RECOMMENDATION: Adopt the resolution approving and authorizing the City Manager to execute an amendment to the existing agreement with Tetra Tech, Inc. for as-needed Supervisory Control and Data Acquisition (SCADA) system professional services in the amount of $135,000.00, for a total budget of $255,000.00, pursuant to CEQA Guideline 15301. -242-
RESOLUTION NO. 24-
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE EXISTING AGREEMENT WITH TETRA TECH, INC. FOR ASNEEDED SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM PROFESSIONAL SERVICES IN THE AMOUNT OF $135,000.00, FOR A TOTAL BUDGET OF $255,000.00, PURSUANT CEQA GUIDELINE 15301
WHEREAS, the Town of Hillsborough (“Town”) owns and operates a Supervisory Control and Data Acquisition (SCADA) System; and
WHEREAS, the SCADA system also allows the Town to monitor and control its three sanitary sewer pump stations; and
WHEREAS, in 2020 as part of a Townwide SCADA system assessment, certain necessary SCADA system improvements were identified; and WHEREAS, on June 10th, 2024, the City Council awarded an agreement for asneeded SCADA professional services to Tetra Tech, Inc. (“Tetra Tech”) in the amount of $120,000.00 to complete some of the improvements; and WHEREAS, additional funds in the amount of $135,000.00 are needed to complete the necessary improvements; and
WHEREAS, staff recommends amending the existing agreement with Tetra Tech for SCADA system support services in the amount of $135,000, for a total project budget of $255,000.00; and
WHEREAS, funding will be allocated from the approved Fiscal Year 2024-25 Water and Sewer Divisions Operations budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby approves and authorizes the City Manager to execute an amendment to the existing agreement with Tetra Tech, Inc. for as-needed professional Supervisory Control and Data Acquisition (SCADA) system support services in the amount of $135,000.00, for a total budget of $255,000.00.
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 12th day of November 2024, by the following vote of the members thereof:
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2 AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
8 CONSENT CALENDAR
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION ACCEPTING FINDINGS OF A NON-LEAD DESIGNATION IN POTABLE WATER INFRASTRUCTURE PURSUANT TO CEQA GUIDELINE 15301 SUMMARY: On November 11, 2023, City Council authorized the City Manager to execute an agreement with Hazen and Sawyer, Inc. (Hazen) in the amount of $99,480.00 to conduct a water service line material inventory (Inventory), as required by the United States Environmental Protection Agency published revisions to the Lead and Copper Rule.
On July 8, 2024, City Council authorized the City Manager to amend the agreement with Hazen to conduct a California Department of Drinking Water (DDW) approved water service line inspection and statistical analysis in the amount of $81,640, for a total not-to-exceed contract amount of $181,120.
The Town concluded its inventory, inspections and analysis in accordance with California DDW regulations, guidelines and approved methodologies.
1. The Town reviewed all applicable sources of information, including:
• All construction and plumbing codes, permits, and existing records or other documentation which indicates the service line materials;
• All water system records, including distribution system maps and drawings, historical records on each service connection, meter installation records, historical capital improvement or master plans, and standard operating procedures;
• All inspections and records of the distribution system that indicate service line material, including inspections conducted during the course of normal operations (e.g., checking service line materials when reading water meters or performing maintenance activities); and • All previous service line or meter replacements were conducted.
2. In addition to reviewing the above sources of information, the Town used an alternative method to develop the inventory that was approved by the State Water Resources Control Board Division of Drinking Water. The Town verified 457 service lines, and the service lines were verified non-lead with the primary materials identified being copper or PVC. No lead or galvanized requiring replacement service lines were identified.
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
3. Based on the above findings, Hillsborough submitted its Non-Lead Designation letter to DDW and submitted its LSLI database of water service lines and material designations to support its findings.
4. The Town will continue to document service line material information obtained from normal operations, such as service line maintenance and will update the initial inventory accordingly. In the statistically unlikely event that the Town discovers a lead service line during normal maintenance operations, it will notify DDW and comply with required reporting regulations.
FISCAL IMPACT: The professional services for this project were completed within the approved budget.
ENVIRONMENTAL ISSUES: The action is categorically exempt from the California Environmental Quality Act according to Section 15301 of the California Code of Regulations.
ATTACHMENTS: Resolution
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution accepting findings of a non-lead designation in potable water infrastructure pursuant to CEQA Guideline 15301.
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RESOLUTION NO. 24-
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH
ACCEPTING FINDINGS OF A NON-LEAD DESIGNATION IN POTABLE WATER INFRASTRUCTURE PURSUANT TO CEQA GUIDELINE 15301
WHEREAS, on November 11, 2023, City Council authorized the City Manager to execute an agreement in the amount of $99,480.00 with Hazen and Sawyer, Inc. (“Hazen”) to conduct a water service line inventory (Inventory), as required by the United States Environmental Protection Agency published revisions to the Lead and Copper Rule; and WHEREAS, on July 8, 2024, City Council authorized the City Manager to amend the agreement with Hazen to conduct a California Department of Drinking Water (“DDW”) approved water service line inspection and statistical analysis in the amount of $81,640.00, for a total not-to-exceed contract amount of $181,120.00; and
WHEREAS, Hazen worked with Town of Hillsborough (“Town”) staff to collect and review all available records, including (but not limited to) San Mateo County Tax Assessor databases and codes, Hillsborough policy records and codes, building and planning permit records and codes, capital improvement project records, development records, engineering specifications, water operation work orders, etc.; and
WHEREAS, the Town used an alternative method that was approved by the State Water Resources Control Board Division of Drinking Water to develop the remaining inventory; and
WHEREAS, 457 service lines were field verified as non-lead with the primary materials identified being copper or PVC; and
WHEREAS, no lead or galvanized requiring replacement service lines were identified; and
WHEREAS, based on the findings, Hillsborough submitted its Non-Lead Designation letter to DDW and submitted its LSLI database of water service lines and material designations to support its findings; and
WHEREAS the Town will continue to document service line material information obtained from normal operations, such as service line maintenance, and will update the initial inventory and report accordingly.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby adopts the resolution accepting findings of a non-lead designation in potable water infrastructure.
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2 Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 12th day of November 2024, by the following vote of the members thereof:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
9 CONSENT CALENDAR
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION AWARDING TO AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH EPS INC., DBA EXPRESS PLUMBING FOR THE LA HONDA SANITARY SEWER LIFT STATION UPGRADES PROJECT IN THE AMOUNT OF $1,091,065.00 WITH A 10% CONTINGENCY IN THE AMOUNT OF $109,106.50, IF NEEDED, FOR A TOTAL NOT TO EXCEED AMOUNT OF $1,200,171.50, PURSUANT TO CEQA GUIDELINE 15301 SUMMARY: The Town’s Corporation Yard was built in a sewer basin that serves the neighboring community. There are two existing Town owned and maintained sewer lift stations located within the boundaries of the Public Works Corporation Yard. The existing lift stations pumps are old, rusted, introduce stormwater inflow and infiltration(I&I), and require replacement. Inspections from outside agencies have noted deficiencies with the sewer system and I&I sources within the Corp Yard. The goal of this project is to design a more efficient, watertight system that reduces ongoing maintenance, failures and sewer overflows.
This project will upgrade the Town’s system by combining the two lift stations into one, with more efficient pumps. The new lift station will be equipped with newer electronic and telemetry systems, and approximately 1,500 linear feet of upgraded force main and gravity sewer lines.
This project was advertised in accordance with the Public Contracts Code and bids were opened on Wednesday, October 30, 2024. Bid results were announced in the Town Hall Council Chamber in accordance with the Town’s policy and procedures. The bid summary is as follows:
EPS Inc. dba Express Plumbing $1,091,065
GSW Construction $1,162,965
Building Corp $1,287,500
Casey Construction $1,298,250
VNH Builders $1,360,123
JMB Construction $1,475,600
Gateway Pacific $1,532,625
Corcus Construction $1,559,825
Of the (8) bids received for this project, EPS Inc., dba Express Plumbing was confirmed by staff to be the lowest responsible bidder submitting a responsive bid. Staff conducted an analysis of the bid submittal and determined that the bidder’s qualifications and experience levels are satisfactory to perform all work associated with this project. EPS Inc., dba Express plumbing is a local construction firm and has previously completed similar projects in Town with positive results. -249-
Agenda Staff Report - Hillsborough City Council
November 12, 2024
FISCAL IMPACT: It is recommended that funding in the amount of $1,091,065.00, with a 10% contingency in the amount of $109,106.50, if needed, for a total project budget of $1,200,171.50 be allocated from the approved Sewer Lift Station Improvements (CIP #708).
