Agenda packet — Los Altos Hills City Council, February 20, 2025 (part 3 of 3)

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Planning Commission Regular Meeting Agenda February 3, 2025

TOWN OF LOS ALTOS HILLS

PLANNING COMMISSION AGENDA
REVISED 02.03.2025
REGULAR MEETING, MONDAY, FEBRUARY 3, 2025, AT 6:00 P.M.

Council Chambers, 26379 Fremont Road, Los Altos Hills, CA www.losaltoshills.ca.gov

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

Notice to Public: Any writings or documents provided to a majority of the Planning Commission regarding any item on 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 Town website subject to Staff’s ability to post the documents before the meeting.

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 Planning Secretary at the meeting.

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

1. If you wish to submit a public comment on agenda items in advance of the meeting, email the Planner for the project and/or the Planning Commission at [email protected]. If you choose to email your comments, indicate in the subject line “FOR PUBLIC COMMENT” and specify the agenda item number. Written comments will be posted on the City website at www.losaltoshills.ca.gov and distributed to the Commission subject to Staff’s ability to post the documents before the meeting.

2. If you wish to provide public comment during the meeting, follow this protocol: raise your hand in the Zoom application, before sharing your comment, identify yourself by name and where you reside.

3. To join from a PC, Mac, iPad, iPhone, or Android device, click this URL to join:

Videoconference Link: https://bit.ly/LAHPC-RegularMeeting Webinar ID: 899 6476 5820
Password: 609916
Public testimony will be taken at the direction of the Chair 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.

ITEM 7A Attachment 2

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Planning Commission Regular Meeting Agenda February 3, 2025 MONDAY, FEBRUARY 3, 2025, AT 6:00 PM

1. ROLL CALL AND PLEDGE OF ALLEGIANCE

2. PRESENTATIONS FROM THE FLOOR
Persons wishing to address the Commission on any subject not on the agenda are invited to do so now. Please note, however, that the Commission is not able to undertake extended discussion or act tonight on non-agendized items. Such items will be referred to staff or placed on the agenda for a future meeting.

3. CONSENT CALENDAR

3.1. Approval of December 5, 2024, Regular Meeting Minutes.

3.2. Approval of the January 15, 2025, Special Meeting Minutes.

4. STUDY SESSION

4.1. 13830 Page Mill Road – File #PA25-0001 – Lands of GreenApple DE LLC Study Session to review conceptual plans for the demolition of an existing single-story single-family residence and construction of a new two-story single-family residence with attached indoor recreation court. The project includes site modifications for installation of multiple golf holes for personal use. This is an informational item only to provide feedback to the applicant, no formal action will be taken.

CEQA The project is exempt from CEQA per Section 15061(B)(3) of the CEQA Guidelines
Staff: Jonathan Fox

5. PUBLIC HEARINGS
Public hearings are specially noticed items for discussion. Anyone wishing to speak regarding a public hearing should fill out a speaker card prior to the completion of the staff report and give it to staff. The order of business for public hearings is as follows:

1. Staff Presentation 4. Public Comments – 3 Minutes per person

2. Applicant Presentation – 15 Minutes 5. Applicant Response – 5 Minutes

3. Commission Questions/Clarifications 6. Commission Comments/Questions/Action If you challenge the proposed action(s) in court, you may be limited to raising only those issues you or someone else raised at the public hearing described below, or in written correspondence delivered to the Planning Commission at, or prior to, the public hearing.

Any interested party may appeal a determination of the Planning Commission to the City Council by filing a written notice of appeal with the City Clerk by 4PM within twenty-one (21) days of the decision. A nonrefundable filing fee and a deposit for services shall accompany each notice of appeal, except that any member of the Council may file such an appeal without payment of a fee.
➢ Planning Commission Ex Parte Contacts Policy Disclosure

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Planning Commission Regular Meeting Agenda February 3, 2025

5.1. Ordinance to implement the Housing Element Programs E-4: Transitional and Supportive Housing, E-5: Residential Care, E-8: Farmworker and Employee Housing, and E-9: Single Room Occupancy (SROs)
Consideration and recommendation to the City Council on an Ordinance amending Sections 10-1.202, 10-1.702, and various other sections of the Los Altos Hills Municipal Code to permit the residential uses of transitional and supportive housing, residential care, farmworker and employee housing, and single room occupancy (SROs) and the proposed objective design standards for these four residential uses.

CEQA The project is exempt from CEQA per Section 15061(B)(3) of the CEQA Guidelines
Staff: Sunny Chao

6. NEW BUSINESS

6.1. Discuss and direct Staff regarding Housing Element implementation Discuss and direct Staff regarding Housing Element implementation (Planning Commission discussion and direction).

Staff: Jay Bradford

7. REPORTS FROM THE COMMISSIONERS

7.1. Past City Council Meetings
• January 30, 2025 – Vice-Chair Indaco

7.2. Upcoming City Council Meeting Assignments
• February 20, 2025 – Commissioner Waschura
• March 20, 2025 – Couperus
• April 17, 2025 - Bredo

8. REPORTS ON PAST FAST TRACK/SITE DEVELOPMENT MEETINGS January 28, 2025

CANCELLED

9. COMMUNITY DEVELOPMENT DIRECTOR’S REPORT

10. ADJOURNMENT

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Planning Commission Special Meeting Agenda January 15, 2025

TOWN OF LOS ALTOS HILLS

PLANNING COMMISSION AGENDA
REVISED 01.13.2025
SPECIAL MEETING, WEDNSEDAY, JANUARY 15, 2025, AT 6:00 P.M.

Council Chambers, 26379 Fremont Road, Los Altos Hills, CA www.losaltoshills.ca.gov

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 Planning Secretary at the meeting.

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

3. To join from a PC, Mac, iPad, iPhone, or Android device, click this URL to join:

Videoconference Link: https://bit.ly/SpecialMeetingPC
Webinar ID: 828 8657 6549
Password: 609916
Public testimony will be taken at the direction of the Chair and members of the public may only comment during times allotted for public comments. This meeting will be broadcast via live- stream service at http://www.losaltoshills.ca.gov.

ITEM 7A Attachment 2

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Planning Commission Special Meeting Agenda January 15, 2025 WEDNESDAY, JANUARY 15, 2025, AT 6:00 PM

1. ROLL CALL AND PLEDGE OF ALLEGIANCE

3. CONSENT CALENDAR

3.1. Approval of November 14th, 2024, Special Meeting Draft Minutes

4. PUBLIC HEARINGS
Public hearings are specially noticed items for discussion. Anyone wishing to speak regarding a public hearing should fill out a speaker card prior to the completion of the staff report and give it to staff. The order of business for public hearings is as follows:

1. Staff Presentation 4. Public Comments – 3 Minutes per person

2. Applicant Presentation – 15 Minutes 5. Applicant Response – 5 Minutes

Any interested party may appeal a determination of the Planning Commission to the City Council by filing a written notice of appeal with the City Clerk by 4PM within twenty-one (21) days of the decision. A nonrefundable filing fee and a deposit for services shall accompany each notice of appeal, except that any member of the Council may file such an appeal without payment of a fee. ➢ Planning Commission Ex Parte Contacts Policy Disclosure

4.1. 28550 Matadero Creek Lane – File #SD24-0006 – Lands of Raya Site Development Permit for a new two-story 8,879 square-foot single-family residence with attached garage, 1402 square-foot basement, new swimming pool, and associated improvements. Request for a Grading Policy Exception to exceed 4’-6” in height from grade to the lowest finished floor above.

CEQA Review: Categorical Exemption per Section 15301(I)1); 15303(a) Staff: Jonathan Fox

4.2. Ordinance to implement the Housing Element Programs E-4: Transitional and Supportive Housing, E-5: Residential Care, E-8: Farmworker and Employee Housing, and E-9: Single Room Occupancy (SROs)
Consideration and recommendation to the City Council on an Ordinance amending Sections 10-1.202, 10-1.702, and various other sections of the Los Altos Hills Municipal Code to permit the residential uses of transitional and supportive housing, residential care, farmworker and employee housing, and single room occupancy (SROs) and the proposed objective design standards for these four residential uses.

CEQA The project is exempt from CEQA per Section 15061(B)(3) of the CEQA Guidelines Staff: Sunny Chao

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Planning Commission Special Meeting Agenda January 15, 2025

5. NEW BUSINESS

5.1. Planning Commissioners Academy: Rates, Accommodations, and Training Opportunities Discuss and consider approving attendance at the League of California Cities Planning Commissioners Academy scheduled for March 5-7, 2025, in Santa Rosa, California.

Staff: Jay Bradford

6. REPORTS FROM THE COMMISSIONERS

6.1. Past City Council Meetings
• December 19, 2024 – Chair Patel

6.2. Upcoming City Council Meeting Assignments
• January 30, 2025 – Vice-Chair Indaco
• February 20, 2025 – Commissioner Waschura
• March 20, 2025 - Couperus

7. REPORTS ON PAST FAST TRACK/SITE DEVELOPMENT MEETINGS

7.1. December 10, 2024

CANCELLED

7.2. December 17, 2024
12815 Deer Creek Lane – File #SD24-0020 – Lands of Sattar Site Development Permit for a landscape screening plan for an approved single-family residence, accessory building/workshop, recreation court, and swimming pool (SD21- 0048 - Previously Approved on January 11, 2022 and SD24-0015 – Previously Approved on August 27, 2024). APPROVED
25215 La Loma Drive – File #SD24-0026 – Lands of Khanzode Site Development Permit for a landscape screening plan for an approved addition/remodel to an existing single-family residence (SD22-0054 - Previously Approved on January 17, 2023). APPROVED

7.3. December 24, 2024

CANCELLED

7.4. December 31, 2024

CANCELLED

7.5. January 7, 2025

CANCELLED

7.6. January 14, 2025

CANCELLED

8. COMMUNITY DEVELOPMENT DIRECTOR’S REPORT

8.1. Housing Element Update

8.2. Planning Commission Meeting Schedule

9. ADJOURNMENT

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DATE:

FROM:

TO:

RE:

January 10, 2025
Sunny Chao, Senior Planner
Environmental Design and Protection Committee (EDPC)
Environmental Design and Protection Committee (EDPC) Review of Draft Ordinance Amendments for Housing Element E-4: Transitional and Supportive Housing, E-5: Residential Care, E-8: Farmworker and Employee Housing, and E-9:

Single Room Occupancy (SROs) Programs and Objective Design Standards (ODS) Further review, discuss, and provide direction and feedback on an Ordinance amending Sections 10-1.202, 10-1.702, and various other sections of the Los Altos Hills Municipal Code to permit the residential land uses of transitional and supportive housing, residential care, farmworker and employee housing, and single room occupancy (SROs) and the development of Los Altos Hills’ objective design standards for residential care facilities with seven or more residents and SROs.

Attachments: 1. Draft Redlined Municipal Ordinance Amendments

2. Association of Bay Area Governments (ABAG)’s Objective Design Standards Guide created by Opticos Design, Inc.

Objective Design Standards Handbook for Residential and Mixed-Used Projects

3. Town of Los Gatos’ Objective Design Standards
Objective-Design-Standards

4. City of Piedmont’s Multi-Family Zone Objective Design Standards Attach B LWC_Piedmont_SB2_MODS 10 5 2022 Published.pdf

5. City of Concord’s Objective Design Standards
2023-City-of-Concord-Objective-Design-Standards

6. Town of Los Altos Hills’ Objective Design Standards Outline

7. Objective Design Standards examples

TOWN OF LOS ALTOS HILLS

MEMORANDUM

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Attachment 1
For Environmental Protection and Design Committee (EDPC) Meeting Purposes Only- This document is intended to provide an overview of the zoning amendments for the implementation of Housing Element Programs E-4, 5, 8 and 9, to be discussed at the EDPC meeting on January 7, 2025. Amendments are subject to further edits and revisions for formal recommendation and adoption.

DRAFT ZONING AMENDMENTS
SECTION I. Revisions to Article 2 “Definitions” of Chapter 1 of Title 10 The following new definitions are hereby added to Section 10-1.202, “Designated”, shown in their entirety below in red double underline and to be inserted in alphabetical order with other definitions. Other articles, sections, subsections, paragraphs, definitions, and texts not modified by this amendment are not included below and shall remain in full force and effect.

Employee Housing means housing as defined in Section 17008 of the California Health and Safety Code (HSC), for six or fewer employees.

Farmworker Housing means an eligible agricultural employee housing development that is maintained and operated by a qualified affordable housing organization or by a local or state public housing agency, as defined in Section 17021.8 of the California Government Code.

Residential Care Facilities means facilities which provide twenty-four (24) hour nonmedical care for seven (7) or more persons in need of personal services, protection, supervision, assistance, guidance, or training essential for sustaining the activities of daily living, or for the protection of the individual. This definition includes group homes, residential care facilities for the elderly, adult residential facilities, wards of the juvenile court, and other facilities licensed by the State of California.

Single Room Occupancy (SRO) means housing consisting of single-room dwelling units that is the primary residence of its occupant or occupants and offered monthly or longer.

Supportive Housing means housing that is operated within another residential use classification and with no limit on the length of stay, that is occupied by a target population as defined by Section 50675.14 of the California Health and Safety Code and that is linked to an on-site or off-site service that assists the supportive housing resident in retaining the housing, improving his or her health status, and maximizing his or her ability to live and, when possible, work in the community.

Transitional Housing means buildings configured as rental housing developments within another residential use classification, but operated under program requirements that require the termination of assistance and recirculating of the assisted unit to another eligible program recipient at a predetermined future point in time that shall be no less than six (6) months from the beginning of the assistance.

