Agenda — Hillsborough City Council, January 9, 2023 (part 2 of 2)

FISCAL IMPACT: The fiscal impact is to be determined. The Proclamation of Local Emergency is a prerequisite for requesting state or federal assistance. The Town will seek to recover expenses related to preparation, repair, and recovery from this storm event.

ENVIRONMENTAL ISSUES: The proposed action is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENTS: Resolution and Exhibit A
PREPARED BY: Christopher J. Diaz, City Attorney
RECOMMENDATION: Adopt the resolution ratifying and extending the proclamation declaring the existence of a local emergency by the Director of Emergency Services pursuant to CEQA Guideline 15378.
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RESOLUTION NO. 23-

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH

RATIFYING AND EXTENDING THE PROCLAMATION DECLARING THE

EXISTENCE OF A LOCAL EMERGENCY BY THE DIRECTOR OF EMERGENCY SERVICES PURSUANT TO CEQA GUIDELINE 15378
WHEREAS, Government Code Section 8630 and Chapter 2.24 of the Hillsborough Municipal Code authorize the City Manager, acting as the Director of Emergency Services (“Director”) of the Town of Hillsborough (“Town”), to proclaim a local emergency when the Town is threatened by conditions of disaster or extreme peril to the safety of persons and property within the Town that are or are likely to be beyond the control of the services, personnel, equipment, and facilities of the Town and which require the combined forces of other political subdivisions to combat and the City Council is not in session; and
WHEREAS, on January 4, 2023, the Director proclaimed a local emergency based on conditions of extreme peril to the safety of persons and property within the Town due to the damage and impacts resulting from the extreme and unprecedented levels of rainfall and associated severe weather over the last several days (a copy of the Director’s January 4, 2023 proclamation is attached as Exhibit A to this Resolution); and
WHEREAS, under Government Code Section 8630, the local emergency set forth in the Director’s proclamation shall not remain in effect for more than seven days unless ratified by the City Council; and
WHEREAS, the City Council hereby finds that there continue to exist within the Town conditions of disaster or extreme peril to the safety of persons and property that are beyond the control of the services, personnel, equipment, and facilities of the Town, for the reasons set forth in Exhibit A.

NOW, THEREFORE, be it resolved, determined and ordered by the City Council of the Town of Hillsborough that:

SECTION 1. The local emergency proclaimed by the Director on January 4, 2023 is hereby ratified. Under Government Code Section 8630, the City Council shall review the need for continuing the local emergency at least once every 60 days until this Council terminates the local emergency.

SECTION 2. The Director of Emergency Services is hereby authorized to execute for and on behalf of the Town any agreement or application for, and to file the agreement or application with, the California Governor’s Office of Emergency Service for the purposes of state or federal financial assistance or reimbursement.
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SECTION 3. The City Council delegates authority to the Director to terminate the local emergency, pursuant to Government Code Section 8630, at the earliest possible date that conditions warrant.

SECTION 4. Any orders previously issued by the Director under the authority set forth in the Government Code or in Chapter 2.24 of the Hillsborough Municipal Code shall remain in place and in effect until duly rescinded or until the date that this local emergency is terminated, whichever occurs first.

SECTION 5. The Mayor shall sign this resolution and the City Clerk shall attest and certify to the passage and adoption thereof.

Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its special meeting held on the 9th day of January 2023, by the following roll call vote of the members thereof:

AYES: Councilmembers _________________________________
NOES: Councilmembers _________________________________
ABSENT: Councilmembers _________________________________ ABSTAIN: Councilmembers _________________________________ -170-
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
21 NEW BUSINESS

CITY COUNCIL MEETING
JANUARY 09, 2023

AGENDA STAFF REPORT
ITEM SUBJECT: DISCUSSION OF POTENTIAL COUNCIL ACTIONS REGARDING THE

CURRENT WATER RATES THREAT OF LITIGATION, INCLUDING FORMATION OF A CITY

COUNCIL AD HOC SUBCOMMITTEE AND DIRECTION TO THE FINANCIAL ADVISORY COMMITTEE PURSUANT TO CEQA GUIDELINE 15378
SUMMARY: The City Council, in response to potential litigation regarding water rates, may want to consider a review of the issue. Potential options for consideration include:
• Selection of a two Councilmembers for an ad hoc subcommittee for issues arising out of the potential litigation.
• Direct the Financial Advisory Committee to further review the water rates and rate study at a public study session in mid-February (sometime after February 16, 2023) with potential direction to certain members to review the water rates and rate report in further detail.

FISCAL IMPACT: There is no fiscal impact associated with this agenda item.