ENVIRONMENTAL ISSUES: This project is exempt from the California Environmental Quality Act (CEQA) per Section 15301 of the California Code of Regulations.
ATTACHMENTS: Resolution
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution awarding to and authorizing the City Manager to execute an agreement with EPS Inc., dba Express Plumbing for the La Honda Sanitary Sewer Lift Station Upgrades project in the amount of $1,091,065.00 with a 10% contingency in the amount of $109,106.50, if needed, for a total not to exceed amount of $1,200,171.50, pursuant to CEQA Guideline 15301.
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RESOLUTION NO. 24-
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH
AWARDING TO AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH EPS INC., DBA EXPRESS PLUMBING FOR THE LA HONDA
SANITARY SEWER LIFT STATION UPGRADES PROJECT IN THE AMOUNT OF $1,091,065.00 WITH A 10% CONTINGENCY IN THE AMOUNT OF $109,106.50, IF NEEDED, FOR A TOTAL ALLOCATION OF $1,200,171.50, PURSUANT TO CEQA GUIDELINE 15301
WHEREAS, the Town of Hillsborough (“Town”) maintains the Town’s sanitary sewer system; and
WHEREAS, the Town’s Corporation Yard was built in a sewer basin that serves the neighboring community;
WHEREAS, two existing Town owned and maintained sewer lift stations located within the boundaries of the Public Works Corporation Yard are old, rusted, introduce stormwater inflow and infiltration (I&I), and require replacement; and
WHEREAS, the Town desires to construct a more efficient, watertight system that reduces ongoing maintenance, failures and sewer overflows; and WHEREAS, the La Honda Sanitary Sewer Lift Station Upgrade Project will combine the two lift stations into one, with more efficient pumps, newer electronic and telemetry systems, and an upgraded pipelines (“Project”); and WHEREAS, plans and specifications were developed for the Project; and WHEREAS, the Project was publicly bid and advertised in accordance with the Public Contract Code, and the Town received eight bids for the Project; and WHEREAS, EPS Inc., dba Express Plumbing (“EPS”) was the lowest responsible bidder submitting a responsive bid in the amount of $1,091,065.00; and WHEREAS, staff conducted an analysis of the bid and verified that EPS’s qualifications and experience levels are satisfactory; and
WHEREAS, funding in the amount of $1,091,065.00, with a 10% contingency in the amount of $109,106.50, if needed, for a total project budget of $1,200,171.50, will be allocated from the approved Sewer Lift Station Improvements (CIP #708).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby awards to and authorizes the City Manager to execute a contract with EPS Inc., dba Express Plumbing for the La Honda Sanitary Sewer Lift Station Upgrades Project in the amount of $1,091,065.00 with a 10% contingency in the amount -251-
2 of $109,106.50, if needed, for a total construction budget of $1,200,171.50, allocating funds from the Sewer Lift Station Improvements (CIP #708).
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on 12th day of November 2024 by the following vote of the members thereof:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-252-
TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
10 CONSENT CALENDAR
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE AN AMENDMENT TO THE EXISTING AGREEMENT FOR PROFESSIONAL SERVICES WITH ALTA PLANNING + DESIGN, INC. FOR THE BICYCLE AND PEDESTRIAN MASTER PLAN (PHASE 2) IN THE AMOUNT OF $81,930.00, FOR A TOTAL PROJECT BUDGET OF $179,605.00, PURSUANT TO CEQA GUIDELINE 15306 SUMMARY: The Town currently does not have a Bicycle and Pedestrian Master Plan (“BPMP”).
The Town has abundant acreage but lack of public recreational space, such as parks and walking trails due in part to deed restrictions limiting the use of Town-owned open space as well as the Town’s hilly topography. This new BPMP will be used as a guidance document for the Town to find opportunities for new bicycle and pedestrian friendly pathways. The objectives of the BPMP are to seek community feedback, set progress and implementation goals, and to determine appropriate criteria and metrics to prioritize recommendations and implementations for future network routes.
The BPMP will also further investigate safety data to propose impactful recommendations and establish big-picture planning in support of the Town’s General Plan Update, and other Town and County planning documents and policies.
On February 11, 2024, the City Council awarded a professional services agreement to Alta Planning + Design, Inc. (“Alta”) to develop Phase 1 of the BPMP. Since February, the Existing Conditions and Needs and Demands Analysis have been completed. Community Outreach was also initiated, which included the first Community Engagement Workshop.
Staff desires to move forward with Phase 2 of the BPMP. Phase 2 would continue Community Outreach, develop recommendations for Network Enhancements and Implementation and Funding Strategies, and create the Final Master Plan document.
FISCAL IMPACT: Phase 1 of the BPMP was authorized in the amount of $97,675.00. Alta submitted a proposal to complete Phase 2 of the BPMP in the amount of $81,930.00 The approved budget for Fiscal Year 2024-25 Bicycle and Pedestrian Pathway (CIP #412) is $100,000.
Additionally, through the Metropolitan Transportation Commission (MTC), the Town received Transportation Development Act (TDA) grant funds in the amount of $100,000 for this project. It is recommended that funding in the amount of $81,930.00 be allocated from the Fiscal Year 2024-25 Bicycle and Pedestrian Pathway Master Plan (CIP #412), for a total project budget of $179,605.00, of which $100,000 will be reimbursed to the Town through grant funding.
ENVIRONMENTAL ISSUES: This project is exempt from the California Environmental Quality Act (CEQA) per Section 15306 of the California Code of Regulations. -253-
Agenda Staff Report - Hillsborough City Council
November 12, 2024
ATTACHMENTS: Resolution
PREPARED BY: Natalie Gribben, Deputy Director of Public Works RECOMMENDATION: Adopt the resolution approving and authorizing the City Manager to execute an amendment to the existing agreement for professional services with Alta Planning + Design, Inc. for the Bicycle and Pedestrian Master Plan (Phase 2) in the amount of $81,930.00, for a total project budget of $179,605.00, pursuant to CEQA guideline 15306. -254-
RESOLUTION NO. 24-
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AMENDMENT TO THE EXISTING AGREEMENT FOR PROFESSIONAL SERVICES WITH ALTA PLANNING + DESIGN, INC. FOR THE BICYCLE AND PEDESTRIAN MASTER PLAN (PHASE 2) IN THE AMOUNT OF $81,930.00, FOR A TOTAL PROJECT BUDGET OF $179,605.00, PURSUANT TO CEQA GUIDELINE 15306 WHEREAS, the City Council of the Town of Hillsborough maintains the Town’s roadway and traffic system; and
WHEREAS, the Town desires to develop a new Bicycle and Pedestrian Master Plan (“BPMP”) to be used as a guidance document for the Town to find opportunities for new bicycle and pedestrian friendly pathways; and WHEREAS, the objectives of the BPMP are to seek community feedback, set progress and implementation goals, and to determine appropriate criteria and metrics to prioritize recommendations and implementations for future network routes; and
WHEREAS, on February 11, 2024, the City Council awarded a professional services agreement to Alta Planning + Design, Inc. (“Alta”) to develop Phase 1 of the BPMP; and
WHEREAS, since February, the Existing Conditions and Needs and Demands Analysis have been completed. Community Outreach was also initiated, which included the first Community Engagement Workshop; and
WHEREAS, Phase 2 would continue Community Outreach, develop recommendations for Network Enhancements and Implementation and Funding Strategies, and create the Final Master Plan document; and
WHEREAS, Alta submitted a proposal to complete Phase 2 of the BPMP in the amount of $81,930.00; and
WHEREAS, through the Metropolitan Transportation Commission (MTC), the Town received Transportation Development Act (TDA) grant funds in the amount of $100,000 for this project; and
WHEREAS, funding for the BPMP Phase 2 will be allocated from the adopted Fiscal Year 2024-25 Bicycle and Pedestrian Pathway (CIP #412) budget in the amount of $81,930.00, for a total project budget of $179,605.00, of which $100,000 will be reimbursed to the Town through grant funding.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Hillsborough hereby approves and authorizes the City Manager to execute an amendment to the existing agreement for professional services with Alta Planning + Design, Inc. for the Bicycle and Pedestrian Master Plan (Phase 2) in the amount of -255-
$81,930.00, for a total project budget of $179,605.00, pursuant to CEQA guideline 15306.
