1 City Council Special Meeting Agenda
January 23, 2024
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.
NOTICE IS HEREBY GIVEN THAT A SPECIAL MEETING OF THE
LOS ALTOS HILLS CITY COUNCIL WILL BE HELD ON
TUESDAY, JANUARY 23, 2024, AT 10:00 A.M.
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/January23GoalSettingSessionLAH
Town of Los Altos Hills
City Council Special Meeting Agenda
Tuesday, January 23, 2024, at 10:00 a.m.
Council Chambers, 26379 Fremont Road
Los Altos Hills, California
2 City Council Special Meeting Agenda
January 23, 2024
Webinar iD: 844 5401 4157
Passcode: 94022
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 (10:00 A.M.)
1. Roll Call
2. Pledge of Allegiance
3. CONSENT AGENDA
A. Consideration of an Associate Appointment to the Los Altos Hills Open Space Committee
4. STUDY SESSION ON COUNCIL PRIORITY SETTING AND 2024-2025 WORK PLAN
A. Introductory Remarks
B. Public Comment (Public Comment is Limited to Items which are the Subject of the Special Meeting)
C. Council Priority Setting
D. Recommendation and Motion to Approve a 2024-2025 Work Plan
5. ADJOURN
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.
TOWN OF LOS ALTOS HILLS
MEMORANDUM
DATE: January 23, 2024
TO: Honorable Mayor and Members of the Council
FROM: Arika Miller, City Clerk
RE: 2024 Committee Appointments for Los Altos Hills Standing Committee and Outside Agency Liaison
In November 2023, Kit Gordon’s membership on the Open Space Committee ended. Kit has been a valuable member of the Open Space Committee and has not sought reappointment. She was approved by the committee as an associate member on December `13, 2023.
The Standing Committee Resolution 90-22 states as follows:
“the appointment of associate members of the Environmental Design and Protection Committee, Pathways Committee, and Open Space Committee shall be subject to the approval of the City Council.
Notwithstanding the foregoing, if the duties of the associate members of those committees do not include site visits, City Council approval shall not be required.”
To ensure compliance with this requirement, Kit Gordon's membership, which involves participating in site visits, is presented to the City Council for approval.
TOWN OF LOS ALTOS HILLS January 23, 2023
Staff Report to the City Council
SUBJECT: CITY COUNCIL WORKPLAN FOR 2024-2025
FROM: Cody Einfalt, Assistant to the City Manager
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council should:
Adopt the 2024-2025 Workplan (see Attachment 1) as modified by Council BACKGROUND:
In order to accomplish the goals of the Council in an orderly and effective manner the Town goes through a comprehensive goal-setting process followed by a budgeting exercise every year. As has been the case over the past two years the Council has undertaken a goal-setting process in January with feedback coming from the Council, Committees, and staff. This has been a comprehensive and collaborative process that involved multiple stakeholders and ultimately the formation of a draft work-plan that reflects the priorities of the council for the coming year. This year we went through a similar process with some learnings over the past year.
The process of preparing a set of priorities begins with a review of the adopted workplan from the prior year. In January of 2023, staff presented a proposed set of priorities for the year that reflected the goals of the Planning Commission and the 12 other standing committees, the City Council, and staff. The entire Workplan and attachments were presented to the Council on January 25, 2023, followed by the adopted Workplan presented to Council on February 16, 2022 (see Attachment 2).
The goals were reviewed by staff and prioritized prior to presenting them to the entire Council in a public meeting. By the end of the session the Council had received public input and eventually adopted a Workplan with modifications that represented the shared Council vision of what the staff should focus on throughout the year.
Over the course of the year the committees, Council, and staff were faced with new challenges and priorities that were accommodated through the year. In the end, the Council adopted some 47 projects as part of the 2023 Workplan as well as several additional projects that were added to the Workplan during the year. A lesson learned over the course of that effort was that although the staff, Council, planning commission and standing committees appreciated the structure, we collectively need additional flexibility built into the next workplan to accommodate new priorities as they come up over the year. Another lesson was that the projects themselves took longer than anticipated due to disruptions such as staff turnover, competing priorities, new priorities, state mandates, natural disasters, and unforeseen events. A mid-year progress report of the Workplan was presented to the Council on August 17, 2023 (see Attachment 3).
Staff Report Page 2
Council Priority Setting Session for 2024-2025
January 23, 2024
In 2023 the one-year Workplan adopted by the council included a total of 47 key projects made up of 92 individual milestones. They included things such as adopting the housing element, adopting reach codes, conducting an emergency drill, preparing a broadband feasibility study, and more.
The status of those Workplan items was reviewed by the council in August 2023. Back in August we completed approximately 41 of the 92 milestones and 33 were in progress. By the end of 2023 we had completed 60 milestones and 12 are in progress. In addition to the adopted Workplan the Council and staff added 15 additional projects. They included things such as filling key vacancies, a pathway nexus study, and more. Since August when staff reported to the Council, we had completed 2 more of the additional projects. Therefore, of the 15 additional projects 8 have carried over to the following year. Most of the projects (both original and added) that were not completed in 2023 carried over to the two-year Workplan (2024-25).
Assembling the 2024-25 workplan is a process of constant improvement, and this year Town staff took a different approach in assembling the Town’s goals. Staff observed in several prior Workplans that many projects that get identified every year take more than a single year to complete. This has led to multiple carryover items from one Workplan to the next. Furthermore, the formation of the Workplan is a major endeavor and moving to a two-year plan also saves staff time. Therefore, staff assembled a two-year workplan as opposed to setting the priorities for a single year. Staff’s hope is that this shift in the Town’s goal setting process will reduce planning work for staff and better align with the Town’s goals that are set at the beginning of 2024.
To kick off the 2024-25 Workplan, staff started the process by re-engaging with Frank Benest, ICMA Executive Leader, to build a process with staff to collect and consider all the priorities from the various stakeholders into a draft Workplan that we can present to the Council. In addition, we engaged the partnership of Dan Rich from RPMG, an established and experienced public sector leader with deep experience dealing with Council and communities to develop a fair and collaborative process to walk the Council, community, commission, and committees through a process of adopting our 2024-25 proposed Workplan. The ultimate goal was to create a Workplan that is manageable by staff and considers the needs of the council, committees, and commission.
Once adopted, the staff will build a draft budget based on the goals.
The effort started in September when the City Manager and staff met with the Planning Commission and every standing committee to walk them through the goal setting process thereby asking them to review their accomplishments from 2023 as well as set their goals for 2024-2025.
Dan Rich followed up with one-on-one interviews in October with each of the Council members to discuss their specific goals for the upcoming year. While the committees started meeting over the next several months to discuss and vote on their shared vision for the year, the staff went through an organized process to collect and prioritize their 2-year workplan. This involved two separate half-day retreats on September 27
th and November 8th to collect and discuss the priorities for the year. By the end of the year the staff had assembled a proposed Workplan that considered mandates, carryover items from 2023, staff-identified priorities as well as current goals assembled
Staff Report Page 3
Council Priority Setting Session for 2024-2025
January 23, 2024
from the Council, planning commission, and standing committees. Also considered was the reality of staff and resource constraints. To help the council, staff also took an additional step to add budget approximations next to the items to help the prioritization process.
On January 11th a special meeting of the City Council was held to provide an opportunity for the planning commission and standing committees to share their 2023 accomplishments and their 2024-2025 goals. The goals were collected by staff prior to the January 11th meeting and considered in the development of the proposed 2024-2025 Council Workplan. The purpose of that council meeting was to give the commission and committees an opportunity to present their goals and for the Council and for the community to ask any questions. A copy of the minutes, staff report and attachment can be seen here (see Attachment 4).
The main body of the proposed Workplan is comprised of items identified in Green (carry over from the previous year) and Blue (new items). The matrix includes a range of data that will be reviewed in the staff presentation. It has enough perspective for the Council to discuss strategic direction and detail for staff to prioritize work and build a budget that prioritizes the Council’s top priorities. The Workplan also has a list of eight (8) items in the “Parking Lot” that were identified by the Council that the staff felt needed more discussion. The proposed 2-year workplan itself is made up of 63 key projects which include 138 milestones (not shown in the interest of brevity).
The reason this workplan is so much larger than the previous one is first, because it is a two-year plan and second, the staff included everything that it could think of, that takes months or quarters to complete. Although many day-to-day operations such as issuing permits or processing entitlements were not included, operational efforts such as the budget, audit, and sizable CIPs were included because of the allocation of staff and budget resources necessary. Given the number of priorities, this year’s Workplan is very comprehensive and reflects the staff’s capacity. The staff made every effort to reduce the workplan but in the end the proposed workplan was considered the highest priority and reflects the collective vision of what needs to be done. Any significant changes or additions to the workplan will need to include reprioritization and potentially the addition of staffing and budget resources. It should also be noted that the proposed Workplan will also need to be budgeted and during that time if the council or staff feels we need to reduce the workplan due to budget constraints that may come to light later in the year.
In 2023 the committees all provided their goals for the year and in those lengthy conversations by and with the committees resulted in a lengthy list of projects that every committee wanted to accomplish over the next two years. In reviewing the list of projects, staff attempted to accommodate as many of the projects as we could with respect to staff constraints and capacity.
The comprehensive list of committee projects (See attachment 5) includes all projects adopted by the 12 committees and commission, assembled, and presented to the council at the January 11 meeting. Over the course of several months staff met with every committee chair and council liaison to review their specific goals and how they fit into the entire workplan. The entire list of committee goals has been color coded to include projects incorporated into the proposed workplan,
Staff Report Page 4
Council Priority Setting Session for 2024-2025
January 23, 2024
projects that the committees have been asked to take the lead on, as well as what projects were not on the Workplan this cycle. The committees have all had a chance to voice their perspective and have come to some level of consensus with the staff and the council liaison. In some cases, the committee has or may ask the council for more resources. In those cases, the workplan will need to be reprioritized and additional staff and funding may be required.
At this point the entire Council, commissions, and committees have seen and added feedback on the Workplan. The staff is prepared to present the Workplan to the council at the January 23rd meeting and make any changes or reprioritize as identified by the council prior to adoption.
Understandably many things are outside of our control like staff turnover, economic downturn, new Council priorities, a spike in residential burglaries, and unforeseen challenges like the wave of atmospheric rivers that pummeled the entire state. The staff and council will work together to adjust and pivot in light of new developments with the goal of keeping the community informed as we work through the calendar year. The important takeaways are to understand that the Workplan is a living document that can change, extend, or adjust depending on the council’s direction. However, to ensure that we can properly allocate staff and budget resources to the Workplan, it is important that the council take very seriously the addition of new goals. We ask that the council take a two-step process to change the Workplan. First, whether the council or the committee bring forward a request for an additional goal not identified by the Workplan the council needs to first agendize a discussion on whether the item should be taken up for debate. If the council agrees it is worth a discussion, then staff will do an analysis to identify the resources needed and our suggested workplan reprioritization.
DISCUSSION:
Prior to the Council meeting, the community and Council will have received this staff report and the attachments. Following the Council’s receipt of this packet the City Manager will meet individually with each Council member to answer questions and walk through the entire process.
The staff encourages written comments or questions from the public which we will attempt to answer prior or at the public meeting and include as part of the public record.
The following is a brief high-level summary of the day’s agenda. The City Manager starts with walking the Council and the community through a process that starts with introductions and grounding principles followed by a review of the previous workplan then a detailed explanation of the proposed Council Workplan. After a break, the Council will discuss and ask questions related to the proposed Council Workplan. Following public comments, the council will discuss possible additions to the proposed Council Workplan. After lunch, the Council will discuss the additions they made prior to lunch. Then following another round of public comments, the Council will vote for their most pressing additional items to the proposed Council Workplan. Staff will take a brief huddle to revise the Workplan and present it to the Council for deliberation and action. (See Attachment 6 – Working Agenda for January 23)
The guiding principles are the same as at the 2023 Priority Setting Session. They are as follows:
Staff Report Page 5
Council Priority Setting Session for 2024-2025
January 23, 2024
• If everything is a priority, nothing is a priority.
• At the department level, most of the day-to-day operations take up 85-90% of our organizational capacity.
• Upcoming budget allocations need to be aligned with the Council’s Priority Policies and the related key projects.
• The City Council is accountable for providing strategic direction and policy guidance, approving budget and staffing resources, and not adding new priorities without eliminating other priorities.
• Top management is accountable for committing to a few in-progress and new projects for each of the Council’s Priority Policies, recommending resources needed, identifying reasonable timelines, achieving key milestones, and recommending adjustments along the way. This is achieved by the Council directing the City Manager on the priorities to advance by consensus of the Council. The City Manager then works with staff to accomplish the Council priorities.
A more detailed look at the agenda for the day starts with the City Manager’s opening remarks and a high-level overview of the progress made on the 2023 Workplan. Afterwards, Dan will review the agenda format for the day. The City Manager will then review the process of developing the 2-year plan and its components. The council will then have an opportunity to question the proposed plan and challenge items that the staff have suggested be included. The public will then have an opportunity to make comments and observations. The council will then discuss possible changes to the workplan. We will have a short break for lunch. Then when we reconvene the council to discuss items not on the Workplan including items in the parking lot. The public will be given a second opportunity to comment on things not on the Workplan. The council will then be provided with instructions on how to vote for their top priorities for projects not on the Workplan. The council will be given three dots with a number one (1) on one of their dots representing the councilmember’s highest new priority. Once the council has cast their votes, they will debate which of the highest priorities represent the council majority and of those what the staff would be asked to incorporate into the plan. The staff will then take a short intermission and make changes to the plan to accommodate the proposed additions. The council will then review the changes and approve the modifications with instructions for the staff to come back with a final version for the council to adopt.
Going forward, the staff will bring back the final Workplan at the February 15 th City Council
meeting for final approval. The Workplan considers items that will have budget implication and will be used to construct the proposed two-year FY 24-26 Budget that will come to the Council in May 2024 for approval. Over the course of the year, like 2023, the staff will provide the Council a progress report in the summer/fall followed by a review and minor adjustments in January 2025.
Staff recommends that, going forward, the Council be asked to weigh the importance of new priorities while considering the adopted Workplan and make trade-offs prior to adding new goals.
Staff will accommodate minor additions to the Workplan that do not take significant staff and budget resources. However, a project that takes significant staff time will require a two-step process to first adjendize a conversation about the warrants of the project and if the majority feel
Staff Report Page 6
Council Priority Setting Session for 2024-2025
January 23, 2024
the project is warranted then they will direct staff to return to the council with recommendations for resources and a revised workplan.
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:
There is no fiscal impact to the 2023 Goal Setting exercise, but the approved Workplan will include projects that will have budget implications. Those projects that require Council budget authorization will come back to the Council for approval in the proposed FY23/24 budget or subsequent meetings.
