Los Altos Hills City Council
June 15, 2023

1 City Council Regular Meeting Agenda
June 15, 2023
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NOTICE TO PUBLIC
Any writings or documents provided to a majority of the City Council regarding any item on the open session portion of this agenda will be made available for public inspection in the City Clerk’s office located at 26379 Fremont Road, Los Altos Hills, California during normal business hours. These materials will also be made available on the City website at www.losaltoshills.ca.gov subject to Staff’s ability to post the documents before the meeting.

Meetings of the City Council are held in-person. As a courtesy, and in compliance with applicable state law, staff and members of the public may participate in the meeting in person at Town Hall or virtually via Zoom Video Conference. Members of the City Council may participate remotely from time to time in accordance with the provisions of Government Code section 54953.

To attend the meeting in person:

City Council Chambers, 26379 Fremont Road, Los Altos Hills, CA 94022 To provide Public Comment in person:

Members of the public wishing to speak are requested to complete a speaker card and submit it to the City Clerk at the meeting.

To participate in the meeting via Zoom Video Conference, please follow the instructions below:

Public comment will also be accepted via email at [email protected] prior to the start of the meeting. Written comments will be posted on the website and distributed to the Council.

If you choose to email your comments, please indicate in the subject line “FOR PUBLIC COMMENT” and indicate the item number.

If you wish to submit a public comment during the meeting, please use the following information.

Before speaking, please identify yourself by name and where you reside. The City Council meeting will be live streamed on the Town’s website and via zoom at the following location:

https://bit.ly/June15CCMeetingLAH
Meeting ID: 856 5634 5069
Passcode: 94022
Phone: 669 900 6833
Town of Los Altos Hills
City Council Regular Meeting Agenda
Thursday, June 15, 2023 at 5:30 p.m.

Council Chambers, 26379 Fremont Road
Los Altos Hills, California

2 City Council Regular Meeting Agenda
June 15, 2023
Public testimony will be taken at the direction of the mayor and members of the public may only comment during times allotted for public comments. This meeting will be broadcast via livestream service at http://www.losaltoshills.ca.gov.

CALL TO ORDER (5:30 PM)
A. Roll Call

1. ADJOURN TO CLOSED SESSION TO DISCUSS THE FOLLOWING:

A. CONFERENCE WITH LABOR NEGOTIATORS
(Pursuant to Government Code Section 54957.6)
Agency Designated Representative: Peter Pirnejad
Unrepresented employee: City Attorney

2. ADJOURN CLOSED SESSION

3. REPORT OUT OF CLOSED SESSION
CALL TO ORDER (6:00 P.M.) – OPEN SESSION
A. Roll Call
B. Pledge of Allegiance

1. AGENDA REVIEW

2. PRESENTATIONS AND APPOINTMENTS
A. Appointment to the Los Altos Hills Environmental Design and Protection Committee B. Midpeninsula Regional Open Space District Presentation C. Presentation on Proposed Magical Bridge Playground at Foothill College Project

3. PRESENTATIONS FROM THE FLOOR
Persons wishing to address the Council on any subject not on the agenda may do so now. Please complete a speaker Card located on the back table of the Council Chambers and submit it to the City Clerk. Comments are limited to two (2) minutes per speaker. California law prohibits the Council from acting on items that do not appear on the agenda. Under a Resolution previously adopted by the Council, such items can be referred to staff for appropriate action, which may include placement on the next available agenda.

4. CONSENT CALENDAR
A. Approval of Special City Council Meeting Minutes – May 17, 2023 B. Approval of Special Joint City Council/Finance and Investment Committee Meeting Minutes – May 25, 2023

3 City Council Regular Meeting Agenda
June 15, 2023
C. Approval of Special City Council Meeting Minutes – May 25, 2023 D. Approval of Special City Council Meeting Minutes – May 31, 2023 E. Review of Disbursements: May 1-31, 2023 $716,737.50
F. Approval of Treasurer’s Report for the Month Ended May 31, 2023 (Staff: S. Revillar) G. Approval of Change in Regular Meeting Date and Time for the Los Altos Hills Parks and Recreation Committee (Staff: D. Padovan)
H. Resolution Approving an Amendment to the Reserve Policy (Staff: S. Revillar) I. Request from the History Committee Seeking Permission to Hold September 10, 2023, History Walk featuring Historical Sites along Moody Road and the Fall Presentation “An Old Timers Gathering” on September 24, 2023
J. Conclude the Manure Pilot program at Purissima Park (Staff: S. Robustelli) K. Resolution Rejecting All Bids Received for the 2023 Pavement Rehabilitation and Drainage Improvement Project; Approving Revised Project Plans and Specifications for Staff to Advertise for Formal Bid (Re-Bid); and Authorizing the City Manager to Award a Construction Contract Not to Exceed $1,390,000 to the Lowest Responsible Bidder, Including Contingency Fund for Potential Change Orders (Staff: W. Kim) L. Resolution Approving the Plans and Specifications for Briones Way, Concepcion Road, and La Paloma Road Pathways for Staff to Advertise for Formal Bid; and Authorizing the City Manager to Award a Construction Contract Not to Exceed $500,000 to the Lowest Responsible Bidder, Including Contingency Fund for Potential Change Orders (Staff: W.

Kim)
M. Resolution Authorizing the City Manager to Renew and Extend the Existing Terms of the Los Altos/Los Altos Hills Little League Agreement for an Additional Three Years (Staff:

S. Robustelli)
N. Resolution Approving Amendment No. 11 to the Agreement for City Attorney and Other Legal Services Between Meyers Nave and the Town of Los Altos Hills (Staff: P. Pirnejad)

5. ONGOING BUSINESS
A. Resolution Authorizing Award of the Information Technology Managed Services and Authorize the City Manager to Enter into a Two-Year Agreement with Eaton & Associates for Fiscal Years 20223-2025 with an Amount not to exceed $305,400 with an Option to Extend Two Additional Years. (Staff: S. Revillar)

4 City Council Regular Meeting Agenda
June 15, 2023

6. NEW BUSINESS
A. Resolution Approving and Adopting the Town of Los Altos Hills Travel Policy (Staff: S.

Revillar)
B. Resolution Approving and Authorizing a Financial Policy (Staff: S. Revillar) C. Resolution Authorizing the Town of Los Altos Hills to Participate in the Employment Risk Management Authority (ERMA) – Employee Practices Liability (EPL) (Staff: S. Revillar)

7. PUBLIC HEARINGS
 City Council Ex Parte Contacts Policy Disclosure
A. Resolution Requesting the Santa Clara County Tax Collector to Collect Delinquent Sewer Charges and FY2023-24 Sewer Service Charges for Both the Palo Alto and Los Altos Sewer Basins (Staff: W. Kim)
B. Resolution Adopting the Proposed FY 2023-24 Operating Budget and FY 2024-28 FiveYear Capital Improvement Plan Budget and Gann Limit for the Town of Los Altos Hills and Resolution Approving the FY 2023-24 Salary Schedule (Staff: S. Revillar)

8. STAFF REPORTS
A. City Attorney
B. City Clerk
C. Planning/Building Director
D. Administrative Services Director
E. Public Works Director
F. City Manager

9. REPORTS FROM COUNCIL LIAISONS ON STANDING COMMITTEES, AD HOC

COMMITTEES, AND COUNCIL MEMBERS ON OUTSIDE AGENCIES
A. Report by the Undergrounding Subcommittee (Councilmember Tyson) B. Report from the Council Ad Hoc Committee Focusing on Broadband (Councilmembers Mok and Tankha)
C. Report from the Council Ad Hoc Committee on Residential Burglaries (Councilmembers Tankha and Tyson)
D. Report and Possible Action from the City Council Ad Hoc Committee to Review the Changes to the Standing Committee Resolution (Councilmembers Schmidt and Tyson) E. Status Reports from All Councilmembers on Committee Liaison Assignments and Outside Agencies Activities

5 City Council Regular Meeting Agenda
June 15, 2023

10. COUNCIL INITIATED
A. Request to Update the Council Ad Hoc Committee on Lifetime Volunteer Awards (Mayor Swan)
B. Request to Include Horses at the Fourth of July Parade (Mayor Swan) C. Request to Consider Co-Sponsoring the Los Altos Rotary Fine Art in the Park Event by Providing a $1,000 Grant (Mayor Swan)

11. ADJOURN
Pursuant to Ordinance No. 506, the Council Meeting shall adjourn no later than 10:00 p.m., unless otherwise approved by a majority of the Councilmembers present.

The meeting will be Adjourned in Memory of Community Volunteer David Struthers

ASSISTANCE FOR PERSONS WITH DISABILITIES
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the meeting, please contact the City Clerk at 650-941-7222. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

Copies of all agenda reports and supporting data are available for inspection at Town Hall, 26379 Fremont Road 72 hours in advance of the meeting.

A complete agenda can be found on the Town’s webpage: http://www.losaltoshills.ca.gov. A complete packet of information is available for inspection during the meeting at the table to the back of the Council Chambers and online. Council may take action on any agendized matter in any manner deemed appropriate by Council.










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District Introduction and
Update
Margaret MacNiven, Board Member, Ward 6
Zoe Kersteen-Tucker, Board Member, Ward 7
North Ridge Trail, Purisima Creek Redwoods (Eric Gouldsberry) June 13, 2023
AGENDA ITEM #2.B

Midpen’s Lands

Midpen’s Mission(s)
Midpen’s mission: to acquire and preserve a regional greenbelt of open space land in perpetuity, protect and restore the natural environment, and provide opportunities for ecologically sensitive public enjoyment and education.

On the Coast, Midpen has an expanded mission to acquire and preserve agricultural land of regional significance, preserve rural character and encourage viable agricultural uses of land resources.

• Public agency, created in 1972 by a grassroots voter initiative • 763,000 constituents (2020)
• Elected board: seven directors
• Funded primarily through property tax
• 26 Preserves in Santa Clara, San Mateo and Santa Cruz counties • Preserved almost 70,000 acres, 250+ miles of trails
• Preserves are free and open to the public
• Main office in Los Altos + field offices
• 180 employees, ~1000 volunteers
• $300 million voter-approved general obligation bond passed in 2014 to support public priorities
Some Midpen Facts

El Corte de Madera Creek
Open Space Preserve
Photo: Karl Gohl Page 12 of 568
La Honda Creek Open Space Preserve
Photo: Marcia Photo: Randy Weber Hakanson Page 13 of 568 Russian Ridge Open Space Preserve
Photo: Chris Toomey Page 14 of 568
Thornewood Open Space Preserve
Photo: Marcia Hakanson Page 15 of 568
Project Updates

Wildland Fire Resiliency Program
Implementation
CZU Lightning Complex Fire, 2020
Photo: Brad Pennington

Wildland Fire Resiliency Program

Bay-to-the-Sea Trail

Purisima-to-the-Sea Trail
• Project Description
New parking area and trails connecting the Coastal Trail on Highway 1 to the Bay Area Ridge Trail on Highway 35.
• Status
– In May 2023, Midpen Board of Directors approved the
conceptual regional trail alignment.
– Midpen staff will conduct an environmental review of the alignment and parking design before returning to the Board for final project approval
Purisima Creek Redwoods (Frances Freyberg) Page 20 of 568 Purisima-to-the-Sea Trail

Mountain Lion – Human Interaction Study
• Project Description
Track mountain lion use of Santa Cruz
Mountain Preserves to inform wildlife
management and public use decisions that
are protective of wildlife and reduce
potential conflicts.
• Status
― Collared 23 mountain lions over the
past 3 years
― The Puma Project is utilizing spacial
data from the collars to analyze
factors influencing human/mountain
lion interactions
― Behavioral modification used
techniques on 5 lions to determine if
they can be encouraged to avoid
high use trails when humans are
present.

Questions?
www.openspace.org
[email protected]
Sign up for eNews at:
www.openspace.org/enewsletter

Magical Bridge Playground
at Foothill College

PROJECT PROPOSAL
AGENDA ITEM #2.C

“And nearly every day, a bubbly third
grader named Chloe spent her recess
sitting and talking or playing hide and
seek with her buddy Eliza, an outgoing
4-year-old who would have rather been
on the playground, but she couldn’t get
her wheelchair over the wood chips.”
— Excerpt from the Loyola Elementary School
in Los Altos, CA student presentation for an
all-inclusive playground.

THE MISSION OF MAGICAL BRIDGE
We believe that everyone, regardless of ability or disability, deserves a safe and fun place to play and connect. Through our innovative design and programs, we promote kindness and multi-generational play that builds more inclusive communities.

BRINGING MAGIC TO FOOTHILL COLLEGE
Magical Bridge Playground is the nation’s most innovative and inclusive playground for visitors of all ages and all abilities. This proposal is to bring a Magical Bridge Playground to our campus through a partnership between Foothill College and Magical Bridge Foundation. It is an opportunity for Foothill to provide an all-inclusive setting for the entire community it serves, including students and members of neighboring communities at large.

Y A SPACE FOR ALL Students and community members living with disabilities, whether physical, emotional, or cognitive, may enjoy the many features the playground has to offer. Our veterans returning to civilian life, and others suffering from PTSD and other traumatic events, can enjoy the playground as adults.

Magical Bridge Playground at Foothill College will be easily accessible to all, in every sense of the word.

LEARNING LAB AND EDUCATIONAL OPPORTUNITIES
Magical Bridge Playground will provide Foothill College with an outdoor laboratory space for many of its educational programs.

Students studying child development and education will have the opportunity to work with special needs children, providing a hands-on experience that will deepen their understanding of children of all ages and abilities. Horticulture students will have the unique opportunity to help design and install the playground alongside one of Magical Bridge’s lead designers who is a graduate of Foothill’s horticulture program. Students in Kinesiology and health and wellness can utilize the playground for fitness and mobility classes. In addition, Magical Bridge Playground will provide ample opportunity for active and creative play to help alleviate daily stress and encourage students and faculty alike to connect with nature and their bodies.

ENHANCED HEALTH AND WELLBEING
Magical Bridge Playgrounds amplify the health and wellbeing of the entire community. With seamless transitions throughout the playground, Magical Bridge’s innovative and environmentally-conscious design integrates accessible equipment, natural elements, community gathering spaces, and recreational amenities unique to the area.

Y THE HEART OF THE COMMUNITY
At its core, Magical Bridge understands the value and health benefits of play — for all ages and abilities — and recognizes that playgrounds are vital for communities to gather and connect. Designed to bring people together, Magical Bridge Playgrounds improve and diversify open spaces to encourage group and individual discovery, adventure, fitness, reflection, and learning.

Y MEETING COMMUNITY NEEDS The Magical Bridge Foundation and Foothill College partnership will facilitate public input meetings, surveys, and research, as well as project and administrative meetings to maximize the success of the project. With over 25,000 visitors a month to the flagship playground in Palo Alto, California and the subsequent openings of public playgrounds in Redwood City, Sunnyvale, Morgan Hill, Addison School, and CuriOdyssey Museum, Magical Bridge Foundation understands the importance of capturing the spirit and unique needs of the surrounding community — and we look forward to bringing the joy and benefits of play to the Foothill College campus.

CAMPUS LOCATION
Foothill proposes to locate the playground in what is now Student Lot 1H which is a largely an under-utilized lot but easily accessible to the public and near restrooms.

KINDNESS AND COMMUNITY ENGAGEMENT
Magical Bridge has developed a successful volunteer program for each of its playgrounds. These “Kindness Ambassadors” include everyone from local youth to older adults who work with participants of varying disabilities. They often host craft tables and educational activities as well as put together concerts and events to encourage connections and kindness on the playground.

Foothill students will have the opportunity to organize and lead these community efforts.

Y LIFE LESSONS When given the chance to truly explore the importance of inclusion, the opportunities for new discovery and understanding are profound. In 2018, the 3rd-grade class from Loyola Elementary School in Los Altos was studying empathy and realized that a classmate in a wheelchair could not enjoy the same types of play as the rest of the class. The students concluded that they needed an all-inclusive playground and made a presentation to the Los Altos City Council.

With extensive financial support from the community, Foothill College has the opportunity to make the vision of these third graders a reality. Help bring Magical Bridge Playground to Foothill College. For more information, please email Bernadine Fong at [email protected]. For more information on Magical Bridge Playgrounds, please visit magicalbridge.org.

Where Everyone Plays Together
Award-Winning and Internationally-Recognized Playgrounds Magical Bridge Foundation is dedicated to designing and building the world’s most inspiring, innovative, and inclusive playgrounds.

Y EXPERTS IN INCLUSION
Outdoor play is the foundation for physical development and for social-emotional lessons such as cooperation, sharing, problem solving, and kindness. Magical Bridge Playgrounds consider the needs of all ages and abilities — including our youth, our aging population, the medically-fragile, and those living with a visible or invisible disability such as physical, cognitive, auditory, or visual impairments. Magical Bridge Foundation draws from over a decade of research and collaboration with inclusion visionaries, community leaders, special needs educators, landscape architects, developers, artists, innovators, and families living with disabilities.

WHAT MAKES A MAGICAL

BRIDGE PLAYGROUND SO
MAGICAL?

ACCESSIBLE
• Distinct Play Zones with
equipment for all sizes and
abilities
• Smooth and seamless
pathways and soft-fall ground
surfaces with no loose tanbark
or sand that may obstruct
those using breathing tubes

INCLUSIVE
• Kindness Corner for reflection
• Signage and wayfinding for
the sensory impaired
• Hideaway Huts for quiet
retreat
• Ample gathering areas

INSPIRING
• Accessible two-story
playhouse, stage, and slide
mound
• Local art and murals
• Innovative musical features
• Unique and special play
experiences
• Environmental and sustainable
design techniques

COMMUNITY BENEFITS
Connected and varied outdoor spaces
designed with everyone in mind enable:
• Activities for all ages and abilities
• Community connections and gathering
• Cooperative group play
• Fitness and improved health
• Multi-generational interactions
• Community awareness
• Deeper connection with nature
• Artistic expression and performance
• Healthier and happier people

FEATURED DESIGN ELEMENTS
• Carefully-selected playground equipment
• Gathering and picnic areas
• Water features
• Ample shaded areas
• Outdoor fitness equipment
• Performing arts space
• Nature and habitat gardens
• Accessible parking
• Signage for the sensory impaired
• Native, functional landscape design
• Interconnectivity between areas
HELP BRING MAGICAL BRIDGE PLAYGROUND TO FOOTHILL COLLEGE.

For more information, please email Bernadine Fong at
[email protected]. For more information on Magical Bridge Playgrounds, please visit magicalbridge.org.

From:

To: City Council; Peter Pirnejad
Subject: Petition to City Council re: Private Patrols
Date: Saturday, June 10, 2023 10:08:30 AM
Respected City Council Members and City Manager,
I am writing to express my concern that funding for private patrols was not extended through the upcoming financial year.

The current funding of $150K is expected to run out sometime in August or shortly thereafter.

As you know, Los Altos Hills is woefully understaffed by law enforcement. And burglary rates continue to be a major concern.

Private patrols provide a visible deterrent and appear to have already had an impact in reducing burglary rates.

A petition was started to capture resident concerns around this.

The petition currently has received support from over 200 households on behalf of over 700 residents.

The text of the petition reads:

We, the undersigned, are residents of Los Altos Hills and strongly support the use of private patrols as a way to deter crime in Los Altos Hills.

Please extend the deployment of private patrols at least at current staffing levels through the 2023-2024 fiscal year.

A current snapshot of resident responses is provided below for your convenience.

Ongoing responses from residents can be seen here as more continue to come in.

Unfortunately, this item did not make it to the agenda for the June Council meeting.

Please do add it to the agenda for the August Council meeting (or earlier if possible).

And kindly approve full funding for private patrols for the 2023-2024 fiscal year to help deter burglaries and crime in our town.

Thank you for your service.

Respectfully,
Rajiv Bhateja
LAH Resident? Name Street
No. of residents in your
home who support private
patrols. TOTAL: 702 Comments
Yes Roberta Riga Liddicoat 2
Yes Dorit Perry Magdalena 4
This is a cost effective way to increase presence in the hills. Police patrols are far more expensive and we are not guaranteed of staffing these positions. Private patrols are one measure we can take and control.

Yes Aarti Johri Camino Medio Lane 4
It’s a deterrent. We are understaffed and this is the only means we have , unfortunately .,if we had three times the support from the county we would not need this .

Yes Erika Ameri Summerhill Ave., 2
I fully support this and feel it is the most important thing our council can do....I would say make cuts elsewhere, but not on safety and crime prevention. We want to live in safety!
Yes Anula Jayasuriya Torello Lane 2
I am very concerned about rising statistics and am very much in favor of enhanced security measures including a patrol
Yes Arvola Chan La Cresta Drive 2
Yes Sean McGraw Natoma Rd 5
Yes Mirbach Eucalyptus Lane 2 Los Altos Hills
Yes Maryam Dickey Olive Tree Ln 2
Yes Karen Patou Esperanza Drive 5 This is important!
Yes Maria Meneses Saint Francis Road 4 Agree the purpose is deterence not crime solving Yes Yeeping Zhong Altadena Dr. 3
Yes John Kang Country way 5
Yes Krishna Prabhakar Berry Hill Ln 5 I support having private patrols Yes Lynn Miller Julietta Lane 4
If this is cancelled, it will send a clear message that the Council does not care about the high rate of burglaries in LAH. That type of thing makes voters mad come election time.

Yes Charles Knowles Bassett Lane 4
Yes Patricia Wong Esperanza Dr. 2
Yes Roger Melen Vista Del Valle Ct 3 I think this is a high priority problem we need to address in Los Altos Hills Yes Gary Patou Esperanza Drive 5 I strongly support continuing the private security in LAH Yes Madvi Raya Matadero Creek 4
Yes Jasmeen Pombra Duval Way 4
Yes Sheng Liang
Via Cerro Gordo, Los Altos
Hills, CA 3 Improving security should be the top priority for the City Council.

Yes Varun Badhwar Deer Creek Ln 6
Yes Jennifer Basiji
fawn creek court, Los Altos
hills 2
We have been burglarized. >Four of our neighbors have been burglarized, one of them more than once. We have six cameras and an alarm, but these items are not enough. We need more visible patrols in out town.

Yes Marjorie Green W Loyola Dr 2 Please keep the patrols going Yes Kim tran La Barranca Rd 5 We need more security!!!
Yes Nina Locker Via Arline Road 2
Yes Jim Basiji
Fawn Creek Court, Los
Altos Hills, 2
During the past 3 month, there halve been 4 burglaries within 500 feet radius of our house. This is far too many for anyone to feel safe. If you go farther back you can count more. The Lower Page Mill Road where our house is located has become a hotbed of burglaries. This is clearly not something any resident should be subjected to.

Yes Bryan Polster Willow Pond Lane 2
I am very concerned about the amount of burglaries in our area. More than any of the communities where our friends live. we have been broken into once before in the past 2 years and I now assume it will happen again any time we leave for a period of time. that is a very sad statement about what once was a desirable place to live.

Yes Eleanor Caughlan West Loyola Drive 2
If this in fact is reducing the number of break-ins then by all means, continue. If the Council is still waffling, then take it a year at a time by approving this year and reevaluate again next year. This is not the time to be penny foolish.

Yes Shyamoli Banerjee E Sunset Dr 2
We absolutely need to feel safe in our homes and community without having to worry about being broken into our home.

Yes Lin Jing Esperanza Dr 3 Safety is our number one concern. Thank you! My house had been burglarized in April this year. My security alarm did not prevent the burglars from breaking down the glass door and entered the house. By the time Supplemental No. 1
AGENDA ITEM #3
Distributed 6/12/23

Yes Tun TaN Page Mill Road 2 police arrived, they were long gone.Visible private security is a deterrent to burglars.

Yes Scott Rezendes Liddicoat Drive 2
Yes Lohith Cholleti Moody ct 4
Yes Sharon Haley La Rena Lane 2 Appreciate the help with the committee differing crime in our neighborhood Yes Ronda Breier Esperanza Drive 2
Yes ronald haley la rena ln 4
Yes Vatsal Sonecha Sunrise Farm Rd 5 Please continue private patrol Yes James liu La Cresta drive 5 Increase presence of security personnel deters crime Yes Jennifer Hughes Stanford Ct 2
Definitely think we can cut some costs elsewhere to continue this lower cost crime deterrence strategy.

Yes jun liang la cresta drive 1
In the absence of a drastic increase in police budget to counter such drastic increase in burglaries, private security patrol is urgently needed to deter criminals and provide a sense of security to our town's residents.

Yes Aviva Snow W. Loyola Dr 2
Yes Mike Panepucci La Barranca Rd 5
Yes Pearl Chan Via corita way 4 For the safety of my family Yes Ava Chan Summerhill Ave 4 Please continue this private security patrol.

Yes Asha verma Elena road 2 Supoort
Yes Melissa Horton Dawnridge 5
Yes Ana Eschenbach Adobe Lane 2 los altos hills
Yes Denise Del Carlo La Barranca 2
My husband and I feel very strongly about adding extra security. The town does not have the proper coverage fir the amount of homes snd now that you have passed these 330 some odd residents to be built it’s going to be more of a security issue.

Yes Monal Sonecha Sunrise Farm Road 5 Safety first this is important Yes Wan Chan Black Mountain Road 3
These statistics clearly show that LAH had a serious burglary problem until we started deploying Genesis Security to patrol our town. Its cost is far out weighted by the financial and psychological costs of being burglarized.

Yes Nils Angquist Deer Springs Way 5
Public safety is your most important job. Keeping Genesis going is the highest priority for our family.

No Babak Adibi Knoll Dr 2
Yes Paula Cue Ascension Dr. 3 Los Altos Hills
Yes Dale Nesbitt Adonna Ct. 2
You first duty is to protect residents. FIRST DUTY. Period. Keep the private patrols out there, and in fact increase them. Cut other things, like anything to do with power, water, gas, energy, climate, and things where the city is totally redundant and therefore unnecessary.

Yes Jack Wong Aric Lane 4
Our law enforcement budget is much less than other comparable cities. But our taxes are not lower!
Yes Kat Claassen Carado Ct 2
Yes Josh Salcman Carillo Ln 5
This is clear-cut in our opinion. This should be among the top priorities in LAH right now. We’d rather you found other ways to save money in the budget.

Yes Julie Arnheim Miranda Road 5
Always better to be proactive than reactive. We love our Town and want everyone to feel safe.

Yes Zubin Irani Miranda Road 4
Safety is the number one issue for my family and will be the number one issue during elections.

Yes Jennifer Makower Miranda Road 3
Yes Annie Ju Green Hills Ct 3
Yes Anne Kiremidjian Berry Hill Court 2
Yes Subina Desai Dezahara Way 4
Please do not stop the private patrol cars!! I feel unsafe in this town and this will make it work se if you remove the private patrol
Yes Jennifer Wong Blandor Way 5
Please approve the continuation of private patrol in LAH. We desperately need it.

With the sharp increase in burglary rates, we truly never feel safe in our homes. And we are now more concerned than ever because we have three young kids at home.

Thank you.

Yes Joanna Strober Miranda way 5
Yes Ramchand Nagpal Matadero Creek Lane 2
Yes Jessica Yansouni Mir Mirou Dr 5
Yes Brian Croll Miranda Road 2
Yes Michelle Yu East Sunset Drive 5
We should not accept lower standards for our safety and security especially when compared to the budget by neighboring cities.

Yes Eduardo Arias Albertsworth Ln. 4 The Genesis private patrol are a God send for us.

Yes Sandy Mingia Dawnridge 2
Yes Cristal Mora Dr 2 Los Altos Hills
Yes Sangeeta Mehrotra Natoma Road 2 Los Altos Hills
Yes Brian Park Miranda Rd 4
Private security patrols are a cost effective way to keep our neighborhood safe which is good for the community.

Yes Malika Junaid Taaffe Road 4
Yes Zhiyi Yu Altamont Rd 5
Yes Elizabeth Lee Winton Way 5
We are grateful for the Genesis security since we were burglarized along with 16 other families in our immediate area. Thank you.

No
Yes Wendy Zheng La Lanne Ct. 3 Lower crime rate please!! Yes Catriona Cairns Winton Way 6 We have 4 small children and really appreciate the added safety Yes Jenna Ellis Palomino Place 6
Yes Karen Chi Camino Hermoso Dr 2
Please approve to extend private patrol. It provides an additional set of eyes when we are away even for a few hours.

Yes Vishwanath Karra Via Cerro Gordo 3
Our homes in LAH are very vulnerable to burglars. These security patrols are a lowcost and efficient deterrent. Please do not cancel them.

Yes Elizabeth Guillaumin Perrell Silent Hills Lane 1
Yes joanne scott elena road 1
Yes Michele Kirsch
La Paloma Road, Los Altos
HIlls 3
It’s imperative that residents feel safe in their home and community. It’s is my highest priority. Please support any and all measures to ensure safety to our residents and to deter burglary with added security presence.

Yes William Hadaya Eastbrook Ave 5
We very strongly feel that private security patrol is a huge deterrent for burglars.

While the number of leads to sheriff dept. may not be as high, the stats shows significant reduction in burglaries which we feel is indicative of the patrols working.

We strongly urge the Council to continue with the private patrols and are willing to

Yes Nidhi Singh Magdalena Rd. 4 take in additional cost associated with it as needed. Thank you.

Yes Helen Lin-Murphy Robleda 4
Until burglaries go back down, we need to increase the visibility of patrol cars as much as possible, especially around sunset and just after.

Yes Julia Simmons Esperanza Drive 1 I feel this is necessary for the safety of our community.

Yes Gilbert Davoud Briones Way 2
Yes Kira Hartz Hillpark Lane 2
Since we brought on Genesis Security patrols, burglary rates have fallen. The cost of a Genesis patrolman is less than half the cost of a Sheriff's deputy. So it's a costefficient way of increasing visible law enforcement presence.

Yes Ken Martin
Ciceroni Ln, Los Altos Hills,
CA 5
Feel strongly that the genesis patrols have lead to a meaningful reduction in breakins which is important to us.

Yes Brad Dinsmore Orchard Hill Lane 5
Yes Pirooz Parvarandeh
Hillpark Lane, Los Altos
Hills, Ca., 2
Security is of utmost importance to us. My wife and I live by ourselves in this home and we are vulnerable if a burglary does happen
Yes Maki Kaplinsky Carado court 5
Yes Shelley OSuch Robleda Ct. 2
As I review weekly the sheriff reports I've noticed a reduction and/or change of burglaries, and really want to keep the patrol as added security.

Yes Matt Murphy Ciceroni Lane 2
we have an extremely low police/safety budget for our community. Safety is of the utmost importance to the value and confidence in our community. the number of robberies in our community is unacceptable. the majority of residents would gladly tradeoff another trail or nice to have projects vs something critical like this. our tax base continues to swell with new homes. we should use that tax base to have a world class community including safety. private patrols are key to that given we don't have our own police force.

Yes fiona sander hilltop 2 please continue funding
Yes Linda Greenberg Robleda Ct 1 We need to keep the private patrols in the Hills.

Yes Geraldine Macomber Vinedo Lane 2
Yes Lawrence William Hillpark Lane 2 Please continue the additional private patrols.

