Los Altos Hills City Council
October 20, 2022

Resolution 58-22 Page 13
infrastructure.
i) History Committee
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members. The mission of the Historical Committee shall be the preservation of the Los Altos Hills heritage.
ii) The charges to and duties of this Committee shall be:
to implement policies that preserve the historic and cultural fabric of the Town;
to protect the historic and cultural resources from inappropriate destruction;
to preserve community input into the policy-making process; to research and document best practices and model preservation policies; to organize and make available to the public the historic artifacts that have been preserved and to continue to collect historic artifacts for future generations.
iii) Nothing in the aforementioned charges and duties shall be interpreted as authorizing the mandatory historic preservation of private residences or require property owners to submit their pending site development plans before the Committee.
j) Public Art Committee
i) The membership of this Committee shall consist of a minimum of five {5} and a maximum of nine {9} members appointed whenever feasible from different geographical areas of the Town.
ii) The charges to and duties of this Committee shall be (in order):

Work with art consultants and/or others to find or create appropriate art for display.

Propose appropriate sites for the recommended art.

Identify any funds that may be required to acquire recommended works of art.

Then present applications for new art work(s), including siting recommendations, to the Council for approval. If approved, the Town shall, with the Committee’s support, acquire the proposed art work(s).

Work with the artist or consultant, Town and donor regarding installation, security, and lighting.

Be available for problem solving of maintenance and other issues.

Maintain a public resource for all installed and displayed works of art (including artist statements, description of the art, donor information,

Resolution 58-22 Page 14
etc.).

Note: The Town is the only entity that can accept a donation of funds or any other item(s). The Public Art Committee cannot accept donations intended for Town usage (See Section 6(b)).
iii) The committee shall meet as necessary when called by the Chairperson. k) Technology Committee
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of seven {7} members.
ii) The charges to and duties of this Committee shall be:

Advise the Council and staff on policies, initiatives, and practices related to innovation and technology that could enhance services to the public and increase efficiencies
Assist staff in evaluating emerging trends and technologies, and make recommendations for implementing new systems and improving existing services
Provide policy guidance on the implementation of "Smart City" policies focusing on areas such as cyber security, promoting digital inclusion, improving mobility, enhancing public safety, and developing communication tools
Assist with following legislative developments, funding opportunities, and evaluating agreements and proposals
Section 7. Procedures.
a) Committees are cautioned to limit expenditures from the personal funds of the members without prior approval by the Town.
b) Committees may not enter into contracts or agreements on behalf of the Town.
c) Any correspondence involving the use of Town letterhead must first be approved by the City Council before distribution. Any outside correspondence (excluding intra-town memos) should be submitted in draft to the City Clerk.
d) All press releases and announcements relating to the Town or Townsponsored events are to be pre-approved by the City Council. Sufficient time should be allowed to obtain necessary approvals or make necessary changes.
e) Itemized budgets must be submitted in advance for projects involving a group or series of purchases.

Resolution 58-22 Page 15
f) Vendors for purchases shall be those which are identified and approved by the Town.
g) Funds which are budgeted for a specific use must still be approved prior to expenditure.
h) Written bids may be submitted for consideration by the Town. In this case, three or more bids are required.
i) Any new programs, projects, or expenditures beyond what has previously been approved by the City Council shall first be submitted to vote by the Standing Committee. The recommendation and supporting minutes shall then be forwarded to the City Council for consideration prior to any obligations being made.
j) Priorities and deadlines are set by the City Council and can be changed only by the City Council.

Section 8. Communications. All standing committees of the City Council are subject to the following principles and guidelines, unless specifically given other guidance by vote of the Council:
a) Committees do not have the authority to speak for the Town. Neither Committees as a whole, nor an individual committee member shall act or speak for the Town unless authorized to do so by the City Council.

Committees should not seek to negotiate or conclude agreements with other organizations. Only the Council or Town Staff may do so. b) When speaking with the press or other organizations, committee members should refrain from communication that would lead the recipient of such communications to understand or reasonably believe that they are speaking on behalf of the Town.

Section 9. Repeals. This Resolution hereby repeals and supersedes all previous resolutions regarding standing committees, including, without limitation, Resolution No. 20 -

22. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a special meeting held on 25th of May 2022 by the following vote:

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

George Tyson, Mayor
ATTEST:

Resolution 58-22 Page 16
________
Deborah L. Padovan, City Clerk

 




 







 !"" #$%"!%!#"
 &#

'(
")*"+',-,,*.--
/
&+"!0
$$
"
"*.-
) +!1/ 2#
!34!

!"+"!!
4!$)$"+""

.33"!#$/3
5,-,,5-65-* +""

.33#
-,0)/7/#
33
+389:61;<=*:>
?@<+7$ +?7A BC5 D
9:):E-FG!=F "HE(IJK
F5?/&7L!;"M@"JH&4!N
""&!O**,:**--- 


.PQO4,+  
RSTTUVTTSWXYXZY[\ %)(""#
 " +!&1]&1^

"7 D!5+!<;!?!
]<;^

"7 (">4("0"]>(^

" A


=!<
!8!]=<^

" A


2!"(+
4]2(^

" A


(F
](F^

"7 2

!"D!"!<)]D<^

"*.-M
!4$ 2

!"J!$1"!]J1^

"7 2

!"<!$$E""!]<E^)
" 
F!"+**4"!)
'C##!


"/ _"+""

. J " "!8
]^ E2H !"%
2H

"$]2H^ E2H



 
#$""
E!
(+!
"]E(^E2H&0 #!$%) ("41$](1^
#)$!
18$$1$
]11^
#)$!'$"!4$
DRAFT
Attachment 2

 




   !"#

 !# !$ 
%&'(&)%*+,*)+,-&)+,+*../"
!
"*

0"12
 !$ %
3/ %4#!4 *5 )*3 !6#
*3! -" /'//5/!5 7 7   
8 #9#" /:!; <   7 #//5+=/   7     >
:
 77   
*
#"4   7    

?4   7    

+# 44#!#"!76
/% !@&#3/AB!4
.# % !!'
451&#3/CC 2$D.
+' 
E

FGHIJI
K 
'L==
 !/! !
/!4M;..3/ !!4 
/

/
 ! 33./ /  /#
=/< 
$ +L="=!
.",&-1
 !/ ! !../
!   -
!# "
./ !/2 $/!4 !>!
/5!4/ =435#
!# $)4 
+ #
!!"=3:/=!*##
. 3= "!4 !$4 #
!!43 !.
3 # /

$L ! !./!###//
 !$4 !"=##!44 #


/ !4 
 !#
. !#$ 
N

/*!4 
+O!4/!4"=",&-#
"/!4=/< !!
/!#5$ +6.#
!.!/,-- !,&-/$ 
PFJQ
HJRJSFJTUVWGRXY,6--,6'6./0$D$$.4Z N

/*!4(
?5 !#/-,6'/#/
 !1)74/1/ 
"/. !$)=#
/#
3$ 
+ #
!/ 
 !4  4
/#/

!/8:!)74/ G[SJ
SFI\J]]FSFXY,6--

9/.//.D$.4Z *L!! !="=!4/  !N3/ /512 $ 
N

/*!4(
$N4
.!4././ !./"#!#/!$ T\JFFI
K >:#!#/!43
4/.. !"#

! 5
/#" 
$&"/#! 4/ = " !"   
1444 @!=B  
$ */ 
=/4#" #3/./!"#"//$ ' # 4. 3 ##

!4
/ !4 #
!1./ /
 ! 
DRAFT



 





 !"

 


 
#$%
&'%%' 
$

%%!

%%



%% %()$%%! %*% %(+$%%!,  !$



 
%%


! -.

/%
&%
& %






%
%0 
%%& 

,  --. 
 
%
&
%
%% & 

 %




 , 
%! 
 &
!'
! 

&1& *  *    
2
3

450  *   
&/ 6%4" **   
%

  *   
%7  *   


!
89

 ,
  / 
"
, 
:  
%
%
 %& 

;< 

1" %#=>%,

DRAFT

1 City Council Special Meeting Minutes
May 25, 2022
Via teleconference according to the Governor’s Executive Order N-29-20, Mayor Tyson called the City Council Special 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, Assistant City Attorney Alexandria Wolf, Planning Director Sofia Mangalam, Public Works Director Oscar Antillon, Administrative Services Director Sarina Revillar, Management Analyst II Cody Einfalt, Administrative Clerk/Technician Emina Steta, City Clerk Deborah Padovan
Mayor Tyson said that our hearts go out to the people in Texas after the horrible tragedy of yet another mass shooting.

1. AGENDA REVIEW

2. PRESENTATIONS AND APPOINTMENTS
A. Commendation of the Emergency Communications Committee Members Councilmember Schmidt thanked the ECC members for all of their hard work over the years. Mayor Tyson then presented Dru Anderson and Sam Wood, who were present in the audience, with certificates of appreciation.

B. Reappointment to the Los Altos Hills Parks and Recreation Committee City Clerk Deborah Padovan presented the reappointment application of Scott Vanderlip.

Council discussion ensued.

MOTION MADE AND SECONDED: Councilmember Tankha moved to reappoint Scott Vanderlip to a fifth four-year term on the Parks and Recreation Committee.

The motion was seconded by Vice Mayor Swan.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
Town of Los Altos Hills
City Council Special Meeting Minutes
Wednesday, May 25, 2022 – 6:00 p.m.

Council Chambers, 26379 Fremont Road, Los Altos Hills, California Attachment 3

2 City Council Special Meeting Minutes
May 25, 2022
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
C. Introduction of New Consultant Emergency Manager Ann Hepenstal Ann Hepenstal introduced herself to the City Council. She talked about how the town is prepared to manage disaster events. She will be doing disaster preparedness planning and education. She also plans to strengthen the town administration of DSW Volunteers. The Council asked questions of Ms. Hepenstal and received her responses. No action was taken.

3. PRESENTATIONS FROM THE FLOOR
Julia Rapoza, Los Altos Hills, spoke about homeless students and asked if the Council would pass an ordinance to support homeless students along with their emotional support animals. She asked that they consider requiring Foothill College to offer safe parking facilities for homeless students.

4. CONSENT CALENDAR
MOTION MADE AND SECONDED: Vice Mayor Swan moved to approve the Consent Calendar with the exception of Item 4.P. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
A. Approval of City Council Regular Meeting Minutes: April 21, 2022 B. Approval of City Council Special Meeting Minutes: May 6, 2022 C. Review of Disbursements: April 1-30, 2022 $949,433.43 D. Receive Quarterly Investment Portfolio Report – Quarter Ending March 31, 2022 (Staff: S. Revillar)
E. 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)

3 City Council Special Meeting Minutes
May 25, 2022
F. Resolution 49-22 Ordering and Calling for the Holding of a General Municipal Election to be held on Tuesday, November 8, 2022, for the Election of Two City Councilmembers as Required by the Provisions of the Laws of the State of California Relating to General Law Cities; Requesting the Board of Supervisors of the County of Santa Clara Consolidate the General Municipal Election Pursuant to Section 10403 of the Elections Code; Providing for Notice of the Election; and Adopting Uniform Policies Pertaining to Candidate Statements and Fees (Staff: D. Padovan) G. Resolution 50-22 Approving the Agreement for Countywide Household Hazardous Waste (HHW) Collection Program and Agreement for Countywide AB939 Fee Implementation (Staff: O. Antillon)
H. Resolution 51-22 Approving Plans and Specifications for the 2022 Pavement Rehabilitation and Drainage Improvement Project and Authorizing Staff to Advertise for Bids and Inspection Services (Staff: O. Antillon)
I. Resolution 52-22 Approval of an Agreement Between the Town of Los Altos Hills and West Bay Sanitary District for Providing Operation and Maintenance Service for Sanitary Sewer System, Overflow Emergency Response and Asset Management Services (Staff: O. Antillon)
J. Resolution 53-22 Awarding a Three-Year Contract for Capital Restoration Work and Maintenance and Education Activities for Town-Owned Open Space Preserves with Grassroots Ecology (Staff: O. Antillon)
K. Resolution 54-22 Authorizing City Manager to Execute Agreements for Adding One New Pump, and Service Two Existing Pumps (Staff: O. Antillon) L. Resolution 55-22 Awarding a Contract for the Improvements for the Concession Building in Purissima Park under Proposition 68 Grant Funding to MTW Builders, Inc. (Staff: O. Antillon)
M. Resolution 56-22 Accepting an Agreement for an Open Space Easement at 12874 Viscaino Road; Lands of Firouzdor; File #SD21-0021 (Staff: S. Padovan) N. Notification of Fast Track Approval: 26875 Nina Place – File #SD21-0061 – Lands of Bowers; Site Development Permit for a new 4,971 square-foot two-story residence with a 1,684 square-foot basement, a detached 782 square-foot accessory dwelling unit (ADU), and a 560 square-foot swimming pool. CEQA review: Categorical Exemption per Sections 15303(a); 15303(e) (Staff: J. Loh) Appeal deadline: Tuesday, May 31, 2022 at 5:00 p.m.

O. Resolution 57-22 Adopting Supplemental Findings for Resolution 48-22 Denying an Appeal Regarding a Zoning Permit Application for New Fencing at 28001 Elena Road on April 21, 2022 (Staff: S. Mattas)

4 City Council Special Meeting Minutes
May 25, 2022
P. Resolution Approving the Naming of the Pathway Between Buena Vista Drive and Central Drive to “Lachenbruch Pathway” as Recommended by the Pathway Committee (Staff: O. Antillon)
Note: The resolution was not adopted.

Vice Mayor Swan pulled the item because the Pathways Committee decided that a pathway should be named. Some of the neighbors and residents have different opinions. As Chair Bob Elson is not available this evening, she asked that it be considered next month. Mayor Tyson suggested that it be continued to a date uncertain.

Public Comment
Eric Evans, Los Altos Hills, said they dedicated a pathway easement recently. He suggested that that the pathway be named the Mary Steers Pathway.

Cheryl Evans, Los Altos Hills, said that she met the Steers family and wishes she could have met Mary Steers. She also suggested that the pathway be named in her honor.

MOTION MADE AND SECONDED: Vice Mayor Swan moved postpone the item to a date uncertain and refer it back to the Pathways Committee for further review.

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

5. ONGOING BUSINESS
A. Amendment to the Resolution 58-22 Establishing Standing Committees and Adopting General Special Rules Pertaining Thereto to Replace the Emergency Communications Committee with an Emergency Preparedness and Response Committee and Updating the Charter (Staff: D. Padovan)
City Clerk Padovan presented the item.

Councilmember Schmidt provided background on the topic. She has worked over the last year and half with Dru Anderson, Chair of the ECC to expand the charter of the committee.

5 City Council Special Meeting Minutes
May 25, 2022
Council discussion ensued.

Public Comment
Dru Anderson, Los Altos Hills, Councilmember Schmidt has been a great liaison to the ECC. She spoke in support of the resolution.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to approve Resolution 58-22 Establishing Standing Committees and Adopting General Special Rules Pertaining Thereto to Replace the Emergency Communications Committee with an Emergency Preparedness and Response Committee and Updating the Charter.

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
City Manager Pirnejad said that Ann Hepenstal would like a chance to review the charter with Councilmember Schmidt.

B. Discussion of Broadband Planning in Town and to: First, Direct Staff on how to Advance Further Community Engagement Efforts Related to Broadband, and Second, Adopt a Resolution Authorizing the City Manager to Enter into an Agreement with Government Technology Group, LLC for Broadband Consulting Services for an Amount Not to Exceed $95,000 (Staff: C. Einfalt)
Note: Resolution was not approved.

Management Analyst II Cody Einfalt presented the staff report.

City Manager Pirnejad provided an update on the community engagement efforts underway.

Jeff Lewis, Principal, Government Technology Group (“Gov Tech”), introduced himself and his company to the City Council.

Preston Young, Government Technology Group (“Gov Tech”), introduced himself to the City Council.

Council discussion ensued.

Rajiv Bhateja, Los Altos Hills, said that the Technology Committee saw one

6 City Council Special Meeting Minutes
May 25, 2022
proposal, but not the other. Their charter says they are supposed to assist with evaluating proposals. The committee would like to review both proposals and provide feedback to Council at their next meeting. He noted that the two proposals are very different. One is a broadband master plan, and one is a fiber optics plan.

Public Comment
Gautam Agrawal, Los Altos Hills, thanked the Council for shepherding this along. LAHCF is highly supportive of the Town hiring a consultant. They are not the “fox in the hen house.” They want to be part of the solution, they are not trying to be THE solution.

MOTION MADE AND SECONDED: Councilmember Mok moved that the staff advance community engagement regarding broadband and that the Ad Hoc Broadband Committee work with less than a quorum of the Technology Committee to evaluate proposals and provide feedback to staff in time for the Council to consider a resolution at the June 16, 2022 Regular City Council Meeting. The motion was seconded by Vice Mayor Swan.

Further Council discussion ensued.

MOTION AND SECOND AMENDED: Councilmember Mok amended his motion as follows: move that the staff advance community engagement regarding broadband and that a Special Meeting of the Technology Committee be held, to which the members of the Ad Hoc Broadband Committee are invited, and which Councilmember Schmidt will not attend, to avoid a Brown Act issue. The proposals will be evaluated at the meeting, and feedback will be provided to staff in time for the Council to consider a resolution at the June 16, 2022, Regular City Council Meeting.

The second was amended by Vice Mayor Swan.

MOTION PASSED 5-0:

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

6. PUBLIC HEARINGS
► City Council Ex Parte Contacts Policy Disclosure
A. Conduct Public Hearing and Resolution 59-22 Increasing Sewer Service Charges for FY 22-23 through FY 26-27 in Both Palo Alto and Los Altos Sewer Basins (Staff: O.

Antillon)

7 City Council Special Meeting Minutes
May 25, 2022
Ex Parte: Vice Mayor Swan and Councilmember Mok talked to Allan Epstein on Item 6.A and Vice Mayor Swan talked to the History Committee about Item

6.B. Both Mayor Tyson and Councilmember Schmidt attended a tour of the wastewater facility.

Mayor Tyson opened the Public Hearing.

Oscar Antillon, Public Works Director presented the staff report.

Council discussion ensued.

Public Comment
John O’Connell, Los Altos Hills, said he is wasting his time tonight as there is a large majority to overcome. He said he was completely unaware of where he pays for his wastewater charges. He didn’t think to look in his property taxes. You should be billing people and not putting liens on their property taxes.

City Clerk Padovan reported that the town has received a total of six written protests. Written protests against the proposed rates were not presented by a majority of the property owners or tenants of the identified parcels subject to the proposed rate increases; therefore, the City Council is authorized to adopt the rate increase. To achieve a majority, at least 945 protests would have needed to be received.

Mayor Tyson closed the public hearing.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to adopt Resolution 59-22 Increasing Sewer Service Charges for FY 22-23 through FY 26-27 in Both Palo Alto and Los Altos Sewer Basins. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Introduction of Ordinance 601 (First Reading) Designating the Westwind Barn as a Historical Landmark (Staff: S. Mangalam) (Motion to Waive Reading and Introduce the Ordinance)
Planning Director Sofia Mangalam presented the staff report.

Council discussion ensued.

8 City Council Special Meeting Minutes
May 25, 2022
Mayor Tyson opened the Public Hearing.

Carol Gottlieb, Los Altos Hills, thanked staff for bringing this forward in a timely manner.

Jitze Couperus, Los Altos Hills, said there are several families in Los Altos Hills that have been deeply involved in WWB and to reach this point, it is very important to us.

Mayor Tyson closed the public hearing.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to introduce Ordinance 601 Designating the Westwind Barn as a Historical Landmark.

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
Recess: 8:09 p.m.

Reconvene: 8:17 p.m.

7. STAFF AND CLOSED SESSION REPORTS
A. City Manager
City Manager Pirnejad reported on the following items:

Community Conversation
All residents were sent a town mailer to participate in the Community Facilities Needs Assessment. The first virtual community conversation/town hall meeting will take place next Tuesday, May 31st from 6:00 to 7:00 p.m. Sign up on the town website, www.losaltoshills.ca.gov.

Town Survey
Have you signed up to take Town Surveys? Sign up by visiting www.Flashvote.com/LosAltosHills
Town Picnic
Will take place Sunday, June 5th from 12:30-4:00 p.m. at Purissima Park. Sign up by going to the town website www.losaltoshills.ca.gov/picnic. This event is limited to Los Altos Hills residents only. Highlights include classic car show, 360 photo booth, pony rides, petting zoo, magic show, inflatables, and lunch.