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 12th day of November, 2024 by the following vote of the members thereof:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-256-
TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
11 CONSENT CALENDAR
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A FOURTH AMENDMENT TO THE EXISTING AGREEMENT WITH FREYER & LAURETA, INC. FOR ENGINEERING SERVICES FOR THE FINAL DESIGN OF THE HIGHLINE WATER PIPELINE PROJECT IN THE AMOUNT OF $1,696,000.00, FOR A TOTAL AGREEMENT AMOUNT OF $3,775,800.00, PURSUANT TO A PREVIOUSLY ADOPTED MITIGATED NEGATIVE DECLARATION; AND APPROVING A FISCAL YEAR 2024-25
BUDGET AMENDMENT IN THE WATER FUND CAPITAL IMPROVEMENT PROJECT (CIP #510) AND GENERAL FUND TRANSFER IN THE AMOUNT OF $1,696,000.00 SUMMARY: The Town of Hillsborough operates a complex water distribution system to supply portable water for domestic use, landscape irrigation and fire suppression. The normal source of water is the San Francisco Public Utilities Commission’s (SFPUC), Sunset Pipeline No.1 and Crystal Springs Pipeline No. 2. These historical points of connection are at lower elevations, which requires the Town to pump millions of gallons uphill, at significant costs. Also, the process of lifting water and using this historical route is vulnerable to seismic events. The Town stores this water in 17 active storage tanks and one reservoir located at 10 sites throughout the Town.
The Town desires to install a new direct water transmission pipeline that would link the Town's water system to the improved Harry Tracy Water Treatment Plant located near Millbrae. The new pipeline would serve several functions:
1. Provide an alternate source of water to the Town should the water supply from the SFPUC's "lower" zone become unavailable for any reason (pipe damage due to earthquake, water quality event, etc.).
2. Provide an almost limitless supply of water at the Town's western boundary, which could be critical in fighting a large wildland fire. Water available at the top of the Town's pressure zone also provides emergency water to all areas in Town for firefighting purposes. Distributing water from the top down is not impeded by existing tank sizes and pump limitations.
3. Avoid day-to-day operation of various existing pump stations that currently work to deliver water from the SFPUC lower zone to the Town's higher elevations and pressure zones. This will result in a significant energy savings to the Town.
4. Provide increased seismic reliability to the Town's higher elevation pressure zones.
5. Water made available via the highline would not be impacted by planned PSPS (Public Safety Power Shutoff) events.
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
6. Deliver water to the Town and partner agencies Burlingame and Millbrae.
On September 14, 2020, City Council awarded an Agreement for professional conceptual design services to Freyer & Laureta, Inc. (“F&L”) for the Highline Water Pipeline Design from the Harry Tracy Water Treatment Plant to the Town of Hillsborough Water System (“Project”) in the amount of $421,600.00.
On October 10, 2022, City Council approved an amendment to the Agreement for additional design coordination efforts with the Town’s partner agencies, Burlingame, Millbrae and the SFPUC, in the amount of $150,000.00.
On April 11, 2023, City Council approved a second amendment for the preparation of the Project’s California Environmental Quality Act (CEQA) documents, in the amount of $181,200.00.
On July 8, 2024, City Council approved a third amendment complete the preliminary design package, in the amount of $1,327,000.00.
The Town desires to approve a fourth amendment to the Agreement to complete the final design in the amount of $1,696,000. F&L provided a proposal for these additional services which are summarized as follows:
• Geohazard Engineering and Pipeline/Fault Interaction Modeling and Technical Memorandum • Final Hydraulic Model, Specifications, and Construction Drawings The comprehensive design for this size of project is complex and challenging. A multiphase design process allows the Town to methodically determine the best design approach and authorize funding in phases. F&L successfully completed the tasks associated with the original agreement and subsequently approved amendments. The conceptual design and preliminary analysis allowed the Town and partner agencies to determine the most favorable pipeline alignment. The Mitigated Negative Declaration was adopted by Council in August 2024. Preliminary design work has commenced, including topographic surveying and geotechnical investigation.
Staff carefully reviewed the proposed scope and cost and after some negotiations with F&L, staff finds the proposal reasonable for the level of effort necessary to complete this preliminary design task. This would be the largest capital project in the Town's history, and the percentage cost of the needed design work is proportionate based on the needed effort. The estimated overall project cost is $32.5 million, of which the Town is anticipating receiving Federal BRIC Funding in the amount of $22.75 million, with the approximate remaining $9.75 million paid by each of the partner cities, the Town, Millbrae and Burlingame. This design cost is part of the overall project cost and part of the initial estimate, and part of the Town's Capital Improvement Plan budget specific to water.
FISCAL IMPACT: There is currently insufficient funding in the High Line Water Connection (Capital Improvement Plan #510) Budget for Fiscal Year 2024-25 to award the scope of these additional services. To meet budget compliance in FY 2024-25, it is recommended that the City -258-
Agenda Staff Report - Hillsborough City Council
November 12, 2024
Council approve a transfer of funds from the General Fund to the Water Fund in the amount of $1,696,000, and a budget amendment in the Water Fund CIP #510 in the amount of $1,696,000, the additional amount needed to provide sufficient funding for this project.
Staff recommends amending the existing agreement with F&L a fourth time in the amount of $1,696,000, for a total agreement amount of $3,775,800.00. It is recommended funding be allocated from the amended Fiscal Year 2024-25 High Line Water Connection (CIP #510) budget.
With the General Fund Transfer, the Water Fund will have adequate reserves to support the budget amendment. Staff anticipates receiving Federal funds to cover the reimbursement of 70% of project costs.
ENVIRONMENTAL ISSUES: Pursuant to CEQA Guidelines, the Town of Hillsborough prepared an IS/MND to analyze the impacts of the project scope. The Final IS/MND contains mitigation measures to avoid or substantially lessen the environmental effects of the project and was adopted by City Council on August 12, 2024.
ATTACHMENTS: Resolution
PREPARED BY: Paul Willis, Director of Public Works
RECOMMENDATION: Adopt the resolution approving and authorizing the City Manager to Execute a Fourth Amendment to the Existing Agreement with Freyer & Laureta, Inc. for Engineering Services for the Final Design of the Highline Water Pipeline Project in the Amount of $1,696,000.00, for a Total Agreement Amount of $3,775,800.00, pursuant to a Previously Adopted Mitigated Negative Declaration; and Approving a Fiscal Year 2024-25 Budget Amendment in the Water Fund Capital Improvement Project (CIP #510) and General Fund Transfer in the Amount of $1,696,000.00.
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RESOLUTION NO. 24-
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A FOURTH AMENDMENT TO THE EXISTING AGREEMENT WITH FREYER & LAURETA, INC.