Yes Sarah Luna Blandor Way 1
Yes CHAU NGUYEN
Rebecca Ln, Los Altos
Hills, CA , USA 4
Yes fred smith magdalena road 2
3 months is not enough to evaluate petroling. We should continue contract until Aug, at least to evaluate.

Yes Lily Yang Dawson Dr. 3
Security for Los Altos HIlls residents is priority number 1. Above all other spending except for fire.

Yes James Shively Magdalena Road 2 We need all the help we can get.

Yes Wesley Wu Cumbra Vista Court 4
Yes Craig Hansen Hillpark Lane 3 Need to keep our families and neighborhood safe! Yes Jill Jensen Purissima Rd 1 I approve continuing the private patrols in LAH! Yes Monisha Singh Dawson drive 4
Yes Nancy Yang Dawson Dr. 2 Los Altos Hills
Yes Jane Li la loma drive 2 Law enforcement budget way too low and Burglaries number way too high Yes Thom Reinstein Dezahara 2 Please protect public safety! Yes Chris Monahan Moody Springs Ct 2 too many burglaries Yes Hayley Ditzler Dezahara Way 2 Private security is very important for our town.

Yes Barbara Bogomilsky Jessica Lane 2
Yes Keith Walker Canario Way 2 Clearly marked circulating patrols needed, not parked patrol cars Yes Susan Bourgan Estacada Way 4
Please continue the private patrols. We know several households that have been broken into and will safer with the patrols in our rural town.

Yes Weingart Fernhill 2
Yes Anne DeGheest Foothill Lane 2
Yes Boxia schmidt Moody rd 4
Yes Brady Evans Dawson Drive 3
Yes Yibin Tang
Fremont Rd., Los Altos
Hills 3
Hiring the private security company proved to be effective for the security of our town. Please continue the contract with them.

Yes Linda Li
Robleda road, Los Altos
hills ca 4 Please keep our town safe
Yes Sunil Bopardikar Mandoli Drive 4
We have had several burglaries on our street and these private security patrols are an important deterrence
Yes Di Zhu Wildcrest Dr 4
Yes Margaret Kwan
Dawson Drive, Los Altos
Hills 1
Yes Jingjing Liu Alicante Lane 4
Yes Stacey Newman Mandoli Drive 2
Appreciate Genesis’s presence on our street. Makes me feel more secure (I’ve had my house broken into twice in the last three years)
Yes Sherry Zhang
Old Ranch Ln, Los Altos
Hills, CA 4 We strongly support to hire private patrols for our town! Yes Weiwen Li La Paloma Rd 3
Yes Lin Zhang Tracy Ct 4 I support private patrols
Yes Joy silver Summerhill 4
Yes Tian Zhang wildcrest Dr. 4
Yes Patrizia Allegra Taaffe Rd. Los Altos Hills 4
We need safety!! LAH used to be a very safe place and it's no longer the case (we had a burglary a couple of years ago), especially with the recent intention to build low-income houses here. Many residents, including ourselves, had been here for along time (40+ years) for us) but the City Council is recently not adequately representing our interests and the reasons why we want to live here.

Yes Christine Hemrick Country Way 1
This should be Council's highest priority. I am baffled that they are even considering canceling existing patrols.

Yes Ying Liu Vinedo 4 Neighborhood safety should be the highest priority for our town.

Yes Xiao He(Judy He) Old ranch lane 3
Safety is one of the most important things in our society. It deserves to spend the money.

Yes Geoffrey Egan Fremont Pines Ln 1 Los Altos Hills
Yes Sandhya Patel dawson Drive 3
Very concerned with current situation with safety in LAH area. Kindly request to extend and deploy additional patrols for long term until situation gets better and no safety concerns.

Yes Donald Druyanoff Berry Hill Lane 2
We have had our home broken into and robbed twice. This is definitely a worthwhile investment to reduce crime.

Yes Barry Newman Mandoli 2 The clear reduction in break-ins merits continuation of the Genesis program

Yes Dana Stalder Ciceroni Lane 5
Thank you for your support. I feel strongly that we need to figure out a long term solve for policing and public safety in our town. Until that is done, we should not be afraid to test private security as a potential short term solution.

Yes Fong Shen Christopher Ln 4
Yes Kevin Hwang Mandoli drive 6
We were burglarized already, so please continue private patrols to help keep our neighborhoods safer!
Yes Michael Lin Christophers Lane 4 Our whole family support the private patrol unless the town can staff up the sheriff Yes Wendy Yang Summerhill Ave 2
There were so many home burglaries on Summerhill Ave. We feel so unsafe living in this neighborhood.

Yes sabrina dong mandoli dr. 6
Yes Guiling Sui Vinedo ln 2
Yes Carmen Colet Jessica Lane 6
WE need protection, our street is Off Dawson, therefore closest to Magdalena Exit and 280.

Yes Yinqing Zhao Christopher Ln 4
Yes Kristin Russel Estacada 5
The city needs to cover security and safety. This is critical for our ongoing wellbeing and the safety of our citizens.

Yes Emelina Fa & Hon Lee Christopher Lane 7
We are long-time residents of Los Altos Hills and ask for your support to help keep our neighborhoods safe
Yes Peter Berman Christopher Lane 1 Please keep LAH safe! Yes Barry Smith Estacada 2 I don’t know the details, but sounds like worth considering.

Yes Isabella Sun Concepcion Rd 3
Yes Elaine Hanley Robleda Court 2
Yes Larry Del Carlo La Barranca Road 2
Yes Mingzhe Zhuang Liddicoat Cir 6 Really critical to our safety.

Yes Jing Mu Robleda 4
Yes Anna Lee Christophers Lane 1 Please secure our town Yes Cheryl Mathews Hilltop Dr. Los Altos Hills 4 We were robbed in November. Thank you for making this a priority! Yes Xiaqqin Lu Manuella Road 4 More safe for our community Yes Dongmu Liang La Cresta 4 Safety is our #1 priority
Yes sophia mah alejandro dr 2
Yes Danielle Xu corte madera 4
Yes Cathy Wang Newbridge Dr. 3
Yes Kimberly Lee Ursula Lane 4
Public security is a high priority. Thank you for taking action to keep our homes and our town safe
Yes Manlio Allegra Taaffe Road 2 Safety is the single most important requirement for our community Yes Elena Rose Ursula Lane 4
Yes Scott Tse Christopher Lane 4
Safety of residents should be the number 1 concern of city government. If private security helps to maintain safety of residents, it would be irresponsible to cut that out of the budget without putting another measure in place to ensure an adequate measure of safety for your residents.

Yes Robert meneely Duval way and Josefa lane 2 Visible deterrence works!!!! Yes Abdelhalim Corte Madera Ln 5 Los Altos Hills
Yes Chi Wong Esperanza Dr 4 Please continue private security patrols for LAH beyond Aug this year.

Yes Anna Itoi Melody Lane 4
Yes Michael Brin Black Mountain Road 2 It's a very good investment.

Yes Mita Mahadevan Melody lane 2
Yes Fangyu Ding Roble Alto Ct 2
Yes Deborah Newhouse La Cresta 2 We worry about the lack of security presence.

Yes Rebecca Conner Elena Rd. 2
Yes Allyson Campa Elena Rd 3
Yes Beatrice Ruhland Corbetta Lane 4
Yes Rajiv Patel Purissima Road 4 Please continue Genesis Security Patrols Yes Al Campa Elena Road 3
I have seen these security cars patrolling the neighborhood and strongly support their continued presence.

Yes Namita Khurana hillpark lane 4
Yes Haiqian Cheng Hummingbird Ct. 5
Yes Leo liu moody rd 6
Yes Xue Wang Newbridge Dr 2
Yes Clara Jiang Moody Road 6
Yes Laura Mozer Elise Ct 1 Please help keep our town safe! Yes Xin Jiang Elena Rd 5
Yes Nathalie Rajwar Ortega Drive 2
Yes James Crowther Magdalena Road 2 Of course we need this security company with the few police folks we have.

Yes Shichang Miao Old Ranch Ln 3
Yes Jay Belur St Francis Rd 4
Our house was burglarized in Oct-2022. The burglars took away a fire safe that had a lot of our ancestral jewelry and important papers. The burglars were in and out before law enforcement arrived. We had an alarm system that alert the PD. While we have reconciled with the fact that we will not recovery the jewelry, it is hard to get over the fact that our privacy was violated!!! Having the right level of security in the neighborhood is very important to ensure this is a community that families can live without fear and thrive. Please help ensure the tax dollars we pay are put to use in securing the neighborhood.

Yes Radhika Yarlagadda Melody lane 6 Safe me neighborhood is essential and foremost ask of residents Yes Yan fan Elena road 3 We need more private security patrolling to improve the safety in LAH Yes Maryam amidi old ranch rd 3
Yes Chan Ravensbury 2 We need more patrolling !!!!
Yes Debbie Mason Ortega Drive 2
Yes Carl Snyder Adonna Court 3
Crime is increased. We need more law enforcement in LAH. And it needs to be very visible and it needs to prosecute everyone that is captured ... no more "cheap" go frees.

Yes Vijay Karamcheti Roble Blanco Dr 5 Need multiple mechanisms to deter crime, and this is a needed investment Yes Jean Roth Foothill Lane 1 It looks like other communities like ours have more people on patrol Yes Ann Rando Templeton Place 1 Please help to keep our neighborhoods safe! Yes Sandy santandrea Stanford court 2 We need more , and not less, police presence.

Yes Elgin Lan Ravensbury Ave 2

Yes David Zhang Old Ranch Lane 4 Fighting crime is a top priority for our household Yes Wendy Cadeddu Old Ranch Road 6
Given the current crime rates in the Bay Area , added security is essential! Otherwise, we need to hire additional police officers.

Yes Page Alloo Green Hills Court 2 With rising crime, a service well worth it! Our police needs support.

Yes Ashutosh Tadkase Christopher Lane 4
Yes Pauline Bischoff Oak Knoll Circle 3
Yes Rajiv Bhateja La Cresta Dr 4
Private patrols are cost-efficient and impactful. We absolutely should invest more in them.

Yes Gayathri Bhaskar Christopher Lane 1 Adding private patrol must be done. Safety should be our #1 priority.

Yes Sharon Beckham Alta Tierra Rd 1
Los Altos Hills needs to provide adequate security to residences to deter burgaries. I was frankly shocked to learn that the Council voted to cancel Genesis Security because of costs. I think that we need visible law enforcement & to reduce that visibility puts our safety at risk. The statistics reflect that crimes have gone down.

Let's cut other less important expenses to ensure public safety.

Yes Chinglu Lin Mandoli Drive 4
It is our top concern about the safety of our neighborhood. I strongly support this effort.

Yes Queenie Yau Altamont Road 5 I feel safer living in LAH now with the visible security patrol.

Yes Raphael OMalley Edgerton Road 2 Good idea. Safety is rather important.

Yes Zoe RusselHapp Estacada Dr 2

1 Deborah Padovan
From: jim basiji
Sent: Saturday, June 10, 2023 1:19 PM
To: Peter Pirnejad; BCC - Rajiv Bhateja; City Council
Cc: Jennifer Basiji
Subject: Re: Petition to City Council re: Private Patrols Honorable Council, and City Manager Pirnejad,
My wife and I along with our formerly high school student daughter, have been victims of house break‐in, and more recent have witnessed four break‐ins at the homes of our very close neighbors. We can provide specifics if needed.

The brazen nature of the most recent one whence Officers were attempting to chase the burglar(s) across the multiple backyards after the burglar broke in when the house was visibly occupied with the TV blurring in clear view of the burglar, raise the fear of threat of personal safety‐much more serious than property loss.

Stopping the private patrol, especially when it has proven to be a deterrent, would clearly go against the concern for the safety of residents
At times tight budget, the Council and the town management are entirely justified to examine all possible means of cutting spending toward balancing the budget. However, when the threat of burglaries have proven to extended beyond property and into personal safety of the residents, it would seem that our safety measures, including private patrol, need to be spared from cuts.

As always, my wife and I are truly grateful for all that you folks do for our town and us the residents….Respectfully Jennifer and Jim
On Sat, Jun 10, 2023 at 10:08 AM Rajiv Bhateja wrote:

Respected City Council Members and City Manager,
I am writing to express my concern that funding for private patrols was not extended through the upcoming financial year.

The current funding of $150K is expected to run out sometime in August or shortly thereafter.

As you know, Los Altos Hills is woefully understaffed by law enforcement. And burglary rates continue to be a major concern.

Private patrols provide a visible deterrent and appear to have already had an impact in reducing burglary rates.

A petition was started to capture resident concerns around this.

The petition currently has received support from over 200 households on behalf of over 700 residents.

The text of the petition reads:

Supplemental No. 2
AGENDA ITEM #3
Distributed 6/12/23

1 Deborah Padovan
From: Wan Chan
Sent: Saturday, June 10, 2023 7:04 PM
To: BCC - Rajiv Bhateja
Cc: City Council; Peter Pirnejad
Subject: Re: Petition to City Council re: Private Patrols Thank y9ou very much, Rajiv.

Best,
Wan
On Sat, Jun 10, 2023 at 10:08 AM Rajiv Bhateja wrote:

Respected City Council Members and City Manager,
I am writing to express my concern that funding for private patrols was not extended through the upcoming financial year.

The current funding of $150K is expected to run out sometime in August or shortly thereafter.

As you know, Los Altos Hills is woefully understaffed by law enforcement. And burglary rates continue to be a major concern.

Private patrols provide a visible deterrent and appear to have already had an impact in reducing burglary rates.

A petition was started to capture resident concerns around this.

The petition currently has received support from over 200 households on behalf of over 700 residents.

The text of the petition reads:

We, the undersigned, are residents of Los Altos Hills and strongly support the use of private patrols as a way to deter crime in Los Altos Hills.

Please extend the deployment of private patrols at least at current staffing levels through the 2023‐ 2024 fiscal year.

A current snapshot of resident responses is provided below for your convenience.

Ongoing responses from residents can be seen here as more continue to come in.

Unfortunately, this item did not make it to the agenda for the June Council meeting.

Please do add it to the agenda for the August Council meeting (or earlier if possible).

And kindly approve full funding for private patrols for the 2023‐2024 fiscal year to help deter burglaries and crime in our town.

Thank you for your service.

Respectfully,
Rajiv Bhateja
Supplemental No. 3
AGENDA ITEM #3
Distributed 6/12/23

From: Hal Feeney
To: Deborah Padovan
Subject: FW: Housing Element Clarification
Date: Monday, June 12, 2023 9:23:46 PM
Hi Deborah,
I sent the message below to each of the Council members. We are not able to speak from the floor at the next Council meeting, but we hope that the Council can provide some clarification regarding the impact of the approved Housing Element.

Regards, Hal
From: Hal Feeney
Sent: Monday, June 12, 2023 9:20 PM
To: '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]> Subject: Housing Element Clarification
Dear Mayor Swan and Los Altos Hills Council Members,
Sincere thanks to you, to the Planning Commission, and to Town staff for successfully gaining State HCD approval of the Town’s Housing Element. Nevertheless, there ae many unanswered questions.

There have been a number of articles in the local press regarding this approval, but some also reported errors. The SF Chronicle reported that the Town was obligated to create 1958 new homes as part of the Housing Element; it also reported that Mr. Linebarger had submitted a plan for 44 units on his 1.6-acre parcel.

There were references to other multi-unit projects being planned for the Town. After listening to the special Council meeting on May 25 regarding the proposed Twin Oaks and Arastradero project, it is clear that residents of the Town do not have a clear understanding of how the approved Housing Element will directly affect them.

We are concerned about proposed high-density development on Mora Drive, a narrow and winding street, currently used by hundreds of walkers each week—clearly this would become a serious safety issue for all concerned if the Town allowed a tripling of housing units (perhaps even a quintupling) in the Town’s jurisdiction.

We urge the Council to add this request to explain how the HCD approved Los Altos Hills Housing Element will affect both resident-owned and developer-owned properties. Please add a discussion of this item to a future agenda.

Thank you for your consideration of this request.

Sincerely, Hal & Jo Feeney
Supplemental No. 4
AGENDA ITEM #3
Distributed 6/13/23

From:

To: City Council
Subject: Safety and Security
Date: Monday, June 12, 2023 5:14:46 PM
Attachments: Safety and Security.pptx
Dear Council members.

I am a 30 year resident and am distressed to learn of the increase rate of burglaries. I was pleased to see the Council spend money to hire a private security service to patrol the hills. This was proven effective in nearby Atherton and was recommended by the Crime Consultant.

It seems the Sheriff's office cannot respond to our requests for additional staff.

Even if the Sheriff did provide an extra patrol car... the cost comparisons favor the private patrol. The Sheriff bills The Town $186,000 per month. Genessis private security bills us at a rate of $140 per hour. This amounts to $25,000 or $30,000 per month depending on our usage. The Genessis contract can be increased or decreased according to our needs.

Given the increased travel during the summer months and the fact that many homes may be unoccupied, I would urge the Council to increase the contract and hours with Genessis.

The summer months is definitely NOT the time to reduce or eliminate this needed deterrent measure.

Dorit
Dorit Perry
Magdalena Road, Los Altos Hills
Supplemental No. 5
AGENDA ITEM #3
Distributed 6/13/23

Safety is the #1 concern
• Break ins have risen over several years.
• Residents fear for safety and security.
• Summer travel means more homes may be unoccupied.
• Town needs to increase safety measures during summer months.

Private Patrols are effective
• Proven, effective deterrent.
• Atherton Example.
• Recommended by the Town’s private crime consultant.
• Flexible.
• Can increase or decrease according to need.
• Summer months are high risk.
• Increased travel means more homes are unoccupied.

Cost Analysis: $186K vs. $25K
• Sheriff bill for May $186,000.
• This does not include overtime
• Even when the Town request overtime, the Sheriff cannot staff this request. • Genessis Private Security
• $140 per hour
• For Example: 6 Hour shifts (8 pm – 2 am. Or 9 pm – 3am) • (6 hours) x (30 days) x ($140) = $ 25,200 per month

Funding sources?
• Town picnic
• $70,000
• Skip a year?

From: Esther M. John
To: Deborah Padovan
Subject: FW: Status of builder"s remedy applications in LAH Date: Wednesday, June 14, 2023 3:37:46 PM
Hello Deborah:

I would like to submit the letter below regarding agenda item #3 (Presentations from the Floor) of the city council meeting on 6/15/2023.

All the best, Esther John
From: Esther M. John
Sent: Tuesday, June 13, 2023 5:34 PM
To: [email protected]; [email protected]; [email protected]; [email protected]; [email protected] Subject: Status of builder's remedy applications in LAH Dear Mayor Swan and members of the Los Altos Hills City Council:

First of all, a big thank-you to the LAH City Council, the Planning Commission, and staff for getting the LAH Housing Element plan approved by the California Department of Housing and Community Development. Tremendous effort went into developing this plan for over 18 months and keeping residents informed through community outreach and regular updates on the LAH website. Residents had many opportunities to attend related meetings, raise questions, and submit comments and suggestions. But it was very clear at the Listening Session on May 25, 2023, which I attended, that some residents are still not informed about the state housing element requirements and RHNA allocations.

I remain concerned about the status of the four Builder’s Remedy applications submitted in LAH, as well as articles in the press that are inaccurate. For example, on June 7, 2023, the San Francisco Chronicle referred to several Builder’s Remedy applications in LAH, one of them “for a 44-unit apartment complex to be constructed on 1.6 acres on Mora Drive, which the property owner has spent 11 years trying to develop”. In reality, this Builder’s Remedy application for Mora Drive is for two 5-story 44-unit senior housing towers on two very narrow lots, each less than 0.5 acre.

Combined, this would be a dense development of 88 units on less than 1 acre of land.

Where would all of these senior residents park? On the plans submitted to the Town, there is no indication that each of the 88 units has even one assigned parking space in a stacked parking garage.

Where would visitors park their cars? Seniors living in these apartment towers surely would have visitors such a friends or family members. Upper Mora Drive has been a no-parking zone for over 30 years for good reasons. Given the vicinity to the Rancho San Antonio Open Space, potential fire danger is high in our neighborhood. Fire trucks need to be able to drive quickly up and down Mora Drive and turn around at the Mora Gate to Rancho San Antonio, unimpeded by cars parked along Mora Drive. We experienced a serious threat of fire just a few years ago with the large Santa Cruz fire. We in fact organized our important belongings as the fire expanded in the direction of Los Altos Supplemental No. 7
AGENDA ITEM #3
Distributed 6/15/23

Hills and were prepared for a potential evacuation on short notice.

I would like to know how 88-176 seniors (assuming 1-2 residents per unit) living in the two proposed housing towers, along with other residents on Mora Drive and the Private Road, would quickly evacuate on narrow Mora Drive? How would residents in the proposed housing towers evacuate if they don’t own a car and/or don’t have an assigned parking space? This could be a major disaster for residents on Mora Drive, many of whom are elderly and may need assistance in case of evacuation.

Adding 88 units on upper Mora Drive would greatly increase traffic and have a tremendous negative impact on safety. The narrow road is already tricky to navigate with cars, bicycles, hikers, dog walkers, and school children going up and down Mora Drive all day long. Many cars drive way over the speed limit of 25 mph, as it is.

I would like to know if the four Builder’s Remedy applications in LAH are still pending, given that the LAH House Element is approved and was in fact adopted by the Town on January 31, 2023. For all four Builder’s Remedy applications and similar applications, I urge the Town to consider parking, increased traffic, safety, and evacuation routes in case of fire or some other emergency such as an earth quake.

Sincerely,
Esther John
Los Altos Hills

tool for harassment or discrimination. It is also important to recognize that neighborhood watch programs should not be viewed as a replacement for law enforcement, but rather as a supplement to it.

Regards,
--
A. Mughal, CISSP
(Text Acceptable)
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1 City Council Special Meeting Minutes
May 17, 2023
Town of Los Altos Hills
City Council Special Meeting Minutes
Wednesday, May 17, 2023
Council Chambers, 26379 Fremont Road, Los Altos Hills, California

Present: Mayor Linda Swan, Vice Mayor Stanley Q. Mok, Councilmember Lisa Schmidt, Councilmember George Tyson, Councilmember Kavita Tankha

Absent: None
Staff: City Manager Peter Pirnejad, Assistant City Attorney Lindsay D’Andrea, Administrative Services Director Sarina Revillar, Public Works Director/City Engineer WooJae Kim, Interim Assistant to the City Manager Cody Einfalt, Community Services Manager Sarah Robustelli, Project Manager Steve Padovan, Senior Planner Elaine Ling, Associate Planner Jeremy Loh, City Clerk Deborah Padovan
CALL TO ORDER (6:00 P.M.)
A. Roll Call
B. Pledge of Allegiance
Mayor Swan called the meeting to order at 6:03 pm

1. AGENDA REVIEW
There were no changes to the agenda.

2. PRESENTATIONS AND APPOINTMENTS
A. Appointment to the Los Altos Hills Technology Committee City Clerk Padovan presented the application of John Swan.

John Swan expressed an interest in serving on the Technology Committee.

MOTION MADE AND SECONDED: Councilmember Tankha moved to appoint John Swan to the Technology Committee for a four-year term. The motion was seconded by Vice Mayor Mok.

MOTION PASSED 4-0-1:

AYES: Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: Swan
AGENDA ITEM #4.A
DRAFT

2 City Council Special Meeting Minutes
May 17, 2023
RECUSE: None
ABSENT: None
B. Appointment to the Los Altos Hills Finance and Investment Committee

City Clerk Padovan presented the application of Michelle Raffin.

Michelle Raffin introduced herself to the City Council.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Michelle Raffin to the Los Altos Hills Finance and Investment Committee for a fouryear term. The motion was seconded by Councilmember Tyson.

MOTION PASSED 5-0:

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

City Clerk Padovan presented the applications of Johann George and Jim Scheinman.

Jim Scheinman introduced himself to the Council and expressed his interest in serving on the committee.

MOTION MADE AND SECONDED: Councilmember Tankha moved to appoint Jim Scheinman to the Los Altos Hills Environmental Initiatives Committee. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
D. Appointment to the Los Altos Hills Open Space Committee

City Clerk Padovan presented the application of Paul Marcos.

Paul Marcos introduced himself and expressed an interest in serving on the committee.

DRAFT

3 City Council Special Meeting Minutes
May 17, 2023
MOTION MADE AND SECONDED: Councilmember Schmidt moved to appoint Paul Marcos to the Los Altos Hills Open Space Committee. The motion was seconded by Councilmember Tyson.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
E. Presentation on Proposed Magical Bridge Playground at Foothill College Project - This item was not considered and will be scheduled for the June City Council meeting.

3. PRESENTATIONS FROM THE FLOOR

There were no presentations from the floor.

4. CONSENT CALENDAR

Mayor Swan pulled Items 4.D, 4.E, and 4.J for discussion. Item 4.H had already been removed from the agenda.

MOTION MADE AND SECONDED: Vice Mayor Mok moved to approve the Consent Calendar with the exception of Items 4.D, 4.E, 4.J, and 4.H. The motion was seconded by Councilmember Tyson.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
A. Approval of Regular City Council Meeting Minutes – April 20, 2023

B. Review of Disbursements: April 1-30, 2023 $1,525,347.17

C. Approval of Treasurer’s Report for the Month Ended April 30, 2023 (Staff: S.

Revillar)

D. Resolution 52-23 Approving the Plans and Specifications for the City Council Chambers Audio Video Project, and authorize staff to advertise the project for bids (Staff: D. Padovan)
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Mayor Swan pulled the item.

City Clerk Padovan noted that this item is to provide for legal notice only.

City Manager Pirnejad added that the bid packages would be taken to the Technology Committee to make sure that have an opportunity to review them and vet the top candidates.

Mayor Swan would like the Technology Committee to explore less expensive options.

City Clerk Padovan explained that the consultant was suggesting a completely parallel effort with the Technology Committee to review the RFP line by line and suggest cost savings possibilities.

City Manager Pirnejad clarified that with Council approval, work on the plans and specs would continue and the item would go out for bid. Meanwhile, work with the Technology Committee would also continue and it would come back to Council when the bids have come in and the Technology Committee had spent time reviewing them.

Councilmember Tyson noted that improvements to the audio-visual equipment in the chambers are clearly needed.

Public Comment
Allan Epstein, Los Altos Hills, requested that the way the request for proposals document is prepared, you get an itemized bid back - not a lump sum.

MOTION MADE AND SECONDED: Councilmember Tankha moved to direct staff to continue to work with the Technology Committee and prepare a document so that it can go out to bid, and to bring it back to Council. The motion was seconded by Vice Mayor Mok.

City Clerk Padovan pointed out that the item included a resolution allowing staff to go out to bid. She said she will ask the consultant to prepare an itemized price list form to be included in the RFP. The resolution gives approval to send out the request for proposals, once it is ready.

MOTION AND SECOND AMENDED: Councilmember Tankha amended her motion, moving to approve Resolution 52-23 Approving the Plans and Specifications for the City Council Chambers Audio Video Project and authorizing staff to advertise the project for bids. This is to be a parallel process to include the preparation of plans and specifications for the project while working with the Technology Committee to identify ways to save money and potentially modify the scope of work and to require the bid package to include an itemized price list. Vice Mayor Mok amended his second.

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MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
E. Resolution 53-23 Authorizing an Extension of the Professional Services Agreement with Alexander Atkins Design, Inc. for the Our Town Newsletter in an amount not to exceed $37,000 for a Six-Month Period ($25,000 for AAD and $12,000 for printing and mailing (Staff: D. Padovan)
Mayor Swan pulled the item for discussion. She would like the contract to specify $37,000 for a one-year term, perhaps reducing the number of issues, due to budget constraints.

Council discussion ensued.

MOTION MADE AND SECONDED: Councilmember Tyson moved to approve Resolution 53-23 Authorizing an Extension of the Professional Services Agreement with Alexander Atkins Design, Inc. for the Our Town Newsletter in an amount not to exceed $37,000 for a one-year Period ($25,000 for AAD and $12,000 for printing and mailing) and reducing the number of issues released annually from four to two. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 4-1:

AYES: Swan, Schmidt, Tankha, Tyson
NOES: Mok
ABSTAIN: None
RECUSE: None
ABSENT: None
F. Approval of Change in Regular Meeting Schedule for the Los Altos Hills Environmental Design and Protection Committee (Staff: D. Padovan)

G. Resolution 43-23 Directing that the Pride Flag be Raised for the Month of June 2023 (Staff: C. Einfalt)

H. Consideration of a Request for Amplified Sound at Purissima Park for use during a Birthday Party Field Rental (Staff: S. Robustelli) – This item was removed from the agenda and not considered.

I. Motion to Remove the Tabling Policy from the 2023 City Council Strategic Priorities (Staff: S. Robustelli)

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J. Award contract to Eaton and Associates for Information Technology Managed Services for a two-year Agreement not to exceed $243,168.00 (Staff: S. Revillar)

Mayor Swan pulled the item for discussion.

City Manager Pirnejad explained the process that was used when reviewing the proposals using a matrix. The town is required by law to award the contract to lowest responsive bidder. We had a long list of things we were looking for. Price is a big part of it, but it is not all of it. The top five most responsive bids were reviewed by the Technology Committee, and they concurred with our recommendation to select Eaton and Associates.

Council discussion ensued.

Public Comment
Bryan Swanson, SMSData Center, said he does not understand why the RFP is not going to the lowest bidder. He asked that the Council reevaluate the bids.

City Manager Pirnejad reiterated the process used for evaluating the bids.

MOTION MADE AND SECONDED: Mayor Swan moved that those wishing to provide public comment at tonight’s meeting be allowed three minutes each to do so.

The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
John Swan, Los Altos Hills, said the summary was reviewed, but the data was not correct. The Technology Committee’s recommendation should be invalidated because they didn’t have the right information.

Allan Epstein, Los Altos Hills, said it is a $40,000 difference and you need to take the time to see if they are qualified to do the job. He recommends going through the evaluation process again. Continue this item to the June meeting and all bidders be considered.

Rajiv Bhateja, Los Altos Hills, provided a quick summary of the bid evaluation.

Bryan Swanson, SMSData Center spoke again and explained their bid. He said they would save the town $43,000 per year and added that their customer service is available 24/7, unlike the smaller companies.

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Council continued the item to the June Regular Council Meeting and directed staff to ask the Technology Committee to reevaluate all the proposals submitted.

K. Receive Quarterly Investment Portfolio Report – Quarter Ending March 31, 2023 (Staff: S. Revillar)
L. Memorandum of Understanding Among Local Public Agencies in Santa Clara County for Food Recovery Program Costs (Staff: S. Revillar) M. Resolution 44-23 Authorizing a Time Extension of an Approved Site Development Permit for a New Residence at 27388 Sherlock Court; Lands of Chung; File #EX23- 0001 & SD19-0003 (Staff: J. Loh)
N. Resolution 45-23 Accepting the Improvements to Concession Building at Purissima Park Project (Staff: D. Liang)
O. Resolution 46-23 Approving the Plans and Specifications for Storm Drain Improvements at Purissima Park, Story Hill Lane, and Oak Park Court; Authorizing Staff to Advertise the Project for Formal Bid; and Authorize the City Manager to Award a Construction Contract Not to Exceed $220,000 (Staff: D. Liang)

Public Comment
Allan Epstein, Los Altos Hills, spoke regarding storm drain improvements - he was concerned that we don’t have a complete list of everything considered. It would be prudent to look at the scope of the projects.