9 City Council Special Meeting Minutes
May 25, 2022
Status of 2022 Council Priorities
We are at 40% of the year. We have 60 milestones connected to the 24 Key Projects the Council identified in their January 24th Goal Setting Session. Seventy-eight percent of the projects have either been started or finished.

Art Sculpture
The Art Sculpture will be arriving in approximately a month and installed in the round about.

Irregularities in Permit Fees
Anomalies have been found in permit fees since the Fee Study was implemented in 2020. We are aware that members of the community are interested in this and wanted to assure the Council that staff is taking steps to review and solve the issue.

City Manager Office Hours
The City Manager has instituted new virtual office hours. The fourth Friday of each month at 11:00 a.m. has been dedicated as a time to hear from residents.

B. City Attorney
No report.

C. City Clerk
City Clerk Padovan reported that a vote center will be hosted in the Council Chambers from May 28, 2022, through June 7, 2022. She noted that staff is actively watching the status of AB 1944 as it relates to open and public meetings. She informed the Council that recruitments were taking place to fill all committee openings. She also introduced the new Administrative Clerk/Technician Emina Steta.

D. Planning Director
Planning Director Mangalam provided an update on the progress of the housing element. A joint virtual Planning Commission/City Council meeting is scheduled for June 20th at 5 p.m. Staff is also coordinating with the Environmental Initiatives Committee on the climate action plan goals.

E. Administrative Services Director
Administrative Services Director Revillar updated the Council on the IT strategic plan and said the discovery phase is completed and they are now beginning the design phase. The consultant will meet with the Technology Committee and staff. She provided an update on the town’s current employment recruitment efforts.

10 City Council Special Meeting Minutes
May 25, 2022
F. Public Works Director
Public Works Director Antillon reported on the electric vehicle charger project at Town Hall. He also reported that the town’s maintenance crew is working on Robleda/La Paloma path and are making progress. The E. Sunset project is also moving forward. In the near future, we will roll out a new reporting app called “Text My Gov” to report a maintenance problem in Town.

8. REPORTS FROM COUNCIL LIAISONS ON STANDING COMMITTEES, AD

HOC COMMITTEES, AND COUNCIL MEMBERS ON OUTSIDE AGENCIES A. Report by the Undergrounding Ad Hoc Committee (Mayor Tyson) Mayor Tyson presented the report. The Rule 20A project challenge of dealing with PG&E is still ongoing. They are trying to raise the priority of the project with PG&E.

Council received the report. No action was taken.

B. Report from the Council Ad Hoc Committee on Community Surveys (Councilmember Schmidt)
Councilmember Schmidt said a new survey will be going out soon and she was happy to see that more people were signing up to take the surveys.

Council received the report. No action was taken.

C. Report from the Ad Hoc Committee on Broadband (Councilmember Mok) Councilmember Mok presented the report. He suggested that we have a Digital Equity Bill of Rights. He would like it agendized for next month.

He reported that he and Councilmember Tankha have been meeting. They have selected individuals who are experts who they have invited to help them as they are not experts. There will be regular and periodic meetings.

MOTION MADE AND SECONDED: Councilmember Mok moved to add a proclamation on a Digital Equity Bill of Rights to the next City Council Meeting. 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

11 City Council Special Meeting Minutes
May 25, 2022
D. Status Reports from All Councilmembers on Standing Committees, Ad Hoc Committees and Outside Agencies Activities
Mayor Tyson suggested that ad hoc committees regularly present their progress at City Council meetings.

Councilmember Mok requested, based on an EIC request, that leaf blowers be added as a Council initiated item at the next City Council Meeting.

Vice Mayor Swan reported that the History Committee is helping out the Los Altos History Museum this weekend for Rancho Days and a senior walk will take place starting at Town Hall on Thursday, May 26th.

Councilmember Tankha reported having meetings with residents on public safety. She has now hosted five meetings as it is necessary to educate our residents on how to protect themselves from burglaries.

9. COUNCIL INITIATED ITEMS
A. Discussion and Possible Action on Requiring Lighting in Construction Sites (Councilmember Tankha)
Councilmember Tankha presented the report.

Council discussion ensued.

Director Mangalam said the item would need to be taken to the Planning Commission in order to make a recommendation on this topic.

DIRECTION: Staff to bring to the matter to the Planning Commission for a recommendation.

B. Consideration of Direction to the City Attorney to Provide Training as Part of the June City Council Meeting regarding Brown Act Requirements, Options, and Limitations Related to Ad Hoc and Standing Committees (Vice Mayor Swan) Vice Mayor Swan presented the item. She wants the City Attorney to focus on the ad hoc committees and what they can do. Residents want transparency, so we need guidelines for the ad hoc committees. She wants a quick overview of what they can and can’t do - a short presentation at the next City Council meeting.

DIRECTION: There was consensus to have a presentation by the City Attorney to focus on the ad hoc committees and what they can do at the June City Council meeting.

12 City Council Special Meeting Minutes
May 25, 2022
C. Consideration and Possible Action to Direct Staff to Raise the LGBTQ+ Pride Flag for the Month of June 2022 in Recognition of Pride Month (Councilmember Tankha) – added with Revision No. 1.

Councilmember Tankha presented the item.

Assistant City Attorney Wolf advised that two approaches can be taken: 1) Town (government) speech - the City Council is asking that a commemorative flag be raised on the town’s flagpole. This would give the City Council control over which flags are raised. 2) Allow external agencies to raise flags on the pole, which would open up a public forum. Due to first amendment rights, that would limit the Council’s ability to restrict certain speech. The City Attorney’s office recommends the first approach and that the flags being raised be raised as town speech.

City Manager Pirnejad can return at a later date with a flag policy.

Public Comment
Kjell Karlsson, Los Altos Hills, said he has no problem with a proclamation, but he thinks the residents feel that is their flagpole. If the Council wants to have their agenda put up, do a separate flagpole.

Pat Lang, Los Altos Hills, said she was pleased that the Council was considering the pride flag. People who are being discriminated against need an extra boost.

MOTION MADE AND SECONDED: Councilmember Tankha moved to direct staff to raise the LGBTQ+ flag for the month of June 2022. 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

10. ADJOURN
The meeting adjourned at 9:24 p.m.

Respectfully submitted,
Deborah L. Padovan
Deborah Padovan
City Clerk

13 City Council Special Meeting Minutes
May 25, 2022
The minutes of the May 25, 2022, special City Council meeting were approved as presented at the June 16, 2022, regular City Council meeting.

TOWN OF LOS ALTOS HILLS October 20, 2022
Staff Report to the City Council
___________________________________________________________________________ SUBJECT: RESOLUTION ACCEPTING THE CORPORATION YARD SITE

IMPROVEMENTS PROJECT
FROM: Daniel Liang, Utility Engineering Manager
APPROVED: Peter Pirnejad, City Manager
____________________________________________________________________________ RECOMMENDATION: That the City Council:

1. Approve the attached resolution accepting the Corporation Yard Site Improvements Project performed by Silicon Valley Paving, Inc. as complete.

2. Direct the City Clerk to file a Notice of Completion.

DISCUSSION:

The Corporation Yard Site Improvements Project has been inspected by staff and found to be complete and acceptable. The project was completed within the City Council approved budget.

Below is the account summary:

Approved Actual
Construction Contract $ 132,500.00 $ 132,500.00
Contingency $ 42,500.00 $ 24,001.76
Total Approved Budget $ 175,000.00
Total Project Expenditure $ 156,501.76
Balance $ 18,498.24
The final contract expenditure includes one (1) contract change order to the project, and one (1) purchase order for the storage facility at the Corporation Yard. These items are described below:

Change Order #1 ($17,560.00)
Scope change to the contract by increasing the depth of vertical concrete curbs from 18 inches to 30 inches and extending the concrete curbs to be continuous around each bio-retention basin. This change will increase storage capacity of stormwater runoff in both basins.

Purchase Order #1 - Concrete Bin Blocks ($6,441.76)
This purchase order includes materials and delivery costs of forty five (45) concrete bin blocks.

The volume and weight for each bin block is approximately 1 cubic yard and 2 tons, respectively.

The vendor is Graniterock. The bin blocks will be used as concrete walls to segregate construction materials at the storage facility in the Corporation Yard.

AGENDA ITEM #4.O
Revised and Distributed 10/18/22
D.L.

P.P.

Recommendations
Staff recommends that the City Council accept the Corporation Yard Site Improvements Project to allow for the remittance of the 5% retention to the Contractor 35 days following project acceptance.

A Notice of Completion will be filed for this Capital Improvement Project upon approval by the City Council.
2022 CITY COUNCIL STRATEGIC PRIORITIES:

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

FISCAL IMPACT
The total project expenditure is within the City Council approved budget for the Corporation Yard Site Improvements Project. The Public Works staff was able to complete this work for less than the total amount authorized by the Council. As a result, the balance of $18,498.24 will go back to the General Fund.

ATTACHMENTS

1. Resolution

2. Notice of Completion

RESOLUTION NO. _________

A RESOLUTION ACCEPTING AS COMPLETED THE WORK OF THE
"CORPORATION YARD SITE IMPROVEMENTS PROJECT", AUTHORIZING

FINAL PAYMENT CONCERNING SUCH WORK,

DIRECTING THE CITY CLERK TO FILE NOTICE OF COMPLETION
WHEREAS, the Utility Engineering Manager of the Town of Los Altos Hills ("Town") has, in writing, made and filed in the Office of the City Clerk her notice or certificate certifying that the work under contract described as the Corporation Yard Site Improvements Project, has been completed in conformance with the Plans and Specifications for said project, and has recommended that said work be accepted as complete and satisfactory; NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

Section 1. The above-described work as mentioned in the notice of the Utility Engineering Manager is hereby accepted as substantially complete, and the appropriate officer of the Town is authorized to make final payment concerning the above-described work.

Section 2. The City Clerk is hereby authorized and directed to file with the County Recorder of the County of Santa Clara, notice of the completion of said project within ten (10) days from the date of this Resolution.

PASSED AND ADOPTED this _______ day of _______________, 2022.

By:

George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk
Attachment 1

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

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

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that Silicon Valley Paving, Inc. on August 19, 2022, did enter into a contract for the Corporation Yard Site Improvements Project, in Los Altos Hills, situated in Santa Clara County, with the Town of Los Altos Hills. Said improvements were completed in accordance with the Plans and Specifications adopted by the City Council and upon the terms and conditions set forth and identified by the written contract.

On the 16th day of September 2022, the work provided to be done under the contract was fully completed in accordance with the terms of the contract.

NOTICE IS FURTHER GIVEN that the public board for whom the above-described work was done is the City Council of the Town of Los Altos Hills, a municipal corporation of the State of California, and that the name and address of the political subdivision for which the abovedescribed work was done is the Town of Los Altos Hills, State of California, Town Hall, 26379 Fremont Road, Los Altos Hills, California 94022.

NOTICE IS FURTHER GIVEN that the name of the contractor by whom the abovedescribed work was done is as follows:

CONTRACTOR: Silicon Valley Paving, Inc.

Wei Lien Liang
Utility Engineering Manager
Town of Los Altos Hills
DATE:

I, Deborah Padovan, duly appointed City Clerk for the Town of Los Altos Hills, do hereby certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing is true and correct.

WITNESS my hand and official seal.
___________________________________
Deborah Padovan, City Clerk
Date: _______________
Place: Town Hall
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022

TOWN OF LOS ALTOS HILLS October 20, 2022
Staff Report to the City Council
___________________________________________________________________________ SUBJECT: RESOLUTION ACCEPTING THE 2021 SANITARY SEWER REPAIR AND

REPLACEMENT PROJECT
FROM: Daniel Liang, Utility Engineering Manager
APPROVED: Peter Pirnejad, City Manager
____________________________________________________________________________ RECOMMENDATION: That the City Council:

1. Approve the attached resolution accepting the 2021 Sanitary Sewer Repair and Replacement Project performed by C2R Engineering, Inc. as complete.

2. Direct the City Clerk to file a Notice of Completion.

DISCUSSION:

The 2021 Sanitary Sewer Repair and Replacement Project has been inspected by staff and found to be complete and acceptable. The project was completed within the City Council approved budget. Below is the account summary:

Approved Actual
Construction Contract $ 316,830.00 $ 298,405.00
Contingency $ 64,000.00 $ 54,627.48
Total Approved Budget $ 380,830.00
Total Project Expenditure $ 353,032.48
Balance $ 27,797.52
The final contract expenditure includes one (1) contract change order to the project described as follows:

Change Order #1 ($54,627.48)
CN Description
1 26405 Ascension Dr – exposed existing sewer main and raised to grade the existing end of line cleanout
2 26970 Arastradero Rd – replaced a 4-inch sewer pipe with a 6-inch pipe 3 Loc 1 (14422 Liddicoat Cir) - extra work to install a cleanout and replace a WYE connection
4 Loc 8 (27000 Appaloosa Way) - extra work to hand dig a deep trench to expose existing sewer main
AGENDA ITEM #4.P
D.L.

P.P.

5 Loc 3 (14134 Page Mill Rd) - additional length of point repair to replace sewer pipes with damaged/cracked pipes and protruding roots, hand digging around unidentified utilities. Added water stops and a concrete collar at an existing manhole. 6 Loc 7 (12550 La Cresta Dr) – site access restriction, unable to move equipment to burst pipes. Point repair to replace a sewer pipe section with roots 7 Loc 2 (2344 Old Page Mill Rd) - Concrete encased sewer, unable to burst pipes, changed to point repair to replace sections with roots
8 Loc 4 (26695 Snell Lane) - Existing 6" pipe main was encased in concrete on Fremont Rd. Open cut approx. 20' of trench to remove the concrete section before pipe-bursting operations
9 Loc 10 (11500 Summit Wood Rd) - existing Oak Tree is in the way for drilling a pit for pipe bursting. To avoid an existing water main, the existing manhole was removed to create space for pipe bursting. It was later replaced with a new manhole. 10 Loc 12 (23994 Spalding Ave) - delay caused by an unmarked 24" storm drain pipe.

Excavated around and modified trench to install a pipe bursting winch. 11 Loc 5 (26724 Palo Hills Dr) - Hand dug a trench, 14 ft deep, at two locations to expose and connect the existing laterals to the new 8-inch HDPE pipes 12 Point repair - 6", carried over from Pay App #1
13 Deductive change order for pre-installation Cleaning & Color CCTV Inspection Recommendations
Staff recommends that the City Council accept the 2021 Sanitary Sewer Repair and Replacement Project to allow for the remittance of the 5% retention to the Contractor 35 days following project acceptance.

A Notice of Completion will be filed for this Capital Improvement Project upon approval by the City Council.

FISCAL IMPACT
The total project expenditure is within the City Council approved budget for the 2021 Sanitary Sewer Repair and Replacement Project. The Public Works staff was able to complete this work for less than the total amount authorized by the Council. As a result, the balance of $27,797.52 will go back to the General Fund.

ATTACHMENTS

1. Resolution

2. Notice of Completion

RESOLUTION NO. _________
A RESOLUTION ACCEPTING AS COMPLETED THE WORK OF THE "2021 SANITARY SEWER REPAIR AND REPLACEMENT PROJECT", AUTHORIZING

FINAL PAYMENT CONCERNING SUCH WORK,

DIRECTING THE CITY CLERK TO FILE NOTICE OF COMPLETION
WHEREAS, the Utility Engineering Manager of the Town of Los Altos Hills ("Town") has, in writing, made and filed in the Office of the City Clerk her notice or certificate certifying that the work under contract described as the 2021 Sanitary Sewer Repair and Replacement Project, has been completed in conformance with the Plans and Specifications for said project, and has recommended that said work be accepted as complete and satisfactory; NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE as follows:

Section 1. The above-described work as mentioned in the notice of the Utility Engineering Manager is hereby accepted as substantially complete, and the appropriate officer of the Town is authorized to make final payment concerning the above-described work.

Section 2. The City Clerk is hereby authorized and directed to file with the County Recorder of the County of Santa Clara, notice of the completion of said project within ten (10) days from the date of this Resolution.

PASSED AND ADOPTED this _______ day of _______________, 2022.

By:

George K. Tyson, Mayor
ATTEST:

Deborah L. Padovan, City Clerk
Attachment 1

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

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

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that C2R Engineering Inc. on February 1, 2022, did enter into a contract for the 2021 Sanitary Sewer Repair and Replacement project, in Los Altos Hills, situated in Santa Clara County, with the Town of Los Altos Hills. Said improvements were completed in accordance with the Plans and Specifications adopted by the City Council and upon the terms and conditions set forth and identified by the written contract.

On the 2nd day of September 2022, the work provided to be done under the contract was fully completed in accordance with the terms of the contract.

NOTICE IS FURTHER GIVEN that the public board for whom the above-described work was done is the City Council of the Town of Los Altos Hills, a municipal corporation of the State of California, and that the name and address of the political subdivision for which the abovedescribed work was done is the Town of Los Altos Hills, State of California, Town Hall, 26379 Fremont Road, Los Altos Hills, California 94022.

NOTICE IS FURTHER GIVEN that the name of the contractor by whom the abovedescribed work was done is as follows:

CONTRACTOR: C2R Engineering, Inc.

Wei Lien Liang
Utility Engineering Manager
Town of Los Altos Hills
DATE:

Attachment 2

I, Deborah Padovan, duly appointed City Clerk for the Town of Los Altos Hills, do hereby certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing is true and correct.

WITNESS my hand and official seal.
___________________________________
Deborah Padovan, City Clerk
Date: _______________
Place: Town Hall
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022

TOWN OF LOS ALTOS HILLS October 20, 2022
Staff Report to the City Council
SUBJECT: ACCEPT AND RECORD INTO THE PUBLIC RECORD THE

COMMUNITY FACILITIES NEEDS ASSESSMENT REPORT BY MIG
FROM: Sarah Robustelli, Community Services Manager
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Accept and record into the public record the Community Facilities Needs Assessment report by MIG.

BACKGROUND:

At the January 20, 2022, City Council meeting, the staff requested direction to continue with Town Hall Phase II 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 2-3. During that item, City Council approved furniture and a reconfiguration of internal space at Town Hall.

At the City Council 2022 Priority Setting meeting on January 25, 2022, the City Council prioritized establishing a Town Hall committee to evaluate a 10-year plan on facility needs, staffing, Parks and Recreation programs, and space.

To achieve City Council priorities, staff met with the Town Hall and Community Survey Ad Hoc Committees Mayor Tyson and Councilmember Schmidt on several occasions.

Staff received informal bids for community surveys and contracted with FlashVote to administer a series of scientific surveys throughout the year. The surveys were integrated as one method of the Community Facilities Needs Assessment.

MIG, Inc. was selected to conduct the Community Facilities Needs Assessment at the March 17, 2022, City Council meeting. The project was initiated in March with a robust set of methods. Throughout six (6) months, the community engagement was conducted both digitally and in-person. The project team spoke to a total of sixteen (16) Committees/ Commissions, conducted resident interviews, benchmarked similar agencies, interviewed staff, collected comments using a digital form, integrated a total of three (3) surveys, held two (2) Town Hall meetings, utilized social media and email outreach, posted signs in a variety of town wide events, and sent multiple mailers to each household. This approach has been an unprecedented community outreach effort and engagement.

At the June 16, 2022, City Council meeting, there was a staff presentation along with both consultants, FlashVote for Community Surveys and MIG for Community AGENDA ITEM #4.Q
S.R.

P.P.

Staff Report Page 2
Community Facilities Needs Assessment Report
October 20, 2022
Engagement. This presentation focused on background and methods. Staff asked if there was additional information that was needed for City Council to decide on the Town Hall space. At that meeting, City Council provided direction for staff and consultants to return with the raw data and their professional recommendations. They also requested staff to come back in August with the usage and trends of the newly built City of Los Altos Community Center. Informally, the City Council agreed to reach out to their constituents, and to continue outreach and committee interviews to engage more residents.

