents interested in becoming members can contact Rachael Londer, [email protected] directly to learn more.
The current sustainability projects and activities are:
1. Environmental Programs Committee
a. The Love Our Earth Festival was
on April 22, 2023, from 11:00 am –
4:00 pm at Menlo Atherton High
School. The Love Our Earth festival
featured Acterra’s food marketplace
including live vegan cooking demos
on induction cooktops, a Goodwill
donation drive, a clean vehicle
showcase with over 40 models of
electric vehicles brought by local
dealerships, 80 exhibitors and
vendors, live music, family
activities including three story times
and two live lizard shows, a speaker
series offered in American Sign
Language, English, and Spanish, a movie screening of Motherload, live music from renowned Bay Area musicians Cook ‘N Fenny and Deborah Levoy, t-shirt screen printing, and youth led activities for teens. There were an estimated 1,300 attendees based on Eventbrite registration. The event was supported by over 50 volunteers from the National Charity League, local high schools, Tesla, and other community organizations. b. 91% of those who responded to the post-festival survey rated it as Excellent or Very Good. The remaining 9% rated the festival as Good. The organizing team made up of the Town of Atherton, City of East Palo Alto, City of Palo Alto, City of Menlo Park, 350 Silicon Valley, Acterra, and Menlo Spark will debrief the event and a final report will be shared prior to any planning for 2024 Earth Day.
2. Climate Action Plan Update:
a. What will the Town look like in 2045? The updated Climate Action Plan creates a vision for a carbon-neutral, zero-waste community and includes actions that both the Town and its residents can take to get us there. This 2023 update to the Climate Action builds on the efforts of the 2016 Climate Action Plan, acknowledging successful efforts and identifying areas for accelerated action to meet the State’s bold goals. b. Next steps include presenting the draft Climate Action Plan at the City Council’s June 21 City Council meeting. This presentation will be followed by a round of community engagement before a final plan is brought for Council to adopt in Fall.
City Clerk Monthly Report
May 19, 2023
3. Waste Reduction:
a. The Town submitted reports to CalRecycle for the City/County Payment Program for Beverage Container Recycling and the Compost Broker Program. With funding from these programs, the Town was able to purchase recycling collection containers for City Hall and the San Mateo County Resource Conservation District was able to purchase and apply 14.53 tons of compost on coastside farmlands. These programs are providing funding to help us meet state requirements for recycling and composting.
4. Transportation
a. May is Bike Month and the Town has been sharing information about Silicon Valley Bike Coalition’s series of events and their pledge to bike on May 18, 19, and 20. More information about bike month activities can be found here:
https://bikesiliconvalley.org/events/bikemonth#:~:text=May%20is%20Bike%20Month%2C%20and,a%20random%20drawing %20for%20giveaways. Additionally, the Atherton library has organized two events to celebrate: https://smcl.org/blogs/post/bike-to-your-library-weekend-2023/. b. An RFP will be released this Summer for EV chargers at Holbrook Palmer Park to be installed in parking lots at the entrance and at Jennings Pavilion.
Emergency Management Activities
• Staff has been working closely with CalOES and FEMA to submit the Town’s Request for Public Assistance to FEMA for costs incurred during the storms that occurred between December 27, 2022 to January 31, 2023. The Town’s site visit to assess damages will be on June 30, 2023.
• There were two regional meetings in April including the Applicants’ Briefing for FEMA Public Assistance, the San Mateo County Evacuation Manager’s Meeting hosted by the County’s Department of Emergency Management and the Community Organizations Active in Disaster (COAD) hosted by the Red Cross. Staff attended to share updates on Atherton’s emergency response and to learn about available resources to support residents. The Town also entered the San Mateo County Operational Area Building Safety Inspection Program Mutual Aid Agreement to allow for an organized means of providing voluntary building inspection mutual aid to neighboring entities in the event of an emergency.
• Throughout April, staff supported A.D.A.P.T. in promoting the April 29 Peninsula Preparedness Day.
City Clerk Activities CURRENT and ON THE HORIZON
Staff is preparing the Summer 2023 Athertonian to arrive in mailboxes the first week of June. The Spring 2023 Athertonian can be viewed online here:
https://www.ci.atherton.ca.us/ArchiveCenter/ViewFile/Item/3848.
City Clerk Monthly Report
May 19, 2023
There are currently 4 active Public Records Act Requests to which staff are responding. There are currently 6 open General Liability Claims.
Committee and Commissions Recruitment:
The Town is currently recruiting for vacant seats on the following committees:
• Bicycle and Pedestrian – 1 vacancy
• Environmental Programs – 2 vacancies
• Transportation – 1 vacancy
• Rail – 1 vacancy
Public Information Stats
Residents, community members, and other public agencies have viewed and interacted with the Town from April 1 – April 30 as follows. Impressions refer to the number of reactions, views, comments, shares, and reposts of Town generated content.
Platform Number of followers Impressions or Accounts
Reached
Twitter 2 new followers, total of 584
followers
7,027 impressions
Instagram 25 new followers, total of 1,154
followers
730 accounts reached
Facebook 5 new followers, total of 531
followers
972 accounts reached
NextDoor 21 new members, total of 4,521
members and 2,212 households
claimed
742 impressions
Town website subscriber group:
Distribution List Subscribers
Atherton Online 1,403
News Flash 7,296
Alert Center 3,126
Calendar 859
Community Outreach Initiatives
Sounds of Summer
The Atherton Sounds of Summer Concerts Series is coming in June! This series has become a beloved tradition in our community, bringing together friends and families to enjoy live music and entertainment as we welcome summer. This year, the Town is working together with the Library
City Clerk Monthly Report
May 19, 2023
to bring residents music every Thursday throughout the month of June from 5 p.m. - 7:30 p.m. at the Atherton Town Center. Come on down and enjoy live music, a food truck, and family activities!
o June 1 - Jazz Night Featuring Five Ten Music
o June 8 - Cook'n Fenny Combo
o June 15 - Mercy and The Heartbeats
o June 23 and 30 - Premiere movie screening
Centennial 100 – Year Celebration
The Town of Atherton turns 100 on September 12, 2023. Staff are working with the 100 – Year Centennial Committee on two celebrations:
• September 12, 2023: Special Town Council meeting on September 12, 2023. Residents are invited to join the Town for a screening of a centennial video celebration and cake. • September 24, 2023: Centennial Celebration at Town Center with exhibits, food, family activities, and tree giveaway
Leading up to those celebrations, each week in the Atherton Online and on our website, we will feature icons, places, and historical moments that have made this Town the vibrant community that it is today. Check out the features here: https://www.ci.atherton.ca.us/665/100---YearCentennial-Celebration.
The Finance Department consists of a Finance Director, Accountant and Junior Accountant. These core personnel provide the bulk of the Town’s accounting and payroll support. The Department utilizes the services of outside auditors, property tax analysts, and investment advisors in support of their efforts.
Fiscal Year 2022/2023 Revenues and Expenditures
Year to Date
Months Complete – 10
% of Year Complete – 83%
Budget Revenue % Received
Park Program $ 232,800 $ 155,075 66.6%
Planning Permits $ 290,300 $ 257,356 88.3%
Business Licenses $ 278,000 $ 257,782 92.7%
Police $ 316,390 $ 104,056 32.8%
Sales Taxes $ 315,000 $ 214,178 67.9%
Miscellaneous $ 1,047,758 $ 1,081,065 103%
Public Works $ 836,700 $ 376,633 45.1%
Franchise Fees $ 1,011,000 $ 891,255 88.1%
Building Permits $ 1,919,000 $ 1,213,539 63.2%
Property Taxes $ 17,254,051 $ 14,889,932 86.2%
Total $ 23,500,999 $ 19,440,871 82.7%
Budget Expenditures % Received
City Council $ 61,513 $ 36,642 59.5%
Administration $ 1,312,087 $ 1,125,056 85.7%
City Attorney $ 310,000 $ 185,593 59.8%
Finance $ 897,696 $ 685,832 76.3%
Planning $ 762,071 $ 725,655 95.2%
Building $ 1,523,034 $ 886,933 58.2%
Interdepartmental $ 1,024,511 $ 772,043 75.3%
Police $ 9,526,866 $ 7,624,082 80.0%
Public Works $ 3,233,233 $ 1,677,918 51.8%
Total $ 18,651,011 $ 13,719,755 73.5%
The Public Works Department consists of a Public Works Director, Public Works Maintenance Manager (newly hired), Associate Engineer (Vacant), Town Arborist/Parks Manger and Office Specialist. These core personnel are supplemented by various contract service personnel and service vendors that operate on a Task Order basis. These include but are not limited to MCE, West Coast Arborists, Contract Sweeping Services, CalWest Lighting, Tony’s Clean Team, Interwest Group, Willdan Engineering, and BrightView Landscaping.
Field Public Works Services are provided under contract via MCE. MCE provides three (3) personnel to perform general Town maintenance support including, but not limited to, vegetation trimming for sight distance and sign clearance, Park restroom oversight, meeting setup/takedown support, sign replacement, minor asphalt/DG repairs, street marker replacements, basic maintenance for Townmaintained trees/plantings along roadways, Town event support, minor drainage projects and maintenance, basic building support services and minor roadway maintenance (pothole repairs).
MCE personnel generally work from 7 am to 4 pm, Monday through Friday; but, these same personnel provide emergency call-out services for after hours and on weekends. Landscape maintenance services at Holbrook-Palmer Park and at the Town Center/Library complex are provided by BrightView Landscaping (BrightView). BrightView is also responsible for emptying Town-owned garbage cans at the Park and Town Center.
Street Sweeping
Street Sweeping is a contract service via Contract Sweeping Services.
Month Curb Miles Weight (tons) Cubic Yards
July 60 12 4
August 60 12 3
September 66 4.4 2
October 60 4 2
November 80 4.4 2.2
December 80 6.2 4.2
January 80 12 6
February 32 6 6
March 42 12 16.8
April 42 6 12
May
June
Total 602 79 58.2
Services Requests
• Pothole and pavement repairs in various
locations including:
o Marsh Road
o Elena Avenue
o Stevenson Lane
• Removed downed trees remnants from
Middlefield Road
• Repaired streetlight on at Austin Avenue
and Selby Lane
• Repaired streetlight on at 99 Lupin Lane
• Initiated removal of the sandbag station
at Holbrook Palmer Park
• Assisted the Atherton Heritage
Association with the relocation of
historic documents from the Carriage
House to Historic Town Hall
• Preventive Maintenance for emergency
back-up lighting system Library and
Town Center
• Repaired lock at Library restroom
• Received and installed outdoor
trash/recycle receptacles and tables for
the Civic Center complex
• Cleaned algae from the gutters along
Mandarin Way
• Removed boards and debris from Flood
Circle median
• Trimmed vegetation at Lloyden Drive /
Fair Oaks Lane intersection
• Mounted pin-up board in PD Dispatch
• Repaired Urinal in Town Center
restroom.
• Mounted Atherton Town Seal in the
downstairs Administrative Conference
Room.
• Mounted Atherton Town Seal and
awards in the Administration Office.
• Supported tree planting for Arbor Day at
Holbrook-Palmer Park.
• Replaced the ejector pump for the
Playground Restrooms at HolbrookPalmer Park.
• Reset traffic signs on Fair Oaks Lane
• Installed new bike racks Town Center
front entrance
• Repaired tennis courts wind screens at
Holbrook-Palmer Park
General Maintenance and Special Services
• Weekly litter removal Along ECR, schools (Fridays 2 staff, 2 hours). • Remove Litter on Marsh Road, Middlefield Road & Alameda de las Pulgas. • Initiated weed removal on Middlefield Road.
• Weed removal on El Camino Real in progress.
• Park General Duties: Garbage Cans, Town wide & ECR litter, ECR landscape & Corp yard clean-up, vehicle/tool maintenance.
• Fire extinguishers (checked/re-charged), playground inspections, elevator inspections. • Park General daily duties – mowing, empty garbage/recycling, restroom oversight, fire extinguishers (checked/re-charged), playground inspections, elevator inspections, open/close buildings, meeting room set-ups/tear downs
Photographs of Work Performed
Marsh Road Pothole Repair
Before After
99 Stevenson Lane Road Repair
Before After
El Camino Real Weed Removal
Middlefield Road Weed Removal
Before After
Mandarin Way Gutter Cleaning
Before After
Lloyden Drive at Fair Oaks Lane Vegetation
Before After
New Bike Rack Installation at Town Center Front Entrance
See Click Fix
Public Works Maintenance
Budget versus Expenditures Thru April 2023
Short
Code
Accounting Code Description Budget Actual %
A01 101-53-52031-053 Streets $400,000 $193,612 48%
A02 101-57-52031-057 Parks (Grounds &
Facilities)
$325,000 $275,361 85%
A03 101-59-52031-059 Other Facilities $175,000 $81,145 46% A04 213-30-52031-000 Library $20,000 $2,749 14%
A05 101-58-52031-000 Tennis $10,000 $7,763 78%
E06 101-58-52030-058 Event Services $10,000 $1,941 19%
Total $940,000 $562,571 60%
$-
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
Streets Parks Other Fac Library Tennis Events
Public Works Budget to Expenditures
Budget Actual
Current Fiscal Year Capital Project Updates
Streets & Transportation
Capital Project Budget Current Status
Traffic Control Devices $15,000 Restriped school crosswalks at Laurel School (Lower), Las Lomitas Elementary, and MenloAtherton High School. Purchased additional signage. Installed chevron markers at
Isabella/Britton and warning signs on Barry
Lane
ADLP Traffic Safety
Improvement Project
$600,000 Received task order for project management
Solar Radar Indicators
Purchase
$15,000 Purchased Radar Indicators
Traffic Counts/Speed Surveys $25,000 Not started
Grant Funding Opportunities $25,000 Submitted OBAG3 Grant application for Adelante-Selby Safe Routes bikeway
improvements. (contingency funding list)
Submitted SMTA Bike Ped Grant application
for El Camino Real Complete Streets Gap
Closure - Grant agreement executed.
Refresh Class III Pavement
Markings
$100,000 Project design initiated.
Watkins Avenue Ped
Improvements/Middlefield to
McCormick
$100,000 Conceptual design completed and reviewed by
BPC.
Selby Lane Bicycle Lane
Improvements
$250,000 Submitted OBAG3 Grant application for
Adelante-Selby Safe Routes bikeway
improvements. (contingency funding list).
Project design initiated.
Fair Oaks Lane @ Lloyden
Improvements
$175,000 Conceptual design completed and reviewed by
BPC. Design proceeding.
Annual Road Maintenance
Program
$1,500,000 Pavement Management Program assessments
through MTC PTAP grant completed. Project
design initiated.
NTMP Projects $160,000 Installed median striping on Atherton Ave., Stockbridge Ave. Restriped high-visibility
crossings and shark-tooth limit lines at
Adelante-Selby School and Encinal
Elementary. Installed larger stop signs in
various locations. Purchased speed feedback
signs and temporary speed humps. Initiated
outreach regarding speed humps. Initiated
Middlefield Road signal timing analysis
through MTC PASS Grant. Installed new
speed limit signs in various locations. Installed
speed humps and speed feedback signs on
Glenwood Avenue.
Drainage
Capital Project Budget Current Status
Atherton Channel
Assessment/Relining
Upstream of ADLP
$400,000 Not started
Green Infrastructure
Implementation
$300,000 Cooperative project on Encina Avenue under
construction as part of Encina Avenue
Reconstruction project by County completed.
Lloyden Drive/Fair Oaks Lane stormwater
treatment included with Intersection
improvements. Project design initiated.
Evaluation of Intersections @
ECR
$150,000 Not started
Upper Atherton Channel
Monitoring
$10,000 Not started
Town Buildings, Park & Facilities
Capital Project Budget Current Status
ADA Improvement Program $10,000 Scope TBD
Town Center Project (Station) $300,000 Construction contract awarded.
Fencing Improvements Along
Watkins
$200,000 Conceptual design completed and reviewed by
BPC.
Parking Lot Repairs $350,000 Not started
General/Misc Repairs $100,000 Pathways, Playground Repair and Event Garden awarded.
Park Circulation Plan $1,050,000 Released for bid. Bids received May 9, 2023.
Total $5,985,000
The Town Arborist oversees general Park maintenance and activities. The Park has several contract service personnel and vendors that manage various activities at the Park.
Park Event Services are provided via contract by Catered Too. Catered Too manages all park event and rental services, to include rental of fields, buildings, and picnic areas. MCE provides facility support on a Task Order basis. BrightView Landscaping provides landscape maintenance services for the Park. Player Capital provides management and general maintenance of the six Tennis Courts.
There are three (3) structures available for event rental at the Park – the Carriage House, the Main House, and the Pavilion. Outdoor venues may also be rented and these include the Event Garden, Water Tower Green and North Meadow. Picnic areas in the Park may be reserved for small group day rental. Menlo Atherton Little League manages and maintains the Willie Mays Ball Field.
Facility Rentals for APRIL 2023 Catered Too manages Park Rentals Month North
Meadow
Children’s
Picnic
Area
Jennings
Pavilion
Main
House
Carriage
House
w/ NM
Field D Other
July 3 4 3 5 2 4 1
August 2 3 7 5 5 2 0
September 4 5 3 3 8 1 3
October 5 4 4 2 4 1 4
November 2 1 2 1 0 1 1
December 0 0 0 2 0 0 0
January 1 0 0 0 0 0 0
February 0 0 1 0 0 0 0
March 4 1 2 2 0 0 0
April 3 3 1 2 0 0 0
May
June
Total 24 21 23 22 19 9 9
Types of Rental Activity for April 2023
Catered Too manages Park Rentals
Month Social Gathering Wedding Soccer Other
July 11 3 4 4
August 22 0 2 0
September 25 0 0 2
October 20 0 0 4
November 5 2 0 1
December 2 0 0 0
January 1 0 0 0
February 1 0 0 0
March 6 0 0 3
April 8 0 0 1
May
June
Total 101 5 6 15
Revenue from Rental Activity for April 2023
Catered Too manages Park Rentals
Month Revenue Fees 10% Catering Fee Revenue to Town
July $11,825.45 $1,722.28 $13,547.73
August $25,477.80 $7,739.92 $33,217.72
September $59,144.35 $17,112.77 $76,257.12
October $21,774.75 $6,794.70 $28,569.45
November $7,577.00 $3,218.35 $10,795.35
December $2061.95 $56.00 $2,117.95
January $150.00 $0 $150
February $3000.00 $838.33 $3838.33
March $10,625.00 $1,475.30 $12,100.30
April $6950.00 $2121.09 $9071.09
May
June
Total $189,665.04
Tennis Court Usage
Player Capital (PC) manages court operations.
Month PC Court
Hours
# of
Students
Private
Lessons
Key Holder
Court
Hours
Public
Court
Hours
Clay
Court
Hours
July 303 107 161 102 113 6
August 315 104 132 116 107 9
September 233 95 92 76 93 11
October 277 117 147 101 0 15
November 292 125 162 101 0 6
December 255 134 154 112 0 25
January 185 109 117 76 0 6
February 289 135 176 101 0 10
March 390 163 257 215 0 5
April 465 194 315 240 0 12
May
June
General and Special Services for April 2023
• Pick up litter/trash
• Remove trash bags
• Blow/Pick Up Tree Leaves & Debris
• Inspect and Maintain Restrooms
• Inspect and Maintain Playgrounds
• Inspect and Maintain Main House Elevator
• Control undesirable weeds throughout property
• Cut back and remove tree brush and dead vegetation
• Apply seasonal fertilizers to turf and plants
• Inspect and maintain landscape irrigation
• Inspect and maintain landscape irrigation well and filter system • Monitor potable water usage daily
• Water non-established trees throughout the park (scheduled) • Blow tennis courts 2x per week, as required
For April:
• Spreading mulch
• Brightview is weeding daily.
• WCA removed and pruned trees throughout the park
• Brightview prepped arbor day holes, placed mulch and compost by holes. • Brightview helped at Arbor Day
• Fixed bathroom backup
• Replaced bathroom pump.
• Helped set up and break down E-waste event.
• Performed aeration of the HP lawn.
• Brightview removed black berry bushes.
• MCE responded to an afterhours call out for a sprinkler problem and shut the stuck valve off.
New and Future Planned Projects
• Convert Playground restrooms from well water to potable water • Repair header boards at Pavilion
• Fence Large Oak Tree
• Install decomposed granite pathway along Field D
• Fix playschool fence
• Repair playground
Photographs of Work Performed in April 2023
WCA Pruning Oaks trees behind Tennis Courts
Brightview preppped holes for Arbor day
The grass at HP park looks great
Submitted by:
Interwest Consulting Group
Community Services
Monthly Report
April 2023
Town of Atherton
Building Department
80 Fair Oaks Ln.
Atherton, California 94027
Phone: (650) 752-0560
Town of Atherton
Building Safety Inspections
Construction and Permit Summary
April 1, 2023 to April 30, 2023
Fiscal Year Fiscal Year
2022-23 2021-22
Total Construction Valuation1: $23,793,115 $129,901,235 $116,301,714 Plan Check Fees Collected: $16,422 $350,212 $313,446
Permit Fees Collected: $127,057 $943,410 $832,085
Other Fees Collected: $9,280 $51,033 $45,977
TOTAL: $152,759 $1,344,655 $1,191,508
Applications Received: 67 696 617
Residential:
New Single Family Residential Permits
Issued: 4 34 32
New Accessory Structures Issued: 29 194 168
Addition / Alteration Permits Issued: 2 94 81
Reroof / Water Well / Grading Permits
Issued: 7 94 87
Plumbing/Mechanical/Electrical
Permits Issued: 10 201 177
Demolition Permits Issued: 3 30 24
Non-Residential:
New Permits Issued: 0 3 2
TOTAL Permits Issued: 55 650 571
Inspections Performed: 789 8,089 7,219
Footnotes:
1Valuation: For permitted projects during this period.
2Other.
PLAN CHECK
INSPECTIONS
REVENUE
PERMITS
Apr-23
Staff Level Reviews
Planning Commission Items
Plan Review
TOTAL 38
Town of Atherton
Building Safety & Inspection
Tree Removal Info. / Consu.
At the April 26, 2023 Planning Commission regular meeting the following occured. 1 190 Park Lane - Addition and remodel for men's and women's locker room | APPROVED 2 240 Oak Grove - New ADU and new Tennis court with three TPZ exceptions | APPROVED 3 76 Ridge View- Refund for CTL fees | APPROVED
.
.
The next regularly scheduled Planning Commission is May 24, 2023. 26 4
243
19 10 26 11
Planning Projects
April 1, 2023 to April 30, 2023
Inspections
This Month
Activity Activity
Fiscal Year to Date
Arborist Activity Summary
April 1, 2023 to April 30, 2023
Site Visits
Summary of New Single Family Residential Permits Issued by Month 2023 2022 2021 2020 2019 2018
1 1 0 1 4 0
0 1 2 1 1 2
0 2 5 0 1 3
4 2 3 0 1 2
4 1 3 1 5
2 4 2 1 2
3 2 4 1 6
2 2 5 5 4
2 3 2 3 1
2 1 1 1 4
1 3 3 1 0
2 1 3 1 1
5 24 27 25 21 30
Project
Type
No of Plan
Checks
Target
**
Overdue
Plan
Checks
85 10 0
106 5 0
11 3 0
1 2 0
Total Number of Plan Checks 203
** Target: in working days
Major Plan Check: New Houses, New Accessory Structures, New non-Residential Minor Plan Check: Small additions, Reroof, Alterations, PV, Gates, Misc.
Town of Atherton
Building Inspection & Plan Check
Month
January
Cycles
November
December
Total New SFD
Permits:
Plan Check Performance
April 1, 2023 to April 30, 2023
July
August
September
October
February
March
April
May
JuneMajor
Plan Check
Minor
Plan Check
1st Review
Subsequent Rev.
1st Review
Subsequent Rev.
Summary Graphs
79 68 83 68 73 64 88 62 92
47 54 69 67
79 74 60 61 62 55 52 53 42 48 52 55
879 914
663
416
656
789 789
898
732
645
744 793 789
0 100
200
300
400
500
600
700
800
900
1000
Counts
Plan Checks, Permits, Inspections
PC
Permits
Inspections
$13,599,521
$17,135,719
$10,312,235
$13,239,259
$8,270,463
$9,513,356
$14,104,945
$7,241,352
$7,756,027
$6,435,458
$1,907.582
$3,108,780
$23,793,115
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000 Valuation
Summary Graphs
$210,803
$200,276
$127,197
$166,257
$146,711
$9,523,256
$165,908
$210,803
$120,285
$107,283
$70,928
$67,174
$235,344
$0
$50,000
$100,000
$150,000
$200,000
$250,000
Fees
$65,667
$315,913
$821,993
$1,203,573
$72,000
$484,000
$1,236,000
$1,792,000
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
$1,600,000
$1,800,000
$2,000,000
Other Plan Check Fees Permit Fees Total
YTD vs. Budgeted
FYTD 22-23
Budgeted 22-23
Town of Atherton
Summary of ADU's - JADU's - SFR,
Entitled, Permitted, Finaled
February 1, 2023 to February 28, 2023 February 1, 2023 to February 28, 2023 April 1, 2023 to April 30, 2023 Feb March April June July Aug Oct Nov Dec Totals
Entitled ADU 5 2 5 12
Pemitted ADU 2 0 2 5 9
Finaled ADU 1 0 6 1 8
Entitled JADU 1 1 1 4
Pemitted JADU 0 0 0 0
Finaled JADU 0 0 0 0
Entitled SFR 0 0 0 2 2
Permitted SFR 0 0 4 5
Finaled SFR 2 1 2 6
2022 2023 2024 2025 2026 2027
Entitled ADU 53
Pemitted ADU 25
Finaled ADU 17
Entitled JADU 10
Pemitted JADU 5
Finaled JADU 0
Entitled SFR 20
Permitted SFR 35
Finaled SFR 17
1 Jan
1 1
1 0
0 May Sept
Project Address Issue Date CTL Deadline Adjusted CTL ** Penalties Pd. Est. Completion 25 Isabella 5/26/2016 5/22/2019 N/A $250K Appealing
NOTES: Project has not been finalized. Neighbor dispute. Still a $48K CTL Refund to be issued when finaled 122 Hawthorne 8/24/2017 8/24/2020 1/10/2021 $250K Feb. 2023 NOTES:
67 Redwood 8/28/2018 9/28/2021 1/14/2022 $250K Feb. 2023 NOTES:
88 Tuscaloosa 10/23/2018 10/23/2021 2/11/2022 $250K Feb. 2023 NOTES: Paid $220K on 12/14/2022
2 Rosewood 12/3/2018 12/3/2021 5/27/2022 $250K Feb.2023 NOTES:
83 Faxon 12/9/2019 12/9/2022 4/27/2023 $30K 1-Jun
Notes:
Total Penalties Deposited: $1,280,000
NOTE: Penalties do not become revenue to the Town until all appeals have been exhausted. * Under new modified ordinance. Additional Penalty fees due ** Covid-19 CTL adjustments due to shutdown.
