1 City Council Regular Meeting
February 20, 2025
Town of Los Altos Hills
City Council Regular and Special Meeting Minutes
Thursday, February 20, 2025, at 6:00 P.M.
Council Chambers, 26379 Fremont Road, Los Altos Hills, California
Present: Mayor Kavita Tankha, Vice Mayor Rajiv Bhateja, Council Member Stanley Mok, Council Member Linda Swan, Council Member George Tyson
Absent: None
Staff: City Manager Peter Pirnejad, Deputy City Manager Cody Einfalt, Community Development Director Jay Bradford, Public Works Director WooJae Kim, Finance Director Thomas Leung, and City Clerk Arika Birdsong-Miller CALL TO ORDER (6:00 P.M.)
Mayor Tankha called the meeting to order at 6:05 P.M.
ROLL CALL
Mayor Kavita Tankha, Vice Mayor Rajiv Bhateja, Council Member Stanley Mok, Council Member Linda Swan, and Council Member Tyson were present.
PLEDGE OF ALLEGIANCE – Recited
1. AGENDA REVIEW
Item 9C and Item 10B were presented at the beginning of the meeting. Item 5C was removed from consideration on this agenda, and Item 5J and Item 5K were removed from the Consent Calendar.
Item 9C- Community Development Director Jay Bradford discussed an SB330 application the Town received. Community Development Director Jay Bradford provided a brief update on a recently submitted SB 330 project application related to the Twin Oaks parcels, which are designated as a multifamily housing site in the Town’s Housing Element.
The proposed project consists of 596 residential units on a 12.4-acre site, planned at 30 dwelling units per acre with a 100% density bonus applied to reach the total unit count.
The development includes seven buildings, ranging in size from 100,000 to 380,000 square feet, and spans across six contiguous parcels within Twin Oaks.
The application was received late last week and is currently under initial review. The next step is to determine whether the application is complete. At this stage, the information available is limited, and further details will emerge as the review process progresses.
Approved March 20, 2025
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Attorney Mattas stated that the Town has received the SB330 application but has not taken any action on it. This includes not yet determining or acknowledging whether it is a complete preliminary application.
Public Comments:
1. Michael Grady, a Los Altos Hills resident, expressed concerns that the Housing Element allows large-scale developments like the SB 330 application. He called it a "time bomb" and warned that, without amendments, developers will continue pushing for such projects. Grady criticized the plan and its creation by the Town and its consultant, Michael Baker.
2. John Swan, a Los Altos Hills resident, expressed shock at the situation and criticized the tendency to assign blame within the community, calling it a "circular firing squad." He urged everyone to remain focused on the real issue, stating that Sacramento is attempting unconstitutional maneuvers, even against the state’s own constitution. He emphasized the importance of recognizing the true source of the problem rather than turning against each other.
3. Jill Grunewald, a Los Altos Hills resident, requested an updated count of Accessory Dwelling Units (ADUs) from Mr. Bradford, as well as the state’s official definition of an ADU. She expressed the belief that Los Altos Hills already has a significant number of ADUs and questioned the necessity of considering additional units in housing discussions. She emphasized the importance of transparency and collaboration in the process, encouraging a fair and honest discussion that addresses residents' concerns. Ms. Grunewald stressed the need for a constructive and cooperative approach to solving housing issues within the community.
4. Yafei Bi, a Los Altos Hills resident, expressed frustration over the ongoing discussions, stating that the key issue has remained the same since the beginning. He emphasized that the true decision-making power lies with the City Council rather than the Planning Commission. Mr. Bi argued that the solution is straightforward—a simple language change in the Housing Element—and questioned why the Town has not yet moved forward with amending it. He voiced concern that the process has become unnecessarily complicated and reiterated his belief that a direct approach would resolve the issue.
5. Birgitta Indaco, a Los Altos Hils resident, raised concerns about the validity of the SB 330 application, questioning whether it holds legal weight given that the Town is still operating under a certified Housing Element. She shared that she has been researching the 20-year history of the Twin Oaks parcel and has repeatedly found inaccuracies in past plans. After briefly reviewing the latest proposal, she noted several issues, including development encroaching into conservation easements, landslide-prone areas, and easement lines near Highway 280. Ms. Indaco criticized the lack of precision in the project plans, suggesting they appear hastily approved without proper verification. She expressed skepticism, believing that this plan—like previous ones—contains significant errors.
6. Martha Bowden, a Los Altos Hills resident, expressed shock over SB 330 and frustration that the Town has not done more to prevent major developments in 3 City Council Regular Meeting
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residential areas. She emphasized that the process should protect residents and preserve the Town’s character but warned that building on slopes with limestone and clay soil poses serious risks, including landslides, fire, and traffic issues.
She urged officials to take action before disaster strikes.
7. John O’Connell, a Los Altos Hills resident, emphasized the need to amend the Housing Element and stay focused despite challenges. He likened the process to navigating shifting winds, urging patience and a steady approach. Mr.