The Community Facilities Needs Assessment findings were presented at the August 18, 2022, City Council meeting by Town staff, survey consultant FlashVote and MIG, on Community Engagement. Councilmember Schmidt moved to direct staff to look at ways to expand Town Hall that incorporate the ideas set forth in the findings put together by staff based on FlashVote and MIG reviews. Also, assume we need more staff space include the community with the design. The motion was seconded by Mayor Tyson. The motion failed 2-3. Councilmember Tankha moved to direct staff to return to City Council with projections for the next 10 years in terms of staffing needs, and how that space would be used. Also, Councilmembers Tankha and Mok requested a walkthrough of Town Hall to see the space and understand the current Town Hall remodel. The motion was seconded by Councilmember Mok. This motion passed 4-1 the minutes can be found in attachment

2. DICUSSION:

This Community Facilities Needs Assessment final report is the final deliverable in MIG community engagement contract. This report reviews additional steps taken and planned to advance the will of the City Council as a result of the August 18, 2022, Council meeting.

Since the August 18, 2022, City Council meeting. Councilmembers Mok and Tankha have completed a walkthrough of Town Hall, which focused on staff workspace, flow, and community space.

Staff is currently working with Noll and Tam to complete a staffing analysis. This will determine staffing projections for the next 10-years, and the resulting space needs looking forward. The high-level study will also examine potential costs associated with the addition considering those projected needs. This is the last piece of information City Council has requested to assist them with deciding on the next steps for the Town Hall addition and community space.

In conclusion, Town staff and MIG are in alignment with the recommendations presented at the City Council meeting on August 18 based on the Community Facilities Needs Assessment, attachment 1. The MIG report, in attachment 3 summarizes the themes that emerged from residents’ robust community engagement. Staff and consultants are confident that the themes presented in the report represents the broad perspectives of Los Altos Hills residents and shall be recorded into the public record.

Staff Report Page 3
Community Facilities Needs Assessment Report
October 20, 2022
Staff intends to return to the City Council in the coming months to review the analysis to be provided by Noll and Tam and seek direction on how the City Council might direct our next steps.

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.

ATTACHMENTS

1. August 18, 2022 Staff Report

2. August 18, 2022 City Council Meeting Minutes

3. MIG Final Report

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.

Attachment 1

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.

Staff Report Page 4
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 5
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 6
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 7
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 8
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 9
Community Facilities Needs Assessment Findings
August 18, 2022
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.

Staff Report Page 10
Community Facilities Needs Assessment Findings
August 18, 2022
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.

Staff Report Page 11
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 12
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 13
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 14
Community Facilities Needs Assessment Findings
August 18, 2022
• 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

Staff Report Page 15
Community Facilities Needs Assessment Findings
August 18, 2022
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

Staff Report Page 16
Community Facilities Needs Assessment Findings
August 18, 2022
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

1 City Council Regular Meeting Minutes
August 18, 2022
CALL TO ORDER (6:00 P.M.)
A. Roll Call
B. Pledge of Allegiance
Via teleconference according to the Governor’s Executive Order N-29-20, Mayor Tyson called the hybrid City Council Regular Meeting to order at 6:04 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 and Building Director Sofia Mangalam, Public Works Director Oscar Antillon, Administrative Services Director Sarina Revillar, Assistant Planner Areli Perez, Management Analyst II Cody Einfalt, City Clerk Deborah Padovan

1. AGENDA REVIEW
There were no changes to the agenda. Mayor Tyson also stated that there was no reportable action resulting from the closed session.

2. PRESENTATIONS AND APPOINTMENTS
A. Reappointment to the Los Altos Hills Environmental Design and Protection Committee.

City Clerk Padovan presented the application of Vijay Chawla.

MOTION MADE AND SECONDED: Councilmember Tankha moved to appoint Vijay Chawla to the Los Altos Environmental Design and Protection Committee for a second four-year term. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
Town of Los Altos Hills
City Council Regular Meeting Minutes
Thursday, August 18, 2022 – 6:00 p.m.

Council Chambers, 26379 Fremont Road, Los Altos Hills, California Attachment 2

2 City Council Regular Meeting Minutes
August 18, 2022
ABSENT: None
B. Appointment to the Los Altos Hills History Committee City Clerk Padovan presented the application of Bernado Ferrari.

Mr. Ferrari introduced himself to the Council.

MOTION MADE AND SECONDED: Mayor Tyson moved to appoint Bernado Ferrari to the Los Altos Hills History 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
C. Appointment to the Los Altos Hills Pathways Committee City Clerk Padovan presented the two applications.

Jennifer Basiji introduced herself to the City Council and withdrew her application to the committee as she will not be available to serve.

Joe Mitchell, Los Altos Hills, introduced himself to the City Council and expressed interest in serving on the committee.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Joe Mitchell to the Los Altos Hills Pathways Committee 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
D. Mid-Year Status Update on 2022 Council Strategic Goals City Manager Peter Pirnejad presented a review of the 2022 work plan and provided a status update on the items that were listed on the plan. He also provided a progress report on Council projects not on the 2022 priority workplan. The report was

3 City Council Regular Meeting Minutes
August 18, 2022
received, and no action was taken.

E. Planning Commission’s Ad Hoc Committee’s Presentation on SCCFD Driveway Requirements Relating to ADU and Lot-Split Development by Planning Commission Chair Jim Waschura

Planning Commission Chair Jim Waschura presented the subcommittee’s report on the fire department requirements for new construction. The subcommittee had the following recommendations:
• Ask SCCFD to have a fast-track process for urgent changes that is separate from the normal 2-year revision cycle.
• Ask SCCFD to make available online updated documents with objective criteria. • Ask SCCFD to have a fast-track process for urgent changes that is separate from the normal 2-year revision cycle.
• Ask Staff to communicate the requirements for SCCFD plan approval during the pre-application stage to avoid surprises.
• Ensure SCCFD approval happens before site development approval. This will avoid creating conflicts between LAH and SCCFD approvals.
• For Ministerial projects that don’t have a site-development phase, route plans to SCCFD upon receipt, and don’t grant building permits until SCCFD approval is completed.
• Ask SCCFD to be proactive in responding to SB9 legislation. Work with other municipalities with similar concerns to raise the priority of this issue with SCCFD.

Council discussion ensued.

Brad Fox, Assistant Fire Marshal, Santa Clara County Fire Department, was in attendance and responded to questions from the Council.

Hector Estrada, Fire Marshal, Santa Clara County Fire Department, was in attendance and responded to questions from the Council.

Public Comment
Breene Kerr, Los Altos Hills, said Sherlock Road will never be 20 feet wide as it is not physically possible to engineer a project like that. There are six homes on that road that were approved, built with permits and if those homes become uninhabitable, there will have been a public taking and litigation may ensue. He said the City Council has delegated veto power to the Fire Department, and they can take that back.

A clear set of allowable mitigating factors is needed.

Rajiv Bhateja, Los Altos Hills, said his home is subject to this issue. He expressed concerns about buyers needing to be notified that they may not be able to rebuild, you just penalized the current owners. He would like to see a flexible solution.

4 City Council Regular Meeting Minutes
August 18, 2022
Jitze Couperus, Los Altos Hills, thanked the Fire Department for attending. He said driveway widths are different for other local cities, but not Los Altos Hills. He talked about the standards the Fire Department uses. He requested further communication from the Fire Department.

Further discussion ensued. No action was taken.

Councilmember Tankha requested that the Fire Marshal return in two months to see how we are doing with this issue. There was no commitment from the Fire Department to return.

F. Presentation by the Santa Clara County Office of the Sheriff on the Differences Between a Motorcycle and a Patrol Vehicle
Sheriff Captain Rich Urena provided information on the difference between a motor unit deputy and a motorcycle unit deputy. He provided some options:
• Option 1: Continue to fund a motor deputy and focus on traffic matters and complaints
• Option 2: Continue to have a traffic deputy, but instead of a motorcycle, use a motor vehicle.
• Option 3: Discontinue the use of a traffic deputy and replace that with a patrol deputy.

The Council asked questions of Captain Urena and received his responses.

Kjell Karlsson, Los Altos Hills, thanked the captain for explaining the difference between the two units. He said that Option 3 was best - to discontinue the use of a traffic deputy and replace it with a patrol deputy.

Council discussion ensued.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to ask Captain Urena to institute Option 2 - continue to have a traffic deputy, but instead of a motorcycle, use a motor vehicle. 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
The Council recessed at 7:48 p.m.

The Council reconvened to open session at 7:56 p.m.

5 City Council Regular Meeting Minutes
August 18, 2022

3. PRESENTATIONS FROM THE FLOOR
Rajiv Bhateja, Los Altos Hills, provided an update on the activities of the Technology Committee. He said that the committee passed a motion proposing some speed alert systems in town. They also passed a second motion for gas shut-off valves.

Dru Anderson, Los Altos Hills, reported that her neighborhood (LAHE005) the Saddle Mountain neighborhood received Firewise certification. The Firewise program is a grassroot neighborhood wildfire preparedness program developed by the NFPA National Fire Protection Association.

J. Logan, General Manager, Los Altos Hills County Fire District, congratulated Dru and her team members. The Fire District completed the criteria to become a nationally recognized Firewise USA program participant.

Allan Epstein, Los Altos Hills, reported on the FIC on excessive building fees. The committee recommends further study and requests to calculate the Building Department revenue used in his study in conformity with the matrix study methods and calculate related costs after considering corrections noted by the City Manager. The corrections include compensating for the timing differences between recording the revenue and incurring the cost and then present to FIC.

4. CONSENT CALENDAR

Public Comment
Allan Epstein, Los Altos Hills, spoke on item 4.N, regarding the procurement process. He stated that the town has not met the legal procurement requirements for this project.

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

MOTION PASSED 5-0:

AYES: Tankha, Tyson, Mok, Schmidt, Swan
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
A. Approval of Regular City Council Meeting Minutes – June 16, 2022 B. Approval of Joint City Council/Planning Commission Special Meeting – June 20, 2022
C. Approval of Special City Council Meeting Minutes – July 18, 2022

6 City Council Regular Meeting Minutes
August 18, 2022
D. Review of Disbursements for July 1-31, 2022 $1,679,756.87 E. 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)
F. Request by the Los Altos Hills History Committee for approval to hold the Committee’s Fall Annual Presentation the “Tales of Former Mayors” and to Advertise the Presentation (History Committee)
G. Receive Quarterly Investment Portfolio Report Quarter Ending June 30, 2022 (Staff:

S. Revillar)
H. Resolution 70-22 Authorizing the City Manager to Execute Standing Purchase Orders for Fiscal Year 2022-23 in an amount not to exceed $6,949,991 (Staff: S.

Revillar)
I. Resolution 71-22 Approving Changes to Job Description for Management Analyst II, Creating a Job Description for an Assistant to the City Manager, Reclass the Senior Community Services Supervisor to Community Services Manager, Create a Job Description for Deputy Building Official/Plan Examiner and Resolution 72-22 Approving Amending the Employee Classification and the Salary Schedule (Staff: S.

Revillar)
J. Resolution 73-22 of the Town to Abide by the California Disaster and Civil Defense Master Mutual Aid Agreement, and Resolution 74-22 Clarifying Workers’ Compensation Benefits for Registered Disaster Service Worker Volunteers (Staff: C.

Einfalt)
K. Resolution 75-22 Awarding a Contract for the 2022 Pavement Rehabilitation and Drainage Improvement Project (Staff: O. Antillon)
L. Resolution 76-22 Awarding a Contract for Design and Permitting Services for the Summerhill Pathway Project (Staff: O. Antillon)
M.Resolution 77-22 Approving the Designation of System Low Carbon Fuel Standard (LCFS) Credits to Power Flex (Staff: O. Antillon)
N. Resolution 78-22 Awarding a Contract for the Corporation Yard Site Improvements Project (Staff: O. Antillon)
O. Notification of Fast Track Approval; 26880 Ortega Drive – File #SD22-0006 – Lands of Rajwar 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

7 City Council Regular Meeting Minutes
August 18, 2022
residence and new patios and walkways. CEQA review: Categorical Exemption per Section 15303(e) (Staff: J. Loh). Appeal Deadline: Tuesday, August 23, 2022, at 5:00 p.m.

Item 6 was heard next:

6. PUBLIC HEARINGS

► City Council Ex Parte Contacts Policy Disclosure

A. Approval of a Tentative Map to create a two-lot subdivision of an existing 2.20 gross acre parcel (APN 182-028-026. Proposed new Parcel A would be 1.010 acres and the proposed new Parcel B would be 1.073 acres (Staff: S. Mangalam)

Mayor Tyson had no contacts but has walked the property. Councilmember Mok spoke to Allan Epstein and Kjell Karlsson. There were no other ex parte communications.

Mayor Tyson opened the Public Hearing.

Assistant Planner Areli Perez presented the staff report.

The Council asked questions. Areli Perez and Planning and Building Director Sofia Mangalam addressed them.

Council discussion ensued.

Carlos (Gustavo) Auqui, Applicant, presented his request to the City Council.

Public Comment
Michael Milani, Milani and Associates, Civil Engineer on the project, said there are a number of objective standards that have been applied to the project. They are in agreement with the conditions of approval. The intersection meets objective standards by the state of California.

Kit Gordon, Los Altos Hills, is encouraged that all driveways go onto Altamont and not Page Mill Road. The study may not convey the dangers of Page Mill Road.

Waidy Lee, Los Altos Hills, said she shares a fence with the subject property. She expressed concerns about the driveway coming out on Page Mill Road. The traffic study should come forward for Council review prior to the map approval.

John Lewis, Los Altos Hills, said the only responsible decision is to accept option 3 as the traffic study has not been completed yet. It may not be possible to make the driveway entrance off of Page Mill safe.

8 City Council Regular Meeting Minutes
August 18, 2022
Mayor Tyson closed the Public Hearing.

Council discussion ensued.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to deny the subdivision application without prejudice and allow the applicant to re-file; direct the applicant to refile the application with a Traffic Safety Study prepared, for Planning Commission review; and any application fees for re-filing to be waived for the applicant. 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

5. ONGOING BUSINESS
A. Receive a Report on the Findings for the Community Facilities Needs Assessment and Provide Direction on Town Hall Addition/Community Space (Staff: S.

Robustelli)

Community Services Supervisor Sarah Robustelli presented the staff report.

Ryan Mottau, MIG, Inc., Berkeley, and Kevin Lyons, Chief Scientist, Governance Sciences Group, each presented the reports on the survey results.

Council discussion ensued.

Public Comment
Allan Epstein, Los Altos Hills, complimented the staff on surveying the public and hearing all voices. With regard to the public space, the survey results are statistically accurate. Regarding the town staff needs, he doesn’t believe the report identifies the needs or the needs over a period of time: what the space will be used for, who will use it and how will it grow over time. The needs need to be established.

Council discussion continued.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to continue the meeting past 10 p.m. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha

9 City Council Regular Meeting Minutes
August 18, 2022
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
Brene Kerr, Los Altos Hills, said that the public is greeted outdoors lately. There must have been some of the public spaces taken over by the staff. He hopes the town will provide a more welcoming place for the residents. The tables outside do not feel very permanent. It is worth taking a look at.

Council discussion continued.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to direct staff to look at ways to expand Town Hall that incorporate the ideas set forth in the report put together by staff based on FlashVote and MIG reviews that we assume we need more room for staff and that we include community involvement in the design as well. The motion was seconded by Mayor Tyson.

MOTION FAILED 2-3:

AYES: Tyson, Schmidt
NOES: Mok, Swan, Tankha
ABSTAIN: None
RECUSE: None
ABSENT: None
MOTION MADE AND SECONDED: Councilmember Tankha moved to direct staff to return to Council with projections for the next 10 years in terms of staffing needs, any additional space for staffing, and how that space would be used. The motion was seconded by Councilmember Mok.

Council discussion continued.

MOTION PASSED 4-1:

AYES: Tyson, Swan, Mok, Tankha
NOES: Schmidt
ABSTAIN: None
RECUSE: None
ABSENT: None
The Council recessed at 10:11 p.m.

The Council reconvened to Open Session at 10:18 p.m.

B. Resolution 79-22 to Authorize the City Manager to Submit Payment to the Santa Clara County Office of the Sheriff for Additional Law Enforcement Services Received during FY 21-22 totaling $32,197 (Staff: C. Einfalt)

10 City Council Regular Meeting Minutes
August 18, 2022
Management Analyst Cody Einfalt presented the staff report.

Council discussion ensued.

Public Comment
Anand Ranganathan, Los Altos Hills, said there is no accountability the Sheriff’s Department. The Sheriff’s Department should give a report every month reflecting which deputies were in town, what days, and what they were doing. All we get from the Sheriff’s Department is the monthly bill. The town needs to demand more accountability.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to approve Resolution 79-22 to Authorize the City Manager to Submit Payment to the Santa Clara County Office of the Sheriff for Additional Law Enforcement Services Received during FY 21-22 totaling $32,197. 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
C. Update to Council Appointments to Committees and Outside Agencies 2022 (Staff:

D. Padovan)

City Clerk Padovan presented the update of the Council appointments.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to accept the updated schedule of Council Appointments to Committees and Outside Agencies 2022. 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

7. NEW BUSINESS
A. Introduction of Ordinance 602 (First Reading) of the City Council of the Town of Los Altos Hills Authorizing an Amendment to the Contract Between the Town and the Board of Administration of the California Public Employees’ Retirement System

11 City Council Regular Meeting Minutes
August 18, 2022
and Resolution 80-22 of Intention to Approve an Amendment to Contract Between the Board of Administration California Public Employees’ Retirement System and the City Council of the Town of Los Altos Hills (Staff: S. Revillar)

Administrative Services Director Sarina Revillar presented the staff report.

Council discussion ensued.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to waive reading and introduce Ordinance 602 (First Reading) of the City Council of the Town of Los Altos Hills Authorizing an Amendment to the Contract Between the Town and the Board of Administration of the California Public Employees’ Retirement System and Resolution 80-22 of Intention to Approve an Amendment to Contract Between the Board of Administration California Public Employees’ Retirement System and the City Council of the Town of Los Altos Hills. 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

8. STAFF REPORTS
A. City Attorney -No report.

B. City Clerk
City Clerk Padovan reported on the volunteer dinner scheduled for September 7th. A special City Council meeting is scheduled for Friday, August 19th to discuss the outcome of the nomination period for the November City Council election. Staff is working with a consultant to come up with streamlined guidelines for agenda, minutes, and training. She is planning to bring a proposal back to the City Council in quarter 4 to determine how to preserve the records that are stored at the Corp Yard.

C. Planning Director
The State mandated Public Review Draft of the 6th Cycle Housing Plan 2023 – 2031 Housing Element (draft) for the Town of Los Altos Hills is available online for public review and comment. We have sent emails via listserv, social media messaging, and advertising in the Town Crier and Daily Post.

The community can provide comments via email, online feedback form, or in person during counter hours. Staff will also be available on August 22nd and 29th between 5

12 City Council Regular Meeting Minutes
August 18, 2022
pm and 7 pm to assist residents with reviewing the draft and providing comments. So far, we have received three public comments via email.

Keeping in mind the water supply challenges due to the drought, a condition of approval stating that “all required plantings shown on the plans shall be installed during the winter months between October and March” has been added to recently approved Site Development Permits for landscape screening. In addition, staff will send request letters to homeowners who recently got their landscaping projects approved to defer the planting of trees and shrubs to the winter months.

Dan Edds, consultant for the building permit fee study, will be presenting his findings to the City Council in the October meeting. He also made a presentation to the FIC on August 8th.

D. Administrative Services Director
Administrative Services Director Sarina Revillar reported that staff created an internship program this summer. Three interns were hired in the areas of City Manager, Administrative Services, and Community Services. Some of the following projects included:

1. Research and recommendation regarding an EOC.

2. Research and draft financial policy.

3. Research and draft tabling policy.

4. Learned about the sewer system and shadowed the Engineering staff.

Jonathan Reichental will present the IT Master Plan at the September City Council meeting.

E. Public Works Director
Public Works Director Oscar Antillon reported on the following:

Pathways update
Public Works continues to define the list for the next ten segments. There are lots of opportunities to improve many paths in which the town already has the easements, but the path has not been improved due to lack of resources.

Matadero Creek
On August 10th the San Francisco Bay Regional Water Quality Control board (Water Board) responded to our letter from July 19th. In the latter the Executive Officer said that the quality certification for the project will be issued once the town completed and submitted the mitigation and monitoring plan for the project. We expect a draft to be completed by the end of August.