SECTION II. Revisions to Article 7, “Residential-Agricultural District (R-A)” of Chapter 1 of Title 10
Section 10-1.701 “Primary uses permitted (R-A)” is hereby amended as follows, with additions in red double underline and deletions in strikethrough. Sections, subsections,

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paragraphs, and texts not modified by this amendment are not included below and shall remain in full force and effect.
. . .

Section 10-1.701. Primary uses permitted (R-A).

The following primary uses shall be permitted in the Residential-Agricultural District:
(a) Primary dwellings, ;
(b) Agriculture, except those uses identified as prohibited under Section 10-1.706, .; and (c) Emergency shelters, which shall operate under the following standards:
(1) An emergency shelter shall be located on property designated Institutional on the Town of Los Altos Hills Land Use Diagram;
(2) No individual may be denied emergency shelter because of the inability to pay. (3) Required parking shall be based on the number of staff to provide one space per individual but shall not exceed the parking requirements applicable to other residential or institutional uses in the same zone as set forth under Article 6 of this chapter. Parking spaces shall comply with the standards set forth under Section 10-1.601 (a)-(c). (4) The capacity of the shelter shall be limited to that required to meet community needs, as established by the most recent Town-wide homeless enumeration count; (5) The maximum number of beds shall be five (5) and length of stay shall not exceed six (6) months per individual;
(6) Each emergency shelter shall be three hundred (300) feet apart from another emergency shelter;
(7) The shelter shall be operated by a responsible, licensed social service provider with experience in managing or providing social services. The provider shall maintain one qualified on-site supervisor at all times;
(8) Exterior building light fixtures shall be shielded and downward facing, and limited to one (1) exterior light fixture per exterior doorway; and
(9) A management plan shall be submitted to the Town prior to shelter operation. The plan shall include the following content: the provision of site security during operational hours, case management procedures, length of stay, in-take requirements, facility operation standards, parking, hours of operation, services provided, and a monitoring and oversight program. (d) Transitional and Supportive Housing. Transitional and supportive housing uses shall be subject only to those requirements and restrictions that apply to the primary use classification of the R-A district under which they operate.
(e) Employee and Farmworker Housing. These uses shall be permitted as set forth in Sections 17021 and 17021.8 of the California Health and Safety Code. (f) Residential care facilities shall be permitted subject to meeting applicable licensing requirements by the State of California.
[Applicable objective design standards for residential care facilities serving seven or more persons can be referenced in the Los Altos Hills’ Objective Design Standards User Guide]

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Section 10-1.702, “Accessory uses and structures permitted (R-A)” is hereby amended as follows, with additions in red double underline and deletions in strikethrough. Sections, subsections, paragraphs, and texts not modified by this amendment are not included below and shall remain in full force and effect.
. . .
(i) Transitional and Supportive Housing. Transitional and supportive housing shall be permitted as defined by the California Health and Safety Code for up to six persons per parcel or lot. No exemptions from other Town ordinances and policies apply to this permitted accessory use. . . .
(h) Residential Care Facility. The use of a dwelling unit or portion thereof licensed by the State of California for 24 hour nonmedical care of up to six persons per parcel or lot, (not including the provider, provider family or staff) in need of personal service, supervision, protection, or assistance essential for sustaining the activities of daily living. No exemptions from other Town ordinances and policies apply to this permitted accessory use.
(s)Housing for employees consisting of no more than 36 beds in a group quarters or 12 units or spaces designed for use by a single family or household, as set forth in Section 17021.6 of the California Health and Safety Code.
(t) Single Room Occupancy (SRO) Uses.
(1) SRO uses shall be permitted on property designated Institutional and/or Public on the Town of Los Altos Hills Land Use Diagram.
(2) The minimum size of a unit shall be one hundred fifty (150) square feet and the maximum size shall be four hundred (400) square feet, which may include bathroom and/or kitchen facilities.
(3) The unit must contain either food preparation or sanitary facilities (and may contain both) if the SRO use consists of new construction, conversion of nonresidential space, or reconstruction. For acquisition or rehabilitation of an existing residential structure or hotel, neither food preparation nor sanitary facilities are required to be in the unit. If the SRO units do not contain sanitary facilities, the building where units are aggregated must contain sanitary facilities that are shared by tenants. If individual kitchen facilities are not provided in the unit, common kitchen facilities shall be provided with at least one kitchen per floor. (4) Each unit shall have a separate closet.
(5) Two hundred square feet of common space shall be provided per floor. (6) Laundry facilities shall be provided in a separate room at the ratio of one washer and dryer for every ten units, with at least one washer and dryer per floor. (7) A cleaning supply room or utility closet with a wash tub with hot and cold running water shall be provided on each floor of the SRO building.
(8) An SRO building with ten or more units shall have an on-site manager.

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[Applicable objective design standards for SROs can be referenced in the Los Altos Hills’ Objective Design Standards User Guide]

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Los Altos Hills’ Objective Design Standards User Guide
Outline

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1. Introduction
• Purpose and goals of the guide
• Addressing the unique characteristics of the community. • Inclusion of alternative compliance pathways.
• Incorporation and integration with historical and existing zoning ordinances and design standards (ADUs, Pathways, LUF, etc...)

2. Administrative and Enforcement Provisions
• Guidelines for consistent application of standards.
• Roles and responsibilities for staff and the public
• Process for updates and amendments
• Minimizing maintenance and revision efforts.
• Flexibility to adapt to legislative changes.
• Inclusion of alternative compliance pathways.
• Appeals processes.

3. Definitions
• Clear and concise definitions of terms and concepts.
• Separation of definitions from standards to ensure clarity.

4. General Objective Design Standards
• Common project elements applicable across zoning categories. • Common project elements:
• Site Planning: Layout, access, and integration with surroundings. • Pedestrian Experiences, Streetscape, and Open Space: Sidewalks, pathway design standards and accessibility pair with landscaping, public spaces, and street design.
• Building Design Standards: Building typologies and massing considerations. (may include Planning Commission – initiated design concerns such as lightwells, daylighting, spires, and other pending Planning Commission policies). • Architectural Detailing: Levels of specificity for design features.

Attachment 6

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Los Altos Hills’ Objective Design Standards User Guide
Outline

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5. Zoning Specific Objective Design Standards
Zoning Specific Standards are broken down by zoning categories. • Residential-Agricultural (R-A) [Existing]:

This district encompasses residential properties, permitting single-family homes and associated agricultural activities. Aligns with existing and proposed land uses in Housing Element Programs B-6: Accessory Dwelling Units (ADUs), B-10: Senate Bill 9 (SB 9) Housing Units and Lot Splits, E-2: Emergency Shelters, E-5: Residential Care Homes with 7 or More Individuals, and E-9: Single Room Occupancy (SROs)
Zoning Specific Project Elements:
• Site Planning: Layout, access, and integration with surroundings. • Pedestrian Experiences, Streetscape, and Open Space: Sidewalks, pathway design standards and accessibility pair with landscaping, public spaces, and street design.
• Building Design Standards: Building typologies and massing considerations. • Architectural Detailing: Levels of specificity for design features. • Residential-Agricultural 3 (R-A-3) [Example placeholders not included in final ODS]:

This district encompasses residential properties with a housing density of up to three dwelling units per acre. Aligns with proposed land uses in Housing Element Programs A-12:

Duplexes and Triplexes, E-4: Transitional and Supportive Housing, E-5: Residential Care, E-8:

Farmworker and Employee Housing Homes with 7 or More Individuals, and E-9: Single Room Occupancy (SROs).

This district encompasses residential properties with a housing density up to 20 dwelling units per developed acre. Aligns with proposed land uses in Housing Element Programs A-1:

Multifamily Housing, E-4: Transitional and Supportive Housing, E-5: Residential Care, E-8:

Farmworker and Employee Housing, and E-9: Single Room Occupancy (SROs).

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Los Altos Hills’ Objective Design Standards User Guide
Outline

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Zoning Specific Project Elements:
• Site Planning: Layout, access, and integration with surroundings. • Pedestrian Experiences, Streetscape, and Open Space: Sidewalks, pathway design standards, and accessibility pair with landscaping, public spaces, and street design.
• Building Design Standards: Building typologies and massing considerations. • Architectural Detailing: Levels of specificity for design features. • Open Space Reserve (OSR) [Existing]: This district includes areas designated for open space, conservation, and recreational purposes. Aligns with existing land uses. • Zoning Specific Project Elements:
• Site Planning: Layout, access, and integration with surroundings. • Pedestrian Experiences, Streetscape, and Open Space: Sidewalks, pathway design standards, and accessibility pair with landscaping, public spaces, and street design.
• Institutional [Example placeholders not included in final ODS]:

This zone may encompass a variety of existing institutional uses, which are already in place in Los Altos Hills, such as academic institutions, religious organizations, or maintenance facilities.

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Attachment 7
Pg.1
Objective Design Standards (ODS) Examples
Parking
(Source: ABAG ODS Handbook p.106/PDF p.114)

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Attachment 7
Pg.2
(Source: Town of Los Gatos ODS p.40)

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Attachment 7
Pg.3
Façade Design & Articulation
(Source: Town of Los Gatos ODS p.33)

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Attachment 7
Pg.4
(Source: Town of Los Gatos ODS p.46)

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Attachment 7
Pg.5
Building Equipment

4.3 Building Equipment
(Source: ABAG ODS Handbook p.114/PDF p.122)
A.7. Utilities
(Source: Town of Los Gatos ODS p.40)

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Attachment 7
Pg.6
Landscaping & Screening
A.8. Landscaping and Screening

8.1 At least 50 percent of the front setback area shall be landscaped.

8.2 A minimum 10-foot-wide landscape buffer shall be provided along the full length of the shared property line between multi-family or Residential Mixed-Use development and abutting residential properties. The buffer shall include the following:
a. A solid masonry wall with a six-foot height, except within a street-facing setback where walls are not permitted; and
Figure A.7.2a
b. Trees planted at a rate of at least one tree per 30 linear feet along the shared property line. Tree species shall be selected from the Town of Los Gatos Master Street Tree List and shall be a minimum 15-gallon size. (Source: Town of Los Gatos ODS p.10)

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Attachment 7
Pg.7
(Source: Town of Los Gatos ODS p.41)

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Attachment 7
Pg.8
Lighting
(Source: Town of Los Gatos ODS p.40)

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Los Altos Hills
Environmental Design and Protection Committee
Special Meeting Agenda
Date: Tuesday, January 7, 2025, at 5pm
Location: Zoom
To participate via a computer, Join Zoom Meeting:
https://us02web.zoom.us/j/84168618321?pwd=VjdpVGRZdHc5a3h5Rk9sT2Fyd0M2dz09 Meeting ID: 841 6861 8321
Passcode: 955779
Dial-In: +1 669 900 6833 US (San Jose)
If you wish to submit a public comment during the meeting, raise your virtual hand. Before speaking, please identify yourself by name and where you reside. The Committee meeting will be live streamed on the Town’s website and via zoom using the link provided.

Committee Members: Grace Tsang (Chair), Anne Hsiao (Secretary), Peter Brown (Vice-Chair), Carol Gottlieb, Elizabeth Loinaz, Vijay Chawla
Associate Members: Kjell Karlsson, Hajime Murakami
City Council Liaison: Councilmember Kavita Tankha
Review, discuss, and provide direction and feedback on an Ordinance amending Sections 10-1.202, 10-

1.702, and various other sections of the Los Altos Hills Municipal Code to permit the following aspects of the housing element:

E-4: Transitional and Supportive Housing,
E-5: Residential Care,
E-8: Farmworker and Employee Housing, and
E-9: Single Room Occupancy (SROs) Programs and Objective Design Standards (ODS) ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ View Memorandum for discussion.

Any writings or documents provided to a majority of the Environmental Design and Protection Committee regarding any item on this agenda will be made available for public inspection in the City Clerk’s office located at Town Hall, 26379 Fremont Road, Los Altos Hills, California during normal business hours.

ITEM 7A Attachment 5

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Approved December 5, 2024
Town of Los Altos Hills
Planning Commission Special Meeting
November 14, 2024, Minutes
Zoom Meeting and Town Hall, 26379 Fremont Road, Los Altos Hills, California Teleconference Location: 1500 S Ocean Blvd #S-506, Boca Raton, FL 33432(Vice Chair Indaco)

1. ROLL CALL AND PLEDGE OF ALLEGIANCE
Chair Patel called the November 14, 2024, Planning Commission Special Meeting to order at 6:00 p.m.

Commissioner Indaco attended via Zoom
All other Commissioners attended in person.

Present: Commissioner Bredo, Commissioner Couperus, Commissioner Waschura, ViceChair Indaco, Chair Patel

Absent: None
Staff: Community Development Director Bradford, Senior Planner Chao, Associate Planner Fox, Administrative Clerk/Technician Ahumada, Administrative Clerk/Technician Brunner

2. PRESENTATIONS FROM THE FLOOR
Chair Patel opened PRESENTATIONS FROM THE FLOOR.

No presentations.

3. CONSENT CALENDAR

3.1. Approval of the September 5, 2024, Regular Meeting Draft Minutes

3.2. Approval of the September 18, 2024, Special Meeting Draft Minutes

3.3. Approval of the October 3, 2024, Regular Meeting Draft Minutes Vice-Chair Indaco pointed out that an acronym needs to be capitalized in item 3.3.

Commissioner Bredo mentioned a correction request for item 3.2 that was emailed to the Planning Department.