ATTACHMENTS
1. Proposed 2024-2025 Council Priority Workplan (Matrix)
2. Adopted 2023 Priority Setting Session Report by RPMG
3. August 17, 2023 Mid-Year Update on 2023 Goals
4. January 11, 2024 Presentation of 2024-25 Committee Goals to Council
5. Color Coded Breakdown of Committee Goals
6. Agenda for the January 25, 2024 Priority Setting Session
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
Objective Design StandardsZoning Ordinance (Multi‐Family)CEQAInclusionary Housing / FeasibilityADU Ordinance Update Emergency Shelter/LBNC/Residential CareOrdinance UpdateDensity Bonus Ordinance and Incentives for ELIsBy‐right Approval OrdinanceFarmworker and Employee Housing OrdinanceStreamline Committee Review Process ‐
Ordinance UpdateStory Pole Policy ‐ Ordinance UpdateGrading Ordinance UpdateSB 35 and SB 330 Application Streaming Procedure
No Net Loss MonitoringPre‐approved ADU PlansEducation, Outreach, and InformationExchange for housing resources $
$50K
Codify, by a vote of the residents, the “Green
Sheets” where local authority allows CDD/CMO History
$
$50K
Create a charitable fund that allows residents to
make a tax deductible donation to a fund which
enhances LAH
CMO FIC
LEGENDNew Project/Initiative
Current In‐Motion Project/Initiative
* Legally Mandated/Directed by Council
COMMITTEE
INVOLVEMENT
Parking Lot
LEAD
DEPARTMENT
$
$150K
Host a diverse and robust set of special
events/programing that brings thecommunity together
CRC
P&R
KEY PROJECTS/INITIATIVES KEY OUTCOME
* $
$500K
Housing Element Programs
PC
EDPC
Community Building through Town‐wide Events
and Activities
VALUE/PRIORITY AREA: Maintain Quality of Life and Community Character POLICY VALUE STATEMENT: Better leverage healthy relationships with community members and maintain rural atmosphere in Town Mandated/
Budget KEY PROJECTS/INITIATIVES KEY OUTCOME COMMITTEE INVOLVEMENT LEAD DEPARTMENT Community
Services
CDD
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
$*
$50K
Complete Safety Element Have a completed GP Element CDD EPRC Enhance emergency preparedness by expandingFirewise program and exploring options to enhance emergency communications to the
community
Safety of Town residents during emergencies
CMO EPRC
LEGENDNew Project/InitiativeCurrent In‐Motion Project/Initiative * Legally Mandated/Directed by Council
COMMITTEE
INVOLVEMENT
Parking Lot
KEY PROJECTS/INITIATIVES KEY OUTCOME
$ Law Enforcement Services for the Town
$50K
Review options or renew contract with the Sheriff FIC
CMOCMO
$
$30K
Decrease the amount of burglaries in Town
Keep the Town Safe and prepared for
emergencies
Public Safety
LEAD
DEPARTMENT
EPRC
VALUE/PRIORITY AREA: Promote Public Safety
POLICY VALUE STATEMENT: Maintain the high level of public safety in the Town.
Mandated/
Budget KEY PROJECTS/INITIATIVES COMMITTEE INVOLVEMENT KEY OUTCOME LEAD DEPARTMENT CMO Tech
Emergency Preparedness
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
* $
$25k
Land Use Element Updates Increased accuracy and efficiency from Planning Staff; satisfaction of HCD
requirements
CDD PC
*
GIS Updates Increased accuracy and efficiency from
Planning Staff; satisfaction of HCD
requirements
CDD
Historic Preservation Process Update Increased transparency and effectiveness of Planning and Building staff regarding historic
preservation efforts CDD History
$
$20K
Impact Fees Assessment Complete an assessment of current impact fees as the basis to assess whether new or
revised fees are warranted CDD FIC
Water Conservation Further promote water conservation efforts
CDD EIC, EDPC
$
$10K
Heat Pump Rebates Promote the use of heat pumps CDD EIC $
$10K
Electrification Assessments Promote electrification of homes
CDD EIC
Reach Codes 2023 Adopt new reach codes for 2023 Code Cycle CDD EIC Reach Codes 2025 Adopt new reach codes for 2025 Code Cycle CDD EIC Leaf Blower Regulation Implementation Enforce Town's new leaf blower regulations CDD EIC VALUE/PRIORITY AREA: Increase Effective Service Delivery & Governance POLICY VALUE STATEMENT: Advance Town operations to better serve the community Mandated/ Budget KEY PROJECTS/INITIATIVES KEY OUTCOME COMMITTEE INVOLVEMENT LEAD DEPARTMENT $
$130K
Increased efficiency from Planning and
Building Staff
TRAKiT & eTRAKiT Upgrades
CDD
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
Deposit/Permit Tracking Report Track Deposit accounts for building, planning and public works CDD FIC
$
$20K
Permit Fee Audit Study Audit Building Permit Fees and issues refunds if necessary CDD FIC
$
$20K
Cost for Service Study Complete a Cost for Service Study which is the basis to evaluation new fees ASD / CDD FIC
$
$20K
New Building Permit Fee Schedule Update the Town's Building Fee Schedule in line with the new COS Study ASD / CDD FIC
* PV Permit Streamlining ‐ Solar App Plus Streamline the PV Permitting process CDD EIC $
$17K
Green House Gas Inventory Complete a Green House Gas Inventory to track GHG Emissions CDD EIC
$
$20K
Streamline the agenda process
Assist in responding to PRA’s in a timely
manner. PRA’s have increased in recent years. $$6K
BudgetAnnual Financial Report Financial Reporting Award *
$
$50K Annual Financial Report
Budget for the Town with Award
Financial Reporting Award ASD
ASD FIC
FIC
Clerk Tech
Tech
Explore Public Records Act Responsive Software
Explore an Agenda Management System
Clerk
Financial Policies
Maximize functions of EPR system and change to
online payment
Internal Control
Internal Control
$
$50K
*
$
$20K
ASD FICASD FICASD
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
AI Use Policy Prepare staff to use AI in work CMO Tech
$
$150K IT Managed Services RFP Maintain our IT systems CMO Tech Upgrade Phone System Increase efficiency from staff CMO Internal Purchasing Policy Internal purchasing policy for goods, services, and public works projects ASD FIC
Conduct a satisfaction survey of Planning/
Development services in the past three years
Conduct a satisfaction survey of Building and
Planning review process to identify needed
areas of improvement
CDD
$
$40K
Hire consultant to study sewer rates and try to
renegotiate the contract with PA to ensure more
equity
Public Works FIC
$
$50K Continue lobbying efforts CMO
LEGENDNew Project/Initiative
Current In‐Motion Project/Initiative
* Legally Mandated/Directed by Council
LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
Parking Lot
KEY PROJECTS/INITIATIVES KEY OUTCOME
Complete Organizational Assessment
Increase efficiency from staff
CMO
$
$80K
Create Fellowship Program Year Round Additional Help
Continue Employee Enhancement & RetentionProgram + Onboarding new employees Maintain Employees
CMOCMO
$
$40K
2024 General Municipal Election Run a successful election Maintain the records according to the records
retention schedule
Annual records review 2X per year
ClerkClerk
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
Update the pathway feeDevelop Long‐Term Pathways Improvement Plan
Continue Replacement of Road Signage across the
Town
Meet State’s reflective code requirement Public Works
$
$100K
Asset Management for Storm Drain System To be able to better maintain and improve storm drainage system Public Works
Summerhill Avenue Pathway ‐ Phases 2 & 3 Construct Summerhill Pathway *$
$100‐150K
VALUE/PRIORITY AREA: Protect & Maintain Infrastructure
POLICY VALUE STATEMENT: Maintain and expand Town assets through new technology and processes Mandated/ Budget KEY PROJECTS/INITIATIVES KEY OUTCOME COMMITTEE INVOLVEMENT Pathways
LEAD
DEPARTMENT
Public Works
Replace 20+ year old pickup trucks Public Works
Public WorksPublic Works
Pathway Fee Nexus Study
Public Works
Fremont‐Redwood Grove Path
Miscellaneous Pathways ‐ Build offroad and
roadside pathways prioritized by the Pathways
Committee such as Deer Creek Extension to
Natoma, Dawn Ridge to Hilltop, Zappenity
Court to Central Drive, Moody to Altamont,
and Burke Lane to Robelda for offroad paths;
and Robleda Road, Magdelena Avenue,
Fremont Road, and west side of Manuella
Road for roadside pathways.
Public Works
Fleet & Equipment Procurement
Pathways
Construct Fremont ‐Redwood Grove Path
Public Works
*$
$100K‐$300K
$
$150K
Public Works
$
$250K
*
*$
$50K‐$300K
*$
$300K‐$900K
Pathways
Middle Fork to Maple Leaf Court Path Construct Middle Fork to Maple Leaf Court Path
Improve Pathway SystemAnnual Storm Drain Improvements Program Annual Pavement Rehabilitation and Drainage
Improvement
2024 & 2025 Street Repair Project
Pathways
FIC / Pathways
Maintenance and improvements of Town’s SD
infrastructure
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
Purchase and install a Conex container for
additional storage space needed
Master Plan for Corp Yard Building
Complete Matadero Creek Erosion Project
Mitigation Measures for the Matadero Creek
Erosion Project
* Council Chamber HVAC Finalize recommendation and obtain direction from Council Public Works Environmental Initiative
*
Town Hall Electrical Panel Upgrade Upgrade Main Electrical Panels for Town Hall with Battery Backup System
City
Manager/Public
Works
Environmental
Initiative
Council Chambers Audio/Video Upgrade Council Chambers A/V Upgrade City Clerk/Public Works
Improve Heritage House for multi‐purpose use
Public WorksPublic Works
History/
Emergency
Preparedness
and Response
LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
Parking Lot
KEY PROJECTS/INITIATIVES KEY OUTCOME
*$
$400K
*
Locker Room Improvements
Town Hall
Subcommittee/
PC
*
Finalize recommendation and obtain direction
from Council; Increased workspace for Town
Staff to address community needs
Matadero Creek
Public Works
Undergrounding Utilities ‐ El Monte Rule 20A Finalize design and construction for the El Monte Fire Station Undergrounding Project
(Rule 20A)
Public Works Underground Subcommittee
Civic Center Improvements
Public WorksPublic Works
Corporation Yard Improvements
*$
$100K
Town Hall Facility Security Camera Upgrade Bring all Town facility security systems under one platform City Manager
Westwind Community Barn facility
improvements
Westwind Community Barn Improvement
Purissima Park Improvement Program Purissima Park Improvements Public Works Public Works
Sewer Rehabilitation and Repair 2024 & 2025 Sewer CIP
Heritage House Remodel
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 1/18/2024
New Pathway connecting Christopher Lane to Old
Page Mill Public Works
Install Native Garden at Town Hall CDD/Public Works
Broadband ‐ continue work to bring to all houses. CMO/Public Works LEGENDNew Project/InitiativeCurrent In‐Motion Project/Initiative * Legally Mandated/Directed by Council
$ New Budget Resources Required
2023 PRIORITY SETTING
SESSION REPORT
Town of Los Altos Hills
Report Prepared
by: Renne Public
Management
Group
1 2023 Priority Setting Session
Final Report
Introduction
The City Council of Los Altos Hills conducts an Annual Priority Setting to provide direction to staff on priorities for the coming year and beyond, and to hear from the public on their interests and concerns related to priorities for the Town and its residents. The Priority Setting process ensures that Council, Committees and staff are all aligned on where time and resources should be focused. The 2023 Priority Setting Session was held on January 25 in the Council Chamber, with Mayor Swan presiding over the public meeting.
City Manager Peter Pirnejad and members of the executive team were also present at the meeting, which was facilitated by Dan Rich and Nelson Fialho from the Renne Public Management Group (RPMG). Ultimately, a work plan with 47 projects and 92 milestones, including two projects added at the session, was endorsed by the Council and is attached as Exhibit A to this report. Details about the session follow.
Background
Planning for the session began long before January 25. The effort started in early September with the help of Frank Benest, ICMA Executive Leader, who worked with staff to build a process to collect and consider all the priorities from the various stakeholders. This effort was followed by the City Manager meeting with the Planning Commission and all the City’s standing committees to discuss the process and ask them to develop a list of desired priority projects for 2023. Subsequently, Dan Rich held one-on-one meetings with each member of the Council to discuss their priorities for the year.
Staff went through an organized process to determine the proposed priorities for the year, including two half day work sessions. In doing so, they considered mandates and carryover items from 2022, as well as new items identified by Council, committees and staff. From all those data points, staff developed a proposed work plan.
2 On January 11, the City Council held a special meeting to hear from the Planning Commission and standing committees on their 2022 accomplishments and proposed 2023 priorities. Then at the January 25th session, staff presented a work plan with 47 recommended projects, categorized in the following four Value areas (same as in 2022):
• Maintain Quality of Life and Community Character
• Promote Public Safety
• Increase Effective Service Delivery and Governance
• Protect and Maintain Infrastructure
The recommended work plan incorporated 23 of the 36 items proposed by standing committees (and four others can be worked on without staff time or funding from the Town). The presentation also included 21 “Parking Lot” items – projects that were desired but there were not sufficient resources to undertake.
Agenda
The agenda for the priority setting session was as follows:
Introductory Comments
Agenda Review and Context
Recommended 2023 Work Plan and How
Developed
BREAK
Council Questions and Initial Discussion
PUBLIC COMMENT
Identify Possible Changes to the Work Plan
LUNCH
Discussion of Critical Items NOT on the Work
Plan
PUBLIC COMMENT
Discuss and Vote on Changes to the 2023 Priorities
Staff Huddle to review added majority vote items and
resource implications
Recap and Next Steps
3 Ground Rules
After introductory comments by the City Manager, Dan Rich reviewed the agenda and reintroduced the following ground rules which were used in 2022 and endorsed by the Council for this year as well:
Listen with intention
Be constructive when providing feedback or asking questions Seek consensus
Recognize common interests
All voices matter
Respect differences
Recognize this discussion is about high-level activities in the community, not the day-to-day operations that take the majority of staff time and attention Enjoy the day and the conversation
Foundational Principles
Last year, staff created and presented the following foundational principles to the Council and public.
They were designed to acknowledge the importance of prioritizing, ensure clarity of roles, and to focus staff work with the Council’s priorities. The Council supported these again for 2023. They include:
If everything is a priority, nothing is a priority
At the department level, most of the day-to-day operations take up 85-90% of organizational capacity
Upcoming budget allocations need to be aligned with the Council’s Priority Policies and the related key projects
The City Council is accountable for providing strategic direction and policy guidance, approving budget and staffing resources, and not adding new priorities without eliminating other priorities
Top management is accountable for committing to a few in-progress and new projects for each of the Council’s Priority Policies, recommending resources needed, identifying reasonable timelines, achieving key milestones, and recommending adjustment along the way.
This is achieved by the Council directing the City Manager on the priorities to advance a consensus of the Council. The City Manager then works with staff to accomplish Council priorities.
Following endorsement of the Foundational Principles, Nelson Fialho briefly discussed some of the trends being seen across the local government landscape, such as adjusting to the Covid/post Covid world, dealing with financial and infrastructure strains, and recruitment and retention issues. The context of this overview was to provide an awareness and understanding of the City’s ongoing challenges within the greater landscape of new and emerging issues impacting all local government in 2023. Additionally, these new and emerging policy issues could impact City’s ability to implement the work plan in a timely manner.
4 Review of the 2023 Work Plan
The City Manager provided a recap of the 2022 Council priorities and achievements and then went through a detailed presentation of the proposed 2023 work plan, walking through the recommended items, the parking lot, and the committee projects. The City Manager also reviewed the committee goals. The City Manager noted that 43% of the projects on the work plan came from the committees and that 75% of what they prioritized was included in the proposed 2023 work plan.
During the discussion of this section, it was acknowledged that two of the Emergency Preparedness and Response Committee’s items (Develop a public speaker series on Emergency Preparedness topics and Assist LAH neighborhood groups with emergency preparedness) could start on their own without staff support. It was also noted that one of the History Committee items, that wasn’t listed was understood to be included in the “New Community Events” item.
Staff also clarified that they would add “Water Heaters” to the conversion of the Town Gas Powered HVAC System to Heat Pumps.
Council Dialogue and Public Comments
After initial questions and discussion of the proposed work plan, public comments were solicited.