13 City Council Regular Meeting Minutes
August 18, 2022
Personnel
We expect the newest member of our maintenance team, Walter Fiallos, to start work on Monday, August 22, 2022. We have selected our new assistant engineer, currently going through the pre-hiring process.

Prop 68 and Town Hall
Both projects are waiting for building permits.

East Sunset
Complete and great job by our associate engineer John Chau managing a difficult contract, but the project was completed on schedule and on budget. 4 Additional EV Chargers.

Thanks to staff engineers Daniel Liang and Melissa Elian-Carrillo for their efforts working on the project and coordinating with the EIC to procure the new chargers.

Once the chargers are installed, we welcome the community to use them.

Procurement Process update
We follow our procurement procedures, basically construction projects under $200,000 can be done with informal bid procedures, as part of that the town needs the list of contractors we use.

F. City Manager
City Manager Peter Pirenjad reported on the following:

Drought Planning
• Water Conservation Meeting
Staff hosted a meeting with Cal Water Service and Purissima Water District to discuss ways in which the town can help residents conserve water

• QWEL Program
Staff is working with the Bay Area Water Supply & Conservation Agency (BAWSCA) and the California Water Efficiency Partnership (CalWEP) to put together a proposal on bringing the Qualified Water Efficient Landscaper (QWEL) program to Los Altos Hills.

Emergency Management
• Disaster Council Meeting
The Los Altos Hills Disaster Council held its first meeting since the pandemic. Attendees included the Director of Emergency Services, Peter Pirnejad: City Manager, Mayor of Los Altos Hills: George Tyson, Management Analyst: Cody Einfalt, and Emergency Management Consultant:

Ann Hepenstal. At least one annual meeting of the Disaster Council is required to remain in compliance with state regulations.

14 City Council Regular Meeting Minutes
August 18, 2022
• Santa Clara County Emergency Preparedness Fair
Mark your calendar for Saturday, September 10th and visit the county’s Emergency Preparedness Fair in San Martin from 9:00 am to 1:00 pm.

• Emergency Communication Meeting with the Fire Department In response to the few fire incidents over the past few weeks, town management staff held a meeting with the Fire Department (Brian Glass) to understand how they can establish better communication during these events.

Town staff has assembled an efficient Public Information Officer (PIO) team that oversees outgoing messages from the town.

Please continue to use Watch Duty and Pulse Point to get the latest updates on town emergencies.

GreenWaste
July 23, 2022 GreenWaste Neighborhood Clean-up event
GreenWaste hosted the Neighborhood Clean-Up Event at Foothill College. A total of 612 cars utilized the drop-off service totaling 68.34 tons collected.

LAFCO Fire Service Review Meeting
Santa Clara LAFCO resumed their Technical Advisory Committee and held a meeting on the Countywide Fire Service Review. A replacement consultant has been chosen to pick up the work that has already been started, and an updated timeline in available on LAFCOs website.

Community Services
The Fall/Winter Activity Guide is at the printer and will be mailed by the end of the month. In the guide you will find community events, activities, and resources.

Upcoming Events:

On Saturday, August 20th the 4th Adult Softball Game taking place from 1-3 pm at Purisimma Park. Come out and cheer for your home team and watch LAH take home the trophy!
Mark your calendar for the Los Altos Hills Hoedown Saturday, September 10th from 4-7 pm at Westwind Community Barn. The event will include Equestrian Expo, Live Music, Line Dance Caller, Capelo’s BBQ, and arts and crafts. See you there!
Want to stay informed? Sign up on the Town’s website for the City Manager’s Weekly Report.

15 City Council Regular Meeting Minutes
August 18, 2022

9. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND

COUNCILMEMBERS ON OUTSIDE AGENCIES
A. Report by the Undergrounding Subcommittee (Mayor Tyson)

Mayor Tyson reported that PG&E has provided a contact person and Public Works Director Oscar Antillon has been in touch with them.. No action was taken.

B. Report from the Council Ad Hoc Committee on Community Surveys (Mayor Tyson/Councilmember Schmidt)

Councilmember Schmidt said the committee’s work has concluded.

C. Report from the Council Town Hall Ad Hoc Committee (Mayor Tyson/Councilmember Schmidt)

Councilmember Schmidt said the committee’s work has concluded.

D. Report from the Council Ad Hoc Committee Focusing on Broadband (Councilmembers Mok and Tankha)

Councilmember Mok said the committee has met twice, once with Comcast and once with AT&T. They hope to have a report at the next City Council meeting.

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

Vice Mayor Swan reported that the TEDx committee set a date for January 28, 2023.

The title of the program is The Power of Creativity and Innovation in Silicon Valley.

The guest list is limited to 100, so sign up right away when the invitations are sent.

Mayor Tyson encouraged council liaisons to encourage their committees to work through the liaison for presenting at Council meetings. There were a couple of committee reports made during public comment this evening. Additionally, Council Initiated items are generally new ideas that are not in the work plan. He encouraged Councilmembers to discuss topics with the City Manager in advance to see what type of background work needs to be done.

10. COUNCIL INITIATED ITEMS

A. Request by the Environmental Initiatives Committee for Consideration to Direct Staff to Prepare Leaf Blower Regulations (Councilmember Mok)

Councilmember Mok presented the item.

Council discussion ensued.

16 City Council Regular Meeting Minutes
August 18, 2022
Chris Schiebl, Los Altos Hills, is asking for a leaf-blower ordinance. Not trying to ban gas powered leaf blowers, but sensible hours and noise ordinance.

Anand Ranganathan, Los Altos Hills, clarified the enforcement piece. The EIC discussion centered on the enforcement - it should be a civil defense using code enforcement. We should not be involving law enforcement in the enforcement of the matter.

MOTION MADE AND SECONDED: Councilmember Mok moved to direct staff to prepare leaf-blower regulations for noise and hours of operation and to not use the Sheriff for enforcement, but a compliance officer. The first offense would be a warning, the second warning would be a set fine, and third would be an infraction.

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
B. Request for Consideration to Offering a Lifetime Volunteer Award to Qualified Individuals (Vice Mayor Swan)
Vice Mayor Swan presented the request.

Council discussion ensued.

MOTION MADE AND SECONDED: Vice Mayor Swan moved to create an ad hoc committee made up Councilmember Tankha and Vice Mayor Swan to develop a process and criteria for Offering a Lifetime Volunteer Award to Qualified Individuals. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Tyson, Swan, Mok, Schmidt, Tankha
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
C. Request by the Environmental Initiatives Committee to Participate in a new Community-Based Network to Sample the Chemical Composition of Natural Gas Delivered to Los Altos Hills Homes (Councilmember Schmidt)

17 City Council Regular Meeting Minutes
August 18, 2022
Councilmember Schmidt presented the item.

Council discussion ensued.

MOTION MADE AND SECONDED: Mayor Tyson moved to participate in a study to sample the chemical composition of natural gas delivered to Los Altos Hills homes. 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

11. ADJOURN

The meeting adjourned at 11:16 p.m.

Respectfully submitted,
Deborah L. Padovan
Deborah Padovan
City Clerk
The minutes of the August 18, 2022, regular City Council meeting were approved as presented at the September 15, 2022, regular City Council meeting.

Los Altos Hills Community Facilities Needs
Assessment
FINAL REPORT OCTOBER 20, 2022
Attachment 3

Los Altos Hills, California | Community Facilities Needs Assessment ii Acknowledgments
Los Altos Hills City Council
George Tyson, Mayor
Stanley Q. Mok
Kavita Tankha
Linda G. Swan, Vice Mayor
Lisa H. Schmidt
Executive Leadership Team
Peter Pirnejad, City Manager
Sarina Revillar, Administrative Services Director
Oscar Antillon, Public Works Director
Sofia Mangalam, Planning and Building Director
Project Manager
Sarah Robustelli, Community Services Manager
Consulting Team
www.migcom.com
The Community of Los Altos Hills
A sincere thank you to the community participants in this process including the many members of the commissions and committees, as well as the attendees of community engagement activities held specifically for this process.

Los Altos Hills, California | Community Facilities Needs Assessment iii Table of Contents
Acknowledgements ........................................................................................ ii Introduction ................................................................................................... 1 Process and Methodology .............................................................................. 1 Process............................................................................................................... 1 Methodology...................................................................................................... 2 Findings .......................................................................................................... 4 Town Hall ........................................................................................................... 4 Community Center and Indoor Space................................................................. 5 Outdoor Community Space ................................................................................ 5 Recreation Events and Programs........................................................................ 6 Recommendations ......................................................................................... 7 Community Center and Indoor Space................................................................ 8 Next Steps ...................................................................................................... 9 In Progress.......................................................................................................... 9 Pending Decisions............................................................................................... 9 Final Thoughts.................................................................................................... 9

Los Altos Hills, California | Community Facilities Needs Assessment 1 Introduction
As Los Altos Hills emerges from the global COVID-19 pandemic, the City Council prioritized answering a set of questions regarding the kinds of spaces the Town should provide to its residents. These questions originated before we all retreated to our homes, engaged in social distancing, and isolated to decrease the risk to our friends and neighbors. In the meanwhile, the pandemic has changed our ways of doing business, gathering, and making decisions in our community. Responding to this challenge, the Council directed staff, in January 2022, to reach out, listen, and report on the community’s current perspectives about community facilities. Town staff partnered with MIG, a consulting firm with broad experience in community engagement and the specific challenges of public facilities, to design a listening process that would clarify the needs of the community ahead of any formal direction and without a specific proposal on the table. Over 700 participants ultimately provided their thoughts about four major topics:
• Community Center/Indoor Space,
• Outdoor Space,
• Town Hall Space, and
• Recreation Events and Activities.

This report summarizes the themes that emerged from many individuals. We are confident that the themes presented here represent the broad perspectives of Los Altos Hills residents.

Process and Methodology
Process
The process designed by MIG is laid out visually in Figure 1. This process is built around two main features, multiple input methods that allow many different ways to hear from the community and extensive outreach efforts to make sure that as many residents as possible have a chance to be involved.

Figure 1: Community Facilities Needs Assessment Process Over six (6) months, using both digital and in-person engagement tools, the project team spoke to each of 16 Committees and Commissions, conducted resident interviews, benchmarked similar agencies, interviewed staff, collected comments using a digital comment form, held two (2) town hall meetings, utilized social media and email outreach, posted signs in a variety of town-wide events and sent

Los Altos Hills, California | Community Facilities Needs Assessment 2 multiple mailers to each household. This has been an unprecedented community outreach effort and engagement exercise that we hope will set new practices and expectations for all involved.

In a parallel effort, the Town of Los Altos Hills engaged FlashVote, an online survey firm, to conduct three surveys to assess the level of interest across the following topics: indoor facility space, outdoor community space, and recreational programming. More information about these surveys can be found in Appendix C.

Initially, this process was framed as listening and reporting. At an interim update to the City Council in June, MIG was asked to also provide recommendations based on the information collected and the team’s professional experience.

Methodology
The purpose of the Community Facilities Needs Assessment project was primarily to listen to the community in multiple ways to gather a more complete understanding of the community’s perspectives.

Before we could listen, we had to capture the attention of residents by both going to engaged people and community events as well as drawing people into scheduled open forums where they could contribute their thoughts. The extensive outreach methods, detailed below, directed interested participants to opportunities such as the Open Houses and digital comment form; ensured that residents were aware of the process. Highlights of the efforts to engage community members are listed below. • Each resident received three (3) direct mailers on Town Surveys (postcard and Activity Guide) and Town Hall Meetings (postcard) the total 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 a total of 3,400 impressions. • 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 were used to push out information throughout the process for an estimate of 10,000 impressions. • Staff presented to Town Committees/Commissions 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.

Town Staff estimates the community engagement efforts totaled about 217,000 impressions (the total number of views) between March and August. This extensive effort resulted in 762 total participants in the Community Facilities Needs Assessment process which included those that participated in the three digital surveys. Details of the outreach methods are included in Appendix B: Community Outreach.

Los Altos Hills, California | Community Facilities Needs Assessment 3 The focus of these outreach methods was to direct people to two broad and open opportunities for feedback on any of the topics this project explored. These were the Town Hall Meetings and the individual input form. Many of the outreach efforts included reminders to sign up for the community surveys (FlashVote). Meanwhile, Town staff and the consulting team conducted a series of other events that allowed people who were already engaged in these topics (through individual or committee/commission work) to provide detailed feedback. Table 1 summarizes the number of activities and total participants in the process.

Table 1: Methods of Community Engagement and Participants 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 Surveys1 3 563
Total Participants All Methods 38 762
Details of each of these methods are provided in Appendix C: Methods and Documentation. This appendix also includes additional work completed during the process to compare the Town Hall space to nearby, similar cities.

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. Appendix A includes the complete 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.

1 FlashVote surveys were conducted on a parallel track to this project and results were considered in the development of the themes.

Los Altos Hills, California | Community Facilities Needs Assessment 4 Findings
The following is a summary of the findings by major themes developed from the community engagement results. The four categories of these themes were determined based on the existing types of community facilities and the questions initially posed by the City Council.

These four top-level categories are:
• Town Hall Space,
• Community Center and Indoor Space,
• Outdoor Space, and
• Recreation Events and Activities.

Each category is summarized below, including the main themes for each. The complete list of themes is included in Appendix A: Theme Matrix.

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 as 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 • 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 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

Los Altos Hills, California | Community Facilities Needs Assessment 5 staff can fit in the current configuration, there is no room to fill needed staff positions or to house temporary help.

Community Center and Indoor Space
This category was separated from the Town Hall input by focusing (here) on the indoor space needs for community gatherings that are not primarily about 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 For in this category, three themes emerged at a high-frequency level, with a fourth at the medium frequency, included here to understand the counter-point. • Provide new indoor community space at a new site
• Online meetings and private homes are important meeting spaces • Heritage house should be better utilized
• Heritage House is not the space community members need (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.

Outdoor Community Space
Key themes of responses around outdoor space in Los Altos Hills were as follows:
• 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 (already funded) is to 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

Los Altos Hills, California | Community Facilities Needs Assessment 6 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.

Recreation Events and Programs
While Recreation Events and Programs were not a focus of the MIG questioning in earlier interviews and Town Hall Meetings. City staff collected specific input on Recreation Events and Programs in the third FlashVote Survey as they are closely related to the available facilities. A useful finding of this effort is that forty-six percent (46%) (the largest group of respondents) believe the Town has the right number of events, indicating support for a continued level of effort here. Across several activities, the community indicated that the current recreation program offerings are limited. Furthermore, there is support, shown in the FlashVote survey, for continuing to offer (28%) or even expanding (20%) programming.

Taken together the direction offered is to continue to develop the Town’s program offerings to serve a broader audience. The full results of the FlashVote survey can be found on the Town website here:
http://losaltoshills.ca.gov/549/Town-Surveys.

Los Altos Hills, California | Community Facilities Needs Assessment 7 Recommendations
At the request of the City Council, at the June 16, 2022 meeting, MIG is providing a set of recommendations about how the Town could move forward with the information about Town Hall and related themes about Community Center and Indoor Space. These recommendations represent MIG analysis of the situation based on extensive community input from Los Altos Hills as well as experience with community facilities across the United States. MIG recognizes that the team’s 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.

Town Hall
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.

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

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 Hall Recommendations
• Proceed with an expansion of Town Hall
• Maintain the current amount of dedicated
conference room space
• Enhance flexibility within Town Hall by
embracing digital transitions

Los Altos Hills, California | Community Facilities Needs Assessment 8 Community Center and Indoor Space
New Indoor or outdoor community space
should be additive. The process of
finding a new location(s) to avoid
replacing existing facilities is a longerterm 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.

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 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.

Community Center and Indoor Space
Recommendations
• New Indoor or outdoor community space
should be additive
• Maintain current amount of conference room
space
• Support high-quality hybrid (digital and inperson) meetings • All long-term costs should be considered for
new facilities

Los Altos Hills, California | Community Facilities Needs Assessment 9 Next Steps
In Progress
At the completion of this report, Town Staff has already begun using the input from the community to guide actions that do not require further Council guidance. For example, the Town recently initiated conversations with Gardner Bullis regarding outdoor community space and is currently discussing programming with Foothill College, and has programming scheduled with the City of Los Altos later this year. Another high-frequency theme that staff is moving forward, based on earlier council direction, is the completion of the pathways system, which is clearly a priority in Los Altos Hills.

There are also projects in progress that will increase the indoor community space options for Los Altos Hills.

1. Retrofit to the Concession Building at Purissima Park, which is scheduled to start by the end of this year, funded by a Proposition 68 grant.

2. Upgrade to the Heritage House, which is in alignment with the findings as the space is not currently functional as an EOC and could be optimal for an indoor community space.

The completion of these projects will impact the overall need and should be incorporated into future thinking on this topic.

Pending Decisions
As of August 2022, the City Council was still deliberating on the direction for future expansion or modification of Town Hall. At the August City Council meeting, further information was requested from staff about the current working space in Town Hall. Staff is following up on the request for personal tours of Town Hall and providing further information as requested.

Final Thoughts
This process represents a different approach to community engagement than Los Altos Hills has previously taken. Proactively asking and listening to the full range of perspectives, rather than presenting a proposal that appears fully developed. Early and iterative conversations with the community on important topics can reduce the contention surrounding projects and improve efficiency in their implementation.

Los Altos Hills, California | Community Facilities Needs Assessment Los Altos Hills Community Facilities Needs
Assessment: Appendix A
OCTOBER 2022

Los Altos Hills, California | Community Facilities Needs Assessment This page intentionally blank.

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Elaborating on the short statement, clarifying whatthis includes Quotes, specifics mentioned such as groups, facilities, etc.

Category Theme Description Specifics
Town Hall Space
Digital transitions will allow more use of existing
space
Various changes are impacting the amount of space
needed to service the community. The City could
invest much less money to get a good outcome ifthese options are properly supported.

Work‐from‐home, digital archiving, digital plan check and front counter services, hybrid meetings, less need for desk space, more need for monitors.

Town Hall Space
Add workstations to create flexibility and space forneeded positions There are existing staff positions (mostly temporary or contracted) that cannot be accomodated in the
existing space. Some staff positions are on hold until
additional workstations can be created
Unfilled positions, Temporary project support (consultants), IT consultant, Intern/seasonal help
Town Hall Space
Bring teams together for better efficiency and
collaboration Planning Tech; City Manager/Cody; Finance/HR/IT and supervisor Town Hall Space Provide direction so that staff can otimize space Pending direction from Council puts a hold on efforts
to optimize what we have.

Town Hall expansion/working space; community space; major projects; programming
Town Hall Space
Digitize storage where possible and move physical
storage off‐site
Taking up limited space with archival materials orlarge‐format materials.

Paper submittals in planning, engineers working with/storing plan sets in office, digital archiving system needed
Town Hall Space
Town Hall should primarily serve running the Town
government
There is not adequate space or buffering from
neighbors to expand the function and use of this sitebeyond the running of the Town government.

Appropriate uses: office space for Town employees,Council/committee/commission meetings, front desk Town Hall Space Add maintenance staff to serve any new facility space Increases in Town facility space, reductions incontracting resources, or buying power due to increased costs, will require additional public worksmaintenance staff (who will then need additionalworking space) Reliance on contractors has reduced the number of public staff(and working space) needed; costs are increasing (specificallystreet sweeping due to prevailing wages) Town Hall Space Improve working amenities and spaces
Employees deserve and expect quality working spaces
and supporting amenities.

Informal gathering space; improved kitchen; maternity or lactaction space
Indoor Community Space Provide new indoor community space at a new site A new facility on a new site should not take away fromexisting facilities.

Design any space for multi‐generational use. Large groups do not have a space to easily gather in LAH. Flexible spaces withamenities/hookups needed.