FOR ENGINEERING SERVICES FOR THE FINAL DESIGN OF THE HIGHLINE WATER PIPELINE PROJECT IN THE AMOUNT OF $1,696,000.00, FOR A TOTAL AGREEMENT AMOUNT OF $3,775,800.00, PURSUANT TO A PREVIOUSLY ADOPTED MITIGATED NEGATIVE DECLARATION; AND APPROVING A FISCAL YEAR 2024-25 BUDGET AMENDMENT IN THE WATER FUND CAPITAL IMPROVEMENT PROJECT (CIP) #510 AND GENERAL FUND TRANSFER IN THE AMOUNT OF $1,696,000.00
WHEREAS, the Town of Hillsborough (“Town”) maintains the Town’s public water system; and
WHEREAS, the water system is complex and includes 17 active storage tanks and one reservoir located at 10 sites throughout the Town; and
WHEREAS, the Town solicited a Request for Proposals from qualified consultants to provide engineering services for the Highline Water Pipeline that would link the Town’s water system to the Harry Tracy Water Treatment Plant (“Project”); and
WHEREAS, the proposals were procured in accordance with Town’s procurement policies and the Code of Federal Regulations Title 2 C.F.R. 200.320(b)(2)(iii); and
WHEREAS, on September 14, 2020, the City Council approved an agreement in the amount of $421,600.00 for professional design services with Freyer and Laureta, Inc. (“F&L”) for the Project; and
WHEREAS, on October 10, 2022, City Council approved an amendment to the contract in the amount of $150,000.00 for a total contract amount of $571,600.00 for additional technical support design services to coordinate with potential project partners, including Millbrae, Burlingame and the San Francisco Public Utilities Commission; and
WHEREAS, on April 10, 2023, City Council approved a second amendment to the contract in the amount of $181,200.00 for a total contract amount of $752,800.00 for CEQA compliance services for the Project; and WHEREAS, on July 8, 2024, City Council approved a third amendment to complete the preliminary design package, in the amount of $1,327,000.00; and WHEREAS, the Town received a cost proposal from F&L in the amount of $1,696,000.00 to complete the final design for the Project; and -260-
WHEREAS, staff recommends the approval of a fourth amendment to the F&L design services agreement, in the amount of $1,696,000.00, for a total contract amount of $3,775,800.00; and
WHEREAS, funding will require a General Fund Transfer to the Water Fund and a Fiscal Year 2024-25 budget amendment in the Water Fund Capital Improvement Project (CIP) #510 in the amount of $1,696,000.00; and WHEREAS, funding for these services will be allocated from the amended Fiscal Year 2024-25 High Line Water Connection (CIP #510) budget.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Hillsborough hereby approving and authorizing the City Manager to execute a fourth amendment to the existing agreement with Freyer & Laureta, Inc. for engineering services for the final design of the Highline Water Pipeline Project in the amount of $1,696,000.00, for a total agreement amount of $3,775,800.00, pursuant to a previously adopted Mitigated Negative Declaration; and approving a Fiscal Year 2024-25 budget amendment in the Water Fund Capital Improvement Project (CIP) #510 and General Fund transfer in the amount of $1,696,000.00.
Mayor of the Town of Hillsborough
Attest: City Clerk
This resolution was adopted by the City Council of the Town of Hillsborough at its regular meeting held on the 12th day of November 2024 by the following vote of the members thereof:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
-261-
TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
12 OLD BUSINESS
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: 40 BAYWOOD AVENUE PROPERTY DONATION UPDATE PURSUANT TO CEQA GUIDELINE 15378
SUMMARY: The subject of 40 Baywood was last discussed at a City Council meeting on November 13, 2023. The item was discussed under the title, “40 Baywood Avenue Property Donation Update.” The City Council reviewed a proposed lease agreement offered the trustee of the Lilienthal Family trust, who has taken control of the property since the property owner has passed away. The trustee has reached out to Town officials several times to discuss the Town’s future involvement in the property.
BACKGROUND
Prior to the 2023 discussion, the subject of 40 Baywood was last discussed at a City Council meeting on July 13, 2020. The item was discussed under the title, “Property Donation – 40 Baywood Avenue.” The nature of that discussion was to review additional financial information (revenue projections and expenditures) as a follow up to prior discussions related to the property donation to the Town. The direction to staff given at that meeting was “to begin to take the steps necessary for potential future acceptance of the donation of 40 Baywood by working with the donor’s representatives to develop the conditions of the deed restrictions for the property; developing a Landscape Master Plan in collaboration with the donor; initiating the formation of a “Friends of the Property” committee; and establishing preliminary discussions with potential partners.”
PROPOSED LEASE
At the November 13, 2023 meeting, the trustee proposed a lease option to the Town in the amount of $1 per year for 99 years. The terms included restrictions on the amount of space the Town may utilize, allowing the “Friends of 40 Baywood” group to utilize the property, requires the Town to pay the Charity the cost to maintain the property (including property taxes, insurance, repair, replacement, landscaping, gardening, etc.), and requested that the Town re-zone the Property to allow for the Charity to use the property for events (conferences, public meetings, classes, charitable events, and private functions). See Attachment 1 for the full list of general lease parameters.
In addition to the lease parameters, the trustee provided information related to operating costs of the property, “The ongoing monthly costs to maintain the Baywood Property totals approximately $16,500, and includes but not limited to gardening, koi pond maintenance, utilities, water, cable -263-
Agenda Staff Report - Hillsborough City Council
November 12, 2024
and garbage, security, pest control and insurance. Note that there will be added costs such as arborist work and other work associated with a property of this size.
The above includes the property taxes as of the date of Mrs. Lilienthal’s death. While the Trustee believes that a lease to the Town of Hillsborough would not increase the property taxes for that parcel, it is likely that a lease of the San Mateo parcel to the Town of Hillsborough would result in a reassessment. If that were to occur, the property taxes and assessments for that parcel could be at least $125,000 per year and possibly more.”
The Town staff reviewed the proposed lease terms and recommended that City Council not pursue the lease agreement as it was not in keeping with the residential nature of the Town and were not in compliance with the existing permitted uses for the zoning designation of the property. The City Council directed staff not to pursue the lease agreement offered to the Town.
NEW PROPOSAL
On October 17, 2024, the trustee submitted proposed terms of gifting 40 Baywood to the Town of Hillsborough (Attachment 2). On November 6, 2024, the trustee provided revised terms:
1. 40 Baywood/the Lilienthal Estate (both San Mateo and Hillsborough parcels) may never be sold, divided or developed by the Town.
2. The Town will be responsible for all property taxes that may be assessed for both the Hillsborough and San Mateo parcels. The Town will pay to maintain the grounds, trees, pond, koi fish, house, Library, garage, Mrs. Lilienthal's art, books and all furnishings in its current state or better. (The Town will not own the art, china, silver or any family heirlooms. They are Lilienthal Trust Assets meant to be on display in the house for public viewing and historical purposes.) The Town will be solely financially responsible for all maintenance, repairs, capital improvements, taxes, HOI, umbrella coverage, a sufficient liability policy and all other normal expenses of ownership.
3. Property is available for the benefit of the community.
4. The Town will assist with and support the trustee's applications to local and national registries for historic places and for preservation recognition.
5. Friends of 40 Baywood is a non-profit organization which has been formed to support the property and programs at 40 Baywood. The organization is looking to form a Memorandum of Understanding with the Town that is mutually agreeable.
Staff has not fully analyzed the proposed terms for any legal or financial impacts to the Town.
Before expending any additional public funds or staff time on this issue, staff is seeking City Council direction on whether or not to proceed with any further analysis.
PRIOR ANALYSIS
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
As part of the July 13, 2020 staff report, staff conducted a preliminary analysis of the anticipated costs of managing the property. The staff report and associated exhibits are contained as part of Attachment 3.
At the time of the analysis, staff expected that managing the property would require an ongoing commitment of between $300,000 to $500,000 annually depending on the number of events held and anticipated rental revenue. Additionally, there was an expectation that every ten years there would have been $500,000 in interest income from the endowment at that time which could help fund major capital improvements such as re-roofing, landscaping, equipment replacement, or other capital projects. The most recent proposed gifting terms make no mention of any endowment or interest income being available to the Town, therefore, it can be expected that the capital costs would require additional funding beyond the initial expectation of $300,000 to $500,000 annually.
The proposed gifting terms contain significant costs and liabilities that have not been fully analyzed by the Town. The trustee has provided an itemized list of expenses from this calendar year, January 1, 2024, through September 30, 2024, of $101,721 but this does not include any fees charged by the trustee to manage the trust. This information has been requested by the Town but not provided.