The consultants then facilitated a multi-step process for the Council to consider possible additions to the work plan, including a review of the “parking lot” and committee items not proposed to be worked on.
The following nine items were identified and discussed by Council, with another opportunity for public input before the Council went through a “dot” voting exercise:
• Reach Code
• Pathways
• Fence Ordinance
• Green Sheets
• Sewer Rates
• ADU Incentives
• Broadband
• Legacy Giving
• Gas Shut Off Valves
• Emergency Preparedness Outreach
It was noted that if the Council majority
directed staff, the Town could promote
voluntary installation of gas shut off valves
through public information. In response to a
public comment, it was suggested that the
Town write a letter to the League of
California Cities to express concerns with the
erosion of local control and their efforts to
protect it.
5 Changes made to the 2023 Work Plan
Council votes led to two items receiving majority support for addition to the work plan. Had Councilmember Tankha been able to attend, it might have impacted the list of items getting majority support. She was given an opportunity to share her views at the February 16 Council meeting before final adoption of the work plan.
Following the January 25th Goal Setting meeting, City Manager Pirnejad met Councilmember Tankha and it was determined that she would prefer to have a study session on the goals described as “Green Sheets” and “Legacy Giving.” She agreed with the other priorities but felt she needed more information prior to advancing any additional projects. She agreed to agendize these in future Council meetings through “Council Initiated Items” process.
Staff huddled after the Council voting to assess what tradeoffs would need to be made to incorporate the items Council wished to add, looking at the workload, and what was a mandate, for the staff impacted by the new items. After staff discussion, the following changes were recommended:
Items Added
• Reach Code –
o Conduct outreach
o Draft an ordinance
o Recruit for a Building Official to enable enforcement • Pathways –
o Initiate a study to develop a multi-year plan for building out the entire pathway network
o Begin construction on the next phase (3-3.6 miles)
Items Removed
• Adobe Creek improvements was removed from the Sewer CIP project that will remain. • Addressing Fire Code in Town for Development (AMMR) – it was noted that residents can still go directly to the Fire consultant, Shane Lawederdale, for consultation on their own if they choose.
Exhibit A includes the updated 2023 Work Plan with these changes.
Staff will begin working on the plan and will seek budgetary funding for specific projects on the plan during the 2023/24 Budget Process. The staff will also update the City Council on the status of each project within the plan at the regularly scheduled City Council meeting in approximately 6 months. It was also noted that there is a process for new items to be added during the year, through Councilinitiated items, and if there was support for something new, staff would come back to Council with the implications of the addition. The Council priority setting session concluded at approximately 3:00 after a recap and discussion of next steps by the City Manager.
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Adopt Housing Element Q1 Planning
Send second Draft to State Q1 PlanningAward contract for a consultant Q1 Planning Conduct Study Session/Public Outreach Q2 PlanningConduct Public Hearings Q3 PlanningAdopt revised zoning ordinance Q4/Jan 31, 2024 PlanningAward contract for EIR Q1 PlanningComplete Technical Studies & Reports for EIR Q2 Planning Conduct Public Hearings ‐ Planning Commission and City Council for EIR adoption Q3 PlanningConduct Study Sessions/ Public Outreach Q1 PlanningConduct Planning Commission public hearing on permanent Ordinance ‐ PC making recommendation to the City Council Q2 Planning Adopt SB9 ordinance Q3 Planning
Master fee schedule updates ‐ ADU fee waiver,
fully burdened rates, geo tech Present to City Council for approval during mid year adjustment Q1 Planning No Implement Rebates Q4 Planning
Complete all home assessments Q4 PlanningPromote water conservation incentives Q4 Planning Provide Council incentive options for electrification conversions Q4 Planning Conduct outreach Q4 PlanningDevelop Ordinance Q4 PlanningRecruit for a Building Official to enable enforcement Q4 Planning Launch Outreach plan and conduct community outreach Q4 CM transition of Town's leaf blowers to electric Q4 PW
Grand Reopening of Town Hall Q1 Com Services
TEDxLosAltosHills Q1 Com Services
Prop 68: Ribbon Cutting and Food Truck Social Q2 Com Services Newcomers Events Q1 Com Services
Food Truck and Movie Night Q3 Com Services
Spring Summer Q1 Com Services
Fall Winter Q3 Com Services
Vicotria Dye Equestiran Concessinaire Agreement Q1 Com Services Little League Q2 Com Services
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Amendments to Land Use Element and Municipal
Code to add Multi‐family zone (Housing Element
implementation) No
POLICY VALUE STATEMENT: Better leverage healthy relationships with community members and maintain rural atmosphere in Town Housing Element $X No
VALUE/PRIORITY AREA: Maintain Quality of Life and Community Character NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? XXX
$$$$
X
$$
Permanent SB9 Ordinance
Continue to Implement Climate Action Plan
No
CEQA for Zoning Ordinance
No
Manage New Community Events
No
Implement Leaf Blower Ordinance
Yes
Reach Codes
No
Yes
No
Bi‐Annual Activity Guide
Contract Renewals
No
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Automatic License Plate readers Conduct 1 year review of system Q1 CM No $ Sheriff's Contract Review Analyze Contract Options Q1 CM No Conduct an emergency drill with outside agencies Q1 CM
Receive Council direction on how to work with Fire District on wild fire prevention including enhanced communication during emergencies and road hardening
Q3 CM
Participate in Fire Service Review Participate in county/LAFCO review Q4 CM Yes Enhance Public Safety Programs Receive council direction on how to enhance crime prevention programs Q2 CM No $ X Update Safety Element
Prepare Draft Safety Element in consultation with County Fire; Planning Commission Public Hearing; explore evacuation plan including CalTrans 280 egress
Q3 Planning Yes
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Continue Emergency Prep
$ No
VALUE/PRIORITY AREA: Promote Public Safety
NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain the high level of public safety in the Town.
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Standing Committee Resolution Q3 CM
Code of Conduct Q3 CMReceive Direction on Form 700 Q1 CM Conduct analysis of Permit Fees Q2 ASDDistribute refunds if necessary Q2 ASD Enter into contract with vendor to complete cost allocation and fee study
Q4 ASD
Update employee handbook Q3 ASDReceive direction from Council on a compensation philosophy to retain employees and enhance workplace culture Q4 CM
$ Review the Town staff classification structure & plan for growth Onboard consultant to complete an organizational assessment Q4 CM No Adopt FY 2023‐24 Budget Q2 ASD
Adopt FY 2023‐24 Interim and Final Audit Q4 ASD
Adopt FY 2022‐23 Mid Year adjustment Q1 ASD
$ Upgrade of the Council Chambers Audio/Video System Research, Award contract and Install new AV system in Chamber Q1 Clerk No $ Launch Quarterly Newsletter Publish Quarterly Newsletter Q4 Clerk Yes $ IT Services RFP Advertise and Award Contract for IT Services Q2 ASD No Adopt Travel Policy Q3 ASD
Adopt Financial Policy* Q3 ASD
Adopt Tabling Policy Q1 Com Services
Adopt an IT retention policy/IT Policy Q1 ASD
Enable eTRAKiT for Planning projects Q1 Planning
Enable eTRAKiT for Building permits Q1 Planning
$ Update GIS Database Show all easements in Town GIS Q1 Planning No $ Launch Technologies that Promote Community Engagement Launch Community engagement platform Q1 Clerk No Hold an annual Committee/Commission Chair Roundtable Q1 Clerk Hold an annual City Council meeting with Committees Q1 Clerk Software to assist in organizing terms for
committee members, including historical data
Launch technology to manage committees Q1 Clerk No
Host Community Events Host the Volunteer Dinner Q3 Clerk No Transition to New City Clerk Prepare Desk Procedures Q3 Clerk No $ New Our Town Contract and Process Create Process and Award Contract Q2 Clerk No $ Public Access Programming (KMVT Agreement) Execute contract with KMVT and implement service Q1 CM No $ Preservation of Institutional Knowledge and Standardization of Procedures Implement software solution Q1 PW No LEGENDEnvironmental/Sustainability
$ New Budget Resources Required$$$$
X
VALUE/PRIORITY AREA: Increase Effective Service Delivery & Governance NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Advance Town operations to better serve the community No
X
Audit Permit Fees and Issue Refunds if Necessary
No
Increase Effective Use of Committees
No
Improve Employee Attraction and Retention
FY 2023‐24 Financial Documents
No
Online Application intake
No Increase Effective Use of Committees
No
X No
Create Town Policies
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
$ Complete 2022 10 Pathway Segments Design, bid, Construct Q2 PW No Complete multi‐year plan to finish pathway system design Q4 PW Construct next 3.6 miles of pathways Q4 PW
Complete the Broadband Feasibility Study with GovTech Group / exploring 5G Q2 CM
Update the Wireless Telecom Facility Ordinance to maintain local control to the greatest extent possible Q2 CM
Complete Battery Energy Storage System (BESS) project Q4 CM Yes Initiate SVCE Decarbonization Grant Q4 CM YesDetermine Ph.2 Town Hall Improvement Plans* Q2 CM No $ Equipment Purchases Complete purchases. Bucket/boom truck replacement Q4 PW No X Storm Water Annual Report (SCVURPPP) Complete Annual Report Q3 PW No Finalize construction documents and specs Q2 PWCompetitively bid, award, and start construction Q3 PW Finalize Construction Q4 PWFinalize Construction drawings and specs Q2 PW Start Construction Q3 PWFinish Construction Q4 PW
Remove cattails and sediments Q1 PW
Obtain permanent permit from water board Q3 PW
Finalize construction documents and specs Q2 PW
Competitively bid, award, and start construction Q3 PW
Finalize Construction Q4 PWProgress the 20A project (icebreaker) i.e. proactively engage PG&E TBD pending PG&E PW Provide undergrounding study TBD pending PG&E PW
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Improvements to Town Facilities
$ Yes Improve Pathway System
VALUE/PRIORITY AREA: Protect & Maintain Infrastructure
NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain and expand Town assets through new technology and processes 2023 Pavement and Storm Drainage Improvement
Yes
$
Yes
NoNoNoNo
2023 Sanitary Sewer CIP
$*
$
Broadband
$$
Continue work on Undergrounding Utilities
(dependent on PG&E)
Convert all HVAC to heat pumps and water heaters
at Town Hall and Council Chambers
Matadero Creek
$
TOWN OF LOS ALTOS HILLS
MEMORANDUM
DATE: August 17, 2023
TO: Los Altos Hills City Council
FROM: Cody Einfalt, Interim Assistant to the City Manager APPROVED: Peter Pirnejad, City Manager
RE: Mid-Year Status Update on 2023 City Council Work Plan BACKGROUND:
On January 25, 2023, the Los Altos Hills City Council held a priority setting session for the 2023 calendar year. To prepare for this meeting, Town staff worked with Dan Rich and Nelson Fialho from the Renee Public Management Group (RPMG) and Frank Benest to hold multiple meetings with the Councilmembers and staff to understand their priorities.
These interviews revealed that the same focus areas identified in 2021 and 2022 still resonated with the Council and were to be used in planning for 2023.
Through this process, the Council adopted a set of priorities for the upcoming calendar year. The full report on the 2023 priorities can be seen in Attachment 1.
The priorities for 2023 are organized into four focus areas:
Maintaining Quality of Life and Community Character
Promoting Public Safety
Increasing Effective Service Delivery & Governance
Protecting & Maintaining Infrastructure.
In each focus area, staff provided Council with a series of measurable goals and deliverables that can be reported on throughout the year. In the focus area of Maintaining Quality of Life and Community Character, the Council established goals to better leverage healthy relationships in the community and maintain the rural atmosphere in Town. Some of the ways this was to be achieved was by staying current with housing legislation set by the State and updating the Town’s planning documents such as the Housing Element and SB9 Ordinance. These documents would set policies and guide development in Los Altos Hills for the years to come. In light of our housing element being deemed complete by HCD before the May 31st deadline the timeline to complete our zoning, objective design guidelines and CEQA documentation has been extended from 2024 to 2026.
In the focus area of Promoting Public Safety, the Council set goals to maintain a high level of public safety throughout the Town. In the past year crime trends have changed and AGENDA ITEM #2.E
P.P.
C.E.
Memo to City Council Page 2
Update on 2023 Strategic Goals
August 17, 2023
criminals are getting smarter and using new tactics to burglarize homes. The Council made it clear that in 2023 the Town must respond proactively to the uptick in crime and protect the residents in the most efficient way possible. Ideally, the goal would be to prevent crime before it occurs. Some of the ways they went about achieving this goal was to take a closer look at the upcoming Sheriff’s contract via an Ad Hoc Committee, working with staff to suggest potential changes to how law enforcement is provided to the Town, and conducting a one-year review of the 40 ALPR cameras which were previously approved by council.
In addition, the council took a bold and intentional step forward in February when they directed that staff add additional private security patrols, additional Overtime Deputies, additional detective hours, enhanced community outreach, and promotion of Neighborhood Watch Groups.
To Increase Effective Service Delivery & Governance in Town, the Council made it a priority to advance Town operations that better serve the community. This focus area had the greatest room for improvement and included goals such as increasing the effective use of committees, improving employee attraction and retention, and adopting several key financial policies. Through various efforts of community engagement, the Council made it a goal to achieve a governance model that everyone could appreciate. In light of some changing priorities, however, the Council did push back the permit fee audit to streamline PV permitting. An additional outcome that came out of the revamping of, “Our Town” was that the staff successfully created and launched a City-Wide newsletter focused on city news called, “The Quarterly”. This complemented a recently revamped version of the City Manager’s Weekly Report called, “The Weekly”. Together they have provided a wealth of community outreach and information leading to greater participation in committees, awareness about Town events and News.
In the last focus area of Protecting & Maintaining Infrastructure, the Council set goals to maintain and expand Town assets through new technology and processes. Expanding pathways, undergrounding utilities, taking care of the Town’s sewer system have always been on the top of the Council’s priorities, and this year was no different. Through a partnership with staff, the Council made it a priority to continue work on the Town’s capital assets. Apart from the goal to construct 3.6 miles of pathways, which was determined to be cost prohibitive, the rest of the priorities in this Value/Priority Area continues. During the analysis of the staff and fiscal impact of completing 3.6 miles of pathways, it was determined that our impact fees that support pathways were insufficient. In response, council directed staff to add a fee nexus study to the work plan.
Understanding the Work Plan
Within each focus area, key projects or initiatives have been identified that Town staff have been working on throughout the year. Each project includes details such as a summary of the key outcome, a list of milestones, when those milestones are estimated to be completed by quarter, impact to the budget, the lead department, and the estimated staff effort needed.
Many of the priorities in the matrix are multi-year projects, meaning the progress of staff is measured by meeting the milestones identified in the matrix, rather than the completion of the project itself.
Memo to City Council Page 3
Update on 2023 Strategic Goals
August 17, 2023
It should be noted that the adopted workplan represents the high-level priorities and not the day-to-day activities of staff. These, “above the water line”, projects make up the portion of staff time that is not taken up by the normal duties of running the Town. Consider the analogy of an iceberg where the vast majority of ice is under the water. These “below the water line” projects include things such as meeting management, maintaining our public assets, reviewing and processing building and planning applications, managing park and recreation activities, managing our finances, preparing for council, committee and commission meetings, and other activities.
On the other hand, above the water line projects are those projects that are not routine or regular, are highly visible, and result in a focused council, staff, and community input to gather information, review facts and render decisions. These projects include responding to SB9, addressing the rise of residential burglaries, updating the Housing Element, improving employee retention, building pathways, etc. Generally speaking, the below the water line projects (i.e. day-to-day tasks) take the vast majority of staff time leaving 10- 20% of staff time to manage these above the water line projects identified in the 2023 council priorities.