ATTACHMENTS: None
PREPARED BY: Christopher J. Diaz, City Attorney
RECOMMENDATION: Discuss potential options and take potential action to appoint a subcommittee and/or to direct the Financial Advisory Committee. -173-
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
22 DISCUSSION

CITY COUNCIL MEETING
JANUARY 9, 2023

AGENDA STAFF REPORT
ITEM SUBJECT: TREE PROTECTION GUIDELINES IN HILLSBOROUGH PURSUANT TO CEQA GUIDELINES SECTIONS 15061(B)(3), 15307, 15308, AND 15378 SUMMARY: In September 2021, staff presented an informational item on existing tree protection guidelines and comparative research on guidelines in other, nearby jurisdictions. City Council provided preliminary direction to develop a short-term work plan as well a longer-term plan to revise the tree protection guidelines in Town. In October 2021, staff presented a short-term work plan focused on public education as well as a long-term work plan to update Town ordinances related to tree preservation and protection. In February 2022, the City Council authorized the City Manager to execute a contract to update the Town’s ordinances related to tree preservation and protection.

The contract was awarded to Dudek to complete the following project objectives:
• Provide community engagement through the process
• Update the Town’s tree removal ordinance(s) in coordination with related ordinances to include industry best practices
• Provide recommendations and analysis of innovative ways to protect and increase the sustainability benefits of trees in Town
• Provide on-call consultation services, as needed to provide advice or lead portions of ordinance implementation
The project team working on the ordinance update has extensive understanding and experience in the key roles of arboriculture and urban forestry, fire management in open-space and wildlandurban interface (WUI) areas, modeling fire behavior and wildfire hazard conditions, community outreach and engagement efforts (community meetings, survey design and analysis, etc.), and preparation and assessment of ordinance language.

The project team worked with staff to gather background information and work directly with the community to solicit feedback throughout this process. A summary of the outreach activities include:
• Interviews with staff in key departments: Building & Planning, Public Works, Police, the City Attorney’s Office, and the City Manager’s Office
• Interviews with community stakeholders from Firewise, Hillsborough Beautification Foundation, City Council, and the broader community
• Community survey with 240 respondents
• Listening session conducted in a hybrid setting to solicit feedback on potential ordinance changes
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Agenda Staff Report - Hillsborough City Council
January 9, 2023

Page 2 ends

• Focus group session with volunteers to serve as a focus group on proposed ordinance changes
As a result of the outreach and subject-matter expertise, the proposed ordinance updates reflect the feedback received. A summary of the major changes is provided below, with additional detail available in the attachment to the staff report.
• A town qualified arborist shall be the authorized officer to determine whether a tree is dead, diseased, infested or dying for purposes of whether the tree constitutes a nuisance. Easements were also added to the list of locations that could be affected by trees as nuisances, giving the Town the authority to cite easement holders accordingly. • New definition of “protected tree”: All species with a diameter of 18”, measured at 4 feet, 6 inches above grade (diameter at breast/standard height, [DSH]). Creating a definition of a protected tree will address a need to clarify how the city treats trees at different sizes. A decrease from 36” to 18” will enable the Town to protect more trees that are middle-aged and provide the greatest quantity of environmental services available to the Town. This change will result in increased tree removal permits submitted to Town staff, which will increase staff resources needed to complete permits. However, staff is recommending approval of this measure despite the additional staff resources required, as the environmental benefits of preserving more trees outweighs the minimal cost to the Town in the form of additional staff hours.
• The actions that constitute removal of a tree were updated to reflect International Society of Arboriculture (“ISA”) standard language, and to include that a townqualified arborist shall be the authorized agent to determine if actions taken shall permanently compromise the health and safety of a tree. • A new section was added to address a need for protected tree replacement requirements to appear in the municipal code. This includes that all protected trees that are removed must be replaced with 1 tree that is of the same species or suitable alternative; that is, a 24” box size. The property owner must replace the tree if it dies within 6 months, and the future property owners must continue to maintain the tree. If the site cannot support new tree planting, in-lieu fees to the Town’s tree preservation fund will be required. • New penalties for violation include that if a tree is not able to be restored to its former condition, a penalty will be assessed of either $150 per inch of trunk diameter of the removed tree, or the appraised value of the removed tree as determined by the 10th Edition ISA Guide for Plan Appraisal, whichever is greater. An additional fee may be assessed to mitigate damages caused during the tree removal. • A replacement tree of a species approved by the town that is 36” box size will be required to be planted within 6 months if a town qualified arborist determines the damaged tree cannot be restored to its original condition. -176-
Agenda Staff Report - Hillsborough City Council
January 9, 2023

Page 3 ends

• Additional penalties and the withholding or revocation of building permits apply should a developer violate the chapter. The Building & Planning Department may suspend any permit processing or issue a stop work notice pending City Council review and shall request City Council to withhold permits for a maximum of 6 months if construction has begun, or revoke permits for constructions on properties that has not begun. The section also describes the process for seeking a hearing before the City Council if the illegal removal or relocation of protected trees takes place.

FISCAL IMPACT: For discussion only; there is no fiscal impact to receive this report.

