Staff Report to City Council Page 2
ERAT Program
December 19, 2024
The Town’s acceptance of AI happened quite early on in comparison to other jurisdictions across the nation, and Los Altos Hills has become well known as a leader of innovation of government operations. Since our adoption, members of Town staff have been asked to speak in several panels across the county to share the success story we made in Los Altos Hills. Many government entities are now following the Town’s lead in how to adopt AI into their workflow to advance their organization and customer service.
Los Altos Hill’s AI recognition ultimately piqued the interest of the Global Engagement Committee of ICMA (the International City/County Management Association). ICMA is the largest non-profit professional association for government professionals in the industry.
ICMA works with The Asia Foundation (TAF) to implement the U.S. Agency for International Development (USAID)-funded ERAT (Effective, Efficient, and Strong Governance) program in Indonesia. ERAT is a five-year program that was launched January 2021 and will conclude January 2026.
The goal of USAID ERAT is for the citizens of Indonesia to benefit from effective local government by increasing the quality of policy implementation and service delivery at the subnational level. ERAT is slated to achieve three related, and important results:
1. Coherence between national and subnational policies strengthened.
2. Performance of local service delivery enhanced.
3. Local budget allocation and execution improved.
TAF and ICMA work in 30 subnational districts in Indonesia. One of the key areas for improving service delivery is working with districts to digitize services where possible. One tool that could help in this digital transformation is using Artificial Intelligence (AI). At the local government level in Indonesia, there is not widespread use of AI to support improved service delivery.
Members from the ERAT project at ICMA approached the Town asking if we would share the expertise, we’ve established in Los Altos Hills in how to advance operational and customer-facing technology such as the use AI in local government. The program anticipates training on how to pursue a digital transformation including various uses of AI as it is foundational knowledge that is key to AI and demonstrates how AI can be applied to everyday tasks in a government setting. In addition to the training on the use of AI the members of the ERAT team have asked the Town to share their perspective on how to prioritize and execute the elements of a digital transformation including transition from paper to digital records, have an IT Strategic Plan, improve security and more generally take the necessary steps to enable a community and government to benefit from digitally connected operation.
ICMA offers a scholarship for this program named The Tranter-Leong Fellowship. The scholarship recipient would conduct an assessment of ways that ERAT local governments could use AI, given limitations they may have, and to work with one local government in supporting the use of AI in one service delivery method as a pilot. The ERAT workplan for FY25 will focus on
Staff Report to City Council Page 3
ERAT Program
December 19, 2024
complaint handling, access to information, transparency, digital transformation and supporting work in improved access to education and health services.
The program will emphasize that the benefits of AI and digital transformation are universal. These technologies are not constrained by national borders; they hold immense potential to address challenges in any community, from large metropolitan cities to smaller towns like Los Altos Hills.
Through real-world examples, hands-on problem-solving, and discussions with leading companies in the sector, the fellowship will equip participants with actionable insights to apply these innovations effectively in their unique contexts.
A tentative schedule for the content to be covered in the Fellowship is below (Attachment 3).
For Los Altos Hills, this program will provide practical strategies for advancing both operational excellence and citizen engagement. On the operational side, AI can help streamline processes like budget forecasting, traffic management, and emergency response planning. On the citizen experience side, tools like AI-powered chatbots and mobile apps can provide residents with instant access to services and information, fostering a stronger sense of connection and trust in their local government.
This fellowship is not just about adopting new technologies; it is about understanding how these tools can create a smarter, more sustainable future for local government. By participating, staff aims to bring back transformative ideas that will enable Los Altos Hills to lead by example, demonstrating how even small communities can leverage global innovations to deliver impactful local solutions.
Participating in a global exchange opportunity such as the proposed trip to Jakarta offers unique benefits for the Town of Los Altos Hills. While Jakarta may not mirror the operational advancements of the Town, it provides an invaluable platform for mutual learning and collaboration. Sharing our knowledge and experiences with international counterparts can reinforce the Town’s leadership in governance while simultaneously exposing staff and councilmembers to creative approaches to improving operations and customer service. Engaging with a city facing distinct challenges helps participants critically examine their own processes, fostering new perspectives on addressing complex issues at home. As highlighted in other global exchanges facilitated by organizations like ICMA, such experiences cultivate innovative thinking and strengthen the capacity to serve increasingly diverse and dynamic communities. Moreover, Jakarta, as part of the third-largest democracy and a key U.S. trading partner, presents an opportunity to explore potential partnerships and deepen cultural and professional connections that contribute to the Town’s long-term success.
Sending a delegation that includes members of the Town Council further amplifies the potential benefits of this initiative. Councilmembers participating in international exchanges gain a deeper understanding of global perspectives and governance challenges, which can directly inform policy decisions and community leadership back home. As demonstrated by the experience of Michael Mallinoff, City Manager of Annapolis, MD, and his council delegation during a similar exchange, such trips can foster stronger relationships and shared learning between councilmembers and staff, creating a unified vision for addressing local challenges. Engaging in structured dialogue with
Staff Report to City Council Page 4
ERAT Program
December 19, 2024
peers in Jakarta can also provide councilmembers with innovative ideas for building sustainable and resilient communities, enhancing their ability to serve as stewards of the Town’s future.
Additionally, showcasing the Town’s expertise on an international stage reinforces its reputation for excellence and positions it as a leader in the exchange of global best practices. This collaborative approach can help the Town Council and staff work more cohesively while gaining insights to better serve residents.
The grant and Fellowship are highly competitive. Should Los Altos Hills be accepted into the program, we would take great pride in sharing our experience and knowledge with neighboring cities as well as those around the world. Given that the rate of change and digital transformation is increasing at an increasing rate, cities, like all organizations, need to continue to innovate to meet the expectations of our community, stakeholders, and to recruit innovative staff.
Please note that staff intends to work on Town related work as much as possible while on this trip and keep up with duties (email, processing paperwork, computer tasks) while abroad.
ENVIRONMENTAL REVIEW:
This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act. 2024-25 CITY COUNCIL WORKPLAN:
Approval of this international travel is not identified in the 2025 workplan, but rather falls within staff development/day-to-day activities.
FISCAL IMPACT:
The proposed Fellowship is a part of a nonprofit mission of the City Manager professional association ICMA. If accepted into the program, the Town would receive $5,000 to help in expenses. This funding source comes directly from a donation fund from ICMA. The $5,000 is intended to cover travel, lodging, and food expenses for the trip. Any additional expenses incurred from this trip would come from our existing travel and training budget, subject to approval by the City Council.
The grant funds come from the Tranter-Leong Fund. The Tranter-Leong Fund was established at ICMA in 2017 through a generous donation from ICMA Life Member Revan A. F. Tranter, past ICMA president and first chair of the Global Engagement Committee (then called the International Committee) and Eugene Y. Leong. Each of these men served as executive director for the Association of Bay Area Governments (ABAG) in California. Upon retirement from ABAG, they started a fund to support interns at ABAG, and the fund later evolved to the Tranter-Leong Fund at ICMA. Under ICMA’s stewardship, the two donors and the leadership of the Global Engagement Committee will use the funds to advance ICMA’s commitment to international professional development.
Staff Report to City Council Page 5
ERAT Program
December 19, 2024
Below is a tentative proposed budget for one induvial, which uses a timeline of May 1-May 11th for the sake of budgeting. The expenses can be multiplied by the total number of individuals who ultimately are approved on the trip.