The adopted 2023 workplan represents staff’s projected capacity for the 2023 calendar year. The intended outcome of the January 25, 2023 goal setting session was to come away with a plan that the Council can agree represents their collective policy priorities and does not exceed staff’s capacity. This memo services to update the Council on the status of the workplan. Notwithstanding the projects identified in the council’s 2023 work plan and the additional day-to-day activities, invariably other priorities come up and staff must either reprioritize their workload, absorb the addition, or somehow extend their capacity to get it done.
DISCUSSION:
Progress Report on the Adopted City Council Workplan for 2023 In the four focus areas, the adopted workplan identifies 47 projects/initiatives. Some of the projects are multi-year endeavors and the workplan specifies 92 milestones for 2023 calendar year.
The table below summarizes the status of the 92 milestones as of August 17, 2023. A full status report can be found in Attachment 2.
LEGEND Total
✓ Complete 41 milestones
P In progress 33 Milestones
S Scheduled 6 Milestones
Ø Project yet to be started 9 Milestones
Memo to City Council Page 4
Update on 2023 Strategic Goals
August 17, 2023
Projects removed from Work Plan 3 Milestones
The projects yet to be started are listed below with a short update on where they stand in the process:
• Specific actions items related to implementing the Climate Action Plan Staff has yet to begin work on promoting water conservation initiatives or having the Council discuss incentives for home electrification conversions. • Emergency Preparation
Staff is working with the EPRC and preparing the Hazard Mitigation Plan in collaboration with the Council which will inform how we might work with the Fire District on wildfire prevention tactics including enhanced communication during emergencies and road hardening.
• Audit Permit Fees and Issue Refunds if Necessary
The milestones related to this project (conducting analysis of permit fees, distributing refunds if necessary, and entering into contract with vendor to complete cost allocation and fee study) have been reprioritized to 2024. • Preservation of Institutional Knowledge and Standardization of Procedures Staff is still exploring options for a technology solution to capture institutional knowledge.
• 2023 Sanitary Sewer CIP
Plans have been finalized for the work, competitive bid process has started, and construction has not yet been started.
• Converting all HVAC to heat pumps in Town Hall
Plans have been finalized for the work, competitive bid process has started, but construction has not yet been started.
Progress on Additional Council Projects Not on the 2023 Priority Workplan As staff made progress on the priorities identified in the workplan, several other projects arose needing staff’s attention. The table below represents additional projects taken on by staff so far this year. Bandwidth for these projects became available from reprioritizing or progressing other priorities at a faster rate than was originally anticipated.
Memo to City Council Page 5
Update on 2023 Strategic Goals
August 17, 2023
Projects Department QUARTER OF
COMPLETION STATUS
Recruitment of City Clerk City Manager Q4 2023 P
Recruitment of Admin Services Director City Manager Q4 2023 P Inclusionary Housing Feasibility and
Nexus Study Planning Building Q4 2024 P
ADU Tenant Matching Program Planning Building Q3 2024 P Adu Ordinance Planning Building Q2 2024 P
Solar Pannel Auto Permitting System Planning Building Q4 2023 P Pathway Impact Fee Nexus Study Planning Building / Public Work
TBD P
Heritage House Renovation Planning Building / Public
Work
Q4 2024 P
Storm Drain Improvements (Design, Bid,
Construct)
Public Works Q3 2023 P
Improvements to O'Keefe Pump Station
(Design)
Public Works Q4 2023 P
Traffic Signal Battery Back-up System Public Works Q3 2023 P Recruitment of Community
Development Director
City Manager Q3 2023 ✓
360 Google Tours for Town Facilities Community Services Q3 2023 ✓ Include Horses in 4th of July Parade Community Services Q3 2023 ✓ Conclude Manure Pilot Program Community Services Q2 2023 ✓ This has been an exceptionally productive year thanks to the clear policy direction of the Council and the continued support and defense of staff resources so we can stay focused on Council and staff priorities. As we start to prepare for next year we hope to build on the trust and collaboration we have built over this last year and look for the Council and communities continued support going into 2024.
Albeit this has been a supremely successful year, in staff's opinion the workload has truly stretched staff up to, and in some cases beyond, their capacity. We have also seen an increase in invoices from our consultants that we engage as the workload exceeds our capacity and we contract out work. The challenge for both the Council and staff, in the coming year will be to set realistic expectations and agree to a policy to reprioritize Council, committee, and staff projects when new projects come online. In that effort, staff is working on committee guidelines to help develop a process to ensure committees can
Memo to City Council Page 6
Update on 2023 Strategic Goals
August 17, 2023
help meet the goals of the Council and community without competing for staff time and resources.
ATTACHMENTS:
1. January 25, 2023 Priority Setting Session Report
2. Midyear Update of the 2023 City Council Work Plan
2023 PRIORITY SETTING
SESSION REPORT
Town of Los Altos Hills
Report Prepared
by: Renne Public
Management
Group
Attachment 1
1 2023 Priority Setting Session
Final Report
Introduction
The City Council of Los Altos Hills conducts an Annual Priority Setting to provide direction to staff on priorities for the coming year and beyond, and to hear from the public on their interests and concerns related to priorities for the Town and its residents. The Priority Setting process ensures that Council, Committees and staff are all aligned on where time and resources should be focused. The 2023 Priority Setting Session was held on January 25 in the Council Chamber, with Mayor Swan presiding over the public meeting.
City Manager Peter Pirnejad and members of the executive team were also present at the meeting, which was facilitated by Dan Rich and Nelson Fialho from the Renne Public Management Group (RPMG). Ultimately, a work plan with 47 projects and 92 milestones, including two projects added at the session, was endorsed by the Council and is attached as Exhibit A to this report. Details about the session follow.
Background
Planning for the session began long before January 25. The effort started in early September with the help of Frank Benest, ICMA Executive Leader, who worked with staff to build a process to collect and consider all the priorities from the various stakeholders. This effort was followed by the City Manager meeting with the Planning Commission and all the City’s standing committees to discuss the process and ask them to develop a list of desired priority projects for 2023. Subsequently, Dan Rich held one-on-one meetings with each member of the Council to discuss their priorities for the year.
Staff went through an organized process to determine the proposed priorities for the year, including two half day work sessions. In doing so, they considered mandates and carryover items from 2022, as well as new items identified by Council, committees and staff. From all those data points, staff developed a proposed work plan.
2 On January 11, the City Council held a special meeting to hear from the Planning Commission and standing committees on their 2022 accomplishments and proposed 2023 priorities. Then at the January 25th session, staff presented a work plan with 47 recommended projects, categorized in the following four Value areas (same as in 2022):
• Maintain Quality of Life and Community Character
• Promote Public Safety
• Increase Effective Service Delivery and Governance
• Protect and Maintain Infrastructure
The recommended work plan incorporated 23 of the 36 items proposed by standing committees (and four others can be worked on without staff time or funding from the Town). The presentation also included 21 “Parking Lot” items – projects that were desired but there were not sufficient resources to undertake.
Agenda
The agenda for the priority setting session was as follows:
Introductory Comments
Agenda Review and Context
Recommended 2023 Work Plan and How
Developed
BREAK
Council Questions and Initial Discussion
PUBLIC COMMENT
Identify Possible Changes to the Work Plan
LUNCH
Discussion of Critical Items NOT on the Work
Plan
PUBLIC COMMENT
Discuss and Vote on Changes to the 2023 Priorities
Staff Huddle to review added majority vote items and
resource implications
Recap and Next Steps
3 Ground Rules
After introductory comments by the City Manager, Dan Rich reviewed the agenda and reintroduced the following ground rules which were used in 2022 and endorsed by the Council for this year as well:
Listen with intention
Be constructive when providing feedback or asking questions Seek consensus
Recognize common interests
All voices matter
Respect differences
Recognize this discussion is about high-level activities in the community, not the day-to-day operations that take the majority of staff time and attention Enjoy the day and the conversation
Foundational Principles
Last year, staff created and presented the following foundational principles to the Council and public.
They were designed to acknowledge the importance of prioritizing, ensure clarity of roles, and to focus staff work with the Council’s priorities. The Council supported these again for 2023. They include:
If everything is a priority, nothing is a priority
At the department level, most of the day-to-day operations take up 85-90% of organizational capacity
Upcoming budget allocations need to be aligned with the Council’s Priority Policies and the related key projects
The City Council is accountable for providing strategic direction and policy guidance, approving budget and staffing resources, and not adding new priorities without eliminating other priorities
Top management is accountable for committing to a few in-progress and new projects for each of the Council’s Priority Policies, recommending resources needed, identifying reasonable timelines, achieving key milestones, and recommending adjustment along the way.
This is achieved by the Council directing the City Manager on the priorities to advance a consensus of the Council. The City Manager then works with staff to accomplish Council priorities.
Following endorsement of the Foundational Principles, Nelson Fialho briefly discussed some of the trends being seen across the local government landscape, such as adjusting to the Covid/post Covid world, dealing with financial and infrastructure strains, and recruitment and retention issues. The context of this overview was to provide an awareness and understanding of the City’s ongoing challenges within the greater landscape of new and emerging issues impacting all local government in 2023. Additionally, these new and emerging policy issues could impact City’s ability to implement the work plan in a timely manner.
4 Review of the 2023 Work Plan
The City Manager provided a recap of the 2022 Council priorities and achievements and then went through a detailed presentation of the proposed 2023 work plan, walking through the recommended items, the parking lot, and the committee projects. The City Manager also reviewed the committee goals. The City Manager noted that 43% of the projects on the work plan came from the committees and that 75% of what they prioritized was included in the proposed 2023 work plan.
During the discussion of this section, it was acknowledged that two of the Emergency Preparedness and Response Committee’s items (Develop a public speaker series on Emergency Preparedness topics and Assist LAH neighborhood groups with emergency preparedness) could start on their own without staff support. It was also noted that one of the History Committee items, that wasn’t listed was understood to be included in the “New Community Events” item.
Staff also clarified that they would add “Water Heaters” to the conversion of the Town Gas Powered HVAC System to Heat Pumps.
Council Dialogue and Public Comments
After initial questions and discussion of the proposed work plan, public comments were solicited.
The consultants then facilitated a multi-step process for the Council to consider possible additions to the work plan, including a review of the “parking lot” and committee items not proposed to be worked on.
The following nine items were identified and discussed by Council, with another opportunity for public input before the Council went through a “dot” voting exercise:
• Reach Code
• Pathways
• Fence Ordinance
• Green Sheets
• Sewer Rates
• ADU Incentives
• Broadband
• Legacy Giving
• Gas Shut Off Valves
• Emergency Preparedness Outreach
It was noted that if the Council majority
directed staff, the Town could promote
voluntary installation of gas shut off valves
through public information. In response to a
public comment, it was suggested that the
Town write a letter to the League of
California Cities to express concerns with the
erosion of local control and their efforts to
protect it.
5 Changes made to the 2023 Work Plan
Council votes led to two items receiving majority support for addition to the work plan. Had Councilmember Tankha been able to attend, it might have impacted the list of items getting majority support. She was given an opportunity to share her views at the February 16 Council meeting before final adoption of the work plan.
Following the January 25th Goal Setting meeting, City Manager Pirnejad met Councilmember Tankha and it was determined that she would prefer to have a study session on the goals described as “Green Sheets” and “Legacy Giving.” She agreed with the other priorities but felt she needed more information prior to advancing any additional projects. She agreed to agendize these in future Council meetings through “Council Initiated Items” process.
Staff huddled after the Council voting to assess what tradeoffs would need to be made to incorporate the items Council wished to add, looking at the workload, and what was a mandate, for the staff impacted by the new items. After staff discussion, the following changes were recommended:
Items Added
• Reach Code –
o Conduct outreach
o Draft an ordinance
o Recruit for a Building Official to enable enforcement • Pathways –
o Initiate a study to develop a multi-year plan for building out the entire pathway network
o Begin construction on the next phase (3-3.6 miles)
Items Removed
• Adobe Creek improvements was removed from the Sewer CIP project that will remain. • Addressing Fire Code in Town for Development (AMMR) – it was noted that residents can still go directly to the Fire consultant, Shane Lawederdale, for consultation on their own if they choose.
Exhibit A includes the updated 2023 Work Plan with these changes.
Staff will begin working on the plan and will seek budgetary funding for specific projects on the plan during the 2023/24 Budget Process. The staff will also update the City Council on the status of each project within the plan at the regularly scheduled City Council meeting in approximately 6 months. It was also noted that there is a process for new items to be added during the year, through Councilinitiated items, and if there was support for something new, staff would come back to Council with the implications of the addition. The Council priority setting session concluded at approximately 3:00 after a recap and discussion of next steps by the City Manager.
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Adopt Housing Element Q1 PlanningSend second Draft to State Q1 PlanningAward contract for a consultant Q1 PlanningConduct Study Session/Public Outreach Q2 PlanningConduct Public Hearings Q3 PlanningAdopt revised zoning ordinance Q4/Jan 31, 2024 Planning Award contract for EIR Q1 PlanningComplete Technical Studies & Reports for EIR Q2 Planning Conduct Public Hearings ‐ Planning Commission and City Council for EIR adoption Q3 Planning
Conduct Study Sessions/ Public Outreach Q1 PlanningConduct Planning Commission public hearing on permanent Ordinance ‐ PC making recommendation to the City Council Q2 Planning Adopt SB9 ordinance Q3 Planning
Master fee schedule updates ‐ ADU fee waiver,fully burdened rates, geo tech Present to City Council for approval during mid year adjustment Q1 Planning No Implement Rebates Q4 PlanningComplete all home assessments Q4 Planning Promote water conservation incentives Q4 PlanningProvide Council incentive options for electrification conversions Q4 Planning Conduct outreach Q4 PlanningDevelop Ordinance Q4 PlanningRecruit for a Building Official to enable enforcement Q4 PlanningLaunch Outreach plan and conduct community outreach Q4 CMtransition of Town's leaf blowers to electric Q4 PWGrand Reopening of Town Hall Q1 Com Services TEDxLosAltosHills Q1 Com Services
Prop 68: Ribbon Cutting and Food Truck Social Q2 Com Services Newcomers Events Q1 Com Services
Food Truck and Movie Night Q3 Com Services
Spring Summer Q1 Com Services
Fall Winter Q3 Com Services
Vicotria Dye Equestiran Concessinaire Agreement Q1 Com Services Little League Q2 Com Services
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Amendments to Land Use Element and MunicipalCode to add Multi‐family zone (Housing Element implementation) No
POLICY VALUE STATEMENT: Better leverage healthy relationships with community members and maintain rural atmosphere in Town Housing Element $X No
VALUE/PRIORITY AREA: Maintain Quality of Life and Community Character NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? XXX
$$$$
X
$$
Permanent SB9 OrdinanceContinue to Implement Climate Action Plan No
CEQA for Zoning Ordinance
No
Manage New Community Events
No
Implement Leaf Blower Ordinance
Yes
Reach Codes
No
Yes
No
Bi‐Annual Activity Guide
Contract Renewals
No
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Automatic License Plate readers Conduct 1 year review of system Q1 CM No $ Sheriff's Contract Review Analyze Contract Options Q1 CM No Conduct an emergency drill with outside agencies Q1 CM
Receive Council direction on how to work with Fire District on wild fire prevention including enhanced communication during emergencies and road hardening
Q3 CM
Participate in Fire Service Review Participate in county/LAFCO review Q4 CM Yes Enhance Public Safety Programs Receive council direction on how to enhance crime prevention programs Q2 CM No $ X Update Safety Element
Prepare Draft Safety Element in consultation with County Fire; PlanningCommission Public Hearing; explore evacuation plan including CalTrans280 egress Q3 Planning Yes
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Continue Emergency Prep
$ No
VALUE/PRIORITY AREA: Promote Public Safety
NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain the high level of public safety in the Town.