Public Works Director WooJae Kim responded that the storm drain improvement are being proposed for the next fiscal year. The work needs to start before the paving project and that is why this project is being moved forward.

P. Resolution 47-23 Approving the Fiscal Year 2023-24 Project List to be Funded by the State Senate Bill 1, the Road Repair and Accountability Act of 2017 (Staff: W.

Kim)
Q. Resolution 48-23 Approving the Sewer Construction and Dedication Agreement for the 13101 and 13057 La Cresta Drive Sanitary Sewer Main Extension Project and Repealing Council Resolution 04-23 (Staff: W. Kim)

R. Request to the Metropolitan Transportation Commission for the Allocation of Fiscal Year 2023-2024 Transportation Development Act Article 3 Pedestrian/Bicycle Funding of $45,136 for Summerhill Pathway Project (Staff: W. Kim) (Resolution 49- 23)

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S. Resolution 50-23 Authorizing Award of the Landscape Maintenance Services Agreement for Fiscal Years 2023-2025 to Bayscape Landscape Management Not to Exceed $220,000 (Staff: W. Kim)

T. Resolution 51-23 Approving Amendment No. 1 to the Agreement with Bear Electrical Solutions, Inc. for Traffic Signal Preventative Maintenance and Repair Services to Extend the Term One Additional Year (Staff W. Kim)

5. STAFF REPORTS

A. City Attorney
No report.

B. City Clerk
A. City Clerk Deborah Padovan complimented Mayor Swan on a great State of the Cities luncheon speech. She also noted that committees are having a quorum issue and asked that the ad hoc committee keep that in mind when updating the standing committee resolution.

C. Planning Director
No report.

D. Administrative Services Director
Administrative Services Director Sarina Revillar reported that next Thursday is the joint council/FIC budget meeting. The proposed budget will be sent out tomorrow.

E. Public Works Director
Public Works Director WooJae Kim reported that staff were recently informed by the County Housing & Community Development staff that the town was approved for $400,000 in Community Development Block Grant (CDBG) funds for the Heritage House Upgrade project. This is great news for the project and the town. However, the town would need to expedite the project since a requirement of the grant is to spend all funds by April 2024. Staff is planning to return to Council next month with a grant funding agreement for approval. He also announced that next week is the 2023 National Public Works Week with the theme of “Connecting the World Through Public Works.” Public works connect us all through infrastructure and service and enhance the quality of life for the communities.

F. City Manager
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City Manager Peter Pirnejad reported the following:
• The Town of Los Altos Hills received an Award of Excellence for the TEDxLosAltosHills event awarded by the California Parks and Recreation Society.
• This past weekend the town held its 21st Annual Pathways Run/Walk at Byrne Preserve. There were 500 registered runners, and our staff, sponsors, and volunteers made it look easy.
• All Los Altos Hills residents should have received an invite to the 24th Annual Town Picnic for Sunday, June 4th from 12:30-4:00 pm at Purissima Park.

• The end is in sight for the Battery Energy Storage System CIP with Syserco.

Electrical equipment will start to be moved to Town Hall this upcoming Monday. • The first draft of recommendations on the LAFCO County Wide Fire Service Review were discussed at a LAFCO meeting this past Monday (May 15th). • He also provided current information on residential burglaries. To view the PowerPoint document, click here.

Public Comment
Jim Waschura, Los Altos Hills, congratulated the Council for testing the extra police patrol. Would like to see side-by-side municipalities to see if our efforts in policing are being productive.

6. REPORTS FROM COUNCIL LIASIONS ON STANDING COMMITTEES, AD

HOC COMMITTEES, AND COUNCIL MEMBERS ON OUTSIDE AGENCIES

A. Report by the Undergrounding Subcommittee (Councilmember Tyson)

Councilmember Tyson reported there is no further update from PG&E on the undergrounding project. However, his goal is to get the CPUC (California Public Utilities Commission) to allow utilities like PG&E to raise up the priority of wildfiresensitive undergrounding projects higher than regular, urban ones.

B. Report from the Council Ad Hoc Committee Focusing on Broadband (Vice Mayor Mok and Councilmember Tankha)

Vice Mayor Mok said that the long-awaited feasibility study from Gov Tech has now been completed and it is online. As we move forward, this is not the end of the road yet. We still need to ask the Emergency Preparedness and Response Committee to review the report. In the future, he will be asking that a Broadband Advisory Board be formed as suggested by the Gov Tech report and will be appointing some residents DRAFT

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with deep subject matter knowledge to be a part of the process. He also will be requesting to extend fiber to Town Hall and to the three properties that the town owns. They plan to have as many additional locations as feasible with respect to the emergency preparedness group. Additionally, perhaps offer a project with one of the vendors for wireless connectivity.

C. Report from the Council Ad Hoc Committee on Residential Burglaries (Councilmembers Tankha and Tyson)

Councilmember Tyson said the City Manager provided a report that was the material they discussed in their last ad hoc meeting. We need to focus on prevention rather than detection. He offered to host a neighborhood watch meeting in his neighborhood. He challenged the other councilmembers to do the same, as well as committee members.

D. Report from the City Council Ad Hoc Committee to Review the Changes to the Standing Committee Resolution (Councilmembers Schmidt and Tyson)

Councilmember Tyson said they have met with committee chairs and are preparing edits to the standing committee resolution. They should expect to see a modification in the near future. The process will be transparent, and they will run it through the committee chairs. Mayor Swan asked that the standing committee resolution be updated to say that individuals should attend one or two meetings before applying for a committee.

E. Status Reports from All Councilmembers on Committee Liaison Assignments and Outside Agencies Activities
Vice Mayor Mok reported that the Pathways Run was incredible with over 500 people running this year. He also reported on the activities of the Cities Association where they asked each member to come up with two laws that they would like to review. California passed 900 new laws last year. He requested that if anyone is aware of any upcoming laws that might impact us, please contact him directly.

Mayor Swan reported that the History Committee will be having a special meeting this Friday and they will be reviewing the proposed plans for the Heritage House remodel.

7. COUNCIL INITIATED

 City Council Ex Parte Contacts Policy Disclosure

A. Request to Place the Pathways Map Online for Public Use (Mayor Swan) Mayor Swan presented the item.

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Joe Mitchell, Pathways Committee, presented a request that the new pathways map be placed on the town website. The Pathways Committee voted unanimously to put the map online.

Council discussion ensued.

MOTION MADE AND SECONDED: Mayor Swan moved to direct staff to post current version of the Pathways Map online. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Consideration of a Request by Santa Clara County to Include a Town Pathway on the County’s Map (Mayor Swan)

Mayor Swan presented the item.

Pathways Committee member Joe Mitchell provided a presentation.

Council discussion ensued.

Public Comment
Michelle Raffin, Los Altos Hills, asked about Pathways Committee meetings and whether or not she could attend.

Allan Epstein, Los Altos Hills, said that the traffic could be increased and parking on trails.

MOTION MADE AND SECONDED: Councilmember Tyson moved to direct staff to coordinate with Pathways Committee to identify a proposed path alignment for the regional trail and bring alignment back to City Council for approval. The motion was seconded by Vice Mayor Mok.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
C. Consideration to Direct Staff to Initiate a Pathway Impact Fee Study (Mayor Swan) DRAFT

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Mayor Swan invited Pathways Committee Member Bob Elson to present the request. He said the Pathways Committee recommends the City Council direct town staff to conduct a new pathway impact fee study and engage the committee members.

Council discussion ensued.

Public Comment
Allan Epstein, Los Altos Hills, the pathway fee is an impact fee and the impact fee methodology used by the consultant only justifies 11 miles can be built with impact fee money. The impact fee is required to be updated every five years. In 2024 an impact fee would have to be done in any event. The study uses $80 per foot for the cost of a pathway. The impact fee recommended a fee for ADUs, but the Council at the time decided not to charge the fee. No general fund money is used to construct paths - the money comes from the pathway fund.

Carol Gottlieb, Los Altos Hills, asked if pathway fees can be used to pay for consultants. They should be used for the pathways, but not for consultants. She would like to know how this will impact the building of paths. Could the pathways committee do a study themselves and submit it to town and not go out to a consultant?
Assistant City Attorney Lindsay D’Andrea responded to the questions. She advised there are certain requirements that are necessary in an impact fee study. Clear nexus and have to make certain findings.

MOTION MADE AND SECONDED: Vice Mayor Mok moved to direct staff to use funds within the miscellaneous pathways CIP to enter into contract to prepare a Pathway Impact Nexus Fee Study, and also enter into a contract with a contractor to manage the effort and prioritize project in the work plan and CIP pathway projects that are underway. The motion was seconded by Councilmember Tankha.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
D. Request to Support the Staff Applying for and working on Streamlining Photovoltaic (PV) Permitting in the Town, Including Applying for a Grant and Engaging with a Consultant to help lead the work (Councilmember Tyson)

Councilmember Tyson presented the report.

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Council discussion ensued.

Public Comment
Mike Salameh, Los Altos Hills, said that we will have to spend the money anyway, $40K is a net benefit. He reiterated that the top priority for the EIC is the reach codes, and it requires town resources. We feel like we are falling behind.

Allan Epstein, Los Altos Hills, said we are always trading priorities. The number one permit in this town is for solar panels. They shouldn’t be at the top of the list because people are coming in for PV permits now.

MOTION MADE AND SECONDED: Councilmember Tyson moved direct staff to prioritize the Photovoltaic (PV) permitting into the 2023 Work Plan, direct staff to apply for the grant funding from the California Energy Commission and enter into contracts necessary to complete said work. The motion was seconded by Vice Mayor Mok.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
E. Request for Staff to Add the Native Garden Upgrade to the 2023 Work Plan and Necessary Budget Appropriation (Councilmember Tankha)

Councilmember Tankha presented the report.

Council discussion ensued.

Public Comment
Allan Epstein, Los Altos Hills, commented on the process, saying that there is supposed to be a planning and budgeting process that accounts for all of these items.

Seven items have been added to the list today. He asked that the Council have discipline on how they prioritize projects.

Joe Mitchell, Los Altos Hills, spoke in favor of putting in native plants - perhaps a park within a native garden.

Elizabeth Loianz, Los Altos Hills, spoke in favor of the native garden. Asking for a budget to do the planning.

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Peter Brown, Los Altos Hills, described the project - add new native plants; upgrade pathways; add picnic tables and seating areas and implement a green stormwater infrastructure system (rain garden), remove a eucalyptus tree, and plant a screening hedge.

MOTION MADE AND SECONDED: Councilmember Tankha moved to add the Native Garden Upgrade to the 2023 Work Plan and approve the initial allocation of $40,000 for an architectural design firm for FY 23-24. The motion was seconded by Councilmember Mok.

MOTION FAILED 2-3:

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

8. ADJOURN

The meeting was adjourned at 9:21 p.m.

Respectfully submitted,
Deborah Padovan
City Clerk
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Town of Los Altos Hills
Joint City Council/Finance and Investment Committee
Special Meeting May 25, 2023 Minutes
Wednesday, May 25, 2023, at 4:00 pm
Council Chambers, 26379 Fremont Road, Los Altos Hills, California CALL TO ORDER (4:00 P.M.)
Mayor Swan called the meeting order at 4:02 pm
A. Roll Call
B. Pledge of Allegiance

Present: City Council:

Mayor Linda Swan, Vice Mayor Stanley Q. Mok, Councilmember Lisa Schmidt, Councilmember George Tyson, Councilmember Kavita Tankha Finance and Investment Committee:

Co-Chair Roddy Sloss, Co-Chair Allan Epstein, Committee Members Nate Blair, Kjell Karlsson, Susan Mason, Michele Raffin

Absent: Council: None
Finance and Investment Committee: Cheryl Breetwor-Evans, Christopher Nam Staff: City Manager Peter Pirnejad, Administrative Services Director Sarina Revillar, Public Works Director/City Engineer WooJae Kim, Assistant to the City Manager Cody Einfalt, Community Services Manager Sarah Robustelli, Maintenance Superintendent Michael Schlotter, Utility Services Manager Daniel Liang, Senior Accountant Miranda Shum, Senior Planner Elaine Ling, City Clerk Deborah Padovan

1. AGENDA REVIEW
There were no changes to the agenda.

2. PUBLIC COMMENT (PUBLIC COMMENT IS LIMITED TO ITEMS WHICH

ARE THE SUBJECT OF THE SPECIAL MEETING)
There was no public comment.

3. NEW BUSINESS
A. Study Session Regarding Proposed FY2023-2024 Operating Budget and the FY2024- 2028 Five-Year Capital Improvement Plan (Staff: S. Revillar) AGENDA ITEM #4.B
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City Manager Peter Pirnejad presented the proposed budget.

Highlights:

Public Safety:
• Budgeted $200K for Sheriff Overtime
• Encumber $100K from this year’s budget for Security Patrol • Budget $110K for ALPR Cameras
City Attorney
• Budgeted $250K for City Attorney-Housing Element
• Budgeted $130K for Special Projects
City Manager’s Merit Contingency (4%)
• Salary schedule stays the same – freeze for one year
• Budgeted $162K for merit increases
Council asked questions of staff and received responses.

The Finance and Investment Committee had comments on the proposed budget.

Council discussion ensued. Councilmember Tyson requested that the Community Health Awareness Council (CHAC) receive the $36,040 for this year. He also asked for $10,000 for electrification incentives.

Councilmember Schmidt requested that Community Services Agency (CSA) receive $25,000.

Vice Mayor Mok requested that the Community Foundation remain at $5,000.

Councilmember Schmidt requested additional funds for staff at 5% instead of 4%.

Public Comment
Anand Ranganathan, Los Altos Hills, echoed Councilmember Tyson and had three concerns: 1. Please include the plan of action for incentives in the budget. 2.

Did not see the consultant for the reach codes in the budget. 3. Saw nothing in the budget for the greenhouse gas inventory.

Carol Gottlieb, Los Altos Hills, spoke about the Summerhill path and wanted to confirm that that money is rolling over for the path. The funds from the federal government for the Heritage House was for $400K and are you adding an additional $200k? It is very important to keep staff and have a fully-staffed planning department.

City Manager Pirnejad responded to questions from the public.

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Council Recess at 5:45 p.m.

Council Reconvened to Open Session at 6:12 p.m.

City Manager Pirnejad presented the proposed updated items:
• Nonprofits - Add an additional $56,040.
• Additional $5000 or rebates and $5000 for electrical assessments. • Adding security patrols of $300,000
• Our Town - additional $37,500 for the production
• Maintain the increase of the salary schedule by CPI, in addition to providing the bonus of $1,000 - set aside $28K for that.
• Reductions - Sheriff’s overtime is currently budgeted for $200,000. Reduce that - and increase the patrol.
• Cost Allocation Plan - that is not completely necessary.

Council discussion ensued.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to accept the recommendations from staff without the additional fees for Genesis (private security patrol) and without the Our Town newsletter, and to continue to retain the Sheriff over time. The motion was seconded by Councilmember Tyson.

Public Comment
Duffy Price, Los Altos Hills, spoke in support of Our Town and asked the Council to support Alexander Atkins and Our Town.

Councilmember Tyson applauded Duffy Price on her 16 years as editor of Our Town.

Vice Mayor Mok said that each item should be voted on separately.

Councilmember Schmidt removed her motion and Councilmember Tyson removed his second.

MOTION MADE AND SECONDED: Councilmember Schmidt moved to accept the recommendations from staff for the FY 2023-2024 budget except for the private security patrol, additional funding for the Our Town newsletter, and Sheriff Overtime (which will be voted on separately). The motion was seconded by Councilmember Tyson.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
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RECUSE: None
ABSENT: None
MOTION MADE AND SECONDED: Vice Mayor Mok moved that an additional $37,000 for the Our Town newsletter be placed in the FY 2023-2024 budget. The motion was seconded by Mayor Swan.

MOTION FAILED 1-4:

AYES: Mok
NOES: Swan, Schmidt, Tankha, Tyson
ABSTAIN: None
RECUSE: None
ABSENT: None
MOTION MADE AND SECONDED: Councilmember Tyson moved to remove the additional funding for the private security patrol and approve the Sheriff’s overtime for the FY 2023-2024 budget. The motion was seconded by Councilmember Schmidt.

MOTION PASSED 4-1:

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

4. ADJOURN

The meeting was adjourned at 6:29 p.m.

Respectfully submitted,
Deborah Padovan
City Clerk
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Town of Los Altos Hills
City Council Special Meeting Minutes
Wednesday, May 25, 2023
Council Chambers, 26379 Fremont Road, Los Altos Hills, California Mayor Swan called the meeting to order at 6:31 pm
CALL TO ORDER (6:00 P.M.)
A. Make Determination and take action on any request from a Councilmember to participate in a meeting remotely due to just cause circumstances pursuant to Government Code Section 54953(f)(2)(A)(i). Receive notice that a Councilmember is participating in the meeting due to just cause circumstances pursuant to Government Code Section 54953(f)(2)(A)(i).

MOTION MADE AND SECONDED: Councilmember Tyson moved to make a determination to allow Councilmember Tankha to attend the meeting virtually under emergency circumstances. The motion was seconded by Councilmember Mok.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Roll Call

Present: Mayor Linda Swan, Vice Mayor Stanley Q. Mok, Councilmember Lisa Schmidt, Councilmember George Tyson, Councilmember Kavita Tankha

Absent: None
Staff: City Manager Peter Pirnejad, City Attorney Steve Mattas, Interim Assistant to the City Manager Cody Einfalt, Senior Planner Elaine Ling, City Clerk Deborah Padovan
C. Pledge of Allegiance

1. PUBLIC COMMENT (PUBLIC COMMENT IS LIMITED TO ITEMS THAT

ARE THE SUBJECT OF THE SPECIAL MEETING)
There were no public comments.

2. ONGOING BUSINESS
AGENDA ITEM #4.C
Updated and Posted 6/13/23
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A. Update and Receive Comments on Site Selection for the Housing Element Specific to Twin Oaks and Arastradero Properties (Staff: P. Pirnejad) City Manager Peter Pirnejad introduced the topic.

Public Comment
Jim Steinmetz, Los Altos Hills, asked about the contingency plan if St. Nicholas does not want to subdivide their site and develop it, and asked about very low and low-income units allocated to St. Nicholas and why that site received a greater percentage of very low and low-income allocation than any other site. He expressed concern about putting those units in close proximately to a K-8 school.

City Attorney Steve Mattas reminded the Council and the public that the special meeting agenda tonight is very focused on the Saddle Mountain/Twin Oaks residents tonight.

Michael Grady, Los Altos Hills, said the current draft of the housing element estimates for Twin Oaks, a total capacity of 92 units. There has been submitted to the Town by Twin Oaks a project that is about 350 units and if you add the adjacent two-plus acres and rezone 15 acres to 20 to 30, you are looking at 400 units along there. He implored the Council not to rezone 15 acres, but to rezone three lots most suitable for development, but do not create an entitlement across 15 acres.

Ian Earnest, Los Altos Hills, said the level of outreach of this project was not good. He received a letter about a pathway in his neighborhood, but he would have appreciated a letter about this project. He said he would like to see development done across the town.

Helen Huong, Los Altos Hills, said she just heard about this yesterday. She expressed concerns about Arastradero and the traffic problems that will occur. The roads are narrow and cannot support the development.

John O'Connell, Los Altos Hills, thanked the City Manager and City Attorney for arranging this meeting so quickly. He has communicated in the past that it is his intention to submit comments to HCD. He is in contact with Reid Miller with HCD. The fundamental requirement to meet state law is to meet low-income housing. Twin Oaks makes 20% of that target. The rest of it is in the place where they are not going to do it. He strongly believed the current housing element plan will not be found in compliance with the state's requirements.

R.K. Anand, Los Altos Hills, said his biggest concern is with Arastradero. There is already office and school traffic. He said the neighborhood had no clue about this project until today. This area is in a fire zone, and it is also an evacuation zone. He requested better communication from the town.

Harl Sankar, Los Altos Hills, expressed concerns about communications and having that DRAFT

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much housing in that one small area. It is unfair to the new residents too as they will be isolated in what will look like New York City projects. The current proposal is not thoughtful, and it lacks imagination.

Junaid Qurashi, Los Altos Hills, said he just found out about this proposal. He asked for better communication. We need to put our heads together as a bigger community in order to solve this problem.

Anne Paulson, Los Altos, said she was interested in the preliminary application for senior housing on the Twin Oaks site. She said she was unable to see the application or get information about the owner.

Sasha Zbrozek, Los Altos Hills, said he would love to help the Town out with a housing commitment and allow him to build the project he has in mind.

JJ Zhuang, Los Altos Hills, said he joined call five minutes ago. This issue affects every resident in the town and if we have invited everyone in the town, everyone will have an opinion.

Sallie, an online attendee, said that she agreed that this entire process was very poorly advertised. She does not understand why we would exceed the minimum number of units that we are required to put in Los Altos Hills. Putting in over 400 units is going to destroy Los Altos Hills and we pay a lot of money to live here.

Carol Gottlieb, Los Altos Hills, said she would like to give cede her time to John O'Connell.

City Attorney Mattas said it is up to the council if they want to allow someone to cede their time to someone else. Historically, the Council has not entertained requests to cede time; everyone is given the same amount of time.

Linda Selker, Los Altos Hills, said she found out about this meeting and topic at 4:30 today. She would like to find out more about the proposed project. She asked for more notice.

LanVi Evans, Los Altos Hills, said she wasn't aware of the housing element for Los Altos Hills. She asked that someone explain the timeline.

Kathy Liccardo, Los Altos Hills, said the communication has been poor for this issue. She asked what defines low income and what is going to happen with the quality of life here in Los Altos Hills.

Duffy Price, Los Altos Hills, addressed communications and asked that Our Town be used for communication. There is a lot to be discussed regarding the housing element, but we must have improvements in outreach and transparency.

DRAFT

4 City Council Special Meeting Minutes
May 25, 2023
The Council then considered using ceded time to allow Mr. O’Connell to make an additional public comment.

Councilmember Schmidt said there were a number of misconceptions going around the room and asked to have some time devoted to clearing up the misconceptions and the consequences of what we are doing.

John O'Connell, Los Altos Hills (using ceded time from Carol Gottlieb), said he would be making comments to HCD on the town’s complete failure to meet the requirements under HCD and state law for public outreach, and consultation.

Sandra Georgescu, Los Altos Hills, said she observed the process of how this happened. Said she was part of the meeting that happened yesterday and one of the things that became clear in the meeting yesterday, was the discrepancy between what the residents had to say and what the town staff had to say.

Council discussion ensued. Councilmember Tyson asked the City Manager to explain what is happening currently with the housing element and to clarify that a project is not currently before the Council.

Councilmember Schmidt said that there are several steps in a process that has been going on for a year and a half. We are not here to adopt any development; we are not even close to that step. Anything proposed will have to go to the Planning Commission and through the entire process. We are trying to comply with state law to turn it in on time. If we don’t get it submitted in time, we lose the ability to regulate the planning in our town.

City Manager Pirnejad explained the housing element process. This is the very beginning stages that have been unfolding for many years. It started at the state level, and it affects cities in the entire state. The Town was mandated to add 489 units to provide a place in our housing element to provide where they might be located. We need to comply with state statutes to determine that they are fair, affirmatively further fair housing, and that they are affordable at various levels. In the last housing element, we were given a number by the state, and we almost doubled it. Right now, we are dealing with very strict deadlines on when we can comply and one of them is May 31. If we do not have a certified housing element by May 31 deemed substantially compliant, then we basically must have an EIR, the zoning ordinance, and the objective design standards between now and January 31, 2024. There will be more opportunities for public input over the course of the next year.

City Attorney Mattas emphasized that Los Altos Hills has historically had one-acre minimum lots with single-family zoning or institutional uses. The state has imposed a requirement on cities that requires towns like Los Altos Hills to provide for the number of housing units the City Manager mentioned and that involves having some multi-family zoning. Currently, the Town does not have any multi-family zoning. The objective design standards are to develop those rules and regulations. Those will be public hearings heard at the Planning Commission and the City Council. There will be ample opportunity for the public to have input.

DRAFT

5 City Council Special Meeting Minutes
May 25, 2023
Councilmember Schmidt said that the individual who wanted to contact HCD, if the housing element is not approved, we lose all control. That means that we lose the authority to say no. We are all really working on this together and we want this to be a good project.

Please consider that we are trying to make this as transparent and positive as possible.

Mayor Swan said that in Redondo Beach, a builder’s remedy project came in for 2500 condo units and the Council and the Planning Commission said they couldn’t stop them due to state law. We are working as hard as possible to prevent that from happening here in Los Altos Hills.

Vice Mayor Mok said that we are all in this together and we cannot stand separately on this issue. The State of California has elected officials that have enacted over three dozen housing laws since 1990. If we do not get certified, we would still be subject to the builder’s remedy.

Councilmember Tankha echoed what other Councilmembers have said. She added that we have all lived in this town for many years and understand where everyone is coming from.

The state has changed the rules and has taken over the mantle of what is good for the town.

It is in our best interest to take a step back and see what this council is attempting to do. We are trying to limit the damage that could happen.

The Mayor opened up the floor for additional public comment at one minute per speaker.

Michael Grady, Los Altos Hills, said that everyone is in agreement that hundreds of units along Arastradero are not what anyone wants. The best way to ensure that hundreds of units don't go on Arastradero is not to rezone. Once you rezone you create a degree of entitlement.

R.K. Anand, Los Altos Hills, he said it sounds like we are held hostage to the May 31st deadline. He expressed surprise that in a year and a half, the town cannot think of a better strategy.

Kathy Liccardo, Los Altos Hills, thanked the Council for this meeting and hearing the public and said that it is an emotional issue. If there is one lesson to be learned, it is better communication.

John O'Connell, Los Altos Hills, suggested removing the property that was added on Arastradero and only zone lots 4, 5, and 6.

Harl Sankar, Los Altos Hills, questioned the decision to place all the housing on just three lots. The plan lacks creativity and fairness.

Junaid Quarshi, Los Altos Hills, said the issue has been around for a year and a half and expressed surprise that the Town didn't come to the residents to ask for help. We live in Silicon Valley and have the smartest people in the world living here.

DRAFT

6 City Council Special Meeting Minutes
May 25, 2023
Duffy Price, Los Altos Hills, said there is an answer and that is to join in their neighborhood voices to get a constitutional amendment on the 2024 ballot to change the housing laws.

An unidentified public comment speaker woman expressed concerns about building homes where there was wildfire risks.

City Attorney Mattas addressed comments about the housing element and said the current element does identify certain properties. California law has a no-net loss set of requirements. If you reduce the zoning in terms of housing, in one area, you can still do that, if you make it up somewhere else. The Council should understand that the current housing element before HCD, doesn't mean that the Council couldn't change that in the future - you just must deal with the no-net loss. The policy discussions that have been engaged in can also be held in the future.

3. ADJOURN

The meeting was adjourned at 7:54 p.m.

Respectfully submitted,
Deborah Padovan
City Clerk
DRAFT

1 City Council Special Meeting Minutes
May 25, 2023
Town of Los Altos Hills
City Council Special Meeting Minutes
Wednesday, May 31, 2023
Council Chambers, 26379 Fremont Road, Los Altos Hills, California Mayor Swan called the meeting to order at 6:02 pm
CALL TO ORDER (6:00 P.M.)
A. Roll Call

Present: Mayor Linda Swan, Vice Mayor Stanley Q. Mok, Councilmember Lisa Schmidt, Councilmember George Tyson, Councilmember Kavita Tankha

Absent: None
Staff: City Manager Peter Pirnejad, City Attorney Steve Mattas, Administrative Services Director Sarina Revillar, Public Works Director/City Engineer WooJae Kim, Community Services Manager Sarah Robustelli, Interim Assistant to the City Manager Cody Einfalt, , City Clerk Deborah Padovan B. Pledge of Allegiance

1. PUBLIC COMMENT (PUBLIC COMMENT IS LIMITED TO ITEMS THAT ARE

THE SUBJECT OF THE SPECIAL MEETING)
There were no public comments.

2. CONSENT CALENDAR
MOTION MADE AND SECONDED: Councilmember Schmidt moved to approve the Consent Calendar. The motion was seconded by Councilmember Tyson.

MOTION PASSED 5-0:

AYES: Swan, Mok, Schmidt, Tankha Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
A. Authorizing the Mayor to Sign a Letter to Sheriff Robert Jonsen Expressing Support for Automated License Plate Reader Information Sharing Policy (Staff: C. Einfalt) B. Rejection of Claim of Alex Fit-Florea (Staff: D. Padovan) DRAFT
AGENDA ITEM #4.D

2 City Council Special Meeting Minutes
May 25, 2023

3. STUDY SESSION

A. Receive Staff Report, Consider Public Comments, and Provide Feedback Relative to the Future of Purissima Park with Respect to Los Altos/Los Altos Hills Little League Agreement (Staff: S. Robustelli)
City Manager Peter Pirnejad introduced the topic.

Community Services Supervisor Sarah Robustelli presented the staff report.

Council asked questions of staff and received responses.

Steve Apfelberg, Los Altos, provided information on how often the fields are used by Little League.

Nate Blair, Los Altos Hills Finance and Investment Committee, provided information about the cost structure for Little League. Looking at the maintenance crew hours and the cost that we bear as the town for that staff, relative to what we are billing the league. Those costs are in line with the analysis.

Mayor Swan would like to see a more enhanced version of the cost breakdowns. How much is this actually costing the Town. The staff report said that the budget estimates $45,000 in revenue from Little League in the charges for services, which results in the general fund support of $102,000.

Council discussion ensued.

Nick French, Los Altos Hills, said that our fields are the envy of the community. Everyone in Los Altos and Los Altos Hills looks at our ballparks and is jealous of how nice they are. Why are we here? Who is spearheading this conversation? As we have talked before, we have already been down this road before, and it feels redundant. What are the alternatives uses for the ballparks? Etta Granbery, Los Altos, said please do not turn the park into a dog park and keep it as a little league park.

David Rock, Los Altos, said he was the past president of Los Altos/Los Altos Hills Little League and in addition to bearing the brunt of the maintenance costs, the little league provides a service by providing baseball fields for the youths on the four fields. Los Altos Hills kids also get to use Los Altos City fields. That is a service that everyone forgets when looking at enrollment numbers. Palo Alto Unified School District granted the deed to Los Altos Hills and it was supposed to be used for recreation.

DRAFT

3 City Council Special Meeting Minutes
May 25, 2023
Lori McKinney, Los Altos Hills, said she is the current president of the Little League. It has been an important part of her family’s life; it’s our sense of community. She requested that the contract be completed so they can make some improvements to the fields.