O’Connell advised against panic, suggesting the Town wait for the main agenda to address the issue properly.
8. RK Anand, compared the situation to "Groundhog Day," urging the Town to amend the Housing Element quickly to prevent large-scale development. He warned that adding 500 units could significantly impact the community and called for a more distributed, ADU-focused strategy. He appealed to the council to take residents’ concerns more seriously.
9. Nina Anand, criticized the SB 330 application as a way for Twin Oaks developers to bypass reasonable housing limits. She urged the council to amend the Housing Element for a more balanced distribution of housing, suggesting ADUs as an alternative. She emphasized concerns about fire safety, wildlife corridors, and the repeated pleas of residents to protect the town’s integrity.
10. Jim Waschura, called the SB 330 application a deliberate threat, arguing it is oversized and unlikely to pass CEQA review. He agreed with the call to remain calm, suggesting the Town take a firm stance in response.
Item 10B - Vice Mayor Bhateja and Council Member Mok presented an update on the Town’s Housing Element amendment process. They have participated in over a dozen meetings to assess the current status and available options. They were joined by housing consultant Veronica Tam, who has worked on over 50 housing element certifications, as well as representatives from Michael Baker International, including consultant Dan Weir. The team has also consulted with various stakeholders, including City Manager Peter Pirnejad, Planning Commission members, legal counsel, residents, and state representatives such as Assembly Member Mark Berman.
The primary goal of the ad hoc committee is to define the challenges within the Housing Element and explore viable solutions. They emphasized that the housing regulatory landscape is continuously evolving, with 37 new housing-related laws passed in the previous year alone. Any decisions made today must remain adaptable to new legislation and interpretations. The primary concern is the development of the Twin Oaks site, which spans 15 acres and is designated for 20-30 units per acre, with the potential to double under the state’s density bonus law. The goal is to limit development to approximately 92 units while addressing key concerns such as wildfire safety, traffic congestion, and preserving the town’s character.
The committee stressed the importance of maintaining Housing Element certification and meeting all state deadlines to avoid potential penalties, including Builder’s Remedy and SB 35 mandates. They noted that while the town is on track with Accessory Dwelling Unit (ADU) production and SB 9 lot splits, it is falling short on abovemarket-rate unit requirements. Resident John O’Connell suggested shifting from a 4 City Council Regular Meeting
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dwelling unit per acre metric to a lot-size-based approach, but consultants cautioned that any amendment to the Housing Element could invite increased oversight from the Department of Housing and Community Development (HCD), potentially subjecting the town to more stringent regulations.
The consultants recommended a four-step approach: drafting Objective Design Standards (ODS) and multi-family (MF) zoning standards, sharing them with HCD for feedback, addressing any concerns, and obtaining written confirmation of compliance.
They emphasized that as long as these measures support the development of 92 units at Twin Oaks, the town would remain on track. The presentation concluded with an acknowledgment that while uncertainties remain, the focus remains on responsible development that aligns with state requirements while preserving the town’s unique character.
Public Comments:
1. George Perlegos, a Los Altos Hills resident, criticized the City Council for ignoring objections from residents and the Los Altos City Planning Commission regarding the Housing Element. He raised concerns about the legality of subdividing land under the Williamson Act, stating it could not happen unless the property was removed from the act. Perlegos urged the council to follow town rules and recuse any members with conflicts of interest in development proposals.
2. Namrata Anand, a Los Altos Hills resident, emphasized the need to act quickly on amending the housing element, expressing concern that delays earlier in the process may have put the town in a worse position regarding the SB 330 filing.
She questioned the efficacy of renegotiating the development agreement with Twin Oaks, given the previous lack of transparency in negotiations, and expressed skepticism about relying on developers. Namrata also advocated for rapid progress on the housing element with more community input, suggested exploring other development sites, and urged the council to be more responsive and humble in their interactions with citizens
3. Martha Bowden, a Los Altos Hills resident, expressed concerns that renegotiating the development agreement with Twin Oaks was a distraction from the primary issue of restricting development on the site. She questioned how the objective design standards and zoning could constrain the development to 92 units, given that the property is zoned for higher density, and requested clarification from town staff or consultants on how these standards could limit development without amending the housing element.
4. RK Anand, a Los Altos Hills resident, thanked the ad hoc committee for their work on working towards an amended Housing Element.
5. John O’Connell, a Los Altos Hills resident, emphasized the importance of amending the housing element, noting that the situation the town is facing is not unexpected. He highlighted the valuable advice provided by a competent planned use attorney retained by Mr. Grady, which has guided them through the complexities. O'Connell expressed confidence that multifamily housing in Los Altos Hills could be implemented without disrupting the town’s aesthetic, suggesting that it could blend well with the area without being overly dense or 5 City Council Regular Meeting
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impacting the natural beauty. He stressed the need to focus on the issue at hand and not blame Sacramento, advocating for local control over how the town meets the state’s requirements for RHNA units.