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
Standing Committee Resolution Q3 CMCode of Conduct Q3 CMReceive Direction on Form 700 Q1 CM Conduct analysis of Permit Fees Q2 ASD
Distribute refunds if necessary Q2 ASDEnter into contract with vendor to complete cost allocation and fee study
Q4 ASD
Update employee handbook Q3 ASDReceive direction from Council on a compensation philosophy to retainemployees and enhance workplace culture Q4 CM $ Review the Town staff classification structure & plan for growth Onboard consultant to complete an organizational assessment Q4 CM No Adopt FY 2023‐24 Budget Q2 ASDAdopt FY 2023‐24 Interim and Final Audit Q4 ASD Adopt FY 2022‐23 Mid Year adjustment Q1 ASD
$ Upgrade of the Council Chambers Audio/Video System Research, Award contract and Install new AV system in Chamber Q1 Clerk No $ Launch Quarterly Newsletter Publish Quarterly Newsletter Q4 Clerk Yes $IT Services RFP Advertise and Award Contract for IT Services Q2 ASD No Adopt Travel Policy Q3 ASD
Adopt Financial Policy* Q3 ASD
Adopt Tabling Policy Q1 Com Services
Adopt an IT retention policy/IT Policy Q1 ASD
Enable eTRAKiT for Planning projects Q1 PlanningEnable eTRAKiT for Building permits Q1 Planning $ Update GIS Database Show all easements in Town GIS Q1 Planning No $ Launch Technologies that Promote Community Engagement Launch Community engagement platform Q1 Clerk No Hold an annual Committee/Commission Chair Roundtable Q1 Clerk Hold an annual City Council meeting with Committees Q1 Clerk Software to assist in organizing terms for
committee members, including historical data
Launch technology to manage committees Q1 Clerk No
Host Community Events Host the Volunteer Dinner Q3 Clerk NoTransition to New City Clerk Prepare Desk Procedures Q3 Clerk No $ New Our Town Contract and Process Create Process and Award Contract Q2 Clerk No $ Public Access Programming (KMVT Agreement) Execute contract with KMVT and implement service Q1 CM No $ Preservation of Institutional Knowledge and Standardization of Procedures Implement software solution Q1 PW No LEGENDEnvironmental/Sustainability
$ New Budget Resources Required$$$$
X
VALUE/PRIORITY AREA: Increase Effective Service Delivery & Governance NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Advance Town operations to better serve the community No
X
Audit Permit Fees and Issue Refunds if Necessary
No
Increase Effective Use of Committees
No
Improve Employee Attraction and Retention
FY 2023‐24 Financial Documents
No
Online Application intake
No Increase Effective Use of CommitteesNo
X No
Create Town Policies
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/6/2023
$ Complete 2022 10 Pathway Segments Design, bid, Construct Q2 PW No Complete multi‐year plan to finish pathway system design Q4 PW Construct next 3.6 miles of pathways Q4 PWComplete the Broadband Feasibility Study with GovTech Group / exploring 5G Q2 CMUpdate the Wireless Telecom Facility Ordinance to maintain localcontrol to the greatest extent possible Q2 CM Complete Battery Energy Storage System (BESS) project Q4 CM Yes Initiate SVCE Decarbonization Grant Q4 CM Yes
Determine Ph.2 Town Hall Improvement Plans* Q2 CM No
$ Equipment Purchases Complete purchases. Bucket/boom truck replacement Q4 PW No X Storm Water Annual Report (SCVURPPP) Complete Annual Report Q3 PW No Finalize construction documents and specs Q2 PW
Competitively bid, award, and start construction Q3 PW
Finalize Construction Q4 PWFinalize Construction drawings and specs Q2 PWStart Construction Q3 PWFinish Construction Q4 PWRemove cattails and sediments Q1 PWObtain permanent permit from water board Q3 PW Finalize construction documents and specs Q2 PWCompetitively bid, award, and start construction Q3 PW Finalize Construction Q4 PWProgress the 20A project (icebreaker) i.e. proactively engage PG&E TBD pending PG&E PWProvide undergrounding study TBD pending PG&E PW LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Improvements to Town Facilities
$ Yes Improve Pathway System
VALUE/PRIORITY AREA: Protect & Maintain Infrastructure
NEW
$ Mandate KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain and expand Town assets through new technology and processes 2023 Pavement and Storm Drainage Improvement
Yes
$
Yes
NoNoNoNo
2023 Sanitary Sewer CIP
$*
$
Broadband
$$
Continue work on Undergrounding Utilities
(dependent on PG&E)
Convert all HVAC to heat pumps and water heaters
at Town Hall and Council ChambersMatadero Creek
$
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 8/9/2023
Adopt Housing Element Q1 ✓ Planning
Send second Draft to State Q1 ✓ Planning
Award contract for a consultant Q1 ✓ Planning
Conduct Study Session/Public Outreach Q2 P Planning
Conduct Public Hearings Q3 P Planning
Adopt revised zoning ordinance Q4/Jan 31, 2024 P Planning Award contract for EIR Q1 ✓ Planning
Complete Technical Studies & Reports for EIR Q2 P Planning Conduct Public Hearings ‐ Planning Commission and City Council for EIR adoption Q3 P Planning
Conduct Study Sessions/ Public Outreach Q1 ✓ Planning
Conduct Planning Commission public hearing on permanent Ordinance ‐ PC making recommendation to the City Council Q2 ✓ Planning Adopt SB9 ordinance Q3 ✓ Planning
Master fee schedule updates ‐ ADU fee waiver,
sewer rate updates, fully burdened rates, geo tech Present to City Council for approval during mid year adjustment Q1 ✓ Planning small No Implement Rebates Q4 ✓ PlanningComplete all home assessments Q4 ✓ Planning Promote water conservation incentives Q4 Ø Planning
Provide Council incentive options for electrification conversions Q4 Ø Planning Conduct Outreach Q4 P PlanningComplete all home assessments Q4 ✓ PlanningRecruiut for a Building Official to enable enforcement Q4 P Planning Launch Outreach plan and conduct community outreach Q4 P CM transition of Town's leaf blowers to electric Q4 P PW
Grand Reopening of Town Hall Q1 ✓ Com Services
TEDxLosAltosHills Q1 ✓ Com Services
Prop 68: Ribbon Cutting and Food Truck Social Q2 ✓ Com Services Newcomers Events Q1 ✓ Com ServicesFood Truck and Movie Night Q3 ✓ Com Services Spring Summer Q1 ✓ Com ServicesFall Winter Q3 P Com Services Vicotria Dye Equestiran Concessinaire Agreement Q1 ✓ Com Services Little League Q2 ✓ Com Services
LEGEND
✓ Complete
P In progress
S Scheudled
Ø Project yet to be started
No
Bi‐Annual Activity Guide Yes
Contract Renewals Large
Med
Med Yes
Permanent SB9 Ordinance
Continue to Implement Climate Action Plan
No
Manage New Community Events
Large
No
Reach Codes
Med
Large No Implement Leaf Blower Ordinance
NoNo
CEQA for Zoning Ordinance
Large No
Amendments to Land Use Element and Municipal
Code to add Multi‐family zone (Housing Element
implementation) Large
Large
$$$$$$
No Housing Element $ Large
VALUE/PRIORITY AREA: Maintain Quality of Life and Community Character NEW
$ STATUS
MULTI‐YEAR
PROJECT? KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT STAFF EFFORT small, med, large POLICY VALUE STATEMENT: Better leverage healthy relationships with community members and maintain rural atmosphere in Town Attachment 2
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 8/9/2023
Automatic License Plate readers Conduct 1 year review of system Q1 ✓ CM med No $ Sheriff's Contract Review Analyze Contract Options Q1 P CM Med No Conduct an emergency drill with outside agencies Q1 ✓ CM Receive Council direction on how to work with Fire District on wild fire prevention including enhanced communication during emergencies and road hardening
Q3 Ø CM
Participate in Fire Service Review Participate in county/LAFCO review Q4 ✓ CM Small Yes Enhance Public Safety Programs Receive council direction on how to enhance crime prevention programs Q2 ✓ CM Med No $ Update Safety Element
Prepare Draft Safety Element in consultation with Cal Fire; PlanningCommission Public Hearing; explore evacuation plan including CalTrans280 egress Q3 P Planning Med Yes
LEGEND
✓ Complete
P In progress
Large No
Continue Emergency Prep
$
VALUE/PRIORITY AREA: Promote Public Safety
NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 STATUS QUARTER OF COMPLETION LEAD DEPARTMENT STAFF EFFORT small, med, large MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain the high level of public safety in the Town.
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 8/9/2023
Standing Committee Resolution Q3 P CM
Code of Conduct Q3 P CMReceive Direction on Form 700 Q1 ✓ CM Conduct analysis of Permit Fees Q2 Ø ASD
Distribute refunds if necessary Q2 Ø ASD
Enter into contract with vendor to complete cost allocation and fee study Q4 Ø ASD
Update employee handbook Q3 S ASD
Receive direction from Council on a compensation philosophy to retain employees and enhance workplace culture Q4 P CM
$ Review the Town staff classification structure & plan for growth Onboard consultant to complete an organizational assessment Q4 ✓ CM Med No Adopt FY 2023‐24 Budget Q2 ✓ ASD
Adopt FY 2023‐24 Interim and Final Audit Q4 S ASD
Adopt FY 2022‐23 Mid Year adjustment Q1 ✓ ASD
$ Upgrade of the Council Chambers Audio/Video System Research, Award contract and Install new AV system in Chamber Q1 P Clerk Med No $ Launch Quarterly Newsletter Publish Quarterly Newsletter Q4 ✓ Clerk Large Yes $ IT Services RFP Advertise and Award Contract for IT Services Q2 ✓ ASD Med No Adopt Travel Policy Q3 ✓ ASD
Adopt Financial Policy* Q3 ✓ ASDAdopt Tabling Policy Q1 removed Com Services Adopt an IT retention policy/IT Policy Q1 ✓ ASD
Enable eTRAKiT for Planning projects Q1 P Planning
Enable eTRAKiT for Building permits Q1 P Planning
$ Update GIS Database Show all easements in Town GIS Q1 ✓ Planning Small No $ Launch Technologies that Promote Community Engagement Launch Community engagement platform Q1 ✓ Clerk Med No Hold an annual Committee/Commission Chair Roundtable Q1 S Clerk Hold an annual City Council meeting with Committees Q1 ✓ Clerk Software to assist in organizing terms for
committee members, including historical data
Launch technology to manage committees Q1
✓
Clerk
small No
Host Community Events Host the Volunteer Dinner Q3 S Clerk Large No Transition to New City Clerk Prepare Desk Procedures Q3 P Clerk Large No $ New Our Town Contract and Process Create Process and Award Contract Q2 ✓ Clerk Large No $ Public Access Programming (KMVT Agreement) Execute contract with KMVT and implement service Q1 P CM Med No $ Preservation of Institutional Knowledge and Standardization of Procedures Implement software solution Q1 Ø PW Small No LEGEND
✓ Complete
P In progress
S Scheudled
Ø Project yet to be started
Med No Increase Effective Use of Committees
Large NoLarge No
Create Town Policies
Online Application intake
Increase Effective Use of Committees
Large
No
FY 2023‐24 Financial Documents
Large No
Improve Employee Attraction and Retention
Med
VALUE/PRIORITY AREA: Increase Effective Service Delivery & Governance NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 STATUS QUARTER OF COMPLETION LEAD DEPARTMENT STAFF EFFORT small, med, large MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Advance Town operations to better serve the community No
Audit Permit Fees and Issue Refunds if Necessary
Large No
$$$$
CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 8/9/2023
$ Complete 2022 10 Pathway Segments Design, bid, Construct Q2 P PW Large No Complete multi‐year plan to finish pathway system design Q4 removed PW Construct next 3.6 miles of pathways Q4 removed PWComplete the Broadband Feasibility Study with GovTech Group / exploring 5G Q2 P CMUpdate the Wireless Telecom Facility Ordinance to maintain local control to the greatest extent possible Q2 P CM
Complete Battery Energy Storage System (BESS) project Q4 P CM Large Yes Initiate SVCE Decarbonization Grant Q4 ✓ CM Med Yes
Determine Ph.2 Town Hall Improvement Plans* Q2 P CM Med No $ Equipment Purchases Complete purchases. Bucket/boom truck replacement Q4 P PW Med No Storm Water Annual Report (SCVURPPP) Complete Annual Report Q3 S PW Med No Finalize construction documents and specs Q2 P PW
Competitively bid, award, and start construction Q3 P PW Finalize Construction Q4 Ø PWFinalize Construction drawings and specs Q2 ✓ PW Start Construction Q3 P PWFinish Construction Q4 S PWRemove cattails and sediments Q1 ✓ PWObtain permanent permit from water board Q3 ✓ PWFinalize construction documents and specs Q2 P PW Competitively bid, award, and start construction Q3 P PWFinalize Construction Q4 Ø PWProgress the 20A project (icebreaker) i.e. proactively engage PG&E TBD pending PG&E P
PW
Provide undergrounding study TBD pending PG&E P PW
LEGEND
✓ Complete
P In progress
Matadero Creek
$
STATUS
Yes
LargeLargeLarge
VALUE/PRIORITY AREA: Protect & Maintain Infrastructure
NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION LEAD DEPARTMENT STAFF EFFORT small, med, large MULTI‐YEAR PROJECT? POLICY VALUE STATEMENT: Maintain and expand Town assets through new technology and processes $ Yes 2023 Work on Pathway Large
Large
Improvements to Town Facilities
Broadband
$*
$$
Med
Large
2023 Pavement and Storm Drainage Improvement
$$
2023 Sanitary Sewer CIP
Continue work on Undergrounding Utilities
(dependent on PG&E)Convert ALL HVAC to heat pumps at Town Hall and Council Chambers
Yes
NoNoNoNo
Los Altos Hills
Community Relations Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
COMMUNITY RELATIONS COMMITTEE MEMBERS
Commmunity
Relations
Members: Minimum 5 - Maximum 7 Where: Council Chambers
When: 4th Tuesday at 7:00 PM Council Liaison: Lisa Schmidt Member Term
Duration Current
Term
Rajiv Bhateja (Chair) 05/2020 – 04/2024 1
April Anair (Co-Chair) 05/2020 – 05/2024 1
Karen Emerzian 11/2020 – 10/2024 1
Lana Einschlag 06/2021 – 05/2025 1
Lew Jamison 02/2021 – 02/2025 1
Maddie Cheng 11/2020 – 11/2024 1
Roy Woolsey 05/2020 – 04/2024 1
COMMUNITY RELATIONS COMMITTEE CHARTER
The charges to and duties of this committee shall be to:
• Encourage communication and participation between residents and Town government, and study and identify means of assuring continued cooperation among different groups • Conduct a coordinated program for welcoming new residents to the Town that may include mailing welcome and information packets, personal visitations, telephone calls, and/or Invitations to a dedicated welcoming event or special recognition at any regular event(s)
• Coordinate and sponsor regular Town events including an annual town picnic and other special events as the committee may recommend
• Inform Los Altos Hills residents of community activities through written communication, articles and/or reports in "Our Town," and/or other appropriate methods such as Information tables at events • Assist other committees in implementation of special projects • Actively seek interested volunteers to serve on Town committees and commissions
COMMUNITY RELATIONS COMMITTEE
2023 ACCOMPLISHMENTS
• Welcome letters and informational packets for new town residents • New Residents Welcome Reception, March 5, 2023
• Town Picnic, June 4, 2023 – lots of positive feedback, record turnout (2044 tickets) • Food had positive reviews
• Car show, Model trains, Band were among the most popular attractions • TEDx event, January 28, 2023 – very positive feedback
COMMUNITY RELATIONS COMMITTEE
PLANS FOR 2024-2025
Town Picnic Support planning and execution related to the annual Town Picnic High Speed Internet Continue to work on broadband access and high speed internet access including fiber and wireless
Welcome Newcomers
- Sent out welcome letters
- Host a get together for newcomers (plan for Welcome Newcomer’s Party in March 2025) Increase Resident Engagement
- Work with town committees to increase communication and engagement with town residents - Encourage residents to volunteer for town committees and commissions Plan for TEDx in January 2025 Work with staff to plan and implement TEDx in January 2025
Open Space Committee, July 2021
Open Space Committee Annual Report
Photo credit: Grassroots Ecology Page 53 of 147
Open Space Members
Lisa Schmidt, Liaison Anita Baldwin, Chair
Wendie Ward, Vice-Chair Peter Brown
Richard Contreras, Secretary Your Name Here
Jean Struthers Your Name Here
Viggy Mokkarala Your Name Here
Open Space Charter Summary
In compliance with the General Plan we advise and assist council, planning commission, staff and residents on native habitats (creeks, trees, plants, wildlife, steep slopes, etc.). And we collaborate with regional agencies (Valley Water, Animal Services, Weed Management Area, County, CalFire, etc.) to bring latest information to our Town.