David Park, Los Altos Hills, spoke in support of the little league. There are no other fields like Purissima; there is energy and magic in these fields.

Patrick Carey, Los Altos Hills, this little league pre-dates this town as it was incorporated in 1953. This is part of the history of the town. There is a cost for making changes to the town.

Melina Carey, Los Altos Hills, said that she grew up in Los Altos and she loves the little league. Having her children able to play at Purissima Park is incredible. Her kids use the playground, which is very safe. They love to work with the community to create a space that is truly a community space. We do need to think about additional costs, but not make changes for trends.

Parker French, Los Altos Hills, spoke in support of the fields David Yamamoto, Pinewood School, when you come to a great park, it is inspiring. The facility is inclusive of kids of all ages. The league is currently growing and it starts with the little kids.

The City Council now allowed individuals to cede their time.

Nick French, Los Altos Hills, said that if we are really looking for alternative use, we have other facilities that we can look at. Perhaps using the native garden/orchard. Talk about an area that doesn't provide income for the town. Purissima Park is the single most used facility in the Town.

Lori McKinney, Los Altos Hills, asked about the contract. She would like to have that determined. Will it be one year? Three years? Revenue is going to the Town. They contributed $30,000 to the concession building.

Council discussion ensued. There was Council consensus directing staff to proceed with a three-year contract between the Town and Los Altos/Los Altos Hills Little League.

3. ADJOURN

The meeting was adjourned at 7:54 p.m.

DRAFT

4 City Council Special Meeting Minutes
May 25, 2023
Respectfully submitted,
Deborah Padovan
City Clerk
DRAFT

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: MAY 2023 DISBURSEMENT LISTING
FROM: Sarina Revillar, Administrative Services Director APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Receive the May 2023 Disbursements Report.

BACKGROUND:

The May 2023 Disbursements Report is submitted to the City Council for transparency.

DISCUSSION:

The disbursements totaled $456,344.67 and Electronic Fund Transfers totaled $260,392.83 with a grand total of $716,737.50. The summarized information shown below for payroll and related benefits, as well as other individual items greater than $10,000.

The payments itemized below total $620,104.91 or approximately 87% of total disbursements by check or electronic fund transfer for the month.

Amounts Vendors Description of Payments
$ 194,354.22 ADP- Payroll Services Primarily relates to the biweekly payroll ($71,880.47) and related
payroll taxes ($20,558.60) for the pay
date 05/05/23; and biweekly payroll
($78527.69) and related payroll taxes
($23,387.46) for the pay date
05/19/23
$ 109,156.73 CalPERS (retirement and
health), MetLife (dental), and
ICMA (deferred comp)
Employer contributions and employee
withholdings related to payroll
benefits
$ 13,752.59 CivicPlus Annual Subscription for the Town’s website
AGENDA ITEM #4.E
S.R.

P.P.

Staff Report to City Council Page 2
Disbursement Report
June 15, 2023
$ 29,785.86 CSG Consultants Inc Building Plan Review
Services/Planning Services/Code
Enforcement
$ 15,292.50 Michael Baker International Housing Element Update $ 16,333.58 MTW Builders Inc Concession Stand Upgrade
$ 186,540.33 Santa Clara County Sheriffs
Dept
Law Enforcement Services
$ 14,889.10 Tripepi, Smith & Associates Monthly Retainer for Quarterly/Production of
Newsletter/Media and
Communication
$ 40,000.00 Misc. Recipients Refunds
$620,104.91 Total Payroll and Related Benefits and Individually Significant Items ≥$10,000.

ENVIRONMENTAL REVIEW:

The Disbursement report is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15061(b)(3) of the CEQA Guidelines. 2023 CITY COUNCIL WORK PLAN:

The report is for financial transparency and was not specified as one of the City Council’s Work Plan in 2023.

FISCAL IMPACT:

There is no fiscal impact for the May 2023 Disbursements report.

ATTACHMENTS:

1. May 2023 Disbursements Report by Vendor

6/5/2023 7:18:05 PM Page 1 of 7
Expense Approval Report
Town of Los Altos Hills By Vendor Name
Payment Dates 05/01/2023 - 05/31/2023
Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: ATKINS94023 - ALEXANDER ATKINS DESIGN INC
ALEXANDER ATKINS DESIGN I… 8265 05/11/2023 OUR TOWN NEWSLETTER 011-1700-6304 6,250.00 Vendor ATKINS94023 - ALEXANDER ATKINS DESIGN INC Total: 6,250.00 Vendor: AMAZON30353 - AMAZON
AMAZON 13F6-TQXH-LCXD-RE 05/23/2023 PERLESMITH FULL MOTION TV…061-1480-6398 92.75 AMAZON 17T1-HD4T-HP7D-RE 05/23/2023 USB-C TO DISPLAYPORT ADAP… 061-1480-6398 2,863.35 AMAZON 17YC-TJH3-1CLD-RE 05/23/2023 USBC ADAPTER, 9V BATTERIES,…061-1480-6398 118.97 AMAZON 1HDG-XKWC-J4YC-RE 05/23/2023 OMOTON CELL PHONE HOLDE…011-3300-6398 46.63 AMAZON 1MJ4-K499-3DM4-RE 05/23/2023 GLAD BAGS, PAMPRIN, COLD… 061-1480-6398 331.63 AMAZON 1MY6-HTJV-JKVV-RE 05/23/2023 STORAGE FILE BOXES, EXTENS… 061-1480-6398 155.17 AMAZON 1PYY-9N6Y-46RF-RE 05/23/2023 TRASH/REC STICKERS, BADGE … 061-1480-6398 68.72 AMAZON 1QYN-CWW7-3VTV-RE 05/23/2023 STICKERS FOR TRASHCANS, T… 061-1480-6398 265.50 AMAZON 1R36-HG1H-KTR3-RE 05/23/2023 HDMI CABLE, DELL 130W USB… 061-1480-6301 103.66 AMAZON 1T41-RWG6-3G39-RE 05/23/2023 BARCO CLICKSHARE CONFERE… 061-1480-6398 3,855.72 AMAZON 1X9G-KNWT-QC71-RE 05/23/2023 ANKER POWER STRIPS 061-1480-6398 91.62 AMAZON 1XQK-VXTT-9GWK-RE 05/23/2023 HDMI CABLE, DELL 130W USB… 061-1480-6398 63.86 AMAZON 1FXL-XX44-499H-RE 05/24/2023 LOGITECH WIRELESS KEYBOA… 011-1000-6398 24.53 Vendor AMAZON30353 - AMAZON Total: 8,082.11
Vendor: BAY11 - BAY AREA TREE SPECIALISTS
BAY AREA TREE SPECIALISTS 687075 05/23/2023 ARBORIST REPORT ALTAMONT…011-4600-6124 525.00 BAY AREA TREE SPECIALISTS 687076 05/23/2023 ARBRORIST REPORT PAGE MIL…011-4600-6124 525.00 Vendor BAY11 - BAY AREA TREE SPECIALISTS Total: 1,050.00 Vendor: BAYSCAPE01 - BAYSCAPE MANAGEMENT, INC.

BAYSCAPE MANAGEMENT, IN… 29950 05/24/2023 FREMONT ROAD PATH 011-4740-6125 3,000.00 BAYSCAPE MANAGEMENT, IN… 29950 05/24/2023 FOOTHILL COLLEGE & EL MON…011-4740-6125 1,900.00 BAYSCAPE MANAGEMENT, IN… 29950 05/24/2023 ARASTRADERO PATH 011-4740-6125 600.00 BAYSCAPE MANAGEMENT, IN… 29950 05/24/2023 EDITH PARK 011-5100-6122 750.00 BAYSCAPE MANAGEMENT, IN… 29950 05/24/2023 WESTWIND COMMUNITY BA… 011-5300-6122 1,500.00 Vendor BAYSCAPE01 - BAYSCAPE MANAGEMENT, INC. Total: 7,750.00 Vendor: CINTAS- UNIFORMS - CINTAS CORPORATION
CINTAS CORPORATION 4154467016 05/16/2023 UNIFORMS AND HOUSEKEEPI… 061-1480-6123 265.90 CINTAS CORPORATION 4154467016 05/16/2023 UNIFORMS AND HOUSEKEEPI… 061-4300-6324 209.31 CINTAS CORPORATION 4155164774 05/16/2023 UNIFORMS AND HOUSEKEEPI… 061-1480-6123 110.56 CINTAS CORPORATION 4155164774 05/16/2023 UNIFORMS AND HOUSEKEEPI… 061-4300-6324 209.30 CINTAS CORPORATION 4155867349 05/24/2023 UNIFORMS & HOUSEKEEPING… 061-1480-6123 110.45 CINTAS CORPORATION 4155867349 05/24/2023 UNIFORMS & HOUSEKEEPING… 061-4300-6324 209.41 Vendor CINTAS- UNIFORMS - CINTAS CORPORATION Total: 1,114.93 Vendor: CIVIC66502 - CIVICPLUS
CIVICPLUS 260390 05/11/2023 Premium Annual Fee and Unl… 011-3100-6398 4,125.78 CIVICPLUS 260390 05/11/2023 Premium Annual Fee and Unl… 061-1480-6210 9,626.81 Vendor CIVIC66502 - CIVICPLUS Total: 13,752.59
Vendor: CODA01 - CODA TECHNOLOGY GROUP
CODA TECHNOLOGY GROUP 7233 05/11/2023 Service Technician 4/18/2023 011-1100-6209 975.00 CODA TECHNOLOGY GROUP 7244 05/15/2023 SERVICE TECHNICIAN MARTY … 011-3110-6209 975.00 CODA TECHNOLOGY GROUP 7245 05/15/2023 SERVICE TECHNICIAN MARTY … 011-1100-6209 855.68 Vendor CODA01 - CODA TECHNOLOGY GROUP Total: 2,805.68
Vendor: COMCAST19380 - COMCAST BUSINESS
COMCAST BUSINESS 171341548 05/24/2023 ACCT # 980056897 CALNET C… 061-1480-6362 951.22 Vendor COMCAST19380 - COMCAST BUSINESS Total: 951.22

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 2 of 7
Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: COOPER01 - COOPER, CLAIRE ELIZABETH
COOPER, CLAIRE ELIZABETH MAY 7, 2023 05/15/2023 APR. 20 2023 REGULAR CITY … 011-1300-6209 300.00 Vendor COOPER01 - COOPER, CLAIRE ELIZABETH Total: 300.00 Vendor: CORELOGIC75284 - CORELOGIC INFORMATION SOLUTIONS, INC.

CORELOGIC INFORMATION SO…30663496 05/11/2023 RQ2 Flat Fee Limited Package 011-3200-6338 212.18 Vendor CORELOGIC75284 - CORELOGIC INFORMATION SOLUTIONS, INC. Total: 212.18 Vendor: CORODATA90084 - CORODATA SHREDDING INC.

CORODATA SHREDDING INC. DN1412850 05/24/2023 SERVICES THROUGH 4/30/2023 061-1480-6323 62.82 Vendor CORODATA90084 - CORODATA SHREDDING INC. Total: 62.82 Vendor: COTTON95030 - COTTON SHIRES & ASSOC, INC.

COTTON SHIRES & ASSOC, INC. 523005 05/11/2023 5/2023 Admin Fee Geo tech S… 011-0000-2301 10.25 COTTON SHIRES & ASSOC, INC. 523005 05/11/2023 5/2023 Billable Geo Tech SD21…011-0000-2301 102.50 COTTON SHIRES & ASSOC, INC. 523005 05/11/2023 5/2023 Recog Admin Fee Geo …011-0000-4685 -10.25 COTTON SHIRES & ASSOC, INC. 523005 05/11/2023 3/2023 Passthru Rev Geo Tech…011-3100-4707 -102.50 COTTON SHIRES & ASSOC, INC. 523005 05/11/2023 5/2023 Passthru Exp Geo Tech…011-3200-6175 102.50 COTTON SHIRES & ASSOC, INC. 523006 05/11/2023 10728 Mora Drive (L6082) 011-0000-2301 30.75 COTTON SHIRES & ASSOC, INC. 523006 05/11/2023 10728 Mora Drive (L6082) 011-0000-2301 307.50 COTTON SHIRES & ASSOC, INC. 523006 05/11/2023 10728 Mora Drive (L6082) 011-0000-4685 -30.75 COTTON SHIRES & ASSOC, INC. 523006 05/11/2023 10728 Mora Drive (L6082) 011-3100-4707 -307.50 COTTON SHIRES & ASSOC, INC. 523006 05/11/2023 10728 Mora Drive (L6082) 011-3100-6178 307.50 COTTON SHIRES & ASSOC, INC. 523007 05/11/2023 5/2023 Admin Fee Geo Tech … 011-0000-2301 30.75 COTTON SHIRES & ASSOC, INC. 523007 05/11/2023 5/2023 Billable Geo Tech SD21…011-0000-2301 307.50 COTTON SHIRES & ASSOC, INC. 523007 05/11/2023 5/2023 Recog Admin Fee Geo …011-0000-4685 -30.75 COTTON SHIRES & ASSOC, INC. 523007 05/11/2023 5/2023 Passthru Rev Geo Tech…011-3100-4707 -307.50 COTTON SHIRES & ASSOC, INC. 523007 05/11/2023 5/2023 Passthru Exp Geo Tech…011-3100-6178 307.50 COTTON SHIRES & ASSOC, INC. 523142 05/22/2023 5/2023 ADMIN FEE GEO TECH… 011-0000-2301 99.75 COTTON SHIRES & ASSOC, INC. 523142 05/22/2023 5/2023 BILLABLE GEO TECH-S… 011-0000-2301 997.50 COTTON SHIRES & ASSOC, INC. 523142 05/22/2023 5/2023 RECOG ADMIN FEE G… 011-0000-4685 -99.75 COTTON SHIRES & ASSOC, INC. 523142 05/22/2023 5/2023 PASSTHRU REV GEO T… 011-3300-4707 -997.50 COTTON SHIRES & ASSOC, INC. 523142 05/22/2023 5/23 PASSTHRU EXP GEO TEC… 011-3300-6178 997.50 Vendor COTTON95030 - COTTON SHIRES & ASSOC, INC. Total: 1,715.00 Vendor: CSG94404 - CSG CONSULTANTS INC
CSG CONSULTANTS INC 50941 05/16/2023 5/2023 BILLABLE CONTRACT S…011-0000-2301 2,754.00 CSG CONSULTANTS INC 50941 05/16/2023 5/2023 ADMIN FEE CONTRACT…011-0000-2301 275.40 CSG CONSULTANTS INC 50941 05/16/2023 5/2023 RECOG ADMIN FEE C… 011-0000-4685 -275.40 CSG CONSULTANTS INC 50941 05/16/2023 5/2023 PASSTHRU REV CONT… 011-3100-4703 -2,754.00 CSG CONSULTANTS INC 50941 05/16/2023 5/2023 PASSTHRU EXP CONT… 011-3100-6175 2,754.00 CSG CONSULTANTS INC 51124 05/16/2023 LOS ALTOS HILLS COMPLETE … 011-3100-6199 1,687.50 CSG CONSULTANTS INC 51127 05/16/2023 PLANNING SERVICES THROUG… 011-3100-6111 7,225.00 CSG CONSULTANTS INC B230625 05/17/2023 BUILDING PLAN REVIEW SERV… 011-3200-6114 18,119.36 Vendor CSG94404 - CSG CONSULTANTS INC Total: 29,785.86
Vendor: CURTIS95126 - CURTIS HORTICULTURE, INC.

CURTIS HORTICULTURE, INC. 20993 05/16/2023 APRIL 2023 LANDSCAPE MAIN… 061-1480-6122 1,860.00 Vendor CURTIS95126 - CURTIS HORTICULTURE, INC. Total: 1,860.00 Vendor: GARDENLAND95008 - GARDENLAND CENTER INC.

GARDENLAND CENTER INC. 1012444 05/19/2023 SMALL TOOL PARTS 5/12/2023 061-4300-6351 3,739.06 GARDENLAND CENTER INC. 1012447 05/19/2023 GAS CAN, NO SPILL 1.25 GAL, … 061-4300-6398 166.03 Vendor GARDENLAND95008 - GARDENLAND CENTER INC. Total: 3,905.09 Vendor: GOGREEN95128 - GO GREEN NOW, INC.

GO GREEN NOW, INC. 5022023 05/11/2023 Hours billed for consultant lan…011-3100-6111 3,431.25 Vendor GOGREEN95128 - GO GREEN NOW, INC. Total: 3,431.25 Vendor: GRAINGER60038 - GRAINGER
GRAINGER 9690691929 05/23/2023 EXTREME PRESSURE GREASE, … 061-4400-6117 347.02 Vendor GRAINGER60038 - GRAINGER Total: 347.02
Vendor: GREEN95112 - GREENWASTE RECOVERY INC
GREENWASTE RECOVERY INC 031202-R 05/18/2023 30 YARDWASTE VOUCHERS M… 011-1200-6199 1,508.40 Vendor GREEN95112 - GREENWASTE RECOVERY INC Total: 1,508.40

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 3 of 7
Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: HDL91765 - HDL COREN & CONE
HDL COREN & CONE SIN027397 05/16/2023 CONTRACT SERVICES PROPER… 011-1400-6199 1,617.04 Vendor HDL91765 - HDL COREN & CONE Total: 1,617.04
Vendor: INTERSTATE94070 - INTERSTATE TRAFFIC CONTROL PRODUCTS, INC.

INTERSTATE TRAFFIC CONTRO…256039 05/17/2023 DECAL TOWN HALL COUNTER… 061-1480-6118 92.97 Vendor INTERSTATE94070 - INTERSTATE TRAFFIC CONTROL PRODUCTS, INC. Total: 92.97 Vendor: LIANG01 - LIANG, WEI LIEN
LIANG, WEI LIEN 3212023 05/11/2023 #1 Underground Republic Wa… 041-6900-6623 564.82 Vendor LIANG01 - LIANG, WEI LIEN Total: 564.82
Vendor: LAHARDWARE94022 - LOS ALTOS HARDWARE INC
LOS ALTOS HARDWARE INC 329101/1 05/11/2023 Supplies 043-6900-6622 308.45 LOS ALTOS HARDWARE INC 21206/1 05/16/2023 PARTS FOR TV INSTALLATION… 061-1480-6118 25.09 LOS ALTOS HARDWARE INC 21207/1 05/16/2023 HARDWARE FROM TV @ DUX… 061-1480-6118 3.16 LOS ALTOS HARDWARE INC 21394/1 05/16/2023 TOWN HALL LOGO/HOURS IN… 061-1480-6118 25.08 LOS ALTOS HARDWARE INC 21395/1 05/16/2023 TOWN HALL LOGO INSTALL 061-1480-6118 6.54 LOS ALTOS HARDWARE INC 21693/1 05/19/2023 TG 16X20 GRN/BRN TARP, BU… 061-4300-6398 260.63 LOS ALTOS HARDWARE INC 21284/1 05/22/2023 DC HUNTER SOLENOID WWCB …011-5300-6122 114.55 LOS ALTOS HARDWARE INC 21322/1 05/22/2023 1" HUN GLOBE VLV W/ FLOW … 011-5300-6122 46.91 LOS ALTOS HARDWARE INC 21399/1 05/22/2023 1" HUN GLOBE BLV W/ FLOW… 011-5300-6122 40.37 LOS ALTOS HARDWARE INC 21516/1 05/22/2023 SDWS DB .22X4IN HARDWARE…011-4740-6341 26.10 LOS ALTOS HARDWARE INC 21647/1 05/22/2023 1/2" FLUTE RND BIT 011-4740-6341 169.09 LOS ALTOS HARDWARE INC 21228/1 05/23/2023 ARENA SPRINKLER REPAIR @… 011-5300-6118 40.09 Vendor LAHARDWARE94022 - LOS ALTOS HARDWARE INC Total: 1,066.06 Vendor: CRIER94022 - LOS ALTOS TOWN CRIER
LOS ALTOS TOWN CRIER 69041 05/11/2023 Legals: 1x15.25" 0733-T, Public 011-3100-6207 190.63 LOS ALTOS TOWN CRIER 69089 05/11/2023 Legals: 1x20.25" 087-T, Notice 046-6900-6151 506.26 Vendor CRIER94022 - LOS ALTOS TOWN CRIER Total: 696.89
Vendor: LYNX95010 - LYNX TECHNOLOGIES, INC.

LYNX TECHNOLOGIES, INC. 9873 05/15/2023 GIS PROFESSIONAL SERVICES … 011-3100-6199 1,875.00 Vendor LYNX95010 - LYNX TECHNOLOGIES, INC. Total: 1,875.00 Vendor: MERIDIAN94303 - MERIDIAN I.D.

MERIDIAN I.D. 3577 05/15/2023 PATHWAYS RUN/WALK 2023 011-4120-6361 7,389.04 Vendor MERIDIAN94303 - MERIDIAN I.D. Total: 7,389.04
Vendor: METLIFE64180 - METROPOLITAN LIFE INSURANCE COMPANY METROPOLITAN LIFE INSURA… TS05957300-5/2023 05/19/2023 DENTAL INSURANCE 6/2023 061-0000-2233 5,362.52 Vendor METLIFE64180 - METROPOLITAN LIFE INSURANCE COMPANY Total: 5,362.52 Vendor: METROPOLITAN94043 - METROPOLITAN PLANNING GROUP INC METROPOLITAN PLANNING G… 2003824 05/19/2023 TOWN OF LOS ALTOS HILLS ON…011-3100-6111 2,358.75 Vendor METROPOLITAN94043 - METROPOLITAN PLANNING GROUP INC Total: 2,358.75 Vendor: MICHAEL01 - MICHAEL BAKER INTERNATIONAL INC.

MICHAEL BAKER INTERNATIO… 1178082 05/11/2023 INVOICE FOR PROFESSIONAL … 041-6900-6199 15,292.50 Vendor MICHAEL01 - MICHAEL BAKER INTERNATIONAL INC. Total: 15,292.50 Vendor: MICHAELS01 - MICHAEL'S SUNSHINE CONSTRUCTION CORP MICHAEL'S SUNSHINE CONST… 03272023 05/11/2023 REFUND DEPOSIT 14735 SALT… 011-0000-2303 2,700.00 Vendor MICHAELS01 - MICHAEL'S SUNSHINE CONSTRUCTION CORP Total: 2,700.00 Vendor: MISSION01 - MissionSquare
MissionSquare 100276 PD 5.5.2023 05/12/2023 Plan # 100276 PD 5.5.23 061-0000-2204 1,470.46 MissionSquare 100316-PD 5 5.52023 05/12/2023 Plan #100316 -PD 5.5.2023 061-0000-2204 7,368.31 MissionSquare 304465-PD 5.5.2023 05/12/2023 Plan # 300465 - PD 5.5.2023 061-0000-2204 9,799.27 MissionSquare 100276 05/19/2023 Plan #100276 PD 5.19.2023 061-0000-2204 1,470.46 MissionSquare 100316-PD 5.19.2023 05/19/2023 Plan #100316 PD 5.19.2023 061-0000-2204 7,449.01 MissionSquare 304465-PD 5.19.2023 05/19/2023 Plan # 304465 PD 5.19.2023 061-0000-2204 10,198.09 Vendor MISSION01 - MissionSquare Total: 37,755.60
Vendor: MJT01 - MJT KOUGAR, LLC
MJT KOUGAR, LLC 5112023 05/23/2023 COPY ROOM CABINET, AND C… 041-6900-6623 8,615.00 Vendor MJT01 - MJT KOUGAR, LLC Total: 8,615.00

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 4 of 7
Vendor Name Payable Number Post Date Description (Item) Account Number Amount Vendor: MTW01 - MTW BUILDERS INC
MTW BUILDERS INC 4 05/24/2023 IMPROVEMENTS TO SNACK S… 041-6900-6623 16,333.58 Vendor MTW01 - MTW BUILDERS INC Total: 16,333.58
Vendor: NBS92592 - NBS GOVERNMENT FINANCE GROUP
NBS GOVERNMENT FINANCE … 202303-1453 05/23/2023 DISTRICT ADMINISTRATION B… 051-4800-6199 1,313.18 Vendor NBS92592 - NBS GOVERNMENT FINANCE GROUP Total: 1,313.18 Vendor: N.CLEARY94022 - NOBUKO SAITO CLEARY
NOBUKO SAITO CLEARY 05012023 05/11/2023 Re-roof 011-0000-2002 2.60 NOBUKO SAITO CLEARY 05012023 05/11/2023 Re-roof 011-0000-2004 1.00 NOBUKO SAITO CLEARY 05012023 05/11/2023 Re-roof 011-3200-4301 375.00 Vendor N.CLEARY94022 - NOBUKO SAITO CLEARY Total: 378.60 Vendor: OCCUPATIONAL01 - OCCUPATIONAL HEALTH CENTERS OF CALIFORNIA, A MEDICAL CORPORATION OCCUPATIONAL HEALTH CEN… 79189442 05/19/2023 MAY 2023 SERVICES 061-4400-6398 159.00 Vendor OCCUPATIONAL01 - OCCUPATIONAL HEALTH CENTERS OF CALIFORNIA, A MEDICAL CORPORATION Total: 159.00 Vendor: PACIFIC04 - PACIFIC PREPAREDNESS LLC
PACIFIC PREPAREDNESS LLC LAH2304 05/19/2023 EMERGENCY MANAGEMENT … 021-6100-6199 5,250.00 Vendor PACIFIC04 - PACIFIC PREPAREDNESS LLC Total: 5,250.00 Vendor: PGE01 - PG&E
PG&E 4405682412-9-5.22.23 05/22/2023 4405682415-9-5.17.23 SERVIC…011-4600-6363 334.25 PG&E 4405682412-9-5.22.23 05/22/2023 4405682415-9-5.17.23 SERVIC…051-4800-6363 733.00 PG&E 4405682412-9-5.22.23 05/22/2023 4405682415-9-5.17.23 SERVIC…061-1480-6363 1,461.55 PG&E 4405682412-9-5.22.23 05/22/2023 4405682415-9-5.17.23 SERVIC…061-4300-6363 289.40 PG&E 4405682412-9-5.22.23-RE 05/22/2023 4405682412-9-5.22.23-RE 011-4600-6363 334.05 PG&E 4405682412-9-5.22.23-RE 05/22/2023 4405682412-9-5.22.23-RE 051-4800-6363 1,163.07 PG&E 4405682412-9-5.22.23-RE 05/22/2023 4405682412-9-5.22.23-RE 061-1480-6363 2,479.43 PG&E 4405682412-9-5.22.23-RE 05/22/2023 4405682412-9-5.22.23-RE 061-4300-6363 292.86 Vendor PGE01 - PG&E Total: 7,087.61
Vendor: PROTECTION64121 - PROTECTION ONE ALARM MONITORING INC PROTECTION ONE ALARM M… 150265928 05/17/2023 TOWN HALL SECURITY MONI… 061-1480-6118 155.69 Vendor PROTECTION64121 - PROTECTION ONE ALARM MONITORING INC Total: 155.69 Vendor: REDWING94063 - RED WING SHOE STORE
RED WING SHOE STORE 20230510035775 05/16/2023 ALBERT SOTELO SHOES 061-4300-6324 338.34 Vendor REDWING94063 - RED WING SHOE STORE Total: 338.34 Vendor: SCCSHERIFF - SANTA CLARA COUNTY SHERIFF'S DEPT
SANTA CLARA COUNTY SHERI… 1800085652 05/18/2023 ADVANCE FOR LAW ENFORC… 011-2100-6152 186,540.33 Vendor SCCSHERIFF - SANTA CLARA COUNTY SHERIFF'S DEPT Total: 186,540.33 Vendor: SHARP91185 - SHARP BUSINESS SYSTEMS
SHARP BUSINESS SYSTEMS 9004304453 05/16/2023 OFFICE MACHINE AND FURNI… 061-1480-6402 2,242.22 Vendor SHARP91185 - SHARP BUSINESS SYSTEMS Total: 2,242.22 Vendor: STATCOMM01 - STATCOMM INC
STATCOMM INC 12518820 05/24/2023 ALARM @ WWCB, FIRE ALAR… 011-5300-6118 555.00 Vendor STATCOMM01 - STATCOMM INC Total: 555.00
Vendor: BNYMELLON - THE BANK OF NEW YORK MELLON TRUST
THE BANK OF NEW YORK MEL… 252-2549731 05/17/2023 WEST LOYOLA SEWER ASSES… 031-0100-6209 1,250.00 Vendor BNYMELLON - THE BANK OF NEW YORK MELLON TRUST Total: 1,250.00 Vendor: SHALLECK01 - THE SHALLECK COLLABORATIVE, INC
THE SHALLECK COLLABORATI… 23-0176 05/11/2023 Design Development 041-6900-6205 6,875.00 Vendor SHALLECK01 - THE SHALLECK COLLABORATIVE, INC Total: 6,875.00 Vendor: TRIPEPI01 - TRIPEPI, SMITH AND ASSOCIATES, INC
TRIPEPI, SMITH AND ASSOCIA… 9871 05/15/2023 MONTHLY RETAINER FOR QU… 011-1200-6199 3,728.75 TRIPEPI, SMITH AND ASSOCIA… 9872 05/15/2023 MEDIA AND COMMUNICATIO… 011-1200-6199 10,815.35 TRIPEPI, SMITH AND ASSOCIA… 9958 05/15/2023 NEWSLETTER PRODUCTION A… 011-1200-6199 345.00 Vendor TRIPEPI01 - TRIPEPI, SMITH AND ASSOCIATES, INC Total: 14,889.10 Vendor: SUN64180 - UNION SECURITY INSURANCE COMPANY
UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2225 -3.48 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2225 108.72

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 5 of 7
Vendor Name Payable Number Post Date Description (Item) Account Number Amount UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2225 842.58 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2225 -60.14 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2225 -26.97 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2226 1,245.29 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2226 -113.44 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2226 -7.76 UNION SECURITY INSURANCE …925773-0001-5.16.2023 05/23/2023 EMPLOYEE LIFE - MAYJUNE 20…061-0000-2226 -50.90 Vendor SUN64180 - UNION SECURITY INSURANCE COMPANY Total: 1,933.90 Vendor: VDE94041 - VICTORIA DYE EQUESTRIAN, LLC
VICTORIA DYE EQUESTRIAN, L… 10862 05/15/2023 WATER REIMBURSEMENT 50%…011-5300-6364 209.11 Vendor VDE94041 - VICTORIA DYE EQUESTRIAN, LLC Total: 209.11 Vendor: VSP94145 - VISION SERVICE PLAN INSURANCE CO
VISION SERVICE PLAN INSURA… 817969551 05/24/2023 VISION JUNE 2023 061-0000-2233 563.67 Vendor VSP94145 - VISION SERVICE PLAN INSURANCE CO Total: 563.67 Vendor: WU08 - WU, LIZHEN & MIN XIE
WU, LIZHEN & MIN XIE BLD20-0502 ELEC 05/11/2023 Deposit Refund 14735 Saltam… 011-0000-2303 40,000.00 Vendor WU08 - WU, LIZHEN & MIN XIE Total: 40,000.00
Grand Total: 456,344.67