Indoor Community Space
Online meetings and private homes are importantmeeting spaces 75% of respondents have attended a zoom or other online meeting while between 38‐45% have attended an in‐personmeeting Indoor Community Space Heritage house should be better utilized This building is (currently) not serving any purpose
well. Improvements should be made to allow use ofthis building Needs: modernization; exterior should stay as‐is. History of Los Altos Hills needs to both be properly stored and displayed

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Category Theme
Town Hall Space
Digital transitions will allow more use of existing
space
Town Hall Space
Add workstations to create flexibility and space forneeded positions Town Hall Space
Bring teams together for better efficiency and
collaboration
Town Hall Space Provide direction so that staff can otimize space Town Hall Space
Digitize storage where possible and move physical
storage off‐site
Town Hall Space
Town Hall should primarily serve running the Town
government
Town Hall Space Add maintenance staff to serve any new facility space Town Hall Space Improve working amenities and spaces
Indoor Community Space Provide new indoor community space at a new site Indoor Community Space
Online meetings and private homes are important
meeting spaces
Indoor Community Space Heritage house should be better utilized Low/Med/High frequency, thresholdsdescribed in "Definitions" sheet of this workbook
Frequency of Mentions
Community
Interviews
Individual Input
Form
Town Staff
Townhall
Meetings
Committees&
Commissions
Flashvote
Survey
Community
Comparisons
Past
Community
Efforts
Medium
 ‐  ‐‐ ‐
Medium
‐‐  ‐  ‐‐ ‐
Medium
‐‐  ‐‐‐‐ ‐
Medium
‐‐  ‐‐‐‐ 
Medium
‐‐  ‐  ‐‐ ‐
Low
 ‐‐‐‐‐ ‐
Low
‐‐  ‐‐‐‐ ‐
Low
‐  ‐‐‐ 
High
 ‐  ‐‐ ‐
High
 ‐  ‐‐  ‐‐
High
 ‐  ‐‐ ‐
Checkmarks for specific methods this theme emerged from

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Elaborating on the short statement, clarifying whatthis includes Quotes, specifics mentioned such as groups, facilities, etc.

Category Theme Description Specifics
Indoor Community Space Heritage house is not the space we need This building does not have a direct connection to LAH
history, is not easily adaptable for public use
Indoor Community Space Use facilities in surrounding communities There are many high‐quality facilities in the
neighboring communities that can be used by LAH
residents.

Facilities mentioned multiple times: Los Altos Community Center, Foothill College, Country Club. 42% of survey respondents use facilities in nearby communities for indoor gatherings
Indoor Community Space
Utilize or Expand Foothill College or Los Altos School
District facilities
Sharing facilities that exist is a more cost‐effective and practical tactic
Foothill College presents a good example for a public‐private partnership and an opportunity for LAH to utilize. School facilities are already a focus of families in the community
Indoor Community Space Explore alternative funding
Additional community space should not be built with
City funds needed for other purposes.

Legacy giving should be a key source of funding for future indoor community space.

Indoor Community Space
Use extra space/time in existing Town Hall for
community gatherings
Shared facilities have worked well in the past, with theright scheduling existing Town Hall could bemaximized for community gatherings. 20% of Survey respondents thought some additional space, butnot a stand‐alone building is needed Indoor Community Space The Town should have high quality public spaces The multiple uses of some spaces make for a poorexperience for all users.

Sharing working space with community uses (Parks and
Recreation building) is disruptive during the work day; Using spaces designed for meetings to hold fitness programs
Indoor Community Space No additional indoor community space is needed 47% of Indoor Survey respondents indicated they probably wouldn't use a new indoor facility. 38% indicated "I don't think LAH needs additional community space"
Outdoor Community Space Complete the pathways system
Pathways system offers most of what we need for
outdoor space and is an important part of thecommunity amenities Existing pathway plan is fully funded and will be implementedover time. Pathways were used by 86% of survey respondents Outdoor Community Space
Create a place for regular day‐to‐day community
gathering
Several parts of the community, particularly mothersof young children and older adults, are relatively isolated in their large lot neighborhoods and would
benefit from a place to gather outdoors
The shape and walkability of the town make many specificlocations difficult. Places with social seating (facing each other/movable rather than benches), swings and play features, regular programming. Shade, seating and open areas for play were the highest response for needed park amenities
Outdoor Community Space Existing outdoor facilities have limited uses Outdoor space is mostly specialized for particular usesand audiences, how can the Town accommodate newuses? Baseball, equestrian uses do not reflect the full range of interestsin the community.

Outdoor Community Space Retain all baseball fields at Purisima Park Baseball fields are a unique facility that LAH offers to the larger community. Particularly the full size 90'
basepath field
Should not be an either‐or conversation with other
features/facilities

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Category Theme
Indoor Community Space Heritage house is not the space we needIndoor Community Space Use facilities in surrounding communitiesIndoor Community Space Utilize or Expand Foothill College or Los Altos School
District facilities
Indoor Community Space Explore alternative fundingIndoor Community Space Use extra space/time in existing Town Hall for
community gatherings
Indoor Community Space The Town should have high quality public spaces Indoor Community Space No additional indoor community space is needed Outdoor Community Space Complete the pathways systemOutdoor Community Space Create a place for regular day‐to‐day community
gathering
Outdoor Community Space Existing outdoor facilities have limited uses Outdoor Community Space Retain all baseball fields at Purisima Park Low/Med/High frequency, thresholdsdescribed in "Definitions" sheet of this workbook
Frequency of Mentions
Community
Interviews
Individual Input
Form
Town Staff
Townhall
Meetings
Committees&
Commissions
Flashvote
Survey
Community
Comparisons
Past
Community
Efforts
Checkmarks for specific methods this theme emerged from Medium
 ‐  ‐‐‐ ‐
Medium
 ‐‐  ‐  ‐‐
Medium
 ‐‐  ‐‐‐ ‐
Medium
 ‐‐  ‐‐ ‐
Medium
 ‐‐‐  ‐ 
Medium
 ‐  ‐‐‐‐ ‐
Medium
 ‐‐  ‐‐
High
 ‐ 
High
 ‐‐  ‐ 
Medium
 ‐‐  ‐  ‐ 
Medium
 ‐  ‐‐ ‐

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Elaborating on the short statement, clarifying whatthis includes Quotes, specifics mentioned such as groups, facilities, etc.

Category Theme Description Specifics
Outdoor Community Space Purisima presents opportunities and challenges Purisima park may have the space to serve the
community but displacement of existing facilities/usesand the cost to develop are perceived as large barriers. Proximity to the highway is not ideal for gathering space Outdoor Community Space Youth need safe space to gather in LAH Like other age groups, youth in LAH must go to nearby
cities and towns for programs, activities, or gatheringplaces. Youth are less likely to be able to travel to other facilities Outdoor Community Space No additional outdoor space is needed 22‐25% of Outdoor Survey respondents indicated no new spaces are needed.

Outdoor Community Space Use outdoor facilities in nearby communities There are many outdoor facilities available for use by
Town residents
Parks, open spaces, trails, and schools NOT in Los Altos Hills weresecond only to homes/yards in use over the past 12 months.

Outdoor Community Space Specific improvement suggestions for existing spaces A number of individual ideas have been suggested in
this process. This theme collects them for future
consideration
Performance space (perhaps with headphones to keep noise levels low), improvements to dog park, pickleball court, place/activities for teens, coffee shop/cart, community garden, shade structures
Outdoor Community Space Create an outdoor meeting space To supplement indoor conference rooms, an outdoor
meeting space could be created on the Town Hall
grounds Space for around 15 people, with benches and shade Recreation Events and Activities Continue offering organized activities Town park and recreation classes as well as groups or
clubs organized by others are popular
Indoor Facility Survey question about activities you or your family would like to attend: the highest responses (around 45% each) were club or group meetings, park and recreation classes andtraining/educational meetings.

Recreation Events and Activities
Continue broad focused community events at about
the same level
Events with a focus on the entire community such as
the Town Picnic and 4th of July Parade.
74% of Recreation Programming survey participants indicated at least one event they have attended; 54% indicated attending the Town Picnic specifically. 45% of survey respondents think the Town is offering about the right amount of events.

Recreation Events and Activities Town recreation classes are limited Indoor space and outdoor facilities limits the range
and reach of programs
49% of Recreation Programming survey respondents have notattended any category of recreation programming offered by theTown. 9% say there may be too many Town recreation programs,while 28% say about the right amount and 20% suggest more classes be offered.

Recreation Events and Activities
Increase notification and communication aboutrecreation events and programs Feeling unaware of what is offered or available. Individual comments in Recreation Programming survey

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix Top level groupings, based on the
project goals to identify needs for
indoor, outdoor, working space, andhelp answer the question of movingforward with Town Hall expansion Short statement of what should happen: clearly state
position in as few words as possible
Category Theme
Outdoor Community Space Purisima presents opportunities and challengesOutdoor Community Space Youth need safe space to gather in LAH Outdoor Community Space No additional outdoor space is needed Outdoor Community Space Use outdoor facilities in nearby communitiesOutdoor Community Space Specific improvement suggestions for existing spaces Outdoor Community Space Create an outdoor meeting spaceRecreation Events and Activities Continue offering organized activities Recreation Events and Activities
Continue broad focused community events at about
the same level
Recreation Events and Activities Town recreation classes are limited Recreation Events and Activities
Increase notification and communication aboutrecreation events and programs Low/Med/High frequency, thresholdsdescribed in "Definitions" sheet of this workbook
Frequency of Mentions
Community
Interviews
Individual Input
Form
Town Staff
Townhall
Meetings
Committees&
Commissions
Flashvote
Survey
Community
Comparisons
Past
Community
Efforts
Checkmarks for specific methods this theme emerged from Medium
 ‐‐  ‐‐ 
Medium
 ‐  ‐‐
Medium
 ‐‐‐  ‐‐
Medium
 ‐‐  ‐  ‐‐
Low
 ‐  ‐  ‐ 
Low
 ‐‐  ‐‐
High
‐‐  ‐‐  ‐‐
High
‐‐‐‐‐  ‐‐
Medium
 ‐  ‐‐  ‐‐
Low
‐‐‐‐‐  ‐‐

Los Altos Hills Community Facilities Needs Assessment: Appendix A Theme Matrix ‐ Freqency Definitions Frequency of Mentions Description of Ranking Details
Low
Limited evidence that this perspective is shared
by very many people
No more than two references to this perspective
across activities
Medium
Shared perspective across multiple people or
groups
Raised in a minimum of three different methods,
raised in multiple interviews, or in the second
highest group of survey responses
High
Reflected in many forms of input or received
strong support in survey
Raised in many or most of the methods of input or
in the highest response grouping in a survey
question

Los Altos Hills, California | Community Facilities Needs Assessment Community Facilities Needs Assessment
Appendix B: Community Outreach
OCTOBER 2022

1 Los Altos Hills, California | Community Facilities Needs Assessment Community Outreach
This appendix summarizes the community outreach activities conducted as part of the Needs Assessment and their outcomes.

In addition to the postcards mailed directly to every household in Los Altos Hills, The Town also posted meeting information to its website and distributed it via email lists and social media. Table B-1 summarizes these outreach efforts.

Table B-1: Outreach Efforts by Date, Channel, and Focus Date Channel Town Hall
Meeting
Survey Input
Form
6/17/2022 City Manager's Weekly Report   
6/21/2022 Email Parks and Recreation Committee   
6/21/2022 Twitter   
6/21/2022 Nextdoor   
6/21/2022 Facebook   
6/22/2022 Email History Committee   
6/23/2022 Twitter  
6/23/2022 Emails to City Council to forward to
constituents
  
6/23/2022 Nextdoor  

2 Los Altos Hills, California | Community Facilities Needs Assessment Date Channel Town Hall
Meeting
Survey Input
Form
6/24/2022 City Manager's Weekly Report   
6/24/2022 Email Environmental Initiatives
Committee
  
6/28/2022 Email Pathways Committee   
6/29/2022 Email Community Relations Committee   
7/1/2022 City Manager's Weekly Report   
7/4/2022 4th of July Parade   
7/5/2022 Twitter 
7/5/2022 Facebook 
7/5/2022 Nextdoor 
7/6/2022 Nextdoor 
7/7/2022 Ad in the Daily Post   
7/7/2022 Email Emergency Preparedness and
Response Committee
  
7/8/2022 City Manager's Weekly Report   
11-Jul-22 Ad in the Daily Post 
7/13/2022 Ad in the Daily Post 
7/15/2022 Ad in the Daily Post
7/15/2022 City Manager's Weekly Report   
7/16/2022 Twitter 
7/17/2022 Ad in the Daily Post 

3 Los Altos Hills, California | Community Facilities Needs Assessment Date Channel Town Hall
Meeting
Survey Input
Form
7/18/2022 Email Los Altos Hills Horseman’s
Association
 
7/18/2022 Nextdoor 
7/19/2022 Email Los Altos/Los Altos Hills Little
League
 
7/19/2022 Email Town Mailing List of 2,969  
7/19/2022 Facebook  
7/19/2022 Email Victoria Dye Equestrian  
7/19/2022 Email Pinewood  
7/22/2022 City Manager's Weekly Report   
7/26/2022 Facebook  
7/27/2022 Nextdoor 
7/29/2022 Nextdoor 
7/29/2022 City Manager's Weekly Report 
8/1/2022 Survey #3 launched: Recreational Events
and Programming

8/5/2022 Movie Night at the Park event 
8/5/2022 City Manager's Weekly Report 

4 Los Altos Hills, California | Community Facilities Needs Assessment Figure B-1: Summary of Impressions

Los Altos Hills, California | Community Facilities Needs Assessment Los Altos Hills Community Facilities Needs
Assessment: Appendix C
OCTOBER 2022

1 Los Altos Hills, California | Community Facilities Needs Assessment Methods Documentation
This appendix incudes the supporting material for methods used in the Community Facilities Needs Assessment process. This includes:
• Details of dates and names of interviews (community and staff) • Notes from Town Hall Meetings
• Individual Input form responses
• Committee and Commission Formal Input
• Working Space Community Comparison Results
The intent is not to connect individual responses to input points, rather to provide the next level of detail under the Themes Matrix. For this reason, names attached to individual comments have been removed by the consulting team.

Staff Interviews
With 26.2 full time employees, key LAHS staff were interviewed to find out how work needs had changed from the COVID-19 pandemic and how they anticipated additional staff would change that situation. The following Town staff were interviewed in May 2022:
• Deborah Padovan
• Michael Schloetter
• Oscar Antillon
• Peter Pirnejad
• Sarah Robustelli
• Sarina Revillar
• Sofia Mangalam
The results of these interviews were integrated into the themes presented in Appendix A.

Community Interviews
MIG conducted interviews with community members, individually or in pairs, in order to capture important and unique perspectives. Each interview lasted up to an hour and were guided by a flexible set of questions. These interviews were held one-on-one with no City staff presence. The following individuals were interviewed in May 2022:
• Allan Epstein
• Duffy Price
• Rajiv Bhateja
• Scott Vanderlip
• John Swan
• Ying Liu
• Bridget Morgan
• Courtenay Corrigan
• Jitze Couperus
• Mehda Rishi
• Vrinda Bhandarkar
• Jim Waschura

1 Los Altos Hills, California | Community Facilities Needs Assessment • Bob Elson
• Mark Breier
• Birgitta Indaco
The results of these interviews were integrated into the themes presented in Appendix A.

Town Hall Meetings
Two town hall meetings were held in May and July of 2022. These meetings provided a brief summary of input received and work completed, mainly focusing on asking discussion questions that built a deeper understanding of the ideas and issues that the Town should be aware of. Community input was captured live on a digital whiteboard.

Outreach specific to these meetings included postcards mailed out to residents advertising both meeting dates and included scannable codes to register for the zoom meeting. The Town also posted meeting information to its website and distributed it via email lists and social media.

The first town hall was held on Tuesday, May 31, 2022, and had approximately 27 attendees (including Town staff and representatives). Discussion at the meeting centered around possible options for indoor space and the lack of community gathering space in the Town as well as concerns about further developing or modifying Purisima park to accommodate community facilities.

The second town hall was held on Wednesday, July 20, 2022, and had approximately 21 attendees (including Town staff and representatives). The discussion at the second meeting focused in on the indoor facilities in/near Town residents commonly use and management of outdoor spaces.

An additional 40 community members provided their comments on the individual input forms that were available online following the town halls. The online form asked the following questions intended to mirror the discussion at the town halls:
• What needs do you see in the community for more, less, or different indoor spaces? • What needs do you see in the community for more, less, or different outdoor spaces? • Do you have any suggestions or concerns to inform this exploration? Notes from each of these meetings were taken on a digital whiteboard and are included below.

COMMUNITY FACILITIES

NEEDS ASSESSMENT
COMMUNITY CONVERSATION MAY 31, 2022
INDOOR

OUTDOOR
Has the Town
considered buying
more land?
What do we want and
how are we funding it?
Joint venture with
residents
What is the cost?
How important is it to
provide an indoor
space? Park and picnic
areas are missing from
Town
house adjacent to town
hall could be removed
and a building built that
can be used for these
needs
Keep Purisima fields
open for Little
League
Vulnerable outdoor
areas (town ring,
heritage house) are
pressured to change
uses
If staff need more
space, meet those
needs with new land
new Los Altos Rec
Center
Options for more
space?
More shade in the
dog park near the
baseball field
Security concerns,
many people use
Town's paths
Is this an issue being
considered?
Baseball is America’s game and I can see why some
are emotional about maintaining the baseball field in
town. However the town and its residents have
changed over the last 50 years. Today a majority of
the kids, including teenagers and young adults play
sports other than baseball. We do not have any
facilities for other sports in town and so I would like to see our sporting facilities be more multi-sport
rather than a single sport. The schools that do use
these baseball fields have majority of the kids from
outside our town so that should not be a good
criteria to consider. We need to move with the time
and build for the future rather than hang on to the
past.

Lack of community
gathering space in
Town
Gathering spaces would
be best placed near
other uses that draw
people (coffee shop)
Drop in coffee shops
(Palo Alto)?
Purisima Park has
picnic tables and
many benches
Give high priority to
the maintenance and
preservation of
pathways
Keep fields where
they are, are a great
community benefit
Could get rid of one of
the small ball fields and
add play area +
structure and indoor
space for gathering
Usage analysis for ball
fields, is there a better
way to use this space
that still maintains the
fields?
bicyclists use Town,
look at adding bike
repair kiosk. added
amenity for visitors and
residents
Indoor meeting space
with kitchen and floor
space suitable for
programs (dancing,
crafts, etc.)
Currently play structure,
basketball court, and
parcourse at Purissima
Fields adjacent to 280, may
not be ideal for highway
noise
Is there interest in a
community garden
(keeping in mind
water restrictions)?
Could a park be
established at Byrne
Preserve? Location is
more ideal than areas
adjacent to 280
Town is spread out,
most residents need
to drive or bike to
parks
Purissima is great for baseball
oriented activites, consider
adding more uses to meet
evolving or changing interests:
basketball hoops, goals,
pickleball
Lack of parking at
Purisima means
outdoor space is not
very useful
Teens need a place to
hang out, would be great
to provide a place in
Town (skatepark, ping
pong tables, etc.)
Performance space,
consider using
headphones to avoid
noise conflicts with
nearby residents
pathway system is a
key part of living in
LAH. maintaining this
is important

QUESTIONS

COMMUNITY FACILITIES

NEEDS ASSESSMENT
COMMUNITY CONVERSATION JULY 20, 2022
INDOOR

OUTDOOR
Don't understand the hertitage
house. Doesn't seem to have
look and feel of any other house
in Los Altos Hills. Could we
replace with something that
better meets our needs?
Per current facilities - I
especially enjoy/visit the
rotating art galleries in Town
Hall. I appreciate the town
sharing various types of
public art in LAH.

Could we build
housing for town
staff?
Designated areas for children
and seniors, outdoor spaces
for recreation and socializing
(tennis, pools, parks). Need
more spaces for kids and
families to hang out.

Will more classes on various
topics be offered if there are
add'l facilities? Are current
facilities like the Chamber
bldg. being used for educ.
programs?
Explore ability to use
facilities at Foothill
College (pool, exercise,
meeting rooms)?
My family would
prefer a coffee and
pastry shop over
town facilities.

Pathways are highly
used. Invest money in
pathways
All comments I have heard from residents so far is that they do not need more community space in town hall.

Many residents are supportive of office space for staff. But the desire to provide a larger community space in Town Hall seems to be driven by a couple of council members.

Residents are wary of the cost, maintenance expenses and overhead of such, likely rarely used, indoor space.

We've heard a lot more about the need for outdoor space.

But that doesn't enable elected officials to point to a monument as their legacy?
Provide access for Los
Altos Hills residents at
Foothill College to use
facilities (specifically
indoor)
Poop removal
services on pathways.

Bldg on the Pathways suggestion ….