- Round trip flight ~$800
- Lodging ~$800 (For an apartment)
- Transportation in the city ~$50
- Meals: ~$100
- Total – ~$1,750 for one individual
Below are details of the estimated cost breakdown:
Round trip flight to Jakarta from San Francisco (current price for late April Early May) $800 Example flight:
Lodging for ~10 days is $800 total on Airbnb for a 3-bedroom apartment. 4-bedroom apartments come in around $1000
Example listing:
Staff Report to City Council Page 6
ERAT Program
December 19, 2024
Transportation for the week on the metro: $50. That includes inner city transportation, as well as going to and from the city center to the airport.
Meals: An average meal in Jakarta costs around 30,000 - 50,000 Indonesian Rupiah (IDR), which is approximately between $2 - $3 USD. Three meals a day (breakfast lunch and dinner) for ten days would cost less than $100 total per person.
Whoever is approved for this trip can lodge together to save money, so for two people the cost would be ~$2,700 (two $800 flight, one lodging reservation $800, transportation $100, meals $200).
Should a delegation of 4 members from Los Altos Hills go to Jakarta, below is an estimated cost breakdown
4 plane tickets: (~$800 x 4) = $3,200
Lodging: ~$1,000 (for a four-bedroom Airbnb)
Transportation in the City: ($50 x 4) = $200
Meals ($100 x 4) = $400
Estimate total for 4 people - $4,800
The grant is $5,000 so minimal Town budget would be needed (if any).
ATTACHMENTS:
1. Resolution 59-23 and Accompanying Los Altos Hills Travel and Expense Policy
2. Generative AI Use Policy
3. Proposed Timeline for Fellowship Program
RESOLUTION 59- 23
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVES THE TRAVEL POLICY
WHEREAS, the Travel Policy sets guidelines and rules to govern employees traveling for business purposes; and
WHEREAS, the Town' s preferred methods for booking flights, hotels, and other travel arrangements; and
WHEREAS, the Town will allow international or out-of-state travel for any event or activity with the Department Head, City Manager and City Council approving international travel and the Department Head and City Manager approving out-of-state travel; and WHEREAS, the City Council can travel internationally or out-of-state as long as approved at a City Council meeting; and
WHEREAS, the Town' s required travel documentation is outlined in the Travel policy Attachment A); and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills approves the Travel Policy.
The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on
15th day of June 2023 by the following vote:
AYES; Swan, Mok, Schmidt, Tankha, Tyson
NOES: None
ABSTAIN: None
ABSENT: None
ATTEST:
DeborahPadovan, City Clerk
Resolution 59- 23
Linda G. Swan, Mayor
ITEM 7A, ATTACHMENT 1
LOS ALTOS HILLS ATTACH M ENT A
Meg L TRAVEL AND EXPENSE POLICY
1r ' il
CALIFORNIA
PURPOSE
Town travel should. be for business and training purposes that is of value to the Town and its residents.
All expenses incurred while on Town business should constitute reasonable and practical use of public funds. When traveling, employees shall choose the most efficient, direct and economical travel options available.
POLICY
The purpose of this policy is to establish business travel guidelines for Town employees that are fair, accountable, and transparent. This policy addresses the criteria for Town payment of travel expenses and/or advances incurred by the Town employee.
I. GENERAL GUILDELINES
A. Authorized expenses shall include, but are not limited to, authorized business expenses incurred while engaging and/or participating in the following activities and/or events, which meet the criteria listed below:
1. The seminar, meeting, function, certification training or conference is mandatory or necessary to accomplish key Town or employee goals and objectives. Such activities include, but are not limited to:
Town of Los Altos Hills
Travel Policy
a. Participating in and attending meetings of regional, state and national organizations whose activities affect the Town' s interests. b. Attending educational seminars designed to improve skill and information levels.
c. Attending business meetings, functions of local civic or community organizations where there is a clear nexus between the event and Town employee duty, i.e., not purely social events.
June 2023
Resolution 59- 23 Page 2
ATTACHMENT A
2. If the training location requires an overnight stay, efforts should be made to ensure no local option is available. Government rates should be used when available. Attendance at conferences and travel time to and from the conference must receive prior approval from the employee' s supervisor. If the employee is eligible for overtime or compensatory time accrual during the travel time and conference event, wages will be calculated in accordance with FLSA requirements. Lodging at conference sponsored or group rate discount are to be utilized.
3. Registration fees will be fully paid by the Town via check ( as the preferred method of payment) or credit card ( if check is not viable). Any discounts offered for early registration or attendance by additional people should be obtained whenever possible.
4. International travel for any event or activity requested by staff requires Department Head, City Manager and City Council approval while out- of-state travel for any event or activity shall be authorized first by the department head and then by the City Manager.
5. Any City Council members requesting out-of-state travel or international travel for any event or activity shall be approved at a City Council meeting.
B. The following are examples, but not all inclusive, ofpersonal expenses for which the Town will not reimburse the employee, even when incurred in conjunction with approved reimbursable expenses:
Expenses incurred as a result of supplemental personal travel.
Political or charitable contributions or events.
Family or companion expenses, including those related to child or pet care.
Entertainment expenses
Meals for any person other than the employee.
Non -mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline.
Personal losses incurred while on Town business.
Inaccurate receipts that are greater than the reimbursable cost of the item.
Alcohol
C. Payments for travel and expenses may be requested as an advance, prepayment, or reimbursement of appropriate expenses for lodging, food, transportation, and incidental expenses. Reimbursement of expenses may be made only for Town employees; no reimbursement is allowed for non -employees accompanying the attendee.
Town of Los Altos Hills
Travel Policy
June 2023
Resolution 59- 23 Page 3
ATTACHMENT A
D. All reimbursement claims or advances for travel and expenses ( including registration) shall be accompanied by sufficient supporting documentation including original receipts, copies of registration forms, invoices, cancelled checks or notation for any receipts that are lost.
E. All claims for travel and expenses shall be signed by the employee' s supervisor and Department Head or his/ her designee.
II. TRANSPORTION
A. Airfare
Use of air, train, private automobile, or other mode of transportation shall be selected based on the least expensive option for the Town. Government and group rates should be used when available.
2. Transportation costs to and from the authorized destination will not exceed advance purchase economy class airfare unless such fare is not available. Employees shall inquire as to any government discount the airline may provide. The Town will not pay for upgrades ( e. g. seat upgrades or early boarding options) without prior approval from the City Manager or his/ her designee.
S. Automobile
1. Town vehicles should be used whenever possible ( no more than 1 day conferences) by employees who are not receiving auto allowance. No allowance or reimbursement for transportation is authorized when a City vehicle is used ( except for road toll fees).
2. No allowance or reimbursement for transportation is authorized when a Town vehicle is used.
3. When two ( 2) or more employees are traveling by vehicle, the employees should make every effort to travel together.
4. Automobile mileage will be reimbursed at the rate set by the Internal Revenue Service IRS) in effect at the time oftravel and will be reimbursed for the distance between home and the destination or work and the destination, whichever is less. Finance shall be responsible for determining the applicable rate at the time of travel. This amount does not include bridge and road tolls, which are reimbursable at actual rates. Any employee in a management position who receives a vehicle allowance is not eligible for mileage reimbursement. Mileage reimbursement should be submitted within thirty (30) days of travel.
Town of Los Altos Hills
Travel Policy
June 2023
Resolution 59- 23 Page 4
ATTACHMENT A
5. If a personal vehicle is used to and from the airport, the actual mileage will be reimbursed. Parking at the airport will be reimbursed or a shuttle to and from the airport.
It is encouraged that the cheaper of the two options be used.