Photos: Grassroots Ecology, K Gordon Page 54 of 147
Open Space Committee Activities
➢ Support Staff
➢ Community Education
➢ Open Space Preserves
Open Space Committee, January 2024 Photo: Grassroots Ecology Page 55 of 147 Support Staff
Write planning property reports
Attend Fast Track/Site dev. hearings
Respond to Public Works requests
Map Stinkwort weed along roadside
Draft ordinances for Tree and Fence,
Beekeeping
Partner with Valley Water on Arundo
donax (giant reed) removal
Served on ad hoc committee for Westwind
Community Barn concierge contract
Open Space Committee, January 2024 Photo credit: K Gordon
Community Education
Open Space Committee, January 2024
Write articles in newsletters, Town Crier
Post invasive plant guide for residents
Coordinate with Animal Services & Vector
Control on coexisting with coyotes
Post on Nextdoor
Host Sudden Oak Death monitor blitz
Publicize Grassroots Ecology’s educational
talks
Update Stinkwort flyer
Provide Webpage info links
Table at events – new OSC banner
Coordinate with other local agencies
Answer questions from residents on creeks,
trees, landscape, easements, etc.
Photo credit: Grassroots Ecology Page 57 of 147
Open Space Preserves
Support Grassroots Ecology
Over 5700 volunteers in last 9 years, mostly
youth
Significant reduction of invasive weeds
Native plant revegetation
10 Education Events, Birdbox Monitoring
Create new signs at Byrne Preserve
Planting at Rex Gardner Open Space
Photo credit: Grassroots Ecology Page 58 of 147
Rising Concerns &
Opportunities 2024-26
Revise Tree, Fence and Beekeeping Ordinances
Manage Stinkwort, Arundo donax and other
invasive weed removal on private property
Sudden Oak Death (SOD) monitoring
Protect creeks, steep slopes, wildlife corridors,
habitats
Educate residents on natural resource protection
and safety – quarterly message in newsletter
Host forum on creek & slope safety
Recruit to offset our dwindling roster
Open Space Committee, January 2024
Los Altos Hills Environmental Design &
Protection Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
ENVIRONMENTAL DESIGN & PROTECTION COMMITTEE MEMBERS
Environmental Design
& Protection
Members: Minimum 5 - Maximum 8 Where: In person, Town Hall & Zoom When: 2nd Tuesday at 5:00 PM Council Liaison: Kavita Tankha Member Term
Duration Current
Term
Vijay Chawla (Secretary) 8/22 – 8/26 2
Elizabeth Loinaz 8/21 - 8/25 1
Carol Gottlieb 8/20 - 8/24 3
Peter Brown (Chair) 7/21 - 7/25 2
Hajime Murakami (Associate) 3/19 - 3/23 1
Grace Tsang (Vice-chair) 8/22 - 8/26 1
Kjell Karlsson (Associate)
Vacant
EDPC CHARTER
This Committee's mission is to strive to preserve our Town's established semi-rural character and the ecological health of our natural environment.
• Assist Town staff in implementation of the Town's landscaping policy, exterior lighting policy, fence policy, drainage rules, etc.;
• Conduct site visits to assess the impact on neighboring properties of new development, remodeling, and landscaping, and write reports to aid Planning staff in implementing the General Plan; • Attend Subdivision, Fast Track, Site Development, Planning Commission, and City Council meetings; • Prepare educational materials for residents outlining Town ordinances and policies; • Propose modifications of ordinances and policies intended to help preserve the semi-rural ambience of our environment;
EDPC 2023 ACCOMPLISHMENTS
Conducted 35+ Site Visits
• Wrote reports for Planning staff.
• Evaluated projects’ impact on the semi-rural ambience of the neighborhood • Streamlined documentation process
Native Plant Garden
• Formed an ad-hoc committee of EDPC + OSC members
• Conducted site inventory and analysis, identifying site goals, opportunities, and constraints
• Developed preliminary garden layout, with sustainable water practices such as rain gardens
• Held six "Second Saturday Garden" monthly events that raised awareness and helped connect with members of the community who are interested in the garden • Coordinated with Public Works
EDPC PROJECT IDEAS FOR 2024/2025
Native Plant Garden
• Continue planning and budgeting
• Get included in the 2024/2025 CIP
• Begin planting a small section (north hedge) this winter • Educate the public about the use of native plants in landscaping Water Conservation
• Work with the Town to reduce consumption
• Research and implement at least one method of conservation • Discourage use of artificial turf
EDPC PROJECT IDEAS FOR 2024/2025
Update Town Ordinances
• Continue to work with the Planning Commission and Open Space Committee • Update the Fence Ordinance to be more wildlife-friendly and consistent • Update the Tree Ordinance to promote ecological health, diversity, and wildfire resistance of our environment Update Planning Policies
• Light Wells
• Parking
• MDA credit policies (artificial turf, permeable surfaces) • Improve communication in the planning process
Questions
Los Altos Hills
Environmental Initiatives Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
ENVIRONMENTAL INITIATIVES COMMITTEE MEMBERS
Environmental
Initiatives
Members: Minimum 5 - Maximum 11 Where: Parks & Rec Building When: 2nd Thursday at 6:00 PM Council Liaison: George Tyson Member Term
Duration Current
Term
Anand Ranganathan (Chair) 10/2020 – 10/2024 1
Mike Salameh 06/2022 – 06/2026 1
William “Bill” Ralston 03/2023 – 03/2027 1
Vrinda Bhandarkar 07/2020 – 07/2024 1
Steve Schmidt 05/2022 – 05/2024 1
George Lee 02/2023 – 02/2027 1
Johann George 05/2023 – 05/2027 1
April Anair 09/2020 – 09/2024 1
Vacant
Vacant
Vacant
ENVIRONMENTAL INITIATIVES COMMITTEE
2023 ACHIEVEMENTS
Foothill Pool
Prevented the construction of a new gas pool at Foothill, which would have increased the Town’s GHG emissions by 5% or more
2021 GHG Inventory
Worked with CSG to complete the 2021 GHS Inventory
ENVIRONMENTAL INITIATIVES COMMITTEE
PRIORITIES ONGOING
• REACH Codes for Existing Buildings
• Early 2024
• Town Hall Kiosk
• Late 2023/Early 2024
• Town Hall Electrification
• In process
• PV Permitting
• Late 2024
ENVIRONMENTAL INITIATIVES COMMITTEE
PRIORITIES 2024-25
REACH Codes
• Will need renewal in 2025
• Will have data from implementation of existing REACH Codes • Cannot have repeat of 2022-23 Cycle
Water Conservation
• Joint with Environmental Design & Protection Committee (EDPC) • Long term water conservation measures
• “REACH” Code for water
CAP
• Incentives to encourage electrification
• Zonal electrification
• Electrification education programs
Emergency Preparedness & Response Committee Los Altos Hills Annual Report 2024-25
City Council Meeting
January 11, 2024
o Formed and held first meeting on July 5, 2022
o Nine members, five associate members
o Five subcommittees
o Charges and duties:
• “Advise the Town on its emergency mitigation, preparedness, response, and recovery programs, goals, policies, plans ... related to emergencies, and make recommendations to Staff and City Council.
• “Provide guidance and support to the emergency volunteer programs and community outreach programs....”
About the EPRC
o Amita Sachdeva (Outreach, Vice Chair)
o Benjamin Gikis
o Bill Ralston (Plans)
o Dave Stewart (Secretary)
o Jim Basiji
o Phil Harter (Medical)
o Rob Singh (Mass Notification)
o Sam Wood (Emergency Communications)
o Terry Kearney (Chair)
Members/Subcommittees
o Emergency communications infrastructure roadmap (07/06/23) o Creation of the ham radio club (08/01/23)
o Prioritized list of DSW groups (06/06/23)
o Community/neighborhoods: 8 Firewise Communities currently in process o Continued to establish committee (member slots, sub-committees, process) 2023 Progress
o “Have the Council prioritize and direct staff to maximize the number of residents who can receive emergency communications about possible emergencies or disasters that might affect the town”
• EPRC will assist pursuing this vital goal, including providing the Town with requested research and reports
• EPRC also proposed this as a goal in 2023.
2024-25 Goal: Notification of Residents
o Tubbs (22 dead):
o“what we learned
through painful
experience is if we wait
too long, then even if
the information is
accurate, it may not be
effective”
2024-25 Goal: Notification of Residents
o Camp (85 dead):
o “mass notification
system failures resulted
in notifications not
reaching the intended
audience”
2024-25 Goal: Notification of Residents
o Lahaina (100+ dead)
o “eighty outdoor sirens
on the island sat silent
as people fled for their
lives”
2024-25 Goal: Notification of Residents
o Resident safety is the Town’s foremost responsibility o Timely and effective emergency notification is essential for:
• Fulfilling that critical responsibility
• Self-evacuation and assisting neighbors in need of help 2024-25 Goal: Notification of Residents
Los Altos Hills
Finance and Investment Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
FINANCE AND INVESTMENT COMMITTEE MEMBERS
Finance and
Investment
Members: Maximum: 9
Where: Council Chambers Conference
Room
When: 1st Monday at 4:00 pm Council Liaisons: Stan Mok, Lisa Schmidt Member Term
Duration
Current
Term
Allan Epstein (Chairman) 10/20 – 10/24 4
Kjell Karlsson (Vice Chairman) 2/21 – 2/25 1
Nate Blair 6/20 – 6/24 1
Susan Mason 5/20 – 5/24 3
Michele Raffin 5/23 – 5/27 1
Sean McGraw 11/23 – 11/27 1
Vacant
Vacant
Vacant
•Associate Members: Frank Lloyd, Jim Lai, Christopher Nam, Medha Rishi, Roddy Sloss (Secretary) January 11, 2024 2
FINANCE AND INVESTMENT COMMITTEE CHARTER
The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the City Council on financial and investment matters and operations related thereto; b. to review five-year capital budgets and revenue projections and make recommendations to the City Council; c. to review the annual budget and make recommendations to the City Council; d. to review the annual audit and make recommendations to the City Council; e. to advise the Council on change and selection of auditors; f. to study all fiscal issues and recommend possible improvements and economies; g. to develop and recommend an investment Policy that protects capital, provides adequate liquidity an generates market returns at an acceptable rate.
h. to monitor investment performance and recommend changes as appropriate. All such recommendations shall be approved by the City Council. The City Manager shall execute any approved investment decisions. i. to monitor pension and OPEB obligations and recommend appropriate mitigation and reserve policies.
January 11, 2024 3
2023 ACCOMPLISHMENTS
Committee met eight times in 2023
• Recurring items- Reviews of: FY’23 ACFR and audit results, Gann Limit, Reserves, Mid-year Budget update, FY’24 Budget, OPEB and Pension Investments, Quarterly Investment, prepared recommended Council priorities
• Non-Recurring Items – Review of: Excessive Building Fees, Financial Policy, Reserve Policy, Treasurer’s report improvements
• Other items/Special projects, subcommittees, or members- Westwind Community Barn Agreement, Little League Agreement, Sewer Tax Roll review, GreenWaste - Proposed Contract Changes, Pathway CIP Ad hoc. Code of Conduct-Conflict of Interest
January 11, 2024 4
THREE COUNCIL PRIORITIES WERE PROPOSED IN 2023
1. Excessive Building Fees - Review, analysis, and audit of building permit fees charged since April 2020 to October 2022 to determine if applicants have been overcharged, and if so, any refunds due.
2. CAP and Building Fee Study - Complete new Cost Allocation Plan and Building Fee Study
3. PA and LA Sewer Processing and Conveyance Charges Review– Address belief that charges may be excessive and impact of major plant CIP. Not adopted by Council as priority. 2023 RESULTS
1. Excessive Building Fee Analysis- Due Q2. Fee study not started. Town received a refund of $304,359 from its building plan-check contractor placed in Refundable Deposits account.
2. CAP and Building Fee Study- Award contract due Q4. Not started. Subsequently deferred for higher priority Solar Permit simplification project.
3. PA and LA Sewer Processing and Conveyance Charges Review- Not adopted.
January 11, 2024 5
FIC WORKPLAN 2024
• Recurring items- Reviews of: FY’24 ACFR and audit results, Gann Limit, Reserves, Mid-year Budget update, FY’25 Budget, OPEB and Pension Investments, Quarterly Investment, Liability and Property Insurance, Annual projects. • Non-Recurring Items – Reviews of: Excessive Building Fee Investigation; CAP and Fee Study; PA and LA Sewer Processing and Conveyance Charges; Pathway Impact Fee Study. Accounting Policies as identified and as provided by staff. Correct accounting matters identified in FY’23 audit, assist new staff with continuity matters and other fiscal matters that may arise.
• Other items/Special projects, Other projects as requested by Council or Staff January 11, 2024 6
FOUR SUGGESTED COUNCIL PRIORITIES FOR 2024
1. Increase accounting system automation and improve financial transparencyInvestigate and implement systems to increase automation of accounting operations, commencing with Accounts Payable, and increase public transparency and access to financial performance.
2. Develop five-year financial outlook- Staff has requested that the FIC take the lead role in developing a ten-year financial outlook. FIC will start with a five-year outlook.
3. Prior year projects 1-3 listed above- Two prior year projects carried forward to 2024 and one not adopted. Due to new finance staff, limited resources, and competing needs, additional projects are not proposed currently.
4. Pathway Impact Fee Study- added to priority list in May 2023 by Council.
January 11, 2024 7
PROJECTS RECOMMENDED IN PRIOR YEARS BUT
NOT SELECTED AND/OR COMPLETED.
1. Accounting Policy/Procedure/Annotated Chart of Account Review Work Product:
Review procedures and practice for charging in-house and consulting work to deposit accounts.
Develop annotated Chart of Account
2. Storm Drainage Impact Fee Review Work Product: Perform study to determine need for and amount of impact fee. Submit for FIC and Council approval. Reason for request: Government Code Section 66000. “Requires that findings describing the continuing need for impact fees be made every five years specifying the intended use of any unexpended impact fees, regardless of whether the fees are committed or uncommitted. Failure to make such findings subjects the Town to going through a refunding procedure.
