Los Altos Hills City Council
August 18, 2022

BUILDING INSPECTOR/

SENIOR BUILDING INSPECTOR/
BUILDING OFFICIAL 3 Rev. 03/2022
(Position Description, cont.)
recoverable
• Prepares Staff Reports and Division Strategies for budget development • Assists with development of annual Building Department Budget. • May manage building staff under the direction of the Planning and Building Director Abilities:

Building Inspector and Senior Building Inspector:
• Extensive familiarity with adopted California Building Code; and ability to apply knowledge in field and with plan checks.
• Ability to make sound decisions in a manner consistent with the essential job functions, including the ability to accurately interpret and administer applicable codes and policies. • Ability to communicate effectively and tactfully, both verbally and in writing. • Ability to interact extensively with the public, in the field, at the counter, and on the telephone.
• Ability to operate independently in conducting field inspections, and to spend up to 80% of work hours at project sites, generally in a standing position. • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include walking or standing for extended periods of time, lifting up to 25 pounds, climbing ladders, operating assigned equipment and vehicles, and sustain exposure to noise, dust, and other potential outdoor hazards. • General knowledge of municipal code and planning and engineering requirements as they would apply to the built environment.
• Ability to establish and maintain effective working relationships with staff, Town officials, and the general public.
• Ability to operate a personal computer, including word processing and database software, and other office equipment, including copy and fax machines and telephone equipment. • Perform related duties as assigned.
• Deputy Building Official/Plan Examiner and Building Official:

In addition to abilities identified under Senior Building Inspector:
• Ability to perform complex analysis and summarize and communicate complex codes to

BUILDING INSPECTOR/

SENIOR BUILDING INSPECTOR/
BUILDING OFFICIAL 4 Rev. 03/2022
(Position Description, cont.)
decision makers
• Ability to prepare and propose changes to Town building codes based on best practices and State and Federal regulations
Qualifications:

Building Inspector:
• Residential Building Inspection Certification by the International Code Council (ICC) at time of hire.
• Two years of experience in any combination of plan checking, building code enforcement, inspection of varied residential facilities, and construction. • Three years of experience in the building construction field as a journey level plumber, electrician, carpenter or related craftsperson.
• High School diploma or equivalent.

Senior Building Inspector:

In addition to qualifications listed above for the Building Inspector:
• Must have an ICC certification as a Plans Examiner (plumbing, electrical, mechanical, building) at time of hire.
• Graduation from an accredited four-year college or university, with major course work in engineering, architecture, or related field, desired (or equivalent years of experience in a related field)
• Combination Certification by the International Code Council (ICC) (plumbing, electrical, mechanical, building) at time of hire.
• Two years of experience in a combination of plan checking, building code enforcement, and inspection of varied residential facilities.
• Experience with California Building Code, highly desired. • Experience in positions requiring substantial contact and interaction with the public. • Possession of a valid California Class C driver’s license and clean driving record.

Deputy Building Official/Plan Examiner:

In addition to qualifications identified under Senior Building Inspector:
• Must have an ICC certification as a Plans Examiner) (plumbing, electrical, mechanical, building) at time of hire.
• Achieve Building Official Certification through ICC within one-year of hiring date.

BUILDING INSPECTOR/

SENIOR BUILDING INSPECTOR/
BUILDING OFFICIAL 5 Rev. 03/2022
(Position Description, cont.)
Building Official:

In addition to qualifications identified under Senior Building Inspector and Deputy Building Official/Plan Examiner:
• Building Official must have a valid and active Building Official Certification through ICC at time of hire.

COMMUITY SERVICES MANAGER
Reports To: City Manager FLSA: Exempt
Supervises: Parks and Recreation Specialist
I. DESCRIPTION
Under the general direction of the City Manager, this position performs a wide variety of assignments including the development, promotion and management of Town community events. This individual shall coordinate assigned activities with other divisions, outside agencies, volunteers, contract staff, and the general public. In addition, the Community Services Supervisor will be responsible for the daily operation and implementation of all aspects of the Town’s recreation programs and facilities. This position will also serve as staff liaison to Town committees that arrange community events and programs. The Community Services Supervisor will perform a variety of special projects as assigned by the City Manager
II. EXAMPLES OF DUTIES
• Plan, schedule, promote, implement, evaluate and supervise a variety of programs and services which may include youth, teens, seniors, special populations, special events, and performing arts.
• Recommend changes in staffing levels, program objectives, policies and procedures to assure maximum effectiveness and efficiency.
• Study and is familiar with department policies and City Personnel Regulations; is able to assess such information and make recommendations where necessary. . • Partner with Director of Human Resources on policy and employee related matters. • Prepare and administer department budget. Implementation of department goals and objectives.
• Recruit, train, schedule, and supervise full-time and part-time/temporary/seasonal employees.
• Monitor staff performance to ensure services and activities are delivered at the highest level possible.

Conduct oneself in a leadership capacity and mentor to staff.. • Prepare high-quality reports concerning new or ongoing programs and program effectiveness; maintain records; maintain and file various reports; prepare statical reports as required.
• Prepare performance thoughtful and constructive performance appraisals. Prepare documentation when necessary to improve performance.

Attachment 4

• Develop and manage publicity and promotional materials; prepare and distribute marketing materials including press releases, brochures, flyers, banners and event schedules.
• Tour programs and events and provide feedback to employees as necessary. • Serve as a liaison between the Town and other public and private agencies, citizen groups, and/or professional organizations.
• Conduct regular meetings with staff to communicate work assignments and keep staff apprised of pertinent department information and topics. • Build and maintain positive working relationships with co-workers, partnering agency employees, volunteers, committee members, and members of the public. • Respond to requests and inquiries from the general public; provide information regarding recreation programs and facilities.
• Order supplies and equipment related program materials and maintain inventory control.
• Prepare high quality reports and present clear reports to Committees, Commissions, and City Council.
• Assist in pursuing additional resources for programs through gran applications, solicitation of donations and other fund-raising activities. • Conduct and attend a variety of training seminars, staff meetings, clinics, and community meetings.
• May assist in planning, organizing, developing, and scheduling the community facilities.
• Performs duties of a disaster services worker in even of an emergency. Performs related duties as assigned.
• Gather and compile routine, statistical information and create narratives in order to assist in preparing reports.
• May provide clerical support, program registration, answer telephones, and maintain correspondence with other divisions or agencies.
• Perform other duties as may be required.

Depending upon assignment, duties may include, but are not limited to, the following:
• Coordinate recreation program activities including youth and adult enrichment classes, seasonal special events, and summer sports and camps.

• Monitor, analyze and evaluate current recreation programs and camps and recommend modifications and changes as needed; preform budget analysis and preparation.
• Assist in the hiring of instructors, assistants and coordinate volunteers.
• Monitor contracts with Parks & Recreation insstructors and vendors.
• Assist in the development of new programs in coordination with the Town’s Park Recreation Committee and other Town staff members.
• Assist in the development of new programs in coordination with the Town’s Park and Recreation Committee and other Town staff members.
• Process program applications, generate rosters, and notify participants of class and schedule changes.
• Coordinate Town sponsored event including event oversight and outreach to local schools, businesses and residents to increase community involvement.
• Develop and manage publicity and promotional materials; prepare and distribute marketing materials, including press releases, brochures, flyers, banners and event schedules.

Public contact includes answering general inquires from residents and program applicants; coordinating volunteers and maintaining the Recreation Programs Hotline. assist with requests for program or event information and registration.

Schedule usage of Town facilities for recreation programs; provide assistance and information to facility users.
• Coordinate the parks and recreation risk management program including regular playground and facility safety inspections and reports. • Support Westwind Community Barn maintenance and operations. • Serve as staff liaison to the Town’s Park and Recreation Committee, Community Relations Committee, Joint Senior Commission, and Youth Commission. • Serve as the staff liaison to various Ad-Hoc Committees when required or requested. • Manage the Town’s corporate profiles on social media sites such as Facebook, Twitter, etc.; Establish and maintain relationships with local print and electronic media sources.Identify and coordinate opportunities to share resources with other governmental and/or non-profit agencies.

• Draft policies that help streamline and clarify staff, volunteer, committee, and stakeholders roles and responsibilities as well as process and procedure when handling a task, event, or activity.
• Develop and train direct reports in an effort to leverage strengths and addresses areas of improvement to prepare for future promotional and/or upleveling opportunities or stretch activities.
• Attend and participate in professional group meetings, stay abreast of new trends and innovations relevant to the assigned programs.
• Assist in internal and external communications such as newsletters and weekly reports to help inform the Council, staff, and community on Town activity and advancements. • Respond to and resolve disputes between, clients, vendors, volunteers, partnering agencies, and staff as needed.
•
• Independently manage other special projects as assigned by the City Manager.

III. QUALIFICATIONS
Ability to and knowledge of:
• Design, develop, and implement recreation programs suited to the needs of the community.
• Analyze, interpret, and explain department policies and procedures. • Supervised, train, and evaluate full and par-time staff, including volunteers. • Present reports to Commissions and City Council.
• Possess leadership skills and enthusiasm for community based recreational programs and activities.
• Demonstrate superior organizational and planning skills. • Exhibit a high level of self-motivation.
• Strong sense of time management.
• Work independently and as part of a team.
• Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with the public, volunteer committees, outside professionals and other employees.
• Administer and monitor budgets.

Education/experience
Bachelor’s Degree from an accredited college or university and a minimum of 2 years of experience in professional, organized recreational work. A degree in Parks and Recreation or a related field is desirable. At least 4+ years of recent and responsible experience as a supervisor in the area of public recreation, including significant and

progressive leadership responsibilities.

License/Certificate
Valid Class C California Drivers License. Possession of or ability to obtain the following certifications may be required depending on assignment: CPR for the Professional Rescuer, Automatic External Defibrillator, Personal Emergency Preparedness (PEP), Community Emergency Response Team (CERT).

Physical demands
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the Town, and have availability to work off-hours shifts or events as required; strength to lift and carry materials weighing to 40 pounds; mobility to lead groups in activities involving steep or rough terrain; ability to work outdoors in a variety of weather and temperature conditions; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

Town of Los Altos Hills
Job Class Specifications
Reports To: City Manager
Supervises: Non-supervisory

MANAGEMENT ANALYST II
FLSA: NoneExempt
I. JOB SUMMARY
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. Under Administrative direction of the City Manager, Director of Public Works, Director of Planning, or other Senior Level Manager, performs a wide variety of professional, administrative, analytical and management support within assigned program areas; develops, implements, and administers assigned program responsibilities, including budget preparation, financial management and grant coordination; conducts research; performs other related duties as assigned.

II.I. SUPERVISION RECEIVED AND EXERCISED
Reports to the City Manager but may receive supervision from the Director of Public Works, Director of Planning, or other Senior Level Manager.

MMay exercise technical and functional supervision over technical and office support staff.

II. ESSENTIAL DUTIES
III.

Essential and other important responsibilities may include, but are not limited to, the following:
• Performs the more complex work assigned, such as a technical expert in multiple disciplinary and programmatic areas and/or managing complex, politically sensitive, and/or Town-wide projects programs, and initiatives that requires a high level of expertise in support of management and City Council priorities and directives. aA wide variety of professional level Formatted: Different first page header
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Attachment 5

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
2 research, administrative, and analytical duties in support of assigned functions, operations, department, and/or division; performs duties in support of various administrative operations and activities within assigned area of responsibility including special projects, research studies, budget analysis and other specialized functions. .

Ability to develop and implement goals, objectives, and priorities for assigned functions or programs; implements resulting policies and procedures; creates and modifies policy and procedural manuals and guidelines. 
 Coordinates and performs professional-level administrative and programmatic work in such areas as public information, community outreach, contract administration, legislative analysis, and/or information technology; conducts assessments and monitors program performance by researching and analyzing operational, fiscal, and technical data and impact to determine feasibility, resolve problems, and increase efficiency; consults with Town staff, management, and outside agencies; recommends and implements modifications to systems and procedures.
 Participates in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compiles and analyzes data and makes recommendations regarding staffing, equipment, and facility needs.
 Develops and administers department, programmatic, and project budgets; monitors revenues and expenditures; identifies and recommends resolutions for budgetary problems.
 Prepares and submits City Council agenda reports and various other commission, committee, and staff reports, resolutions, ordinances, and correspondence regarding assigned activities.
 Authors sections of management, operational, staff, legal, regulatory, and financial reports, external communications, and related publications; presents reports to the City Council and other boards, committees, and commissions.

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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
3  Conducts a variety of analytical and operational studies by selecting, adapting, and applying appropriate analytical, research, and statistical techniques; evaluates alternatives, makes preliminary and final recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive reports, identifies alternatives, and makes and justifies recommendations.
 Participates in research, development, conversion, installation, and maintenance information technology projects for department-specific applications and systems.
 Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with Town specifications and service quality.

Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations. 
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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
4 Town of Los Altos Hills
Management Analyst II
Job Class Specifications
• Ability to resolve operational and administration issues; identifies issues and conducts research to find alternatives.
• Coordinates, implements, and monitors special projects within assigned area of responsibility; performs complex research and analysis of new programs, services, policies, and procedures; prepares and presents reports. • Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assists in contract negotiations and administration; monitors compliance with applicable contractual agreements.
• Coordinates grant administration activities; prepares, writes, reviews, and monitors grant applications; monitors existing programs for compliance with regulations. • Analyzes federal, state, and local legislative proposals for impact on assigned operations. • Ability to provides staff support to a variety of committees, boards, and commissions; prepares and presents staff reports and other correspondence as appropriate and necessary.
• Collaborates with departments, divisions, and outside agencies; serves as a liaison with public and private organizations, community groups and other social organizations; provides information and serves as a resource.
• Oversee administration of the Trakit Permit Tracking system including being the main point of contact for updates and additional modules.
• Attends and participates in professional group meetings; stays abreast of new developments within assigned area of responsibility; maintains awareness of federal, state, and local regulations.

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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
5 • Responds to and resolves difficult and sensitive citizen complaints and inquiries.

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
• Administers areas of program responsibility may include one or more of the following areas: Grants Program, FOG Program, GIS/Mapping, Solids Waste, Public Information Officer/Outreach, Technology, floodplain Manager, Vehicle & Equipment, Assessment Districts, Stormwater Management Program, Water Resources, Inspection Services, Backflow Prevention Device Program. • Performs related duties as required.

IV.III. MINIMUM QUALIFICATIONS
Knowledge of'
• Modem principles, practices and methods of administrative and organizational analysis and public administration policies and procedures.
• Principles of grant proposal writing and administration. • Research and reporting methods, techniques, and procedures. • Structure and organization of public sector agencies. • Pertinent Federal, State, and local laws, codes, and regulations.

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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
6 • Methods and techniques for record keeping and report preparation and writing. • Modem office procedures, methods, and computer equipment. • Applicable software programs.
• Oral presentation techniques and practices.

Ability to:
• Analyze financial, budgetary, administrative, operational, and organizational problems. • Consult effectively with management, staff, and the public. • Develop, coordinate, and administer assigned work programs and grants. • Identify private, state, and federal funding sources. • Serve as a liaison between various public agencies.
• Interpret, explain, and apply applicable laws, codes, and regulations. • Read, interpret, and record data accurately.
• Organize, prioritize and follow-up on work assignments. • Work independently and part of a team.

Town of Los Altos Hills
Management Analyst II
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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
7 Job Class Specifications
Ability to:
• Analyze financial, budgetary, administrative, operational, and organizational problems. • Consult effectively with management, staff, and the public. • Develop, coordinate, and administer assigned work programs and grants. • Identify private, state, and federal funding sources. • Serve as a liaison between various public agencies.
• Interpret, explain, and apply applicable laws, codes, and regulations. • Read, interpret, and record data accurately.
• Organize, prioritize and follow-up on work assignments. • Work independently and part of a team.
• Make sound decisions within established guidelines.
• Analyze a complex issue and develop and implement an appropriate response. • Follow written and oral directions.
• Observe safety principles and work in a safe manner.
• Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships. • Prepare clear and concise administrative documents and reports; analyze, interpret, summarize, and present a variety of fiscal, statistical, and administrative reports in an effective manner.

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Town of Los Altos Hills
Management Analyst II
Job Class Specifications
8 • Maintain effective audio-visual discrimination and perception needed for:
 Making observations.
 Communicating with others.
 Reading and writing.
 Receiving feedback and input.
• Maintain mental capacity which allows the capability of:
 Making sound decisions.
 Demonstrating intellectual capabilities.
 Prioritizing of projects and services.

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
9 Town of Los Altos Hills
Management Analyst II
Job Class Specifications
• Establish and maintain effective working relationships. • Prepare clear and concise administrative documents and reports; analyze, interpret, summarize, and present a variety of fiscal, statistical, and administrative reports in an effective manner.
• Maintain effective audio-visual discrimination and perception needed for:
 Making observations.
 Communicating with others.
 Reading and writing.
 Receiving feedback and input.
• Maintain mental capacity which allows the capability of:
 Making sound decisions.
 Demonstrating intellectual capabilities.
 Prioritizing of projects and services.

V.IV. EXPERIENCE AND CERTIFICATION(S)
Any combination of experience and training what would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Master's degree from an accredited college or university with major course work in business or public administration, accounting, or related field.

Experience: Two years of progressively responsible administrative, analytical, and technical experience in a public agency.

License or Certificate: Possession of a valid Class C California Driver’s License at the time of appointment.

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
10 VI.V. PHYSICAL REQUIREMENTS
Environmental Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
While performing the duties of this job, the employee regularly works in an office environment.

The noise level in the work environment is moderately low. There may be intermittent interruptions from phones, public inquiries, and other staff.

Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time. The employee is frequently required to use hands and fingers to use computer keyboard, file, writing and answering phones. The employee is frequently required to walk and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

May be expected to lift and/or move up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

RESOLUTION 40- 21

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

AUTHORIZING TO APPROVE THE ACCOUNTING TECHNICIAN AND

MANAGEMENT ANALYST II JOB DESCRIPTION
WHEREAS, the Personnel Rules and Regulations and Employee Classification and Compensation Plan documents were last comprehensively reviewed and updated in 2006 and revised in 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, and 2016; and WHEREAS, the Accounting Technician and Management Analyst II employment positions have been created; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills that the description of the typical duties and responsibility, training, experience and other qualifications required for said position, more particularly set forth in Exhibit A, attached, is made a part hereof, and are hereby approved and adopted.

BE IT FURTHER RESOLVED that the City Council of the Town of Los Altos Hills hereby approve the Accounting Technician and Management Analyst II job descriptions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills as a regular meeting held on 17th of June 2021 by the following vote:

AYES: Tanklia, Tyson, Mok, Schmidt, Swan
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:

BY:

AI. _'—
Kavita Tankha, Mayor
Resolution 40- 21 Page 1

Town of Los Altos Hills
Accounting Technician
Job Class Specifications
Approved June 17, 2021

ACCOUNTING TECHNICIAN
Reports To: Administrative Services Director FLSA: Non-exempt Supervises: Non -supervisory
I. DESCRIPTION
Under general supervision provides technical assistance in the Administrative Services Department functions, ex: accounts payable, accounts receivable, cash receipting, payroll, budget, etc.), Performs a variety of customer service duties as required for the efficient operation of Town services including, but not limited to receptionist duties; a variety of clerical assignments; cash collection and deposit for all incoming funds; processes invoices for payment; schedules Town services; forwards service requests and inquiries to the proper Town employee or official.

Provides information on a wide range of public issues in a responsible and courteous manner.

II. EXAMPLES OF DUTIES
Depending upon assignment, duties may include, but are not limited to, the following:

Prepares and processes invoices, purchase orders, requisitions, check requests and other disbursements as required.

Establishes and maintains accounts payable files.

Maintains Town' s vendor file and prepare necessary annual reports, such as 1099- Misc Maintains and orders all office and general supplies.

Maintain the necessary accounting records to support processed transactions related to area of assignment; prepare cash deposits, as necessary.

Perform reconciliation of records of assigned function; verify accounting entries to determine the accuracy of each account or record.

Process, code, enter, upload, and verify numerical or financial data related to area of assignment into appropriate accounting/ banking system( s) with accuracy; distribute data to appropriate department upon completion of assigned process.

Resolution 40- 21 Page 2

Town of Los Altos Hills
Accounting Technician
Job Class Specifications
Approved June 17, 2021
Respond to questions and concerns from operating departments and the public regarding area of assignment; correct errors in documents as necessary; explain processes and systems to Town employees, the public, and vendors.

Monitor progress payments on contracts, accounts receivable, or related area of assignment, and assure all payments are consistent with terms of contract or agreement: assure contracts are prepared according to Town policy.

Research and interpret rules and regulations, contracts, policies, and procedures, memorandum of understanding, or other documents as they are related to the assigned area of responsibility and accurately apply such interpretation in the performance of assigned responsibilities.

Assist in preparation for the annual audit, Comprehensive Annual Financial Report and the Operation and Capital Budget.

Additional duties as assigned by the Administrative Services Director.

III. QUALIFICATIONS
Ability to: Post, check, balance, and reconcile accounts; make mathematical computations rapidly and accurately; assist supervisor and Accountants in more complex accounting projects; compile complex data and records for accounting reports or as requested by departments; provide information on departmental procedures to others; operate automated office equipment and use a computer- based accounting system and download and upload files accurately; use a calculator, adding machine, and other office machines; accurately and thoroughly complete assignments under the pressure of deadlines while effectively handling several assignments at once; work independently with minimal supervision; prioritize assignments; develop and maintain accurate record- keeping systems; maintain confidentiality; use good judgment; operate a personal computer using Microsoft Office applications, accounting software, and database applications; ability to communicate clearly both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work.

Knowledge of:

Principles, practices, and methods of public and governmental accounting and financing, including budgeting, payroll processing, and auditing.

Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to municipal financial operations.

Resolution 40-21 Page 3

Town of Los Altos Hills
Accounting Technician
Job Class Specifications
Approved June 17, 2021
Windows based personal computers and current version Microsoft Office with a high proficiency in Microsoft Word and Excel.

Relational databases, INCODE preferred.

Business English, spelling, punctuation, and mathematics.

Basic cash receipting and handling principles.

Basic booldceeping practices.

California local government policies and regulations.

Fund Accounting/ Governmental Accounting.

Basic human resources functions
Education
Combination of relevant experience, education, and training that will satisfy the required minimum qualifications, knowledge, and abilities.

Experience
Three years of increasingly responsible accounting clerical experience. Equivalent to an associate of arts degree in accounting or a related field. Additional experience may be substituted for some of the required education on a year -to- year basis.

Licenses and certifications
Must possess and maintain a valid California class C driver' s license and have a satisfactory driving record.

Physical demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds.

Resolution 40- 21 Page 4

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
Approved June 17, 2021
Reports To: City Manager
Supervises: Non -supervisory

JOB SUMMARY

MANAGEMENT ANALYST II
FLSA: Non- exempt
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. Under Administrative direction of the City Manager, Director of Public Works, Director of Planning, or other Senior Level Manager, performs a wide variety of professional, administrative, analytical and management support within assigned program areas; develops, implements, and administers assigned program responsibilities, including budget preparation, financial management and grant coordination; conducts research; performs other related duties as assigned.

I. SUPERVISION RECEIVED AND EXERCISED
Reports to the City Manager but may receive supervision from the Director of Public Works, Director of Planning, or other Senior Level Manager.

May exercise technical and functional supervision over technical and office support staff.

II. ESSENTIAL DUTIES
Essential and other important responsibilities may include, but are not limited to, the following:

Performs a wide variety of professional level research, administrative, and analytical duties in support of assigned functions, operations, department, and/ or division; performs duties in support of various administrative operations and activities within assigned area of responsibility including special projects, research studies, budget analysis and other specialized functions.

Ability to develop and implement goals, objectives, and priorities for assigned functions or programs; implements resulting policies and procedures; creates and modifies policy and procedural manuals and guidelines.

Resolution 40-21 Page 5

Town of Los Altos Hills
Management Analyst Il
Job Class Specifications
Approved June 17, 2021
Ability to resolve operational and administration issues; identifies, issues and conducts research to find alternatives.

Coordinates, implements, and monitors special projects within assigned area of responsibility; performs complex research and analysis of new programs, services, policies, and procedures; prepares and presents reports.

Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assists in contract negotiations and administration; monitors compliance with applicable contractual agreements.

Coordinates grant administration activities; prepares, writes, reviews, and monitors grant applications; monitors existing programs for compliance with regulations.

Analyzes federal, state, and local legislative proposals for impact on assigned operations.

Ability to provides staff support to a variety of committees, boards, and commissions; prepares and presents staffreports and other correspondence as appropriate and necessary.

Collaborates with departments, divisions, and outside agencies; serves as a liaison with public and private organizations, community groups and other social organizations; provides information and serves as a resource.

Oversee administration of the Trakit Permit Tracking system including being the main point of contact for updates and additional modules.

Attends and participates in professional group meetings; stays abreast of new developments within assigned area of responsibility; maintains awareness of federal, state, and local regulations.

Responds to and' resolves difficult and sensitive citizen complaints and inquiries.

Resolution 40- 21 Page 6

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
Approved June 17, 2021
Administers areas of program responsibility may include one or more of the following areas: Grants Program, FOG Program, GIS/ Mapping, Solids Waste, Public Information Officer/ Outreach, Technology, floodplain Manager, Vehicle & Equipment, Assessment Districts, Stormwater Management Program, Water Resources, Inspection Services, Backflow Prevention Device Program.

Performs related duties as required.

III. MINIMUM QUALIFICATIONS
Knowledge of
Modem principles, practices and methods of administrative and organizational analysis and public administration policies and procedures.

Principles of grant proposal writing and administration.

Research and reporting methods, techniques, and procedures:

Structure and organization ofpublic sector agencies.

Pertinent Federal, State, and local laws, codes, and regulations.

Methods and techniques for record keeping and report preparation and writing.

Modem office procedures, methods, and computer equipment.

Applicable software programs.

Oral presentation techniques and practices.