Mr. O'Connell then outlined a detailed plan for amending the housing element, emphasizing that the process would be minimally invasive, aiming only to fix necessary areas without overhauling the entire document. He described a schedule for presenting the proposed zoning and housing element amendments, with the goal of completing the housing element by the end of August. He also emphasized the importance of working with consultants, particularly Veronica Tam, and town staff, such as Jonathan Fox, to ensure the process moves forward smoothly.
6. Birgitta Indaco, a Los Altos Hills resident, explained that she appreciated the presentation and emphasized the importance of preserving easements, maintaining review processes, and upholding the general plan to keep the town’s rural character. She also stressed the need to retain open space easements and not dismiss CEQA or the EIR. Additionally, she raised a legal question about the distinction between agricultural business and commercial business in the town, seeking clarification on what constitutes each.
7. Michael Grady, a Los Altos Hills resident, thanked the town council for recommending that amending both the housing element and the land use element is the best way to protect the town from a large development at Twin Oaks, noting that state law requires consistency between the two. He warned that interpreting the housing element as 92 units could lead to costly litigation with developers, as it contradicts the zoning allowance for much larger developments. Grady emphasized the need to amend the housing element to avoid unfavorable legal outcomes, expressing skepticism about the consultants' objections and calling for more engagement with credible experts like Veronica Tam.
8. Steven Chan, a Los Altos Hills resident, expressed concerns about the single exit for his neighborhood, which is in a wildfire danger zone. He highlighted that additional housing units could cause severe traffic congestion on already heavily trafficked roads like Arastradero blocking evacuation routes in case of a fire. He referenced the 1991 Oakland Fire, stressing the risk of being trapped in such a scenario, and emphasized that traffic studies should address these safety concerns.
9. Hari Sankar, a Los Altos Hills resident, thanked the ad hoc committee and staff for their efforts but expressed doubt about achieving a reasonable outcome with the Twin Oaks and Fenwick property owners, stating they have not been reasonable in their approach. He criticized the proposed 92 units for Twin Oaks as too fixed and suggested exploring options to reduce that number or shift units to other areas like Foothill College or the Motor Drive property. Mr. Sankar also advocated maximizing potential units through ADUs and SB9s, urging the Town to be more creative and equitable in distributing housing requirements.
Lastly, he expressed concern about the potential for multifamily housing in his neighborhood.
10. Sasha Zbrozek, a Los Altos Hills resident, suggested that if the city were to disincorporate, its RHNA (Regional Housing Needs Allocation) obligations 6 City Council Regular Meeting
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would revert to the county, and any commitments made in the housing element would no longer be valid. He then asked whether the Council had considered this as an option, encouraging an outside-the-box approach.
11. Rajiv Patel, a Los Altos Hills resident, expressed concern that the consultants' recommended approach, which combines land use, multifamily zoning, and objective design standards to limit Twin Oaks development to 92 units, needs verification. He pointed out that the timeline provided by the ad hoc committee only includes multifamily zoning for discussion on February 26th, and he felt that land use and design standards should also be discussed to ensure the approach is feasible. He requested that all three items be addressed on February 26th.
12. Carol Gottlieb, a Los Altos Hills resident, thanked the committee for working on three approaches and mentioned that the objective design standards, developed by the EDPC committee, will carry over to the multifamily housing element. She also highlighted the committee's upcoming meeting to discuss definitions of landscaping and ridge line. Additionally, she shared her view of SB9 units as similar to ADUs, mentioning a recently approved house that integrates an SB9 unit and an ADU while blending with the Los Altos ambiance.
13. Jim Waschura, a Los Altos Hills resident, clarified two potential misconceptions: first, that increasing ADU count alone would meet RHNA requirements, noting that ADUs only count towards lower-income quotas, not higher-income ones; second, that duplexes and triplexes would satisfy RHNA, seeking confirmation that these do not count towards RHNA numbers and explaining the limitations of production counts for housing commitments.
Vice Mayor Bhateja made a motion to allocate 45 hours of staff time and 30 hours of consultant support to create the Housing Element Amendment, multi-family zone, and land use to assist the Ad Hoc Committee and revisit the Development Agreement with Twin Oaks. Council Member Mok seconded the motion. Approved, Vote 5-0 MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
2. PRESENTATIONS AND APPOINTMENTS
A. Reappointment to the Finance and Investment Committee Council Member Swan made a motion to appoint Kjell Karlsson to the Finance and Investment Committee. Mayor Tankha seconded the motion. Approved, 5-0.
B. Proclamation Recognizing the Daughters of the American Revolution on its 75th Anniversary- This item was moved to the March 20, 2025, City Council Regular Meeting.