Staff is looking to City Council to provide direction on whether or not further staff time and resources should be allocated to this effort before moving forward.
FISCAL IMPACT: There is no fiscal impact associated with this agenda item.
ENVIRONMENTAL ISSUES: The proposed discussion and direction on this item 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:
1. Proposed Lease Terms (November 2023)
2. Proposed Terms of Gifting 40 Baywood to the Town of Hillsborough (October 17, 2024)
3. July 13, 2020 City Council Meeting Staff Report with Financial Analysis PREPARED BY: Mandy Brown, Assistant City Manager
RECOMMENDATION: Discuss and provide direction to the City Manager regarding 40 Baywood. -265-
2106841.1
General Lease Parameters
Below are the general parameters for a lease from Friends of 40 Baywood (“Charity”) to the Town of Hillsborough (“Town”).
1. The Town leases the Hillsborough parcel (“Property”) for $1 per year for ninety-nine (99) years.
2. The Town may use up to five (5) of the bedrooms for temporary sleeping quarters for firepersons and police offices to use when they have back-to-back shifts (at least 3 of the bedrooms) and or for other Town uses. The Hillsborough Beautification Foundation may use one of such bedrooms at the discretion of the Town.
3. The Town may use the Property for Town meetings and related functions.
4. The Town shall have no right to sub-divide and or develop the Property and shall have no right to modify the Property including but not limited to the structures contained within the Property.
5. The Charity may conduct tours of the Property, but such tours shall not include access to the bedrooms and offices used by the Town.
6. The Property (excluding the house on the Property) may be open to the public at different times for picnics and other such uses.
7. The Property (exclusive of the five (5) bedrooms above used by the Town) may also be used by the Town for education classes, seminars, and other Town functions.
8. The Charity may create and operate a gift shop, concessions, museums, or similar purposes on portions of the Property (other than in the bedrooms used by the Town).
9. The Charity may use the Property (other than the bedrooms used by the Town) for educational purposes, presentation, school functions, building a sense of community, etc.
10. The Charity and or the Town (and its affiliated agencies) may use the Property (exclusive of the bedrooms used by the Town) for events such as, conferences, public meetings, classes, charitable events, limited private functions, and other similar purposes. All such events shall take into account the noise and the time of the day so as to not unreasonably impact neighboring property owners. The use by the Town for such events as set forth above shall include the Town’s use of the adjacent parcel owned by the Charity. Permits will be obtained prior to such events.
11. The Town shall not sublet all or any portion of the Property and shall not assign the lease. -266-
ATTACHMENT 1
2106841.1
12. The Property shall not be improved with additional housing.
13. The Town shall pay to the Charity the cost to maintain the Property and the adjacent parcel in San Mateo, including but not limited to any property taxes, insurance, repair, replacement, landscaping, gardening, etc.
14. The Charity may provide funding for capital improvements and major repairs to the structures and grounds from time to time, at the discretion of the Charity. The intent as expressed in the Lilienthal Trust is for the Property to be self-sufficient.
15. The Town shall zone the Property to allow for the above-described uses and permits shall be available for such uses at nominal charge.
16. The Charity shall have the right to store art, furniture, furnishings, photos and other memorabilia in the house and some of these items shall only be accessible by the Charity. -267-
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ATTACHMENT 2
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TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
18 OLD BUSINESS
CITY COUNCIL MEETING
JULY 13, 2020
AGENDA STAFF REPORT
ITEM SUBJECT: PROPERTY DONATION – 40 BAYWOOD AVENUE
SUMMARY: On June 8, 2020, the City Council discussed the proposed donation of the property at 40 Baywood Avenue to the Town of Hillsborough. The City Council requested additional financial information (revenue projections and expenditures) and an opportunity to tour the site.
The representatives of the property provided site tours for interested Councilmembers in June and staff has prepared a financial projection for operation of the property.
In August 2019, the donor had initially approached the City of San Mateo and then the Town of Hillsborough to jointly own and manage the property. The 3.24 acres contain two parcels split between the two jurisdictions and contain a main house, which is a roughly 7,000 square foot building on 1.34 acres in Hillsborough and landscaped grounds in San Mateo on 1.9 acres. The property is surrounded by single-family residences in both San Mateo and Hillsborough.
On April 27, 2020, the City of San Mateo City Council decided to decline the donation of the property. Representatives of the property and the Town of Hillsborough have met to discuss the donation solely to the Town. The property, at a time in the future, would be donated to the Town with deed restrictions that:
1. Preserve the house and grounds (e.g., landscaping, koi pond and outbuildings)
2. Respect the residential character of the neighborhood (e.g., no multi-family or commercial redevelopment)
3. Provide recreational space for quiet enjoyment by members of the community
4. Provide for funds for capital improvements through a trustee-managed endowment fund
5. Ensure the property is well-maintained and secured
The potential programming on the site could include:
Supervised public access
House and garden tours
Classes in yoga, art, meditation, botany, gardening, etc. Catering kitchen for small private events and weddings Charity events
Community meetings
Small community luncheons/teas
Yoga or writer’s retreat or conference
Partial use of space for offices for Town services or break quarters for public safety personnel The property is well maintained and in good condition with recent renovations to the landscaping and outdoor spaces. However, to support public use some improvements would likely be required to address safety and access issues regarding Americans with Disabilities Act (ADA) regulations. -509- -270-
ATTACHMENT 3
Agenda Staff Report – Hillsborough City Council
July 13, 2020
The donor has indicated that they would make the safety and public access improvements to the property prior to the donation in collaboration with the Town. The Town would coordinate with the representatives to ensure compliance with public access health and safety regulations. The donor is also proposing to install a new kitchen to support the needs of small events and possibly a deck near the koi pond.
Staff would recommend that a Landscape Master Plan (Plan) for the site be completed with a seismic evaluation of the home and other structures. The Plan would include ADA accessibility, circulation and parking (which might include a two lane entry/exit), and other health and safety requirements (e.g., a koi pond barrier utilizing a historic design, fire suppression system). The Plan would provide a guide for phasing work and could allow for tiered use on the property.
The proposed donation would be made after the donor’s passing and after the trustee has completed the capital improvements that the donor wants to make. Some of these improvements (e.g., fencing and removal of distressed outbuildings) have been completed or are in process.
Staff has explored three tiers of use in keeping with the donors’ vision:
1. Base Level Activation: The garden is open to the public during scheduled days and times with on-site parking, ADA accessibility (e.g., pathways, parking and restrooms) and safety signage/barriers. The house could be used by staff, but not open to the public.
2. Outdoor Program Development: Adds new outdoor program areas and activates some on-site structures as support facilities. Involves improving the less developed open areas with droughtresistant planting or perhaps educational demonstration garden beds, or community garden beds.
In all cases, pathways and irrigation improvements may be expected. Adds some event facilities near the house (e.g., arbor, seating area, etc.).
3. Full Activation: The first floor of the house is activated and accessible for public events (e.g., meetings, classes and small events). The first floor is ADA accessible and the kitchen is upgraded for commercial use with fire sprinklers, furnishing and fixtures (e.g., lighting and signage).
Base Level Operational Costs
Staffing: Site Manager/Gardener/Housekeeping ($150,000 - $300,000)* $ 150,000 Supplies, equipment, other facilities $ 75,000
Utilities, insurance, supplies, administrative support (finance) $ 105,000 $ 330,000
*Staffing cost could be offset by housing in lieu of compensation (manager/gardener) Revenue: Events and gifts $ 50,000
Full Outdoor Activation – Additional Programming Costs
Staffing: Program Manager $ 125,000
Utilities (additional irrigation although offset by well) $ 15,000 -510- -271-
Agenda Staff Report – Hillsborough City Council
July 13, 2020
Marketing and outreach for programming $ 30,000
Supplies and equipment (programming) $ 40,000
$ 210,000
Revenue: Events, rentals and gifts $ 150,000
Full Activation – House and Outdoor
Catering Manager $ 100,000
Housekeeping $ 75,000
Supplies and equipment $ 25,000
Outreach and publicity $ 15,000
Additional facility and grounds maintenance $ 20,000
$ 235,000
Revenue: Events, rentals and gifts $ 325,000
Revenue Sources: Admission fee, event rental fees, other rent (caterer), annual fundraising and partnership with a foundation or club. Event income and fundraising income are essential elements of the operation of a historical property.