There are very few places to park &
walk the various pathways unless
one lives in a neighborhood and can
walk over. It would be great to have
parking near Edith Pk & some of the
larger pathways. :-)
The city Council has
approved every
pathway to be built
on pathways map
Make community
spaces
multigenerational
Los Altos Hills
residents pay a
premium to use Los
Altos facilities
(specifically indoor)
Clean up of creek
sides to remove
poison oak and
mosquitos.

Please implement a
program to eliminate
stink weed now,
October is too late
Current dog park is
underutilized due to
steepness. Accommodate
separate areas for small and
big dogs. A place to
socialize as well.

Need greater than
99% uptime electricity
Like to see the overhead wiring
reduced in LAH. many of the
secondary wires are no longer
used/ needed. They were for old
landlines & cable TV. Removing
of wires would improve
appearance.
stinkwort removal has been
a constant focus of our
beloved Open Space
Committee each year, in
concert with Town
Maintenance
Can we partner with City of Palo Alto
to make better and shared use of
Foothill Park, Byrne Park, etc? We
could use their picnic areas, they
could use the barn facility. Both are
underutilized currently, but are such
valuable resources.

Improve cell service
along Moody, an
emergency egress
route.

Focus on fire
mitigation; ensure
tree crowns do not
touch or cross roads.

Focus on fire
mitigation; ensure
tree crowns do not
touch or cross roads.

3 Los Altos Hills, California | Community Facilities Needs Assessment Working Space Comparisons
The project team, including Town staff and consultant team, completed a comparison of similar cities on the basis of working space in their primary equivalent to Town Hall. Comparison jurisdictions included the towns of Portola Valley, Hillsborough, and Woodside and the cities of Los Altos and Monte Sereno.

From this research and analysis, MIG and Town staff identified the needs for working space resulting from future staffing changes and existing constraints.

Table C-1 includes the population, size of the main administration building, and the number of employees in that building was collected for four similar communities. Based on these figures, the consulting team calculated 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.

Table C- 1: Comparisons of Working Space
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
Hillsborough 11,608 6,800 30 226
Woodside 5,593 4,055 21 193
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

4 Los Altos Hills, California | Community Facilities Needs Assessment Commission and Committee Input
Community facility needs and preferences were discussed by many Town committees and commissions during the spring and summer of 2022. Included as an agenda item during a regular meeting, the following Town organizations discussed whether current facilities met their existing or future operations needs. Each committee or commission was asked to approve a motion explaining their perspective as a group. Individual members were encouraged to provide comments on the individual comment form.

Table C- 2: Committe and Commision Input
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.

Finance & Investment The Town has adequate indoor for their meetings and would like to reassess this after COVID has settled.

1 Los Altos Hills, California | Community Facilities Needs Assessment Committee/Commission Motion
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.

2 Los Altos Hills, California | Community Facilities Needs Assessment Committee/Commission Motion
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.

3 Los Altos Hills, California | Community Facilities Needs Assessment FlashVote Survey Results
The Town had contracted with Flashvote to survey a sample of a voluntary panel of Los Altos Hills residents regarding use, preferences, and needs for indoor facility space, outdoor community space, and recreational programming. These surveys were conducted on a parallel track alongside this Needs Assessment process in the spring of 2022. These results helped form a starting point for conversations around community facilities but were not part of the Needs Assessment project. Results of the FlashVote surveys can be viewed here: http://losaltoshills.ca.gov/549/Town-Surveys.

Individual Input Form
Throughout the process, an online input form was available for those unable to attend the meetings.

This allowed individual perspectives and wider participation for those with time constraints. The comments collected are presented on the following pages.

Table C-3: Individual Input Form Responses Los Altos Hills Community Facilities Needs Assessment Timestamp What needs do you see in the community for more, less or different INDOOR spaces? What needs do you see in the community for more, less or different OUTDOOR spaces? Do you have any suggestions or concerns to inform this exploration? 5/23/2022 18:50:10 Too early to predict what post‐Covid needs are Pathway usage seems to be increasing. Improving and completing the pathway system is a high priority for me. Seems premature, but it is especially hard to argue for more indoor space when we are meeting via Zoom. 5/31/2022 12:40:52
I really like the idea of a room/lounge area for seniors, with newspapers, reading chairs, coffee and cookies available.

Also where regular speakers could be engaged for stimulating conversations.

Families with young children could likely use a park with swing sets and the like, in safe playgrounds with good footing. While I aplaud the efford made regarding our existing dog park, I think another, better planned one would be a fangtastic addition to our community.

My concerns would be more about safe parking to accommodatge such facilities. (The overflow parking adjacent to our current Purissima Park along Purissima Road can be a bit worrying.) 5/31/2022 23:17:45 Community meeting room
*offer more movie nights ; provide once a month outdoor music performances ‐ families could bring chairs, picnic blankets, etc. Please retain the Purissima Fields for Little League; update the play structure and the basketball court there. 6/1/2022 10:10:37
The current indoor spaces are adequate for the community. However, better allocation in the large Council Chambers for meetings should be considered. Perhaps a sliding room divider could be implemented to temporarily create more town committee meeting areas.

The Town's pathways and open spaces are WONDERFUL. The recent upgrades by Grassroots Ecology have vastly improved the open space areas. I would like to see better use of the Little League Fields for the entire LAH community.

Currently this area is used only a portion of the year by a limited number of residents. 6/2/2022 14:18:55 Indoor conference room with kitchen‐like attachment Nothing different. The baseball fields at Purissima Park are a gem and are used regularly 9‐10 months per year. I encourage you to keep Purissima Park as is with the exception of exploring artificial turf for the infield of P2. Artificial turf would reduce water and maintenance needs and costs. Also, it would enable the field to be adjusted toaccommodate the size dimension rules for more ages of youth baseball. 6/2/2022 14:19:14
Keep all of the Little League fields. Nearly 400 children use these fields, and those in Los Altos, throughout the year.

The kids really love it!
6/2/2022 15:18:57 ‐
The baseball fields at Purissima have been a boon to both Los Altos Hills and the neighboring community. There's been a wonderfully collaborative relationship in the use of fields in both Los Altos and Los Altos Hills to support the hundreds and hundreds of families that keep their kids active and involved through baseball.

It would be worth considering a bit of an upgrade on the field facilities ‐ specifically, rebuilding the dugouts, repainting the wood around the park, and possibly investing in camera technology that would allow the upper‐level games to be broadcast via livestream by families elsewhere (making the fields an even greater destination for tournaments andinter‐league play).

When my wife and I first moved to the area, long before we had kids, we happened to drive by Purissima Park. I commented to my wife "wow ‐ what lucky kids get to play at these fields?". The fields were, as they are today, in great condition overall. But offering so many fields of different sizes in such a picturesque area was truly unique and stunning. Fast forward ~8 years, and the answer to my question was "my kids, and all of their friends".

Purissima Park is a gem not just because of the fields, but the community they foster. And having the four fields Los Altos Hills currently does is vital to developing and maintaining that community. Take a stop by the fields any Saturday, Monday or Wednesday during the season and you'll see younger kids running around the fields after their games, watching their older siblings or playing on the playground near the Snack Shack, while parents chat in the bleachers. This is in large part possible because of the wide variety of age groups the fields can serve ‐ there's a placefor older and younger children to play.

My most significant recommendation is to retain the four fields at a single site, allowing kids of multiple ages to play at the same location, ensuring kids can "grow up" at Purissima.

Reducing the number of fields, if that were to be considered, will mean that younger children would lose the opportunity to play baseball in Purissima, while putting a greater burden on families who have children playing at multiple sites (usually dozens of families a season have kids of multiple age groups that all currently play at Purissima).

It also means there would be even less practice space for the remaining levels. It erodes the community that's thrived at Purissima for decades.

I recognize that coming from Los Altos, this is a decision best made by those that live within the Los Altos Hills community's borders. But given how tightly interwound our communities are, and believing that the intention behind any potential changes would be to foster a better sense of community, I humbly suggest that you likely already have what you're seeking at Purissima.
6/5/2022 9:13:52 Same as current Purissima baseball fields are good but more safe parking would be great! 6/8/2022 16:54:01
We need more work stations at Town Hall. Also one more conference room would be great as we only have two at the present moment. Maybe a smaller conference call room would be great as well for individual zoom calls.

A larger outdoor eating/hangout space at Town Hall would be nice. Would like it to be shaded. The current eating area behind Parks and Rec is quite loud when the building AC is running and is not very appealing.

More work stations for staff, one more large conference room (holds 6‐8 people comfortably, one small conference room (2‐4 people), larger less noisy outdoor shaded space at Town Hall. 6/8/2022 18:55:25
I think there should be more indoor space for community members to have meetings if they need to have a central meeting place (i.e. neighborhood watch, committee meetings, one‐on‐one meetings). I also see the need for there to be more private/enclosed office space for staff, councilmembers, or anyone to take a call or zoom.

There is also the fact that the planning and engineering departments are very squished together and it would be easier if they had more space to review plans near their desk. I like the idea of having an indoor/outdoor rentable space for the public. see above. 6/8/2022 21:26:29 Conference/meeting rooms, better office space configuration6/9/2022 11:26:52 Another small conference room at Town Hall. Convert Heritage House Some type of Community meeting room that can be rented out.....Ideally located at Purissima Park A multi‐use field for soccer, field hockey, football, etc. Do a sites analysis of Purissima Park to determine space availability 6/10/2022 11:45:20 no needs. we have plenty of space. we need more pathways. 6/21/2022 11:49:52 space for committee meetings and community events more sport options like basketball, pickle ball, skate board Any suggestions should be aligned with our Town’s environmental priorities. For example, no new turf. 6/22/2022 10:32:44
i think indoor space is adequate. We are a small town so don't need square footage to exceed town resident needs. I think town council chambers could be expanded, if needed, and make more a multi‐purpose room. Seems it is a lot of space for just council meetings seems the riding arena at purissima park is highly under‐utilized and can be reallocated for other community purposes i think town should focus on long‐term planning such as undergrounding utilities for fire safety 6/22/2022 19:16:08 Creating Pickleball courts in an outdoor location.

Pickleball is quickly growing in popularity and is a great way to stay active and connect with neighbors. It is a great community building activity.
6/23/2022 11:34:16 maybe a classroom space. our committee has been moved around and wish we could still use the rec building reopen the path to downtown in Edith Park. I ve used it for 50 year‐end no problem. 6/24/2022 15:14:39 no need for more indoor space less water intensive grass at Purissima Park 6/24/2022 17:09:07 This is a small town and the existing indoor space available at Town Hall meets our needs just fine Continue building out the pathways system Not sure why a small group in this town are pushing so hard for more developed indoor and outdoor recreational space. The vast majority of people in this town seem to think it is an unnecessary expense 6/25/2022 7:27:38 No need No need Feels like deja vu. Like the town is trying to survey their way into building something, anything. 6/27/2022 9:14:29 more community space none surveys and community engagement are a great avenue to get information.7/9/2022 20:45:43 Not at this time 7/16/2022 2:12:59 Warm water swimming pool Warm water swimming pool and regular pool for adult and children use Many of us are built out and cannot build a private pool. Private clubs are very expensive for people who only want to swim. Also, a warm water pool would be attractive to older residents as well as little ones learning to swim.

Table C-3: Individual Input Form Responses Los Altos Hills Community Facilities Needs Assessment Timestamp What needs do you see in the community for more, less or different INDOOR spaces? What needs do you see in the community for more, less or different OUTDOOR spaces? Do you have any suggestions or concerns to inform this exploration? 7/19/2022 12:27:03 Less indoor spaces, more outdoor spaces. More family oriented spaces. Would love a playground in the town somewhere and family friendly parks. Playgrounds and spaces for young families 7/19/2022 13:54:52
I think because of COVID better, more inclusive outdoor spaces are the way forward, or indoor/outdoor spaces with fully retractable glass sliders for significant air flow. In my opinion outdoor family play space is a higher priority.

Our town needs family play space desperately. Other than the tiny playground at Purissima Park. There is no family play space. To develop a stronger central community, playgrounds and family play space are essential.

I believe a partnership with the LASD to significantly upgrade Gardner Bullis school’s playground and outdoor space (think picnicking, better basketball courts, soccer field, kickball, swings, outdoor stage, potential for a running track, etc.) is a possible way forward. The school is connected to the pathway system, families already use the space regularly, an enhanced environment at the school would also attract local families to our one public neighborhood school creating lifelong friendships (parents + kids alike) strengthening our long term community. Plus, the city would not have to spend funds acquiring a new property. I would love to see this kind of out of the box thinking to create recreational opportunities for the entire community.
7/19/2022 14:25:44 Indoor space for seniors needs for connection socialization hobbies, Space for kids to do various activities and especially the unique barn area! 7/19/2022 14:35:32
Public outdoor pool. The only real public pool available in LA/LAH is the one on Foothill College, but even that one is very flakey and not operational. Swimming is one of the healthiest sports out there and can accommodate most ages.

Pool can be also used for recreational summer events, which I believe will add to the culture of the town. 7/19/2022 14:51:40 None None No
7/19/2022 16:18:29 Provide Pickle Ball Space No
7/19/2022 16:30:52 I would love to see Pickleball courts added! 7/19/2022 16:53:20
The building needs a full kitchen with double ovens and at least four burners. A warming drawer would also be useful for events. The kitchen should have easy access to inside and outside. Picnic tables in the apricot orchard. A container for dog waste on the path, away from the buildings. 7/19/2022 17:39:09 I'd like to see a community pool.
7/19/2022 19:46:37 There is good enough space right now Love the baseball fields. Keep them please. LOVE the pathways as well and the barns Long time resident who lives the rural feel this town has. 7/20/2022 1:55:27 More flexible use outdoor spaces
Due to COVID concerns, there is a lack of outdoor venues. We also need shady play spaces for children. Since the community uses the Gardner Bullis campus during off hours, the city should help partner for campus improvements. 7/20/2022 8:50:47
What we have is reasonable. Los Altos Hills is supposed to be a community with relatively little government, and if anything government has grown to be larger that it might be.

What we have is reasonable. It is possible that one of the little league fields could be developed into a public park, but with all residents having at least an acre there is less need for public parks than in most communities. N/A 7/20/2022 10:51:08 More large spaces for meetings and children, adult and senior classes. More park spaces with or without equipment. Explore LAH open spaces that are not being used. 7/20/2022 12:59:50 Large room for meetings , activities, parties, concerts, ?weddings? none 7/20/2022 14:04:58 I'm not sure Not interested in anything extravagant or expensive 7/20/2022 18:37:33 Traditional Kids Park (below 10 years) where neighbor hood kids spend time together with parents or grand parents. Level3 EV charging stations 7/20/2022 19:14:00 I am unsure. I am unsure. Not at this time

Table C-3: Individual Input Form Responses Los Altos Hills Community Facilities Needs Assessment Timestamp
5/23/2022 18:50:105/31/2022 12:40:525/31/2022 23:17:45
6/1/2022 10:10:376/2/2022 14:18:556/2/2022 14:19:146/2/2022 15:18:57 6/5/2022 9:13:52
6/8/2022 16:54:016/8/2022 18:55:256/8/2022 21:26:296/9/2022 11:26:52 6/10/2022 11:45:206/21/2022 11:49:526/22/2022 10:32:446/22/2022 19:16:086/23/2022 11:34:166/24/2022 15:14:396/24/2022 17:09:07 6/25/2022 7:27:386/27/2022 9:14:297/9/2022 20:45:437/16/2022 2:12:59 Relationship(s) to Los Altos Hills (check all that apply) Do you currently sit on any Los Altos Hills formal committees or commissions? (check all that apply) Are there any other groups that you identify with? I live in Los Altos Hills Pathways CommitteeI live in Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Los Altos Hills Horsemens. Westwind Barn.

I live in Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Los Altos/Los Altos Hlls Little League Board member I live in Los Altos Hills, I visit or use Town‐owned facilities or parks Open Space Committee Pathways I work in Los Altos Hills, I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Los Altos & Los Altos Hills Little League I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Los Altos & Los Altos Hills Little League I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Los Altos Little League I work for the Town of Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission I work for the Town of Los Altos Hills No, I don't sit on any formal committee or commission Town Staff I work for the Town of Los Altos Hills No, I don't sit on any formal committee or commission I work for the Town of Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission I live in Los Altos Hills Environmental Initiatives CommitteeI live in Los Altos Hills, I visit or use Town‐owned facilities or parks Open Space Committee Valley Water, Grassroots Ecology, Green Foothills, Peninsula Watersheds I live in Los Altos Hills, I work in Los Altos Hills No, I don't sit on any formal committee or commission I live in Los Altos Hills No, I don't sit on any formal committee or commission Folks who want to stay physically fit and active I live in Los Altos Hills, I visit or use Town‐owned facilities or parks Open Space Committee calif native plant society. CNPS I live in Los Altos Hills, I visit or use Town‐owned facilities or parks Environmental Initiatives Committee, Open Space Committee Valley Water I live in Los Altos Hills Environmental Initiatives Committee I live in Los Altos Hills Environmental Initiatives Committee, Technology Committee Young homeowners I work in Los Altos Hills Finance & Investment Committee, Technology Committee no I live in a neighboring community Library Commission Peninsula Volunteers, Inc.

I live in Los Altos Hills No, I don't sit on any formal committee or commission Los Altos Hills Club, Los Altos Newcomers Club

Table C-3: Individual Input Form Responses Los Altos Hills Community Facilities Needs Assessment Timestamp
7/19/2022 12:27:037/19/2022 13:54:527/19/2022 14:25:447/19/2022 14:35:327/19/2022 14:51:407/19/2022 16:18:297/19/2022 16:30:527/19/2022 16:53:207/19/2022 17:39:097/19/2022 19:46:37 7/20/2022 1:55:277/20/2022 8:50:47
7/20/2022 10:51:087/20/2022 12:59:507/20/2022 14:04:587/20/2022 18:37:337/20/2022 19:14:00 Relationship(s) to Los Altos Hills (check all that apply) Do you currently sit on any Los Altos Hills formal committees or commissions? (check all that apply) Are there any other groups that you identify with? I live in Los Altos Hills No, I don't sit on any formal committee or commission I live in Los Altos Hills No, I don't sit on any formal committee or commission I work in Los Altos Hills, I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission I live in a neighboring community, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission no I live in Los Altos Hills No, I don't sit on any formal committee or commission No I live in Los Altos Hills No, I don't sit on any formal committee or commission No I live in Los Altos Hills No, I don't sit on any formal committee or commission LA Library volunteer I live in Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission Slow Food South Bay I live in Los Altos Hills, I work in Los Altos Hills Emergency Communications Committee Emergency Preparation and Response Committee, CERT I live in Los Altos Hills No, I don't sit on any formal committee or commission No I live in Los Altos Hills No, I don't sit on any formal committee or commission Gardner Bullis parent I live in Los Altos Hills Community Relations Committee None involved with the Town I live in Los Altos Hills, I visit or use Town‐owned facilities or parks No, I don't sit on any formal committee or commission I was on the Education committee for many years.

I live in Los Altos Hills, I visit or use Town‐owned facilities or parks Planning Commission, Environmental Design & Protection Committee, Open Space Committee, Pathways Committee, Public Art Committee
what about past activities in and for the Ihave been a volunteer for 50 years?and Dave has been on Finance and library comm.

I live in Los Altos Hills No, I don't sit on any formal committee or commission Residents against SB 9 I live in Los Altos Hills No, I don't sit on any formal committee or commission I live in Los Altos Hills, I work in Los Altos Hills
Environmental Initiatives Committee, Finance & Investment Committee, Parks & Recreation Committee, Technology Committee

TOWN OF LOS ALTOS HILLS October 20, 2022
Staff Report to the City Council
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH CSG CONSULTANTS, INC. TO COMPLETE
GREENHOUSE GAS EMISSION INVENTORIES FOR FY 2022-23;

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A

CONTRACT WITH QUITCARBON AND ZERO FOR ELECTRIFICATION
HOME ASSESSMENTS IN FY 2022-23; AND RESOLUTION AUTHORIZING REBATES FOR 14 HOMEOWNERS WHO REPLACE A FOSSIL-FUELED
WATER HEATER WITH AN ELECTRIC HEAT PUMP WATER HEATER.