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3. PRESENTATIONS FROM THE FLOOR
1. Gerda Cristal, a Los Altos Hills resident, expressed frustration over an ongoing dispute with a neighbor demanding the removal of legally planted redwood trees, which began after annexation in 2012. She stated that prior to annexation, tree and view disputes were resolved amicably between neighbors, but the town's current codes favor view seekers over tree owners. She questioned whether the town’s stance on tree protections has changed and criticized the dispute resolution process as biased. She called for a fair revision of the town's tree and view ordinances, emphasizing the stress and legal burden this issue has placed on her and her spouse, who are now in their 90s. She urged the town to act quickly to address these concerns and ensure equal treatment for tree owners and view seekers.
2. Allan Epstein, a Los Altos Hills resident, expressed concern over the lack of staffing in the planning department, noting that after Brad's departure, the position was never replaced. He highlighted the significant workload related to the Housing Element and work plan, questioning why the Town has not hired an additional planner. Mr. Epstein emphasized that the current staff needs more resources to handle the increasing demands and urged the Town to take action to provide additional support.
4. INFORMATIONAL REPORTS (items provided solely for informational purposes)
A. Treasurer's Report - This item is provided solely for informational purposes.
B. Disbursement Report - This item is provided solely for informational purposes.
C. Quarterly Investment Report - This item is provided solely for informational purposes.
5. CONSENT CALENDAR
Council Member Swan made a motion to approve the Consent Calendar with the removal of Item 5J and Item 5K for separate discussion and completely removing Item 5C from the agenda. The motion was seconded by Council Member Tyson. Approved, Vote 5-0.
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
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A. Approval of the City Council Regular Meeting Minutes of December 19, 2024 Approved, Vote 5-0
B. Approval of City Council Special Meeting Minutes for January 29, 2025 Approved, Vote 5-0
C. Approval of City Council Regular and Special Meeting Minutes of January 30, 2025 -This item was removed from consideration on this agenda.
D. Termination of Appointment to the Pathways Committee - Helga Carson Approved, Vote 5-0
E. Resolution Approving and Authorizing Execution of the Viscaino Road Sanitary Sewer Reimbursement Agreement between the Town of Los Altos Hills and Ajay Shah and Leslie Harris Approved, Vote 5-0
F. Resolution Approving and Authorizing Execution of the Amended and Restated Funding Agreement with the Santa Clara Valley Transportation Authority, updated in January 2025, for the 2016 Measure B Bicycle & Pedestrian Education and Encouragement Program Approved, Vote 5-0
G. Resolution Accepting Storm Drainage and Temporary Use Easement Agreement at 12871 Atherton Court; Lands of The Hsu and Lin Family Trust Approved, Vote 5- 0 H. Ordinance (Second Read) Amending Title 2, Chapter 6 of the Los Altos Hills Municipal Code Adding Conflict of Interest Designations Approved, Vote 5-0 I. Resolution Adopting the Revised Investment Policy Approved, Vote 5-0 J. Resolution Authorizing the City Manager to Execute a Five-Year Agreement with Flock Safety for 31 Automatic License Plate Reader Cameras Public Comment:
Allan Epstein, a Los Altos Hills resident, explained that the master agreement includes a provision allowing the Town to exit, but it depends on the Council not appropriating funds. He pointed out that since appropriations are typically made as part of the budgeting process, canceling mid-year would require waiting until the next budget cycle. Mr. Epstein supported the decision to align the agreement's term with the fiscal year, as it allows the Council to decide whether to appropriate funds at the right time.
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Vice Mayor Bhateja moved to approve the resolution authorizing the City Manager to execute a five-year agreement with Flock Safety for the installation of 31 Automatic License Plate Reader (ALPR) cameras, with an initial 15-month term to align with the budget cycle. Council Member Tyson seconded the motion.
Approved, Vote 5-0
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
K. Resolution Authorizing the City Manager to Execute an Agreement with PalAmerican Private Security for Security Patrols in FY2024-25 Vice Mayor Bhateja moved to approve the resolution authorizing the City Manager to execute an agreement with PalAmerican Private Security for security patrols in FY 2024-25, requiring PalAmerican to maintain an excess liability policy of $10 million in insurance coverage and to provide increased patrols during holidays. Council Member Mok seconded the motion. Approved, Vote 5-0 Approved, Vote 5-0
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
6. ONGOING BUSINESS
A. Resolution Approving the 2024-25 Amended Work Plan
Public Comments:
1. Allan Epstein, a Los Altos Hills resident, raised concerns about the budgeting process for the work plan adoption, emphasizing that if funds are not allocated, the proposed projects cannot proceed. He questioned staff about when budget requests would return to the Council and sought clarification on funding needs for specific initiatives, such as the Housing Element Amendment and emergency communication study. Mr. Epstein also addressed sewer-related negotiations, highlighting two separate issues:
one regarding the markup being charged on a $360 million plant improvement project and another concerning the town’s effluent flow calculations. He maintained that the markup unfairly burdens Los Altos Hills ratepayers and suggested addressing this equity issue separately from the more complex effluent flow study, which may require additional research and negotiations.
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2. Carol Gottlieb, a Los Altos Hills resident, requested additional funding to expand Alex Atkins' contract but believes the current budget will suffice through the fiscal year.