Staff anticipates a major capital project every ten years after the initial capital for public access is completed prior to the property donation. The property representatives indicate that projected interest from the endowment could provide approximately $500,000 every ten years for re-roofing, landscaping, code compliance, equipment replacement or other capital projects.
Community Engagement: The property is in a residential neighborhood and staff would recommend the formation of a “Friends of the Property” committee comprised of Hillsborough and San Mateo neighbors that would provide input on programming and support (gifts/campaign).
Additionally, partnerships with foundations or clubs would be essential for developing funding strategies and building community.
Staff and the donor’s advisors have met with several neighbors who support the future use of the property as outlined. Use of the property would have to be sensitive to the neighbors, including managing noise, parking, and hours for events.
Town Facility: The Town has limited facilities and outdoor spaces for community recreation, community meetings and Town office space. The donation of this property would expand the facilities that the Town could provide to the community and adds the potential for office space or break quarters for public safety personnel.
FISCAL IMPACT: It is anticipated that the ownership and operation of this property would require an ongoing commitment of funds from the Town’s General Fund of $300,000 -$500,000 annually, depending on the number and type of events that are held. Staff with the assistance of community volunteers would need to be diligent in securing revenue from user fees, event rental fees, and other types of rent (caterer), and build an annual fundraising program and develop partnerships with foundations or clubs. Event income and fundraising income would be essential to the -511- -272-
Agenda Staff Report – Hillsborough City Council
July 13, 2020
operation of this property and to ensure community access. The details of the financial assumptions and projections are included in the City Council agenda packet.
Given the current COVID-19/Shelter in Place economic circumstances, it is imperative that the Town consider the benefits and risks that this opportunity presents. The representatives have indicated that the transfer of title will not occur until the upgrades for access, health and safety are completed and that timeline could be several years. With three or more years to plan, the Town can mitigate economic impacts, develop fundraising strategies and partnerships, and assess the long-term impact of COVID-19 on the Town’s operating budget.
ENVIRONMENTAL ISSUES: The proposed action by the City Council is to provide direction to the City Manager to begin the steps necessary for studying the feasibility of a potential deed restriction, landscape master plan, a committee, and early discussions with potential partners on the future actions the City Council may take and consider but that are not requested to be approved or funded at this time. On this basis, the City Council’s proposed action is exempt under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15262 as a feasibility study for possible future actions which the City Council has not approved, adopted, or funded. No action by the City Council would have any legally binding effect on later activities and thus CEQA Guideline 15162 is applicable and the City Council’s action is exempt from CEQA.
ATTACHMENTS:
1. Benchmarks – Historic Homes
2. Aerial of 40 Baywood Property
3. Financial Projections and Assumptions
PREPARED BY: Ann Ritzma, City Manager
RECOMMENDATION: Move to direct staff to begin to take the steps necessary for potential future acceptance of the donation of 40 Baywood by: 1) working with the donor’s representatives to develop the conditions of the deed restrictions for the property; 2) develop a Landscape Master Plan in collaboration with the donor; 3) initiate the formation of a “Friends of the Property” committee; and 4) establish preliminary discussions with potential partners (e.g., clubs, foundations or historical groups).
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BENCHMARKS – HISTORIC HOMES
Facility,
location, acres
Operational
type
Year
open to
public
Programs Annual
operating cost
(year)
Annual gifts
(year)
Filoli,
Woodside, 654
acres (16 acres
house and
garden)
Local
nonprofit
operates for
National
Trust
1976 Tours, school
programs, hikes,
special events,
rental events (120 in
2018)
$7.2m (2017) $1m (2017),
Total revenue
$7.9m (2017)
Gamble
Gardens, Palo
Alto, 2 acres
house and
gardens
Local
nonprofit
operates for
City of Palo
Alto
1985 Open access sunrise
to sunset, gardening
classes, rental
events
$730k (2017) $800k (2017)
Total revenue
$1.9m (2017)
Hidden Villa,
Los Altos Hills,
1600 acres
Local
nonprofit
(private
trust)
1970 Hiking, summer
camps, CSA, youth
hostel, internships,
educational events,
school programs
$3.9m (2017) $3m (2017),
Total revenue
$4.8m (2017)
Hakone Estate
and Garden,
Saratoga, 16
acres
Local
nonprofit
operates for
National
Trust
2000 Paid admission,
picnicking, rental
events, exhibits,
classes, tea
ceremonies
$1m (2017) $308k (2017),
Total revenue
$1.1m (2017)
Villa Montalvo,
Saratoga, 175
acres (2 acres
house and
grounds)
Local
nonprofit
1930 Open access to
grounds, hiking,
theater, music
performances, artist
residencies, rental
events, classes,
school programs
$6m (2018) $3.7m (2018),
Total revenue
$6.5m (2018)
HolbrookPalmer Park,
Atherton, 22
acres
City Park and
nonprofit
foundation
1968 Open access,
recreation, rental
events, preschool
$500k (2015) $72k (2015),
Total revenue
$200k (2015)
Rengstorff
House,
Mountain View
City of
Mountain
View
1991 in
current
location
Tours, rental events
(520 in 2018)
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1 FINANCIAL PROJECTIONS:
1. Base level activation: garden open to public during daylight hours with on-site parking, ADA accessibility and restrooms. House may be used by staff but not open to public.
2. Outdoor program development: adds new outdoor program areas and activates some on-site structures as support facilities.
3. Full activation: first floor of house activated and accessible for public events. “Open to the public” is explored further below in operations. Capital costs will be similar whether the property is open once a month or 365 days a year as they are largely related to code requirements.
Tier 1 Base Activation Capital Improvements
Scope Estimated cost Assumptions
Design fees (landscape architect
and architect)
Demolition of outbuildings Could be deferred
Construction of on-site parking 15 cars; two handicapped Alterations to gated entrances To accommodate emergency vehicles and two car width
Signage At each gate and three
interpretive panels in garden
Improvements to pathways for
ADA accessibility
Fencing of rear property line
Addition of safety
railings/fencing at Koi Pond
Improvements to irrigation
systems
Pending inspection of existing
systems
Improvements to site lighting For security and staff use Rehabilitation of existing garage
structure for restrooms or
construction of a new restroom
building
Minimum of two ADA accessible
unisex restrooms
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2 Tier 2 Full Outdoor Activation Additional Capital Improvements This focuses on improving the less developed City of San Mateo with drought-resistant planting or perhaps educational demonstration garden beds, or community garden beds. In all cases, pathways and irrigation improvements may be expected. Adds some event facilities near the house (e.g. arbor, seating area, etc.).
Scope Estimated cost Assumptions
Design fees
Construction of additional ADA
accessible paths
Construction of new garden
planting areas (with irrigation)
Improvements to outdoor event
facilities
Improvements to detached
studio building for program
support
Additional site lighting
Tier 3 Full Activation Additional Capital Improvements
First floor of house in use for meetings/classes/small events. One first floor staff office would be needed; second floor could support additional staff offices.
Scope Estimated cost Assumptions
Design fees
ADA ramp First floor of house would be
ADA accessible
Kitchen upgrade Commercial kitchen to support
on-site events
ADA restroom on first floor One ADA accessible unisex
restroom; minor improvements
to second restroom
Fire sprinklers
Other interior demolition May be needed pending further study
Furnishing/Fixtures/Equipment Includes lighting and interior signage
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3 Operational Costs
Tier 1 Base Activation Operational Costs [Approx. $525,000 or $330,000 with in lieu] Item Estimated cost (annual) Assumptions
Salary (and benefits): Site
Manager
$150,000 May offer housing in lieu of
compensation
Salary: Gardener $100,000 May offer housing in lieu of
compensation
Salary: Housekeeping $75,000
Payroll taxes
Utilities $30,000
Insurance $15,000
Supplies and equipment $60,000
Depreciation, amortization, etc.