Ability to. -
0 o:

Analyze financial, budgetary, administrative, operational, and organizational problems.

Consult effectively with management, staff, and the public.

Develop, coordinate, and administer assigned work programs and grants.

Resolution 40- 21 Page 7

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
Approved June 17, 2021
Identify private, state, and federal funding sources.

Serve as a liaison between various public agencies.

Interpret, explain, and apply applicable laws, codes, and regulations.

Read, interpret, and record data accurately.

Organize, prioritize and follow- up on work assignments.

Work independently and part of a team.

Make sound decisions within established guidelines.

Analyze a complex issue and develop and implement an appropriate response.

Follow written and oral directions.

Observe safety principles and work in a safe manner.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships.

Prepare clear and concise administrative documents and reports; analyze, interpret, summarize, and present a variety offiscal, statistical, and administrative reports in an effective manner.

Maintain effective audio- visual discrimination and perception needed for:

Making observations.

Communicating with others.

Reading and writing.

Receiving feedback and input.

Maintain mental capacity which allows the capability of.

Making sound decisions.

Demonstrating intellectual capabilities.

Prioritizing of projects and. services.

Resolution 40- 21 Page 8

Town of Los Altos Hills
Management Analyst II
Job Class Specifications
Approved June 17, 2021
IV. EXPERIENCE AND CERTIFICATION( S)
Any combination of experience and training what would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education: Master's degree from an accredited college or university with major course work in business or public administration, accounting, or related field.

Experience: Two years of progressively responsible administrative, analytical, and technical experience in a public agency.

License or Certificate: Possession of a valid Class C California Driver' s License at the time of appointment.

V. PHYSICAL REQUIREMENTS
Environmental Conditions: The work environment characteristics described here are representative ofthose an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee regularly works in an office environment.

The noise level in the work environment is moderately low. There may be intermittent interruptions from phones, public inquiries, and other staff.

Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time. The employee is frequently required to use hands and fingers to use computer keyboard, file, writing and answering phones. The employee is frequently required to walk and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.

May be expected to lift and/ or move up to 25 pounds,
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Resolution 40-21 Page 9

Town of Los Altos Hills
Job Class Specifications
ASSISTANT to the CITY MANAGER
1 Reports To: City Manager FLSA: Exempt
Supervises:Non-supervisory
I. JOB SUMMARY
The Assistant to the City Manager performs a wide variety of highly responsible, complex, diverse and confidential advanced level professional duties involved in providing administrative, analytical, and technical support to the Town; plans, coordinates, and participates in various program and administrative operations and activities including those having a community impact; and provides information and assistance to Town staff, Town Council members, and committee members. Fosters cooperative working relationships with Town committees, inter-governmental agencies and Town staff; represents the Town in the community and at professional meetings.

II. ESSENTIAL DUTIES
• Support the City Manager in their responsibilities, duties and activities. • Analyze Town operations, organizational structures, functions, services, procedures, policies and practices; develop strategic plans, identify opportunities and make recommendations to improve quality and efficiency, and create implementation plans. • Analyze and develop solutions for special problems and projects as assigned by the City Manager; assist in planning and implementation of special programs and events and complex research of new programs and services.
• Oversee, assess, plan and implement operations and activities in the following areas:

Communications & Outreach, emergency operations and preparedness; develop and/or track relevant department budgets.
• Participate in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommend and implement resulting policies and procedures.
• Conduct complex and sensitive administrative, operational, and management analyses, studies, and research projects; select, adapt, and apply appropriate research and analytical techniques; gather and analyze data and information from various sources on a variety of topics.
• Research and prepare technical and administrative reports and prepare presentations of issues to the City Council, committees, and community groups.

Attachment 6

Town of Los Altos Hills
Job Class Specifications
ASSISTANT to the CITY MANAGER
2 • Represent the Town at inter-governmental and community activities and meetings; serve on interview panels both in-house and for other public agencies. • Ability toresolve operational and administration issues; identifies issues and conducts research to find alternatives.
• Coordinates, implements, and monitors special projects within assigned area of responsibility; performs complex research and analysis of new programs, services, policies, and procedures; prepares and presentsreports.
• Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assistsin contract negotiations and administration; monitors compliance with applicable contractual agreements.
• Coordinates grant administration activities; prepares, writes, reviews, and monitors grant applications; monitors existing programs for compliance with regulations.
• Analyzes federal, state, and local legislative proposals for impact on assigned operations.
• Ability to provides staffsupport to a variety of committees, boards, and commissions; prepares and presents staff reports and other correspondence as appropriate and necessary.
• Collaborates with departments, divisions, and outside agencies; serves as a liaison with public and private organizations, community groups and other social organizations; provides information and serves as a resource.
• Attends and participates in professional group meetings; stays abreast of new developments within assigned area ofresponsibility; maintains awareness of federal,state, and localregulations. • Responds to and resolves difficult and sensitive citizen complaints and inquiries.

Town of Los Altos Hills
Job Class Specifications
ASSISTANT to the CITY MANAGER
3 • Administers areas of program responsibility may include one or more of the following areas: Grants Program, FOG Program, GIS/Mapping, SolidsWaste, Public Information Officer/Outreach, Technology, floodplain Manager, Vehicle & Equipment,
Assessment Districts, Stormwater Management Program, Water Resources, Inspection Services, Backflow Prevention Device Program.
• Performs duties of a disaster services worker in event of an emergency.

Supports the City Manager in Emergency Preparedness and Response activities. Will act as the Assistant Director for Emergency Services.

Manages the Contract Emergency Preparedness Coordination/Manager.

Performs related duties as assigned.
• Assists in the development, communication and coordination of the City's budget as a representative of the City Manager's Office. • Writes and helps edits staff reports, memos, correspondences, makes recommendations and reviews with City Manager as appropriate; refers matters to appropriate City staff and/or takes or recommends action to resolve until published.
• Performsrelated duties asrequired.

III. MINIMUM QUALIFICATIONS
Knowledge of:
• Operational characteristics, services, and activities of a California municipal government.
• Principles of municipal government administration, organization, budget, and personnel management.
• Principles and practices of program, policy, and procedure evaluation and development.
• Principles of public administration.
• Principles of project management.
• Advanced methods and techniques of data collection, research, and report preparation. • Principles of business letter writing and report preparation. • Principles and practices of state and local legislative process. • Basic principles of supervision and training.

Town of Los Altos Hills
Job Class Specifications
ASSISTANT to the CITY MANAGER
4 • Principles and practices of record keeping.
• Public relations and customer service techniques.
• Public speaking techniques.
• Office procedures, methods, and equipment including computers and applicable software applications.
• Pertinent federal, state and local laws, codes and regulations. • Principles and practices of designing effective environmental programs and policies including
• principles of sustainability related to water conservation, energy efficiency, waste management, recycling and transportation.

Ability to:
• Perform a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support to the Town Manager involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the Town as a whole and outside agencies as necessary to assume assigned responsibilities. • Interpret and apply pertinent federal, state, and local laws, codes, and regulations as well as Town policies and procedures.
• Conduct various administrative and organizational studies and analyses on a wide variety of complex issues.
• Identify, evaluate and implement software, programs and tools • Analyze problems and processes, identify alternative and/or more efficient solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Basic understanding of risk management principles.
• Develop, implement, and interpret Town policies, procedures, regulations, and codes. • Research, analyze and evaluate Town-wide programs, policies, and procedures. • Collect, evaluate, and interpret complex information and data. • Coordinate a variety of complex tasks and assignmentssimultaneously. • Prepare clear and concise technical, administrative, and/or financial reports. • Assist with budget preparation and administration.
• Plan and organize work to meet changing priorities and deadlines. • Operate office equipment including computers and supporting applications. • Build and maintain positive working relationships with co-workers, other Town

Town of Los Altos Hills
Job Class Specifications
ASSISTANT to the CITY MANAGER
5 employees and the public using principles of good customerservice. • Independently prepare correspondence and memoranda.
• Effectively present information and respond to questions from internal and external customers including council members, committee and commission members, and the general public.
• Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with those contacted in the course of work.
• Develop and maintain cooperative relationships with localschools, businesses, outside agencies and the public that enable the implementation of projects and programs that further the Town’s goals.
• Prepare for and facilitate meetings for a wide-variety of groups, including Town committees.
• Operate computer systems and applications, including office software (i.e., Microsoft Word, Excel, PowerPoint, etc.).
• Utilize database programs and spreadsheets to perform data analysis.

IV. EXPERIENCE AND CERTIFICATION(S)
V. PHYSICAL REQUIREMENTS
Environmental Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time. The employee is frequently required to use hands and fingers to use computer keyboard, file, writing and answering phones.

The employee is frequently required to walk and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. May be expected to lift and/or move up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

RESOLUTION __

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN
OF LOS ALTOS HILLS APPROVING THE FY 2022-23

AMENDED SALARY SCHEDULE
WHEREAS, the City Council of the Town of Los Altos Hills approved the FY 2022-23 Budget by way of Resolution 65-22 on June 16, 2022; and
WHEREAS, the California Public Employees Retirement System (CalPERS) requires that the governing board of each participating agency approve the agency’s salary schedule on an annual basis; and
WHEREAS, the City Council of the Town of Los Altos Hills now desires to update the salary ranges for Assistant to the City Manager, Deputy Building Official/Plan Examiner, and Community Services Manager effective August 18, 2022; and NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby resolve to approve the amended FY 2022-23 Salary Schedule.

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 18th of August 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

By:

George Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk

Minimum Maximum Minimum Maximum
City Manager-Set by Contract $ 236,000 $ 236,000
Assistant to the City Manager $ 123,803 $ 167,135
Management Analyst II $ 104,152 $ 140,606
Management Analyst $ 89,810 $ 121,244 $ 43.18 $ 58.29
Senior City Clerk $ 133,323 $ 179,987
City Clerk $ 114,965 $ 155,202
Admin Clerk/Technician $ 71,913 $ 97,083 $ 34.57 $ 46.67 Administrative Services Director $ 174,932 $ 236,159
Finance Manager $ 123,803 $ 167,135
Senior Accountant $ 114,965 $ 155,202
Accountant $ 94,357 $ 127,381 $ 45.36 $ 61.24
Accounting Technician $ 85,482 $ 115,401 $ 41.10 $ 55.48 Accounting Office Assistant $ 73,711 $ 99,510 $ 35.44 $ 47.84 Planning Director $ 174,932 $ 236,159
Principal Planner $ 126,899 $ 171,314
Senior Planner $ 109,425 $ 147,723
Associate Planner $ 94,357 $ 127,381 $ 45.36 $ 61.24
Assistant Planner $ 81,363 $ 109,841 $ 39.12 $ 52.81
Admin Clerk/Technician $ 71,913 $ 97,083 $ 34.57 $ 46.67 Building Official $ 114,965 $ 155,202
Deputy Building Offician/Plan Examiner $ 109,212 $ 147,432 Senior Building Inspector $ 94,357 $ 127,381 $ 45.36 $ 61.24 Building Technician $ 75,554 $ 101,998 $ 36.32 $ 49.04
Building Inspector $ 81,363 $ 109,841 $ 39.12 $ 52.81
Public Works Director & City Engineer $ 174,932 $ 236,159 Utility Engineering Manager $ 133,323 $ 179,987
Senior Civil Engineer $ 120,785 $ 163,059
Associate Engineer $ 104,152 $ 140,606 $ 50.07 $ 67.60
Assistant Engineer $ 89,810 $ 121,244 $ 43.18 $ 58.29
Senior Maintenance Superintendent $ 126,899 $ 171,314
Maintenance Superintendent $ 109,425 $ 147,723
Maintenance Worker III $ 73,711 $ 99,510 $ 35.44 $ 47.84 Maintenance Worker II $ 63,561 $ 85,808 $ 30.56 $ 41.25 Maintenance Worker I $ 54,809 $ 73,991 $ 26.35 $ 35.57
Community Services Manager $ 107,772 $ 145,488
Senior Community Services Supervisor $ 104,152 $ 140,606 Community Services Supervisor $ 89,810 $ 121,244 $ 43.18 $ 58.29 Recreation Specialist $ 57,583 $ 77,737 $ 27.68 $ 37.37 salary
Amended FY22-23 Salary Schedule
Annual Range Hourly Range
salary
salary
salary
salary
salar y
salary
salary
salary
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salary
salar y
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TOWN OF LOS ALTOS HILLS August 18, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION OF THE TOWN TO ABIDE BY THE CALIFORNIA

DISASTER AND CIVIL DEFENSE MASTER MUTUAL AID

AGREEMENT, AND RESOLUTION CLARIFYING WORKERS'

COMPENSATION BENEFITS FOR REGISTERED DISASTER SERVICE

WORKER VOLUNTEERS
FROM: Cody Einfalt, Management Analyst II
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council should:

Pass two motions adopting each of the attached resolutions:
• Attachment 1: Resolution of the Town to abide by the California Disaster and Civil Defense Mutual Aid Agreement; and
• Attachment 2: Resolution clarifying workers’ compensation benefits for registered Disaster Service Worker Volunteers (DSWs)
BACKGROUND:

In 2010 the State of California Governor’s Office of Emergency Services created a model Emergency Ordinance for local governments to incorporate into their municipal codes. Upon review of that document, on June 19, 2014, the Los Altos Hills City Council replaced Chapter 1, Title 4 of the Los Altos Hills Municipal Code (LAHMC) with the model Emergency Ordinance in compliance with state regulation (Attachment 3).

Title 4, Chapter 1 “Emergency Organization and Function” of the LAHMC establishes the Los Altos Hills Disaster Council and requires that body to comply with the California Emergency Services Act and abide by the California Disaster and Civil Defense Master Mutual Aid Agreement. The duties of the Disaster Council, amongst many things, are to engage in emergency response and recovery planning which may include directing the activities of DSW volunteers within the sphere of influence of the Town.

On September 20, 2018 the City Council passed Resolution 75-18 which provides Worker’s Compensation Insurance coverage to any person who performs voluntary service without pay, such as DSWs, for the Town of Los Altos Hills (Attachment 4).

However, the Town has not yet passed resolutions requiring the City Council to follow the rules and regulations established by Cal OES pursuant to the provisions of Government Code Section 8585.5. nor to abide by the California Disaster and Civil Defense Master Mutual Aid Agreement— both of which are required by the State of California Disaster Service Worker Program.

AGENDA ITEM #4.J
C.E.

P.P.

Staff Report to City Council Page 2
Disaster Service Worker Compliance
August 18, 2022
DISCUSSION:

Should the Council approve both resolutions, the Town will be brought into compliance with the State Disaster Service Worker Program, which provides eligible DSW volunteers with worker’s compensation and liability coverage from the State.

However, should the Council not pass these resolutions, the Town will be ineligible to shift the worker’s compensation coverage risk to the State. Meaning, should any claims arise from a DSW during an emergency response, the Town would be obligated to provide coverage under its own Resolution 75-18.

This by affect may impact the Town’s ability to recruit additional volunteers for roles in emergency response and the Town’s Community Emergency Response Team.

ENVIRONMENTAL REVIEW:

The Disaster Service Worker Program is exempt from California Environmental Quality Act (CEQA) due to the program not being defined as a “project” under CEQA. 2022 CITY COUNCIL STRATEGIC PRIORITIES:

Bringing the Town’s Disaster Service Worker Program into compliance with State requirements supports the City Council’s priority of promoting public safety throughout the Town.

FISCAL IMPACT:

There is no fiscal impact associated with passing the two resolutions.

ATTACHMENTS:

1. Proposed Resolution #1 – Abiding by the California Disaster and Civil Defense Mutual Aid Agreement

2. Proposed Resolution #2 – Workers’ Compensation Benefits for DSWs

3. Ordinance 550: LAH Emergency Organization and Function

4. Resolution 75-18: Worker’s Compensation Insurance coverage

Resolution __ -22 Page 1
RESOLUTION __ -22

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS

ALTOS HILLS TO ABIDE BY THE CALIFORNIA DISASTER AND

CIVIL DEFENSE MASTER MUTUAL AID AGREEMENT
WHEREAS, Earl Warren, Governor of the State of California, on the 15th day of November 1950, executed the California Disaster and Civil Defense Master Mutual Aid Agreement on behalf of the State of California and all its Departments and Agencies; and WHEREAS, it is deemed of vital importance that the Town of Los Altos Hills be a party to said California Disaster and Civil Defense Master Mutual Aid Agreement.

NOW THEREFORE, the City Council of the Town of Los Altos Hills does, by resolution, hereby approve and agree to abide by said California Disaster and Civil Defense Master Mutual Aid Agreement; and the City Clerk is hereby authorized and directed to send a certified copy of this resolution to the California Governor's Office of Emergency Services.

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 18th of August 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

By:

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

Resolution __ -22 Page 1
RESOLUTION __ -22

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS

ALTOS HILLS CLARIFYING WORKERS' COMPENSATION BENEFITS

FOR REGISTERED DISASTER SERVICE WORKER VOLUNTEERS
WHEREAS, Section 8585.5 of the Government Code provides: The California Governor's Office of Emergency Services (Cal OES) shall establish by rule and regulation various classes of disaster service worker volunteers and the scope of the duties of each class. Cal OES shall also adopt rules and regulations prescribing the manner in which disaster service worker (DSW) volunteers of each class are to be registered. All of the rules and regulations shall be designed to facilitate the payment of Workers' Compensation; and
WHEREAS, Cal OES adopted rules and regulations establishing classes of DSW Volunteers, the scope of duties of each class, and the manner of registration; and WHEREAS, Section 8612 of the Government Code provides: Any Disaster Council which both agrees to follow the rules and regulations established by Cal OES pursuant to the provisions of Section 8585.5 and substantially complies with those rules and regulations shall be certified by the office. Upon that certification, and not before, the Disaster Council becomes an accredited Disaster Council; and
WHEREAS, the Town of Los Altos Hills has registered and will hereafter register DSW volunteers; and
WHEREAS, the Town of Los Altos Hills desires to become an "accredited Disaster Council" organization to enable registered DSW volunteers who have become injured on the job to receive benefits by the provisions of Chapter 10 of Division 4 of Part 1 of the Labor Code.

NOW THEREFORE, the City Council of the Town of Los Altos Hills does, by resolution, hereby approve and agree to follow the rules and regulations established by Cal OES pursuant to the provisions of Government Code Section 8585.5.

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 18th of August 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

By:

George Tyson, Mayor
Attachment 2

Resolution __ -22 Page 2
ATTEST:
_____
Deborah L. Padovan, City Clerk

ORDINANCE 550

ORDINANCE OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AMENDING TITLE 4, CHAPTER 1 OF THE MUNICIPAL CODE WITH REGARD TO

EMERGENCY ORGANIZATION AND FUNCTION
WHEREAS, the City Council of the Town of Los Altos Hills (" Town") wishes to amend the Municipal Code Title 4, Chapter 1, related to Emergency Organization and Function; and WHEREAS, in 2010, the State of California Governor' s Office of Emergency Services created a model Emergency Ordinance for local government; and WHEREAS, upon review of that document and the current version of the Los Altos Hills Municipal Code Title 4, Chapter 1, Public Safety, certain additions and updates were identified and incorporated below.

NOW, THEREFORE, the City Council of the Town of Los Altos Hills does hereby ORDAIN as follows:

1. Chapter 1 of Title 4 of the Los Altos Hills Municipal Code, " Emergency Organization and Protection" is hereby repealed in its entirety.

2. Chapter 1 of Title 4 ofthe Los Altos Hills Municipal Code " Emergency Organization and Function," is hereby added to Title 4 of the Los Altos Hills Municipal Code to read as follows:

EMERGENCY ORGANIZATION AND FUNCTION
4- 1. 01 Purposes.

The declared purposes ofthis chapter are to provide for the preparation and carrying out of plans for the protection of persons, property and environment within the Town in the event of an emergency, the direction ofthe emergency organization, and the coordination of the emergency functions with all other public agencies, corporations, organizations and affected private persons. 4- 1. 01. 1 Inclusion.

In accordance with Title II of the Americans with Disabilities Act(" ADA," Pub. L. 101- 336), an integrated approach to emergency planning shall be taken to provide people with disabilities and others with access and functional needs the same opportunities to benefit from emergency programs, information, services and activities as people without disabilities. 4- 1. 02 Definitions.

Emergency, as used in this chapter, means the actual or threatened existence of conditions of disaster or of extreme peril to the safety of persons, property and environment within or affecting the Town caused by such conditions as air pollution, drought, earthquake, epidemic, fire, flood, human acts, plant or animal infestation or disease, riot, severe weather, sudden and severe energy shortage, technological interruptions, the Governor' s warning of an earthquake or volcanic prediction, or other conditions including conditions resulting from war or imminent threat of war, but other than conditions resulting from a labor controversy, which Ordinance 550 Page 1
Attachment 3

conditions are or are likely to be beyond the control of the services, personnel, equipment, and facilities, requiring the combined forces of other political subdivisions to combat.

Local emergency means the duly proclaimed, actual or threatened, existence of conditions of disaster or of extreme peril to the safety of persons, property and environment, within or affecting the territorial limits of the Town, caused by such conditions as air pollution, drought, earthquake, epidemic, fire, flood, human acts, plant or animal infestation or disease, riot, severe weather, sudden and severe energy shortage, technological interruptions, the Governor' s warning of an earthquake or volcanic prediction, or other conditions including conditions resulting from war or imminent threat of war, which are, or are likely to be, beyond the control of Town services, personnel, equipment and facilities and requiring the combined forces of other public agencies to combat. " Local emergency" does not include, nor does any provision of this chapter apply to any conditions resulting from a labor controversy.

Emergency services mean the preparation and carrying out of all emergency functions, other than functions for which the military forces are primarily responsible, to prevent, minimize, and repair injury and damage resulting from disaster. It shall not include preparation for any conditions relating to a labor controversy.

State of emergency means the duly proclaimed existence of conditions of disaster or of extreme peril to the safety of persons, property, and environment within or affecting the State caused by such conditions as air pollution, drought, earthquake, epidemic, fire, flood, human acts, plant or animal infestation or disease, riot, severe weather, sudden and severe energy shortage, technological interruptions, the Governor' s warning of an earthquake or volcanic prediction, or other conditions, which conditions, by reason of their magnitude, are, or are likely to be, beyond the control of the services, personnel, equipment and facilities of any single county, city and county, or city, and require the combined forces of a mutual aid region or regions to combat. " State of emergency" does not include, nor does any provision of this Chapter apply to, any conditions resulting from a labor controversy or conditions causing a " State of war emergency."
State of war emergency means the condition which exists immediately, with or without a proclamation thereof by the Governor, whenever this State or nation is attacked by an enemy of the United States or upon receipt by a state of a warning from the Federal government indicating that such an enemy attack is probable or imminent.
4- 1. 03 Emergency organization.

All officers and employees, together with those volunteer forces enrolled to aid them during an emergency, and all groups, organizations, and persons who may by agreement or operation of law, including persons impressed into service under the provisions of 4- 1. 08 ( c) 3 of this chapter, be charged with duties incident to the protection of life, property and environment during such emergency, shall constitute the emergency organization of the Town of Los Altos Hills.

Ordinance 550 Page 2

4- 1. 04 Disaster Council Membership.