Year Amount Forfieted
2015 thru 2018 $511,200.00
2019 $307,200.00
2020 $329,600.00
2021 $333,000.00
2022 $835,200.00
2023 $83,000.00
Total to Date $2,399,200.00
Town of Atherton
Building Safety & Inspection
Active Construction Time Limit Penalties
April 1, 2023 to April 30, 2023
Forfieted Construction Time Limit Penalties
The Atherton Police Department consists of 31 personnel, sworn and non-sworn. Of the sworn personnel, there is a Police Chief, a Commander, five (5) Sergeants, and fourteen (14) Officers.
Non-sworn personnel consist of an Executive Assistant/Training Manager, a Communications Supervisor, a Code Enforcement Officer, a Community Services Officer, a Hybrid Code Enforcement/Dispatcher, and five (5) Dispatchers.
These personnel provide 24-hour police patrol, dispatch, traffic enforcement, school resource, crime investigation, crime prevention and other law enforcement services to the community.
Personnel typically work a 12-hour shift schedule (4-on/3-off) with a priority staffing level of three (3) sworn personnel at all times.
Graphics and data provided in this report can be found via CitizenRIMS. CitizenRIMS is an active, online database of calls for service to the Atherton Police Department available via the Town’s website. The database provides information on active and historic calls for service, criminal activity and statistics, missing persons, stolen vehicles, arrests, and crime bulletins. Through CitizenRIMS residents can also sign up for Security Camera Registration and Vacation Home Checks.
Visit CitizenRIMS using the preceding link or this QR Code >>>>>>>>>
Overall Activity for the Month of April 2023
During this reporting period, there were 61 investigations. Of that total, 26 offenders were cited, arrested, referred to the San Mateo County District Attorney’s Office for prosecution, or referred to the San Mateo County Juvenile District Attorney’s Office for prosecution.
Offenses included driving under the influence of alcohol, driving with a suspended license, possession of a controlled substance, possession of paraphernalia, felony warrant, misdemeanor warrant, public intoxication, fugitive from justice warrant, reckless driving, peeping into an inhabited dwelling, out of compliance sex offender, threatening a school official, hate crime, battery on a school official, and assault.
Of the 2,117 total police incidents for the month, 1,388 were officer-initiated incidents. These incidents resulted in 683 citations being issued for vehicle code and other violations. Officers initiated 1,045 other types of incidents that included investigating suspicious vehicles, traffic collisions, citizen flag downs, home checks, code enforcement and construction checks, follow-up investigations, pedestrian stops, traffic enforcement details, medical calls, and welfare checks.
Traffic Incidents
Overall, there were 356 traffic incident locations, some with multiple stops, for the reporting period. The map below indicates the locations of the incidents for this reporting period.
Traffic Collisions
There were 19 collision locations during this reporting period. The map below indicates the locations of the incidents for the reporting period.
Traffic Complaints
The Atherton Police Department did not receive any traffic complaints for the month of April.
Bicycle Traffic Stops
There were 6 bicycle related calls initiated for impoper lighting (5) and riding on the wrong side of the road (1). These incidents resulted in 6 verbal warnings.
Criminal Activity and Suspicious Circumstances
The Department responded to 103 locations (some locations multiple times) for property crimes (16), person crimes (9), and incidents of suspicious circumstances (84).
Municipal Code Violations
The Department responded to 52 locations (some locations multiple times) for municipal code/health order violations/quality of life issues. The municipal code violations were for construction parking, construction hours, right-of-way encroachments or obstructions, dog barking and off leash, debris in the right-of-way, dead or dangerous trees, TPZ violations, health and safety concerns and violations, and political and construction signage. There were 76 trash receptacle related cases throughout Town this month, each property receiving a courtesy letter, and 3 citations issued for failure to comply.
Holbrook Palmer Park
Holbrook Palmer Park had 48 incidents during this reporting period, 35 of which were security checks and foot patrols by officers. The other incidents were for ordinance violations, animal calls, traffic stops, found property, and a disturbance.
Premise Watch
Officers completed 651 House/Vacation checks during the reporting period.
School Incidents
Officers responded to 192 school incidents during the reporting period. These incidents were mostly officer-initiated security checks.
Highlights from this Reporting Period:
• On 04/02, the SRO conducted a civil standby for a child exchange at a school. • On 04/16, officers conducted a standby while school staff searched a room for a possible firearm related to a Snapchat post. A BB gun was located. • On 04/28, a student battered and threatened a school official. The student was taken to the PD and later released to a guardian. Report taken and submitted to the Juvenile DA for charging.
The current reporting period is highlighted in the table below. All other columns represent months preceding and prior year.
Response Times
In general, there are 3 types of Calls for Service from the Police Department. In order of priority:
High, Medium, and Low.
High Priority calls are in-progress events where persons or high-value property are in immediate danger and requires a multiple officer response. This is a lights and siren response to a crime in progress, injury collision, or medical emergency.
Medium Priority calls are in-progress events without an immediate danger to persons or property.
Multiple officers may be necessary for these calls. These calls take precedence over all other calls for service and require an immediate police response (non-lights and siren), but the incident may not be in progress. The most common medium priority calls are burglary, robbery, sexual assault, and residential burglary alarm activations. The latter is the most frequent call in Atherton.
Low Priority calls are other calls for service. Events that may no longer be in-progress, so immediate response is not as urgent. Normally requires a single officer. Officers may or may not be immediately dispatched to these calls. Low priority calls are dogs off leash the Park, parking violations, construction noise or activity, and follow-up police reports.
During the Reporting Period there were:
Priority Level Number of Calls Average Response Time Goal High 4 1:59 <4 minutes
Medium 156 4:12 <6 minutes
Low 386 4:48 <8 minutes
Response times are calculated from the time the call is dispatched until the time the officer arrives on the scene. The table below depicts the Department’s Medium Priority response times for the past 6 months.
MONTH YEAR RESPONSE
TIME
March 2023 4:26
February 2023 4:35
January 2023 5:42
December 2022 4:27
November 2022 4:42
October 2022 3:53
Total Training Hours for the Reporting Period: 232 HOURS
NAME TRAINING/HOURS DATES
Yamsuan Decision Making & Critical Thinking/8hr April 3 Magami Decision Making & Critical Thinking/8hr April 3
Johnson CAPE Conf./40 hours April 3 – 7
Patel EVOC/8 hours April 5
Davidovich Driver Awareness/24 hours April 11 – 13
MacDonald Inner Perspectives Session 4/16 hours April 12 – 13 Rojas Inner Perspectives Session 4/16 hours April 12 – 13 Kumar Interview & Interrogation/24 hours April 17 - 19
Andruha School Safety/8 hours April 19
Pronske SLI Session 4/24 hours April 20 – 22
Andruha Campus Law Enforcement/40 hours April 24 - 28
MacDonald Penn Arms Armorer/16 hours April 25 - 26
The below table depicts the amount of officer-initiated activity and the number of traffic citations issued for the past six months:
MONTH OFFICER INITIATED ACTIVITY CITATIONS
April 1,388 683
March 1,397 425
February 1,459 440
January 1,285 372
December 1,629 353
November 1,369 418
Code Enforcement Activity Report
Summary:
Activity Total for
Month
Year to Date
(From 01/01/2023)
1. Opened/Re-opened Cases 110 176
2. Resolved/Closed Cases 24 87
3. Written/Formal Notices Issued 13 19
4. Citations Issued 20 66
5. Amount in Citations Issued $ 9,300 $ 62,600
6. Amount in Citations Received (Payment) $ 700 $ 16,800 During the month of April 2023, there were approximately 120 incidents/calls for service referred to or initiated by code enforcement, and 1 case(s) re-opened. Those incidents included but were not limited to construction parking, construction hours, right-of-way encroachments or obstructions, dog barking and off leash, debris in the right-of-way, dead or dangerous trees, TPZ violations, health and safety concerns and violations, political and construction signage, and Atherton Municipal Code (AMC) questions. There were 76 trash receptacle related cases throughout Town this month, each property receiving a courtesy letter, and 3 citations issued for failure to comply.
There was no stop work order(s) issued to properties for non-permitted activities, 25 verbal warnings given with specified deadlines to reach compliance, and 10 initial inspections that are pending follow-up. Code Enforcement continues to utilize both software for tracking purposes and case management.
There was a sharp increase in the number of complaints about weeds on the easements and trash receptacles left on the right-of-way before or beyond the 24-hour window. As a proactive and educational measure, Code Enforcement requested an announcement in the Athertonian summer issue, and the weekly Athertonian for residents (weeds reminder – responsibility to maintain easement). There were fewer construction vehicle parking violations this month, and an increase in requests for alternate parking plans.
City Council Regular Meeting – Minutes
April 19, 2023
MINUTES
Town of Atherton
City Council
APRIL 19, 2023
REGULAR MEETING
6:00 PM
Council Chambers
80 Fair Oaks Lane
Atherton, CA 94027
Mayor Widmer called the meeting to order at 6:00 p.m.
ROLL CALL – Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer
PRESENTATIONS
SAN MATEO COUNTY AGE-FRIENDLY COMMITTEE PRESENTATION presented by Cynthia Nakayama Deputy Director, CAFÉ Center for Age-Friendly Excellence RECOGNITION OF NATIONAL PEACE OFFICERS MEMORIAL DAY presented by Chief Steve McCulley
PUBLIC COMMENTS
• Carol Flaherty commented on the concerns for gas-banning on ADUs
DEPARTMENTAL WRITTEN REPORT
Council Member DeGolia asked for additional details to the updates on the project on Fair Oaks Lane and Lloyden. City Manager Rodericks informed the Council that there is a current conceptual design that will be reviewed by the Transportation Committee then by the Council.
Council Member DeGolia commented on the addition title summary of ADUs and single-family residences within the report being relevant to assisting in the Housing Element process.
REPORT OUT OF CLOSED SESSION presented by City Attorney Ebrahimi; there was no public comment and Council provided direction on both items.
CONSENT AGENDA (Items 1 – 5)
1. APPROVAL OF MINUTES
2. APPROVAL OF BILLS AND CLAIMS FOR MARCH 2023 IN THE AMOUNT OF $1,391,045.
3. ACCEPT THE SCOPE OF WORK FOR THE INCLUSIONARY STUDY AS DIRECTED BY THE ADOPTED HOUSING ELEMENT; DIRECT THE CITY
ATTORNEY TO PREPARE AND AUTHORIZE THE CITY MANAGER TO
City Council Regular Meeting – Minutes
April 19, 2023
EXECUTE AN AGREEMENT FOR THE WORK; AND ADOPT THE
ATTACHED BUDGET AMENDMENT RESOLUTION TO APPROPRIATE
FUNDS WITHIN THE FY 2022/23 BUDGET TO COMPLETE THE STUDY
4. APPROVAL OF EVENT GARDEN ENHANCEMENTS AT HOLBROOKPALMER PARK
5. APPROVAL OF FUNDING AND AWARD OF CONTRACT FOR
DECOMPOSED GRANITE PATHWAY IMPROVEMENTS IN HOLBROOKPALMER PARK MOTION by Lewis, Second by Holland to approve the Consent Calendar AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
PUBLIC HEARING (Items 6 – 7)
6. WAIVE THE FIRST READING AND INTRODUCE BY TITLE ONLY, AN ORDINANCE AMENDING ATHERTON MUNICIPAL CODE CHAPTER 8.16
TO BAN GAS POWERED LEAF BLOWERS
City Manager Rodericks presented the item to the Council. Mayor Widmer opened for Public Comment, no public comments.
Vice Mayor Hawkins-Manuelian added that for environmental care the ban on gas powered leaf blowers is the focus but electric powered leaf blowers still produce a disruptive noise that should be considered in the future discussion of the Noise Ordinance.
Mayor Widmer commented that this pertains to the Noise Ordinance and would be appropriate when reviewing the Noise Ordinance.
MOTION by Lewis, Second by Holland to approve the acceptance by title only, an ordinance amending Atherton Municipal Code Chapter 8.16 to ban gas powered leaf blowers
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
City Council Regular Meeting – Minutes
April 19, 2023
7. REQUEST TO REVIEW THE PROPOSAL FOR A TENTATIVE MAP AND CONDITIONAL EXCEPTION TO ALLOW THE SUBDIVISION OF A 2.5
ACRES LOT INTO TWO LOTS WITH NON-CONFORMING LOT WIDTHS
(LESS THAN REQUIRED 175 FT.) AT 43 SANTIAGO AVENUE. (APN 070-343- 310)
Senior Planner Radha Hayagreev presented the item.
Mayor Widmer asked staff if the intent of the developer is to maintain the proper setbacks on two sides that are against the neighboring property or will the equally place it on all sides. Planner Radha informed Council that they have a preliminary conceptual development plan that shows that they are required to maintain all development standards in respect to the lot itself and are center aligning the development. Additionally, the current presentation is on the map and the reduced lot which would result in a substandard lot for each resultant lot, which requires them to follow all the development standards for the new lots created. Mayor Widmer followed up with an additional question on whether the applicants were interested in creating a flag lot. Staff responded that it was not discussed but the current division of the lot would be the simplest approach.
Applicant, Sean Lopes with Pacific Peninsula Group, presented the proposed subdivision lot.
Council Member Lewis commented that the presentation on the property’s lot split proposal is compelling but disagrees with the added misinformation on the current lot splits representing Atherton as non-conforming.
Council Member DeGolia commented on the plans not reflecting the ordinance requiring 175 feet street frontage but since it is a smaller lot, there should be a consideration to change that requirement for future subdivision projects.
MOTION by DeGolia, Second by Widmer to approve the tentative map and conditional exception to allow the subdivision of a 2.5 acres lot into two lots with nonconfirming lot widths (less than required 175 ft.) at 43 Santiago Avenue. (APN-070- 949-310)
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
REGULAR AGENDA (Items 8 – 12)
City Council Regular Meeting – Minutes
April 19, 2023
8. REVIEW AND FEEDBACK REGARDING THE REPORT FROM THE AD HOC CITY COUNCIL SUBCOMMITTEE ON HOUSING – CRITERIA FOR
OPPORTUNITY SITE SELECTION
Council Member Lewis presented the item. City Manager Rodericks explained that there are several steps that need to be reached before a final acceptance by HCD since the adopted Housing Element was denied and given several comments. There is an estimate of three to six months to complete which will need several meetings for review and approval. Regarding the Builder’s Remedy, those applicants would still be subject to a CEQA review.
Council Member DeGolia commented that the language should only contain major arterials and eliminate minor arterials to restrict only to El Camino Real. He commented that since there are commercial or retail developments that the term ‘planned’ should not be included. Lastly, he opted to remove the last criteria and expressed that he was not in support of cluster multi-family developments.
Council Member Holland commented that the half of a mile criteria should be reduced to a quarter mile. Additionally, she commented that lot consolidation should be considered to support the opportunity for multi-family housing units.
Council Member Lewis agreed with the revisions made.
Vice Mayor Hawkins-Manuelian commented that the criteria are necessary for the current Housing Element needs and future projects that could affect the residents. Additionally, she noted that the streets are small and have minimal transit commuter activity. She commented that the term zoned should also reflect the purposes of what it will be used for and that areas that are currently dense should be considered first.
Mayor Widmer opened the item for Public Comments
• Pam Silveroli commented that there should be a criterion for lot size. • Ron Sheppard commented that there need to be community input on the guidelines and that the transit corridors need to be specific. • Laurie Sheppard commented that there is no obligation to put up multi-family housing.
• Carol Flaherty commented to consider the issue of traffic congestion, public safety hazards, and create a backup plan.
• Mike Childs expressed his frustrations with the current criteria being presented. • Jeff Morris expressed his disappointment with the current criteria and that there needs to be clear details along with a map.
• Walter Sleeth commented that the state is crossing resident boundaries and litigation should be considered.
City Council Regular Meeting – Minutes
April 19, 2023
Mayor Widmer closed Public Comments and informed the audience that there is no action taken by the Council. Lastly, he commented that the goal of the Council is continue to make progress with HCD and avoid the possibilities of a Builder’s Remedy. 1st Bullet - Reduce the 1/2 mile designation to 1/4 mile; Eliminate Minor Arterials restricting the routes to El Camino Real only.
2nd Bullet - Revise "Across from" to "Across the Street from"; Remove "planned" and retain "existing" only.
3rd Bullet - Remove "planned"; eliminate "denser development" 4th Bullet - Leave as is
5th Bullet - Leave as is
6th Bullet - Leave as is
7th Bullet - Leave as is
8th Bullet - Remove
The Council directed that the criteria be revised and returned for further discussion.
9. DISCUSS AND DECIDE ON THE INSTALLATION OF ELECTRIC VEHICLE (EV) CHARGING INFRASTRUCTURE AT HOLBROOK-PALMER PARK
THROUGH PENINSULA CLEAN ENERGY’S EV READY PROGRAM
Management Analyst II Rachael Londer presented the item.
Council Member Lewis asked for Park and Recreation Committee input. City Manager Rodericks informed Council that it was not presented to the Park and Recreation Committee.
Council Member DeGolia asked staff about the cost differences. Staff commented that it is the labor that is required to install the chargers due to the water tower. Additionally, he was in support for the adding chargers because of the convenience and growing need.
Vice Mayor Hawkins-Manuelian questioned staff if the chargers installed now might be obsolete in the future. Staff replied that the least expensive part is the chargers and ports themselves.
Council Member Holland asked if we could add chargers in the future. Staff replied that there are opportunities.
Mayor Widmer is in support of the need for chargers at the park for public access and to build two or four chargers in the proposed areas with the exception of the Main House.
MOTION by DeGolia, Second by Widmer to approve the installation of eight electric vehicle (EV) charging infrastructure at Holbrook-Palmer Park with the exclusion of the Main House.
City Council Regular Meeting – Minutes
April 19, 2023
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
10. APPROVAL OF PLAYSTRUCTURE REPAIRS AT HOLBROOK-PALMER
PARK PLAYGROUND
Public Works Director Robert Ovadia presented the item.
Vice Mayor Hawkins-Manuelian commented that the cost of repair is near the cost of installing a new playground. Director Robert commented that the labor cost is high.
Additionally, he commented that community feedback and committee feedback would be recommended.
Council Member Holland noted that the playground will be updated within the Capital Improvement Project timeline, but repair is urgently needed. Director Robert added that the current state it is in poses a hazard risk.
Council Member Lewis asked about how long the repair will take. Director Robert responded that it would last as long as five years but there will be plans in the nearer future to completely restructure the playground.
MOTION by Holland, Second by Widmer to approve the play structure repairs at Holbrook-Palmer Park playground.
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
11. AWARD OF CONTRACT FOR THE ATHERTON RAIL STATION
REHABILITATION PROJECT, PROJECT NUMBER 56285
Public Works Director Robert Ovadia presented the item.
Council Member DeGolia commented on the difficulties in finding contractors to bid for small-job proposals and is in support of creating the museum.
Vice Mayor Hawkins-Manuelian commented that the building needs to be safe for public access.
City Council Regular Meeting – Minutes
April 19, 2023
Council Member Holland commented that given the current state of the structure that the option to create a museum is the best option.
Council Member Lewis asked staff on the background of the contractor. Director Robert commented that they have extensive background in building infrastructures.
MOTION by Lewis, Second by DeGolia to award the contract for the Atherton Rail Station Rehabilitation Project, Project Number 56285 to Castillo Plumbing of Hayward.
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
12. AUTHORIZATION TO USE FY 2022/23 TOWN LIBRARY FUNDS TO
SUPPORT PRODUCTION OF TWO ATHERTON HISTORY VIDEOS
Mayor Widmer presented the item and opened for public comment.
Walter Sleeth asked if there is a current vendor, staff responded yes.
MOTION by Widmer, Second by Lewis to authorize the use of FY 2022/23 Town Library Funds to support production of two Atherton History Videos.
AYES: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer NOES:
ABSENT:
ABSTAIN:
COUNCIL REPORTS/COMMENTS
• Vice Mayor Hawkins-Manuelian reported that the Fire District Board unanimously voted that 25 Almendral be reserved for expanding the fire station and fire services use only.
Additionally, there is current construction of an accessory dwelling unit. Furthermore, future plans must be presented to them through a subcommittee.
FUTURE AGENDA ITEMS
PUBLIC COMMENTS
City Council Regular Meeting – Minutes
April 19, 2023
• Carol Flaherty commented that she appreciates the work that the Council has done for the community.
ADJOURN
Mayor Widmer adjourned the meeting at 8:48 p.m.
____________________________
Francesca Reyes
Receptionist/Postal Clerk
Town of Atherton City Council, Planning Commission, Finance Committee Special Joint Meeting – May 3, 2023
MINUTES
Town of Atherton – Joint Meeting
City Council, Audit & Finance Committee &
Planning Commission
MAY 03, 2023
SPECIAL MEETING – STUDY SESSION
4:00 PM
SPECIAL MEETING – STUDY SESSION
CALL TO ORDER: Mayor Widmer called the meeting to order at 4:00 PM.
ROLL CALL –
City Council: Holland, DeGolia, Lewis, Vice Mayor Hawkins-Manuelian, Mayor Widmer – All Present
Finance Committee: Scolnick (Absent), Patil (Absent), Hill (Absent), Sleeth (Present), Walker (Absent)
Planning Commission: Polito (Absent), Lerner (Absent), Narancic, Lamb (Absent), Lane PUBLIC COMMENT –
• Gerty Ungerman
STUDY SESSION
1. STUDY SESSION TO DISCUSS CHANGES AND UPDATES TO THE ACCESSORY DWELLING ORDINANCE AND ASSOCIATED MUNICIPAL CODE SECTIONS.
Mayor Widmer established the process for the presentation of the item.
Town Planning Kwon provided a background on the item and shared a history of the Accessory Dwelling Units (ADU’s) and sought feedback on possible changes to the ADU Ordinance and Municipal Code. He outlined the discussion that had recently taken place with the Planning Commission related to ADU’s. Kwon articulated that after the guidance given by Council and the Commission staff would present the outcomes to HCD for feedback.
City Manager Rodericks provided interpretations for allowing second ADU’s, deed restrictions, and rules related to owner-occupancy and renters.
Council and Planning Commission reviewed a variety of policy items and provided feedback and guidance to staff. Topics included but were not limited to allowing two
ADU’s, defining kitchens, deed restrictions, privacy screening options, and allowances of ADU’s above garages.
Council and Planning Commission discussed making any code revision as home-owner friendly as possible.
Public Comments:
• Carol Flaherty
Mayor Widmer indicated that the Council and Planning Commission would convene another Special Meeting, tentatively May 10, to continue the discussion on the topic.
2. REVIEW OF THE FY 2023/24 SPECIAL REVENUE, INTERNAL SERVICE FUNDS
AND CAPITAL IMPROVEMENT PROGRAM
Finance Director Barron III presented the Special Revenue, Internal Service Funds and Capital Improvement Program (CIP) for FY 23/24 for Council review and discussion.
Public Works Director Ovadia presented the CIP to Council and gave an overview of the current priorities identified in the Master Plans, which include the Drainage Master Plan, Civic Center Master Plan, Pavement Management Program, Bicycle and Pedestrian Master Plan, and Holbrook-Palmer Park Master Plan. Ovadia reviewed specific projects within these Master Plans that included budget allocations.
Council discussed the planned bicycle and pedestrian improvements and projects in detail.
City Manager Rodericks noted that the largest project at Holbrook-Palmer Park will be the solar and energy resiliency improvements and noted the process for the CIP approval process including the presentation to the Planning Commission, a Council Study Session and Regular Meeting.
Rodericks proposed that Council consider a static Special Meeting on every Wednesday until further notice and Mayor Widmer concurred.
Public Comment:
• Anne Yvonne Walker
Council proposed provided more funding for out-year capital project planning and noted that would be discussed at the next meeting to review and discuss the budget.
COUNCIL REPORTS/COMMENTS – None
ADJOURN
Mayor Widmer adjourned the meeting at 6:18 p.m.
_______________________
Anthony Suber
City Clerk
2021 2022 2023
January $ 3,047,204 $ 3,932,174 $ 2,554,000
February $ 2,965,501 $ 1,535,792 $ 1,487,835
March $ 2,730,084 $ 2,338,442 $ 1,391,045
April $ 3,330,434 $ 7,114,054 $ 1,563,462
May $ 3,953,961 $ 1,895,271
June $ 3,812,881 $ 2,452,489
July $ 5,455,268 $ 3,336,861
August $ 2,741,619 $ 2,254,058
September $ 3,269,368 $ 1,722,938
October $ 2,278,127 $ 1,495,823
November $ 2,752,017 $ 1,317,065
December $ 1,859,218 $ 2,051,605
$ 38,195,682 $ 31,446,572 $ 6,996,342
Town of Atherton
3-Year Monthly Claims Table
January February March April May June July August September October November December 2021 $3,047,204 $2,965,501 $2,730,084 $3,330,434 $3,953,961 $3,812,881 $5,455,268 $2,741,619 $3,269,368 $2,278,127 $2,752,017 $1,859,218 2022 $3,932,174 $1,535,792 $2,338,442 $7,114,054 $1,895,271 $2,452,489 $3,336,861 $2,254,058 $1,722,938 $1,495,823 $1,317,065 $2,051,605 2023 $2,554,000 $1,487,835 $1,391,045 $1,563,462
$-
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
TOWN OF ATHERTON
3-YEAR MONTHLY CLAIMS CHART
ITEM NO. 9
TOWN OF ATHERTON
CLAIMS LIST APRIL 2023
Previous Yr.