ENVIRONMENTAL ISSUES: The proposed action to update the tree regulations is exempt from the requirements of the California Environmental Quality Act (CEQA) in that it is not a Project which has the potential for causing a significant effect on the environment pursuant to CEQA Guideline section 15061(b)(3) ,and, alternatively, is exempt from further CEQA review under CEQA Guideline sections 15307 and 15308 as an action authorized by local ordinance to maintain, restore, or enhance a natural resource. Finally, the proposed action is also exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) under Guidelines sections 15378(b)(2) and 15378(b)(5) as ongoing administrative or organizational activities that will not result in direct or indirect physical changes in the environment.

ATTACHMENT: Summary of Ordinance Changes
PREPARED BY: Mandy Brown, Senior Management Analyst
RECOMMENDATION: For discussion only; no action required. -177-
NO VEMBER 2022 1

TO W N O F HILLSBO RO UGH

TREE O RDINANCE UPDATE SECO ND DRAFT
The following sections outline the proposed changes to the municipal code.

Chapter 8.16 Nuisances
Section 8.16.030 Nuisances--Affecting peace and safety
A town qualified arborist shall be the authorized officer to determine whether a tree is dead, diseased, infested or dying. Easements were added to the list of locations that could be affected by nuisances.

Section 8.16.035 Nuisances--Property
A town qualified arborist shall be the authorized officer to determine if a tree presents a clear risk of physical injury to inhabitants or occupants of the premises or to the public.

Chapter 8.28 Voluntary Resolution of Disputes Regarding Trees And Views
Section 8.28.010
Groves were added to the list of plants that shall not be planted to obstruct unreasonably from a view.

Section 8.28.020
Groves were added to the list of plants that shall not be planted to obstruct unreasonably from a view. A sentence about the view or obstruction of sunlight reaching a parcel was removed.

Section 8.28.040
A town qualified arborist shall be the authorized officer to determine whether tree growth merits pruning, removal, or other treatment, at which point the arborist should notify both the city manager and the Building & Planning Official.

Section 8.28.060
The complainant may offer voluntary mediation to the other party to settle a dispute, but is no longer required to offer voluntary binding arbitration. Should mediation fail, or the offer of mediation be declined, civil action may be pursued to resolve the issue.

Chapter 14.04 Tree Removal
Changes to this chapter reflect updates and drafting of new definitions, clarification of components that must be included in a tree removal permit, updates to authorized officers, increased penalties, and revocation of business licenses or building permits should the provisions of this chapter be violated. -178-

TO WN O F HILLSBO RO UGH

TREE O RDINANCE UPDATE SECO ND DRAFT
[NO VEMBER 2022] 2
Section 14.04.020 Definitions
The following definitions were added or updated in this section:

Certified and town qualified arborists
• Certified arborists are third party arborists that are certified by either the International Society of Arboriculture (ISA) or the American Society of Consulting Arborists (ASCA) • Town qualified arborists are certified arborists that are authorized to work on behalf of the Town Protected tree
• All species with a diameter of 18”, measured at 4 feet, 6 inches above grade (diameter at breast/standard height, [DSH]).
• Also included are all trees planted as part of site requirements or removal replacement • Nursery trees are not included in this definition
Creating a definition of a protected tree will address a need to clarify how the city treats trees at different sizes. A decrease from 36” to 18” will enable the Town to protect more trees that are middle-aged and providing the greatest quantity of environmental services to the Town. This change will result in increased tree removal permits submitted to Town staff, which will increase staff resources needed to complete permits.

Removal of a tree
• The actions that constitute removal of a tree were updated to reflect ISA standard language, and to include that a town-quality arborist shall be the authorized agent to determine if actions taken shall permanently compromise the heath and safety of a tree
Tree
• The definition of tree was updated to any plant with a DSH of 6”, to maintain consistency with the definition of a grove (any group of 5 trees with a DSH of 6”)
• The distinction between two groups of trees was removed from the definition Tree Protection Plan
• A report prepared by a certified arborist that denotes the plans for the protection of protected trees during construction
Tree Protection Zone
• An area of that is 5 feet past the protected tree’s dripline or 15 feet from the trunk, whichever is greater.

This area must be protected by fencing to avoid damage to the tree during construction Section 14.04.030 Procedure-In subdivisions
Changes to this section include:
• Clarifying when a tree removal permit is required for protected trees • Updating the items that should be included as part of the tree removal permit application • A neighbor noticing policy was added
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TO WN O F HILLSBO RO UGH

TREE O RDINANCE UPDATE SECO ND DRAFT
[NO VEMBER 2022] 3
• A town qualified arborist will review the submitted arborist report and provide recommendations to the city engineer. The City engineer or city council will then make a decision regarding tree removal, which may be appealed to the City Manager. The decision made by the City Manager is final and not eligible for appeal. • A requirement for a developer to submit a tree protection plan was added • Semantic changes were made to the description of “good urban forestry practices.” Section 14.04.040 Procedure-Improved land other than subdivisions Changes to this section include:
• Streamlining the removal requirements so that they are the same for instances related to property improvements and not related to property improvements
• Updating the items that should be included as part of the tree removal permit application • A neighbor noticing policy was added
• Planting requirements by the city engineer were removed from this section of the code because it is addressed later in a new section (14.04.055 Replacement) to be discussed below. • A town-qualified arborist shall review the report prepared by a certified arborist, prior to approval of removal by the Building & Planning Department
Section 14.04.050 Procedure—Unimproved land other than subdivision This section was simplified to state that all protected trees removed on vacant land must have a tree removal permit submitted. A neighbor noticing policy was added, and the Building & Planning Department was changed to the authorized officer for consistency with other sections.

