Los Altos Hills City Council
January 20, 2022

B.4 Applicant Ranking of Subapplications
Applicants must rank each subapplication included in their grant application in order of their priority for funding. Each subapplication must be assigned a unique rank in eGrants. Applicants must provide an explanation for the rank given to each subapplication and demonstrate how it is consistent with their State or Tribal (Standard or Enhanced) Mitigation Plan.

B.5 Selection
FEMA will consider subapplications for further review based on Applicant rank. FEMA may identify a subapplication for further review out of rank order based on considerations such as program priorities, available funds, and policy factors.

FEMA will notify Applicants whose subapplications are identified for further review. However, this notification and the Applicant’s compliance with FEMA-requested pre-award activities is not considered notification or guarantee of an award.

Part VIII. Additional Program Guidance: Pre-Disaster Mitigation Program 115

C. Flood Mitigation Assistance Program
Most of the information that an Applicant or subapplicant needs to apply for an FMA award or that a Recipient or subrecipient needs to manage an FMA award is provided in Parts I through VII. This section contains supplemental guidance specific to FMA.

C.1 Eligible Properties
Properties included in a project subapplication for FMA funding must be NFIP-insured at the time of the application submittal and prior to the period of availability or application start date.

Flood insurance must be maintained through completion of the mitigation activity and for the life of the structure.

To receive an increased Federal cost share, properties must meet one of the definitions below (consistent with the legislative changes made in the Biggert-Waters Flood Insurance Reform Act of 2012):
♦ A severe repetitive loss property is a structure that:
(a) Is covered under a contract for flood insurance made available under the NFIP (b) Has incurred flood related damage –
(i) For which 4 or more separate claims payments (includes building and contents) have been made under flood insurance coverage with the amount of each such claim exceeding $5,000, and with the cumulative amount of such claims payments exceeding $20,000
or
(ii) For which at least 2 separate claims payments (includes only building) have been made under such coverage, with the cumulative amount of such claims exceeding the market value of the insured structure
♦ A repetitive loss property is a structure covered by a contract for flood insurance made available under the NFIP that:
(a) Has incurred flood-related damage on 2 occasions, in which the cost of the repair, on the average, equaled or exceeded 25 percent of the market value of the structure at the time of each such flood event
and
(b) At the time of the second incidence of flood-related damage, the contract for flood insurance contains increased cost of compliance coverage The Biggert-Waters Flood Insurance Reform Act of 2012 cites the repetitive loss structure definition located in Section 1370 of the Flood Insurance Act. This is the definition that communities typically reference when trying to determine eligibility for ICC when a property has sustained multiple losses that cumulatively equal or exceed 50 percent of the structure’s Part VIII. Additional Program Guidance: Flood Mitigation Assistance Program 116

value. For a structure to be eligible for the increased Federal cost share of 90 percent, a property must meet the FMA repetitive loss definition in the Biggert-Waters Flood Insurance Reform Act of 2012.

C.2 Repetitive Loss Strategy
To be eligible for an increased Federal cost share, a FEMA-approved State or Tribal (Standard or Enhanced) Mitigation Plan that addresses repetitive loss properties must be in effect at the time of Federal award and the property that is being submitted for consideration must be a repetitive loss property. Guidance on addressing repetitive loss properties can be found in the State MultiHazard Mitigation Planning Guidance and in 44 CFR Section 201.4(c)(3)(v). The Repetitive Loss Strategy must identify the specific actions the State has taken to reduce the number of repetitive loss properties, which must include severe repetitive loss properties, and specify how the State intends to reduce the number of such repetitive loss properties. In addition, the hazard mitigation plan must describe the State’s strategy to ensure that local jurisdictions with severe repetitive loss properties take actions to reduce the number of these properties, including the development of local or Tribal Mitigation Plans. For information about the Repetitive Loss Database, see Part VI, F.2.2.

C.3 Cost Sharing
Consistent with the legislative changes made in the Biggert-Waters Flood Insurance Reform Act of 2012, cost-share availability under FMA depends on the type of properties included in the subapplication. For example, severe repetitive loss properties may receive up to 100 percent Federal funding and repetitive loss properties may receive up to 90 percent Federal funding.

FEMA contributions to the Federal share are as follows:
♦ In the case of mitigation activities to severe repetitive loss structures:
− FEMA may contribute up to 100 percent Federal funding of all eligible costs, if the activities are technically feasible and cost effective. − The expected savings to the NFIF from expected avoided damage through acquisition or relocation activities, if the activities will eliminate future payments from the NFIF for severe repetitive loss structures through an acquisition or relocation activity. − Under FMA, acquisition or relocation projects may utilize the GSTF as an alternative when projects are not cost effective using other techniques (i.e., BCA, pre-calculated benefits). This means property owners may voluntarily elect to accept the GSTF calculation in lieu of the market value of the structure, not to exceed the GSTF value, as the Federal cost share contribution. For example, if a severe repetitive loss property has a GSTF of $75,000 and a BCR of 0.52 using the FEMA BCA Toolkit ($100,000 in future losses avoided and $189,000 in project costs), they may choose to accept the GSTF value of $75,000 even though the project is not cost effective.

Part VIII. Additional Program Guidance: Flood Mitigation Assistance Program 117

− Additional information on GSTF is available in Part IV, I.5. ♦ In the case of mitigation activities to repetitive loss structures, FEMA may contribute up to 90 percent Federal funding of all eligible costs.
♦ In the case of all other mitigation activities, FEMA may contribute up to 75 percent Federal funding of all eligible costs.

Structures with varying cost-share requirements can be submitted in one application. Applicants must provide documentation in the project application showing how the final cost share was derived. The final cost share will be entered into the eGrants system and documentation showing how the final cost share was derived must be attached to the application.

C.4 Applicant Ranking of Subapplications
Applicants must rank each subapplication included in their grant application in order of priority for funding. Each subapplication must be assigned a unique rank in eGrants. Applicants must provide an explanation for the rank given to each subapplication and demonstrate how it is consistent with their State or Tribal (Standard or Enhanced) Mitigation Plan.

C.5 Selection
FEMA will identify subapplications for further review based on a number of criteria, including but not limited to savings to the NFIF, Applicant rank, and property status (e.g., repetitive loss property, severe repetitive loss property). FEMA also may identify a subapplication for further review out of rank order based on considerations such as program priorities, available funds, and other factors.

FEMA will notify Applicants whose subapplications are identified for further review. However, this notification and the Applicant’s compliance with FEMA-requested pre-award activities is not considered notification or guarantee of an award.

C.6 Failure to Make Federal Award within 5 Years
Any subapplication not awarded within 5 years of the date of the application is considered to be denied. Any funding amounts allocated for such applications will remain in the NFIF and will be made available for future awards.

Part VIII. Additional Program Guidance: Flood Mitigation Assistance Program 118

PART IX. APPENDICES
A. Acronyms
ASCE American Society of Civil Engineers
BCA
BCEGS
BCR
BFE
CBRA
CBRS
CFDA
CFR
CRS
CWA
DHS
DOB
DOP
EHP
EO
EOC
ESA
FAR
FCO
FEMA
FF
FFE
FFR
FIMA
FIRM
FMA
GAR
Benefit-Cost Analysis
Building Code Effectiveness Grading Schedule
Benefit-Cost Ratio
Base Flood Elevation
Coastal Barrier Resources Act
Coastal Barrier Resources System
Catalog of Federal Domestic Assistance
Code of Federal Regulations
Community Rating System
Clean Water Act
Department of Homeland Security
Duplication of Benefits
Duplication of Programs
Environmental Planning and Historic Preservation
Executive Order
Emergency Operation Center
Endangered Species Act
Federal Acquisition Regulations
Federal Coordinating Officer
Federal Emergency Management Agency
FEMA Form
Finished Floor Elevation
Federal Financial Report
Federal Insurance and Mitigation Administration
Flood Insurance Rate Map
Flood Mitigation Assistance
Governor’s Authorized Representative
Part IX. Appendix A: Acronyms 119

GIS Geographic Information System
GSTF Greatest Savings to the Fund
HMA Hazard Mitigation Assistance
HMGP Hazard Mitigation Grant Program
IA Individual Assistance
ICC Increased Cost of Compliance
IDEA Individuals with Disabilities Education Act
IRS Internal Revenue Service
NEMIS National Emergency Management Information System
NEPA National Environmental Policy Act
NFIA National Flood Insurance Act
NFIF National Flood Insurance Fund
NFIP National Flood Insurance Program
NFPA National Fire Protection Association
NHPA National Historic Preservation Act
OCFO Office of the Chief Financial Officer
OMB Office of Management and Budget
OPA Otherwise Protected Area
PA Public Assistance
PAS Program Administration by States
PARS Payment and Reporting System
PDM Pre-Disaster Mitigation
PNP Private Nonprofit
PPD-8 Presidential Policy Directive 8
POC Point of Contact
POP Period of Performance
QPR Quarterly Progress Reporting
RFI Request for Information
Risk MAP Risk Mapping, Assessment, and Planning
SEI Structural Engineering Institute
SF Standard Form
SFHA Special Flood Hazard Area
Part IX. Appendix A: Acronyms 120

SFM Strategic Funds Management
SF-PPR Standard Form Performance Progress Report
SHMO State Hazard Mitigation Officer
SLR Sea Level Rise
SOW Scope of Work
SRIA Sandy Recovery Improvement Act of 2013
Stafford Act Robert T. Stafford Disaster Relief and Emergency Assistance Act TB Technical Bulletin
URA Uniform Relocation Assistance
U.S.C. United States Code
Part IX. Appendix A: Acronyms 121

B. Glossary
Access and Functional Needs: Circumstances that are met for providing physical, programmatic, and effective communication access to the whole community by accommodating individual requirements through universal accessibility and/or specific modifications. Access and functional needs include assistance, accommodation, or modification for mobility, communication, transportation, safety, health maintenance, etc.; and assistance, accommodation, or modification due to any situation (temporary or permanent) that limits an individual’s ability to take action in an emergency.

Adverse Impact: In general terms related to Environmental Planning and Historic Preservation (EHP) laws, a negative impact (e.g., loss, destruction, modification) to an environmental or historic resource that can have a direct, indirect, or cumulative effect on that resource. Impacts may be short term or long term in duration.

Applicant: The entity, such as a State, territory, or federally-recognized tribe, applying to the Federal Emergency Management Agency (FEMA) for a Federal award that will be accountable for the use of the funds. Once funds are awarded, the Applicant becomes the Recipient or passthrough entity or both.

Approximate Zone A: An area subject to inundation by the 1-percent-annual-chance flood event. Because detailed hydraulic analyses have not been performed, no Base Flood Elevations (BFEs) or flood depths are shown.

Award: A grant of financial assistance for a specified purpose by the Federal government to an eligible Recipient.

Base flood: A flood having a 1 percent chance of being equaled or exceeded in any given year.

Base Flood Elevation (BFE): The elevation shown on the Flood Insurance Rate Map (FIRM) for Zones AE, AH, A1–A30, AR, AR/A, AR/AE, AR/A1–A30, AR/AH, AR/AO, V1–V30, and VE that indicates the water surface elevation resulting from a flood that has a 1 percent chance of equaling or exceeding that level in any given year.

Benefit-Cost Analysis (BCA): A quantitative procedure that assesses the cost-effectiveness of a hazard mitigation measure by taking a long-term view of avoided future damage as compared to the cost of a project.

Benefit-Cost Ratio (BCR): A numerical expression of the cost-effectiveness of a project calculated as the net present value of total project benefits divided by the net present value of total project costs.

Biomass: Biological material derived from living or recently living organisms.

Part IX. Appendix B: Glossary 122

Building: A structure with two or more outside rigid walls and a fully secured roof that is affixed to a permanent site; a manufactured home or a mobile home without wheels, built on a chassis and affixed to a permanent foundation, that is regulated under the community’s floodplain management and building ordinances or laws. “Building” does not mean a gas or liquid storage tank or a recreational vehicle, park trailer, or other similar vehicle.

Clean-site certification: A letter from the appropriate local, State, territory, federally-recognized tribe, or Federal entity determining that no further remedial action is required to protect human health or the environment.

Coastal Barrier Resources Act (CBRA): This Act passed in 1982 and amended in 1990 aims to remove the Federal incentive to allow for development within coastal barrier areas within the United States, Puerto Rico, and the U.S. Virgin Islands, as well as preserve the ecological integrity of areas that serve as storm buffers. The Act designates Coastal Barrier Resources System (CBRS) units and made these areas ineligible for most Federal expenditures and financial assistance, including Federal flood insurance; the law does provide for funding exceptions within Section 6. The law also designates Otherwise Protected Areas (OPAs) for which only flood insurance is prohibited.

Coastal Barrier Resources System (CBRS): A geographic unit designated to serve as a protective barrier against forces of wind and tidal action caused by coastal storms and serving as habitat for aquatic species. Congress restricted Federal spending and assistance for development-related activities within CBRS units to protect them from further development.

Flood insurance is unavailable in these areas unless exceptions of Section 6 of CBRA apply.

CBRS units are identified on FEMA Flood Insurance Rate Maps (FIRMs).

Coastal High Hazard Area: An area of special flood hazard extending from offshore to the inland limit of a primary frontal dune along an open coast and any other area subject to high velocity wave action from storms or seismic sources.

Combustible material: Any material that, in the form in which it is used and under the conditions anticipated, will ignite and burn or will add appreciable heat to an ambient fire.

Community Rating System (CRS): A program developed by FEMA to provide incentives for those communities in the National Flood Insurance Program (NFIP) that have gone beyond the minimum floodplain management requirements to develop extra measures to provide protection from flooding.

Cost-effectiveness: Determined by a systematic quantitative method for comparing the costs of alternative means of achieving the same stream of benefits for a given objective. The benefits in the context of hazard mitigation are avoided future damage and losses. Cost-effectiveness is determined by performing a BCA.

Part IX. Appendix B: Glossary 123

Critical action: An action for which even a slight chance of flooding is too great. The minimum floodplain of concern for critical actions is the 500-year floodplain, i.e., critical action floodplain.

Critical actions include, but are not limited to, those which create or extend the useful life of structures or facilities such as:
♦ Those which produce, use, or store highly volatile, flammable, explosive, toxic, or waterreactive materials ♦ Hospitals and nursing homes, and housing for the elderly, which are likely to contain occupants who may not be sufficiently mobile to avoid the loss of life or injury during flood and storm events
♦ Emergency Operation Centers (EOCs) or data storage centers, which contain records or services that may become lost or inoperative during flood and storm events ♦ Generating plants and other principal points of utility lines Critical facilities: Structures and institutions necessary, in the community’s opinion, for response to and recovery from emergencies. Critical facilities must continue to operate during and following a disaster to reduce the severity of impacts and accelerate recovery. These would include, but not be limited to:
♦ Structures or facilities that produce, use, or store highly volatile, flammable, explosive, toxic, and/or chemically-reactive materials
♦ Hospitals, nursing homes, and housing likely to have occupants who may not be sufficiently mobile to avoid injury or death during an emergency
♦ Police stations, fire stations, vehicle and equipment storage facilities, and EOCs that are needed for emergency response activities before, during, and after the event ♦ Public and private utility facilities that are vital to maintaining or restoring normal services to affected areas before, during, and after the event
♦ Other structures or facilities the community identifies as meeting the general criteria above This definition is for HMA program use and clarification and is not meant to provide a definition for use under other programs or supersede any FEMA regulation.

Defensible space: An area that is either natural or manmade, where material capable of allowing a fire to spread unchecked has been treated, cleared, or modified to slow the rate and intensity of an advancing wildfire and to create an area for fire-suppression operations to occur.

Direct costs: Costs that can be identified specifically with a particular final cost objective, such as a Federal award or cost that can be linked to a specific project.

Dwelling: A building designed for use as a residence for no more than four families or a singlefamily unit in a building under a condominium form of ownership.

Part IX. Appendix B: Glossary 124

Elevated building: A building that has no basement and a lowest floor that is elevated to or above the BFE by foundation walls, shear walls, posts, piers, pilings, or columns. Solid perimeter foundations walls are not an acceptable means of elevating buildings in Zones V and VE.

Environmental benefits: Direct or indirect contributions that ecosystems make to the environment and human populations. For FEMA BCA, certain types of environmental benefits may be realized when homes are removed and land is returned to open space uses. Benefits may include flood hazard reduction; an increase in recreation and tourism; enhanced aesthetic value; and improved erosion control, air quality, and water filtration.

Equipment: Tangible personal property (including information technology systems) having a useful life of more than 1 year and a per-unit acquisition cost that equals or exceeds the lesser of the capitalization level established by the non-Federal entity for financial statement purposes or $5,000.

Federal agency: Any department, independent establishment, Government corporation, or other agency of the executive branch of the Federal Government, including the U.S. Postal Service, but not the American National Red Cross.

Federal award: The Federal financial assistance that a non-Federal entity receives directly from FEMA or indirectly from a pass-through entity or the instrument such as the FEMA-State Agreement, cooperative agreement, or other agreement setting forth the terms and conditions of the financial assistance.

Federal awarding agency: The Federal agency that provides a Federal award directly to a nonFederal entity.

Federal award date: The date when the Federal award is signed by the authorized official of the Federal awarding agency.

Federally-recognized tribe: The governing body of any Indian or Alaska Native tribe, band, nation, pueblo, village, or community that the Secretary of the Interior acknowledges to exist as an Indian tribe under the Federally Recognized Tribe List Act of 1994 (25 U.S.C. 479a et seq.

This does not include Alaska Native corporations, the ownership of which is vested in private individuals.

Firebreak: A strip of cleared land that provides a gap in vegetation or other combustible material that is expected to slow or stop the progress of a wildfire.

Fire-proofing: Removal or treatment of fuels to reduce the danger of fires igniting or spreading (e.g., fire-proofing roadsides, campsites, structural timber).

Fire-resistant material: Material that has a property that prevents or retards the passage of excessive heat, hot gases, or flames under conditions of use.

Part IX. Appendix B: Glossary 125

Fire retardant: A chemical applied to lumber or other wood products to slow combustion and flame spread.

Fire Severity Zone: Three concentric zones around a building used to determine the most effective design for defensible space.

Flammability: The relative ease with which fuels ignite and burn regardless of the quantity of the fuels.

Flood Insurance Rate Map (FIRM): Official map of a community on which FEMA has delineated both the special hazard areas and the risk premium zones applicable to the community.

Floodplain: Any land area that FEMA has determined has at least a 1 percent chance in any given year of being inundated by floodwaters from any source.

Floodplain management: The operation of an overall program of corrective and preventive measures for reducing flood damage, including but not limited to, emergency preparedness plans, flood control works, and floodplain management regulations.

Floodway: The channel of a river or other watercourse and the adjacent land areas that must be reserved in order to discharge the base flood without cumulatively increasing the water surface elevation more than a designated height. Communities regulate development in these floodways to ensure that there are no increases in upstream flood elevations.

Freeboard: Freeboard is a factor of safety usually expressed in feet above a flood level for purposes of floodplain management. “Freeboard” tends to compensate for the many unknown factors that could contribute to flood heights greater than the height calculated for a selected size flood and floodway conditions, such as wave action, bridge openings, and the hydrological effect of urbanization of the watershed.

Fuel break: A natural or manmade change in fuel characteristics that affects fire behavior so that fires burning into them can be more readily controlled.

Fuel condition: Relative flammability of fuel as determined by fuel type and environmental conditions.

Governor’s Authorized Representative (GAR): The individual, designated by the Governor, who serves as the grant administrator for all funds provided under the Hazard Mitigation Grant Program (HMGP); the person empowered by the Governor to execute, on behalf of the State, all necessary documents for disaster assistance.

Green open space: Green open space is land that does not directly touch a natural body of water, such as a river, lake, stream, creek, or coastal body of water.

Part IX. Appendix B: Glossary 126

Hazardous fuels reduction: An activity in an area strategically located in relation to predicted fire hazard and occurrence for which the vegetation has been permanently modified or replaced so that fires burning into it can be more easily controlled (e.g., vegetation management activities).

Hazard mitigation planning: A process used by governments to identify risks, assess vulnerabilities, and develop long-term strategies for protecting people and property from the effects of future natural hazard events.

HMGP lock-in ceiling: The level of HMGP funding available to a Recipient for a particular Presidential major disaster declaration.

Identified for further review: Subapplications identified for further review contain sufficient information for a preliminary determination of cost-effectiveness and feasibility. In certain instances, FEMA may work with Applicants to confirm cost-effectiveness and feasibility.

Identification for further review is not a notification of award.

Ignition-resistant construction: Construction standards based on use of fire-resistant materials, non-combustible materials, and 1-hour fire-rated assemblies.

Increased Cost of Compliance (ICC): Coverage for expenses a property owner must incur, above and beyond the cost to repair the physical damage the structure actually sustained from a flooding event, to comply with mitigation requirements of State or local floodplain management ordinances or laws; acceptable mitigation measures are structure elevation, dry floodproofing, structure relocation, structure demolition, or any combination thereof.

Indian tribe: The governing body of any Indian tribe, band, nation, or other organized group or community, including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act (43 U.S.C. 1601, et seq.), which is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians (25 U.S.C. 450b(e)). This definition is for HMA program use and clarification and is not meant to provide a definition for use under other programs or supersede any FEMA regulations.

Indirect cost: Costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefited, without effort disproportionate to the results achieved.

Indirect cost rate: Percentage established by a Federal department or agency for a non-Federal entity to use in computing the dollar amount it charges to the award to reimburse itself for indirect costs incurred in doing the work of the award activity.

Part IX. Appendix B: Glossary 127

Local government: Per 44 CFR 201.2, Local government is any county, municipality, city, town, township, public authority, school district, special district, intrastate district, council of governments (regardless of whether the council of governments is incorporated as a nonprofit corporation under State law), regional or interstate government entity, or agency or instrumentality of a local government; any Indian tribe or authorized tribal organization, or Alaska Native village or organization that is not a federally-recognized tribe; and any rural community, unincorporated town or village, or other public entity.

Management costs: Any indirect costs, administrative expenses, and any other expenses not directly chargeable to a specific project that are reasonably incurred by a Recipient or subrecipient in administering and managing an award or subaward award. For HMGP, management cost funding is provided outside of Federal assistance limits defined at 44 CFR Section 206.432(b).

Manufactured (mobile) home: A structure, transportable in one or more sections, that is built on a permanent chassis and designed for use with or without a permanent foundation when attached to the required utilities.

Mitigation: Any sustained action taken to reduce or eliminate long-term risk to life and property from a hazard event.

Mitigation activity: A mitigation measure, project, plan, or action proposed to reduce risk of future damage, hardship, loss, or suffering from disasters. The term “measure” is used interchangeably with the term “project” in this program.

National Flood Insurance Program (NFIP): Federal program that provides the availability of flood insurance in exchange for the adoption of a minimum local floodplain management ordinance that regulates new and Substantially Improved development in identified flood hazard areas.

Non-combustible material: Material of which no part will ignite and burn when subjected to fire, such as any material conforming to ASTM International Standard E136.

Nonflammable: Material unlikely to burn when exposed to flame under most conditions.

Non-Federal cost share: The portion of the costs of a federally assisted project or program not borne by the Federal Government.

Non-Federal entity: A State, local government, federally-recognized tribe, or private nonprofit organization that carries out a Federal award as a Recipient or subrecipient (or a grantee or subgrantee as referenced in the previous guidance).

Part IX. Appendix B: Glossary 128

Non-Federal funds: Financial resources provided by sources other than the Federal Government. The term does not include funds provided to a State or local government through a Federal grant unless the authorizing statute for that grant explicitly allows the funds to be used as cost share for other Federal grants.

Non-residential structure: Includes, but is not limited to small business concerns, places of worship, schools, farm buildings (including grain bins and silos), pool houses, clubhouses, recreational buildings, mercantile structures, agricultural and industrial structures, warehouses, hotels and motels with normal room rentals for less than 6 months’ duration, and nursing homes.

Office of Environmental Planning and Historic Preservation: A FEMA office that integrates the protection and enhancement of environmental, historic, and cultural resources into the FEMA mission and FEMA programs and activities; ensures that FEMA activities and programs related to disaster response and recovery, hazard mitigation, and emergency preparedness comply with Federal EHP laws and Executive Orders; and provides EHP technical assistance to FEMA staff, local, State, and Federal partners, and Recipients and subrecipients.

Otherwise Protected Areas (OPAs): Designation created by the Coastal Barrier Improvement Act. Flood insurance is restricted in OPAs even though they are not in the CBRS and may receive other forms of Federal assistance. OPAs are identified on FEMA FIRMs.

Pass-through entity: A non-Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program.

Period of performance (POP): The time during which the non-Federal entity may incur new obligations to carry out the work authorized under the Federal award. The Federal awarding agency or pass-through entity must include start and end dates of the POP in the Federal award.

Pile burning: Piling removed vegetation into manageable piles and burning the individual piles during safe and approved burning conditions.

Post-FIRM Building: A building for which construction or Substantial Improvement occurred after December 31, 1974, or on or after the effective date of an initial FIRM, whichever is later.

Practicable: An action that is capable of being done within existing constraints. The test of what is practicable depends upon the situation and includes consideration of all pertinent factors, such as environment, cost, and technology.

Pre-FIRM Building: A building for which construction or Substantial Improvement occurred on or before December 31, 1974, or before the effective date of an initial FIRM.

Prescribed burning: The deliberate and managed use of fire ignited by management actions to meet specific fuels management objectives.

Part IX. Appendix B: Glossary 129

Presidentially declared major disaster: Any natural catastrophe (including any hurricane, tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought) or, regardless of cause, any fire, flood, or explosion, in any part of the United States that, in the determination of the President, causes damage of sufficient severity and magnitude to warrant disaster assistance under the Stafford Act to supplement the efforts and available resources of States, local governments, and disaster relief organizations in alleviating the damage, loss, hardship, or suffering caused thereby.

Private nonprofit (PNP): Any nongovernmental agency or entity that currently has (i) an effective ruling letter from the Internal Revenue Service granting tax exemption under section 501(c), (d), or (e) of the Internal Revenue Code of 1954, or (ii) satisfactory evidence from the State that the organization or entity is a nonprofit one organized or doing business under State law.

Project: Any mitigation measure or action proposed to reduce risk of future damage, hardship, loss, or suffering from disasters.

Public Assistance (PA): Supplementary Federal assistance provided under the Stafford Act to State and local governments or certain PNP organizations other than assistance for the direct benefit of individuals and families. For further information, see 44 CFR Part 206, Subparts G and H. Fire Management Assistance Grants under section 420 of the Stafford Act are also considered PA.

Recipient: A non-Federal entity that receives a Federal award directly from a Federal awarding agency to carry out an activity under a Federal program. The term Recipient does not include subrecipients.

Replacement cost value: The cost to replace property with materials of like kind and quality, without any deduction for depreciation.

Riparian area: The land that directly abuts a natural body of water, such as a river, lake, stream, creek, or coastal body of water.

Slash: The accumulation of vegetative materials such as tops, limbs, branches, brush, and miscellaneous residue results from forest management activities such as thinning, pruning, timber harvesting, and wildfire hazard mitigation.

Special Flood Hazard Area (SFHA): The land in the floodplain within a community subject to a 1 percent or greater chance of flooding in any given year. An area having special flood, mudflow, or flood-related erosion hazards, and shown on a Flood Hazard Boundary Map or a FIRM as Zone A, AO, A1–A30, AE, A99, AH, AR, AR/A, AR/AE, AR/AH, AR/AO, AR/A1– A30, V1–V30, VE, or V.