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 6 of 7
Report Summary
Fund Summary
Fund Payment Amount
011 - GENERAL FUND 318,813.32
021 - COPS FUND 5,250.00
031 - SEWER ASSESSMENT DISTRICT 1,250.00
041 - GENERAL CIP FUND 47,680.90
043 - WESTWIND BARN CIP ADMIN 308.45
046 - STREET CIP 506.26
051 - SEWER FUND 3,209.25
061 - GENERAL SERVICE FUND 79,326.49
Grand Total: 456,344.67
Account Summary
Account Number Account Name Payment Amount
011-0000-2002 Strong Motion Impl Pay… 2.60
011-0000-2004 SB 1473 - Fee Payable 1.00
011-0000-2301 Planning Deposits 4,915.90
011-0000-2303 Bond Deposits 42,700.00
011-0000-4685 Administrative Charge -446.90
011-1000-6398 Other General Expense 24.53
011-1100-6209 Other Program & Proj C… 1,830.68
011-1200-6199 Other Contract Services 16,397.50
011-1300-6209 Other Program & Proj C… 300.00
011-1400-6199 Other Contract Services 1,617.04
011-1700-6304 Printing, copying & scann… 6,250.00
011-2100-6152 Law Enforcement 186,540.33
011-3100-4703 Contract Planner Charge… -2,754.00
011-3100-4707 Contract Geologist Char… -717.50
011-3100-6111 Contract Personnel 13,015.00
011-3100-6175 Contract Services - Billab… 2,754.00
011-3100-6178 Geologist Charges - Billab… 615.00
011-3100-6199 Other Contract Services 3,562.50
011-3100-6207 Advertising/Publishing 190.63
011-3100-6398 Other General Expense 4,125.78
011-3110-6209 Other Program & Proj C… 975.00
011-3200-4301 Building Permits 375.00
011-3200-6114 Contract Plan Checks 18,119.36
011-3200-6175 Contract Services - Billab… 102.50
011-3200-6338 Data Service Subscriptio… 212.18
011-3300-4707 Geologist Charges -997.50
011-3300-6178 Geologist Charges - Billab… 997.50
011-3300-6398 Other General Expense 46.63
011-4120-6361 Special Events & Awards 7,389.04
011-4600-6124 Tree Maintenance 1,050.00
011-4600-6363 Electric 668.30
011-4740-6125 Pathways Maintenance 5,500.00
011-4740-6341 Signs 195.19
011-5100-6122 Lawncare/Landscaping 750.00
011-5300-6118 Facility Maint & Security 595.09
011-5300-6122 Lawncare/Landscaping 1,701.83
011-5300-6364 Water 209.11
021-6100-6199 Other Contract Services 5,250.00
031-0100-6209 Other Program & Proj C… 1,250.00
041-6900-6199 Other Contract Services 15,292.50
041-6900-6205 Architectural & Design 6,875.00
041-6900-6623 Building & Bldg Improv… 25,513.40
043-6900-6622 Site Improvements 308.45
046-6900-6151 Street Construction Cont… 506.26
051-4800-6199 Other Contract Services 1,313.18

Expense Approval Report Payment Dates: 05/01/2023 - 05/31/2023 6/5/2023 7:18:05 PM Page 7 of 7
Account Summary
Account Number Account Name Payment Amount
051-4800-6363 Electric 1,896.07
061-0000-2204 Deferred Comp Payable 37,755.60
061-0000-2225 Life Insurance Payable 860.71
061-0000-2226 Long Term Disability Pay… 1,073.19
061-0000-2233 Dental & Vision Insuranc… 5,926.19
061-1480-6118 Facility Maint & Security 308.53
061-1480-6122 Lawncare/Landscaping 1,860.00
061-1480-6123 Housekeeping 486.91
061-1480-6210 Website Program/Maint… 9,626.81
061-1480-6301 Office Supplies 103.66
061-1480-6323 Disposal Services 62.82
061-1480-6362 Telephone 951.22
061-1480-6363 Electric 3,940.98
061-1480-6398 Other General Expense 7,907.29
061-1480-6402 Office Mach & Furniture… 2,242.22
061-4300-6324 Uniforms 966.36
061-4300-6351 Auto & Equipment Parts 3,739.06
061-4300-6363 Electric 582.26
061-4300-6398 Other General Expense 426.66
061-4400-6117 Equipment Maint & Repa… 347.02
061-4400-6398 Other General Expense 159.00
Grand Total: 456,344.67
Project Account Summary
Project Account Key Payment Amount
**None** 346,594.12
111711 6,250.00
410215 16,333.58
410220 15,292.50
410229 6,875.00
419301 8,615.00
437307-23 873.27
467226-23 506.26
BLD20-0502-ELEC 40,000.00
BLD20-0502-FD 2,700.00
CDP23-0001 338.25
CDP23-0002 338.25
FM23-0001 3,029.40
GEO23-0001 112.75
MISC23-0002 1,097.25
R4130-1 7,389.04
Grand Total: 456,344.67

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: RECEIVE TREASURY REPORT FOR PERIOD ENDING MAY
31, 2023
FROM: Sarina Revillar, Administrative Services Director APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Review and accept the Treasurer’s Report for the month ended May 31, 2023.

BACKGROUND:

California government code section 41004 requires that the City Treasurer submits to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. This report is prepared to fulfill the requirement.

The following attachments provide various financial transaction data for the Town of Los Altos Hills Funds collectively as well as specifically for the Town’s General (Operating) Fund.

DISCUSSION:

In accordance with California government code section 53646 (b) (3), the Town is financially well positioned and able to meet its estimated expenditure requirements for the next six months. As of May 31, 2023, the Town’s financial position (Assets $45.5M, Liabilities $7.8M, and Fund Equity $37.7M) remains very strong and there are no issues in meeting financial obligations now or in the foreseeable future.

Due to time constraints, not all essential adjustments have been incorporated in the current revenue and expenditure. However, the forthcoming report will include these adjustments, which may include but are not limited to payroll, CalPERS payroll liabilities, EFT deposits/transfer, flexible spending, or bank charges. These adjustments will result in an accurate reflection of the fund balance from the previous months.

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act.

AGENDA ITEM #4.F
S.R.

P.P.

Staff Report Page 2
Treasury Report for Period Ending May 31, 2023
June 15, 2023
2023 CITY COUNCIL WORK PLAN:

The report is for financial transparency and was not specified as one of the City Council’s Work Plan in 2023.

FISCAL IMPACT:

There is no fiscal impact for the May 2023 Treasury report.

ATTACHMENTS:

1. Change in Total Fund Balance
Prepared by: Miranda Shum

Attachment I
Fund Description
Prior Year
Carryforward
7/1/2022
Increase/
(Decrease) July -
March
Current
Revenue
Current
Expenditure Transfer In
Transfer
Out 5/31/2023*
General Fund:

Restricted Fund Balances:

Pension Trust 1,040,671 - - - - - 1,040,671
Committed Fund Balances:

Disaster Contingency Reserve 1,250,000 - - - - - 1,250,000 Pension Contributions Reserve 2,575,000 - - - - - 2,575,000 IT Equipment Replacmenet Reserve 50,000 - - - - - 50,000 Facilities Replacement Reserve 1,902,700 - - - - - 1,902,700 Equipment Replacement Reserve 594,000 - - - - - 594,000 Assigned Fund Balances:

Operating Contingency Reserve 2,071,500 - - - - - 2,071,500 Unassigned Fund Balances:

Unassigned Fund Balance Reserve 8,599,777 1,701,763 186,502 (471,335) - - 10,016,707 General Fund Total 18,083,648 1,701,763 186,502 (471,335) - - 19,500,578 Special Revenue
Parks and Recreation 379,996 708 - - - - 380,704
Public Safety 6,104 (150,047) - (15,485) - - (159,427) ** Art Donations 58,578 (24,945) 5 - - - 33,638
ARPA Federal Grants 701,927 384,006 - - - - 1,085,933
Special Revenue Fund Total 1,146,605 209,723 5 (15,485) - - 1,340,848 Internal Service Fund
Investment in Capital Assets 3,230,577 3,230,577
Unrestricted 779,485 (90,324) - (42,351) - - 646,810
Internal Service Fund Total 4,010,062 (90,324) - (42,351) - - 3,877,387 Sewer Fund
Investment in Capital Assets 7,865,497 7,865,497
Unrestricted 4,177,070 1,135,690 1,550 (676,794) - - 4,637,516 Sewer Fund Total 12,042,567 1,135,690 1,550 (676,794) - - 12,503,013 Trust/Agency
West Loyola Special Assessment 310,746 (10,774) - (1,250) - - 298,722 Trust/Agency Fund Total 310,746 (10,774) - (1,250) - - 298,722 Capital Projects
General CIP (8,090) (1,015,151) - (57,285) - - (1,080,526) ** Pathways CIP 1,010,342 15,941 10,943 - - - 1,037,226
Westwind Barn CIP 196,926 37,821 - (3,429) - - 231,318
Drainage CIP 757,452 (12,848) 4,436 (644) - - 748,396
Street & Road Repairs Capital Projects 745,049 (1,475,706) 19,758 (506) - - (711,405) ** CIP Fund Total 2,701,679 (2,449,942) 35,137 (61,865) - - 225,009 Total City 38,295,307 496,136 223,194 (1,269,079) - - 37,745,558 *Fund balances are unaudited, and may not include all necessary adjustments. These figures will be updated in future reports once the FY22/23 independent audit is completed.
**Negative fund balance due to authorized spending of anticipated revenues Town of Los Altos Hills May 2023 Treasurer's Report

CHANGES IN TOTAL FUND BALANCE

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: APPROVAL OF CHANGE IN REGULAR MEETING DATE AND

TIME FOR THE LOS ALTOS HILLS PARKS AND RECREATION

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

Approve the regular meeting schedule change for the Los Altos Hills Parks and Recreation Committee.

BACKGROUND
The standing committees of the Town meet once a month and the dates of the meetings are established in compliance with Section 4(a) of Resolution 90-22, as follows (in part):
“Section 4. Organization of Standing Committees. The following general rules shall be applicable to the organization and conducting of business by each Standing Committee:
(a) Each Standing Committee shall establish a time and place for its regular meetings. Once the Standing Committee has established a time and place for its regular meetings, the Standing Committee shall request the City Council to approve the time and place of the regular meeting. . .”

DISCUSSION
The Parks and Recreation Committee meets on the third Monday of each month at 5:30 p.m. The Committee has voted and unanimously requested that the regular meeting time be changed to the fourth Monday at 6:00 pm each month. The change would begin on August 1, 2023.

ENVIRONMENTAL REVIEW:

This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act.

AGENDA ITEM #4.G
D.P.

P.P.

Staff Report to City Council Page 2
Parks and Recreation Meeting Time
June 15, 2023
2 2023 CITY COUNCIL WORK PLAN
The report is for transparency and was not specified in the City Council’s 2023 work plan.

FISCAL IMPACT
There is no fiscal impact to change the meeting schedule.

1 TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING AND AMENDING THE TOWN OF LOS

ALTOS HILLS RESERVE POLICY
FROM: Sarina Revillar, Administrative Services Director APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

1. Adopt resolution approving the amended Town of Los Altos Hills Reserve Policy.

BACKGROUND
In February 2021, the staff amended the Reserve Policy after the review from the FIC. In this year’s review of the Reserve Policy, staff and FIC collaboratively reviewed the policy and agreed on the following changes:

1. Add Capital Projects Reserve to account for the prior appropriation budget for

2. Remove Technology Reserve and account for any IT hardware in the annual Operating Budget because the threshold for desktop workstations is below the asset threshold.

3. Changed the pension contribution to use the information in the ACFR pension liability in the footnotes.

The reserves have not been updated since 2021 and therefore the reserves will be updated based on the calculations in the policy. Below are the following reserve balances:

Reserves
Audited Fund
Balance
7/1/2022
Adjustment FY2022-23
Reserve
Balance
Capital Projects $ 0 $ 2,504,400 $ 2,504,440
Disaster Contingency 1,250,000 (200,000) 1,050,000
Facilities Replacement 1,902,700 2,716,913 4,619,613
Operating Contingency 2,071,500 257,358 2,328,858
Pension Contribution 2,575,000 (475,049) 2,099,951
Technology Reserve 50,000 (50,000) 0
Vehicle and Equipment Replace 594,000 0 594,000
Unassigned Fund Balance * $ 8,599,777 $ (6,381,167) $ 3,679,618 *Adjustment includes estimated revenues and expenditures.

AGENDA ITEM #4.H
Distributed 6/12/23
S.R.

P.P.

Staff Report to City Council Page 2
Amend Reserve Policy
June 15, 2023
DISCUSSION:

Annually the City Council allocates a portion of the Town’s unassigned General Fund balance to designated reserves for pension, disaster contingency, facilities replacement, equipment replacement, and operating contingency.

Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Government Fund Definitions, dictates how the reserves should be classified and reported on the Town’s audited financial statements. To present the reserves in the financial statements as committed or assigned fund balance, a formal resolution adopting such commitment and assignment is required. The Reserve Policy, Attachment 1, formalizes the City Council’s amendments to the committed reserves and distribution of the unassigned fund balance:

4. Disaster Contingency committed to meet funding for emergencies that may arise within the Town that have not been federally and/or state declared disasters.

5. Facility Replacement committed to fund current and future facility improvement and replacement needs.

6. Operating Contingency assigned to weather sudden financial and economic fluctuations.

7. Pension Contribution Reserve committed to pay for future unfunded pension liability payment.

Spending and replenishment of all reserve funds will require City Council approval. Annually, the City Manager will present a funding plan for City Council for review and approval. Staff presented and reviewed the Amended Reserve Policy to the Finance and Investment Committee (FIC) on June 9, 2023 (Attachment 2)
2023 CITY COUNCIL STRATEGIC WORK PLAN:

Amending the Reserve Policy is not part of the 2023 City Council Strategic Work Plan, but it is part of the FIC Work Plan to review annually.

ENVIRONMENTAL REVIEW:

The policy does not qualify as a “Project” as defined in California Environmental Quality Act (CEQA) pursuant to Sections 15061(b)(3) of the CEQA Guidelines.

FISCAL IMPACT:

There is no fiscal impact for adopting this policy. Additional commitment and assignment of unassigned General Fund balance will be presented to the City Council as part of the budget cycle.

ATTACHMENTS

1. Resolution and Clean Copy of Reserve Policy

2. FIC Agenda with Redline of Reserve Policy

RESOLUTION xx-23

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

APPROVES THE FUND BALANCE AND RESERVE POLICY
WHEREAS, financial reserves are an essential component to demonstrating financial stability and strength of the organization; and
WHEREAS, a fund balance and reserve policy enable an organization to plan for contingencies, maintain good standing with credit rating agencies, generate interest income, and ensure that funds are available during emergencies and economic downturns; and WHEREAS, the Town adopted Resolution 06-21 on February 18, 2021 to update the Town of Los Altos Hills Fund Balance and Reserve Policy; and
WHEREAS, the Town desires to replace the existing reserve policy with the new policy in Attachment 1; and
WHEREAS, the reserves have the following reserve balances: Pension Contribution: $2,099,951, Facilities Replacement: $4,619,613, Disaster Contingency: $1,050,000 Operating Contingency:
$2,328,858, Vehicle and Equipment: $594,000; and
WHEREAS, created the Capital Reserves with a balance of: $2,504,440 and eliminated the Technology Reserve; and
WHEREAS, the City Manager is responsible for presenting annually an updated reserve threshold report during the annual budget cycle; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills approves the Fund Balances and Reserve Policy.

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 15th day of June 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Linda Swan, Mayor
ATTEST:
______________________________
Deborah Padovan, City Clerk
Attachment 1

Town of Town of Los Altos Hills
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Purpose
To set forth the Town’s policy for establishing and maintaining fund reserve targets for each of the Town’s governmental funds. Fiscal reserves provide working capital for operations and maintenance activities, funding for, vehicle, and equipment needs, fulfillment of legal, regulatory, and contractual obligations and mitigation of risk and liability exposures.

Policy
This policy is intended to ensure that the Town has sufficient cash flow to meet current and future needs and provide transparency to its residents by establishing fund reserve targets for each of the Town’s governmental funds. Reserve funds are needed to provide funding for planned and unplanned events. Planned events include, but are not limited to, (1) accumulating balances to fund operating needs; (2) debt service obligations (if any); and (3) funding for employee related pension and other post-employment benefits. Unplanned events include, but are not limited to, (1) accounting for revenue shortfalls; (2) unanticipated expenses; and (3) paying for unforeseen emergency events.

The established reserve targets defined herein provide guidance for long-term financial planning and maintaining the Town’s long-term financial health. Adequate fund reserves are of value to:
(1) provide working capital to fund operating needs; (2) provide a financial cushion for dealing with unanticipated financial needs and emergencies; and (3) are a component of achieving favorable credit ratings which can help reduce the costs of issuing debt.

This policy designates specific reserve accounts. For each reserve, this policy specifies the reserve purpose, the threshold amount, allowable uses of reserves, and replenishment of the reserve. This policy establishes committed and assigned reserves. Committed or Assigned reserves may be established, changed, applied, and deleted by Council resolution. Committed reserves may be used for one or more limited activities noted in the purpose or usage of the reserve. Assigned reserves are not limited to one single activity and may be used for any Town specific activity described in the purpose or usage of the reserve.

This policy will be reviewed annually during the budget process to ensure conformance with the Town’s goals and objectives and compliance with any changes in regulations or standards. In conjunction with the annual policy review, the Administrative Services Director will include updated calculated thresholds, review of use and replenishment of the reserves, and any anticipated changes to be included in the annual budget preparations.

Committed Reserves
A. Pension Contribution Reserve
Purpose of the Reserve:

The Pension Contribution Reserve is to constrain funds for the Town’s estimated unfunded liability. CalPERS prepares an annual Actuarial Report for each of the Town’s three pension

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plans. This reserve is for amounts not included in the Accrued Liability and represents the difference between the currently applied Discount Rate and the lowest Discount Rate measured by CalPERS in its most recent actuarial report. This difference is updated to the most recent past fiscal year end as reported in the related ACFR Pension Footnote.

Threshold of the Reserve:

The Pension Contribution Reserve shall maintain a maximum threshold based on the CalPERS annual actuarial report for each of the Town’s three pension plans. The reserve threshold amount is calculated by the following: the difference between the accrued liability at the current discount rate and the accrued liability calculated using the discount rate that is one percentage point lower than the current rate, as shown in the most recent ACFR pension footnote.

Usage of the Reserve:

Adjustments to the reserve will result from the discount rate changes in succeeding years per the CalPERS annual report per the Analysis of Discount Rate Sensitivity as updated in the most recent ACFR Pension footnote.

Replenishment of the Reserve:

During the annual budget cycle, the Pension Contribution Reserve will be adjusted to reflect the new threshold amount as described in the preceding Threshold of the Reserve section. These adjustments will be approved by the City Council as part of the annual budget cycle.

B. Vehicle and Equipment Replacement Reserves Purpose of the Reserve:

The Vehicle and Equipment Replacement Reserve is to constrain funds for the Town’s current and future vehicle and equipment replacement needs. The Town maintains a vehicle and equipment replacement schedule for all Town vehicles and equipment. This schedule is updated as equipment is added or removed from service.

Threshold of the Reserve:

The threshold of the Vehicle and Equipment Replacement Reserve will be calculated each year during the annual budget cycle. This threshold will be the sum of the amount determined for each piece of equipment on the Vehicle and Equipment replacement schedule based on future replacement costs of the item divided by its useful life and multiplied by the number of years in service, but in no event greater than the future replacement cost.

Usage of the Reserve:

Eligible expenditures include vehicles and/or equipment replacements purchased throughout the fiscal year. These expenditures will be determined on an annual basis.

Replenishment of the Reserve:

During the annual budget cycle, the Vehicle and Equipment Replacement Reserve will be adjusted up or down, as necessary, to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget cycle.

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C. Facilities ReplacementReserves Purpose of the Reserve:

The Facilities Replacement Reserve is to constrain funds for the Town’s current and future facility improvement and replacement needs. The Town maintains a facility schedule for all Town facilities. Additions to the facilities schedule occur when Town facilities are either improved or new Town facilities are added. Deletions occur as Town facilities are demolished and removed from service.

Threshold of the Reserve:

The threshold of the Facilities Replacement Reserve will be calculated each year during the annual budget cycle. This threshold will be comprised of two parts. For existing buildings, it will be the cumulative depreciation of the buildings listed in the fixed asset schedule as reported in the most recent ACFR Capital Asset Footnote. Added to this amount is any remaining unspent funds appropriated to construct additions or improvements to facilities.

Usage of the Reserve:

Eligible expenditures include facilities improvements, renovations, or demolitions that occur throughout the fiscal year. These expenditures will be determined on an annual basis.

Replenishment of the Reserve:

During the annual budget cycle, the Facilities Replacement Reserve will be adjusted up or down, as necessary, to equal the threshold. Any adjustments will be approved by the City Council as part of the annual CAFR cycle.

D. Disasters Contingency Reserve:

The Disaster Contingency Reserve is to constrain funds for emergencies that may arise within the Town that have not been federally and or state declared disasters. To constitute a Town emergency, the disaster or emergency would be natural disasters (i.e. earthquakes, landslides, flooding) or temporary service outages of Town facilities and infrastructure (i.e. extensive debris cleanup from wind events that prohibits travel on Town roads). To be declared a Town Emergency, the Emergency Operations Center and team would be activated for any length of time. Town emergencies are smaller in nature than presidentially declared federal disasters and governor declared state disasters and are typically contained within the Town boundaries.

Threshold of the Reserve:

The Town Disaster Contingency shall maintain a balance not less than $1,250,000. This amount shall be adjusted up or down, as necessary, each year. Adjustments will be based on the risk assessment performed by the Town’s emergency services personnel.

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Usage of the Reserve:

The City Manager is the Director of Emergency Services. In the event of a Town emergency, the City Manager would determine eligible expenditures allowable for use of the reserve on a case-by-case basis. If expenditures are incurred, use of the reserve will be considered on an annual basis.

Replenishment of the Reserve:

During the annual budget cycle, the Town Disaster Contingency Reserve will be adjusted as necessary to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget cycle.

E. Capital Projects Reserve
Purpose of the Reserve:

The Town Capital Projects Reserve is to constrain funds to start or complete projects for which the Council has previously appropriated funds, but the projects have not been started or completed.

Threshold of the Reserve:

The Town Capital Projects Reserve shall maintain a balance equal to the unused prior appropriated funds as shown in the list of capital projects prepared as part of the annual budget process. This amount shall be adjusted up or down, as necessary, each year.

Usage of the Reserve:

The Town Capital Projects Reserve will be used to fund the completion of the prior appropriated projects as shown in the list of capital projects in the budget.

Replenishment of the Reserve:

During the annual budget cycle, the Town Capital Projects Reserve will be adjusted as necessary to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget cycle.

Assigned Reserves
A. Operating Contingency Reserve
Purpose of the Reserve:

The Operating Contingency Reserve is to establish a minimum unassigned fund balance and to constrain funds for the Town’s current and future operational needs in the event of economic downtowns or unexpected expenditures.

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Threshold of the Reserve:

The Operating Contingency reserve shall maintain a maximum threshold that is equivalent to three months of average operating expenditures in the general fund. Operating expenditures are defined as those expenditures before transfers to other funds and exclude capital expenditures (less that portion of Community Development costs that are recovered through charges for services). The figures from the most recent ACFR shall be used for calculating the threshold amount.

Usage of the Reserve:

Allowable expenditures for use in this reserve shall be determined on a case by case basis.

Examples of allowable expenditures include, but are not limited to, significant economic downturn that result in diminished property taxes revenues, thus resulting in a need for use of the reserve to balance the annual general fund budget. These expenditures will be recommended by the City Manager and approved by the City Council. If expenditures are recommended and approved, use of this reserve will be considered on an annual basis.

Replenishment of the Reserve:

During the annual budget cycle, the Operating Contingency reserve will be reviewed and updated based on the most recent audited and issued Comprehensive Annual Financial Report. Any adjustments will be approved by the City Council as part of the annual budget cycle.

Finance and Investment Committee Special Meeting Agenda ZOOM Teleconference call - instructions below
Friday, June 9, 2023, 4:00 p.m. Council Chambers
Committee Meetings are held in person. As a courtesy, and in compliance with applicable state law, staff and members of the public may participate in the meeting in person at Town Hall or via Zoom Video Conference.

To attend the meeting in person: City Council Chambers Conference Room, 26379 Fremont Road, Los Altos Hills, CA 94022
To provide Public Comment in person: Members of the public wishing to speak are requested to raise their hand during the time for public comment.

To provide Public Comment in the meeting via Zoom: please follow the instructions below:

If you wish to submit a public comment during the meeting, please use the following information. Before speaking, please identify yourself by name and where you reside.

The Committee meeting will be held via zoom from the following location (Council Chambers – see above):

Zoom address:
https://us02web.zoom.us/j/84026953737?pwd=SUxxVytkL3h5ODgvdENnNnVWSC91Zz09 Meeting ID: 840 2695 3737
Passcode: 94022
Phone Number: +1 669 900 6833 US (San Jose)

1. Roll call (introduction of guests in audience, if any)Introductions:

2. Approval of minutes – FIC Meeting, Monday, May 8, 2023.

3. Nomination of Chris Nam as Associate Member of FIC

4. Review of Reserve Policy and Calculations

5. Review of Financial Policy

6. Report on Finance activities of interest – Sarina Revillar

7. Report on recent town activities of interest- City Manager Pirnejad

8. Report on recent Council activities of interest – Mayor Swan

9. Next FIC meeting: TBD

10.Topics for future meetings including: Workers comp rates; Review of long-term capital plans and related policies; Review Finance Department quarterly report on financial controls; Accounting policy review

11. Presentations from the floor

12. Adjournment
Attachment 2

Notice to the Public
Any writings or documents provided to the Finance and Investment Committee regarding any item on the open session portion of the agenda will be made available for public inspection at the Town Clerk’s office, 26379 Fremont Road, Los Altos Hills during normal business hours.

Distribution:

Public posting by Deborah Padovan
Email distribution by Deborah Padovan to Committee members and other invited attendees:

Linda Swan Tyson (Mayor), Peter Pirnejad, (Town Manager), Committee Members: Nathan Blair, Allan Epstein, Cheryl Evans, Kjell Karlsson, Jim Lai (Associate Member), Frank Lloyd (Associate Member), Susan Mason, Christopher Nam (prospective associate member), Medha Rishi (associate member), Michele Raffin, Roddy Sloss,
Attachments (correspond to agenda item #):

2. Draft Minutes for Monday May 8, 2023 meeting

4. Draft Reserve policy (Clean Version) (Redlined Version) (Reserve Policy Calcs)

5. Draft Financial policy

Town of Town of Los Altos Hills
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Formatted: Left
Purpose
To set forth the Town’s policy for establishing and maintaining fund reserve targets for each of the Town’s governmental funds. Fiscal reserves provide working capital for operations and maintenance activities, funding for IT, vehicle, and equipment needs, fulfillment of legal, regulatory, and contractual obligations and mitigation of risk and liability exposures.

Policy
This policy is intended to ensure that the Town has sufficient cash flow to meet current and future needs and provide transparency to its residents by establishing fund reserve targets for each of the Town’s governmental funds. Reserve funds are needed to provide funding for planned and unplanned events.

Planned events include, but are not limited to, (1) accumulating balances to fund operating needs; (2) debt service obligations (if any); and (3) funding for employee related pension and other post-employment benefits. Unplanned events include, but are not limited to, (1) accounting for revenue shortfalls; (2) unanticipated expenses; and (3) paying for unforeseen emergency events.

The established reserve targets defined herein provide guidance for long-term financial planning and maintaining the Town’s long-term financial health. Adequate fund reserves are of value to: (1) provide working capital to fund operating needs; (2) provide a financial cushion for dealing with unanticipated financial needs and emergencies; and (3) are a component of achieving favorable credit ratings which can help reduce the costs of issuing debt.

This policy designates specific reserve accounts. For each reserve, this policy specifies the reserve purpose, the threshold amount, allowable uses of reserves, and replenishment of the reserve. This policy establishes committed and assigned reserves. Committed or Assigned reserves may be established, changed, applied, and deleted by Council resolution. Committed reserves may be used for one or more limited activities noted in the purpose or usage of the reserve. Assigned reserves are not limited to one single activity and may be used for any Town specific activity described in the purpose or usage of the reserve.

This policy will be reviewed annually during the budget process CAFR process to ensure conformance with the Town’s goals and objectives and compliance with any changes in regulations or standards. In conjunction with the annual policy review, the Administrative Services Director will include updated calculated thresholds, review of use and replenishment of the reserves, and any anticipated changes to be included in the annual budget CAFR preparations.

Committed Reserves
A. Pension Contribution Reserve
Purpose of the Reserve:

The Pension Contribution Reserve is to constrain funds for the Town’s estimated unfunded liability. provide for contingent liabilities identified by CalPERS prepares an annual actuaries in the most recent Actuarial Report for each of the Town’s three pension plans.  This reserve is for amounts not included in the Accrued Liability and represents the difference between the currently applied Discount Rate and the lowest Discount Rate measured by CalPERS in its most recent actuarial report.  This difference is updated to the most recent past fiscal year end as reported in the related ACFR Pension Footnote. that are not included in the most recent actuarial calculation of the Town’s Past Unfunded Pas Service Liability reported in the Town’s most recent Activities (or accrual) annual Statement of Position Formatted: Character scale: 100%, Not Expanded by /
Condensed by

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(balance sheet) found in its most recent CAFR. .

Committed Reserves – continued
Contingent Liabilities identified by CalPERS actuaries:

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The most recent CalPERS actuarial report in the section titled Risk Analysis describe two risks:

Discount Rate assumptions and Mortality Rate assumptions. Discount Rate assumptions are discussed here, and Mortality Rate assumptions are not discussed here because a 10% increase or decrease in the Mortality Rate which is approximately $250,000 would not significantly affect the Town’s financial position. However, a 1% change up or down in the Discount Rate can result in a change to the Town’s financial position of approximately $ 3 million (as shown in the table below).

As shown in the following table, the Discount Rate calculation used by CalPERS actuaries has two components: The Rate of Return on Assets, and the Inflation Rate. A 1% change (up or down) in both the Rate of Return assumption and in the Inflation, assumption changes the Unfunded Liability by approximately $3 million. These two assumptions are related as movement in one affects the other.

The Rate of Return component is the most significant of the two. Therefore, for convenience, the likely changes in the Rate of Return assumption are used here to evaluate when adjustments are needed to this reserve.

Threshold of the Reserve:

The Pension Contribution Reserve shall maintain a maximum threshold based on the CalPERS annual actuarial report for each of the Town’s three pension plans. The reserve threshold amount is calculated by the following: the difference between the accrued liability at the current discount rate and the accrued liability calculated using the discount rate that is one percentage point lower than the current rate, as shown in the most recent ACFR pension footnote..