Section 14.04.055 Replacement
This section was added to the municipal code to address a need for protected tree replacement requirements to appear in the municipal code. This includes that all protected trees that are removed be replaced with 1 tree that is of the same species or suitable alternative, that is a 24” box size. The property owner must replace the tree if it dies within 6 months, and the future property owners must continue to maintain the tree. If the site cannot support new tree planting, in-lieu fees to the Town’s tree preservation fund will be required.

Section 14.04.060 Violation-Penalty
Changes to this section include that if a tree is not able to be restored to its former condition, a penalty will be assessed of either $150 per inch of trunk diameter of the removed tree, or the appraised value of the removed tree as determined by the 10th Edition International Society of Arboriculture (ISA) Guide for Plan Appraisal, whichever is greater. An additional fee may be assessed to mitigate damages caused during the tree removal.

In addition, a replacement tree of a species approved by the town that is 36” box size will be required to be planted within 6 months if a town qualified arborist determines the damaged tree cannot be restored to its original condition.
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TO WN O F HILLSBO RO UGH

TREE O RDINANCE UPDATE SECO ND DRAFT
[NO VEMBER 2022] 4
Section 14.04.070 Withholding or Revocation of Building Permits for Illegal Removal or Relocation of Protected Trees
This section was added to address additional penalties and the withholding or revocation of building permits should a developer violate the chapter. The Building & Planning Department may suspend any permit processing or issue a stop work notice pending City Council review, and shall request City Council to withhold permits for a maximum of 6 months if construction has begun, or revoke permits for constructions on properties that has not begun. The section describes the process for the hearing with City Council if the illegal removal or relocation of protected trees takes place.

Chapter 16.44 Urban Lots Splits
Section 16.44.050 Requirements
Item (8) of this section addresses tree removal. This section was changed to define protected tree removal, and that it should be conducted in accordance with Chapter 14.04. The definition of a protected tree was added, and reference to the new section 14.04.050 was added to require tree replacement.

Chapter 17.56 Landscaping
Section 17.56.020 Definitions
The definitions of certified arborist, town qualified arborist, and protected tree were added to this section. The definition of tree was updated to reflect any plant with a DSH of 6”, to maintain consistency with the definition of a grove (any group of 5 trees with a DSH of 6”). The opinions of a town-qualified arborist should be considered for trees that have been removed or damaged.

Section 17.56.050 Landscaping projects subject to review and permitting This section was changed to reflect that all protected trees are subject to review and permit procedures that comply with those listed in Title 14.
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
23 DISCUSSION

CITY COUNCIL MEETING
JANUARY 09, 2023

AGENDA STAFF REPORT
ITEM SUBJECT: 2023 COUNCILMEMBER REPRESENTATIVES TO TOWN AND REGIONAL

ASSIGNMENTS
SUMMARY: Mayor Krolik will discuss the appointment of Councilmembers to local and regional committees, boards, and commissions.

FISCAL IMPACT: There is no fiscal impact associated with this agenda item.

ATTACHMENTS: 2023 Councilmember Representatives to Town and Regional Assignments PREPARED BY: Lisa Natusch, City Clerk
RECOMMENDATION: For discussion only; no action required. -183-
2023 Councilmember Representatives to Town and Regional Assignments - DRAFT Krolik Cole Chuang Ragsdale Royse Notes
Building & Planning X
Finance X
Fire X
Police X
Public Works X
Communications X
Administrative Hearing Panel X Meets as needed.

Architecture and Design Review Board (ADRB) X Meets 1st Monday of the month at 4 p.m.

Citizens Communication Advisory Committee (CCAC) X X Meets 2nd Tuesday of the month at 10 a.m.

Financial Advisory Committee (FAC) X Meets at least four times per year.

Advanced Life Support (ALS) San Mateo County PreHospital Emergency Medical Services Group JPA X ALT Meets in January, May and September.

Association of Bay Area Governments (ABAG)
General Assembly X ALT
Meets at least once per year as part of the General
Assembly Conference.

Bay Area Water Supply and Conservation Agency
(BAWSCA) Board of Directors X
Former Councilmember Benton is currently serving a fouryear term to June 30, 2023.

City/County Association of Governments of San
Mateo County (C/CAG) X ALT Meets monthly.

Central County Fire Department (CCFD) Board X X Two Councilmembers serve.

Commute.org Board of Directors X Five scheduled meetings each year.

Grand Boulevard Initiative Task Force X ALT No longer meets regularly.