6. The necessity for a rental car must be established and authorized in advance by the City Manager or his/her designee. Only economy car models may be rented unless the upgrade is provided at no additional cost to the Town. Prepaid gas is not to be selected, but optional insurance is required and will be reimbursed. The employee is required to notify the Town' s Risk Manager and their supervisor, immediately, in the event of any incident or accident related to the rental vehicle. If and when available a police report should also be obtained if involved in a vehicle accident. When 2 or more employees are attending the same training, the rental vehicle, if approved, should be shared.
C. Taxis/Shuttles
1. Whenever possible, hotel courtesy buses or local shuttle services should be used.
Taxi service or Ride Share should be used only when no other convenient, less costly transportation is available.
III. LODGING
A. No lodging expenses incurred by employees within a 50 -mile radius will be reimbursed unless there are extenuating circumstances and approved prior by City Manager or his/her designee approval.
B. Lodging expenses may be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement will be limited to single occupant room rates. Lodging reimbursement shall not exceed conference hotel cost or host group rate with the exception the lodging is not available. No reimbursement will be made when lodging is at a family/ friend' s residence.
IV. MEAL COSTS
A. The Town will reimburse meal expenses with a detailed valid receipt. In addition, when an employee attends a conference which includes a meal, the employee is not inclined to eat what is provided at the conference or the time of day the meal is provided the Town will reimburse the employee.
V. MISCELLANEOUS EXPENSES
A. Expenses related to Town business will be reimbursed. for actual telephone, fax, parking expenses, tolls, tipping, taxi, hotel wireless charges, or other reasonable expenses.
Miscellaneous expenses must be itemized, and receipts must be provided. Where receipts are not available, a signed declaration of expenditures may be accepted by the Administrative Services Director or designee at their discretion.
Town of Los Altos Hills
Travel Policy
June 2023
Resolution 59- 23 Page 5
ATTACHMENT A
B. Incidental expenses incurred for fees and tips given to porters, baggage carriers and hotel staff will be reimbursed up to the General Service Administration (GSA) limit (currently at 5 per day).
C. Personal expenses ( e. g. shoe shine, in -room entertainment, personal phone calls, traffic fines, etc.) are not reimbursable.
D. If a personal side trip is planned, the Town will reimburse not more than the advance purchase economy class airfare to and from the original destination. Any additional costs related to personal travel will not be reimbursed by the Town.
E. If a companion accompanies an employee, only the business cost incurred by the employee will be reimbursed. All costs incurred in addition to the employee costs will not be reimbursed by the Town.
VI. BUSINESS MEETING EXPENSES
A. The itemized meal receipts shall include the amount of the expense, the date and place of the expense, the business purpose, and who attended the business meeting.
B. Meals will only be reimbursed for the cost( s) ofthe eligible item on the meal receipt.
Overcharged amounts will not be reimbursed.
C. Meal reimbursement should be submitted within 30 business days of the meeting.
PROCEDURE
Employee
1. Discuss planned travel and expenses with immediate supervisor.
2. Obtain prior authorization for any nonstandard expenses ( i.e., rental car, travel by air, etc.) by filling out the Travel Authorization form located in :/common/LAH forms.
3. Submit requests for registration and any advances or prepaid items within the standard disbursement time period.
4. Within 30 business days after the employee' s return from a trip, a Statement of Travel Expenses ( travel and expense report) must be filed with the Finance Division complete with the proper signing authority. The form is located in:\ common\ LAH forms.
5. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or advances made, including registration, airfare, hotel, training agenda, etc.
Town of Los Altos Hills
Travel Policy
June 2023
Resolution 59- 23 Page 6
ATTACHMENT A
Finance
1. Receives completed Statement of Travel Expenses from department.
2. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for consistency with budgeted funds.
Process Statement of Travel Expenses and provides payment for advances, prepayments or reimbursements.
Peter Pirnejad, City Manager
June 2023
Town of Los Altos Hills
Travel Policy
June 2023
Resolution 59- 23 Page 7
TOWN OF LOS ALTOS HILLS
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: (650) 941-7222
www.losaltoshills.ca.gov
Generative Artificial Intelligence Acceptable Use Policy Approved by City Council Feb 15, 2024
1. Executive Summary
The Town of Los Altos Hills uses reliable, collaborative, and secure information technology solutions to support the efforts of staff in delivering high-quality services to its community.
As new, relevant local government technologies arise, the Town often assesses the value that each can deliver. In 2022, generative AI – creating meaningful output such as text and images from human prompts -- emerged as a powerful new tool in a wide range of contexts. The Town quickly recognized that this technology could be extraordinarily useful in the public sector while also acknowledging that it could create unacceptable risks.
The Town of Los Altos Hills will partner and collaborate with other government agencies in the region and beyond to maximize the benefits of generative AI and to reduce its risks such as security, privacy, and content issues.
This policy provides rules and guidance for Town staff to support responsible use of generative AI tools. The Town is committed to encouraging the use of emerging technologies that promote progress and innovation, increase organizational performance and quality service delivery, and serve the public good.
2. Version Control
Date Version What Who
11/18/23 1.0 Draft policy framework External consultant 11/24/23 2.0 First full draft of policy External consultant 11/27/23 2.1 Review and minor modifications City Manager 12/17/23 3.0 Incorporates feedback from tech committee LAH Tech Committee 2/15/2024 3.0 Adopted by City Council LAH City Council
ITEM 7A, Attachment 2
Generative AI Acceptable Use Policy
3. Definitions
What Description
User Staff, contractors, or others using Generative AI for Town work purposes.
Town The local government of The Town of Los Altos Hills, California.
Artificial
Intelligence (AI)
A system that performs certain tasks that simulate those of a human.
Generative AI A system that creates content such as text, audio, or images in response to human or computer inputs.
4. Purpose
The purpose of this policy is to set forth requirements and guidance that Town users must adhere to when acquiring and using solutions that meet the definition of generative artificial intelligence (AI).
5. Scope
While AI is a broad and deep topic, this policy is currently concerned with solutions that use a specific type of AI called generative AI. Examples include ChatGPT and Google Bard, as well as products from Stability.ai, Jasper.ai, and similar. This policy also acknowledges that the boundaries of such solutions can be complex to define, and the nature of the technology is changing at a high rate. In the event of uncertainty in how any part of this policy applies, staff should first seek guidance from a supervisor.
6. Benefits and Risks of Using Generative AI in Local Government Benefits (not an exhaustive list):
a) Ability to analyze large amounts of information and then identify patterns, answer questions, make recommendations, and summarize findings. b) Reduce time spent on regular tasks including the creation of documents such as memos, emails, job descriptions, and reports, and assist with rapid knowledge acquisition. c) Improved decision-making by discovering and exploring scenarios, evaluating options, and analyzing relevant data.
d) Assist in the development of new content such as policies and procedures, website content, and social media posts, including rewording and improving grammar. e) Provide community-facing chatbots that provide 24-hour access to information and services.
f) Translates text into different languages.
Generative AI Acceptable Use Policy
Risks (not an exhaustive list):
a) May create output that uses, for example, inappropriate, generic, and irrelevant language, bias, and tone. Translations too, may not be of an acceptable level of quality. b) Information produced may not be accurate, which includes dates, places, names, events, and more.
c) May reveal personally identifiable or sensitive information, disclose confidential information, or release draft information to the public. d) Reliance may reduce the important use of human empathy, personal contact, discretion, and judgement.
e) All input and output content may be subject to relevant public record laws. f) Content produced may be subject to copyright laws and use could result in legal challenges.
7. Acceptable Uses of Generative AI
The range of uses of generative AI are wide and new capabilities are being frequently introduced.