FROM: Sofia Mangalam, Planning Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council support the implementation of the goals of the Climate Action Plan by passing three motions adopting each of the attached resolutions:
• Resolution authorizing the City Manager to execute a contract with CSG Consultants, inc. to complete greenhouse gas emission inventories for FY 2022-23; • Resolution authorizing the City Manager to execute a contract with QuitCarbon and Zero for electrification home assessments in FY 2022-23; and • Resolution authorizing rebates for 14 homeowners who replace a fossil-fueled water heater with an electric heat pump water heater.

BACKGROUND
Greenhouse gas (GHG) emissions and the impacts of climate change are considered to be a serious threat to public health, the environment, economic well-being, and natural resources. It is estimated that 38% of Town’s GHG emissions come from buildings (residential and commercial). Moreover, it almost entirely comes from the energy used in water heating, space heating, and cooking.

State of California has taken an aggressive stance to mitigate the impact on climate change at the state level through the adoption of legislation and policies. Many local jurisdictions have developed local Climate Action Plans and aligned goals to correspond with state emission reduction goals. Senate Bill (SB) 32 requires a 40 percent reduction below 1990 levels by 2030.

On October 21, 2021, the City Council adopted a resolution approving the implementation of the revised Climate Action Plan (CAP) in which it identified targets to reduce community-wide greenhouse gas (GHG) emissions by 52% by 2030 and identified several measures to achieve the goal (See Attachment 7 for Meeting Minutes and copy of CAP.) AGENDA ITEM #4.R
S.M.

P.P.

Staff Report to the City Council Page 2
Implementation of Climate Action Plan
October 20, 2022
On September 15, 2022, staff presented a memo to the Council outlining the recommendations from Environmental Initiatives Committee (EIC) regarding the implementation of CAP including GHG inventory, electrification home assessments, and rebates for electrification. Councilmember Mok presented these three (3) items to the Council and discussed their importance. Council gave direction to staff to bring these items under consent calendar in the next Council meeting for approval (for meeting minutes, see agenda item #4.A). The budget ask for the three (3) items individually are under the City Manager’s authority but collectively they add up to $42,232, thus, staff has added the agreements with the consultants in the agenda item.

DISCUSSION
The CAP is a living document designed to protect our natural resources, prevent harm to the natural environment, enhance human health, and improve the social and economic well-being of the community for current and future generations. It establishes a series of measures aimed at reducing the emission of GHGs.

Los Altos Hills has adopted a goal of reducing community GHGs 52% by 2030. Key goals from the implementation of the revised CAP include reducing the residential use of fossil fuels and migrating all homes off natural gas by 2045.

The implementation of the CAP identifies the following four (4) Community measures as included in Table 1 below:

Table 1: Community Measures in the revised CAP

Staff Report to the City Council Page 3
Implementation of Climate Action Plan
October 20, 2022
CAP Implementation
(1) GHG Inventory
As discussed above, CAP has identified targets to reduce GHG emissions by 52% by 2030 and in order to stay on target, it is important that the Town conducts a GHG inventory every year.

A GHG emissions inventory is an estimate of GHGs emitted to, or removed from, the atmosphere over a specific period (usually one year). Preparation of an emissions inventory provides the Town with an understanding of where Town’s GHG emissions are coming from and serves as a starting point for developing strategies that can effectively reduce GHG emissions. The Town last conducted a GHG inventory in 2020 and presented it to the City Council on September 16, 2021.

At the September meeting, the City Council expressed inclination to support efforts and committee is to return with a plan and options. (See Attachment 8 City Council meeting minutes).

Earlier in May 2022, Environmental Initiatives Committee (EIC) reached out to town staff regarding conducting GHG inventory. The last GHG inventory was prepared by the CSG Consultants in 2020, thus, EIC asked staff to reach out to CSG again to continue the work on GHG.

Staff contacted CSG and asked for a proposal based on the scope of work provided by EIC. (See Attachment 9 minutes from May EIC Meeting)
On June 13, 2022, in response to the scope of work, CSG provided a proposal in the amount of $17,232 (see Attachment 2). The following tasks are included in the proposal:
• Project Initiation, Review GHG Inventories to develop GHG Data Needs Spreadsheet and GHG Communications Document.
• Data Collection and Complete Draft Community and Municipal GHG Inventories. • Analyze GHG Inventory methodology and develop Summary Table, review the Draft Inventories with ICLEI staff and Town staff and EIC, and complete final GHG Inventory At its June 23 meeting, EIC made a motion to recommend to the City Council acceptance of CSG's 6/10/22 proposal to complete seven (7) new GHG inventories. See Attachment 9 for meeting minutes.

On June 23, 2022, EIC made a motion to recommend to the City Council acceptance of CSG's 6/10/22 proposal to complete seven (7) new GHG inventories. See Attachment 9 for meeting minutes. Staff also reviewed the proposal by CSG and found it comprehensive. (2) Electrification
Single-family residential building electrification represents one of the largest and most costeffective opportunities to reduce emissions. Technologies are available now to electrify all residential uses.

Electric appliances that can replace gas appliances include:
• Induction cooktops to replace gas cooktops

Staff Report to the City Council Page 4
Implementation of Climate Action Plan
October 20, 2022
• Heat pump clothes dryers to replace gas clothes dryers • Electrification of space heating in homes with radiant heating • Electrification of water heating in homes with gas tankless water heaters The first measure identified in the adopted CAP is to perform electrification assessments for all existing homes in order to provide residents with a customized pathway for their eventual migration off natural gas. At their meeting of February 10, 2022, the Environmental Initiatives Committee (EIC) worked on a Request for Qualifications (RFQ) to solicit responses from qualified vendors for conducting home assessments (See Attachment 9 minutes from the February EIC meeting). The RFQ was issued on May 16, 2022, with a due date of June 16, 2022. The RFQ was posted on Town’s website and emailed to approximately 23 vendors. EIC and staff also conducted a webinar on May 23, 2022, to answer any questions that interested vendors may have on the RFQ.

Staff received four (4) responses to the RFQ, including Quit Carbon, Zero, 4Leaf and Vistar. Table 2 included below includes the evaluation of the four (4) proposals received:

Table 2: Evaluation of Proposals
Proposer Pricing Information Sample
Reports Proposal Evaluation
Virtual Onsite 2022
Total
Home
owner
Town
Utilize
Permit
Data?
Source for
Home
Data?
Comments Decision
ZERO $350 $600 $11,100 Yes Yes Yes
SVCE
DataHive,
Arc, HEA,
customer
Good
experience
(30+ homes)
Final two
QuitCarbon $300 $500 $11,100 Yes Yes No HEA Final two
XeroHome N/A N/A $72,500 No Yes Yes
Property
tax; GIS
3D; MLS
Users must
enter utility
bill data
Too
expensive;
proposing
a townwide
approach
4LEAF N/A N/A N/A No No No
Didn't
respond to
RFQ details.

Incomplete
proposal
Upon evaluation of the responses, EIC and staff selected Quit Carbon and Zero as qualified vendors based on their proposal submittal. The reason two (2) vendors are selected as this is the first time that Town will be undertaking this task, and the choice of two (2) vendors provides better availability and flexibility.

When the Climate Action Plan was adopted by the City Council last year, the EIC provided an estimate of costs associated with the implementation of CAP goals over the next few years. See below Table 3. However, no funds were allocated to CAP at that time.

Staff Report to the City Council Page 5
Implementation of Climate Action Plan
October 20, 2022
Table 3: Community Measures Costs
It is estimated that following number of home assessments can be provided for this amount. (i) 31 virtual (all) or
(ii) 16 onsite (all) or
(iii) 15 virtual and 9 onsite (with 50/50 funds available for virtual and onsite).

During Town’s annual picnic, EIC had a signup sheet for community members who are interested in getting home assessments conducted. 14 people expressed interest.

Thus, staff is requesting a budget appropriation in the amount of $11,100 from Unreserved General Fund to enter into an agreement(s) with QuitCarbon and Zero in the total amount of $11,100.

Since, there are two (2) vendors, staff recommends an even split. (3) Rebates
The CAP calls for $14,400 in incentives in FY22-23 to adopt electric appliances, see Table 3 above. EIC researched other jurisdictions to find out what rebates they are providing to homeowners. Table 4 includes information on rebates from five (5) agencies.

At their meeting of August 25, 2022, the EIC discussed the idea of rebates and recommended that council move forward with the implementation of rebates as an incentive to home electrification (See Attachment 9 Minutes from August EIC Meeting). To be clear, staff is not suggesting the rebate is an offset of permit or plan check fees. The rebates would be apart from all regular fees paid to the city for plan check and inspections and would be issued after successful completion of a final inspection.

Staff Report to the City Council Page 6
Implementation of Climate Action Plan
October 20, 2022
Table 4: Rebates in other jurisdictions
Community
Heat Pump
Heating
Heat Pump
Water
Heater
Electric
Panel
Upgrade
Low Income
Incentives
Other
Albany $750 ductless.
$1,500 ducted.
$500 for
contractor
$1,000 2X for low
income
Pasadena $1,000 $500 for EP
upgrade
Redding $900 $750 $250 -WW fan
$500 efficient
A/C
Redwood
City
$500 $500 $500 $500
Marin County $1,000 ductless $1,000 $500 Up to $5,500
total
$500 electric
range
EIC is recommending $1,000 rebates for 14 homeowners who replace a fossil-fueled water heater with an electric heat pump water heater for FY22-23 with following recommendations. • Maximum of one (1) per household
• Can replace either natural gas or propane
• To be paid directly to homeowner/resident after final inspection is complete Thus, staff is requesting a budget appropriation of $14,000 from Unreserved General Fund for providing these cash rebates. Building department will work with Finance department to provide these rebates.

ENVIRONMENTAL REVIEW
Entering into an agreement is exempt from California Environmental Quality Act (CEQA) due to the proposal not being defined as a “project” under CEQA. 2022 CITY COUNCIL STRATEGIC PRIORITIES

City Council identified “Reduce Carbon Print” as one of its key outcomes under “Quality of Life and Community Character”. It included milestone to simplify the city permitting process and reduce permit fees for electrification conversions.

Staff Report to the City Council Page 7
Implementation of Climate Action Plan
October 20, 2022
All three (3) items listed in the staff report will directly help the Town in achieving the goal of reducing its carbon footprint.

FISCAL IMPACT
As stated above, all the costs associated with the implementation of CAP were presented to the City Council on October 21, 2021, however, no funds were allocated at that time. There are three (3) amounts associated with the implementation of the CAP (i) $17,232 for conducting GHG inventory; (ii) $11,100 for home assessments; and (iii) $14,000 for rebates. This would require a budget appropriation of $42,332 from Unreserved General Fund.

ATTACHMENT

1. Resolution for contract agreement for GHG Inventory

2. Contract with CSG

3. Resolution for contract agreement(s) with QuitCarbon and Zero

4. Contract with QuitCarbon

5. Contract with Zero

6. Resolution for Rebates

7. City Council meeting minutes October 21, 2021

8. City Council meeting minutes, September 16, 2021

9. EIC meeting minutes

Resolution XX-22 Page 1
RESOLUTION XX-22

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AUTHORIZING SERVICES AGREEMENT WITH CSG CONSULTING, INC. TO COMPLETE GREENHOUSE GAS EMISSION INVENTORIES FOR FY 2022-23 WHEREAS, Greenhouse gas (GHG) emissions and the impacts of climate change are considered to be a serious threat to public health, the environment, economic well-being, and natural resources.; and
WHEREAS, On October 21, 2021, the City Council adopted a resolution approving the implementation of the revised Climate Action Plan (CAP) in which it identified targets to reduce community-wide greenhouse gas (GHG) emissions by 52% by 2030 and to stay on target, it is important that the Town conducts a GHG inventory every year; and WHEREAS, the last GHG inventory was prepared by the CSG Consultants in 2020, thus, the Environmental Initiatives Committee (EIC) asked staff to reach out to CSG again to continue the work on GHG inventory; and
WHEREAS, CSG provided a scope of work to complete seven (7) new GHG inventories; and WHEREAS, Staff and EIC request the approval of contract agreement with CSG to conduct GHG inventory; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills that the City Manager is hereby authorized on behalf of the Town to enter into a services agreement with CSG to conduct GHG inventory with a not to exceed amount of $17,232; and The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on 20th day of October 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

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

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 1 of 14

CONSULTING SERVICES AGREEMENT BETWEEN

THE TOWN OF LOS ALTOS HILLS AND

CSG CONULTANTS, INC
THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills (“Town”) and CSG Consultants, Inc. (“Consultant”) (together referred to as the “Parties”) as of September 15, 2022 (the “Effective Date”).

Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to Town the services described in the Scope of Work attached as Exhibit A , and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.

1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on September 15, 2023, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the Town’s right to terminate the Agreement, as referenced in Section 8.

1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement according to the standards observed by a competent practitioner of the profession in which Consultant is engaged.

1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Town, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from Town of such desire of Town, reassign such person or persons.

1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder.

Section 2. COMPENSATION. Town hereby agrees to pay Consultant a sum not to exceed seventeen thousand two-hundred thirty-two dollars and no cents ($17,232), notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. Town shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from Town to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to Town in the manner specified herein. Except as specifically authorized by Town in writing, Consultant shall not bill Town for duplicate services performed by more than one person.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 2 of 14
Consultant and Town acknowledge and agree that compensation paid by Town to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. Town therefore has no responsibility for such contributions beyond compensation required under this Agreement.

2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
 Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
 The beginning and ending dates of the billing period;  A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
 At Town’s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense;
 The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder;
 The Consultant’s signature;
 Consultant shall give separate notice to the Town when the total number of hours worked by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours within a 12-month period under this Agreement and any other agreement between Consultant and Town. Such notice shall include an estimate of the time necessary to complete work described in Exhibit A and the estimate of time necessary to complete work under any other agreement between Consultant and Town, if applicable.

2.2 Monthly Payment. Town shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. Town shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.

2.3 Final Payment. Town shall pay the last 10% of the total sum due pursuant to this Agreement within 60 days after completion of the services and submittal to Town of a final invoice, if all services required have been satisfactorily performed.

2.4 Total Payment. Town shall pay for the services to be rendered by Consultant pursuant to this Agreement. Town shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 3 of 14
Town shall make no payment for any extra, further, or additional service pursuant to this Agreement.

In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.

2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit A.

2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.

2.8 Payment upon Termination. In the event that the Town or Consultant terminates this Agreement pursuant to Section 8, the Town shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.

2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.

Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. Town shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein.

Town shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with Town employees and reviewing records and the information in possession of the Town. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of Town. In no event shall Town be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities.

Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof satisfactory to Town of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to the Town. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 4 of 14
allow any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence that such insurance is in effect to Town.

Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.

4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than $1,000,000 per accident. In the alternative, Consultant may rely on a selfinsurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the Town and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement.

4.2 Commercial General and Automobile Liability Insurance.

4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than $1,000,000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.

4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an “occurrence” basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition), Code 1 (any auto). No endorsement shall be attached limiting the coverage.

4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an occurrence basis, and not on a claims-made basis.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 5 of 14
b. Town, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant
c. For any claims related to this Agreement or the work hereunder, the Consultant’s insurance covered shall be primary insurance as respects the Town, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Town, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
d. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days’ prior written notice has been provided to the Town.

4.3 Professional Liability Insurance.

4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than $1,000,000 covering the licensed professionals’ errors and omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim.

4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates. c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must purchase an extended period coverage for a minimum of five years after completion of work under this Agreement.
d. A copy of the claim reporting requirements must be submitted to the Town for review prior to the commencement of any work under this Agreement.

4.4 All Policies Requirements.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 6 of 14

4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.

4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish Town with complete copies of all policies delivered to Consultant by the insurer, including complete copies of all endorsements attached to those policies. All copies of policies and endorsements shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the Town does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant’s obligation to provide them. The Town reserves the right to require complete copies of all required insurance policies at any time.

4.4.3 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of Town for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Town, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Town guaranteeing payment of losses and related investigations, claim administration and defense expenses.

4.4.4 Wasting Policies. No policy required by this Section 4 shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).

4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation.

The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the consultant, its employees, agents, and subcontractors.

4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

4.5 Remedies. In addition to any other remedies Town may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Town may, at its sole option exercise any of the following remedies, which are alternatives to other remedies Town may have and are not the exclusive remedy for Consultant’s breach:

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 7 of 14
 Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
 Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or  Terminate this Agreement.

Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES.

Consultant shall indemnify, defend with counsel acceptable to Town, and hold harmless Town and its officers, officials, employees, agents and volunteers from and against any and all liability, loss, damage, claims, expenses, and costs (including without limitation, attorney’s fees and costs and fees of litigation) (collectively, “Liability”) of every nature arising out of or in connection with Consultant’s performance of the Services or its failure to comply with any of its obligations contained in this Agreement, except such Liability caused by the sole negligence or willful misconduct of Town.

The Consultant’s obligation to defend and indemnify shall not be excused because of the Consultant’s inability to evaluate Liability or because the Consultant evaluates Liability and determines that the Consultant is not liable to the claimant. The Consultant must respond within 30 days, to the tender of any claim for defense and indemnity by the Town, unless this time has been extended by the Town. If the Consultant fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due the Consultant under and by virtue of this Agreement as shall reasonably be considered necessary by the Town, may be retained by the Town until disposition has been made of the claim or suit for damages, or until the Consultant accepts or rejects the tender of defense, whichever occurs first.

With respect to third party claims against the Consultant, the Consultant waives any and all rights of any type to express or implied indemnity against the Indemnitees.

Notwithstanding the forgoing, to the extent this Agreement is a “construction contract” as defined by California Civil Code Section 2782, as may be amended from time to time, such duties of consultant to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.

In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of Town, Consultant shall indemnify, defend, and hold harmless Town for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of Town.

Section 6. STATUS OF CONSULTANT.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 8 of 14

6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of Town. Town shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise Town shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by Town, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of Town and entitlement to any contribution to be paid by Town for employer contributions and/or employee contributions for PERS benefits.

6.2 Consultant Not an Agent. Except as Town may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of Town in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind Town to any obligation whatsoever.

Section 7. LEGAL REQUIREMENTS.

7.1 Governing Law. The laws of the State of California shall govern this Agreement.

7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which Town is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits. Consultant represents and warrants to Town that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to Town that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from Town.

7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 9 of 14
in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.

Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.

Section 8. TERMINATION AND MODIFICATION.

8.1 Termination. Town may cancel this Agreement at any time and without cause upon written notification to Consultant.

Consultant may cancel this Agreement upon 30 days’ written notice to Town and shall include in such notice the reasons for cancellation.

In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; Town, however, may condition payment of such compensation upon Consultant delivering to Town any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the Town in connection with this Agreement.

8.2 Extension. Town may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if Town grants such an extension, Town shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the Contract Administrator, Town shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.

8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.

8.4 Assignment and Subcontracting. Town and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to Town for entering into this Agreement was and is the professional reputation and competence of Consultant.

Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator.

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 10 of 14

8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between Town and Consultant shall survive the termination of this Agreement.

8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, Town’s remedies shall included, but not be limited to, the following:

8.6.1 Immediately terminate the Agreement;

8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;

8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or

8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that Town would have paid Consultant pursuant to Section 2 if Consultant had completed the work.

Section 9. KEEPING AND STATUS OF RECORDS.

9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the Town. Consultant hereby agrees to deliver those documents to the Town upon termination of the Agreement. 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. Town and Consultant agree that, until final approval by Town, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties.

9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the Town under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.

9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Town. Under California Government Code Section 8546.7, if the amount of public

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 11 of 14
funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of Town or as part of any audit of the Town, for a period of 3 years after final payment under the Agreement.

Section 10 MISCELLANEOUS PROVISIONS.

10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.

10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Santa Clara or in the United States District Court for the Northern District of California.

10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.

10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.

10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.

10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of Town or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.

Consultant shall not employ any Town official in the work performed pursuant to this Agreement. No officer or employee of Town shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.

Consultant hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the Town. If Consultant was an employee, agent, appointee, or official of the Town in the previous twelve months, Consultant

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 12 of 14
warrants that it did not participate in any manner in the forming of this Agreement.

Consultant understands that, if this Agreement is made in violation of Government Code § 1090 et seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the Town for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.

10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.