Vice Mayor Bhateja made a motion to approve the Resolution adopting the 2024- 25 Amended Work Plan. Council Member Tyson seconded the motion.
Approved, Vote 5-0
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
7. PUBLIC HEARINGS
City Council Ex Parte Contacts Policy Disclosure – All members of the City Council disclosed that they had not engaged in any ex parte contact.
A. First Reading of an Ordinance Amending Sections 10-1.202, 10-1.702, and various other associated 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.
Senior Planner Sunny Chao presented an update on the Town of Los Altos Hills' 2023-2031 Housing Element, specifically focusing on amendments to the Zoning Ordinance required to implement "Block E" housing programs. These programs— E-4 (Transitional and Supportive Housing), E-5 (Residential Care), E-8 (Farmworker and Employee Housing), and E-9 (Single Room Occupancies)—are mandated by state law to ensure housing accessibility and compliance with fair housing regulations. The proposed ordinance would modify zoning to allow these housing types by right in the appropriate residential and agricultural zones, aligning with existing state laws and regulations.
The ordinance includes objective development standards for these housing types and ensures that transitional and supportive housing, as well as residential care facilities and SROs, are integrated into the Town’s existing residential framework.
While these housing types are not currently prevalent in Los Altos Hills, the Town must adopt these zoning amendments to remain in compliance with state law. The Planning Commission has reviewed and recommended approval of the ordinance, and the City Council is now being asked to introduce and waive the first reading of the proposed amendments.
There were no public comments.
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Council Member Tyson made a motion to waive the First Reading and Introduce the Ordinance amending Sections 10-1.202, 10-1.702, and various other sections of the Town of 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). Council Member Swan seconded the motion. Approved, Vote 5-0
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
Council Member Tyson made a motion to extend the City Council meeting past 10 p.m. pursuant to Ordinance No. 506. Vice Mayor Bhateja seconded the motion. Approved, Vote 5- 0 MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
8. NEW BUSINESS
A. Receive 2024-25 Mid-Year Financial Report and Adopt Resolution Approving Mid-Year Budget Appropriations
As of December 31, 2024, the Town maintains healthy reserves, and staff will work to minimize spending within five percent of the budget, according to Finance Director Thomas Leung.
In his mid-year financial report, Mr. Leung stated that General Fund revenues totaled $6.7 million, representing 38% of the annual budget. The Town’s primary revenue sources—property tax, licenses and permits, and service charges—account for most of the revenue. While property tax collections are on track, revenue from licenses, permits, and charges for services is lower than last year due to a decline in permit applications. The Building Division generated $605,542 in revenue but incurred $871,553 in expenses, achieving a 70% cost recovery when excluding overhead costs. The Planning Division reported $161,345 in revenue against $909,084 in expenses, with high costs attributed to long-range planning projects such as the Housing Element.
Mr. Leung reported that General Fund expenditures reached $7.7 million, or 42% of the annual budget. Personnel costs account for 47% of expenditures, partly due to earlier vacancies, though the Town is now fully staffed. Spending on services and 12 City Council Regular Meeting
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supplies is at 40%, which is lower than the same period last year, primarily due to reduced spending on contract services.
Regarding the Sewer Fund, Mr. Leung noted that revenue receipts have not yet been recorded, as the first installment of sewer assessment payments arrives in January. Operating expenses total $388,831, or 10% of the budget, with major invoices for the Palo Alto Treatment Plant and the Regional Water Treatment Facility also due in January. Sewer capital projects typically span 1.5 years, with the design and pre-construction phases taking place in the first year and construction beginning in the following year.
In his report, Mr. Leung also highlighted the Town’s FY 2024-25 Budget, which includes a one-year capital appropriation and a five-year Capital Improvement Plan.
As part of his recommendations, the staff is proposing a budget amendment to allocate $120,000 from the General Fund Vehicle and Equipment Reserve to replace a non-operational 2008 Ford F250 truck. The truck, which has been in service for over 15 years, is essential for maintenance operations, and repairs have become cost-prohibitive. The replacement will ensure reliable delivery service, reduce downtime, and align with the Town’s Vehicle and Equipment Replacement Policy.
Public Comments:
1. Allan Epstein, a Los Altos Hills resident, pointed out that the unassigned fund balance is very small, with several negative amounts in the last column, indicating that the general fund has advanced money to other funds.
He emphasized that although the Town has a lot of cash, there is no unassigned fund balance available to spend, which limits the Town's spending authority. He expressed concern that expenditures are likely to exceed revenue.
Council Member Tyson made a motion to Receive the 2024-25 Mid-Year Financial Report and adopt the Resolution Approving Mid-Year Budget Appropriations. Council Member Swan seconded the motion. Approved, Vote 5- 0 MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
B. Resolution Authorizing the City Manager to Surplus the Nonoperational 2008 Ford F250 and to Purchase a Replacement Truck not to exceed $120,000 (Staff: M.