This list provides a small set of staff usage examples that can be used as guidance. a) Creating an outline for written content. The generative AI content is used as a starting point, but the final product is created by staff. Examples include:
• Letters
• Emails
• Project documentation
• Speaker notes
• Presentation slides
• Social media posts
• RFPs and similar
• Web content
• Reports
• Procedures
• Policies
• Job descriptions
• Press releases
b) Copying a document into a generative AI tool for the purposes of summarizing and/or querying it.
c) Suggesting writing improvements.
d) Learning about and exploring topics.
Generative AI Acceptable Use Policy
e) Analyzing different types of data.
f) Idea generation.
g) Research.
8. Requirements for Using Generative AI
a) All generative AI tools used for work purposes require an account that is explicitly for Town use. Personal accounts are not permitted for work use. b) Assume that all use of generative AI tools and content are subject to relevant public records requests and must adhere to existing Town data retention requirements where appropriate.
c) Only provide input content that is okay for public disclosure. d) Staff are responsible for all outcomes of generative AI used for work purposes.
Specifically, the consequences of generative AI use are a human responsibility and issues cannot be deferred to the software and system. Staff assume all responsibility for content produced by generative AI.
e) Conduct a fact check on all content that is produced by generative AI. Staff must validate all output and ensure that it is factually correct. Staff are responsible for managing the risks of AI hallucinations, i.e., the creation by AI of inaccurate or nonsensical content.
f) Provide attribution whenever generated content is published including images. g) Log usage of generative AI for possible reference purposes later. h) Do not use generative AI to generate code or audio at this time.
9. Procurement of Generative AI Solutions
a) To procure generative AI solutions, staff must follow the existing policies and procedures for acquiring hardware and software for the Town.
b) Staff acknowledge that the procurement process may be slower than normal as a risk and impact assessment may be required.
c) The policy and procedures for acquiring generative AI solutions also applies to free-touse, freemium, open source, software-as-a-service (SaaS), and any other solution formats.
d) Approval to procure a generative AI solution is not required if the identical solution has already been formally approved.
Generative AI Acceptable Use Policy
e) Use of any generative AI solution may be restricted or revoked at any time if, in the judgement of the Town, the risk of use results in non-compliance in part or full, with this policy or any other Town policy, or other relevant policy, rule, or law.
10. Enforcement
Enforcement may be imposed in coordination with individual division directors and department leaders. Non-compliance may result in department leaders imposing disciplinary action, restriction of access, or more severe penalties up to and including termination of employment or vendor contract.
11. Training
The Town will occasionally provide training in generative AI and specific tools. For specific requirements, staff should work with their supervisor to request training following their normal learning needs process.
Khan Academy provides high-quality, free online training. Access via khanacademy.org and search for “generative AI”
For developing prompt engineering skills—the ability to provide good input for great generative AI output—the following site provides free, high-quality training: learnprompting.org
12. Contact and Oversight Information
This policy will be maintained through the City Manager’s department, owned by the City Manager or designee. Their responsibilities include creating and maintaining the generative AI risk and impact criteria, making recommendations for policy updates, communicating updates on the Towns position on generative AI, and as a point of contact for escalating challenges and issues with the technology.
13. Document Control
This policy shall be effective on Feb 15, 2024 and shall be reviewed annually. A review and update may also be initiated in the event of substantive changes to generative AI and its associated solutions.
Proposed Timeline
Proposed timeline (1 work week)
Day 0 (before the course begins) – host a welcome event to introduce everyone to each other. This could be a lunch or early dinner event.
Day 1: Foundations of Digital Transformation
Goal: Establish a shared understanding of digital transformation and its relevance to local government.
Objective: Provide an overview of digital transformation and introduce AI as a key component.
Outcome: Participants understand the role of technology in modern governance and begin exploring AI applications.
Day 2: Practical AI Applications
Goal: Equip participants with actionable knowledge of AI tools and their uses in municipal operations.
Objective: Dive into AI capabilities, ethical considerations, and implementation strategies.
Outcome: Participants are prepared to ideate practical AI solutions for their communities.
Day 3 would be fieldtrip to local communities of at attendees to see firsthand the issues they are trying to address with AI. Talk with municipal staff members, or people in the community to understand issues. If field trip is not possible, then presentations from each attendee about their challenges
Day 4: Exploring AI Solutions in the Marketplace
Goal: Introduce participants to existing AI solutions and inspire creative problem-solving.
Objective: Showcase AI tools through presentations and hands-on exploration.
Outcome: Teams integrate innovative tools into their project strategies.
Day 5/6: Team Project Presentations
Goal: Showcase collaborative solutions and share ideas for implementing AI. Celebrate accomplishments and strengthen professional networks.
Objective: Teams present their projects and receive peer and facilitator feedback. Reflect on learnings, share final insights, and establish long-term connections.
Outcome: Participants leave with actionable project ideas and broader perspectives. Participants depart inspired and equipped to drive AI innovation in their communities.
ITEM 7A, Attachment 3
Ref: City Council December 19, 2024 Agenda Item 7A (Proposed Staff Trip to Jakarta, Indonesia)
GreetingsI’ll be short and to the point. Good governance is for Peter NOT to propose that a “small delegation” travel to Jakarta, Indonesia, for an AI conference.
I have (3) issues with the requested funds to send a delegation to Jakarta:
Policy, Lack of Value to the LAH Community and Cost.
Policy
LAH Resolution 59-23, attachment-A: “Town travel should be for business and training purposes that is of value to the Town and its residents.” To suggest that (44) hours of flying time and (7) workdays out of the office to spread the word of “LAH, a leader of innovation in the AI workspace” is justified as a good value for the LAH community is a very large stretch.
In addition, Peter should not be allowed to spend town resources even to research a trip to Jakarta—much less travel there—when pathway projects move at a snail’s pace due in great part to a lack of resources. The Pathway Committee was repeatedly told that there is no staff time available for projects brought to our attention because that specific request was not on the Workplan for the year; yet obviously generating a six (6) page staff report to justify a trip to Jakarta consumed numerous hours of staff time and was not on the Workplan.
Value to LAH Community
Why fly a team all the way to Jakarta when I’m sure there are numerous conferences locally, such as in SF or Sacramento, that are attended by people from around the world. An AI search says that Silicon Valley is immersed in AI. Has LAH Staff learned everything there is to know about AI locally such that they feel they must travel internationally to share or bring home some nuggets of new information?
Is the town without any issues to work on, such that City Council feels that having the town manager and a “small delegation” gone for a week is a good idea? How about if instead Peter puts in time with neighboring cities to try to find a clever way to stem over building in our community, OR fund our Pathway system and get it built, OR find a way to have Staff retention of great people OR ???? Life is not all about AI. Many projects require “boots on the ground” and ‘working face-to-face’ with people to move projects forward.
I’m all for the benefits of AI, but to claim that “LAH is the leader of innovation in AI workspace” and this has happened in less than a year; wow, quite the statement. Has the Staff documented or quantified exactly how, and by how much, AI has been used to drive down the costs of any projects they’ve actually completed? With this data, LAH would have something significant to share with other communities and attending out of state conferences might be justified.
I’ve been to Jakarta. To be polite, it is a chaotic city with terrible infrastructure, smog, congestion, etc. City planning is non-existent, but it is a gateway to Bali and some terrific diving ITEM 7A, Supplement 1
in Raja Ampat, Indonesia. This entire proposal frankly comes across as a boondoggle and a wholly unnecessary expense.