Hillsborough Recreation Commission X X Two Councilmembers serve.

League of California Cities Peninsula Division ALT X
Peninsula Clean Energy (PCE) X ALT Meets 4th Thursday of the month at 6:30 p.m.

SFO Airport/Community Roundtable ALT X Generally meets the 1st Wednesday of the month at 7 p.m.

San Mateo County Domestic Violence Council X
Term 1/1/21-12/31/23 representing Council of Cities. Meets quarterly in January, April, July and October on te second Thursday of the month from 3:00-4:30pm.

San Mateo Operational Area Emergency Services
Organization (Emergency Services Council) ALT X Meets quarterly.

SamTrans Board of Directors Central Judicial Cities
Seat (City Selection Committee appointment) X
Term 1/1/2023 - 12/31/2026. Meets 1st Wednesday of the
month at 2 p.m.

South Bayside Waste Management Authority
(SBWMA) ALT X Meets 4th Thursday of the month at 2 p.m.

GOVERNMENT BOARDS/COMMITTEES:

COMMISSIONERS:

LIAISONS:
1/4/2023
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2023 Councilmember Representatives to Town and Regional Assignments - DRAFT Krolik Cole Chuang Ragsdale Royse Notes
Hillsborough Beautification Foundation (HBF) X X
Hillsborough Concours d'Elegance X
Hillsborough Neighborhood Network Steering
Committee ALT X
Memorial Day Parade X ALT
Firewise X
Housing Element Advisory Committee X X
Town Activities X
Town Hall Complex X X
Tree Task Force X
SPECIAL PROJECTS/TASK FORCES (STAFF):

LIAISIONS TO COMMUNITY ORGANIZATIONS:
1/4/2023
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
24 INFORMATIONAL

CITY COUNCIL MEETING
JANUARY 09, 2023

AGENDA STAFF REPORT
ITEM SUBJECT: ANNUAL UPDATE ON TOWN-WIDE RISK ASSESSMENT SUMMARY: This is an annual update on the Town-Wide Risk Assessment.

A Town-Wide Risk Assessment was undertaken in 2017-18 to identify key areas of risk and the mitigation measures in place or to be developed for the Town. Town management staff developed the program using best practices. The approach and report were reviewed with the City Council at a study session on July 9, 2018 and the plan is updated and reported annually in a public meeting.

Organizations use risk assessments to help management anticipate and lessen the negative impact of issues that may arise. Having a framework and process to follow makes it easier to identify and manage risk on a continual basis. The risk assessment process provides a foundation for communication at all levels of the organization for anticipating, managing and controlling risk.

The objective of the program is to develop a risk assessment document that:
• Identifies the risks to achieving the organization’s objectives of providing services to its residents • Documents mitigation measures that are in place or to be developed • Can be used to communicate and track progress throughout the organization The scope is approximately $100k or more financial impact or significant impairment of management’s ability to provide services to residents. The Risk Assessment program is used in annual goal setting and budget development.

Annual Update
The PowerPoint presentation (Attachment 1) provides key highlights of 2022 accomplishments and 2023 goals/programs. The 2023 Risk Assessment Plan Document (Attachment 2) outlines the risk areas with details of the 2022 accomplishments and the 2023 action steps. The colored scoring is intended to provide quick flag on areas that require management attention. As of January 2023, the projects are deemed to be on track as indicated by GREEN. The 2023 items will be incorporated into the 2023 goals for the Town departments.

FISCAL IMPACT: There is no fiscal impact associated with this item.

ENVIRONMENTAL ISSUES: There are no environmental issues associated with this item.

ATTACHMENTS:

1. PowerPoint Presentation

2. 2023 Risk Assessment Plan Document
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Agenda Staff Report - Hillsborough City Council
January 09, 2023

Page 2 ends

PREPARED BY: Jan Cooke, Finance Director
RECOMMENDATION: No action is required. This item is informational only -188-

TOWN-WIDE RISK ASSESSMENT
UPDATE

CITY COUNCIL MEETING
FEBRUARY 7, 2023
1 -189-
ATTACHMENT 1
Objective: Develop a risk assessment document that:
• Identifies the risks to achieving the organization’s
objectives of providing services to its residents
• Documents mitigation measures that are in place
or to be developed
• Can be used to communicate and track progress
throughout the organization
How it is used: Annual goal setting and budget
development; communication and tracking progress
2 Background
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2022 Selected Highlights
3 Governance Risk
Management and
Personnel
Conducted EOC Training
Submitted Draft Housing
Element
Tracked Legislative
Platform
Economic and
Financial
Completed Phase 1
Financial System
Finalized San Mateo
Clean Water
Agreement
Conducted Rate
Studies
Extended SBPA
Agreement
Tracked Swap Tied
to LIBOR
Environmental
and Sustainability
Implemented SB
1383
Leaf Blower Policy
Continued WUI
Tracked Water
Drought
PCE Solar Project
Telecommute Policy
Vegetation
Management
Disaster or
Infrastructure
Failure
Conducted safety
training with school
staff and student
drills
Conducted drills with
HNN and
Neighborhood Fest
WUI program
implemented to
mitigate fire impact.