The Los Altos Hills Disaster Council shall consist ofthe following:
1) The Director of Emergency Services who shall be Chair. 2) The Planning Director who shall be the Vice Chair.
3) The Mayor, or as an alternate, the Vice Mayor who shall be the Liaison. 4) The Assistant Director of Emergency Services.
5) Such chiefs of emergency services as are provided for in a current emergency operations plan of this jurisdiction, adopted pursuant to this ordinance. 6) Such representatives of volunteer, community based organizations, civic, business, labor, veterans, professional, or other organizations having an official emergency responsibility, as may be appointed by the Director with the advice and consent of the City Council. 4- 1. 05 Disaster Council Powers and Duties.
1) It shall be the duty of the Los Altos Hills Disaster Council, and it is hereby empowered, to develop and recommend for adoption by this City Council, emergency and mutual aid plans and agreements and such ordinances and resolutions and rules and regulations as are necessary to implement such plans and agreements. 2) The Director of Emergency Services shall advise the Disaster Council with regard to the preparation and maintenance of the plan in whole or in part at times of a local emergency. 3) The Disaster Council may provide direction on emergency response, planning and preparedness issues not mentioned above.
4) The Disaster Council shall develop and maintain strategic emergency planning partnerships with other local agencies.
5) The Disaster Council shall comply with the California Emergency Services Act and abide by the California Disaster and Civil Defense Master Mutual Aid Agreement. 6) The Disaster Council, accredited by the State of California, is empowered to register and direct the activities of disaster service worker ( DSW) volunteers within the sphere of influence of the town.
7) The Disaster Council agrees to follow established rules and regulations relating to the various classes of disaster service workers, scope of duties of each class, and manner of registration pursuant to the provisions of G. C. § 8585. 5. 8) The Disaster Council will also serve as the Los Altos Hills Citizen Corps Council with the following additional responsibilities:
a) Approve DSW volunteer training and planning to ensure compliance with current DSW regulations and guidelines.
b) The Assistant Director of Emergency Services will coordinate CERT training and exercises with LAH County Fire District, Ham Radio training with the Los Altos Hills Emergency Communication Committee ( ECC) and other DSW volunteer training, as identified. 9) The Disaster Council shall meet upon call of the chair or, upon call of the vice chair in the absence of the chair).
4- 1. 06 Emergency Operations Plan.
a) The Town of Los Altos Hills has adopted the Standardized Emergency Management System ( SEMS) and the National Incident Management System ( NIMS) as the preparedness, mitigation, response and recovery framework for the Emergency Operations Plan. b) The Los Altos Hills Disaster Council shall be responsible for the development of the Emergency Operations Plan, and Annexes as identified, which shall provide for the effective mobilization of all of the resources of this jurisdiction, both public and private, to meet any Ordinance 550 Page 3

condition constituting a local emergency, state of emergency, or state of war emergency; and shall provide for the organization, powers and duties, services and staff ofthe emergency organization.
c) The plan shall also identify the sources of outside support which might be provided through mutual aid and specific statutory authorities) by other jurisdictions, state and federal agencies, and the private sector.
d) Such plan shall take effect upon adoption by resolution of the City Council. 4- 1. 07 Director and Assistant Director of Emergency Services. a) There is hereby created the office of Director of Emergency Services. The City Manager shall be the Director of Emergency Services.
b) There is hereby created the office of Assistant Director of Emergency Services, who shall be appointed by the Director.
4- 1. 08 Powers and duties of the Director and Assistant Director of Emergency Services.
a) The Director of Emergency Services or acting Director ( if the Director is unavailable) is hereby empowered:
1) To request the City Council to proclaim the existence or threatened existence of a local emergency" if the governing body is in session, or to issue such proclamation if the City Council is not in session. Whenever a local emergency is proclaimed by the Director, the City Council shall take action to ratify the proclamation within seven ( 7) days thereafter or the proclamation shall have no further force or effect.
2) To request that the Governor through appropriate channels proclaim a state of emergency when, in the opinion of the Director, or acting Director, the resources of the Town are inadequate to cope with an emergency;
3) To represent or provide representation of the Town in all dealings with public or private agencies pertaining to civil preparedness in the event of an emergency. 4) Control and direct the effort of this emergency organization for the accomplishment of the purposes of this chapter.
5) Direct cooperation between and coordination of services and staff of this emergency organization; and resolve questions of authority and responsibility that may arise between them. b) The Assistant Director shall, under the supervision of the Director and with the assistance of Disaster Council representatives, prepare emergency plans and manage the emergency programs of this jurisdiction; and shall have such other powers and duties as may be assigned by the Director.
c) In the event of the proclamation of a " local emergency" as herein provided, the proclamation of a" state of emergency" by the Governor or the Secretary of the California Office of Emergency Services, or the existence of a " state of war emergency," the Director is hereby empowered to:
1) Make and issue rules and regulations on matters reasonably related to the protection of life, property and environment as affected by the emergency; provided, however, that the rules and regulations must be confirmed at the earliest practicable time by the City Council; 2) Obtain vital supplies, equipment and other properties found lacking and needed for the protection of the life, property and environment of the people, and bind the Town for the fair value thereof and if required immediately, to commandeer the same for public use; 3) Require emergency services of any Town officer or employee and, in the event of the proclamation of a state of war emergency or a state of emergency by the Governor in the region Ordinance 550 Page 4

in which this Town is located, to command the aid of as many members ofthis community as are deemed necessary in the execution of his or her duties; such persons shall be entitled to all privileges, benefits, and immunities as are provided by state law for registered Disaster Service Workers;
4) Requisition necessary personnel or material of any Town department or agency; 5) Execute all ordinary power as City Manager, all of the special powers conferred by this chapter or by resolution or emergency plan adopted pursuant hereto, and all powers conferred upon the Director by any statute, agreement approved by the City Council, or by any other lawful authority.
d) The Director of Emergency Services shall designate the order of succession to that office, to take effect in the event the Director is unavailable to attend meetings and otherwise perform duties during an emergency. The order of succession shall be:
1) Planning Director
2) Public Works Director
3) Administrative Services Director
4) Finance Manager
4- 1. 09 Preservation of local government during an emergency— Succession.

In order to preserve local government during an emergency, the City Council shall meet as soon as possible, ascertain the damage incurred as a result of the emergency, and fill vacancies with standby officers of the council, as prescribed by California Government Code Section 8635- 8644.

Standby officers of the council are the former members of the council, beginning with the immediate past council members, by seniority, and then to prior years, beginning with the most recent. Questions regarding the availability of council members shall be decided by the remaining available members of said body.
4- 1. 10 Violations— Penalty.
a) Any person, firm or corporation violating any of the provisions of this chapter is guilty of a misdemeanor, and each such person, firm, or corporation is guilty of a separate offense for each and every day or portion thereof during which any violation of any of the provisions of this chapter is committed, continued or permitted, and upon conviction of any such violation such person, firm, or corporation shall be punishable by a fine of not more than one thousand dollars 1, 000. 00), or by imprisonment for not more than six ( 6) months, or by both such fine and imprisonment.
b) No person, firm, or corporation shall, during a period of emergency:
1) Willfully obstruct, hinder or delay any member of the emergency organization in the enforcement of any lawful rule or regulation issued pursuant to this chapter, or in the performance of any duty imposed upon him by virtue of this chapter; 2) Do any act forbidden by any lawful rule or regulation issued pursuant to this chapter, if such act is of such a nature as to give or be likely to give assistance to the enemy or imperil the lives, property or environment of inhabitants of this Town, or prevent, hinder or delay the defense or protection thereof;
3) Wear, carry or display, without authority, any means of identification specified by any emergency agency of the State, County or Town.

Ordinance 550 Page 5

4- 1. 11 Expenditures
Any expenditures made in connection with such emergency activities, including mutual aid activities, shall be deemed conclusively to be for the direct protection and benefit of the inhabitants, property and environment within the Town of Los Altos Hills.

2. SEVERABILITY. If any provision of this ordinance or the application thereof to any person or circumstance is held invalid or unconstitutional, the remainder of this ordinance, including the application of such part or provision to other persons or circumstances shall not be affected thereby and shall continue in full force and effect. To this end, provisions of this ordinance are severable. The City Council of the Town of Los Altos Hills hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase hereof irrespective of the fact that any one or more sections, subsections, subdivisions, paragraphs, sentences, clauses, or phrases be held unconstitutional, invalid, or unenforceable.

3. EFFECTIVE DATE; PUBLICATION. This ordinance shall take effect thirty 30) days after adoption. Within fifteen days after the passage of this ordinance the City Clerk shall cause this ordinance or a summary thereof to be published once, with the names of those City Councilmembers voting for or against it in a newspaper of general circulation in the Town of Los Altos Hills, as required by law.

INTRODUCED: May 15, 2014
PASSED: June 19, 2014
AYES: Mayor Radford, Vice Mayor Corrigan, Council Member Harpootlian, Council Member Larsen, Council Member Waldeck
NOES:

ABSTENTIONS:

ABSENT:

BY•
ayor
ATTEST:

City ClerkAPPROVED lerkAPPROVED AS TO FORM:
61ty—AttoiNey
Ordinance 550 Page 6

RESOLUTION 75- 18

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS PROVIDING WORKERS' COMPENSATION

COVERAGE FOR TOWN VOLUNTEERS
WHEREAS, the City Council of the Town of Los Altos Hills desires to provide Workers' Compensation Insurance coverage for volunteers, pursuant to the provisions Labor Code Section 3363. 5; and
WHEREAS, the City Council finds its best interests will be served by utilizing volunteers in the provision of certain Town services; and
WHEREAS, these volunteers should be eligible for Workers' Compensation coverage while performing duties on behalf of the Town;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that the public interest is best served by providing Workers' Compensation Insurance coverage to any person who performs voluntary service without pay for the Town of Los Altos Hills 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 September 2018 by the following vote:

AYES: Radford, Spreen, Corrigan, Waldeck, Wu
NOES: None
ABSTAIN: None
ABSENT: None
BY: 9
ohn Radford, Mayor
ATTEST:
t 6a%9
Deborah Padovan, City Clerk
Resolution 75- I8 Puge I
Attachment 4

TOWN OF LOS ALTOS HILLS August 18, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AWARDING A CONTRACT FOR THE 2022 PAVEMENT

REHABILITATION AND DRAINAGE IMPROVEMENT PROJECT
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

1. Adopt the attached resolution awarding the contract for the 2022 Pavement Rehabilitation and Drainage Improvement Project to Interstate Grading & Paving, Inc. the low bidder, for an amount of $1,579,928.90.

2. Approve a project contingency fund of $80,000 and authorize the Public Works Director to approve potential contract change orders within said fund.

3. Authorize the City Manager to execute a contract with consulting/inspection firms for inspection and testing services in an amount not to exceed $50,000.

BACKGROUND:

Each year, the Public Works Department undertakes preventive maintenance of Town streets.

The Town is responsible for the repair and maintenance of approximately 62 centerline miles of streets, identified by 274 pavement sections through the annual street pavement rehabilitation and drainage improvement programs. These programs reduce the overall cost of street maintenance by extending the pavement’s service life and preventing the need for more costly reconstruction.

DISCUSSION:

The annual street resurfacing program is designed to maintain safe and functional Town streets.

The project includes 2” asphalt concrete overlay, 6” deep digouts, A.C. dike replacement, Type II micro-surfacing, and all associated work. Streets are selected this year mainly from the 2022 Pavement Management Program Report, based on condition, maintenance history, and timing of other improvements, such as underground utility installation. The project includes approximately 39,081 linear feet (7.4 miles) of road improvement, which is about 12% of the 62 miles of public road. The attached list indicates the type of work to be performed on each street.

On July 6, 2022, the Town advertised the “Notice to Bidders” for the 2022 Pavement Rehabilitation and Drainage Improvement Project in the Los Altos Crier and on the Town’s website. In addition to the advertisements, staff sent the “Notice to Bidders” to several Builders AGENDA ITEM #4.K
O.A.

P.P.

2 Exchange in the Bay Area and potential contractors. On July 27, 2022, the Town received five bids in the range $1,579,928.90 to $1,804,516.80.

The bid results are summarized below.

Contractor Proposal Amount

1. Interstate Grading & Paving, Inc. $1,579,928.90

2. O’Grady Paving, Inc. $1,591,135.60

3. Radius Earthwork, Inc. $1,711,745.11

4. QA Constructors, Inc. $1,734,197.20

5. G. Bortolotto & Company $1,804,516.80
Recommendations
Staff recommends that the City Council accept the bid received from Interstate Grading & Paving, Inc.

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 $ 1,579,928.90
Construction Contingency $ 80,000.00
Inspection & Testing $ 50,000.00
Total Estimated Contract $ 1,709,928.90

ENVIRONMENTAL REVIEW
This action is a class 1 categorical exclusion per Article 19 (Categorical exclusions) section 15301(c) Existing facilities of the California Environmental Quality ACT (CEQA) guidelines. 2022 CITY COUNCIL STRATEGIC PRIORITIES:

This action was not identified on the 2022 City Council Priorities but is part of the Pavement management program and it supports the council priority to protect and maintain infrastructure.

Fiscal Impact
Sufficient funds are available from the 2022/23 Annual Pavement Rehabilitation Program and prior appropriation.
• 2022/23 Pavement Rehabilitation Program budget $1,356,300.00 • Prior Appropriation $356,545.00
Total available funds $1,712,845.00
Schedule:

3 The following tentative schedule has been developed for this project:

Award Construction Contract August 2022
Begin Construction September 2022
Construction Completion November 2022
Staff is available to answer any questions of the Council or citizens.

ATTACHMENTS

1. Resolution

2. List of Streets included in the project.

3. Bid Summary

4 RESOLUTION NO.__________

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS AWARDING A CONTRACT FOR CONSTRUCTION OF THE 2022 PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENT

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 2022 Pavement Rehabilitation and Drainage Improvement Project.

WHEREAS, the Public Works Director recommends that the contract for said project be awarded to the lowest responsible bidder, Interstate Grading & Paving, Inc. for the amount of $1,579,928.90;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that;

1. The City Manager is hereby authorized and directed to execute a contract to the abovenamed firm on behalf of the Town of Los Altos Hills.

2. The Public Works Director is hereby authorized to approve potential contract change orders in an amount not to exceed $80,000.

3. The City Manager is hereby authorized to execute necessary contracts with consulting/inspection firms for inspection and testing services in an amount not to exceed $50,000.

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 18th day of August 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

By:

George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk
Attachment 1

5 Attachment 2
Street From To Length
(Feet)
Type of Work
Anacapa Court Anacapa Drive End 140 Microsurfacing
Arastradero Road Horseshoe Lane Stirrup Way 1,900 Microsurfacing Camino Hermoso Drive Ravensbury Ave. (north) Ravensbury Ave. (south)
3,190 2” A.C. Overlay with Digouts
Camino Medio Viscaino Road End 501 Microsurfacing with Digouts Deerfield Drive Fremont Road End 700 2” A.C. Overlay with Digouts Delson Court Elena Road End 330 2” A.C. Overlay with Digouts Dori Lane Robleda Road End 210 Microsurfacing with Digouts Elena Road Purissima Road Natoma Road 3,048 Restriping
El Monte Road (EB) Stonebrook Drive Summerhill Ave. 3,851 Microsurfacing El Monte Road (WB) O’Keefe Lane Stonebrook Drive 3,411 Microsurfacing Golden Hill Court La Paloma Road End 750 Microsurfacing with Digouts La Cresta Drive Nina Place Viscaino Road 2,650 Microsurfacing with Digouts La Paloma Road (1) Fremont Road Newbridge Dive 2,351 2” A.C. Overlay with Digouts La Paloma Road (2) Alta Tierra Road Purissima Road 1,090 Microsurfacing Magdalena Road Eastbrook Drive Ravensbury Ave. 1,550 2” A.C. Overlay Natoma Road Black Mountain Rd. Lucero Lane 1,559 Microsurfacing Old Altos Road Burke Road Fremont Road 550 Microsurfacing with Digouts Roble Ladera Drive Purissima Road Viscaino Road 1,840 Microsurfacing with Digouts Sholes Court Alexander Place End 405 Microsurfacing
Story Hill Lane Page Mill Road End 1,603 Microsurfacing with Digouts Summitwood Road Tepa Way La Loma Drive 2,355 Microsurfacing with Digouts Via Corita Way Natoma Road End 355 Microsurfacing with Digouts West Loyola Drive Camino Hermoso Dr. Eastbrook Drive 4,762 Microsurfacing with Digouts Town Hall Parking Lot Double Seal Coats
TOTAL 39,081

TOTAL MILES OF

PUBLIC ROAD
62 TOTAL MILES

FOR PROJECT

7.4 Miles PERCENTAGE 12%
Microsurfacing
A thin maintenance treatment mixture of polymer modified emulsion, graded aggregates, mineral filler, water, additives. Approximately 5-year life span.
2” A.C. Overlay
Pave an additional 2” of asphalt concrete over existing road surface. Approximately 12 to 15-year life span.

Attachment 3
Item No. Item Description Unit Estimated
Quantity Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount 1 Mobilization LS 1 $ 103,000.00 $103,000.00 $ 45,000.00 $45,000.00 $80,000.00 $80,000.00 $129,000.00 $129,000.00 $ 126,500.00 $ 126,500.00 2 Traffic Control (Include 2 Programmable Message Boards and Notification to residents) LS 1 $ 186,000.00 $186,000.00 $ 145,000.00 $145,000.00 $225,000.00 $225,000.00 $150,000.00 $150,000.00 $ 156,730.47 $ 156,730.47 3 Type II Microsurfacing SF 694,310 $ 0.50 $347,155.00 $ 0.50 $347,155.00 $0.59 $409,642.90 $0.47 $326,325.70 $ 0.55 $ 381,870.50 4 2" Overlay TON 2,735 $ 133.00 $363,755.00 $ 151.00 $412,985.00 $161.00 $440,335.00 $170.00 $464,950.00 $ 153.95 $ 421,053.25 5 6" Wedge Grind LF 6,233 $ 6.80 $42,384.40 $ 3.00 $18,699.00 $7.00 $43,631.00 $7.00 $43,631.00 $ 6.93 $ 43,194.69 6 10' Conform Grind SF 3,455 $ 1.10 $3,800.50 $ 8.00 $27,640.00 $9.00 $31,095.00 $2.50 $8,637.50 $ 3.40 $ 11,747.00 7 6" Digouts SF 19,528 $ 8.50 $165,988.00 $ 12.60 $246,052.80 $9.75 $190,398.00 $11.00 $214,808.00 $ 10.50 $ 205,044.00 8 2" Area Grind SF 2,860 $ 2.60 $7,436.00 $ 3.00 $8,580.00 $4.00 $11,440.00 $2.50 $7,150.00 $ 4.57 $ 13,070.20 9 Adjust Manholes to Grade EA 18 $ 1,300.00 $23,400.00 $ 1,000.00 $18,000.00 $1,250.00 $22,500.00 $2,700.00 $48,600.00 $ 2,016.00 $ 36,288.00 10 Adjust Monuments to Grade EA 9 $ 1,200.00 $10,800.00 $ 700.00 $6,300.00 $1,000.00 $9,000.00 $2,400.00 $21,600.00 $ 1,344.00 $ 12,096.00 11 Remove Existing A.C. Dike and Install A.C. Dike (Type F) LF 1,620 $ 19.00 $30,780.00 $ 15.00 $24,300.00 $20.00 $32,400.00 $28.00 $45,360.00 $ 16.80 $ 27,216.00 12 Remove and Install Detail 27B (6") Extruded Thermoplastic LF 16,554 $ 2.10 $34,763.40 $ 2.20 $36,418.80 $2.25 $37,246.50 $2.00 $33,108.00 $ 2.00 $ 33,108.00 13 Remove and Install Detail 25A (6") Extruded Thermoplastic LF 1,015 $ 3.20 $3,248.00 $ 3.30 $3,349.50 $4.00 $4,060.00 $3.00 $3,045.00 $ 3.00 $ 3,045.00 14 Remove and Install Detail 22 (6") Extruded Thermoplastic LF 22,296 $ 6.50 $144,924.00 $ 6.30 $140,464.80 $6.15 $137,120.40 $6.00 $133,776.00 $ 6.00 $ 133,776.00 15 Remove and Install Detail 8 (6") Extruded Thermoplastic LF 5,815 $ 1.10 $6,396.50 $ 1.10 $6,396.50 $1.25 $7,268.75 $1.00 $5,815.00 $ 1.00 $ 5,815.00 16 Remove and Install Detail 39A (6") Extruded Thermoplastic LF 711 $ 2.10 $1,493.10 $ 2.20 $1,564.20 $4.00 $2,844.00 $2.00 $1,422.00 $ 2.00 $ 1,422.00 17 Remove and Install Detail 39 (6") Extruded Thermoplastic LF 3,280 $ 3.10 $10,168.00 $ 3.30 $10,824.00 $3.25 $10,660.00 $3.00 $9,840.00 $ 3.00 $ 9,840.00 18 Remove and Install Detail 38A (8") Extruded Thermoplastic LF 515 $ 4.20 $2,163.00 $ 4.40 $2,266.00 $6.00 $3,090.00 $4.00 $2,060.00 $ 4.00 $ 2,060.00 19 Remove and Install Detail 37 (8") Extruded Thermoplastic LF 370 $ 4.20 $1,554.00 $ 4.40 $1,628.00 $7.00 $2,590.00 $4.00 $1,480.00 $ 4.00 $ 1,480.00 20 Remove and Install Blue Markers EA 47 $ 35.00 $1,645.00 $ 40.00 $1,880.00 $45.00 $2,115.00 $35.00 $1,645.00 $ 35.00 $ 1,645.00 21 Remove and Install STOP Legend and Limit Line Makings Extruded Thermoplastic SF 1,333 $ 11.00 $14,663.00 $ 11.00 $14,663.00 $10.50 $13,996.50 $10.00 $13,330.00 $ 10.00 $ 13,330.00 22 Remove and Install "STOP AHEAD" Extruded Thermoplastic SF 424 $ 11.00 $4,664.00 $ 11.00 $4,664.00 $12.00 $5,088.00 $10.00 $4,240.00 $ 10.00 $ 4,240.00 23 Remove and Install Type IV (L) Arrows Extruded
Thermoplastic SF 150 $ 11.00 $1,650.00
$ 11.00
$1,650.00
$15.00 $2,250.00 $10.00 $1,500.00 $ 10.00 $ 1,500.00
24 Remove and Install Type IV (R) Arrows Extruded
Thermoplastic SF 45 $ 11.00 $495.00 $ 11.00 $495.00 $15.00 $675.00 $10.00 $450.00 $ 10.00 $ 450.00 25 Remove and Install Type VII (R) Arrows Extruded
Thermoplastic SF 54 $ 11.00 $594.00 $ 11.00 $594.00 $20.00 $1,080.00 $10.00 $540.00 $ 10.00 $ 540.00 26 Remove and Install Type I 10'-0" Arrows Extruded
Thermoplastic SF 14 $ 11.00 $154.00 $ 11.00
$154.00 $20.00 $280.00 $10.00 $140.00 $ 10.00 $ 140.00
27 Remove and Install Type I-24'-0" Arrows Extruded
Thermoplastic SF 124 $ 11.00 $1,364.00 $ 11.00 $1,364.00 $20.00 $2,480.00 $10.00 $1,240.00 $ 10.00 $ 1,240.00 28 Remove and Install Yellow "SCHOOL XING" Extruded
Thermoplastic SF 224 $ 11.00 $2,464.00 $ 11.00 $2,464.00 $15.00 $3,360.00 $10.00 $2,240.00 $ 10.00 $ 2,240.00 29 Remove Ladder Crosswalk and Install White Continental Crosswalk (2' Stripes with 2' Space) Extruded Thermoplastic SF 770 $ 11.00 $8,470.00 $ 11.00
$8,470.00
$12.00 $9,240.00 $10.00 $7,700.00 $ 10.00 $ 7,700.00
30 Remove and Install Ladder Crosswalk (2' Stripes with 4' Space) Extruded Thermoplastic SF 2,583 $ 11.00 $28,413.00 $ 11.00 $28,413.00 $10.25 $26,475.75 $10.00 $25,830.00 $ 10.00 $ 25,830.00 31 Remove and Install Bike Lane Symbols and Arrows Extruded Thermoplastic SF 131 $ 13.00 $1,703.00 $ 13.00 $1,703.00 $15.00 $1,965.00 $12.00 $1,572.00 $ 12.00 $ 1,572.00 32 Remove and Install Bike Loop Detector Symbols Extruded Thermoplastic SF 4 $ 13.00 $52.00 $ 15.00 $60.00 $25.00 $100.00 $12.00 $48.00 $ 12.00 $ 48.00 33 Double Seal Coat (OverKote) SF 20,000 $ 0.55 $11,000.00 $ 0.40 $8,000.00 $0.55 $11,000.00 $0.52 $10,400.00 $ 0.66 $ 13,200.00 34 Remove and Install ISA Markings Extruded Thermoplastics SF 69 $ 32.00 $2,208.00 $ 32.00 $2,208.00 $40.00 $2,760.00 $30.00 $2,070.00 $ 30.00 $ 2,070.00 35 Remove and Install "NO PARKING" Markings Extruded
Thermoplastic SF 6 $ 26.00 $156.00 $ 30.00 $180.00 $55.00 $330.00 $24.00 $144.00 $ 24.00 $ 144.00 36 Remove and Install Parking Stall Line Marking (4" White) Extruded Thermoplastic LF 1,050 $ 10.50 $11,025.00 $ 11.00 $11,550.00 $20.00 $21,000.00 $10.00 $10,500.00 $ 10.00 $ 10,500.00 Total $1,579,928.90 $1,591,135.60 $1,804,516.80 $1,734,197.20 $ 1,711,745.11 Bids Summary
2022 PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENT PROJECT Interstate Grading & Paving, Inc. O'Grady Paving, Inc. G. Bortolotto & Company, Inc. QA Constructors, Inc. Radius Earthwork, Inc.

TOWN OF LOS ALTOS HILLS August 18, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION TO AWARD A CONTRACT FOR DESIGN AND

PERMITTING SERVICES FOR THE SUMMERHILL PATHWAY PROJECT
FROM: Oscar Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt the attached resolution awarding the contract for design and permitting services for the Summerhill Avenue Pathway to the qualified low bidder, Lea & Braze, Inc., for a not-to-exceed amount of $41,780.

BACKGROUND:

The Summerhill Pathway Capital Improvement Project will install a continuous pathway from El Monte Avenue to Magdalena Avenue. The project budget was set at $526,103 of that approximately $90,000 was spent on initial investigations, environmental designs, survey and improvements. In April 2020, after confirming that Summerhill Ave from the southern property line of 24666 Nicole Ln to Magdalena Ave is within Santa Clara County jurisdiction, staff recommended breaking the project into the following two phases see map in attachment 4:
• Phase I: install a continuous pathway from El Monte Rd to 24666 Nicole Lane • Phase II: complete survey, environmental study, design, and construction of a continuous pathway from 24666 Nicole Ln to Magdalena Avenue (approximately 3,100 feet total) The City Council accepted Phase I of the project for the newly constructed pathway from El Monte Road to Nicole Lane at the May 2020 Council Meeting. The City Council authorized staff to advertise the Request for Proposals (RFP) for surveying services for Phase II of the project at the August 2020 Council Meeting. (See Attachment 5)
DISCUSSION:

Staff received three proposals for design services for the Summerhill Pathway Phase II Project on June 10th, 2022. Staff reviewed the proposals and scored each proposal based on the following criteria:
• Consultant’s understanding and approach for providing surveying services • Proposed staff experience and qualifications
• Demonstration of relevant project experience and references AGENDA ITEM #4.L
O.A.

P.P.

2 The bid results are summarized below.

Contractor Proposal Amount
Lea & Braze $ 41,780
BKF $ 50,112
Wilsey Ham $ 52,273
After reviewing the 3 proposals submitted, Lea & Braze Engineering, Inc. was the lowest and most responsive bidder for the project with a cost proposal of $41,780. Staff has reviewed the cost proposal and recommends the award of the contract to Lea & Braze Engineering, Inc.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b). 2022 CITY COUNCIL STRATEGIC PRIORITIES:

This action was not identified on the 2022 City Council Priorities but is part of the Town CIP program and it supports the council priority to Maintain Quality of Life and protect and maintain infrastructure.

FISCAL IMPACT:

A project budget of $526,103 was established for this project and approximately $90,000 has been spent on preliminary investigations. The contract cost for the design is $41,780. The remainder of approximately $390,000 will be used for the construction.