Part IX. Appendix B: Glossary 130

State Hazard Mitigation Officer (SHMO): The representative of a State government who is the primary point of contact with FEMA, other Federal agencies, and local units of government in the planning and implementation of pre- and post-disaster mitigation activities.

Structural fire protection: The protection of homes or other buildings from wildland fire.

Subapplicant: The entity, such as a community/local government, federally-recognized tribe, or PNP, that submits a subapplication to the Applicant for FEMA assistance. Once funding is awarded, the subapplicant becomes the “subrecipient.”
Subaward: An award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program.

A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract.

Subrecipient: A non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A subrecipient may also be a Recipient of other Federal awards directly from a Federal awarding agency.

Substantial Damage: Damage of any origin sustained by a building whereby the cost of restoring the building to its before-damaged condition would equal or exceed 50 percent of the market value of the building before the damage occurred.

Substantial Improvement: Any reconstruction, rehabilitation, addition, or other improvement of a structure, the cost of which equals or exceeds 50 percent of the market value of the structure before the “start of construction” of the improvement. This term includes structures that have incurred “Substantial Damage,” regardless of the actual repair work performed.

Termination: The Federal award may be terminated, in whole or in part, by the Federal awarding agency or pass-through entity, if a non-Federal entity fails to comply with the terms and conditions of the award:
♦ For cause
♦ With the consent of the non-Federal entity, in which case the two parties must agree to the terms and conditions
♦ By the non-Federal entity, upon sending to the Federal awarding agency or pass-through entity written notification setting forth the reasons for termination, the effective date, and the portion to be terminated in the case of partial termination. The award may be wholly terminated where the Federal awarding agency or pass-through entity determines an award modified by a partial termination will not accomplish the purposes for which it was made.

Part IX. Appendix B: Glossary 131

Whole Community: The National Mitigation Framework addresses individuals, nonprofit entities and nongovernmental organizations, the private sector, communities, critical infrastructure interests, governments, and the Nation as a whole. Engaging the whole community is critical to success, and individual and community preparedness is a key component. The whole community includes children; individuals with disabilities and others with access and functional needs; those from religious, racial, and ethnically diverse backgrounds; and people with limited English proficiency. Their contributions must be integrated into mitigation/resilience efforts, and their needs must be incorporated as the whole community plans and executes its core capabilities.

Wildfire: An uncontrolled fire spreading through vegetative fuels, exposing and possibly consuming structures.

Wildland-Urban Interface Area: That geographical area where structures and other human development meet or intermingle with wildland or vegetative fuels.

All terms not listed above are used consistent with the term definitions used in 44 CFR unless otherwise specified.

Part IX. Appendix B: Glossary 132

C. Additional Resources
Description Web Link or Contact Information

1. National Flood Insurance Program (NFIP) http://www.floodsmart.gov Floodplain Management http://www.fema.gov/national-flood-insurance-program Map Service Center http://msc.fema.gov
Telephone: (877) FEMA-MAP (336-2627)
Flood Insurance Rate Maps (FIRMs) https://www.fema.gov/floodplain-management/flood-insurancerate-map-firm Flood Insurance Studies (FISs) https://www.fema.gov/floodplain-management/flood-insurancestudy FEMA NFIP Repetitive Loss Update
Worksheet, Form AW-501
http://www.fema.gov/national-flood-insurance-program1/mitigated-properties-updates

2. Hazard Mitigation Planning Overview http://www.fema.gov/hazard-mitigation-planning-overview Local Mitigation Planning Handbook
(FR302-094-1)
http://www.fema.gov/library/viewRecord.do?id=7209
Local Mitigation Plan Review Guide http://www.fema.gov/library/viewRecord.do?fromSearch=fromse arch&id=4859
Mitigation Planning Laws, Regulations,
& Guidance
http://www.fema.gov/mitigation-planning-laws-regulationsguidance Tribal Multi-Hazard Mitigation Planning
Guidance
https://www.fema.gov/media-library/assets/documents/18355 Mitigation Ideas: A Resource for Reducing
Risk to Natural Hazards
http://www.fema.gov/library/viewRecord.do?id=6938
Integrating Hazard Mitigation Into Local
Planning: Case Studies and Tools for
Community Officials
http://www.fema.gov/library/viewRecord.do?id=7130
Mitigation Planning How-To Guides (FEMA) https://www.fema.gov/media-library/resourcesdocuments/collections/6 Hazard Mitigation Planning Risk Assessment http://www.fema.gov/hazard-mitigation-planning-riskassessment IS-318: Mitigation Planning for Local and
Tribal Communities
http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code =is-318
IS-328: Plan Review for Local Mitigation
Plans
http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code =IS-328
Hazus http://www.fema.gov/hazus
U.S. Geological Survey National Map http://nationalmap.gov/ U.S. Geological Survey Natural Hazards http://www.usgs.gov/natural_hazards/ Part IX. Appendix C: Additional Resources 133

1. National Flood Insurance Program Resources

2. Mitigation Planning and Risk Assessment Resources

Description Web Link or Contact Information

3. Benefit-Cost Analysis Resources
BCA Software and Helpline Telephone: 1-855-540-6744
Email: [email protected]
Program Guidelines, Methodologies, Software
Modules, and Training Materials
http://www.fema.gov/benefit-cost-analysis
BCA Policies http://www.fema.gov/benefit-cost-analysis

4. Feasibility and Effectiveness Resources
Helpline for guidance on FEMA Building
Science publications
Email: [email protected]
Helpline for guidance on FEMA Safe Room
publications
Email: [email protected]
Building Science https://www.fema.gov/building-science
Engineering Case Studies http://www.fema.gov/grant-applicant-resources Property Acquisition Projects http://www.fema.gov/library/viewRecord.do?id=1861 Structure Elevation Projects http://www.fema.gov/library/viewRecord.do?id=1862 Minor Localized Flood Reduction Projects http://www.fema.gov/library/viewRecord.do?id=1863 Non-structural Seismic Retrofit http://www.fema.gov/library/viewRecord.do?id=1865 Structural Seismic Retrofit http://www.fema.gov/library/viewRecord.do?id=1866 Wind Shutters http://www.fema.gov/library/viewRecord.do?id=1864

5. Environmental Planning and Historic Preservation Resources PPD-8 (Definition of Resilience) http://www.dhs.gov/presidential-policy-directive-8-nationalpreparedness President’s Climate Action Plan http://www.whitehouse.gov/sites/default/files/image/president27 sclimateactionplan.pdf
Environmental Planning and Historic
Preservation (EHP) Program
http://www.fema.gov/environmental-planning-and-historicpreservation-program EHP Helpline Telephone: (866) 222-3580
Email: [email protected]
EHP Guidance for FEMA Grant Applicants http://www.fema.gov/environmental-planning-and-historicpreservation-program/environmental-historic-preservation-1 EHP eLearning Tool http://www.fema.gov/environmental-planning-and-historicpreservation-program/elearning-tool-fema-grant-applicants-45 EHP Policies http://www.fema.gov/hazard-mitigation-assistance-policy IS-253.A: Overview of FEMA’s EHP Review http://training.fema.gov/EMIWeb/IS/IS253a.asp EHP Resources At-a-Glance: Laws, Rules
and Tools
http://www.fema.gov/media-library/assets/documents/30805 EHP at-a-Glance Guide for Project Planning http://www.fema.gov/media-library/assets/documents/26621 Historic Properties and Hazard Mitigation
Planning
http://www.fema.gov/environmental-planning-and-historicpreservation-program/integrating-historic-property-cultural NFIP and Historic Properties http://www.fema.gov/media-library/assets/documents/13411 Part IX. Appendix C: Additional Resources 134

Description Web Link or Contact Information
National Register of Historic Places http://www.nps.gov/nr/

6. eGrants and NEMIS (HMGP) Resources
FEMA Enterprise Service Desk – for HMGP
(NEMIS-MT) issues
Telephone: (888) HLP-FEMA (1-888-457-3362)
Email: [email protected]
FEMA eGrants Helpdesk Telephone: (877) 611-4700
eGrants Applicant Resources http://www.fema.gov/application-development-process/grantapplicants-resources eGrants Subapplicant Resources http://www.fema.gov/subgrant-applicants-resources eGrants Applicant Quick Reference Guide http://www.fema.gov/library/viewRecord.do?id=3266 eGrants Subapplicant Quick Reference Guide http://www.fema.gov/library/viewRecord.do?id=3267 eGrants System for Grant Applicants online
course (IS-31)
http://training.fema.gov/EMIWeb/IS/is31a.asp
eGrants System for Subgrant Applicants
online course (IS-30)
http://training.fema.gov/EMIWeb/IS/is30a.asp
eGrants Internal System online course (IS-32) http://training.fema.gov/EMIWeb/IS/courseOverview.aspx?code =is-32
MT eGrants Internal Quick Reference Guide http://www.fema.gov/library/viewRecord.do?fromSearch=fromse arch&id=5885
NEMIS-MT Frequently Asked Questions: http://www.fema.gov/library/viewRecord.do?id=4913 NEMIS-MT User Manual http://www.fema.gov/library/viewRecord.do?id=4909

7. HMA Application and Award Resources
HMA Overview http://www.fema.gov/hazard-mitigation-assistance HMA Helpline Telephone: (866) 222-3580
Email: [email protected]
HMA Policies http://www.fema.gov/hazard-mitigation-assistance-policy

8. Acquisition Project Resources
Model Deed Restriction http://www.fema.gov/library/viewRecord.do?id=6327 Model Acknowledgement of Conditions for
Mitigation in Special Flood Hazard Area
http://www.fema.gov/library/viewRecord.do?id=3592
Model Statement of Assurances http://www.fema.gov/library/viewRecord.do?id=6365 Notice of Voluntary Interest http://www.fema.gov/library/viewRecord.do?id=3595 http://www.fema.gov/library/viewRecord.do?id=3596
Statement of Voluntary Participation http://www.fema.gov/library/viewRecord.do?id=3333 Part IX. Appendix C: Additional Resources 135

Description Web Link or Contact Information

9. Mitigation Reconstruction References
• ASCE/SEI 24-14, Flood Resistant Design and Construction, 2014 • ASCE/SEI 7-10, Minimum Design Loads for Buildings and Other Structures, 2010 • International Building Code (IBC), 2015 edition
• International Code Council, Reducing Flood Losses Through the International Codes, 4th Edition, 2014 • FEMA P-55, Coastal Construction Manual, 4th Edition, August 2011 • FEMA P-424, Design Guide for Improving School Safety in Earthquakes, Floods and High Winds, December 2010
• FEMA 489, Mitigation Assessment Team Report: Hurricane Ivan in Alabama and Florida, August 2005 • FEMA P-499, Home Builder’s Guide to Coastal Construction Technical Fact Sheet Series, December 2010 • FEMA 543, Design Guide for Improving Critical Facility Safety from Flooding and High Winds, January 2007 • FEMA 549, Mitigation Assessment Team Report: Hurricane Katrina in the Gulf Coast, July 2006 • FEMA P-550, Recommended Residential Construction for Coastal Areas: Building on Strong and Safe Foundations, 2nd Edition, December 2009
• FEMA 551, Selecting Appropriate Mitigation Measures for Floodprone Structures, March 2007 • FEMA 577, Design Guide for Improving Hospital Safety in Earthquakes, Floods, and High Winds: Providing Protection to People and Buildings, June 2007
• Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction Projects, November 2013

10. Structure Elevation References
• ASCE/SEI 24-14, Flood Resistant Design and Construction, 2014 • FEMA P-55, Coastal Construction Manual, 4th Edition, August 2011 • FEMA P-259, Engineering Principles and Practices of Retrofitting Floodprone Residential Structures, 3rd Edition, January 2012
• FEMA P-312, Homeowners Guide to Retrofitting, 3rd Edition, June 2014 • FEMA 347, Above the Flood: Elevating Your Flood Prone House, May 2000 • FEMA P-499, Home Builder’s Guide to Coastal Construction Technical Fact Sheet Series, December 2010 • FEMA Technical Bulletin TB-1, Openings in Foundation Walls and Walls of Enclosures, 2008 • FEMA Technical Bulletin TB-5, Free-of-Obstruction Requirements, 2008 • FEMA Technical Bulletin TB-9, Design and Construction Guidance for Breakaway Walls, 2008 • FEMA Form 81-31, NFIP Elevation Certificate, February 2013 • Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction Projects, November 2013
• Hurricane Sandy Recovery Advisory #7, Reducing Flood Risk and Flood Insurance Premiums for Existing Residential Buildings in Zone A

11. Dry Floodproofing, Non-residential References
• FEMA P-936, Floodproofing Non-Residential Buildings, July 2013 • Guidance for Applying ASCE 24 Engineering Standards to HMA Flood Retrofitting and Reconstruction Projects, November 2013
• FEMA P-312, Homeowner's Guide to Retrofitting, 3rd Edition, June 2014 • NFIP Technical Bulletin (TB) 3-93, Non-Residential Floodproofing—Requirements and Certification Part IX. Appendix C: Additional Resources 136

Description Web Link or Contact Information

12. HMA Job Aids
• Homeowner’s Guide to the Hazard Mitigation Grant Program • Strategic Funds Management Toolkit
• Program Administration by States (PAS) Pilot FAQs
• HMGP Advance Assistance Pilot Optional Application
• Federally-Recognized Tribes and Hazard Mitigation Grant Program – Option to Submit as an Applicant or Subapplicant
• NEPA Flow Chart for HMA Projects
• Section 106 Process under the National Historic Preservation Act • 8-Step Decision Making Process for Floodplain Management Considerations and Protection of Wetlands • ICC Fact Sheet
• ICC Assignment of Coverage D Form, National Flood Insurance Program • Safe Room Project Application Using Pre-Calculated Benefits • Eligibility of Generators (HMGP and PDM)
• HMGP Second Appeals Process
• Quarterly Progress Report FAQs
• Cost Effectiveness Determination for Residential Hurricane Wind Retrofit • Closeout Toolkit
• HMA Procurement Standards
• Climate Change Adaptation
Part IX. Appendix C: Additional Resources 137

D. Referenced Regulations, Statutes, Directives, and Guidance Reference Description
2 CFR Part 200 Subparts A to F, Uniform
Administrative Requirements, Cost
Principles, and Audit Requirements for
Federal Awards
The Office of Management and Budget (OMB) has developed regulations that streamline language from eight existing OMB Circulars (A-21 [2 CFR Part 220], A-87 [2 CFR Part 225], A-89, A102 [45 CFR Part 92], A-110 [2 CFR Part 215], A-122 [2 CFR Part 230], A-133, and A-50) concerning Federal financial assistance, cost principals, and audit and administrative requirements into one document called the SuperCircular (2 CFR Part 200 Subparts A to F).
26 CFR Section 1.170A-14, Qualified
Conservation Contributions
Discusses deductions allowable for charitable contributions of interests in properties.
40 CFR Part 312, Innocent Landowners,
Standards for Conducting All Appropriate
Inquiries
Provides standards and practices for “all appropriate inquiries” for the purposes of the Comprehensive Environmental Response, Compensation, and Liability Act Sections 101(35)(B)(i)(I) and 101(35)(B)(ii) and (iii).
44 CFR Part 9, Floodplain Management
and Protection of Wetlands
Sets forth policy, procedure, and responsibilities to implement and enforce Executive Order (EO) 11988, Floodplain Management, and EO 11990, Protection of Wetlands.
44 CFR Part 10, Environmental
Considerations
FEMA procedures for implementing the National Environmental Policy Act (NEPA). Provides policy and procedures to enable FEMA officials to account for environmental considerations when authorizing/approving major actions that have a significant impact on the environment.
44 CFR Section 59.1, General Provisions,
Definitions
Defines terms used in the Emergency Management and Assistance Federal Regulations.
44 CFR Part 60, Criteria for Land
Management and Use
Contains regulations for sale of flood insurance, criteria to determine the adequacy of a community’s floodplain management regulations, and the minimum standards for the adoption of floodplain management regulations in flood-prone areas.
44 CFR Sections 60.3(b)(5) and (c)(4),
Criteria for Land Management and Use and
Floodplain Management Criteria for
Floodprone Areas
Regulations regarding obtaining the elevation of residential and nonresidential structures. 44 CFR Part 79, Flood Mitigation Grants Prescribes actions, procedures, and requirements for the administration the Flood Mitigation Assistance (FMA) program. 44 CFR Part 80, Property Acquisition and
Relocation for Open Space
Provides actions, procedures, and requirements for the
administration of FEMA mitigation assistance for projects to acquire property for open space purposes under all Hazard Mitigation Assistance (HMA) programs.
44 CFR Part 201, Mitigation Planning Provides information on requirements and procedures for mitigation planning as required by the Stafford Act, specifically Section 201.4 Standard State Mitigation Plans, Section 201.5 Enhanced State Mitigation Plans, Section 201.6 Local Mitigation Plans, and Section 201.7 Tribal Mitigation Plans.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 138

REGULATIONS

Reference Description
44 CFR Part 206, Federal Disaster
Assistance for Disasters Declared On or
After November 23, 1988
Prescribes policies and procedures for implementing the sections of Public Law 93-288 (the Stafford Act) that are delegated to the director of FEMA, including the administration of the Hazard Mitigation Grant Program (HMGP).
44 CFR Part 207, Management Costs Implements Section 324, Management Costs, of the Stafford Act, providing actions, procedures, and policies for HMGP management costs.
49 CFR Part 24, URA and Real Property
Acquisition for Federal and Federally
Assisted Programs
Promulgates rules to ensure that owners of real property displaced or acquired by Federal or federally assisted programs are treated fairly, consistently, and equitably, and that agencies who implement these regulations do so efficiently and cost effectively. 49 CFR Part 29, Governmentwide
Debarment and Suspension
(Nonprocurement)
This part adopts a government-wide system of debarment and suspension for nonprocurement activities.

Federal Acquisition Regulations (FAR)
Subpart 31.2
The FAR codify and publish uniform policies and procedures for acquisition by all executive agencies. Subpart 31.2 refers to Contracts with Commercial Organizations.

Internal Revenue Code of 1954, as
amended, Sections 170(h) (3) and (4)
Provides definitions for qualified conservation organizations and conservation purposes, including specific information regarding historic structure certification.

Internal Revenue Code of 1954, as
amended, Sections 501(c), (d), and (e)
Provides criteria for tax-exempt organizations.

Immigration and Nationality Act Provides a definition for the term “National of the United States.” Americans With Disabilities Act of 1990
(Public Law 101-336, as amended by
Public Law 110-325 [September 25, 2008];
104 Stat. 327)
Prohibits discrimination against people with disabilities in employment, transportation, public accommodation,
communications, and governmental activities.

Appalachian Regional Commission Funds,
40 U.S.C. 14321(a)(3), Grants and other
assistance
Provides information on the authority of the Appalachian Regional Commission to make grants for administrative expenses and lists what those expenses may and may not include. Also provides information on what the local development district’s contributions should be.

Architectural Barriers Act of 1968 (Public
Law 94-541; 42 U.S.C. 4151 et seq.)
Requires that certain buildings financed with Federal funds be designed and constructed to be accessible to the physically handicapped.

Bunning-Bereuter-Blumenauer Flood
Insurance Reform Act of 2004 (Public Law
108-264), Part 102
A bill to amend the National Flood Insurance Act of 1968 to reduce losses to properties for which repetitive flood insurance claim payments have been made.

Biggert-Waters Flood Insurance Reform Act
(Public Law 112-141) July 6, 2012
Flood Insurance Reform and Modernization Act that proposed changes to Mitigation Assistance Grants related to flood mitigation.

Civil Rights Act of 1964, 42 U.S.C. 2000d et
seq., Title VI of the Civil Rights Act
Prohibits discrimination on the basis of race, color, and national origin in programs and activities receiving Federal financial assistance.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 139

STATUTES

Reference Description
Coastal Barrier Resources Act (CBRA)
(Public Law 97-348; 16 U.S.C. 3501 et
seq.)
Designated various undeveloped coastal barrier islands, depicted by specific maps, for inclusion in the Coastal Barrier Resources System (CBRS). Areas so designated were made ineligible for direct or indirect Federal financial assistance that might support development, including flood insurance, except for emergency lifesaving activities.

Endangered Species Act (ESA) (Public Law
93-205; 16 U.S.C. 1531–1544)
Prohibits Federal agencies from funding actions that would jeopardize the continued existence of endangered or threatened species or adversely modify critical habitat.

Fair Housing Amendments Act 1988 (42
U.S.C. 3601; Title VIII of the Civil Rights
Act)
Prohibits housing discrimination on the basis of race, color, religion, sex, disability, familial status, and national origin.

Federal Crop Insurance Act, as amended, 7
U.S.C. 1501 et seq.

Promotes the national welfare by improving the economic stability of agriculture through a sound system of crop insurance.

Individuals with Disabilities Education Act
(IDEA) of 1975 (Public Law 94-142; 20 U.S.

C. 1400 et seq.)
The Education for All Handicapped Children Act of 1975 is now called Individuals with Disabilities Education Act. Guarantees a free appropriate public education to each child with a disability.

National Environmental Policy Act (NEPA)
(Public Law 91–190; 42 U.S.C. 4321 and
4331–4335)
Declares a national policy that encourages productive and enjoyable harmony between man and his environment; promotes efforts that will prevent or eliminate damage to the environment and biosphere and stimulate the health and welfare of man; enriches the understanding of the ecological systems and natural resources important to the Nation; and establishes a Council on Environmental Quality.

National Flood Insurance Act of 1968, as
amended (NFIA), 42 U.S.C. 4001 et seq.

The NFIA created the Federal Insurance Administration and made flood insurance available for the first time. The Flood Disaster Protection Act of 1973 made the purchase of flood insurance mandatory for the protection of property located in the Special Flood Hazard Area.

National Flood Insurance Reform Act of
1994 (Public Law 103-325)
Amended the Flood Disaster Protection Act of 1973, providing tools to make the NFIP more effective in achieving its goals of reducing the risk of flood damage to properties and reducing Federal expenditures for uninsured properties that are damaged by floods.

National Historic Preservation Act (NHPA)
(Public Law 89-665; 16 U.S.C. 470 et seq.)
Establishes a program for the preservation of historic and prehistoric resources deemed important to our understanding of prehistory and U.S. history and created the National Register of Historic Places.

National Register of Historic Places The official list of the Nation’s historic places worthy of preservation.

It is part of a national program to support public and private efforts to identify, evaluate, and protect our historic and archeological resources.

Non-Insured Crop Disaster Assistance
Program, 7 U.S.C. 7333
Provides financial assistance to producers of non-insurable crops when low yields, loss of inventory, or prevented planting occur due to natural disasters.

Post-Katrina Emergency Management
Reform Act of 2006 (PKEMRA) (Public Law
109-295:120 Stat. 1357)
Significantly reorganized FEMA, provided it with substantial new authority to remedy gaps in response, and established a more robust preparedness mission for FEMA.

Privacy Act of 1974 (5 U.S.C. 552a) Regulates the collection, maintenance, use, and dissemination of personal information by Federal executive branch agencies.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 140

Reference Description
Public Health and Welfare, 42 U.S.C. 5133,
Pre-Disaster Hazard Mitigation
Authorizes the Pre-Disaster Mitigation Program (PDM).

Public Health and Welfare, 42 U.S.C. 5154
(a), Insurance
Contains information on compliance with certain regulations and maintaining insurance in regard to Applicants and subapplicants requesting assistance to repair, restore, or replace damaged facilities under this code.

Refugee Education Assistance Act of 1980,
(Public Law 96-422) Part 501(e)
Allows the President to exercise authorities over Cuban and Haitian immigrants identical to the authorities exercised in the Immigration and Nationality Act, 8 U.S.C. 1158.

Rehabilitation Act of 1973 (Public Law 93-
112; 29 U.S.C. 701 et seq.)
Replaces the Vocational Rehabilitation Act. Prohibits discrimination on the basis of disability in programs conducted by Federal agencies, in programs receiving Federal financial assistance, in Federal employment, and in the employment practices of Federal contractors.

Stafford Disaster Relief and Emergency
Assistance Act (Public Law 93-288, 88 Stat.
143-164, as amended, 42 U.S.C. 5121 et
seq.)
This Act constitutes the statutory authority for most Federal disaster response activities, especially as they pertain to FEMA and FEMA programs.

Secure Rural Schools and Community SelfDetermination Act of 2000, 16 U.S.C. 500 Contains information regarding payment and evaluation of receipts to a State or territory for schools and roads, moneys received, projections of revenues, and estimated payments.

Telecommunications Act of 1996 (Public
Law 104-104; Stat. 110-56)
Promotes competition and reduces regulation in order to secure lower prices and higher quality services for American
telecommunications consumers and encourages the rapid
deployment of new telecommunications technologies.

Twenty-first Century Communications and
Video Accessibility Act of 2010 (Public Law
111-260; 124 Stat. 2751)
Increases the access of persons with disabilities to modern communication. Amends the Communications Act of 1934 to require the Federal Communications Commission to require that customer premises equipment provide internal means for effective use with hearing aids that are designed to be compatible with telephones that meet established technical standards for hearing aid compatibility.

Uniform Relocation Assistance (URA) and
Real Property Acquisition Act of 1970
(Public Law 91-646)
Ensures that people whose real property is acquired, or who move as a result of projects receiving Federal funds, will be treated fairly and equitably and will receive assistance in moving from the property they occupy.

EO 11988, Floodplain Management Requires Federal agencies to avoid, to the extent possible, the longand short-term adverse impacts associated with the occupancy and modification of floodplains and to avoid direct and indirect support of floodplain development wherever there is a practicable alternative.

EO 11990, Protection of Wetlands Requires Federal agencies, in planning their actions, to consider alternatives to wetland sites and limit potential damage if an activity affecting a wetland cannot be avoided.

EO 12898, Environmental Justice for LowIncome and Minority Populations Directs Federal agencies “to make achieving environmental justice part of its mission by identifying and addressing, as appropriate, disproportionately high and adverse human health or environmental effects of its programs, policies, and activities on minority and lowincome populations in the United States.” Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 141

DIRECTIVES

Reference Description
EO 12372, July 14, 1982,
Intergovernmental Review of Federal
Programs
Fosters an intergovernmental partnership and strengthens federalism by relying on State and local processes for State and local coordination and review of proposed Federal financial assistance.

EO 12416, April 8, 1983, Intergovernmental
Review of Federal Programs
Amends Section 8 of EO 12372 regarding the content of the Director of the Office of Management and Budget’s report and to whom the report is submitted.

EO 12699, January 5, 1990, Seismic Safety
of Federal and Federally assisted or
Regulated New Building Construction
Requires that each Federal agency responsible for the design and construction of each new Federal building shall ensure that the building is designed and constructed in accordance with appropriate seismic design and construction standards.

FEMA P-85, Protecting Manufactured
Homes from Floods and Other Hazards
(2nd Edition, November 2009)
Provides a best practices approach in reducing damage from natural hazards to assist in protecting manufactured homes from floods and other hazards.

FEMA 317, Property Acquisition Handbook
for Local Communities (October 1998)
A “How-To” guide to help communities work through one
specific hazard mitigation alternative known as property acquisition (also referred to as “buyout”).