If the financial market prices are trending up, it is less likely that the Discount Rate assumption will be adjusted downward by CalPERS. Conversely, if the financial market prices are trending down, it is more likely that the Discount Rate assumption will be adjusted downward by CalPERS. In the recent past, to address this risk, CalPERS’ Board changed the Discount Rate assumption. More recently, CalPERS Board announced it will evaluate increasing Private Equity investments to protect the existing discount rate assumption of 7%. Therefore, when considering whether to change this reserve, the Town should consider available information including trend changes in the S&P 500, policy changes under consideration by CalPERS that are likely to affect the Discount Rate assumption, and input from the Town’s independent actuary, Bartel & Associates. Annually, the Town’s Finance and Investment Committee should address this matter and make a recommendation to the Town’s Staff and Council.

Committed Reserves – continued

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Usage of the Reserve:

Adjustments to the reserve will result  from the discount rate changes in succeeding years per the CalPERS annual report per the Analysis of Discount Rate Sensitivity as updated in the most recent ACFR Pension footnote.

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Presently the above-mentioned analysis, measurement and calculation is made during the annual MidYear Budget update cycle performed February and March. The most recent CalPERS actuarial report includes information updated to at least June 30, 2019 and for some items as late as January 2020 (see Subsequent Events discussion on page 8 of the CalPERS June 30, 2019 Actuarial Report).

Replenishment of the Reserve:

During the annual budget cycle, the Pension Contribution Reserve will be adjusted to reflect the new Threshold amount as described in the preceding Threshold of the Reserve section. These adjustments will be approved by the City Council as part of the annual budget cycle.

In conjunction with consideration of the factors noted in the Threshold discussion, above, the Town’s Finance and Investment Committee should discuss and recommend needed changes to the Reserve to Council for its consideration along with similar inputs from the Town’s Staff. Changes to the Discount Rate Assumption Reserve should be made after approval by Council.

B. IT Equipment Replacement Reserve
Purpose of the Reserve:

The IT Equipment Replacement Reserve is to constrain funds for the Town’s current and future IT equipment and software replacement needs. The Town maintains an IT equipment replacement schedule for all Town IT equipment. This schedule is updated as equipment is added or removed from service.

Threshold of the Reserve:

The threshold of the IT Replacement Reserve will be calculated each year during the annual CAFR cycle. This threshold will be calculated by the following: the sum of the amount determined for each piece of equipment or software on the IT replacement schedule based on the future replacement costs of the item divided by its useful life and multiplied by the number of years in service, but in no event greater than the future replacement cost.

Usage of the Reserve:

Eligible expenditures include IT equipment and software replacements purchased throughout the fiscal year. These expenditures will be determined on an annual basis.

Replenishment of the Reserve:

During the annual CAFR cycle, the IT Equipment Replacement Reserve will be adjusted up or down, as necessary, to equal the threshold. These adjustments will be approved by the City Council as part of the annual CAFR cycle.

C.B. Vehicle and Equipment Replacement
Reserves Purpose of the Reserve:

The Vehicle and Equipment Replacement Reserve is to constrain fundsfor the Town’s current and future vehicle and equipment replacement needs.  The Town maintains a vehicle and equipment replacement schedule for all Town vehicles and equipment.   This schedule is updated as equipment is added or removed from service.

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is to constrain funds for the Town’s current and future vehicle and equipment replacement needs. The Town maintains a vehicle and equipment

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Committed Reserves – continued
replacement schedule for all Town vehicles and equipment. This schedule is updated as equipment is added or removed from service.

Threshold of the Reserve:

The threshold of the Vehicle and Equipment Replacement Reserve will be calculated each year during the annual budget cycle CAFR cycle. This threshold will be the sum of the amount determined for each piece of equipment on the Vehicle and Equipment replacement schedule based on future replacement costs of the item divided by its useful life and multiplied by the number of years in service, but in no event greater than the future replacement costThis threshold will be the sum of the amount determined for each piece of equipment on the Vehicle and Equipment replacement schedule based on future replacement costs of the item divided by its useful life and multiplied by the number of years in service, but in no event greater than the future replacement cost.

Usage of the Reserve:

Eligible expenditures include vehicles and/or equipment replacements purchased throughout the fiscal year. These expenditures will be determined on an annual basis.

Replenishment of the Reserve:

During the annual budget CAFR cycle, the Vehicle and Equipment Replacement Reserve will be adjusted up or down, as necessary, to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget CAFR cycle.

D.C. Facilities Replacement
Reserves Purpose of the
Reserve:

The Facilities Replacement Reserve is to constrain funds for the Town’s current and future facility improvement and replacement needs. The Town maintains a facility schedule for all Town facilities.

Additions to the facilities schedule occur when Town facilities are either improved or new Town facilities are added. Deletions occur as Town facilities are demolished and removed from service.

Threshold of the Reserve:

The threshold of the Facilities Replacement Reserve will be calculated each year during the annual budget CAFR cycle. This threshold will be comprised of two parts. For existing buildings, it will be the Formatted: Indent: Left: 0.33"

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cumulative depreciation of the buildings listed in the fixed asset schedule as reported in the most recent ACFR Capital Asset Footnote. Added to this amount is any remaining unspent funds appropriated to construct additions or improvements to facilities.

This threshold will be the sum of the amount determined for each facility/improvement on the facility replacement schedule based on future replacement costs of the item divided by its useful

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life and multiplied by the number of years in service, but in no event greater than the future replacement cost.

Usage of the Reserve:

Eligible expenditures include facilities improvements, renovations, or demolitions that occur throughout the fiscal year. These expenditures will be determined on an annual basis.

Committed Reserves – continued
Replenishment of the Reserve:

During the annual budget CAFR cycle, the Facilities Replacement Reserve will be adjusted up or down, as necessary, to equal the threshold. Any adjustments will be approved by the City Council as part of the annual CAFR cycle.

E.D. Town Emergency Contingency for Disasters Contingency Reserve: Not Federally and/or State Declared Purpose of the Reserve:

The Town Emergency Contingency for Disasters Contingency Reserve is to constrain funds for emergenciesthat may arise within the Town that have not been federally and orstate declared disasters.

To constitute a Town emergency, the disaster or emergency would be natural disasters(i.e. earthquakes, landslides, flooding) or temporary service outages of Town facilities and infrastructure (i.e. extensive debris cleanup from wind events that prohibits travel on Town roads).   To be declared a Town Emergency, the EmergencyOperations Center and team would be activated for any length of time.  Town emergencies are smaller in nature than presidentially declared federal disasters and governor declared state disasters and are typically contained within the Town boundaries.

Not Federally and/or Stated Declared reserve is to constrain funds for emergencies that may arise within the Town that have not been federally and or state declared disasters. To constitute a Town emergency, the disaster or emergency would be natural disasters (i.e. earthquakes, landslides, flooding) or temporary service outages of Town facilities and infrastructure (i.e. extensive debris cleanup from wind events that prohibits travel on Town roads). To be declared a Town Emergency, the Emergency Operations Center and team would be activated for any length of time. Town emergencies are smaller in nature than presidentially declared federal disasters and governor declared state disasters and are typically contained within the Town boundaries.

Threshold of the Reserve:

The Town Disaster Emergency Contingency for Disasters Not Federally and/or State Declared reserve shall shall maintain a balance not less than $1,250,000. This amount shall be adjusted up or down, as necessary, each year. Adjustments will be based on the risk assessment performed by the Town’s emergency services personnel.

Usage of the Reserve:

Formatted: Justified, Indent: Left: 0.33", Right: 0.08", Space Before: 0 pt

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The City Manager is the Director of Emergency Services. In the event of a Town emergency, the City Manager would determine eligible expenditures allowable for use of the reserve on a case-by-case basis.

If expenditures are incurred, use of the reserve will be considered on an annual basis.

Replenishment of the Reserve:

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During the annual budget CAFR cycle, the Town Disaster Emergency Contingency Reserve for Disasters Not Federally and/or State Declared Reserve will be adjusted as necessary to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget CAFR cycle.

E. Capital Projects Reserve
Purpose of the Reserve:

The Town Capital Projects Reserve is to constrain funds to start or complete projects for which the Council has previously appropriated funds, but the projects have not been started or completed.

Threshold of the Reserve:

The Town Capital Projects Reserve shall maintain a balance equal to the unused prior appropriated funds as shown in the list of capital projects prepared as part of the annual budget process. This amount shall be adjusted up or down, as necessary, each year.

Usage of the Reserve:

The Town Capital Projects Reserve will be used to fund the completion of the prior appropriated projects as shown in the list of capital projects in the budget.

Replenishment of the Reserve:

During the annual budget cycle, the Town Capital Projects Reserve will be adjusted as necessary to equal the threshold. Any adjustments will be approved by the City Council as part of the annual budget cycle.

F. Self-Insurance Liability
Purpose of the Reserve:

To provide for self-insured liability claims (to be revised based on the most recent available annual PLAN JPA Deposit calculation. The Town ensures its liability risks through its membership in PLAN JPA, a Joint Powers Authority representing agencies (primarily but not limited to cities and towns in the San Francisco Bay Area).

Threshold of the Reserve:

1. The deductible for two additional liability claims at $25,000 each, totaling $50,000.

2. The portion of existing claims not yet amortized into annual insurance deposit type premiums to PLAN JPA presently currently $140,000 (PLAN JPA Actuarial Report for 6/30/20 Exhibit 1, page 8).

3. As of 1/23/21 the Self Insurance Reserve should be $190,000.

Usage and Replenishment of the Reserve:

This reserve shall be adjusted upward or down annually during the mid-year budget review performed by Town Finance personnel based upon the foregoing description of the Reserve Threshold.

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Numbering Style: A, B, C, … + Start at: 2 + Alignment:

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Town of Town of Los Altos Hills
Reserve Policy
Town of Los Altos Hills 12 Updated June 2023
Reserve Policy Tot
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Assigned Reserves
A.A . Operating Contingency Reserve
Purpose of the Reserve:

The Operating Contingency Reserve is to establish a minimum unassigned fund balance and to constrain funds for the Town’s current and future operational needs in the event of economic downtowns or unexpected expenditures.

This reserve is to provide funding to keep the Town’s operations functional in the event of a major unexpected event like COVID-19. Since the nature and extent of such an event is both unexpected and unknown, the extent of damage, duration and recovery period are also unknown. Should such an even occur, the Town’s most important assets are its professional staff without whom the Town would find it difficult to recover to normal operations (as recently by the COVID-19 epidemic). Therefore, the proposed Contingency Reserve is set an amount which is equal to the Town’s personnel costs for 1 year.

Threshold of the Reserve:

The Operating Contingency reserve shall maintain a maximum threshold that is equivalent to three months of average operating expenditures in the general fund. Operating expenditures are defined as those expenditures before transfers to other funds and exclude capital expenditures (less that portion of Community Development costs that are recovered through charges for services). The figures from the most recent ACFR shall be used for calculating the threshold amount.

The Town’s personnel costs for 1 year should be based on the amount in the most recent published annual Town Budget (page 31 for 2021 Budget) which is $3.9 million.

Usage of the Reserve:

Allowable expenditures for use in this reserve shall be determined on a case by case basis. Examples of allowable expenditures include, but are not limited to, significant economic downturn that result in diminished property taxes revenues, thus resulting in a need for use of the reserve to balance the annual general fund budget. These expenditures will be recommended by the City Manager and approved by the City Council. If expenditures are recommended and approved, use of this reserve will be considered on an annual basis.

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Town of Town of Los Altos Hills
Reserve Policy
Town of Los Altos Hills 13 Updated June 2023
Reserve Policy Tot
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Allowable expenditures for use in this reserve shall be determined on a case by case basis. Examples of allowable expenditures include, but are not limited to, significant economic downturn that result in diminishing property taxes revenues, thus resulting in a need for use of the reserve to balance the annual Assigned Reserves-continued
Operating Contingency Reserve, continued
general fund in the CAFR. These expenditures will be recommended by the City Manager and approved by the City Council. If expenditures are recommended and approved, use of this reserve will be considered on an annual basis.

Replenishment of the Reserve:

During the annual budget CAFR cycle, the Operating Contingency reserve will be reviewed and updated based on the most recent audited and issued Comprehensive Annual Financial Report. Any adjustments will be approved by the City Council as part of the annual budget CAFR cycle.

June 15, 2023
Memo to: The Los Altos Hills Town Council
From: The Los Altos Hills History Committee
Re: Permission to Hold September 10, 2023, History Walk featuring Historical Sites along Moody Road and the Fall Presentation “An Old Timers Gathering”, September 24, 2023.

By consensus, the History Committee voted to have two functions in September and is asking the City Council permission to hold the walk and presentation and to publicize both through Town’s Web Set, social media, local newspapers, and posters. “The Old Timers Gathering” will follow the same format as the one done 11 years ago. However, this year we would like to have it be a hybrid meeting which will require staff time.

AGENDA ITEM #4.I

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: MOTION TO CONCLUDE THE MANURE PILOT PROGRAM
FROM: Sarah Robustelli, Community Services Manager
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Approve a motion to conclude the Manure Pilot Program.

BACKGROUND:

The Manure Pilot Program was launched on January 20, 2022, in response to discussions held at the June 2021 Environmental Initiatives Committee (EIC) meeting through Council Liaison Mok (Attachment 1). The EIC determined that the Town should address the high costs placed on backyard horse owners outlined in GreenWaste’s service rates. The following timeline outlines the key events related to the pilot program:

Date Action
Jun-21
EIC, in consultation with Council Liaison Mok, reached a consensus that the Town should find a solution to the high costs associated with GreenWaste service rates for picking up manure from backyard horse owners.

Jul-21
Meetings were conducted with GreenWaste and the Los Altos Hills Horseman’s Association (LAHHA) to gather information and input. A dropoff site for manure was identified as a viable option for the pilot program.

Oct-21
An enclosure yard bin was constructed at Purissima Park to facilitate the pilot program.
22-Jan22 The Pilot Manure Program was officially launched.

Mar-22 The frequency of carts serviced was reduced due to low usage.

Oct-22 The frequency of carts serviced was further reduced due to low usage. 25-Oct22A status update was provided to the EIC, but no motion was made regarding the program.

In early 2023, staff contacted EIC members to share the low usage rate of the program and asked for suggested alternatives. The EIC provided the following options:
• Deposit manure at Westwind Community Barn.
• Deposit manure at the corner of Elena and Purissima Road, encouraging residents to use it for their landscaping or solid waste needs.

AGENDA ITEM #4.J
S.R.

P.P.

Staff Report
Conclude Manure Pilot Program
June 15, 2023 Page 2
DISCUSSION:

To take advantage of the manure pilot program, residents were required to contact staff and request a lock combination code to access the manure bins. To date, only four residents have requested the code. The four residents have been notified that the pilot program could come to an end, as it was always intended to be a temporary initiative. Additionally, the four residents were informed about the program's discussion during the EIC agenda on October 25, 2022, and none of them attended the meeting.

In May 2023, staff contacted the four residents and three replied noting that they have not been utilizing the service. One due to the bin being too small and challenging to access, another due to the location and Purissima Park being busy on weekends due to Little League games. Three suggested the idea of moving the program to Elena and Purissima Roads for other residents to pick up to utilize for the gardens.

This alternate proposal suggested by the horse owners and EIC came about due to an existing program the Town currently offered through its waste hauler. GreenWaste Recovery delivers processed compost to the corner of Purissima Road and Elena Road on a weekly basis every Friday. According to the Town’s contract with GreenWaste, they are required to provide compost quality reports to the Town that are publicly available on their website. GreenWaste participants in the US Composting Council’s Seal of Testing Assurance Program, which shows the commitment to test their compost products on a prescribed basis and provide this data, along with compost instructions to better service the needs of the Los Altos Hills residents. Manure on the other hand is considered a solid waste, as defined in the Town’s code section 6-8.03. Providing unprocessed manure for Los Altos Hills residents at this drop-off site would not be permissible by municipal code and could have unintended impacts related to odor.

The state law and Town’s code mandate that residents have putrescible solid waste serviced at least once a week. Section 6-3.12 of the Town’s code prohibits the disposal of solid waste or recyclables on public property. Therefore, the proposal to drop off manure on the corner of Elena and Purissima is currently prohibited by The Town’s Municipal Code.

There are also concerns for contamination, smell/odor, and the health code that lead staff and GreenWaste to prohibit residents from dumping manure at Purissima and Elena Road.

GreenWaste follows regulations and properly processes the manure to create compost available for residents.
2023 CITY COUNCIL STRATEGIC PRIORITIES:

This item was not identified in the 2023 City Council Work Plan.

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).

Staff Report
Conclude Manure Pilot Program
June 15, 2023 Page 3
FISCAL IMPACT:

It should be noted that the program was budgeted for $2,500, but due to the reduction in service, the cost to the Town was less than $2,000 annually. Eliminating the service will result in an annual savings of 2,000, however this program was not budgeted for in the FY23-24.

ATTACHMENT:

1. Environmental Initiatives Committee June 3, 2021 Minutes

ENVIRONMENTAL INITIATIVES COMMITTEE
Meeting Minutes
Date: June 3, 2021
● Attendees: Vrinda, Steve, Stan, Anand, Aileen, Pat, Peter, Jolie, April, Jay Shideler ● Guests:
○ Terry Oldberg: Scientist, policy research, and LAH resident ■ Model used by the UN for climate change is seriously flawed. ■ Falsification of a unit of measure.... "the law of the excluded middle" ■ Steve asked what the impact of fixing it would be on climate projections... Terry said it would be huge.
■ Stan asked if we could get it in writing.
■ Peter: Same argument from 2013? Yes. Terry discovered it 15 years ago. ■ Jay Shideler: He reviewed the paper and sent him comments. ■ Terry: We definitely have global warming... somewhat of a trend toward higher temperature.
■ Vrinda will provide text and include it in minutes.
○ Katelyn Lewis (Director of Sustainability and Strategy) & Emma Rasmussan (Sustainability and Communications Analyst) from GreenWaste: Los Altos Hills & SB 1383 ■ Response to SB 1383: Short-lived pollutants bill.
■ Methane from landfills' organisms make up 20% of the state's methane emissions.

Organic waste is 50% of the landfill material. Goal: reduce organic waste disposal by 75% from 2014 to 2025.
● New requirements for diversion and procurement starting 1/1/2022. Creating markets as well. GW is already compliant for LAH both on collection side and processing side..This presentation is not about rescuing or recovery of edible foods.
■ Organic mulch available! Plus soil amendments... electric generation from anaerobic digester.... renewable diesel!
■ GW is recovering 75% the organic waste of the mixed compostable streams through its hgh diversion facility and for the yard trimmings upto 98% of the stream is recovered. Recyclables are not covered by 1383 but the recovery rate of recyclables is 85%.
■ LAH provides material or high grade farm compost as well as landscape compost ■ 1383 will not affect the collection and processing, but will increase reporting ■ Processing of organic material recovered (>400 tons in 2020) is done by Zbest (Gilroy) and the ZWED (the anaerobic digester, SJ)
■ They are focusing on clean recyclables, so need our help to make sure clean recyclables are in the blue bin and hazardous waste is not in those bins.

Attachment 1

■ Using renewable diesel, route optimization, solar panels on facilities. Work with partners that help in recycling plastics and other recyclables. Use AI to get high diverging rates
■ Jay: Need to get the word out about all the good things GW is doing ■ Katelyn: You know your community and the channels to reach your community. Look forward to guidance from you
■ Stan: What about the higher bills? And what about manure? What can the town do to help residents with really high bills?
■ Katelyn: dealt with this issue at a great length and we are open to for more. ■ Steve: Renewable diesel was a huge impact! Anaerobic digester... to SVCE? I've used compost and soil amendments and crushed bricks.
■ Peter: High price for manure is killing off horses in LAH... there was a guy in Woodside who made "gourmet compost". $800 for 3 months, now $200/3 months.

How is recycling going? Upto 85% is being recycled. LAH material is very clean. ○ Jay: Dramatic jump in cost in the 2019 contract.
■ Did greenwaste meet the 50% diversion rate goal? GW: Yes! Jay: Publicize this. ■ April: Inserts in the bill are the way to communicate--less coloring for kids and more data and info about what can and cannot be recycled.
■ Peter: customized content on the GW-LAH page.
■ Stan: GW making too much margin...?
■ Steve: Prices have gone up!
● Steve: LAH plan for $250k resiliency grant
○ Opportunity was in October; Cody created a proposal; Goal is to allow town's PV system to charge a big new battery that will support the main systems for at least 12 hours.Funds need to be spent by Oct. 31.
○ Jolie: Is this a microgrid? Steve: The battery will offset some of the TOU energy requirements and will be a backup in time of emergencies. Peter: Yes. ○ Jay: Is the town hall solar producing at good capacity? Steve: Yes! ● Peter on Undergrounding update
○ $254,462 contract for Icebreaker project... assessment district (?) for design of the civil and design for utilities--will issue bid packages to utilities and support during construction phase. ○ This contract is only for engineering and not for construction. ○ The company is looking at this project as a civil engineering project--trenching and trenching design, what utilities, any interference from water & sewer etc. arrive at a joint trench plan, the vaults, the conduit, the connections
○ Utilities will be designing and laying the wires...? Or put out to bid...? Not clear. ○ Assessment district for this project?
○ Form B --calculate the costs and assign costs and responsibilities to individual entities ○ Once the plan is done they will put the the plan out to bid ○ They support project during construction.
○ Project to be completed but June 2023
○ Peter: Town should turnkey the entire project and only get a sign off from the utilities will be cheaper and faster. The cost estimate will be known when they come to 65% of the joint trench plan.
○ Steve: Palo Alto is paying $90 a ft. We paid when we contracted out everything $130/ft. This could be $1000/foot... too expensive.
○ May reduce town support for a town-wide project.
○ Steve: 50% off credits that George was pursuing (from other cities) may not be available.

○ Ocean Liner project: $128k.. analysis by the end of the year. Make feasibility assessment; ID possible improvements; create the maps of the overhead and underground. Creating additional capacity is not included in the scope. They will do a cost benefit analysis, identify funding mechanisms, political viability--series of reports. Will people be comfortable with cost estimates that come from this. There is no design.
○ 30% report due when...? No idea. Paid monthly. Due at the end of the year. There are no milestones for either one of these contracts. We have done mapping before--twice. We know how many miles etc. Town has access to it but it is a small part of the total budget. ○ Stan: Can we work with George.. Peter: It is his thing and he is working with the staff. ○ Peter: Macro questions:
■ Who should have what roles--in large expensive undergrounding project. Should the utilities have such a prominent role
■ If we are going to double or triple the capacity by electrifying the whole town should it be like for like replacement or should we build the system for next hundred years ○ Vrinda: Oversight?
○ Stan: This City Council is committed to undergrounding ○ Discussion that a committee should own this, not just George, to provide oversight. ● Jolie: Should we have a subcommittee on water?
○ Peter: Purissima Water district does not have a conservation coordinator. Not doing much in terms of conservation programs. Water use is creeping up. Track LAH water use over the past 10-15 years, find variations, figure out what worked during the drought. We adopted water efficient landscape designs a few years ago-did it work? What is the future for LAH for water use?
○ Peter will help tracking down the data. The data will come from the district but Town has access to that billing data. Water district does not have the people and the town does not have the bandwidth.
● CAP subcommittee
○ Vrinda suggested we may need help from EIC committee members (Jolie?) on several items from the CAP subcommittee
○ We will present and update at the next meeting.

Text of the statement to the LAH Environmental Initiatives Committee by Terry Oldberg
I am a scientist, public policy researcher and resident of Los Altos Hills. In policy research I have conducted I have learned that the United Nations climate models are seriously flawed. Consequently, runs of these models provide a would-be regulator of Earth’s climate system with nil information gain about the outcomes of the events of the future for this system, given the outcomes of the events of the present, precluding effectual regulation by a would-be regulator of this system. Currently the town of Los Altos Hills attempts to regulate Earth’s climate system by placing curbs on emissions of carbon dioxide into Earth’s atmosphere though to regulate Earth’s climate system under nil information gain is logically and scientifically impossible.

In scientific research that I have conducted I have found the cause of the nil information gain and have published this finding in the scientific literature. The cause is violation of the Law of the Excluded Middle by the argument that is made by each of the United Nations climate models; the Law of the Excluded Middle is among Aristotle’s three Laws of Thought. Consequently, the axiom of probability theory called “unit measure” is falsified by the argument that is made by each of these models.

In the argument that is made by each of the United Nations climate models, the fact that “unit measure” is falsified is obscured by attachment of unusual meanings to statistical terms, one of which is the word “probability.” As it falsifies “unit measure,” this so-called “probability” is not actually a probability. That falsification of “unit measure” is obscured in this manner appears to have been the reason for enactment

into law of logically and scientifically unsupported policies by many governments. Among these governments is the government of Los Altos Hills.

A question that may have arisen in your minds is of how I know that the Law of the Excluded Middle is falsified by the argument that is made by the United Nations climate models. A short answer to this question is that I have constructed a mathematical proof of the contention that the Law of the Excluded Middle is violated by this argument. To provide you with this proof so you can subject it to critical examination by yourselves or by your advisors is a task that I will complete for you at your request and without charge
Now I’d be pleased to take your questions, if you have any.

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: RESOLUTION REJECTING ALL BIDS RECEIVED FOR THE 2023

PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENT
PROJECT; APPROVING REVISED PROJECT PLANS AND

SPECIFICATIONS FOR STAFF TO ADVERTISE FOR FORMAL BID
(RE-BID); AND AUTHORIZING THE CITY MANAGER TO AWARD
A CONSTRUCTION CONTRACT NOT TO EXCEED $1,390,000 TO

THE LOWEST RESPONSIBLE BIDDER, INCLUDING

CONTINGENCY FOR POTENTIAL CHANGE ORDERS
FROM: WooJae Kim, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council adopt a resolution (Attachment 1):

1. Rejecting all bids received by May 17, 2023, for the 2023 Pavement Rehabilitation and Drainage Improvement Project;

2. Approving the revised Plans and Specifications for staff to advertise for a formal bid (re-bid); and

3. Authorizing the City Manager to award a construction contract not to exceed $1,390,000 to the lowest responsible bidder, including a contingency fund for potential change orders.

BACKGROUND:

As adopted in the FY2022-23 Operating Budget and FY2023-2027 Five Year Capital Improvement Plan, the Annual Road Rehabilitation Program is an ongoing capital program for maintenance and improvements to Town streets for safety and functionality. The annual Pavement Rehabilitation and Drainage Improvement Projects are funded through this capital program. Funding sources for the annual program include State Gas Tax, Senate Bill 1 (Road Repair and Accountability Act of 2017) Funds, Vehicle Registration Fees, Drainage In-lieu Fees, Street Encroachment Fees, Measure B (Local Streets and Roads) Fund, and General Fund.

The annual pavement rehabilitation projects involve several types of operations including street resurfacing or microsurfacing with the intent to extend the pavement service life and prevent the need for more costly reconstruction of streets. Street resurfacing typically involves spreading two-inch layer of asphalt over the existing surface every 15 to 20 years. Microsurfacing involves applying a thin coat of liquid asphalt and fine aggregate AGENDA ITEM #4.K
W.K.

P.P.

Staff Report to City Council Page 2
Reject Bids for 2023 Pavement Rehabilitation and Drainage Improvements June 15, 2023
mixture to the surface at approximately five-to-eight-year intervals while the structural integrity of the street is intact. For either method, localized failures of the existing pavement surface are repaired prior to spreading asphalt or microsurfacing. Streets are selected each year based on condition, maintenance history, and timing of other improvements such as underground utility installation.

On April 20, 2023, the City Council approved the Plans and Specifications for the 2023 Pavement Rehabilitation and Drainage Improvement Project and authorized staff to advertise the project for a formal bid.

DISCUSSION:

On April 26, 2023, the Town advertised the 2023 Pavement Rehabilitation and Drainage Improvement Project for a formal bid in the Los Altos Crier and on the Town’s website.

In addition to the advertisements, staff sent the “Notice to Bidders” to several Builders Exchange in the Bay Area and potential contractors.

On May 17, 2023, the Town received bids from four (4) contractors ranging from $1,452,539.70 to $1,752,464.30 for the Base Bid items and $1,576,109.70 to $1,880,711.30 for the Base Bid plus alternate bids. All four bids for Base Bid exceeded the Engineering Estimate of $1.2 million and are over the current project budget. The bid results are summarized below:

Contractor Amount (Base Bid) Amount (Base Bid plus Alternates)

1. G. Bortolotto & Co. $1,452,539.70 $1,576,109.70

2. O’Grading Paving, Inc. $1,607,913.50 $1,742,265.50

3. Pavement Coatings Co. $1,593,400.80 $1,763,664.80

4. Radius Earthwork, Inc. $1,752,464.30 $1,880,711.30
A detail summary of individual bid items is included in Attachment 2. A majority of the Base Bid items came in close to the Engineer’s Estimates, except for the “Traffic Control and Notification to Residents” and striping bid items. Upon evaluation of bids, staff discovered that all four bidders listed Chrisp Company as their striping subcontractor and that Chrisp Company submitted abnormally high bids for striping work, plus $100,000 for striping traffic control alone. A number of large paving and striping projects currently in the Bay Area region may be impacting the availability of striping contractors resulting in escalated costs.

Staff is recommending that the City Council reject all bids received for the project and approve the reduce scope for the 2023 pavement rehabilitation project for re-bid. Pursuant to Los Altos Hills Municipal Code Section 2-4.04 (e) “The City Council reserves the right to reject any and all bids and proposals”. Pursuant to Public Contract Code section 20166, “the legislative body may reject any bids presented and readvertise”.

Staff Report to City Council Page 3
Reject Bids for 2023 Pavement Rehabilitation and Drainage Improvements June 15, 2023
A reduced 2023 street list for the project is included in Attachment 3. The revised Plans and Specifications are available for review on the Town’s website (https://www.losaltoshills.ca.gov/579/City-Council-Meeting-Documents).

Once the re-bid authorized by Council, a Notice to Bidders will be published in the Los Altos Town Crier and posted on the Town's website. Staff will also send the Notice to Bidders to Builders Exchanges, covering Alameda County, Santa Clara County, Contra Costa County, the Peninsula Area, and the San Francisco Bay Area. Staff will also reach out to qualified contractors via telephone calls and emails to notify them of the project for bid, especially striping contractors.

The bids for the revised project would be due mid-July. Since there is no scheduled City Council meeting in July 2023, staff is also recommending that Council authorize the City Manager to award and execute the construction contract for the 2023 Pavement Rehabilitation and Drainage Improvement Project with the lowest responsible bidder in an amount not to exceed $1,390,000 including contingency fund. This would allow the construction to start early August. The City Manager would report on the results of the bid and the contract award through the City Manager Weekly Updates and at the August 2023 Council meeting. The following tentative schedule has been developed for the project:

SCHEDULE
Bids Open July 12, 2023
City Manager Award and Contracting July 2023
Begin Construction August 2023
Complete Construction October 2023

ENVIRONMENTAL REVIEW
This action is a class 1 categorical exclusion per Article 19 (Categorical exclusions) section 15301(c) Existing facilities of the California Environmental Quality ACT (CEQA) guidelines.
2023 CITY COUNCIL WORK PLAN:

This action is identified on the 2023 City Council Work Plan under Protect and Maintain Infrastructure Priority for 2023 Pavement and Storm Drainage Improvement to “finalize construction documents and specs” to initiate construction.