ATTACHMENTS:

1. Resolution

2. Cost Proposal

3. Scope of Work

4. Map

5. Resolution 47-20, RFP for survey services

3 RESOLUTION NO _____________

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

AUTHORIZING STAFF TO AWARD A CONTRACT FOR DESIGN SERVICES FOR

THE SUMMERHILL PATHWAY PROJECT
WHEREAS, there is currently no continuous pathway on Summerhill Avenue from Nicole Lane to Magdalena Avenue; and
WHEREAS, the budget adopted by the City Council for Fiscal Year 20/21 included and appropriated funding for the Phase II of the Summerhill Avenue Pathway Project; and WHEREAS, the Public Works Director released a Request for Proposal for design services for the Summerhill Avenue Pathway Project Phase II, and the Public Works Director evaluated and considered the three proposals submitted; and
WHEREAS, the Public Works Director recommends that the contract for said project be awarded to the lowest qualified bidder, Lea & Braze Engineering, Inc., for an amount of $41,780.00.

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

1. The City Manager is hereby authorized and directed to execute the awarded contract to the above-named firm on behalf of the Town of Los Altos Hills.

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 18th day of August 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

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

July 26, 2022
Project No. 2221102 CI
Quotation for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA Client Initials _____ Consultant Initials JG

Town of Los Altos Hills
Attn: Daniel Liang, Utility Engineering Manager
26379 Fremont Road
Los Altos Hills, CA, 94022
Ph: (650) 947-2511 |Email: [email protected]
c/o: John Chau – Associate Engineer
Town of Los Altos Hills
|Ph: (650) 947-2541 |Email: [email protected]
Project Description: Construction of New Roadside pathway segments along Summerhill Avenue Pathway Project, Summerhill Avenue, Los Altos Hills, CA 94022 Scope of Services by Lea & Braze Engineering Inc:

Reference Request for Proposal from Avery Lai of Town of Los Altos Hills to Peter Carlino of Lea & Braze Engineering, Inc. and email received on Tuesday, May 31, 2022; attached RFP entitled “Town of Los Altos Hills Request for Proposals for Professional Design Services for Summerhill Avenue”. The project involves the construction of new roadside pathway segments along Summerhill Avenue, a collector street that connects El Monte Road to the north and Magdalena Road to the south. Refer to Limitations/Assumptions and Notes on Town supplied RFP additional information and more detailed description as related to the aforementioned services.

Scope of Services by Lea & Braze Engineering Inc
Civil Engineering Fee
1) Pathway Improvement plans for review and approval through Santa Clara County Roads and Airports department and Town of Los Altos Hills 1) a) through c)
inclusive
a) Pathway Improvement Plan/Profile to include limit of demolition, new top of curb / berm (TC) & flow line (FL) grades, transition grade to match the existing improvements, new and transition A.C. paving grades, full width AC overlay, surface drainage, retaining wall locations & relative grades at top and bottom of walls, retaining wall sub drains, guardrails (if necessary), inter erosion control, utility rim grades, signage (including relocation as needed), striping, typical sections and details (including Town/County Standard Details and specific condition construction details).(90% set of plans, 100% set of plans and Final Contractor bid documents).
$22,500
Deduct from Fee
above for segments if
removed from Scope:

Segment 1) - $750
Segment 5) - $500
Segment 8) - $250
Segment 11) - $750
b) Engineer’s Estimate
c) Specifications for technical sections (back end of section documents, The Town of Los altos Hills to supplied formal documents for contractor use). 2) To include Engineer’s time for project kickoff meeting, meetings /conference calls with Town staff during design process, Meetings with County of Santa Clara Staff and preparation of submittal applications to the County of Santa Clara Roads and Airports department. Assume a limit of thirty (30) hours Project Manager’s time [or an equivalent thereof].
2) $6,300
Attachment 2

July 26, 2022
Project No. 2221102 CI
Quotation for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA Client Initials _____ Consultant Initials JG

Scope of Services by Lea & Braze Engineering Inc – continued: Fee 3) Site retaining wall for one (1) cut/inboard and one (1) fill/outboard retaining walls, Max 2ft retained soil, for a total two wall conditions. It is assumed that the wall detail specified on Town Standard detail #22 can be utilized for a wood wall design. It is not anticipated that a new detail will be required. 3) Included
4) To include Engineer’s time for project, meetings /conference calls with Town staff during review process and Bidding / contractor selection process period, Assume a limit of ten (10) hours Project Manager’s time [or an equivalent thereof].
5) Construction Support services to answer RFI’s and review and contractor supplied shop drawings for proposed modification). Assume a limit of thirty (30) hours Project Manager’s time [or an equivalent thereof]. 4) $2,100
5) $6,300
6) Record “as-built” plans for Town records ( based on visual inspection( no field survey data proposed to document asbuilt condition)
6) $3,360
Subtotal Fee for Services $40,560
Plus direct cost reimbursables per Exhibit B – “Fee Schedule” $ 1,220 (approx. 3% of fee)
Total Fees $41,780
Assumptions /Limitations:

1. Pathway details and technical design criteria shall be based upon Town approved standards. The Town has not issued a soil report as part of the project, so any assumptions for structural elements will be based on conservative assumptions.

2. It is our understanding that the work proposed would only need technical review / Permitting by the Town of Los Altos Hills and the County of Santa Clara Roads and Airports Division. Applications to Valley Water District, Department of Fish and Game, Army Corp or any other agencies not listed in the base scope of work are not anticipated and excluded from the scope of services.

3. It is assumed that the proposed pathway project would not trigger the need for any hydrology assessment, storm water treatment and or the need to storm water retention as part of the permitting process with the County of Santa Clara and excluded from the scope of work.

4. It is our understanding this project will be a Public Works project and will be a Prevailing Wage project. Furthermore it is our understanding that Professional or support personnel such as engineers, project managers, and clerical staff are not subject to prevailing wages such that they will not be engaged in the construction of the project; and therefore the preparation (or submittal) of certified payrolls is not anticipated.

5. Exclusions: undergrounding of overhead utilities, illumination, landscape plans, arborist’s report, C.3 Stormwater Management Plans & documents, utility relocation, traffic control plans, contractor’s staging plans, CA State required SWPPP and construction survey staking services.

6. The realignment or relocation of underground utilities are not anticipated and therefore is excluded from this scope of services.

July 26, 2022
Project No. 2221102 CI
Quotation for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA Client Initials _____ Consultant Initials JG

Assumptions /Limitations - continued:

7. Specifications shall be in Town-provided standard format and limited to technical sections only. It is assumed the construction bid and contract documents book will be handled by the Town and therefore is excluded from this Scope of Services.

8. Specifications shall be edited as such, that only materials, procedures and execution specific to the project are included therein.

9. It is our understanding the Construction Administration Services will be by separate agreement and therefore are excluded from this Scope of Services.

10. It is assumed that the Town/County Engineer and Town’s Geotechincal Consultant will perform construction oversight and inspections as needed for compaction and observation of installation.

11. The preparation of additional documents for Town of Los Altos Hills Green Infrastructure improvements is not anticipated and therefore is excluded from this Scope of Services.

12. It is assumed that any correspondence / notification with property owners where the proposed improvements would be done will be handled by Town staff as it related to proposed demolition, tree removal or construction of the pathway that may affect existing improvements.

13. It is assumed that all existing drainage culverts at driveways, drainage structures and existing utilities are to remain and no upgrade is required as part of the proposed construction project.

Notes:
 Plans shall be based upon Topographic Survey provided by the Town, Said survey needs to be field walked to check for accuracy and documentation of current site conditions. If survey is found to be missing information, or additional information is needed, the subject proposal above would need to be evaluated on compliance to the requested scope of work. Additional scope of work may be needed based on site conditions.
 Landscape Architectural site plans, Soils / Geotechnical Report, Arborists Report & Tree Protection Plans; and a current Title Report – all by others and as provided by the Client.  Client shall be responsible for all submittals and municipal fees.  General Provision, Fee Schedule, and Specific Exclusions: Please refer to attached Exhibit “A” – General Provisions and Exhibit “B” – Fee Schedule and Specific Exclusions, all to be made part of this agreement.

Additional Services Fee
7) Additional Services to be done only if required and with Client’s prior authorization. To include the following:
7) Fees to be
determined as
 Client’s, Architect’s, Landscape Architect’s or Contractor’s revisions; Value required Engineering revisions; field related revisions; or revisions due to either incomplete or inaccurate base information provided by others.  Other Additional Services such as; Preparation of other exhibits, plans or documents (not included in the above scope items); plans for major off-site improvements and inspections.

July 26, 2022
Project No. 2221102 CI
Quotation for Engineering Services
Pathway Project – Summerhill Avenue – Los Altos Hills, CA Client Initials _____ Consultant Initials JG

Please note: All invoices are due upon receipt. Late payments incur a 1.5% penalty per month added to any unpaid balance after 30 days.

All accounts unpaid at 45 days past due will receive notification of late payment. All accounts unpaid at 60 days past due will be subject to have the project placed on hold and all work may be stopped until the account is brought up to date.

Lea and Braze Engineering follows California standard lien laws. Should you execute this contract, you will receive a Standard California 20-Day Preliminary Notice. This notice is to inform you that we are providing Civil Engineering and/or Land Surveying services on your referenced property. Note: This will not be a lien request or a request for payment. This is for Information Only.

Should these terms be acceptable to you, please return one signed copy (also initial the other pages where indicated) of this proposal.

Payments may be made through our website at www.leabraze.com, over the phone at (510) 887-4086, or via mail to our Corporate office.

Attachments: “Exhibit A” - General Provisions and “Exhibit B” - Fee Schedule and Specific Exclusions [please carefully study these Exhibits, initial and return them as part of this agreement]. Thank you. -- Quotation Valid for 45 days --
For Lea and Braze Engineering, Inc: Jerry Gonzales
Jerry Gonzales – Civil Projects Manager

Client Approval:

Date
Please print name and title:

Quotation for Engineering Services
Town of Los Altos Hills – Pathway Project – Summerhill Avenue – Los Altos Hills, CA July 26, 2022 Project No. 2221102 CI
Client Initials ______ Consultant Initials JG

ENGINEERING SERVICES - EXHIBIT “A”
General Provisions
Client and Consultant agree that the following provisions shall be part of this agreement:

1. Client and Consultant agree to cooperate with each other in order to fulfill their responsibilities and obligations under this agreement. Both Client and Consultant shall endeavor to maintain good working relationships among members of the project team.

2. This agreement shall be governed by and construed in accordance with the laws of the State of California.

3. If a required retainer or deposit is not received within 72 hours of the receipt of signed Client approval, services may be delayed.

4. Client agrees that if Client requests services not specified in the scope of services described in this agreement, Client will pay for all such additional services as extra services in accordance with Consultant’s billing rates utilized for this agreement.

5. Adoptions of Codes and Ordinances by reviewing agencies, including changes in interpretation of such by reviewing agencies, may require revised or additional services by Consultant which shall be billed at current billing rates. Consultant shall notify the Client in writing of changes in review process because of changes in application by reviewing agencies or changes in reviewing agency personnel if additional costs are caused thereby.

6. All fees and other charges due Consultant will be billed upon the completion of work for submittal to reviewing agency (or a percentage thereof), or at periodic intervals; and shall be due at the time of billing unless specified otherwise in this agreement. Invoices shall be due upon receipt. Late charges of one and one-half percent (1.5%) per month are assessed if payment is not received within thirty (30) days. Termination of services requires written notification. Work stopped in progress will be billed based on time basis, plus any associated reimbursable expenses. If invoices become past due over sixty (60) days, from receipt by Client, Lea & Braze Engineering, Inc. shall have the unilateral and unequivocal right to suspend performance of services without liability for delay or for consequential or other damages which may result from such suspension.

7. Client agrees that all reports, plans, specifications, field data and other documents, including such in electronic media, which are prepared by Consultant shall remain the property of the Consultant and may be used by the Consultant. Upon payment of all outstanding fees Client shall be entitled to use of final plans and specifications unless Client is in default of this agreement.

8. Client agrees not to use or allow to be used by other parties, plans and specifications which are not final and which are not signed and sealed by Consultant; and to not allow other parties to modify plans and specifications prepared by Consultant.

9. Client agrees that if this agreement is terminated prior to completion of final plans Client shall release Consultant from all liability for services performed.

10. If Consultant is not retained to provide construction-phase services for the project Client assumes all responsibility for interpretation and construction observation, and Client assumes full responsibility, for any and all claims arising from modification, clarification, interpretation and changes to the plans except for claims arising from the sole negligence of the Consultant. Client shall indemnify and hold harmless Consultant from such claims.

11. In no case shall the Consultant be responsible for job site conditions or safety.

12. If Client is not the Owner of the property on which the project is designed, a Preliminary Lien Notice shall be mailed to the Owner upon commencement of work by Consultant.

13. Client shall pay for additional or revised insurance or liability by the Client should such be requests be made by Client.

14. Quantity estimates provided by Consultant are estimates only. The Client shall require Contractor and Subcontractors to independently confirm quantities which may affect their costs or work, and notify Consultant if discrepancies are evident.

15. Client agrees to have Contractor and Subcontractors examine plans and specifications and notify Consultant of field conditions which require clarification or modification of plans in a timely manner.

16. In the event the parties to this Agreement are unable to reach a settlement of any dispute arising out of this Agreement or related to the services under this Agreement, then such disputes may, with the consent of both parties, be settled by binding arbitration in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association or such other arbitration rules as the parties may choose. In any such arbitration, the laws of the State of California shall apply.

17. Client agrees to limit the liability of Consultant, its principals, employees and sub-consultants, to Client and to all contractors and subcontractors on the project, for any claim or action arising in tort, contract, or strict liability to the sum of $50,000.

Client and Consultant acknowledge that this provision was expressly negotiated and agreed upon Exhibit A – General Provisions

Quotation for Engineering Services
Town of Los Altos Hills – Pathway Project – Summerhill Avenue – Los Altos Hills, CA July 26, 2022 Project No. 2221102 CI
Client Initials ______ Consultant Initials JG

ENGINEERING SERVICES - EXHIBIT “B”
Fee Schedule
Civil Principal $275/hr Survey Principal $275/hr
Senior Project Manager / Sr. Engineer $250/hr Associate Surveyor $210/hr Project Manager / Engineer $210/hr Survey Calculations $175/hr Design Engineer $190/hr 1-Person Survey Crew $230/hr
Engineering Technician $175/hr 2-Person Survey Crew $270/hr Civil CAD Drafter $150/hr Survey CAD Drafter $150/hr
Depositions and/or court appearance

$500/hr with a 4 hour min. Clerical $100/hr
Note: Attendance at meetings and site reviews will be subject to a two (2) hour minimum charge to allow for preparation, travel, and meeting time.

Plus direct reimbursable expense cost, such as but not limited to: In-house printing for check-prints and prints for issuance, record maps at $10.00 per sheet, documents by outside parties at $8.00 per document, supplemental insurance (i.e. waiver of subrogation, or additional insured), travel expenses and mileage (per Standard IRS mileage rate). Costs for local overnight deliveries will be $30.00 each and $45.00 each for early delivery (Sunrise 8am service), plus an additional minimum of $5.00 for packages weighing over 5lbs. Same day / Rush deliveries will generally be from $100.00 to $150.00, with cost based on time of day, distance and weight. Required rain gauges $100, Mailbox to house SWPPP $120 (only if required), rain gauge stand $120 (only if required). For percolation testing, should no water service be available on-site, then we will provide a water tender with necessary water supply for a $750 additional charge.

Lea & Braze In-house Printing
Type - Size Cost Type - Size Cost
Bond Black & White – 24”x 36” $4.00 per sheet Mylar Black & White – 18”x 26” $22.00 per sheet Bond Black & White – 30”x 42” $8.00 per sheet Mylar Black & White – 24”x 36” $44.00 per sheet Other media, sizes, or color prints Unit Cost can be provided upon Client request Fees effective as of July 2021
-- Rates are subject to periodic change--
Specific Exclusions
Those services not included in the “Scope of Services” are excluded from said scope of services, and include (though not limited to):

1. Structural design, site retaining wall or site structures design, illumination design, acoustical design, traffic engineering, environmental reports (E.I.R or other.), geologic or geotechnical engineering services; joint trench design (gas and electrical); shoring design; landscape design; tree protection; private water or sewer systems; dewatering plans; off-site or utility main improvements plans; story pole construction; contractor’s plans for traffic or dust control and safety; operations and maintenance plans or services; and fire protection systems.

2. Revisions or additional work due to unforeseen changes in local or state requirements, or ordinances effective after the date of preparation of this Quotation for Engineering Services.

3. Revisions resulting from either incomplete or inaccurate base information (by others).

4. Preparation of Plans or Documents for other than Town of Los Altos Hills and County of Santa Clara approval.

5. Preparation of Plans or Documents for review by other Municipal Districts, State, or Federal agencies.

6. Submittals and associated municipal fees or charges.

Exhibit B – Fee Schedule

A. OBJECTIVE
The Town of Los Altos Hills is soliciting proposals from qualified consultants to provide services to design and prepare 90%, 100%, and Issue for Bid (IFB) packages and all associated permitting for a new roadside pathway along Summerhill Avenue.

B. PROJECT DESCRIPTION
Summerhill Avenue is located in Los Altos Hills between El Monte Road and Magdalena Road. The project involves the construction of new roadside pathway segments along Summerhill Avenue, a collector street that connects El Monte Road to the north and Magdalena Road to the south. The project will require drainage channel crossings and will occur within both Town limits and the County of Santa Clara limits. Los Altos Hills’ Town limit is to the west of Summerhill Avenue and to the east are the Santa Clara County and City of Los Altos. Currently pathways exist in front of some properties but not others.

The construction bid package will encompass the investigation, study, and design of a continuous roadside path (Type 2B) to incorporate existing sections of pathway from El Monte Road to Magdalena Road on the west side of Summerhill Avenue. The bid package will consist of construction bid packages, construction cost estimates, and all associated permitting.

The project is divided into 12 segments (approx. length in parentheses) with the base scope consisting of 8 segments and 4 alternates. See Exhibit A for 50% plans.

Segment 1 (222’) ADD 1
Segment 2 (160’) Base
Segment 3 (135’) Base
Segment 4 (56’) Base
Segment 5 (573’) ADD 2
Segment 6 (24’) Base
Segment 7 (30’) Base
Segment 8 (96’) ADD 3
Segment 9 (292’) Base
Segment 10 (197’) Base
Segment 11 (150’) ADD 4
Segment 12 (190’) Base

TOWN OF LOS ALTOS HILLS

REQUEST FOR PROPOSALS FOR

PROFESSIONAL DESIGN AND PERMITTING SERVICES FOR

SUMMERHILL AVENUE PATHWAY PROJECT
Attachment 3

C. SCOPE OF SERVICES
The Scope of Services includes, but is not limited to, complete design of segments of the roadside pathway for the Summerhill Avenue Pathway Project for the Town of Los Altos Hills. The design should be based on applicable Town Standards. In general, the scope of work shall involve the following:

1. Review of all environmental documents and town maps, use topographic base map and 50% plans provided by Town.

2. Conduct a site visit.

3. Attend kick-off meeting with Town to discuss project scope, objectives, and schedule

4. Provide 90%, 100%, and IFB construction bid packages to the Town for review.

5. Provide design that provides safe routes for pedestrians and equestrians in the Town. • Deign shall avoid impacts to drainage channels
• Design shall minimize cut of existing ground by use of retaining walls where feasible
• Design shall attempt to minimize tree removal.

6. Meet with town during review process.

7. Provide assistance to Town staff during bidding and support during construction, including responding to RFI’s.

8. Lead permitting process for all necessary federal, state, and local agencies.

9. Provide the Town one set of Record Drawings after project completion to reflect asbuilts conditions.

Please note the Town will provide the consultant with topographic and boundary survey prepared by Towill Inc. and 50% plans prepared by Town staff.

D. DELIVERABLES
• Prepare 90%, 100%, and IFB design plans, specifications, and estimate of construction costs stamped and signed by a Civil Engineer registered in California.

All plans shall be prepared in AutoCAD. Plans shall be at 20 scale and shall include all construction details. The selected consultant shall also obtain all necessary permits for the construction work.
• Digital copy of AutoCAD files (Civil3D and Standard format) and PDF’s shall be provided via email or on a compact disk, with the drawing at 1:1 in model space.

E. SCHEDULE AND SUBMITTALS
The target schedule is as follows:

Advertise RFP: May 20, 2022
Proposals Due: June 10, 2022
Contract Award: June 17, 2022
Notice to Proceed: June 24, 2022
90% Plans Due: August 5, 2022
100% Plans Due: September 9, 2022
Issue for Bid Plans Due: October 7, 2022

F. SUBMISSION REQUIREMENTS
Proposals must be received by 3:00 PM on Friday, June 10, 2022.

The Town will accept all proposals submitted electronically through e-mail before the submission deadline.

G. PROPOSAL REQUIREMENTS

1. Understanding Scope of Services
Consultant shall provide a clear and concise response to the Scope of Service requirements set forth. This response should present a demonstration of the firm’s understanding of the project and their suggested approach to the project.

2. Qualifications
Identify the key personnel involved in this project. Also state their experience with similar projects.

3. Cost Proposal
a. Provide a detail of fees to be charged, including hourly rates and expected payment schedule.
b. The proposal should detail the costs by general category of work. c. Provide an estimated total amount for the scope of services required, including a quote for the base scope, and a separate quote for each of the 4 alternate segments. d. Details costs of any additional charges that are not included in the basis fee.

H. SELECTION PROCESS
Proposals will be reviewed by a variety of Town staff. A recommendation will be made by the Public Works Director to the City Manager or City Council, if necessary. Final selection will not necessarily be based on cost but will include considerations for Consultant’s Qualifications and the Consultant’s understanding of the Town’s issues and the Consultant’s ability to meet the Town’s needs. The Town will verify the qualifications and references of the Consultant to whom the award is contemplated.

I. CONTRACT AWARD
The selection of any proposal does not imply acceptance by the Town of all terms of the proposal. If a satisfactory contract cannot be negotiated in a reasonable amount of time, the Town may terminate negotiations with the selected Consultant and begin contract negotiations with the next highest ranked Consultant.

J. CONTACT INFORMATION
For any questions for further information, please contact Avery Lai, Assistant Engineer at [email protected] or by phone at (650) 947-2541.

If unavailable contact Daniel Liang, Utility Engineering Manager at [email protected] or by phone at (650) 947-2511.

SUMMERHILL PATHWAY PATHWAY PLAN C-101 PLAN Exhibit A

SUMMERHILL PATHWAY PATHWAY PLAN C-102 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-103 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-104 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-105 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-106 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-107 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-108 PLAN

SUMMERHILL PATHWAY PATHWAY PLAN C-109 PLAN

4 Attachment 4
Attachment 4

Attachment 5

TOWN OF LOS ALTOS HILLS August 18, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN AN

AGREEMENT TO DESIGNATE THE SYSTEM LOW CARBON FUEL

STANDARD (LCFS) CREDITS TO POWER FLEX IN EXCHANGE FOR

ELECTRIC VEHICLE CHARGERS, SERVICE, AND OPERATION FOR A PERIOD OF FIVE YEARS.

FROM: Melissa Elian, Assistant Engineer
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Adopt a resolution authorizing the City Manager to sign an agreement to designate the system Low Carbon Fuel Standard (LCFS) Credits to Power Flex in exchange for electric vehicle chargers, service, and operation for a period of five years.

BACKGROUND:

The Town currently has one dual port ChargePoint charger that services the four Town electric vehicles (EVs), staff owned EVs, as well as EVs of the residents of Los Altos Hills. As municipalities are moving towards a path of sustainability, the demand for electric chargers has increased for the Town.

To meet the growing demand for EV Chargers and to comply with the adopted Climate Action Plan (Attachment 4, use this link for the full plan) additional charging stations are required. This project meets that demand with the installation of two (level 2) single port chargers and one (level 2) dual port charger increasing the capacity from 2 to 6 available charging stalls. When complete, the Town will have 4 regular charging stalls, a Van Accessible charging stall and an ADA charging stall to comply with the California building Code, volume I, Chapters 10 and 11B.

During the April 21, 2022, council meeting, the council approved the project to increase the number of Electric Vehicle Charging stations (EVCs), the project includes all infrastructure necessary to add the additional EVCs. (Attachment 5)
DISCUSSION:

The Town has considered two EV Charger vendors: Chargepoint and PowerFlex. As mentioned previously, Chargepoint is the current brand of the Town’s EV Chargers, which are in good condition and operating well.

Clients of PowerFlex include the City of Mountain View and Los Altos High School. PowerFlex offers a software that maximizes power usage. For example, if a car is fully charged, the software will direct that port to stop pulling power, in order to maximize power to the other ports.

AGENDA ITEM #4.M
M.E.

P.P.

Table 1: Cost Comparison of Chargepoint and PowerFlex
Vendor Approximate Total Installation and
Hardware Cost
Monthly Fee
Chargepoint $31,000 $115
Power Flex $21,000 $80
In assessing the total cost of Chargepoint and Power Flex in Table 1, PowerFlex has the lowest total cost. In addition, PowerFlex offers a program to release the LCFS Credits in exchange for the installation, hardware cost and the monthly fee for maintenance and operations of the EVCs. The LCFS Credits go through a lengthy process in order to get traded for monetary value. The Town of Los Altos Hills does not have the capacity to process the LCFS Credits for monetary value, and therefore would not utilize them.

The agreement to release the LCFS Credits would be for the duration of 5 years. After 5 years, the Town can reevaluate the renewal of the release of the LFCS Credits. After 5 years, if the Town would not like to renew the release of the LCFS Credits, they will not have to pay the initial installation and hardware cost.