FEMA P-320, Taking Shelter from the
Storm: Building a Safe Room for Your
Home or Small Business (4th Edition, 2014)
Guide to help homeowners decide if they should build a safe room in their house; provides various safe room designs that can be given to a contractor/builder.

FEMA P-361, Safe Rooms for Tornadoes
and Hurricanes: Guidance for Community
and Residential Safe Rooms (3rd Edition,
2015)
A guidance manual for engineers, architects, building officials, and prospective safe room owners that presents important information about the design and construction of residential and community safe rooms that protect people during tornado and hurricane events.

FEMA P-424, Design Guide for Improving
School Safety in Earthquakes, Floods, and
High Winds (December 2010)
This manual is intended to provide guidance for the protection of school buildings from natural disasters. This volume concentrates on grade schools, K-12. FEMA P-424 covers earthquakes, floods, and high winds. Its intended audience is design professionals and school officials involved in the technical and financial decisions of school construction, repair, and renovations.

FEMA 489, Mitigation Assessment Team
Report: Hurricane Ivan in Alabama and
Florida (August 2005)
Summarizes the observations, conclusions, and recommendations that resulted from post-disaster assessments sponsored by FEMA in response to Florida’s 2004 hurricane season.

FEMA P-499, Home Builder’s Guide to
Coastal Construction Technical Fact Sheet
Series (December 2010)
Presents information aimed at improving the performance of buildings subject to flood and wind forces in coastal environments.

FEMA 543, Design Guide for Improving
Critical Facility Safety from Flooding and
High Winds: Providing Protection for People
and Buildings (January 2007)
Provides building professionals and decision-makers with information and guidelines for implementing a variety of mitigation measures to reduce the vulnerability to damage and disruption of operations during severe flooding and high-wind events. It concentrates on critical facilities (hospitals, schools, fire and police stations, and emergency operation centers).

FEMA 549, Mitigation Assessment Team
Report: Hurricane Katrina in the Gulf Coast
(July 2006)
Evaluates and assesses damage from the hurricane and provides observations, conclusions, and recommendations on the
performance of buildings and other structures impacted by wind and flood forces.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 142

GUIDANCE

Reference Description
FEMA P-55, Coastal Construction Manual,
(4th Edition, August 2011)
Provides a comprehensive approach to sensible development in coastal areas based on guidance from over 200 experts in building science, coastal hazard mitigation, and building codes and regulatory requirements.

FEMA P-550, Recommended Residential
Construction for Coastal Areas: Building on
Strong and Safe Foundations (2nd Edition,
December 2009)
Provides recommended designs and guidance for rebuilding homes destroyed by hurricanes in the Gulf Coast. The manual also provides guidance in designing and building less vulnerable new homes that reduce the risk to life and property.

FEMA 551, Selecting Appropriate Mitigation
Measures for Floodprone Structures (March
2007)
This manual is intended to provide guidance to community officials for developing mitigation projects that reduce or eliminate identified risks for floodprone structures.

FEMA 577, Design Guide for Improving
Hospital Safety in Earthquakes, Floods, and
High Winds: Providing Protection to People
and Buildings (June 2007)
The intent of the Design Guide is to provide its audience with stateof-the-art knowledge on the variety of vulnerabilities faced by hospitals exposed to earthquakes, flooding, and high-winds risks, as well as the best ways to mitigate the risk of damage and disruption of hospital operations caused by these events.

FEMA P-804, Wind Retrofit Guide for
Residential Buildings (December 2010)
The purpose of this Guide is to provide guidance on how to improve the wind resistance of existing residential buildings. The content of this document should serve as guidance on retrofitting existing buildings for improved performance during high-wind events in all coastal regions.

Mitigation Planning Guidance This guidance provides information on preparing and updating mitigation plans in compliance with the mitigation planning regulations found at 44 CFR Part 201.

Mitigation Planning How-To Guides (FEMA) These guides focus on initiating and maintaining a planning process that will result in safer communities and are applicable to jurisdictions of all sizes and all resource and capability levels.

Uniform Standards of Professional
Appraisal Practice (2012–2013)
The generally accepted standards for professional appraisal practice in North America. Standards are included for real estate, personal property, business, and mass appraisal.

Hazard Mitigation Assistance Tool for
Identifying Duplication of Benefits (January
2013)
This guide provides instruction on what constitutes Duplication of Benefits (DOB) in the use of HMA funds for property mitigation. It gives direction regarding verification processes and actions that can be taken to ensure that DOB does not occur.

Government-to-Government Relations with
American Indian and Alaska Native Tribal
Governments. January 12, 1999 (Federal
Register vol. 64 no. 7)
Guides FEMA interactions with American Indian and Alaska Native Tribal governments.

OMB Circular A-94, Guidelines and
Discount Rates for Benefit-Cost Analysis of
Federal Programs (October 29, 1992)
Specifies certain discount rates that will be updated annually when the interest rate and inflation assumptions in the budget are changed.

ASCE/SEI 24-14, Flood Resistant Design
and Construction (2014)
Provides minimum requirements for flood-resistant design and construction of structures located in flood hazard areas.

ASCE/SEI 7-05, Minimum Design Loads for
Buildings and Other Structures (2005)
Provides requirements for general structural design and includes means for determining dead, live, soil, flood, wind, snow, rain, atmospheric ice, and earthquake loads, and their combinations that are suitable for inclusion in building codes and other documents.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 143

OTHER RESOURCES

Reference Description
ASTM International Standard E1527-05,
Standard Practice for Environmental Site
Assessments: Phase I Environmental Site
Assessment Process (2005)
Defines good commercial and customary practices for conducting an environmental site assessment of a parcel of commercial real estate.

ASTM International Standard E2247-08,
Standard Practice for Environmental Site
Assessments: Phase I Environmental Site
Assessment Process for Forestland or
Rural Property (2008)
This practice is intended for use on a voluntary basis by parties who wish to assess the environmental condition of forestland or rural property of 120 acres or greater taking into account commonly known and reasonably ascertainable information.

International Building Code (International
Code Council)
The scope of this code covers all buildings except three-story, and one- and two-family dwellings and townhomes. This comprehensive code features time-tested safety concepts, structural, and fire and life-safety provisions covering means of egress, interior finish requirements, comprehensive roof provisions, seismic engineering provisions, innovative construction technology, occupancy classifications, and the latest industry standards in material design.

International Residential Code for One- and
Two- Family Dwellings (International Code
Council)
A comprehensive code for homebuilding that brings together all building, plumbing, mechanical, and electrical provisions for oneand two-family residences.

International Wildland-Urban Interface
Code (International Code Council; 2012)
Contains provisions addressing fire spread, accessibility, defensible space, water supply, and more for buildings constructed near wildland areas.

International Code Council, Reducing Flood
Losses through the International Codes (4th
Edition, 2014)
This guide is intended to help community officials decide how to integrate the 2012 edition of the International Codes (I-Codes) into their current floodplain development and regulatory processes in order to meet the requirements to participate in the NFIP.

National Fire Protection Association (NFPA)
225, Model Manufactured Home Installation
Standard (2009 Edition)
Includes updated criteria covering the anchoring of the home and protection against seismic events, floods, and wind. Rules apply to single- and multi-section units.

NFPA 703, Standard for Fire-Retardant
Treated Wood and Fire-Retardant Coatings
for Building Materials
Provides enforcers, engineers, and architects with the industry’s most advanced criteria for defining and identifying fire retardanttreated wood and fire-retardant coatings for building materials.

NFPA 914, Code for Fire Protection of
Historic Structures
Intended to improve or upgrade the fire protection features in a wide range of historic buildings and address ongoing operations as well as renovation and restoration projects.

NFPA 1141, Standard for Fire Protection
Infrastructure for Land Development in
Suburban and Rural Areas
Provides recommendations for planning and installing fire protection infrastructure for new developments in a community.

NFPA 1144, Standard for Reducing
Structure Ignition Hazards for Land
Development in Suburban and Rural Areas
Covers minimum design, construction, and landscaping elements for structures in the wildland/urban interface.

NFPA 5000 Code, Building Construction
and Safety Code (2012 Edition)
Combines regulations controlling design, construction, quality of materials, use and occupancy, location, and maintenance of buildings and structures, with fire and life-safety requirements found in NFPA codes and standards.

Firewise Communities A multi-agency effort designed to reach beyond the fire service by involving homeowners, community leaders, planners, developers, and others in the effort to protect people, property, and natural resources from the risk of wildland fire—before a fire starts.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 144

Reference Description
National Flood Insurance Program (NFIP)
Technical Bulletin 3-93, Non-Residential
Floodproofing – Requirements and
Certification
Provides guidance on the NFIP regulations concerning watertight construction and the required certification for floodproofed nonresidential buildings in Zones A, AE, A1–A30, AR, AO, and AH, whose lowest floors are below the Base Flood Elevation.

U.S. Department of Commerce, Bureau of
Economic Analysis
Produces economic account statistics that enable government and business decision-makers, researchers, and the American public to follow and understand the performance of the Nation’s economy.

U.S. Bureau of Labor and Statistics An independent national statistical agency that collects, processes, analyzes, and disseminates essential statistical data to the American public, the U.S. Congress, other Federal agencies, State and local governments, business, and labor.

Part IX. Appendix D: Referenced Regulations, Statutes, Directives, and Guidance 145

E. EHP Checklist
“Yes” indicates that the environmental regulation or statute may apply to your project. Please provide relevant information and/or documentation to support your answers. This list is not allinclusive.

Environmental Regulation or Statute Yes No

1.A Would the proposed project affect, or is the proposed project in close proximity to, any buildings or structures 50 years or more in age?

1.B Will the proposed project involve disturbance of ground?

2.A Are federally listed or endangered species, or their critical habitat, present in or near the project area and, if so, which species are present?

2.B Will the proposed project remove or affect vegetation?

2.C Is the proposed project in or near (within 200 feet), or likely to affect, any type of waterbody or body of water?

3.A Will the proposed project involve dredging or disposal of dredged material, excavation, the addition of fill material, or result in any modification to water bodies or wetlands designated as “waters of the United States” as identified by the U.S. Army Corps of Engineers or on the National Wetland Inventory?

4.A Does a Flood Insurance Rate Map, Flood Hazard Boundary Map, hydrological study, or some other source indicate that the project is located in, or will affect, a 100-year floodplain, a 500-year floodplain (if a critical action), an identified regulatory floodway, or an area prone to flooding?

4.B Is the proposed project located in, or will it affect, a wetland as listed in the National Wetland Inventory?

4.C Will the proposed project alter a watercourse, water flow patterns, or a drainage way, regardless of its floodplain designation?

4.D Is the proposed project located in, or will it affect, a floodplain or wetland? If yes, the 8-step process summarized in HMA Job Aids must be completed.

5.A Is the proposed project located in the State’s designated coastal zone?

5.B Is the proposed project located in a Coastal Barrier Resources System Unit or Otherwise Protected Area?

6.A Will the proposed project convert more than 5 acres of “prime or unique” farmland outside city limits to a non-agricultural use?
Part IX. Appendix E: EHP Checklist 146
National Historic Preservation Act (NHPA)
Endangered Species Act (ESA)
Clean Water Act (CWA) and Rivers and Harbors Act
Executive Order 11988 (Protection of Floodplains) and Executive Order 11990 (Protection of Wetlands) Coastal Zone Management Act (CZMA) and Coastal Barrier Resources Act (CBRA) Farmland Protection Policy Act (FPPA)

Environmental Regulation or Statute Yes No
Resource Conservation Recovery Act (RCRA) and Comprehensive Environmental Response, Compensation, and Liability Act

7.A Is there reason to suspect there are contaminants from a current or past use on the property associated with the proposed project?

7.B Are there are any studies, investigations, or enforcement actions related to the property associated with the proposed project?

7.C Will any project construction or operation activities involve the use of hazardous or toxic materials?

7.D Are any of the current or past land uses of the property associated with the proposed project or are any of the adjacent properties associated with hazardous or toxic materials?
Executive Order 12898 (Environmental Justice for Low Income and Minority Populations)

8.A Are there any low-income or minority populations in the project’s area of effect or adjacent to the project area?
Other Environmental/Historic Preservation Laws (including applicable State laws) or Issues

9.A Are other environmental/historic preservation requirements associated with this project?

9.B Are any controversial issues associated with this project?

9.C Have any public meetings been conducted, public notices been circulated, or public comments been solicited on the proposed project?
Part IX. Appendix E: EHP Checklist 147

F. Minimum Criteria Checklist for Project Subapplications Subapplications submitted to FEMA that do not contain at least the basic components listed below may be immediately denied because there is no method to determine eligibility without these data. Additional information may be requested during FEMA review. This information is required for all submittals, including potential substitutions, but further details may be requested to complete the subapplication.

Subapplication Component Yes No Comment
Are the Applicant and subapplicant eligible?
Does the project conform to the State and Local Mitigation Plan under 44 CFR Part 201?
Does the project conform to the Tribal Mitigation Plan under 44 CFR Section 201.7?
Does the project address a problem that has been repetitive or a problem that poses a significant risk to public health and safety if left unsolved?
Does the project consider long-term changes to the areas and entities it protects?
Does the project have manageable future maintenance and modifications requirements?
Does the project contribute to the extent practicable to a long term solution to the problem it is intended to address? Does the project include site location, maps, and GPS
coordinates?
Does the project solve a problem independently or constitute a functional portion of a solution and is there assurance that the project as a whole will be completed? (Projects that merely identify or analyze hazards or problems are not eligible.) Does the project include a detailed budget?
Does the project identify information on cost-share and match sources?
Does the project include a work schedule for 3 years or less that conforms to period of performance requirements?
Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 148 Applicant and Subapplicant
Plan Requirement
Scope of Work
Cost Review
Schedule

Subapplication Component Yes No Comment
Cost-Effectiveness
Does the project include a benefit-cost analysis, or alternate cost-effectiveness documentation, such as Substantial Damage verification, and located in a riverine floodplain; or a narrative supporting cost-effectiveness and request for consideration under 5 percent HMGP discretionary funding?
Is the project cost effective and does it substantially reduce the risk of future damage, hardship, loss, or suffering?
Does the project cost more than the anticipated value of the reduction in both direct damages and subsequent negative impacts to the area if future disasters were to occur?
Environmental and Historical Preservation
Project includes information to demonstrate conformance with 44 CFR Part 9 and Part 10 (or FEMA Directive Number: FD 108- 1, Environmental and Historic Preservation Planning,
Responsibilities and Program Requirements)
Project includes information and documentation required by the EHP Checklist, including all available information relating to known historic, archaeological, or environmentally sensitive areas (e.g., Coastal Barrier Resources System Units or
Otherwise Protected Areas)
Project includes EHP information for each property identified in the subapplication, including the construction date for each property
Project demonstrates and documents consideration of
alternatives that avoid or minimize harm to the environment or historic resources
Project includes documentation of all coordination,
correspondence, consultation, or previous EHP reviews with appropriate Federal, State, and local agencies
Project includes all known EHP costs
Acquisition / Demolition / Relocation Information
Does the project confirm compliance with timelines and all other criteria set forth in 44 CFR Part 80 requirements?
Does the project include Voluntary Interest documentation for each property?
For relocated projects, will the structure be relocated outside of the Special Flood Hazard Area?
Elevation Information
Does the project identify the Base Flood Elevation or Advisory Base Flood Elevation?
Does the project include finished floor elevation (Elevation Certificate is preferred)?
Does the project include proposed elevation height of the structure?
Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 149

Subapplication Component Yes No Comment
Is the project consistent with the design and implementation of ASCE 24-14?
Safe Room Information
Does the project include the population size to be protected? Is the project consistent with the design and implementation criteria of FEMA P-320 or FEMA P-361?
Wind Retrofit Information
Does the project include the proposed level of protection as per FEMA P-804?
Is the project consistent with the design and implementation criteria of FEMA P-804?
Drainage Information
Does the project include initial technical information to support size, costs, and local permitting requirements?
Part IX. Appendix F: Minimum Criteria Checklist for Project Subapplications 150

G. Minimum Criteria Checklist for Planning Subapplications Subapplications submitted to FEMA that do not contain at least the basic components listed below may be immediately denied because there is no method to determine eligibility without these data. Additional information may be requested during FEMA review prior to award if selected.

Subapplication Component Yes No Comment
Is the proposed mitigation planning activity, as described in the SOW, eligible for the program?
Is the proposed planning activity described, including whether it will result in a new or updated hazard mitigation plan or enhance an existing mitigation plan in accordance with the FEMA Mitigation Planning regulation at 44 CFR Part 201 and HMA Guidance?
Are participating jurisdiction(s) and private nonprofits, if applicable, identified and described?
Does the narrative describe procedures to engage stakeholders and participating jurisdictions?
Does the SOW discuss approaches, outcomes, and level of effort, including key milestones and schedule, and the
relationship of each activity to the cost estimate?
Subapplication Number and Title
Scope of Work (SOW)
Does the SOW describe the process that each jurisdiction will complete to review each section of the previous plan and address gaps, as needed; new information (including hazard, land use, and development trends); how the previous plan was implemented; and what process will be used?
Mitigation Plan Updates
Does the application include a work schedule for 3 years or less that conforms to POP requirements and allows sufficient time for State or tribal and FEMA reviews; preparation of required revisions, if needed; formal adoption by the
jurisdiction(s); and FEMA approval?
Does the application include a detailed cost estimate that supports the SOW and is reasonable for the jurisdiction(s) participating?
Lump-sum cost estimates are not eligible and will be NOT be accepted.

Cost Review
Schedule
Does the application or subapplication identify information on the required non-Federal cost share and contribution sources? Part IX. Appendix G: Minimum Criteria Checklist for Planning Subapplications 151

TOWN of LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT 2 TO THE CONTRACT BETWEEN THE TOWN AND

MARSHA HOVEY, LLC TO PROVIDE EMERGENCY

MANAGEMENT CONSULTING SERVICES AND PROJECT
MANAGEMENT NOT TO EXCEED $20,000
FROM: Sarina Revillar, Administrative Services Director APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Approve the attached resolution authorizing the City Manager to execute an amendment 2 agreement with Marsha Hovey, LLC through year ending June 30, 2022 for a total amount not to exceed $20,000.

DISCUSSION
The Town has received over 8 years of professional advice and guidance on matters pertaining to emergency management and disaster preparedness at the municipal level from a consultant, Marsha Hovey, LLC. Ms. Hovey’s services have also been used in staff training that has been mandated by FEMA (Federal Emergency Management Agency).

Staff recommends that the Town continue to receive emergency preparedness consulting services from Marsha Hovey, LLC on a month-to-month basis and to assist in the transition of a new consultant for the emergency preparedness for the Town.

FISCAL IMPACT
There are sufficient funds available in the City Manager’s budget to pay for this service.

ATTACHMENTS

1. Resolution Authorizing the City Manager to Execute Amendment 2 to the agreement with Marsha Hovey, LLC

2. Agreement for Emergency Management Consulting DATED July 16, 2020 AGENDA ITEM #4.G
S.R.

P.P.

RESOLUTION No. xx-22

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT 2 TO THE CONTRACT BETWEEN THE TOWN AND MARSHA HOVEY, LLC TO

PROVIDE EMERGENCY MANANAGEMENT CONSULTING SERVICES AND
PROJECT MANAGEMENT NOT TO EXCEED $20,000
WHEREAS, the Town has a need for professional advice and guidance on matters pertaining to emergency management and disaster preparedness and the City Council of the Town of Los Altos Hills has read and considered that certain Agreement (“Agreement”) between the Town and Marsha Hovey, LLC; and
WHEREAS, for eight years Town has received professional advice and guidance on matters pertaining to emergency management and disaster preparedness at the municipal level from Marsha Hovey, LLC; and
WHEREAS, Staff recommends that the Town continue to receive emergency preparedness consulting services from Marsha Hovey, LLC on a month-to-month basis and to assist in the transition of a new consultant through June 30, 2022; and NOW THEREFORE, resolved by the City Council of the Town of Los Altos Hills hereby authorizes the City Manager to execute the attached agreement with Marsha Hovey, LLC for emergency management consulting services and project management not to exceed $20,000.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a special meeting held on the 20th day of January 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
George Tyson, Mayor
ATTEST:
______________________________
Deborah Padovan, City Clerk
Attachment 1

AGREEMENT
THIS AGREEMENT is made and entered into on the 20 day of July, 2020 by and between the TOWN OF LOS ALTOS HILLS ( hereinafter referred to as " TOWN") and Marsha Hovey, LLC; 5770 Winfield Blvd # 42, San Jose, CA, 95123 ( hereinafter referred to as CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:

CONTRACTOR. Shall provide or furnish the following specified services and/ or materials:

Provide project management services, technical assistance, and staff training in the area of emergency preparedness to the City Manager

2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement:

Proposal from CONTRACTOR dated June 2020

3. TERMS. The services and/ or materials furnished under this Agreement shall commence July 20, 2020 and shall be completed by June 30, 2021, unless terminated pursuant to Section 5( f).

4. COMPENSATION. For the full performance of this Agreement:
a. TOWN shall pay CONTRACTOR at an hourly rate of one hundred dollars ($ 100), and total project cost shall not exceed twenty thousand dollars and zero cents 20, 000. 00), within thirty ( 30) days following receipt of invoice and completion/ delivery of services/ goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/ completion of goods/ services in a manner consistent with professional/ industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount.
b. Town shall not reimburse for any of CONTRACTOR' s costs or expenses to deliver any services/ goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR.
c. CONTRACTOR is responsible for monitoring its own forces/ employees/ agents/ subcontractors to ensure delivery of goods/ services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/ services.

Town of Los Altos Hills
Short form
Updated 4/ 23/ 10

Resolution 32- 20 Page 2
Attachment 2

5. GENERAL TERMS AND CONDITIONS.

HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR' S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, Claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows:

WORKERS COMPENSATION INSURANCE: Minimum statutory limits.

COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE
INSURANCE: General Liability and Property Damage Combined. 1, 000, 000. 00 per occurrence including comprehensive form, personal injury, broad form personal damage, contractual and
premises/ operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two ( 2) times the occurrence limit.
iii. AUTOMOBILE INSURANCE: $ 1, 000, 000. 00 per occurrence. iv. ERRORS AND OMISSIONS INSURANCE: $ 1, 000,000.00 aggregate. v. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording " endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives."
vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance and it shall name " The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds.
vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to:

Town of Los Altos Hills
Short form
Updated 4/ 23/ 10
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022

Resolution 32- 20 Page 3

c. NON- DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person.
d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer- employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by TOWN upon seven ( 7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a " work for hire." Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, nonexclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services.

Town of Los Altos Hills
Short form
Updated 4/ 23/ 10

Resolution 32- 20 Pate 4

ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any aftchad Exhibits shall -be interpreted ac %cording to the language ln ths Agreement and not the Exhibits.

T I = 211
witnes.s wri recri, 7717, ^ Yn
abovei
CONTRACT COORDINATOR and
representative ibr TOWN: CONTRACTOVI
By:

Carl Cahill, City Maha'gOr DatAe
Town of Los Altos Hills Page 4 of 4
3' Or" Orm
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Resolution 32- 20 Page 5

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Resolution32-
20 Page
9

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: SUMMARY VACATION OF PATHWAY EASEMENT; LANDS OF BYRNE LLC;
27290 BYRNE PARK LANE
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution vacating a 12-foot wide pathway easement (12’ P.E.) as shown on attached Exhibits.

BACKGROUND:

A 12-foot-wide pathway and sanitary sewer easement currently exists at 27290 Byrne Park Lane along the east property line of Lot 31 of Tract Map No. 5068. This easement was dedicated and accepted by the Town on November 3, 1993 per Resolution No. 134-

93. This easement currently does not contain any pathway or other public facilities.

DISCUSSION:

Town staff recommends this pathway easement to be vacated as there is no pathway that exists within the easement and there is a current pathway further down Byrne Park Lane.

Staff has determined that the pathway easement has been deemed unnecessary for present or prospective public use and vacation of this easement will not have a negative impact on any properties in the area since it no longer serves the purpose for which it was dedicated. Per Section 8333 of the California Streets and Highways Code, the City Council is authorized to summarily vacate a public service easement if such easement has not been used for the purpose for which it was dedicated for the past five consecutive years.

Staff is available to answer any questions of the City Council or public.

ATTACHMENTS:

1. Resolution

2. Attachment 1 “Tract Map No. 5068”

3. Attachment 2 “Exhibits of Legal Description and Plat Map showing easements to be vacated.”
Report prepared by: Avery Lai, Assistant Engineer
AGENDA ITEM #4.H
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

SUMMARILY VACATING THE PATHWAY EASEMENTS
(Lands of Byrne LLC)
WHEREAS, Chapter 4 of the Public Streets, Highways and Service Easement Vacation Law, commencing with Streets and Highway Code Section 8333, provides for summary vacation of streets and public service easements; and WHEREAS, pursuant to the provisions of Section 8330 et seq., of the Streets and Highways Code, the City Council of the Town of Los Altos Hills seek to summarily vacate the Existing Easements; and
WHEREAS, there are no public facilities in use or affected on the Existing Easements; and the City Council intends to summarily vacate the pathway easement described and shown in Exhibit "A" that is located within the property of 27290 Byrne Park Lane (the sanitary sewer easement will remain as is.) NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

1. The foregoing recitals are true, correct, and incorporated herein by reference.

2. The Existing Easements described above and in Attachment 1 are hereby summarily vacated pursuant to Chapter 4 of Division 9, Part 3 of the California Streets and Highways Code, concerning summary vacation of easements.

3. The City Clerk is directed to cause a certified copy of this resolution, attested by the Clerk under seal, to be recorded in the office of the County Recorder of the County of Santa Clara.

4. From and after the date of this resolution is recorded, the Existing Easements shall no longer constitute a public service easements. [next page]
Attachment 1

3 PASSED AND ADOPTED this ___ day of __________, 2022
BY:
__________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah Padovan, City Clerk

4 ATTACHMENT 1
Tract Map No. 5068

5 ATTACHMENT 2
Exhibits of Legal Description and Plat Maps

Date: June 30, 2021
File: 2110011
EXHIBIT ‘A’

LEGAL DESCRIPTION

QUITCLAIMED PATH EASEMENT
APN: 182-48-045

ALL THAT CERTAIN PROPERTY SITUATE IN THE TOWN OF LOS ALTOS HILLS, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA OVER THE LANDS OF GEORGE M. UNDERWOOD AND MICHELLE A. UNDERWOOD, AS DESCRIBED IN DOCUMENT NUMBER 22865535, RECORDED ON FEBRUARY 27, 2015, SANTA CLARA COUNTY RECORD AND BEING LOT 31 AS SHOWN ON THAT CERTAIN MAP ENTITLED “TRACT NO. 5068 PARKSIDE UNIT 3 ” RECORDED ON JUNE 2, 1972, IN BOOK 302 OF MAPS, PAGES 34 AND 35, SANTA CLARA COUNTY RECORDS, BEING A PATH EASEMENT WITHIN 12 FEET WIDE PATH AND SANITARY SEWER EASEMENT (12’ P.E. & S.S.E EASEMENT) AS SHOWN ON SAID MAP, MORE PARTICULARLY DESCRIBED AS FOLLOWS:

COMMENCING AT THE 3/4" IRON PIPE WITH TACK IN MONUMENT WELL AT BYRNE PARK LANE, 50.00 FEET WIDE RIGHT-OF WAY, AS SHOWN ON SAID MAP, THENCE SOUTH 30°49’19” WEST, A DISTANCE OF

49.81 FEET TO THE POINT OF BEGINNING ON THE RIGHT OF WAY OF SAID BYRNE PARK LANE AND A

POINT ON A NON-TANGENT CURVE TO THE LEFT, CONCAVE TO THE NORTH, WHOSE CENTER BEARS NORTH 53°20’35” EAST;

THENCE ALONG SAID RIGHT OF WAY AND NON-TANGENT CURVE TO THE LEFT, HAVING A RADIUS OF

40.00 FEET, A CENTRAL ANGLE OF 27°38’51” AND AN ARC LENGHT OF 19.30 FEET TO THE EASTERLY LINE OF SAID LOT 31;
THENCE ALONG SAID EASTERLY LINE, SOUTH 19°10’41” EAST, A DISTANCE OF 323.68 FEET TO THE SOUTHERLY LINE OF SAID LOT 31;
THENCE ALONG SAID SOUTHERLY LINE, SOUTH 59°51’13” WEST, A DISTANCE OF 12.22 FEET TO THE WESTERLY LINE OF SAID 12’ P.E. & S.S.E EASEMENT AS SHOWN ON SAID MAP; THENCE ALONG SAID WESTERLY LINE OF SAID 12’ P.E. & S.S.E EASEMENT, NORTH 19°10’41” WEST, A DISTANCE OF 340.60 FEET TO THE NORTHWESTERLY LINE OF SAID LOT 31; THENCE ALONG SAID NORTHWESTERLY LINE OF SAID LOT 31, NORTH 30°49’19” EAST, A DISTANCE OF

2.70 FEET TO THE MOST NORTHERLY CORNER OF SAID LOT 31 AND THE POINT OF BEGINNING; SAID PATH EASEMENT CONTAINING 3,996 SQUARE FEET MORE OR LESS SEE EXHIBIT “B” ATTACHED AND MADE A PART THEREOF.