April 2022
A/P Checks (#31815-31948)
Payroll Checks (#609-610)
Direct Deposit - Payroll
Electronic Transfer - A/P & Payroll
Amount
$ 932,546
1,262
311,505
318,149
Amount
1,479,561
248
304,116
5,330,129
APRIL 2023 Total $ 1,563,462 $7,114,054
I, George Rodericks, City Manager of the Town of Atherton, do hereby certify that the demand listed above, check numbers 609-610 (payroll), and 31815-31948 (accounts payable), and electronic transfers for employees direct deposits, federal payroll taxes and fees, inclusive, amount to $ 1,563,462 are true and correct based on the information provided to me and that there are sufficient funds for payment. _______________________________ George Rodericks
City Manager
The above claims, check numbers 609-610 (payroll), and 31815-31948 (accounts payable), and electronic transfers for employees direct deposits, federal payroll taxes and fees, inclusive, amount to $ 1,563,462 are true and correct and are authorized for payment. _______________________________
B. Widmer
Mayor, Town of Atherton
SOURCE OF FUNDS
April 2023 April 2022
101 General Fund $ 1,452,297 6,500,683
105 Tennis Fund 346
201 Special Tax 7,305 3,700
202 Measure A 49,481
203 Gas Tax 1,424 12,800
204 Measure M 14,468
213 Library Fund 20,633 1,843
221 Refuse Rate Stabilization Fund 601
401 GF Projects 3,769 (446)
403 Ath Channel Drainage Dt 1,093
406 Facilities Construction 6,408 540,875
610 Equipment Replacement 11,159
615 General Liability Fund 1,333
616 Employee Benefits Funds 6,344 41,400
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Accident (Pre-Tax) 251.82 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Cancer Ins(Pre-Tax) 48.07 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Dental Plan (Pre-Tax) 28.02 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Hosp. Conf. Id (Pre-Tax) 103.38 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Hosp.Conf.Id (After-Tax) 19.26 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Life Emp (After -Tax) 38.40 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Speci Health (After-Tax) 6.63 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Speci Health (Pre-Tax) 29.10 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac STD (After-Tax) 607.08 31815 AFLAC 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Aflac Vision Plan(Pre-Tax) 16.99 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Accident (Pre-Tax) 251.82 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Cancer Ins(Pre-Tax) 48.07 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Dental Plan (Pre-Tax) 28.02 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Hosp. Conf. Id (Pre-Tax) 103.38 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Hosp.Conf.Id (After-Tax) 19.26 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Life Emp (After -Tax) 38.40 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Speci Health (After-Tax) 6.63 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Speci Health (Pre-Tax) 29.10 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac STD (After-Tax) 607.08 31815 AFLAC 4/6/2023 502-03-2023 General Fund PR Batch 00502.03.2023 Aflac Vision Plan(Pre-Tax) 16.99 31815 Total 2,297.50
31816 AMERICAN GREEN ZONE ALLIANCE 4/6/2023 22023 General Fund Administration EPC -Electric and Battery Landscaping Equip Trng & Demonstration Workshop Admin 3/31/23 1,500.00
31816 Total 1,500.00
31817 ASG BUILDERS 4/6/2023 3 Measure M 2022 Overlay Project No. 56100 -5% Retention PW (761.49) 31817 ASG BUILDERS 4/6/2023 3 Measure A 2022 Overlay Project No. 56100 -5% Retention PW (2,326.51) 31817 ASG BUILDERS 4/6/2023 3 Measure A 2022 Overlay Project No. 56100 PW 46,526.16 31817 ASG BUILDERS 4/6/2023 3 Measure M 2022 Overlay Project No. 56100 PW 15,229.84 31817 Total 58,668.00
31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Program 150 Watkins 01/24/23 -3/24/23 7.35 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Program 150 Watkins HP Activity Bldg 01/24/23 -03/24/23 60.80 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Program 150 Watkins HPActivity Bldg TrueUp Allocation 1/25/23 -3/24/23 89.03 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Program 150 Watkins True-Up Allocation 1/25/23 -3/24/23 89.03 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Maint. 160 Watkins (GH) True-Up Allocation 1/25/23 -3/24/23 89.03 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Park Maint. 160 Watkins (Gilmore House) 1/25/23 -03/24/23 466.15 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Street Maint. 99 Dinkenspiel Corp Yard 1/25/23 -3/24/23 89.02 31818 ASSOCIATION OF BAY AREA GOVERNMENT 4/6/2023 ARO31444 General Fund DPW-Street Maint. 99 Dinkenspiel Corp Yard True-Up 1/25/23 -3/24/23 45.70 31818 Total 936.11
31819 BIANCHINI'S CATERING 4/6/2023 43619 General Fund Police Breakfast for Staff Meeting PD 4/5/23 276.17 31819 BIANCHINI'S CATERING 4/6/2023 43848 General Fund Administration Lunch EPC Electric and Battery Landscaping Equip Trng & demonstration Workshop Admin 3/29/23 887.00
31819 Total 1,163.17
31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/21/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/22/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/23/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/27/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/28/23 18.00 Checks by Date - Detail by Check Number
For the Month of April 2023
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/29/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD 3/30/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Lunch Supervisor Trng B. Magami PD3/20/23 18.00 31820 BOBBY MAGAMI 4/6/2023 Mar 20-31 2023 General Fund Police Mileage Supervisor Trng B. Magami PD 3/20/23 -3/31/23 252.50 31820 Total 396.50
31821 CALIFORNIA BUILDING STANDARDS COMMISION 4/6/2023 Jan-Mar 2023 General Fund Building Standards Comm -10% Gov't Retainer Bldg Jan-Mar 2023 (46.00) 31821 CALIFORNIA BUILDING STANDARDS COMMISION 4/6/2023 Jan-Mar 2023 General Fund Building Standards Commission Bldg Jan-Mar 2023 460.00 31821 Total 414.00
31822 CALIFORNIA STATE DISBURSEMENT UNIT 4/6/2023 501-04-2023FR General Fund PR Batch 00501.04.2023 Garnishment 323.07 31822 CALIFORNIA STATE DISBURSEMENT UNIT 4/6/2023 501-04-2023NT General Fund PR Batch 00501.04.2023 Garnishment 177.69 31822 Total 500.76
31823 CITY OF REDWOOD CITY 4/6/2023 408001 General Fund DPW-Street Maint. Fuel Charges PW 1/16/23 -2/15/23 57.17 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police (3) Spare Wheel, (3) TPMS Sensors, (3) Tires PD 1/31/23 1,193.71 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police PM Service 2015 Wanco PD 1/29/23 119.49 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police Replaced Battery 2015 Wanco PD 1/31/23 1,130.24 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police Replaced Battery 2017 Ford Explorer PD 1/31/23 189.38 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police Replaced Battery 2018 Ford Explorer PD 1/31/23 258.69 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police Replaced Front Tire 2022 Chevrolet Tahoe PD 1/31/23 409.68 31823 CITY OF REDWOOD CITY 4/6/2023 408002 General Fund Police Replaced Tire on Drivers Side 2015 Ford Taurus PD 1/31/23 231.00 31823 Total 3,589.36
31824 DELTA DENTAL OF CALIFORNIA 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Dental Ins 4,687.64 31824 DELTA DENTAL OF CALIFORNIA 4/6/2023 BE005426865 General Fund Dental Cobra J. Wade Apr 2023 192.17 31824 Total 4,879.81
31825 DEPT OF CONSERVATION 4/6/2023 Jan-Mar 2023 General Fund SMIP Report -5% Retainer Bldg Jan-Mar 2023 (70.44) 31825 DEPT OF CONSERVATION 4/6/2023 Jan-Mar 2023 General Fund SMIP Report Bldg Jan-Mar 2023 1,408.83 31825 Total 1,338.39
31826 DIMITRI ANDRUHA 4/6/2023 March 29 2023 General Fund Police Breakfast Museum of Tolerance Trng D. Andruha PD 3/29/23 9.18 31826 DIMITRI ANDRUHA 4/6/2023 March 29 2023 General Fund Police Dinner Museum of Tolerance Trng D. Andruha PD 3/29/23 53.52 31826 DIMITRI ANDRUHA 4/6/2023 March 29 2023 General Fund Police Lunch Museum of Tolerance Trng D. Andruha PD 3/29/23 16.41 31826 DIMITRI ANDRUHA 4/6/2023 March 29 2023 General Fund Police Uber Museum of Tolerance Trng D. Andruha PD 3/28/23-3/30/23 70.56 31826 Total 149.67
31827 DYNASTY CLEANERS 4/6/2023 33 General Fund Police Dry Cleaning PD Mar 2023 575.48 31827 Total 575.48
31828 FOLGER GRAPHICS INC 4/6/2023 135405 General Fund Administration (6) Banners for Love Our Earth Festival Admin 4/22/23 350.00 31828 Total 350.00
31829 FRED COLMAN/JULIE COLMAN 4/6/2023 BP21-00664 General Fund Refund 2nd Utility Dep BP21-00664, 35 Edge 5,000.00 31829 Total 5,000.00
31830 GOLDEN GATE OFFICE SOLUTIONS 4/6/2023 191248 General Fund Building (1/3) Toner -Shipping Fee Bldg 3.16 31830 GOLDEN GATE OFFICE SOLUTIONS 4/6/2023 191248 General Fund Planning (1/3) Toner -Shipping Fee Plan 3.16 31830 GOLDEN GATE OFFICE SOLUTIONS 4/6/2023 191248 General Fund DPW-Engineering (1/3) Toner -Shipping Fee PW 3.17 31830 Total 9.49
31831 GREAT AMERICA FINANCIAL SERVICES CORPORATION 4/6/2023 33750366 General Fund Building (1/3) Lease Toshiba E-Studio5015 AC Copier Bldg Mar 2023 48.78 31831 GREAT AMERICA FINANCIAL SERVICES CORPORATION 4/6/2023 33750366 General Fund Planning (1/3) Lease Toshiba E-Studio5015 AC Copier Plng Mar 2023 48.78 31831 GREAT AMERICA FINANCIAL SERVICES CORPORATION 4/6/2023 33750366 General Fund DPW-Engineering (1/3) Lease Toshiba E-Studio5015 AC Copier PW Mar 2023 48.79 31831 Total 146.35
31832 HIGHAM JOHN 4/6/2023 338 General Fund Refund Park Events Inv#338, 4/2/23 600.00
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31832 Total 600.00
31833 JEFF TAYLOR 4/6/2023 March 29 2023 General Fund Police Breakfast Museum of Tolerance Trng J. Taylor PD 3/28/23 10.49 31833 JEFF TAYLOR 4/6/2023 March 29 2023 General Fund Police Dinner Museum of Tolerance Trng J. Taylor PD 3/29/23 68.00 31833 JEFF TAYLOR 4/6/2023 March 29 2023 General Fund Police Lunch Museum of Tolerance Trng J. Taylor PD 3/29/23 18.00 31833 JEFF TAYLOR 4/6/2023 March 29 2023 General Fund Police Lyft Museum of Tolerance Trng J. Taylor PD 3/28-29/23 255.60 31833 Total 352.09
31834 JON FONG 4/6/2023 April 1 2023 General Fund Police Donuts for ADAPT Meeting PD 4/1/23 18.99 31834 Total 18.99
31835 KREFELD'S AWARDS INC 4/6/2023 32805 General Fund Police Engraved Plates Photos for Marshal PD 3/30/23 248.48 31835 Total 248.48
31836 LATHI SUBHASH 4/6/2023 317 General Fund Police Refund Park Events Inv# 317, 4/1/23 600.00 31836 Total 600.00
31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Breakfast Museum of Tolerance Trng L. Daley PD 3/29/03 11.07 31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Dinner Museum of Tolerance Trng L. Daley PD 3/28/23 34.00 31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Dinner Museum of Tolerance Trng L. Daley PD 3/29/23 20.92 31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Dinner Museum of Tolerance Trng L. Daley PD 3/29/23 13.08 31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Lunch Museum of Tolerance Trng L. Daley PD 3/29/03 18.00 31837 LISA-MARIE DALEY 4/6/2023 March 29 2023 General Fund Police Uber Museum of Tolerance Trng L. Daley PD 3/29/03 86.00 31837 Total 183.07
31838 MORIN PATRICIA 4/6/2023 LIVESCAN General Fund Finance Livescan P. Morin Fin 3/28/23 35.00 31838 Total 35.00
31839 ODP BUSINESS SOLUTIONS LLC 4/6/2023 302009578001 General Fund Building (1) USB Drive Bldg Mar 2023 50.17 31839 ODP BUSINESS SOLUTIONS LLC 4/6/2023 302692304001 General Fund DPW-Engineering (1) MyPassport DPW Eng Mar 2023 111.55 31839 Total 161.72
31840 ODP BUSINESS SOLUTIONS LLC 4/6/2023 303118317001 General Fund Building (1) pk Post-It Notes Bldg Mar 2023 22.49 31840 ODP BUSINESS SOLUTIONS LLC 4/6/2023 303118317001 General Fund DPW-Engineering (1) pk Post-It Notes DPW Eng Mar 2023 22.49 31840 ODP BUSINESS SOLUTIONS LLC 4/6/2023 303118317001 General Fund Planning (1) pk Post-It Notes Plng Mar 2023 22.48 31840 Total 67.46
31841 PAWINGTON LLC 4/6/2023 59928159 General Fund Police (13) Large Suite K9 Jessie D. Romero PD 3/30/23 845.00 31841 Total 845.00
31842 PENINSULA CUSTOM HOMES 4/6/2023 BP22-00399 General Fund Refund Recycling Dep BP22-00399, 71 inda Vista 1,000.00 31842 Total 1,000.00
31843 PET FOOD EXPRESS 4/6/2023 23-2303RC General Fund Police (1) House Charge K9 Jessie D. Romero PD 3/1/23 88.97 31843 Total 88.97
31844 PG & E 4/6/2023 345796958/Mar23 General Fund DPW-Street Maint. Traffic Light El Camino & Atherton 2/23/23 -2/28/23 119.34 31844 PG & E 4/6/2023 802969992/Mar23 General Fund DPW-Street Maint. El Camino Real 2/18/23 -2/21/23 58.29 31844 PG & E 4/6/2023 896302362/Mar23 General Fund DPW-Park Maint. 160 Watkins Gilmore House 2/23/23 -2/28/23 271.75 31844 Total 449.38
31845 PLAN JPA 4/6/2023 PLAN-2023-0161 General Liability Fund GL Claim# 4A2206D10Y6-0001 Feb 2023 1,333.00 31845 Total 1,333.00
31846 SAN MATEO CNTY FORENSIC LAB 4/6/2023 PS-INV104233 General Fund Police Phlebotomy Svcs PD Mar 2023 205.00 31846 Total 205.00
31847 SCA OF CA LLC 4/6/2023 23000325 General Fund DPW-Street Maint. Street Sweeping Services Mar 2023 2,187.85 31847 Total 2,187.85
31848 STANFORD UNIVERSITY 4/6/2023 333 General Fund Refund Park Events Inv# 333, 3/31/23 1,200.00 31848 Total 1,200.00
31849 STATE CONTROLLERS OFFICE 4/6/2023 FAUD-00003581 Gas Tax Annual Street Report FY2022-23 1,423.80 31849 Total 1,423.80
31850 THIRD DEGREE COMMUNICATIONS INC. 4/6/2023 12342 General Fund Police Reg Fee Elder Abuse Investigation Trng G. Dutta PD 3/28/03 275.00 31850 Total 275.00
31851 TRAN JR CONSTRUCTION CORP 4/6/2023 APW21-00341 General Fund Refund Road Bond Dep APW21-00341, 29 Snowden 2,500.00
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31851 Total 2,500.00
31852 U.S. DEPARTMENT OF THE TREASURY 4/6/2023 501-04-2023 General Fund PR Batch 00501.04.2023 Garnishment 531.99 31852 Total 531.99
31853 USPS 4/6/2023 PERMIT FEE General Fund Administration USPS Annual Renewal Fee Admin 290.00 31853 Total 290.00
31854 VISION SERVICE PLAN 4/6/2023 Apr-23 General Fund Vision Cobra J. Wade Apr 2023 32.46 31854 VISION SERVICE PLAN 4/6/2023 501-03-2023 General Fund PR Batch 00501.03.2023 Vision Insurance 926.90 31854 Total 959.36
31855 ACTION TOWING 4/13/2023 203395 General Fund Police Towing Svc Honda Pilot Case #22-598 PD 319.00 31855 Total 319.00
31856 ALPINE MECHANICAL SERVICE COMPANY INC. 4/13/2023 i9120 Library Fund HVAC Routine Maint and Inspections Svc Library 1,303.81 31856 ALPINE MECHANICAL SERVICE COMPANY INC. 4/13/2023 i9120 General Fund DPW-Building Maint. HVAC Routine Maint and Inspections Svc Town 1,955.71 31856 Total 3,259.52
31857 BIANCHINI'S CATERING 4/13/2023 43913 General Fund Planning Foods for Housing Meeting Plng 4/6/23 487.13 31857 Total 487.13
31858 BOBBY MAGAMI 4/13/2023 April 3 2023 General Fund Police Lunch Decision Making Trng B. Magami PD 4/3/203 18.00 31858 BOBBY MAGAMI 4/13/2023 April 3 2023 General Fund Police Mileage Decision Making Trng B. Magami PD 4/3/203 13.38 31858 Total 31.38
31859 CINTAS CORPORATION 4/13/2023 4148560568 General Fund Police (1) 4X6 Scraper, (7) Traffic Mats PD Mar 2023 106.72 31859 CINTAS CORPORATION 4/13/2023 4149958046 General Fund Police (1) 4X6 Scraper, (7) Traffic Mats PD Mar 2023 106.72 31859 CINTAS CORPORATION 4/13/2023 4151481227 General Fund Police (1) 4X6 Scraper, (7) Traffic Mats PD Apr 2023 106.72 31859 Total 320.16
31861 COOK CATHY MARIE 4/13/2023 April 5 2023 General Fund Administration Performer for Love Our Earth Festival 4/22/23 350.00 31861 Total 350.00
31862 CRONIN CONSTRUCTION & DEVELOPMENT INC. 4/13/2023 BP22-00799 General Fund Refund Recycling Dep BP22-00799, 20 Tuscaloosa 4,114.59 31862 Total 4,114.59
31863 DUCKY'S CAR WASH LLC 4/13/2023 Mar-23 General Fund Police Car Wash Service PD Mar 2023 241.29 31863 Total 241.29
31864 FENICHEL MARK B. 4/13/2023 April 5 2023 General Fund Administration Performer for Love Our Earth Festival 4/22/23 350.00 31864 Total 350.00
31865 HIP HOUSING INC. 4/13/2023 202300000003 General Fund Planning Home Sharing Grants for FY 2022-2023 Plng 2,500.00 31865 Total 2,500.00
31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Case Papercups PD 86.41 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Entry Tool Monoshock PD 480.61 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Pk Creamer, (1) dz Marker, (2) pk Sticky Notes PD 81.23 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) pk Kleenex PD 38.28 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Trouser Belt Returned S. McCully PD (32.54) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Trouser Belt S. McCulley PD 48.26 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (1) Webcam w/Microphone L. Daley PD 43.74 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (10) $30 Gift Cards Dispatchers PD 300.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (12) pk Cleaning Kit Keurig PD 19.63 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (2) Fuel Stabilizer, (2 ) Gas Cans for Generator PD 163.16 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (2) pk Kleenex Returned PD (38.28) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (2) pk AA Batteries PD 41.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (2) pk Door Stopper PD 17.42 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (2) pk K Cup, (1) Ground Coffee, (1) Filter Cofee PD 77.91 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (3) Airfare Upgrade MOT Trng D. Andrua, L. Daley & J. Taylor PD 3/28/23 -3/29/23 40.00
31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police (8) 2020 Emergency Response Guide Books PD 50.39 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng D. Andruha PD 3/28/23 78.89 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng D. Andruha PD 3/29/23 68.90
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng J. Taylor PD 3/28/23 78.89 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng J. Taylor PD 3/29/23 68.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng L. Daley PD 3/28/23 78.89 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 0866/3/22/23JF General Fund Police Airfare MOT Trng L. Daley PD 3/29/23 68.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 1602/3-22-23FR General Fund Administration (2) bx Sanitary Napkins for Bathroom Admin 45.98 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 1602/3-22-23FR General Fund Administration (20) Atherton Living Featuring Our Office Admin Mar 2023 60.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 1602/3-22-23FR General Fund Administration (20) Atherton Living Featuring Our Office -Returned Admin Mar 2023 (60.00) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 1602/3-22-23FR General Fund City Council Dinner for Council Meeting 3/15/23 451.23 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 1602/3-22-23FR General Fund Administration Fraudulent Transaction Refund Admim (348.12) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1) Extension Cord, (1) Ext Cord Retractable Reel PD 160.76 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1) Fire Extinguishers for Patrol Car PD 90.15 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1) Metal Wall Mounted Power Strip Garage PD 40.46 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1) pk Hefty Storage Bags for Trama Bear Storage PD 4.69 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1) Storage Charging Locker PD 954.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police (1000) Junior Motor Officer Badge Stickers PD 216.95 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police Airfare Booking Fee CAPE Trng E. Johnson PD 3/9/23 2.21 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police Airfare CAPE Trng E. Johnson PD 3/8/23 138.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police Airfare CAPE Trng E. Johnson PD 3/8/23 128.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police Apple Monthly Fee Storage Plan E. Johnson PD 0.99 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 3299/3-22-23EJ General Fund Police Re-Stocking First Aid Kits PD 268.33 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL GF Projects (1) Refrigerator Council Chambers 3,170.65 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL GF Projects (1) Refrigerator Council Chambers 2,323.18 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL GF Projects (1) Refrigerator -Return Council Chambers (2,323.18) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL General Fund DPW-Engineering Airfare PW Officers Institute Conf R. Ovadia 3/2/23 168.98 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL General Fund DPW-Engineering Airfare PW Officers Institute Conf R. Ovadia 3/2/23 213.98 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 4525/3-22-23HL General Fund DPW-Engineering Lodging PW Officers Institue Conf R. Ovadia 3/6/23 (636.76) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police (1) Office Chair S. McCulley PD 3/12/23 305.88 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police (2) Drone Flag PD 103.60 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police (2) pk Tissue, (4) bg Whole Bean Coffee PD 99.52 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police (3) pk Sticky Notes, (1) dz Marker, (1) pk Creamer, (1) pk Cleaning PD 94.27 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Amazon Credit Item not received PD 3/16/23 (72.51) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Amazon Credit Item not received PD 3/16/23 (21.76) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Dinner for Night Shift Storm PD 2/22/23 106.65 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Investigative Svcs PD 3/1/23 75.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Lunch Drone Trng with Vendor PD 3/2/23 96.40 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Reg Fee 21 Century Warrants Trng J. Massagli PD 3/1/23 200.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Reg Fee 21 Century Warrants Trng -Refund PD 3/1/23 (945.00) 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 5762/3-22-23DL General Fund Police Reg Fee Drone Trng PD 2/22/23 149.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration (1) Microwave Egg Cooker for Kitchen Admin 7.65 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration (1) pk Card Case Protector Admin 8.19 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration Food for Meeting Admin 02/22/23 90.21 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration Maint Svc Rav4 CM G. Rodericks Admin 02/27/23 273.09 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration Maint Svc RAV4 CM G. Rodericks Admin 03/18/23 59.99 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 7363/03-22-23GR General Fund Administration Wall Street Journal Subscription CM G. Rodericks Admin 38.99 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 8914/3-22-23APD General Fund Police (1) Inverter Generator PD 929.74 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 8914/3-22-23APD General Fund Police (1) pk Portable LED Worklight w/Rotating heads PD 359.98 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 8914/3-22-23APD General Fund Police Coffee for ADAPT Meeting PD 3/4/23 20.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 8914/3-22-23APD General Fund Police Donut & Juice for ADAPT Meeting PD 3/4/23 21.48 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 8914/3-22-23APD General Fund Police Lodging SLI #2 Trng K. Pronske PD 2/22/23 -2/25/23 320.70
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Interdepartmental Adobe Subscription Admin 551.77 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Interdepartmental Dropbox Accounts for Business 72.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Administration Fed-Ex Admin 3/8/23 114.37 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Interdepartmental IIMC Subscription Admin 3/8/23 185.00 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Interdepartmental Microsoft Admin 0.90 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Administration Office Supplies Admin 44.16 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Administration Sprinkles Admin 172.15 31866 IMPAC. GOVERNMENT SERVICES 4/13/2023 9369/3-22-23AS General Fund Interdepartmental Zoom for Town Hybrid Meeting 299.90 31866 Total 10,695.09
31867 INTERSTATE TRAFFIC CONTROL PRODUCTS 4/13/2023 255551 General Fund DPW-Street Maint. (15) Barricade PW 869.53 31867 Total 869.53
31868 IRON MOUNTAIN INC 4/13/2023 HKLB024 General Fund Police On-Site Shredding Svc PD 2/22/23 -3/28/23 396.90 31868 Total 396.90
31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 295676083002 General Fund Administration (2) pk Oreo Cookie Admin Mar 2023 60.69 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 295745122001 General Fund Administration (1) Pk Planters Variety Admin Mar 2023 42.49 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 302668619001 General Fund Administration (1) Post-It, Dry Erase, (1) pk Markers Admin Mar 2023 38.40 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 302691524001 General Fund Administration (1) Footrest R. Londer Admin Mar 2023 54.68 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 303223789001 General Fund Administration (1) dz Sharpie, (1) pk Notes, (5) pk Tray Admin Mar 2023 112.34 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 303225630001 General Fund Administration (1) pk Post-It Admin Mar 2023 24.05 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 303547325001 General Fund Administration (1) pk Coke, (1) pk 7UP, (1) Cookie Dispenser Admin Mar 2023 71.64 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 303547325002 General Fund Administration (1) Pk Diet Coke Admin Mar 2023 25.58 31869 ODP BUSINESS SOLUTIONS LLC 4/13/2023 303562598001 General Fund Administration (1) bx Truff, (2) bx Cookies, (2) bx Crackers, (1) bx Rice Krispies Admin Mar 2023 310.80
31869 Total 740.67
31870 PATEL KEVAN 4/13/2023 April 5 2023 General Fund Police Lunch EVOC Driver Trng Update K. Patel PD 4/5/23 18.00 31870 PATEL KEVAN 4/13/2023 April 5 2023 General Fund Police Mileage EVOC Driver Trng Update K. Patel PD 4/5/23 52.00 31870 Total 70.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197092 General Fund Police Uniforms-(2) Jkt & (4) Shirt Remove Patch, (2) Jkt & (4) Shirt Sew on Patch D. Larsen 45.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197094 General Fund Police Uniforms-(12) Shirt & (2) Jkt Remove on Patch, (12) Shirt & (2) Jkt Sew on Patch, (1) Pants, (1) Plant Taper Legs, Waist & Seat Out, Repair Hole J. Fong 266.97
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197278 General Fund Police Uniforms-(15) Shirt & (2) Jkt Remove Patch, (15) Shirt & (2) Jkt Sew on Patch D. Andruha 30.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197371 General Fund Police Uniforms-(15) Shirt & (2) Jkt Remove on Patch, (15) Shirt & (2) Jkt Sew on Patch K. MacDonald 127.50
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197372 General Fund Police Uniforms-(6) Shirt & (2) Jkt Remove on Patch, (6) Shirt & (2) Jkt Sew on Patch J. Gatto 60.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197373 General Fund Police Uniforms-(10) Shirt & (2) Jkt Remove on Patch, (10) Shirt & (2) Jkt Sew 90.00 31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197546 General Fund Police Uniforms-(8) Shirt Remove on Patch, (8) Shirt Sew on Patch J.