The Town presented the option of Chargepoint, PowerFlex, and PowerFlex with designation of LFCS Credits to PowerFlex, to the Environmental Initiatives Committee (EIC) and they support the choice of PowerFlex with designation of LFCS Credits to PowerFlex. The minutes and motion can be found in the attached minutes (Attachment 3)

ENVIRONMENTAL REVIEW
This action is a class 1 categorical exclusion per Article 19 (Categorical exclusions) section 15301(c) Existing facilities of the California Environmental Quality ACT (CEQA) guidelines. 2022 CITY COUNCIL STRATEGIC PRIORITIES:

This action was not identified on the 2022 City Council Priorities but is part of the day-to-day operations to advance the goals of the climate action plan and employee enhancements initiatives.

FISCAL IMPACT:

The recommended action to enter into a five-year agreement with PowerFlex to trade the LCFS Credits for the hardware, and maintenance and operation services will have no financial impact. If this was not approved the cost of the EVC’s and services for Five years will be approximately $25,800.

ATTACHMENTS

1. Resolution

2. Agreement

3. Minutes from EIC meeting of June 23, 2022

4. Resolution 70-21Climate Action Plan, Plan can be found in Town website.

5. Resolution 41-22, Approval to install new EV charging stations

RESOLUTION NO._______

RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT

TO DESIGNATE THE SYSTEM LOW CARBON FUEL STANDARD (LCFS) CREDITS

TO POWER FLEX IN EXCHANGE FOR ELECTRIC VEHICLE CHARGERS, SERVICE, AND OPERATION FOR A PERIOD OF FIVE YEARS.

WHEREAS, The Town Hall EV Charger project proposes to install two (level 2) single port chargers and one (level 2) dual port charger in order to meet the growing demand in the Town for EV Chargers.

WHEREAS, The Town has considered two EV Charger vendors: Chargepoint and PowerFlex.

WHEREAS, The Town presented the option of Chargepoint, PowerFlex, and PowerFlex with designation of LFCS to PowerFlex, and the EIC committee decided on a motion to support the choice of PowerFlex with designation of LFCS to PowerFlex.

WHEREAS, City Council, will approve the designation of LFCS to PowerFlex.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the Town, State of California, as follows:

1. The foregoing recitals are true and correct.

2. The following Agreement designating the Low Carbon Fuel Standard Credits to PowerFlex between Town of Los Altos Hills and PowerFlex shall be made.

PASSED AND ADOPTED by the City Council of the Town of Los Altos Hills, State of California this _______ day of _______, 2022 by the following vote:

Attachment 1

POWERFLEX SYSTEMS, INC. LCFS DESIGNATION LETTER AGREEMENT Site Name: Town of Los Altos Hills Town Hall Parking Lot Site Address (the “Site”): 26379 Fremont Road, Los Altos Hills CA, 94022 System Description (the “System”): Electric vehicle charging station(s) installed at the Site.

System Operation Date (the “Commencement Date”): August 18, 2022 System Owner (“Owner”): Town of Los Altos Hills
System Owner Address: 26379 Fremont Road, Los Altos Hills CA, 94022 System Owner Federal EIN#: 94-6027523
PowerFlex Federal EIN#: 82-3070669
RE: Designation of System LCFS Credits to PowerFlex Systems, Inc.

PowerFlex Systems, Inc., a Delaware corporation (“PowerFlex”) and Owner acknowledge that if applicable reporting requirements are met, the California Air Resources Board (“CARB”) (or other applicable agency) may issue low carbon fuel standard credits (“LCFS Credits”) for the System.

The parties here to acknowledge that PowerFlex has performed or is performing certain installation and/or maintenance services for Owner with respect to the System; including hardware and installation of two single port chargers and one dual port charger, maintenance services to keep the chargers operational for the duration of 5 years, and a power optimizing software. Therefore, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties acknowledge and agree that PowerFlex may report and claim LCFS Credits for the System, and Owner irrevocably assigns to PowerFlex and its lawful designees all right, title and interest to any LCFS Credits generated by the System from and after the Commencement Date through the Termination Date (defined below).

This letter is effective as of the Commencement Date and shall terminate upon mutual agreement by Attachment 2

the parties hereto (the “Termination Date”). Promptly following the Termination Date, but in no event later than the end of the calendar quarter in which such Termination Date occurs, each party shall notify CARB of the Termination Date.

Start Date: August 17, 2022
Termination Date: August 16. 2027
Acknowledged and Agreed:

TOWN OF LOS ALTOS HILLS POWERFLEX SYSTEMS, INC.

By: _____________________________ By: ____________________________ Name: Peter Pirnejad Name: _________________________
Title: City Manager Title: __________________________
Date: ___________________________ Date: __________________________

ENVIRONMENTAL INITIATIVES COMMITTEE
Regular Meeting Minutes
Date: June 23, 2022

1. Attendees:
a. Members: Vrinda, Anand, Steve, MikeS, Pat, Stan
b. Guests: SarahR, Oscar, George Lee, Melissa Elian, Emina Steta, Oscar, Sofia

2. Last meeting's minutes: Anand made a motion to approve, Steve seconded, unanimous approval.

3. Agenda: Anand made motion to approve, Steve seconded, unanimous approval.

4. Community Facilities Needs Assessment Presentation and Motion (Sarah):
a. Vrinda noted that a motion was already made and approved at our last meeting after SteveP left. No action needed.

5. Releasing carbon credits to an EV Charger company
a. Melissa Elian, assistant Engr, introduced George Lee from PowerFlex (and LAH resident and Los Altos based company) b. Started Powerflex in CalTech in S. CA 5-6 years ago-do all things renewable energy- acquired by EDF Renewables in 2019
c. 9,000 EV chargers installed in CA;400 MW in commercial solar 3rd largest commercial solar PV installer; plus big on batteries, a turnkey company. Powerflex works with lots of municipalities, workplaces, nonprofits, and education institutions. Largest provider of large scale charging stations (>30 chargers). Local governments – Palo Alto, Mountain View, San Jose, UCSF, SLAC, Stanford business Park, Fleets.
d. Different types of chargers 7 kW (LAH has 7kW chargers now) 10- 19 kW and three types of DC fast chargers (40 mins. more expensive, require more power at Supermarkets or Libraries).

Townhall can be the starting point, can be at the baseball field, or at the barn
e. Pay by Mobileapp–deposit money and charge
f. MikeS: What's the rough cost per kWh?
George: from free to expensive -- depends on customer.At the schools in Los Altos-free during the day and in the evening it is $0.40/ kWh. For LAH PG&E rate is $0.25/kWh, with solar offset it may be in $0.10/kWh range. Powerflex has been subsidizing the schools for last 3-4 years.
g. Steve: Can they support the town staff for free? George: Yes, based on losaltoshills.gov email address.

Attachment 3

h. 90% of customers agree to give PowerFlex the carbon credits in return for free O&M (Chargepoint is about $400/year).
i. For LAH there are two chargers, -expand it to 5 ports at the cost $16-17K. Powerflex offer-will donate the chargers and O&M charges waived for 5 years
j. PowerFlex keeps the Low Carbon Fuel Standard (LCFS) credits.

From the CA air board. 1 Carbon Credit is ~1 MWh. Worth about 8 cents per kWh. Price has fluctuated from $80-$200-$80 per carbon credit– very volatile. PF assumes the risks There are a lot of bookkeeping details –expensive for small customers.
k. Win-win solution because, if a power station is not working PF has an incentive to fix. If no carbon credits – no revenue for PF.

Unless the site is busy all day long, it will not break even to cover installation and O&M cost.
l. Melissa: Town staff doesn't have the bandwidth to do LCSF credits themselves. Powerflex has a whole team for this.Town can review the arrangement after the 5 years.
m. Anand: Confirmed that Powerflex funded the full cost of products and maintenance, while the town pays for installation. ( same agreement with Mountain View, and Palo Alto (3 years)
n. Steve: Will this affect our GHG inventory in any way? George is not sure. Probably not. If people pay for the charge, PF will reimburse the city for the whole amount.
o. George suggests 30 chargers... Oscar says the panel can't support it yet (only 5-level 2-25-30 miles per hour) and Melissa added that there will be ADA requirements
p. Oscar: the purchase cost of Chargepoint more that Powerflex.

The installation costs are similar.
q. Request: Motion: Recommend supporting a town agreement with Powerflex to provide free chargers and maintenance for 5 years in exchange for use of carbon credits.
r. Steve moved, MikeS seconded, unanimous approval.

6. EIC recommendations for Telecom carriers that have current leases in Town, who want to install back-up generators– Cody Einfalt will introduce the topic (absent).
a. Anand suggests that AT&T should pay for batteries instead of generators
b. Postponed until next meeting.

7. Recommend to City Council acceptance of CSG's 6/10/22 proposal to complete 7 new GHG inventories (not to exceed $17,232). a. Anand made the motion to approve, Steve seconded,
unanimous approval.

8. Discuss possible permit fee changes to encourage electrification for CAP goals.
a. Sofia proposed flat line item credit ($200?) and a max of 50 incentives over a year.
b. Anand: Will the homeowner get the money or the contractor? Sofia: could be either.
c. Oscar: Maybe $100-$250 per electrified device, sent directly to homeowner.... Need to set a budget , maybe a limit of 50/year? d. Anand: Maybe BayREN could administer this? Sofia to check.

e. MikeS: When he installed his HPWH he got $3-5k in incentives from other places... would an extra $100 be too little? Contractors will need to know about the rebates from LAH.
f. Sofia check whether the town has the capacity to write the checks,will do a bit more research, check with Finance about how to set up the rebates and track it. LAH is going to have a dedicated web page for electrification–will include a check list of permits and rebate available –permit streamlining, does not change the financial aspect of pulling a permit.
g. Anand : Can BayREN run the program with money from LAH? h. Steve: We have about $15,000 for incentives in the budget for next year. We need a resolution from EIC for budget
augmentation. Then we can decide at our next meeting. In August CC agenda is crowded but the resolution can be considered at the September City Council Meeting.
i. New subcommittee for Permit rebates: Sasha, Anand, MikeS

9. Update on Climate Action Plan Implementation
a. Town got four proposals -- 2 disqualified
b. Of the remaining 2,
one on the east coast. They have done virtual assessments for a while –send a kit consisting of a cell phone, loaded with apps, tape measure and infrared gun etc.,then have a interactie conversation with the consultant. Once done no further
contractors need to visit the house.Agreed to $350 per audit from town to the contractors for approved audits, paid monthly. Covers all of a virtual audit; for residents that prefer in person audits, they would have to pay the difference (~$250), probably directly to the contractor. We will discuss this with the contractors.

Second proposal was quite similar., from SF firm, provide a virtual and onsite audit.
c. Questions: Should we approve 1 or 2? Agreement to approve both.
d. Discussion about incentive to contractors... agreement that this is a good thing. Not sure how to administer. To be discussed with contractors. We have to have an agreement and should be in the minutes. Then Stan will take it to CC–won’t happen until September
e. Pat: Would want to have an onsite visit -- didn't feel comfortable with the "kit" idea.
f. MikeS: Learned a ton by walking around with an onsite assessor; lots of benefit to this, IF the onsite person is experienced with electrification issues.
g. Vrinda: The SF guys will be able to walk around, but the Massachusetts company doesn't have local resources.

The motion is to approve a list of qualified vendors. These two vendors will be on that list . We recommend the city agree to pay a total amount of $11,100 for the assessments.

Sofia to figure out the method of payment of $350 per

assessment.

MikeS made a motion to approve, Steve seconded,
unanimous approval.

10. Topics of Interest /Open Discussion
a. Subcommittee on Reach codes: Vrinda, Anand, Sasha & Steve b. Stan welcomed MikeS to EIC

11. Next EIC meeting July 28, 2022 at 6:30pm

12. Adjournment at 8:10pm.

RESOLUTION 70- 21

A RESOLUTION OF THE CITY COUNCIL OF THE

TOWN OF LOS ALTOS HILLS APPROVING THE IMPLEMENTATION OF A

REVISED CLIMATE ACTION PLAN
WHEREAS, climate change is a real and increasingly urgent threat that demands action at every level of government; and
WHEREAS, the Town of Los Altos Hills joined the U.S. Mayors Climate Protection Agreement to reduce Greenhouse gas ( GHG) emissions through City Council Resolution 45- 06 on June 8, 2006; and
WHEREAS, the City Council unanimously voted to join the ICLEI Membership to enact policies and guidelines to reduce GHG emissions, through the implementation of a Climate Action Plan ( CAP), through City Council Resolution 18- 08 on March 13, 2008; and WHEREAS, the City Council unanimously voted to enact an updated CAP, through City Council Resolution 92- 16 on December 15, 2016; and
WHEREAS, in 2016, the State of California enacted Senate Bill ( SB) 32 to require greenhouse gas emissions to be reduced to 40 percent below 1990 levels by 2030; and WHEREAS, in 2018, Governor Brown signed Executive Order ( EO) B- 55- 18 which calls for California to achieve carbon neutrality as soon as possible, and no later than 2045; and WHEREAS, based upon the latest available data, 46 percent of Los Altos Hill' s local greenhouse gas emissions came from onsite Natural Gas combustion in our homes; and WHEREAS, the Town gained access to abundant 100% GHG free electricity by joining the Silicon Valley Clean Energy Authority ( SVCEA) through City Council Resolution 1I16 passed on January 27, 2016; and WHEREAS, without significant reductions in Natural Gas combustion within buildings, Los Altos Hills will not be able to achieve its GHG reduction targets; and WHEREAS, the City Council has identified electrifying buildings as a necessary strategy to achieve the Town' s GHG reduction targets and tools action to reduce future Natural Gas emissions by adopting REACH building codes requiring clean electric water and space heating through Ordinance 589 effective March 19, 2020; and WHEREAS, onsite Natural Gas combustion is known to lead to elevated levels of harmful indoor air pollutants, and, according to a study published in the International Journal of Epidemiology in December 2013, gas cooking increases the risk of asthma in children; and Resolution 70- 21 Page I
Attachment 4

WHEREAS, Natural Gas infrastructure and pipelines contribute to the risk of fires and explosions such as the 2010 San Bruno pipeline explosion, with the risk magnified in cases ofmajor earthquakes; and
WHEREAS, climate disruption is being fueled by the burning of fossil fuels, including natural gas, oil, and coal, and the disruption is already having devastating impacts on those who can least afford it and are least responsible for the problem; and WHEREAS, a clear end date for Natural Gas empowers building owners and residents to start malting plans, provides market predictability to encourage service providers to invest in growing electrification capabilities and workforce development and enables the gas utility PG& E to plan system work in alignment with local policy; and
WHEREAS, full migration off Natural Gas in Los Altos Hills by 2045 will provide the impetus for incentives for building electrification retrofits, such that it will be, easier for existing buildings to become all -electric; and
WHEREAS, on 10/ 14/ 2021 the Town' s Environmental Initiatives Committee voted to recommend to the City Council a revised CAP be implemented to, at minimum, meet State emissions goals established in SB32 and EO B- 55- 18, attached herein as " Exhibit A" and Exhibit B"; and
NOW, THEREFORE, IT IS HEREBY RESOLVED THAT the City Council ofthe Town of Los Altos Hills approves implementation of the revised CAP.

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 21 st of October 2021 by the following vote:

AYES: Tanitha, Tyson, Molt, Schmidt, Swan
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:

Deborah L. Padovan, City Clerk
By:

Kavita Tankha, Mayor
Resolution 70- 21 Page 2

RESOLUTION 41-22

RESOLUTION AUTHORIZING CITY MANAGER TO EXECUTE AGREEMENTS

FOR INSTALLING NEW EV CHARGING STATIONS, UNDERGROUND RACEWAY,

WIRING, AND ELECTRIC SUBPANEL AT TOWN HALL AND HERITAGE HOUSE WHEREAS, the Utility Engineering Manager did duly examine and consider quotes for materials and project bids submitted for the construction of EV Charging Stations, underground raceway, wiring, and electric subpanel at Town Hall; and
WHEREAS, the Utility Engineering Manager recommends the purchase of underground raceway materials and pull boxes from the lowest quote, AZCO Supply, in the amount of $8,154.58; and WHEREAS, the Utility Engineering Manage recommends that the underground raceway scope of the project be awarded to the lowest bidder, Phoenix Electric Co., in the amount of $69,881; and
WHEREAS, the Utility Engineering Manager recommends that the electrical scope of the project be awarded to the lowest bidder, C&C Electric Inc., in the amount of $24,000; and WHEREAS, the Utility Engineering Manager recommends that funds of $77,964.42 be made available for the purchase of materials and EV's and 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 and directed to execute contracts to the abovenamed firms on behalf of the Town of Los Altos Hills for the installation of two EV's and additional raceway for Heritage house.

2. The Public Works Director is hereby authorized to approve potential contract change orders in an amount not to exceed $51,964.

3. Approve appropriation in the amount of $81,231.03 from the unreserved General Fund, for a total project cost of not to exceed $180,000.

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 the 21st day of April 2022 by the following vote:

A YES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
ABSENT: None BY·� /G�ay
Resolution 41-22 Page 1
Attachment 5

TOWN OF LOS ALTOS HILLS August 18, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AWARDING A CONTRACT FOR THE CORPORATION

YARD SITE IMPROVEMENTS PROJECT
FROM: Oscar D. Antillon, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

1. Adopt the attached resolution authorizing the City Manager to execute a contract for the Corporation Yard Site Improvements project in an amount not to exceed $132,500.

2. Approve a project contingency fund of $42,500 and authorize the Public Works Director to approve potential contract change orders within said fund.

3. Approve appropriation in the amount of $25,000 from the unreserved General Fund, for a total project cost not to exceed $175,000. Funding is $100,000 from ARPA and $50,000 for CIP Fund.

BACKGROUND:

The Corporation Yard of the Town of Los Altos Hills is a maintenance facility located at 27400 Purissima Road with the total land area of 14,600 sf. The facility includes a facility building, a canopy, a storage shed, and a laydown area. The laydown area consists of paved and unpaved sections. The unpaved area is approximately 4,000 sf and is currently used for materials storage.

The terrain of the laydown area generally slopes toward Purissima Road. There are two existing drainage inlets onsite that collect surface and roof runoffs. Runoff from the paved area and facility building roof generally drains into one inlet. Runoff from the unpaved area and the canopy roof generally drains into the other inlet. Both drainage inlets eventually discharge offsite into Deer Creek across Purissima Road via a 15-inch culvert.

The unpaved area mostly consists of compacted class 2 aggregate base, 4 to 8 inches thick, mixed with soil. During a rain event, this area can become muddy. To prevent muddy runoff from draining offsite into Deer Creek, the runoff is typically contained onsite. Without proper drainage, this area will pond and turn into a mud pit. This makes it difficult to keep materials in storage clean and properly segregated. In addition, this area is also not usable during the wet season.

DISCUSSION:

To prevent localized ponding, improve site drainage, and keep the laydown area usable during the wet season, improvements to the Corporation Yard are as follows:

AGENDA ITEM #4.N
Updated and Posted 8/17/22
O.A.

P.P.

City Council Page 2
Corporation Yard Site Improvements
August 18, 2022

1. Remove existing base rocks and soil in the unpaved area and replace that with a new asphalt concrete pavement (3,100 sf) and a reinforced concrete apron (900 sf). The new asphalt will provide easy access for fuel trucks and other equipment.

2. Improve site drainage to eliminate localized ponding and to prevent direct site runoffs into Deer Creek by adding two bio-retention basins, a catch basin, and an 8-inch storm drainpipe onsite. In a rain event, these basins will collect and treat runoff onsite, remove pollutants, increase stormwater infiltration, and reduce direct outflows of stormwater into the storm drain system and Deer Creek.

Bid Process and Results
Staff prepared design drawings and the engineer’s estimate in-house. Staff reached out to three contractors with the construction experience for this kind of work and received two bids. The bid results and engineer’s estimate are summarized as follows:

Company Amount
Silicon Valley Paving $132,500
Interstate Grading and Paving $157,560
Lewis and Tibbets Did not respond
Engineer’s Estimate $153,565
Recommendations
Staff recommends that the City Council accept the bid provided by Silicon Valley Paving, as it is the low bidder. Their bid amount of $132,500 is lower than the other bidder and is below the engineer’s estimate.

Staff also recommends a budget of $175,000 including a contingency to address potential unforeseen conditions during construction. The cost breakdown is as follows:

Construction Contract $132,500.00
Construction Contingency $42,500.00
Total Estimated Construction Contract $175,000.00

ENVIRONMENTAL REVIEW
This action is a class 1 categorical exclusion per Article 19 (Categorical exclusions) section 15301(c) Existing facilities of the California Environmental Quality ACT (CEQA) guidelines. 2022 CITY COUNCIL STRATEGIC PRIORITIES:

This action supports the 2022 City Council Priority to Protect & Maintain Infrastructure.

FISCAL IMPACT:

City Council Page 3
Corporation Yard Site Improvements
August 18, 2022
In the 2022-23 Operating Budget and Five-Year Capital Improvement Plan, $100,000 from ARPA funds and $50,000 from CIP. Additional appropriation of $25,000 is required from the unreserved General Fund.

ATTACHMENTS:

1. Resolution

2. Bid drawings

3. Contract Agreement & Bid Proposal (Silicon Valley Paving Inc.)

City Council Page 4
Corporation Yard Site Improvements
August 18, 2022

RESOLUTION

RESOLUTION AUTHORIZING CITY MANAGER TO EXECUTE AGREEMENTS

FOR CORPORATION YARD SITE IMPROVEMENTS PROJECT
WHEREAS, the Utility Engineering Manager did duly examine and consider all bids submitted to it for the construction of the Corporation Yard Site Improvements project; and WHEREAS, the Utility Engineering Manager recommends that the project be awarded to Silicon Valley Paving in the amount of $132,500; and
WHEREAS, the Utility Engineering Manager recommends that funds of $42,500 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 execute contract to the above-named firm on behalf of the Town of Los Altos Hills for the construction of the Corporation Yard Site Improvements project.

2. The Public Works Director is hereby authorized to approve potential contract change orders in an amount not to exceed $42,500.

3. Approve appropriation in the amount of $25,000 from the unreserved General Fund, for a total project cost not to exceed $175,000. Funding is $100,000 from ARPA and $50,000 for CIP Fund.

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 18th day of August 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

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

City Council Page 5
Corporation Yard Site Improvements
August 18, 2022
Prepared by Daniel Liang, Utility Engineering Manager

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-101

SITE PLAN

TOWN OF LOS ALTOS HILLS

CORPORATION YARD SITE IMPROVEMENTS
Attachment 2

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-102

SITE IMPROVEMENTS

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-103 RETENTION BASIN "A"

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-104 RETENTION BASIN "B"

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-105

CONCRETE SLAB

REBAR LAYOUT

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS C-106

CONCRETE SLAB

CONTROL JOINTS

TOWN OF LOS ALTOS HILLS CORPORATION YARD SITE IMPROVEMENTS R-101

TRIBUTARY AREAS

REFERENCE

Town of Los Altos Hills Page 1 of 5
Short form
Updated 4/26/22

AGREEMENT
THIS AGREEMENT is made and entered into on the day of August, 2022 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and SILICON VALLEY PAVING (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:

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

To do all the work, furnish all materials, provide equipment & labor, and off-haul spoils necessary to complete in good workman like and substantial manner all that certain work involved and concerned with the Town of Los Altos Hills, Corporation yard Site Improvements project per Issued For Bids Contract Drawings, dated July 19, 2022, and the State of California Department of Transportation Standard Specifications 2018 edition.

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

EXHIBIT A – Bid proposal from CONTRACTOR dated July 19, 2022

3. TERMS. The services and/or materials furnished under this Agreement shall commence September 1, 2022 and shall be completed by September 30, 2022, unless terminated pursuant to Section 5(f).

4. COMPENSATION. For the full performance of this Agreement:
a. TOWN shall pay CONTRACTOR an amount not to exceed one hundred thirtytwo thousand and five hundred dollars and zero cents ($132,500) 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.

Attachment 3

Town of Los Altos Hills Page 2 of 5
Short form
Updated 4/26/22

5. GENERAL TERMS AND CONDITIONS.
a. 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:
i. WORKERS COMPENSATION INSURANCE: Minimum statutory limits. ii. 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 Page 3 of 5
Short form
Updated 4/26/22
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
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

Silicon Valley Paving, Inc. PO Box 26558, San Jose, CA 95159 Office: (408) 286-9101 Fax: (408) 286-2488 Proposal Submitted to: Work to be performed at: Town of Los Altos Hills 26379 Fremont Rd
Los Altos Hills, CA 94022
Attn: Michael Schloetter
27400 Purissima Rd
Los Altos Hills, CA
Phone: 650-947-2542
Fax:

Email: [email protected]
SCOPE OF WORK:

Proposal based on plan set dated 7-19-22
Corporation Yard Site Improvements

1. Pulverize existing material and grade

2. Off-Haul Spoils

3. Moisture-treat and compact existing base

4. Excavate Bio Retention and install drainage per sheet C-103 and C-104

5. Form Concrete Slab

6. Place #5 rebar per C-105

7. Pour Slab with 2500psi mix over 900sf over 6" of class 2 AB

8. Form and pour curbs with cutouts for drainage

9. Control Joints to match C-106

10. Prep Remaining area for HMA paving

11. Pave 4” Asphalt on 3100sqft over 6" of class 2 AB

12. Compact to a smooth and even finish

13. Slopes to match C-102 PRICE: $132,500.00
Exclusions:

Permits, fees, engineering, testing, staking, landscaping, irrigation repair, storm drain repair over excavation or off haul of unsuitable material and/or off haul of contaminated material. All work to be performed on weekdays unless specifically stated. Unless specifically stated, no paving is ADA compliant.

Work not specifically stated in this agreement. Irrigation will only be cut and capped.

Date:

Proposal #:

Estimator:

July 19th 2022
MS-041-22 Rev2
Matthew Slyngstad

EXHIBIT A

Contract Agreement
All material is guaranteed to be as specified, and the above work to be performed in accordance with drawings and specification submitted for the above work and completed in a workmanlike manner.