If Peter wants to travel to Jakarta, please let him fund it himself and take his vacation days to travel. To say that town work will not suffer since the delegation will “keep up with duties” is a bit disingenuous. When you travel in Economy class there is no room to work, you are exhausted from the travel, you are jet lagged due to a 15-hour time change, you are attending a conference, and while there you will try to see the sights. To say you are keeping up with work at home is either not correct or else there is far too little on your plate in the office. The funds requested for this trip are better spent on the improvement of town infrastructure.
Cost
Flights: Peter has budgeted flights of $800, so economy class for a 22-hour flight! As a reference, Premium Economy is $2,000 per seat and Business is $5.5K.
Food: Peter has budgeted 30,000 ($1.8US) for a meal, which is street food price. Here is the full AI reference to food in Jakarta: A mid-range meal costs more like 200,000 IDR ($14US) and that does not come close to a meal in a nice restaurant.
Lodging:
$800 for 10-days is reasonable if this is part of shared lodging in a place where you only sleep.
Conclusion
$2000 (flight) + $200 (food) + $800 (lodging) = $3000/person is the more likely cost for (11) days of non-luxurious travel to Jakarta. The proposed budget of $1750/person seems artificially low.
In conclusion, I feel the City Council should refuse to fund the proposed Jakarta trip immediately and have the City Manager concentrate on delivering results and excellence to the LAH community.
Best regards,
Bob Elson
Miranda Rd, LAH
2 In summary, I respectfully submit that you should focus on matters of critical importance to residents of Los Altos Hills. It has been over 18 months since HCD certified the Town’s Housing Element, and neither you, nor Mr. Mattas, have demonstrated how the Town can prevent a developer from building many hundreds of units at Twin Oaks if the Town proceeds with rezoning all 15 acres of the Twin Oaks site for 20 to 30 units per acre. Nobody, other than the property owners and developers at Twin Oaks, is in favor of such a development. It is high time you turned your attention to fixing the Housing Element.
Michael Grady
Sent from my iPad
On Dec 7, 2024, at 11:31 AM, Peter Pirnejad <[email protected]> wrote:
Hi Michael,
I would be happy to tell you more about the tentative fellowship opportunity in Jakarta, Indonesia. As you may be aware, the Town of Los Altos Hills has become a leader of innovation in the AI workspace. Starting about a year ago, staff worked with the Technology Committee to write a Generative AI Use Policy for the Town intending to embrace the digital transformation of technology to modernize Town Hall’s governing systems, processes, and services. Since then, and thanks to the support of the City Council, the Town has integrated several forms of AI technology into our workspace helping us become more efficient in our work.
Our acceptance of AI happened quite early on in comparison to other jurisdictions across the nation, and Los Altos Hills has become well known as a leader of innovation of government operations. Since our adoption, I have been asked to speak in several panels across the county to share the success story we made in Los Altos Hills. Many government entities are now following our lead in how to adopt AI into their workflow to advance their organization.
Los Altos Hill’s AI recognition ultimately piqued the interest of the Global Engagement Committee of ICMA (the International City/County Management Association). ICMA is the largest non-profit professional association for government professionals in the industry.
ICMA works with The Asia Foundation (TAF) to implement the U.S. Agency for International Development (USAID)-funded ERAT (Effective, Efficient, and Strong Governance) program in
3 Indonesia. ERAT is a five-year program that was launched January 2021 and will conclude January 2026.
The goal of USAID ERAT is for the citizens of Indonesia to benefit from effective local government by increasing the quality of policy implementation and service delivery at the subnational level. ERAT is slated to achieve three related, important results:
1. Coherence between national and subnational policies strengthened.
2. Performance of local service delivery enhanced.
3. Local budget allocation and execution improved.
TAF and ICMA work in 30 subnational districts in Indonesia. One of the key areas for improving service delivery is working with districts to digitize services where possible. One tool that could help in this digital transformation is using artificial intelligence (AI). At the local government level in Indonesia, there is not widespread use of AI to support improved service delivery.
Members from the ERAT project at ICMA approached me asking if I would share the expertise we’ve established in Los Altos Hills in how to use AI in local government. The program anticipates training on prompt engineering as it is foundational knowledge that is key to AI and demonstrates how AI can be applied to everyday tasks in a government setting.
ICMA offers a scholarship for this program named The Tranter-Leong Fellowship. The scholarship recipient would conduct an assessment of ways that ERAT local governments could use AI, given limitations they may have, and to work with one local government in supporting the use of AI in one service delivery method as a pilot. The ERAT workplan for FY25 will focus on complaint handling, access to information, transparency, digital transformation and supporting work in improved access to education and health services.
Please see answers to your questions below in RED.
1. Exactly who would be accompanying Mr. Pirnejad;
An application was submitted to the Tranter-Leong Fellowship to bring a delegation from Los Altos Hills consisting of two Councilmembers and two members of staff.
4 2. When would the junket take place, and for how long;
Dates are not set for the Fellowship Program. If the application is accepted, the program would take place sometime before August 2025 and consist of a 1-week curriculum.
Roughly 10 days for the full travel itinerary.
3. Exactly how much Town money would be spent on the junket;
The proposed Fellowship is not a junket. To use that word would imply that government officials are going on a trip at the public expense. However, the proposed Fellowship is a part of a nonprofit mission of the City Manager professional association ICMA. The If accepted into the program, the Town would receive $5,000 to help in expenses. This funding source comes directly from a donation fund which I will explain more in Question 4 below. The $5,000 are intended to cover travel, lodging, and food expenses for the trip. Any additional expenses incurred from this trip would come from our existing travel and training budget, subject to approval by the City Council.
4. What is the source and amount of the “grant” money that is proposed to be used to subsidize the junket, and could that grant money be used by the Town for something else?
The grant funds come from the Tranter-Leong Fund. The Tranter-Leong Fund was established at ICMA in 2017 through a generous donation from ICMA Life Member Revan A.
F. Tranter, past ICMA president and first chair of the Global Engagement Committee (then called the International Committee) and Eugene Y. Leong. Each of these men served as executive director for the Association of Bay Area Governments (ABAG) in California. Upon retirement from ABAG, they started a fund to support interns at ABAG, and the fund later evolved to the Tranter-Leong Fund at ICMA. Under ICMA’s stewardship, the two donors and the leadership of the Global Engagement Committee will use the funds to advance ICMA’s commitment to international professional development.
The funds could not be used for anything other than this program.
5. Why is it necessary to expend US dollars in Indonesia? Assuming, for purposes of argument, that the content of the conference is important enough to warrant
5 somebody from the Town attending in person, are there no other comparable conferences being held in the US?
The program will emphasize that the benefits of AI and digital transformation are universal.
These technologies are not constrained by national borders; they hold immense potential to address challenges in any community, from large metropolitan cities to smaller towns like Los Altos Hills. Through real-world examples, hands-on problem-solving, and discussions with leading companies in the sector, the fellowship will equip participants with actionable insights to apply these innovations effectively in their unique contexts.
For Los Altos Hills, this program will provide practical strategies for advancing both operational excellence and citizen engagement. On the operational side, AI can help streamline processes like budget forecasting, traffic management, and emergency response planning. On the citizen experience side, tools like AI-powered chatbots and mobile apps can provide residents with instant access to services and information, fostering a stronger sense of connection and trust in their local government.
This fellowship is not just about adopting new technologies; it is about understanding how these tools can create a smarter, more sustainable future for local governance. By participating, I aim to bring back transformative ideas that will enable Los Altos Hills to lead by example, demonstrating how even small communities can leverage global innovations to deliver impactful local solutions
As briefly mentioned before, please know that involvement will ultimately be up to the decision of the City Council for approval.