Yamsuan 60.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197641 General Fund Police Uniforms-(1) Jacket Ultra Duty, (1) Embroidered Name I. Davidovich 211.95 31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 197672 General Fund Police Uniforms-(10) Shirt & (2) Jkt Remove on Patch, (10) Shirt & (2) Jkt Sew on Patch I. Davidovich 90.00
31871 PENINSULA UNIFORMS & EQUIPMENT 4/13/2023 198624 General Fund Police Uniforms-(1) Jkt & (1) Hat Sew on Patch, (1) Jkt Windbreaker, (1) Small Bag Kit Tool, (1) Hat Adj J. Fong 118.56
31871 Total 1,099.98
31872 PG&E 4/13/2023 50076991V1 General Fund DPW-Street Maint. Install Traffic Control Svc Points & Circuits @ 100 Watkins PW 7,485.10 31872 Total 7,485.10
31873 PITNEY BOWES GLOBAL FINANCIAL SERVICES LLC 4/13/2023 0276-2882/4-3 General Fund Interdepartmental Postage Meter Refill & Trans Fee Town Mar 2023 2,020.99
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31873 Total 2,020.99
31874 PRIORITY 1 PUBLIC SAFETY EQUIP. 4/13/2023 9195 General Fund Police (1) Black Rac Electronic Lock for 40mm Gun PD 601.02 31874 Total 601.02
31875 ROODMAN JEFFREY M 4/13/2023 BP22-00082 General Fund Refund Recycling Dep BP22-00082, 49 Wilburn 1,000.00 31875 Total 1,000.00
31876 RUSS BASSETT CORP. 4/13/2023 91677 General Fund Police (2) Locker Base, (2) Flex Personal Comfort System-Heat & Air PD 5,296.33 31876 Total 5,296.33
31877 SAGE MODERN INC. 4/13/2023 April 4 2023A General Fund Refund 2nd Utility Dep BP20-00310, 338 Greenoaks 5,000.00 31877 SAGE MODERN INC. 4/13/2023 BP20-00310 General Fund Refund Recycling Dep BP20-00310, 338 Greenoaks 1,000.00 31877 Total 6,000.00
31878 SAN MATEO CNTY CONTROLLERS OFFICE 4/13/2023 Mar-23 General Fund Allocation of Parking Penalties PD Mar 2023 598.60 31878 Total 598.60
31879 TRIDENT K9 CONSULTING 4/13/2023 1465 General Fund Police Maint Trng K9 Jessie D. Romero PD 3/1, 3/8, 3/15, 3/22 & 3/29/23 500.00 31879 Total 500.00
31880 TRIPEPI SMITH & ASSOCIATES INC. 4/13/2023 9860 General Fund Administration Q1 Newsletter Production Admin Mar 2023 650.00 31880 TRIPEPI SMITH & ASSOCIATES INC. 4/13/2023 9861 General Fund Administration Q2 Newsletter Production Admin Mar 2023 3,300.00 31880 TRIPEPI SMITH & ASSOCIATES INC. 4/13/2023 9864 General Fund Police Graphic Designer Svc for Annual Report PD 2,175.00 31880 Total 6,125.00
31881 TURBO DATA SYSTEMS INC 4/13/2023 39879 General Fund Police Electronic Citation Processing Fee Mar 2023 43.96 31881 TURBO DATA SYSTEMS INC 4/13/2023 39880 General Fund Police (10) E-Cite Lease PD 3,453.94 31881 Total 3,497.90
31882 US BANK VOYAGER FLEET SYSTEMS INC. 4/13/2023 8690164772312 General Fund Police Motorcycle Fuel Charges PD Mar 2023 763.58 31882 Total 763.58
31883 WEST COAST ARBORISTS INC. 4/13/2023 197936 General Fund DPW-Street Maint. Tree Maint Svcs PW Streets 3/1/23 -3/15/23 16,160.00 31883 Total 16,160.00
31884 WEX BANK 4/13/2023 88399968 General Fund Police Vehicle Fuel Charges PD 3/7/23 -4/6/23 7,367.44 31884 Total 7,367.44
31885 WILLDAN ENGINEERING 4/13/2023 625009 General Fund DPW-Engineering Eng Svcs Atherton TE Svc Jan 2023 14,054.50 31885 WILLDAN ENGINEERING 4/13/2023 625137 General Fund DPW-Engineering Eng Svc Storm Water Inspection PW Feb 2023 164.25 31885 WILLDAN ENGINEERING 4/13/2023 625138 Measure A Eng Svcs Technical Review of Middlefield Pass Project Jan 2023 630.00 31885 WILLDAN ENGINEERING 4/13/2023 625212 Measure A Eng Svcs Ped Improvements Watkins Feb 2023 4,651.00 31885 WILLDAN ENGINEERING 4/13/2023 625213 Special Tax Eng Svcs 2022 Annual CIP Pavement Rehab Project Feb 2023 2,289.50 31885 WILLDAN ENGINEERING 4/13/2023 625214 Special Tax Eng Svcs Fairoaks/Lloyden Civil Design Feb 2023 4,115.50 31885 Total 25,904.75
31886 YAMSUAN JOSE 4/13/2023 April 3 2023 General Fund Police Lunch Decision Making Trng J. Yamsuan PD 4/3/23 18.00 31886 YAMSUAN JOSE 4/13/2023 April 3 2023 General Fund Police Mileage Decision Making Trng J. Yamsuan PD 4/3/23 13.38 31886 Total 31.38
31887 SAN MATEO CNTY RECORDERS OFFICE 4/20/2023 General Fund Planning Record Fee- CEQA Document Plng 50.00 31887 Total 50.00
31888 ADO PROFESSIONAL SOLUTIONS INC. 4/20/2023 12815979 General Fund Finance Temp Emp P. Morin Fin 4/3/23 -4/7/23 2,400.00 31888 Total 2,400.00
31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11606 General Fund Planning Listing & (2610) Citywide Mailings Plng 1/11/23 8,091.00 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11634 General Fund Planning Ownership Listings & (31) Citywide Mailings Plng 2/1/23 260.10 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11652 General Fund Planning Radius Map, Ownership Listings & (82) Citywide Mailings Plng 2/8/23 761.30 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11692 General Fund Planning (41) Citywide Mailings Plng 3/6/23 371.70 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11696 General Fund Planning (109) Citywide Mailings Plng 3/9/23 624.35 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11711 General Fund Planning (40) Citywide Mailings Plng 3/18/23 279.00 31889 ADVANCED LISTING SERVICES INC. 4/20/2023 11712 General Fund Planning (79) Citywide Mailings Plng 3/18/23 360.90
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31889 Total 10,748.35
31890 ALHAMBRA 4/20/2023 21928698 041323 General Fund Police Drinking Water Svcs PD Apr 2023 250.79 31890 Total 250.79
31891 AT&T CALNET 3 4/20/2023 19736558 General Fund Police (3) 911 BTNS Circuit PD Mar 2023 (93.80) 31891 AT&T CALNET 3 4/20/2023 19767316 General Fund Police Main Line PD 03/10/23 -04/09/23 494.95 31891 Total 401.15
31892 BAKER TILLY US LLP 4/20/2023 BT2339891 General Fund City Council City Council Goals Workshop Mar 2023 4,995.00 31892 Total 4,995.00
31893 BAY DEMOLITION iNC. 4/20/2023 BP22-00220 General Fund Refund Recycling Dep for BP22-00220, 97 Laburnum 1,795.31 31893 Total 1,795.31
31894 BLUEBEAM INC. 4/20/2023 1601242 General Fund Building Bluebeam Revu Standard Maintenance Renewal Bldg Apr 2023 1,090.00 31894 Total 1,090.00
31895 CAL MOTO 4/20/2023 3031368/2 General Fund Police Repairs Svc 2021 BMW R1250RTP PD 4/7/23 568.49 31895 Total 568.49
31896 CALIFORNIA STATE DISBURSEMENT UNIT 4/20/2023 502-04-2023FR General Fund PR Batch 00502.04.2023 Garnishment 323.07 31896 CALIFORNIA STATE DISBURSEMENT UNIT 4/20/2023 502-04-2023NT General Fund PR Batch 00502.04.2023 Garnishment 177.69 31896 Total 500.76
31897 COMMERCIAL CONTROLS CORPORATION 4/20/2023 11265 General Fund DPW-Building Maint. Building Sys Support & Preventive Maint PW Apr 2023 3,202.00 31897 Total 3,202.00
31898 DIVISION OF THE STATE ARCHITECT 4/20/2023 Jan-Mar 2023 GF Projects Disability Access & Education Report -Admin Fee Jan-Mar 2023 (288.00) 31898 DIVISION OF THE STATE ARCHITECT 4/20/2023 Jan-Mar 2023 General Fund Disability Access & Education Report Fee Jan-Mar 2023 320.00 31898 Total 32.00
31899 DUTTA GINA 4/20/2023 March 13 2023 General Fund Police Parking Financial Fraud Trng G. Dutta PD 3/13/23 -3/14/23 11.75 31899 Total 11.75
31900 G W C S INC. 4/20/2023 BP22-00855 General Fund Refund Recycling Dep for BP22-00855, 268 Atherton 2,866.88 31900 Total 2,866.88
31901 GARAVAGLIA ARCHITECTURE INC. 4/20/2023 20230085 GF Projects Atherton Rail Station Building Improvements Mar 2023 886.73 31901 Total 886.73
31902 INFINITY TECHNOLOGIES 4/20/2023 1257 General Fund DPW-Engineering GIS Svcs PW Eng Apr 2023 1,865.00 31902 INFINITY TECHNOLOGIES 4/20/2023 1337 Facilities Construction CCAC IT Services Town Mar 2023 3,196.25 31902 INFINITY TECHNOLOGIES 4/20/2023 1337 Library Fund CCAP IT Services Library Mar 2023 2,340.00 31902 INFINITY TECHNOLOGIES 4/20/2023 1338 General Fund Planning General DATA Housing & ADU Research Plng Apr 2023 1,530.00 31902 INFINITY TECHNOLOGIES 4/20/2023 1339 General Fund Interdepartmental Contract IT Services Apr 2023 14,062.00 31902 Total 22,993.25
31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Breakfast CA Assoc Property Evidence Trng E. Johnson PD 4/3/23 17.00 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Breakfast CA Assoc Property Evidence Trng E. Johnson PD 4/4/23 17.00 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Breakfast CA Assoc Property Evidence Trng E. Johnson PD 4/5/23 15.14 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Dinner CA Assoc Property Evidence Trng E. Johnson PD 4/3/23 30.36 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Dinner CA Assoc Property Evidence Trng E. Johnson PD 4/4/23 34.00 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Dinner CA Assoc Property Evidence Trng E. Johnson PD 4/5/23 28.31 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Dinner CA Assoc Property Evidence Trng E. Johnson PD 4/6/23 34.00 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Incidental CA Assoc Property Evidence Trng E. Johnson PD 4/5/23 5.00 31903 JOHNSON ERICA 4/20/2023 April 17 2023 General Fund Police Lunch CA Assoc Property Evidence Trng E. Johnson PD 4/7/23 18.00 31903 Total 198.81
31904 KBM OFFICE EQUIPMENT INC. 4/20/2023 114464 Facilities Construction CCAP-Delivery & Install FF&E (10) Chairs, (4) Tables Feb 2023 3,211.71 31904 Total 3,211.71
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31905 KREFELD'S AWARDS INC 4/20/2023 32848 General Fund Police (1) Perpetual Plate Engraved Emp of The 1st Qtr E. Rivera PD 38.46 31905 Total 38.46
31906 LOGO MAT CENTRAL LLC 4/20/2023 Q11982 General Fund Police (2) 3'X4' Custom Mats for PD 577.60 31906 Total 577.60
31907 MENLO INVESTMENT GROUP LLC 4/20/2023 APW22-00046 General Fund Refund Road Bond Dep APW22-00046, 335 Fletcher 2,500.00 31907 Total 2,500.00
31908 ODP BUSINESS SOLUTIONS LLC 4/20/2023 302097218001 General Fund Building (1) Binder, (1) Notebook, (5) Steno Books Bldg Mar 2023 42.53 31908 ODP BUSINESS SOLUTIONS LLC 4/20/2023 302120413001 General Fund Building (2) Binders Bldg Mar 2023 20.83 31908 ODP BUSINESS SOLUTIONS LLC 4/20/2023 302120415001 General Fund Building (2) Binders Bldg Mar 2023 20.32 31908 Total 83.68
31909 PACIFIC PENINSULA CUSTOM GROUP 4/20/2023 BP22--01000 General Fund Building Refund Recycling Dep BP22-01000, 244 Park 9,184.69 31909 Total 9,184.69
31910 PATRICK HAWKINS PRINTING INC. 4/20/2023 20275 General Fund Police (3000) Atherton Resident Handbooks -Printing & Mailing PD 4,141.08 31910 Total 4,141.08
31911 PAWINGTON LLC 4/20/2023 60485056 General Fund Police (1) Large Suite K9 Jessie D. Romero PD Apr 2023 130.00 31911 Total 130.00
31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Park Program Activity Bldg -150 Watkins 2/24/23 -3/24/23 205.82 31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Park Program Modular Bldg -150 Watkins 2/24/23 -3/24/23 597.07 31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Park Maint. Pump-150 Watkins 2/24/23 -3/24/23 169.03 31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Street Maint. Signal Marsh/Middlefield 2/24/23 -3/24/23 61.38 31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Street Maint. Signal Middlefield/Oak Grove 2/24/23 -3/24/23 77.15 31912 PG & E 4/20/2023 56788311910/323 General Fund DPW-Street Maint. Street Lights 2/24/23 -3/24/23 4,538.47 31912 Total 5,648.92
31913 PRONSKE KRYSTAL 4/20/2023 April 17 2023 General Fund Police Lunch SLI Session#3 Trng K. Pronske PD 3/23/23 15.89 31913 PRONSKE KRYSTAL 4/20/2023 April 17 2023 General Fund Police Mileage SLI Session#3 Trng K. Pronske PD 3/23/23 -3/25/23 182.50 31913 Total 198.39
31914 RENNE PUBLIC LAW GROUP LLP 4/20/2023 9701 General Fund Administration RPPG/Atherton Consulting & Grant Writing Svcs Mar 2023 2,083.00 31914 Total 2,083.00
31915 SAN JOSE BMW/VESPA 4/20/2023 273811 General Fund Police Repair & Maint Svc 2020 BMW PD Apr 2023 2,813.62 31915 Total 2,813.62
31916 SAN MATEO CNTY INFO SERV DEPT 4/20/2023 1YAT12303 General Fund Police (2) Microwave Mux DSO PD Mar 2023 164.51 31916 Total 164.51
31917 SAN MATEO RESOURCE CONSERVATION DISTRICT 4/20/2023 2-CB-GEN General Fund Administration Cal Recycle -SB 1383 Administration & Personnel 9/1/22 -12/31/22 339.71 31917 SAN MATEO RESOURCE CONSERVATION DISTRICT 4/20/2023 I-CB-GEN General Fund Administration Cal Recycle -SB 1383 Administration & Personnel 7/1/22 -9/30/22 35.63 31917 Total 375.34
31918 STATE OF CALIFORNIA DEPARTMENT OF JUSTICE 4/20/2023 646836 General Fund Police (3) Fingerprint Apps PD Apr 2023 96.00 31918 Total 96.00
31919 T D ROOFING 4/20/2023 BP23-00160 General Fund Refund Recycling Dep BP23-00160, 95 Mulberry 500.00 31919 Total 500.00
31920 TELECOMMUNICATIONS ENGINEERING 4/20/2023 48161 General Fund Police Facilities Mgmt & Maint Public Safety Comm Center PD Apr 23 2,603.50 31920 Total 2,603.50
31921 U.S. DEPARTMENT OF THE TREASURY 4/20/2023 502-04-2023 General Fund PR Batch 00502.04.2023 Garnishment 531.99 31921 Total 531.99
31922 ALPINE MECHANICAL SERVICE COMPANY INC. 4/27/2023 I9437 Library Fund HVAC Routine Main & Inspections Svcs Library 1,429.04 31922 ALPINE MECHANICAL SERVICE COMPANY INC. 4/27/2023 I9437 General Fund DPW-Building Maint. HVAC Routine Main and Inspections Svcs Town 2,143.55 31922 Total 3,572.59
31923 AT&T CALNET 3 4/27/2023 19738391 General Fund Police PD Radio Circuits- Ban # 9391080028 3/1/23 -3/31/23 1,899.98 31923 Total 1,899.98
31924 AUTOMATIC GATE MASTERS & GARAGE DOORS INC. 4/27/2023 386 Special Tax Service Call-New Gooseneck Installation 900.00
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31924 Total 900.00
31925 BAKER TILLY US LLP 4/27/2023 BT2379659 General Fund City Council City Council Goal Workshop April 2023 4,995.00 31925 Total 4,995.00
31926 BOUND TREE MEDICAL 4/27/2023 65260173 General Fund Police (7) Onsite AED's & FRX AED PD 976.17 31926 Total 976.17
31927 BUSCHMAN SCOTT 4/27/2023 220094 General Fund Police (1) 5X7 Dept Photo Session w/New Hire K. Shum PD 4/24/23 235.16 31927 Total 235.16
31928 CAL MOTO 4/27/2023 3030235/3 General Fund Police
Replace Heated Grips, Front & Rear Brake Pads & Rotor 2019 BMW PD 2,859.33
31928 Total 2,859.33
31929 CAL-WEST LIGHTING & SIGNAL MAINTENANCE INC. 4/27/2023 230258 General Fund DPW-Street Maint. (3) Traffic Signals Preventative Maint Svcs Feb 2023 165.00 31929 CAL-WEST LIGHTING & SIGNAL MAINTENANCE INC. 4/27/2023 230259 General Fund DPW-Street Maint. Traffic Signal Svc Call Middlefield & Marsh Feb 2023 282.15 31929 Total 447.15
31930 CAPITAL ONE PUBLIC FUNDING LLC 4/27/2023 10645411 General Fund Loan# 101018626 Town Hall Abate LSE Real Pro-Rev 12/01/22 - 06/01/2023 428,935.62
31930 Total 428,935.62
31931 CINTAS CORPORATION 4/27/2023 5153723649 General Fund Administration First Aid Refilled Admin 4/12/23 26.66 31931 CINTAS CORPORATION 4/27/2023 5153723649 General Fund DPW-Park Maint. First Aid Refilled HP Park 4/12/23 26.67 31931 CINTAS CORPORATION 4/27/2023 5153723649 General Fund DPW-Engineering First Aid Refilled PW Eng 4/12/23 26.66 31931 CINTAS CORPORATION 4/27/2023 5153723649 General Fund DPW-Street Maint. First Aid Refilled PW Streets 4/12/23 26.66 31931 Total 106.65
31932 DIMITRI ANDRUHA 4/27/2023 April 24 2023 General Fund Police Breakfast School Safety Trng D. Andruha PD 4/19/23 6.95 31932 DIMITRI ANDRUHA 4/27/2023 April 24 2023 General Fund Police Dinner School Safety Trng D. Andruha PD 4/19/23 31.50 31932 DIMITRI ANDRUHA 4/27/2023 April 24 2023 General Fund Police Lunch School Safety Trng D. Andruha PD 4/19/23 18.00 31932 DIMITRI ANDRUHA 4/27/2023 April 24 2023 General Fund Police Mileage School Safety Trng D. Andruha PD 4/19/23 115.00 31932 Total 171.45
31933 FLOCK GROUP INC. 4/27/2023 INV-10315 General Fund Police (3) Privately Funded Cameras Resident Freund/Grais Trust -Emilie, Britton, and Alejandra 7,500.00
31933 FLOCK GROUP INC. 4/27/2023 INV-12172 General Fund Police (2) Privately Funded Cameras Resident Gaertner -E/B & W/B Oak Grove 5,000.00
31933 FLOCK GROUP INC. 4/27/2023 INV-8903 General Fund Police (10) Privately Funded Cameras Resident Jared Stahl- Stockbridge, Santiago, Tuscaloosa, Atherton, Elena, Alameda, Almendral, Walsh, Polhemus, and Fletcher 25,000.00
31933 Total 37,500.00
31934 GRAINGER INC 4/27/2023 9652708398 General Fund DPW-Street Maint. (30) Traffic Cones DPW Mar 2023 525.98 31934 Total 525.98
31935 LENCIONI CONSTRUCTION COMPANY INC 4/27/2023 BP23-00014 General Fund Refund Recycling Dep BP23-00014, 84 Elena 10,732.03 31935 Total 10,732.03
31936 MCCULLEY STEVE 4/27/2023 April 18 2023 General Fund DPW-Park Maint. Broken Stove Grate Replacement Gilmore House HP Park Apr 2023 87.68 31936 MCCULLEY STEVE 4/27/2023 April 18 2023 General Fund Police Drone Windsock Hardware PD Apr 2023 34.08 31936 MCCULLEY STEVE 4/27/2023 April 19 2023 General Fund Police (10) 2022 Annual Report- Copies & Binding Apr 2023 175.37 31936 Total 297.13
31937 METROPOLITAN PLANNING GROUP 4/27/2023 2003753 General Fund Planning Contract Planning Svcs Plng Mar 2023 81,848.75 31937 Total 81,848.75
31938 MUNISERVICES LLC 4/27/2023 INV06-016369 General Fund Finance Bus Lic Admin Processing Svcs Fin Mar 2023 675.00 31938 Total 675.00
31939 MYERS-STEVENS & TOOHEY CO. INC. 4/27/2023 1400102 General Fund Police Long-Term Disability Ins PORAC PD May 2023 404.00 31939 MYERS-STEVENS & TOOHEY CO. INC. 4/27/2023 1400102 General Fund Police Short-Term Disability Ins PORAC PD May 2023 404.00 31939 Total 808.00
31940 OTIS ELEVATOR COMPANY 4/27/2023 100401064687 General Fund DPW-Building Maint. Elevator Maint Svcs Town Hall Jan 2023 2,760.00
Check# Vendor Name Check Date Invoice# Fund Dept Description Amount 31940 Total 2,760.00
31941 PG & E 4/27/2023 11940786962APR General Fund Administration Civic Center 80 Fair Oaks Admin & Council Chamber 2/17/23 - 3/20/23 583.98
31941 PG & E 4/27/2023 11940786962APR General Fund Building Civic Center 80 Fair Oaks Bldg 2/17/23 -3/20/23 583.98 31941 PG & E 4/27/2023 11940786962APR Library Fund Civic Center 80 Fair Oaks Library 2/17/23 -3/20/23 9,343.60 31941 PG & E 4/27/2023 11940786962APR General Fund Police Civic Center 80 Fair Oaks PD 2/17/23 -3/20/23 11,679.50 31941 PG & E 4/27/2023 11940786962APR General Fund Planning Civic Center 80 Fair Oaks Plng 2/17/23 -3/20/23 583.97 31941 PG & E 4/27/2023 11940786962APR General Fund DPW-Engineering Civic Center 80 Fair Oaks PW 2/17/23 -3/20/23 583.97 31941 Total 23,359.00
31942 SACRED HEART SCHOOLS 4/27/2023 IRB23-00082 General Fund Refund Permit Fee-App Withdrawn IRB23-00082, 150 Valparaiso 180.00 31942 SACRED HEART SCHOOLS 4/27/2023 IRB23-00082 General Fund Refund Tech Surcharge Fee-App Withdrawn IRB23-00082, 150 Valparaiso 6.48
31942 Total 186.48
31943 SYSERCO INC. 4/27/2023 11861 Library Fund Energy Management Systems -Svc Support Program Library Feb 2023 735.70 31943 SYSERCO INC. 4/27/2023 11861 General Fund DPW-Building Maint. Energy Management Systems -Svc Support Program PW Feb 2023 1,716.63 31943 SYSERCO INC. 4/27/2023 12183 Library Fund Energy Management Systems -Svc Support Program Library Apr 2023 735.70 31943 SYSERCO INC. 4/27/2023 12183 General Fund DPW-Building Maint. Energy Management Systems -Svc Support Program PW Apr 2023 1,716.63 31943 Total 4,904.66
31944 TIAA COMMERCIAL FINANCE INC. 4/27/2023 9473329 General Fund Police Lease Sharp MX-M3570 Copier PD Apr 2023 252.84 31944 Total 252.84
31945 TONY'S CLEAN TEAM LLC 4/27/2023 15-3217 General Fund DPW-Park Maint. Janitorial Maint Svcs HP Park Apr 2023 3,220.00 31945 TONY'S CLEAN TEAM LLC 4/27/2023 15-3217 Library Fund Janitorial Maint Svcs Library Apr 2023 4,745.00 31945 TONY'S CLEAN TEAM LLC 4/27/2023 15-3217 General Fund DPW-Building Maint. Janitorial Maint Svcs Town Facility Apr 2023 10,455.00 31945 Total 18,420.00
31946 TOSHIBA FINANCIAL SERVICES 4/27/2023 33843030 General Fund Administration Lease Toshiba e-Studio 5516ACT Copier Admin Apr 2023 1,374.85 31946 Total 1,374.85
31947 URBAN FUTURES INCORPORATED 4/27/2023 CD-2022-007 General Fund Interdepartmental Continuing Disclosure & Compliance Services FY22/23 1,200.00 31947 Total 1,200.00
31948 WEST COAST ARBORISTS INC. 4/27/2023 198575 General Fund DPW-Street Maint. Tree Maint Svcs PW Street 3/16/23 -3/31/23 8,060.00 31948 Total 8,060.00
Grand Total 932,545.66
Item No.