January 11, 2024 8
QUESTIONS?
January 11, 2024 9
Los Altos Hills History Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
ENVIRONMENTAL DESIGN & PROTECTION COMMITTEE MEMBERS
History
Members: Minimum 5 - Maximum 9 Where: Duxbury Room or Heritage House When: 3rd Tuesday at 3:30 PM Council Liaison: Linda Swan Member Term
Duration Current
Term
Duffy Price (Chair) 1/23 – 1/27 1
Carol Gottlieb (Vice-Chair) 5/20 – 5/24 4
Sally Wood (Secretary) 7/21 – 7/25 2
Jitze Couperus 2/20 – 2/24 3
Bernardo Ferrari 8/22 – 3/36 1
Sylvia Jensen 4/22 – 3/26 1
Patty Woolsey 9/23 – 9/24 1
Vacant
HISTORY COMMITTEE CHARTER
The charges to and duties of this Committee shall be:
• To implement policies that preserve the historic and cultural fabric of the Town; • To protect the historic and cultural resources from inappropriate destruction; • To preserve community input into the policymaking process; • To research and document best practices and model preservation policies; • To organize and make available to the public the historic artifacts that have been preserved and to continue to collect historic artifacts for future generations
Nothing in the charges and duties shall be interpreted as authorizing the mandatory historic preservation of private residence or requiring property owners to submit their pending site development plans before the Committee.
HISTORY 2023 ACCOMPLISHMENTS
Accomplishments made by our Committee/Commission in 2023
1. Sponsored community-based presentations for
• Moody Road Historical Walk on September 9-10, 2023, for ~ 60 attendees • Old Timers Gathering for ~ 70-80 attendees
• Shared memories of joyful times living in Los Altos Hills • Reception
• Recorded video for archival retention
2. Our Town Publication
• After much discussion, the History Committee assumed editorial oversight for production of the Our Town Newsletter for the next two contractual issues:
• History Committee will oversee the selection of articles to be included in the publication, which will include the cultural and historic heritage of the community as well as environmental issues of special interest to the Town
HISTORY 2023 ACCOMPLISHMENTS
Accomplishments made by our Committee/Commission in 2023, continued
3. Coordinated with other Committee and Commission
• Environmental Design and Protection Committee and staff to designate Heritage Trees • Coordinated placement of plaques for the trees
• Foothill College/Carriage House
• Authored the report that challenged aspects of the Carriage House Restoration • Planning Commission Joint Meeting on the Avidano Home Designation in appendix A of the conservation Element of the General Plan
IN-PROGRESS FROM PREVIOUS WORK PLANS
Heritage House
• Collaborated with Staff and the Ham Operator Team on the renovation of the Heritage House interior to the satisfaction of all parties.
• The design is now in the hands of a professional, who is qualified to perform historical restoration. • Funding for the renovation must be identified.
Heritage Trees, Landmarks and Locations
• Plaques and QR markers are still in progress
Westwind Barn
• Designation as a California Historical Landmark was placed on hold. • Application still needs to be processed and submitted by the Town.
IN-PROGRESS FROM PREVIOUS WORK PLANS,
CONTINUED
Digital Archival of Historical Documents
• Work with the Technology Committee to provide an online database for which historical information will be maintained and accessed by the public.
Establish a list of Grants for Historical purposes that the Town can access
HISTORY COMMITTEE PROJECTS FOR 2024-2026
Project #1
Create a Historic Resource Ordinance and General Plan
• Adopt a Historic Resource Ordinance that will allow the Town to review all the homes over 50 years old for historical significance beginning with those listed in Appendix A Inventory Sites and Structures of the Conservation Element of the General Plans.
• Add a Historical Element to the General Plan.
Project #2
Historical Landmark Designations for Westwind Barn, Fremont Hills Stables and Water Tower, and Chapel of the Hills
• Request for the Heritage House and Fremont Hills Country Club Barns and Water Tower be designated a Town Landmark through Landmark Ordinance when the appear before the Town for development permits. • Request permission from the Church for the Chapel of the Hills to be designated as a Town Landmark.
HISTORY COMMITTEE PROJECTS FOR 2024-2026
Project #3
Educational Programs
• Continue our mission to provide historical education for residents through walks, articles, and presentations.
Questions?
Los Altos Hills Pathways Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
PATHWAYS COMMITTEE MEMBERS
Pathways
Members: Minimum 5 - Maximum 9 Where: Council Chambers
When: 4th Monday at 6:30 PM Council Liaison: Linda Swan Member Term
Duration Current
Term
Robert Elson 11/20 - 11/24 2
Laura Bailey 1/21 - 1/25 1
Rajesh Shakkarwar 6/22 – 6/26 1
Judy Nagy 1/21 - 1/25 1
Joe Mitchell (Chair) 8/22 – 8/26 1
Richard Partridge 3/19 – 3/23 1
Vacancy 1
Vacancy 2
Vacancy 3
PATHWAYS COMMITTEE CHARTER
The charges to and duties of this Committee shall be:
a. to work for the preservation and enhancement of the pathways within the Town for the use and enjoyment of all residents; b. to review and recommend changes to the Master Path Plan and the Bicycle Plan of the Town; c. to make recommendations at subdivision, site development, Planning Commission and City Council meetings regarding pathway easements;
d. to meet regularly with the City Manager or the Manager’s designee to render advice on pathway activities, priorities, and necessary maintenance;
e. to communicate to residents the concepts and locations of paths and trails within the Town as approved by the City Council; f. to study and recommend ordinances and resolutions relating to acquisition, construction, maintenance and use of public trails and pathways;
g. to communicate Town policies and procedures regarding pathways if advised to do so by the City Council; and h. to make recommendations to the City Council regarding both the maintenance and capital improvements budgets with regard to pathways.
Executive Summary
• The 2022/2023 ten-segment pathway build plan was completed • Summerhill Phase 2 is likely the only new path that will be installed in 2024 • A new ten-segment plan is recommended for 2024/2025
2023 Accomplishments
• Thanks to WooJae Kim, Astha Khanal, Michael Schloetter and the Maintenance Crew, and all Town Staff that helped develop and maintain pathways.
• Installed of on road pathways on Briones, La Paloma, and Concepcion. (1993 linear feet) • Maintenance crew refurbished existing Saddle Court to Berry Hill pathway. (2913 linear foot) • Worked with Neighbors or County on 1) Summerhill plan, 2) Edgerton easement request to reduce pathway cost, 3) Pedestrian crosswalk on Page Mill near PA Foothills Park entry, 4) Redwood Grove, 5) Countywide Trails Map Update with Juan Bautista de Anza Trail designation.
Ten-Segment Path Construction Resource 2022
2022 Q1 Q2 Q3 Q4
La Paloma Robleda in-house Installed
Altamont Plunge in-house Installed
Byrne Park Plunge in-house Installed
Natoma Subdivision to Byrd Lane in-house Installed
Barley Hill Off-Road in-house Installed
2023
Saddlecourt in-house staked installed
Briones in-house installed
La Paloma Contractor bids installed
Concepcion Contractor bids installed
CY 2023
2023 CIP Pathway Status Drives 2024/25 Plan
• Summerhill Phase 2, Hilltop to Miraloma is likely the only path that will be installed in 2024 • Summerhill Phase 3,Hilltop to Magdalena is delayed due to property owner concerns • Recommend removing Edgerton and Page Mill – Lupine to Feliz from the CIP • In discussion is a recommendation to let Los Altos install the Fremont – Redwood Grove connector. This topic is on the PWC January meeting agenda.
Projected Schedule of In-progress 2023 CIP Projects
Path Resource Status
Summerhill Phase 2 to Hilltop Contractor working w/ County Summerhill Phase 3 to Magdelana Contractor working w/ residents Edgerton Too expensive. Abandoned.
Pagemill - Lupine to Via Feliz No easement granted. Abandoned.
Redwood Grove working w/ Los Altos. Abandon? ???
Miscellaneous Pathways Various Develop Ten-Segments to Approval 2023 2024 2025
Pipeline emptied due to cost, lack of easement and approval delays
Work Plan Project Inputs
• Project 1: Stake, design, install and complete construction of six off-road pathways over two years.
• Project 2: Stake, design, install and complete construction of two road-right-of way pathways in heavy traffic areas.
• Project 3: Adjust the pathway process to reduce the pathway install cost.
Project 1 & 2, 2024/25 PWC Work Plan Input Detail
• Refill the ten-segment pathway
development pipeline
• Fund from Misc. Pathways Budget
• LAH has all easements for proposed list
• Locations dispersed throughout town
• New paths create walking loops of various
lengths
• 2024 is a year of planning
• Work on survey, design and approvals
• Request CIP for pathways that pass the
approval stage
• 2025 is a year of building
Path Type 23
Love Shack to Natoma Off-Road S D I
Dawnridge to Hilltop Off-Road S D I
Maple Leaf to Middlefork Off-Road S D I
Christopher Lane to Old Pagemill ROW S D I
Central Drive to Page Mill xwalk ROW S D I
Alternate if above feasability is unfavorable
Path Type 23
Zappeniti Ct to Central Drive Off-Road S D I
Burke Lane to Robleda Off-Road S D I
Moody to Alamont Off-Road S D I
Robleda Road or Magdelana ROW S D I
Fremont or Manuella west side ROW S D I
Alternate if above feasability is unfavorable
Pathway 2024 work plan input: Complete 3 off-road and at least 2 R-O-W paths Pathway 2025 work plan input: Complete 3 off-road and at least 2 R-O-W paths CY 2024 CY 2025
CY 2024 CY 2025
Stake Design, Install
Enviromental
Studies & Approve Page 107 of 147
Project 3: Reduce Pathway Install Cost
• Look for efficiencies to reduce pathway infrastructure cost • Recommend using Maintenance Staff to install off-road paths • Investigate and recommend simplified road-right-of-way construction process • Remove requirement for header boards?
• Look for ways to fund completion of pathway system
• Pathway impact fee is being assessed through a NEXUS study in 2024
Summary
• The 2022/2023 ten-segment pathway build plan was completed • Summerhill Phase 2 is likely the only new path that will be installed in 2024 • A new ten-segment plan is recommended for 2024/2025
• Questions?
Selection
• On MPP
• Have
Easements
• PWC
Recommended
• CC approves
Planning
• Feasibility
Walk
• Survey Staking
• Topo mapping
• Public Input
• Estimating
Scope
• Staff build or
contract out?
• CIP needed?
Design and
Approval
• Detailed
design if
required
• CC CIP
approval if
needed
• Other
approvals as
needed
• State,
County, City,
Army Corp of
Engineers,
SEQA, SVWD
• Public Input
Build
• Installed by
Contractor or
Town
Maintenance
Staff
Backup
New Path Development Process – Initial Draft
Los Altos Hills
Planning
Commission
Annual Report
Presented to City Council
11 January 2024
Planning Commission
• Meets on the 1st Thursday o f each month
• Current Commissioners: Current Terms:
• Alisa Bredo (Chair) July 2022 – Jun 2026
• Rajiv Patel (Vice Chair) July 2022 – June 2026
• Jitze Couperus July 2020 – June 2024
• Birgitta Indaco July 2020 – June 2024
• Jim Waschura July 2020 – June 2024
Planning Commission Duties
• Advisory board to main gove rning body on planning and developmen t issues • Assures that the General Plan is implemented by reviewing developmen t applica tions on a case-by-case basis
• Serves as a decision-making body for many proposals
• Also involved with:
General Plan amendments
Specific Plans: wri ting and holding public hea rings
Zoning and Subdivision Map review and hea rings
Individual project review and approvals [when no t adminis tra tively reviewed] Special Studies
Planning Commissioners Handbook , League o f Cali fo rnia Ci ties
2023 Accomplishments
1. Housing Element: Reviewed Housing Element Dra f t including programs and 3 rezoning areas and provided revision recommendations to City Council
2. SB – 9: Reviewed SB-9 ordinance and provided revision recommendations to City Council
3. Reach Codes – Provided proposed updates developed in con junction with the Environmental Initiatives Committee (EIC) to City Council
4. Reviewed:
• 6 Si te Developmen t Pro je c ts and 1 Appeal
• 1 Landscape Screening Pro je c t
• Wi reless Telecommunica tion Zoning Ordinance ( tabled)
2024 Projects
• Housing Element - in conjunction with Town Staff & Consultant(s) Includes: Multi -family Zoning , Densi ty Bonus Ordinance Housing Elemen t Programs , Ob jective Design Standards • 2024-2026 Objectives
ADU Ordinance Update
Fence Ordinance (in progress)
Variances for Sub-Standard Lots
Light Well Policy
Color Re flectivi ty
2024 Projects (Continued)
• ‘On Deck’ Projects – as scheduling allows/as needed
Wild fire Protection
Indoor Light Pollution
Historic Preserva tion
View Protec tion
Creek De fini tion and Protec tion
Tree Ordinance
Master Path Plan Update(s)
• Long Term Planning
Housing densi ty solutions - study sessions
Thank you
Los Altos Hills Parks and Recreation
Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
PARKS AND RECREATION COMMITTEE MEMBERS
Parks and Recreation Members: Minimum 5 - Maximum: 10 Where: Duxbury Room When: 4th Monday at 6 PM Council Liaison: Stanley Mok
Member Term
Duration Current
Term
Boxia Schmidt 9/20 – 9/24 1
Jasmeen Pombra (Chair) 1/21 – 1/25 1
Jennifer Lauren Kan Bardsley 6/22 – 6/26 1
Yibin Tang 2/19 – 2/23 1
Sara Farr 10/22-10/26 1
Kejun (Ben) Xu 4/21 – 4/25 1
Vacant
Vacant
Vacant
Vacant
PARKS AND RECREATION COMMITTEE CHARTER
The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the Council on matters related to year-round recreational programs and activities, including, but not limited to, recreational programs and activities to serve children and adults; and b. to develop new recreational programs and activities and study all recreational facilities available within the Town and make recommendations regarding their status, consistent with the General Plan.
2023
ACCOMPLISHMENTS
Introduction of Food Truck Social
In 2023, the Park and Recreation Committee successfully introduced the Food Truck Social, enhancing community
engagement. This new event seamlessly integrated with
existing activities, including the Ribbon Cutting for the Purissima Field Snack Shop and a Movie Night, resulting in overwhelmingly positive community feedback. The
Food Truck Social will continue into the next year.
Town Picnic Tabling Event
In 2023, we actively engaged with the community during
the Town Picnic tabling event, gathering valuable
feedback on their event preferences. The event also
involved the unveiling of the Town Gnome, allowing the
community to suggest a name. We are committed to
making this an annual tradition to foster community
involvement and collaboration.
Byrne Preserve Signage and Beyond
Our committee played a vital role in improving signage at the Byrne Preserve, making natural assets more
accessible and appreciated. Plans for smaller signs at
other locations are also in progress.
Pathways Run Success
The Pathways Run, meticulously planned by the Park and
Recreation Committee, witnessed a significant increase in participation, promoting health and fitness in our
community.
Continued Support for Yearly Community Events
The Park and Recreation Committee continues to provide
valuable input and support for community events such as Hopping Hounds and Hoedown, which consistently draw
strong attendance, fostering community unity.
GOALS FOR 2024
We remain dedicated to enhancing the quality of life in our community by delivering engaging events, preserving
natural spaces, and promoting active and healthy living. As we move forward, we anticipate an even more exciting year ahead, building upon these achievements to better serve our community.