I hope that answers your questions.
Peter Pirnejad
City Manager
Town of Los Altos Hills
[email protected]
(650) 947-2514
6 -----Original Message-----
From: Michael Grady < >
Sent: Thursday, December 5, 2024 11:07 AM
To: City Council <[email protected]>
Cc: Michael Grady <
Subject: Proposed Indonesia junket
Dear Councilmembers,
I recently learned that Mr. Pirnejad has sought approval for him and an unknown number of other Town personnel, possibly including council members, to go on a junket to Indonesia. Apparently Mr. Pirnejad expects the cost of the junket to be “largely” covered by a grant of some kind from a source that I am not aware of. I have a number of questions and concerns about this idea that I would like answered, particularly in light of Mr.
Pirnejad’s recent assertions that he is “too busy” and doesn’t have enough resources, to address the Council’s and Town residents’ concern about the current Housing Element, and to initiate discussions with HCD regarding amendments to the Housing Element which are necessary to avoid enabling a developer to obtain “of right” approval of a housing development of over 500 units along Arastradero Road.
In particular, I would like to know:
1. Exactly who would be accompanying Mr. Pirnejad; 2. When would the junket take place, and for how long; 3. Exactly how much Town money would be spent on the junket; 4. What is the source and amount of the “grant” money that is proposed to be used to subsidize the junket, and could that grant money be used by the Town for something else?
5. Why is it necessary to expend US dollars in Indonesia? Assuming, for purposes of argument, that the content of the conference is important enough to warrant somebody from the Town attending in person, are there no other comparable conferences being held in the US?
I look forward to receiving answers to these questions and concerns. Somehow I suspect that they won’t be addressed in Mr. Pirnejad’s Weekly newsletter. . .
7 Sincerely,
Michael Grady
Sent from my iPad
ITEM 7B
TOWN OF LOS ALTOS HILLS December 19, 2024
Staff Report to the City Council
SUBJECT: CONSIDERATION TO AGENDIZE A DISCUSSION OF THE TOWN’S PUBLIC SAFETY APPROACH REGARDING THE TOWN’S ALPR
SYSTEM AND PRIVATE SECURITY CONTRACTS
FROM: Cody Einfalt, Deputy City Manager
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council should either:
1. Call a Special Meeting in early January 2025 to discuss the Town’s public safety approach; Or
2. Agendize the discussion for the January 30th Council meeting.
BACKGROUND:
In response to residential burglaries that have occurred in Town over the last several years, the Town has enacted the following to help curb the rate of events:
- Allotted $200,000 for overtime hours through the Santa Clara County Sheriff for FY 24-
25. These hours can be used for patrol services or investigative services. Overtime hours are particularly targeted for holidays when residents may be traveling. - Installed 40 ALPR (Automatic License Plate Reader Cameras) throughout Town. - Hired private security to patrol Town streets 7 days a week to supplement Sheriff’s patrols. - Launched a public education campaign and supported the formation of additional Neighborhood Watch groups throughout Town.
The combination of these supplemental services alongside the hours dedicated to the Town through the law enforcement agreement with the Santa Clara County Office of the Sheriff have curbed the rate of residential burglaries in Town.
The number of residential burglaries for 2024 have fallen from 2023, and are at levels last seen in 2021, as shown in the charts below from the Sheriff’s Office monthly report. The full report can be seen in Attachment 1. An archive of monthly and weekly reports are available on the Town’s website.
Staff Report to City Council Page 2
Public Safety Discussion
December 19, 2024
Staff is recommending a discussion be agendized on two contracts within the Town’s public safety efforts -- the agreement with Flock for ALPRs and the private security contract with PalAmerican.
Both agreements either need contract extensions or altered terms, which would need Council direction to implement.
DISCUSSION:
ALPR Contract with Flock Safety
In April 2021, the Town entered into a contract with Flock Safety for the installation and maintenance of 40 ALPR cameras throughout Town. The initial term of the contract was 12 months with a renewal period of 24 months. The current term of the contract is set to expire March 31, 2025.
Recently, Town staff was notified that Flock Safety intends to increase the annual cost of the cameras at the next renewal date for the Town – April 1, 2025. The initial annual cost of each camera under the current contract term is $2,500/camera (or $100,000 annually for 40 cameras).
Should the Town renew the agreement, the cost is increasing to $3,000/camera (or $120,000 annually for 40 cameras).
For the current budget cycle (FY24-25), staff only budgeted $100,000 for this contract.
Staff is currently working with the Technology Committee to review the Town’s ALPR system.
Some of the alternatives that the Technology Committee is considering recommending to the City Council include decreasing the number of cameras or requesting additional funds be appropriated for the contract renewal.
Private Security Contract with PalAmerican
In April of 2023 the Town entered into an agreement with PalAmerican (previously known as Genesis Safety) for private security patrols of the Town’s streets. The Town started with 2 shifts per day for 7 days a week.
In response to the uptick in residential burglaries in September 2023, the Town increased the number of patrols from 2 shifts a day to 4 shifts a day for 7 days a week, including holidays. The City Council took actions to expand the service level and during the budget process appropriated the funding for the enhanced private security detail through the end of FY 23-24. Patrol services have remained at 4 shifts a day, 7 days a week since September 2023.
Current private security patrol schedule:
6:30am – 3:00pm (1 patrol officer)
12:00pm – 8:30pm (2 patrol officers)
3:00pm – 11:30pm (1 patrol officer)
Staff Report to City Council Page 3
Tranter-Leong Fellowship
December 19, 2024
Although the council approved both the enhanced scope and allocated the funding, Town staff recently become aware that the private security contract was not renewed. Therefor the Town has been operating past the term of the contract (expired June 31, 2024). Staff wanted to bring this to the Council attention as soon as we realized the error but considering the Council had authorized the current service level and adopted the budget in June, Town staff continued to honor the expired permit until we could agendize a more comprehensive conversation about public safety with the Council. Town staff is intending to continue to pay the monthly invoices on the contract until we can agendize the item. Acting on this contract independent of a larger discussion would limit the Council’s options.
It should be noted that if the council decides to extend the PalAmerican agreement at the current rate (4 patrol shifts a day), the following would be the amount billed to the Town:
Hours Annually:11,680 hrs. x $54.00 (rate) = $630,720
Holidays: 7 days recognized = $6,048 Annually
Total Annually: $636,768
Currently the Town budgeted $550,000 for FY 24-25 for private security services, similar to the previous fiscal year (FY23-24). However, what was missed was the fact that in the beginning of FY 23-24, only two patrol shifts were occurring in Town for a couple months and holidays did not have extra patrols (as they do now).
In reviewing our current spending halfway through FY 24-25, staff anticipates needing approximately an additional $60,000 to maintain 4 private security patrol shifts through June 30, 2024.
Although staff is not seeking direction at this time, we wanted to inform the council of the facts as we approach our January meeting where we will have a more robust discussion with all the information necessary to have an informed discussion.
ENVIRONMENTAL REVIEW:
This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for California Environmental Quality Act. 2024-25 CITY COUNCIL WORKPLAN:
Public Safety efforts to reduce the rate of residential burglaries in Town was identified on the City Council Work Plan. Agendizing this discussion will continue the Town’s efforts to hear from residents on how to spend the Town’s public safety funds.
FISCAL IMPACT:
Agendizing the discussion will have no immediate fiscal impact.
Staff Report to City Council Page 2
Public Safety Discussion
December 19, 2024
However, since both the ALPR contract and Private Security Contract have fiscal impacts on the Town budget, staff is recommending that the City Council discuss both of these items at the same meeting. Based on a full discussion of both items at a separate meeting, the Town could either increase, decrease, or maintain the current level of spending on public safety.