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: SUNG H. KWON, TOWN PLANNER
DATE: May 17, 2023
SUBJECT: AUTHORIZE A MEMORANDUM OF UNDERSTANDING WITH
COUNTY OF SAN MATEO TO JOIN A MULTIJURISDICTIONAL
SAFETY ELEMENT PROJECT WITH THE
MUNICIPALITIES OF ATHERTON, BELMONT, BURLINGAME, EAST
PALO ALTO, HALF MOON BAY, SAN BRUNO, BRISBANE, AND
PACIFICA AND SAN MATEO COUNTY AS AGENCY PARTICIPANTS
AND AUTHORIZE THE CITY MANANGER TO APPROPRIATE $105,169
OF FUNDING FOR THE PROJECT
RECOMMENDATION
Authorize the Memorandum of Understanding (MOU) between Town of Atherton and San Mateo County for participation in a Multi-Jurisdictional Safety Element Project from June 15, 2023 to June 15, 2026; direct the City Attorney to prepare and authorize the City manager to execute the MOU and issue payments per MOU.
Authorize $105,169 in funding for during the life of the project (June 15, 2023 to June 15, 2026) as a budget appropriation (multiple fiscal year allocations).
BACKGROUND
In recent years, the complexity of safety elements has increased along increasing State requirements, more sophisticated mapping, and expanded community outreach based on higher levels of public interest in climate change and hazard planning. Assembly Bill (AB) 162 (2007) required updates to flood hazard information and policies and Senate Bill (SB) 1241 (2012) required updates to fire hazard information and policies. The largest change for safety elements was SB 379 (amending Government Code Section 65302(g)) which requires cities and counties to include climate adaptation and resiliency information, policies, and implementation strategies in their safety elements. SB 379 passed in 2015, but provided cities and counties time to incorporate its requirements. Specifically, SB 379 required cities and counties to comply upon the next revision of a local hazard mitigation plan (LHMP) on or after January 1, 2017, or, if the local jurisdiction had not adopted a LHMP, beginning on or before January 1, 2022. Detailed
MOU for Safety Element
May 17, 2023
guidance from the Governor’s Office of Planning & Research and Office of Emergency Services to local governments on how to prepare vulnerability assessments was not available until July 2020. Most recently, SB 99 (2019) was passed, imposing requirements related to evacuations and wildfires, including a requirement to identify areas that do not have at least two emergency evacuation routes. While some organizations have recently completed a safety element, additional work is necessary for most agencies to be in full compliance with the subjects of climate change adaptation and evacuation planning. These updates are required in the Town’s Element.
It is more cost effective for the Town to participate at the regional level to update the Safety Element and take advantage of the economy of scale to do so. In late 2021, a number of agencies in San Mateo County expressed interest in collaborating on an update of their respective safety elements, the Town included. The cities, towns and County in San Mateo have a strong history of collaboration and resource sharing on housing related initiatives through the 21 Elements Project. In addition, all 21 jurisdictions in the county collaborated on a Multijurisdictional Local Hazard Mitigation Plan (MJLHMP) which was completed in December 2021 providing baseline information for the safety element updates.
On September 6, 2022, the San Mateo County Planning and Building Department released a Request for Proposals (RFP) for the Multijurisdictional Safety Element Project. The Department received two proposals in response to the RFP. The evaluation and selection committee determined the proposal submitted by PlaceWorks to be the most suitable based on the overall criteria of project understanding, qualifications of the consulting team, relative project experience, project approach and methodology, and proposed cost. PlaceWorks has extensive experience with creating General Plan, Safety Elements, and local hazard mitigation plans throughout California.
Recently, PlaceWorks completed safety elements, vulnerability assessments, and/or climate adaptation plans for Santa Barbara County (2022) and the following other Bay Area communities:
City of San Mateo, Contra Costa County, Solano County, Orinda, Lafayette, Benicia, Dixon, Rio Vista, Suisun City, Vacaville, Vallejo, Santa Rosa, and Windsor. PlaceWorks also has experience supporting a multijurisdictional safety element process in Solano County.
ANALYSIS
The scope of work for this project includes thoughtful approaches to community engagement and equity. PlaceWorks has partnered with Climate Resilient Communities, a local nonprofit, to help lead engagement and outreach to community groups and hard to reach community members, and to provide equity reviews of work products. Climate Resilient Communities is a communitybased organization dedicated to serving the underrepresented through empowering community voices to implement climate solutions that bring about unity and resilience.
Community Planning Collaborative (formerly Baird + Driskell Community Planning) has acted as the project manager for the Safety Element Collaborative Project through the Collaborative’s initial formation and the RFP process, ensuring that the voice of each participating agency is heard, and their needs addressed. To date, Community Planning Collaborative acted as project manager through their role as lead consultant for the 21 Elements Project. 21 Elements was originally created to assist San Mateo County jurisdictions (20 cities and the county) with required Housing Element updates and has now expanded to assist with other General Plan element
MOU for Safety Element
May 17, 2023
updates. The Community Development Director executed an agreement with Community Planning Collaborative to continue to serve as Project Manager for the length of the Safety Element Collaborative Project, for a term of May 1, 2023 through May 1, 2026 and in an amount not to exceed $92,400 (See Attachment 2C). Each participating agency is responsible for funding their portion of the agreement with Community Planning Collaborative. The Town’s portion of Community Planning Collaborative agreement is $8,778.
Each participating agency will enter into a Memorandum of Understanding (MOU) with San Mateo County to participate in the Safety Element Collaborative. The MOUs outline the services to be performed by the consultants and set forth the participating agency’s contribution toward the costs of the consultant services. All participating jurisdictions will have a staff member representing their agency on a Collaborative Steering Committee. This committee will oversee the progress of the project and will provide input on the project direction/issues.
The San Mateo County Planning and Building Department will serve as the fiscal agent for the Safety Element Collaborative. As fiscal agent, San Mateo County will enter into agreements with the designated consultants and will pay consultant invoices using deposits from all participating agencies.
Additional partners in the Safety Element Collaborative Project include the San Mateo County Office of Sustainability and San Mateo County Department of Emergency Management. A key stakeholder for this collaborative is OneShoreline, the San Mateo County Flood and Sea Level Rise Resiliency District. OneShoreline will be a valuable resource for collaboration/clarification/input on several aspects of this project.
The overall purpose of this project is to address these safety element legal requirements and to share analysis and resources for greater efficiency for the jurisdictions participating in this collaborative effort. This project will update the safety elements of the County of San Mateo and six participating San Mateo County municipalities (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno) to comply with latest requirements for safety elements, as described above and codified at Government Code 65302. The cities of Brisbane and Pacifica are also participating in a few tasks, like the vulnerability analysis, but are not requesting a complete safety element update at this time.
POLICY FOCUS
A safety element is a required component of a county or city’s general plan, and recent changes to State law require local jurisdictions to update their safety elements. Specifically, the main components of a safety element update include:
1. Updated background information and mapping on hazardous conditions and evacuation concerns;
2. A vulnerability assessment that considers how climate change may affect natural hazards in the community, and the effects on populations and assets;
3. Amendments to goals, policies, objectives, and implementation measures, especially as they relate to climate change resiliency; and
MOU for Safety Element
May 17, 2023
4. Alignment of programs from other County planning documents and State resources.
FISCAL IMPACT
The term of the PlaceWorks, Inc. agreement is May 1, 2023, through May 1, 2026. The amount of the agreement is not to exceed $1,224,016 for the three-year term. Each participating agency is responsible for funding their portion of the project cost. The Town’s portion of the PlaceWorks, Inc. agreement is $96,391.
The term of the Community Planning Collaborative agreement is May 1, 2023 through May 1, 2026 and in an amount not to exceed $92,400. Each participating agency is responsible for funding their portion of the agreement with Community Planning Collaborative. The Town’s portion of Community Planning Collaborative agreement is $ 8,778.
Below is a chart illustrating the City’s/Town’s portion of the costs as outlined above.
ATHERTON – TOTAL COST
SAFETY ELEMENT CONSULTANT
Placeworks Team
Base Contract $91,801
Additional scope items (public meetings/technical support) $0 CEQA Contingency $0
General Contingency $4,590
Subtotal $96,391
PROJECT MANAGER
Community Planning Collaborative – 21 Elements
Subtotal $8,778
TOTAL COST $105,169
There are three payment options for the Safety Element. Staff recommends that the City Council consider payment Option #3.
Agency Total Cost FY 22/23 FY 23/24 FY 24/25
Atherton $105,169
Option #1 $105,169
Option #2 $52,584 $52,584
Option #3 $21,034 $63,101 $21,034
MOU for Safety Element
May 17, 2023
GOAL ALIGNMENT
Goal A- Maintain Fiscal Responsibility
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders – to include, but be not limited to, media outlets, school districts, Menlo Park Fire District, service provides (water, power, and sewer), and regional elected officials.
ATTACHMENT
Attachment 1 - Resolution
Attachment 2 - MOU
Exhibit A – Project Contributions by Agency
Exhibit B – PlaceWorks - Scope of Work and Fee Proposals Exhibit C – Community Planning Collaborative – Scope of Work and Fee Proposal
ATTACHMENT E. FEE PROPOSAL - BY AGENCY UPDATED 3/21/23
RFP - PLN22-0906 FINAL
COUNTY
San Mateo Atherton Belmont Brisbane Burlingame East Palo Alto Half Moon Bay Pacifica San Bruno Task 1. Project Coordination and Communication $ 14,095 $ 10,525 $ 14,095 $ 6,223 $ 14,095 $ 14,095 $ 14,095 $ 5,570 $ 14,095 Task 2. Community Engagement and Equity Approach $ 102,394 $ - $ 19,754 $ 19,754 $ 19,754 $ 19,754 $ 19,754 Task 3. Develop Vulnerability Assessment and Hazard Maps $ 67,839 $ 15,180 $ 15,180 $ 18,530 $ 18,530 $ 18,530 $ 18,530 $ 18,530 $ 18,530 Task 4. Background Information on Hazards $ 10,082 $ 5,761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 $ 5,761 Task 5. Goals, Objectives, and Policies $ 29,865 $ 14,933 $ 14,933 $ 14,933 $ 14,933 $ 14,933 $ 14,933 Task 6. Implementation Measures $ 19,858 $ 9,929 $ 9,929 $ 9,929 $ 9,929 $ 9,929 $ 9,929 Task 7. Safety Elements Drafted for Jurisdictions $ 25,591 $ 12,796 $ 12,796 $ 12,796 $ 12,796 $ 12,796 $ 12,796 Task 8. CEQA Analysis (Exemption or Addendum) $ 10,190 $ 10,190 $ 10,190 $ 10,190 $ 10,190 $ 10,190 $ 10,190 Task 9. Board of Forestry Review $ 3,381 $ 3,381 $ 3,381 Task 10. Public Agency Board – Review & Approval $ 11,526 $ 11,526 $ 11,526 $ 11,526 $ 11,526 $ 11,526 $ 11,526 PW Reimbursable Expenses (Website Hosting, GIS fee, limited travel) $ 3,296 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 $ 961 PlaceWorks Total $ 298,118 $ 91,801 $ 118,507 $ 31,476 $ 118,475 $ 118,475 $ 121,857 $ 25,061 $ 118,475 Add-On Tasks San Mateo Atherton Belmont Brisbane Burlingame East Palo Alto Half Moon Bay Pacifica San Bruno Additional TAC Meeting Support & Attendance $ 8,960
Additional Public Agency Meetings $ 5,142 $ 1,714 $ 1,714 Contingency - CEQA (Initial Study/Negative Declaration/AB 52 consultation) $ 12,821 $ 12,821 $ 12,821 $ 12,821 $ - $ 12,821 Contingency - General (5% or 10%) $ 31,222 $ 4,590 $ 11,851 $ 3,148 $ 11,848 $ 12,019 $ 12,186 $ 1,253 $ 12,019 PlaceWorks Total $ 356,263 $ 96,391 $ 143,178 $ 34,623 $ 130,323 $ 145,029 $ 146,863 $ 26,314 $ 145,029 Additional Items San Mateo Atherton Belmont Brisbane Burlingame East Palo Alto Half Moon Bay Pacifica San Bruno Project Management - Community Planning Collaborative via 21 Elements $ 11,935 $ 8,778 $ 11,935 $ 6,006 $ 11,935 $ 11,935 $ 11,935 $ 6,006 $ 11,935 CPC Total $ 11,935 $ 8,778 $ 11,935 $ 6,006 $ 11,935 $ 11,935 $ 11,935 $ 6,006 $ 11,935 Baseline Scope of Work
CITIES
2635 Benvenue Ave
Berkeley, CA 94704
510.761.6001
[email protected] | planningcollaborative.com February 11, 2023
Katie Faulkner, Planner III
County of San Mateo
455 County Center
Redwood City, CA 94063
Subject: Project Management -- San Mateo County Safety Element Collaborative Multi-Jurisdictional Safety Element
We are pleased to provide this proposal for continued project management services for the MultiJurisdictional Safety Element Collaborative.
For the past year, Community Planning Collaborative (formerly Baird + Driskell Community Planning) has been serving as the convenor, facilitator and project manager of a collaborative of nine agencies working together on efforts related to their Safety Elements. Specifically, Community Planning Collaborative (CPC) has acted the project manager for the Safety Element Collaborative project through the Collaborative’s initial formation and the RFP process, ensuring that the voice of each participating agency was heard, and their needs addressed. To date, Community Planning Collaborative acted project manager through their role as lead consultant for the 21 Elements Project. 21 Elements was originally created to assist San Mateo County jurisdictions (20 cities and the county) with required Housing Element updates and has now expanded to assist with other General Plan element updates.
With the selection of PlaceWorks, Inc. to serve as the professional Safety Element consultant, there is still the need to provide oversight and orchestration of this multi-agency effort over the next two years. To support staff from the nine agencies, CPC will convene and facilitate the Steering Committee meetings, meet with PlaceWorks to provide preliminary review and direction of process and product components; review public outreach and engagement materials and other deliverables; monitor and provide updates on budget and deliverable requirements to each agency; coordinate with PlaceWorks for efficient and effective work with all agencies; and prepare documents for staff for their communications to Planning Commissions and elected bodies.
As a Principal, Josh Abrams is authorized to bind CPC to the contents of this submittal and to negotiate contracts on behalf of CPC. We propose to have Cathy Capriola continue to serve as the Project Manager of the Safety Element Collaborative. Please contact me if you have any questions.
Sincerely,
Josh Abrams
Principal
SCOPE OF WORK
In consideration of the payments set forth in Exhibit B, Contractor shall provide the following services:
Multi-Jurisdictional Safety Element
Overall, serve as PROJECT MANAGER for the Multi-Jurisdictional Safety Element project with nine public agencies in San Mateo County.
Full Scope Participating Agencies: San Mateo County and six San Mateo County cities (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno) Partial Scope Participating Agencies: Cities of Brisbane and Pacifica; and
1. Steering Committee – Coordinate, facilitate and communicate with the agencies individually and together as a Collaborative Steering Committee throughout the project. Lead the Steering Committee and serve as the Committee’s primary point of contact. Ensure meetings of the Collaborative Steering Committee provide opportunities to share information, provide feedback at key points in the process, discuss options and opportunities for community engagement, and review approaches to addressing key hazards of concern. Review meeting materials prepared by PlaceWorks Team before distribution to the Committee members. After each meeting, prepare and distribute a high-level summary of key points, action items, decisions, and next steps.
2. Project Management – Monitor and oversee the overall project per the executed contract with PlaceWorks. Ensure timeline and project deliverables are met in a timely manner and at the quality expectation of the project.
3. Reporting & Agency Communication – Conduct quarterly check-in meetings with each participating agency and ensure concerns, ideas or issues are reviewed and resolved with the PlaceWorks Team.
Prepare quarterly project progress reports regarding status of the project, overall progress on budget, and update on individual agency costs to date.
4. Invoice Review & Budget Monitoring – Review submitted invoices by PlaceWorks; monitor and track invoices and submitted charges against the overall approved budget for the project as a whole and for each individual agency. Communicate with County as fiscal agent on monthly invoices and provide updates to the Steering Committee as a whole and individual agencies as needed.
5. Coordination with Lead Safety Element Consultant (PlaceWorks) – Coordinate on a regular basis with PlaceWorks on project process, deliverables, and community outreach. Provide guidance and conduct necessary outreach to individual agencies or the Steering Committee as a whole.
6. Work Product Review – Review all public engagement tools and products in a comprehensive manner.
Review technical work products (such as vulnerability analysis and individual safety elements) at a higher level focused on clarity and broad objectives with the detailed review to be completed by the individual agencies based on their specific knowledge and expertise).
7. Adoption Staff Reports – Prepare staff reports and enacting resolutions at the completion of the project for adoption of the completed Safety Elements by each jurisdiction.
8. Participate in Key Community Outreach Activities – Participate in occasional community outreach activities, such as the community workshops, to monitor outcomes and to understand the key community issues within the Safety Element processes.
9. Respond to Requests from Participating Agencies -- Provide easy and direct access for Jurisdictions to ask questions, distribute information, query other jurisdictions, obtain updated information on State laws and particular items of importance, etc.
FEE PROPOSAL
Contractor shall submit monthly invoices for services rendered during the prior month to [email protected], identifying the Agreement Number, specific work completed, the contract donot-exceed amount, and the amount remaining unspent under this Agreement. The invoice shall be based on the following fee schedule and terms as set forth in the table below which identify the overall budget, distribution of total hours by task, and the amount to be billed to the County by fiscal year. Modifications to the estimated annual billing amounts may be made separately, without amendment to this Agreement, through consultation between the Director of Community Development or designee, and Contractor followed by written authorization from the Director of Community Development or designee. County shall pay Contractor within thirty (30) business days of receipt of a satisfactory invoice.
In no event shall total payment for services under this Agreement exceed ninety two thousand four hundred dollars ($92,400) without a written amendment signed by both parties.
The hourly rate for this project is $200 per hour.
Estimated Annual Billing Amounts: The project spans three fiscal years and is roughly expected to be executed within these parameters:
FY 22/23 – 20% equal to $18,480
FY 23/24 – 60% equal to $55,440
FY 24/25 – 20% equal to $18,480
Hours Costs
Steering Committee Coordination 54 $10,800
Coordination Meetings with Fiscal Agent 36 $7,200
Coordination Meetings with Safety Element Consultant
Team
78 $15,600
Quarterly 1x1 Outreach to Participating Agencies &
Quarterly Reports on Progress, Timeline and Budget
Updates by Project and via Individual Agencies
136 $27,200
Monthly Invoice Review 48 $9,600
Review of Work Products & Community Engagement 60 $12,000 Preparation of Final Staff Report and Resolutions 10 $2,000 Sub-Total 422 $84,400
Contingency 40 $8,000
TOTAL 462 $92,400
COST SHARING
Below is a chart outlining the cost sharing based on scope of each agency (full scope with full public engagement; full scope with limited engagement; and partial scope with no public engagement and technical aspects only.)
AGENCY ESTIMATED COSTS
San Mateo County $11,935
Atherton $8,778
Belmont $11,935
Brisbane $6,006
Burlingame $11,935
East Palo Alto $11,935
Half Moon Bay $11,935
Pacifica $6,006
San Bruno $11,935
TOTAL $92,400
Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
February 9, 2023 | Revised Proposal for Services Page 44 of 178 Multi-Jurisdictional Safety
Element Update
for the County of San Mateo
February 9, 2023 | Revised Proposal for Services
ORANGE COUNTY • BAY AREA • SACRAMENTO • CENTRAL COAST • LOS ANGELES • INLAND EMPIRE www.placeworks.com
Prepared By: PlaceWorks
2040 Bancroft Way, Suite 400
Berkeley, California 94704
t 510.848.3815
In Association with:
Atlas Planning Solutions
Nexus Planning & Research
Climate Resilient Communities
Technical
Proposal
Proposal for Services • PLACEWORKS 3
TECHNICAL PROPOSAL
Understanding and Approach
California residents understand that natural hazards are an inescapable and inherent character of our state, and San Mateo County is no exception. Lakes and streams regularly shrink and swell in cycles of drought and downpours, hills and forests turn dry and burn, and the ground occasionally shakes and rumbles. As a background of all of this, the consequences of global climate change alter our expectations of normality, changing the frequency and intensity of many of our natural hazards, often with increasingly severe effects.
We cannot ignore these hazardous conditions, nor can we completely eliminate the risk they pose. The continued success of San Mateo County, as with the rest of our region and state, depends on finding ways to adapt to these conditions and increase our resilience to their harmful effects. We can reduce the chance of these hazards occurring, design our physical and social systems to resist their effects, and plan for rapid, effective responses and recovery when they do inevitably happen. The Safety Element of each jurisdiction’s General Plan serves as a comprehensive framework and foundation for
community resilience with goals, policies, and programs that address safety issues in the community, providing
opportunities to build community resilience throughout all phases of the emergency management cycle.
The PlaceWorks team understands that nine jurisdictions in San Mateo County have formed a Safety Element Collaborative (Collaborative) for a coordinated update of their Safety Elements (or in the case of Brisbane and Pacifica, selected aspects of the Safety Element). The Collaborative includes the County of San Mateo and the Cities of Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, and San Bruno (also referred to as Participating Agencies or Participating Jurisdictions). The updated Safety Elements should be responsive to all applicable State laws and pertinent public safety issues, including climate change, the intersection between risks and equity, and evacuation access. For many of these communities, there is a significant amount of overlap in the types of hazard conditions they must address (refer to Table 1). In addition, they should integrate with other safety-related planning efforts, including the recently updated Multijurisdictional Local Hazard Mitigation Plan, local emergency operation plans, and climate adaptation plans, and comprehensively address both short-term and long-term safety and resilience issues.
Disaster
Response
Mitigation Recovery
Preparation
The emergency management cycle
Technical Proposal
4 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Table 1. Participating Jurisdictions and Hazards of Concern Jurisdiction Scope
Participation
Hazards of Concern
Dam
Inundation
Evacuation
Concerns Flooding GeologicLandslides
GeologicLiquefaction
Sea
Level
Rise
Tsunami
Wildfire
CAL FIRE
review
San Mateo
County
Full
Atherton Full
Belmont Full ex. SB 99
Brisbane VA & Maps
Burlingame Full
East Palo
Alto
Full
Half Moon
Bay
Full
Pacifica VA & Maps
San Bruno Full
Tailored Holistic Planning
While recognizing the importance of having safety elements that are tailored to each community, the PlaceWorks team understands that these elements must mesh and sync up with each other to create a unified framework to public safety and resilience as much as possible. The successful efforts of OneShoreline illustrate how effective a county-wide approach can be when it comes to policy frameworks, capital projects, educational efforts, and data sharing, among others. Although not all jurisdictions in San Mateo County are participating in this project, we still intend to pursue cross-boundary analyses and solutions that can help inform surrounding communities and which other communities may be able to join later. For example, unincorporated San Mateo County, Half Moon Bay, and Belmont include very high fire hazard severity zones.
As feasible, a unified approach to reduce the risks to new and existing development in these zones can help ensure increased protection across community limits and make sure these Participating Jurisdictions are prepared for any future fires.
The PlaceWorks team understands that despite the relatively close proximity of the nine Participating Jurisdictions, there are substantial differences between these communities. These differences include physical distinctions, such as terrain and distribution of land uses; socioeconomic differences among community residents, such as income; a range of community characteristics, including quality and age of housing stock; exposure to different hazards and safety issues; and numerous other factors.
Proposal for Services • PLACEWORKS 5
We know that this project cannot be approached as a single Safety Element distributed to each community.
Each community must receive analyses, policies, community engagement strategies, and other resources as part of their Safety Element that is uniquely prepared for that community’s needs. Pacifica’s vulnerabilities are different from Belmont’s, and many policy solutions that work for East Palo Alto are not likely to be applicable to Atherton. We pride ourselves on working with municipal agency staff, community-based organizations (CBOs), and other local experts to better understand the unique challenges and opportunities facing each community, allowing us to prepare plans that are specifically suited to each jurisdiction and not cookie-cutter “one-size-fits-all” documents.
Assessing Vulnerability Through an Equity Lens
The PlaceWorks team is aware that acknowledging and helping to correct inequities is a key principle of this planning effort, and this is a topic we are eager to address. Our team understands the nexus between equity and resilience, recognizing that lack of access to secure housing, financial resources, healthcare and education, decision-making, and numerous other consequences of systemic injustices and marginalization make an individual or a group more likely to be harmed by natural hazards and their consequences, both directly and indirectly. Many populations in the Participating Jurisdictions have experienced such discrimination and vulnerability, and we see a key part of our role as learning from their experiences and using our understanding of equity issues to elevate their needs and priorities.
Part of our understanding of equity, disproportionate impacts, and vulnerability is knowing the different forms that these issues take. There are numerous factors that contribute to vulnerability, and we want to make sure that the updated Safety Elements comprehensively address these issues. For example, it is well known that income and other financial resources are one of the biggest determinants of resilience. Higherincome persons can more easily afford to rehabilitate and harden their homes, pay for protective resources, absorb temporary loss of income from hazard-related impacts, relocate to less vulnerable areas, and take many other steps to reduce their vulnerability. However, this does not mean that wealthy individuals may not also be vulnerable to the effects of natural hazards. In a county where the median income for a family of four is $166,000, factors such as overpaying for housing, overcoming obstacles to home ownership (e.g., lack of affordable homes, saving for down payment), and overcrowding can contribute substantially to vulnerability. Social isolation, access and functional needs, chronic health conditions, and many other factors also make an individual more sensitive to natural hazards regardless of their financial resources. A key goal of these Safety Element updates will focus on working with community members, CBOs, and jurisdiction staff to ensure that these plans include a comprehensive understanding of vulnerability that accurately reflects • Brisbane: 4,850
•Unincorporated
San Mateo
County: 129,270
Population
• East Palo Alto:
$83,510
•Atherton: Over
$250,000
Median
household
income
•Half Moon Bay:
49%
• San Bruno: 84%
Percentage of
houses built
before 1980
Technical Proposal
6 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update the very real needs and priorities of the most at-risk groups, while also not excluding those who may not be considered “traditionally” vulnerable but who may still suffer disproportionate impacts.
County-wide income limits for a household of four and median household income.
Taking the Long View
Under recent changes to State law, safety elements must be reviewed and updated (as needed) at least every eight years. Despite this, safety elements must continue to provide a framework for long-term safety and resilience. While they can (and should) include relevant short-term actions, as a part of the General Plan, a safety element should traditionally support community action for 15 to 30 years. However, the PlaceWorks team understands that this historic horizon is no longer sufficient in the era of climate change, and that our communities should be planning for conditions decades in the future. We know that a building or piece of critical infrastructure constructed during the eight-year active period of these safety elements may still be operational by 2100. For example, Census data shows that approximately 11 percent of the houses in San Mateo
County were constructed before 1940, long before the
advent of modern building codes, safety standards, or
many of the other land use planning tools that inform
today’s development. Meanwhile, consider that State
guidance recommends planning for at least 84 inches of
sea level rise by 2100, a level that would cause significant inundation in parts of Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and the
unincorporated county, and would likely create impacts in $0 $50,000 $100,000 $150,000 $200,000 $250,000
Acutely
low
Extremely
low Very low Low Moderate
Above
moderate
East Palo
Alto
County average, San
Bruno, and Brisbane
Belmont Atherton
Pacifica and
Half Moon Bay
2100 sea level rise projections in East Palo Alto, according to Adapting to Rising Tides modeling.