In-Progress Projects from Previous Work Plans
Continuing to Plan New Events Linked with Food Truck
Social
Our commitment to the success of the Food Truck Social
event includes ongoing planning of new events to keep it fresh and engaging each year. We are actively working on identifying and coordinating new event pairings to maintain community enthusiasm.
Reviewing the Final Version of Byrne Preserve Signage
Enhancing signage at the Byrne Preserve is an ongoing
project, with the final version currently under review. We aim to ensure that the signage is accurate, visually
appealing, and aligned with environmental objectives while considering community feedback. The installation of these signs will enhance the community's experience at the
Preserve.
INTRODUCING NEW EVENT FOR 2024
• Paint Night/Game Night: These events cater to different interests within the community. Paint Night allows community members to express their creativity through painting, while Game Night provides a platform for enjoying board games and recreational activities. Both events encourage social interaction, artistic expression, and relaxation.
•
NEW LATE SPRING AND FALL ACTIVITIES
• Scavenger Hunt along pathways
• Mapping Los Altos Hills Gnome “ Gnomee” journey through our pathways
Dog Best in Show at Town Riding Arena: This event
brings our underutilized Town Riding Arena to life. It offers a platform for pets and their owners to showcase their
bond and talents. The "Dog Best in Show" event promotes responsible pet ownership, shares knowledge about dog
breeds, and provides entertainment for the entire
community. It highlights the versatility of the riding arena.
Family Camp Out: Strengthening family bonds and
creating lasting memories are at the heart of this initiative.
The Family Camp Out encourages families to disconnect
from daily routines and reconnect with nature and each
other. It provides an opportunity for quality family time, outdoor activities, and valuable outdoor skills.
THANKS !
Mayor Mok
Peter Pirnejad
Emina Steta
Cody Einfalt
Los Altos Hills Technology Committee
Annual Report 2024
CITY COUNCIL MEETING
JANUARY 11, 2024
TECHNOLOGY COMMITTEE MEMBERS
Technology
Members: Minimum 5 - Maximum 7 Where: Council Chambers
When: 2nd Wednesday at 5:00 PM Council Liaison: Stan Mok Member Term
Duration Current
Term
Rajiv Bhateja (Chair) 2/22- 2/26 1
John Swan 2/23- 2/27 1
Ameesh Divatia (Vice Chair) 2/22- 2/26 1
Annie Ju (Secretary) 2/22- 2/26 1
George Lee 2/22- 2/26 1
Ronald Haley 2/23 – 2/27 1
Lew Jamison 1
TECHNOLOGY COMMITTEE CHARTER
The charges to and duties of this Committee shall be:
• Advise the Council and staff on policies, initiatives, and practices related to innovation and technology that could enhance services to the public and increase efficiencies • Assist staff in evaluating emerging trends and technologies, and make recommendations for implementing new systems and improving existing services
• Provide policy guidance on the implementation of "Smart City" policies focusing on areas such as cyber security, promoting digital inclusion, improving mobility, enhancing public safety, and developing communication tools • Assist with following legislative developments, funding opportunities, and evaluating agreements and proposals
TECHNOLOGY COMMITTEE 2023 ACCOMPLISHMENTS
• Reviewed Town Hall AV system design (Shalleck) – provided recommendations to Council and Staff • Reviewed and provided input to the (GovTech Group) Broadband consultant’s report • Evaluated fixed wireless internet option (Tarana) – recommended Starlink instead (lower cost) • Reviewed IT Services bids, interviewed vendors and provided recommendation • Demonstrated residential safety and connectedness solutions at the Town Picnic • Met with County Sheriff and Flock to review ALPR capabilities and usage practices • Discussed possible applications of drones in town with Sheriff and Staff • Reviewed IT Vendor RFP and selection process (with Staff and consultant) • Proposed an AI Joint Venture with Foothill College and neighboring municipalities • Reviewed and provided comments to Staff on Draft LAH Generative AI Policy
TECHNOLOGY COMMITTEE WORK PLAN FOR 2024
Town Website Proposal Develop a prototype website to make it easier for residents to navigate the town website High Speed Internet Continue to work on broadband access and high speed internet access including fiber and wireless Home/Online Security Education Continue advocating solutions to address resident safety - Organize a Home Security Expo: anti-burglary solutions, best practices for home security - Organize a seminar to help residents stay safe online; also offer a cybersecurity clinic Gas Shutoff Valves Work with staff to create an incentive program for residents to install automatic earthquake gas shutoff valves Speed Alert Devices Work with staff to develop a proposal for Speed Alert Devices on roads where speeding is common Partner with Sheriff Help residents re register cameras and work with the Sheriff on real-time notification of safety events AI Joint Venture Partner with other cities, businesses and academia to develop and pilot initiatives for AI and automation Provide Support to Staff Continue to provide support to staff relative to technical contracts, proposals, and policies
COMMITTEE PROJECTS FOR 2024-25 (identified by each committee):
Green Text = Goal has been included in the proposed workplan Blue Text = Goal involves little staff time and committee can manage themselves (handoff) Red Text = Work items historically on staff and/or Committee’s work plan NOT shown in the Council Priorities Black = larger project requiring staff, that cannot be worked on due to capacity Community Relations Committee
• Support planning and execution related to the annual Town Picnic • Work with Parks & Rec Committee to develop a comprehensive list of town events and partner with them
• Send out welcome letters, resident informational packet. • Host a get together for newcomers in town. Plan a Newcomer’s Party in March 2025. • Work to plan TEDx in January 2025 – will be an ongoing conversation • Work with other Town committees to increase communication and engagement with town residents.
Emergency Preparedness and Response
• Have the Council prioritize and direct staff to maximize the number of residents who can receive emergency communications about possible emergencies or disasters that might affect the town.
Environmental Design & Protection
• Native garden
o Continue planning and budgeting
o Get included in the 2024/2025 CIP
o Begin planting a small section (north hedge) this winter and wildflower meadow in the farm equipment area
o Public education about the use of native plants
• Water Conservation
o In conjunction with EIC, propose modifications to the Town's policy on water allowance for landscaping during site development
• Fence Ordinance
o In conjunction with OSC, propose modification of fence ordinance to facilitate wildlife movement
• Streamline Tree Ordinance
o Work with OSC to promote enhanced ecological health/diversity and wildfire resistance of our environment
• Update Planning Policies
o Light Wells
o Parking
o MDA credit policies (artificial turf, permeable surfaces) o Improve communication in the planning process
Environmental Initiatives
• 2025 Reach Code Update
• Water Conservation
o Have the council adopt a water conservation plan for the town that will lower the town’s water consumption over time.
• Climate Action Plan
o Consider additional incentives/mandates that will encourage electrification.
o Create electrification education programs
o PG&E has proposed zonal electrification where they pay residents to electrify if it makes economic sense for them to prune a natural gas line. EIC would like the town to start exploring zonal electrification for our town with PG&E's help.
Finance and Investment
• Increase accounting system automation and improve financial transparency. o Investigate and implement systems to increase automation of accounting operations, commencing with Accounts Payable, and increase public transparency and access to financial performance. • Develop five-year financial outlook
o Staff has requested that the FIC take the lead role in developing a ten-year financial outlook. FIC will start with a five-year outlook.
• Prior year projects 1-3 listed above
o 1. Excessive Building Fees-Review, analysis, and audit of building permit fees charged since April 2020 to determine if applicants have been overcharged, and if so, any refunds due. o 2. CAP and Building Fee Study- Complete new Cost Allocation Plan and Building Fee Study. o 3. Pathway Impact Fee- Review and Update Pathway Fee
History
• Create an Historic Resource Ordinance and General Plan Element o Adopt a Historic Resource Ordinance that will allow the Town to review all the homes over 50 years old for historical significance beginning with those listed in Appendix A Inventory Sites and Structures of the Conservation Element of the General Plans. Add a Historical Element to the General Plan.
• Historical Landmark designation for Westwind Barn, Fremont Hills Stables and Water Tower and Chapel of the Hills.
o Request for the Heritage House and Fremont Hills Country Club Barns and Water Tower be designated a Town Landmark through Landmark Ordinance when they come before the Town for development permits. Request from the Church permission for the Chapel of the Hills be designated as a Town Landmark.
• Educational Programs
o Programs: Continue our mission to provide historical education for residents through walks, articles, and presentations.
Open Space
• Update ordinances
o Tree Ordinance (fire safety, heritage oak definition revision, nuisance tree definition, protection of riparian trees, protection of uncommon native trees) o Fence Ordinance (public safety especially near creeks, wildlife corridor preservation, antigridding) o Bee Keeping Ordinance (improve outdated language and make it consistent with similar communities – most Town resident’s beehives are not in compliance with existing Town ordinance)
• Continued education to staff and residents on creeks
o Educate staff and residents to uphold our Town’s General Plan and regulatory agency guidelines for protection of creeks, swales and waterways. Creek protection not only provides ecosystem services but also provides public safety.
• Carry out duties of our charter
o Continuation of all items listed above under “Accomplishments”, namely, support staff, open space management and education on natural resources.
o We plan to continue to host educational event(s) and send timely messages to residents as per council or community need, e.g., coexisting with coyotes, invasive plant management, benefits of native plants, rodent exclusion, species richness in Los Altos Hills Parks and Recreation
• Dog Best in Show at Town Riding Arena
o This event brings our underutilized Town Riding Arena to life. It offers a platform for pets and their owners to showcase their bond and talents. The "Dog Best in Show" event promotes responsible pet ownership, shares knowledge about dog breeds, and provides entertainment for the entire community. It highlights the versatility of the riding arena. (TBD) • Family Camp Out
o Strengthening family bonds and creating lasting memories are at the heart of this initiative. The Family Camp Out encourages families to disconnect from daily routines and reconnect with nature and each other. It provides an opportunity for quality family time, outdoor activities, and valuable outdoor skills. (Planned for 2025)
• Paint Night/Game Night
o These events cater to different interests within the community. Paint Night allows community members to express their creativity through painting, while Game Night provides a platform for enjoying board games and recreational activities. Both events encourage social interaction, artistic expression, and relaxation. (Scheduled for February 17, 2024) Pathways
• Off Road Pathway Build
o Stake, design, install and complete construction of six off road pathways over two years. o Present multiple pathway segments to LAH Public Works Department for construction, understanding there is a $60K limit for LAH Maintenance Cap project construction. o 2024 candidate locations are Deer Creek extension to Natoma, Dawn Ridge to Hilltop, Maple Leaf to Middle Fork or alternate.
Committee agrees to prioritize the other segments to determine which paths we might make progress on
o 2025 candidate locations are Zappeniti Court to Central Dr, Moody to Altamont, and Burke Lane to Robleda or alternate.
• On Road Pathway Build
o Stake, design, install and complete construction of two on road pathways in heavy traffic areas. o 2025 Candidate locations include Robleda Road, Magdelena, Fremont, West side of Manuella, or alternate.
Committee agrees to prioritize the other segments to determine which paths we might make progress on
• Find and implement efficient ways to reduce the pathway install cost o Adjust the pathway process to reduce the pathway install cost. o The cost to install pathways is the limiting factor in completing the Town’s Pathway Plan. Cost reduction ideas include eliminating the 2 x 6 headboards on road paths, having the maintenance crew install off road paths like the Robleda to La Paloma path, and creating a pool of qualified contractors to reduce the time to bid. A set of recommendations will be generated by the PWC, reviewed with Town Staff, and presented for consideration to the CC. • Work with Neighbors and other Government Entities
o Provide a resource pool for unknown work items that will arise over the next two years. Work on ways to keep people from parking on the pathways.
Planning Commission
• 2024-2025 Objectives (driven by commission, supported by staff) o ADU Ordinance
o Fence Ordinance
o Light Wells
o Color Reflectivity
o Variances for Substandard lots
(Understood that these items will continue to be developed further by PC and then when ready the council would direct staff to prioritize the final delivery) • On Deck (exclusively driven by commission; ad hoc and committees support) o Wildfire Protection
o Indoor Light Pollution Problem
o Historic Preservation
o Pathway Map Update
o Tree Ordinance
o View Protection
o Creek Definition and Protection
Public Art
• Committee on a hiatus
Technology
• Speed Display Devices
o Committee to make a recommendation on where and what kind of sensors to use in town o Staff will review options with the committee and take the proposal to Council • Earthquake gas shutoff valves
o Committee to make a recommendation on how many rebates and at what $ value to be covered by the Town.
o Staff will review options with the committee and take the proposal to Council • Public-Private-Academic JV
o Committee will work on this and build to bring a proposal to staff • Partnership with Sheriff for improved security
o Committee will brainstorm ideas to encourage neighbors to register private cameras with the Santa Clara County Sheriff’s and/or each other to monitor and alert and report unusual activities, to prevent burglaries.
o Staff will work with the committee to create communication mechanisms for community updates • Home/Online Security Education
o Committee will provide cyber security component and list of vendors for a Security Expo event o Staff will organize the Security Expo event and provide a forum for vendor displays, cybersecurity presentations and consultation clinics
• Update Town Website
o Develop a strawman website to offer an easier way to navigate the town website.
2024/25 COUNCIL PRIORITY SETTING SESSION
January 23, 2024 -Town Hall
AGENDA
10:00 AM Introductory Comments
Agenda Review and Format for the Day
Recommended 2024 Work Plan and How Developed
Council Questions and Initial Discussion
PUBLIC COMMENT
Identify Possible Changes to the Work Plan
LUNCH
Discussion of Critical Items NOT on the Work Plan
PUBLIC COMMENT
Discuss and Vote on Changes to the 2024/25 Priorities
Staff Huddle
3:00 PM Recap, Next Steps & Adjourn
Arika Miller
From:
Sent:
To:
Cc:
Subject:
Follow Up Flag:
Flag Status:
rDear LAH City Council Members,
Item 4C
Supplement 3
Eric Bredo >
Tuesday, January 23, 2024 9:53 AM
City Council
Bradley Evanson
Page Mill Rd Pathway Planning
Follow up
Flagged
I would like to strongly support the completion of pathway segments along Page Mill Rd that are currently possible rather than waiting for an undermined later date. I understand the Pathway Committee's desire to prioritize completion of existing pathways over the completion of segments that do not compose a whole path, but completion of whole paths should not be the only criterion.
Page Mill Rd, in particular, has very dangerous segments where a narrow informal path is used by many. It is truly dangerous. There have been a number of accidents along it where cars have hit telephone poles or gone off the edge. have been picking up some of the plastic these left as I do my daily walk. When I walk along the narrowest parts I keep a close eye on cars coming on my side and feel relief when there's a telephone pole to duck behind. And, yes, there are large trucks, and cars and motorcycles doing 45 to 50 mph, and even more, are not rare.
To give you a sense of the scene I'm attaching a photo of a woman pushing a double stroller down the street and a motorcycle going by at something like 80 mph.
In short, some segments are important in their own right and not merely because they complete a given project. Given that money has already been allocated for this task I urge the Council to approve rapid completion of the most dangerous segments of Page Mill Rd.
Thank you for your attention.
Sincerely,
Eric Bredo
Eric Bredo
1
2 13820 Page Mill Rd
From: Tim Chown
To: City Council
Subject: Support for the Page Mill Pathway CIP project
Date: Tuesday, January 23, 2024 11:28:39 AM
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Council members,
I wanted to express my support for Alisa Bredo's recommendation that we move forward with whatever part of the Page Mill pathway project is still possible. This is an extremely dangerous section of Page Mill Road that has no pathway on either side. A partial solution (the section with current easements) is better than no solution at all.
Thanks for considering Alisa's proposal to keep this in the town's budget and goals going forward.
Tim Chown
Los Altos Hills, CA 94022
Item 4C
Supplement 4