BASIS OF BEARINGS FOR THIS DESCRIPTION IS NORTH 70°49’19” EAST BETWEEN FOUND TWO 3/4" IRON PIPES WITH TACK IN MONUMENT WELLS AS SHOWN ON THAT CERTAIN MAP ”TRACT NO. 5068

Date: June 30, 2021
File: 2110011
PARKSIDE UNIT 3” RECORDED ON JUNE 2, 1972, IN BOOK 302 OF MAPS, PAGES 34 AND 35, SAN CLARA COUNTY RECORDS.

PREPARED BY:

CSW/STUBER-STROEH ENGINEERING GROUP, INC.

JOSH WOELBING
P.L.S. # 9387

LOS ALTOS HILLS CALIFORNIA SANTA CLARA

PLAT TO ACCOMPANY LEGAL DESCRIPTION
PATH EASEMENT (APN: 182-48-045)
EXHIBIT "B"
Rev. - Date: 06/30/2021Job No. 2110011 Scale: 1" = 20'
P:\Projects\2110011 Byrne Park Los Altos Hills Survey\DWG\LEGAL AND PLATS\EXH B PLAT QUITCLAIMED PATHWAY.dwg 07/01/2021 - 11:00 AM tetiana 1:1

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING DEDICATION OF PATHWAY EASEMENT (LANDS OF BYRNE LLC)
27290 BYRNE PARK LANE
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution accepting the dedication of a pathway easement as shown on attached Exhibits.

DISCUSSION:

There is an existing native pathway that runs along the property line between 27290 and 27296 Byrne Park Lane. Currently, there are no pathway easements in the area. The attached pathway easement was offered by the property owners to have the entire path located within the pathway easement. The dedication is consistent with the Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element.

FISCAL IMPACT:

There is no fiscal impact associated with this recommendation.

ATTACHMENTS:

1. Resolution

2. Grant of Pathway Easement, Legal Description, and Exhibit

3. Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element Report prepared by: Avery Lai, Assistant Engineer
AGENDA ITEM #4.I
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

ACCEPTING GRANT OF A PATHWAY EASEMENT
(Lands of Byrne LLC)
WHEREAS, Byrne LLC (“Owners”), owners of the property located at 27290 Byrne Park Lane, Los Altos Hills, California; and
WHEREAS, Owners have offered to grant to the Town an easement for the construction, operation and maintenance of existing and future pathway facilities, for pedestrian, bicycle and equestrian use (“Pathway Easement”); and
WHEREAS, the City Council has determined it is necessary and proper and in the public interest to accept the grant of the Pathway Easement;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

Section 1. The Town hereby accepts on behalf of the public, and for the purposes therein described, the Grant of Pathway Easement attached to this Resolution as Attachment A.

Section 2. The Town shall accept, and the Mayor is hereby authorized and directed to execute, the Grant of Pathway Easement.

PASSED AND ADOPTED this ______ day of ____________, 2022.

BY: __________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah L. Padovan, City Clerk
Attachment 1

3 Attachment A
Grant of Pathway Easement

Attachment 2

4 Attachment B
Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element

Attachment 3

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING DEDICATION OF PATHWAY EASEMENT (LANDS OF DANIEL E. LENOSKI 2013 REVOCABLE TRUST)
27296 BYRNE PARK LANE
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution accepting the dedication of a pathway easement as shown on attached Exhibits.

DISCUSSION:

There is an existing native pathway that runs along the property line between 27290 and 27296 Byrne Park Lane. Currently, there are no pathway easements in the area. The attached pathway easement was offered by the property owners to have the entire path located within the pathway easement. The dedication is consistent with the Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element.

FISCAL IMPACT:

There is no fiscal impact associated with this recommendation.

ATTACHMENTS:

1. Resolution

2. Grant of Pathway Easement, Legal Description, and Exhibit

3. Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element Report prepared by: Avery Lai, Assistant Engineer
AGENDA ITEM #4.J
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

ACCEPTING GRANT OF A PATHWAY EASEMENT
(Lands of DANIEL E. LENOSKI 2013 REVOCABLE TRUST)
WHEREAS, DANIEL E. LENOSKI 2013 REVOCABLE TRUST (“Owners”), owners of the property located at 27296 Byrne Park Lane, Los Altos Hills, California; and WHEREAS, Owners have offered to grant to the Town an easement for the construction, operation and maintenance of existing and future pathway facilities, for pedestrian, bicycle and equestrian use (“Pathway Easement”); and
WHEREAS, the City Council has determined it is necessary and proper and in the public interest to accept the grant of the Pathway Easement;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

Section 1. The Town hereby accepts on behalf of the public, and for the purposes therein described, the Grant of Pathway Easement attached to this Resolution as Attachment A.

Section 2. The Town shall accept, and the Mayor is hereby authorized and directed to execute, the Grant of Pathway Easement.

PASSED AND ADOPTED this ______ day of ____________, 2022.

BY: __________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah L. Padovan, City Clerk
Attachment 1

3 Attachment A
Grant of Pathway Easement

Attachment 2

4 Attachment B
Town General Plan Master Pathways Map and Policy 3.1 of the Pathways Element

Attachment 3

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING DEDICATION OF PATHWAY EASEMENT

LANDS OF PANG
13210 E. SUNSET DRIVE
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution accepting the dedication of a pathway easement.

DISCUSSION:

The attached Grant of Pathway Easement is for a ten (10) foot pathway easement to be placed along the northeast and southeast property line. The dedication of the easement was offered by the property owner in conjunction with a site development permit for a new residence. The dedication is consistent with the Master Path Plan, Policy 4.2 of the Pathways Element.

FISCAL IMPACT:

There is no fiscal impact associated with this recommendation.

ATTACHMENTS:

1. Resolution

2. Grant of Pathway Easement

3. Policy 4.2 of the Pathways Element
Report prepared by: John Chau, Associate Engineer
AGENDA ITEM #4.K
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

ACCEPTING GRANT OF A PATHWAY EASEMENT
(Lands of Pang)
WHEREAS, Ho Yan Clement Pang (“Owner”), owner of the property commonly known as 13210 E. Sunset Drive, Los Altos Hills, California; and WHEREAS, Owner has offered to grant to the Town an easement for the construction, operation and maintenance of existing and future pathway facilities, for pedestrian, bicycle and equestrian use (“Pathway Easement”); and
WHEREAS, the City Council has determined it is necessary and proper and in the public interest to accept the grant of the Pathway Easement;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

Section 1. The Town hereby accepts on behalf of the public, and for the purposes therein described, the Grant of Pathway Easement attached to this Resolution as Attachment A.

Section 2. The Town shall accept, and the Mayor is hereby authorized and directed to execute, the Grant of Pathway Easement.

PASSED AND ADOPTED this ______ day of ____________, 2022.

BY: __________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah L. Padovan, City Clerk
Attachment 1

3 Attachment A
Grant of Pathway Easement

Attachment 2
This Document ls Recorded
For the Benefit of the
Town of Los Altos Hills
And is Exempt from Fee
Per .Government Code
Sections 6103 and 273 83
When Recorded, Mail to:

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk

GRANT OF PATHWAY EASEMENT

TO THE TOWN OF LOS ALTOS HILLS
(Lands of Pang)
b~
THIS GRANT OF EASEMENT is made this ~ day of ~ k , 2021, by Ho Yan Clement Pang ("Owner"), the owner of the property located at 13210 E. Sunset Drive, Los Altos Hills, California, to and for the benefit of the Town of Los Altos Hills, a municipal corporation ("Town").

Section 1. Owner does hereby offer to grant to Town a perpetual right and nonexclusive easement for the construction, operation and maintenance of existing and future pathway and public access trail facilities, together with right of access thereto, on, under, over, along and through the real property situated in the Town of Los Altos Hills, County of Santa Clara, State of California as described and depicted in Exhibit A attached hereto ("Easement").

Section 2. Owner shall not allow the placement or construction of any structures or improvements on the Easement property.

Section 3. The Town hereby accepts the grant of the Easement.

IN WITNESS WHEREOF, the Owner has properly executed, and the Town has hereby accepted, this grant of the Easement as follows:

OWNER:
~ Pang~

TOWN OF LOS ALTOS HILLS:

Date: -----
George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk

CALIFORNIA ALL-PURPOSE ACKNOWLEDMENT CIVIL CODE§ 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

STATE OF CALIFORNIA
COUNTYOF Jan[a ,,~ta.htu
)
)
)
OnlJeG •6'f4,~ a..J , 2021, before me, ./J,S:J:N6;/-l , Notary Public, personally appeared f/O YA-/J C L£!)J&{t {),4/V 67 - , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person, or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: -- _____ (Seal)

Exhibits A
Legal Description of Pathway Easement
and Plat Accompanying Legal Description

EXHIBIT A

LEGAL DESCRIPTION
Pathway Easement
Lands of Pang
13210 E. Sunset Drive
A 10 foot wide nonexclusive pathway easement over, on, and through real property situate in the Town of Los Altos Hills, County of Santa Clara, State of California, said easement being across a portion of Lot 10 as shown on that certain map entitled "MAP OF LOS ALTOS HEIGHTS" filed in the Office of the Recorder of the County of Santa Clara, State of California, on April 17, 1911 in Book "N" of Maps at Page 4 7, said 1 O foot wide easement lying within and coincident with the northeasterly and southeasterly lines of the lands described in the Grant Deed conveyed by Zining Wu and Qian Lin, as Trustees of the Wu Family Revocable Trust dated August 22, 2013 to Ho Yan Clement Pang, Trustee of the Allegro Con Brio Trust dated July 12, 2017 said Grant Deed being recorded on July 14, 2017 in Document #23698126 Santa Clara County Records, said easement being more particularly described as follows:

Beginning at the intersection of the southeasterly right of way line of Sunset Drive East ( 40 foot wide) with the northeasterly line of said lands of Pang (Document #23698126), said northeasterly line also being the southerly line of Lot 1 as shown on the Map of "Tract No. 3530, being a portion of Lot 11 'Map of Los Altos Heights"', which Map was filed for record in the Office of the Recorder of the County of Santa Clara on September 20, 1963 in Book 167 of Maps at Page 4; thence along said no1iheasterly line South 60°16'41" East 231.13 feet (called South 60°05'00" East 230.78 feet on said "Tract No. 3530") to the most easterly corner of said Lot 10 "Map of Los Altos Heights", said comer also being the most southerly comer of said Lot 1 "Tract No. 3530"; thence along the southeasterly line of said Lot 10 South 44°06'33" West 366.24 feet (called South 44°48'00" West 369.60 feet in said Document #23698126) and South 61 °42'30" West 55.00 feet to the easterly most corner of that certain Lot 2 as shown on the Map of "Tract No. 3217, being a pmiion of Lot 10 'Map of Los Altos Heights'", which Map was filed for record in the Office of the Recorder of the County of Santa Clara on January 23, 1963 in Book 156 of Maps at Page 26; thence along the northeasterly line of said Lot 2 North 44°05'04" West 10.39 feet; thence leaving last said northeasterly line along a line parallel with and 10.00 feet distant (right angle measure) from said southeasterly line of said Lot 10, North 61 °42'30" East 56.28 feet and North 44°06'33" East 351.80 feet; thence along a line parallel with and 10.00 feet distant (right angle measure) from said southerly line of Lot 1 as shown on the Map of "Tract No. 3530" North 60°16'41" West 228.90 feet to said southeasterly right of way line of Sunset Drive East ( 40 foot wide) thence along said southeasterly right of way line North 76°33'22" East 14.62 feet to the Point of Beginning and containing 6,447 square feet of land, more or less.

Two plats, entitled Exhibit "B" and Exhibit "C" are attached hereto and by this reference made a part hereof.

Basis of Bearings: The bearing South 24°35'00" West of the northwesterly line of the said lands of Pang (Document #23698126) was taken as the basis of bearings herein.

Sheet 1 of3

.-?as .-?as
&> &,9
1/,t <;{ 1/,t
<;{J' <;{
APN: 175-27-032 ,9
NO. 13208 EAST SUNSET DR.

LOT 2 - TRACT NO. 3217
156 MAPS 26
COURSE DIMENSION TABLE:

COURSE BEARING DISTANCE
1 N30"06'45"E 68.34'
2 S10'58'1 O"W 53.64'
3 S24'35'00"W 128.49'
NOTE:

ROPOSED 10' PATHWAY EASEMENT

EXHIBIT B
THIS IS NOT A BOUNDARY SURVEY AND THE DIMENSIONS SHOWN MAY NOT BE EXACT. SHEET 2 OF 3 8 & H SURVEYING, INC.901 WALTERMIRE ST., BELMONT, CA 94002 (650) 637-1590 TITLE: VICINITY PLAT TO ACCOMPAN Y LEGAL DESCRIPTIONS ACROSS THE LANDS OF PANG TOWN: LOS ALTOS HILLS COUNTY: SANTA CLARA CALIFORNIA
SURV: NONE SCALE: 1" = 160' FOR: 13210 E. SUNSET DRIVE JOB NO. 7650-20 PLAT: RCH DA TE: OCTOBER, 2021 APN 175- 27- 019 DWG NO. 7650-Rd-EaseVicinity.dwg

/ ~/ c., .:-~/ ~ I 01 ~
,4-3·oo'"t.) I ~o / & LANDS OF SUCHTER
\._\'-\7 6 •
3 3•22"(, / O)O / 4f DOC. 20167887

GRAPHIC SCALE
BO 0
~-~
40 I
BO
I - \',\76 6 oo J cy / ~ APN: 175-27-033 _] _:.. - ' t.!::, / 0 NO. 13254 EAST SUNSET DR. -
--- - -."'~4~,~~~4~,~~~<9 / ~ LOT 1 - TRACT NO. 3530 _, ,, "<.J a <6 167 MAPS 4 ----- --R;s,') Nso·,4'5j!~- ~ q_ fs60C?...1B.
( IN FEET )
1 inch = BO ft.
- - - --- - -€?-'\ll ~ - - NBo-24' 3o'T1 I '' sBo) oqo (<60 ~ I su~S(' a' --N,ot'l __ °-> 0¥ \.. 14.62' ', <..11 6 .,1~(-J ·Oo) ~ ...._ (I\ - -,,,,1 '1- On:::: N76'33'22"E ' ' 1.J•{. ~ - - - c:.'30 'l' n,..• ,"',... ..... ,I, <')' ') - - - - -::; 4-'0.J r-.'! :-cJiJ 'V6o,"&.;:;... <J'o _ Si .;.._v hQ:J 16 ,.::?o:,......, ·>ej' ,,.k ~~ ' ~ ~ ~o ~ ~ 0 LOT 1 - TRACT NO. 3217 ~ /fl [ '- '-.:.,
156 MAPS 26 c§" 1 O.OO'WIDE /) \
LANDS OF PIRAMOON NEW PATHWAY EASEMENT~
DOC. 20487312 6447± SF / ~, APN: 175-27-031 ,Y
NO. 13200 EAST SUNSET DR. LANDS OF PANG // ,, ~
0 (PER DOC. #23698126) // ri,Cb' 9..<v~
,,<v / <:?:>"' lo
,":>":>, / bt ":>ro°> q_1
()ro <o() / 'V ~ ~ t>'.<. "-·'/ fo<o·0· ~o ~ "')~/ Aj ,,.o ,, '-:: 00 / V "- ~ / ... ~ ~Q:- 'S;"<;:) ~ / ~, « 0'0 o0
/ i,~C'o() ~ ~v

M A P O F HEIGHTS
("N" MAPS 47)
"'k. -2~
LANDS OF COCKS ET AL. ,r,rO.. 'q ,r
DOC. 24480696 ~.. 7 .. APN : 175-27-032 Q
NO. 13208 EAST SUNSET DR. ,ri
LOT 2 - TRACT NO. 3217
156 MAPS 26
/ .c:5 O;· 0 -1._
/ t;t.t;t. ~'o 0<v q, ~~ / C:;,,~ '<'0'0 /r;:;'''c')~
/ , ()() "' '':P ~~ ··~ / <o rv"?-vf -F ':>o / t>'.<.~ "'~ ~ ~ ~:s ~ 1-i / ~ ~<v ~- ""J\J\J ~ ':)DJ/ .,~ C '00 ~ 0 .
..,.... ,-i..O ~g ~
' bc'i j 'S
1 0. 3 9 ~ '\: S "''<:'<v
o':)i c:.1-i~ CJ c:., 1-0 . ~-..)
BOUNDARY NOTE: c:})\

THE BOUNDARY OF THE LANDS OF PANG SHOWN HEREON IS BASED ON A FIELD SURVEY BY B&H SURVEYING DATED SEPTEMBER 2021. SAID SURVEY TO BE FILED AS A RECORD OF SURVEY AT SANTA CLARA COUNTY.

BASIS OF BEARINGS:

THE BEARING S 24'35'00"W OF THE NORTHWESTERLY LINE OF THE LANDS OF PANG AS DESCRIBED IN DEED DOCUMENT N0.23698126, RECORDS OF THE COUNTY OF SANTA CLARA WAS TAKEN AS THE BASIS OF BEARINGS SHOWN HEREON.

LEGEND:
[ ] DENOTES RECORD DATA PER BOOK 167 MAPS PAGE 4

SF SQUARE FEET

DOC DOCUMENT EXHIBIT C
NO. NUMBER SHEET 3 OF 3
B & H SURVEYING, INC.901 WALTERMIRE ST., BELMONT, CA 94002 (650) 637-1590 TITLE: PLAT TO ACCOMPANY LEGAL DESCRIPTION FOR PATHWAY EASEMENT TOWN: LOS ALTOS HILLS COUNTY: SANTA CLARA CALIFORNIA
SURV: NONE SCALE: 1" = 80' FOR: 13210 E. SUNSET DRIVE JOB NO. 7650-20 -PL_A_T_: -R-CH ___ D_A-TE-:-DE_C_E_M_B_ER_,_2_0_2-t1 APN 175-27-019 DWG NO. 7650-PathEase.dwg

Attachment 3
Adopted May 8, 2008
Policy 4.1
Policy 4.2
Policy 4.3

THE MASTER PATH PLAN
GOAL4
Maintain and implement the Master Path Plan
to ensure development of the Town's pathways system.

The Master Path Plan shall consist of all of the following:
a. A book of street maps of the Town showing streets with paths planned on both sides of the street, after adoption by the City Council (see Policy 2.2). b. A book of street maps of the Town showing the side of each street on which a roadside path is planned. Determination of which side of a street the path should be located and type of construction shall be made by the Planning Commission, with the advice of the Pathways Committee and the City Engineer, at the time of subdivision approval or site development approval.

The book of street maps shall also show the status of roadside paths for culde-sacs and private streets, in accordance with Policies 2.4 and 2.5. c. A book of street maps of the Town showing the location of Class 1 off-road paths.
d. A book of street maps of the Town showing the location of Class 2 off-road paths. The Pathways Committee will review from time to time these paths to determine the status of their development and to recommend actions to convert Class 2 paths to Class 1 paths.
e. A map to be developed by the Pathways Committee and approved by the City Council showing future needed off-road paths. Such a map, upon adoption, will identify Class 3 paths.

In addition to or in lieu of the documents required above, the Town may display the Master Path Plan through other mapping or computer data bases for public and staff use.

At the time of su6'1ivision or site development ap(!roval, roperty owners may be re uired to dedicate easements and/or construct aths on their property. Owners of property on which no path is needed shall contribute to completion of the pathways system by the pa1ment of a pathway fee . The athway fee shall he established by Town ordinance. Paths shall be constructed by property owners as site development occurs. In some cases, the Town may construct paths as funding permits.

All new development which is expected to result in an increased demand for use of pathways shall comply with requirements for non-vehicular access, including dedication of easements and/or construction of paths, or payment of pathway fees, as follows:

Pathways Element
Los Altos Hills General Plan
Page P-7

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING DEDICATION OF RIGHT-OF-WAY

EASEMENT (LANDS OF PANG)
13210 E. SUNSET DRIVE
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution accepting dedication of right-of-way easement adjacent to 13210 E. Sunset Drive.

DISCUSSION:

The attached 1,886 square feet dedication of right-of-way easement adjacent to 13210 E. Sunset Drive is to create a thirty-foot half width right-of-way in conformance with the Town’s RightOf-Way Policy adopted by the City Council on February 15, 1989, and the General Plan Circulation and Scenic Roadways Element Goal 2. This dedication of Right-Of-Way Easement was one of the conditions of approval for the site development permit for a new residence at 13210 E. Sunset Drive.

FISCAL IMPACT:

There is no fiscal impact associated with this recommendation. E. Sunset Drive is a public street and acceptance of this additional right-of-way easement is not expected to increase funding requirements for maintenance.

ATTACHMENTS:

1. Resolution

2. Dedication of Right-Of-Way Easement

3. General Plan Goal 2

4. Right-of-Way Policy
Report prepared by: John Chau, Associate Engineer
AGENDA ITEM #4.L
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

ACCEPTING DEDICATION OF RIGHT-OF-WAY EASEMENT
(Lands of Pang)
WHEREAS, Ho Yan Clement Pang (“Owner”), owner of the property located at 13210 E. Sunset Drive, Los Altos Hills, California; and
WHEREAS, Section 10-2.1202 of the Los Altos Hills Municipal Code (“Code”) authorizes the Planning Director or Planning Commission to require dedication of a right-of-way of sufficient width to conform to current Town standards whenever a site development permit is requested for a lot which was created prior to January 1, 1973 and where the driveway or contiguous road rights-of-way are substandard; and
WHEREAS, pursuant to Section 10-2.1202, Owner has offered to dedicate a certain portion of their property to the Town for right-of-way purposes; and WHEREAS, the City Council has determined that acceptance of the right-ofway easement dedication satisfies the requirements of the Code and serves an important public purpose;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

The Town hereby accepts on behalf of the public the dedication of the right-of-way easement described and depicted in Attachment A hereto; and that the Mayor is hereby authorized and directed to execute the Dedication on behalf of the Town.

PASSED AND ADOPTED this ______ day of ____________, 2022.

BY: __________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah L. Padovan, City Clerk
Attachment 1

3 Attachment A
Offer of Right-of-Way Easement Dedication

This Document Is Recorded
For the Benefit of the
Town of Los Altos Hills
And is Exempt from Fee
Per Government Code
Sections 6103 and 27383
When Recorded, Mail to:

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk

OFFER OF RIGHT-OF-WAY EASEMENT DEDICATION

TO THE TOWN OF LOS ALTOS HILLS
(Lands of Pang)
/Ji
e Cf
THIS DEDICATION is made this ~ day of ~kv: , 2021, by Ho Yan Clement Pang ("Owner"), the owner of the property located at 13210 E. Sunset Drive, Los Altos Hills, California, to and for the benefit of the Town of Los Altos Hills, a municipal corporation ("Town").

Section 1. Owner does hereby offer to dedicate to Town an easement for street right of way purposes and incidents thereto that portion of the real property situated in the Town of Los Altos Hills, County of Santa Clara, State of California as described and depicted in Exhibit A attached hereto ("Dedication").

Section 2. The Town hereby accepts this Dedication.

IN WITNESS WHEREOF, the Owner has properly executed, and the Town has hereby accepted, this Dedication as follows:

OWNER:

Date: .~ ef ~ ementPang
Attachment 2

CALIFORNIA ALL-PURPOSE ACKNOWLEDMENT CIVIL CODE § 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

STATE OF CALIFORNIA
COUNTY OF Smn@ dfJJfa.,;
)
)
)
On ,{;'.fl-. ~ , Notary Public,
personally appeared , who proved to me
on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person, or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: __ __ ___ (Seal)

TOWN OF LOS ALTOS HILLS:

Date: -----
George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk

Exhibit A
Legal Description for Street Dedication
and Plat Accompanying Legal Description

EXHIBIT A

LEGAL DESCRIPTION
Right of Way Easement Dedication
Lands of Pang
13210 E. Sunset Drive
A 10 foot easement for widening of an existing road right of way known as "Sunset Drive (East)", said easement over, on, and through real property situate in the Town of Los Altos Hills, County of Santa Clara, State of California, said easement being across a portion of Lot 10 as shown on that certain map entitled "MAP OF LOS ALTOS HEIGHTS" filed in the Office of the Recorder of the County of Santa Clara, State of California, on April 17, 1911 in Book "N" of Maps at Page 4 7, said 10 foot wide easement lying within the lands described in the Grant Deed conveyed by Zining Wu and Qian Lin, as Trustees of the Wu Family Revocable Trust dated August 22, 2013 to Ho Yan Clement Pang, Trustee of the Allegro Con Brio Trust dated July 12, 2017 said Grant Deed being recorded on July 14, 2017 in Document #23698126 Santa Clara County Records, said 10 foot easement lying parallel with, southerly of, and coincident with the southeasterly right of way line of "Sunset Drive (East)" to create a 30 foot half width right of way from the centerline of "Sunset Drive (East)" and being more particularly described as follows:

Beginning at the intersection of the southeasterly right of way line of Sunset Drive East ( 40 foot wide) with the northeasterly line of said lands of Pang (Document #23698126), said northeasterly line also being the southerly line of Lot 1 as shown on the Map of "Tract No. 3530, being a portion of Lot 11 'Map of Los Altos Heights"', which Map was filed for record in the Office of the Recorder of the County of Santa Clara on September 20, 1963 in Book 167 of Maps at Page 4; thence westerly along said southeasterly right of way line South 76°33'22" West 21.97 feet; thence South 80°14'52" West 141.21 feet; thence South 74°05'30" West 16.00 feet, to the easterly line of that certain Lot 1 as shown on the Map of"Tract No. 3217, being a portion of Lot 10 'Map of Los Altos Heights'", which Map was filed for record in the Office of the Recorder of the County of Santa Clara on January 23, 1963 in Book 156 of Maps at Page 26; thence along said easterly line of Lot 1 South 24°35'00" West 13.15 feet; thence leaving last said line along a line parallel with and 10.00 feet distant (right angle measure) from said southeasterly right of way line of Sunset Drive North 74°05'30" East 24.00 feet, North 80°14'52" East 140.99 feet, and N01ih 76°33'22" East 32.95 feet to said southerly line of Lot 1 (Map of "Tract No. 3530"); thence along last said line North 60°16'41" West (called North 60°05'00" West in said Document #23698126 and on "Map of Tract No. 3530") 14.62 feet to the Point of Beginning and containing 1,886 square feet of land, more or less.