Burlingame
Proposal for Services • PLACEWORKS 7
all other communities. We understand the importance of planning our communities now to account for longterm future conditions, helping to ensure that future generations, including the infrastructure and critical facilities that they rely on, are out of harm’s way as much as possible and are prepared for hazard events.
Inclusive Community Engagement
Any plan must have support from the community, or its success is in jeopardy. The PlaceWorks team understands the importance of building community backing for the Safety Element updates. Our approach to community engagement for comprehensive planning and resilience projects ensures that community member concerns, goals, priorities, and values are elevated in the Safety Element updates and made central to their intent. Our approach to public engagement emphasizes the importance of conducting outreach to as broad a segment of the community as possible, including to people who historically have not participated in community planning efforts. This includes using a range of in-person and virtual engagement approaches and tools, using interactive and compelling ways to gather community feedback, and making information available to community members in plain, easy-to-understand ways to help support informed participation.
Critically, we intend to collaborate very closely with CBOs and jurisdictions’ staff to understand how best to reach out to community members, to learn what strategies have been successful in the past, as well as what’s working well now in similar projects in Participating Jurisdictions, and to improve the engagement process.
We also intend to collaborate with CBOs and jurisdiction staff to conduct outreach in other languages, as necessary.
Feasible Implementation
We cannot overstate the importance of implementation, and as many of our staff are former public jurisdiction staff themselves, the PlaceWorks team understands that a plan that only sits on the shelf is of no value to anyone regardless of how nicely it reads or how well it was put together. It is critical that the strategies in the Safety Elements be appropriate and feasible for the communities, including that they can be implemented with available staff time, funding levels, and other resources. Right now, there are numerous opportunities to fund safety, resilience, and adaptation work coming from regional, state, and federal sources, as well as private organizations. We plan to prepare Safety Elements that help to best position the Participating Jurisdictions to secure these funds and take advantage of other emerging resources that can support these efforts.
Technical Proposal
8 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Scope of Work
PlaceWorks supports the work program presented in the Request for Proposals (RFP) with minor modifications. The work program described in this section includes all tasks identified in the RFP plus an additional sub task for project management and coordination with the Community Planning Collaborative (CPC) Project Manager in Task 1 and small modifications to combine sub tasks. Task 1, project coordination and communication, is an ongoing task. Task 2, community engagement and equity approach, will occur throughout the process with targeted outreach or touchpoints at key points in the process. Tasks 3 through 10 will occur sequentially as each task builds up to the final review and approval of the Safety Element.
Our Scope of Work presents our proposed approach to the project; however, we look forward to discussing the approach with the Collaborative and adjusting it as needed to support achievement of the project goals.
We recognize that not all Participating Agencies will participate in all tasks. Our understanding of agency participation by task is shown in Table 2.
Table 2. Participating Agency Participation by Task
Participating Agency Participation by Task
1 2 3 4 5 6 7 8 9 10
Atherton
Belmont
Brisbane
Burlingame
East Palo Alto
Half Moon Bay
Pacifica
San Bruno
Unincorporated San
Mateo County
Proposal for Services • PLACEWORKS 9
Task 1. Project Coordination and Communication
1.1 Collaborative Steering Committee
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
The PlaceWorks team will participate in meetings with the Collaborative Steering Committee throughout the project. As noted in the RFP, we anticipate this Collaborative will include participation by at least one representative from each Participating City and San Mateo County, in addition to the CPC Project Manager and staff the PlaceWorks team.
Meetings of the Collaborative Steering Committee will be opportunities to share information, provide feedback at key points in the process, discuss options and opportunities for community engagement, and review approaches to addressing key hazards of concern.
As part of the project kick-off meeting, we propose to review the project schedule and identify topics, key project milestones, and opportunities to engage the Collaborative Steering Committee. Some topics, like community engagement, will likely occur on each meeting agenda, though the time needed will vary by phase of the project. For scoping purposes, we anticipate up to nine (9) meetings by video conference with the Steering Committee.
PlaceWorks will develop the meeting approach and draft agenda in collaboration with the CPC Project Manager and prepare deliverables and presentation materials for each meeting. PlaceWorks and the CPC Project Manager will identify key decisions and discussion items for each agenda. PlaceWorks will review meeting materials with the CPC Project Manager before distribution to the Committee members. After each meeting, the CPC Project Manager will prepare and distribute a high-level summary of key points, action items, decisions, and next steps. PlaceWorks understands the CPC Project Manager will facilitate each meeting and that the PlaceWorks team will lead presentation and discussion of our work products during the meeting. All meetings will be held online through Zoom.
Our scope for this task assumes the CPC Project Manager will lead the formation and overall coordination of this Committee and serve as the Committee’s primary point of contact. At the time of project initiation, the Committee and PlaceWorks will confirm the preferred option(s) for sharing files, either through email or through a file-sharing site that is accessible by all Committee members.
1.2 Participating Agency Technical Advisory Committees and 1x1 Support Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Each Participating Agency has the option to create a Technical Advisory Committee (TAC) to provide topicspecific feedback and guidance on the development of their jurisdiction’s Safety Element. TACs may include staff representatives from planning, building, public works, emergency management, parks, police/sheriff, Collaborative Steering
Committee Members
Project Manager:
Community Planning
Collaborative (CPC)/21
Elements
Representatives from 8
Participating Cities and
County of San Mateo Dept.
of Planning & Building and
Office of Sustainability
Consultant Team
Technical Proposal
10 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update fire, city manager/county executive’s office, and other departments as identified by the Participating Agency.
Each TAC will be coordinated by the key staff from the Participating Agency who will use materials prepared by PlaceWorks to support their discussions and decisions.
The role of the TAC is to support preparation of the Safety Element Update and to provide communityspecific expertise and background to the project team. We recommend TACs review interim and draft project deliverables and provide important feedback to the PlaceWorks team. An example of an interim deliverable is the review of draft lists of populations, hazards, and assets and confirmation of mapped data that will be used to inform the key task of vulnerability scoring. This interim deliverable leads to the main task of conducting a Vulnerability Assessment. It will be important to the success of the Safety Element for Participating Agency staff with direct knowledge and local expertise to contribute to the project. Most meetings will be to ensure key tasks are moving forward and producing locally appropriate results, although some meetings might need to be reserved for focused issue-specific discussions, like wildfire or flooding.
Some of the work of the TAC can be done through email and may not require an in-person or virtual meeting of all members. We recommend a brief kick-off for each TAC that includes a review of the project schedule and roles and responsibilities to set expectations. The formation and role of TAC will vary by Participating Agency. For budgeting purposes, we will provide the following support for each Participating Agency per their request:
» Cities of Atherton, Brisbane, and Pacifica: No formal TAC meetings; all coordination will occur by email.
PlaceWorks will support informal communication and coordination appropriate to key deliverables. » Cities of Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in TAC meetings (virtual attendance).
» County of San Mateo: Meeting support and attendance in up to eight (8) TAC meetings. Our budget assumes 6 hours of PlaceWorks team time to prepare for, attend, and summarize each meeting, assuming average TAC meeting duration is 90 minutes.
For each meeting, the PlaceWorks team will provide a briefing packet that includes draft project deliverables and project updates that each agency can share with their own internal jurisdiction-specific TAC. The timing of the meetings will align with key product deliverables and milestones. In our experience, we have found it helpful to agency staff and the project when the consultant team is available to meet with interdepartmental teams, like TACs, to review materials, questions, and comments in a timely manner and ensuring an efficient and consistent process. Our participation is at the discretion of the project team and the budget.
In addition to TACs, one-on-one meetings with the key staff from the Participating Agencies will be helpful throughout the project, in addition to the Collaborative Steering Committee and TAC meetings. These oneon-one meetings will allow time for more detailed review and discussion of key issues or deliverables for one community. Between scheduled meetings, PlaceWorks will be available to coordinate and communicate with Participating Agencies by email or by phone if that is easier.
Our budget assumes time for at least three one-on-one meetings (up to 1-hour meeting time per meeting) by video conference for each Participating Agency. As part of this task, we will also offer all Participating Jurisdictions up to four (4), shared drop-in sessions or “office hours” as an additional opportunity for Participating Agency staff to sign-up or drop-in with a question. Office hours will be hosted through Zoom with the option for small breakout rooms based on a topic or deliverable.
Proposal for Services • PLACEWORKS 11
1.4 Ongoing Project Management
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Consistent and regular communication between the CPC Project Manager and the PlaceWorks team throughout the project will provide the opportunity for the project team to coordinate and keep the project moving forward on time and within budget. This task includes a project kick-off meeting and regular project check-ins of the project management team. At the project kick-off meeting, we will establish a schedule for project check-ins with the CPC Project Manager.
Our budget assumes one monthly 1-hour meeting during most of the project or one 30-minute check-in meeting twice a month, throughout the 24-month project. During these progress meetings, the PlaceWorks project management team and CPC Project Manager will discuss deliverables and active tasks for the Safety Element Update, identify any issues of concern and potentials solutions, and generally review the progress of the project. Other staff may join occasional meetings as needed. Prior to each meeting, we will work with staff to draft an agenda and identify the necessary participants to best meet the needs of each meeting. The status meetings will be in addition to regular email and phone communication between project team members.
This task includes project management activities, such as monitoring and tracking the budget, preparing and reviewing monthly invoices, maintaining the schedule, and managing the overall team throughout the process. The monthly invoice will detail PlaceWorks’ labor and expenses by task.
Deliverables:
» Monthly invoices and progress memos (electronic).
» Regular check-in meetings with the CPC Project Manager, including agenda preparation and action item summaries (by email).
» Regular email communication and coordination with the CPC Project Manager and leads for each Participating Agency.
» Preparation for and participation of the project management team in up to nine (9) meetings of the Collaborative Steering Committee (online/virtual).
» Preparation for and participation in Technical Advisory Committee meetings as follows:
» Town of Atherton: No TAC meetings; email coordination/communication only. » City of Belmont: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Brisbane: No TAC meetings; email coordination/communication only. » City of Burlingame: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of East Palo Alto: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Half Moon Bay: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meetings (virtual attendance). » City of Pacifica: No TAC meetings; email coordination/communication only. » City of San Bruno: Support for up to six (6) virtual TAC meetings and up to eight (8) hours reserved for PlaceWorks staff to participate in one or more TAC meeting (virtual attendance).
Technical Proposal
12 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update » County of San Mateo: Full support, including attendance, for up to eight (8) TAC meetings. » Participation in up to three (3) one-on-one meetings with Participating Agencies (online/virtual).
Participating Jurisdictions can use their contingency budget if additional meeting time is needed. » Up to four (4) virtual, shared office hour sessions (1 hour per session).
Task 2. Community Engagement and Equity Approach
Project success depends on successful community engagement. PlaceWorks ensures this by working with clients to create a solid yet flexible community engagement plan that will guide engagement efforts throughout the project. We strive for a community engagement process that invites participation, provides a safe and inclusive collaborative space, builds capacity, and strengthens community relationships and ensures the end product reflects the community’s experience and goals.
Our team offers the San Mateo County Collaborative expertise in community engagement and how community engagement can inform and improve the technical tasks, like the Vulnerability Assessment and policy development. Our team has recently worked in communities, like Butte County, Santa Rosa, and Santa Barbara County that experienced devastating hazard events and has developed engagement plans that are sensitive to and create space for the emotional, social, and physical disruption and loss, and trauma, caused by these events and supportive techniques to reflect and improve the community’s public safety and hazard mitigation framework to support recovery and resiliency in the face of likely future events. We also have worked in Bay Area and Peninsula communities to integrate equity and environmental justice into comprehensive plans. We look forward to the opportunity to partner with the Participating Agencies and CBOs to engage with stakeholders in the Participating Jurisdictions. We recognize that many communities have started conversations around climate change, adaptation, and resilience, and our team will work diligently to get up-to-speed with recent and ongoing work to ensure it is incorporated into the project and the outreach approach.
We support the Community Engagement tasks presented in the RFP and offer the following approach to these tasks. In some instances, we found the RFP approach to be similar to our recommendation. We recognize these are minimum levels of outreach; however, we have followed many of the same tasks in similar projects and find them to be successful for a Safety Element Update as scoped in Tasks 3-10. As noted in the RFP, we recognize the following assumptions for this task:
PlaceWorks will lead the development and implementation of certain tasks and defer to CBO partners and/or Participating Agency staff to lead other tasks, with support from the PlaceWorks team, as noted in the sub-task descriptions.
PlaceWorks commits to designing outreach materials to be easily accessible to non-technical audiences and include the use of graphics and illustrations.
PlaceWorks and CRC will provide language translation as identified in this Scope of Work. Language translation will be limited to public outreach and communication items identified in Task 2. The contingency budget is available to support additional translation and/or interpretation if requested by the Participating Jurisdictions. PlaceWorks will ensure that there is sufficient time to review and translate materials and ensure they meet equity and inclusion goals.
Proposal for Services • PLACEWORKS 13
PlaceWorks will attend only online outreach events, while most in-person events will be attended by agency staff or contracted CBOs. In our task descriptions, we have noted opportunities for PlaceWorks to support in-person events if needed.
Each Participating Agency will use their communication channels (social media, web) to publicize the outreach initiatives. PlaceWorks will provide marketing content to support these tools.
2.1 Community Engagement Plan
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
We begin our community engagement planning process for every project with preparation of an outreach and engagement approach or Community Engagement Plan (CEP). The engagement plan is the foundation for the engagement process and provides transparency to all participants throughout the process. We follow the International Association for Public Participation (IAP2)’s core values and code of ethics in our approach and design our strategies with IAP2’s Spectrum of Public Participation in mind, with flexibility to support community-driven processes. PlaceWorks is a member of IAP2 and supports ongoing training of our staff to ensure we are responsive to best practices and techniques.
For each phase of the planning process, we collaborate with staff to identify the desired level of engagement on the spectrum (inform, consult, involve, collaborate, and empower), who should be involved, why they should be involved, what their involvement will mean to the process and project, how they should be involved, and how we will use their input in the process and project. We work with our clients to develop goals and their commitment to the public for the outreach and planning process, and to ensure those goals and objectives are shared with all stakeholders throughout the process.
Developing and implementing a strong community engagement process is a cornerstone of our work. As a result, PlaceWorks’ projects reflect the interests and concerns of community members and decision makers.
We employ a variety of in-person and online outreach tools—including workshops, open houses, stakeholder discussion groups, listening sessions, pop-up events, intercept surveys, phone calls, online surveys, and special events—to elicit creative input and participation from all stakeholders. By successfully opening dialogue and building support, we help move projects from vision to final approval. We are also able to support translation and interpretation in a variety of languages.
At the kick-off meeting with the Collaborative Steering Committee, we will facilitate an outreach assessment and discussion with Participating Agency staff to learn about previous, ongoing, and planned community engagement approaches and strategies for similar projects, begin to identify key stakeholders and opportunities for engagement, and discuss goals and objectives for the engagement process. Following the kick-off meeting, PlaceWorks will prepare a draft Community Engagement Plan (CEP) integrating the feedback and guidance from Participating Agencies. We anticipate the draft CEP that will be shared with the Collaborative Steering Committee and the prospective CBO(s) for review and input. Following their review, PlaceWorks will revise the CEP, discuss revisions with staff, and prepare a working draft CEP. This version will guide the outreach and engagement activities, with the option to modify as needed to respond to unexpected information or changes in conditions.
Technical Proposal
14 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update For scoping purposes, we anticipate that the CEP will include the following:
The purpose and desired outcomes for community engagement throughout the planning process and for the project overall.
Identify target audiences and include a list of community stakeholders with identification of their networks and areas of expertise, preferred outreach and engagement opportunities for stakeholder types, and key questions and information for stakeholders.
Public information items, including the project timeline, a process chart showing the relationship of community engagement activities to the plan preparation process, deliverables, and similar materials. Protocol for documenting engagement activities and sharing the results with the project team and members of the public.
Indicators of assessing effectiveness of community engagement and a process to collect information. A protocol for communication, including how the project will be branded and messaged. Protocol for marketing in-person and online engagement events. Promotion of the project and related community engagement opportunities will be through a mix of techniques to reach residents and stakeholders, including articles in agency newsletters, inclusion in newsletters or e-blasts from Council or Board members, social media postings, newspaper advertisements, postings on online community calendars, email blasts, word of mouth, and other techniques found successful by agency and CBO staff for similar projects.
Protocol for interpretation and translation of English to Spanish for events and materials. A description of community engagement activities, including targeted stakeholders, purposes, costs, timing, and approach for each activity based on the activities included in Task 2. This will include general community engagement and strategies for inclusive and equity-focused engagement to engage communities that are traditionally under-represented in planning processes. A schedule of outreach activities, including the responsible team members, location, format, and needs for each event.
Roles and responsibilities of the PlaceWorks team, Participating Agencies, the CPC project manager, CBOs, community members and stakeholders, and supporting agencies.
2.2 Equity Approach
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
As noted in the RFP, we’ve retained the Equity Approach as a stand-alone task; however, we anticipate preparation of this approach as part of the Community Engagement Plan though it will be identified separately. The intention of this task is to clearly identify how equity will be incorporated into public engagement and all aspects of project development and execution. As part of our approach to integrating equity into project development, we will review best practices and case studies used in the region to assess goals, policies, and actions with equity considerations. In addition, we will ensure the community and
Proposal for Services • PLACEWORKS 15
stakeholder engagement approach is sensitive to community characteristics. We support the Collaborative’s acknowledgement that communities of color, low-income communities, persons with disabilities, and other historically underrepresented groups bear a disproportionately high-risk burden in relation to natural hazards and face higher exposure to hazards with fewer resources to withstand and recover from them. We fully support and commit to meaningfully engagement of these groups throughout this project to ensure that their lived experiences with hazard risk and priorities for policies and implementation strategies are reflected in the updated Safety Elements.
2.3 Community-Based Organizations Partnerships
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
In most of our recent comprehensive planning and community-scale design projects, PlaceWorks has partnered with one or more CBOs to support general and focused community outreach and engagement.
We highlighted two examples of these partnerships in our discussion of our firm’s cultural competence. In addition to PlaceWorks’ experience with CBOs in the county and the Bay Area, our teaming partners Atlas Planning Solutions and Nexus Planning are currently contracting with CBO partners to support outreach for the Santa Clara County Safety Element Update. We anticipate some CBOs supporting the Santa Clara County project that are based in San Mateo County will also have an interest in the San Mateo County Collaborative Safety Element Update project.
Our goal is to continue successful partnerships in previous efforts to conduct targeted outreach with small group meetings, pop-up events, and other engagement efforts. We agree that CBOs are trusted voices within their communities and can provide targeted outreach to groups based on hazard issues, geography, special needs, or equitable engagement.
This task will be led by Climate Resilient Communities (CRC), a local CBO that is well established in the county with trusted partnerships and a successful track record with engagement and community-driven planning for climate resilience. CRC is part of the PlaceWorks outreach and engagement team and will have a leading role in the identification and engagement of San Mateo County-based CBOs in this process and the targeted outreach and engagement for hard-to-reach community members. Their work to identify, include, and engage local CBOs is integrated into multiple outreach and engagement sub-tasks. CRC will also provide equity-focused reviews of select project deliverables to ensure goals, policies, and implementation programs reflect the input and expertise received during community and stakeholder engagement.
This task is primarily dedicated to coordination with and compensation for the local CBO participation. CRC will be a collaborator in the preparation of the overall Community Engagement Plan, during which time their role in supporting multiple outreach tasks will be defined. CRC will lead identification of and outreach to key CBO partners as well as representatives of hard-to-reach and vulnerable populations that might not be represented by a formal CBO. CRC’s work on this project will build from lessons learned and successes in similar outreach and engagement supporting the LHMP and adaptation planning work in the county.
The budget for this task assumes compensation of targeted stakeholders up to $25 per hour, assuming an average of 2 hours per meeting, activity, or event. During preparation of the engagement plan, the project team will detail the terms of eligibility for compensation. Priority use of the compensation will be to support engagement of hard-to-reach community groups, vulnerability populations, and others as outline in Task 2.5
Technical Proposal
16 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update with funds also being available for participation in community workshops and review of draft materials if supported by the Collaborative. The approach to compensation will be transparent, accountable, and equitable.
2.4 Community Workshops
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
As part of a community engagement plan, we anticipate community workshops serving as one key opportunity for broad community engagement. The purpose of the community workshops will be to provide agency-wide and county-wide opportunities for the public to provide input and engage with the Safety Element process. We support the use of virtual community workshops to provide opportunities for broad access. As we have worked with our clients to provide meaningful engagement opportunities throughout the COVID-19 pandemic and changing conditions, PlaceWorks developed guiding principles and best practices for virtual engagement and developed expertise in using various online meeting and collaboration tools. The agenda and activities used for each workshop will reflect the desired outcomes and expected participants for the workshop. During virtual meetings, we use a mix of presentations, polls, small group discussions with dedicated facilitators and notetakers, transparent and live notetaking using Google Docs (or similar online tool), and a variety of online activities using Mentimeter, Jamboard, or similar tools to receive input and feedback.
We ensure our virtual meetings are accessible during and after the event. During the meeting, we enable the chat feature, provide closed captioning and an option for interpretation to other languages as appropriate to our projects and clients. Before the meeting, we provide workshop registrants and participants with pre-meeting materials and emails. We supplement our virtual meetings with online content, usually through a project website, online surveys, and social media posts. These materials will be provided in English and translated to Spanish as noted in the list of deliverables for this task. After the meeting, we will send a post-event survey and provide a recording that can be posted on the project website for viewing at the convenience of stakeholders. We prefer to use the Zoom platform to host virtual workshops or events, but we are comfortable and able to use other software if preferred by Participating Agencies.
For each workshop series, PlaceWorks will provide the workshop approach, agenda, marketing materials (e.g. flyer, e-blast/newsletter content, social media content), a PowerPoint presentation with speaking notes, facilitator training, appropriate digital engagement tools, a meeting summary, meeting recording, and a summary for each phase. We will coordinate and collaborate with partner CBOs on workshop design and materials to ensure that the workshops are accessible to a wide range of community members. For each workshop, the PlaceWorks team will provide a facilitator/moderator and a key staff member to present technical or project details. We can provide additional staff on a time-and-materials basis. As noted in the RFP, workshop approaches that use breakout rooms will be supported by Participating Agency staff and/or partner CBOs following facilitator training provided by PlaceWorks. PlaceWorks will manage logistics.
For scoping purposes, we assume two series of workshops with two workshops in each round for a total of four virtual community workshops for the project. During development of the Community Engagement Plan, we will further develop the timing and content of the workshop; though as noted in the RFP, we anticipate
Proposal for Services • PLACEWORKS 17
one round of workshops during Task 3, preparation of the vulnerability assessment, and one round during Tasks 5 and 6, during development of goals, policies, and implementation actions.
All community workshops will be facilitated in English. Simultaneous interpretation from English to Spanish or other languages can be provided on a time-and-materials basis upon request. The contingency budget can be used to accommodate these costs at the request of a Participating Agency.
2.5 Hard-to-Reach / Community Group Meetings
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The Community Engagement Plan will provide options and recommendations for smaller community group meetings or activities to complement the larger community workshops and allow outreach to specific groups that are often hard-to-reach, historically underrepresented in community engagement, identified as vulnerable to the impacts of climate change, and/or offer focused expertise on a certain hazard, population, hazard, or other component of the project. We’ve found in-person, small group meetings to be excellent opportunities to have meaningful discussions and receive helpful input for climate adaptation and resilience projects. Through preparation of the Community Engagement Plan, we will determine the locations and target participants for these meetings. They could address specific geographic areas, topics, vulnerable populations and communities, and/or historically underrepresented groups.
PlaceWorks, in partnership with our CBO partner Climate Resilient Communities (CRC), will create a Toolkit for these small group meetings. The Toolkit could include a PowerPoint presentation with discussion questions and/or live polling exercises and promotional flyer and text for promotion through various networks. As noted in the RFP, Agency Staff and/or CRC will use the Toolkits to present Safety Element information and lead discussions with community groups. The groups will be identified during preparation of the Engagement Plan (Task 2.1).
CRC staff will organize, promote, and attend a minimum of seven in-person Hard-to-reach/Community Group Meetings to provide technical expertise, answer questions, and take notes on community input.
Simultaneous interpretation from English to Spanish or other languages can be provided on a time-andmaterials basis upon request. CRC will identify language needs during preparation of the meeting approaches and invitation lists for these meetings.
2.6 Stakeholder Meetings
In addition to engagement of community organizations, the Safety Element updates will benefit from engagement of other key stakeholders, such as service providers and partners in emergency preparedness, risk reduction, response, and management. This task targets private and public sector service providers like utilities (PG&E, water/wastewater providers, Caltrans, OneShoreline, etc.). Engaging service providers (including public, non-profit, and for-profit providers of energy, water, transportation, and communication services), agency partners, business owners, employers, public land managers, and other community partners early in the process supports preparation of the vulnerability assessment and safety elements. This focused engagement supports preparation of goals, policies, and strategies that build upon the successes and lessons learned, leverage existing and potential programs that share resilience goals and/or co-benefits,
Technical Proposal
18 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update reflects shared values, and ensures a collaborative and equitable approach to implementation. The PlaceWorks team will coordinate with the Collaborative to prepare a stakeholder list during preparation of the engagement plans, recognizing the Participating Agencies have several stakeholder groups with which to coordinate and leverage for guidance, input, and feedback.
The approach to engagement will be small, facilitated group meetings or conversations hosted through Zoom. Each group can be organized by location, stakeholder type, hazard, asset, or population group.
PlaceWorks will lead preparation of meeting logistics, agenda, discussion questions, facilitation, and a summary for each meeting. The full series will include up to six meetings of 8-12 participants (no more than 15 per group) and will occur during Task 3, preparation of mapping and the vulnerability assessment. The PlaceWorks team will provide a facilitator and notetaker for each meeting. At the completion of all stakeholder meetings, PlaceWorks will prepare a memo summarizing what we heard during the discussions.