Technology, Data
and
Communication
Implemented
Network Mgmt.

Software
Security Assessment
of Firewalls and
Cyber Security
Implemented Virtual
Server Environments
Promoted SMC Alert
and Zonehaven
Implemented
Simplicity App
New Software
implementations
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2023 Goals - Selected Highlights
4 Governance, Risk
Management and
Personnel
City Council and
Mgmt. EOC Training
New City Council
Member Training
Develop Housing
Programs and Policies
Tracked Legislative
Platform
Economic and
Financial
Completed Phase 2
Financial System
Track Water
Conservation/Impact
on Rates
Continue to Track
Swap Tied to LIBOR
Implement High Line
Water Project
Environmental
and Sustainability
Tree Ordinance and
Education
SM Co. Resource
Conservation District
for Compost/Mulch
Program
Update Climate
Action Plan
Adopt Safety
Element
Disaster or
Infrastructure Failure
Develop mutual aid for
equipment and
Building/Planning
services
Work with safety
committee with schools
to educate new
members
Work with PCE for
alternate backup power
Bridge Replacement
Program
Technology, Data
and
Communication
Continue to Migrate
to Cloud
Develop Disaster
Recovery Plan
Digitize Asset
Inventory
Town Website
Refresh
NextGen 911 (State
Mandated
Support New SMC
Alert
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Questions and Comments
5 -193-
Team One: Governance/Personnel/Risk Management/Legislative & Regulatory/Economic & Financial/Environmental

CATEGORY RISK STATEMENT RISK MITIGATION OR ACTION
Materiality &
Likelihood

PRIMARY
ACCOUNTABILITY 2022 ACCOMPL./PROGRESS TO DATE 2023 GOALS STATUS Governance & Personnel & Risk Management
Elected body or designated
positions (City Attorney,
Treasurer, City Clerk, Police Chief)
cannot act

1. Muni Code - City Manager is designated as
Director of Emergency services and designates
Asst Director and order of succession if Director
or staff unavailable H/L CMO
 Conducted City Council and management
staff EOC training in Spring 2022
 Annually conduct City Council and
management staff EOC training
 For 2023, train new city council
members and staff
Unexpected and/or extended
leaves of absence (jury duty,
medical, etc.)

1. Pre-contract for staffing services with a master
contract for all administrative departments (Precontracts for staffing implemented

2. Bench plan with cross training for designated
alternates (via Management Enrichment
Program)

3. Utilize the Management Enrichment Program
(MEP) to train future
leaders
M/M CMO/Dept. Heads
 Completed this year’s San Mateo
Chamber Leadership Program
 Employees and council member
completed 2022 San Mateo County
Leadership Program
 Rotational supervisory opportunities in
Public Works – acting supervisor and lead
worker roles – training and mentoring
 Continue involvement in San Mateo
County Leadership Program
 Continue pilot program
Cost of housing and affordability
for employees

1. Consider researching new forms of work models
(such as core hours, flex schedule, etc.) (Flex
hours in process)

2. Research best practices for housing assistance
programs. Explore partnering with other
jurisdictions and/or use Town property to
provide employee housing (in process via 21
Elements)

M/H CMO
 Implemented Alternative Work Schedule
in October 2022
 Continue HIP Housing ADU program for
employees
 Town Owned Property– consider for
workforce housing
 Completed PD Gatehouse sleeping
quarters
 Continue HIP Housing ADU program
for employees
 Town Owned Property– consider for
workforce housing
 Do first year evaluation on
telecommute policy
Retirements

1. Train future leaders in the Management
Enrichment Program (Same steps as for
unexpected leaves)

2. Identify new ways to attract employees to the
Town. Steps currently being taken include career
development through the Management
Enrichment Program and conducting a
Compensation and Classification study to ensure
clear job descriptions and competitive
compensation

M/H CMO
 Started committee work on revamping
performance evaluation system
 CMO – Continue to build bench strength
and train on skills by participating in Town
MEP and San Mateo Leadership programs
 Continue committee work on
revamping performance evaluation
system
 Internal programs and
mentoring/coaching within the
organization
 CMO – Continue to build bench
strength and train on skills by
participating in San Mateo Leadership
programs
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ATTACHMENT 2

CATEGORY RISK STATEMENT RISK MITIGATION OR ACTION
Materiality &
Likelihood

PRIMARY
ACCOUNTABILITY 2022 ACCOMPL./PROGRESS TO DATE 2023 GOALS STATUS Violence in the Workplace

1. Training

2. Ensure buildings are secure and install panic
buttons

3. Continue Employee Assistance
Benefit
H/L PD
 PD- Conducted suspicious person training
for Town Hall and public works (ongoing)
 PD - Trained staff on panic button
features and procedures (ongoing)
 PD- Conduct suspicious person
training for Town Hall and public
works (ongoing)
 PD - Train staff on panic button
features and procedures (ongoing)
Cyber Security