Chair Patel noted that he will abstain voting for the approval of item 3.3 since he was not present on October 3rd.

Chair Patel APPROVED the past meeting minutes by unanimous consent. No roll call vote was required.

MOTION MADE AND SECONDED: Chair Patel: motioned to approve September 5, 2024, Regular Meeting Draft Minutes, September 18, 2024, Special Meeting Draft Minutes, and October 3, 2024, Regular Meeting Draft Minutes.

Chair Patel noted approval of the motion by unanimous consent.

Chair Patel abstained from voting on item 3.3.

ITEM 7A Attachment 6

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2 Planning Commission Special Meeting November 14, 2024, Minutes

1. Staff Presentation

2. Applicant Presentation - 15 Minutes

3. Commission Questions/Clarifications

4. Public Comments - 3 Minutes per person

5. Applicant Response - 5 Minutes

6. Commission Comments/Questions/Action
If you challenge the proposed action(s) in court, you may be limited to raising only those issues you or someone else raised at the public hearing described below, or in written correspondence delivered to the Planning Commission at, or prior to, the public hearing.

Any interested party may appeal a determination of the Planning Commission to the City Council by filing a written notice of appeal with the City Clerk within twenty-two (22) days of the decision. A nonrefundable filing fee and a deposit for services shall accompany each notice of appeal, except that any member of the Council may file such an appeal without payment of a fee.
ex parte:

Commissioner Waschura listed communication related to several items on the agenda:

Residents John O’Connell and Michael Grady, Community Development Director Jay Bradford, Councilmember Lisa Schmidt, City Attorney Steve Mattas and Town Manager Peter Pirnejad.

Commissioner Bredo: Michael Grady
Vice-Chair Indaco: Michael Grady

4.1 28550 Matadero Creek Lane – File #SD24-0006 – Lands of Raya Site Development Permit for a new two-story 8,909 square-foot single-family residence with attached garage, 1402 square-foot basement, new swimming pool, and associated improvements. Request for a Grading Policy Exception to exceed 4’-6” in height from grade to the lowest finished floor above.

CEQA Review: Categorical Exemption per Section 15301(I)1); 15303(a) Staff: Jonathan Fox

A question-and-answer session between the Commission and staff ensued regarding the usage of landscape easements and if there is any precedence.

Commissioner Waschura asked if the Commission is tasked with enforcing the landscape easement and clarified regarding the provisions on height.

Vice-Chair Indaco noted an existing variance on the property and staff clarified the state of the current existing grade.

Architect Isabeau Guglielmo introduced herself and began the applicant presentation, and noted the neighborhood's general approval of the proposed development.

A question-and-answer session between the Commission and Architect Isabeau Guglielmo ensued regarding the mechanical storage area in the crawlspace.

Architect Isabeau Guglielmo addressed the Open Space Easement.

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3 Planning Commission Special Meeting November 14, 2024, Minutes Commissioner Couperus asked a clarifying question regarding an illustration and Isabeau clarified.

Architect, Isabeau Guglielmo addressed the Landscape Easement.

The Commission asked clarifying questions regarding an illustration of the Landscape Easement.

Architect, Isabeau Guglielmo addressed the Conservation Easement, Sewer Easement, Setback Encroachments, and Area of Grading Policy and compliance with OSC(Open Space Committee) and EDPC's(Environmental Design & Protection Committee) concerns.

The Commission asked several clarifying questions regarding height and grading.

Staff and the Commission interpreted the Grading Policy Exception.

Vice-Chair Indaco cautioned against granting variances too liberally.

Public Comment
Carol Gotlieb, speaking on behalf of EDPC, made comments and suggestions regarding the pathway and staff clarified the location of the pathway.

Chair Patel asked the applicant for any final comments and Vice-Chair Indaco asked for more clarifications on height. Commissioner Bredo also noted a discrepancy and expressed her confusion.

Staff, the architect, and the Commission further deliberated and interpreted the height of the proposed structure and concluded that there is an error present within the proposed plans.

Chair Patel asked about the width of the eaves from the wall of the structure and Isabeau noted that that figure is not present in the plans and therefore not certain.

Commission Discussion
Commissioner Waschura commented on the clarity of the presentation but expressed his concern about the height of the mechanical room.

Commissioner Couperus agreed with Commissioner Waschura's comments and expressed concern about the length of the eaves.

Vice-Chair Indaco noted that a substantial variance is being proposed and that there is ample space for other options. She also summarized her concerns: height, size of the proposed mechanical room, affecting the Open Space Easement, plant choices, light fixtures, roof eaves, and MDA numbers as it relates to the driveway.

Commissioner Bredo did not see constraints that would make a variance necessary and echoed previous concerns.

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4 Planning Commission Special Meeting November 14, 2024, Minutes Commissioner Waschura asked about the history of the exterior stairs. Associate Planner Fox suspected they were built in the 1980s or early 90s without a permit.

Vice Chair Patel noted several code violations and noted that it would require an exceptional grading variance that would encompass 30% of the home, he echoed previous concerns and noted some exceptions he would be content with.

Staff noted that the feedback from the Commission is very helpful.

Commissioner Couperus noted that the house is built to the maximum limits and therefore subject to skepticism.

Chair Patel closed discussion and feedback on Item 3.1. No motion was necessary.

5.1 A Public Presentation on the Housing Element’s Multi-Family Zone and Objective Design Standards
Review and discuss the public presentation on the Housing Element’s Multi-Family Zone and Objective Design Standards.

CEQA Review: Consider exemption pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15061(B)(3).

Public Presenter: John O’Connell, Los Altos Hills Resident Staff Support: Jay Bradford

Chair Patel presented Los Altos Hills resident John O' Connel and Jay Bradford, staff support.

Resident John O' Connell began his presentation.

John O'Connell concluded his presentation and Chair Patel asked for questions and comments from the commission on how to proceed.

Commissioner Couperus found the presentation to be eye-opening and insightful and recommended that the Town Council potentially consider a new path forward in regards to Muti-Family Housing.

Vice-Chair Indaco also commended the presentation and urged the Town Council to view the presentation.

Commissioner Bredo appreciated the presentation and agrees that there are discrepancies in the Towns current path toward Multi Family Housing.

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5 Planning Commission Special Meeting November 14, 2024, Minutes Commissioner Waschura also commended the presentation and questioned if the Town's current plan is truly credible and that the Town should not be afraid to change course if need be.

Chair Patel stated that he would like to hear a rebuttal from an appropriate party to understand the issue from a differing perspective.

Chair Patel also noted that "MF4", from John O'Connel's presentation, is similar to Senate Bill 9 Dwelling Units which are already permitted within the town.

Chair Patel stated that he would like more insights into the economics of this issue and would appreciate a presentation from a resident or appropriate party.

A question-and-answer session ensued between Community Development Director Jay Bradford and the Commission regarding Objective Design Standards.

A question-and-answer session ensued between John O'Connell and the Commission which included the naming convention of the new approach presented and further skepticism of the current path toward Multi Family Housing.

John O'Connell stated that ultimately there is a need to understand whether there is any substance to the current plan that the Town is presenting and that his goal is not to do away entirely with the Housing Element, just to remove the "Zoning Units per Acre" aspect.

Public Comment
Resident Martha Bowden questioned the safety of these potential developments on Twin Oaks, especially in regard to landslides.

Raji Bhateja, speaking as a resident, commended John O'Connell's presentation.

Rolanda Yang, resident, expressed her concerns about affordable housing in the Town and how it may affect crime safety.

Resident, Dru Anderson, questioned the role of the Town's current consultant.

Chair Patel closed the item and called for a quick break before moving to item 6.1. 10-minute recess at 9:14 PM

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6 Planning Commission Special Meeting November 14, 2024, Minutes

6.1 A Discussion of an Ordinance to implement the Housing Element Programs E-4:

Transitional and Supportive Housing, E-5: Residential Care, E-8: Farmworker and Employee Housing, and E-9: Single Room Occupancy (SROs) Review, discuss, and provide direction and feedback on an Ordinance amending Sections 10-1.202, 10-1.702, and various other sections of the Los Altos Hills Municipal Code to permit the residential uses of transitional and supportive housing, residential care, farmworker and employee housing, and single room occupancy (SROs) and the development of objective design standards for residential care facilities of seven or more residents, SROs, and multi-family zone.

CEQA The project is exempt from CEQA per Section 15061(B)(3) of the CEQA Guidelines
Staff: Sunny Chao

The meeting commenced at 9:22 PM
Senior Planner Sunny Chao began the Staff Presentation on item 6.1.

A question-and-answer session ensued between staff and the commission regarding differing zoning types and their respective objective design standards and RHNA(Regional Housing Needs Allocation).

Chair Patel suggests that the Town begin with existing Objective Design Standards and add additional ODS for SROs(Single Room Occupancy).

The question-and-answer session continued.

Commissioner Bredo appreciated the tactic of scheduling this item across several meetings to allow time for further research.

Chair Patel would appreciate data from similar municipalities for appropriate Objective Design Standards.

Senior Planner Sunny Chao asked if there are any Zoning designations that the Commission is particularly interested in learning about. Commissioner Waschura suggested research regarding MF4 and MF20 from Item 5.1.

Senior Planner Sunny Chao also asked if this presentation should be brought to the Town's committees. The Commission agreed it would be a good idea to do so.

Public Comment
Carol Gotlieb, of EDPC, noted that a property is only allowed one driveway.

Chair Patel closed discussion on item 6.1. No motion was necessary.

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7 Planning Commission Special Meeting November 14, 2024, Minutes

7 REPORTS FROM THE COMMISSIONERS

7.1 7.2
Upcoming City Council Meeting Assignments
 October 21, 2024 – Commissioner Bredo
Commissioner Couperus presented at the October meeting and noted all the new appointments and the awarding of a contract to Confluence Restoration Inc.

Upcoming City Council Meeting Assignments
 November 21, 2024 – Commissioner Bredo
 December 19, 2024 – Chair Patel
 January 21, 2025 – Commissioner Indaco
Jay Bradford stated that the January Council Meeting date is likely to change.

Chair Patel confirmed the upcoming assignments.

8. REPORTS FROM PAST FAST TRACK/SITE DEVELOPMENT MEETINGS

8.1 October 08, 2024

CANCELLED

8.2 October 15, 2024

CANCELLED

8.3 October 22, 2024

CANCELLED

8.4 October 29, 2024
12243 Tepa Way – File #SD23-0019 – Lands of Danesh & Farjad Site Development Permit for the construction of a new 8,923 square-foot two-story single-family residence with attached garage, 837 square-foot attached ADU, 1,200 square-foot swimming pool, and associated hardscape improvements. APPROVED 11523 Summit Wood – File #SD23-0047 – Lands Jahadi
Site Development Permit for a 1,172 square-foot addition to an existing 3,726 squarefoot single-story single-family residence resulting in a 4,898 square-foot single-story single-family residence; project involves construction of a 570 square-foot deck.

APPROVED

8.5 November 05, 2024

CANCELLED

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8 Planning Commission Special Meeting November 14, 2024, Minutes

8.5 November 12, 2024
14160 Miranda Road – File #SD24-0010 – Lands of Seetala & Kodey Site Development Permit for a landscape screening plan for an approved addition and minor variance to an existing single-family residence (SD22-0065 - Previously Approved on February 7, 2023).

CEQA review: Categorical Exemption per Section 15304(b). APPROVED

9. COMMUNITY DEVELOPMENT DIRECTOR’S REPORT
Administrative Clerk/Technician Keren Brunner invited the commission to submit kind words for Birgitta Indaco in video form, who will receive an award from the Joint Volunteers Committee.

Director Jay Bradford informed the Commission of an upcoming Housing Forum on the 18th and a City Council Meeting on the 21st.

Director Jay Bradford requested that the January meeting be moved to the 15th. The Commission agreed.

Commissioner Waschura asked for updates on 4 previous Code Enforcement cases and presented a new one.

Director Bradford provided updates and an understanding of the current enforcement process.

Chair Patel brought up the topic of goal setting.

Commissioner Couperus brought up the 2024 Creek Mitigation project.

10. ADJOURNMENT
The public meeting was adjourned at 11:00 PM by Chair Patel.

Respectfully submitted,
Marco Ahumada
Administrative Clerk/Technician

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TOWN OF LOS ALTOS HILLS February 20, 2025
Staff Report to the City Council
SUBJECT: RECEIVE 2024-25 MID-YEAR FINANCIAL REPORT AND ADOPT

RESOLUTION APPROVING THE MID-YEAR BUDGET AMENDMENTS
FROM: Thomas Leung, Finance Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:

Receive 2024-25 Mid-Year Financial Reports and Adopt Resolution Approving the Mid-Year Budget Amendments.

BACKGROUND:

The purpose of mid-year financial update is to review the Town’s financial health through December 31, 2024 and identify any known risks that require immediate attention.

As part of the mid-year financial analysis, Staff compared the year-to-date actual to the 2024-25 budget and researched all spending to date more than 50 percent or less than 30 percent of the annual budget. This exercise is to identify significant deviation in revenues and expenditures from the annual budget that are outside of normal operations.

On February 3, 2025, the Finance and Investment Committee (FIC) reviewed and unanimously approved the 2024-25 Mid-Year Financial Report and proposed budget amendments.

Projects identified during the City Council’s Goal-Setting session on January 29, 2025 were not included in the mid-year budget due to timing. Some of these projects will require a separate budget appropriation and will be brought forward for Council consideration as needed.

DISCUSSION:

As of December 31, 2024, the Town has healthy reserves and staff will make every effort to reduce the spending and stay within five percent of the budget.