2.7 Develop Project Website
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
PlaceWorks will create and maintain an accessible and engaging website for the Safety Element Update. The website will contain information about the project, including an explanation of the project, its key steps and products, and what it means to stakeholders; a description of the Safety Element preparation process; project schedule and updates as major milestones are achieved; links to each Participating Jurisdiction’s website for review of existing safety elements and related materials; a document library; links to other relevant resources; frequently asked questions (and answers); contact information; and an opportunity to submit comments and questions, if desired. The website can be organized to allow viewing by geographic area as well as by key topics and hazards.
The website will also provide information about upcoming events and activities, including community events, online engagement opportunities, and Planning Commission and City Council/Board of Supervisors meetings on the Safety Element Updates. Activities may include online surveys and interactive exercises. Public review draft documents will be posted on the website when available, and links to other online engagement or interactive products developed for the project, such as Esri-based maps, will also be provided if desired.
PlaceWorks staff will be responsible for creating, managing, and updating the website for the duration of the project. PlaceWorks will prepare a mock-up of the website for the Collaborative’s review and approval prior to building it. PlaceWorks will share a draft build of the website for the Collaborative’s review and incorporate staff comments prior to launching the website. This scope does not assume significant redesign or restructuring of the website once it is launched. Upon completion of the project, PlaceWorks can transfer management of the website to the County if desired.
Proposal for Services • PLACEWORKS 19
2.8Mapped Survey Tool
Participating Jurisdictions: Belmont, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Leveraging Survey123 for ArcGIS, PlaceWorks will create an interactive, map-based online survey that stakeholders can access with any device with an internet connection (i.e., computer, tablet, smartphone, or similar devices). Survey123 allows for web-based survey forms and for the creation of interactive activities that incorporate the online surveys with interactive activities that allow the user to place location-based comments, attach images, and incorporate other geographic information in their responses. (This feature is optimized when using a smart phone with location services enabled.)
This tool will connect residents with information, decision makers, and other residents in a professionally facilitated community discussion that builds public awareness of and trust in the project process, without constraints on the time, place, or method of public input. We propose to use this mapped survey tool to support community outreach and engagement related to identification of hazards, impacts, and adaptive capacity as part of the Vulnerability Assessment. Based on recent storm events, we anticipate receiving valuable information related to experiences with wildfire and flooding in particular.
PlaceWorks will prepare one survey activity during Task 3 related to hazard mapping and vulnerability assessment. The survey will be available in English and Spanish.
2.9 Story Map
Interested agencies: Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
PlaceWorks will design and format the results of the mapping, vulnerability assessment, and safety element goals and policies using Esri’s Story Map application. A Story Map will complement the traditional hard-copy materials and provide a way for the public to interact with the maps and data more closely. This interactive platform could be used to help promote the project as well as provide a dynamic and accessible platform where users can explore the data and gain deeper insights into the key hazard and climate issues affecting their community. This Story Map will be available beginning with the public review of the vulnerability assessment results. We will add more information about the draft goals, policies, and objectives to the Story Map in advance of the public review of draft safety elements.
Story Maps provide a platform that is highly suited for Safety Element engagement and allows for the combination of dynamic and interactive maps with narrative text, diagrams, images, and a full range of multimedia content. While most planning processes strive to create a “living, breathing, document,” the Story Map application empowers agencies to truly achieve this goal. The digital platform allows for regular and seamless updates to the content prior to adoption and into implementation.
Technical Proposal
20 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update
2.10 Community Input Report
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
In addition to providing summaries of outreach and engagement events and activities for each touchpoint, PlaceWorks will lead preparation of a consolidated report that summarizes all outreach efforts for this project, the input received, and how input was included or not included in the Vulnerability Assessment, mapping, or Safety Elements. The Community Input Report will include feedback from all public outreach led by PlaceWorks, CBO partners, or Participating Agency staff, including engagement with hard-to-reach and underrepresented communities. In support of this report, PlaceWorks will provide a data collection and summary template to all project teammates leading outreach to ensure consistency in assessment and presentation of information. The report will include graphics, images, tables, and charts as appropriate to share results and summaries of key takeaways. In the presentation of outreach and engagement results in this report, PlaceWorks will not attribute comments to specific stakeholders or organizations to protect privacy and ensure open engagement in the process, unless specifically requested by a stakeholder or organization; however, we will provide a list of types of stakeholders and organizations engaged in each touchpoint.
Deliverables:
» Public Engagement Plan (draft and final, electronic)
» Equity Approach (draft and final, electronic)
» Community Based Organization Partnership, including compensation for up to 400 participants at $50 per 2-hour meeting.
» Two series Virtual Community Workshops (two workshops per series) with the following materials for each series:
» Agenda, meeting approach, agenda, facilitation, and small group facilitator training.. » Workshop promotional flyer and text for Collaborative member announcements/e-blasts in English and Spanish
» Content for posting by Participating Agencies to their social media accounts, including suggested text for posts and supporting graphics. Text will be provided in English and Spanish. » PowerPoint presentation and use of break-out rooms, surveys, and/or live polling exercises available in English and Spanish.
» Summary notes from all workshops, including easy segmentation for each Participating Jurisdiction. » Two members of PlaceWorks team for each workshop. Additional staff can be provided with authorization of the contingency budget.
» Community Group Meetings Support and Toolkits and in-person facilitation and notetaking with up to 7 meetings lead by CRC.
» Six stakeholder meetings (virtual), including an agenda, discussion questions, facilitation, and note taking for each meeting.
» Project Website design, hosting, and content updates (English) during project. » Community Input Report (draft and final, electronic, English only) » Mapped Survey Tool (draft and final, English and Spanish) » Story Map includes draft outline, template, and content and final Story Map (English with option to provide Spanish with contingency funds).
Proposal for Services • PLACEWORKS 21
TASK 3. Vulnerability Assessment and Hazard Maps
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
The vulnerability assessment and hazard mapping are core parts of the technical work needed to update the Safety Element. The vulnerability assessment helps community members, agency staff, and decision makers understand how community hazards may alter conditions due to climate change and what parts of the community (people and places) are most at risk. Not only is the vulnerability assessment required by State law, but it helps each community clearly understand the potential and far-reaching effects of climate change.
The vulnerability assessment incorporates hazard mapping that translates technical reports and data into an easy-to-understand visual that drives home the threats posed by natural hazards. Understanding the extent of wildfire hazard zones, projected flood inundation areas for sea level rise, how hazard areas overlap with critical infrastructure, and other key facts illustrated by hazard mapping helps the community clearly grasp the potential effects on their well-being.
The PlaceWorks team has unrivaled experience preparing vulnerability assessments and has worked closely with State agencies to write this guidance. Our GIS experts have prepared both static and dynamic mapping for hundreds of communities and are well versed in using the latest interactive visualization tools to communicate hazard issues to members of the public and agency decision makers.
3.1 GIS Database for Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Spatial data is at the heart of understanding current hazard conditions and potential future risks caused by the effects of climate change. The PlaceWorks team understands that precise, accurate, and up‐to‐date data play a critical role in the planning process and are necessary to garner support and incorporate ideas from community members. PlaceWorks’ team of GIS experts have an intimate knowledge of the available datasets, including a deep understanding of the key components and underlying data that define each layer. Building on work done on past studies in the region, the PlaceWorks GIS team will start by gathering GIS datasets that speak to existing hazards and future climate conditions, including the potential effects of climate change.
These datasets include, but are not limited to the following natural hazards:
• Seismic hazards
» Faults (on and offshore)
» Shaking potential
» Liquefaction potential
» Level of earthquake hazard
• Water hazards
» Federal Emergency Management Agency (FEMA) Special Flood Hazard Area » Department of Water Resources (DWR) Awareness zones
» Dam inundation areas
» Sea level rise and coastal flooding
» Coastal erosion due to sea level rise
Technical Proposal
22 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update » Tsunami inundation zones (including any State mapping updates) » Levees
• Fire Hazards
» Fire hazard severity zones
» Future fire risk projections
» Historic wildfire perimeters
» Wildland-urban interface
» Tree mortality
• Other Hazards
» Landsides and debris flows
» Smoke and air quality
» Heat islands tree equity score
• Future Climate Projections
» Extreme precipitation events and drought
» Extreme heat and cold
PlaceWorks will ask Participating Jurisdictions that include human-made/caused hazards in their existing safety elements to confirm if those hazards should be retained and updated. These hazards could include hazardous materials, airport operation-related hazards, or others requested by the community or decisionmakers. This scope of work does not include updates to noise modeling and contours or noiserelated goals, policies, and implementation programs.
Deliverables:
» Geodatabase of hazard data (electronic, draft and final) » Memo summarizing GIS database and any associated methods (electronic, draft and final)
3.2 GIS Database for Asset Layers
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Along with the comprehensive set of hazards data, the PlaceWorks team will prepare a GIS database of community assets that may be affected by climate change and so should be analyzed in the vulnerability assessment. These assets will include aspects of the built environment, including public and private buildings, infrastructure, habitats, and natural resources. Community assets will include assets that span jurisdictions, such as freeways, the Caltrain line, and natural ecosystems, as well as assets that are fully within each community. Preparation of this database will be done in consultation and collaboration with Participating Jurisdictions through Steering Committee and TAC meetings and with community members and stakeholders through Task 2.
These datasets include, but are not limited to:
• Bicycles and pedestrian trails
• Communication towers
• Commercial centers
• Electricity transmission lines and substations
• Forest and woodland habitat
Proposal for Services • PLACEWORKS 23
• Government administrative buildings
• Grassland and chaparral habitat
• Historic buildings
• Highways and major roadways
• Medical facilities
• Natural gas pipelines
• Parks and other recreation facilities
• Public transit infrastructure, including bus stops, Caltrain stations, and BART stations. • Police and fire stations
• Railway lines
• Residential structures
• Road and rail bridges
• Schools
• Water and wastewater infrastructure
• Wetland and riparian habitat
Deliverables:
» List of assets for each community (electronic, draft and final) » Memo summarizing GIS database and any associated methods (electronic, draft and final)
3.3 Identify Sensitive Populations
Participating Jurisdictions: Atherton, Belmont, Brisbane, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Although everyone is likely to be affected by climate change, not everyone is likely to be affected to the same degree. We know that certain populations are likely to be disproportionately affected, including many groups that already face systemic inequities, marginalization, and environmental racism. Climate change is already exacerbating many of the challenges faced by these populations, and in the absence of robust action to correct these issues, such inequities are likely to only get worse. The vulnerability assessment will help identify these sensitive populations and describe the threats they face, forming a foundation for necessary action to reduce these challenges and move to a more equitable future.
The PlaceWorks team will collaborate with Participating Jurisdiction staff, key stakeholders, and the broader community through the engagement and equity approach discussed in Task 2, to identify sensitive populations in the Participating Jurisdictions. We anticipate using as refined and detailed data as possible from the US Census Bureau, the California Office of Environmental Health Hazard Assessment, the California Healthy Places Index, and other sources. After developing an initial list, we will consult and collaborate with Participating Jurisdictions through Steering Committee and TAC meetings and with community members and stakeholders through Task 2 to ensure this list is accurate and comprehensive before beginning the vulnerability assessment. We expect that this effort will occur in parallel with conversations about the connection between climate change and inequity, which may be part of community engagement efforts or stand-alone small group discussions. Our past experiences in the county and working in other jurisdictions throughout the state informs our methodical, yet flexible approach to collaboration. We believe the engagement process is iterative, whereby information is revealed, analyzed, and validated through continuous, transparent engagement with the public. Our team anticipates developing strong, trusting
Technical Proposal
24 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update connections from the start of the project, ensuring that as we begin analytical tasks, we don’t rely solely on external data sources to tell the community’s story.
We want to ensure that the list of sensitive populations reflects the full range of groups who may be disproportionately affected by climate change hazards. This includes people who are socially and physically isolated, have limited financial resources, face elevated exposure to hazards, have underlying behavioral or physical health issues, and other groups. We understand that the harm posed by natural hazards, especially those driven or influenced by climate change, can lead to physical injuries, impacts to mental health, economic damages, and reduced well-being and quality of life.
We will identify sensitive populations unique to each Participating Jurisdiction. While there are likely to be similarities across the communities in San Mateo County, the different histories and socioeconomic characteristics of each community necessitates tailored responses driven by individual community needs.
This will let us create vulnerability assessments with a continuous framework and format, but that reflect the unique conditions in each Participating Jurisdiction.
Deliverables:
» List of sensitive populations for each community (electronic, draft and final)
3.4 Prepare Asset Lists
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
Along with the list of sensitive populations, the PlaceWorks team will also work with Participating Jurisdiction staff, stakeholders, and community members to prepare a list of for inclusion in the vulnerability assessment.
This list will be based on the assets included in the GIS database discussed in Task 3.2, along with some additional assets, such as key community services and economic drivers, which may not be able to be easily mapped but are still a critical component of their communities. This approach allows for a vulnerability assessment that more accurately reflects the breadth of climate change effects and can identify potential vulnerabilities that might not show up in a more limited analysis.
After preparing an initial list of assets for each Participating Jurisdiction, the PlaceWorks team will vet this list with Participating Jurisdiction staff, key stakeholders, and community members through engagement activities presented in Task 2. Through CBO engagement described in Task 2, CRC will ensure CBOs are involved in this review, even if the assets are not directly related to their missions, since many such organizations could rely on these assets for their daily operations and have a detailed understanding of how such assets may be affected. After this review, we will prepare a final list of assets for inclusion in the vulnerability assessment.
WHY ANALYZE SERVICES
SEPARATE FROM
INFRASTRUCTURE?
Often, climate change can
affect an important service
without damaging the
underlying infrastructure
that the service depends on.
For example, droughts can
threaten a community’s
reliable water supply
without damaging water
pipelines, pumps, or
treatment plants. Analyzing
services and infrastructure
separately lets the
vulnerability assessment
more accurately consider a
fuller range of effects that
climate change may have.
Proposal for Services • PLACEWORKS 25
Deliverables:
» List of assets for each Participating Jurisdiction (electronic, draft and final)
3.5 Identify Flood and Fire Hazard Data
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
State law requires that safety elements address flood and fire hazards in the jurisdiction, as well as develop specific policy language to help protect communities against these hazards. The PlaceWorks team has already secured many of the necessary pieces of data as part of our work on safety elements and related documents across the state, but we will work with jurisdiction staff to secure the remaining data and to confirm the relevance of the files we have already obtained.
We expect that we will collect or confirm the following datasets, consistent with the list in the RFP and our understanding of Sections 65302(g)(2) and 65302(g)(3) of the California Government Code:
• Flood hazard maps as prepared by FEMA. This will cover all areas identified as 100-year (including all Zone A designations) and 500-year floodplains. At the time of writing, these maps appear to have been updated between 2012 and 2019, but we will incorporate any new mapping as it becomes available. • DWR 100-year Flood Awareness zones.
• Levees and the areas they protect, along with identification of areas that have a reduced flood risk as a result and areas that may be subjected to flooding in the event of levee failure and overtopping. We expect this will include areas at risk of overtopping as a result of sea level rise, as identified in the Adapting to Rising Tides modeling or other relevant datasets.
• Dam failure inundation maps that are available from DWR, as well as any other inundation mapping that may be available from the California Office of Emergency Services or other resources. • Sea level rise datasets available from the San Mateo County Sea Level Rise Mapping Tool, the Sea Level Rise Risk Assessment for County-owned and operated assets and leased facilities, and the shallow/emergent groundwater data from the San Francisco Estuary Institute. Additional datasets may include the San Mateo County Sea Level Rise Project Database of major existing and planned sea level rise adaptation projects.
Finally, detailed information can be extracted and analyzed from the United States Geological Survey’s Coastal Storm Modeling System (CoSMoS) of storm-induced coastal flooding and erosion for both current and future sea-level rise scenarios for San Mateo County (CoSMoS V3.1). • Fire Hazard Severity Zones, as prepared by CAL FIRE. We will identify the areas in the unincorporated county designated as Moderate, High, or Very High, as well as the areas in incorporated communities designated as Very High. Our team is aware that these maps currently date to 2007, and that CAL FIRE is in the process of updating them, with the expectation that updated mapping will be available over the timeframe of this project. We will use the most up-to-date mapping in all circumstances. • Wildland-urban interface zone mapping, based on regional, state, and federal studies. • Public and other critical facilities in mapped flood and wildfire hazard zones. Such facilities may include roads and highways, power lines, public safety buildings, community centers, schools, hospitals, and others to be determined in coordination with jurisdiction staff and CBOs. • Current and future land uses in mapped flood and wildfire hazard zones. • Records of past flood and wildfire events in Participating Jurisdictions and the region, including information on any injuries or death, extent and cost of damage, and other disruptions as available.
Technical Proposal
26 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update • The local, regional, state, and federal agencies responsible for flood and wildfire protection in the Participating Jurisdictions.
We will collect this data for all Participating Jurisdictions, which will inform the hazard mapping, vulnerability assessment, and background information sections. They will also be integrated into the online map viewer.
As part of these tasks, the data will help identify areas of greatest exposure to flood and wildfire hazards, as well as the people, buildings, infrastructure, and other key assets in these areas who are most at risk. Based on these findings, we expect that these data will inform policies in the Safety Elements intended to help increase resilience to these hazards, prioritizing the areas, people, and assets who face the greatest potential for harm.
Based on our initial survey of available data, we are not aware of any flood hazard mapping from the US Army Corps of Engineers, or of any 200-year floodplains, in San Mateo County. However, we will conduct a more thorough review of the available data and will include any new information as it becomes available.
Deliverables:
» Geodatabase of hazard mapping (electronic, draft and final) » List of other relevant data sources (electronic, draft and final)
3.6 Evacuation Constraints Analysis
Participating Jurisdictions: Atherton, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
In 2019, the State adopted Senate Bill (SB) 99, requiring that Safety Elements identify residential areas in any hazard area that lack at least two emergency evacuation routes. This law is intended to help identify evacuation-constrained areas and to indicate where any additional resources may be necessary to facilitate a smooth and effective evacuation if there is ever such a need for it. The PlaceWorks team has developed an approach to identifying these areas that we have vetted with CAL FIRE and used in numerous communities across the state.
Given the widespread potential of some hazard issues
across San Mateo County (such as seismic hazards), and
the fact that hazards may occur outside of mapped hazard zones (such as recent wildfires, which have burned in
areas not officially identified as fire hazard zones), we recommend that the SB 99 analysis apply to all residential properties in the Participating Jurisdictions. We will
identify the roads that can function as likely evacuation routes, including highways, arterials, and relevant
neighborhood roads, in coordination with jurisdiction
staff. We then assess the distance between residential
parcels and likely evacuation routes, as measured along the road network. Parcels that lack convenient access to multiple evacuation routes, or to a single evacuation route that would allow them to evacuate in multiple directions, are flagged as potentially evacuation constrained. We
Screenshot from an evacuation constraints analysis,
identifying residential parcels that lack convenient access to multiple evacuation routes or options. Properties on
roadways with a single access point are particularly at risk of evacuation constraints.
Proposal for Services • PLACEWORKS 27
then vet these parcels with Participating Jurisdiction staff, community members, and local emergency responders to confirm their accuracy.
We understand that the California Governor’s Office of Planning and Research is developing guidance to support evacuation analysis. We are prepared to modify our approach as necessary to comply with any guidance from the State that may be released prior to the completion of this project, or to better meet the needs of Participating Jurisdictions. We can review our method with staff before beginning work to make sure it is suitable and appropriate for all communities. We also understand that an Assembly Bill (AB) 747 analysis will be conducted separately and is not part of this project. To the extent possible, we will sync our efforts with that analysis to use the same datasets and other fundamental assumptions.
Deliverables:
» GIS layers of evacuation constraints analysis results (electronic, draft and final) » Memo summarizing method for evacuation constraints analysis (electronic, draft and final)
3.7 Vulnerability Assessment
Exposure
The presence of
populations or assets that
are subject to climate
hazards.
Sensitivity
Levels to which a
population or asset would
be affected by exposure to
a changing climate.
Potential Impact
Potential effects on a
population or asset based
on its exposure and
sensitivity to a hazard.
Adaptive Capacity
The ability to moderate
harm or exploit
opportunities.
Vulnerability
The degree to which
natural, built, and human
systems are susceptible to
harm.
Adapted from the Adaptation
Planning Guide
Technical Proposal
28 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update After we confirm the lists of sensitive populations and assets, identify the hazard zones and supporting data, and prepare hazard mapping, the PlaceWorks team will prepare vulnerability assessments for all Participating Jurisdictions. We will prepare this in accordance with the recommendations in the Adaptation Planning Guide.
San Mateo County has already performed a substantial vulnerability assessment of sea level rise on community, built, and natural assets. Through the Sea Change program, the County has a strong understanding as to how rising seas pose risks to its people and places. The PlaceWorks team does not intend to redo the sea level rise vulnerability assessment, but rather extract information to (1) Inform policies and actions in the Safety Element related to flooding and coastal hazards; and (2) Inform the development of policies and actions for hazards or vulnerabilities that may be exacerbated or influenced by sea level rise impacts.
We will begin by identifying the current risk posed by these hazards and how these hazards are likely to change in the future given climate change projections and other considerations. We will assess which of the populations and assets are likely to be harmed, given their locations, degree of connection, and other factors, collectively known as the exposure. We will next determine how susceptible each population and asset is to each relevant hazard (the sensitivity). This will allow us to identify the impact, or the anticipated effects that a population or asset may experience as a result of climate change-related hazards on future conditions. We will then assess the adaptive capacity of all populations and assets for each relevant hazard, determining their ability to resist or respond to these impacts. Based on the combined impact and adaptive capacity score, we can assign a draft vulnerability score.
Low Impact Medium Impact High Impact
Low Adaptive
Capacity V3 (medium vulnerability) V4 (high vulnerability) V5 (severe vulnerability) Medium Adaptive
Capacity V2 (low vulnerability) V3 (medium vulnerability) V4 (high vulnerability) High Adaptive
Capacity V1 (minimal vulnerability) V2 (low vulnerability) V3 (medium vulnerability) An illustration of how impact and adaptive capacity scores can translate to vulnerability, on a five-point scale from Minimal to Severe.
Proposal for Services • PLACEWORKS 29
The impact and adaptive capacity analyses and the resulting vulnerability score will draw on data from numerous sources. We will look at published reports and studies that describe the impacts and adaptive capacities of relevant populations and hazards, tailoring these findings to ensure they are applicable to the Participating Jurisdictions. These sources include academic papers, State and regional reports, and publications from nonprofits, CBOs, and other groups. We will use the GIS data layers identified in earlier tasks to inform the findings of the vulnerability assessment. For example, we will look at where sensitive populations are concentrated to see if they may be more exposed to a hazard than other groups or if they are farther away from facilities that can provide resources during emergencies. Where relevant, we will split populations or assets by jurisdiction or region, recognizing that the vulnerability of the same population or asset may vary depending on location.
We will make sure that the vulnerability assessment also considers cascading and indirect impacts. This involves identifying instances in which one hazard situation may lead to another (such as a severe wind event that contributes to a significant wildfire), or in instances where a population or asset is not directly harmed by a hazard but is ultimately susceptible to the effects of other direct damage (such as a flood that damages an important business and forces it to close, creating economic harm for employees, even if they were not physically harmed). Consideration of these factors allows us to conduct a more holistic vulnerability assessment, taking a much wider range of potential effects of climate change into account. By extension, this supports greater opportunities for resilience in the updated Safety Elements.
We will prepare an individual vulnerability assessment for each Participating Jurisdiction, but we will prepare these sets of scores in coordination with each other, drawing on common datasets and studies to the extent they are relevant. This approach will allow us to make sure that the findings of the vulnerability assessment are tailored to the unique conditions present in each Participating Jurisdiction, but also that they have a common background and foundation. This balance will help identify appropriate responses to the issues facing each Participating Jurisdiction, as well as common vulnerabilities across San Mateo County that support regional collaboration and resilience efforts.
It is critical that we vet the findings of the vulnerability assessment with the community and Participating Jurisdiction staff. While the PlaceWorks team is proud of our expertise on this subject, we recognize that we do not have the on-the-ground experience of people and organizations who have been living and working in these communities for years. We plan to submit all potential data sources for staff and the community to confirm through the activities identified in the Community Engagement Plan (see Task 2). All draft vulnerability assessment scores will be released for public review following review by Participating Jurisdiction. This approach allows us to incorporate the lived experience of the community and staff thoroughly into the assessment process, creating a vulnerability assessment that is more accurate and better representative of local understanding. Based on our experience with other communities, we expect this to be a conversation between all involved to refine the scores and get to a set of results that satisfy both the legal requirements and the needs of the participants.
CASCADING EFFECTS
Instances where one climate
change-related hazard
results in another.
INDIRECT EFFECTS
When a population or asset
is not directly harmed by
hazardous conditions, but
experiences impacts as a
result of other damage.
Technical Proposal
30 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Deliverables:
» Summary of vulnerability assessment methods and relevant hazards (electronic, draft and final) » Vulnerability assessment scoring results for review (electronic, for each Participating Jurisdiction)
3.8 Summarize Results of Vulnerability Assessment
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
An important part of the Safety Element Update will be helping members of the community and other involved stakeholders understand the risks present in their community and what can be done to improve resilience. The PlaceWorks team will prepare vulnerability assessment summaries to support this goal and to help build a foundation of key findings that can be used to inform the development of resilience policies.
We will prepare these written summaries after Participating Jurisdiction staff review the findings of the vulnerability assessment and we revise the scores accordingly to respond to these comments. We will draft one summary for each Participating Jurisdiction. These summaries can function as stand-alone reports but can also act as appendices to the Safety Elements or other resilience documents as appropriate. We will submit a proposed outline of the written reports to Participating Jurisdiction staff to ensure that the approach meets expectations before drafting the summaries.
These summaries will highlight the primary hazards of concern, along with the populations and assets who are most vulnerable and why. The summaries will include a brief methodological description, explaining the process that the team used to prepare the vulnerability assessment. We will write these summaries to be easily accessible to community members without over-simplifying the content or omitting important details.
We will also make use of mapping and GIS files, including any already-prepared mapping, to help explain key issues.
As with the vulnerability assessment scores themselves, we will submit the drafts of the vulnerability assessment summaries to members of the public, jurisdiction staff, key CBOs and other stakeholders, the Technical Advisory Committees and Collaborative Steering Committee, and other groups, consistent with the approach laid out in the Public Engagement Plan. We expect that these reviewers will provide feedback on the written summaries to make sure that they are highlighting important issues, presenting findings in a way that is consistent with community experiences, and meeting all other expectations. We will revise the written reports to incorporate these comments and ensure that the reports serve community needs.