Any alteration or deviation from above specifications involving extra costs, will be executed only upon written orders, and will become an extra charge over and above the contracted price. All agreements are contingent upon strikes, material cost price increases, accidents, or delays beyond our control. The Owner is to carry fire, tornado and other necessary insurance upon above work. Workman’s compensation and Public Liability Insurance on above work is to be taken out by SILICON VALLEY PAVING. “NOTICE TO OWNER” (Section 7019 - Contractors License Law) Under the Mechanic’s Lien Law, any contractor, subcontractor, laborer, material-man or other person who helps to improve your property and is not paid for his labor, services, or material, has a right to enforce his claim against your property.

Under the law, you may protect yourself against such claims by filing, before commencing such work of improvement, an original contract for the work of improvement or a modification thereof, in the office of the county recorder of the county where the property is situated and requiring that a contractor’s payment bond be recorded in such office. Said bond shall be in an amount not less than fifty percent (50%) of the contract price and shall, in addition to any conditions for the performance of the contract, be conditioned for the payment in full of the claims of all persons furnishing labor, services, equipment or materials for the work described in said contract.

Traffic Control: Unless specified in elsewhere in this contract, Silicon Valley Paving is not responsible for traffic control.

Obstructions: If there are any obstructions such as garbage bins, cars, etc., in the area of proposed work, they should be removed before the work begins. If we must return due to an obstruction, there will be an extra charge of a minimum of $850.00 for each additional move-in necessary to complete the contract.

Landscaping: All landscaping foliage such as trees, shrubs, ground cover, etc., that may overhang any curbs, header boards or work areas must be trimmed by owner before the commence of work. Silicon Valley Paving will not be held responsible for any damage incurred to landscaping during construction.

Irrigation: If there are any automatic sprinklers for your landscaped areas, they should be turned off at least 24 hours prior to, during, after the start of this work. Silicon Valley Paving is not responsible for damages incurred due to irrigation during project as outlined above.

Tracking Material: SILICON VALLEY PAVING is not responsible for the cleaning or cost of cleaning any carpet, concrete, etc., that is stained as a result of people walking through the new construction area and tracking the material onto the surface.

Utilities: Additionally, SILICON VALLEY PAVING is not responsible for any damage or expense incurred due to any underground water, gas, electric, etc., utilities not clearly marked on plans or staked out on jobsite.

Additional Costs: During excavation if the following is encountered: concrete, steel, water saturated material, paving fabric or asphalt thicker than the total removal depth bid. Additional cost(s) for further excavation, stabilization and replacement or dumping of materials will be determined by negotiation between the owner and SILICON VALLEY PAVING representative.

Termination of Contract: Work on the said project will be terminated under the following conditions:

1. Work stopped by any public authority for a period of ten days or more, through no fault of SILICON VALLEY PAVING

2. Should the work be stopped through act or neglect of the OWNER FOR A PERIOD OF SEVEN DAYS

3. Should the Owner fail to pay SILICON VALLEY PAVING:

Upon written notice to the Owner, SILICON VALLEY PAVING may stop work or terminate the Agreement and recover from the Owner payment for all work executed, any loss sustained, including reasonable profit and damages. Until such time as the Agreement price is paid in full, all equipment and materials on or about the site which is furnished by SILICON VALLEY PAVING may, without notice, enter onto the premises to repossess such equipment should the Agreement price not be paid in full accordance with this agreement.

Insurance: A Certificate of Insurance will be provided prior to the start of the project, any modifications beyond the standard certificate, such as additional insured endorsements, will be billed to you at our cost.

Damages: SILICON VALLEY PAVING will only be held liable for damage or disrepair to the said property when such damage or disrepair is directly attributed to negligence by an employee of Silicon Valley Paving. The owner will assume all other risk of loss or damage to property and construction work in progress and indemnifies SILICON VALLEY PAVING. No such loss or damage relieves Owner from any obligation under this contract.

Permits: By signing this agreement the owner assumes all responsibility for providing permits, fees and engineering required by any governmental authority shall be the complete responsibility of the Owner.

Change Orders: Should any changes under this agreement be required for any cause, the Owner, on written demand and itemization, shall pay SILICON VALLEY PAVING the cost for such special services or material, plus 15% compensation for any additional costs or loss of profits which are occasioned by and cause delay.

Legal Action: If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party should be entitled to reasonable attorney’s fees which may be set by the Court in the same action, or in a separate action brought for that purpose, in addition to any other relief to which the prevailing party be entitled.

Guarantee: All Materials and Workmanship are guaranteed for one year from date of completion.

Exclusions: SILICON VALLEY PAVING is not responsible for the following:

Cracks caused by ground movement, work performed by others, acts uncontrollable by man.

Payment is due upon completion. Unless other arrangements have been made, a 1-1/2% per month finance charge will be assessed after 30 days.

Note: Proposal is valid for thirty (30) days Respectfully Submitted _________________________________ Matthew Slyngstad, Silicon Valley Paving, Inc.

ACCEPTANCE OF PROPOSAL: MS-41-22 LAH Corp Yard
Upon the signature of both parties, the above prices, specifications and conditions are hereby accepted. Silicon Valley Paving is authorized to perform the work as specified. Payment will be made as outlined above.

Signature: ________________________________________Date___________________

EXHIBIT A

DATE:

TO:

FROM:

RE:

August 9, 2022
Honorable Mayor and Council Members
Sofia Mangalam, Planning Director P
AGENDA ITEM #4.0
Notification of Fast Track Approval- Lands ofRajwar Family Trust At the August 2, 2022 Fast Track Site Development Hearing, the following application was approved:
26880 Ortega Drive- File #SD22-0006-Lands ofRajwar Family Trust Site Development Permit for a 1,866 square-foot addition, which includes a new 789 square-foot lower floor, to an existing single-story residence and new patios and walkways.

CEQA review: Categorical Exemption per Section 15303( e) Project Planner: Jeremy Loh
Public notice of the hearing was sent on July 22, 2022 to all properties within 500 feet and posted on the site. 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 5:00 p.m. on August 23, 2022.

Town of Los Altos Hills July 26, 2022
Fast Track Hearing Fact Sheet
Project Description: New 1,866 square-foot addition, including a new 789 square-foot lower floor, to an existing single-story residence and associated patios and walkways.

File Number: SD22-0006
Address:

Owner(s):

Staff Planner:

Site Data
Net Lot Area:

Average Slope:

Lot Unit Factor:
26880 Ortega Drive
Nathalie and Ravi Rajwar
Jeremy Loh, Associate Planner

1.004 acres

19.9%

0.791
Floor and Development Area (square footage):

Area Type Maximum Existing Proposed
Development 8,928 6,626 8,759
Floor 5,000 2,779 4,645
Height:

On Vertical Plane
Lowest to Highest
Setbacks:

Front (west)
Side (north)
Side (south)
Rear (east)
Maximum
27'
35'
Minimum
40'
30'
30'
30'
Proposed
24'-4"
28'-3"
Proposed
42'-0"
30'-0"
77'-0"
85'-0"
Increase
2,133
1,866
Remaining
169
355
Exterior Materials: Composition shingle roofing, cement plaster walls, red cedar siding, dark bronze clad windows, gutters, and downspouts.

Parking: Required spaces: 4 out of setbacks
Proposed: 4; 2 in garage, 2 uncovered
Fast Track Points: (Less than 15 points required to be eligible for Fast Track process) Grading:

Sewer/Septic:

Cut: 315 CY
Sewer
Fill:ll0CY Export: 205 CY
Environmental Design and Protection Committee: Riparian easement needed and applicant should remove ivy and vineyard from riparian area. One cedar and four small trees proposed for removal. Exterior lighting is minimal but should meet outdoor lighting policy.

Open space easement already recorded on property approximately 26 feet from creek top-of bank.

Vineyard allowed in existing open space easement.

Town of Los Altos Hills August 2, 2022
Fast Track Hearing Report
Project Description: Site Development Permit for a 1,866 square-foot addition, which includes a new 789 square-foot lower floor, to an existing single-story residence and new patios and walkways.

File Number:

Address:

Owner(s):

Staff Planner:

Attendance:

SD22-0006
26880 Ortega Drive
Rajwar Family Trust
Jeremy Loh, Associate Planner
Sofia Mangalam, Planning Director
Jeremy Loh, Associate Planner
Nathalie Rajwar, Property Owner
Tom Carubba, Project Architect
Nikki Yee, Project Architect
Carol Gottlieb, Environmental Design and Protection Committee (EDPC) Elizabeth Loinaz, EDPC
Peter Brown, Open Space Committee (OSC)
Anita Baldwin, OSC
Birgitta Indaco, Resident
Project Issues: Project is minimal in scope given size and average slope of the property and mostly single-story design. Majority of addition areas well screened and only visible at one section along Ortega Drive. The project was first heard on July 26, 2022 and continued to August 2, 2022 due to concerns about an existing fence within a recorded open space easement. The open space easement was first required as a condition of approval on a previous project which was never constructed. Upon further research, staff determined that only the existing vineyard is allowed to remain; the fence is not explicitly allowed to remain in the easement agreement language. The fence, being separate from the proposed additions, can be resolved by standard code enforcement action(s) including removal or request for modification to open space easement agreement.

Environmental Design and Protection Committee: EDPC mainly concerned about removing non-native ivy and unpermitted fencing from open space easement area.

Open Space Committee: OSC suggested a compromise of moving fencing to the edge of the vineyard. This solution would require modification of the open space easement agreement.

Conditions of Approval:
• Standard conditions of approval;
• Project specific conditions:

• The property owner shall remove all ivy from open space easement area. • The property owner shall dedicate five feet of additional right-of-way along Ortega Drive to create 30-foot half width right-of-way.
• No new or existing fencing is approved with this site development permit.

Planning Director Action:

File #SD22-0006 (Lands ofRajwar Family Trust) was approved at the August 2, 2022 Fast Track Site Development Hearing subject to the attached conditions and a 21-day appeal period. w 8 / 9 I 22
Sofia Mangalam, Planning 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 Jeremy Loh by phone at (650)- 947-2544 or by email at [email protected].

CONDITIONS OF APPROVAL
Lands of Rajwar Family Trust - 26880 Ortega Drive - File# SD22-0006

PLANNING DEPARTMENT

1. No other modifications to the approved plans dated March 12, 2022 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 shall be printed on plans submitted for building permit plan check.

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 new residence 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. No new or existing fencing is approved with this site development permit. Any additional or modified fencing or gates shall require review and approval by the Planning Department with the required landscape screening plan and prior to installation.

5. Exterior lighting is approved as shown on the plans. All exterior lighting fixtures shall be down directed or shielded non-movable fixtures. Light fixtures shall not exceed color temperature of 3000K and emit no more than 600 lumens. No lighting may be placed within setbacks except two driveway or entry lights.

6. 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 and streets.

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.

7. 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, the applicant shall furnish staff with the last 12 months of 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.

8. 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. Existing perimeter plantings shall be fenced and retained throughout the entire construction period.

9. 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 additions complies with the 27' maximum structure height, measured as the vertical distance at any point from the bottom of the crawl space or basement ceiling if excavated below natural grade, 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.

10. 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 residence, additions and roof eaves, are no less than 40' from the front property line and 30' from the side and rear property lines." The elevation of the residence shall be similarly certified in writing to state that "the elevation of the additions matches the elevation and location shown on the Site Development plan." The applicant shall submit the stamped and signed letter(s) to the Planning Department prior to requesting a final inspection.

11. The property owner shall remove all ivy from open space easement area and 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.

12. Roof eaves of all structures shall not encroach into the required side and rear yard setbacks.

The roof eaves shall be shown on the site and civil plans in the construction drawings.

13. 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 at time of submittal for building plan check. All applicable structures shall be painted in conformance with the approved color( s) prior to final inspection.

14. 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.

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

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

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

18. 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 permit issuance. The applicant shall take a copy of worksheet #2 to school district offices, pay the appropriate fees and provide the Town with a copy of the receipts.

ENGINEERING DEPARTMENT

19. 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 moratorium (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.

20. 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.

21. All public utility services serving the new residence 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.

22. The property owner shall dedicate additional right-of-way easement to create a 30' wide half-width public right-of-way to the Town over Ortega Drive. The property owner shall provide legal description and plat exhibits that are prepared by a registered civil engineer, or a licensed land surveyor and the Town shall prepare the dedication document. The dedication document, including the approved exhibits, shall be signed, and notarized by the property owner and returned to the Town two weeks prior to acceptance of plans for building plan check.

23. The property owner shall pay a pathway fee of $3,826.00 prior to issuance of building permits.

24. 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 two weeks prior to acceptance of plans for building plan check. The grading/construction operation plan shall address truck traffic issues regarding dust, noise, and vehicular and pedestrian traffic safety on Ortega Drive, 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 Green Waste Recovery, Inc. for the debris box since they have a franchise with the Town and no other hauler is allowed within the Town limits.

25. 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.

26. 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.

27. 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 plan check. The permit will authorize the use of water from specific on-site or off-site water sources.

28. 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.

29. 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.

30. The Engineer of Record shall observe the installation of the drainage system, construction of the energy dissipaters, 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.

31. 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.

32. 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

33. The fire flow for this project is 1,000 GPM at 20 psi residual pressure since an automatic fire sprinkler system will be installed. Note: The minimum required number and spacing of the hydrants shall be in accordance with CFC Table Cl02.l.

34. Provide access roadways with a paved all weather surface, 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% and able to withstand an imposed load of 75K pounds. For installation guide lines refer to Fire Department Standard Details and Specifications sheet A-1. CFC Section 503.

35. An automatic residential fire sprinkler system shall be installed in one- and two-family dwellings. Required for all structures.

36. Potable water supplies shall be protected from contamination cause by fire protection water supplies. The applicant and any contractors shall contact the water purveyor supplying the site of such project and shall comply with the requirements of that purveyor. These requirements shall be incorporated into the design of any water based fire protection systems, and/or fire suppression water supply systems or storage.

37. All construction shall comply with applicable provisions of the CFC Chapter 33 and Standard Detail and Specifications SI-7.

38. 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.

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

The building permit cannot be issued until the appeal period has lapsed. The applicant may submit construction plans to the Building Department after the appeal period provided the applicant has completed all conditions of approval required prior to acceptance of plans for building plan check.

Please refer to the Conditions of Project Approval set forth herein. If you believe that these Conditions impose any fees, dedications, reservation 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 (until August 2, 2023). 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 August 18, 2022
Staff Report to the City Council
SUBJECT: RECEIVE A REPORT ON FINDINGS FOR THE COMMUNITY

FACILITIES NEEDS ASSESSMENT AND PROVIDE DIRECTION ON

TOWN HALL ADDITION/COMMUNITY SPACE
FROM: Sarah Robustelli, Sr. Community Services Supervisor APPROVED: Peter Pirnejad, City Manager
RECOMMENDATIONS: That the City Council:

1. Receive a report on findings for the Community Facilities Needs Assessment; and

2. Direct staff to continue design of Town Hall Addition/Community Space and return to council with a schedule and design alternatives.

BACKGROUND:

At the January 20, 2022, City Council meeting, the staff brought forward a request of Council for direction on whether to continue phase II of the Town Hall remodel project or defund the project and proceed in another direction. Following council discussion, a motion was made to, “...continue researching the addition to town hall to be built on the same area and to approximately the same standards we have been looking at.” The motion failed 3-

2. In the same meeting the council directed staff to purchase new furniture and maximize their existing floor area. See minutes from January 20, 2022, City Council meeting in attachment 3.

At the January 25 Council goal setting session, the council unanimously agreed to “...establish a town hall committee to evaluate a 10-year plan on facility needs, staffing and parks & recreation programs and space…" See minutes from January 25 Special City Council meeting in attachment 3.

During that same meeting, City Council also prioritized conducting community surveys to understand resident priorities. Since 2020, the Council has become aware of topics that would benefit from hearing from residents, such as the indoor and outdoor community space, including Town Hall. For this reason, the Council reaffirmed their commitment to conducting a community survey as one of their priorities for the 2022 calendar year.

The Ad Hoc Town Hall Committee and Ad Hoc Community Survey Committee were established with Mayor Tyson and Councilmember Schmidt as the representatives. The Town went through an informal bidding process and engaged with FlashVote a scientific survey provider for quick scientific results. City Council approved MIG contract to do Community Engagement for the Community Facilities Needs Assessment at their March AGENDA ITEM #5.A
S.R.

P.P.

Staff Report Page 2
Community Facilities Needs Assessment Findings
August 18, 2022
17, 2022, meeting. More details on the background can be found in the June 16, 2022, staff report in attachment 3.

At the June 16, 2022, City Council meeting, there was a staff presentation along with two consultants, FlashVote for Community Surveys and MIG for Community Engagement.

The background and methods were discussed for the Community Facilities Needs Assessment and Community Surveys. See the draft minutes from June 16, 2022 City Council meeting in attachment 4.

At that meeting, Council provided direction for staff and consultants to return with the raw data and recommendations and provide additional information about the Town Hall addition and community space efforts. Informally, the City Council agreed to reach out to their constituents, and to continue outreach and committee interviews.

Councilmember Mok discussed wanting to engage more people at the June meeting. In response to Councilmember Mok’s comments, staff expanded their effort to engage a larger cross-section of the Los Altos Hills community. One of the additional ways staff expanded their reach was to attend every Committee/Commission meeting to seek direction on their perspective on the need for more, less, or different indoor and outdoor spaces. The motions from each of those meetings can be seen in the Table 1 below.

Committee/Commission Motion
Community Relations Committee The Town has adequate indoor and outdoor spaces for our needs.

Emergency Preparedness and
Response Committee
Committee Member Stewart moved that the
committee is aware there is a general need in Town
for meeting space for committees; the committee
expressed concerns about EOC, and antenna needs,
for example at the La Cresta water tank, and have
specific technical concerns that the committee isn’t
ready to address in any detail for facilities that are
not necessarily buildings, such as radios, storage
caches, communication systems. The motion was
seconded by Committee Member Basiji.

Environmental Design & Protection
1) Indoor space needs for meetings of 15 people
with adequate chairs and table space for large plans
including storage of plans 2) renovated native
garden 3) suggests an outdoor space at Town Hall
near the native garden/heritage house for
Committees to meet outside for 15 people for
enough benches and shade.

Environmental Initiatives
Sasha moved that we have no new indoor and
outdoor space requirements, April 2nd, Unanimous
support.

Staff Report Page 3
Community Facilities Needs Assessment Findings
August 18, 2022
Finance & Investment
The Town has adequate indoor for their meetings
and would like to reassess this after COVID has
settled.

History
Indoor Space:
• For annual or semi-annual presentations for 150
attendees similar to Council Chambers that have
been used in the past. We need technical support
for presentations including video and audio.
• For accessible storage for artifacts, records, and
historical photographs to be stored and displayed
• For secure storage of records, historical
photographs, and artifacts.
• Meeting space for monthly meetings that allows
hybrid meetings.
• Working space for photo and document scanners
and document preservation and several computers.

Outdoor Space:
• Indoor/outdoor reception space for
gathering such as the Heritage Oak tree reception
space used in the past.
• Indoor/outdoor reception space which includes
access to kitchen facilities
Joint Community Volunteer Service
Awards
The Town has adequate indoor and outdoor spaces
for our needs.

Library Commission Requesting more time to make a recommendation to assess needs.

Open Space
Need a space to meet once a month, preferably
during daytime to accommodate up to 15 people
with audio visual support, twice a year community
educational meeting, native plant demonstration
around town hall. Committee feels that Town Hall
and West wind barn are sufficient.

Parks and Recreation
Both new indoor space and outdoor space are
needed, at a new location other than the baseball
field and town hall.

1. The new community space should
be designed for multigenerational uses and
provide a space for town residents to meet
and gather.

2. Prioritize and explore legacy giving
funding sources for the new community
spaces.

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Pathways
Indoor Space:
a. Conference room, 9 PWC + 10 LAH residents
(what we originally had pre-COVID and meeting
at the back table in the Council Chambers)
b. Two Screens with easy internet access
c. Need once a month
d. Storage of PWC material such as banner, easel,
etc.
e. Support equipment for Zoom meetings: Mics,
great internet, good lighting
(Hybrid Mtgs in future)
Outdoor Space:
a. Pathways (money to complete system)
Planning Commission
Planning Commission prioritize any requirements
for keeping town staff and facilities commensurate
with services that we must provide to the
residents.

Public Art
The PAC moves that the Town create a new
dedicated indoor public art space for the creation
of artwork. The intention of this is they want a
room that is always available for painting, dancing,
pottery, etc. The PAC moves that the Town create
an outdoor public park space for parent child
creativity, a space to display community art, and a
high-tech/interactive outdoor space.

Senior Commission
At this time there are no unmet needs at this
current point, but we may have more as time
progresses.

Youth Commission
Indoor: More Community Spaces for Study Space,
Tutoring, Game room. Outdoor: Water fountains
and benches, Playground expansion and shad
structure at Purissima, Restroom at Edith Park.

Technology Committee No need for additional indoor/outdoor space from the Technology Committee.

Table 1
In addition, the staff engaged the community in the following ways since the June 16 City Council meeting (Table 2).

Date What Town Hall
Meeting
Survey Input
Form
6/17/2022 City Manager's Weekly Report X X X
6/21/2022 Email Parks and Recreation Committee X X X
6/21/2022 Twitter X X X
6/21/2022 Nextdoor X X X

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6/21/2022 Facebook X X X
6/22/2022 Email History Committee X X X
6/23/2022 Twitter X X
6/23/2022 Emails to City Council to forward to
constituents
X X X
6/23/2022 Nextdoor X X
6/24/2022 City Manager's Weekly Report X X X
6/24/2022 Email Environmental Initiatives
Committee
X X X
6/28/2022 Email Pathways Committee X X X
6/29/2022 Email Community Relations Committee X X X
7/1/2022 City Manager's Weekly Report X X X
7/4/2022 4th of July Parade X X X
7/5/2022 Twitter X
7/5/2022 Facebook X
7/5/2022 Nextdoor X
7/6/2022 Nextdoor X
7/7/2022 Ad in the Daily Post X X X
7/7/2022 Email Emergency Preparedness and
Response Committee
X X X
7/8/2022 City Manager's Weekly Report X X X
11-Jul-22 Ad in the Daily Post X
7/13/2022 Ad in the Daily Post X
7/15/2022 Ad in the Daily Post
7/15/2022 City Manager's Weekly Report X X X
7/16/2022 Twitter X
7/17/2022 Ad in the Daily Post X
7/18/2022 Email Los Altos Hills Horseman’s
Association
X X
7/18/2022 Nextdoor X
7/19/2022 Email Los Altos/Los Altos Hills Little
League
X X
7/19/2022 Email Town Mailing List of 2,969 X X
7/19/2022 Facebook X X
7/19/2022 Email Victoria Dye Equestrian X X
7/19/2022 Email Pinewood X X
7/22/2022 City Manager's Weekly Report X X X
7/26/2022 Facebook X X
7/27/2022 Nextdoor X
7/29/2022 Nextdoor X
7/29/2022 City Manager's Weekly Report X

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8/1/2022 Survey #3 launched: Recreational Events
and Programming
X
8/5/2022 Movie Night at the Park event X
8/5/2022 City Manager's Weekly Report X
Table 2
Community Center and Indoor Space
At the June 16, 2022, City Council Meeting Councilmember Tankha directed staff to gather data on the new City of Los Altos Community Center, if it is being used and how effective it is. The City of Los Altos spent $24.75 million on the Los Altos Community Center, but $38.34 million for the project cost which integrated the surrounding public facilities to meet the current and future needs of the multi-generational community. The Community Center opened in October 2021; the 24,500 square foot sustainable center includes dedication space for senior, teen and kindergarten preparation programs, as well as flexible indoor and outdoor community gathering spaces to accommodate rentals, various recreational programs, classes and events. Additional, amenities include a playground, commercial kitchen, bocce ball courts, and space for a future café.

Los Altos Community Center has a regular amount of casual usage. The Senior Center rooms have regular drop in programming and their lobby and hallways have daily usage. For example, there are a few groups of Mahjong players who play in their lobby weekly. The center is currently open Monday-Friday 8:00 am to 5:00 pm however, some programming and rentals take place on weekends. In the data report that was provided from April to June 2022 most of the small room usage were rentals. There are two (2) small rooms that fit 1-6 people and during the three months there were 370 rentals or an average of four (4) daily rentals. The seven (7) larger rooms were primarily used for programming. The data set has 388 programs for an average usage of 4.26 times daily for programming.

The Los Altos Community Center has attracted a regular stream of people using the outdoor areas surrounding the Community Center for casual meetings, studying, and work. The Los Altos staff believes that awareness of the Los Altos Community Center is still growing, and they anticipate the usage to continue to increase.

The City of Los Altos has taken a more conservative approach than the Town of Los Altos Hills throughout COVID-19, which has impacted events, programing, and usage.

Additionally, their Recreation Department has transitioned to cost saving measures by sending postcards to announce their programs rather than mailing their Activity Guides.

This is likely impacting the awareness of activities as nearby communities with Community Centers are still mailing Activity Guides.

Since 2015, the Town of Los Altos Hills City Council has taken several steps to explore the possibilities of a Community Center. The Town contracted with Godbe Research, to conduct a resident satisfaction scientific survey. In 2015, Community Center was identified at the Town Hall campus. Results of the 2015 survey, when considering the importance of town services and facilities, residents ranked building a new community

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center near Town Hall with only 6.5% considering it “extremely important,”14.1% “very important” and 23.8% “somewhat important” while 51.8% selected it was “not at all important.” See attachment 4.A for the 2016 Godbe Research Top Line Report.

To accommodate additional community space the Town went through a lengthy process for the Prop 68 Grant. In February 2022, City Council approved the scope of work to retrofit the Purissima Park concession building by redesigning the interior. This project will convert two non-operational restrooms, storage to a community room while making the concession ADA compliant. This project is currently scheduled to begin later this year to create more indoor community space.

Additionally, through the FY23 Operating and CIP process the City Council approved the renovation of the Heritage House to accommodate additional indoor community and meeting space. The vision would be to relocate the EOC and update the Heritage House for use by the community. The goal would be to provide additional, comfortable and tech-capable indoor community space for the community.