FISCAL IMPACT
With the project carryover of approximately $58,000 from FY2022-23, and the proposed FY2023-24 budget for the Annual Road Rehabilitation Program in the amount of

Staff Report to City Council Page 4
Reject Bids for 2023 Pavement Rehabilitation and Drainage Improvements June 15, 2023
$1,385,000, the total capital project budget is $1,443.000. The total estimated construction cost for the 2023 Pavement Rehabilitation and Drainage Improvement Project is as shown below:

Construction Contract $1,260,000
Project Contingency $130,000
Inspection Services $ 53,000
Total Estimated Construction Cost $1,443,000
There are sufficient funds for the project in the capital program, and no additional appropriation is needed for this project.

ATTACHMENT

1. Resolution

2. Detail Bid Summary

3. Revise 2023 Project Street List
Prepared by: John Chau, Associate Engineer

RESOLUTION NO.__________

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS REJECTING ALL BIDS RECEIVED FOR THE 2023 PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENT PROJECT;

APPROVING REVISED PROJECT PLANS AND SPECIFICATIONS FOR STAFF TO ADVERTISE FOR FORMAL BID (RE-BID); AND AUTHORIZING THE CITY

MANAGER TO AWARD A CONSTRUCTION CONTRACT NOT TO EXCEED
$1,390,000 TO THE LOWEST RESPONSIBLE BIDDER, INCLUDING

CONTINGENCY FOR POTENTIAL CHANGE ORDERS
WHEREAS, on April 20, 2023, the City Council approved the Plans and Specifications for the 2023 Pavement Rehabilitation and Drainage Improvement Project and authorized staff to advertise the project for a formal bid; and WHEREAS, on April 26, 2023, the Town advertised the project for a formal bid in the Los Altos Crier and on the Town’s website; and
WHEREAS, the Town received four (4) bids on May 17, 2023; and WHEREAS, all four bids for Base Bid exceeded the Engineering Estimate of $1.2 million and are over the current project budget; and
WHEREAS, pursuant to Public Contract Code section 20166, a legislative body of a public agency may reject any bids received for a public project; and WHEREAS, staff recommends that Council reject all bids received for the 2023 Pavement Rehabilitation and Drainage Improvement Project, approve a reduced scope of the project for a re-bid; and authorize the City Manager to award a construction contract not to exceed $1,390,000, including contingency funds, to the lowest responsible bidder to allow construction to start by August 2023.

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

1. All bids received for the 2023 Pavement Rehabilitation and Drainage Improvement Project are hereby rejected.

2. The revised project plans and specifications as described in the staff report to the City Council for the agenda item are hereby approved for advertisement for a formal bid (re-bid).

3. The City Manager is authorized to award and execute a construction contract not to exceed $1,390,000 with the lowest responsible bidder for the project.

Attachment 1

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 15th day of June 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Linda G. Swan, Mayor
ATTEST:
______________________________
Deborah L. Padovan, City Clerk

Item
No.

Base Bid Item Description Unit Estimated
Quantity Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount 1 Mobilization LS 1 $ 60,000.00 $60,000.00 $ 65,000.00 $65,000.00 $ 30,000.00 $30,000.00 $ 175,000.00 $175,000.00 $ 130,000.00 $130,000.00 2 Traffic Control and Notification to residents LS 1 $ 60,000.00 $60,000.00 $ 200,000.00 $200,000.00 $ 185,000.00 $185,000.00 $ 162,100.00 $162,100.00 $ 250,000.00 $250,000.00 3 Type II Microsurfacing SF 764,015 $ 0.50 $382,007.50 $ 0.48 $366,727.20 $ 0.50 $382,007.50 $ 0.44 $336,166.60 $ 0.52 $397,287.80 4 2" Overlay TON 1,600 $ 150.00 $240,000.00 $ 153.00 $244,800.00 $ 160.00 $256,000.00 $ 165.00 $264,000.00 $ 160.00 $256,000.00 5 6" Wedge Grind LF 2,520 $ 8.00 $20,160.00 $ 8.00 $20,160.00 $ 5.00 $12,600.00 $ 10.65 $26,838.00 $ 16.50 $41,580.00 6 10' Conform Grind SF 1,820 $ 2.00 $3,640.00 $ 11.00 $20,020.00 $ 10.00 $18,200.00 $ 14.20 $25,844.00 $ 12.50 $22,750.00 7 6" Digouts SF 28,735 $ 10.00 $287,350.00 $ 10.00 $287,350.00 $ 16.00 $459,760.00 $ 12.00 $344,820.00 $ 13.50 $387,922.50 8 Adjust Manholes to Grade EA 15 $ 1,200.00 $18,000.00 $ 1,050.00 $15,750.00 $ 1,500.00 $22,500.00 $ 1,250.00 $18,750.00 $ 2,000.00 $30,000.00 9 Adjust Monuments to Grade EA 2 $ 1,000.00 $2,000.00 $ 750.00 $1,500.00 $ 1,000.00 $2,000.00 $ 1,000.00 $2,000.00 $ 1,500.00 $3,000.00 10 Construct 4' wide concrete valley gutter LF 65 $ 100.00 $6,500.00 $ 456.00 $29,640.00 $ 230.00 $14,950.00 $ 675.00 $43,875.00 $ 175.00 $11,375.00 11 Construct 2' wide A.C. Swale LF 45 $ 40.00 $1,800.00 $ 75.00 $3,375.00 $ 100.00 $4,500.00 $ 82.00 $3,690.00 $ 175.00 $7,875.00 12 Grind existing A.C. dike to within 1" of
pavement surface and install new A.C. dike -
Type A
LF 360 $ 20.00 $7,200.00 $ 63.00 $22,680.00 $ 60.00 $21,600.00 $ 24.00 $8,640.00 $ 45.00 $16,200.00 13 Install new A.C. dike -Type A LF 272 $ 15.00 $4,080.00 $ 40.00 $10,880.00 $ 30.00 $8,160.00 $ 38.00 $10,336.00 $ 40.00 $10,880.00 14 Install new A.C. dike -Type F LF 140 $ 15.00 $2,100.00 $ 40.00 $5,600.00 $ 50.00 $7,000.00 $ 60.00 $8,400.00 $ 75.00 $10,500.00 15 Install new A.C. dike -Type E 20 $ 50.00 $1,000.00 $ 85.00 $1,700.00 $ 300.00 $6,000.00 $ 80.00 $1,600.00 $ 120.00 $2,400.00 16 Construct shoulder backing with Virgin Class 2
Base Rock TON 37 $ 100.00 $3,700.00 $ 90.00 $3,330.00 $ 250.00 $9,250.00 $ 150.00 $5,550.00 $ 250.00 $9,250.00 17 Remove and Install Detail 22 (6") Extruded
Thermoplastic LF 14,582 $ 6.50 $94,783.00 $ 8.25 $120,301.50 $ 9.00 $131,238.00 $ 8.50 $123,947.00 $ 9.00 $131,238.00 18 Remove and Install Detail 27B (6") Extruded
Thermoplastic LF 128 $ 6.00 $768.00 $ 7.00 $896.00 $ 4.00 $512.00 $ 3.15 $403.20 $ 3.50 $448.00 19 Remove and Install Blue Markers EA 82 $ 20.00 $1,640.00 $ 40.00 $3,280.00 $ 40.00 $3,280.00 $ 36.95 $3,029.90 $ 40.00 $3,280.00 21 Remove and Install STOP Legend and Limit Line
Makings Extruded Thermoplastic SF 1,192 $ 11.00 $13,112.00 $ 17.00 $20,264.00 $ 20.00 $23,840.00 $ 16.90 $20,144.80 $ 18.00 $21,456.00 22 Remove and Install "STOP AHEAD" Extruded
Thermoplastic SF 159 $ 11.00 $1,749.00 $ 18.00 $2,862.00 $ 20.00 $3,180.00 $ 16.90 $2,687.10 $ 18.00 $2,862.00 Remove and Install Basic Crosswalk Extruded
Thermoplastic SF 88 $ 11.00 $968.00 $ 19.00 $1,672.00 $ 18.00 $1,584.00 $ 15.85 $1,394.80 $ 17.50 $1,540.00 29 Remove Ladder Crosswalk and Install White
Continental Crosswalk (2' Stripes with 2' Space)
Extruded Thermoplastic
SF 264 $ 11.00 $2,904.00 $ 18.00 $4,752.00 $ 18.00 $4,752.00 $ 15.85 $4,184.40 $ 17.50 $4,620.00 BASE BID TOTAL $1,215,461.50 $1,452,539.70 $1,607,913.50 $1,593,400.80 $1,752,464.30 Bid Alternate #1: Cracks Seal LS 1 $50,000.00 $49,200.00 $50,000.00 $80,000.00 $50,000.00 Bid Alternate #2: Digouts, Cracks Seal, Double Seal
Coat at Purissima Park Parking Lots LS 1
$50,000.00 $74,370.00 $84,352.00 $90,264.00 $78,247.00
Total $1,315,461.50 Total $1,576,109.70 Total $1,742,265.50 Total $1,763,664.80 Total $1,880,711.30 Radius Earthwork, Inc.

Detail Bid Summary
2023 PAVEMENT REHABILITATION AND DRAINAGE IMPROVEMENT PROJECT Engineer's Estimate G. Bortolotto & Company, Inc. O'Grady Paving, Inc. Pavement Coatings Co.

Attachment 2

Attachment 3
Street From To Length (Feet) Type of Work
**Alejandro Drive St. Francis Road End 393 Microsurfacing **Beatrice Lane Robleda Road End 245 Microsurfacing
Black Mountain Road 27543 Black Mt. Road Melody Lane Concrete valley gutter, A.C dike (Drainage Improvement) **Canario Way Viscaino Road End 950 Microsurfacing
**Carillo Lane La Crest Drive End 450 Microsurfacing
**Conejo Court Ascension Drive End 310 Microsurfacing
Dawn Lane Elena Road End 400 2" Overlay (Drainage Improvement) Fremont Road Old Altos & Fremont Road 140' north of Old Altos A.C dike (Drainage Improvement) **Green Hills Court Elena Road End 540 Microsurfacing
Hilltop Drive In front of 12011 Hilltop Dr. Digouts only (Drainage Improvement) La Barranca Road Purissima Road Elena Road 2,080 Microsurfacing with digouts La Cresta Drive (1) Arastradero Road Nina Place 2,700 Microsurfacing with digouts La Cresta Drive (2) Viscaino Road End 1,679 Microsurfacing with digouts La Paloma Road New Bridge Drive Alta Tierra Road 2,060 Microsurfacing with digouts **Laurel Lane Concepcion Road End 222 Microsurfacing
Magdalena Road Stonebrook Drive Ravensbury Avenue 2,860 Microsurfacing with digouts Manuella Road In front of 14565 Manuella Rd. Digouts only Moody Road Altamont Road Elena Road Digouts only
**Ohlone Lane Fremont Road End 360 Microsurfacing
Purissima Road Elena Road Concepcion Road 4,882 2" Overlay with digouts **Robleda Court Robleda Road End 573 Microsurfacing
Robleda Road Elena Road Ciceroni Lane Digouts only
Ravensbury Avenue In front of 23400 Ravensbury Digouts only (Drainage Improvement) **Snell Lane Purissima Road End 840 Microsurfacing
TOTAL 21,544
TOTAL MILES 4.1
** Add Alternate Bid Items
Adobe Creek Lodge Road Moody Road End 560 Microsurfacing with digouts Arroyo Oaks Drive Ravensbury Avenue End 565 Microsurfacing with digouts Berry Hill Court Page Mill Road End 547 Microsurfacing
Berry Hill Lane Berry Hill Court End 745 Microsurfacing Donelson Place Fremont Road End 630 Microsurfacing
Eshner Court Altamont Road End 381 Microsurfacing with digouts Fawn Creek Court Page Mill Road End 695 Microsurfacing
Francemont Drive Moody Road End 425 Microsurfacing with digouts Gigli Court Elena Road End 430 Microsurfacing with digouts Horseshoe Lane Arastradero Road End 828 Microsurfacing with digouts La Vida Real Natoma Road End 600 Microsurfacing
Leander Drive Purissima Road End 530 Microsurfacing with digouts Liddicoat Circle Liddicoat Drive Liddicoate Drive 2,320 Microsurfacing Matadero Creek Court Matadero Creek Lane End 650 Microsurfacing Matadero Creek Lane Page Mill Road End 2,244 Microsurfacing Moody Spring Court Moody Road End 336 Microsurfacing with digouts Murietta Lane Moody Road End 870 Microsurfacing with digouts Paseo Del Roble Court Paseo Del Roble Drive End 250 Microsurfacing Rebecca Lane Dawson Drive End 900 Microsurfacing with digouts Todd Lane La Paloma Road End 814 Microsurfacing with digouts Tracy Court Arastradero Road End 265 Microsurfacing
Ursula Lane Black Mountain Road End 600 Microsurfacing with digouts Vista Serena O'Keefe Lane End 750 Microsurfacing with digouts Wild Plum Lane Miranda Road End 650 Microsurfacing with digouts Windsor Court Black Mountain Road End 205 Microsurfacing Yale Court Liddicoat Circle End 130 Microsurfacing
17920
2023 Pavement Rehabilitation and Drainage Improvement Project Streets List (Rebid) List of streets removed from the project

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS

FOR BRIONES WAY, CONCEPCION ROAD, AND LA PALOMA
ROAD PATHWAYS FOR STAFF TO ADVERTISE FOR FORMAL BID;

AND AUTHORIZING THE CITY MANAGER TO AWARD A
CONSTRUCTION CONTRACT NOT TO EXCEED $500,000 TO THE

LOWEST RESPONSIBLE BIDDER, INCLUDING CONTINGENCY

FUND FOR POTENTIAL CHANGE ORDERS
FROM: WooJae Kim, Public Works Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council adopt a resolution (Attachment 1):

1. Approving the Plans and Specifications for the Briones Way, Concepcion Road, and La Paloma Pathways Project for staff to advertise for a formal bid; and

2. Authorizing the City Manager to award a construction contract not to exceed $500,000 to the lowest responsible bidder, including a contingency fund for potential change orders.

BACKGROUND:

The proposed roadside pathways on Briones Way, Concepcion Road, and La Paloma Road are part of the ten pathway segments prioritized in 2022 by the Pathways Committee for installation. The proposed pathway on Briones Way is 272 linear feet long between Via Ventana Way and Via Cerro Gordo adjacent to Parcel 12545 Briones Way. The proposed Concepcion Road pathway is 721 linear feet between Elsie Way and Via Arline Road on the north side of Concepcion Road spanning over two residential parcels. The proposed pathway on La Paloma Road fills in pathway gaps along the western side of the roadway between Purissima Road and Todd Lane and spans 870 linear feet over five residential parcels.

The Town’s General Plan – Pathways Element, Appendix A, lists Concepcion Road between Fremont Road and Purissima Road and La Paloma Road between Fremont Road and Purissima Road as streets approved for pathways on both sides of the roadway.

Proposed pathways are important connections for continuous paths alongside both roads.

Both paths are necessary to provide safe refuge for pedestrians and equestrians from cars, as Concepcion Road and La Paloma Road are neighborhood connectors heavily traveled by drivers, bicyclists, and pedestrians.

W.K.

P.P.

AGENDA ITEM #4.L

Staff Report to City Council Page 2
Briones, Concepcion, and La Paloma Pathways
June 15, 2023
DISCUSSION:

The Plans and Specifications for the Briones Way, Concepcion Road, and La Paloma Road Pathways Project have been completed and are available for review on the Town’s website (https://www.losaltoshills.ca.gov/579/City-Council-Meeting-Documents).

Staff initially investigated bidding out the three pathways separately for cost, contracting, or scheduling benefits. However, staff concluded that managing one contract/contractor for three pathways would be more efficient, and that the Town would benefit from the economy of scale of a combined pathways project to receive best value bids. The total estimated construction cost for the project is $539,000 as shown below:

Survey Staking $14,000
Briones Way Pathway $60,000
Concepcion Road Pathway $200,000
La Paloma Road Pathway $ 190,000
Project Contingency $ 50,000
Inspection Services $ 25,000
Total Estimated Construction Cost $ 539,000
The cost for constructing roadside pathways could range from $180 to $220 per linear foot.

Costs increase further depending on the topography of the site and the amount of retaining walls needed. Approximately 550 linear feet of wood retaining walls are estimated to be required for the project. The Town does not have recent pathway cost data from contractors for benchmark comparison, so staff applied higher conservative unit costs for the project.

Once authorized by Council, a Notice to Bidders will be published in the Los Altos Town Crier and posted on the Town's website. Staff will also send the Notice to Bidders to Builders Exchanges, covering Alameda County, Santa Clara County, Contra Costa County, the Peninsula Area, and the San Francisco Bay Area. Staff will also reach out to qualified contractors via telephone calls and emails to notify them of the project for bid.

The bids for the project would be received by mid-July. Since there is no scheduled City Council meeting in July 2023, staff is recommending that Council authorize the City Manager to award and execute the construction contract for the Briones Way, Concepcion Road, and La Paloma Road Pathways Project with the lowest responsible bidder in an amount not to exceed $500,000, including contingency fund. This would allow for construction to start early August. The City Manager would report on the results of the bid and the contract award through the City Manager Weekly Updates and at the August 2023 Council meeting. The following tentative schedule has been developed for the project:

Staff Report to City Council Page 3
Briones, Concepcion, and La Paloma Pathways
June 15, 2023

SCHEDULE
Survey Staking June 2023
Bids Open End of July 2023
City Manager Award and Contracting Early August 2023
Begin Construction End of August 2023
Complete Construction October 2023

ENVIRONMENTAL REVIEW
Alteration or addition to existing pedestrian trails that do not create additional automobile lanes is defined under California Environmental Quality Act (CEQA) Section 15301(c) as Categorically Exempt.
2023 CITY COUNCIL WORK PLAN:

This action is identified on the 2023 City Council Work Plan under “Improve Pathway System” and supports the council priority to Protect and Maintain Infrastructure.

FISCAL IMPACT
The Briones Way, Concepcion Road, and La Paloma Road Pathways Project would be funded through the Miscellaneous Pathways capital improvement project (CIP) as proposed in the FY2023-24 Operating Budget and FY2024-2028 Five Year Capital Improvement Plan once adopted by Council. Normally, the annual project budget for the Miscellaneous Pathways CIP would be $325,000 from Pathways Fund without fund carryovers from previous fiscal years. To fund Briones, Concepcion, La Paloma, and other pathways, staff is requested that the $317,375 project balance (prior appropriation) from FY2022-23 be carryover to FY2023-24. With the new appropriation of $325,000, the total budget for the FY2023-24 for Miscellaneous Pathways CIP would be $642,375 (Attachment 2), which would be sufficient to fund the construction of Briones, Concepcion, and La Paloma pathways.

ATTACHMENTS

1. Resolution

2. Proposed FY2023-24 Miscellaneous Pathways CIP Sheet
Prepared by: Astha Khanal, Assistant Engineer

RESOLUTION NO.__________

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

APPROVING THE PLANS AND SPECIFICATIONS FOR BRIONES WAY,

CONCEPCION ROAD, AND LA PALOMA ROAD PATHWAYS FOR STAFF TO ADVERTISE FOR FORMAL BID; AND AUTHORIZING THE CITY MANAGER TO AWARD A CONSTRUCT CONTRACT NOT TO EXCEED $500,000 TO THE LOWEST

RESPONSIBLE BIDDER, INCLUDING CONTINGENCY FUND FOR POTENTIAL

CHANGE ORDERS
WHEREAS, the proposed roadside pathways on Briones Way, Concepcion Road, and La Paloma Road are part of the ten pathway segments prioritized in 2022 by the Pathways Committee for installation; and
WHEREAS, the proposed pathway on Briones Way is 272 linear feet long between Via Ventana Way and Via Cerro Gordo adjacent to Parcel 12545 Briones Way; and WHEREAS, the proposed pathway on Concepcion Road is 721 linear feet between Elsie Way and Via Arline Road on the north side of Concepcion Road spanning over two residential parcels; and
WHEREAS, the proposed pathway on La Paloma Road is 870 linear feet between Purissima Road and Todd Lane spanning over five residential parcels; and WHEREAS, Concepcion Road between Fremont Road and Purissima Road and La Paloma Road between Fremont Road and Purissima Road are streets approved for pathways on both sides of the roadway per the Town’s General Plan – section 9, Pathways Element, Appendix A; and
WHEREAS, dedicated and continuous pathways are needed along Briones Way, Concepcion Road, and La Paloma Road for safe routes for pedestrians and equestrians; and WHEREAS, Briones, Concepcion, and La Paloma pathways project would be funded through the FY2023-24 Miscellaneous Pathways Project; and WHEREAS, the Plans and Specifications for the Briones Way, Concepcion Road, and La Paloma Road Pathways Project have been completed, and the project is ready to be advertised for bid; and
WHEREAS, to start the construction project by August 2023, staff recommends that Council also authorize the City Manager to award a construction contract not to exceed $500,000 to the lowest responsible bidder.

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

Attachment 1

1. The Plans and Specifications for the Briones Way, Concepcion Road, and La Paloma Road Pathways Project as described in the staff report to the City Council for the agenda item are hereby approved for advertisement for a formal bid.

2. The City Manager is authorized to award and execute a construction contract not to exceed $500,000, including a contingency fund for potential change orders, with the lowest responsible bidder.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 15th day of June 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Linda G. Swan, Mayor
ATTEST:
______________________________
Deborah L. Padovan, City Clerk

DEPARTMENT
427913-24 Public Works
FY 2021-22 Summer 2021
Ongoing
Project Budget
Spending Thru
March 2023
Available
Budget
Return to
General Fund
Prior
Appropriation
$ 325,000 $ 7,625 $ 317,375 $ - $ 317,375
- - - - $ -
$ 325,000 $ 7,625 $ 317,375 $ - $ 317,375
Project Summary
Prior
Appropriation
2023-24
Planned
2024-25
Planned
2025-26
Planned
2026-27
Planned
2027-28
Planned
Total
Project
Funding Source
$ 317,375 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 1,942,375 - - - - - - $ -
- - - - - - $ -
$ 317,375 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 1,942,375 Project Spending
$ 317,375 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 1,942,375 - $ -
- - - - - - $ -
$ 317,375 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 325,000 $ 1,942,375 PROJECT DESCRIPTION:

MISCELLANEOUS PATHWAYS

PROJECT NUMBER

INITIAL FUNDING YEAR PLANNED START DATE

ESTIMATED COMPLETION DATE
Pathway Fund
The Miscellaneous Pathways Capital Improvement Project is designed to improve the Town’s pathways system by filling in gaps and fixing existing portions of the pathway system. The projects covered under this CIP would be on a list that is maintained and updated by the Pathways Committee. Once the eligible project list has been established, projects would be initiated and constructed as staff time and/or contractors are available. This CIP is designed to allow for smaller pathway projects to be completed on shorter timelines as opportunities present themselves. The list includes the Council's past goal to complete ten sections per year. Any projects requiring extensive planning, design, and construction would be converted to an individual CIP project.

PROJECT STATUS:

Ongoing
PRIOR APPROPRIATION:

Project Summary
Construction
Total
PROJECT FUNDING/SPENDING ESTIMATE:

The projects in the CIP would be funded by a reoccurring annual contribution from the Pathway Fund, as determined by the City Council. The general maintenance of the Town’s pathway system would not be funded by this CIP.

Total Funding
Misc Pathways
Total Spending
RECURRING ANNUAL MAINTENANCE AND OPERATING COSTS, IF APPLICABLE:

Attachment 2

From: allan epstein
To: Deborah Padovan; City Council
Cc: Peter Pirnejad; WooJae Kim
Subject: Consent Calendar AGENDA ITEM #4.L PATHWAY RFP BID AND AWARD Date: Thursday, June 15, 2023 3:06:00 PM
Hi Deborah,
Please attach the following comments to today’s Council meeting agenda.

Thank you.

AGENDA ITEM #4.L

RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR BRIONES WAY, CONCEPCION ROAD, AND LA PALOMA ROAD PATHWAYS FOR STAFF TO ADVERTISE FOR FORMAL BID; AND AUTHORIZING THE CITY MANAGER TO AWARD A CONSTRUCTION CONTRACT NOT TO EXCEED $500,000 TO THE

LOWEST RESPONSIBLE BIDDER, INCLUDING CONTINGENCY FUND FOR POTENTIAL CHANGE ORDERS This item should be pulled from the consent calendar and discussed. While approving advertising for an RFP is routine, the Council transferring its authority to award a $500,000 contract is not.

This is not an emergency and the rationale for haste is unsupported by the years of delay and existing conditions. Granting award authority to the City Manager eliminates transparency and prevents citizens from expressing their opinions on this major capital expenditure.

The estimated $500,000 cost for 1,863 linear feet ($289 /foot) is staggering! These three routes are basic 2B roadside paths, and in most cases, are in open, relatively flat areas. The estimated price per linear foot appears excessive and at the estimated price per foot the approximately 30 miles of pathways remaining to be built would cost over $40 million to complete! The bid cost of the pathways on this RFP will help to determine the feasibility and approach for completing the rest of the pathway system, and more study should be given to the bids received than simply whether they total less than $500,000. At this projected cost level, the Town will need to reconsider priorities, locations, and how pathway construction is performed, managed, and financed.

Proceed with RFP, if you wish, but please do not award the contract until the August Council meeting, where the results of the RFP and implications for future pathway construction will be clearer and can be reviewed and discussed.

Staff should make an extraordinary effort to ensure
that the availability of this RFP is widely known among qualified contractors.

Thank you.

Best,
Allan
Thank you.

Best,
Allan
Supplemental No. 1
AGENDA ITEM #4.L
Distributed 6/15/23

TOWN OF LOS ALTOS HILLS June 15, 2023
Staff Report to the City Council
SUBJECT: RESOLUTION TO RENEW AND EXTEND THE EXISTING TERMS

OF THE LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE

AGREEMENT
FROM: Sarah Robustelli, Community Services Manager
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Approve a Resolution that authorizes the City Manager to renew and extend the existing terms of the Los Altos/Los Altos Hills Little League Agreement for an additional three (3) years.

BACKGROUND:

Purissima Park is a ten (10) acre park site located at 27400 Purissima Road in Los Altos Hills. Facilities within the park include four baseball diamonds, three with 60’ basepaths and one with a 90’ basepath, a basketball court, a playground, picnic tables, pathways, outdoor fitness equipment, a restroom, and a newly renovated concession and multipurpose room. The southern end of the park contains a 180’ x 90’ riding arena, a 20’ x 20’ round pen, four holding pens, tie-racks, and a wash rack for use by the equestrian community.

Purissima Park is used for Town events, the Los Altos/Los Altos Hills Little League, Pinewood High School Baseball, and field rentals.

Historically Purissima Park used to be called the Little League fields. The fields were rebranded after the 2008 renovation, which changed the Parks name to Purissima Park, however our Municipal Code, still refers to it as the Purissima Ball Fields.

The terms of this agreement have been in place since 2005, except for updates in 2014.

Since June 2014, the terms have remained the same. The current terms of the Agreement state the Town has priority for field usage, and Los Altos/Los Altos Hills Little League is the next priority user. This is also outlined in the City Council approved Field Use Policy, attachment 4. Los Altos/Los Altos Hills Little League provides the Town with 50% of pest control costs, water, supplies, and materials, depreciation on capital costs that involves maintaining the fields such as spreader, mower, aerator, seeder/slicer, rental equipment needed, third party maintenance costs and in house maintenance services without overhead, and 25% of janitorial services and supplies,
Los Altos/Los Altos Hills Little League is solely responsible for repairing and maintaining the electronic scoreboards, removable bases, practice areas, field storage boxes, sheds, the public address system, and Little League’s own equipment within the Concession Building AGENDA ITEM #4.M
S.R.

P.P.

Staff Report
Little League Agreement
June 15, 2023 Page 2
and batting cages. They committed to $30,000 for the Prop 68 Multipurpose Building and Concession stand renovations.

On October 13, 2022, staff provided written notice to renegotiate the contract to Los Altos/Los Altos Hills Little League. The Agreement automatically renews for three-year terms unless written notice is provided by one party no later than April 1. The Agreement is up for renewal on June 30, 2023.

Staff knew the terms would need to be updated as there is an operational change for the Concession Building that has been renovated and transitioned to a Multipurpose Building in addition to a Concession.

Los Altos/Los Altos Hills Little League (LALL) has been a Town partner for many years.

This organization has always had importance within the Los Altos Hills community. The field usage was, in part, included in the Community Facilities Needs Assessment that was completed last year, see attachment 6.

DISCUSSION:

Funding and Staffing Allocated to Purisima Park
Table 1 below provides the Public Work maintenance work orders, hours and employee costs at the fully burdened rate. The fully burdened rate is a blend of different employees, including their salary, benefits, and overhead. The cost recovery methodology only includes salary and benefits. This is the same practice the Town established for the recently renewed Concessionaire Agreement for Westwind Community Barn. The overhead for the maintenance staff includes direct costs, operating services and supplies, citywide overhead, and general administration. The hourly rate and benefits used for the billable rate for Little League are the Maintenance Work II actual hourly rate and benefits. These actual costs change from year to year. LALL is billed for half of the Purissima Park Field Maintenance costs by the hour by the true costs of the Maintenance Worker II salary and benefits.

Maintenance Work Hours
Employee
Costs
Purissima Park for Field   363  $ 60,305
Purissima Park General   310.45  $ 37,982
Purissima Park Dog Park  28.5  $ 5,092
Purissima Park Total 701.95 $ 103,379
Table 1
Ad Hoc Work: Little League Contract Renegotiation
An Ad Hoc Committee was formed for the Little League Contract Renegotiation, consisting of representatives from the Parks and Recreation Committee, Kejun “Ben” Xu, the Finance and Investment Committee, Nate Blair and Town staff. This group met with Los Altos/Los Altos Hills President, Lori McKinney and Board Member and Past President, Steve Apfelberg.

Staff Report
Little League Agreement
June 15, 2023 Page 3
The group met on February 3, 2023, and the Ad Hoc Committee discussed various aspects of the Agreement, including goals, timeline, and contract overview. There was a follow-up discovery that was completed after the meeting. Table 2 provides the Little League enrollment data.

Year Total
Enrollment
Resident
Enrollment
2018 514 103
2019 549 110
2020 424 85
2021 308 62
2022 377 75
2023 348 70
Table 2
LALL is registered as a nonprofit organization and strives for $0 in net income, but based on the timing of recognized expenses, they have a gain or loss. They currently bring in about $165,000 in revenue, primarily from registration fees, sponsors, donors, and the Snack Shack. Their expenses are approximately $165,000. Many of their costs are field rentals (Purissima Park, Hillview, Almond Elementary), uniforms, and equipment.