Deliverables:
» Outline of vulnerability assessment summaries (electronic, draft and final) » Vulnerability assessment summaries for each Participating Agency (electronic, draft and final, for each Participating Jurisdiction)
3.9 Online Map Viewer
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
The goal of the online data viewer is to provide the project team, Technical Advisory Committee members, stakeholder groups, and community members with a comprehensive repository of the GIS data layers used for the vulnerability assessment along with the results of our analysis. Metadata will be included for each
Proposal for Services • PLACEWORKS 31
layer presented through the online map viewer, which will provide details on the source data and analysis methodology where applicable. PlaceWorks will use the latest web mapping technology available through ArcGIS Online to create a user-friendly streamlined application that will provide users with deep understanding of each of the included datasets and how they work together to answer key questions and shed light on current and future conditions.
PlaceWorks team will use this task to supplement and enhance the County’s existing map viewer that was created for the 2021 Multi-Jurisdictional Hazard Mitigation Plan. If this is desired, we can modify our process above to ensure our efforts expand on this existing resource and further enhances the outcomes. This allows the Collaborative to capitalize on efficiencies from past work and enhancements that expand both the knowledge base and usability of this information for all agencies participating in the process.
Deliverables:
» Online map viewer (electronic, draft and final)
3.10 Hazard Maps for Inclusion in Safety Element
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, Pacifica, San Bruno, and San Mateo County.
PlaceWorks understands the importance of communicating technical information to a broad audience using well‐designed maps. PlaceWorks staff has the unique ability to understand complex planning issues and distill them in an accessible, graphically‐rich way. The California Government Code requires that the Safety Element includes up-to-date maps. The PlaceWorks GIS team will prepare a comprehensive set of maps for the Safety Element that will include data gathered in Tasks 3.1, GIS Database for Hazards, and 3.2, GIS Database for Asset Layers. We will prepare a base map with community facilities and infrastructure and once reviewed and approved by City staff, we will use the base map to create the hazard maps for the Background Report.
Deliverables:
» A set of PDF maps (electronic, draft and final)
Task 4. Background Information on Hazards
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The background reports of the updated Safety Elements provide important context and other information that helps describe the issues present in the community. This information serves as a foundation for the updated policies, along with the results of the vulnerability assessment, hazard mapping, and other analyses.
When written well, these documents help explain relevant issues to members of the public, jurisdiction staff and officials, and other engaged stakeholders.
We know the importance of preparing these background reports to be thorough and complete, while still ensuring that they are engaging and interesting. Despite their often-technical nature, we pride ourselves in writing background reports that can be easily understood, allowing them to serve as valuable educational materials in the Safety Element process. We will prepare a stand-alone background report for each Participating Jurisdiction.
Technical Proposal
32 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update
4.1 Update Hazard Background Information
Participating Jurisdictions: Atherton, Belmont, Brisbane, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The PlaceWorks team will prepare a background report for each participating jurisdiction, complying with all State laws and guidance regarding what must be included in this document. We expect that these background reports will discuss the regulatory context that informs the Safety Element, the purpose of the Safety Element and the reason for updating them, and each of the key issue areas. For issues that relate to a specific hazard, such as wildfire or floods, we will introduce the hazard and why it is a community concern; discuss past events in the Participating Jurisdiction or region; review the agency or agencies responsible for protecting against it; and the future risk posed by it, including changes as a result of climate change. For issues not related to a specific hazard, such as evacuations or emergency preparation, we will discuss other relevant topics as needed to give the reader a good understanding of the issue and include mapping and graphics, where relevant.
We plan to draft the background reports as stand-alone documents that can function as appendices to the main Safety Element, along with the vulnerability assessment summaries discussed in Task 3.8. We recommend this approach, as it allows us to incorporate sections of the background report into the main Safety Element document, providing context to the policies while keeping much of the detailed information in the appendix. However, if desired by Participating Jurisdictions, we can draft the background reports to be part of the main document.
For all the background reports, we intend to follow the same basic format, although we recognize that the issues discussed will vary from community to community, and some communities may wish to organize topics differently. We will prepare an outline of the background report for review by jurisdiction staff and other interested stakeholders before drafting the reports themselves. We will provide the final background reports in the same formatted template for the draft Safety Elements themselves discussed in Task 7.
Deliverables:
» Outline of background reports (electronic, draft and final, for each Participating Jurisdiction) » Background reports for each Participating Agency (electronic, draft and final, for each Participating Jurisdiction)
Task 5. Goals, Objectives, and Policies
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Developing goals, objectives, and policies into a framework is a major step in element development for a jurisdiction. The previous tasks help set a strong foundation that this framework builds upon to ensure future development and activities within a community are safer and more resilient. For many jurisdictions, policies can take many forms depending on the issues that need to be addressed. For that reason, this task will work with each jurisdiction to understand their needs and the types of policies that work best.
Proposal for Services • PLACEWORKS 33
Examples of the types of policies that can be included in the updated Safety Elements.
5.1 Regional Best Practices Summary
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The diversity of jurisdictions involved in this project requires a thorough review of best practice examples from across the region, including a review of plans, policies, and programs prepared and implemented by cities and partner agencies in San Mateo County that are not participating in this collaborative. Based on the results of the Vulnerability Assessment (Task 3) and the review of the existing plans discussed in Task 5.2 the PlaceWorks team will work to identify the policy needs for each jurisdiction. While we know there are crosscutting issues that all Participating Jurisdictions may face, there are a number of ways to address these issues to better accommodate individual community needs. This summary will focus on key factors such as:
Methods for monitoring and evaluating progress towards risk-reduction goals. Applicable guidance pertaining to resilience.
Equity-focused climate change policies.
Cross-cutting issues that may affect many jurisdictions. Regional initiatives and collaboration that promote and enhance resilience at the local level.
We will identify potential solutions that take advantage of best practices and successful efforts in the county and nearby communities, informed by jurisdiction staff and key stakeholders, input from members of the community, and emerging opportunities in San Mateo County and the region. Following our review of best practices appropriate to the project, PlaceWorks will prepare a Best Practices Summary Memo tailored to the specific conditions in the Participating. We will build from and complement existing and planned efforts whenever possible, allowing for a more efficient use of time and resources that avoid unnecessary Programmatic: Strategies to expand or create new programs, activities, and initiatives.
Plans, regulations, and policy development: Strategies to revise policies, plans, regulations, and guidelines.
Capital improvement projects: Strategies to address physical and functional needs in the built and natural environment, or to secure funding for these projects.
Education, outreach, and coordination: Strategies to begin or expand partnerships and relationships, communication, and expanding awareness.
Evaluation: Strategies to improve feedback, input, and data and information to conduct further or new analyses.
Technical Proposal
34 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update duplication. At the same time, we plan to recommend entirely new programs where appropriate. This will include actions that San Mateo County and Participating Jurisdictions can launch in partnership with other agencies and CBOs.
Deliverables:
» Regional Best Practices Summary Memorandum (electronic, draft and final)
5.2 Review of Existing Plans, Requirements, and
Gaps
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The PlaceWorks team will prepare a review of each participating jurisdiction’s existing Safety Element (or comparable document), along with other relevant sections of the General Plan and other supporting documents, such as the Multijurisdictional Local Hazard Mitigation Plan, climate action/adaptation or sustainability plans, and emergency operations plans. We will check each existing Safety Element for consistency with current State requirements and identify any content that can be incorporated from supporting documents or other technical documents to help meet these requirements.
While consistency with State laws is an important objective for Safety Elements, it is not the only standard that they have to meet. We expect that the vulnerability assessments will identify key gaps in each community’s adaptation and resilience approach that are critical to community well-being, but which may not be explicitly required by the State. Similarly, we expect that community members, CBOs, and other stakeholders who participate in the public engagement process will raise other issues that the updated Safety Elements should address but are not mandated to do so. There may also be other best practices or emerging opportunities that will be helpful to the updated Safety Elements.
We will prepare a gap analysis memo identifying these additional issues that we recommend the updated Safety Elements address.
As part of this review, we will also consider the policies in the existing Safety Elements and provide recommendations for whether to keep policies as-is, modify them, or remove them. We will use current State requirements and the results of the gap analysis to inform these recommendations. As a part of this work, we will coordinate with local jurisdiction staff to understand which policies have already been implemented, what policies have been effective, and where policies can be revised or improved to better meet the needs of the community.
We understand that the adoption dates of the existing Safety Elements vary widely across the Participating Jurisdictions. Some were adopted within the past few years, while others are a few decades old. We expect that compliance with current State laws and other community needs will be at least partly a function of age and are prepared to make more substantial recommendations as needed.
RECENT STATE
REQUIREMENTS
- Include detailed
information about flood and
wildfire risks.
- Include specific policies
related to reducing the
threat from floods and
wildfires.
- Prepare a climate change
vulnerability assessment.
- Include policies to improve
adaptation and resilience to
climate-related hazards.
- Assess evacuation
constraints of residential
areas.
Proposal for Services • PLACEWORKS 35
Deliverables:
» Review matrix for consistency with State laws (electronic, draft and final, for each Participating Jurisdiction) » Review matrix of existing policies and recommendations (electronic, draft and final, for each Participating Jurisdiction)
» Gap analysis memo (electronic, draft and final, for each Participating Jurisdiction)
5.3 Draft Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The PlaceWorks team will work with local jurisdiction staff, CRC, and other key stakeholders to prepare a set of draft goals, policies, and objectives for each of the updated Safety Elements. These goals, policies, and objectives will respond to State requirements, findings in the vulnerability assessment, results from the gap assessment, and input from the public engagement process. The overarching goal will be to provide increased protection for all populations, buildings and infrastructure, and other assets in the community, with a specific focus on populations and assets that are uniquely susceptible.
The PlaceWorks team, in partnership with CRC, will ensure the draft goals, policies, and objectives incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the goals, policies, and objectives, the PlaceWorks team will use the County’s equity assessment tool, or other tool as directed by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft goals, policies, and objectives fairly incorporate comments, suggestions, and requests received through the engagement and outreach activities conducted as part of Task 2.
We will draft the goals, policies, and objectives to take advantage of the full range of strategies available for local communities to improve public safety, adapt to changing conditions, and grow their community resilience. These may include new regulatory standards or development review processes, educational efforts, community partnerships, specific capital improvement projects, and more involved planning processes. We will also recommend goals, policies, and objectives that support monitoring and reporting of Safety Element strategies to determine their effectiveness and to allow them to be revised in future updates.
We will incorporate recommendations from the Adaptation Planning Guide, California Climate Adaptation Strategy, and other reports and guidance documents where appropriate. We will include strategies from existing local plans, such as policies in the Multijurisdictional Hazard Mitigation Plan and OneShoreline’s priority projects, where it makes sense to have a clear linkage between the documents. State law also requires including certain strategies in the draft elements, such as policies around siting new critical facilities outside of hazard-prone areas and using natural infrastructure systems to support resilience efforts.
Deliverables:
» Draft Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction) » Equity Assessment of draft goals, policies, and objectives.
Technical Proposal
36 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update
5.4 Revise Goals, Policies, and Objectives
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Upon completion of Task 5.3, the Goals, Policies, and Objectives will be shared with the Technical Advisory Committees, stakeholder groups, and members of the public for review and feedback. Based on this feedback, which will be integrated with engagement and outreach opportunities in Task 2, the PlaceWorks team will gather input received and identify the changes and recommendations necessary and what content was removed or not included in the final draft. In our experience, many goals, policies, and objectives that do not make it into a Safety Element are usually out of scope from what a Safety Element is intended to accomplish or may be infeasible because of political or financial constraints. However, as part of this task, any goals, policies, and objectives that aren’t taken forward will be documented to ensure decision makers understand how the process informed the final element development.
Deliverables:
» Final Goals, Policies, and Objectives Memorandum (electronic, for each Participating Jurisdiction) Task 6. Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The implementation measures will build upon the data collection efforts, vulnerability assessment, and community and stakeholder feedback to detail the specific steps required to implement the Safety Element policies. Collectively, the measures will also serve as a guidance and reference document for the jurisdictional staff from each city. The PlaceWorks team will develop a framework with the full list of the implementation measures to include which agencies, partners, or departments are responsible for implementation; agency, department, or partner implementation costs based on a scale of low to medium to high (i.e., $, $$, $$$); timeframe for implementation on a scale of near-term or long-term; and potential funding opportunities.
These metrics will be used to prioritize implementation of the Safety Element policies and actions. Our team’s standard planning and analytical process already includes collecting a variety of these variables. Therefore, our team will provide efficiencies for the cities and County in development of the measures.
6.1 Develop Draft Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
We will develop draft implementation measures designed to carry out the updated goals, policies, and objectives of each jurisdiction. As part of the implementation measure development, the team will review state and federal guidance, including guidance for equitable climate planning from sources such as the California Adaptation Planning Guide, the Urban Sustainability Directors Network (USDN), and the Governor’s Office of Planning and Research (OPR). We will also review examples of best practices from other relevant local jurisdictions throughout the state to identify resilience and adaptation projects and programs that may be advantageous for the Participating Jurisdictions to consider and incorporate. We will identify needed updates to zoning regulations, subdivision regulations, Local Coastal Programs, building regulations, and
Proposal for Services • PLACEWORKS 37
similar to inform the creation or revision of goals, policies, and objectives. Implementation measures from SB 379 (Government Code Section 65302(g)(4)I) and SB 1241 (Government Code Section 65302(g)(3)(C)) will be incorporated as appropriate to comply with state law. In keeping with our team’s holistic integration of equity in our planning processes, we will objectively evaluate the placement of projects, benefits and burdens, and cumulative risks to historically underserved communities from the implementation measures.
The PlaceWorks team, in partnership with CRC, will ensure the draft implementation measures incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the implementation measures the PlaceWorks team will use an equity assessment tool, either prepared by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft implementation measures fairly incorporate comments, suggestions, and requests received through the engagement and outreach activities conducted as part of Task 2.
6.2 Revise Implementation Measures
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The project team will share draft implementation measures, and any prioritization as determined by Participating Jurisdictions, with the Technical Advisory Committees, stakeholder groups, and members of the public, as determined by the Public Engagement Plan to gather feedback and input. We will revise draft implementation measures based on that feedback and input, and then will use the Community Input Report to communicate what implementation measures were or were not incorporated. This subtask should incorporate with Task 2.
6.3 Implementation Recommendations
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The team will offer recommendations for critical next steps to implement the mitigation measures, including strategies for the: (1) monitoring and evaluation of implementation of measures; (2) bundling of measures to optimize efficiencies in funding, planning, and implementation; and (3) incorporation of new, best available science and best management practices. This document will also include any recommendations on prioritization as made by Participating Jurisdictions.
Deliverables
» Implementation Measures Document (electronic, draft and final, for each Participating Jurisdiction) » Recommended Next Steps: Implementation Memorandum (electronic, draft and final, for each Participating Jurisdiction)
Technical Proposal
38 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update Task 7. Safety Elements Drafted for Jurisdictions
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
After all the individual segments of the Safety Element updates are ready, we will assemble the results into a complete Safety Element. These documents will incorporate all the content and analyses prepared to date.
As a part of this stage of the work, we anticipate preparing two drafts of each Safety Element: an administrative draft for jurisdiction staff, and a public review draft for widespread review that includes staff revisions.
The PlaceWorks team, in partnership with CRC, will ensure the draft safety elements incorporate the equity approach prepared as part of Task 2. As part of this commitment, when drafting and reviewing the safety elements the PlaceWorks team will use an equity assessment tool, either prepared by the Participating Jurisdiction or recommended through best practice. As part of the equity review, CRC will ensure the draft safety elements fairly incorporate comments, suggestions, and requests received through the engagement and outreach activities conducted as part of Task 2.
7.1 Administrative Draft Safety Elements for Jurisdictions Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
The PlaceWorks team will prepare a stand-alone administrative draft Safety Element for each of the Participating Jurisdictions. These Safety Elements will compile all the previously prepared content. We expect that the Safety Elements will include the goals, objectives, and policies from Task 5, the implementation measures from Task 6, and all relevant mapping. We recommend incorporating short sections of text from the background reports and vulnerability assessment summaries to help provide important context while keeping the elements short and streamlined. However, if desired, we can fully include the content from these documents to create a much larger element. We will confirm preferences with jurisdiction staff before preparing the combined element.
We will include the final Community Input Report prepared as part of Task 2.8 along with the administrative draft Safety Element. This will illustrate how we incorporated feedback and comments from the public engagement process into the element. If requested, we can also include a section in the main body of the element to discuss how public comments have informed the preparation of the document.
Prior to preparing the administrative draft Safety Elements, we will prepare a template for the document.
These templates may be the same across all jurisdictions or may be unique to each Participating Jurisdiction, depending on staff preferences. We can also use an existing General Plan template or prepare the new template to match existing styles.
Deliverables:
» Safety Element template (electronic, draft and final, for each Participating Jurisdiction) » Administrative draft Safety Element (electronic, for each Participating Jurisdiction) » Community Input Report (electronic, for each Participating Jurisdiction)
Proposal for Services • PLACEWORKS 39
7.2 Public Review Draft Safety Elements
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
After each jurisdiction’s staff provide us with a compiled set of comments on the administrative draft Safety Element, we will make revisions in response to the feedback. This will include a discussion with jurisdiction staff to review potential changes and confirm the revisions. We will return the revised draft Safety Elements to jurisdiction staff for review by members of the public.
Deliverables:
» Public review draft Safety Element (electronic, for each Participating Jurisdiction) TASK 8. CEQA Analysis
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
PlaceWorks will prepare the required environmental review for each of the seven proposed Safety Elements pursuant to the California Environmental Quality Act (CEQA). Over the years, PlaceWorks has prepared a variety of CEQA documents for Safety Elements, including making use of CEQA streamlining mechanisms such as the Common Sense Exemptions (CEQA Guidelines Section 15061(b)(3)) and General Plan Environmental Impact Report (EIR) Addenda (CEQA Guidelines Section 15164). In some cases, PlaceWorks has also prepared Negative Declarations or Mitigated Negative Declarations (CEQA Guidelines Section 15071) and Focused EIRs (CEQA Guidelines Section 15168).
PlaceWorks understands that each of the six proposed Safety Elements will come with their own unique circumstances and proposed changes. However, the proposed action for each jurisdiction, the adoption of an updated Safety Element, in general would have no effect on the environment because they do not commit the County or City to any particular development project. In addition, the updated Safety Elements, as we understand them to date, would consist of County/City conditions of approval, existing regulatory requirements, and other best practices that are adopted for the purpose of reducing the effects of land use development and infrastructure projects on the environment. For these reasons and based on our previous work preparing Safety Element updates, we believe that the preparation of either a CEQA Exemption pursuant to CEQA Guidelines Section 15061(b)(3) or a General Plan EIR Addendum pursuant to CEQA Guidelines Section 15164 will be appropriate for the proposed Safety Elements.
However, if the proposed Safety Elements require changes to the project or mitigation measures to reduce impacts to a less-than-significant level, this scope of work also includes the preparation of Negative Declaration (ND) as a contingency. If impacts cannot be mitigated to a less-than-significant level and an EIR is required, then PlaceWorks will collaborate with staff to discuss next steps and modify scope of work, budget, and schedule as appropriate.
Additionally, because each Safety Element update constitutes an amendment to the General Plan for each jurisdiction, our scope of work under this task also includes assisting the County and each City with Native American tribal consultation pursuant to Senate Bill (SB) 18.
Technical Proposal
40 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update The following Tasks 8.1 through 8.4 describe the scope of work for the preparation of the CEQA streamlining documents and Native American tribal consultation that PlaceWorks will complete for each Safety Element Update. Task 8.5 is an optional, add-on task for Participating Jurisdictions that determine, after preparation of the Environmental Checklist Memo in Task 8.2, to prepare an Initial Study and Negative Declaration, which will also include tribal consultation as directed by AB 52.
8.1 CEQA Project Management and Initiation
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Terri McCracken will serve as the Principal-in-Charge. Vivian Kha and Miles Barker will serve as the Project Managers for each participating jurisdiction. Terri will be responsible for overseeing the preparation and final review of the CEQA document, as well as overseeing the budget and schedule. Vivian and Miles will serve as the day-to-day contact and will oversee the coordination of data needs and conference calls. Vivian and Miles will also be responsible for overall team coordination throughout the preparation of the CEQA document.
For the initiation of each CEQA process, the CEQA management team will begin by reviewing all relevant documents pertaining to proposed Safety Elements for baseline information and any certified/approved CEQA documents to be used for tiering. PlaceWorks will then schedule and participate in a kick-off meeting with staff to discuss expectations and concerns, and to review key issues, information needs, work products, and delivery schedule. The data to be used for environmental impact analysis will also be reviewed at this meeting to ensure it is fully aligned with that used on other CEQA documents in the jurisdiction.
8.2 Environmental Checklist Memo
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Making use of the CEQA Guidelines Appendix G, Environmental Checklist Form, PlaceWorks will prepare a qualitative memo (i.e., no technical modeling will be conducted) following the environmental checklist topics to support the preparation of a notice of exemption (NOE) or General Plan EIR Addendum for the proposed Safety Elements depending on the appropriateness and the preference of the jurisdiction as discussed at the kick-off meeting in Task 8.1. Given the Safety Element is a required part of the General Plan, the memo will address each environmental topic at a programmatic level. PlaceWorks will make maximum use of existing information from each jurisdiction and other governmental agencies.
Deliverable(s):
» Administrative and Final Draft Environmental Checklist Memo (Word and PDF formats)
Proposal for Services • PLACEWORKS 41
8.3 Prepare CEQA Document – Notice of Exemption or Addendum Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Based on the outcome of the environmental checklist memo and preferences of the jurisdiction as described in Task 8.2, PlaceWorks will prepare either a NOE pursuant to CEQA Guidelines Section 15062, an Addendum to the General Plan EIR, pursuant to CEQA Guidelines Section 15164, or a Negative Declaration (refer to Task
8.5). This task presents the approach to preparation of an Exemption or Addendum. If a Participating Jurisdiction selects a Negative Declaration, that work is described in Optional Task 8.5. The CEQA document will include a brief project description and through the preparation of the environmental checklist memo in Task 8.2 and will provide the substantial evidence to demonstrate how the proposed projects would not result in any significant effects. The CEQA document will be submitted to the jurisdiction for review, as follows:
» One electronic copy of an Administrative Draft to the jurisdiction for review. Staff will provide PlaceWorks with a single set of consolidated comments on the Administrative Draft. » One electronic copy of a revised, second draft as an electronic “Screencheck.” PlaceWorks assumes that a minimal level of effort, not exceeding four hours, would be required to respond to a single set of consolidated comments from the jurisdiction on the Screencheck Draft.
Following approval of the Screencheck, PlaceWorks will provide the jurisdiction with one electronic copy of the Final document for inclusion in the staff reports and approval by the decision-making body.
If it is determined that potential impacts from the proposed Safety Elements require changes to the project or mitigation measures to reduce impacts to a less-than-significant level, then Task 8.5 would be implemented based on collaboration with staff.
Following the approval of the Safety Elements, PlaceWorks will prepare the Notice of Determination (NOD).
Our scope of work assumes that staff will be responsible for overseeing the filing of the NOE (if the selected document) and NOD with the County Clerk following the approval of the proposed projects and PlaceWorks will post the NOE/NOD with the State Clearinghouse.
Deliverable(s):
» Administrative, Screencheck, and Final Draft NOD/NOE (Word and PDF formats) » Administrative and Final Draft NOE/NOD (Word and PDF formats) Our proposed schedule for the environmental review includes two-week review periods for the jurisdiction at each submittal phase. Applying these assumptions and depending on the receipt of all the project materials, we anticipate that each CEQA document can be completed within 60 days.
Technical Proposal
42 SAN MATEO COUNTY • Multi-Jurisdictional Safety Element Update
8.4 Native American Tribal Consultation (SB 18)
Participating Jurisdictions: Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
PlaceWorks will complete the Native American Heritage Commission (NAHC) form requesting a tribal contact list for each jurisdiction. Using the addresses on the list from NAHC, PlaceWorks will draft letters (on the letterhead of each jurisdiction) to each of the tribes on the NAHC list inquiring whether they want consultation. As consultation is a government-to-government process, it must be initiated by the local government agency, and counties are usually represented at the consultation(s). PlaceWorks can facilitate and attend the consultation(s); however, each jurisdiction must be represented. Following the consultation meetings (or conference calls), PlaceWorks will provide a record for the environmental documentation showing that consultation has been completed. Completion of the SB 18 process is needed prior to acting on the project.
Deliverable(s):
» Draft letter to the NAHC
» Draft letters to the identified tribes
» Facilitation, attendance, and documentation of requested consultations
8.5 Optional Add-on: Prepare Initial Study/Mitigated Negative Declaration and Conduct AB 52 Tribal Consultation
Potential Participating Jurisdictions: Belmont, East Palo Alto, Half Moon Bay, San Bruno, and San Mateo County.
Based on the outcome of the environmental checklist memo and preferences of the Participating Jurisdiction as described in Task 8.2, PlaceWorks will complete a Negative Declaration form in accordance with CEQA Guidelines Section 15071. PlaceWorks will prepare a Screencheck of the environmental checklist memo as an Initial Study, responding to staff comments on the Administrative Draft document described in Task 8.2.
If mitigation measures are required, PlaceWorks will prepare a Mitigation Monitoring or Reporting Program (MMRP) for the mitigation measures pursuant to the jurisdiction’s policies and procedures. The MMRP, shown in tabular form, will identify responsibility for implementing and monitoring each mitigation measure, along with monitoring triggers and reporting frequencies.
PlaceWorks will draft a Notice of Intent (NOI) of a Negative Declaration pursuant to CEQA Guidelines Section 15072. PlaceWorks will work together with agency staff to prepare a master distribution list. PlaceWorks will be responsible for circulation to the State Clearinghouse, and mailings to local, regional, and state agencies.
Agency staff will be responsible for local noticing.
A maximum 30-day public review period will be required under CEQA if the notification of a State Agency(s) is determined to be necessary, pursuant to CEQA Guidelines Section 15073. This scope does not include participation in any public hearings conducted during the 30-day review period.
While not required under CEQA, following the close of the public review period, PlaceWorks will respond to substantive comments received on the Initial Study/Negative Declaration in a memorandum form. This scope of work includes 8 hours of PlaceWorks time to respond to comments in an Administrative Draft Response to Comments Memorandum. If public comments exceed assumptions and more than 8 hours is required to