GENERAL FUND
As of mid-year, General Fund revenues total $6.7 million, representing 38% of the annual budget.

The Town’s primary revenue sources—property tax, licenses and permits, and charges for services— account for the majority of General Fund revenues. Property tax collections are on track to meet budget projections, while revenue from licenses, permits, and charges for services is lower than the same period last year due to a decline in permit volume.

ITEM 8A

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Staff Report to City Council Page 2
FY 2024-25 Mid-Year Report
February 20, 2025
As of mid-year, the Building Division received $605,542 in revenue and incurred $871,553 in expenses, including $253,191 in overhead cost allocation. Without adjusting for overhead, the Building Division achieved a 70% cost recovery.

The Planning Division received $161,345 in revenue and incurred $909,084 in expenses, with $470,258 attributed to overhead cost allocation. Planning expenses have historically not achieved full cost recovery due to fluctuations in the limited number of project submittals we received. Additionally, long range planning like the work on the housing element are not recoverable and have high costs due to the nature of the work.
2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent
GENERAL FUND REVENUES:

PROPERTY TAX $ 8,517,183 $ 2,759,062 32% $ 8,914,040 $ 2,903,580 33% TAXES OTHER THAN PROPERTY 620,000 220,673 36% 610,750 242,751 40% FRANCHISE FEES 552,000 117,911 21% 589,000 140,626 24%
LICENSE & PERMITS 1,205,000 844,230 70% 1,479,891 518,744 35% USE OF MONEY AND PROPERTY - 971,004 0% 1,127,000 645,395 57% INTERGOVERNMENTAL 26,000 5,633 22% 36,000 53,240 148%
CHARGES FOR SERVICES 889,200 538,709 61% 1,104,804 410,063 37% MISCELLANEOUS 178,000 53,201 30% 118,000 10,061 9%
OVERHEAD ALLOCATION-IN 3,264,880 1,723,366 53% 3,711,885 1,782,122 48% GF REVENUES TOTAL 15,252,263 7,233,790 47% 17,691,371 6,706,582 38% INTERNAL SERVICE FUND REVENUES:

INTERNAL ALLOCATION 1,295,706 355,472 27% 1,371,729 387,699 28% ISF REVENUES TOTAL 1,295,706 355,472 27% 1,371,729 387,699 28% REVENUES TOTAL 16,547,969 7,589,262 46% 19,063,100 7,094,281 37%

Page 363 of 450 ends

Staff Report to City Council Page 3
FY 2024-25 Mid-Year Report
February 20, 2025
General Fund expenditures totaled $7.7 million, representing 42% of the annual budget, and are projected to remain within budget by year-end. Personnel costs reached 47% of budget. Savings were primarily due to vacancies in the first half of the year; however, the Town is now fully staffed.

Spending on services and supplies was at 40% of the budget, lower than the same period last year, largely due to reduced expenditures on contract plan checks and other contract services.

SEWER FUND
Through mid-year, Sewer revenue receipts have not been received. The revenue doesn’t include the first installment of sewer assessment. The first installment of sewer assessment payments is received in January. Sewer operating expense totaled $388,831, or 10% of budget. The receipt of sewer invoices for Palo Alto Treatment Plant and the Regional Water Treatment are received in January. 2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent
GENERAL FUND EXPENDITURES:

PERSONNEL 4,926,656 2,213,233 45% 4,900,238 2,279,139 47% SERVICES AND SUPPLIES 7,728,784 3,616,248 47% 8,614,714 3,424,678 40% ALLOCATION OUT 3,835,675 1,877,007 49% 4,561,963 1,958,940 43% GF EXPENDITURES TOTAL 16,491,115 7,706,488 47% 18,076,915 7,662,757 42% INTERNAL SERVICE FUND EXPENDITURES:

Page 364 of 450 ends

Staff Report to City Council Page 4
FY 2024-25 Mid-Year Report
February 20, 2025
Overall, Sewer Fund is on track to meet revenue budget and to stay within the expense budget.

Attachment 2
In terms of capital spending, the sewer capital projects tend to be a 1.5-year project, where pre-design, design and contract award phases begin during the first fiscal year and majority of the construction begins in the beginning of the following fiscal year. During the design phase, the project scope is developed based on available budget the City Council earmarked. Attachment 3.

CAPITAL IMPROVEMENT PLAN
The 2024-25 Budget includes a one-year capital appropriation and the Five-Year Capital Improvement Plan. The capital project budget is intended to be appropriated for the life of the project and will not require re-appropriation at the end of each fiscal year. A status update on all capital improvement projects is available on Attachment 3.

BUDGET AMENDMENT
Through reviewing the financial status, Staff is recommending the following budget amendment:

1. Allocate $120,000 from the General Fund Vehicle and Equipment Reserve and transfer to the General Capital Fund to fund the replacement of a 2008 Ford F250 truck.

The requested budget amendment is necessary to replace the non-operational 2008 Ford F250 truck, which has become cost-prohibitive to repair due to significant engine and radiator issues estimated at $25,000. The truck, which has been in service for over 15 years, is essential for the Town's maintenance operations, and continued repairs would likely lead to further mechanical failures and operational inefficiencies. A new replacement truck, with secure racks and safety features, will ensure reliable service delivery, reduce downtime, and align with the Town’s Vehicle and Equipment Replacement Policy. The funding will be transferred from the General Fund Vehicle and Equipment Reserve, which currently has a sufficient balance to cover this expense.

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.

SEWER FUNDS
(Fund 048 and 051)
2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
%
Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
%
Received/
Spent
REVENUES:

SEWER ASSESSMENT $ 3,505,549 $ - 0% $ 3,715,881 $ - 0%
SEWER CONNECTION 112,000 104,460 93% 125,660 104,767 83% MISCELLANEOUS 0% 2,043 0%
USE OF MONEY & PROPERTY - (17,306) 0% 113,750 156,122 137% REVENUES TOTAL 3,617,549 87,154 2% 3,955,291 262,933 7% EXPENDITURES:

OPERATING EXPENSES 2,999,504 357,043 12% 3,815,103 388,831 10% CAPITAL EXPENSES 1,050,000 81,920 8% 900,000 357,382 40% EXPENDITURES TOTAL 4,049,504 438,963 11% 4,715,103 746,212 16%

Page 365 of 450 ends

Staff Report to City Council Page 5
FY 2024-25 Mid-Year Report
February 20, 2025
2024-25 CITY COUNCIL WORK PLAN:

The report is for financial transparency and was not specified as one of the Council’s Work Plan of 2024-25.

FISCAL IMPACT:

The total fiscal impact for the mid-year budget amendment is to increase expenditures by $120,000.

The funds will be allocated from the General Fund Vehicle and Equipment Reserve and transferred to the General Capital Fund to fund the replacement of a 2008 Ford F250 truck.

ATTACHMENTS:

1. Resolution to Approve the Mid-Year Budget Amendment.

2. 2024-25 Mid-Year Financial Updates

3. 2024-25 Mid-Year Updates on Capital Projects Through December 31, 2024

Page 366 of 450 ends

RESOLUTION _______
RESOLUTION AMENDING THE 2024-25 OPERATING AND

CAPITAL IMPROVEMENT PROGRAM BUDGET
WHEREAS, the City Council of the Town of Los Altos Hills adopted the 2024-25 Operating and Capital Improvement Program Budget on June 20, 2024; and WHEREAS, the City Council approved an allocation of $120,000 from the General Fund Vehicle and Equipment Reserve to replace a 2008 Ford F250 truck; WHEREAS, as detailed in the accompanying Staff Report and the 2024-25 mid-year financial update, a budget adjustment is necessary to accomplish the Town’s day-to-day operations and capital projects; and
WHEREAS, the total impact on Town funds are as follows:

Account Fund Increase/(Reduce)
Transfer funds from the General Fund
Vehicle and Equipment Reserve to the
General Capital Fund to replace a 2008
Ford F250 Truck
General Fund 120,000
NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby resolve to amend the 2024-25 Operating and Capital Improvement Program Budget.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20th day of February 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY:

ATTEST: Kavita Tankha Mayor
Arika Birdsong-Miller, City Clerk
ITEM 8A, Attachment 1

Page 367 of 450 ends

2024‐25 MID‐

YEAR UPDATE

Page 368 of 450 ends

2024‐25 MID‐YEAR BUDGET VS ACTUAL

ALL FUNDS
10 2023-24
Amended
Budget as of
12/31/2023
2023-24
Actual
YTD Thru
12/31/2023
2023-24
% Received/
Spent
2024-25
Amended
Budget as of
12/31/2024
2024-25
Actual
YTD Thru
12/31/2024
2024-25
% Received/
Spent

GENERAL FUND
Revenues 15,252,263 7,233,790 47% 17,691,371 6,706,582 38%Expenditures 16,491,115 7,706,488 47% 18,076,915 7,662,757 42%

INTERNAL SERVICE FUND
Revenues 1,295,706 355,472 27% 1,371,729 387,699 28%Expenditures 1,364,148 362,391 27% 1,265,929 411,746 33%

SPECIAL REVENUE FUNDS
Revenues 100,000 175,548 99% 115,000 119,663 104%Expenditures 1,275,119 398,381 22% - 2,585 0%

CAPITAL FUNDS
Revenues 1,055,525 453,092 30% 867,080 1,663,372 192%Expenditures 3,653,848 2,214,434 57% 4,384,226 4,025,606 92%

SEWER FUNDS
Revenues 3,617,549 87,154 -1% 3,841,541 262,933 7%Operating Expenses 2,999,504 357,043 15% 3,815,103 388,831 10%Capital Expenses 1,050,000 81,920 6% 900,000 357,382 40%

Page 369 of 450 ends

2024‐25 MID‐YEAR BUDGET VS ACTUAL

GENERAL FUND AND INTERNAL SERVICE FUND
11 2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent
GENERAL FUND REVENUES:

PROPERTY TAX 8,517,183 $ 2,759,062 $ 32% 8,914,040 $ 2,903,580 $ 33% TAXES OTHER THAN PROPERTY 620,000 220,673 36% 610,750 242,751 40% FRANCHISE FEES 552,000 117,911 21% 589,000 140,626 24%
LICENSE & PERMITS 1,205,000 844,230 70% 1,479,891 518,744 35% USE OF MONEY AND PROPERTY - 971,004 0% 1,127,000 645,395 57% INTERGOVERNMENTAL 26,000 5,633 22% 36,000 53,240 148%
CHARGES FOR SERVICES 889,200 538,709 61% 1,104,804 410,063 37% MISCELLANEOUS 178,000 53,201 30% 118,000 10,061 9%
OVERHEAD ALLOCATION-IN 3,264,880 1,723,366 53% 3,711,885 1,782,122 48% GF REVENUES TOTAL 15,252,263 7,233,790 47% 17,691,371 6,706,582 38% INTERNAL SERVICE FUND REVENUES:

INTERNAL ALLOCATION 1,295,706 355,472 27% 1,371,729 387,699 28% ISF REVENUES TOTAL 1,295,706 355,472 27% 1,371,729 387,699 28% REVENUES TOTAL 16,547,969 7,589,262 46% 19,063,100 7,094,281 37%

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2024‐25 MID‐YEAR BUDGET VS ACTUAL

GENERAL FUND AND INTERNAL SERVICE FUND
12 2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent
GENERAL FUND EXPENDITURES:

PERSONNEL 349,960 98,371 28% 231,941 115,936 50%
SERVICES AND SUPPLIES 1,014,188 264,020 26% 1,033,988 295,810 29% ISF EXPENDITURES TOTAL 1,364,148 362,391 27% 1,265,929 411,746 33% EXPENDITURES TOTAL 17,855,263 8,068,878 45% 19,342,844 8,074,503 42% 2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent

TRANSFER IN / OUT
TRANSFER IN 246,000 - 0% 38,976 - 0%
TRANSFER OUT (2,224,186) - 0% (1,897,362) - 0%
TRANSFERS TOTAL (1,978,186) - 0% (1,858,386) - 0%

Page 371 of 450 ends

2024‐25 DEPARTMENT EXPENSE COMPARISON
(PERSONNEL AND OPERATIONS)

GENERAL FUND AND INTERNAL SERVICE FUND
13 2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
% Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
% Received/
Spent
GENERAL FUND EXPENDITURES:

Non-Departmental - $ 91,634 $ 0% - $ 44,654 $ 0%
Administration 3,616,350 1,858,534 51% 3,761,790 1,823,464 48% Public Safety 4,074,003 1,751,689 43% 3,695,061 1,677,429 45% Community Development 4,132,788 1,899,208 46% 5,243,641 1,917,004 37% Public Works 2,949,774 1,412,678 48% 3,550,836 1,517,821 43% Parks & Rec 1,718,200 692,568 40% 1,825,586 682,384 37% GF EXPENDITURES TOTAL 16,491,115 7,706,311 47% 18,076,915 7,662,757 42% INTERNAL SERVICE FUND EXPENDITURES:

Administration 1,050,624 266,710 25% 952,161 294,336 31% Public Works 313,524 95,680 31% 313,768 117,410 37%
ISF EXPENDITURES TOTAL 1,364,148 362,391 27% 1,265,929 411,746 33% EXPENDITURES TOTAL 17,855,263 8,068,702 45% 19,342,844 8,074,503 42%

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2024‐25 MID‐YEAR BUDGET VS ACTUAL

SEWER FUND
14 SEWER FUNDS
(Fund 048 and 051)
2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
%
Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
%
Received/
Spent
REVENUES:

SEWER ASSESSMENT 3,505,549 $ - $ 0% 3,715,881 $ - $ 0%
SEWER CONNECTION 112,000 104,460 93% 125,660 104,767 83% MISCELLANEOUS 0% 2,043 0%USE OF MONEY & PROPERTY - (17,306) 0% 113,750 156,122 137% REVENUES TOTAL 3,617,549 87,154 2% 3,955,291 262,933 7% EXPENDITURES:

OPERATING EXPENSES 2,999,504 357,043 12% 3,815,103 388,831 10% CAPITAL EXPENSES 1,050,000 81,920 8% 900,000 357,382 40% EXPENDITURES TOTAL 4,049,504 438,963 11% 4,715,103 746,212 16%

SEWER OPERATING EXPENSES
2023-24
Amended Budget
Actual
YTD Thru
12/31/2023
%
Received/
Spent
2024-25
Amended Budget
Actual
YTD Thru
12/31/2024
%
Received/
Spent
PERSONNEL 242,882 $ 112,025 $ 46% 309,808 $ 122,474 $ 40% CONTRACTUAL SERVICES 2,435,121 108,790 4% 3,141,121 124,599 4% PROFESSIONAL SERVICES 25,000 - 0% 25,500 - 0%
OPERATIONS 18,600 6,236 34% 18,600 5,620 30%
ALLOCATIONS OUT 277,901 129,992 47% 320,073 136,138 43% EXPENDITURES TOTAL 2,999,504 357,043 12% 3,815,103 388,831 10%

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2024‐25 MID‐YEAR FUND BALANCE
15 Audited Unaudited
Fund No Fund Title
Fund Balance
@ 7/1/2024 Revenue Expenditure
Transfers
In/(Out)
Fund Balance
@ 12/31/2024

GENERAL FUND
011 General Fund
Pension Trust (Restricted) 1,209,137 1,209,137
Disaster Contingency Reserve 1,050,000 1,050,000Pension Reserve 2,099,951 2,099,951Facilities Replacement Reserve 4,619,613 4,619,613Equipment Replacement Reserve 594,000 594,000Capital Projects Reserve 2,504,440 2,504,440Operating Contingency Reserve 2,328,858 2,328,858 011 Unassigned Fund Balance 2,539,886 6,706,582 (7,662,757) 1,583,711 Subtotal 16,945,885 6,706,582 (7,662,757) - 15,989,710
Special Revenue Funds
016 Parks & Rec in-Lieu 450,858 - (1,010) 449,848019 American Rescue Plan Act (ARPA) 813,105 - - - 813,105 021 COPS Fund (191,023) 119,663 (1,575) (72,935)071 Special Donation 34,473 - - - 34,473 Subtotal 1,107,413 119,663 (2,585) - 1,224,491
Capital Funds
041 General CIP 843,857 1,065,957 (2,661,041) (751,227)042 Pathways CIP 788,098 101,269 (17,994) 871,373043 Westwind Barn CIP 267,413 23,359 (4,833) 285,939045 Drainage CIP 569,050 40,496 (26,891) 582,655046 Street CIP 212,184 432,291 (1,314,847) (670,371) Subtotal 2,680,603 1,663,372 (4,025,606) - 318,369
Sewer Funds
048/051 Sewer 5,199,304 262,933 (746,212) - 4,716,024
Subtotal 5,199,304 262,933 (746,212) - 4,716,024
Total Town-Wide 25,933,205 $ 8,752,550 $ (12,437,161) $ - $ 22,248,594 $ Year to Date Actual Thru 12/31/2024

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2024‐25 MID‐YEAR REQUESTS
Department Funding Source Amount Request
General Fund Vehicle and $120,000 Replace 2008 Ford F250 utility truckEquipment Reserve CIPTotal $120,000
16

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2024‐25 MID‐YEAR SUMMARY
• Property tax revenue remains on track.• Licenses and permits revenue were lower than budgeted due to lower permit volume.
• Personnel costs were lower due to vacancies, but all positions are now filled. 17

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Questions?
Thank You!

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Town of Los Altos Hills
Mid-Year Capital Project Update (Through 12/31/2024)
Project # Project Name Fund Source Project Status
Carryover
Budget
FY 2024-25 CIP
Budget
FY 2024-25
Total Budget
FY 2024-25 Through
12/31/2024
Expenditures
Project Budget
Remaining
GENERAL CAPITAL PROJECTS:
419300 Broadband 019 Fiber Broadband Agreement with LAHCF approved and executed. LAHCF to submit an encroachment permit for the work.
(6,745) 813,105 806,360 33,160 773,200
TR4169-25 Byrne Preserve Restoration 041 Project ongoing. Under contract with Grassroots ecology until June 30, 2025.

Potentially extend the term to June 30, 2027.
(2,356) 98,443 96,087 20,421 75,666
410209-25 Cable System 041 No residents have submitted cost-sharing applications this year. - 50,000 50,000 - 50,000 410213 Civic Center Improvements 041 On-hold 2,371,380 - 2,371,380 - 2,371,380 410230 Corp Yard Locker Room 041 Phase 1 Concept Design approved by Council. Phase 1 construction to take place in 2025.
33,263 300,000 333,263 11,981 321,282
410223 Council Chambers HVAC 041 System needs to be investigated as part of the Town Facility Energy Efficiency CIP.
99,978 20,000 119,978 119,978
041 86,837 86,837 86,837
041 - Other 4,536,631 27,678 4,564,309 2,206,131 2,358,178 410218 Generator Replacement & Electrical
Panel Upgrade
041-Other Completion Date August 2024 67,942 - 67,942 54,991 12,951 041 334,794 200,000 534,794 93,229 441,565
041 - Other 400,000 400,000 400,000
410220 Housing Element-CEQA 041 HE was completed in Q3 2023 . The implementation programs and the CEQA work are both underway. Implementation Program completion dates will vary over the next two years. The CEQA process is projected to be completed by Q1 2026.
591,846 - 591,846 158,987 432,859
410225 Purissima Park Improvement
Program (Field & Facility
Improvements)
041 Fence for Baseball Field 2 to be repaired/replaced in 2025. 51,379 30,000 81,379 81,379 410226 Street Sign Replacement 041 On-going. Street name signed all replaced. 8,162 25,000 33,162 11,521 21,641 410227-25 Technology Miscellaneous 041 Recurring project. 100,000 100,000 23,262 76,738 410233 Traffic Signal Improvement 041 Electrical power shutoff for El Monte/Foothill College traffic signal to be installed in 2025.
10,821 20,000 30,821 30,821
410228 Water Well Purissima Park 041 To be investigated in FY2025/26. 35,013 - 35,013 35,013 410229 Council Chambers Audio/Video
Upgrade
041 Retention was paid in FY 2024-25 57,077 - 57,077 22,434 34,643 410234 Corp Yard Improvements 041 Conex box and other site improvements planned for 2025. - 100,000 100,000 100,000 410235 Security Camera Upgrade 041 New - 100,000 100,000 100,000 410236 Town Facility-Energy Efficiency 041 New - 60,000 60,000 60,000 Subtotal 8,676,021 1,944,226 10,620,247 2,636,116 7,984,131 410216 El Monte Fire Station
Undergrounding Project
410224 Heritage House Renovation Construction in progress through 2025.

Construction in progress through 2025.

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Project # Project Name Fund Source Project Status
Carryover
Budget
FY 2024-25 CIP
Budget
FY 2024-25
Total Budget
FY 2024-25 Through
12/31/2024
Expenditures
Project Budget
Remaining
PATHWAY CAPITAL PROJECTS:
427903 Fremont to Redwood Grove 042 Town negotiating an agreement with the City of Los Altos. Pathway Committee recommends removing the project. Council to approve the recommendation.
6,297 100,000 106,297 1,448 104,849
427913-24-25 Misc Pathway 042 In progress. 155,190 325,000 480,190 2,019 478,172 427912 Page Mill from Lupine to Via Feliz 042 In progress. 46,100 - 46,100 46,100 042 394,565 - 394,565 5,685 388,880
042-Other 45,136 - 45,136 45,136
Subtotal 647,289 425,000 1,072,289 9,152 1,063,137
WESTWIND BARN CAPITAL PROJECTS:
043 144,538 150,000 294,538 - 294,538
041 - 50,000 50,000 - 50,000
Subtotal 144,538 200,000 344,538 - 344,538
STORM DRAINAGE CAPITAL PROJECTS:
045 560,116 200,000 760,116 16,004 744,113
041 314,500 314,500 - 314,500
457202 Storm Drain Improvement 045 In progress. (11,258) 200,000 188,742 - 188,742 Subtotal 863,358 400,000 1,263,358 16,004 1,247,354
STREET CAPITAL PROJECTS:
046 - 811,081 811,081 811,081 0
045 - 40,000 40,000 40,000 -
041 50,978 523,919 574,897 446,752 128,145
467228 Measure B Bike/Pedestrian
Education & Encourgement Program
046 On-going. - 40,000 40,000 80 39,920
Subtotal 50,978 1,415,000 1,465,978 1,297,913 168,065
SEWER CAPITAL PROJECTS:
487918-24-25 Annual Sewer Rehabilitation Program 048 2023 Sewer Repair Rehab project completed. 2025 Sewer Rehab Project planned for 2025.
- 900,000 900,000 337,824 562,176
Subtotal - 900,000 900,000 337,824 562,176
Totals 10,382,183 5,284,226 15,666,409 4,297,009 11,369,400 467226-24-25 Annual Road Rehabilitation Program 2024 Annual Road Rehabilitation Program is completed. Accepted by Council in December 2024.
467209 Matadero Creek Erosion Offsite mitigation work at Byrne Preserve completed. Construction for the creek restoration to take place in 2025.
437307-25 Westwind Community Barn
Improvement Lower area fence and footing to be repaired in 2025. 427902 Summerhill Pathway Project Working with the County for the encroachment permit. Need pathway easement from at least one private property.

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ITEM 8B
TOWN OF LOS ALTOS HILLS February 20, 2025
Staff Report to the City Council
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO SURPLUS THE NONOPERATIONAL 2008 FORD F250 TRUCK AND TO
PURCHASE A REPLACEMENT TRUCK NOT TO EXCEED $120,000
FROM: WooJae Kim, Public Works Director
Michael Schloetter, Maintenance Superintendent
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION:

Approve a resolution (Attachment 1) authorizing the City Manager to surplus the nonoperational 2008 Ford F250 for auction or donation and to purchase a replacement truck not to exceed $120,000.

BACKGROUND:

Per Section 2-4.06 of the Town's Municipal Code, the City Manager has the option to sell surplus properties by soliciting bids. In the event the value of the property to be sold is estimated at more than $500.00, the sale shall be subject to the approval of the City Council.

The Town’s 2008 Ford F250 has been in service with the Town for over 15 years, utilized for hauling equipment and larger materials for various jobs and projects. In January 2025, the F250 broke down and had to be towed to a repair shop for diagnosis. A mechanic determined that the turbo engine and radiator would need to be replaced for an estimate of $24,640. For a second opinion, the truck was towed to Sunnyvale Ford dealership, and the diagnosis the same with a repair estimate of $25,740.

DISCUSSION:

The estimated repair cost of $25,000 for a 2008 truck is substantial, considering the vehicle's age and the likelihood of other future maintenance issues. Investing in repairs may not be cost-effective given the vehicle's depreciated value and potential for further mechanical failures.

Vehicle and Equipment Replacement Policy
The Vehicle and Equipment Replacement Policy approved by Council in 2016 (Attachment 2) recommends “Trucks with Diesel Engine” to be replaced in 13 years or 100,000 miles, pending the condition of the vehicle. Although the Town’s 2008 F250 only has 47,500 miles, it surpasses the general guideline for replacement based on service years. The

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Staff Report to City Council Page 2
Surplus and Replacement of 2008 Ford F250
February 20, 2025
Town's Vehicle and Equipment Replacement Policy emphasizes the importance of maintaining a fleet that is safe, reliable, and efficient. The policy allows for adjustments in replacement criteria based on individual vehicle conditions, operational needs, and budget constraints.

Given the current vehicle's condition and repair costs, replacing the Ford F250 aligns with the policy's intent to ensure operational efficiency and safety. The Ford F250 is critical for the Town's operations and maintenance activities. Downtime due to repairs can hinder the efficiency of these operations, impacting the Town's ability to respond promptly to maintenance needs and emergencies. A new vehicle would reduce downtime and maintenance costs, ensuring uninterrupted service delivery. Staff would surplus the 2008 F250 and attempt to sell for the best market price. The sale price is estimated to be over $500.

A like-for-like replacement of the Ford F250 to outfit the truck with secure racks and safety lights is projected to cost between $100,000 and $120,000. While this is a significant investment, it ensures the acquisition of a new vehicle with improved reliability, safety features, and potentially better fuel efficiency, which aligns with the Town's operational needs and environmental goals.

Replacing the 2008 Ford F250 is a strategic decision that balances immediate repair costs against long-term operational efficiency and reliability. The investment in a new vehicle will support the Town's commitment to maintaining a dependable fleet, ultimately benefiting the community through enhanced service delivery.

Staff recommend the City Council authorize the City Manage to surplus the nonoperational 2008 Ford F250 truck to be sold or donated and to purchase a replacement for an amount not to exceed $120,000, considering the outlined financial and operational justifications.

This would facilitate prompt procurement of a truck that is widely used for Town maintenance operations. Staff will make all attempts to auction and sell the surplus vehicle.