Schloetter)
Maintenance Superintendent Michael Schloetter presented a report regarding the Town’s 2008 Ford F250 truck, which has been in service for over 15 years, primarily for hauling equipment and materials for various Town projects. In January 2025, the truck broke down and was diagnosed with a need for extensive 13 City Council Regular Meeting
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repairs, including the replacement of the turbo engine and radiator, at an estimated cost of $25,000. Given the truck’s age and the significant repair costs, staff recommended replacing the vehicle, in alignment with the Town’s Vehicle and Equipment Replacement Policy, which suggests replacing diesel trucks after 13 years or 100,000 miles, even though the F250 has only 47,500 miles.
Staff highlighted that repairing the truck would not be cost-effective, and a new vehicle would reduce downtime and maintenance costs, ensuring operational efficiency. A like-for-like replacement vehicle, equipped with secure racks and safety features, is estimated to cost between $100,000 and $120,000.
Staff requested authorization from the City Council to surplus the non-operational 2008 Ford F250 and either sell or donate it. They also requested approval to purchase a replacement vehicle for an amount not to exceed $120,000, to ensure continued operational efficiency for Town maintenance operations. The sale price of the surplus vehicle is expected to exceed $500, and staff will make efforts to auction and sell it at the best market price.
Council Member Swan made a motion to approve the Resolution Authorizing the City Manager to Surplus the Nonoperational 2008 Ford F250 and to Purchase a Replacement Truck not to exceed $120,000. Vice Mayor Bhateja seconded the motion. Approved, Vote 5-0
MOTION PASSED 5-0:
AYES: Tankha, Bhateja, Mok, Swan, Tyson
NOES: None
ABSTAIN: None
RECUSE: None
ABSENT: None
C. 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 (Staff: J. Parcutilo) Management Analyst Joram Parcutilo presented a staff report recommending that the City Council adopt a resolution authorizing the City Manager to execute an agreement with KMVT 15 Community Media to provide video services for public meetings, using Comcast Franchise Fees to cover the expenses. The Town's Council Chambers’ AV system, which has been progressively upgraded since 2013, now includes state-of-the-art equipment for high-definition video production. Staff aims to maximize the system’s potential by bringing in a skilled operator to manage the video services for Council, Planning Commission, and Fire Commission meetings.
Staff explored multiple vendors and conducted an informal bidding process, ultimately recommending KMVT due to their competitive pricing and established relationships with other local jurisdictions. KMVT's proposal includes filming meetings, increasing visibility on multiple platforms, improving video production standards, managing the digital bulletin board, and providing HD-quality video coverage for at least 13 Council meetings and 11 Planning and Fire Commission 14 City Council Regular Meeting
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meetings annually. The proposal also includes costs for monthly updates and additional meeting coverage when needed.
The staff recommends entering into an agreement with KMVT to ensure highquality video services for Town meetings, supported by the funding from Comcast Franchise Fees.
Vice Mayor Bhateja questioned the additional benefits of the proposed video service, particularly the digital billboard, and noted that the town's current system already provides easy online access to past meetings with no complaints. He suggested that streaming meetings on YouTube via Zoom would be a simpler and more effective option, attracting a larger audience than KMVT15, which he was unfamiliar with. Agreeing with Mr. Epstein, he emphasized that funds typically go into the general fund and suggested redirecting them to other priorities if YouTube streaming could be done for free. He concluded that the proposal does not provide cost savings and would significantly increase video service costs.
Council Member Tyson expressed support for outsourcing the video service, noting that it would alleviate the anxiety around getting the technology to work. He appreciated the effort put into the proposal and was positive about the result, stating he would support it.
Council Member Swan raised concerns about the need for the new service, pointing out that there had been no complaints about watching meetings on Zoom.
She also suggested that staff might prefer more training to handle the technology themselves, questioned the relevance of cable access, and noted that YouTube would be a more accessible option. She agreed with Vice Mayor Bhateja that the Comcast funds are not "free money" and questioned the necessity of the expenditure, especially since it was not part of the work plan.
Public Comments:
1. Allan Epstein, a Los Altos Hills resident, raised several concerns, starting with the fact that the project wasn't included in the 2024-25 work plan, and yet work was done on it. He questioned the claimed cost savings, pointing out that the cost of the project was four times more than what it would have cost the Town's crew to do the work, and also noted that the crew enjoys the work and receives overtime pay. Additionally, he pointed out that franchise fees go into the general fund and can be used for any purpose, and he was unclear about the additional benefits of the project.
2. Carol Gottlieb, a Los Altos Hills resident, highlighted that the History Committee typically holds Sunday afternoon presentations and always has a staff member to assist with video and photography. She expressed uncertainty about the cost comparison between the current staff services and the new service, noting that the History Committee may need additional support beyond the contract, possibly including speakers throughout the year.
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Council Member Tyson made a motion to approve the 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. Council Member Mok seconded the motion. Approved, Vote 4-1. Vice Mayor Bhateja voted in opposition.