Two plats, entitled Exhibit "B" and Exhibit "C" are attached hereto and by this reference made a paii hereof.

Basis of Bearings: The bearing South 24°35'00" West of the northwesterly line of the said lands of Pang (Document #23698126) was taken as the basis of bearings herein.

Sheet 1 of3

E X H B I T B
SHEET 2 OF ,3
8 & H CA 94002 (650) 637-1590
TITLE: VICIN ITY PLAT TO ACCOMPANY LEGAL DESCRIPTIONS ACROSS THE LANDS OF PANG TOWN : LOS ALTOS HILLS COUNTY: SANTA CLARA CALIFORNIA
SURV: NONE SCALE: 1" = 160' FOR: 13210 E. SUNSET DRIVE JOB NO. 7650-20 PLAT: RCH DATE: OCTOBER, 2021 APN 175-27-019 DWG NO. 7650-Rd-EaseVicinity.dwg

COURSE TABLE: /(;;I /-<1 '<7- ; '""' I r~ L1 - N76"33'22"E 32.95' , C\)'I&; p'! ~ GRAPHIC SCALE 3'239~i'~ 1 t;-; 1~·1 ~!~~ I BO _j 40 BO s7 6°?43' oo" ~ .I k1 t I \.'../ § <ff LANDS OF SUCHTER I & - I I ,576 ~~/ 0 / i\ DOC. 20167887
I ~-_J -
,
\. , "Cl ...t:;?:-j /C) ~ APN: 175-27-033 o'''fl 50"2.4 30 c.J._. ,.:j 0) () NO. 13254 EAST SUNSET DR. ( IN FEET ) 4·oS 3, ~ - - -; - 125 VJ_! I CV 1--.._
1 · ch = BO ft. S7 \6.00 - - ,4, .64 <~<. !~ ~ LOT 1 - TRACT NO. 3530 m - - ~ , "£. 125 ~Q.O 167 MAPS 4
--._ ---~-Cf-PS' ~~o~~~~-::\c., t,e0 ~
_R ...._ - ----;s(., Qt<-~ 26.~o· ---::. -:- - ~ ':--11-s;,651.p;,~ '<t 60:,e~l<s - ~ 5\.) I ~\l)t. Rf_)_ - I 0) ~ 5 ·c.o o"( \ ~so.J-~1· 3 <.?''w ·6<';; <.J1. ,J1··,~9oo, -...._ (.A-0 __..--cf~ 13.15 ..,_ f) ti/Os 3, 71 1-5<'' !\ls0 . ry J - --- A-·oS 3 ~· &~ ~7 24.oo tve ~. 99 , w o5 • s7 <v l.t) 0 o 71 , o0,, ~ ...... h Qi 5<''[: tv; LOT 1 - TRACT NO. 3217 0 N & 10.00' WIDE
156 MAPS 26 .. - 0 t/ RIGHT OF WAY EASEMENT
LANDS OF PIRAMOON {8 ;,._~ 1,886± SQ. FT.

DOC. 20487312 O CO
APN : 175-27-031 - ~
NO. 13200 EAST SUNSET DR. C/) U) ~
.. ~
~ -!9 "'5 .. .,.. to· ~ <o .<::5
~ ~

MAP OF LOS
("N" MAPS 47)

LANDS OF PANG
(PER DOC. #23698126)
GROSS AREA = 2.520± ACRES
NET AREA = 2.403± ACRES

HEIGHTS
1,~ ~~
LANDS OF COCKS ET AL. 1!()<!>. 'q 1(.,,
DOC. 24480696 v.. ' .. APN: 175-27-032 01!~
NO. 13208 EAST SUNSET DR. ~
LOT 2 - TRACT NO. 3217
156 MAPS 26
BOUNDARY NOTE:

THE BOUNDARY OF THE LANDS OF PANG SHOWN HEREON IS BASED ON A FIELD SURVEY BY B&H SURVEYING DATED SEPTEMBER 2021. SAID SURVEY TO BE FILED AS A RECORD OF SURVEY AT SANTA CLARA COUNTY.

BASIS OF BEARINGS:

THE BEARING S 24·35'oo"w OF THE NORTHWESTERLY LINE OF THE LANDS OF PANG AS DESCRIBED IN DEED DOCUMENT N0.23698126, RECORDS OF THE COUNTY OF SANTA CLARA WAS TAKEN AS THE BASIS OF BEARINGS SHOWN HEREON.

LEGEND:
[ ] DENOTES RECORD DATA PER BOOK 167 MAPS PAGE 4

SF SQUARE FEET

DOC DOCUMENT E X HIBIT C
NO. NUMBER SHEET 3 OF 3
B & H SURVEYING, INC. 901 WAL TERM IRE ST., BELMONT, CA 94002 (650) 637-1590 TITLE: PLAT TO ACCOMPANY LEGAL DESCRIPTION FOR RIGHT OF WAY EASEMENT TOWN: LOS ALTOS HILLS COUNT~ SANTA CLARA CALIFORNIA
SURV: NONE SCALE: 1" = 80' FOR: 13210 E. SUNSET DRIVE JOB NO. 7650-20 1--PL_A_T_: -R-CH---+-D-A-T-E:_D_E-CE_M_B_E_R_, -2-0---t21 AP N 17 5- 27-01 9 DWG NO. 7650-Rd-EasePlat3.dwg

Policy 2.1
Poli cy 2.2
Policy 2.3
Poli cy 2.4
GOAL2
Los Altos Hills enjoys its quiet semi-rural roadways and wishes to preserve its current character.

Provide adequate space in public right-of-ways to accommodate semirural roadways, pathways, utilities, drainage, and vegetative buffers.

Through traffic should remain on non-residential thoroughfares (i.e freeways, expressways, and arterials) to the maximum extent possible.

Collectors, neighborhood connectors and local roads shall not be designed or improved to an extent that would encourage through traffic.

Cul-de-sacs and loop-type roads shall be encouraged as a means of reducing traffic.

Policy 2.5 The intensity of existing or proposed land uses shall not provide justification for widening roadway pavement widths.

Policy 2.6 New or expanding development that will impact a road, whether private or public, should be required to improve the roadway surface and width to provide for adequate emergency access , and shall repair damage caused by construction.

Policy 2.7 The Town shall pursue cost-effective maintenance of the roadway network. Roadways shall be maintained in a priority order based on traffic leve ls and cost effectiveness while preventing long-term deterioration.

Policy 2.8 Roadway maintenance should not interfere with pathways or drainage.

Program 2.1 Develop right of way standards to generally accommodate roadway pavement, drainage, vegetative screening, utilities , slopes, and pathways, and to avoid excessive cuts or fills. A general guide for width would be 60 feet, although this will vary depending on conditions. Additional easements for slope or line of sight may be required.

Program 2.2 Identify existing and desirable emergency access connections .

Circul ation & Scenic Roadways Element
Los Altos Hills Gene1·al Plan
PageC-10
Attachment 3

Program 2.3 Continue a roadway maintenance program, based on an ongoing Pavem ent Management Program (for example the Metropolitan Transportation Commission's Pavement Management Program).

Implement this program through the Town's annual Capital Improvement Program budget.

Narrow paved roadway and roadside pathway along Co ncepc ion Road Circu lation & Scenic Roadways Elemenl
Los Altos Hills Genera l Plan
Page C- l l

28l79 FREl.!ONT R0.1.0, LOS ALTOI HILLS, CALIFO~HIA U022 ((15) 9-'1-72:2:2 DATE: December 22, 19 88
TO: Honorable Mayor and City Council
FROM: Bi 11 Ekern, Acting City Manager f £
RE: Recommendations of Subcommittee on Road Right-of-Way RECOMMENDATION:

It is the recommendation of Staff that the City Council adopt the attached recommendations of the Subcommittee on Road Right-of-way as a policy for the requirement of right-of-way dedication. It is further recommended that at the time of rev iew of the Circulation Element of the General Plan, a map clearly defining existing roads as major oi minor be included as an exhibit for the Plan.

The subcommittee appointed by the City Council to formulate a policy recommendation for road right-of-way dedication has completed its review and makes the following proposals. The subcommittee consists of Councilmembers Siegel and Casey, Planning Commissioners Stutz and Patmore, and Director of Public Works Ekern. The subcommittee met three times in order to formulate these proposals.

The first meeting outlined the areas of discussion. The Public Worki Director presented a map of the Town delineating categories of roads. Based on these categories, it was decided that there are two main classifications of roads in Town, major and minor.

Major roads are arterials and collectors. Minor roads are local and cul-de-sac.

The second meeting centered around general policy for these types of roads. Specific roads were examined for existing rights-ofway. Concepcion Road and Purissima Road were examined as major roads. Hilltop and Hillview Drives were examined as minor roads.

Prior to the third meeting, Councilmember Siegel prepared a draft policy for discussion. From this di~cussion the recommendations presented here were formed.

DEFINITIONS:

1. Right- of- way : Generally defined in Municipal Code Section 9-

1.246 and 9-1.703. Section 9-1.703 talks
specifically about the required widths. It is
also worth noting the language in the purpose
statement of Section 9-1.7 01.

Attachment 4

ROADS:

2. Arterial:

3. Collector:

4. Local:

5. Cul-de-sac:

6. Short cul-desac:

OTHER DEFINITIONS:

Defined in Section 9-1.248, as roads which
provide through traffic movement between areas
and across the City.

Defined in Section 9-1.250, as roads which,
because of their design and location, are
intermediate in importance between a local
road and ... a thoroughfare, ... and has the
purpose of collecting local traffic and
carrying it to a thoroughfare.

Defianed in Section 9-1.256 as one which is
used primarily for local traffic or access to
the abutting property.

Defined in Section 9-1.252 as any road having
but one outlet for vehicular travel, the
terminus of said road being within the
subdivison, enclosed by parcels of land
comprising lots or parcels of the subdivision,
and havihg s~ecial facilities f6r th~ turning
around of vehicular traffic.

As defined in #5, above, except further
defined as enclosed by not more than 4 nonsubdividable parcels.

7. Major Remodel: The addition to an existing residence that results in a 25%, or more, increase in floor
area, including a bedroom, garage or secondary
dwe 11 ing unit.

Definitions #6,7 are n ot at present codified. These would be additional policy statements by the Council. Previous
discussions at the Commission level have established the 25% floor area increase as the definition of a major addition.

POLICY STATEMENT:
l.a. Arterial and Collector streets shall have a right-of-way width of 60 feet.
b . A subdivision of land, a new residence on an existing lot, or a major remode l on a n existing l o t that fronts on an arterial or collector street shall dedicate right-of-way such that the half street right-of - way fronting that
prope rty shall be 30 feet.

2. A new local street or cul-de-sac created by a subdivision shall have a right-of-way width of 60 feet.

3. A new short cul-de-sac created by a subdivision shall have a right-of-way width of 50 feet.

4. A subdivision of land, a new residence on an existing lot or a major remodel on an existing lot that fronts on an
existing local street or short cul-de-sac shall dedicate a half-street equal to the dedication that now exists for the majority of the lots on the street. In no event shall the dedicated right-of-way width be less than a 20 foot half street.

5. The City Engineer can recommend right- of-way dedicatibns greater than set forth in this policy to meet unique
conditions such as a split level roadway desigh. This
concept is addressed in Municipal Code Section 9-l.703(e) ~- It is the policy of the Town not to approve the creation of new private roads and to accept existing private roads as public roads when they meet Town standards for right-of-way and construction.

6.~) A determination shall be made by the Planning Commission of the future planned width of an existing private road. This determination shall be made at the time of the first
subdivision or construction of a new residence or a major remodel of an existing residence which fronts on such
existing private road.

6.b) An irrevocab le offer of dedication of the determined rightof-way width shall be required upon subdivision or site development, but such offer of dedication shall not be
accepted by the Town until the complete right-of-way is available.

6.c) In no event shall a road right-of-way of less than 40 feet be approved.

7. The setback for all new construction on all properties shall be no less than 70' from the centerline of the dedicated road right-of-way, or vehicular easement.

B. Per Sections 9-1. 222 and 9-1. 703 (c), slope control easements shall be required in addition to the right-of-way dedication when it is recommended by the City Engineer.

NOTES :

As further explanation for dealing with private roads :
?age 3

1. Such a determination will assure that all property owners are treated uniformly and that the private road may
eventually be accepted into the public road system.

2. It is advantageous for the Town to own and maintain the roads to better solve drainage and access problems for the general public.

3. The following factors shall be considered in the
determination of the appropriate right-of-way for a private road:
a) The maximum number of lots that could ultimately be
served by the road;
b) The potential for classification of the road as a short cul-de-sac or local road.
c) The effect on the conformity of existing lots by the requirement of any additiorial right-of-way.

DISCUSSION:

In general, it is the belief of the subcommittee that there are benefits to the Town, both now and in the future, with wide rights-of-way. The right-of-ways help preserve the open space while allowing the Town to undertake public improvements such as tree planting, roadside pathways and , potentially, bicycle lanes.

However , it was recognized that there are certain roads, those designated as local and cul-de-sac , which are not heavily travelled and on which certain benefits could be obtained by using the larger setback requirements and other easements which do not affect potential lot development.

It is important to note the policy relating to si~e development permits. An analysis of the dedications and right-of-way of a street will be done before additional right-of-way is required by the site development authority. If more than half of the street is of the greater dimension , the precedent would be presumed to have been set and the dedication would be required. The project would , of course, have to be of the type or scope indicated in the policy to trigger the requirement. If the majority of the right-of-way is equal to that bordering the project site, then no requirement would be levied.

Pag e 4

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING DEDICATION OF RIGHT-OF-WAY

EASEMENT (LANDS OF WILLIAMS)
13505 BURKE ROAD
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution accepting dedication of right-of-way easement adjacent to 13505 Burke Road.

DISCUSSION:

The attached 2,208 square feet dedication of right-of-way easement adjacent to 13505 Burke Road is to create a thirty-foot half width right-of-way in conformance with the Town’s Right-OfWay Policy adopted by the City Council on February 15, 1989, and the General Plan Circulation and Scenic Roadways Element Goal 2. This dedication of Right-Of-Way Easement was one of the conditions of approval for the site development permit for a new residence at 13505 Burke Road.

FISCAL IMPACT:

There is no fiscal impact associated with this recommendation. Burke Road is a public street and acceptance of this additional right-of-way easement is not expected to increase funding requirements for maintenance.

ATTACHMENTS:

1. Resolution

2. Dedication of Right-Of-Way Easement

3. General Plan Goal 2

4. Right-of-Way Policy
Report prepared by: John Chau, Associate Engineer
AGENDA ITEM #4.M
O.A.

P.P.

2 RESOLUTION NO. ______

RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS

ACCEPTING DEDICATION OF RIGHT-OF-WAY EASEMENT
(Lands of Williams)
WHEREAS, Duston M. Williams and Jennifer A. Williams (“Owners”), owners of the property located at 13505 Burke Road, Los Altos Hills, California; and WHEREAS, Section 10-2.1202 of the Los Altos Hills Municipal Code (“Code”) authorizes the Planning Director or Planning Commission to require dedication of a right-of-way of sufficient width to conform to current Town standards whenever a site development permit is requested for a lot which was created prior to January 1, 1973 and where the driveway or contiguous road rights-of-way are substandard; and
WHEREAS, pursuant to Section 10-2.1202, Owners have offered to dedicate a certain portion of their property to the Town for right-of-way purposes; and WHEREAS, the City Council has determined that acceptance of the right-ofway easement dedication satisfies the requirements of the Code and serves an important public purpose;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

The Town hereby accepts on behalf of the public the dedication of the right-of-way easement described and depicted in Attachment A hereto; and that the Mayor is hereby authorized and directed to execute the Dedication on behalf of the Town.

PASSED AND ADOPTED this ______ day of ____________, 2022.

BY: __________________________
George K. Tyson, Mayor
ATTEST:
__________________________
Deborah L. Padovan, City Clerk
Attachment 1

3 Attachment A
Offer of Right-of-Way Easement Dedication

This Document Is Recorded
For the Benefit of the
Town of Los Altos Hills
And is Exempt from Fee
Per Government Code
Sections 6103 and 27383
When Recorded, Mail to:

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk

OFFER OF RIGHT-OF-WAY EASEMENT DEDICATION

TO THE TOWN OF LOS ALTOS HILLS
(Lands of Williams)
THIS DEDICATION is made this ___!_j___ day of Wt=ev'l/b , 2021, by Duston M.

Williams and Jennifer A. Williams ("Owners"), the owners of the property located at 13505 Burke Road, Los Altos Hills, California, to and for the benefit of the Town of Los Altos Hills, a municipal corporation ("Town").

Section 1. Owners do hereby offer to dedicate to Town an easement for street right of way purposes and incidents thereto that portion of the real property situated in the Town of Los Altos Hills, County of Santa Clara, State of California as described and depicted in Exhibit A attached hereto ("Dedication").

Section 2. The Town hereby accepts this Dedication.

IN WITNESS WHEREOF, the Owners have properly executed, and the Town has hereby accepted, this Dedication as follows:

Date: /~/1/_a i
~Iiams
Attachment 2

TOWN OF LOS ALTOS HILLS:

Date: -----
George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk

Exhibit A
Legal Description for Street Dedication
and Plat Accompanying Legal Description

EXHIBIT A

LEGAL DESCRIPTION

RIGHT-OF-WAY EASEMENT

LANDS OF WILLIAMS
13505 BURKE ROAD, LOS ALTOS IDLLS, CA
A right-of-way easement over that certain real property situate in the Town of Los Altos Hills, County of Santa Clara, State of California, being a portion of the lands of Duston M. Williams and Jennifer A. Williams, Trustees of the 2005 Williams Family Trust Dated March 18, 2005, as described in Grant Deed Document No. 23864932, recorded in the office of the Recorder of said County on February 9, 2018; described as:

A strip 10.00 feet wide along the southeasterly line of said property, lying northwesterly of and parallel with the northwesterly line of Burke Road and more particularly described as follows:

BEGINNING at the most easterly comer of said lands of Williams Family Trust; Thence along the southeasterly line of said lands South 30°53 '00" West 220.78 feet to the most southerly comer of said lands;
Thence along the southwesterly line of said lands North 77°48'00" West 10.56 feet to a point on a line parallel with and distant 10.00 feet northwesterly measured at right angles from said southeasterly line;
Thence along said parallel line North 30°53'00" East 220.77 feet to the northeasterly line of said lands;
Thence along said northeasterly line South 77°52'00" East 10.56 feet to the POINT OF BEGINNING.

Containing 2,208 square feet, more or less;
As shown on the Plat labeled Exhibit B, attached hereto and made a part hereof.

No. 5304
SHEET 1 OF 2

y
·-o
·-iLEGEND
IZ2 7-2 7-2 Z2I
(210.13')
--~-
A.P.N. 175-26-046
S 30·52'00" W 220.50' -------..
175-26-043
0 N
-~---
0 I')

LANDS OF WILLIAMS

FAMILY TRUST
A.P.N. 175-26-013
DOC. #23864932
GROSS AREA: 43,929 S.F.±
NET AREA: 41,721 S.F.±
AREA • 2,208 S.F.±
N 30°53'00" E 220. 77'
\
f
10'-WIDE RIGHT-OF-WAY EASEMENT
f li&u7777R
S 30°53'00" W 220. 78'
(S 30°52'00" W) (220.5')
-ct---

BURKE ROAD POINT OF BEGINNING
- ------ --

GRAPHIC SCALE

SITE PROPERTY LINE
ADJACENT PROPERTY LINE 40 0 20 40 80
EASEMENT LINE ~-~ I
'
I
AREA OF EASEMENT -· ( IN FEET )
RECORD DEED DATA 1 inch = 40 ft.

ORIGINAL CENTERLINE OF 40'-WIDE BURKE ROAD SHEET 2 OF 2 TITLE: EXHIBIT •9"

PLAT TO ACCOMPANY LEGAL DESCRIPTION
RIGHT-OF- WAY EASEMENT - 13505 BURKE ROAD

LOS ALTOS HILLS SANTA CLARA COUNTY CALIFORNIA
PREPARED FOR: PLAT: SCALE:
1"= 40'
DATE: JOB #:

JENNY WILLIAMS DJK 12-02-21 4570- 18
CIVIL ENGINEERING • LAND SURVEYING
965 CENTER STREET SAN CARLOS CA 94070 (650) 593-8580

CALIFORNIA ALL-PURPOSE ACKNOWLEDMENT CIVIL CODE § 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

STATE OF CALIFORNIA )
)
COUNTY oJO{Q\tt'\f e_. )
OnV OW!I'\ , Notary Public,
personally appeared ; ho proved to me
on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person, or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Policy 2.1
Policy 2.2
Policy 2.3
Policy 2.4
GOAL2
Los Altos Hills enjoys its quiet semi-rural roadways and wishes to preserve its current character.

Provide adequate space in public right-of-ways to accommodate semirural roadways , pathways, utilities, drainage, and vegetative buffers.

Through traffic should remain on non-residential thoroughfares (i.e freeways, expressways, and arterials) to the maximum extent possible.

Collectors, neighborhood connectors and local roads shall not be designed or improved to an extent that would encourage through traffic.

Cul-de-sacs and loop-type roads shall be encouraged as a means of reducing traffic.

Policy 2.5 The intensity of existing or proposed land uses shall not provide justification for widening roadway pavement widths.

Policy 2.6 New or expanding development that will impact a road, whether private or public, should be required to improve the roadway surface and width to provide for adequate emergency access, and shall repair damage caused by construction.

Policy 2.7 The Town shall pursue cost-effective maintenance of the roadway network. Roadways shall be maintained in a priority order based on traffic levels and cost effectiveness while preventing long-term deterioration.

Policy 2.8 Roadway maintenance should not interfere with pathways or drainage.

Program 2.1 Develop right of way standards to generally accommodate roadway pavement, drainage, vegetative screening, utilities, slopes, and pathways, and to avoid excessive cuts or fills. A general guide for width would be 60 feet, although this will vary depending on conditions . Additional easements for slope or line of sight may be required.

Program 2.2 Identify existing and desirable emergency access connections.

Circul ation & Sceni c Roadways Element
Los Altos Hills General Pl an
Page C- \0
Attachment 2

Program 2.3 Continue a roadway maintenance program, based on an ongoing Pavement Management Program (for example the Metropolitan Transportation Commission's Pavement Management Program) .

Implement this program through the Town's annual Capital Improvement Program budget.

Narrow paved roadway and roadside pathway along Concepcion Road Circul ation & Scenic Road\\'ays Element
Los Altos Hills General Plan
Page C- I I

2079 FPlE r.!OHT RO&.D, LO& ALTOS HILLS, CALIFORNIA 140%2 ((15) ~1-7%21 OJI.TE: December 22, 1988
TO: Honorable Mayor and City Council
FROM: Bi 11 Ekern, J>.ct ing City Manager f £
RE: Recommendations of Subcommittee on Road Right-of-Way RECOMMENDATION:

It is the recommendation of Staff that the City Council adopt the attached recommendations of the Subcommittee on Road Right-of-way as a policy for the requirement of right-of-way dedication. It is further recommended that at the time of review of the Circulation Element of the General Plan, a map clearly defining existing roads as major ot minor be included as an exhibit for the Plan.

The subcommittee appointed by the City Council to formulate a policy recommendation for road right-of-way dedication has completed its review and makes the following proposals. The subcommittee consists of Councilmembers Siegel and Casey, Planning Commissioners Stutz and Patmore, and Director of Public Works Ekern. The subcommittee met three times in order to formulate these proposals.

The first meeting outlined the areas of discussion. The Public Works Director presented a map of the Town delineating categories of roads. Based on these categories, it was decided that there are two main classifications of roads in Town, major and minor.

Major roads are arterials and collectors. Minor roads are local and cul-de-sac.

The second meeting centered around general policy for these types of roads. Specific roads were examined for existing rights-ofway. Concepcion Road and Purissima Road were examined as major roads. Hilltop and Hillview Drives were examined as minor roads.

Prior to the third meeting, Councilmember Siegel prepared a draft policy for discussion. From this di~cussion the recommendations presented here were formed.

DEFINITIONS:

1. Right- of- way: Genera lly defined in Municipal Code Section 9-

1.246 and 9-1.703. Section 9-1.703 talks
specifically about the required widths. It is
also worth noting the language in the purpose
statement of Section 9-1. 701.

Attachment 3

ROADS:

2. Arterial:

3. Collector:

4. Local:

5. Cul-de-sac:

6. Short cul-desac:

OTHER DEFINITIONS:

Defined in Section 9-1.248 , as roads which
provide through traffic movement between areas
and across the City.

Defined in Section 9-1.250 , as roads which ,
because of their design and location, are
intermediate in importance between a local
road and ... a thoroughfare, ... and has the
purpose of collecting local traffic and
carrying it to a thoroughfare.

Defianed in Section 9-1.256 as one which is
used primarily for local traffic or access to
the abutting property.

Defined in Section 9-1.252 as any road having
but one outlet for veh icular travel, the
terminus of said road being within the
subdivison, enclosed by parcels of land
comprising lots or parcels of the subdivision,
and havihg speci~l f~cilities for th~ turning
around of vehicular traffic .

As defined in #5, above, except further
defined as enclosed by not more than 4 nonsubdividable parcels.

7. Major Remodel: The addition to an existing residence that results in a 25%, or more, increase in floor
area , including a bedroom, garage or secondary
dwe 11 ing unit.

Definitions #6,7 are not at present codified. These would be additiona l policy statements by the Council. Previous
discussions at the Commission level have establ i shed the 25% floor area increase as the definition of a major addition.

POLICY STATEMENT:

1.a. Arterial and Col l ector streets shal l have a right-of- way width of 60 feet.
b. A subdivision of land, a new residence on an existing lot, o r a major remode l on an existing l ot that fronts on an arterial or collector street shall dedicate right- of - way such that the half street right-of- way fronting that
property shall be 30 feet.

2. A new local street or cul-de-sac created by a subd ivision shall have a right-of-way width of 60 feet.

3. A new short cul-de-sac created by a subdivision shall have a right-of-way width of 50 feet.

4. A subdivision of land, a new residence on an existing lot or a major remodel on an existing lot that fronts on an
existing local street or short cul-de-sac shall dedicate a half-street equal to the dedication that now exists for the majority of the lots on the street. In no event shall the dedicated right-of-way width be less than a 20 foot half street.

5. The City Engineer can recommend right-of-way dedications greater than set forth in this policy to meet unique
conditions such as a split level roadway desigri. This
concept is addressed in Municipal Code Section 9-l.703(e).