Zero-Emissions Vehicle State Regulations
The Advanced Clean Fleets Regulation was approved by the California Air Resources Board (CARB) in April 2023 and currently in effect as of January 1, 2024. The regulation applies to both private and public fleet operators in California, requiring 50 percent of medium- and heavy-duty (MDHD) vehicle purchases to be zero-emissions vehicles (ZEV's) beginning in 2024, and 100 percent of purchases to be ZEV's by 2027. Internal combustion engine vehicles must be retired after 13 years of service or 800,000 miles. For agencies with fleets of 10 or fewer MDHD vehicles, the Town can start the ZEV purchases beginning in 2027. State and local government fleets may purchase either ZEVs or nearZEVs, or a combination of ZEVs and near-ZEVs, until 2035. Starting in 2035, only ZEVs will meet the requirements.

The proposed F250 truck replacement would not be a ZEV since there is not a good comparable electric or ZEV truck option with over 15,000-pound towing and 4,000

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Staff Report to City Council Page 3
Surplus and Replacement of 2008 Ford F250
February 20, 2025
payload capacity needed for the Town’s maintenance operations. The Town may consider ZEV options for future vehicle and equipment purchases. The 2003 Dodge Dakota, which has been in service for over 20 years and currently having transmission issues, needs to be considered for replacement in FY 2025/26. Staff will work with the Environmental Initiative Committee to consider an electric vehicle (EV) option for the Dakota truck and other equipment replacements. There is one Town EV charging station at Purissima Park but not one in the Corporation Yard. Adding EV charging and associated electrical and facility upgrades to the Corporation Yard should be discussed as part of the decision making.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b).
2024 -25 CITY COUNCIL WORK PLAN:

The replacement for the Ford F250 truck is part of the Fleet and Equipment Procurement item being considered by Council to be added to the 2024-25 City Council Work Plan under the council priority of Project & Maintain Infrastructure.

FISCAL IMPACT:

The funding for the F250 truck replacement would be from the Vehicle and Equipment Replacement Reserve. The current balance of the reserve is $594,000. There are sufficient funds in the reserve for the F250 truck replacement. The need for $120,000 budget from the Vehicle and Equipment Replacement Reserve for Ford F250 replacement was discussed and approved by the Finance Investment Committee at the February 3rd meeting to be included in the FY2024/25 Mid-Year Budget Adjustment for Council’s consideration.

Many of the Town’s maintenance vehicles and equipment may soon require major services or should be considered for replacement, such as the 2003 Dodge Dakota, 2008 Ford Ranger, 2010 John Deere tractor, 2010 John Deere backhoe, and 2009 Cariton Chipper.

The Vehicle and Equipment Replacement Policy recommends replacements at 13 to 15 years of service, and many of Town’s vehicles and equipment have been in operations longer. The Town may need to consider one vehicle or equipment replacement each fiscal year. Furthermore, for future compliance with California’s Advanced Clean Fleets regulation, it would be prudent for the Town to maintain a healthy fund balance in the Vehicle and Equipment Replacement Reserve.

ATTACHMENTS

1. Resolution

2. Vehicle and Equipment Replacement Policy (2016)

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ATTEST:
______________________________
Arika Birdsong-Miller, City Clerk

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ITEM 8B Attachment 1
Resolution ____ - 25
RESOLUTION ____ - 25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AUTHORIZING THE CITY MANAGER TO SURPLUS THE NONOPERATIONAL 2008 FORD F250 TRUCK AND TO PURCHASE A REPLACEMENT TRUCK NOT TO EXCEED $120,000
WHEREAS, the Town’s 2008 Ford F250 has been in service with the Town for over 15 years, utilized to haul equipment and larger materials for various jobs and projects; and WHEREAS, the F250 broke down in January 2025 with a repair cost estimate of $25,000 to replace the turbo engine and radiator; and
WHEREAS, investing in repairs now may not be cost-effective given the vehicle's depreciated value and potential for further mechanical failures; and
WHEREAS, the Vehicle and Equipment Replacement Policy approved by Council in 2016 recommends “Trucks with Diesel Engine” to be replaced in 13 years or 100,000 miles, pending the condition of the vehicle; and
WHEREAS, per the policy and the high cost of repair for the 2008 F250, staff recommend surplusing the nonoperational truck and replacing it with a similar truck, which could cost up to $120,000 with fees and taxes.

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

1. The City Manager is authorized to surplus the nonoperational 2008 Ford F250 for sale or donation; and

2. The City Manager is authorized to purchase a replacement truck for an amount not to exceed $120,000 from the Vehicle and Equipment Reserve.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20thday of February 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY:

ATTEST: Kavita Tankha, Mayor
Arika Birdsong-Miller, City Clerk

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TOWN OF LOS ALTOS HILLS
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: (650) 941~7222
www.losaltoshllls.ca.gov
Attachment 3
LOO ALTOS HILi]
• OALIFORNIA
Vehicle and Equipment Replacement Policy
Code Sections:

Approved by City Council **'*X/2016
o3h,i/:J.o/G
There is no Municipal Code reference that stipulates requirements for vehicle and equipment replacement.

Intent:

The purpose of this policy is to establish guidelines for replacement of vehicles and equipment in the City's fleet.

The replacement program is based on estimating the useful life of vehicles and equipment with consideration of age, mileage (or hours), and usage. Those vehicles scheduled for replacement are reviewed and analyzed for condition, cost, usage, safety history, and operating performance. Some vehicles or equipment may be replaced earlier than scheduled to ensure that operational needs are met; others may be replaced later than scheduled to accommodate budget limitations taldng into consideration the vehicle's condition.

Policy:

The following serves as a general guideline for replacing vehicles and equipment based on usage, age, operating costs, and downtime. Adjustments in time or miles will be made to replacement criteria for individual units as conditions warrant:

COMP ACT/INTERMEDIATE CARS

COMPACT/STANDARD PICKUPS

TRUCKS WITH DIESEL ENGINE

TRUCKS WITH AERIAL LIFTS
13 YEARS/I 00,000 MILES
13 YEARS/100,000 MILES
13 YEARS/100,000 MILES
13 YEARS/100,000 MILES
ITEM 8B Attachment 2

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Vehicle and Equipment Replacement Policy
Page2

BACKHOE

TRACTORS

AIR COMPRESSOR

TOWED CHIPPER

MISCELLANEOUS CONSTRUCTION

EQUIPMENT, GENERATORS AND TRAILERS
15 YEARS/5,000 HOURS
15 YEARS/5,000 HOURS
13 YEARS/5,000 HOURS
13 YEARS/5,000 HOURS
5-15 YEARS/5,000 HOURS

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ITEM 8C
1 TOWN OF LOS ALTOS HILLS February 20, 2025
Staff Report to the City Council
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KMVT 15 COMMUNITY MEDIA TO

PROVIDE VIDEO SERVICES FOR PUBLIC MEETINGS, AND

APPROPRIATE COMCAST FRANCHISE FEES TO COVER THE

EXPENSES
FROM: Cody Einfalt, Deputy City Manager CE
Joram Parcutilo, Management Analyst JP
APPROVED: Peter Pirnejad, City Manager PP
RECOMMENDATION: That the City Council should:

Adopt a resolution authorizing the City Manager to execute an agreement with KMVT 15 Community Media to provide video services for public meetings, and appropriate Comcast Franchise Fees to cover the expenses.

BACKGROUND:

Starting in 2013, the Town of Los Altos Hills initially upgraded the Council Chambers’ AV system from analog to digital. This upgrade included the installation of a high-definition AV production system. Subsequent enhancements included the implementation of a wireless iPad control and touch panel in 2015, listening devices for the hearing impaired in 2016, and a significant system upgrade in 2017, completed in February 2018. More recently, in response to the need for hybrid meetings, additional systems were integrated to allow for Zoom functionality with the existing AV setup. Finally in 2023, the most recent phase involved comprehensive design. This phase focused on designing upgrades to the AV and broadcast lighting systems including a new broadcasting panel dashboard that includes video switching capability and the digital bulletin board.

With this new state of the art AV system in place in Town Hall, Staff looked to enter an agreement with a vendor that could utilize the full capabilities of this state-of-the-art system.

Under federal and state law, cable operators must pay a “franchise fee” to a municipality where the cable operator uses the public right-of-way. The amount of the mandatory franchise fee is equal to 5% of its gross revenue, or the percentage paid by local cable franchisees if there are incumbent franchisees, whichever is less. Municipalities also receive another fee from cable operators, called PEG fees, which can be used for Public Education and Government Access channel facilities.

It is the staff’s recommendation that the Town does not establish a government access channel, and as such, PEG fees cannot be used for this project. Staff is recommending using the Comcast franchise fees to cover the expenses in this proposed agreement with KMVT.

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Staff Report to City Council Page 2
KMVT Agreement
February 20, 2025
In 2023, the City Council identified finding a vendor to run video services for City Council, Planning Commission, and Fire Commission meetings in the annual work plan (See Attachment 4). Due to the construction and installation of the brand-new A/V system taking longer than anticipated in the council chambers, the plan to bring on a vendor to run video services had been pushed until the system had finally been fully finished. This was a multi-year council priority that was not removed but just delayed until staff had the capacity to complete this priority project.

DISCUSSION:

With the completion of the Town’s Council Chambers’ AV System upgrades, staff began their search for a highly skilled vendor that could operate the brand-new A/V system and maximize its capabilities to produce the highest level of quality productions for the Town. Currently, the system is only being utilized and operated at a minimum level. Staff recommend that this system can be utilized to its maximum potential by bringing in a highly skilled operator that can run the video services and provide an excellent viewing service for Town citizens. With the complexities of the system and the capacity at which staff would want the system to be utilized, it is practical to bring on board a dedicated video service staff that would take on the responsibility of operating the video services.

KMVT 15 is the local entity that manages the video services for public meetings for Los Altos, Mountain View, and Sunnyvale. After speaking with KMVT about the needs of the Town, staff realized that onboarding such a service would require an informal bidding process.

Per the Town’s procurement process, staff also reached out to two other local media entities:

1. CreaTV (San Jose)
Chad Johnston [email protected]

2. KCAT (Los Gatos)
Melissa Torren [email protected]
Only KMVT and KCAT submitted bids, while CreaTV eventually backed out of the running. In consideration of the two bids that staff collected during the informal bid process, staff recommend the Town enter into an agreement with KMVT due to their competitive pricing and standing with the Town and other local jurisdictions in the area.

In their proposal (Attachment 3) KMVT outlines the scope of the services they will be providing:
• Filming of city council, planning commission, and fire commission meetings. • Working with city staff to increase the visibility of these meetings on multiple platforms. • Improving the standards of video production for city meetings. • Managing innovative displays of city-related information (or digital bulletin boards). • Using the KMVT studio to record video announcements from the city and its partners. • HD-quality video coverage for at least 13 council meetings per year (or as specified by the city’s needs).
• HD-quality video coverage for at least 11 planning, and fire commission meetings per year (or as specified by the city’s needs).

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Staff Report to City Council Page 3
KMVT Agreement
February 20, 2025
• Monthly updates to the city’s digital bulletin board system (or on an as-needed basis).

KMVT has also structured their proposal (Attachment 3) to account for the total cost of operating the video services for Town Council Meetings, Planning Commission meetings, and Fire District Meetings. Costs are outlined by both the annual fixed cost and the monthly fixed cost of running each meeting. In the event that there is a need for an extra meeting that needs to be covered, KMVT has also provided the cost of adding on an extra meeting. Lastly, if there are closed session meetings that are under the usual amount of time or if meetings are light and do not require KMVT to come out and do the meeting, staff has the basic knowledge of the system to step in and take care of the video services.

The full proposed service agreement can be seen attached (Attachment 2).

ENVIRONMENTAL REVIEW:

The proposed project is exempt from California Environmental Quality Act (CEQA) pursuant to Sections 15301 and 15303 of the CEQA Guidelines.
2024-2025 CITY COUNCIL WORK PLAN:

Although searching for a vendor that would provide government and public access services for public meetings was not identified as one of the Council’s priorities for 2024, this project is a carry over from the City Council’s 2023 Workplan (Attachment 4). This was a multi-year council priority that was never removed. It is only now that with the A/V system fully operational and with Town Hall finally having the staff capacity that this priority has been addressed.

FISCAL IMPACT:

This agreement with KMVT is ultimately a cost-saving agreement. The agreement will be funded by the Comcast Franchise Fees. The Comcast Franchise Fees is a reliable funding source that the Town has utilized in projects pertained to the Council Chamber A/V system/maintenance along with the meeting systems installed. Using the Franchise Fees for this project would align with how the Town used the Franchise Fees in the past. Since 2008, the Town has collected Comcast Franchise Fees. In Fiscal Year 2024, the Town collected over $105,215.34 in franchise fees.

The current estimated annual total for entering an agreement with KMVT is $32,040. Per the Town’s procurement process, the City Manager’s Office has the authority to enter to award contracts to vendors for contracts under $60,000.

The $32,040 accounts for 4 scope of work services: City Council Meeting coverage, Planning Commission Coverage, Fire Commission Coverage, and digital bulletin board management.

Meetings are calculated based off the rate of $120.00 per hour. Any meeting that goes past the estimated time in the proposal will be billed at the end of the month and will still follow the $120.00 per hour rate. The monthly cost of running all three of these regular meetings is $2,670 depending on whether they stay within the time parameters. The $32,040, along with any fee that comes with meetings running over the allotted time will be taken out from the Comcast Franchise Fee funds collected each year.