ATTACHMENTS:
1. October 2024 Public Safety Report from the Sanat Clara County Sheriff's Office
Town of Los Altos Hills
October 2024
Statistical Data and
Public Safety Report
Office of the Sheriff
County of Santa Clara
ITEM 7B, Attachment 1
Time Calls Target
Time Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime 1 8.01 4 9 6.28 1 9 0.00 0 9 0.00 0 9 6.68 1 9 10.67 3 9 4.12 4 9 4.08 2 9 10.30 3 9 7.93 2 9 6.61 3 9 0.00 0 9 7.19 23 9 2 10.27 59 14 12.96 92 14 11.63 100 14 11.55 81 14 10.72 96 14 9.30 102 14 9.46 81 14 8.76 92 14 10.51 79 14 8.43 93 14 8.22 72 14 9.24 95 14 10.09 1042 14 3 17.73 41 25 16.43 47 25 9.58 37 25 11.97 28 25 10.33 34 25 11.87 57 25 10.97 51 25 8.73 46 25 7.18 42 25 12.52 61 25 14.52 36 25 10.95 38 25 11.90 518 25 Time Calls Target
Time Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime 1 10.73 1 9 6.75 1 9 8.08 3 9 0.00 0 9 0.00 0 9 6.14 2 9 12.98 1 9 8.56 6 9 5.78 3 9 0.00 0 9 12.88 2 9 8.21 2 9 8.90 21 9 2 11.49 95 14 10.26 76 14 10.90 127 14 9.39 96 14 10.82 85 14 10.36 123 14 10.29 128 14 12.65 113 14 5.18 99 14 9.86 119 14 9.99 97 14 9.72 105 14 10.08 1263 14 3 15.19 32 25 18.35 41 25 8.21 23 25 10.15 38 25 17.25 44 25 11.42 38 25 11.99 63 25 14.96 48 25 6.43 52 25 6.43 33 25 12.63 36 25 9.40 26 25 11.87 474 25 Time Calls Target
Time Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime Time Calls TargetTime 1 0.00 0 9 0.00 0 9 0.00 0 9 0.00 0 9 0.00 0 9 14.38 1 9 0.00 0 9 6.45 1 9 0.00 0 9 13.20 1 9 9 9 11.34 3 9 2 6.92 84 14 7.71 97 14 7.53 98 14 7.55 79 14 7.48 114 14 6.94 122 14 7.35 108 14 7.35 120 14 7.70 100 14 6.33 90 14 14 14 7.29 1012 14 3 7.42 42 25 6.47 35 25 2.94 32 25 5.68 40 25 10.92 59 25 6.55 42 25 4.23 43 25 4.90 42 25 5.62 38 25 6.56 37 25 25 25 6.13 410 25 Target
Time
April September October November Avg
Time
December Total
Calls
May June July August
Priority
January February March
Los Altos Hills 2024
March April May June July August September October Target Time
Avg
Time
Total
Calls
December Avg
Time
Total
Calls
November
December Target
Time
Los Altos Hills 2023
Priority
January February
April May July August September
Response Times for Los Altos Hills
2022 - 2024
Los Altos Hills 2022
Priority
January February March June October November
Code Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0000000000000
2023
1010000010003
2024
00000000000
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
563004544866 51
2023
2 114646358524 60
2024
2432111320 19
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0000000010001
2023
0000000010001
2024
00000100001
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0001000000001
2023
0000000120104
2024
00001000001
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
1100000101004
2023
0110011100005
2024
00000002002
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0000001000001
2023
0000010020003
2024
00000100001
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
112004115000 15
2023
2100011000005
2024
01011101005
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
512014101203 20
2023
221114142531 27
2024
1211012123 14
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0100020010015
2023
0000011020004
2024
01111100016
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0010010000002
2023
0000001010114
2024
01000001013
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0100000000001
2023
1000000001002
2024
00000000000
Identity Theft
Forgery
Fraud
4700 4702
Vandalism 5940 5941
Sex Crimes
2610 2615
2880 2885
2890 2895
Domestic
Violence 2430 2730
Simple &
Aggravated
Assaults
2400 2401
2402 2403
2404 2405
Burglary,
Commercial 4591 4592
Burglary,
Vehicle 4593
Auto Theft 4703
Grand Theft 4870
Burglary,
Residential 4590
Robbery 2110 2115
Town of Los Altos Hills
Public Safety Report Page 1
Selected Crimes
Code Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
35665 128267 160 76
2023
16 13 1393201000 48
2024
258 12400663 46
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
2342062664 210 56
2023
16312234 20700 49
2024
20011011006
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022 12
71969635 10 18
5 91
2023
8 20 19 31 185 1083321 128
2024 15 15 31
76 257 1664 132
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0100000002003
2023
0001000000001
2024
01000100002
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
211112240130 18
2023
0020201210019
2024
041031000
09 Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
441610100314 25
2023
331435452420 36
2024
1201302665 26
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL 2022
0010000002003
2023
0000000001001
2024
01000100002
Other
Citations
8310 8315 8320
8325 8330 8335
Accidents,
DUI
8050 8055 8060
Accidents,
Injury
8000 8005 8030
8035
Accidents,
Property
Damage
8010 8015 8020
8025 8040 8045
DUIs 8500 8505 8510
Speeding
Citations 8305
Town of Los Altos Hills
Public Safety Report Page 2
Traffic Related Activity
Moving
Violations 8300
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL
Injury (8000, 8005) 0 4 1 0 3 1 0 0 0 0 9
Property Damage (8010) 1 2 0 0 1 1 2 6 4 4 21
Accident, No Details (8015) 0 0 0 0 0 0 0 0 0 0 0
Bike / Pedestrian (8020, 8025) 0 0 0 0 0 0 0 0 2 0 2
Hit & Run - Injury (8030, 8035) 0 0 0 0 0 0 0 0 0 0 0
Hit & Run - Property Damage (8040) 0 0 0 1 2 0 0 0 0 1 4 Hit & Run - No Details (8045) 0 0 0 0 0 0 0 0 0 0 0
DUI - Injury (8050, 8055) 0 0 0 0 0 0 0 0 0 0 0
DUI - Property Damage (8060) 0 1 0 0 0 0 0 0 0 0 1
TOTAL ACCIDENTS 1 7 1 1 6 2 2 6 6 5 0 0 37
3.7 25
West Valley Patrol Accidents
Los Altos Hills
October 2024
7 1 1
6 2 2
6 6
5 0 0
0 1
2 3
4 5
6 7
8 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
1 Arika Miller
From: Jitze Couperus
Sent: Wednesday, December 18, 2024 3:07 PM
To: Kavita Tankha; George Tyson; Linda Swan; Lisa Schmidt; Stanley Mok Cc: BCC - Rajiv Bhateja; Arika Miller
Subject: Council Mtg Dec 19th - Agenda Item 10 - Nomination of Vice Mayor Attachments: LAH_Mayor_Succession.pdf
Honorable Mayor and City Council Members:
It is my intention to address the Council at tomorrow's Meeting with reference to Agenda Item 10, specifically nomination of our next Vice Mayor.
During the last week or so, a number of residents have contacted me (one or two apparently mistaking me for official Historian or Archivist) to ask what protocols or agreements were in place with regard to succession to the post of Mayor (or Vice Mayor) in our town.