6. It is the policy of the Town not to approve the creation of ne~ private roads and to accept existing private roads as public roads when they meet Town standards for right-of-way and construction.
6 .~) A determination shall be made by the Planning Commission of the future planned width of an existing private road. This determination shall be made at the time of the first
subdivision or construction of a new residence or a major remodel of an existing residence which fronts on such
existing private road.

6.b) An irrevocable offer of dedication of the determined rightof-way width shall be required upon subdivision or site development, but such offer of dedication shall not be
accepted by the Town until the complete right-of-way is available.

6.c) In no event shall a road right-of-way of less than 40 feet be approved.

7. The setback for all new construction on all properties shall be no less than 70' from the centerline o f the dedicated road right-of-way, or vehicular easement.

8. Per Sections 9-1.222 and 9-l.703(c), slope control easements shall be required in addition to the right-of-way dedication when it is recommended by the City Engineer.

NOTES:

As furthe r exp lanat ion for dea ling with private roads:

1. Such a determination will assure that all property owners are treated uniformly and that the private road may
eventually be accepted into the public road system.

2. It is advantageous for the Town to own and maintain the roads to better solve drainage and access problems for the general public.

3. The following factors shall be considered in the
determination of the appropriate right-of-way for a private road:
a) The maximum number of lots that could ultimately be
served by the road;
b) The potential for classification of the road as a short cul-de-sac or local road.
c) The effect on the conformity of existing lots by the requirement of any additiorial right-of-way.

DISCUSSION:

In general, it is the belief of the subcommittee that there are benefits to the Town, both now and in the future, with wide rights-of-way. The right-of-ways help preserve the O?en space while allowing the Town to undertake public improvements such as tree planting, roadside pathways and, potentially, bicycle lanes.

However, it was recognized that there are certain roads, those designated as local and cul-de-sac, which are not heavily travelled and on which certain benefits could be obtained by using the larger setback requirements and other easements which do not affect potential lot development.

It is important to note the policy relating to SlLe development permits. An analysis of the dedications and right-of-way of a street will be done before additional right-of-way is required by the site development atithority. If more than half of the street is of the greater dimension, the precedent would be presumed to have beeri set and the dedication would be required. The project would, of course, have to be of the type or scope indicated in the policy to trigger the requirement. If the majority of the riqht-of-way is equal to that bordering the project site, then no requirement would be levied.

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AWARDING A CONTRACT FOR THE 2021
SANITARY SEWER REPAIR AND REPLACEMENT PROJECT (Total
estimated contract cost: $380,830.00)
FROM: Oscar Antillon, Public Works Director/City Engineer APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

1. Adopt the attached resolution awarding the contract for the 2021 Sanitary Sewer Repair and Replacement Project to C2R Engineering, Inc., the low bidder, for an amount of $316,830.00.

2. Approve a project contingency fund of $64,000.00 and authorize the Public Works Director to approve potential contract change orders within said fund.

BACKGROUND:

The annual sanitary sewer repair and rehabilitation program is to maintain the Town’s sanitary sewer system to allow safe and reliable transport of wastewater to the Palo Alto Regional Water Quality Control Treatment Plant through the collection systems of the Cities of Palo Alto and Los Altos. The proposed project will replace damaged and deteriorated sanitary sewer main located both within street right of way and easement areas at various locations throughout the Town.

Per the Town’s Municipal Code section 2-4.04, titled “Bidding procedures,” contracts exceeding twenty-five thousand dollars ($25,000.00) shall be awarded by minute order of the City Council.

DISCUSSION:

Project Description
The project includes approximately 1,142 linear feet of pipe segments. The primary pipe replacement method is trenchless in-line pipe replacement by pipe bursting and/or reaming, and open trench dig up for spot repair locations. The selection of the sewer segments is based on the risk model developed using results of video inspection data and field noted follow-up from the Town’s sewer maintenance and operation contractor, West Bay Sanitary District.

AGENDA ITEM #4.N
O.A.

P.P.

Advertising-Bid Process and Results
Staff prepared the bid documents and estimate in-house. A Notice to Bidders was published twice in the Los Altos Town Crier and posted on the Town's website. Similar to last year’s advertisement process, staff sent the Notice to Bidders to four Builders Exchanges, covering Alameda County, Santa Clara County, Contra Costa County, the Peninsula area, and the San Francisco Bay Area.

Two (2) bids were received and opened on January 6, 2022. The low bid is determined by the total base of bid. The lowest responsible and responsive bidder is C2R Engineering, Inc., who has experience providing utility pipe repair and replacement and successfully delivered the 2019 Sewer Repair and Replacement Project. Based on the references provided, C2R Engineering, Inc. has performed acceptable sewer system repair work for other neighboring jurisdictions.

Recommendations
Staff recommends that the City Council accept the bid received from C2R Engineering, Inc. Actual cost paid will be based on linear footage installed and construction method used. Attachment 3 shows the detail breakdown of the base bid.

Staff recommends awarding a construction budget that includes a contingency to address potential unforeseen conditions during construction and construction inspection and testing services. Breakdown of project construction costs is as follows:

Construction Contract $ 316,830.00
Construction Contingency $ 64,000.00
Total Estimated Construction Contract $ 380,830.00
FISCAL IMPACT:

A total of $700,000 is appropriated for the 2021 Sanitary Sewer Repair and Replacement Project as part of the Proposed 2021-2025 Capital Improvement Plan. No additional appropriation is needed for this project.

SCHEDULE:

The following is the tentative schedule for this project. Actual schedule will be developed and confirmed with the contractor based on completion of the required contract documents, approval of pre-submittals, and their availability.

Award Construction Contract February 2022
Begin Construction March 2022
Complete Construction June 2022

ATTACHMENTS

1. Resolution

2. List of Pipe Segments included in the project

3. Bid Summary

Resolution Page 1

RESOLUTION

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS AWARDING A CONTRACT FOR CONSTRUCTION OF THE 2021 SANITARY SEWER REPAIR AND REPLACEMENT PROJECT WHEREAS, the Public Works Director of the Town of Los Altos Hills did, in open session, duly examine and consider all bids submitted to it for the construction of the 2021 Sanitary Sewer Repair and Replacement Project; and
WHEREAS, the Public Works Director recommends that the contract for said project be awarded to the lowest responsible bidder, C2R Engineering, Inc., in the amount of $316,830.00; and WHEREAS, the Public Works Director recommends that funds of $64,000.00 be made available for construction contingency; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:

1. The City Manager is hereby authorized to award a contract with the lowest responsible bidder in an amount not to exceed $316,830.00.

2. The Public Works Director is hereby authorized to approve contract change orders in an amount not to exceed $64,000.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on 20th of January 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

By:

George Tyson, Mayor
ATTEST:
________
Deborah L. Padovan, City Clerk
Attachment 1

Location
US Structure
DS Structure Length (ft)
Pipe
Material
Repair
Method
g
Diameter
(in)
Replacement
Diameter (in)
p
Length
(LF)
Lateral
Reconnection
MH
Reconnection Location Detials
1 ACO1003 AMH1038 52 VCP
Point
Repair 6 6 5 Pipe is in public right‐of‐way (ROW). Point repair at the cleanout. Traffic control required. 2 AMH1011 AMH1010 48 VCP
Pipe
Bursting 6 8482 2
Pipe is in PUE and accessible through a shared driveway by 2344 Old Page Mill Road. Requires 2 lateral reconnections and 2 MH reconnections. 3 DMH1040 DMH1039 206 VCP
Point
Repair x 2 6 610
Pipe is in ROW. Point repairs at  138' and 192' DS in the shoulder area may require traffic control. 4 EMH1133 EMH1080 238 VCP
Pipe
Bursting 6 8 238 4 2
Pipe is in both ROW and PUE. USMH is accessible through a shared driveway by 26695 Snell Ln. Requires 4 lateral reconnections and 2 MH reconnections. Traffic control required when working in ROW. 5 EMH1176 EMH1177 277 VCP
Pipe
Bursting 8 8 277 2 2
Pipe is in both ROW and PUE. DSMH is accessible through 26724 Palo Hills Dr. Requires 2 lateral reconnections and 2 MH reconnections.  Traffic control required when working in ROW. 6 EMH1193 EMH1183 224 VCP
Point
Repair 667 Pipe is in ROW. Point repair at  171'‐178' DS. Traffic control required. 7 HMH1072 HMH1070 167 VCP
Pipe
Bursting 6 8 167 0 2
Pipe is in PUE and accessible via either 12605 Viscaino Court or 12550 La Cresta Drive. Requires 2 MH reconnections. 8 JMH1025 JMH1021 202 VCP
Point
Repair x 2 6 6 10
Pipe is in SSE and accessible through Appaloosa Way. Point repairs at 114' and 190'‐193'(lateral connection) DS. 9 KMH1033 KMH1031 219 VCP
Point
Repair 6 6 5 Pipe is in ROW. Point repair at 37' Upstream. Traffic control required. 10 OMH1077 OMH1092 192 VCP
Pipe
Bursting 6 8 192 2 2
Pipe is in both ROW and SSE behind 11500 Summit Wood Rd. Requires 2 lateral reconnections and 2 MH reconnnections. Traffic control required when working in ROW. 11 PMH1021 PMH1020 272 VCP
Point
Repair 6 6 5 Pipe is in ROW. Point repair by DSMH. Traffic control required. 12 QMH1008 QMH1009 217 VCP
Pipe
Bursting 6 8 217 3 2
Pipe is in ROW that is owned by Santa Clara County; encroachment permit from the County and traffic control required.  Includes 3 lateral reconnections and 2 MH reconnections. 13 HMH1095
Manhole
Rahab MH is in SSE.
14 JMH1015
Manhole
Rahab MH is in ROW.
15 JMH1019
Manhole
Rahab MH is in SSE behind 26636 Altamont Road.
16 KMH1086
Manhole
Rahab MH is in ROW.

Attachment 2

ITEM EST. UNIT TOTAL UNIT TOTAL UNIT TOTAL
NO. QTY. UNIT PRICE COST PRICE COST PRICE COST
Base Bid
1 Sanitary Sewer Spot Repair - 6" 45 LF $830.00 $37,350.00 $800.00 $36,000.00 $800.00 $36,000.00 2 Pipe Bursting/Reaming - Upsize
from 6" VCP to 8" HDPE SDR-17 865 LF $300.00 $259,500.00 $165.00 $142,725.00 $240.00 $207,600.00 3 Pipe Bursting/Reaming - Replace
8" VCP with 8" HDPE SDR-17 277 LF $300.00 $83,100.00 $165.00 $45,705.00 $260.00 $72,020.00 4 Replace Lateral Connection to
Main 13 EA $3,000.00 $39,000.00 $800.00 $10,400.00 $2,800.00 $36,400.00 5 Reconnect Sewer Main to
Existing Manhole 12 EA $2,000.00 $24,000.00 $1,000.00 $12,000.00 $3,200.00 $38,400.00 6 Rehabilitage Existing Manhole 4 EA $3,500.00 $14,000.00 $9,200.00 $36,800.00 $7,200.00 $28,800.00 7 Mobilization/Demobilization - LS - $40,000.00 - $15,000.00 - $10,000.00 8 Pre-Installation Cleaning and
Color CCTV Inspection - LS - $15,000.00 - $7,200.00 - $6,000.00 9 Post-Installation , Pressure
Testing, and Color CCTV
Inspection
- LS - $10,000.00 - $11,000.00 - $6,000.00
Base Bid Total $521,950.00 $316,830.00 $441,220.00

DESCRIPTION OF WORK
ENGINEER'S ESTIMATE BIDDER #1 BIDDER #2
2021 Sanitary Sewer Repair and Replacement
Town of Los Altos Hills
BID OPENING: January 6, 2022 C2R EPS

BID SUMMARY
Attachment 3

TOWN OF LOS ALTOS HILLS

MEMORANDUM
DATE: January 12, 2022
TO: Honorable Mayor and Council Members
FROM: Sofia Mangalam, Planning and Building Director
RE: Notification of Fast Track Approval – Lands of Ng and Kim At the January 11, 2022 Fast Track Site Development Hearing, the following application was approved:
12815 Deer Creek Lane – File #SD21-0048 – Lands of Ng and Kim Site Development Permit for a 6,192 square foot one-story residence with an attached 1,043 square foot, 4-car garage and an attached ADU. Two heritage oaks are proposed for removal and the existing tennis court and road access will be demolished and filled to restore the property to its original site contours.

Staff Planner: Steve Padovan
Public notice of the hearing was sent on December 30, 2021 to all properties within 500 feet of the subject site and posted on the site on December 31, 2021. Copies of the Fast Track Fact Sheet, Fast Track Hearing Report and conditions of approval are attached.

If you wish to appeal this application and review it at a future City Council meeting, you may indicate your intention to appeal in a written request to the City Clerk by 4:00 p.m. on February 1, 2022.

AGENDA ITEM #4.O
S.M.

Town of Los Altos Hills January 11, 2022
Fast Track Hearing Fact Sheet
Project Description: Site Development Permit for a 6,192 square foot one-story residence with an attached 1,043 square foot, 4-car garage and an attached ADU. One heritage oak is proposed for removal and the existing tennis court and road access will be demolished and filled to restore the property to its original site contours.

File Number: SD21-0048
Address: 12815 Deer Creek Lane
Owner(s): Stanley Ng & Christine Kim
Staff Planner: Steve Padovan
Site Data
Net Lot Area: 2.457 acres
Average Slope: 21.06%
Lot Unit Factor: 1.874
Floor and Development Area (square footage):

Area Type Maximum Existing Proposed Increase Remaining
Development 20,338* 14,513 15,549 1,036 4,789
Floor 10,208* 0 7,540 7,540 2,668
*Excluding 800 square foot allowance for ADU
Height: Maximum Proposed
On Vertical Plane 27’ 18.5’
Lowest to Highest 35’ 21’
Setbacks: Minimum Proposed
Front (south) 40’ 54’
Side (east) 30’ 205’
Side (west) 30’ 34’
Rear (north) 30’ 61’
Exterior Materials: Dark gray and light gray stucco siding (LRV 23 & 49), Dark fir longboard aluminum siding, board form siding, black painted finish aluminum frame windows.

Parking: Required spaces: 5 (4 out of setbacks)
Proposed: 6 (4 in garage, 2 uncovered)
Fast Track Points: 10 (Less than 15 points required to be eligible for Fast Track process) Grading: Cut: 640 CY Fill: 1,690 CY Import: 1,050 CY
Sewer/Septic: Sewer
Environmental Design and Protection Committee: Recommended reduction in number of recessed lights, use of wall sconces or recessed lighting in same location and compliance with dark sky standards (see condition #10). Also expressed concern about grading (grading has been reduced).

Open Space Committee: Recommended inclusion of any slopes greater than 30% within an open space easement, no grading or construction within open space easements, extreme care to be taken during grading to prevent damage to Deer Creek, designation of the open space easement along Deer Creek as a riparian setback and replacement of oaks to be removed.

Pathway Committee: Recommended payment of a pathway fee (to be required only if a pathway fee was not paid with subdivision fees).

Town of Los Altos Hills January 11, 2022
Fast Track Hearing Report
Project Description: Site Development Permit for a 6,192 square foot one-story residence with an attached 1,043 square foot, 4-car garage and an attached ADU. Two heritage oaks are proposed for removal and the existing tennis court and road access will be demolished and filled to restore the property to its original site contours.

File Number: SD21-0048
Address: 12815 Deer Creek Lane
Owner(s): Lands of Ng and Kim
Staff Planner: Steve Padovan
Attendance:

Sofia Mangalam, Planning and Building Director
Steve Padovan, Principal Planner
Malika Junaid, Project Architect
Avery Cobe, Project Architect
Vijay Chawla, Chair, Environmental Design and Protection Committee (EDPC) Carol Gottlieb, EDPC
Wendie Ward, Open Space Committee
Birgitta Indaco, Resident
Ezio Valdevit, Neighbor
Project Issues: The property is a vacant lot located on the north side of Deer Creek Lane near the corner of Deer Creek Lane and Purissima Road. There is an existing tennis court and gravel roadway that will be removed and regraded to accommodate the new, single-story residence and attached ADU. Two heritage oak trees will also be removed for the development. The home will be located in a valley on the property and is not highly visible from the street or surrounding properties. The original design consisted of a larger, two-story home with a basement which has been reduced in scale. The residence conforms to all yard setbacks, MFA and MDA requirements, includes a four-car garage and two open parking spaces and the large oak next to the home will be preserved. There are large mature trees surrounding the building area that will be preserved and protected and additional landscape screening will be required prior to completion of the project.

Staff also recommended a reduction in the number of recessed light fixtures and removal of the strip lighting in the roof eaves. No public comments from neighbors were received prior to the hearing and the one neighbor who attended the hearing was supportive of the project.

The project Architect stated that the basement and 2nd floor were removed in the latest design at the request of the owner and that the attic space serves as a sound attenuator for the freeway and provides space for mechanical equipment, children’s play rooms, and storage.

Environmental Design and Protection Committee: The Committee member appreciated the reduced floor area and height of the structure along with the reduction in exterior lighting. She reiterated comments made on the previous design and supported the reduced number of light

fixtures. She added that the oaks on the eastern edge of the property should be protected from development impacts and that retaining walls should consist of natural colors.

Open Space Committee: The Committee member supported the regrading of the property as proposed and the existing easements with no additional enlargement of the areas currently protected. She added that six oaks should be required as replacement for the 2 trees being removed and asked staff if there were any Town policies that limited large glass facades. Staff responded that there are no policies that limit the use of large glass facades.

Conditions of Approval:
• Standard conditions of approval.
• Reduce the number of recessed lights, remove LED tape lights, remove recessed lights in upper roof eaves and a maximum 25% of garage door glass shall be translucent. • Maximum height of structure from finished floor shall be 17 feet, require protection of large oak and perimeter plantings, and removal of guard shack.

Planning and Building Director Action:

File #SD21-0048 (Lands of Ng and Kim) was approved at the January 11, 2022 Fast Track Site Development Hearing subject to the attached conditions and a 21-day appeal period.

January 12, 2022
Sofia Mangalam, Planning and Building Director Date
Project plans are available for review on the Public Meeting Resource page on the Town’s website at https://www.losaltoshills.ca.gov/501/Public-Meeting-Resources.

For questions or additional information, contact project planner Steve Padovan at (650)-947-2509 or by email at [email protected].

COA – 12815 Deer Creek Lane Page 1

CONDITIONS OF APPROVAL
12815 Deer Creek Lane – File # SD21-0048

PLANNING DEPARTMENT

1. No other modifications to the approved plans are allowed except as otherwise first reviewed and approved by the Planning Director or the Planning Commission, depending on the scope of the changes.

2. All conditions of approval listed in this Exhibit shall be included on a plan sheet(s) in the drawing set submitted for a Building Permit.

3. The project is subject to the Town’s Construction Time Limit Ordinance (Chapter 10, Title VIII of the Municipal Code). The maximum time for completion of the major remodel and addition shall be 36 months from the date of Building Permit issuance. Failure to complete the project in the allotted time may result in substantial penalties and fees.

4. All existing Blue Gum (E. globulus), Pink Ironbark (E. sideroxylon rosea), River Red Gum (E. camaldulensis), Swamp Gum (E. rudis), Honey Gum (E. melliodora), or Manna Gum (E. viminalis) eucalyptus trees on the property located within 150’ of any structures or roadways shall be removed prior to final inspection of the new residence. Removal of eucalyptus trees shall take place between the beginning of August and the end of January to avoid disturbance of nesting birds protected under the Federal Migratory Bird Treaty Act (MBTA) and California Department of Fish and Game Code Section 3500 et seq unless a nesting bird survey is first conducted and there is a determination that there are no active nests within the tree.

5. Prior to beginning any grading operation, all significant trees, particularly any heritage oak trees, are to be fenced at the drip line. The fencing shall be of a material and structure (chainlink) to clearly delineate the drip line. Town staff must inspect the fencing and the trees to be fenced prior to commencement of grading. The property owner shall call for said inspection at least three days in advance of the inspection. The fencing must remain throughout the course of construction. No storage of equipment, vehicles or debris shall be allowed within the drip lines of these trees. All existing screening vegetation along the perimeter of the property shall be retained and fenced to the greatest extent possible and shall be included in the landscape screening plan.

6. All oak trees 12 inches in diameter and greater shall be protected with fencing during construction and grading shall be minimized to the greatest extent possible within the driplines of the protected trees. No new irrigated landscaping shall be placed within 10 feet of the trunk of any existing oak trees. No fill shall be placed within the driplines of any protected and fenced trees. Replacement oak trees, 24-inch box minimum, shall be planted at a ratio of 2 to 1 for each heritage oak tree removed.

7. The 32-inch oak tree at the northeast corner of the home shall be protected during construction with a chain-link fence with driven posts that are a minimum of 10 feet

COA – 12815 Deer Creek Lane Page 2
from the face of the trunk. As per the plans, any future elevated deck around the tree shall be placed on piers to minimize impacts to the tree’s root system.

8. The property owner shall remove all Stinkwort (Dittrichia graveolens) plants from the entire property and in the road right-of-way by manual pulling or use of herbicide by October 1st of each year until the final approval of the project.

9. Pathways within setbacks shall not exceed four feet in width.

10. The maximum height of the residence from the finished floor to the underside of the roof sheathing shall be 17 feet. The Building Permit Plan Set shall show the maximum height of 17 feet on the section drawings.

11. The maximum height of the attic space shall be 6’11” as measured from the floor of the attic to the underside of the roof sheathing.

12. A separate exterior main entrance shall be provided for the attached ADU that is not a sliding glass door.

13. The “Guard” shack located in the right-of-way and on the subject property shall be removed and all other debris removed prior to building permit submittal.

14. A maximum of 25% of the glass in the garage door may be transparent with tinting.

The remainder shall be opaque.

15. Roof eaves of all structures shall not encroach into the required yards. The roof eaves shall be shown on the site plans in the set of construction drawings.

16. Skylights, if utilized, shall be designed and constructed to reduce emitted light (tinted or colored glass, or other material). No lighting may be placed within skylight wells.

17. Fire retardant roofing (Class A) is required for all new construction.

18. All space heating and water heating systems installed in a new residence and/or detached habitable building shall be all-electric systems pursuant to Section 8-1.6.02 of the Town’s Building Regulations. Gas or propane heating systems are not permitted. If gas cooking or clothes drying appliances are installed, then dedicated electrical receptacles and circuits will be required to allow for future electric appliances. Fireplaces and all outdoor gas appliances are excluded from these requirements.

19. All construction shall comply with Section R337 of the 2019 California Residential Code (Materials and Construction Methods for Exterior Wildfire Exposure).

20. No new fencing is approved. All new fencing shall be submitted with the landscape screening plan. Any new gates shall meet Fire Department access requirements with a clear entrance of 14 feet.

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21. All exterior building lighting fixtures shall be down directed and shielded non-movable fixtures. Building lighting shall not exceed 3,000 Kelvins and 600 lumens. Exterior lighting on the new residence is approved as shown on the plans with the following modifications:
- Reduce the number of roof eave lights on the west elevation to 1 fixture centered on the door;
- Remove all exterior LED tape lighting on the exterior of the residence and under all roof eaves;
- Reduce the recessed lighting at the Master Bedroom to 1 fixture centered over the door;
- Reduce the number of recessed light fixtures under the patio canopy to 11; - Remove all recessed light fixtures from the upper roof eaves that are not associated with a doorway.

All recessed lights shall have the light source fully recessed into the eave. All other outdoor and exterior landscape lighting shall be submitted with the required landscape screening plan.

Any changes to the approved lighting plan shall be approved by the Planning Department prior to installation.

22. All construction shall comply with 2019 California Green Building Standards Code, Part 11, Title 24 mandatory measures. The property owner shall provide a 2019 CalGreen Residential Checklist demonstrating conformance with all applicable mandatory measures at time of building permit submittal.

23. Exterior finish colors of all buildings shall have a light reflectivity value of 50 or less and roof materials shall have a light reflectivity value of 40 or less, per manufacturer specifications. All color samples shall be submitted to the Planning Department for approval prior to issuance of the building permit. All applicable structures shall be painted in conformance with the approved color(s) prior to final inspection.

24. All properties shall pay School District fees to either the Los Altos School District or the Palo Alto Unified School District, as applicable, prior to issuance of the building permit. The applicant shall take a copy of worksheet #2 to school district offices (both elementary and high school in the Los Altos School District), pay the appropriate fees and provide the Town with a copy of the receipts.

25. After completion of rough framing or at least six (6) months prior to scheduling a final inspection, the applicant shall submit landscape screening and erosion control plans for review by the Site Development Committee. The application for landscape screening and erosion control shall be accompanied by the applicable fee and deposit. The plans shall be reviewed at a noticed public hearing. Attention shall be given to plantings which will be adequate to break up the view of the new residence from surrounding properties. All landscaping required for screening purposes and for erosion control (as determined by the City Engineer) must be installed prior to final inspection of the new residence. The landscape screening plan shall comply with Section 10-2.809 (water efficient landscaping) of the Los Altos Hills Municipal Code.

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26. A $5,000 landscape maintenance and water usage deposit shall be paid to the Town prior to final inspection of the new residence. Two years after the project has been completed, staff will review the water usage for the property and conduct a site inspection to ensure installed landscape screening is still present and has been adequately maintained. Inadequate maintenance of installed landscape screening and/or water usage greater than the annual usage indicated on the approved parcel water budget worksheet, may result in complete forfeiture of this deposit.

27. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the location of the new residence and roof eaves, are no less than 40 feet from the front property line and 30’ from the side and rear property lines.” The elevation of the new residence shall be similarly certified in writing to state that “the elevation of the new residence matches the elevation and location shown on the Building Permit Plans.” The applicant shall submit the stamped and signed letter(s) to the Planning Department prior to requesting a final inspection.

28. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the height of the new residence complies with the 27’ maximum structure height, measured as the vertical distance at any point from the bottom of the crawl space to the highest part of the structure directly above (including roof materials).” The overall structure height shall be similarly certified in writing and state that “all points of the building (including chimneys and appurtenances) lie within a thirty-five (35’) foot horizontal band based, measured from the lowest visible natural or finished grade topographical elevation of the structure along the building line and the highest topographical elevation of the roof of the structure.” The applicant shall submit the stamped and signed letter(s) to the Planning Department prior to requesting a final inspection.

ENGINEERING DEPARTMENT

29. Any and all changes to the approved grading and drainage plan shall first be approved by the Town Engineering Department. No grading shall take place during the grading restriction (October 1st to April 30th) except with prior approval from the City Engineer. No grading shall take place within ten feet of any property line.

30. All public utility services serving this property shall be placed underground. The applicant should contact PG&E immediately after issuance of building permit to start the application process for undergrounding utilities which can take up to 6-8 months.

31. An encroachment permit shall be obtained from the Public Works Department for all work proposed in the public right-of-way. No work within the public right-of-way shall commence without an encroachment permit.

PRIOR TO BUILDING PLAN CHECK:

32. The property owner shall provide the Town with high-quality color photographs of the existing conditions of the roadways and pathways two weeks prior to acceptance of plans for building plan check.

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33. All hydrant use is strictly prohibited by the Purissima Hills Water District. A permit for obtaining water for grading and construction purposes must be obtained from the Purissima Hills Water District and submitted for approval to the Town Engineering Department prior to acceptance of plans for building check. The permit will authorize the use of water from specific on-site or off-site water sources.