1. Maintain cyber insurance

2. Develop Cyber Security plan
H/M CMO/Risk Mgr.
 Moved to SaaS for new systems:
 Financial System went live 7/1/2022,
Building/Planning Permitting Software in
progress, Records Management System,
Agenda Management System in progress;
completed SCADA upgrades
 Town maintains cyber insurance
 Cyber evaluation conducted by Eaton and
reviewed by PLAN
 Phishing emails tested with employees
 Cyber grand jury supplemental report
completed
 Phase 2 Financial Software (Utility
Billing) – Go Live 7/1/2023
 Phase 1 Central Square Permitting
Software – Go Live Spring 2023
 CMMS Software
Illness or death that impact a
large number of personnel

1. Mutual Aid Agreements

2. Joint EOC

3. Pre-contract for staffing services
(Implemented)
H/L Dept. Heads
 Conducted cross training
 Continued to respond to COVID-19
endemic
 Continue to respond to health
orders/endemic
Town does not deliver on
planning requirements due to
ADRB or staff not being able to
act; Same for Code Enforcement
requirements

1. If due to pandemic or building safety, conduct
virtual meeting.

2. If no Board members can act, delegate to
Director and Council Commissioner (may require
code change)
L/L CA
 Implemented online services for the
public for permitting
 Provided virtual engagement (ZOOM) and
transparency to the community to enable
dialog for community input, meetings,
and information
 Public meetings are recorded and posted
on the website
Completed
Legislation &
Regulation
Fines/litigation resulting from
regulatory non-compliance,
failure to comply with new
legislation, laws, or Town policies

1. Each department tracks legislation (ongoing)

2. Conduct training for new regulations that
impact Town wide processes

3. Each department follows best practices
(ongoing)

4. Train on mandatory policies annually; review
policies regularly

5. Annual review of insurance coverage
M/M CMO/Dept.

Heads/CA
 Bldg./Plng: Tracked ADU and housing and
land use legislation and update policy
documents as needed; Housing Element
and General Plan workplan established
and community meetings conducted;
draft HE to HCD
 Implemented of SB 1383
 Continue to participate in the ERMA
program for training and reporting
 Continue to develop Town’s legislative
platform with lobbyist consultants
and track legislation impacting the
Town (housing, wireless, water, other)
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CATEGORY RISK STATEMENT RISK MITIGATION OR ACTION
Materiality &
Likelihood

PRIMARY
ACCOUNTABILITY 2022 ACCOMPL./PROGRESS TO DATE 2023 GOALS STATUS  Participated in the ERMA program for
training and reporting
 Developed Town’s legislative platform
with lobbyist consultants and track
legislation impacting the Town (housing,
wireless, water, other)
 All departments track regulatory
compliance and take action if any
issues arise
Economic & Financial Risk
Loss of revenue caused by any
impact such as recession, sudden
market failure, state takeaway

1. Develop flexible staffing/consulting
opportunities (Implemented)

2. Maintain contingency reserves at policy levels,
at a minimum

3. Annual review of budget by City Council and
Financial Advisory Committee

4. Periodic review of investment portfolio with FAC
investment committee to review diversification

5. Long term planning for facilities, IT, CIP,
equipment, and vehicle
replacements

6. Consider the need to develop an alternate
source of revenue for unfunded needs (e.g.
storm drains or other long-term needs)

7. Track legislative impacts to determine impact on
revenues and expenditures
M/M Finance
 General Fund reserve policy for facilities
and disasters (in connection with the
COOP- most likely 23/24
 Continue to develop funding strategies for
long term unfunded needs
 Track Excess ERAF and MVLF and
determine any legislative platform
 Track Excess ERAF and MVLF and
determine any legislative platform
 Continue to develop funding
strategies for long term unfunded
needs
 General Fund reserve policy for
facilities and disasters (in connection
with the COOP- most likely 23/24
Refunding of monies caused by
debt or grant non-compliance

1. Annual compliance filings and financial audit

2. Maintain enterprise water and sewer rates that
cover expenses (required by debt covenants)

3. Management oversight of grant requirement
compliance

4. Maintain Bond Standby Purchase Agreement
(liquidity
facility) H/L Finance
 Conducted study and implemented plan
for tracking LIBOR phase-out on 2006A
interest rate swaps
 Performed regulatory filings as required
for CARES Act and ARPA. Published ARPA
Dashboard.
 Tracked grants in all Departments; no
Single Federal Audit required for 21/22
 Conducted cost of service studies for
Water and Solid Waste Rates
 Extended SBPA for six years (was expiring
June 2023)
 Continue to track LIBOR phase out for
2006A series
Sole dependence on major
service partners-financial or
service interruption (wastewater
treatment plants, SFPUC water,

1. Maintain reserves at policy level

2. Where deemed necessary, financial review of
partner solvency at contract award for material
contracts. Establish backup provider if
applicable.