MOTION PASSED 4-1:
AYES: Tankha, Mok, Swan, Tyson
NOES: Bhateja
ABSTAIN: None
RECUSE: None
ABSENT: None
9. STAFF REPORTS
A. City Attorney – No report
B. City Clerk Arika Miller reported that the Clerk’s Department is currently in the process of implementing electronic voting for City Council meetings.
C. Planning Director Jay Bradford provided an update on recent development applications, including a submission for one of the multifamily opportunity sites identified in the Current Housing Element—the Twin Oaks property. The report highlighted ongoing planning and building activities, emphasizing efforts to streamline project reviews, enhance public engagement, and align with state housing mandates.
Additionally, the department outlined progress on its workplan, detailing completed initiatives and upcoming priorities for the remainder of 2025. Key focus areas include fee schedule updates, code amendments, and GIS-integrated permitting improvements aimed at increasing efficiency and transparency. Looking ahead, the department will continue advancing long-term development strategies, refining application review processes, and ensuring compliance with local and state regulations to support responsible growth in Los Altos Hills.
D. Finance Director Thomas Leung shared that Malia Siulangapo has joined us as the Town’s new Account Technician. For the past 1.5 years, she’s played a key role in managing Accounts Payable as a contractor, and we’re excited to officially welcome her to the team. With her addition, the Finance Department is now fully staffed for the first time in several years—a significant step toward greater stability and continued success.
We’re also making progress in modernizing our budget process. The team is rolling out Gravity software, which will help streamline budget development and improve how we publish the budget book. Staff training is set for early March.
Looking ahead, we’ll be holding our annual budget retreat on March 5, marking the official start of the budget development process for all departments. 16 City Council Regular Meeting
February 20, 2025
On the technology front, we’re also implementing Tyler AP Automation to improve efficiency in accounts payable. Testing will start soon, and we expect to have it fully up and running by the end of the quarter.
These efforts all align with our goal of strengthening financial management, increasing efficiency, and ensuring the Town’s long-term fiscal health.
E. Public Works- Utility Engineer Manager Daniel Liang reported the following:
Heritage House Upgrade:
The Heritage House Upgrade project construction is moving forward quickly. More termite damage was discovered in the crawl space and walls. The building would need to be tented for termite treatment towards the end of the project.
Staff is making all efforts to meet the CDBG deadlines and the project schedule to open Heritage House by Fall 2025. Staff submitted the first CDBG reimbursement invoice to the County last week for $268,092, which is currently being reviewed by the County.
El Monte Fire Station Utility Undergrounding (Rule 20A):
The construction of the joint trench infrastructure was completed as of last week. The project team conducted a punch list walk-through last Friday. PG&E started their overhead to underground conversion work last week. The full conversion work by PG&E, Comcast, and AT&T is anticipated to be completed by fall of this year.
2025 Sanitary Sewer Repair and Replacement Project
The bid opening was at 2 PM today. The Town received four bids ranging from $601,580 to $1,210,694. With the engineer’s estimate of $765,000, the lowest bid is $163,420 below the engineer’s estimate. There is a bid protest period of three business days. Staff will further evaluate the bids and return to Council in March for the award of the construction contract.
F. City Manager Peter Pirnejad presented the following:
MVTV Contract:
The City Manager thanked the Council for approving the one-year MVTV contract and expressed appreciation for the staff’s dedication and exceptional work.
PalAmerican Security Services:
PalAmerican will cover the 14 government holidays with an additional 8-hour shift per day (increasing from 3 shifts to 4 on those days).
The inclusion of these 14 additional shifts will remain within the $550K budget limit.
Builder’s Remedy Response Contracts:
The Town is entering into two contracts to support efforts related to the recent builder’s remedy application on Mora Drive. These contracts will analyze affordability issues and Fire Code compliance. Each contract is expected to cost between $25K - $30K.
Emergency Training Drill:
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Town Hall was closed last Thursday for an emergency training drill involving the Town’s CERT team. The drill focused on a wildfire scenario, providing staff the opportunity to practice working together and with outside agencies to manage emergencies. Staff will hold another drill later this year.
Joint Wildfire Workshop:
Staff is planning a Joint Wildfire Workshop with the LAH County Fire District, tentatively scheduled for April 8th. The attendee list is being finalized, and a postcard with more details will be sent shortly.
Contract Management Software:
Staff is researching contract management software platforms to be implemented internally by the end of March. This will improve notifications for expiring contracts.
Newcomers Welcome Reception:
The Parks, Recreation, and Community Events Committee will host a Newcomers Welcome Reception on Sunday, March 2nd, from 1:00 to 3:00 PM at Town Hall.
This event is an opportunity for new residents to meet the City Council, connect with fellow newcomers, and learn more about the community. Light snacks and refreshments will be served. Newcomers who have moved in the past two years and haven’t received an invitation are encouraged to contact the Community Services Supervisor.