Outdoor Space
The Parks and Recreation Committee has expressed the need for a park while going through the Prop 68 process. At the September 19, 2019, City Council meeting, the Council formed a subcommittee to execute a Town wide evaluation of assets to determine where and how a community park might be constructed and what it might cost.

There were several meetings that took place; however, the next step was to conduct a survey. Due to external factors such as the pandemic and limited bandwidth from staff to take on additional projects, the community survey was never conducted until this year.

Town Hall
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 activity facilities. The Planning Commission and City Council held multiple public meeting in 2018 and 2019 to review design alternatives, such as 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 for Phase 1 in 2020. In March 2021, a contract for Phase 1 was awarded and construction was completed in February 2022. As an interim measure to meet space separation

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requirements, the conference room space is currently operating temporarily as office space. This relocation of finance personnel from their current cubicles and offices is considered a temporary condition while we expedite the space reconfiguration in the rest of the town hall that includes additional cubical space and reduced common area. The current goal is to complete the upgrades by Q1 of 2023.

In June 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.

However, the building was not deemed to be unsafe. At the October 2021, City Council meeting the Council authorized the upgrade of Town Hall’s existing electrical panel capacity. See attachment 5 for the Resolution 41-22. Subsequently, to upgrade the existing electric vehicle charging station from one shared 40Amp circuit to two separate 40Amp circuits and add three (3) new charging stations at the Town Hall, the Council approved construction of a brand-new underground raceway from the Council Chambers to the Parks and Recreation building. The backbone of the underground raceway includes two 2-inch and two 4-inch electrical conduits. As part of this improvement, a 250A Siemens electric panel with a 200A disconnect was installed on the exterior wall of the Parks and Recreation building. This panel draws power from the existing 600Amp switchgear in the Town Hall’s electrical room and solar panels. It will supply power to four (4) EV chargers, as well as to the Parks and Recreation building. In an event the Council decides to keep the Parks and Recreation building, improve, upgrade or integrate it with Town Hall addition; spare conduits in the underground raceway can be used to pull new electrical wires to provide added amperage for future electricity needs at the south end of the integrated Town Hall building.

In response to Council’s request to compare our town hall to neighboring cities, staff and MIG benchmarked four (4) comparable cities on workspace. For a general comparison Table 3 includes the population, size of the main administration building, and the number of employees in that building was collected for four similar communities. The table assigns a square foot per employee to each city as a comparable figure. Los Altos Hills falls roughly in the middle of this set of comparison communities for square footage per employee at 330. It should be noted that the existing space at Town Hall is fully allocated and has no room to accommodating additional temporary or permanent staff, contractors, interns or other workers that would need short- or long-term workspace. Therefore, the survey does not account for growth or flex space that is necessary.

City Population* City Hall Sq Ft Number of
Employees in
building
Sq Ft/ Employee
Portola Valley 4,568 5,9001 13 454
Monte Sereno 3,511 3,2002 9 355
Los Altos Hills 8,496 6,9403 21 330

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Hillsborough 11,608 6,800 30 226
Woodside 5,593 4,055 21 193
Table 3
Notes:
1: Estimate from floor plan
2: Includes City council chambers (all others do not)
3: Includes Parks and Recreation Building
* Population 2020 American Community Survey 5-Year Estimates As additional data points, MIG conducted interviews with Town Management staff representing each department and functional group. Notable management staff interviews findings include the following:
• There is no existing space for temporary/contract help or new positions. • Physical separation of working groups creates supervision challenges and inefficiency.
• Virtual meetings or webinars that require participation need to be attended in a conference room otherwise disrupt neighboring cubical occupants. • Using informal meeting spaces in the Parks and Recreation Building and the kitchen create difficulties for other workers in the space. • Digital options for meetings, physical media/archiving could free up workspace, but require resources and technology support to work well and a revised flex-work policy that could affect operations.

Recreation Events and Programs
Recreation events and programs were identified as a City Council Priority to evaluate a 10- year plan on facility needs, staffing, Parks and Recreation programs, and space. Recreational events and programming are impacted by the availability of facilities.

Currently the Town is an event heavy community. This current 2023 fiscal year the Town has budgeted for a total of eighteen (18) community events, which include the following:
4th of July Parade, Movie Night, Adult Softball Game, Hoedown, Touch a Truck, Trick or Treating at Town Hall, Guess the Pumpkin’s Weight, TEDx, Barn Lighting, Music Concert, Teen Movie Night, Hoppin’ Hounds, Leadership Conference, two (2) Shred Events, Earth Day Celebration, Pathways Run/Walk, and the Town Picnic.

There are two areas the Town recreational programming focuses the most on:

1. Educational programs held by Committees and partnering agencies; and

2. Westwind Community Barn to deliver horseback riding lessons and camps.

There are also a small number of adult fitness programs, senior programs, and youth camps.

For programming staff solicits recommendations from Committee members and residents, while working with the constraints of our current facilities and leveraging partnership opportunities.

This year, Town has completed three (3) town-wide surveys through our survey vendor, FlashVote. The third, in that series, was focused on recreational events and programing. It was completed on August 3, 2022. A total of 177 respondents answered five (5) questions and provided individual input.

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In addition, MIG conducted a series of engagement efforts focused on hearing from residents in a variety of modalities to capture themes, sentiment and opinions on the need for new, additional or improved recreational and/or event planning. The results of these efforts will be discussed in the discussion section of this staff report.

Legacy Giving
The Parks and Recreation Committee have discussed the idea of legacy giving for several years. They believe Town residents could hypothetically fund a community center or outdoor community space. At this year’s City Council Priority Setting on January 25, 2022, Council set a priority to form an Ad Hoc Committee to explore a legacy giving program. At their February 17, 2022, meeting, an Ad Hoc Legacy Giving Program Committee consisting of Councilmembers Mok and Tankha was formed. See February 17, 2022, Council meeting minutes (Attachment 6). The Ad Hoc Committee has met on several occasions and identified a variety of vehicles to accommodate the ability to collect tax deductible donations including but not limited to partnering with the Los Altos Mountain View Community Foundation. Since their last meeting the Ad Hoc Committee decided to hear the results of the surveys and community engagement efforts at this meeting to get a better sense of what the community’s needs. Meanwhile the Executive Director, Adin Miller, is prepared to present to the Council once the Legacy Giving Ad Hoc Committee has reviewed options. It should be noted that although we have already made great progress on the formation of a Legacy Giving initiative, this effort is very much a work in progress and will take time to research and analyze before it is ready for council action.

Outreach Methods
The purpose of the Community Facilities Needs Assessment project is primarily to listen to the community in multiple ways to gather a more complete understanding of the community’s perspectives. Over the course of six (6) months, staff used both digital and in-person engagement tools, spoke to every Committee/Commissions, conducted resident interviews, benchmarked other agencies, interviewed staff, and the community, created a digital comment form, held two (2) town hall meetings, posted signs in a variety of town wide events and sent multiple mailers to each household. This has been an unprecedented community outreach effort and engagement exercise. Both staff and the consultants are confident in the outreach efforts, feel the participation rates are adequate and collectively feel confident in the level of outreach and effectiveness of the methods used in reaching the widest collection of resident opinions.

Each resident has received three (3) direct mailers on Town Surveys (postcard and Activity Guide) and Town Hall Meetings (postcard) which is estimated at 9,000 impressions.

At the following Town events: Earth Day Celebration, Pathways Run/Walk, Town Picnic, 4th of July Parade, and Movie Night at the Park, signage was displayed instructing people how to provide digital input based on attendance staff estimates 3,400 impressions.

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One (1) ad was taken out in the Town Crier and five (5) in Daily Post for a total of 191,500 impressions.

The Town website and social media including Nextdoor, Twitter, Facebook, and Instagram have been tools used to push out information throughout the process for an estimate of 10,000 impressions.

Staff presented to Town Committees/Commission and provided feedback for a total of 100 impressions.

Staff sent direct emails to stakeholder groups: Committee/Commission members, Los Altos Hills Horsemen’s Association (LAHHA), Los Altos/Los Altos Hills Little League, Victoria Dye Equestrian, and Pinewood for a total of 175 impressions.

An email blast was sent to over 2,900 emails.

Staff estimates the community engagement had a total about 217,000 impressions from all the outreached conducted since this project started in March. The extensive efforts for the impression resulted in the below total participants in the Community Facilities Needs Assessment process.

Table 4 represents the 38 activities and 762 participants involved in the in person and virtual engagement events the town. This table includes participants that attended events and activities. There are members that attended multiple activities. This is not to be confused with the 217,000 impressions which is a measure of number of times a person was reached with an invitation to participate.

Method Number of Activities Participant Total
Community Interviews 9 15
Individual input form 1 40
Town staff interviews 7 7
Town Hall Meetings 2 37
Committee and Commission
Input
16 100
FlashVote Surveys 3 563
Total Participants All
Methods
38 762
Table 4
The staff and consultants believe that the Town has received a meaningful amount of input and level of engagement. This project has been proactive and exploratory. The engagement sought for participation and sharing of thoughts and ideas. This type of engagement requires an investment of time and energy on topics that residents may or may not be interested in. For this type of active community engagement their tends to be less participation because time commitments are required. With our approach there was a range of time commitments. For example, the online form or survey were light on time

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commitment. Whereas attending a Town Hall meeting would require a higher level of engagement. As a result, staff is very satisfied with the level of participation and engagement.

FINDINGS AND DISCUSSION:

In order to summarize the varied input across these methods, the consulting team used the results to develop themes, representing perspectives that emerged multiple times across multiple methods. Attachment 7 is the supporting worksheet describing each theme, with specifics if they were noted by community members. The frequency that a particular theme was mentioned was rated on a low/medium/high scale based on the number of times and the number of methods it was mentioned in. An idea mentioned one (1) or two (2) times or in only one method was rated low, while themes that were mentioned across nearly all methods or were ranked highest in survey responses were rated high. The final piece of data in the supporting document is each method where the theme was mentioned.

The themes are organized into four top-level categories:
• Community Center/Indoor Space,
• Outdoor Space,
• Town Hall Space, and
• Recreation Events and Activities.

Representing the major areas of inquiry in this project. Findings for each topic are presented below.

Community Center and Indoor Space
The themes categorized here are primarily about community gatherings that are beyond the business of running the Town. Committee and Commission meetings, public meetings for Town projects, and individual meetings with staff are covered in the Town Hall Space category below. For Community Center/Indoor Space, four themes emerged at the high frequency level:
• Provide new indoor community space at a new site, (high frequency) • Online meetings and private homes are important meeting spaces, (high frequency)
• Heritage house should be better utilized, and (high frequency) • Heritage House is not currently utilized the way the community needs (medium frequency)
Details of these four themes included a strong voice for not taking away or replacing any of the facilities that already exist. The theme noting the importance (especially since the beginning of the COVID-19 pandemic) of online meetings and private residences for informal and organized gatherings was often paired with the sentiment that no additional indoor space is needed. That message on its own also came up as a medium-frequency theme.

Many of the methods revealed a current practice, and most often satisfaction with, using facilities in nearby communities. Some ideas offered up included partnering with local institutions (specifically Los Altos, Foothill College, and the school district) to improve or increase access for Los Altos Hills residents. In alignment with the community's

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requests the Town is continually exploring partnerships. The Town recently initiated conversations with Gardner Bullis regarding outdoor community space and is currently discussing programing with Foothill College and has programming scheduled with the City of Los Altos later this year.

Outdoor Space
The two highest frequency themes around outdoor space in Los Altos Hills are:
• Complete the pathways system
• Create a place for regular day-to-day community gathering The pathways system is a clear priority in the community; one of the City Council priorities and funded is complete ten (10) pathway segments. Many residents throughout the process noted the different functions this system serves, including exercise, socializing, and some transportation.

The second need is a place for gathering. Specific comments included recognizing the isolation of young children, their parents, and the elderly members of the community.

Other themes build on this idea, noting that youth need safe spaces to gather and that existing outdoor sites are designed for specific/limited uses (baseball and equestrian facilities). Purisima Park is specifically referenced in two themes. It is clear the site is an opportunity, since the Town already owns it and uses it for outdoor recreation, while also recognizing the challenges of the site. The other Purissima Park theme reflects the desire to retain the current uses (primarily baseball). The community perspectives here reflect a discussion in the outdoor space themes about not needing to give up one thing to have another.

The low-frequency themes defined by the team are capturing individual ideas about improvements. While there were many ideas overall, most of them were unique and only mentioned one or two times. One of these was the idea of creating an outdoor meeting space that could supplement indoor conference rooms. This theme overlaps with both Indoor Space and Town Hall Space categories and was mentioned a limited number of times.

Town Hall
Input about space for Town business in Town Hall was somewhat limited in comparison to indoor and outdoor space conversations. The community did not have much to say about the amount or quality of workspace in Town Hall, and as a result, none of the themes in this category reached the threshold for high frequency. However, there is an interplay between the themes that developed around Town Hall space and those related to indoor space, and to a lesser extent outdoor space. For example, using extra space or time in existing Town Hall spaces emerged from both community interviews and the FlashVote surveys.

Five themes surfaced as the most mentioned. Each of these was rated medium frequency.
• Digital transitions will allow more use of existing space • Add workstations to create flexibility and space for needed positions • Bring teams together for efficiency and collaboration

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• Provide direction so that staff can optimize space
• Digitize storage where possible and move physical storage off-site While all of these came up in multiple interviews with Town staff, the digital transition theme was mentioned across many community interviews, individual comments, and by several committee & commission statements. Specific comments about this theme included many mentions of the ongoing pandemic proving that we can do many meetings digitally. Other digital transitions mentioned include archiving, plan check activities, work-from-home options and the need to support these with appropriate technology.

Comments around adding workstations and bringing teams together shared a common thread that limitations of the existing buildings, even after adaptations during the pandemic, are creating inefficiencies within and between teams. A key point made multiple times was that while the existing staff can fit in the current configuration, there is no room to fill needed staff positions or to house temporary help.

Recreation Events and Programs
While not a focus of the MIG questioning in earlier interviews and Town Hall meetings, recreation events and programming are closely related to the available facilities and the Town also collected specific input in the third FlashVote survey. Forty-six percent (46%) or the largest group of respondence believe the Town has the right number of events.

The main theme is to continue to offer the same level of organized activities in the community while focusing on educational programming and senior programming as those were the most attended.

MIG Recommendations
At the June City Council meeting, the project team was asked to prepare both a summary of the overall results from the input across all the methods and a recommendation from the consulting team about how the Town could move forward. This update summary is provided ahead of formally reporting the findings of this project, which they will bring back at the September 15, 2022, City Council meeting. This recommendation represents MIG analysis of the situation based on community input from Los Altos Hills as well as experience with community facilities across the United States. MIG recognizes that their perspective has limits, and that local priorities, emerging opportunities, and available resources will also play an important role in any Council decisions about these topics.

Community Center, Indoor Community Space, and Outdoor Community Space

1. New Indoor or outdoor community space should be additive. The process of finding new location(s) to avoid replacing existing facilities is a longer-term process that will require continuing to monitor available properties that would be accessible to the largest number of Los Altos Hills residents. The Town should explore all opportunities to share land or community facilities (including those not owned by the Town) to make the most efficient use of public funding.

2. All long-term costs should be considered for new facilities. Increasing the land and facilities owned and/or operated by the Town, even if the cost of construction

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is funded by donation/legacy giving, will increase the ongoing operational expenses of the Town. Managing additional facilities may require new staff, putting additional pressure on limited working space. At the size and scale of facility that seems appropriate for Los Altos Hills residents, these costs should not be considered 100% recoverable in fees for use.

Town Hall

1. Proceed with an expansion of Town Hall to support adequate working space and amenities for professional staff and Town volunteer committee members and commissioners. This expansion should focus on bringing and keeping functional teams together and encouraging collaboration.

2. Maintain the current amount of dedicated conference room space and upgrade all conference rooms to support high-quality hybrid (digital and inperson) meetings. Meeting facilitation practices will also need consideration to ensure accessibility and equity for both in-person and remote participants.

3. Enhance flexibility within Town Hall by embracing digital transitions. Both archiving and working storage of records and large format materials such as plan sets should be digitized to enhance access by staff at their desks or in a remote working location. Workstation technology and digital services will require rethinking individual working spaces, with a priority on screen, rather than desk, space.

Town Staff Recommendations
Community Center/Indoor Community Space and Outdoor Community Space Staff agrees with MIG recommendations that Community Center and Outdoor Community Space need more exploration. There are other factors that are currently running parallel to this process. For example, legacy giving could be a source of funding for a community center or outdoor community space such as a park but as stated earlier in the report requires additional analysis and research prior to any council action.

There is a need for additional stand-alone indoor community space, that the Town is currently acting on. The need for indoor space should be reassessed after the following stand-alone projects are completed:

1. Prop 68 grant retrofit to the Concession Building at Purissima Park, which is scheduled to started by the end of this year.

2. City Council approved the budget to upgrade the Heritage House, which is in alignment with the findings as the space are not currently functional as an EOC and could be optimal for an indoor community space.

Town Hall
Staff is also in agreement with the MIG recommendations for Town Hall. Staff is recommending reengaging design service and returning to City Council with a schedule and design alternatives for a Town Hall expansion. The upgrade would replace the existing

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Park and Recreation Building to incorporate a larger more uniform space for the community and staff. This supports themes identified for meeting adequate workspace while creating integrated community spaces and amenities for the Los Altos Hills community. The Town Hall Addition could also integrate outdoor space for day-to-day community gathering. The City of Los Altos Community Center has been successful in residents utilizing the outdoor space surrounding the Community Center. The Tow Hall addition could be an opportunity to recreate informal outdoor meeting areas.

In conclusion, overall Town staff and MIG are in alignment on recommendations based on the Community Facilities Needs Assessment.

ENVIRONMENTAL REVIEW:

The proposed project does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the California Environmental Quality Act (CEQA).

2022 CITY COUNCIL STRATEGIC PRIORITIES:

These projects align to two key initiatives identified in the 2022 City Council priorities.

Complete Community Survey to understand Town priorities and consider improvements to Town facilities to establish a Town Hall Committee to evaluate ten-year plan on facility's needs, staffing, and Parks and Recreation programs and space. These key milestones are targeted for delivery in Q4 and Q2 respectively of 2022.

FISCAL IMPACT:

City Council adopted a resolution approving $60,000 for a Community Facilities Needs Assessment at their February 17, 2022, meeting. In addition, staff went through an informal bidding process and engaged in a contract with FlashVote for an amount not to exceed $25,000 to do a series of short scientific community surveys.

If City Council agrees to move forward with the Town Hall addition, staff would start the process of reengaging design work under our existing contract. The remaining balance of the Civic Center Improvement project is $2,533,511.

ATTACHMENTS

1. MIG Presentation

2. FlashVote Presentation

3. June 16, 2022, Staff Report

4. June 16, 2022 Draft City Council Minutes

4.A. 2016 Godbe Research Top Line Report

5. Resolution 41-22

6. February 17, 2022 City Council Minutes

7. MIG Theme Matrix

ATTACHMENT 1 AND 2
Attachments 1 and 2
The attachments will be made available on or before Wednesday, August 17, 2022

1 City Council Regular Meeting Minutes
June 16, 2022
This meeting was conducted virtually pursuant to the provisions of Assembly Bill 361 and Government Code Section 54953(e) related to conducting public meetings during the COVID-19 pandemic. Mayor Tyson called the hybrid Regular City Council Regular Meeting to order at 6:05 p.m.

Present: Mayor George Tyson, Vice Mayor Linda Swan, Councilmember Stanley Q.

Mok, Councilmember Lisa Schmidt, Councilmember Kavita Tankha

Absent: None
Staff: City Manager Peter Pirnejad, City Attorney Steve Mattas, Planning Director Sofia Mangalam, Public Works Director Oscar Antillon, Administrative Services Director Sarina Revillar, Management Analyst II Cody Einfalt, Assistant Planner Areli Perez, City Clerk Deborah Padovan CALL TO ORDER (6:00 P.M.)
Mayor Tyson called the meeting to order at 6:05 p.m. with a roll call and pledge of allegiance.

1. AGENDA REVIEW
There were no changes to the agenda. Mayor Tyson recognized the Parks and Recreation Committee for a successful 20th annual Pathways Run and the Community Relations Committee for a successful 2022 Town Picnic. He also recognized Sarah Robustelli for her work with the committees to make both events a success.

2. PRESENTATIONS AND APPOINTMENTS
A. Appointment to the Los Altos Hills Environmental Initiatives Committee City Clerk Deborah Padovan presented the application of Mike Salameh.

Mr. Salameh was not present.

MOTION MADE AND SECONDED: Councilmember Tankha moved to appoint Mike Salameh to the Environmental Initiatives Committee for a four-year term. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
Town of Los Altos Hills
City Council Regular Meeting Minutes
Wednesday, June 16, 2022 – 6:00 p.m.

Council Chambers, 26379 Fremont Road, Los Altos Hills, California DRAFT

2 City Council Regular Meeting Minutes
June 16, 2022
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Appointment to the Los Altos Hills Environmental Design and Protection Committee

City Clerk Padovan presented the application of Grace Tsang.

Grace Tsang, Los Altos Hills, introduced herself to the City Council and expressed her interest in serving on the EDPC.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to appoint Grace Tsang to the EDPC for a four-year term. The motion was seconded by Councilmember Tankha.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
C. Appointment to the Los Altos Hills Parks and Recreation Committee

City Clerk Padovan presented the application of Jennifer Lauren Kan Bardsley to the Parks and Recreation Committee.

Jennifer Lauren Kan Bardsley, Los Altos Hills, introduced herself and expressed her interest in serving on the committee.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Jennifer Lauren Kan Bardsley to the Parks and Recreation Committee for a fouryear term. The motion was seconded by Mayor Tyson.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
D. Appointment to the Valley Transportation Authority Bicycle and Pedestrian Advisory Committee (Los Altos Hills Representative)
City Clerk Padovan presented the application of Edward Munyak.

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3 City Council Regular Meeting Minutes
June 16, 2022
Edward Munyak, Los Altos Hills, introduced himself to the City Council and expressed an interest in serving on the VTA BPAC.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Edward Munyak to the VTA BPAC for a two-year term. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
E. Appointment to the Los Altos Hills Pathways Committee City Clerk Padovan presented the two applications.

Cindy Wenig, Los Altos Hills, introduced herself and expressed an interest in serving on the Pathways Committee.

Rajesh Shakkawar, Los Altos Hills, introduced himself and expressed an interest in serving on the Pathways Committee.

Council discussion ensued.

City Clerk Padovan distributed and then collected the ballots and stated that Rajesh Shakkawar had received the majority vote. The results were as follows:

Mayor Tyson voted for: Rajesh Shakkawar
Vice Mayor Swan voted for: Rajesh Shakkawar
Councilmember Mok voted for: Rajesh Shakkawar
Councilmember Schmidt voted for: Rajesh Shakkawar
Councilmember Tankha voted for: Rajesh Shakkawar
MOTION MADE AND SECONDED: Mayor Tyson moved to appoint Rajesh Shakkawar to the Pathways Committee for a four-year term. The motion was seconded by Vice Mayor Swan.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
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4 City Council Regular Meeting Minutes
June 16, 2022
F. Appointments to the Emergency Preparedness and Response Committee

City Clerk Padovan presented the applications for the ERPC.

Amita Sachdeva, Los Altos Hills, introduced herself and expressed an interest in serving on the Emergency Preparedness and Response Committee.

Dave Stewart, Los Altos Hills, introduced himself and expressed an interest in serving on the Emergency Preparedness and Response Committee.

Jim Basiji, Los Altos Hills, introduced himself and expressed an interest in serving on the Emergency Preparedness and Response Committee.

Council discussion ensued.

MOTION MADE AND SECONDED: Councilmember Tankha moved to appoint Sam Wood, Terry Kearney, Jim Basiji, Benjamin Gikis, Amita Sachdeva, and Dave Stewart to the Emergency Preparedness and Response Committee. The motion was seconded by Councilmember Swan.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
G. Appointments to the Los Altos Hills Planning Commission

City Clerk Padovan presented the applications.

Alisa Bredo, Los Altos Hills, introduced herself and expressed an interest in serving on the Planning Commission.

Rajiv Patel, Los Altos Hills, introduced himself and expressed an interest in serving on the Planning Commission.

Bernardo Ferrari, Los Altos Hills, introduced himself and expressed an interest in serving on the Planning Commission.

Ed Smith, Los Altos Hills, introduced himself and expressed an interest in serving on the Planning Commission.

City Clerk Padovan distributed and then collected the ballots and stated that Rajiv Patel and Alisa Bredo had received the majority of votes. The results were as follows:

Mayor Tyson voted for: Alisa Bredo and Rajiv Patel
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5 City Council Regular Meeting Minutes
June 16, 2022
Vice Mayor Swan voted for: Alisa Bredo and Rajiv Patel
Councilmember Mok voted for: Alisa Bredo and Rajiv Patel Councilmember Schmidt voted for: Alisa Bredo and Rajiv Patel Councilmember Tankha voted for: Alisa Bredo and Rajiv Patel MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Alisa Bredo and Rajiv Patel to the Planning Commission for four-year terms. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
H. Presentation by City Attorney Providing Information on Brown Act Requirements, Options, and Limitations Related to Ad Hoc and Standing Committees City Attorney Steve Mattas presented Brown Act information regarding ad hoc committees.

No action was taken.

3. PRESENTATIONS FROM THE FLOOR
Martha Bowden, Los Altos Hills, said the town’s building process fails to protect neighbors from home construction and remodeling. The renovation of a home near her property started 20 years ago and the house has been abandoned.

Dru Anderson, Los Altos Hills, said she lives on the same street as Martha Bowden. She expressed concerns about the unfinished house on Saddle Court that has been under construction 20 years. She asked the Council to form a study and review on why these house projects can go on for decades.