10.9 Contract Administration. This Agreement shall be administered by _______________________________ ("Contract Administrator"). All correspondence, communications and meetings shall be directed to or through the Contract Administrator or his or her designee. The Consultant shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, Consultant agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the Consultant. The Town may modify the Contract Administrator at any time upon providing written notice to the Consultant.

10.10 Notices. Any written notice to Consultant shall be sent to:

CSG Consultants, Inc.

Attn: Cyrus Kianpour, President
CC: Ethan Edwards, VP Planning Svs.

CC: Kathleen Gallagher, Sustainability Mgr.
550 Pilgrim Drive
Foster City, CA 94404
Any written notice to Town shall be sent to:

Sofia Mangalam
Planning Director
26379 Fremont Road, Los Altos Hills, CA 94022

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 13 of 14

10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example.
_________________________________________
Seal and Signature of Registered Professional with
report/design responsibility.

10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibits A represents the entire and integrated agreement between Town and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral.

Exhibit A Scope of Services and Payment Schedule

10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. [SIGNATURES ON FOLLOWING PAGE]

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 14 of 14
The Parties have executed this Agreement as of the Effective Date.

TOWN OF LOS ALTOS HILLS CONSULTANT
____________________________ ____________________________ Town Manager Cyrus Kianpour, President, CSG Consultants Attest:
____________________________
Town Clerk
Approved as to Form:
____________________________
Steven T. Mattas, Town Attorney

Consulting Services Agreement between October 20, 2022
Town of Los Altos Hills and CSG Page 1 of 1

EXHIBIT A

SCOPE OF SERVICES AND PAYMENT

P R O P O S A L T O T H E
Town of Los Altos Hills
F O R
Complete Greenhouse Gas Emission (GHG)
Inventories that include:
2016, 2017, 2019, 2020 and 2021 Municipal Inventories
2020 and 2021 Community Inventories

P R E P A R E D B Y
CSG Consultants, Inc.

June 10, 2022
550 Pilgrim Drive, Foster City, CA 94404
phone 650.522.2500 | fax 650.522.2599 | www.csgengr.com Foster City • Pleasanton • San Jose • Sacramento • Newman • Orange

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
550 Pilgrim Drive, Foster City, CA 94404
phone 650.522.2500 | fax 650.522.2599 | www.csgengr.com Cover Letter
June 10, 2022
Sofia Mangalam
Planning and Building Director
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Re: Proposal to Complete Greenhouse Gas Emissions (GHG) Inventories Dear Ms. Mangalam,
Thank you for the opportunity for CSG Consultants (CSG) to provide additional GHG Inventory Work for the Town of Los Altos Hills (Town). Please find our proposal to complete Greenhouse Gas Emission (GHG) Inventory Work for:
• 2016, 2017, 2019, 2020 and 2021 Municipal GHG Inventory • 2020 and 2021 Community GHG Inventory
Similar to the last GHG Inventory project that CSG completed for the Town, Kathleen Gallagher will serve as the Project Manager and she brings over 29 years of sustainability program management experience, climate action planning and zero waste program management. Jonathan Kwan will serve as the Sustainability Programs Analyst for this project. Mr. Kwan has developed GHG inventories and forecasts using the Local Governments for Sustainability (ICLEI) GHG protocol for municipal operations and community wide emissions and has also been involved in implementing sustainability programs. You will find Ms. Gallagher’s and Mr. Kwan’s resumes in this proposal. Ms. Gallagher’s contact information is as follows:

Kathleen Gallagher, Senior Sustainability Manager
550 Pilgrim Drive, Foster City, CA 94404
(650) 489-9097 (mobile) | [email protected]
The attached scope of work will be provided to the Town on a not to exceed basis of $17,732 and details are included in the scope of work. Please feel free to contact Ms. Gallagher with any questions or comments you may have regarding our proposal. We look forward to providing these services to the Town of Los Altos Hills.

Sincerely,
Cyrus Kianpour, PE, PLS
President, CSG Consultants, Inc.

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
2 Firm Profile
CSG Consultants, Inc. (CSG) is an employee-owned, California company with our corporate and local office in Foster City and additional offices in Pleasanton, San Jose, Sacramento, Newman, Fresno, and Orange. Founded in 1991, CSG performs work solely for public agencies, eliminating the potential for conflicts of interest. In this way, we can focus exclusively on the specific needs of our municipal clients.

The majority of the 300+ individuals within our firm have provided public agency services throughout their entire careers. Our talented personnel bring a wealth of ideas and experiences, having held positions with communities facing similar development opportunities as the Town of Los Altos Hills.

NAME OF FIRM: CSG Consultants, Inc.

PROJECT CONTACT: Kathleen M Gallagher, Sustainability Programs Manager

HEADQUARTERS &
LOCAL OFFICE:
550 Pilgrim Drive, Foster City, CA 94404
(650) 522-2500
REGIONAL OFFICES: 3875 Hopyard Road, Suite 141, Pleasanton, CA 94588 3150 Almaden Expressway #255, San Jose, CA 95118
1303 J Street, #270, Sacramento, CA 95814
930 Fresno Street, Newman, CA 95360
5151 N. Palm Avenue, Suite 530, Fresno, CA 93704
3707 W. Garden Grove Boulevard, #100, Orange, CA 92868
YEARS IN BUSINESS: 30 • Founded in 1991
EMPLOYEES: 300+
TYPE OF BUSINESS: California Corporation • Incorporated June 15, 2000 • Federal ID: 91-2053749

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
3 Comprehensive Municipal Services
CSG is customer-centric and organized into the lines of business outlined below, each managed by experts in their respective fields.

PL ANNING &

SUSTAINABILITY
Climate Action Plan Development
Greenhouse Gas Reduction Program
Implementation
Energy Efficiency, Water Conservation
Program Implementation
Zero Waste Programs
CEQA Environmental Review
AB 32 Compliance
Grant Writing /Management
Staff Augmentation
Project Management Including Plan,
Zoning and Policy Amendments

PUBL IC WORKS

ENGINEERING & DESIGN
Capital Improvement Project Design:

Transportation/Roadway, Water and
Sewer Utilities, Traffic Engineering
Development Review, Plan Check, Surveying
and Mapping, Storm Water Program
Compliance (NPDES, QSP/QSD)

BUIL DING & F IRE L IFE

SAF ETY
Building Department Administration
Building Plan Review and Inspection
Fire Plan Review and Inspection
Structural Plan Review
OSHPD3 Review
CASp Assessment and Inspection
Public Facilities Assessment
LEED/Green Building Services
Code Compliance/Enforcement
Staff Augmentation

CIP PROJ ECT & PROGRAM

MANAGEMENT
Capital Improvement Program
Development and Implementation
Federal and State Grant Administration
Rule 20A Undergrounding
Staff Augmentation Including: Design
Consultant Coordination, Project
Scoping, RFP Preparation

CONSTRUCTION

MANAGEMENT &

INSPECTION
Contract Administration, including:

Resident Engineer Oversight, Inspection
and Construction Management
Constructability/Biddability Reviews
Cost and Schedule Control
Claims Avoidance

INF ORMATION TECHNOLOGY
GreenVue Software
Digital Plan Review
Electronic Archiving
Web-Based Construction Management Asset
Management
Project Management
GIS and IT Support
CSG Professionals Staff Composition
Our professional municipal services staff consists of the following types of professionals:
 Sustainability/Climate Action/GHG Professionals Civil Engineers  Planning & Environmental Professionals  Grading Improvement Plan Reviewers & Inspectors  Building Plan Reviewers & Inspectors  Construction Managers  Fire Plan Reviewers & Inspectors  Construction Inspectors  Structural Engineers  Information Technology Professionals  Plan Review Engineers  Certified Access Specialist Professionals (CASp)  Building Officials  Code Enforcement Officers

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
4 Scope of Work
Task 1: Project Initiation, Review GHG Inventories to develop GHG Data Needs Spreadsheet and GHG Communications Document
The project initiation involves CSG’s review of the existing GHG inventories and development of the GHG Data Needs Table and the GHG Communication Document. The GHG Data Needs Table will include the list of required data sources and data providers contact information to enable CSG to obtain necessary emission data to streamline the data collection process. CSG will develop the table and include existing information and provide the document to Town staff and EIC to update any new contact information on this document. It is assumed that the contact information in the table would be updated by Town staff and EIC within three weeks of receiving the document to reduce any delays in inventory development.

The GHG Communication Document is a cloud based working document intended to track questions and responses between CSG, Town Staff, and the EIC to reduce the number of meetings needed. The document will be sent to Town staff and the EIC and include CSG’s initial questions and clarification needed based on CSG’s review of the existing GHG inventories. Both documents will be included in SharePoint to allow Town staff and the EIC to allow streamlined sharing of information.

Deliverables:
• GHG Data Needs Table
• GHG Communication Document
Task 2: Data Collection and Complete Draft Community and Municipal GHG Inventories Task 2.1: Using the completed GHG Needs Table, CSG will request and obtain the Community GHG data, Municipal GHG data, and emissions factors related to electricity, natural gas, transportation, waste, and water/wastewater to complete the seven (7) inventories. CSG anticipates that it can gather this data from PG&E and other sources but may need assistance from Town staff and the EIC if there are delays in gathering this data.

Task 2.2: CSG will complete the seven (7) GHG inventories using the Town’s GHG inventory spreadsheets provided to CSG on May 27th. As requested by the Town staff and EIC, the Community GHG inventories will account for GHG emissions associated with electricity and natural gas use, transportation, waste, wastewater treatment, and additional categories such as air travel. The Municipal Inventories will account for GHG emissions associated with Town buildings and facilities, Town fleet vehicles and equipment, employee commute, and other applicable sectors. Similar to work completed in the past for the Town, the updated data in the spreadsheet will be uploaded to the ICLEI Clearpath online portal.

Deliverables: Seven (7) Draft GHG inventories using the Town’s GHG Inventory Spreadsheet:
• 2016, 2017, 2019, 2020 and 2021 Municipal GHG Inventory • 2020 and 2021 Community GHG Inventory
Task 3: Analyze GHG Inventory methodology and develop Summary Table, review the Draft Inventories with ICLEI staff and Town staff and EIC, and complete final GHG Inventory Task 3.1: Town staff, EIC, and CSG staff met on May 27, 2022 and discussed the Town’s GHG

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
5 methodology used to calculate the Town’s GHG inventories and the differences in the Town’s methodology as compared to the Local Governments for Sustainability (ICLEI) Community Protocol for Accounting and Reporting of Greenhouse Gas Emissions (U.S.

Community Protocol) and Local Government Operations Protocol. Per the Town’s direction, CSG will review the Town’s completed inventories and identify differences in the Town’s GHG Inventory methodology as compared to the U.S. Community Protocol methodology per ICLEI Local Governments for Sustainability. CSG will provide a summary of the inventory review and highlight the categories that are included in the U.S. Community Protocol that have been omitted in the Town’s GHG Inventory methodology (i.e., offroad mobile emissions), and highlight additional categories that have been included (i.e., air travel) in the Town’s methodology (but are not included in the U.S. Community Protocol), and note variances of the U.S. Community Protocol and Local Government Operations Protocol compared to the methodology used in the Town’s inventory spreadsheets.

Task 3.2: CSG will meet first with ICLEI staff to review the draft GHG inventories. Comments and recommended changes by ICLEI staff will be documented and provided to Town staff and EIC for their consideration.

After the meeting with ICLEI staff, CSG will then meet with Town staff and EIC to receive feedback on the draft GHG Inventories and incorporate their edits into the final GHG inventories. CSG anticipates that 3 to 4 meetings will be required to complete these tasks.

Additional meetings may be necessary depending on the comments and feedback received from ICLEI, Town Staff and EIC. Once updates have been completed, CSG will submit the final GHG inventories to Town Staff and EIC. CSG will update any data in the ICLEI Clearpath online portal to reflect any changes.

Deliverables:
• Summary Table highlighting categories included in the U.S. Community Protocol that were omitted in the Town’s GHG Inventory methodology (i.e., offroad mobile emissions), and additional categories that have been included (i.e., air travel) in the Town’s methodology but are not required by the U.S. Community Protocol, and note changes between the ICLEI protocol and the direction provided by the EIC. • Final seven (7) GHG Inventories with edits incorporated from ICLEI and Town Staff and EIC:
• 2016, 2017, 2019, 2020 and 2021 Municipal GHG Inventory • 2020 and 2021 Community GHG Inventory
Assumptions:
❖ In order to meet and confer with ICLEI staff as directed by Town staffand EIC, it is assumed that the Town of Los Altos Hills will be an active ICLEI member at the project initiation date. ❖ In order to complete data collection, it is assumed that the Data Needs Tableprovided to Town staffand EIC will be completed ten business days from delivery of the document. ❖ In order to complete the data collection and GHG inventory calculations, it is assumed that the EIC will provide clarification and responses to questions in the GHG Communication Document within 10 business days.

6 Kathleen

CERTIFICATIONS AND

AFFILIATIONS
Joint Venture Silicon Valley
Network, Climate Protection Task
Force
Pacific Energy Center Certification
for Energy Efficiency Auditing
AWARDS
Beacon Award Winner for
Sustainability Platinum
Beacon Award Winner GHG
Reductions for Community &
Municipal

EDUCATION
Political Science/
Natural Resources
University of Michigan
| Ann Arbor, MI
Series 7 Financial Consultant
Certification

VALUABLE SKILLS
Climate Action Plan Development
Zero Waste/Recycling Management
Construction & Demolition
Recycling/CalGreen
CalRecycle Compliance
Energy Efficiency/Water
Conservation
Public Education/Outreach
Environmental Preferable
Purchasing Policies
City Task Force Facilitation
Presentations to Elected Officials
Grant Writing
Gallagher
Sustainability Programs Manager
Ms. Gallagher is a Sustainability Programs Manager for CSG Consultants and has over 28 years of experience in Climate Action Planning, sustainability program development, recycling, and solid waste contract management. She has served as project manager for Solid Waste and Recycling Programs, Climate Action Plan (CAP) development, energy efficiency projects, grant administration, and water conservation projects for several Bay Area jurisdictions. Ms. Gallagher has extensive experience working with City task forces, elected officials, city staff, and the residential and business community.

Currently, Ms. Gallagher serves as the Sustainability Programs Manager for the Town of Colma where she is updating the Climate Action Plan for 2030 GHG reduction targets. She manages development/implementation of the Town’s Climate Action Plan (CAP). Her efforts earned the Town a Platinum Beacon Award from the Institute for Local Government for implementation of best practices for sustainability. Additional projects include serving as the recycling, organics, and solid waste program technical expert for the development of the Town’s Request for Proposal for recycling/solid waste collection. Ms. Gallagher served as the technical expert for development of the new franchise agreement with a special focus on commercial and organics diversion programs. Ms. Gallagher completes CalRecycle compliance reporting to meet AB 939, AB 341, SB 1383 requirements and facilitates CalRecycle staff audits.

Ms. Gallagher also provides Sustainability Program Management services for the Integrated Waste Management Program for San Benito County’s Regional Agency. Projects include managing landfill operating contract compliance and landfill diversion programs, managing compliance with mandates, contract administration for the franchised and non-franchised agreements, household hazardous waste programs, public education/outreach programs, providing technical assistance to the County staff and County committees, and managing grants for the Regional Agency. Ms. Gallagher also completes CalRecycle compliance reporting to meet AB 939, AB 341, SB 1383 and SB 1016 requirement and the CalGreen Construction and Demolition recycling requirements.

OTHER RELEVANT EXPERIENCE
Ms. Gallagher developed Hillsborough’s Climate Action Plan in collaboration with the Sustainable Hillsborough Task Force with elected officials and Town staff. She developed the following new sustainable programs for Hillsborough:
• Solar Community Program design and implementation
• Construction and Demolition Recycling Programs
• Municipal Green Building Policy development and implementation • Residential Energy Efficiency Program
• Energy Efficiency, Green Building and Solar Workshops design and implementation • Climate Protection Grant Proposal completion (awarded full grant funding) She facilitated CAP development with the City of Burlingame’s Green Ribbon Task Force that consisted of City Council members, City commissioners, residents, and business community members. Ms. Gallagher developed the Climate Action Plan’s guiding principles, greenhouse gas reduction programs, estimated costs, timelines, and reduction targets. Ms. Gallagher coordinated CAP development with City staff and community through a Community Climate Action Plan Workshop. Concurrent with CAP development, she developed a green building program, solar community program and energy efficiency workshops for immediate sustainability program implementation.

7 Jonathan

EDUCATION
Bachelor of Arts, Environmental
Studies: Concentration in Urban
Planning
University of California, Santa Barbara
| Santa Barbara, CA

TRAINING
2019 SEEC Greenhouse Gas Inventory
Cohort
2020 ICLEI Greenhouse Gas
Forecasting, Target Setting, and
Planning Cohort
Kwan
Sustainability Programs Analyst
Mr. Kwan serves as a Sustainability Programs Analyst for CSG Consultants, utilizing expertise gained from employment with San Francisco Bay Area jurisdictions to deliver planning, sustainability, and environmental services to CSG’s public agency clients. His experience includes conducting greenhouse gas emissions inventories and forecasts, developing Climate Action Plans (CAPs), General Plan documents and ordinances, processing of current planning applications, preparing and reviewing documents pursuant to CEQA requirements, advance planning and General Plan work, and generating maps with GIS software.

Town of Los Altos Hills, CA
Mr. Kwan analyzed the Town’s previous greenhouse gas inventories and provided recommendations on updates to methodology to conduct additional greenhouse gas inventories. He prepared four Community Wide and Government Operations greenhouse gas inventories (2016-2019) for the Town of Los Altos Hills. The inventory results were presented to the Town’s Environmental Initiatives Committee and Staff through a report prepared by CSG Consultants Inc.

Town of Colma, CA
As a consultant to the Town of Colma, Mr. Kwan executed sustainability projects for the Town.

Projects include: a Climate Action Plan update, the preparation of reach codes to incentivize building electrification in residential and commercial uses and the addition of EV charging infrastructure; conducting a community-wide greenhouse gas inventory; development of a Green Infrastructure Plan to promote a cost-effective, resilient approach to stormwater management; amending the Stormwater Management and Discharge Ordinance and Disposable Food Ware Ordinance; and Tree City USA Certification.

CivicSpark Fellow, Local Government Commission
Mr. Kwan served as a CivicSpark Fellow to provide sustainability programs support to Cupertino, Mountain View, Redwood City, and Sunnyvale. Projects included conducting greenhouse gas inventories, an Environmentally Friendly Purchasing Handbook update, and developing marketing materials for resource conservation programs.

OTHER RELEVANT EXPERIENCE
Mr. Kwan provides current and advance planning services to the Town of Colma and the City of Scotts Valley. He is responsible for processing new development, use permit and design review applications, assuring CEQA compliance, providing counter support to the cities, and developing GIS exhibits.

He has processed advanced planning projects including ordinance amendments and prepared environmental documentation pursuant to the requirements of CEQA, including Initial Studies and Mitigated Negative Declarations. He is currently assisting with the updating of the Town’s General Plan and Climate Action Plan.

CSG PROPOSAL TO THE TOWN OF LOS ALTOS HILLS

GREENHOUSE GAS EMISSION (GHG) INVENTORIES
8 Scope of Work Cost
CSG’s cost for this project are provided in the table below.

Tasks
Sustainability
Programs Analyst
Sustainability
Programs
Manager
CSG Totals
Billing Rate $140 $195 Hours Cost
Task 1: Project Initiation,
Review GHG Inventories to
develop GHG Data Needs
Spreadsheet and GHG
Communications Document
15 4 19 $2,880
Task 2.1: Data Collection 24 1 25 $3,555
Task 2.2: Complete Draft
Community and Municipal GHG
Inventories
28 1 29 $4,115
Task 3.1: Analyze GHG Inventory
methodology and develop
Summary Table,
4 3 7 $1,145
Task 3.2: Review the Draft
Inventories with ICLEI staff and
Town staff and EIC, and complete
final GHG Inventory
20 6 26 $3,970
Contingency (10%) $1,556
Total Hours & Cost 133 $17,232
All hourly rates include overhead costs including, but not limited to, salaries, benefits, Workers Compensation Insurance, travel and office expenses. Should the scope of work change, or circumstances develop which necessitate special handling, CSG will notify the City prior to proceeding. CSG will mail an invoice every month for services rendered during the previous month. On July 1 of each year, CSG will initiate a rate increase based on change in CPI for the applicable region.