Drive-Thru Shred Event:
The Town will host its first Drive-Thru Shred event of the year on March 22nd from 8:00 to 11:00 AM. This free event allows residents to responsibly destroy confidential documents, with a limit of up to 15 standard file boxes or 15 paper bags of documents. Proof of residency will be required.
Council Communication:
The City Manager requested that Council members copy him on any questions they would like staff to address, so he can provide broader answers when necessary and ensure that responses are shared with the full Council.
10. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND
COUNCILMEMBERS ON OUTSIDE AGENCIES
A. Hills 2000 and Friends of the Hills request for the Town of Los Altos Hills to cosponsor Vines & Wines 2025 on Sunday, October 25, 2025. Approved, Vote 5-0 B. Housing Element Amendment Ad Hoc Committee Report – moved and presented at the beginning of the Council meeting.
C. Amending the EPRC Ad Hoc Committee Appointee to Vice Mayor Bhateja Approved, Vote 5-0
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11. COUNCIL INITIATED ITEMS
A. Allow Los Altos Hills Community Fiber to install conduits from their curbside installation to Town infrastructure, to enable resilient connections to Town internet and power infrastructure in the future
Gautam Agrawal, a Los Altos Hills resident and member of LAHCF, presented a request to allow LHCF to install two conduits from the side of the road to the Town facilities at no cost to the Town. He explained that the conduits would provide future access to fiber and other equipment, which would benefit the Town by connecting it to existing underground fiber. If the installation isn't done now, the Town will incur additional costs later. Dr. Agrawal emphasized that the Town would not be required to commit to any backup power solutions at this time, as the project will rely on PG&E power. The conduits are a crucial part of an $800,000 project to improve the town's connectivity.
City Manager Peter Pirnejad highlighted that the typical process for such decisions involves a two-step approach: first, the council would determine whether the project is worth considering, and then staff would return with a detailed set of recommendations, including budget and timeline. He emphasized the need for the council to fully understand the potential implications of installing the conduit, especially if it leads to further involvement in an ISP or a community fiber project.
Dr. Pirnejad cautioned against piecemeal decisions, as it might make it harder to project the impact of future developments once the conduit is in place. He suggested that if the council chooses to proceed, staff should bring back a comprehensive proposal with all potential implications.
Vice Mayor Bhateja suggested that the current work involves installing a conduit, but it doesn't yet make anyone a subscriber to LAHCF. He clarified that the work is part of the work already planned and that permission is being sought to tie the conduit installation in with that work. By doing so, LAHCF aims to absorb all associated costs and maximize benefits for the Town. He also expressed willingness for the Town to take advantage of the opportunity, noting that it involves installing a few tubes in the ground.
Public Works Director WooJae Kim expressed that if the conduits are installed, the Town would need to accept them unless Community Fiber plans to use them for their operations in the future. If Community Fiber intends to use them, an easement agreement would be required. He pointed out that the Council would need to decide whether to accept the conduits as a dedication for the Town's use or, if they are for Community Fiber’s operations, whether an easement should be granted on town property.
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Vice Mayor Bhateja made a motion to Allow Los Altos Hills Community Fiber to install conduits from their curbside installation to Town infrastructure, to enable resilient connections to Town internet and power infrastructure in the future.
Council Member Swan provided the second.
Council Member Tyson sought clarification on the motion, emphasizing the importance of a staff analysis before directing work to be done. He expressed concern that the council was skipping a step by approving action without a full review of what it would take to connect Eaton and other components. While acknowledging time constraints due to scheduling and funding, he questioned whether there was an urgency that justified bypassing the usual process. He noted that it was unusual for a council-initiated item to go directly to action without a thorough evaluation.
Approved, Vote 4-1. Council Member Tyson voted in opposition.
MOTION PASSED 4-1:
AYES: Tankha, Bhateja, Mok, Swan
NOES: Tyson
ABSTAIN: None
RECUSE: None
ABSENT: None
Public Comments:
1. Kjell Karlsson, a Los Altos Hills resident, mentioned that good pictures were taken of the utility locations, which could help with planning.
2. Allan Epstein, a Los Altos Hills resident, expressed concerns about the congested area where the work is being done, cautioning against adding more piping. He recommended extending an existing two-inch conduit 30 feet to the road, as the area is already crowded with utilities.
3. Carol Gottlieb, a Los Altos Hills resident, noted that the boring work wouldn't impact the Heritage House's new concrete sidewalk or the planned gravel path. She pointed out that the picture shown didn't reflect the recent work done at the Heritage House, particularly the concrete paths.
Council Member Tyson provided an update on the Rule 20A Undergrounding Project.
Vice Mayor Bhateja explained that the EPRC is seeking funding for the LRAD (Long Range Acoustic Device) for emergency audible communications throughout the Town.
12. ADJOURN
The meeting adjourned at 12:09 A.M.
Respectfully submitted,
Arika Birdsong-Miller