Below is Table 3 shows LALL contributions provided to the Town. In 2018, staff took the maintenance of Purissima Park in-house rather than having services provided by a thirdparty contractor. Management proposed this process as a two-year trial period. Upon completing the two-year term, management reevaluated the process by reviewing the quality of services. The City Council added a full-time Maintenance Worker II employee to oversee the maintenance of the Purissima Park field and Town Hall facility. After two years, the limited-term employee was made permanent. As a result, there is higher quality maintenance, the Town has contributed more, and LALL has had to contribute less to the field maintenance.

Year LALL paid to the Town
FY 2021-22 $ 36,783.14
FY 2020-21 $ 47,158.10
FY 2019-20 $ 40,745.04
FY 2018-19 $ 54,457.77
FY 2017-18 $ 50,047.03
$ 229,191.08
Table 3

Staff Report
Little League Agreement
June 15, 2023 Page 4
Staff met with Nate Blair on Monday, March 6, to discuss the next steps on the cost of maintaining the fields and park. The approach was used with Victoria Dye Equestrian (VDE) Agreement and removed overhead from the cost recovery calculations.

Although the terms of the Agreement state that the Town shall be solely responsible for the electrical service up to and including the main service box, we discovered that Little League has been paying for the electrical, which includes the public electrical car charging stations.

The Ad Hoc Committee and staff met on May 2, 2023. At this meeting, there was a discussion about the possibility of the Council considering the long-term use of Purissima Park and the need to get a read from the Council regarding their perspectives on the park's future. Given that the contract is reviewed every three years, this was the appropriate time for the City Council to consider this item. A Council Study Session was organized to surface this discussion in late May.

The overall take ways from the Ad Hoc Committee and staff were:

1. The agreement largely aligns with the Town's costs in sharing with LALL and the Town's actual costs to maintain the baseball fields.

2. Any subsidy the Town provides for the baseball fields is small, and there's a lot of subjectivity in how that's calculated. For example, if the Town converted the entire space to open parkland, the water bill would still be close to what it is now.

In that example, the league offsets an expense that the Town would otherwise bear 100%.

3. Alternative approaches were analyzed and considered like transitioning to an hourly rate approach based on the Field Use Policy, see attachment 4. Analysis was also completed to transition to an enrollment-based fee, this was beneficial for LALL, but less beneficial for the Town for budgeting purposes. After careful consideration, it was deemed that the framework of the existing agreement was a superior approach and was working for both parties.

4. A potential cost savings area is water. The Town conducted a geological desktop study in September 2022. The geologist recommended additional field investigation including site-specific hydrogeologic analysis and drilling a pilot for a maximum depth of 400 feet to determine the water table. The construction is in the CIP workplan, and construction is slated for FY24-25 paid for by ARPA funds.

Study Session
A Special City Council Study Session was held on May 31, 2023, on Los Altos/Los Altos Hills Little League Agreement. During the meeting, the Council received a staff report and presentation and considered public comments. It provided feedback relative to the future of Purissima Park regarding the Los Altos/Los Altos Hills Little League Agreement. There was a lengthy discussion regarding the current use and popularity of the field. The direction

Staff Report
Little League Agreement
June 15, 2023 Page 5
staff received was to keep the same framework and renew the agreement for a three-year term. Draft minutes can be found in Attachment 5. Attachment 2 includes the redlined agreement, and Attachment 3 is a clean copy of the proposed agreement. 2023 CITY COUNCIL STRATEGIC PRIORITIES:

The Los Altos/Los Altos Hills Little League contract renewal was outlined in the 2023 City Council Work Plan under the maintain quality of life and community charter to leverage healthy relationships with community members better and keep the rural atmosphere in Town.

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).

FISCAL IMPACT:

The Parks division reflects Purissima Park and Edith Park expenses in the Town’s operating budget. The proposed FY23-24 Parks Division budget projects approximately $147,000 in division spending, not including personnel or overhead. The budget estimates $45,000 in revenue from Little League in the charges for services, which results in the general fund support of $102,000.

ATTACHMENTS:

1. Proposed Resolution

2. Redlined Agreement Town of Los Altos Hills and Los Altos/Los Altos Hills Little League (LL) regarding the use, maintenance, and improvement of playing field facilities owned by the Town.

3. Clean Copy Agreement Town of Los Altos Hills and Los Altos/Los Altos Hills Little League (LL) regarding the use, maintenance, and improvement of playing field facilities owned by the Town.

4. Field Use Policy

5. Draft Minutes from City Council Study Session May 31, 2023

6. Community Facilities Needs Assessment

Resolution -23 Page 1
RESOLUTION -23

A RESOLUTION OF THE CITY COUNCIL

OF THE TOWN OF LOS ALTOS HILLS AUTHORIZING THE CITY MANAGER TO

EXECUTE THE EXISTING TERMS OF THE LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE AGREEMENT FOR AN ADDITIONAL THREE YEARS.

WHEREAS, Los Altos/Los Altos Hills Little League is a non-profit providing recreational, community building opportunities for families at Purissima Park; and WHEREAS, the terms of this agreement have been in place since 2005, and was amended in 2014; and
WHEREAS, the Los Altos/Los Altos Hills Little League contract renewal was outlined in the 2023 City Council Work Plan under the maintain quality of life and community charter to leverage healthy relationships with community members better and keep the rural atmosphere in Town; and WHEREAS, an Ad Hoc Committee was established to review the agreement and their findings found that the agreement largely aligns with the Town's costs in sharing with Los Altos/Los Altos Hills Little League and the Town's actual costs to maintain the baseball fields; and WHEREAS, on May 31, 2023, the City Council conducted a study session where they supported a three-year renewal; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills hereby authorized the City Manager to renew and extend the existing terms of the Los Altos/Los Altos Hills Little League Agreement for an additional three (3) years.

The above and foregoing resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 15th day of June, 2023 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Linda G. Swan, Mayor
ATTEST:
______________________________
Deborah Padovan, City Clerk
Attachment 1

AGREEMENT FOR USE, MAINTENANCE AND IMPROVEMENT BY

LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE OF

PLAYING FIELD FACILITIES OWNED BY

THE TOWN OF LOS ALTOS HILLS
BY THIS AGREEMENT made and entered into on this July 1, 202314, ("Effective Date") by and between the TOWN OF LOS ALTOS HILLS, a municipal corporation (“Town”) and LOS ALTOS AMERICAN LITTLE LEAGUE, INC. a California non-profit corporation dba Los Altos/Los Altos Hills Little League (“Little League”), in consideration of their mutual covenants, the parties hereto agree as follows:

I. Parties. The parties shall be Town and Little League.

II. Purpose. This agreement is intended solely to document Little League's rights and obligations with respect to the premises (as defined in Section III), to allow Town and Little League to provide the highest quality playing fields possible to Town residents, Little League activities and other users (including non-resident participants in organized youth sports leagues, school activities, informal recreational activities initiated by Town residents, etc.) and to allocate responsibility, authority and costs for maintenance and improvements.

III. Premises. The “Premises” is a Town-owned parcel located at 27440 Purissima Road (as more specifically identified in Attachment 1). A portion of the Premises shall be defined as the “Fields” and consist of: (a) the four baseball playing fields and baseball practice areas; (b) the concession/multipurpose building and access areas thereto; (c) the public restroom building adjacent to the concession/multipurpose building (d) baseball equipment storage sheds and access areas thereto; and (e) the fences and backstops bordering the baseball playing fields and practice areas. For clarification, the “Fields” exclude the other areas of the Premises that are not specified above.

IV. Terms and Conditions.

A. Term. The term of this agreement shall commence on the Effective Date and, unless terminated or renewed as provided herein, shall expire on June 30, 202617.

B. Renewal. This agreement shall automatically renew for successive three (3) year periods, unless written notice is provided by one party to the other no later than April 1 immediately preceding the then current expiration date.

C. Termination. Either party may terminate this agreement by providing not less than 180-day prior written notice. Such termination cannot affect the practice, game or postseason schedules that have been submitted by January 1 and/or March 15 and/or September 1. The monetary obligations of the parties, which have accrued prior to any termination, shall survive such termination.

Attachment 2

2 D. Primary User.

1. In consideration for Little League's agreement to share maintenance costs and its other covenants herein, Little League shall be the primary user of the Fields on a year-round basis without fees, costs, or other use charges payable to Town.

2. Little League will only be considered the Primary User for activities that are included on all schedules, including updates given to Town pursuant to Section IV E. Town shall have the ability to use or schedule Fields for other purposes, as long as such use does not materially interfere with the initially submitted schedules or any written updates that have been provided to Town, provided that such updates do not conflict with Town’s already scheduled activities that were based on the initially submitted or updated schedules.

E. Scheduling.

1. Little League will provide to Town proposed schedules of uses for each Field it intends to use for the then current year for tryouts and other preseason Little League activities by January 1 (or by the Effective Date for the first year of the term of this agreement); for games, practices and postseason activities by March May 3015; and for fall activities by September

1. Furthermore, Little League shall provide tothe Town any updates to these schedules in written form only. Additionally, Little League shall designate private contact information for its then current Fields Commissioner by December 15.

2. Town shall schedule all other users during any time periods when there are no scheduled Little League activities. If Town schedules any event that causes damage or materially affects the condition of the Fields, in terms of Little League’s activities, Town shall be solely responsible for any necessary field repairs. Town shall require any group scheduling an event to indemnify, defend and hold Town harmless and carry insurance to that effect during the event. Informal, non-scheduled use by residents of Town will continue to be encouraged, as long as such use does not interfere with scheduled usage or cause damage to Fields.

3. Field use priority is awarded on the following basis, subject to the provisions of IV.D.2.:

TYPE I: Programs and activities of the Town of Los Altos Hills TYPE II: Los Altos/Los Altos Hills Little League as per contractual agreement with the Town of Los Altos Hills

3 TYPE III: Los Altos Hills based non-profit organizations, including but not limited to youth and/or adult athletic leagues, girl scouts and boy scouts, church groups, service clubs, civic associations, and Town Residents.

TYPE IV: Los Altos Hills based for-profit organizations.

TYPE V: Non-Los Altos Hills based non-profit organizations and private individuals, businesses, and organizations.

TYPE VI: Non-Los Altos Hills based for-profit businesses and organizations.

3. Any scheduling conflict that cannot be resolved by the parties shall be submitted to the City Council of Los Altos Hills for final resolution.

F. Water. Town and Little League shall work together to ensure adequate amounts of water are available to maintain all Fields in playable condition. Both parties recognize that water usage cannot exceed any allocations or violate other prohibitions imposed by the water purveyor, Town or State and that good water management and conservation practices shall be observed at all times. Town will ensure that watering is performed according to recommended policies of the Purissima Hills Water District, and any other governmental entity that may later exist with authority over such water use.

G. Maintenance.

1. Town shall maintain the Fields in a mutually agreed-upon, fully usable condition that adheres to general industry standards for baseball playing surfaces at all times, subject to water availability, except for those periods approved by Town to complete renovations or other modifications to the Fields. No renovations or modifications of the Fields may be conducted between January 10 and July 31 of each year, unless necessitated by an emergency or to remedy a hazardous condition. Further, Town shall use best efforts to provide Little League with as much advance notice as possible of said periods. Little League shall not be responsible for the cost of repairs of certain infrastructure systems within the Fields, specifically the irrigation systems and drainage systems. Repairs are considered to be those items beyond the scope of regular routine Fields maintenance.

2. A communication process shall be established wherein Little League’s Field Commissioner shall be empowered to speak directly with the Town’s designated representative to communicate the maintenance and improvement needs of the Fields.

4 3. Town shall be solely responsible for all costs of maintenance and repair of the parking lot, the public restroom building adjacent to the concession/multipurpose building, landscaped areas including trees, public restrooms outside of the Fields, facility plumbing, electrical service up to and including the main service box and curbs.

4. Little League shall be solely responsible for all costs of maintenance and repair of the electronic scoreboards, removable bases, batting cages and other secured practice areas, Field storage boxes, sheds, the public address system and Little League owned equipment within the
concession/multipurpose building.

5. The responsibility for the items that are not included in either Section H.3 or Section H. 4 shall be included in the cost-sharing items as governed by Section I. 1. These items include the baseball playing and unsecured practice areas, concession/multipurpose building routine maintenance, janitorial service of the restroom building adjacent to the concession/multipurpose building, fencing and backstops surrounding the playing and unsecured practice areas, bleachers, dugouts, base anchors, and backstop pads. (Repairs to the concession/multipurpose building shall be decided between the parties on a case by case basis).

6. Should the parties be unable to reach an agreement on fiscal responsibility for any item not specifically addressed in this agreement, they may submit the disputed items to the City Council of Los Altos Hills for final resolution.

7. The parties agree that all dirt-skinned baseball playing areas will be reconditioned by a qualified contractor in late February or early March of each year. This minimum annual pre-season conditioning shall include tilling of the skinned surfaces, importing of sufficient infield materials to level out the skinned surfaces, compacting the skinned surfaces, and rebuilding the pitching mound areas with clay materials. At least once every five years, the agreed-upon scope of work will include rebuilding the home plate areas with clay materials and the painting of any wooden structures and backstops.

8. The parties shall also meet prior to February 1 of each calendar year to submit additional playing field maintenance/improvement requests for the upcoming season, and Town will use good faith efforts to complete all such additional work that is mutually agreed-upon prior to the upcoming game season.

H. Maintenance and Operations Costs.

1. Little League shall contribute to the costs of maintenance and operations identified in Sections IV.H.1, IV. H.5 and IV.H.7 on a cost-sharing basis.

5 For each Town fiscal year, Little League will contribute one dollar for every one dollar contributed by Town. Town, subject to the review process delineated in Section IV. J, shall have sole reasonable determination of justifiable expenses. Both parties agree to use good faith in making fiscal decisions that will not undermine the overall fiscal health of either entity. If Fields maintenance and operations expenditures reach an annual total of $95,000, not including utilities, the Town and Little League shall consider additional shared Fields maintenance and operation expenditures on a case by case basis under mutually acceptable terms.

2. Town shall pay, and not be reimbursed by Little League, for Fields’ maintenance and/or repairs, which are necessary as a result of use by other Town authorized field users, that are outside the parameters of typical wear and tear from Little League use. The Little League shall be solely responsible for repair/maintenance necessitated by the gross negligence or willful misconduct of the Little League, its agents, or officers.

3. Town and Little League may agree to cost-share major infrastructure/capital improvement projects on a case-by-case basis.

4. Town shall be solely responsible for the payment of all charges for garbage service. Little League shall be solely responsible for the payment of all charges for electricity usage. Town accepts electricity responsibility for EV charging stations.= Little League shall reimburse Town for 50% of the water utility and 50% of the electricity usage, however the Town accepts sole responsibility for the EV charging stations provided they are separately metered..

5. Little League shall reimburse Town for 25% of the restroom cleaning and supplies.

I. Payments. Little League will pay its share of maintenance and operation costs upon receipt of submitted invoices from the Town. On an annual basis the Town will submit these invoices to Little League for payment. Although not required by this Agreement, the Town may submit invoices to Little League on or around September 1 of each calendar year. Little League shall have a period of thirty (30) days from date of Town submittal to review these submitted invoices.

Immediately subsequent to review, Little League shall remit payment for all undisputed invoices to the Town. If there are any disputed invoices or disputed items contained therein, Little League and Town’s representatives shall meet within thirty (30) days after the initial review period and attempt to resolve the billing dispute. If the parties are not able to reach agreement on any remaining disputed items, these items shall be submitted by parties to the City Council of Los Altos Hills for final resolution.

J. Sublet. Little League shall not have the authority to rent or sublet any portion of the Premises. All Fields use, rentals and/or sublets may only be authorized by the

6 City Manager or their designee and only in writing. Little League shall not require or suggest donations, gratuities, rental payments or fees for field use from other field users. However, Little League shall be permitted to charge appropriate rental fees from Fields users who use Little League’s equipment, including scoreboards, bases, balls, portable safety screens, field preparation tools and equipment, pitching machines, batting cages and other secured practice areas.

Little League is not required by this Agreement to rent any of its equipment.

Little League shall provide its equipment use rental fee schedule to Town on an annual basis. Little League shall provide written notification to the City Manager or their designee within 48 hours of any equipment rental to a third party. Town shall permit Little League to operate the concession/multipurpose building during scheduled Little League Fields use or other use as expressly authorized in writing by the Town. Such an operation shall not be considered a sublet. All unaffixed items contained within the concession/multipurpose building that are not the property of the Town shall be the property and responsibility of Little League.

K. Modifications. Little League shall not make any modification, alteration, or improvement to the Premises without prior written consent by the City Manager or their designee. Consent shall not be unreasonably withheld, except that any dispute under this Section may be submitted to the City Council for final resolution. After completion of approved changes by Little League, Little League shall provide to Town approved as-built drawings, if applicable.

L. Improvements. All affixed improvements on the Premises, including but not limited to any affixed improvements constructed by Little League, are and shall remain the property of Town, even at the termination of this agreement.

M. Locks. Little League shall place no locks or other barriers to entry on any portion of Premises without prior approval by Town and provideing to Town copies of all keys or other entry mechanisms.

N. Conditional Use Permit. Little League agrees to abide by and ensure that all participants in its activities abide by all terms of Conditional Use Permit #58-04- CUP. Requests for changes to the Conditional Use Permit must be made during the annual review.

V. Hold Harmless. To the fullest extent allowed by law, Little League hereby releases and agrees to indemnify, defend and hold harmless Town, its officers, agents and employees from any all demands, claims or liability of any nature, which may arise out of or occur by reason of any act or omission on its part, or the part of any of its employees, contractors, subcontractors, agents or representatives use or their use of the Fields, including costs and reasonable attorney fees, in providing the defense to any claim arising therefrom, including any use of the Fields not allowed under this Agreement but sanctioned by the Little League, (including use of the Premises for purposes of accessing the Fields) all except to the extent the claim arises from the gross negligence or willful misconduct of the Town, its officers, agents or employees. Little League also agrees to require any contract with it contractors or subcontractors to contain a provision requiring

7 that the contractor or subcontractor indemnify, defend and hold harmless Little League and Town and their officers, agents and employees from any and all demands, claims or liability of any nature which may arise out of or occur by reason of any act of omission on the contractor or subcontractor’s part, or the part of any of its employees, contractors, subcontractors, agents or representatives in furtherance of or related to the contract with Little League.

VI. Insurance.

1. General Liability Insurance. Little League shall also procure and maintain at all times during the term of this Agreement, General Liability Insurance covering Little League and Town for any liability arising out of the use of, or occurring in, on, or about the Fields. The policy shall be subject to a limit for each occurrence of at least one two million dollars ($21,000,000) naming as an additional insured, Town and its officers, employees and agents. If a general aggregate limit is used, it shall be at least twice the required limit ($42,000,000). The Insurer(s) shall agree that its policy is Primary Insurance and that it shall be liable for the full amount of any loss up to and including the total limit of liability without right of contribution from any other insurance covering Town.

2. Inclusion of Town as an additional insured shall not in any way affect its rights with respect to any claim, demand, suit, or judgment made, brought or recovered against Little League. Said policy shall protect Little League and Town in the same manner as though a separate policy had been issued to each; but nothing in said policy shall operate to increase the Insurer’s liability as set forth in the policy beyond the amount or amounts shown or to which the Insurer would be liable if only one interest had been named as an insured.

3. Little League shall deliver to Town a Certificate of Insurance and endorsements which shall indicate compliance with the insurance requirements of this paragraph and shall stipulate that thirty (30) days advance written notice of cancellation or material change shall be given to Town.

4. Upon execution of this Agreement, and at all times during this Agreement, Town and Little League’s contractors and subcontractors entering onto the Fields shall have in full force and effect, at their sole expense, for the joint benefit of the contractors, Little League and Town, liability insurance in which Town and Little League are named as additionally insured. The insurance required thereunder shall be in the amount of at least one million dollars ($1,000,000.00) combined limit for bodily injury and property damage, shall be carried by insurers authorized to transact business in California, and shall be primary as to Town and Little League and nonPage 150 of 568 8 contributory with any insurance which may be carried by Town or Little League. The insurance policy shall have a 30-day notification to Town and Little League before any change in the policy or cancellation. Little League shall keep a current certificate of insurance from its contractors and subcontractors on file with the Town at all times.

VII. Non-Discrimination. No discrimination shall be made in the employment of persons under this agreement because of race, color, national origin, age, ancestry, religion, sexual orientation, or sex of such person.

VIII. Interest of Little League. It is understood and agreed that this Agreement is not a contract of employment or partnership. At all times, Little League shall be deemed to be an independent contractor, and is not authorized to bind Town to any contracts or other obligations. In executing this agreement, Little League certifies that no one who has or will have any financial interest under this agreement is an officer or employee of Town.

IX. This Agreement shall not be assigned or transferred without the written consent of Town.

No changes or amendments of any kind are authorized without the written consent of Town’s City Manager and shall not be effective unless agreed to in writing by both Town and Little League.

This agreement shall not become effective until its approval and execution by Town. In witness whereof, the parties have executed this agreement effective the day and year first written above.

Los Altos American Little League, Inc. dba
Los Altos/Los Altos Hills Little League Town of Los Altos Hills By: By:

President Mayor
Approved as to Form:

By:

City Attorney
Attest:

By:

City Clerk

9 5385616.1

AGREEMENT FOR USE, MAINTENANCE AND IMPROVEMENT BY

LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE OF

PLAYING FIELD FACILITIES OWNED BY

THE TOWN OF LOS ALTOS HILLS
BY THIS AGREEMENT made and entered into on this July 1, 2023, ("Effective Date") by and between the TOWN OF LOS ALTOS HILLS, a municipal corporation (“Town”) and LOS ALTOS AMERICAN LITTLE LEAGUE, INC. a California non-profit corporation dba Los Altos/Los Altos Hills Little League (“Little League”), in consideration of their mutual covenants, the parties hereto agree as follows:

I. Parties. The parties shall be Town and Little League.

II. Purpose. This agreement is intended solely to document Little League's rights and obligations with respect to the premises (as defined in Section III), to allow Town and Little League to provide the highest quality playing fields possible to Town residents, Little League activities and other users (including non-resident participants in organized youth sports leagues, school activities, informal recreational activities initiated by Town residents, etc.) and to allocate responsibility, authority and costs for maintenance and improvements.

III. Premises. The “Premises” is a Town-owned parcel located at 27440 Purissima Road (as more specifically identified in Attachment 1). A portion of the Premises shall be defined as the “Fields” and consist of: (a) the four baseball playing fields and baseball practice areas; (b) the concession/multipurpose building and access areas thereto; (c) the public restroom building adjacent to the concession/multipurpose building (d) baseball equipment storage sheds and access areas thereto; and (e) the fences and backstops bordering the baseball playing fields and practice areas. For clarification, the “Fields” exclude the other areas of the Premises that are not specified above.

IV. Terms and Conditions.

A. Term. The term of this agreement shall commence on the Effective Date and, unless terminated or renewed as provided herein, shall expire on June 30, 2026.

B. Renewal. This agreement shall automatically renew for successive three (3) year periods, unless written notice is provided by one party to the other no later than April 1 immediately preceding the then current expiration date.

C. Termination. Either party may terminate this agreement by providing not less than 180-day prior written notice. Such termination cannot affect the practice, game or postseason schedules that have been submitted by January 1 and/or March 15 and/or September 1. The monetary obligations of the parties, which have accrued prior to any termination, shall survive such termination.

Attachment 3

2 D. Primary User.

1. In consideration for Little League's agreement to share maintenance costs and its other covenants herein, Little League shall be the primary user of the Fields on a year-round basis without fees, costs, or other use charges payable to Town.

2. Little League will only be considered the Primary User for activities that are included on all schedules, including updates given to Town pursuant to Section IV E. Town shall have the ability to use or schedule Fields for other purposes, as long as such use does not materially interfere with the initially submitted schedules or any written updates that have been provided to Town, provided that such updates do not conflict with Town’s scheduled activities that were based on the initially submitted or updated schedules.

E. Scheduling.

1. Little League will provide to Town proposed schedules of uses for each Field it intends to use for the then current year for tryouts and other preseason Little League activities by January 1 (or by the Effective Date for the first year of the term of this agreement); for games, practices and postseason activities by May 30; and for fall activities by September 1.

Furthermore, Little League shall provide the Town any updates to these schedules in written form only. Additionally, Little League shall designate private contact information for its then current Fields Commissioner by December 15.

2. Town shall schedule all other users during any time periods when there are no scheduled Little League activities. If Town schedules any event that causes damage or materially affects the condition of the Fields, in terms of Little League’s activities, Town shall be solely responsible for any necessary field repairs. Town shall require any group scheduling an event to indemnify, defend and hold Town harmless and carry insurance to that effect during the event. Informal, non-scheduled use by residents of Town will continue to be encouraged, as long as such use does not interfere with scheduled usage or cause damage to Fields.

3. Field use priority is awarded on the following basis, subject to the provisions of IV.D.2.:

TYPE I: Programs and activities of the Town of Los Altos Hills TYPE II: Los Altos/Los Altos Hills Little League as per contractual agreement with the Town of Los Altos Hills

3 TYPE III: Los Altos Hills based non-profit organizations, including but not limited to youth and/or adult athletic leagues, girl scouts and boy scouts, church groups, service clubs, civic associations, and Town Residents.

TYPE IV: Los Altos Hills based for-profit organizations.

TYPE V: Non-Los Altos Hills based non-profit organizations and private individuals, businesses, and organizations.

TYPE VI: Non-Los Altos Hills based for-profit businesses and organizations.

3. Any scheduling conflict that cannot be resolved by the parties shall be submitted to the City Council of Los Altos Hills for final resolution.

F. Water. Town and Little League shall work together to ensure adequate amounts of water are available to maintain all Fields in playable condition. Both parties recognize that water usage cannot exceed any allocations or violate other prohibitions imposed by the water purveyor, Town or State and that good water management and conservation practices shall be observed at all times. Town will ensure that watering is performed according to recommended policies of the Purissima Hills Water District, and any other governmental entity that may later exist with authority over such water use.

G. Maintenance.

1. Town shall maintain the Fields in a mutually agreed-upon, fully usable condition that adheres to general industry standards for baseball playing surfaces at all times, subject to water availability, except for those periods approved by Town to complete renovations or other modifications to the Fields. No renovations or modifications of the Fields may be conducted between January 10 and July 31 of each year, unless necessitated by an emergency or to remedy a hazardous condition. Further, Town shall use best efforts to provide Little League with as much advance notice as possible of said periods. Little League shall not be responsible for the cost of repairs of certain infrastructure systems within the Fields, specifically the irrigation systems and drainage systems. Repairs are considered to be those items beyond the scope of regular routine Fields maintenance.

2. A communication process shall be established wherein Little League’s Field Commissioner shall be empowered to speak directly with the Town’s designated representative to communicate the maintenance and improvement needs of the Fields.

4 3. Town shall be solely responsible for all costs of maintenance and repair of the parking lot, the public restroom building adjacent to the concession/multipurpose building, landscaped areas including trees, public restrooms outside of the Fields, facility plumbing, electrical service up to and including the main service box and curbs.

4. Little League shall be solely responsible for all costs of maintenance and repair of the electronic scoreboards, removable bases, batting cages and other secured practice areas, Field storage boxes, sheds, the public address system and Little League owned equipment within the
concession/multipurpose building.

5. The responsibility for the items that are not included in either Section H.3 or Section H. 4 shall be included in the cost-sharing items as governed by Section I. 1. These items include the baseball playing and unsecured practice areas, concession/multipurpose building routine maintenance, janitorial service of the restroom building adjacent to the concession/multipurpose building, fencing and backstops surrounding the playing and unsecured practice areas, bleachers, dugouts, base anchors, and backstop pads. (Repairs to the concession/multipurposebuilding shall be decided between the parties on a case by case basis).

6. Should the parties be unable to reach an agreement on fiscal responsibility for any item not specifically addressed in this agreement, they may submit the disputed items to the City Council of Los Altos Hills for final resolution.

7. The parties agree that all dirt-skinned baseball playing areas will be reconditioned by a qualified contractor in late February or early March of each year. This minimum annual pre-season conditioning shall include tilling of the skinned surfaces, importing of sufficient infield materials to level out the skinned surfaces, compacting the skinned surfaces, and rebuilding the pitching mound areas with clay materials. At least once every five years, the agreed-upon scope of work will include rebuilding the home plate areas with clay materials and the painting of any wooden structures and backstops.

8. The parties shall also meet prior to February 1 of each calendar year to submit additional playing field maintenance/improvement requests for the upcoming season, and Town will use good faith efforts to complete all such additional work that is mutually agreed-upon prior to the upcoming game season.

H. Maintenance and Operations Costs.

1. Little League shall contribute to the costs of maintenance and operations identified in Sections IV.H.1, IV. H.5 and IV.H.7 on a cost-sharing basis.

5 For each Town fiscal year, Little League will contribute one dollar for every one dollar contributed by Town. Town, subject to the review process delineated in Section IV. J, shall have sole reasonable determination of justifiable expenses. Both parties agree to use good faith in making fiscal decisions that will not undermine the overall fiscal health of either entity. If Fields maintenance and operations expenditures reach an annual total of $95,000, not including utilities, the Town and Little League shall consider additional shared Fields maintenance and operation expenditures on a case by case basis under mutually acceptable terms.

2. Town shall pay, and not be reimbursed by Little League, for Fields’ maintenance and/or repairs, which are necessary as a result of use by other Town authorized field users, that are outside the parameters of typical wear and tear from Little League use. The Little League shall be solely responsible for repair/maintenance necessitated by the gross negligence or willful misconduct of the Little League, its agents, or officers.

3. Town and Little League may agree to cost-share major infrastructure/capital improvement projects on a case-by-case basis.

4. Town shall be solely responsible for the payment of all charges for garbage service. = Little League shall reimburse Town for 50% of the water utility and 50% of the electricity usage, however the Town accepts sole responsibility for the EV charging stations provided they are separately metered.

5. Little League shall reimburse Town for 25% of the restroom cleaning and supplies.

I. Payments. Little League will pay its share of maintenance and operation costs upon receipt of submitted invoices from the Town. On an annual basis the Town will submit these invoices to Little League for payment. Although not required by this Agreement, the Town may submit invoices to Little League on or around September 1 of each calendar year. Little League shall have a period of thirty (30) days from date of Town submittal to review these submitted invoices.

Immediately subsequent to review, Little League shall remit payment for all undisputed invoices to the Town. If there are any disputed invoices or disputed items contained therein, Little League and Town’s representatives shall meet within thirty (30) days after the initial review period and attempt to resolve the billing dispute. If the parties are not able to reach agreement on any remaining disputed items, these items shall be submitted by parties to the City Council of Los Altos Hills for final resolution.

J. Sublet. Little League shall not have the authority to rent or sublet any portion of the Premises. All Fields use, rentals and/or sublets may only be authorized by the City Manager or their designee and only in writing. Little League shall not require or suggest donations, gratuities, rental payments or fees for field use from