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Staff Report to City Council Page 4
KMVT Agreement
February 20, 2025
Additionally, this agreement will continue to be a cost saving effect since the Fire District helps pay for the services through the current facility use agreement we have with them.

Prices are subject to a one-year review based on the scope of work and deliverables. At the end of the year, staff has the opportunity to either renegotiate or go out to bid once more.

ATTACHMENTS:

1. Resolution

2. Proposed Agreement with KMVT for Public Access Service

3. KMVT Proposal

4. 2023 City Council Workplan

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Item 8C, Attachment 1
RESOLUTION xx-25

ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KMVT 15 COMMUNITY MEDIA TO PROVIDE VIDEO

SERVICES FOR PUBLIC MEETINGS, AND APPROPRIATE COMCAST FRANCHISE

FEES TO COVER THE EXPENSES
WHEREAS, The audio/visual (AV) equipment in the Los Altos Hills Council Chambers was originally installed in 2005. Over the years, several upgrades have been made to the system. In 2013, high-definition cameras and a production studio were added using funds from the Comcast Franchise Agreement; and
WHEREAS, In 2015, a wireless iPad control and touch panel were implemented. Listening devices for the hearing impaired were installed in 2016 and a significant system upgrade was completed in February 2018; and
WHEREAS, In 2021, the Technology Committee selected Coda Technologies to implement a hybrid meeting system, integrating Zoom functionality with the existing AV setup; and WHEREAS, In March 2023, the Town Council awarded a contract to The Shalleck Collaborative, Inc. to design upgrades to the AV and broadcast lighting systems. This phase focused on addressing the aging system's frequent breakdowns and includes plans for a complete overhaul of the AV infrastructure; and
WHEREAS, In 2024, Town reached out to three different broadcasting vendors to operate the new AV system; and
WHEREAS, currently the Town is having our Town’s maintenance crew running the video services operation, therefore we currently are not utilizing the systems full potential; and WHEREAS, based on the interview process, staff recommends partnering with KMVT to run the video services operations of the Town’s City Council meetings, Planning Commission meetings, and Fire District meetings. This decision was made for the company’s nearly four decades of experience covering city government meetings, and expertise in this type of video production; and WHEREAS, Town staff is recommending to City Council authorizing a one year agreement with KMVT 15 for a total amount that will not exceed $32,040.00; and WHEREAS, in the event of an extended duration meeting, there are two situations that would warrant additional billings. 1) Additional meetings beyond the budget meetings for the year and 2) The duration of a meeting exceeds the budget hour estimate.

NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby authorize the City Manager on behalf of the Town to execute the Agreement between the Town of Los Altos Hills and KMVT 15 Community Media.

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Item 8C, Attachment 1
The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 20th day of February 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Kavita Tankha, Mayor
ATTEST:
______________________________
Arika Miller, City Clerk

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Addendum A
Extended Duration of Meetings:

Government meetings can encounter extended discussions due to a wide range of factors.

There are two situations that would warrant additional billings:

A) Additional meetings beyond the budget meetings for the year B) The duration of a meeting exceeds the budget hour estimate.

In the case of an additional meeting beyond the budgeted meetings per year, the cost would use the existing formula for the event time, plus one hour setup and one hour tear down at the $120/hour rate. For a specific month, adding one additional 2 hour meeting would create an invoice of $480.

For the issue of a meeting going beyond the expected meeting time. First, we always stay engaged, and at the month end, we send you an invoice for the hours that were beyond, the budgeted hours at $120 per hour.

I believe all of the items we discussed have been addressed, if any items are not clear or you have any questions, I am available to resolve.

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Proposal for Video Services for the Town of Los Altos Hills Submitted by: KMVT15 Community Media
Date: 12/2/24
Contact: Joshua Young, Operations Manager, [email protected], (408)581-0261

1. Executive Summary
KMVT15 is pleased to submit this proposal to provide professional video production services to the Town of Los Altos Hills. Our team brings extensive experience in creating high-quality, engaging, and compelling video content that meets the needs of our clients. We are excited for the opportunity to build upon the relationship we already have with the Town of Los Altos Hills.

Our proposal focuses on cost-effective solutions for enhancing civic transparency, fostering community engagement, and ensuring professional-quality video production tailored to the unique needs of Los Altos Hills

2. Scope of Work
Overview
We propose to provide comprehensive video production services, including but not limited to:
● Filming of city council, planning commission, and fire commission meetings. ● Working with city staff to increase the visibility of these meetings on multiple platforms. ● Improving the standards of video production for city meetings. ● Promote city programs, services, ceremonies, and initiatives to KMVT’s entire community through our community cable channel.
● Managing innovative displays of city-related information (or digital bulletin boards). ● Using the KMVT studio to record video announcements from the city and its partners.

Deliverables
● HD-quality video coverage for at least 13 council meetings per year (or as specified by the city’s needs).
● HD-quality video coverage for at least 11 planning, and fire commission meetings per year (or as specified by the city’s needs).
● Monthly updates to the city’s digital bulletin board system (or on an as-needed basis).

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3. Approach and Methodology
● Pre-Production: KMVT will collaborate with city staff to schedule our operators. KMVT will work with the city to understand the city’s needs, and train our operators to meet, or exceed those expectations.
● Production: Utilize the city’s state-of-the-art equipment to capture, record, and broadcast high-quality video and audio of city meetings. ● Post-Production: KMVT operators will report any issues, and recommend any enhancements to deliver professional-grade audio & video. Editing services may also be obtained for additional costs.
● Quality Assurance: Ensure all content meets city guidelines and accessibility standards.
● Delivery and Broadcast: KMVT would work alongside city representatives in order to utilize the existing equipment to expand the distribution of these recorded city events to increase civic engagement.
● Strengthening Resilience: Our unique expertise allows us to recommend installing preventative measures to prepare for unforeseen issues, such as failing equipment, or urgent requests.

4. Company Qualifications
About Us
With nearly four decades of experience covering city government meetings, KMVT specializes in this type of video production. We are a community-based organization with a mission that focuses on transparency, community engagement, story-telling, and media literacy. Our partnerships with city governments help us build on our mission.

Other City Partnerships
● City of Mountain View
● City of Los Altos
● City of Sunnyvale
● City of Cupertino
Team Expertise
All of the KMVT’s operators have extensive production experience with equipment currently being used in the control room at the Los Altos Hills’ city hall. We’ve covered over 120 city meetings in 2024 alone. This experience allows us to propose low-cost solutions for improving quality and efficiency. Our expertise in these environments will also enable us to quickly identify any issues, or potential problems that could arise (like during a power outage, for example). A

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KMVT technician would also be available to consult with city representatives during any design or equipment updates to ensure a smooth operation.

Community Building
KMVT has a long history of working with our governmental, educational, and nonprofit partners to film local events, and produce stories within our community that can be shown around the world. Our staff regularly records in-studio & on-location interviews, festivals, conferences, town hall meetings, high school sporting events, concerts, ribbon cuttings, and many other types of ceremonies. As part of our mission, we would be excited to work with the Town of Los Altos Hills in order to expand our coverage into events like the CERT Academy’s annual drill, the Barn Lighting Ceremony, the Town Picnic, and other community events.

5. Cost Proposal
Service
Annual Cost
(USD) Events per year
Budgeted Hours
per Meeting
City Council Coverage $9,360.00 13 4
Planning Commission $6,600.00 11 3
Fire Commission $5,280.00 11 2
Digital Bulletin Board Management $5,760.00 12 4
KMVT Documentation of Standard
Operating Procedures, General
Engineering services $5,040.00
Estimated at 36
hours per year
Subtotal Cost for regular meetings $32,040.00
Monthly Cost for Scheduled production $2,670.00
Option for Additional Commissions
Optional: Coverage of other
commissions $5,280.00 11
Up to 1 meeting
per month
Monthly Cost with an additional
Commission $3,110.00

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Note: Prices are subject to a one-year review based on the scope of work and deliverables. If there are significant variances in the budgeted hours per meeting, the city acknowledges that KMVT will request compensation for the overages.

6. Timeline
After a signed contract is completed, KMVT operators will coordinate a time to work with city staff to jointly film a live city meeting. The purpose would be to establish standard operating procedures, and to better understand the current policies & expectations for production quality.

KMVT may request that city staff be present for the beginning of a second live city meeting to ensure the correct policies and procedures are followed.

A digital bulletin board would take 1-3 weeks to set-up, depending on the direction of city staff, and the number and type of monitors the city wants to use for this project. The digital bulletin board would be updated monthly, or as needed. Within the first three months of implementation, KMVT will conduct a service evaluation meeting with city staff to refine procedures and ensure alignment with expectations for a digital bulletin board, and city meeting coverage.

7. Compliance and Legal
● KMVT complies with all local, state, and federal regulations. ● Proof of insurance and relevant certifications can be provided upon request.

8. Conclusion
We are excited about the opportunity to expand our partnership with the Town of Los Altos Hills and are committed to exceeding your expectations. We invite you to collaborate with us to deliver video coverage that informs, engages, and builds our community. Our team is ready! We look forward to hearing from you.

Joshua Young
Operations Manager
KMVT Community Media

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
Automatic License Plate readers Conduct 1 year review of system Q1 Safety No $ Sheriff's Contract Review Analyze Contract Options Q1 Safety No Conduct an emergency drill with outside agencies Q1 Safety Receive Council direction on how to work with Fire District on wild fire prevention including enhanced communication during emergencies and hardening
Q3 Safety
Participate in Fire Service Review Participate in county/LAFCO review Q4 Safety Yes Enhance Public Safety Programs Receive council direction on how to enhance crime prevention programs Q2 Safety No $ Improve Employee Attraction and Retention Receive direction from Council on a compensation philosophy to retain employees and enhance workplace culture Q4 Gov Yes $ Review the Town staff classification structure & plan for growth Onbaord consultant to complete an organizational assessment Q4 Gov No Standing Committee Resolution Q3 Gov
Code of Conduct Q3 Gov
Receive Direction on Form 700 Q1 Gov
$ Public Access Programming (KMVT Agreement) Execute contract with KMVT and implement service Q1 Gov No Complete the Broadband Feasibility Study with GovTech Group / exploring 5G Q2 Infra.Update the Wireless Telecom Facility Ordinance to maintain local control to the greatest extent possible Q2 Infra.Complete Battery Energy Storage System (BESS) project Q4 Infra.

Initiate SVCE Decarbonization Grant Q4 Infra.Determine Ph.2 Town Hall Improvement Plans* Q2 Infra. $ X Implement Leaf Blower Ordinance Launch Outreach plan and conduct community outreach Q4 QoL No LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
$*
BroadbandImprovements to Town Facilities
Increase Effective Use of Committees
Continue Emergency Prep
Yes
No
Yes
$
DEPARTMENT: City Managers Office
NEW
$ Mandates KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION MULTI‐YEAR PROJECT? Priority Area No

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
$ Upgrade of the Council Chambers Audio/Video System Research, Award contract and Install new AV system in Chamber Q1 Gov No $ Launch Quarterly Newsletter Publish Quarterly Newsletter Q4 Gov Yes $ Launch Technologies that Promote Community Engagement Launch Community engagement platform Q1 Gov No Hold an annual Committee/Commission Chair Roundtable Q1 Gov No Hold an annual City Council meeting with Committees Q1 Gov No
Software to assist in organizing terms for
committee members, including historical data
Launch technology to manage committees Q1 Gov
No
Host Community Events Host the Volunteer Dinner Q3 Gov No $ Transition to New City Clerk Prepare Desk Procedures Q3 Gov No $ New Our Town Contract and Process Create Process and Award Contract Q2 Gov No LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
DEPARTMENT: Clerk
NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION Mandates Increase Effective Use of Committees
Priority Area MULTI‐YEAR PROJECT?

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
Conduct analysis of Permit Fees Q2 GovDistribute refunds if necessary Q2 Gov Enter into contract with vendor to complete cost allocation and fee study
Q4 Gov
$ Improve Employee Attraction and Retention Update employee handbook Q3 Gov No Adopt FY 2023‐24 Budget Q2 Gov
Adopt FY 2023‐24 Interim and Final Audit Q4 Gov
Adopt FY 2023‐24 Mid Year adjustment Q1 Gov
$ IT Services RFP Advertise and Award Contract for IT services Q2 Gov No Adopt Travel Policy Q3 Gov
Adopt Financial Policy Q3 Gov
Adopt an IT retention policy/IT Policy Q1 Gov
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
MULTI‐YEAR
PROJECT?
DEPARTMENT: Finance & Administrative Services
NEW
$ Mandates KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION Priority Area NoNo
$X Audit Permit Fees and Refunds if Necessary No
$ Create Town Policies
X FY 2023‐24 Financial Documents

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
Adopt Housing Element Q1 QoL
Send second Draft to State Q1 QoL
Award contract for a consultant Q1 QoL
Conduct Study Session/Public Outreach Q2 QoL
Conduct Public Hearings Q3 QoLAdopt revised zoning ordinance Q4/Jan 31, 2024 QoLAward contract for EIR Q1 QoL Complete Technical Studies & Reports for EIR Q2 QoL
Conduct Public Hearings ‐ Planning Commission and City Council for EIR adoption Q3 QoLConduct Study Sessions/ Public Outreach Q1 QoL Conduct Planning Commission public hearing on permanent Ordinance ‐ PC making recommendation to the City Council Q2 QoL
Adopt SB9 ordinance Q3 QoL
Master fee schedule updates ‐ ADU fee waiver,
fully burdened rates, geo tech Present to City Council for approval during mid year adjustment Q1 QoL No Implement Rebates Q4 QoL
Complete all home assessments Q4 QoLPromote water conservation incentives Q4 QoL Provide Council incentive options for electrification conversions Q4 QoL Conduct Outreach Q4 QoLDevelop Ordinance Q4 QoLRecruit for a Building Official to eable enforcemenet Q4 QoL $ 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 Safety Yes
Enable eTRAKiT for Planning projects Q1 Gov
Enable eTRAKiT for Building permits Q1 Gov
$ Update GIS Database Show all easements in Town GIS Q1 Gov No LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
No
$$X
MULTI‐YEAR
PROJECT?
DEPARTMENT: Planning/ Building
NEW
$ Mandates KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION Priority Area No
$ X Housing Element
$
X
No
$X
X
CEQA for Zoning Ordinance
Permanent SB9 Ordinance
Continue to Implement Climate Action Plan
Online Application intake
Amendments to Land Use Element and Municipal
Code to add Multi‐family zone (Housing Element
implementation)
$
Reach Codes
NoNoNo
Yes

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
$ Complete 2022 10 Pathway Segments Design, bid, Construct Q2 Infra. No Complete multi‐year plan to finish pathway system design Q4 Infra.