H/L Finance/CMO/
Public Works
 Finalized amended agreement with San
Mateo for Clean Water project
 Council approved solar project and
partnership with PCE for public works
corporation yard.
 Continue to track water drought and
state mandates/SFPUC actions;
continue voluntary water
conservation
-196-

CATEGORY RISK STATEMENT RISK MITIGATION OR ACTION
Materiality &
Likelihood

PRIMARY
ACCOUNTABILITY 2022 ACCOMPL./PROGRESS TO DATE 2023 GOALS STATUS fire JPA, solid waste franchise,
PG&E, Peninsula Clean Energy)
 Council members serve on these boards
so there is oversight and control
 Tracked water drought, statie and SFPUC
actions
 Implement High Line Water
Connection
 Redundant internet service provider
Environmental & Sustainability
Climate change and sea level rise
impact quality of life in the
region

1. Understand long term needs and responsibilities
for climate change and sea level rise

2. Develop long term plan for addressing needs
and responsibilities

M/L CMO
 Develop telecommute policy in Oct 2022
as part of the overall Alternative Work
Schedule Program
 Implemented ban on gas powered Leaf
Blowers on Town Owned properties
 Introduced the ordinance of tree policies
and programs
 Application, and funding completed for
the PCE solar project
 Public Works Department electric vehicles
 Implemented reach codes
 Publicize state rebate programs for
electric landscaping equipment
 Implement new tree ordinance and
community education
 Complete the PCE solar project
 Public works and police Department
electric vehicles
 Participate in SM County Resource
Conservation District for SB 1383
compliance on compost/mulch
Town stays current with
sustainability best practices and
programs and is compliant with
state AND Town regulations

1. Track County-wide and state programs and
regulations

2. Develop ordinances and policies responsive to
sustainability

M/L CMO
 WUI program implemented
 Public works completed the 2022
vegetation management plan
 Implemented SB 1383
 Participate in the Sustainable SM County
Indicators Program
 Continue to track and report on SB
1383
 CMA- Update Climate Action Plan in
2023
 Continue WUI program
 Vegetation Management grants with
SM County to reduce fire hazard
 Adopt Safety Element; Complete
programs and adopt ordinances to
implement the Safety and Housing
Element
-197-

CATEGORY RISK STATEMENT RISK MITIGATION OR ACTION
Materiality &
Likelihood

PRIMARY
ACCOUNTABILITY 2022 ACCOMPLISHMENTS 2023 GOALS STATUS
Disaster or Infrastructure Failure
Emergency Requiring Mutual Aid

1. Utilize existing formalized Mutual Aid agreements (Existing)

2. To be used for routine calls for service and emergencies

3. Department policies cover responding agency personnel Low Routine and
Emergency PD Worked with US Secret Service in
preparation for campaign event
Same
School Incident

1. Deny Access, Render Safe, Establish Detours, Public
Messaging

2. Investigate Failure, Determine Causal Factors, Prosecution Low Routine and
Emergency PD Worked more closely with our private
schools for drills and training
Same
Large scale earthquake
restricting access to service areas

1. CERT training for citizens to provide aid in their
neighborhood areas

2. Utilize mutual aid agreements
Low Emergency
Anticipated PD
HNN large scale drills and conducted
training at Neighborhood Fest
Same
Pandemic - System overwhelm
and staffing shortages

1. Develop alternate ways of doing business such as remotely

2. Utilize consultants and consult SMCO OES

3. Develop health protocols
Low Emergency
Anticipated TH and PD Additional PPE for staff and prophylactic treatment protocols.

As Needed
Fire with Significant Life Loss

1. Initial Emergency Response

2. Utilize Mutual Aid agreements

3. After Action Management Mutual
Aid
Low Emergency
Anticipated CCFD and PD
The local Auto aid program in conjunction
with the state master mutual aid program
provides for resources in this event.

In Place/Completed
EOC effectiveness

1. Recurrent and relevant EOC training

2. Develop mini training scenarios

3. Ensure new staff has been trained
Low Emergency
Anticipated CMO
Conduct EOC training/mini exercises Same
Water system failure - Inability
for CCFD to use water supply
A complete failure is extremely unlikely due to our many pressure zones. Low Emergency
Anticipated PW and CCFD
There is a robust auto and mutual aid with
hose tenders and water tenders that can
be requested locally and statewide.

Public Message system
Same
Power failure

1. Redundancies (e.g. generators)

2. Insure appropriate extra supplies on hand

3. Work with PG&E and PCE
Low PW, PG&E, CCFD Apply for grants, purchase additional generators, and sign boards
Landslides in public right of way
cutting off access as well as
underground utilities

1. Interrupted Power, Water, Sewer, All Utilities

2. Life Saving Efforts and Evacuation Detours

3. Evacuation centers
Low Emergency
Anticipated

PW, CCFD, PD,
B&P
Same as water system failure for CCFD, also
CCFD has heavy rescue capabilities
Bridge collapse – we have several
bridges that are 90 to 100 years
old