34. The property owner shall be required to connect to the public sanitary sewer prior to final inspection. A sewer hookup permit shall be required by the Town's Public Works Department prior to acceptance of plans for building plan check. An encroachment permit shall be required for all work proposed within the public right of way prior to start work.

35. The property owner shall provide a copy of the Residential Service Design Load Information to the Public Works Department prior to acceptance of plans for building permit plan check.

36. Two copies of a Grading & Construction Operation plan shall be submitted by the property owner for review and approval by the City Engineer and Planning Director prior to acceptance of plans for building permit plan check. The grading/construction operation plan shall address truck traffic issues regarding dust, noise, and vehicular and pedestrian traffic safety on Deer Creek Lane and surrounding roadways; storage of construction materials; placement of sanitary facilities; parking for construction vehicles; and parking for construction personnel. A debris box (trash dumpster) shall be placed on site for collection of construction debris. Arrangements must be made with the GreenWaste Recovery, Inc. for the debris box, since they have a franchise with the Town and no other hauler is allowed within the Town limits.

AT BUILDING PLAN CHECK:

37. Peak discharge at 12815 Deer Creek Lane from Site Development Permit SD21-0048 shall not exceed the existing pre-development peak discharge value of the property. Detention storage must be incorporated into the project to reduce the predicted peak discharge to the pre-development value for the proposed increase in impervious surface. Please provide the data and peak discharge hydrologic model(s) utilized, as well as the calculations of the peak discharge value prior and post development. Determine the design peak runoff rate for a 10- year return period storm and provide detention storage design plans to reduce the predicted peak discharge to the pre-development value. All documentation, calculations, and detention storage design (2 plan copies) shall be submitted for review.

38. Two sets of a final Grading and Drainage plan shall be submitted for review and approval by the Engineering Department. Final drainage and grading shall be inspected by the Engineering Department and any deficiencies corrected to the satisfaction of the Engineering Department.

39. Two copies of an Erosion and Sediment Control plan shall be submitted for review and approval by the Engineering Department. The contractor and the property owner shall comply with all appropriate requirements of the Town's NPDES permit relative to grading and erosion/sediment control.

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PRIOR TO FINAL APPROVAL:

40. The Engineer of Record shall observe the installation of the drainage system, construction of the energy dissipators, and completion of the grading activities and state that items have been installed and constructed per the approved plans. A stamped and signed letter shall be prepared and submitted to the Town prior to final inspection.

41. All areas on the site that have the native soil disturbed shall be protected for erosion control during the rainy season and shall be replanted prior to final inspection.

42. The property owner shall inform the Town of any damage and shall repair any damage caused by the construction of the project to pathways, private driveways, and public and private roadways prior to final inspection.

FIRE DEPARTMENT

43. Provide an access driveway with a paved all-weather surface capable of supporting apparatus weighing at least 75,000 pounds, a minimum unobstructed width of 12 feet, vertical clearance of 13 feet 6 inches, minimum circulating turning radius of 36 feet outside and 23 feet inside, and a maximum slope of 15% per CFC Sec. 503.

44. The fire flow for the project is 4,000 gallons per minute (GPM) at 20 psi residual pressure from a single hydrant. Since an automatic fire sprinkler system will be installed, the fire flow will be reduced by 50% establishing a required adjusted fire flow of 2,000 GPM at 20 psi residual pressure.

45. An automatic residential fire sprinkler system shall be installed in accordance with National Fire Protection Association's (NFPA) Standard 130 in all new one and two-family dwellings.

When automatic fire sprinkler systems are required by this section, all associated garages and the attached ADU shall be included. NOTE: The owner(s), occupant(s) and any contractor(s) or subcontractor(s) are responsible for consulting with the water purveyor of record in order to determine if any modification or upgrade of the existing water service is required. The sprinklers shall be inspected and approved by the Fire Department, prior to final inspection and occupancy of the new residence.

46. Potable water supplies shall be protected from contamination caused by fire protection water supplies. It is the responsibility of the applicant and any contractors and subcontractors to contact the water purveyor supplying the site of such project, and to comply with the requirements of that purveyor. Such requirements shall be incorporated into the design of any water-based fire protection systems, and/or fire suppression water supply systems or storage containers that may be physically connected in any manner to an appliance capable of causing contamination of the potable water supply of the purveyor of record. Final approval of the system(s) under consideration will not be granted by this office until

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compliance with the requirements of the water purveyor of record are documented by that purveyor as having been met by the applicant(s). 2016 CFC Sec. 903.3.5 and Health and Safety Code 13114. 7

47. Approved numbers or addresses shall be placed on all new and existing buildings in such a position that it is plainly visible and legible from the street or road fronting the property. Numbers shall be a minimum of four-inches high with a minimum stroke width of

0.5 inch (12.7 mm) and shall contrast with their background. Address numbers shall be Arabic numbers or alphabetical letters.

48. All construction shall comply with applicable provisions of the CFC Chapter 33 and Standard Detail and Specifications S1-7. Provide appropriate notations on subsequent plan submittals, as appropriate to the project.

Project approval may be appealed if done so in writing within 21 days of the date of the approval.

Please refer to the Conditions of Project Approval set forth herein. If you believe that these Conditions impose any fees, dedications, reservations or other exactions under the California Government Code Section 66000, you are hereby notified that these Conditions constitute written notice of a statement of the amount of such fees, and/or a description of the dedications, reservations, and other exactions. You are hereby further notified that the 90-day approval period in which you may protest such fees, dedications, reservations, and other exactions, pursuant to Government Code Section 66020(a), has begun. If you fail to file a protest within this 90-day period complying with all of the requirements of Section 66020, you will be legally barred from later challenging such exactions.

Upon completion of the construction, a final inspection shall be required to be set with the Planning and Engineering Departments two weeks prior to final building inspection approval.

NOTE: The Site Development permit is valid for one year from the approval date. All required building permits must be obtained within that year and work on items not requiring a building permit shall be commenced within one year and completed within two years.

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: AMENDMENT TO THE RESOLUTION ESTABLISHING STANDING

COMMITTEES AND ADOPTING GENERAL SPECIAL RULES

PERTAINING THERETO TO SUNSET THE EDUCATOIN

COMMITTEE AND ADD A TECHNOLOGY COMMITTEE
FROM: Deborah Padovan, City Clerk
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION That the City Council:

Approve the amended resolution to “Establishing Standing Committees and Adopting General and Special Rules Pertaining Thereto.”

BACKGROUND
At the December 16, 2021, regular City Council meeting, the City Council passed a motion directing staff to return in January updating the standing committee resolution to sunset the Education Committee, merge that function into the Community Relations Committee, and add a Technology Committee with a minimum of five members.

DISCUSSION
The identified amendments have been incorporated into the draft resolution before Council.

If the Council directs that a Technology Committee be added, staff will immediately begin advertising for openings on the committee. Additionally, to allow for members of the Education Committee to continue working on education matters, the membership of the Community Relations Committee is proposed to increase to nine (9) members.

ATTACHMENT

1. Proposed Resolution of the Town of Los Altos Hills Establishing Standing Committees and Adopting General and Special Rules Pertaining Thereto AGENDA ITEM #5.A
D.P.

P.P.

Resolution 55-21 Page 1
RESOLUTION 55-21

RESOLUTION OF THE TOWN OF LOS ALTOS HILLS

ESTABLISHING STANDING COMMITTEES AND

ADOPTING GENERAL AND SPECIAL RULES PERTAINING THERETO
WHEREAS, the City Council of the Town of Los Altos Hills wishes to establish standing volunteer committees to assist the Council with various issues; NOW, THEREFORE, the City Council of the Town does RESOLVE that the following standing committees are established, and the following general and special rules pertaining to standing volunteer committees are hereby adopted:

Section 1. Committees Established. The following are hereby constituted as the regular Standing Committees of the Town:
(a) Community Relations Committee
(b) Emergency Communications Committee
(c) Environmental Design and Protection Committee
(d) Finance and Investment Committee
(e) Parks and Recreation Committee
(f) Pathways Committee
(g) Open Space Committee
(h) Environmental Initiatives Committee
(i) Education Committee
(ji) History Committee
(kj) Public Art Committee
(l) Technology Committee
Section 2. General Powers and Duties
(a) Each of the Standing Committees shall have the general power and duty to render advice and make recommendations to the City Council, Planning Commission, or the City Manager and other Town bodies designated by the City Council on all aspects of its particular sphere of interest.
(b) Each Standing Committee shall make regular oral reports to the Council, in addition to any specific reports and recommendations requested by the City Council or deemed necessary by a majority of the members of the Standing Committee. (c) Each Standing Committee shall meet with the City Council, once a year at the Council’s request, to discuss and report on its goals, projects, accomplishments and concerns. (d) Each Standing Committee shall study its own structure, specific charges and direction, and recommend any changes if needed to the City Council.

Attachment 1

Resolution 55-21 Page 2
(e) The City Council shall advise Standing Committees of any evaluation made of the Standing Committee’s actions and direction, and any proposed action to amend the Standing Committees charges.
(f) Each Standing Committee is encouraged to send a representative to City Council and Planning Commission meetings whenever possible.

Section 3. Appointment of Committees. The following general rules shall be applicable to the qualifications of members and associate members of Standing Committees, and their appointment and removal;
(a) The members of each Standing Committee shall be appointed with the approval of a majority of the City Council.
(b) Each Committee member shall:
(i) be a resident of the Town at the time of their appointment and for so long as they serve.
(ii) serve at the pleasure of the Council, without compensation or payment of mileage, for a term of four {4} years. In the case of the Councilmembers serving on a Standing Committee as voting members, their terms shall not exceed their terms of elected office. Upon leaving elected office the City Council shall appoint other members of Council to those committees with Councilmember participating as voting members.
(iii) be eligible for reappointment upon application to the City Council, but the City Council shall encourage new applicants in order to promote widespread community involvement. To achieve this, the City Council will generally not appoint an applicant who has served for two {2} consecutive terms as a member of that Committee, within a period of two {2} years from the expiration of their most recent term. These term limits do not constrain a resident from being appointed as an associate member of that Committee, nor from applying for appointment to any other Town Committee.

A Committee member’s record of attendance at the Committee’s meetings may be a factor in determining whether that member should be reappointed to the Committee.

Notwithstanding the foregoing, the City Council retains the ability to appoint anyone that it may select by majority vote for membership on a Town Committee.
(iv) not serve as a member (as distinguished from an associate member) on more than one of the following committees concurrently: Pathways

Resolution 55-21 Page 3
Committee; Open Space Committee; and Environmental Design and Protection Committee. Individual committee members currently serving as members on more than one of these committees are grandfathered in and may continue to serve on more than one of these committees until their respective term ends on one of the these committees..
(v) be considered to have resigned in the event of three consecutive absences from the meetings of their Committee, unless the Chairperson of the Committee shall have excused the member’s absence and informed the other Committee members of the exception at the third consecutive meeting missed.
(c) The associate members of each Standing Committee shall be appointed by a majority vote of their respective committees. Each Associate Committee member shall:
(i) serve at the pleasure of the Committee without compensation or payment of mileage for a term not to exceed four {4} years.
(ii) have non-voting membership status.
(iii) be of assistance to their respective committees with their charges and duties on an as-needed basis. Residency and regular meeting attendance is not required.
(iv) be unlimited in number based on the needs of each committee. (v) the appointment of associate members of the Environmental Design and Protection Committee, Pathways Committee, and Open Space Committee shall be subject to the approval of the City Council. Notwithstanding the foregoing, if the duties of the associate members of those committees do not include site visits, City Council approval shall not be required. (d) Notification of resignations or terminations of committee members shall be submitted to the City Council in writing. Notification of appointments and resignations of associate members shall be submitted to the City Clerk in writing. Vacancies in the membership of any Standing Committee with the exception of the Councilmembers serving as voting members on any Standing Committee shall be filled in the following manner:
(i) The City Clerk shall post in three {3} public places in the Town a notice of the fact that a vacancy has occurred and that the applications will be received prior to a date stated in the notice.
(ii) All persons interested in serving shall submit to the City Clerk a written request for appointment containing such information on their background and qualifications as they deem appropriate. The City Clerk shall notify

Resolution 55-21 Page 4
all applicants of the Council meeting at which their application shall be considered.
(iii) The City Council shall, during a public meeting, appoint Standing Committee members by selecting appointees from a roster of persons offered by individual Council members and applications from candidates.

The City Council shall endeavor to appoint the best qualified persons. (e) One member of the City Council shall be designated by the Mayor as a liaison for each Standing Committee with the exception of the Finance and Investment Committee which shall include two council liaison members (Mayor/Vice-Mayor). The designated Council liaison(s) may attend meetings of the Standing Committee to which he or she is assigned, and shall try to do so at least quarterly, but shall not vote. The Council liaison shall contact each member of the Standing Committee to which he or she has been assigned at least once annually to determine any problems which may exist and to receive information for use in Council evaluations of Standing Committee actions and direction.

Section 4. Organization of Standing Committees. The following general rules shall be applicable to the organization and conducting of business by each Standing Committee:
(a) Each Standing Committee shall establish a time and place for its regular meetings.

Once the Standing Committee has established a time and place for its regular meetings, the Standing Committee shall request the City Council to approve the time and place of the regular meeting. The City Clerk shall cause notice of the schedule of regular meetings to be posted on the bulletin board at Town Hall. The agenda shall be set by the Chairperson, but upon the request of any Standing Committee member an item shall be placed on the agenda. Agendas of meetings shall be posted in compliance with the provisions of the Ralph M. Brown Act (commencing with Government Code Section 54950), as hereafter amended. No Standing Committee meeting shall be considered to have been held unless notice of the time and date of the meeting shall have been properly available pursuant to the Ralph M. Brown Act, as hereafter amended, and unless a quorum shall have been present. Special meetings of a Standing Committee may only be called by the Standing Committee Chairperson, Mayor or City Manager and must be called in accordance with the Ralph M. Brown Act. (b) The quorum is a majority of the currently appointed membership. (c) A committee may be required to participate in property site visits. Site visits must be performed by only current committee members and are permissible as long as any group of committee members does not contain a quorum of current members. In the event a site visit is necessary, a Standing Committee chair shall inform Town staff at least one week in advance of any visit. Town staff shall send the homeowner(s) a courtesy postcard notifying them that a site visit will be taking place within a defined time period. The postcard shall be sent a minimum of 72 hours in advance of any visit.
(d) At its first regular meeting in July of each year, each Standing Committee shall elect, by a simple majority of the members present, from its membership a Chairperson, Vice

Resolution 55-21 Page 5
Chairperson, Secretary and such other officers as the Standing Committee deems advisable, who shall not serve for more than two {2} consecutive one {1} year terms. If at the time of the election, it is determined that there are no viable nominations for the slate of officers including the Chairperson, the Committee may request an exemption of the general rule pertaining to the term(s) for the Officers/Chairperson from the City Council. At the July meeting, any subcommittees deemed advisable by the Standing Committee for specific activities within the purview of the Standing Committee shall be appointed by the members. At any other meeting an officer may be replaced. However, at any meeting other than the first regular meeting in July, a vote of the majority of the Standing Committee is necessary to replace or elect an officer. (e) All committee leadership (chairperson and vice-chairperson) shall attend annual training before taking their seats as chair or vice-chair, or as soon after appointment as possible, to insure they are well versed in managing meetings in an effective, fair, open, and transparent manner in compliance with the Brown Act and Rosenberg’s Rules of Order. Once the training has been completed, the Chair and Vice-Chair are not required to repeat the training annually.

The Chair will also be responsible for: addressing compliance to these principles both before and after the meeting; assuring all agenda items describe the topic sufficiently to promote proper discussion; making reasonable efforts to ensure that project applicants and residents are given a reasonable opportunity to present and respond to questions raised during the meeting; assuring the committee does not react or respond to comments on topics that have not been agendized; and assuring that items raised by speakers during presentations from the floor that are not on the agenda are discussed to seek clarification only or to provide public information about prior relevant actions of the committee or the Town. (f) The duties of the Chairperson shall be consistent with those of a presiding officer as they pertain to the conduct of the Committee meetings and adherence to the general powers and duties, organization of Standing Committees, Committee charges and duties and procedures as set forth in this resolution.
(g) The Chairperson shall be responsible for monitoring the attendance of committee members and shall meet with any committee member who the Chairperson believes is negatively impacting the operation of the Standing Committee due to absences from committee meetings to discuss a plan to eliminate future absences. If following the meeting, the Chairperson does not believe the committee member will be able to attend the future meetings and will therefore continue to negatively impact the operation of the Standing Committee, the Chairperson may recommend that the City Council either remove the person from the Standing Committee or recommend that the Standing Committee vote to convert the person to Associate membership status on the Committee
(h) Each Standing Committee shall keep minutes of its meetings, which shall include its determinations, recommendations, attendance of members and an indication of who prepared the minutes. The minutes shall be reviewed by the City Manager who, in consultation with the City Council liaison to the particular committee, shall determine which items need to be agendized for a City Council meeting. The minutes shall also be public records.

Resolution 55-21 Page 6
Section 5. Code of Conduct for all Committee Members:
(a) Appointees on Committees are volunteers who desire to provide their time, service and expertise to the Town.
(b) Appointment to any Los Altos Hills Town Committee or Commission is contingent upon each prospective appointee’s acceptance of this Code of Conduct. (c) Appointees agree that their service is intended for the greater benefit of the Town and not for any private, commercial or personal interest. (d) Appointees will agree to:
1) Abide by the laws of the Federal, State or County and the Town’s regulations and ordinances and to follow the direction of legal authorities. 2) Accept and follow Town Council defined charters, objectives and requirements and to provide their service, advice and recommendations to the Council and, if approved by the Council, to others.
3) Not disclose confidential information that they may discover during their service unless legally authorized to do so.
a) Also, such confidential information shall not be used to advance the personal, financial or private interests of themselves or others. 4) Recuse themselves if or when a situation arises in which a member could be perceived to have a conflict of interest.
5) All discussions, decisions and votes must be made in public and shall follow the provisions of the Ralph M. Brown Open Meeting Act. Appointees shall also complete bi-annual Ethics and Brown Act training.
6) Keep official discussions within the body's charter. 7) Consider issues that come before the body by using an objective, responsible and equitable process.
8) Treat all persons in a courteous, dignified and professional manner. a) Confront Ideas and Issues --- but not People.
b) A Personal attack, in any form, by an appointee to any other person(s) is unacceptable behavior.
9) Use Town bestowed titles or positions only when conducting Town business, for information purposes or to qualify their background and expertise and not for personal gain or to promote ideas that their committee have not approved. 10) Reject any form of gifts or compensation from any entity or person for their service except when authorized by the Town Council. 11) Respect and follow established channels of communication with Town staff. 12) Use Town equipment, supplies, personnel or facilities for approved Town activities only.
a) Care should be exercised when requesting Town staff services. 13) Satisfy all participation requirements that the Town or the body may impose upon its members.
a) Respect others by being on time and properly prepared to conduct the body's business.

Resolution 55-21 Page 7
Section 6. Special Powers and Duties. Each Standing Committee shall be empowered and obligated as follows:
(a) Community Relations Committee.

(i) The membership of this Committee shall consist of a maximum of seven nine (79) members appointed whenever feasible from different geographical areas of the Town.
(ii) The charges to and duties of this Committee shall be:
a. to encourage communication and participation between residents and Town government, and study and identify means of assuring continued cooperation among different groups;
b. Conduct a coordinated program for welcoming new residents to the Town that may include mailing welcome and information packets, personal visitations, telephone calls, and/or invitations to a dedicated welcoming event or special recognition at any regular event(s);
c. Coordinate and sponsor regular Town events including an annual Town Picnic and other special events as the Committee may recommend.
d. Inform Los Altos Hills residents of community activities through written communication, articles and/or reports in “Our Town,” and/or other appropriate methods such as information tables at events.
e. to assist other Committees, in implementation of special projects; f. to actively seek interested volunteers to serve on Town committees and commissions.
g. to promote and preserve neighborhood public education in Los Altos Hills;
h. to support the Parks and Recreation Committee (as needed) in working with school officials to promote using school facilities for recreational/community activities for our residents;
i. to maintain a good relationship with public school districts serving the Town; to monitor their actions; and, to advocate on behalf of Los Altos Hills as appropriate; and,

Resolution 55-21 Page 8
j. to keep the City Council informed of public education matters of interest and to call for action as needed.
(b) EEmergency Communications Committee.
(i) The membership of this Committee shall consist of a minimum of five members and a maximum of twenty-five {25} members, all of whom are either licensed radio amateurs or individuals in training for said licensed status.
(ii) The charges to and duties of this Committee shall be:
a. Provide emergency radio communication services between the Los Altos Hills Emergency Operation Center (EOC) facility and:
1) The Santa Clara County Office of Emergency Services
(OES).
2) ECC-staffed operations located at any Town-operated
Incident Command (IC) location for the purposes of
communicating between the EOC and the Town IC.
3) Surrounding area municipal emergency communication
facilities, hospitals and emergency service groups such as the Red Cross, or other volunteer emergency response
agencies.

Communications will take place using federally-sanctioned amateur (HAM) radio operating frequencies in accordance with federally-mandated Amateur Radio operating
requirements and procedures and other radio services and frequencies a requested by the Town Director of emergency services.

Provide the Net Control Operator (NCO) function to serve amateur (HAM) radio operating frequencies in accordance with federally-mandated Amateur Radio operating
requirements and procedures and other radio services and frequencies as requested by the Town Director of
Emergency Services.

Provide the Net Control Operator (NCO) function to serve amateur radio operators throughout the Town and
surrounding areas for the purpose of EOC operations and, as needed, for support of Community Emergency Response

Resolution 55-21 Page 9
Team (CERT) Recon NCO operations.
b. Organize and implement periodic “simulated disaster” emergency communication drills and participate in similar drills organized by the Amateur Radio Emergency System (ARES) District Emergency Coordinator (DEC), the CERT organization serving the Town and appropriate others including the Disaster Council; and participate in weekly ARES communication readiness/training nets that exist in the area; c. Provide occasional non-emergency communication services for other Town sanctioned groups as requested when possible and practical; d. Develop and train according to Town requirements a group of amateur radio operators within the Town and surrounding areas who will be available in a time of need to assist the Committee in the performance of its duties;
e. Coordinate and periodically review activation, training, mutual aid, and operating procedures with appropriate other emergency groups and agencies in Santa Clara County and as requested by the Town Director of Emergency Services.
f. Maintain radio and related equipment that support EOC operations, update equipment and necessary by using volunteer time and skills, and management Town-budgeted acquisition of good and services g. Committee members should also be trained in the effective use of cell phone and other communications as necessary.
(c) EEnvironmental Design and Protection CommitteeU.
(i) The membership of this committee shall consist of a minimum of five {5} members and a maximum of eight {8} members including, whenever feasible, professionals in the fields of landscape design and construction, environmental science, and pollution control.
(ii) The charges to and duties of this Committee shall be:
a. to work for the beautification of the Town and the protection of its resources;
b. to assist staff in implementation of the Town landscape policy through recommendations at subdivision, site development, Planning Commission and City Council meetings, and through review and inspection of required plantings;

Resolution 55-21 Page 10
c. to study and make recommendations relating to landscaping and protection of public property, such as park lands, and treatment of riparian habitat and open space within the Town;
d. to identify nuisance problems and sources of pollution and recommend actions for abatement; and
e. to prepare educational materials for residents outlining Town ordinances and enforcement with regard to landscape design and protection of the environment.

When requested to make recommendations to staff on proposed new development including new homes, remodels, secondary dwellings, and auxiliary structures as to impact on site specific and the surrounding neighboring sites reviewed by the Site
Development Plans and Field visits. Such impacts would include topography, vegetation, drainage, lighting, skylights, riparian habitat and conservation easements.

To attend all Fast Track/Site Development meetings to support committee and staff recommendations.
(d) FFinance and Investment Committee.
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members. The Mayor and ViceMayor shall serve as non-voting Council liaisons. Members shall meet at least one of the following qualifications: {1} five years accounting and financial experience in a public corporation, municipal government or privately held business; {2} financial officer of a public corporation with five years’ experience; {3} investment officer of a F.D.I.C. member institution with five years’ experience; {4} money manager who specializes in corporate or government agency issues with a minimum of five years’ experience; or {5} five years’ experience in investment banking, venture capital and/or general management.
(ii) The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the City Council on financial and investment matters and operations related thereto;
b. to review five-year capital budgets and revenue projections and make recommendations to the City Council;
c. to review the annual budget and make recommendations to the City Council;

Resolution 55-21 Page 11
d. to review the annual audit and make recommendations to the City Council;
e. to advise the Council on change and selection of auditors; f. to study all fiscal issues and recommend possible improvements and economies;
g. to develop and recommend an investment Policy that protects to monitor investment performance and recommend changes as appropriate. All such recommendations shall be approved by the City Council. The City Manager shall execute any approved investment decisions.
h. to monitor pension and OPEB obligations and recommend appropriate mitigation and reserve policies.
(e) UParks and Recreation CommitteeU.
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of ten {10} members, including whenever feasible, residents who are parents of young children.
(ii) The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the Council on matters related to year-round recreational programs and activities, including, but not limited to, recreational programs and activities to serve children and adults; and
b. to develop new recreational programs and activities and study all recreational facilities available within the Town and make recommendations regarding their status, consistent with the General Plan.
(f) UPathways CommitteeU.
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members.
(ii) The charges to and duties of this Committee shall be:
a. to work for the preservation and enhancement of the pathways within the Town for the use and enjoyment of all residents; b. to review and recommend changes to the Master Path Plan and the

Resolution 55-21 Page 12
Bicycle Plan of the Town;
c. to make recommendations at subdivision, site development, Planning Commission and City Council meetings regarding pathway easements;
d. to meet regularly with the City Manager or the Manager’s designee to render advice on pathway activities, priorities, and necessary maintenance;
e. to communicate to residents the concepts and locations of paths and trails within the Town as approved by the City Council; f. to study and recommend ordinances and resolutions relating to acquisition, construction, maintenance and use of public trails and pathways;
g. to communicate Town policies and procedures regarding pathways if advised to do so by the City Council; and
h. to make recommendations to the City Council regarding both the maintenance and capital improvements budgets with regard to pathways.
(g) UOpen Space CommitteeU.
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members.
(ii) The charges to and duties of this Committee shall be:
a. to advise and assist the City Council, Planning Commission and staff in implementing the policies and goals of the General Plan, specifically with respect to acquisition and maintenance, and protection of voluntary conservation, open space easements and open space;
b. to make recommendations at subdivision, site development, Planning Commission and City Council meetings regarding the acquisition, maintenance and protection of conservation easements, open space easements and open space;
c. to advise and assist the work for the preservation, restoration and enhancement of the environment and natural resources within the Town;

Resolution 55-21 Page 13
d. to study and recommend ordinances and resolutions relating to acquisition, restoration, maintenance and use of conservation easements, open space easements and open space within the Town;
e. to communicate Town policies and procedures regarding conservation easements, open space easements, and open space following standard Town communication policies;
f. to provide educational material and informational forums and programs to the public regarding natural resources (e.g. wildlife, creeks, native plants and wildlife habitat) following standard Town communication policies; and
g. to develop relationships with other Town committees, neighboring municipalities and regional entities to collaborate on environmental issues following standard Town communication policies.
(h) UEnvironmental Initiatives Committee
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of eleven {11} members.
(ii) The charges to and duties of this Committee shall be:
a. to assist the Town in the development of and refinement of the Council’s Environmental Strategic Goals for Town-owned
property;
b. to recommend a set of initiatives that would lead to the progress and achievement of these goals; and
c. to review other environmental initiatives to be proposed to the City Council, subject to the appropriate hearings, that would affect other aspects of Town policy including residential development and Town infrastructure.
(i) Education Committee
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of eleven {11} members. Members shall be selected so as to ensure, to the extent possible, a representation of school districts serving the Town. The mission of the Education Committee shall be to preserve, support and promote public education opportunities for the residents of Los Altos Hills. (ii) The charges to and duties of this Committee shall be:

Resolution 55-21 Page 14
a. to promote and preserve neighborhood public education in Los
Altos Hills;
b. to promote attendance at public schools serving Los Altos Hills,
and to act as a resource of information for residents regarding choices in education; c. to monitor Los Altos Hills attendance at public and private schools
serving our residents;
d. to support the Parks and Recreation Committee (as needed) in
working with school officials to promote using school facilities for recreational/community activities for our residents;
e. to maintain a good relationship with public school districts serving
the Town; to monitor their actions; and, to advocate on behalf of Los Altos Hills as appropriate; and,
f. to keep the City Council informed of public education matters of interest and to call for action as needed.
(ji) UHistory Committee
(i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members. The mission of the Historical Committee shall be the preservation of the Los Altos Hills heritage.
(ii) The charges to and duties of this Committee shall be:
a. to implement policies that preserve the historic and cultural fabric of the Town;
b. to protect the historic and cultural resources from inappropriate destruction;
c. to preserve community input into the policy-making process; d. to research and document best practices and model preservation policies;

Resolution 55-21 Page 15
e. to organize and make available to the public the historic artifacts that have been preserved and to continue to collect historic artifacts for future generations.
(iii) Nothing in the aforementioned charges and duties shall be interpreted as authorizing the mandatory historic preservation of private residences or require property owners to submit their pending site development plans before the Committee. (kj) Public Art Committee
(i) The membership of this Committee shall consist of a minimum of five {5} and a maximum of nine {9} members appointed whenever feasible from different geographical areas of the Town.
(ii) The charges to and duties of this Committee shall be (in order):
a. Work with art consultants and/or others to find or create appropriate art for display.
b. Propose appropriate sites for the recommended art.
c. Identify any funds that may be required to acquire recommended works of art.
d. Then present applications for new art work(s), including siting recommendations, to the Council for approval. If approved, the Town shall, with the Committee’s support, acquire the proposed art work(s).
e. Work with the artist or consultant, Town and donor regarding installation, security and lighting.
f. Be available for problem solving of maintenance and other issues. g. Maintain a public resource for all installed and displayed works of art (including artist statements, description of the art, donor information, etc.).