Construct next 3.6 mile of pathways Q4 Infra.
$ X Implement Leaf Blower Ordinance Transition of Town's leaf blowers to electric Q4 QoL No $ Equipment Purchases Complete purchases. Bucket/boom truck replacement Q4 Infra. No X Storm Water Annual Report (SCVURPPP) Complete Annual Report Q3 Infra. No Finalize construction documents and specs Q2 Infra.Competitively bid, award, and start construction Q3 Infra.

Finalize Construction Q4 Infra.Finalize Construction drawings and specs Q2 Infra.

Start Construction Q3 Infra.Finish Construction Q4 Infra.

Remove cattails and sediments Q1 Infra.

Obtain permanent permit from waterboard Q3 Infra.

Finalize construction documents and specs Q2 Infra.

Competitively bid, award, and start construction Q3 Infra.

Finalize Construction Q4 Infra.
$ Preservation of Institutional Knowledge and Standardization of Procedures Implement software solution Q1 Gov No Progress the 20A project (icebreaker) i.e. proactivley
engage PG&E
TBD pending PG&E Infra.

Provide undergrounding study TBD pending PG&E Infra.

LEGENDEnvironmental/Sustainability
* Legally Mandated/Directed by Council
$ New Budget Resources Required
Priority Area MULTI‐YEAR PROJECT?
NoNo
DEPARTMENT: Public Works/Engineering
NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION Mandates 2023 Sanitary Sewer CIP
2023 Pavement and Storm Drainage Improvement
Matadero Creek
Convert all HVAC to heat pumps and water
heaters at Town Hall and Council Chambers
NoNo
Yes
$
Improve Pathway system
Yes
$
Continue work on Undergrounding Utilities
(dependent on PG&E)
$$$$

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CITY COUNCIL STRATEGIC PRIORITIES IMPLEMENTATION PLAN
as of 2/10/2023
Create Town Policy Adopt Tabling Policy Q1 Gov No
Grand Reopening of Town Hall Q1 QoL
TEDxLosAltosHills Q1 QoL
Prop 68: Ribbon Cutting and Food Truck Social Q2 QoL
Newcomers Events Q1 QoLFood Truck and Movie Night Q3 QoL Spring Summer Q1 QoLFall Winter Q3 QoL
Vicotria Dye Equestiran Concessinaire Agreement Q1 QoL
Little League Q2 QoL
LEGENDEnvironmental/Sustainability
$ New Budget Resources Required
Priority Area MULTI‐YEAR PROJECT?
DEPARTMENT: Community Services
NEW
$ KEY PROJECTS/INITIATIVES MILESTONES FOR 2023 QUARTER OF COMPLETION Mandates $
NoNo
Contract Renewals
Yes Bi‐Annual Activity Guide
Manage New Community Events

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We Request
The Pleasure of Your Company
At Our 2025 Event
(Held Bi-Ennially - The Twelfth Edition since 2001)

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"Rural Atmosphere" – and Los Altos Hills.

In the early years, around when the Town was founded, this term was closely associated with the ability to keep horses and ride them on trails around town.

As the "Valley of The Heart's Delight" morphed into "Silicon Valley", the term "Rural" also started to encompass pursuits like wine-making. This triggered the birth of some communitysponsored "events"...

Just as the earlier Horsemen enjoyed a community forum in which to meet and exchange experiences with fellow enthusiasts (e.g. The Horsemens Association, The Trails Club) ….

So the Town’s grape growers and winemakers found a community forum where they could meet and swap experiences and advice with their fellow enthusiasts

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Barn Vintners Meeting of 2001 – Held at Westwind, Free, Informal – 4 or 5 Winemakers Winery Walkabout of 2003 – Still free – walk to 6 local Vineyards from Westwind Westwind Winetasting of 2007 – Still free – Held at Westwind – 20 LAH Winemakers Westwind Winetasting of 2008 – Still free – Held at Westwind The Vines and Wines of 2015 – Renamed Vines & Wines – Held at Town Hall – Tickets $20 The Vines and Wines of 2016
The Vines and Wines of 2017 – Town Hall, 23 winemakers, and 250 people, Skies darkened by fire in Napa… 1st Spontaneous Charity Auction The Vines and Wines of 2018
The Vines and Wines of 2019 – “Under the Oak” at Town Hall, ± 300 attendees Then Covid Intervened for a couple of years…
The Vines and Wines of 2021
The Vines and Wines of 2023
- and in 2025….. We once more request your permission to use Town Hall It Started Small – But Kept Growing.

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2 There are also fire easements, utility easements, pathway easements, and water easements in place. No changes can legally be made to these. Furthermore, metal fences are not allowed under town rules.

If any Council member has an interest in this developer, they must recuse themselves. The Council cannot approve proposals that violate the town's rules and laws.

Thank you
George Perlegos
* To be included in the City Council Meeting February 20,2025 ITEM 10B

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ITEM 10B, Supplement 1a

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ITEM 10B, Supplement 1c

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ITEM 10B, Supplement 1d

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ITEM 10B, Supplement 1e

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HOUSING ELEMENT AMENDMENT
ad hoc Committee Update

COUNCIL MEMBER STAN MOK

VICE MAYOR RAJIV BHATEJA
FEBRUARY 20, 2025

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AD HOC COMMITTEE ACTIVITIES • Committee formed Jan. 30, 2025 • Council Member Mok, Vice Mayor Bhateja to investigate a Housing Element Amendment (HEA) • Over a dozen meetings to understand status and options:
• Veronica Tam, Michael Baker staff – Housing Element (HE) Consultants • Community Svcs. Dir. Jay Bradford, City Mgr. Peter Pirnejad, City Attys. Steve Mattas & Claire Lai • Planning Commission Members: Birgitta Indaco, Jim Waschura • Residents (including John O’Connell)
• Nancy Twomey (Carmel resident).
• Carmel and Sausalito are amending to address swapping sites in/out • Assembly Member Marc Berman
• Goals:
• Define the problem
• Identify various approaches to solving the problem
• Come up with a strategy, schedule and next steps
• Report back to Council
• Online research of statutes and other municipalities
Lots of legislation, and a slew of recent changes.

Partial Legislation since 2000:
• AB 72, AB 73, AB 678, AB 879, AB
1233, AB 1287, AB 1397, AB
1486, AB 1487, AB 1505, AB
1515, AB 1771, AB 2348…
• SB 2, SB 3, SB 35, SB 167, SB 197,
SB 330, SB 423, SB 828…
CA Gov. Code:
• §65581, §65860, § 65589.5, §
65867.5, …

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OVERVIEW
• Problem Statement:
• Address sustainable development at Twin Oaks+ site
• Housing Element (HE) has 15+ acres x 20-30 du/ac*+ up to 2X density bonus = N x 100 units • Goal: Keep as close as possible to: ≤ 92 units
• Key concerns: safety/evacuation; concentrated development, traffic; loss of ambiance • Priorities:
• Maintain our current Housing Element Certification: meet all deadlines [avoid Builder’s Remedy] • Avoid penalties from HCD, e.g., SB 35, No Net Loss
• Meet our RHNA numbers
• Preserve town character
• Context:
• RHNA target for LAH calls for 489 units (1/31/2023-1/31/2031 cycle) • There is a mid-cycle review in 1/31/2027
• To date we are on track to add 320 units (ADUs & SB 9 lot splits) • Mix suggests that we are falling short on Above Market units (based on ADU calculation guidelines) * du/ac = dwelling units per acre

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VIEWPOINTS

1. Resident O’Connell opinion:
• Amend HE to remove du/ac. Use Town’s MDA, MFA, LUF and a different metric (square foot of lot per unit) • Density bonus still applies
Q. Will this effectively translate into a different du/ac metric?

2. Consultants’ Dan Wery (Michael Baker), Veronica Tam opinion:
• Doing an HE Amendment turns over control to HCD (opens Pandora’s box) • Instead, use ODS, MF Zoning, which are under Town’s control • May not need to amend HE if can address via zoning – THIS NEEDS TO BE VERIFIED!! Q. Will this approach manage development enough?
Q. Will developers be able to use waivers to exploit the 30 du/ac in HE and bonus density to maximize development?
• Consultants’ recommended steps:
• Create draft of proposed ODS and MF Zoning
• Share proposed ODS and MF Zoning with HCD
• Address any concerns from HCD
• Memorialize HCD’s response with a letter to HCD
• Consultants’ Position: As long as these support development of 92 units at Twin Oaks+, we are on plan • Do this ASAP!
• City Attorney Recommendation: Need to amend Town’s Land Use Element and/or HE

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ANOTHER APPROACH • From the “Green Sheets”:

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REVISIT THE DEVELOPMENT AGREEMENT?
• We are a farm-friendly community and support agriculture (vineyards, orchards...) • Most of Los Altos Hills is zoned R-A (Residential-Agricultural) • Community had concerns about the farm proposal on former Fenwick lands • Fence design (“walled off”)
• Extent of paving/roads
• Environmental impact
• Forgoing easements… etc.
• What if we work with the owners to modify the design to:
• Blend in better with the landscape
• Be wildlife friendly
• Respect town ordinances, practices
• Consistent with town character/ambiance
• Yes, we tried this once. But it was done under pressure. • Can we come up with a symbiotic agreement, with more reciprocity, less time pressure? • Mutually agreeable unit count, density, layout at Twin Oaks  Q. Is this something we could revisit?

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3 IDENTIFIED OPTIONS
AMEND HEA: SF Approach – Remove density units per acre (du/ac) from HE  Replace with “San Francisco Style” zoning in sq. ft. of land per dwelling unit (sfl/du) + Explore managed density over 15 acres
- Risk that HCD may add other conditions
MF Zoning Net Lot Area (NLA): Keep 15 acres but limit based on steep slope deduction  5.0 NLA x min. 20 du/ac = 100 units → 200 units (with density bonus)  5.0 NLA x max. 30 du/ac = 150 units → 300 units (with density bonus) MF Zoning Gross Lot Area (GLA): Apply to relatively flat Twin Oaks lots, e.g., Lots 1-3  4.63 acres x min. 20 du/ac = 93 units → 186 units (with density bonus)  4.63 acres x max 30 du/ac = 139 units → 278 units (with density bonus) Revisit Development Agreement
 Owners want a farm. Residents want managed development. ? What kind farm would be acceptable to the Town
? What kind of development can we negotiate with the Owners  Go back, negotiate in good faith, compromise, one more try  Need Council approval!

AMEND HE LAND USE /
ZONING

NEGOTIATE

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AD HOC COMMITTEE RECOMMENDATIONS
 PRESERVE Certification
• Move forward with EIR, ODS, MF Zoning based on 92 units at Twin Oaks+ • Meet all deadlines
• This doesn’t help with Twin Oaks+ development but it preserves our certification and avoids harsh penalties  Re: Twin Oaks+, cannot say, right now, which of the 3 approach(es) will work  Recommend 3 approaches in parallel (only one needs to work) • Reopen discussions re: Development Agreement with Twin Oaks. If it works, no need for other options. • Proceed with HEA San Francisco / Other metric approach, and present to HCD. If it works, great! • Develop Land Use Element Amendment / MF Zoning option per Consultant’s recommendation. Get HCD approval and document with letter.
• Because time is short, these need to be done in parallel via a “first to file” approach

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PROPOSED SCHEDULE • February 26, 2025
• Proposals to Planning Commission
• HE Amendment [O’Connell]
• MF Zoning option [Planning Dept, Consultants]
• Open Public Meetings with Community
• Tuesday March 4, 6pm
• Sunday March 9, 2pm
• Have consultants in attendance
• Share all three options – collect feedback
• March 12, 2025
• Incorporate feedback, share updated proposals with Planning Commission • Commence discussions with Twin Oaks re: DA
• March 20, 2025
• Take Planning Commission recommendations to Council
• Joint PC/CC meeting?
• April 1, 2025
• Open discussions with HCD re: amendment
• June 1, 2025
• Review ODS and MF Zoning options with HCD
• Finalize DA Terms or HE Amendment by November 1, 2025 • Objective Design Standards PLUS Land Use / Multi-Family Zoning Objective Design Standards
Multi-Family Zoning
(2-3 months for first draft)
ad hoc Committee
discussions with Owners
and Community re: DA
Housing Element Amendment
Remove du/ac

PROCEED IN PARALLEL

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Los Altos Hills City CouncilFebruary 20, 2025

Los Altos Hills City Council
February 20, 2025