Other facilities and grounds
maintenance
$75,000
Accounting and financial
services
$20,000
Total $525,000+
Tier 2 Full Outdoor Activation Additional Operation Costs [Total costs $700,000 - $1,000,000] Item Estimated cost Assumptions
Salary: Program Manager $125,000
Payroll taxes
Utilities $15,000 Increased irrigation; may be
offset by well
Insurance $25,000
Supplies and equipment $40,000
Outreach and publicity $30,000 For events and classes
Accounting and financial
services
$10,000
Other facilities and grounds
maintenance
$40,000
Total additional costs $285,000+
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4 Operational Costs
Tier 3 Full Activation Additional Operational Costs [Total costs $1,180,000 - $1,300,000] Item Estimated cost Assumptions
Salary: Catering manager $100,000 Likely offset by fees Salary: Housekeeping $75,000 Indoor events will require more cleaning
Payroll taxes
Insurance $10,000
Utilities $10,000
Supplies and equipment $25,000
Outreach and publicity $15,000
Accounting and financial
services
$15,000
Other facilities and grounds
maintenance
$20,000
Total additional costs $270,000+
Potential Revenue Sources
Development fees and penalty payments
Admission fees
Event rental fees
Other rent (offices, caterer)
Investment income (endowment)
Annual fundraising
Support or partnership with HBF or HGC
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5 Projected Operational Costs/Revenue (20-year scenario) Assumptions:
Includes capital project expense that may be completed by donor prior to transfer Escalates income and expenses annually, with capital projects every five years. Assumes Tier 1 operation in years 1-4, Tier 2 years 5-9 and Tier 3 in year 10. Major capital repair every ten years after initial capital for public access in first year.
Re-roof, koi pond equipment, landscaping, trees, accessory buildings, code compliance – electrical, HVAC, etc.).
Conservative assumption of a flat contribution from public funds of $500k/year although that amount could be offset by “in lieu” on-site housing. Most years run a modest surplus, which could be the basis of the maintenance reserves. Event income and fundraising income are critical elements in the model. If there are gifts, a lower level of event programming can be sustained. Based on the benchmarks with other historical properties, the fundraising may be achievable in Hillsborough.
Other considerations:
Landscape Master Plan for “vision” and phasing of capital projects Seismic evaluation of home and other structures
ADA accessibility
Circulation and parking
Conformance with General Plan
Health and Safety – security fencing, koi pond barrier/historic design, fire suppression system -519- -280-
TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
13 NEW BUSINESS
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: ORDINANCE AMENDING HILLSBOROUGH MUNICIPAL CODE SECTION
2.12.010 TO REDUCE THE APPOINTMENT REQUIREMENTS FOR THE ARCHITECTURE AND
DESIGN REVIEW BOARD - INTRODUCTION
SUMMARY: The Town has four Council-appointed Committees and Boards. The Architecture and Design Review Board (ADRB) is the only board which requires that the membership consist of “qualified electors from the town for two or more years and not otherwise serving the town in an elective or salaried capacity.” This requirement has been in place since the formation of the ADRB by ordinance in 1979.
Currently this requirement is upheld by verifying the applicant’s current voter registration status.
Applicants currently attest to the following statement included on the application, “I hereby certify that all statements made in this application are true and I authorize investigation of all matters contained in the application. I acknowledge that any false statements or misrepresentation on this application will be cause for refusal of placement or immediate dismissal at any time during the period of my placement.” The current application process does not have a mechanism to verify whether the applicant has been a qualified elector in the Town for two or more years, as specified in the Municipal Code. The application could be modified to ask the applicant to attest to the existing requirement.
The proposed ordinance seeks to relax that requirement by changing the language to reflect that the membership consist of qualified electors that have lived in Town for two years, rather than have been qualified electors for two years. This would be affirmed via a similar attestation to the current application. If the City Council agrees with this change, then once the ordinance becomes effective, future ADRB members would only need two years of residency and current voter registration status to be eligible to serve on the ADRB.
The change could result in an expanded applicant pool for the Architecture and Design Review Board through eased applicant criteria.
FISCAL IMPACT: There is no fiscal impact associated with this agenda item.
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:
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
1. Proposed Ordinance
2. Hillsborough Municipal Code Section 2.12.010 (redline)
3. Hillsborough Municipal Code Section 2.12.010 (clean) PREPARED BY: Liz Ruess, Assistant Director of Building & Planning RECOMMENDATION: Introduce and waive further reading of the ordinance entitled "An Ordinance of the City Council of the Town of Hillsborough amending Section 2.12.010 of the Hillsborough Municipal Code to reduce the appointment requirements for Architecture and Design Review Board" pursuant to CEQA Guideline 15378.
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ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH, CALIFORNIA AMENDING SECTION 2.12.010 OF THE HILLSBOROUGH
MUNICIPAL CODE RELATING TO APPOINTMENT REQUIREMENTS FOR THE
ARCHITECTURE AND DESIGN REVIEW BOARD
WHEREAS, the Town of Hillsborough (“Town”) has a Council-appointed Architecture and Design Review Board; and
WHEREAS, the goal of the board is to encourage design that is responsive to the site, compatible with the surrounding neighborhood, in harmony with the natural environment, and in keeping with the character of the town; and
WHEREAS, the appointment requirements seek to include design professionals as well as residents-at-large; and
WHEREAS, the current requirements state that the appointees must be qualified electors from the town for two or more years; and
WHEREAS, the requirements are met by verifying their voter registration status and via attestation on the application; and
WHEREAS, the Town seeks to reduce the requirements for applicants for the Architecture and Design Review Board; and
WHEREAS, the changes would reflect that appointees be qualified electors that have lived in Town for two years, rather than have been qualified electors for two years.
NOW, THEREFORE, THE CITY COUNCIL OF THE TOWN OF HILLSBOROUGH DOES ORDAIN AS FOLLOWS:
Section 1. Section 2.12.010 of Chapter 2.12 is hereby amended in its entirety as set forth in Exhibit A, incorporated by this reference, with all other remaining sections of Chapter
2.12 to remain.
Section 2. Environmental review is not required because adoption of the Ordinance is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15378(b)(5) (organization or administrative activities of governments not a project).
Section 3. If any section, subsection, clause or phrase in this Ordinance or the application thereof to any person or circumstances is for any reason held invalid, the validity of the remainder of this Ordinance or the application of such provisions to other persons or circumstances shall not be affected thereby. The City Council hereby declares that it would have passed this Ordinance and each section, subsection, sentence, clause, or phrase thereof, irrespective -283-
ATTACHMENT 1
2 of the fact that one or more sections, subsections, sentences, clauses or phrases or the application thereof to any person or circumstance be held invalid.
Section 3. No less than five days prior to the adoption of this Ordinance, the City Clerk published a summary of this Ordinance in accordance with Government Code section 36933. The City Clerk will certify to the passage of this Ordinance by the City Council of the Town of Hillsborough, California, and cause a summary to be published once within fifteen (15) days after its passage in a newspaper of general circulation, printed, published and circulated in the City in accordance with Government Code section 36933.
__________________________________
Mayor of the Town of Hillsborough
______________________________
Attest: City Clerk
ORDINANCE NO. ______ of the Town of Hillsborough introduced on ____________, and adopted on ___________, by the following vote of the City Council:
AYES: Councilmembers
NOES: Councilmembers
ABSENT: Councilmembers
ABSTAIN: Councilmembers
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EXHIBIT A (REDLINE)
Chapter 2.12 ARCHITECTURE AND DESIGN REVIEW BOARD
Sections:
2.12.010 Appointment.
The architecture and design review board shall consist of five members, all of whom shall be (1) qualified electors from the town for and (2) residents of the Town for two or more years and not otherwise serving the town in an elective or salaried capacity. The members shall be appointed by a process determined by the mayor (either appointment by the mayor or appointment by the council) and shall serve for a three‐year term and until their successors are appointed. One or more alternate members of the architecture and design review board may also be appointed. No member shall be reappointed to the architecture and design review board if such appointment would result in that member's serving more than two consecutive full three‐year terms; provided, however, that a member may remain for all or a portion of a third consecutive three‐year term if so requested by the mayor, based on the mayor's good faith judgment that retention of the member is necessary for the effective functioning of the architecture and design review board. Appointment for a term of fewer than three years shall not prevent two additional full three‐year terms. If a member leaves the board prior to the expiration of his or her term, a replacement to fill the remainder of the unexpired term shall be appointed as soon as possible.