Nick Hughes, Los Altos Hills, said this house has been abandoned for 20 years; or onethird of his life. He expressed concerns about fire occurring in the house due to vandalism.

Michael Grady, Los Altos Hills, expressed concerns about this same house. He would like the town to consider beefing up its enforcement policies.

4. CONSENT CALENDAR
Public Comment
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6 City Council Regular Meeting Minutes
June 16, 2022
There were no public comments.

MOTION MADE AND SECONDED: Councilmember Tankha moved to approve the Consent Calendar. The motion was seconded by Vice Mayor Swan.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
A. Approval of City Council Special Meeting Minutes: May 25, 2022

B. Approval of City Council Special Meeting Minutes: May 26, 2022

C. Review of Disbursements: May 1-31, 2022 $1,702,881.44

D. Motion to Re-Authorize Remote Teleconference Meetings of the Town of Los Altos Hills, Including the Planning Commission and Committees, due to the Imminent Risks to the Health and Safety of Attendees and Making Related Findings Pursuant to AB 361 (Staff: S. Mattas)

E. Adoption of Ordinance 601 (Second Reading) Designating the Westwind Barn as a Historical Landmark (Staff: S. Mangalam) (Motion to Waive Reading and Adopt the Ordinance)
F. Proclamation Accepting the Internet Digital Bill of Rights (Staff: D. Padovan)

G. Proclamation Recognizing the 50th Anniversary of the Passage of Title IX of the Education Amendments of 1972 (Staff: D. Padovan)
H. Resolution 60-22 Modifying an Existing Open Space Easement to Accommodate an ADU at 13480 Wildcrest Drive with no reduction in the amount of Easement Area (Staff: S. Padovan)
I. Resolution 61-22 Authorizing the City Manager to Enter into an Agreement with Government Technology Group, LLC for Broadband Consulting Services and Appropriating $95,000 from the Unreserved General Fund for FY 2022-23 (Staff: C.

Einfalt)
J. Resolution 62-22 Approving the Annual 2022-23 Project List to be Submitted to the California Transportation Commission for SB1 Compliance (Staff: O. Antillon)

K. Resolution 63-22 to Adopt Supplemental Findings for Resolution No. 48-22 Denying an Appeal of the Planning Commission Imposed Conditions of Approval for a Zoning DRAFT

7 City Council Regular Meeting Minutes
June 16, 2022
Permit for New Fencing at 28001 Elena Road and Motion Approving Reconsideration (Staff: S Mattas and J. Loh)

L. Approval for City Manager to Attend the 2022 ICMA Conference in Cleveland, Ohio September 18-21, 2022 (Staff: P. Pirnejad)

5. ONGOING BUSINESS
A. Report on Methods and Provide Direction on the Community Facilities Needs Assessment and Community Survey (Staff: S. Robustelli)

Community Services Supervisor Sarah Robustelli presented the staff report.

Ryan Mottau, MIG, Inc., Berkeley, presented the community’s perspectives obtained from the surveys.

Kevin Lyons, Chief Scientist, Governance Sciences Group, provided information and the scientific panel methodology used in FlashVote.

Council discussion ensued.

DIRECTION: Staff and consultants to return with the raw data and recommendations and provide additional information about the Town Hall addition and community space efforts. Informally, the City Council will reach out to their constituents, and staff will continue to do outreach and committee interviews.

Recess: 8:10 p.m.

Reconvene to Open Session: 8:20 p.m.

6. PUBLIC HEARINGS
► City Council Ex Parte Contacts Policy Disclosure

A. Resolution 64-22 of the City Council of the Town of Los Altos Hills Requesting that the Santa Clara County Tax Collector Collect Delinquent Sewer Charges, the 2022- 2023 Sewer Service Charges, and Contractual Assessment District Charges for Both the Palo Alto and Los Altos Sewer Basins (Staff: O. Antillon) Ex Parte Contacts:

Vice Mayor Swan and Councilmember Mok both talked to Allan Epstein on Item

6.A and to Nick Sutardja on Item 6.C.

Councilmember Tankha spoke to Nick Sutardja on Item 6.C.

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8 City Council Regular Meeting Minutes
June 16, 2022
No contact disclosures for Councilmember Schmidt or Mayor Tyson.

Public Works Director Oscar Antillon presented the staff report.

Mayor Tyson opened the Public Hearing.

Seeing no one wishing to speak, Mayor Tyson closed the Public Hearing.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to adopt Resolution 64-22 of the City Council of the Town of Los Altos Hills Requesting that the Santa Clara County Tax Collector Collect Delinquent Sewer Charges, the 2022- 2023 Sewer Service Charges, and Contractual Assessment District Charges for Both the Palo Alto and Los Altos Sewer Basins. The motion was seconded by Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Resolution 65-22 Adopting the Proposed FY 2022-23 Operating Budget and FY 2023-27 Five-Year Capital Improvement Plan Budget and Gann Limit for the Town of Los Altos Hills; and Resolution 66-22 Approving the FY 2022-23 Salary Schedule (Staff: S. Revillar)

Administrative Service Director Sarina Revillar presented the staff report.

Council discussion ensued.

Mayor Tyson opened the Public Hearing.

Seeing no one wishing to speak, Mayor Tyson closed the Public Hearing.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to adopt Resolution 65-22 Adopting the Proposed FY 2022-23 Operating Budget and FY 2023-27 Five-Year Capital Improvement Plan Budget and Gann Limit for the Town of Los Altos Hills; and Resolution 66-22 Approving the FY 2022-23 Salary Schedule. The motion was seconded by Councilmember Tankha.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
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9 City Council Regular Meeting Minutes
June 16, 2022
ABSENT: None
C. Appeal of the Planning Commission Imposed Conditions of Approval for a Site Development Permit for Landscape Screening at 12869 La Cresta Drive – File #SD21-0079 (Resolution #TBD) (Staff: S. Mangalam)

Assistant Planner Areli Perez presented the staff report.

Council discussion ensued.

Mayor Tyson opened the Public Hearing.

Matt Francois, Attorney, respectfully asking the Council to grant the appeal to allow for the fence for their pets and growing family. He presented his case and introduced his clients Nick and Heidi Sutardja, who spoke on their behalf.

Birgitta Indaco, Los Altos Hills, said this house was an abandoned site and they restored the land in 2018 and the photos they are showing are a good 10 to 20 feet below the back of the house. You have to step down 10 feet down to get to the dining area. The views from the house are not impeded by this open space easement.

Kit Gordon, Los Altos Hills, said she requested that the Open Space Committee review the design of the fence being proposed. It is unusual to have a fence in the easement.

Carol Gottlieb, Los Altos Hills, commented that the house being constructed has a slope the same configuration that has been required on this. They are not asking for anything different than is being approved on other properties.

Mayor Tyson close the Public Hearing.

Council discussion ensued.

MOTION MADE AND SECONDED: Mayor Tyson moved to grant the appeal and direct staff to accept the compromise solution having to do with the new fence design as well as the location and the no-build covenant and at the same time direct staff to proceed with developing an improved fence ordinance. The motion was seconded by Councilmember Mok.

City Attorney Mattas read revised conditions into the record. The revised conditions included the following additions:

1. Prior to the issuance of a certificate of occupancy for the house, the property owner shall record against the property a 30-foot no-build covenant, in a form acceptable to the City Attorney and that is enforceable in perpetuity by the Town, commencing from the eastern property line parallel to La Cresta Drive. No structures, grading, or fill shall DRAFT

10 City Council Regular Meeting Minutes
June 16, 2022
be permitted within this no-build covenant area with the exception of a portion of the driveway, underground and above-ground utilities and a mailbox, which as applicable, are shown in the Project Plans. Only native vegetation may be planted within the nobuild covenant area; however, no irrigation or sprinkler systems are permitted in the no-build covenant area. Prior to recording the covenant against the property, the property owner shall prepare and provide the draft covenant, legal description and plat exhibits as prepared by a licensed land surveyor for review and approval by the Planning Director.

2. Fencing location as shown on the plans dated July 19, 2022 is approved with final design. The applicant shall submit a revised site plan showing the fencing located outside the slope easement and the no-build covenant area. The revised site plan shall be subject to approval by the Planning Director.

3. The proposed fence shall provide openings sufficient to accommodate the free passage of wildlife through the no-build covenant area.

MOTION AND SECOND AMENDED: Mayor Tyson amended his motion to include the revised conditions. Councilmember Mok amended his second.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None

7. STAFF REPORTS

Item 7.B was heard first:

B. City Attorney
City Attorney Mattas announced that there was no reportable action as a result of the Closed Session at 5:30 p.m. on June 16, 2022.

He reported that on April 21, 2022, the City Council by a 5-0 vote approved a settlement agreement with Roberto Martinez Sandoval.

The Council received correspondence on regulation of firearms. For the record, the Council did adopt a firearm safety storage ordinance in 2021.

C. City Clerk
City Clerk Padovan reported that the Notice of Election will be in the July 6th Town Crier and the nomination period to run for Council begins on July 18 and runs through August 12.

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11 City Council Regular Meeting Minutes
June 16, 2022
D. Planning Director
Planning Director Mangalam reported that there will be a June 20, 2022, Special Joint City Council/Planning Commission meeting to discuss the Housing Element.

She invited the community to attend and provide input.

E. Administrative Services Director
Administrative Services Director Revillar reported that they have two great candidates for accounting technician who are moving forward to the second round of interviews. Interns have started. She provided an update regarding the IT strategic plan and that the consultant will be reporting to the City Council at a future meeting.

F. Public Works Director
Public Works Director Antillon said our maintenance crew has done a good job with the Robleda/La Paloma path. It will be done soon.

Regarding Summerhill, they have great proposals to complete the path and that should be coming to the City Council for approval soon.

The E. Sunset widening project is moving along.

A. City Manager
City Manager Pirnejad reported the following items:
o A vegetation fire on Elena Road on Sunday, June 12, 2022. The Cause/Origin: Accidental
o Reminder to be vigilant with water savings due to the current drought. o Hazard Mitigation Grant Program
o Neighborhood Watch Program
o Art Sculpture at Town Hall
o Engaging with KMVT to investigate the possibility of broadcasting City Council meetings and Planning Commission meetings over the television network. o Emergency Operations. In the past couple of weeks, staff has been holding meeting with the town’s new consultant Emergency Manager to discuss how to best prepare the town for the upcoming fire season, as well as any other emergency response situations that would need the involvement of staff and the community.
o Victoria Dye Equestrian Contract Renegotiation as the contract expires April 1, 2023. Staff met with VDE to review and discuss next steps in contract negotiation.
o Town Picnic Metrics
o 4th of July Parade
o TEDx is scheduled for January 2023.

8. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND

COUNCILMEMBERS ON OUTSIDE AGENCIES
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12 City Council Regular Meeting Minutes
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A. Report by the Undergrounding Subcommittee (Mayor Tyson) Mayor Tyson reported that PG&E said the service book has been received and they are about to identify a project manager.

No action was taken.

B. Report from the Council Ad Hoc Committee on Community Surveys (Mayor Tyson/Councilmember Schmidt)
Councilmember Schmidt emphasized that they are doing work to get information from people, but we need to bring that to a close in September. We need to move forward and decide what we want to do to keep this process moving along.

No action was taken.

C. Report from the Council Town Hall Ad Hoc Committee (Mayor Tyson/Councilmember Schmidt)
Councilmember Schmidt said that the committee is receiving community input.

No action was taken.

D. Report from the Council Ad Hoc Committee Focusing on Broadband (Councilmembers Mok and Tankha)
Councilmember Mok reported that we want to correct the issue with towers in town. Based on the Ad Hoc Broadband Committee discussion, Council would like staff to study and suggest possible text amendments to the “Wireless Telecommunications Facilities” ordinance to include provisions for internet-only providers.

City Manager Pirnejad said that it may take a bit longer, but staff will work with the ad hoc committee. This item will be added to agenda later in the year.

No action was taken.

E. Status Reports from All Councilmembers on Subcommittee and Outside Agencies Activities

Councilmember Mok talked about the leaf blower ordinance and requested that it be agendized for the August City Council Meeting. He would like to have the City Manager provide some testimony from town staff on how it would impact their ability to perform landscape maintenance. The “anti-leaf blower” side should also be allowed to present.

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13 City Council Regular Meeting Minutes
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Additionally, there is concern that we may have more natural gas leakage and we may want to hire someone to review. He would like to see a presentation regarding that.

The Our Town newsletter is currently produced four times a year. He suggested that we form an ad hoc committee to weigh the value of the newsletter and make recommendations to the council on the cost, value, and benefit to the town. Will come back to the Council by November. He suggested that an ad hoc committee be made up of Councilmembers Schmidt and Mok.

MOTION MADE AND SECONDED: Councilmember Schmidt moved that an ad hoc committee consisting of herself and Councilmember Mok be created to review the newsletter and make recommendations to the town. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
Mayor Tyson reported on the activities on Silicon Valley Clean Energy, Community Health Awareness Council (CHAC), the Finance and Investment Committee. He further stated that the Los Altos Hills County Fire District (LAHCFD) just passed a budget, and they will be funding station 8.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to extend the meeting past 10:00 p.m. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None

9. COUNCIL INITIATED ITEMS

A. Request and Possible Action to Direct Staff Pursue a California State Landmark Designation for Westwind Community Barn (Vice Mayor Swan)

Vice Mayor Swan presented her request.

Director Mangalam provided information on the process of the historic registration.

There was Council consensus to add this item to the 2023 priority setting session.

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14 City Council Regular Meeting Minutes
June 16, 2022

10. ADJOURN
The meeting adjourned at 10:23 p.m.

Respectfully submitted,
Deborah Padovan
City Clerk
DRAFT

TOWN OF LOS ALTOS HILLS
2016 Town Satisfaction Survey
Topline Report
n=307
20-minutes
Hybrid Sample
February 10, 2016
www.godberesearch.com
Northern California and Corporate Offices
1575 Old Bayshore Highway, Suite 102
Burlingame, CA 94010
Nevada
59 Damonte Ranch Parkway, Suite B309
Reno, NV 89521
Pacific Northwest
601 108th Avenue NE, Suite 1900
Bellevue, WA 98004

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey

METHODOLOGY
Sample Universe:
- 6,348 Adults 18+
- 5,187 Registerd Voters
Sample Size:
- Adults 18+ n=307
- Registered Voters n=267
Data Collection: Online & Phone Interviewing
- Online, n=113
- Phone, n=194
Marin of Error:
- Adults 18+ = + 5.46%
- Registered Voters = + 5.84%
Interview Dates: January 28 to February 7, 2016
Phone Interview Length: 21 minutes

QUALITY OF LIFE
Column N % Mean Column N % Mean
Very satisfied 58.8% 63.4%
Somewhat satisfied 36.7% 33.1%
Somewhat dissatisfied 4.0% 3.1%
Very dissatisfied .5% .4%
DK/NA 0.0% 0.0%
Total Satisfied 95.5% 96.5%
Total Dissatisfied 4.5% 3.5%
Ratio Sat to Dissat 21.2 27.9
Better 10.7% 11.4%
About the same 69.5% 70.3%
Worse 15.5% 13.9%
DK/NA 4.3% 4.4%
Voters

2. Looking ahead to the next five years, do you think quality of life in Los Altos Hills will stay about the same as today, or will it be better or worse?
Adults 18+

1. Generally speaking are you satisfied or dissatisfied with the overall quality of life in Los Altos Hills?
Topline Report 2/10/2016 Page 1

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey
Column N % Mean Column N % Mean
Adults 18+ Voters

1.1%
.4%

1.4%

2.3%

12.5%

2.4%

1.5%
.6%
.4%
.5%
.3%

5.7%

1.1%

2.7%

3.3%

6.1%

5.8%

4.8%

5.4%

5.2%

1.8%
.9%

1.1%

2.0%

15.5%

2.4%

1.2%
.5%

1.1%
.4%
.2%

5.4%

1.8%

3.1%

3.7%

3. What do you feel is the single, most important issue facing Los Altos Hills?

6.2%

5.5%

4.7%

4.9%

4.8%

3.7%

2.7%

1.7%
.5%

1.0%
.6%

5.5%

9.3%

5.3%

2.4% 3.0%

5.6%

9.8%

5.6%
.7%

1.3%
.6%

2.0%

3.3%

4.5%
DK/NA/Unsure
Fire/Police services
Government
Diversity
Public Safety
Other mention
Open space/Land
management/Zoning/Building
codes
Trail/Path maintenance
Bicycle safety
Downtown development
City services
Put wiring underground
Parking
None/Nothing/No issues
Lack of sense of community
Maintain rural community
Roads/Infrastructure/Potholes
Noise pollution/Highway/Airplanes
Building big homes
Growth/Development/Constructio
n
Crime
Jobs/Economy
Education
Crowded/Population growth
Wireless connectivity
Taxes
Homelessness
Cost of living
Traffic/Congestion
Water/Drought/Quality
Topline Report 2/10/2016 Page 2

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey

TOWN SERVICES
Column N % Mean Column N % Mean
Very satisfied 42.6% 46.5%
Somewhat satisfied 45.1% 43.1%
Somewhat dissatisfied 5.3% 4.5%
Very dissatisfied 3.3% 1.5%
DK/NA 3.6% 4.4%
Total Satisfied 87.7% 89.6%
Total Dissatisfied 8.7% 6.0%
Ratio Sat to Dissat 10.1 15.0
Very Satisfied 29.9% 31.0%
Somewhat Satisfied 34.8% 36.9%
Somewhat Dissatisfied 22.3% 19.3%
Very Dissatisfied 6.0% 5.6%
DK/NA 7.0% 7.1%
Very Satisfied 30.1% 31.3%
Somewhat Satisfied 34.5% 39.1%
Somewhat Dissatisfied 16.3% 12.6%
Very Dissatisfied 5.6% 3.3%
DK/NA 13.4% 13.8%
Very Satisfied 33.2% 33.0%
Somewhat Satisfied 47.0% 48.9%
Somewhat Dissatisfied 10.5% 8.7%
Very Dissatisfied 3.1% 2.3%
DK/NA 6.2% 7.1%
Very Satisfied 32.4% 35.2%
Somewhat Satisfied 37.6% 40.2%
Somewhat Dissatisfied 12.6% 8.9%
Very Dissatisfied 5.9% 2.8%
DK/NA 11.5% 12.9%
Very Satisfied 36.8% 40.1%
Somewhat Satisfied 43.0% 40.4%
Somewhat Dissatisfied 9.4% 6.7%
Very Dissatisfied 2.0% 2.5%
DK/NA 8.9% 10.3%
Very Satisfied 38.7% 40.1%
Somewhat Satisfied 38.7% 35.8%
Somewhat Dissatisfied 10.6% 10.6%
Very Dissatisfied 2.8% 2.7%
DK/NA 9.3% 10.8%
Very Satisfied 17.8% 18.2%
Somewhat Satisfied 24.2% 24.5%
Somewhat Dissatisfied 9.5% 11.0%
Very Dissatisfied 5.1% 4.6%
DK/NA 43.4% 41.7%
Very Satisfied 37.0% 39.6%
Somewhat Satisfied 38.1% 38.4%
Somewhat Dissatisfied 6.2% 3.1%
Very Dissatisfied 1.4% .6%
DK/NA 17.3% 18.3%
Adults 18+ Voters
5A. Traffic law enforcement
5B. Neighborhood police patrols
5C. Communication between the Town and residents
5D. The Town's efforts to prevent crime
5E. Providing park and recreation programs and events
5F. Information and programs to conserve water at your home or business
5G. Providing programs for senior citizens
5H. Emergency preparedness

4. Generally speaking, are you satisfied or dissatisfied with the job Los Altos Hills is doing to provide Town services?
Topline Report 2/10/2016 Page 3

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey
Column N % Mean Column N % Mean
Very Satisfied 46.8% 51.7%
Somewhat Satisfied 34.9% 35.9%
Somewhat Dissatisfied 11.2% 9.8%
Very Dissatisfied 3.3% 1.5%
DK/NA 3.8% 1.1%
Very Satisfied 50.2% 49.6%
Somewhat Satisfied 35.3% 35.5%
Somewhat Dissatisfied 7.7% 6.9%
Very Dissatisfied 2.8% 3.4%
DK/NA 4.1% 4.6%
Very Satisfied 14.8% 14.6%
Somewhat Satisfied 18.8% 20.5%
Somewhat Dissatisfied 12.5% 12.7%
Very Dissatisfied 8.1% 6.6%
DK/NA 45.8% 45.6%
Very Satisfied 39.2% 42.7%
Somewhat Satisfied 20.7% 22.7%
Somewhat Dissatisfied 4.2% 4.1%
Very Dissatisfied 3.2% 1.9%
DK/NA 32.8% 28.6%
Very Satisfied 44.4% 43.6%
Somewhat Satisfied 38.7% 39.5%
Somewhat Dissatisfied 9.5% 8.2%
Very Dissatisfied 2.1% 2.6%
DK/NA 5.3% 6.1%
Very Satisfied 36.5% 39.7%
Somewhat Satisfied 37.7% 36.1%
Somewhat Dissatisfied 16.2% 15.3%
Very Dissatisfied 4.0% 2.7%
DK/NA 5.6% 6.2%
5L. Sheriff's Department 9-1-1 response time 1.32 1.40
5J. Maintaining parks and open space 1.28 1.27
5H. Emergency preparedness 1.24 1.39
5M. Keeping town parks and pathways clean 1.20 1.21
5I. Cleaning and maintaining public streets 1.15 1.28
5E. Providing park and recreation programs and events 1.13 1.21 5F. Information and programs to conserve water at your home or business 1.10 1.12
5C. Communication between the Town and residents 1.03 1.09 5N. Maintaining pathways .92 1.01
5D. The Town's efforts to prevent crime .88 1.10
5B. Neighborhood police patrols .78 .96
5G. Providing programs for senior citizens .71 .70
5A. Traffic law enforcement .65 .74
5K. Processing building permits .36 .44
Adults 18+ Voters
5M. Keeping town parks and pathways clean
5N. Maintaining pathways
5I. Cleaning and maintaining public streets
5J. Maintaining parks and open space
5K. Processing building permits
5L. Sheriff's Department 9-1-1 response time
Topline Report 2/10/2016 Page 4

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey
Column N % Mean Column N % Mean
Extremely Important 23.5% 20.8%
Very Important 28.0% 30.1%
Somewhat Important 25.8% 25.6%
Not At All Important 16.9% 16.4%
DK/NA 5.8% 7.1%
Extremely Important 22.3% 21.2%
Very Important 32.9% 35.1%
Somewhat Important 27.6% 28.3%
Not At All Important 14.1% 11.6%
DK/NA 3.2% 3.8%
Extremely Important 6.5% 5.8%
Very Important 14.1% 15.2%
Somewhat Important 23.8% 26.5%
Not At All Important 51.8% 47.8%
DK/NA 3.9% 4.7%
Extremely Important 13.7% 13.4%
Very Important 22.8% 27.0%
Somewhat Important 26.7% 28.4%
Not At All Important 28.2% 22.7%
DK/NA 8.6% 8.5%
Extremely Important 17.6% 14.7%
Very Important 24.4% 27.4%
Somewhat Important 23.5% 26.2%
Not At All Important 29.5% 25.9%
DK/NA 5.0% 5.8%
Extremely Important 21.6% 20.3%
Very Important 32.7% 34.9%
Somewhat Important 30.6% 29.7%
Not At All Important 10.4% 10.3%
DK/NA 4.7% 4.8%
6F. Providing additional Sheriff's patrol services 1.69 1.68 6B. Undergrounding utility lines 1.66 1.68
6A. Providing high speed internet to unserved areas 1.62 1.60 6E. Providing town maintenance of private roads 1.32 1.33 6D. Expanding the municipal sewer system to unserved areas 1.24 1.34 6C. Building a new community center near the Town Hall .74 .78 Adults 18+ Voters
6E. Providing town maintenance of private roads
6F. Providing additional Sheriff's patrol services
6A. Providing high speed internet to unserved areas
6B. Undergrounding utility lines
6C. Building a new community center near the Town Hall
6D. Expanding the municipal sewer system to unserved areas Topline Report 2/10/2016 Page 5

Godbe Research
Los Altos Hills - 2016 Resident Satisfaction Survey
Column N % Mean Column N % Mean
Town website 6.1% 4.9%
Email 15.2% 12.4%
Letter to Town 3.5% 3.3%
Nextdoor 1.9% 2.2%
Other online resource 0.6% 0.0%
Public meeting 10.5% 8.3%
Telephone call 24.7% 23.9%
Visited Town Hall 22.2% 18.6%
Did not contact Town employee or
council member 43.4% 45.7%
Other 1.1% 0.4%
DK/NA 3.5% 4.2%
Very satisfied 52.7% 53.5%
Somewhat satisfied 33.4% 35.3%
Somewhat dissatisfied 4.7% 4.5%
Very dissatisfied 7.8% 4.9%
DK/NA 1.4% 1.8%
Total Satisfied 86.1% 88.8%
Total Dissatisfied 12.5% 9.4%
Ratio Sat to Dissat 6.9 9.4
Problem not resolved 37.1% 42.5%
Lack of courtesy/politeness 25.8% 25.1%
Time it took to answer question 18.3% 0.0%
Deferred the issue to another
government agency 5.1% 8.8%
Did not provide an answer 4.0% 6.9%
Information was not helpful/useful 3.8% 6.6%
Did not receive a call-back or
email to follow-up on my problem 0.0% 0.0%
Other/additional comments 5.8% 10.1%
DK/NA 0.0% 0.0%
Adults 18+ Voters

9. What is the single, MOST important reason you were
dissatisfied with the interaction?

7. In the past 12 months, if you have had contact with any Town employee or Council member about an issue or problem how did you contact them?

8. Considering the responsiveness, the quality of information and the level of courtesy, were you satisfied or dissatisfied with your interaction with the Town employee or Council member? Topline Report 2/10/2016 Page 6