As I am sure you know, the Town do not have any official rule or policy - but the issue has come up numerous times in the past and I have tried to distill that history as succinctly as possible
Because of the limited time I will have to explain the situation (as I understand it), and to provide you with the opportunity to absorb the information at your leisure (rather than try to understand and grasp the finer points "in real time on the fly...") I have prepared three slides which I attach to this email.
It is my intention to physically be present at the meeting, however other matters may intervene and prevent my being there.
In either case, I would like the attached slides (in PDF format already) to be "part of the record" and be filed as part of the meeting "packet"
Sincerely,
Jitze Couperus
To help p otect you p iva y
M c o so ft Off ce p evented
au o ma ic downlo ad o f thi
pictu e f om the Inte net Virus-free.www.avast.com
ITEM 11C, Supplement 1
The Succession of
Council Members to Vice-Mayor and
Thence to Mayor
Some History in LAH….
De Facto or De Jure ?
Random
Based on:
“Friends Lobby”
“Political Capital”
“Quid pro Quo”
“Non-transparent scheming”
Deterministic Process
Based on:
Informally-Agreed
Precedent-Based
What Los Altos Hills Does
ITEM 11C, Supplement 1a
Why not select Mayor based on simple rotation?
• Council members may be elected up to 2 terms of 4 years • Mayor’s term of office lasts 1 year
• There are 5 Council members
• Therefore, during any 2-term time-period there are potentially 2*4=8 Mayoral assignments to be made from 2*5=10 potential candidates • 10 people vying for 8 slots…
• So not every Council Member is sure to serve two terms as Mayor • So there has to be some clear and as-fair-as-possible selection process that assures every Council Member gets at least one turn to be Mayor.
Some Basic Principles traditionally agreed upon
(i.e. precedent previously set in Los Altos Hills)
1) The Mayor is promoted from the Vice Mayor who has been “on deck” to become Mayor for the previous year, i.e. has spent the last year learning and gearing up for the job, and as such becomes elevated to Mayor at transition time. Exception – if the candidate Vice-Mayor is no longer a member of Council.
2) Candidates for Vice Mayor are selected on the basis of a hierarchy (priority) of qualifications
1st - Has never been Vice Mayor (or Mayor) before
(or if there are no such candidates…)
2nd - Has been Mayor just once already
Then - If there are multiple candidates who qualify within Group 1 or within Group 2, then the candidate within that group who received the largest number of votes in his/her last election is the selectee.
1 Arika Miller
From: Peter Pirnejad
Sent: Thursday, December 19, 2024 8:48 AM
To: Arika Miller
Subject: FW: For Thurs agenda: Vice mayor sequence
Please add Dru’s comment for item 11C
Peter Pirnejad
City Manager
Town of Los Altos Hills
[email protected]
From:
Sent: Wednesday, December 18, 2024 12:28 PM
To: Peter Pirnejad <[email protected]>
Cc:
Subject: For Thurs agenda: Vice mayor sequence
Hi Peter:
Can you post to council please for the council rotation item on agenda? Thank you, Dru.
To: Council.
Of at least recent procedure, the newest to council or a member who has not served before would be in sequence for the vice mayor position you are scheduled to address at Thursday’s meeting.
I believe the person in that position this time around would be incoming council member Rajiv Bhateja.
This question carries no disrespect to Council Member George Tyson. He has served the town admirably.
I am only inquiring because it seems out of the normal sequence practice.
Thank you for your consideration.
Dru Anderson, town resident since 1986
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ITEM 11C, Supplement 2
1 Arika Miller
From: April Anair
Sent: Thursday, December 19, 2024 1:43 PM
To: Arika Miller
Subject: Fwd: Mayor and Vice-Mayor Selection
Please put my letter into the record for tonight’s Council meeting.
Thank you, Arika, and pls disregard table below.
Cheers,
April
Sent from my iPhone
On Fri, Dec 13, 2024 at 10:02 PM April Anair wrote:
Rajiv Bhateja has indicated more than enough reasons for him to move forward w this designation. Rather than have George Tyson resume another unappointed term, we should look clearly to appoint a Town Council duly elected member to take up the mantle of Vice Mayor. Dr Bhateja has sent out more transparent governmental emails to residents than any other member of the current Town Council. Let’s render him the opportunity to continue in this endeavor.
Cheers,
April
Sent from my iPhone
Date Elevated Mayor Vice Mayor CM 3 CM 4 CM5
6/21/01
Note 3
Casey Fenwick Cheng O’Malley Finn
6/20/02 Fenwick Cheng O’Malley Finn Casey
* Kerr and Warshawsky elected November 2002
ITEM 11C, Supplement 5
2 6/19/03 Cheng O’Malley Kerr Warshawsky Fenwick
*12/4/03 Mayoral rotation policy Councilmember serving on the council the longest, without serving as the Vice Mayor, will become the Vice Mayor
6/26/04 O’Malley Kerr Warshawsky Fenwick Cheng
*Jones, Mordo, and re-elect O’Malley November 2004
6/16/05 Kerr Warshawsky Jones Mordo O’Malley
6/22/06 Warshawsky Jones Mordo O’Malley Kerr
* Kerr and Warshawsky reelected November 2006
7/12/07 Jones Mordo O’Malley Kerr Warshawsky
7/10/08
Note 4. & 5
Mordo Warshawsky Kerr O’Malley Kerr
*Larsen, Summit and re-elected Mordo November 2008
7/09/09 Warshawsky Kerr Summit Larsen Mordo
3/18/10 Kerr Summit Larsen Mordo Warshawsky
12/16/10 Summit Larsen Waldeck Radford Mordo
12/7/11 Larsen Waldeck Radford Mordo Summit
12/12/12 Waldeck Radford Corrigan Harpootlian Larsen
12/12/13 Radford Corrigan Harpootlian Larsen Waldeck
12/11/14 Corrigan Harpootlian Larsen Waldeck Radford
*10/14/15 Spreen appointed to take Larsen’s place. Vote Waldeck to be vice Mayor in 2016 12/17/15 Harpootlian Waldeck Radford Spreen Corrigan
12/15/16 Waldeck Radford Corrigan-re Spreen Wu
12/14/17 Radford Spreen Wu Corrigan-re Waldeck
12/18 Spreen Wu Tankha Tyson Corrigan
12/19 Wu Tankha Tyson Corrigan Spreen
12/20 Tankha Tyson Swan Mok Schmidt
12/21 Tyson Swan Mok Schmidt Tankha
12/22 Swan Mok Schmidt Tankha Tyson
12/23 Mok Schmidt Tankha Tyson Swan
2 council is about to face just such a challenge, a second time since 2018, with council members trying to elbow out a very capable public servant, George Tyson, whose term to be the vice mayor has come up.
I have come to know George Tyson close up by observing him as a Town council member, a former mayor, and as a founding member of the present day Los Altos Hills County Fire District (LAHCFD) Commission on which he currently serves. As a LAHCFD Commissioner myself, I have served along side of George for the past 3 years and have seen him in action trying to maximize the wild fire safety of our community.
George Tyson is also the appointed Liaison to the LA-LAH Senior Commission on which I also serve as a commissioner. Unlike former liaisons, George has never misses a commission meeting and is an effective liaison.
Bottom line, I have come to recognize George Tyson’s sustained diligence, deep understanding of the issue that our community faces and the thoughtful way he goes about solving them.
The act of elbowing George Tyson aside from the candidacy for vice mayor when his turn has come around is nothing short of an act of impropriety.
People can easily see through the falsehood of the argument being presented against his candidacy. Sadly, this may an act that may place the Council on political slippery slopes. I respectfully request that Council reject this act of over-reach at all costs
Respectfully,
Jim and Jennifer Basiji