The mayor shall appoint the chair of the board to a one‐year term. (Ord. 673 § 1, 2007; Ord. 657 § 1, 2005; Ord. 654 § 3, 2004; Ord. 582 § 1, 1999; Ord. 545 § 1 (part), 1995) -285-
ATTACHMENT 2
EXHIBIT A (CLEAN)
Chapter 2.12 ARCHITECTURE AND DESIGN REVIEW BOARD
Sections:
2.12.010 Appointment.
The architecture and design review board shall consist of five members, all of whom shall be (1) qualified electors from the town and (2) residents of the Town for two or more years and not otherwise serving the town in an elective or salaried capacity. The members shall be appointed by a process determined by the mayor (either appointment by the mayor or appointment by the council) and shall serve for a three-year term and until their successors are appointed. One or more alternate members of the architecture and design review board may also be appointed. No member shall be reappointed to the architecture and design review board if such appointment would result in that member's serving more than two consecutive full three-year terms; provided, however, that a member may remain for all or a portion of a third consecutive three-year term if so requested by the mayor, based on the mayor's good faith judgment that retention of the member is necessary for the effective functioning of the architecture and design review board. Appointment for a term of fewer than three years shall not prevent two additional full three-year terms. If a member leaves the board prior to the expiration of his or her term, a replacement to fill the remainder of the unexpired term shall be appointed as soon as possible.
The mayor shall appoint the chair of the board to a one-year term. (Ord. 673 § 1, 2007; Ord. 657 § 1, 2005; Ord. 654 § 3, 2004; Ord. 582 § 1, 1999; Ord. 545 § 1 (part), 1995) -286-
ATTACHMENT 3
TOWN OF HILLSBOROUGH
San Mateo County
1600 Floribunda Avenue
Hillsborough, CA 94010
14 INFORMATIONAL
CITY COUNCIL MEETING
NOVEMBER 12, 2024
AGENDA STAFF REPORT
ITEM SUBJECT: INFORMATIONAL UPDATE ON GAS-POWERED LEAF BLOWER
PROHIBITION RELATED TO EDUCATION, ENFORCEMENT, INCENTIVES, AND FEEDBACK SUMMARY: On November 13, 2023, the City Council adopted an amendment to the existing noise ordinance to ban the use of gas-powered leaf blowers in Town, with the effective date of July 1, 2024. The major components of the regulations are summarized below:
• No person shall operate any gas-powered leaf blower after July 1, 2024. • Leaf blowers must bear an affixed manufacturer’s label indicating the model number of the leaf blower and designating a noise level not in excess of sixty-five dBA when measured from a distance of fifty feet utilizing the American National Standard Institute methodology. • Allowed time of use for leaf blowers (electric or battery-powered):
• Monday through Friday, between 8 am and 5 pm
• Saturday, between 10am and 5pm [NOTE: The prior ordinance, which was in effect until July 1, 2024, prohibited the use of leaf blowers on Saturdays]
• Added definition of unreasonable noise, defined as noise that exceeds the limits as specified in the revised ordinance HMC Section 8.32.070 currently states “the city manager may adopt reasonable rules and regulations for the purpose of administering the provisions of this chapter.
EDUCATION
To support the transition from gas to electric or battery-powered leaf blowers in Town, staff completed the following educational outreach activities to promote awareness:
• Adhered to public notice requirements for the ordinance change in October/November 2023 • Developed an informational handout summarizing the new regulations in both English and Spanish
• Published all updates on a landing page www.hillsborough.net/LeafBlowers • Mailed notice out to all landscaping and gardening contractors with an active business license in Town to promote the change in both English and Spanish
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
• Promoted the change in all Town communications:
o E-mailed Weekly Bulletin
o Quarterly Town Newsletter – Included informational handout as an insert o Digital Sign Board announcement
• Provided information and training to front-facing staff, including dispatch employees • Held hybrid public meeting on how to make the transition to electric or battery-powered leaf blowers, hosted by a resident and local landscaper. Recording is available on the website with the presentation available in both English and Spanish.
ENFORCEMENT
Hillsborough Police Department (HPD) provided a summary of the call statistics related to leaf blower activity from July 1, 2024 through September 30, 2024:
• Total calls reporting leaf blower violations: 132
• Total calls where a gas leaf blower was located and the homeowner/gardener was advised of new ordinance: 42 (32% of calls)
• Total calls where other gas-powered equipment was located in use but no leaf blower: 15 (11% of calls)
• Total calls where officers arrived and located an electric/battery leaf blower: 15 (11% of calls) • Total calls where officers were unable to locate the landscaper in question: 60 (46% of calls)
INCENTIVES / REBATE PROGRAM
The Town applied for the Member Agency Grant through Peninsula Clean Energy (PCE) to fund a rebate program in order to promote the electrification of leaf blowers: “The "Electrify Your Leafblower" initiative is a targeted rebate program designed to accelerate the transition from gaspowered to electric leaf blowers in our community. This project aims to reduce air and noise pollution, enhance worker safety, and promote sustainable landscaping practices. By providing incentives for the adoption of electric leaf blowers, we seek to address environmental and health concerns associated with traditional gas-powered equipment.” The Town has $160,396 available in the offered PCE Member Agency Grant and applied for use of the entire amount for the rebate program. Rebates will be issued on a one-time basis to eligible applicants:
• For Hillsborough Residents up to $100
• For Hillsborough Business License Holders up to $500
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Agenda Staff Report - Hillsborough City Council
November 12, 2024
Funds can be utilized for either the purchase of new equipment (machine) or back-up batteries with proof of purchase. There is no requirement that the Town confirm destruction or submittal of a gas-powered machine in order to be eligible for the funding. Businesses that receive rebate funds from another agency with a similar rebate program are still eligible to receive additional funds from the Town of Hillsborough’s program.
The rebate program is expected to be open for applications by December 1, 2024 and information will be available at www.hillsborough.net/LeafBlowers as well as promoted through the Town communications. Staff will also make individual contact with residents that have expressed interest in receiving an update when the rebate program is available.
FEEDBACK
In addition to the calls received through Hillsborough Police Department, the Town has received several calls and e-mails directly to staff regarding the program. For the most part, there has been mostly positive feedback, noting reduced noise levels. One resident commented, “I just want to give you quick update on the compliance with the blower ordinance in the Brewer area. In short, it's amazing! As of today, I have not heard one gas blower in our area around El Cerrito and Brentwood for weeks. We are basically at 100% compliance within 1/2 mile of our location.
My experience around town has been surprising; almost all of the gardeners have made the switch. I do run into a hold out once in a while, but a friendly chat has helped many of them make the switch. I've also noticed others who have one electric blower, but fall back on gas when they either run out of power or forget to charge their (usually) one battery. Overall though, the quality of life in our area has risen dramatically. Thank you again and thank you to all who worked so hard at city hall to get the ordinance updated and to support our little Q&A.” A few other residents have made contact regarding non-compliance. In addition to receiving this information, staff urged these residents to continue to call the non-emergency dispatch number when the perceived violation is occurring so that HPD can track the enforcement numbers and send out appropriate staff to respond. The general sentiment can be summarized as not wanting to “bother” HPD with these issues, however, it is the best way to track the activity and administer the appropriate response.
FISCAL IMPACT: There is no fiscal impact as a result of receiving this report. The rebate program is funded by grant dollars and will be administered in-house by Public Works staff. There are no match funding requirements.
ENVIRONMENTAL ISSUES: There is no environmental impact as receiving this report will not cause a physical change in the environment.
ATTACHMENTS:
PREPARED BY: Mandy Brown, Assistant City Manager
RECOMMENDATION: None, this is an informational report only. -289-