Note: The Town is the only entity that can accept a donation of funds or any other item(s). The Public Art Committee cannot accept donations intended for Town usage (See Section 6(b)). (iii) The committee shall meet as necessary when called by the Chairperson.

Technology Committee

Resolution 55-21 Page 16
The membership of this Committee shall consist of a minimum of five {5} members and a maximum of seven {7} members.

The charges to and duties of this Committee shall be:
 Advise the Council and staff on policies, initiatives, and practices related to innovation and technology that could enhance services to the public and increase efficiencies  Assist staff in evaluating emerging trends and technologies, and make recommendations for implementing new systems and improving existing services  Provide policy guidance on the implementation of "Smart City" policies focusing on areas such as cyber security, promoting digital inclusion, improving mobility, enhancing public safety, and developing communication tools
 Assist with following legislative developments, funding opportunities, and evaluating agreements and proposals
Section 6. Procedures.
(a) Committees are cautioned to limit expenditures from the personal funds of the members without prior approval by the Town.
(b) Committees may not enter into contracts or agreements on behalf of the Town. (c) Any correspondence involving the use of Town letterhead must first be approved by the City Council before distribution. Any outside correspondence (excluding intra-town memos) should be submitted in draft to the City Clerk.
(d) All press releases and announcements relating to the Town or Town-sponsored events are to be pre-approved by the City Council. Sufficient time should be allowed to obtain necessary approvals or make necessary changes.
(e) Itemized budgets must be submitted in advance for projects involving a group or series of purchases.
(f) Vendors for purchases shall be those which are identified and approved by the Town.
(g) Funds which are budgeted for a specific use must still be approved prior to expenditure.
(h) Written bids may be submitted for consideration by the Town. In this case, three or more bids are required.
(i) Any new programs, projects, or expenditures beyond what has previously been approved by the City Council shall first be submitted to vote by the Standing Committee. The recommendation and supporting minutes shall then be forwarded to the City Council for consideration prior to any obligations being made.

Resolution 55-21 Page 17
(j) Priorities and deadlines are set by the City Council and can be changed only by the City Council.

Section 7. Communications.

All standing committees of the City Council are subject to the following principles and guidelines, unless specifically given other guidance by vote of the Council:
(a) Committees do not have the authority to speak for the Town. Neither Committees as a whole, nor an individual committee member shall act or speak for the Town unless authorized to do so by the City Council. Committees should not seek to negotiate or conclude agreements with other organizations. Only the Council or Town Staff may do so. (b) When speaking with the press or other organizations, committee members should refrain from communication that would lead the recipient of such communications to understand or reasonably believe that they are speaking on behalf of the Town.

Section 8. Repeals. This Resolution hereby repeals and supersedes all previous resolutions regarding standing committees, including, without limitation, Resolution No. 86-18.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19th day of August 2021 by the following vote:

AYES: Tankha, Tyson, Mok, Schmidt, Swan
NOES: None
ABSTAIN: None
ABSENT: None
BY: _______________________________
Kavita Tankha, Mayor
ATTEST:
______________________________
Deborah Padovan, City Clerk

TOWN OF LOS ALTOS HILLS January 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING TOWN HALL IMPROVEMENTS OF

FURNITURE PURCHASE AND EXISTING SPACE

RECONFIGURATION AND DESIGN BUILD RFP FOR TOWN HALL
PHASE 2
FROM: Oscar D. Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

1. Complete space reutilization upgrades to better utilize the existing spaces to provide better work areas to comply with COVID 19 separation requirements.

2. Authorize staff to issue and advertise a Request for Proposal (RFP) for Design Build project to complete the Town Hall Phase 2 project.

BACKGROUND:

The Town Hall Addition Project was initiated by the City Council in 2018 with the purpose of addressing a shortage of employee office space and limited on-site meeting and classroom facilities. Multiple public meetings before the Planning Commission and City Council were held in 2018 and 2019 to review design alternatives, and to select the size, scope and design for the project. After receiving input from the public, the Planning Commission and City Council, the conceptual design was finalized to include the conversion of the open patio behind the Council Chambers into a new conference/meeting room (Phase 1), demolition of the 880 square-foot Parks and Recreation building and two large redwood trees, and an addition of 1,960 square feet on the south end of Town Hall with a flexible office/meeting space and additional employee offices, a copy room and a breakroom (Phase 2).

On September 26, 2019, the Planning Commission reviewed the finalized conceptual design for the Town Hall Addition and forwarded a recommendation for approval to the City Council. On November 20, 2019, the City Council approved the Conditional Use Permit Modification and a Site Development Permit for the Town Hall Addition Project.

The Council also directed staff to move forward with preparation of construction drawings and other steps necessary to have the project ready for construction bidding in 2020.

In March 2021 a contract for Phase 1 was awarded and construction will be complete in February 2022. As an interim measure to meet space separation requirements, the conference room space will temporarily be used as office space. This will allow for the relocation of finance personnel from their current cubicles and offices and expedite the space reconfiguration and furniture upgrades to the planning, engineering, and finance areas.

AGENDA ITEM #5.B

Town Hall Improvements
January 20, 2022

In June of 2021, the Town hired an outside engineering consultant to complete a structural assessment of the Parks and Recreation Building. The report identified that the structure was built according to the 1961 and 1967 Uniform Building Codes and does not comply with current seismic requirements as identified in the 2019 California Building Code. The building also utilizes a separate electrical service panel which cannot be upgraded to supply additional electric vehicle charging stations which are now required at the ADA parking spaces. To supply the needed power, the Town needs to upgrade the existing electrical panel capacity in the main town hall building and run conduit out to a sub-panel by the existing ADA spaces. The Town Hall panel upgrade has already been approved by the City Council. Additionally, this existing space is more susceptible to temperature fluctuations due to the deficiencies in its current construction and design and the existing floor layout cannot be effectively used as offices or a conference room resulting in a less then optimal working area for either. In summary this space has been a sub-optimum place holder until the Town builds a more permanent office space. Eventually the Town will need to upgrade the space.

DISCUSSION:

With Phase 1 substantially complete, the next step is to start the furniture upgrades and space reconfiguration in the existing Town Hall offices. In order to make better use of existing floor area, staff has developed a plan to add additional workstations in the existing copy/print room .by relocating the copy room to an existing office space adjacent to the City Clerk that is currently used by Finance., The plan also includes a reconfiguration of the cubicle area by upgrading the modular furniture and cubicle walls to provide better separation of staff and improved ergonomic workstations. These reconfigurations will also result in an additional 3 workstations.

Once those modifications are completed, construction of Phase 2 can commence. The Phase 2 conceptual design has been completed, and the next step is to prepare the building permit plans and develop a strategy to complete the project.

Given the unpredictable construction trends it is difficult to anticipate the actual cost of the addition. One method that will allow for some flexibility in the scope is choosing a Design Build strategy (DB) to complete the project. There are many benefits with DB projects including:
• Greater flexibility in the contract award process.
• A single point of accountability (eliminates finger-pointing between designer and contractor).
• Higher quality construction work.
• Fewer change orders.
• Fewer claims.
• Faster project completion.
• Lower project cost.
• Greater cost certainty.
• More opportunity for innovation.

Town Hall Improvements
January 20, 2022

FISCAL IMPACT:

Preliminary cost estimates are:

Furniture purchase and space reconfiguration:
$250,000 New furniture, and minor space reconfiguration to replace existing cubicles, replace carpet, upgrade
conference rooms, move copy room and make minor
office upgrades to the recreation building to create an additional office. (Eligible for ARPA Funds)
$250,000 Panel Upgrade as part of the Building Battery
Backup System. This was also to supply panel
capacity for additional EV Chargers for ADA and
staff use per CAP. (Eligible for ARPA Funds)
$500,000 Total
Phase 2
$300,000 to $350,000 Phase 2 – Site and grading improvements for the addition and driveway turn-around are around.

Some of this is required for the addition of the
approved Artwork at the round-about.
$1.75M to $2.75M Phase 2 – Demolition of the Parks and Recreation building and two large redwood trees, and addition
of ±1,960 square feet of floor area at the south end of Town Hall.
$250,000 (PAID) Preliminary Architectural design prepared by Noll and Tam Architects provided in July 2019
$12,000 (PAID) Structural Assessment of Park and Recreation Building from CSG from June 2021
$300,000 to $400,00 Design and specifications
$2.35M to $3.50M Total Design Build Project (excludes FF&E) $262,000 (PAID) Total invested (not fully inclusive, there are other costs like geotechnical work, site investigation,
and staff time not included in this total)

Town Hall Improvements
January 20, 2022

The actual costs to complete the work will be determined as bids are received and selected.

The budget allocation of $3,500,000 will come from the previously budgeted amounts for the project, and the new
Budget allocations to cover the costs to construct Phase 2 will be addressed as part of the Town’s FY22-23 Annual Budget.

The preliminary design completed by Noll and Tam anticipated additional office space for members of the Los Altos Hills Fire District. It was anticipated that this space would be potentially leased to the District but at this time it is too early to calculate what that lease might yield. However, the convenience and operational efficiency of having the District offices adjacent to Town Hall would be a benefit to the Town.

For cost comparison, the contract for Phase 1 had construction costs of approximately $1,000 per square foot. This did not include any earthwork, tree removal, foundation costs, or the construction of a new roof. In March 2021, Noll and Tam and their cost estimator anticipated construction costs for just the shell of the structure would be between $750 to $800 per square foot. This does not include demolition or tree removal. Based on increased construction costs over the past year and the added cost for building demolition and tree removal it is estimated that the overall construction cost per square foot for the addition would be $900 to $1,400 per square foot. The $2.35 to $3.5 million estimate provided above is in line with these figures.

ENVIRONMENTAL CLEARANCE (CEQA):

The project is Categorically Exempt per Section 15301(e) of the California Environmental Quality Act since it is an addition to an existing structure that is less than 10,000 square feet, all public services are available and adequate to serve the use, and the project is not located in an environmentally sensitive area.

ALTERNATIVES FOR CITY COUNCIL:

1. Approve resolution to include the furniture purchase, space reconfiguration and Design RFP for Town Hall Phase 2.

2. Approve the furniture purchase and space reconfiguration only.

3. Approve the Design RFP for Town Hall Phase 2 only.

ATTACHMENTS:

1. Resolution

2. Building and Structural assessment report prepared by CSG

Town Hall Improvements
January 20, 2022

RESOLUTION -

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS APPROVING TOWN HALL IMPROVEMENTS

OF FURNITURE PURCHASE AND EXISTING SPACE RECONFIGURATION AND DESIGN BUILD RFP FOR TOWN HALL PHASE 2
WHEREAS, in 2018 the town identified deficiencies in employee office space and on-site meeting and classroom facilities and invested in the development of the addition project to address this space requirements needs; and
WHEREAS, the parks and recreation facility is over 60 years old, is inefficient, and does not meet current codes; and
WHEREAS, current furniture is inadequate to meet ergonomic standards, or allow for better configuration to meet COVID 19 requirements.

WHEREAS, the Public Works Director recommends that the City Council authorize staff to complete town improvements including, the purchase of new furniture, reconfiguration of spaces and advertise a design build RFP for town hall phase 2.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:

1. The purchase of new furniture and minor reconfiguration of the copy room and parks and recreation described in the City Council Agenda for this Resolution is hereby approved.

2. Advertisement of a design build RFP for the town hall phase 2 is hereby approved.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20th day of January 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
George K. Tyson, Mayor
ATTEST:
______________________________
Deborah L. Padovan, City Clerk
Attachment 1

Town Hall Improvements
January 20, 2022

RESOLUTION -

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS APPROVING OF FURNITURE PURCHASE

AND EXISTING SPACE RECONFIGURATION
WHEREAS, in 2018 the town identified deficiencies in employee office space and on-site meeting and classroom facilities and invested in the development of the addition project to address this space requirements needs; and
WHEREAS, the parks and recreation facility is over 60 years old, is inefficient, and does not meet current codes; and
WHEREAS, current furniture is inadequate to meet ergonomic standards, or allow for better configuration to meet COVID 19 requirements.

WHEREAS, the Public Works Director recommends that the City Council authorize staff to complete town improvements including, the purchase of new furniture, reconfiguration of spaces and advertise a design build RFP for town hall phase 2.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:

1. The purchase of new furniture and minor reconfiguration of the copy room and parks and recreation described in the City Council Agenda for this Resolution is hereby approved.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20th day of January 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
George K. Tyson, Mayor
ATTEST:
______________________________
Deborah L. Padovan, City Clerk

Town Hall Improvements
January 20, 2022

RESOLUTION -

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS APPROVING THE DESIGN BUILD RFP FOR TOWN HALL PHASE 2
WHEREAS, in 2018 the town identified deficiencies in employee office space and on-site meeting and classroom facilities and invested in the development of the addition project to address this space requirements needs; and
WHEREAS, the parks and recreation facility is over 60 years old, is inefficient, and does not meet current codes; and
WHEREAS, current furniture is inadequate to meet ergonomic standards, or allow for better configuration to meet COVID 19 requirements.

WHEREAS, the Public Works Director recommends that the City Council authorize staff to complete town improvements including, the purchase of new furniture, reconfiguration of spaces and advertise a design build RFP for town hall phase 2.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:

1. Advertisement of a design build RFP for the town hall phase 2 is hereby approved.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20th day of January 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
George K. Tyson, Mayor
ATTEST:
______________________________
Deborah L. Padovan, City Clerk

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
1 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE June 4, 2021
Zach Dahl
Planning and Building Director Town of Los Altos Hills
26379 Fremont Road Los Altos Hills, CA 94022
Re: Building and Structural Assessment of the Parks and Recreation Office Building at 26379 Fremont Road and the concession and restroom building at Purissima Park CSG Engineers is pleased to present to the City of Clos Altos Hills our engineering service to provide structural assessment of two existing Town-owned buildings: the concession and restroom building at Purissima Park and the Parks and Recreation Office Building located adjacent to the City Hall. The buildings were built in the 1960s.

SCOPE OF WORK
The project scope involves providing a structural assessment of two existing Townowned buildings: the concession and restroom building at Purissima Park at 27500 Purissima Road and the Parks and Recreation Building at 26379 Fremont Road. The buildings were constructed in the 1960s. The scope of work for each building will be as follows:
• Review available existing drawings as well as codes and standards in effect at the time of construction,
• Perform site visit to observe and document existing conditions without performing destructive testing,
• Analyze field data and develop a report,
• Present a report and address questions regarding findings.

PROJECT OBJECTIVE
The main objective of this study is to provide an assessment of the structural integrity and suitability for continuing use or of any need for any immediate remedial action.

PROJECT SITES
the first building is the concession and restroom building at Purissima Park located at 27500 Purissima Road. The second building is the Parks and Recreation Office Building located at 26379 Fremont Road. The buildings were constructed in the 1960s.

Attachment 2

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
2 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

SUMMARY OF FINDINGS
The concession and restroom building at Purissima Park and the Parks and Recreation Office Building based on visual field observation are assessed to have structural integrity and suitability for continuing use or of any need for any immediate remedial action.

EXECUTION OF PER THE SCOPE OF THE PROJECT
Review available existing drawings as well as codes and standards in effect at the time of construction:

For the concession and rest room Purissima Park Building, two drawings were obtained and studied. Drawing 1 is a site plan. Drawing 2 shows has a Foundation Plan, Floor Plan, building sections and elevations. The Building was designed by Alexander C.

Prentice and Company of Palo Alto, California, Job Number 68467 and are dated June 27, 1968. The applicable building code for this building was probably UBC 1967.

For the Parks and Recreation Building, 7 drawings were obtained. Drawing B1 is a plot plan. Drawing B2 has a Foundation Plan, Floor Plan, Roof Plan, a Building Section and four elevations, Drawing B3 has a building cross section and interior wall elevations.

Drawing 1 is P.M.E (Plumbing, Mechanical and Electrical). Drawings B1, B2 and B3 contained various tables and schedules. The building was also designed by Alexander C. Prentice and Company of Palo Alto, California. The drawings are dated March 1962.

The applicable building code for this building was probably UBC 1961.

Notes on codes and standards in effect at the time of construction and current codes and standards:

In 1968 at the building code current and standards current at the time of construction of the concession and rest room Purissima Park Building, was probably the 1967 Uniform Building Code.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
3 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE For masonry construction, chapter 24 would apply to wood light frame construction, chapter 25 section 2515 would apply and for roof construction and covering chapter 32 would apply.

In 1962, at the time of construction of the Parks and Recreation Building, the code and standards current at the time was probably the 1961 Uniform Building Code.

The building code current as of May 2021 is the 2019 CBC (California Building Code) with the NDS 2018 standards for wood construction and the ASCE7-16 structural design standards. Comparing with the building code requirements by UBC 1961 and UBC 1967, the current code and standards have incorporated many provisions that are different and more stringent. However, keeping the context of small one-story light frame wood construction with lightly reinforced concrete masonry bearing wall/shear wall buildings designed by a licensed professional architect or engineer, and based on field observation, it is estimated that both these buildings have structural integrity and suitability for continuing use.

Perform site visit to observe and document existing conditions without performing destructive testing:

On Friday May 14 a site visit was made to the concession and rest room Purissima Park Building and after, to the Parks and Recreation Building at City Hall.

Observation of the concession and rest room Purissima Park Building:

Per existing drawings, this building is one story, approximately 16’ wide by 40’ long and 8-foot floor to ceiling height with concrete masonry walls and wood framed roof. The exterior and interior of the building were observed. On the outside, the first-floor concrete slab is almost level with the surrounding ground level. There was no perceptible slope to drain away from the top of slab and foundation. This condition does not appear to affect the building function or its structural integrity. The exterior concrete block walls appear to be in good condition except for the west side that has a very minor hairline crack that is almost vertical indicating that it was due to shrinkage.

It does not appear to be unsightly or to affect the building structural integrity. The roof eve has solid blockings between roof rafters that are connected to the roof sheathing and the wall top plate. The connection appears to be in original condition.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE On the inside, the roof framing exposes a roof framing consisting of opposing 2x6 roof raters with a 1x ridge board and a 1x6 collar tie spaced at 48 inches on centers. This appears to be a conventional roof framing system that is still allowed by current 2019 CBC Chapter 23: wood construction. The roofing appears to be in functioning form.

Observation of the Parks and Recreation Office Building:

Per existing drawings, this building is one story, approximately 24’ wide by x 36’ long and 8-foot floor to ceiling height with wood 1x tongue and groove vertical board. The first floor is on a raised floor supported by column piers spaced at 4’-0” on centers and sheathed with 2x5 tongue and groove wood subfloor and continuous concrete wall footings. The exterior and interior of the building were observed. On the outside, the first-floor foundation sill is in some areas is only a few inches above the surrounding ground that is topped with crushed rock. This condition is not adequate for required wood earth separation. Per the applicable code at the time of construction it was required to be at least 6 inches minimum. Currently this would require to be 8 inches minimum. Proper drainage away from the foundation and adequate wood earth separation should be implemented to improve on the durability and structural integrity of the building. However, this condition does not appear to affect the building function or its structural integrity but only the durability of the building.

The exterior wood sheathing/siding appears to be in good condition. The paint appears to be relatively new. The roof eve has solid blockings between roof rafters that are connected to the roof sheathing and the wall top plate. The connection appears to be in original condition.

On the inside, the roof framing consists of field or shop manufactured trusses spaced at 24 inches on centers. The roofing is originally sheathed with 1x4 at 7 inches on centers skipped sheathing and roofed with cedar shakes. On the projecting or overhang portion of the roof, solid plywood sheathing is used. The roof eve has solid blockings between trusses and are connected to the roof sheathing and the wall top plate. The connection of the solid blockings appears to be in original condition and the current roof appears to be in functioning form.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE Analyze field data and develop a report.

The field data collected are obtained from the following observations:

1. On the exterior the surroundings of each building, observed the drainage away from building foundation, any damage on exterior walls, eves and roofs.

2. Condition of wood decay or damage within six inches of the base or wood earth separation for water and termite damage.

3. Condition of the masonry walls for cracks that are significantly wide and have vertical offsets.

4. Condition of the 1x tongue and groove wood vertical siding for horizontal gap, separations, splits/cracks at nails.

5. The Parks and Recreation Office Building does not have a complete roof solid sheathing to form a diaphragm.

6. Openings in exterior walls such as windows and door openings in exterior (shear) walls for horizontal continuity between opening and solid portions of the walls, to estimate solid shear walls left.

7. Condition of connections between solid blockings between raters to the roof and the wall top plate below, for shear transfer from the roof diaphragm to the shear walls below.

8. Condition of the roof and roofing

9. Observed in the interior the roof ceiling framing for sags, splits in wood rafters and stress in connections between wood collar ties and rafters.

10.Observed hanging objects and storage cabinets, for signs of loose materials and objects that may come loose and fall on occupants during earthquakes.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

RESULTS OF VISUAL OBSERVATION FROM DATA COLLECTED AS STATED ABOVE:

Among the findings through field observations are:

1. There are signs of potential long-term damage due to improper drainage and clearance from dirt and leaves.

2. There is potential damage due to exposure to water.

3. The vertical crack in the masonry wall does not appear to be structural significant.

4. The use of tongue and groove vertical siding as a shear sheathing material is not allowed by the current code but has some structural value that could be found using ASCE 41.

5. The Parks and Recreation Office Building does not have a complete roof solid sheathing to form a diaphragm. However, convention construction provisions of the code may be used to justify the existing condition.

6. Openings in exterior walls such as windows and door openings in the south wall of the Parks and Recreation Office Building appears to be excessive. This requires analysis and structural calculations by a licensed civil or structural engineer.

7. Condition of connections between solid blockings between raters to the roof and the wall top plate below, for shear transfer from the roof diaphragm to the shear walls below appears to be sound.

8. Condition of the roof and roofing appears to be normal.

9. On the interior of both buildings, the roof ceiling framing appears to be normal.

10.In the concession and bathroom Purissima Park Building, hanging objects and storage cabinets more than 5 feet 9 inches may be present. All hanging or stored objects that may become loose during an earthquake must be removed or secured.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE RECOMMENDATIONS:

Recommendations are for consideration of two actions to take such as: Option 1:Taking no action now and Option 2: Taking action now.

Option1: Taking no action now:

There are no obvious signs of structural deficiencies observed. Through tests of time, these two buildings have experienced many earthquakes such as the Morgan Hill earthquake of 1985 and the Loma Prieta of 1989 and have continued to function without any structural damage and interruption of use. Both buildings can be assumed to structural integrity and to continue to be used for the current use or occupancy.

However, it is recommended that building maintenance is recommended for both inside and outside is recommended.

Option 2: Taking action now:

The buildings were designed using the provisions of the 1961 and 1967 Uniform Building Code. The roof framing and lateral load resisting system for wind and earthquake forces were likely to be designed using conventional construction method in contrast to the more up to date and rational rigorous engineering incorporated in the current 2019 California Building Code and its adopted technical references. If the City desires to fully or partially seismically upgrade the two buildings to bring them up to full or partial compliance with current standards, then it is recommended that a California licensed professional architect and/or civil or structural engineer be hired to analyze and design to upgrade both buildings.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

SUMMARY AND CONCLUSION
The concession and restroom building at Purissima Park and the Parks and the Recreation Office Building based on visual field observation are assessed to have structural integrity and suitability for continuing use or of any need for any immediate remedial action. However, it is recommended that building maintenance work be implemented to protect the buildings from potential wood decay due to inadequate wood to earth separation and damage due to water intrusion caused by poor drainage around the building. Inside the building, all hanging objects and storage items including cabinets and shelving be secure against potential hazards of falling and tipping over. The assessment made for these two buildings is for structural integrity for suitability of continuing the same use only. No assessment of the nonstructural disciplines such as electrical, mechanical, plumbing, energy conservation, fire safety or accessibility is made or required to be made.

REFERENCE INFORMATION:

Reference information is provided in the following attachments:

ATTACHMENT A: PHOTOS OF THE CONCESSION AND BATHROOM PURISSIMA

BUILDING
ATTACHMENT B: PHOTOS OF THE PARKS AND RECREATION OFFICE BUILDING ATTACHMENT C: AS-BUILT DRAWINGS FOR THE CONCESSION AND BATHROOM

PURISSIMA BUILDING
ATTACHMENT D: AS-BUILT DARWINGS FOR THE PARKS AND RECREATION OFFICE

BUILDING

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE ATTACHMENT A:

PHOTOS OF THE CONCESSION AND
BATHROOM PURISSIMA BUILDING.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
12 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
13 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
15 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
16 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
17 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
18 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
20 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE ATTACHMENT B:

PHOTOS OF THE PARKS AND
RECREATION OFFICE BUILDING.

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
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FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
23 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
24 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
25 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
26 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
27 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
28 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
29 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
30 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
31 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
32 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
33 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
34 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE

550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
35 | P a g e
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE